Asset Management Module — User Guide

Navigation: Sidebar → Asset Management (dropdown)

Table of Contents

1. Overview
2. Getting Started
3. Dashboard
4. Managing Assets
5. Asset Allocation
6. Asset Revocation
7. Asset Maintenance
8. Warranty Management
9. Asset Condition & Status Tracking
10. Insurance & Disposal
11. Depreciation & Book Value
12. Settings & Configuration
13. User Permissions
14. Notifications
15. Reports & Analytics
16. Best Practices
17. Troubleshooting

1. Overview

The Asset Management module provides a complete lifecycle management solution for your organisation's physical and digital assets. It covers everything from acquisition and allocation through maintenance, depreciation tracking, and eventual disposal.

Key Features

• Full lifecycle tracking — Acquire → Allocate → Maintain → Dispose
• Real-time dashboard with KPIs for total asset value, depreciation, maintenance, and more
• Flexible allocation system to assign assets to employees with time limits
• Revocation workflow to recover allocated assets
• Maintenance management with priorities, statuses, types, and cost tracking
• Multi-warranty support per asset with active/expiring/expired indicators
• Condition & status tracking (new, good, fair, poor, damaged / active, inactive, disposed, under maintenance)
• Insurance tracking with policy numbers and expiry dates
• Depreciation calculation with useful life and salvage value
• Categorised assets using the built-in Category taxonomy
• Granular permissions — 11 distinct permission levels
• Email notifications for maintenance events

2. Getting Started

Prerequisites

1. Subscription — The business must have the Asset Management feature active in their subscription plan.
2. Permissions — At least the View Assets permission is required.
3. Asset Categories — It is recommended to set up asset categories first via Settings → Asset categories.

First-time Setup

1. Navigate to Asset Management → Settings.
2. Configure code prefixes:

   Setting	Default	Example Output
   Asset Code Prefix	(auto)	AST-0001
   Allocation Code Prefix	(auto)	ALC-0001
   Revoke Code Prefix	(auto)	RVK-0001
   Maintenance Prefix	(auto)	MNT-0001

3. Configure email notification recipients and templates.
4. Create asset categories relevant to your business.
5. Start adding assets!

3. Dashboard

Navigate to Asset Management → Dashboard.

Admin View (KPIs)

Employee View

4. Managing Assets

Creating an Asset

1. Go to Asset Management → All Assets.
2. Click + Add Asset.
3. Fill in the form:

4. Warranty — Add one or more warranty periods:

   • Start Date
   • Duration (months) → End date is auto-calculated
   • Additional Cost
   • Notes

5. Click Save.

Editing an Asset

• In the All Assets list, click the Edit button on any row.
• All fields can be updated; warranties can be added, modified, or removed.

Deleting an Asset

• Click the Delete action from the dropdown.
• The asset and all associated media will be removed.

Filtering & Searching

Use the filter controls at the top of the All Assets list:

• Location — Filter by business location
• Category — Filter by asset category
• Purchase Type — Owned / Rented / Leased
• Is Allocatable — Yes / No

5. Asset Allocation

Allocation assigns assets to specific employees/users.

Creating an Allocation

1. Navigate to Asset Management → Allocations (or click Allocate from an asset's action menu).
2. Click + Allocate Asset.
3. Fill in:

4. Click Save.

Editing an Allocation

• Only allocations that are not fully revoked can be edited.
• Modify the receiver, quantity, asset, or dates.

Viewing Allocations

The allocation list shows:

• Reference number, asset name, model, category
• Receiver name, provider name
• Quantity allocated, quantity revoked
• Allocation date, allocated-upto date
• Action buttons: Edit, Delete, Revoke

6. Asset Revocation

Revocation recovers assets previously allocated to users.

Creating a Revocation

1. Navigate to Asset Management → Allocations.
2. On an allocation row, click Revoke from the action dropdown.
3. Fill in the revocation form:

4. Click Save.

Viewing Revocations

Navigate to Asset Management → Revocations to see all historical revocations with:

• Reference, original allocation code
• Asset name, model, category
• Revoked-for (user), revoked-by (admin)
• Quantity, revocation date, reason

7. Asset Maintenance

Track and manage repair, servicing, and preventive maintenance.

Creating a Maintenance Record

1. From an asset's action menu on the All Assets page, click Send to Maintenance.
2. Fill in:

3. Click Save. A notification is sent to configured recipients.

Editing Maintenance

1. Go to Asset Management → Maintenance.
2. Click Edit on any record.
3. You can update:
   • Status and Priority
   • Assign a technician (Assigned To)
   • Add details and attachments
   • Record actual cost and completed date
4. If the Assigned To user changes, a notification is sent to the new assignee.

Filtering Maintenance

Filter the list by:

• Status — New / In Progress / Completed / Cancelled
• Priority — High / Medium / Low
• Assigned To — Select a specific user

Maintenance Statuses

Maintenance Types

8. Warranty Management

Each asset can have multiple warranty periods.

Adding Warranties

During asset creation or editing:

1. In the Warranty section, click Add More.
2. Enter:
   • Start Date — When the warranty begins
   • Duration (Months) — The system calculates the end date automatically
   • Additional Cost — Extra warranty cost (if any)
   • Notes — Warranty terms or provider info

Warranty Indicators

In the asset list and maintenance views:

• 🟢 In Warranty — At least one warranty covers today's date (shows days remaining)
• 🔴 Not in Warranty — No active warranty

Expiry Alerts

The dashboard highlights assets with warranties expiring within 30 days.

9. Asset Condition & Status Tracking

Condition

Tracks the physical state of an asset:

Status

Tracks the operational state:

10. Insurance & Disposal

Insurance

Track insurance information per asset:

• Insurance Policy — Policy number or reference
• Insurance Expiry — When the policy expires

Disposal

When an asset reaches end-of-life:

1. Edit the asset.
2. Set Status = "Disposed".
3. Fill in:
   • Disposal Date — When the asset was disposed
   • Disposal Method — Sold / Scrapped / Donated / Recycled
   • Disposal Value — Amount recovered from disposal

11. Depreciation & Book Value

Configuration Per Asset

Calculation

The system uses straight-line depreciation:

$$\text{Book Value} = (\text{Quantity} \times \text{Unit Price}) - (\text{Annual Depreciation} \times \text{Years Elapsed})$$

The book value never falls below the salvage value.

Dashboard View

Admins see:

• Total Asset Value — Sum of all asset costs
• Total Depreciation — Cumulative depreciation

12. Settings & Configuration

Navigate to Asset Management → Settings.

Code Prefixes

Notification Templates

Configure email templates for:

1. Asset Sent for Maintenance

   • Subject and body with tags: {asset_code}, {maintenance_id}, {status}, {priority}, {maintenance_note}, {created_by}
   • Select recipients who should receive this notification
   • Enable/disable email delivery

2. Asset Assigned for Maintenance

   • Sent to the assigned technician when they are assigned
   • Subject and body with the same tags as above

13. User Permissions

Permission Notes

• View All Maintenance and View Own Maintenance are mutually exclusive — a user gets one or the other.
• Admin/superadmin users have full access regardless of permission settings.
• The subscription must include the Asset Management feature for any permission to take effect.

14. Notifications

Types

Channels

• Database — Always active; appears in the notification bell
• Email — Can be toggled on/off in Settings for each notification type

Template Tags

Available placeholders for notification templates:

15. Reports & Analytics

Dashboard Reports

The admin dashboard provides visual summaries:

• Assets by Category — Quantity distribution across categories
• Assets by Condition — Breakdown by physical condition
• Assets by Status — Breakdown by operational status
• Maintenance Summary — Status distribution of maintenance records
• Expiring Warranties — List of assets with warranties ending within 30 days

DataTable Exports

All asset lists (assets, allocations, revocations, maintenance) support:

• Searching — Global text search across visible columns
• Sorting — Click column headers to sort
• Filtering — Use dropdown filters for status, category, location, etc.

16. Best Practices

Asset Onboarding

1. Create categories before adding assets (e.g., IT Equipment, Furniture, Vehicles).
2. Upload an image for visual identification.
3. Set up warranty details immediately upon purchase.
4. Fill in insurance information for high-value assets.
5. Set useful life and salvage value for depreciation tracking.

Allocation Workflow

1. Mark assets as allocatable to enable the allocation feature.
2. Always record the reason for allocation (audit trail).
3. Set allocated upto dates for temporary assignments.
4. Use the revocation workflow to formally return assets.

Maintenance Workflow

1. Use Preventive type for scheduled maintenance.
2. Assign a responsible person to track accountability.
3. Record estimated cost before work begins, actual cost after completion.
4. Update status promptly — this appears on the dashboard.
5. Use attachments to document before/after photos.

Disposal Workflow

1. Change asset status to Disposed.
2. Record disposal date, method, and value.
3. Keep the record for audit and tax depreciation purposes.

17. Troubleshooting

This guide covers the Asset Management module (Enhanced version). For technical questions, contact your system administrator.