Asset Overview
Track the things your organization owns and lends out — laptops, vehicles, tools, furniture — with a custodian, a location and a movement history for each, a service schedule where it needs one, and a book value in the ledger where finance needs one.
Open Inventory → Assets. The asset register lists every asset with its status, custodian, location and return status, and links to everything else in the module: the movement logs, custodians, labels, reports, settings and maintenance.
Assets Versus Stock
Stock is consumed or sold and is counted in quantities. An asset is kept, lent out and brought back, and each one has its own record. Some things sit in between — twenty identical folding chairs — and those can be tracked as a quantity pool: one record with a quantity, handed out and returned in numbers. Inventory stock can be converted into an asset or a pool; see Asset Register.
The Parts Of The Module
- Register — the asset records themselves. See Asset Register.
- Movements — check out, check in, transfer between custodians, relocate, verify, mark damaged or lost, and retire. Each is recorded with who, when and where. See Asset Movements.
- Custodians — the people who hold assets, with or without a login. See Asset Custodians.
- Labels and scanning — QR and barcode labels and the scan screen. See Labels & Scanning.
- Maintenance — preventive schedules that open their own work orders, fault reports, downtime and repair cost. See Asset Maintenance.
- Reports and settings — overdue returns, assets outside the office, lost and damaged, approval rules and label preferences. See Asset Reports & Settings.
Book Value Lives In Accounting
The register’s indicative written-down value chart applies one flat rate to every asset. It is a quick picture, not book value, and it posts nothing. For real depreciation — straight line or reducing balance per asset, posted to the ledger every month, with disposals and gain or loss — set the asset up in the Fixed Asset Register under Accounting. See Month-End Close. Retiring an asset here stops its depreciation there from the month it was retired.
Permissions
Viewing assets, adding and editing them, and each movement action (check out, check in, transfer, relocate, verify, mark damaged, mark lost, retire) are separate permissions, so a front desk can check laptops in and out without being able to retire one. Maintenance, reports, report exports and asset settings each have their own permissions too.
Related
- Assets module guide.
- Asset tracking and Fixed asset register — the feature overviews.
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