Asset Reports & Settings
See what is out, what is overdue, who holds what and what went missing — and set the organization-wide rules for when asset movements need approval, how risk is classified, and how labels and GPS capture behave.
Both open from the links at the top of Inventory → Assets: Reports and Settings.
Asset Reports
| Report | What it answers |
|---|---|
| Outside Office | Assets currently assigned out or in transit. |
| Overdue Returns | Assets past their expected return date. |
| Per Custodian | Accountability by holder — what each person has. |
| Lost / Damaged | Assets marked lost or damaged that need action. |
| Movement History | The audit log across every movement action. |
| Pool Balances | Quantity pools by holder, location, status and condition. |
| Pool Movements | Handovers of pooled units, including who signed for them. |
Each report exports to CSV and PDF.
Maintenance figures sit with maintenance: the maintenance page counts open, in-progress, overdue and out-of-service work orders, and each asset’s page totals its hours out of service and maintenance spend over the last 12 months (see Asset Maintenance). Book value and depreciation are in the Fixed Asset Register under Accounting (see Month-End Close).
Asset Settings
- Movement governance. Choose an approval mode — None (movements complete immediately unless an asset itself requires approval), High Risk Only (high-risk assets and the selected actions wait for approval), or All Movements — and which actions it covers: check out, check in, transfer, relocate, verify and retire. You can also make newly registered assets require approval by default.
- Risk classification. A purchase-value threshold at or above which an asset counts as high risk, the categories and asset types to treat as high risk, and an optional maximum GPS accuracy in metres for GPS-backed movements.
- Return and reminder rules. A default return window that prefills expected return dates, and how many days before the return date an asset is flagged.
- Barcode preferences. The asset code prefix, the barcode symbology, the default label content, and whether new assets get a barcode automatically.
- Location capture. Whether GPS is required for check-out, check-in, transfer and relocation, and verification — each switched on separately.
A Policy Snapshot on the same page summarises what is in force.
Permissions
- View asset reports — open the reports.
- Export asset reports — download them as CSV or PDF.
- Manage asset settings — change the settings above.
Common Mistakes
- Turning on All Movements on day one. Every check-in then waits for an approver. Start with High Risk Only.
- Changing the code prefix mid-rollout. Existing labels keep their old codes; only new assets take the new prefix.
Related
- Asset Movements — what the approval rules apply to.
- Labels & Scanning.
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