Assets Module Guide
Use Assets to track company property, custodians, assignments, returns, maintenance, labels, audits, and lifecycle status.
Assets are company-owned items that need accountability beyond normal stock quantity. Examples include laptops, scanners, tools, equipment, furniture, vehicles, printers, and high-value devices. Asset tracking helps teams know who has an asset, where it is, what condition it is in, and what action is needed next.
Who Uses Assets
- Admins and operations leads who maintain the asset register and lifecycle rules.
- Custodians who receive, use, return, or report issues with assigned assets.
- Warehouse or IT teams who label, scan, move, repair, or audit assets.
- Finance users who review asset reports, assignments, depreciation inputs, or audit evidence where applicable.
Asset Lifecycle
- Register: Create an asset record with name, category, serial number, tag, purchase details, condition, and location.
- Label: Attach barcode, QR code, or physical asset label if your organization uses scanning.
- Assign: Give the asset to a custodian, branch, department, warehouse, vehicle, or team.
- Move: Record transfers, handovers, temporary assignments, and location changes.
- Maintain: Track repairs, inspections, service dates, warranty notes, and condition changes.
- Audit: Confirm physical existence, custodian, location, label, and condition during audits or stock takes.
- Return or retire: Record returns, loss, disposal, damage, sale, or retirement according to policy.
Important Asset Fields
| Field | Why It Matters |
|---|---|
| Asset tag or label | Helps scanning, audits, and physical identification. |
| Serial number | Distinguishes similar devices or equipment. |
| Custodian | Shows who is responsible for the asset now. |
| Location | Shows where the asset should physically be found. |
| Condition and status | Shows whether the asset is active, damaged, under repair, returned, lost, or retired. |
Permissions And Controls
Users may need access to view assets, create records, assign custodians, approve handovers, update condition, upload evidence, scan labels, export reports, or retire assets. If a user cannot see an asset or update custody, ask an organization admin to check their role and branch or department access.
Common Mistakes
- Creating an asset without serial number, label, custodian, or location.
- Moving an asset physically but not updating AWRA.
- Assigning assets to a team without naming the responsible person where policy requires it.
- Skipping return evidence when an employee, vendor, or department hands back an asset.
- Retiring or marking an asset lost before review or approval is complete.
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