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Asset detail

Asset detail (record, photo, check-out)

Overview

This screen is an asset's full record. From here you create a new asset or view and edit an existing one, upload its photograph, record its identity, classification, acquisition and depreciation data, and run the life-cycle operations: checking it out to an employee, checking it back in, reserving it, revaluing it and disposing of it. The complete check-out history is recorded on the same screen. Operational users who manage the company's fixed asset inventory use it.

How to get there

  1. In the side menu, click Assets.
  2. In the asset list, click an asset's name or code to open its record. To create a new asset, click New in the list.
Action URL
Existing asset record /Assets/{id}
Create a new asset /Assets/new

Key concepts

Term Definition
Asset code The asset's unique identifier in the system. It is generated automatically if you leave it blank at creation.
RFID EPC The Electronic Product Code written to the asset's RFID tag, used in physical audits.
Serial number The manufacturer's serial number.
Asset model The asset's classifier, configured under Master > Asset models. It determines the depreciation, the custom fields and the default Accounting accounts. It replaces the old categories.
Location The physical place where the asset sits.
Cost center The organizational unit the asset's cost is charged to.
Custodian The person or entity responsible for the asset's custody.
Depreciation book The Accounting policy defining the useful life and the accounts used to calculate depreciation.
Acquisition cost The original amount paid for the asset.
Salvage value The estimated value at the end of the useful life, used in the depreciation calculation.
Useful Life (mo) The asset's expected life in months (between 1 and 600).
Depreciation method The calculation algorithm: Straight-line, Declining balance or Units of production.
Status The asset's life-cycle stage: Draft, Active, Fully depreciated, Disposed or Retired.
Availability Whether the asset is Available to be assigned or Checked Out to an employee.
Check-out Handing the asset to an employee for temporary use.
Check-in Recording the asset's return by the employee, along with its condition.
Reservation Holding the asset for an employee over a future date range.
Disposal Permanently removing the asset from the active register, with or without sale proceeds.
Revaluation / Impairment An adjustment to the asset's book value for appreciation (revaluation) or loss of value (impairment).

Acceptance required (EULA): some Asset models require the employee to accept an agreement before receiving the asset. The text is defined on the asset model (Require acceptance (EULA) at checkout); see Asset models.

How to use it

Create a new asset

  1. From the asset list, click New.
  2. Fill in the required fields: Name, Asset Model, Acquisition date, Acquisition cost, Useful Life (mo) and Depreciation method. Choosing the model fills in the method, the useful life and the salvage value automatically.
  3. Optionally enter the Asset code (leave it blank and the system generates one), RFID EPC, Serial number, Description, Location, Cost center, Custodian and Depreciation book.
  4. Choose the starting Status (usually Draft when creating).
  5. Click Save. The system saves the asset and redirects you to the record at the new record's permanent URL.

If your plan has an asset limit and you have reached it, the system shows a warning notification and takes you to the subscription screen to upgrade.

Edit an existing asset

  1. Change the fields you want in any section of the record.
  2. Click Save. A notification confirms the save.

Upload or change the asset photograph

The photograph section is only available on Assets that have already been saved.

  1. On the Photo card, click Upload (or Replace photo if an image already exists).
  2. Choose a PNG, GIF, JPG or WebP file up to 5 MB.
  3. The image is saved immediately and appears on the record. A notification confirms Photo updated.

To remove the photograph, click Delete (only visible when a photo is loaded) and confirm. A notification confirms Photo removed.

Click the photograph (Click to enlarge) to see it larger; close it with the close button or by clicking outside the image.

Check the asset out to an employee

This button appears when the asset's availability is Available.

  1. Click Check Out.
  2. In the Check Out Asset dialog, select the Employee (required).
  3. Optionally set the Expected return and Notes.
  4. Optionally upload a Condition photo of the asset as it is handed over (PNG, GIF or WebP).
  5. If the asset model requires acceptance, the dialog shows the Acceptance required panel with the agreement text (EULA). Read it and tick I accept the terms above. The check-out stores a signed copy of the accepted text.
  6. Click Check Out. The asset's availability changes to Checked Out and the history is updated.

Check the asset back in

This button appears when the asset's availability is Checked Out.

  1. Click Check In.
  2. In the Check In Asset dialog, select the asset's return Condition: Good, Minor wear, Damaged or Lost.
  3. If the condition is Damaged or Lost, complete the Damage report field with a description.
  4. Optionally enter Notes and upload a Condition photo of the asset as it is received.
  5. Click Check In. The asset goes back to Available and the history is updated.

Reserve the asset for an employee

  1. Click Reserve.
  2. In the Reserve Asset dialog, select the Employee (required).
  3. Set the reservation's Start date and End date (they must be today or later).
  4. Optionally enter Notes.
  5. Click Reserve. A notification confirms the reservation.

Dispose of the asset

The Dispose button only appears when the asset's status is Active.

  1. Click Dispose.
  2. In the Dispose Asset dialog, enter the Disposal date (required).
  3. If the disposal is a retirement with no sale, tick Retirement (no proceeds). If there was a sale, enter the amount in Proceeds.
  4. Set the Disposal method: Resold, Recycled, Donated, Landfill or ITAD (a certified electronic waste handler). This feeds the disposals report and the environmental audit trail.
  5. Attach the disposal Certificate if you have it: PDF, PNG or JPG up to 10 MB (for example, the destruction or recycling certificate). Use Add certificate or Replace certificate.
  6. Record the Estimated CO2 avoided (kg) where it applies, for your company's sustainability reporting.
  7. Optionally enter Notes.
  8. Click Dispose. The asset's status changes to Disposed.

If your company set an approval threshold, a disposal whose proceeds reach that value does not execute immediately: it goes into the Pending approvals queue for an administrator to authorize.

Transfer the asset to another location

On a saved asset, the Location is not edited directly on the form: it is changed with this action, which leaves a trail.

  1. From the Actions menu, choose Transfer.
  2. Set the destination location and the movement notes.
  3. On save, the movement is recorded in the asset's Location history and shows up in the Asset Whereabouts report.

Review the change history

  1. Click the History button in the action bar.
  2. The History dialog shows the changes recorded against the asset: what changed, when and by whom.
  3. Close it with Close.

The record also includes two permanent histories:

  • Checkout history - every hand-over and return of the asset.
  • Location history - every transfer between Locations.

Review the Consumables charged to the asset

The record includes the Consumables card, which gathers every supply issued against this asset. It is the operating part of the asset's cost: spare parts, toner, filters, oil and any other issue charged to it.

  1. Scroll down to the Consumables card, below the asset history.
  2. The table shows each movement with its Date, Code, Consumable, Quantity and Cost.
  3. The footer states the number of movement(s) and the accumulated Total, in the company's currency.
  4. If no consumable was ever charged to this asset, the card shows: "No Consumables have been charged to this asset."

The card only appears if your user has permission to view Consumables. The charge to the asset is made when the issue is recorded under Consumables > Issue; see Consumable issue.

Print the asset's documents

From the Documents menu you can generate:

Document Content
Data Sheet The asset's full record, with its cost, depreciation, current value, photo and custom fields.
Label The asset label with its QR code, to stick on the equipment.
Custody The custody receipt. Available when the asset is checked out to someone.

They all use the layout configured under Settings > Report designer, if your company customized it.

Complete the asset type's fields

The Custom fields section shows the fields defined in the asset model's template (for example CPU and RAM on computers, VIN and plate on vehicles). They differ per type. To add or remove fields, edit the set under Master > Custom fieldsets and assign it to the model; see Custom fieldsets.

Revalue or impair the asset

The Revalue button only appears when the asset's status is Active.

  1. Click Revalue.
  2. In the Revalue Asset dialog, enter the Revaluation date (required).
  3. Choose the Type: Revaluation (an increase in value) or Impairment (a loss of value).
  4. Enter the adjustment Amount (greater than 0.00, required).
  5. Optionally enter Notes.
  6. Click Revalue. The book value is adjusted and a notification confirms the operation.

As with disposals, if the company has an approval threshold set and the amount reaches it, the revaluation goes to Pending approvals instead of applying immediately.

Fields

Section: Identity

Field Type Required Description Validation
Asset code Text No The asset's unique identifier. Only editable at creation. Left blank, it is generated automatically on save.
Name Text Yes The asset's descriptive name. Cannot be empty.
RFID EPC Text No The EPC code on the asset's RFID tag. -
Serial number Text No The manufacturer's serial number. -
Description Multiline text No A detailed description of the asset. -

Section: Classification

Field Type Required Description Validation
Asset Model Drop-down Yes The asset's type. Choosing it fills in the depreciation and the custom fields defined on the model. An active model of the company must be selected.
Manufacturer Drop-down No This unit's brand. It defaults to the model's manufacturer and can be changed per asset. Supports text search.
Location Drop-down No An active physical location. On a saved asset it is changed through the Transfer action. Supports text search.
Cost center Drop-down No An active cost center. Supports text search.
Custodian Drop-down No An active custodian. Supports text search.
Depreciation book Drop-down No An active depreciation book. Supports text search.

Section: Acquisition and depreciation

Field Type Required Description Validation
Acquisition date Date field Yes The date the asset was acquired. -
In-service date Date field No The date the asset went into operation. -
Acquisition cost Numeric (2 decimals) Yes The asset's original purchase value. Minimum 0.01.
Salvage value Numeric (2 decimals) No The estimated value at the end of the useful life. Minimum 0.00.
Useful Life (mo) Whole number Yes The expected life in months. Between 1 and 600.
Depreciation method Drop-down Yes The depreciation algorithm to apply: Straight-line, Declining balance or Units of production. -
Status Drop-down Yes The asset's life-cycle status: Draft, Active, Fully depreciated, Disposed or Retired. -

Section: Checkout history (existing Assets only)

Column Description
Employee The name of the employee who received the asset.
Checkout Date The date the asset was handed over.
Expected Return The date it is due back.
Returned The actual return date. It shows the Open tag if the check-out has not been returned yet.
Condition The asset's condition when it was returned, color-coded. If there are damage notes, they appear beside the tag.

Section: Consumables (existing Assets only)

Column Description
Date The date of the consumable movement charged to the asset.
Code The consumable item's code.
Consumable The consumable item's name.
Quantity The quantity issued, to two decimals.
Cost The line's total cost, in the company's currency.

The card footer shows the number of movements and the Total of all of them.

Permissions

Available to users with access to the Assets module, as configured by your administrator.

Notes

  • Plan asset limit: when you try to save a new asset, the system checks whether the account has reached its plan's asset limit. If it has, a warning appears and you are redirected to the subscription screen (/suscripcion) to upgrade.
  • Image formats: the asset photograph and the condition photos in the check-out and check-in dialogs only accept PNG, GIF or WebP files up to 5 MB.
  • Availability of life-cycle buttons: Dispose and Revalue are only available when the asset's status is Active. Check Out only appears if the asset is Available; Check In only appears if it is Checked Out.
  • Active company: the asset model, manufacturer, location, cost center, custodian, depreciation book and employee drop-downs only show active records of the company selected in the application's top bar.
  • History paging: the checkout history table shows 10 records per page and can be sorted by column.

Troubleshooting

Symptom Likely cause Resolution
The Check Out button does not appear. The asset is already checked out to an employee (availability Checked Out). Check the asset back in first with Check In.
The Dispose and Revalue buttons do not appear. The asset's status is not Active; it may be Draft, Fully depreciated, Disposed or Retired. Check the Status field in the Acquisition and depreciation section, set it to Active if appropriate, and save.
On save, the system redirects to the subscription screen. The current plan's asset limit was reached. Upgrade your plan from Subscription or contact your administrator.
The photo will not upload. The file is over 5 MB, or it is not PNG, GIF or WebP. Reduce the file size or convert it to the right format before trying again.
The asset model, location or employee drop-downs are empty. No active records are configured for the selected company. Check the Master data under the Master module and make sure the records you need are active.
The checkout history does not show the employee's name. The employee was deactivated after the check-out. Informational only; the check-out record exists but the employee is no longer active in the system.
The Damage report field does not appear in the check-in dialog. The selected condition is Good or Minor wear. It only appears when the condition is Damaged or Lost. Select the right condition.

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