Assets and assignments

See every individual unit you own, give it to an employee or place, take it back, and keep its warranty and history in one place.

Contents: Who can use it · Overview · The Assets page · Add an asset · The asset page · Assign · Return · Example · FAQ

Who can use it

Staff with the asset permissions (view, create, update, delete). Assigning and returning need the assign permission.

Where: Assets & Inventory → Overview and Assets.

The Assets list.

Overview

Overview is a live view of what you own, use and owe, with Recent activity. Actions across assets show up there.

The Assets page

Assets lists every serialized unit: its identity, state and location.

Button / control	What it does
New asset	Registers a unit
Row click	Opens the asset page
Status change	Change asset status after a confirmation
Delete	Removes an asset after you confirm

Statuses: In stock, Assigned, In repair, At vendor, Disposed, Retired. Condition is separate: Good, Fair, Damaged, Refurbished, Scrapped. Status, condition and location are independent.

Add an asset

Most units are created automatically when you receive goods on a purchase order. Use New asset for opening balance, donated items or units found in a stock count.

1. Click New asset.
2. Select the Product and enter a unique Asset tag.
3. Choose the Status, Condition, Current Location and the origin (Purchased, Donated or Found in audit). Opening balance and found units start with an imported event.
4. Add warranty details: vendor, Start date, End date, Warranty code, notes.
5. Optionally book it to a Cost center and Department, and override the product's depreciation (Depreciation method, Useful life months, Salvage value, Depreciation starts). See Depreciation, cost centers and total cost.
6. To let people book it for a time slot (a projector, a van), tick Can be reserved, and Booking needs approval if someone must approve each booking. See Booking shared items.
7. Add Identifiers such as MAC address or PON serial (add new rows with Add new). MAC and serial must be unique in your organization.
8. Click Save Asset.

The asset page

Section	What it shows
Header	Asset tag, serial, status, condition, Custody (who has it) and Active warranty till
At a glance	Current location, acquired on, purchase cost
Unit details, Extra identifiers	Specifications and identifiers
Warranty coverage	Starts, expires, Expired flags, and Warranty records
Assignment tab	Assigned employee, assigned at, returned at, location
Timeline	Every action adds a permanent event (unit created, warranty added, assigned and so on)
Depreciation tab	Method, accumulated depreciation, book value and the month-by-month schedule
Costs tab, Total cost	Maintenance, repairs and upgrades recorded against it, and its total cost of ownership
Assign, Return	See below

Assign an asset

1. Open the asset and click Assign.
2. Select the employee or a location, set Assigned At and add notes.
3. Save. The status becomes Assigned and the history records who has it.

Return an asset

1. Open the asset and click Return.
2. Set Return at, choose Condition in (the state it came back in) and add notes.
3. Save. The unit goes back to stock and the assignment gets a returned date.

For returning a faulty unit to a supplier, see Vendors.

Example scenario

Padma Net Support issues a MikroTik router to field engineer Arif. The asset "RT-0042" is In stock at the Mirpur warehouse. Storekeeper Nasrin clicks Assign, selects Arif and today's date. Two months later Arif returns it with Condition in set to "Fair". Nasrin clicks Return, and the router is back in stock.

Tips

• Always scan or type the Asset tag exactly; it must be unique.
• Record the Condition in honestly at return. It informs repair and disposal decisions.
• Add warranty dates at receipt so you can claim later.

Troubleshooting and FAQ

Duplicate MAC or serial error. Each identifier must be unique across the organization.

I cannot find Assign. The unit is not in a state that can be assigned (for example Disposed), or you lack the permission.

Related pages

Products and setup · Procurement · Vendors · Maintenance, audits and disposals · My assets, requests and problems · Tags, labels and scanning · Depreciation, cost centers and total cost