Asset Management

Overview#

Asset Management tracks physical and software assets end to end: inventory, assignment to employees, transfers, reservations, maintenance, warranties, software license seats, IT onboarding kits, lost/damaged incidents, and procurement (purchase orders and vendors).

Purpose#

Show an IT/Asset Administrator how to get an asset into inventory, assign it, and keep it maintained through its lifecycle.

Prerequisites#

• Reference data set up first: brands, categories, types, models, and locations.

Step-by-Step Instructions#

Adding assets to inventory#

1. Set up reference data: Brands, Categories, Types, Models, and Locations.
2. Create the asset record and attach any documents (invoice, spec sheet).
3. Update the asset’s status as it moves through its lifecycle (in stock, assigned, in maintenance, retired, etc.).

Assigning, transferring, and returning assets#

1. Assign an asset to an employee.
2. Transfer an asset between locations or owners (create, complete, or cancel a transfer).
3. Reserve an asset ahead of time (create, activate, fulfill, or cancel a reservation) for planned future use.
4. Process a return when the asset comes back — this updates the asset back to available status.

Maintenance and warranties#

1. Raise a maintenance request when an asset needs repair, or schedule recurring maintenance.
2. Complete or cancel maintenance requests as work is done, and review the read-only maintenance history log.
3. Record and manage warranty details for an asset (create, update, archive, restore).

Software licenses and IT kits#

1. Create software license records and assign or revoke seats to employees.
2. Build an IT Kit Template (a bundle of standard onboarding equipment/items).
3. Issue an IT kit to a new employee during onboarding, and mark individual kit items complete as they are handed over.

Incidents and procurement#

1. Report a lost or damaged asset incident, and route it for approval/rejection.
2. Link a replacement asset once an incident is resolved.
3. Create and manage Vendors, then raise a Purchase Order.
4. Receive goods against a purchase order to update inventory.
5. Configure depreciation settings per asset or category for financial reporting.

Screens Involved#

Expected Results#

An accurate, current record of every tracked asset — who has it, its condition, warranty status, and maintenance history — plus procurement records tying purchases back to inventory.

Not Available in This Release#

Common Mistakes#

• Creating asset records before setting up brands/categories/types/models, causing inconsistent naming.
• Marking an asset returned without actually processing the return workflow, leaving the previous assignment showing as active.
• Expecting depreciation settings to automatically post journal entries to an accounting system — this is configuration only.

Troubleshooting#

An asset shows as assigned to someone who no longer has it.#

Process a formal return (or a transfer to the new holder) rather than editing the assignment record directly, so the asset’s history stays accurate.

A purchase order was received but inventory did not update.#

Confirm the goods-receipt step was completed against the purchase order — receiving is a distinct action from simply creating the PO.

Related Pages#

FAQ#

Best Practices#

• Keep reference data (brands/categories/types/models) tidy from day one — it is hard to clean up after hundreds of assets are entered.
• Log incidents promptly so replacement linking stays accurate.
• Review warranty-expiry analytics regularly instead of discovering an expired warranty at repair time.