Use this screen to create the “main record” for an asset: what it is, how much it cost, who supplied it, warranty date, documents, and whether it is a unique item or a stock‑managed item.
Overview
Go to Asset → Assets. Each row is an asset record. The app automatically gives each asset a reference like ASSET/00001 so it’s easy to track and print labels later.
How it works
- Single Asset: one unique item (example: a specific laptop or vehicle).
- Multiple Assets: a stock‑managed item with quantities (example: chairs, monitors).
- Status helps you quickly see where the asset is (assigned, in warehouse, repair, destroyed).
- Documents keep proof in one place (invoice, warranty card, service paperwork).
Why “Model Type” matters: it changes how the system checks availability and how stock reports work.
Step-by-step guide
Open the Assets menu
Go to Asset → Assets and click Create.
Choose the Model Type (Single vs Multiple)
If you’re tracking one unique item, choose Single Asset. If you’re tracking a quantity (like 25 monitors), choose Multiple Assets and fill Initial Stock.
Fill the “Financial Information”
Enter purchase price, invoice date, and (if available) link the invoice. This helps later when reviewing value and audits.
Add vendor and warranty
Select the vendor and set the warranty expiry date. The list views can show remaining warranty so you can act early.
Add tags and documents
Tags help you filter (example: High Value, Critical). Upload documents like invoice PDFs and warranty files.
Fields table
| Field Name | Description | Example |
|---|---|---|
Asset Reference |
Automatic unique ID for your asset (helps tracking and labels). |
|
Barcode |
Code you can scan. If left empty, the system can still use the Asset Reference for labels. |
|
Asset Type |
Category with depreciation rules (computers, vehicles, furniture, etc.). |
Computers & IT |
Model Type |
Choose Single (one item) or Multiple (quantity/stock‑managed). |
Multiple Assets |
Initial Stock |
Starting quantity (only for Multiple Assets). |
25 |
Current Stock |
Available quantity (Initial Stock minus currently assigned quantities). |
18 |
Purchase Price |
What you paid for the asset. |
300.00 |
Invoice Date |
When the asset was purchased. |
2024‑08‑01 |
Associated Vendor |
The supplier or service provider for this asset. |
Tech Solutions Inc. |
Expired Warranty Date |
When warranty ends (used to show remaining warranty). |
2026‑12‑31 |
Status |
Stage like Assigned, In Warehouse, Repair, Destroyed. |
In Warehouse |
Tags |
Labels for organizing and filtering. |
High Value, Office |
Asset Documentation |
Upload multiple files (invoice, warranty, photos, etc.). |
Invoice PDF + Warranty PDF |
Field explanation
| Field Name | Explanation |
|---|---|
Asset Reference |
Auto-generated unique code to identify the asset everywhere (also used on labels). |
Barcode |
Scan-friendly code; if empty, labels will still use the Asset Reference as a code. |
Asset Type |
Category that controls depreciation behavior (frequency, method, basis, limits). |
Model Type |
“Single Asset” for one unique item; “Multiple Assets” for items you track in quantities. |
Initial Stock |
Starting quantity for “Multiple Assets”; set once and adjust only for real stock changes. |
Current Stock |
Live availability for “Multiple Assets” = Initial Stock minus active assignments. |
Purchase Price |
Cost you paid when acquiring the asset (used in reporting and depreciation basis). |
Invoice Date |
Purchase date; helps align depreciation schedules and audits. |
Associated Vendor |
Supplier/service company tied to the asset for procurement and service history. |
Expired Warranty Date |
Warranty end date; the app also surface remaining time or “Expired”. |
Status |
Where the asset sits in its lifecycle (Assigned, In Warehouse, Repair, Destroyed, etc.). |
Tags |
Free-form labels (e.g., High Value, Critical) to filter and group assets quickly. |
Asset Documentation |
Attach invoices, warranty cards, photos, and other proofs to keep everything together. |
Current Book Value |
Read‑only value after depreciation; helpful for finance reporting and replacements. |
Tips
- Use consistent naming: for example “Monitor 24-inch” instead of “Screen”.
- Always add a warranty date even if it’s short. “No warranty” is also useful information.
- For Multiple Assets set a realistic Initial Stock, then let transfers keep the live count accurate.
Common mistakes
- Choosing Single when you need quantities: stock checks and stock movements won’t work as expected.
- Leaving vendor empty: maintenance and audit work becomes harder later.
- Using “Destroyed” too early: only use it when the asset is truly disposed and no longer relevant.