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Assets Module

Table of Contents

Purpose Video Tutorial List View Selected Asset View Frequently Asked Questions Getting Started Depreciation & Valuation Management Access Permissions

Purpose

The Assets module allows users to track and manage company assets including equipment, machinery, and other capital items. Users can monitor assignments, categories, depreciation, and valuation details for asset items. The module supports tangible property tracking for tax purposes, including fair market value, useful life, and depreciation calculations.

Asset Tracking

Track assets with serial numbers, brand, model, purchase date, and historical value

Assignment History

Track asset assignments with full history including timestamps and users

Depreciation Tracking

Track depreciation status and useful life for accounting purposes

Tangible Property

Track tax year, classification, condition, and fair market value

QR Code Labels

Print scannable labels for easy asset identification and tracking

Custom Attributes

Add custom attributes to track additional data specific to your assets

List View

View and manage all asset records with filtering and search tools

Search assets by ID, name, assignment, category, or serial number
Filter by depreciation status, company, or purchase date
Track asset assignments across the organization
Monitor fair market value and depreciation
Print QR code labels for asset identification

Search & Filter Options

Use these options to quickly locate specific assets in your inventory.

Option	Description
Quick Search	Search for an asset using the ID, display name, assignment, category, or serial number.
Archive	View asset items that have been archived.
Advanced Filter	Access more detailed search criteria.

Advanced Filter

Advanced Filter Fields

The Advanced Filter option provides the following search fields:

Field	Description
ID	Asset identification number.
Serial Number	Unique serial number of the asset.
Archive	Option to include archived assets.
Brand	Asset manufacturer or brand name.
Category	Asset classification or type.
Model	Specific model of the asset.
Company	Company associated with the asset.
Purchase Date	Date the asset was acquired.
Historical Value	Past value of the asset.
Attribute Name	Custom attribute identifier.
Attribute Field	Value of the custom attribute.
Assigned	Current assignment of the asset.
Description	Text description of the asset.
Depreciate	Depreciation status of the asset.
Useful Life	Expected lifespan of the asset.

Record Options

Select the ≡ icon to view record options:

Option	Description
Assign/Unassign	Assign or unassign users to this asset.
Print Label	Print a scannable label for this asset.

Selected Asset View

Detailed view of individual asset records with assignment, depreciation, and valuation tracking

When an asset is selected from the list view, the Selected Record section displays detailed information organized across multiple modes: Overview, Assignments, and Tangible.

Record Modes

Overview Mode

View an overview of the asset information, including details, attributes, and activity log.

Field	Description
ID	Unique identifier for the asset.
Serial Number	Manufacturer's serial number.
Brand	Manufacturer or brand name of the asset.
Category	Classification or type of asset.
Model	Specific model of the asset.
Company	Company associated with the asset.
Purchase Date	Date the asset was acquired.
Historical Value	Past value of the asset.
Depreciate	Indicates if the asset is subject to depreciation.
Useful Life	Expected lifespan of the asset.
Archive	Option to archive the asset record.
Description	Detailed description of the asset.

Additional Features

Activity Log	View a history of changes and actions related to the asset.
Attributes	Add custom attributes to track additional data.
Picture	Option to add an image of the asset.

Assignments Mode

Track and view the asset's assignment history.

Field	Description
Assignment	The person, department, or entity to whom the asset is assigned.
Timestamp	The date and time of the asset assignment.
User	The username that changed or assigned the asset.

Tangible Mode

Track and view the asset's tangible properties and valuation history for tax and accounting purposes.

Field	Description
Tax Year	The year for which the asset valuation applies.
Classification	Asset classification for tax purposes.
Age	Current age of the asset.
Condition	Current condition of the asset.
Original Installed Cost	Initial cost of the asset when installed or purchased.
Fair Market Value	Current estimated market value of the asset.

Frequently Asked Questions

Common questions and step-by-step guidance for managing assets

Getting Started

How do I add a new asset to the system?

To add a new asset record:

Navigate to the Assets module from the Equipment menu.
Click the + icon at the top of the list.
Enter the asset ID or let the system generate one.
Enter the Serial Number, Brand, and Model.
Select a Category from the dropdown.
Enter the Purchase Date and Historical Value.
Set Depreciate and Useful Life if tracking depreciation.
Add a Description and optionally upload a Picture.
Click Save to create the asset record.

What's the process for transferring an asset between departments?

To transfer an asset to a different department or person:

Locate the asset in the Assets list.
Click the ≡ icon on the asset record.
Select Assign/Unassign.
Search for and select the new person or department.
The transfer will be logged with a timestamp in the Assignments Mode.
The full assignment history is preserved for audit purposes.

Depreciation & Valuation

Can I track the depreciation of an asset over time?

Yes, to track depreciation:

Open the asset record in Overview Mode.
Check the Depreciate checkbox to indicate the asset is depreciable.
Enter the Useful Life in years.
Enter the Historical Value (original purchase price).
Switch to Tangible Mode to track year-over-year valuation.
Update the Fair Market Value annually for accurate records.

How can I update the fair market value of an asset?

To update fair market value:

Open the asset record.
Switch to Tangible Mode.
Select the appropriate Tax Year.
Update the Fair Market Value field with the current estimated value.
Update the Condition field if the asset's condition has changed.
Save the record - the valuation history is preserved.

Management

Is it possible to attach documents or receipts to an asset record?

Yes, you can attach documents to asset records:

Open the asset record in Overview Mode.
Use the Picture option to add an image of the asset.
Use Attributes to add custom fields for document references.
Add notes in the Description field referencing stored documents.

Tip: For extensive document storage, link the asset to related records in modules that support file attachments, such as Jobs or Vendors.

How do I archive an asset that's been disposed of?

To archive an asset while preserving its history:

Open the asset record in Overview Mode.
Check the Archive checkbox.
Save the record.
The asset will be hidden from the default list view.
To view archived assets, click the Archive filter.

Tip: Archive assets rather than deleting them to preserve depreciation history, assignment records, and valuation data for tax and audit purposes.

Access Permissions

Configure user access to the Assets module via Settings → Access

Module Access

Permission	Description
Module Access (Assets)	User can access the Assets module in the Equipment workflow.

Security Permissions

Permission	Description
New Assets	User can add new assets.
Delete Assets	User can delete assets.
New Tangible Property Entries	User can create a new tangible property tax year for the selected asset.
Delete Tangible Property Entries	User can remove tangible property tax years.