Introduction

The Asset Management Application customizes the Accounting and Maintenance module and includes an Automation and Manual link for Equipment and Asset creation.

User Roles

There are three User roles for the Asset Management module:

• Employee – Can acknowledge & confirm the Allocation of the Equipment and Handover it to the Admin/Asset Manager.
• Asset Manager – Can create the Vendor Bill, Asset & Equipment and allocate it to the Employee. Handles handover and reassignment processes.
• Administrator – The Admin has full access, including the roles of Employee and the Asset Manager.

• By default the App takes the User Role of Admin and Asset manager.

Manual and Automation Link of Asset & Equipment

There are two ways to link equipment and assets:

Manual Linking: Disable the "Auto link – Asset & Equipment" option in Settings -> Maintenance -> Asset Management to manually link assets and equipment.

Automatic Linking: Enable the "Auto link – Asset Equipment" option in Settings for automatic linking.

Equipment Creation

Go to Maintenance -> Equipment -> Machines & Tools and click 'New' to create equipment.

After filling all the mandatory fields and saving, the Equipment is created as shown below.

In Automation method, For the Equipment created the Corresponding Asset is created and linked automatically.

In Manual Method, Asset can be manually created by clicking "Create Asset" button.

The corresponding Asset is manually created and linked.

Clicking on the ‘Linked Asset’ we can find the corresponding linked Asset.

Equipment Stages

• After filling all the Mandatory Fields, we can save the equipment. Initially the Equipment remains in 'Unassigned stage'.



• By clicking on the ‘Allocate’ we can allocate the equipment to an employee.



• After filling all the mandatory fields, we can validate the Allocation by clicking the ‘validate’ as shown below.



• We can configure the to and from location by navigating to ->Maintenance -> Configuration -> Location.



• We can click on ‘new’, add the Location and save them to use for Asset Allocation.


• After Validating the Allocation, the equipment is moved to 'Allocated stage'.



• After the Allocation is sent from the Asset Manager, it will be acknowledged by the Employee, by clicking the ‘Confirm’.



• Once the Allocation is acknowledged by the Employee, then the Equipment is moved to 'In Use Stage'.



• Click on 'Handover' to handover the Equipment to Asset Manager.



• Fill all the mandatory fields and proceed the handover by clicking 'Validate' as shown below.



• Handover request is sent to Asset Manager/Admin. The Asset Manager should acknowledge the Handover by clicking the ‘Confirm Handover’ as shown below. Until that, the Equipment remains in 'Waiting for Handover Approval Stage'.



• After the Admin/Asset Manager’s Confirmation, the equipment is moved to 'Handover stage'.



• If the Asset manager wants to Reallocate the asset, it can be done by clicking on ‘Set to Unassigned’, they can move the equipment back to Unassigned Stage as shown below. Then it can be reassigned to any of the employee.



• If the equipment is damaged or not working then they can Scrap the equipment by clicking the ‘Scrap’ as shown below.



• Scrap can be done only in Unassigned and Handover stages and only when the corresponding Asset depreciation are in draft, closed, and cancelled Stage.


• But if the corresponding Asset Depreciation is not closed and is in a running state then it throws a validation.



• To close the Asset Depreciation manually, by clicking ‘Modify Depreciation’ we can modify the Depreciation stage.



• Now the Depreciation is set to closed.



• Going back to the linked equipment, on clicking the ‘Scrap’ it shows a Message box requiring the reason for scrap. Give the Scrap reason and confirm the Scrap by clicking ‘Confirm Scrap’ as shown below.



• After Scrap confirmation, the equipment is moved to 'Scrap stage'.

Asset Generation from Vendor Bill

Navigate to -> Accounting -> Vendors -> Bills. Click ‘New’ to create a new Bill.

Below screenshot is the configuration of a sample product used.

Below screen shot is the configuration for Automatic Asset creation. Navigate to -> Accounting ->Configuration ->chart of Accounts -> ‘Account name’ ->Automation ->Automate Asset -> Create and validate.

By enabling the ‘create and validate’ option, Asset can be created Automatically when bill is created. Also enable ‘manage items’ and specify an ‘asset model’.

Fill all the mandatory fields and click ‘confirm’ to create the Bill.

For the Bill created, Corresponding Asset will be automatically created as shown below.

We can create corresponding equipment manually by clicking ‘Create Equipment’.

Corresponding equipment is created and automatically linked with the Corresponding Asset.

The rest of the Equipment workflow are the same as explained above, please refer that for further equipment process

Asset Traceability

Asset details can be found by navigating to Maintenance -> Reporting -> Asset Traceability.

Below is the Asset Traceability maintained for a corresponding Asset.