Overview

Ownership 

Assets can be

• owned by you 
• or owned by others - eg a customer or supplier or other Franchisee

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Your customers / Suppliers may be Owners, Renters or Current Users of Assets

Useful to track assets provided by others to your customers

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Assigned any Asset to a user - eg: track who was driving the car - or who has that phone or computer.

In the case of Vehicle Rentals the system may update this information in the background.

In the case of Buses and Trucks - the vehicle may be owned by you but used by another Franchisee or host company by updating the possession details

Current user

1. Can view from company company / Debtor
2. Can view from Person / Debtor

Asset Types and Asset Profiles

Assets Types

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Used by the system in lists and to trigger transactions

• • Vehicles (eg Truck, Car, Bus, Trailer)
    • Trucks are used to carry stock (eg Waybills)
    • Buses are used to carry people (eg Shuttle or Tour Buses)
  • Computers, phones etc
  • POS
    • Tills used in the business are defined here
  • Production Equipment
    • Manufacturing Stations are defined here
  • Other assets to track
    • Equipment supplied to customers by others - for example - Fridges or displays or shelving

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Fuel type is used to default on "Fuel Card" usage screen

Example Computer Profile

Buses

Buses will be listed as available if the Calendar is not blocked as unavailable

Asset Status

Asset Statuses include

• Planning - an Asset in use
• Active - an Asset in use that is also Financially Depreciating
• Inactive - an Asset no longer used - will not appear in Asset lists but can be made active again
• Closed - an Asset that was depreciated and was then disposed of

Fuel Cards for Vehicles

A Fuel Card may be linked to the Asset to track transactions.

Fuel cards linked to the debtor will simplify the entry of Fuel card Statements - review Bank Accounts - Creating and Managing Bank AccountsManaging#FuelCards

Extended Attributes

Attributes of an asset - many have help tips on the fields (eg Identifiers > Barcode)

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Review the maintenance required on the Asset dashboard

Calendar

will show activities by date for the asset (eg Buses on Tours, Shuttles on Runs, Trucks on Waybills).

A vehicle may be unavailable if: 

1. Set as unavailalbe on the calendar
2. Has a service booked for a day - with a from and to date.

Certificates / SOP /

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Registration Expiries

The Dashboard of expiring certificates makes it easy to track the assets that need attention

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Certificates on Assets Example - HVIS inspection

Certificates can be created to suit the requirements of each business - see below

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Trip Odometer (ODO) readings

Journals linked to Assets (Purchase, Sale, Depreciation, Maintenance, Fuel, Lease etc)

Link to an Asset at the header or line level of any financial transaction in the system

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When you no longer use an Asset

When an asset is in your system and you no longer use it - Make it inactive.  

It will still be in the system - but no longer in any lists in the system.