Ownership 

Assets can be

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

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

Useful to track assets provided by others to your customers

Track who had the asset / when

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 / Debtor
2. Can view from Person / Debtor

Asset Types and Asset Profiles

Assets Types

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

Asset Profiles:

One Asset Type may have many Asset Profiles

Asset Profiles have information that may be used by the system - or simply held for information

For companies that purchase multiple of the same asset - they can all have the same Asset Profile.

Example bus profile

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#FuelCards

Extended Attributes

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

There are also "smart lists" that allow you to use previously used values

Price Lists

Used when an asset may be rented

Purchase / Disposal Dates

Can be used for any asset.  Used an updated by Depreciation process if this is a financial asset.

Maintenance Schedules

Track the maintenance requirement on an Asset - note that due will refer to km and also to dates.

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 / Registration Expiries

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

Certificates on Assets Example - HVIS inspection

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

Certificate Setup

First setup the Certificates you track on Assets - note this is especially useful with expiring certificates.

1. Licenses, Registrations, inspections - all have expiry dates
2. HACCP inspections done by your business that have expiry dates

Example normal Vehicle Registration

Example HVIS Inspection 

Asset Issues

To track any issues found on an asset.  Normally these are captured through a drivers portal by the driver at the time of finding the issue.  They can attach photographs and notes

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

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.