Asset management module (equipment register)

The Asset management module is a register of everything your business owns and uses: POS terminals, scanners, fridges, ovens, gym machines, hotel TVs, vans and laptops. You see where each asset is, who has it, when it needs maintenance, what it is worth today and when its warranty ends. It works for every business type and every location.

How to turn it on

1. 1Plan: Your plan must include Asset management (Settings › Package Subscription). If not, see plans or contact support.
2. 2Switch: Settings › Business Settings › Modules › Industry modules › Asset management, then click Update settings.
3. 3Permission: Asset management permissions in User Management › Roles (Admins have all). Staff without them still get My assets.

Mobile app: SmartPOS Business app › Assets (list, QR scan, check out and check in).

What you get

Menu item (sidebar Assets)	What it is for
Dashboard	Assets owned, book value, assigned, overdue returns, in maintenance, maintenance due, warranty expiring, pending requests, charts and recent activity
Assets	The Asset register: every asset, where it is and who has it; Import assets, QR labels, Add asset
Assignments	Who holds which asset, what is due back and what is overdue; Assign an asset
Requests	Staff ask for equipment; approvers approve or reject
Maintenance	Maintenance plans and work orders, with cost and downtime
Depreciation	Schedules, book values and disposals
Audits	Count assets by location or category: found, missing, damaged, wrong place
Reports	Register, summaries, assignment history, overdue, maintenance, warranty and insurance, depreciation, disposals, audits
My assets	What the signed-in user holds, their requests and signatures
Settings	Numbering, depreciation, assignments, alerts, maintenance, bookkeeping, labels, categories

/asset-management

Everything you own, who has it and what needs attention.

First-time setup

1. Switch the module on in Settings › Business Settings › Modules (Asset management) and click Update settings.
2. Open Assets › Settings and go through the tabs:
   • Numbering: Asset code prefix and digits (for example AST-00001), and whether to Add the category code to asset codes.
   • Depreciation: your default method and useful life.
   • Assignments & requests: require a signature, default loan days, allow lending to customers.
   • Alerts & e-mails: how many days ahead to warn about warranty, insurance, returns and maintenance, and which e-mails to send.
   • Maintenance: the expense category for maintenance costs.
   • Bookkeeping: link depreciation and disposal accounts if you use Accounting & Bookkeeping.
   • Labels: label size for QR labels.
   • Categories & places: your category tree and sub-locations or departments. Use Import prebuilt to load ready-made categories with depreciation presets.
3. Add your assets with Add asset (name, category, brand, model, serial, photo, documents, location, purchase date, supplier, cost, warranty and insurance), or use Import assets with the Excel template.
4. Print QR labels and stick them on the equipment so anyone can scan them.

/asset-management/assets

Everyday use

• Hand equipment to someone: on the asset or under Assignments, click Assign an asset, choose a staff member, department, location or customer, an expected return date and the condition. The receiver signs on screen.
• Take it back: check the asset in, note its condition and any damage or charge.
• Staff requests: staff open My assets › New request; approvers approve and can hand the asset out in the same step.
• Maintenance: set a plan (every N days, months or meter units) and the daily check opens a work order before it is due. Record cost and downtime; the cost can be posted as an expense.
• Audits: start an audit for a location, scan each QR or tick items, then complete it to mark missing items lost or move misplaced ones.
• Dispose of an asset (sale, scrap, donation, lost or trade-in) to record the gain or loss.

Staff who hold equipment see it under My assets, including anything waiting for their signature.

/asset-management/my-assets

My assets on a phone: the staff member signs the receipt with a finger.

Permissions

Permission (as on the Roles page)	Lets the user
View assets, dashboard and history	See the register and dashboard
Add and import assets	Add assets and import from Excel
Edit assets, upload documents, change status	Edit assets
Delete assets	Delete assets
Assign, return and transfer assets	Check equipment out and in
Request assets (staff self-service)	Use New request in My assets
Approve asset requests	Approve or reject requests
Manage maintenance and work orders	Plans and work orders
Depreciation and disposals	Depreciation and disposal
Run asset audits	Audits
View asset reports	Reports
Asset management settings	Settings

Lists only show assets at the locations the user is allowed to see. A prebuilt Asset Manager role (everything except settings) is available in the roles import.

In the SmartPOS Business app

The Assets screen shows counters (assets, checked out, in maintenance, book value), filters and a search by name, asset code or serial. Tap the scan button to read an asset’s QR label. On an asset you see who holds it, its details and value, and you can Check in or check it out.

Assets in the SmartPOS Business app.

Tips and mistakes to avoid

• Use categories with depreciation presets so new assets get the right useful life automatically.
• Keep warranty and insurance dates filled in: the dashboard warns you before they run out.
• Don’t add assets as products. If you sold it at the till, it is a product; if you use it, it is an asset.

Related pages

Accounting & BookkeepingDepreciation and disposal journals.

ExpensesMaintenance costs as expenses.

LocationsAssets belong to a business location.

Users and rolesWho can assign and approve.