Fixed Equipment Module

FIXED EQUIPMENT MODULE

7.1. Settings

7.1.1. Depreciations

To add a new depreciation to your organization:

• Step 1. Go to Settings menu under Fixed Equipment module from the left sidebar -> Select the Depreciations menu
• Step 2. Click on the Add button on the top.

• Step 3. In the Add Depreciations page, fill the following details:

Select Depreciation Method: Declining Balance Depreciation Method, Sum-of-the-Years-Digits Depreciation Method, Units of Production Depreciation Method, Double Declining Balance Method.

Enter the Depreciation Name.

Enter the Number of Months.

• Step 4. Click Save button

7.1.2. Suppliers

To add a new supplier to your organization:

• Step 1. Go to Settings menu under Fixed Equipment module from the left sidebar -> Select the Suppliers menu
• Step 2. Click on the Add button on the top.

• Step 3. In the Add Suppliers popup, fill the following details:

Enter the Supplier Name.

Enter the Address, City, State, Country, Zip Code

Enter the Contact Name

Enter the Phone Number

Enter the Fax

Enter the Email

Enter the URL

Enter the Note

Upload attachment file

• Step 4. Click Save button

7.1.3. Asset Manufacturers

To add a new manufacturer to your organization:

• Step 1. Go to Settings menu under Fixed Equipment module from the left sidebar -> Select the Asset Manufacturers menu
• Step 2. Click on the Add button on the top.

• Step 3. In the Add Asset Manufacturers popup, fill the following details:

Enter the Name.

Enter the URL

Enter the Support URL

Enter the Support Phone

Enter the Support Email

Upload image

• Step 4. Click Save button

7.1.4. Categories

To add a new category to your organization:

• Step 1. Go to Settings menu under Fixed Equipment module from the left sidebar -> Select the Categories menu
• Step 2. Click on the Add button on the top.

• Step 3. In the Add Category popup, fill the following details:

Enter the Category Name.

Enter the Category EULA

Choose the Use the primary default EULA instead: this function does not currently affect the system, only selects and displays off-screen for information.

Choose the Require users to confirm acceptance of assets in this category: this function does not currently affect the system, only selects and displays off-screen for information.

Choose the Send email to user on check in/check out : this function does not currently affect the system, only selects and displays off-screen for information.

Upload image

• Step 4. Click Save button

7.1.5. Status Labels

To add a new status label to your organization:

• Step 1. Go to Settings menu under Fixed Equipment module from the left sidebar -> Select the Status Labels menu
• Step 2. Click on the Add button on the top.

• Step 3. In the Add status labels popup, fill the following details:

Enter the Name.

Select the Status type: Deployable, Pending, Undeployable, Archived.

Enter the Chart color

Default Label: if checked, this is the default state when creating the asset.

• Step 4. Click Save button

7.1.6. Custom field

7.1.6.1. Add Field Set

To add a new fieldset to your organization:

• Step 1. Go to Settings menu under Fixed Equipment module from the left sidebar -> Select the Custom field menu
• Step 2. Click on the Add button on the top.
  
• Step 3. In the New fieldset popup, fill the following details:
  
  1. Enter the Name.
  2. Enter the Notes.
• Step 4. Click Save button

7.1.6.2. Add Custom Field

To add a new custom field for a fieldset to your organization:

• Step 1. Go to the Settings menu under the Fixed Equipment module from the left sidebar -> Select the Custom field menu.
• Step 2. Hover over the fieldset and click View
  
• Step 3. Click on the Add button
  
• Step 4. In the New custom field popup, fill in the following details:
  
  1. Enter the Title
  2. Select the Field type: Text Field, Number Field, Text Area, Select, Multi-Select, Check Box, Radio Button.
  3. Required: if selected, it is mandatory to enter data for this custom field.

7.1.7. Models

To add a new model to your organization:

• Step 1. Go to Settings menu under Fixed Equipment module from the left sidebar -> Select the Models menu
• Step 2. Click on the Add button on the top.
  
• Step 3. In the Add Model popup, fill the following details:
  
  1. Enter the Model Name.
  2. Select the Manufacturer.
  3. Select the Category. Only displays data of the asset category type.
  4. Enter the Model NO.
  5. Select the Depreciation
  6. Enter the EOL
  7. Select the Fieldset
  8. Enter the Note
  9. Upload the image
• Step 4. Click Save button

7.1.8. Permission

Users can access the modules based on their permission.

Admin: has unrestricted access to all the modules. You as an admin, can assign permission for roles or specific employees.

Add Permission

• Step 1. Go to Settings menu under Fixed Equipment module from the left sidebar.
• Step 2. Select Permission menu -> Click on the Add button.

• Step 3. In the Permissions page, fill the required details:
  

– Role: this set of permission applies to all employees of the selected role.
– Staff name: this set of permission applies to select staff.

Step 4. Click Save button

• Dashboard permission
  View: allow the user with a specific role to see the Dashboard menu but only the historical information of the activities that the employee directly performed on the asset data.
  View (Global): allow the user with a specific role to see the Dashboard menu and see all the historical information about the activities that the employee in the system does to the asset data.
  View and View (Global) permissions can only be selected in one of the two.
• Assets permission
  View : If activated, only view asset details and only see assets with Requestable selected.
  View (Global): employee can see all assets .
  View and View (Global) permissions can only be selected in one of the two.
  Create: allow employees to create assets.
  Edit: allow employees to edit assets.
  Delete allow employees to delete asset.
• Same for other features

7.1.9. Other settings

User must register google map key then enter “Google map API key” field -> click Save to save

Google map API key is used for the Location page. Once a location is entered, the system locates the location on the map and displays it in the Location details screen.

7.2. Locations

The Location page is used to create and manage another company location (company branch location if any) so that assets can be allocated from the headquarters company to the branch company.

The data in this screen will be used for the Assets.

Assets column: statistics on the number of fixed assets of this location (When creating fixed assets at the Assets menu, select this location).

Assets Assigned column: statistics of how many assets are allocated from another location to this location

7.2.1. Add New Location

To add a new location to your organization:

• Step 1. Go to Locations menu under Fixed Equipment module from the left sidebar

• Step 2. Click on the Add button on the top.
  
• Step 3. In the Add locations popup, fill the following details:
  
  1. Enter the Location name.
  2. Select the Parent (optional)
  3. Select the Manager: is used to select the manager of this location
  4. Enter the Address
  5. Enter the City
  6. Enter the State
  7. Select the Country
  8. Enter the Zip Code
  9. Select the Location currency. Currency is created at Setup-> Finance -> Currencies
  10. Upload image
• Step 4. Click Save button

7.2.2. Location Detail

• Step 1. Hover over the location and click View

7.3. Assets

The Assets menu is used to create and manage the company’s fixed assets. These assets can be checked-out to employees, customers, other assets, other locations and projects.

This screen will display all information related to fixed assets such as: Asset name, image, status, location (location of the asset to be checked out), default location ( where the asset was selected when creating a new one), number of check-out/check-in, etc…

7.3.1. Add New Asset

• Step 1. Go to Assets menu under Fixed Equipment module from the left sidebar
• Step 2. Click on the Add button on the top.
  
• Step 3. In the Add asset popup, fill the following details:
  
  1. Enter the Asset name.
  2. Select the Models
  3. Select the Status
  4. Select the Supplier
  5. Enter the Purchase date
  6. Enter the Order number
  7. Enter the Purchase cost
  8. Select the Locations
  9. Enter the Warranty
  10. Enter the Description
  11. Go to Serial Number tab, enter the serial number
      Click to add new row.
      
• Step 4. Click Save button

7.3.2. Bulk Upload Asset

Bulk Upload function: used to import multiple lines of fixed assets at the same time

• Step 1. Go to Assets menu under Fixed Equipment module from the left sidebar
• Step 2. Click on the Bulk Upload button on the top.
  
• Step 3. To ensure successful import (correct format, full columns) you should download the template file by clicking Download a sample button.
  
• Step 4. Enter the data you need to import into the downloaded file and save it.
• Step 5. Click the Choose File button under Choose excel file and choose a file -> click on the Import button

In case the import fails, the Download error file button will be displayed. To see the import error, click on the Download error file button to download the file and see the error.

7.3.3. Print QR code

Way 1: Print QR code for each asset

• Step 1. Go to Assets menu under Fixed Equipment module from the left sidebar
• Step 2. Hover over the asset and click Print QR code
  
• Step 3. Redirect to PDF page

Way 2: Print QR code for multiple assets at once

• Step 1. Go to Assets menu under Fixed Equipment module from the left sidebar
• Step 2. Select some assets to print QR code -> click on the Print QR code button

• Step 3. Redirect to PDF page

7.3.4. Asset Detail

• Step 1. Go to Assets menu under Fixed Equipment module from the left sidebar.
• Step 2. Hover over the asset and click View
  
• Step 3. Redirect to asset detail
  • Details tab
    
  • Assets tab
    Show a list of assets checked-out to this asset.
    
  • Maintenances tab
    Show the list of maintenance generated for this asset
    
  • History tab
    Manage activity history: create, update, check-out, check-in.
    
  • Files tab
    Upload attachment file
    

7.3.5. Check-out

You can check-out assets to employees or customers or other assets or locations or projects.

Show the Check-out button only when the asset has a state of type Deployable.

After each check-out or check-in, the action is recorded in the History tab in the asset details.

• Step 1. Go to Assets menu under Fixed Equipment module from the left sidebar
• Step 2. Select an asset that has a status of Deployable and click on Check-out button.
  

• Step 3. In the Check-out popup, fill in the following detail
  1. Select the Status
  2. Check-out to:
  Select the Staff: see information at the Check-out to column

Select the Customer: see information at the Check-out to column

Select the Asset: this asset will be displayed in asset detail which is selected to receive check-out.

Select the Location: this asset will show in the selected location detail

Select the Project: see information at the Check-out to column

3. Enter the Check-out date
4. Enter the Expected check-in date ( optional). This field is for storage only.
5. Enter the Notes

• Step 4. Click on the Check-out button

7.3.6. Check-in

Check-in function is used to recover assets that have been allocated to employees or customers or to another location or to another asset or project.

• Step 1. Go to Assets menu under Fixed Equipment module from the left sidebar
• Step 2. Select an asset anc click on the Check-in button.
  
• Step 3. In the Check-in popup, fill in the following detail
  
  1. Select the Status
  2. Select the locations (optional): Select the location where the recovered asset is received
  3. Enter the check-in date
  4. Enter the Notes
• Step 4. Click on the Check-in button

7.4. Maintenance

Maintenance costs will be added to the value of the asset to calculate depreciation.

To create a maintenance:

• Step 1. Go to Maintenances menu under the Fixed Equipment module
• Step 2. Click on the Add button
  
• Step 3. In the Create Asset Maintenance popup, fill in the following details:
  
  1. Select the Asset
  2. Select the Supplier
  3. Select the Maintenance: Maintenance, Repair, Upgrade, PAT test, Calibration, Software Support, Hardware Support
  4. Enter the Title
  5. Enter the Start date
  6. Enter the Completion date
  7. Warranty improvement: if selected, will display information to know if there is an improvement in maintenance (this function is currently only selected to display information, will improve business later)
  8. Enter the Cost: enter maintenance cost
  9. Enter the Note
• Step 4. Click on the Save button

7.5. Depreciations

7.6. Report