Asset management module

Machines, vehicles and tools on your side; screens and installed assets on the customer’s side

A signage business runs on CNC routers, laser cutters, flatbed and roll printers, welding and bending equipment, vehicles and hand tools. It also installs digital screens, LED displays and structures that customers expect it to maintain. The asset module keeps both in one register with purchase, location, custodian, warranty, maintenance, depreciation, transfer and disposal on record.

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Every machine, vehicle and installed display with its purchase, custodian, warranty, service history and book value on one record.

Asset list showing asset name, status, category and location

The problem

The asset register is a purchase file and a guess

The list of machines exists in the accountant’s depreciation schedule and nowhere else.

02Nobody knows which hand tools and ladders went with which installation team, or which came back.
03Machine breakdowns are fixed and forgotten; the same printer head fails again with no history.
04Preventive maintenance for the CNC and laser is done when someone remembers, so breakdowns land mid-job.
05Warranty on a printer or a compressor expires unused because the date is in a file.
06Screens and LED displays installed at customer sites are not listed anywhere, so AMC and warranty calls start from zero.
07Sale or scrap of an old machine is not posted correctly, and the books carry assets that left years ago.

What it does

One register for internal equipment and customer-installed assets

Fixed assets are created from the purchase receipt, given a category, location and custodian, and depreciated per the finance book. Maintenance schedules, repairs, movements, value adjustments and disposal are all recorded against the asset. Customer-side equipment such as installed screens is tracked as serialised items linked to the customer, site and AMC.

Standardincluded in the core ERPConfiguredset up around standard featuresCustom developmentbuilt to order, scoped separatelyIntegrationexternal system or hardware

Asset register with category, item, location, custodian, purchase date, cost and status
Asset created from purchase receipt or purchase invoice, with GST input on capital goods handled in accounts
Asset categories for CNC and laser machines, printers, fabrication equipment, vehicles, tools and IT
Location and custodian per asset: factory, godown, vehicle or a named employee
Asset movement: transfer between locations or custodians with date and reason
Tool kits issued to installation teams and returned, tracked as asset movementsConfigured
Warranty and AMC dates on the asset with reminders before expiry
Asset maintenance schedules: periodic tasks per machine with assignee and due dates
Asset repair log: breakdown, repair cost, downtime and vendor per incident
Depreciation per finance book with straight line or written down value and automatic journal entries
Asset value adjustment for revaluation or impairment
Disposal by sale or scrap with the gain or loss posted to accounts
Asset depreciation ledger and register reports for audit and income tax
Customer-installed assets: screens, LED displays and structures tracked as serialised items linked to customer, site and projectConfigured
Equipment under AMC linked to the maintenance schedule and service ticketsConfigured
Workstations in manufacturing mapped to machines in the registerConfigured
Insurance details and documents attached to the asset

In a signage business

Assets a signage and fabrication business needs to track

01
CNC router and laser cutter
Purchase, installation date, warranty, preventive maintenance every quarter, repair history and depreciation on one record. Downtime per incident is known.
02
Flatbed and roll printers
Print heads, ink systems and service contracts tracked as maintenance tasks and repairs. Warranty on the head is on the asset, not in a file.
03
Vehicles
Installation vans and pickups with insurance, fitness and permit dates, fuel and repair expenses, and the driver as custodian.
04
Installation tool kits
Drills, ladders, scaffolding and testing equipment issued to teams and returned, so missing tools are traced to a team and a site.
05
Customer-installed digital screens
Each screen and media player tracked by serial number against the customer site, with warranty start and the AMC that covers it.
06
Fabrication shop equipment
Welding sets, bending machines, compressors and paint booths with maintenance schedules and custodians on the shop floor.

Key workflows

From purchase to disposal

Step 1 of 6

Set up the asset item

The item master marks the item as a fixed asset and assigns the asset category, which decides the accounts and default depreciation method.

Item master form with the Is Fixed Asset option and item details

Step 2 of 6

Purchase and capitalise

The purchase receipt or invoice for the machine creates the asset with cost, GST and supplier. Location, custodian and warranty dates are set at this point.

Purchase receipt with items, quantities, GST taxes and totals

Step 3 of 6

Maintain and repair

Preventive maintenance tasks are scheduled per machine and assigned to a person. Breakdowns are logged as repairs with cost and downtime, building the service history.

Maintenance visit form with date, completion status and items maintained

Step 4 of 6

Depreciate

Depreciation runs per finance book and posts journal entries on schedule. The asset shows its book value at any date.

Asset form with finance book and depreciation schedule table

Step 5 of 6

Move, adjust or revalue

Transfers between the factory, a site and a custodian are recorded as movements. Value adjustments handle impairment or revaluation.

Asset value adjustment form with current and new asset value

Step 6 of 6

Sell or scrap

An old machine is sold through a sales invoice or scrapped with a journal entry. The gain or loss posts to accounts and the asset status changes.

Asset record in Scrapped status with the scrap journal entry and disposal date

Screens

What your team works in

Layouts, naming and print formats are configured to your business during implementation.

Asset record in Sold status with connections to movement, maintenance, repair and value adjustment — Asset record with movement, maintenance and repair links

Asset depreciation ledger report with purchase amount, depreciation and amount after depreciation — Asset depreciation ledger

Business outcomes

What changes for the owner and the factory head

Every machine, vehicle and tool has a location, a custodian and a status.
Preventive maintenance is scheduled and assigned, so breakdowns during a job are fewer surprises.
Repair history per machine shows what keeps failing and what it costs.
Warranty and AMC dates are on the asset with reminders before expiry.
Tools issued to installation teams are traced when they do not come back.
Depreciation and book value are ready for audit and income tax without a separate spreadsheet.
Sale and scrap post correctly, so the books match what is on the floor.
Screens and displays installed at customer sites are on record for warranty and AMC service.

Connected

Assets connect to purchase, production, service and accounts

Assets are created from purchases, mapped to workstations in manufacturing, maintained through the service module and depreciated in accounts. Customer-side installed assets link the project that installed them to the tickets that service them.

External integrations, scoped separately

Barcode or QR labels on assets for scanning during audits and tool issue
Vehicle GPS or telematics feed

Assets

Sales & ProcurementPurchase receipts and invoices create assets; asset sales go through sales invoices.FinanceDepreciation, value adjustments and disposal post to the ledger; asset registers support audit.ManufacturingWorkstations map to machines so maintenance downtime and capacity are seen together.ServiceCustomer-installed assets and equipment under AMC carry tickets, visits and service history.HR & PayrollCustodians and tool kit holders are employees; vehicle drivers are recorded on the asset.ProjectsInstalled assets link to the project and site that delivered them.

Who uses it

Who works in the asset module

ODOwner / Director
FHFactory Head
MIMaintenance In-charge
SIStores In-charge
IHInstallation Head
AMAccounts Manager
SHService Head

Related modules

Works with

FAQ

Asset Management: common questions

How are customer-side assets like installed screens tracked?

They are not your fixed assets, so they are tracked as serialised items linked to the customer, site, project and AMC. Warranty, tickets and visits attach to that serial number. This structure is configured during implementation.

Can depreciation follow both Companies Act and income tax rates?

Yes. Multiple finance books allow different methods and rates for the same asset, with separate schedules and entries.

Can we track tools issued to installation teams?

Yes. Tool kits are set up as assets and issued and returned using asset movements against the custodian. Low-value consumables are better handled as stock items.

What happens when we sell or scrap a machine?

A sale goes through a sales invoice; a scrap goes through a scrap entry. Accumulated depreciation and gain or loss are posted automatically and the asset status changes.

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