Asset Management System (AMS) — User Guide¶

Version: 1.0 | Last Updated: 2026-03-20 | Classification: Internal — All Users

Welcome¶

The Asset Management System (AMS) is an enterprise-grade, multi-tenant platform that manages the complete lifecycle of organizational assets — from acquisition through depreciation to disposal. This documentation set provides step-by-step instructions for every module, field-level validation rules, and master-data dependency maps.

Documentation Index¶

Getting Started¶

Document	Description	Audience
Getting Started & Navigation	Login, profile setup, sidebar navigation, permissions, and common UI patterns	All Users
Grid & Table Customization	Show/hide, reorder, and resize columns; saved views; shared across all list screens	All Users

Core Operations¶

Document	Description	Audience
Asset Management	Creating, viewing, editing, and managing assets (multi-step wizard)	All Users
Asset Transfer	Single and bulk asset transfers with movement tracking	All Users
Asset Disposal	Single and bulk disposal requests with financial tracking	Admin, Owner
Audit Management	Audit requests, execution, RFID scanning, and re-verification	Admin, Owner
Permits	Official PDF documents generated automatically on transfer/disposal approval or activity creation	All Users

Planning & Maintenance¶

Document	Description	Audience
Schedule & Activity Management	Recurring schedules, one-off activities, checklists, cost tracking, SLA	Admin, Owner
Depreciation Management	Depreciation dashboard, calculation engine, and asset-level detail	Admin, Owner

Infrastructure & Tracking¶

Document	Description	Audience
RFID Management	Readers, reader types, vehicles, asset scans, and transfer matching	Admin
Floor Plan Management	Floor plan upload, interactive editor, asset positioning, mislocation detection	Admin, Owner

Automation & Reporting¶

Document	Description	Audience
Workflow Management	Templates, conditions, approval levels, SLA, escalation, delegation	Admin, Owner
Reports	Pre-built reports for assets, transfers, disposals, audits, activities	Admin, Owner
Bulk Upload	Importing data via CSV/Excel for all entity types	Admin, Owner

Administration¶

Document	Description	Audience
Master Data Configuration	Setup guide for all foundational data (categories, locations, departments, etc.)	Admin, Owner
Custom Forms & Fields	Add custom fields and sections to core entity forms; manage reusable option lists and system field visibility	Admin, Owner
User & Role Management	User invitation, role creation, permission configuration, data access control	Admin, Owner
Notifications	Notification center, types, and preference configuration	All Users
Admin Portal	Organization and tenant management (Super Admin only)	Super Admin

Reference¶

Document	Description
Appendix A — Master Data Dependencies	Visual dependency map and recommended setup order
Appendix B — Field Validation Reference	Text patterns, numeric ranges, date rules, uniqueness constraints
Appendix C — Module & Master Mapping	Two-way mapping between modules and master data
Appendix D — Glossary	Definitions of domain terms used throughout the system

System Overview¶

AMS is composed of two web applications:

Application	Purpose
Main Portal	Day-to-day asset operations, transfers, audits, schedules, reports
Admin Portal	Organization onboarding, tenant management (Super Admin only)

Key Capabilities¶

Multi-tenant architecture with company-level data isolation
Role-based access control (RBAC) with granular permissions
Multi-step workflow engine with approval levels, SLAs, and escalations
RFID integration for automated asset and vehicle tracking
Interactive floor plan management with asset positioning
Straight-line depreciation engine with dashboard analytics
Scheduled maintenance and activity management with checklists and cost tracking
Comprehensive audit management with RFID scanner support
Bulk upload for high-volume data import
Real-time notifications (in-app, email, SMS, push)

Audience Guide¶

Role	Start With
End User (Member)	Getting Started → Asset Management
Manager / Approver	Getting Started → Workflow Management
Administrator	Master Data Configuration → all documents
Super Admin	Admin Portal → all documents

For technical support, contact your system administrator.