Master Data Configuration

Module: Master Data  |  Audience: Admin, Owner

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Table of Contents

• Overview
• Recommended Setup Order
• Countries
• States
• Sites
• Locations
• Departments
• Asset Categories
• Asset Statuses
• Asset Conditions
• Manufacturers
• Models
• Suppliers
• Activity Types
• User Groups
• Checklist Templates
• Cost Templates

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Overview

Master data forms the foundation of AMS. All master data must be configured before creating assets or performing transactions. Each master entity has dependencies on other entities — follow the recommended setup order below.

For a visual dependency map, see Appendix A — Master Data Dependencies.

Common UI Pattern — Reason for Change: When editing any master data record, if you modify any field, a Reason for Change text field appears and is required before saving. This ensures an audit trail for all configuration changes.

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Recommended Setup Order

 1. Countries
 2. States (depends on Countries)
 3. Sites (depends on Countries, States)
 4. Locations (depends on Sites) — hierarchical
 5. Departments
 6. Asset Categories — hierarchical
 7. Asset Statuses
 8. Asset Conditions
 9. Manufacturers
10. Models (depends on Manufacturers)
11. Suppliers
12. Activity Types
13. User Groups
14. Checklist Templates
15. Cost Templates

Important: You cannot create a Model without first creating its Manufacturer, and you cannot create a Location without first creating a Site.

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Countries

Path: Master Data → Countries  |  URL: /countries

Field	Label on Screen	Type	Required	Validation
Country Name	"Country Name"	Text	Yes	Required
Country Code	"Country Code (3 characters)"	Text	Yes	Exactly 3 characters
Active	"Active"	Toggle	No	Default: On

Actions: Create, Edit, View Details, Deactivate

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States

Path: Master Data → States  |  URL: /states

Field	Label on Screen	Type	Required	Validation	Depends On
Country	"Country"	Dropdown	Yes	Must select a country	Countries
State Name	"State Name"	Text	Yes	Required	—
State Code	"State Code"	Text	Yes	Required	—
Active	"Active"	Toggle	No	Default: On	—

Uniqueness: The (State Code, Country) combination must be unique.

Dependency: Each State belongs to exactly one Country. Select the Country first to enable State creation.

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Sites

Path: Master Data → Sites  |  URL: /sites

Field	Label on Screen	Type	Required	Validation	Depends On
Site Name	"Site Name"	Text	Yes	Required; unique per company	—
Company	"Company"	Dropdown (disabled)	—	Auto-set from your login session; cannot be changed	—
Address Line 1	"Address Line 1"	Text	Yes	Required	—
Address Line 2	"Address Line 2"	Text	No	—	—
City	"City"	Text	Yes	Required	—
Country	"Country"	Dropdown	Yes	Required	Countries
State	"State"	Dropdown	Yes	Disabled until Country is selected; filtered by selected Country	States (filtered by Country)
Zip Code	"Zip Code"	Text	Yes	Required	—

Field Dependency:

The State dropdown is disabled until a Country is selected. Once a Country is chosen, the State list is filtered to show only states belonging to that country.

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Locations

Path: Master Data → Locations  |  URL: /locations

Locations follow a strict hierarchical structure:

BUILDING
  └── BLOCK
       └── FLOOR
            └── ZONE
                 └── ROOM
                      └── SUB_LOCATION

The form is organized into two sections:

Location Information

Field	Label on Screen	Type	Required	Validation	Depends On
Location Name	"Location Name"	Text	Yes	Required; unique per (Site, Parent Location)	—
Site	"Site"	Dropdown (searchable)	Yes	Required; select from configured Sites	Sites
Location Type	"Location Type"	Dropdown	Yes	One of: Building, Block, Floor, Zone, Room, Sub Location	—
Parent Location Type	"Parent Location Type"	Dropdown	Conditional	Shown only when Location Type is not Building; determines which level of parent to select	Location Type
Parent Location	"Parent Location"	Tree Select	Conditional	For Building: Site is shown as the parent (read-only). For all others: select from location tree filtered by parent type.	Parent Location Type
Description	"Description"	Text Area	No	Multi-line	—
Active	"Active"	Toggle	No	Default: On	—

Address Details

Field	Label on Screen	Type	Required	Validation
Latitude	"Latitude"	Number	No	Decimal coordinate (up to 6 decimal places)
Longitude	"Longitude"	Number	No	Decimal coordinate (up to 6 decimal places)

Important: The Site field is mandatory. Every location must belong to a Site. This field cannot be left empty.

Location Type → Allowed Parent Type

Location Type	Allowed Parent Type
Building	(none — top level; Site is the parent)
Block	Building
Floor	Block
Zone	Floor
Room	Zone
Sub Location	Room

Conditional Field Behaviour

Location Type Selected	Parent Location Type Field	Parent Location Field
Building	Hidden	Shows Site name (read-only)
Any other type	Visible — select the parent level	Visible — tree select filtered by parent type

Hierarchy View: Use /locations/hierarchy to visualize the complete location tree.

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Departments

Path: Master Data → Departments  |  URL: /departments

Field	Label on Screen	Type	Required	Validation
Department Name	"Department Name"	Text	Yes	Required; unique per company
Department Code	"Department Code"	Text	Yes	Exactly 3 characters; uppercase letters and numbers only (A-Z, 0-9)
Description	"Description"	Text Area	No	Multi-line
Active	"Active"	Toggle	No	Default: On

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Asset Categories

Path: Master Data → Asset Categories  |  URL: /asset-categories

Categories support a hierarchical tree structure with parent–child relationships.

Category Information

Field	Label on Screen	Type	Required	Validation	Depends On
Category Name	"Category Name"	Text	Yes	Required; unique per company	—
Parent Category	"Parent Category"	Tree Select	No	Placeholder: "None (Top-Level Category)"; cannot select itself or any of its own children (circular reference prevention)	Asset Categories
Description	"Description"	Text Area	No	Multi-line	—
Active	"Active"	Toggle	No	Default: On	—

Default Depreciation Settings

These fields define the default depreciation policy for all assets created under this category. They are all mandatory.

Field	Label on Screen	Type	Required	Validation	Helper Text on Screen
Default Depreciation Rate (%)	"Default Depreciation Rate (%)"	Number	Yes	Range: 0.01–100	"Annual depreciation rate as a percentage (e.g., 10.00 for 10%)"
Default Useful Life (Years)	"Default Useful Life (Years)"	Number (integer)	Yes	Must be greater than 0	Expected useful life in years
Default Residual Value (%)	"Default Residual Value (%)"	Number	Yes	Range: 0–100	"Residual value as percentage of purchase price (e.g., 10.00 for 10%)"

Important — Residual Value is a Percentage, not a Currency Amount: At the category level, Default Residual Value is entered as a percentage of the purchase price (e.g., enter 10 for 10%). When an asset is created in this category, the system calculates the actual currency amount based on the asset's purchase value. For example, if an asset costs $100,000 and the category default is 10%, the asset's residual value will be pre-populated as $10,000.

Tip: These defaults auto-populate the financial fields when creating new assets in this category, ensuring consistent depreciation policy. Individual asset values can still be adjusted at the asset level.

Hierarchy View: Use /asset-categories/hierarchy to visualize the category tree.

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Asset Statuses

Path: Master Data → Asset Statuses  |  URL: /asset-statuses

Field	Label on Screen	Type	Required	Validation
Asset Status Name	"Asset Status Name"	Text	Yes	Required; unique per company
Description	"Description"	Text Area	No	Multi-line
Active	"Active"	Toggle	No	Default: On

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Asset Conditions

Path: Master Data → Asset Conditions  |  URL: /asset-conditions

Field	Label on Screen	Type	Required	Validation
Asset Condition Name	"Asset Condition Name"	Text	Yes	Required; unique per company
Description	"Description"	Text Area	No	Multi-line
Active	"Active"	Toggle	No	Default: On

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Manufacturers

Path: Master Data → Manufacturers  |  URL: /manufacturers

Field	Label on Screen	Type	Required	Validation
Manufacturer Name	"Manufacturer Name"	Text	Yes	Required; unique
Description	"Description"	Text Area	No	Multi-line
Contact Email	"Contact Email"	Email	No	Valid email format
Contact Phone	"Contact Phone"	Phone Input	No	International phone number with country code selector
Website	"Website"	Text	No	URL
Active	"Active"	Toggle	No	Default: On

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Models

Path: Master Data → Models  |  URL: /models

The Model form contains only the fields listed below. No additional fields are displayed.

Field	Label on Screen	Type	Required	Validation	Depends On
Model Name	"Model Name"	Text	Yes	Required; unique per manufacturer	—
Model Code	"Model Code"	Text	No	Optional identifier for internal reference	—
Manufacturer	"Manufacturer"	Dropdown	Yes	Required; locked (disabled) on edit — cannot change manufacturer after creation	Manufacturers
Description	"Description"	Text Area	No	Multi-line; optional notes about this model	—
Active	"Active"	Toggle	No	Default: On	—

Only two fields are essential to create a Model: Model Name and Manufacturer. All other fields (Model Code, Description, Active) are optional and can be left at their defaults.

Critical Dependency: A Model cannot be created without selecting a Manufacturer first. The (Name, Manufacturer) combination must be unique.

Inline Manufacturer Creation: If the required Manufacturer does not yet exist, click the + (Add) icon button next to the Manufacturer dropdown. This opens an inline dialog where you can create a new Manufacturer (with Name, Description, Contact Email, Contact Phone, Website, and Active fields) without leaving the Model form.

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Suppliers

Path: Master Data → Suppliers  |  URL: /suppliers

The Supplier form is intentionally minimal. It contains only the fields listed below — no additional fields are displayed on screen.

Field	Label on Screen	Type	Required	Validation
Supplier Name	"Supplier Name"	Text	Yes	Required; unique per company
Description	"Description"	Text Area	No	Multi-line; optional notes about this supplier
Active	"Active"	Toggle	No	Default: On

Only Supplier Name is required. Description and Active are optional. This keeps supplier setup fast — you only need a name to get started.

Note: The Supplier form captures core identification only. Supplier–asset relationships are established when selecting a Vendor during asset creation (Step 2 — Purchase Details) or warranty/AMC configuration (Step 5).

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Activity Types

Path: Schedule Management → Activity Types  |  URL: /activity-types

Field	Label on Screen	Type	Required	Validation
Activity Type Name	"Activity Type Name"	Text	Yes	Required; unique per company
Description	"Description"	Text Area	No	Multi-line
Payment Required	"Payment Required"	Toggle	No	Default: Off. When on, cost tracking is enabled for activities of this type.
Checklist Required	"Checklist Required"	Toggle	No	Default: Off. When on, a checklist must be completed during activity execution.
File Upload Required	"File Upload Required"	Toggle	No	Default: Off. When on, file attachments are required during activity execution.
Active	"Active"	Toggle	No	Default: On

Note: These toggles control what additional data is required when executing activities of this type. See Schedule & Activity Management.

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User Groups

Path: Schedule Management → User Groups  |  URL: /user-groups

Field	Label on Screen	Type	Required	Validation	Depends On
User Group Name	"User Group Name"	Text	Yes	Required; unique per company	—
Description	"Description"	Text Area	No	Multi-line	—
Users	"Users"	Multi-Select	No	Searchable; shows accepted users only	Users
External	"External"	Toggle	No	Default: Off. Marks the group as external contractors.	—
Active	"Active"	Toggle	No	Default: On	—

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Checklist Templates

Path: Schedule Management → Checklist Templates  |  URL: /checklist-templates

Field	Label on Screen	Type	Required	Validation
Template Name	"Template Name"	Text	Yes	Required; unique per company

Checklist Items (dynamic list — add, remove, reorder):

Field	Label on Screen	Type	Required	Validation
Checklist Label	"Checklist label {n}"	Text	Yes	Required; no duplicate labels within the template

• At least one item is required per template.
• Items are reordered by drag-and-drop (grab the drag handle icon on the left of each row).
• Click the delete icon on the right to remove an item.

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Cost Templates

Path: Schedule Management → Cost Templates  |  URL: /cost-templates

Field	Label on Screen	Type	Required	Validation
Template Name	"Template Name"	Text	Yes	Required; unique per company

Cost Items (dynamic list — add, remove, reorder):

Field	Label on Screen	Type	Required	Validation
Cost Label	"Cost label {n}"	Text	Yes	Required; no duplicate labels within the template

• At least one item is required per template (the delete button is disabled when only one item remains).
• Items are reordered by drag-and-drop (grab the drag handle icon on the left of each row).
• Click the delete icon on the right to remove an item.

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Next: Asset Management — create and manage assets using the configured master data.

See also: Custom Forms & Fields — extend entity forms with additional fields and reusable option lists.