Asset Management¶
Module: Assets | Audience: All Users
Table of Contents¶
- Overview
- Asset List
- Creating an Asset — Multi-Step Wizard
- Step 1 — Asset Details
- Step 2 — Purchase Details
- Step 3 — Location & Assignment
- Step 4 — Financial Information (Depreciation)
- Step 5 — Warranty, Insurance & AMC Details
- Step 6 — Documents
- Viewing Asset Details
- Editing an Asset
- Asset Tag & Barcode
- Master Data Used by This Module
Overview¶
The Asset Management module is the core of AMS. It supports creating, viewing, editing, and tracking individual assets throughout their lifecycle. Each asset is linked to master data entities (categories, statuses, locations, etc.) and can be involved in transfers, disposals, audits, schedules, and workflows.
Asset List¶
Path: Sidebar → Assets Listing | URL: /assets
The asset list provides a paginated, searchable, sortable table of all assets. Use the filters panel to narrow results by:
| Filter | Type | Source |
|---|---|---|
| Asset Category | Tree Selector | Asset Categories |
| Asset Status | Dropdown | Asset Statuses |
| Asset Condition | Dropdown | Asset Conditions |
| Location | Tree Selector | Locations |
| Department | Dropdown | Departments |
| Assigned To | Dropdown | Users |
Click any row to open the asset detail view.
Creating an Asset — Multi-Step Wizard¶
Path: Assets Listing → + Create Asset | URL: /assets/create
Asset creation is a 6-step wizard. Navigate between steps using the Back and Next buttons. The asset is saved when you click Submit on the final step.
Step 1 — Asset Details¶
| Field | Label on Screen | Type | Required | Validation | Depends On |
|---|---|---|---|---|---|
| Asset Name | "Asset Name *" | Text | Yes | Max 100 characters | — |
| Asset Tag | "Asset Tag" | Text | No | Alphanumeric only (A-Z, a-z, 0-9); 2–50 characters. Auto-generated if left empty. Helper text: "Leave empty for auto-generation or enter alphanumeric characters only (2-50 characters)" |
— |
| Serial Number | "Serial Number" | Text | No | Max 100 characters. Disabled until Asset Tag is entered (see rule below). When disabled, helper text shows: "Enter asset tag first" | Asset Tag |
| Asset Category | "Asset Category *" | Tree Select | Yes | Must select a category. A + Add button next to the field lets you create a new category inline. | Asset Categories |
| Parent Asset | "Parent Asset" | Dropdown | No | Must be an existing asset | Assets |
| Asset Status | "Asset Status *" | Dropdown | Yes | Must select a status | Asset Statuses |
| Location | "Location *" | Tree Select | Yes | Must select a location. A + Add button next to the field lets you create a new location inline. | Locations |
| RFID EPC ID | "RFID EPC-ID" | Text | No | Hexadecimal (0-9, A-F); 16–24 characters; must start with 30–39. Helper text: "Electronic Product Code ID for RFID tracking (e.g., 3014257BF7194E4000001A85)" |
— |
| Asset Condition | "Asset Condition" | Dropdown | No | — | Asset Conditions |
| Images | "Images" | File Upload | No | Image files only (JPG, PNG, GIF, etc.). Drag-and-drop supported: "Drop image here or browse" | — |
Required fields are marked with an asterisk (*) on screen. Only four fields are mandatory: Asset Name, Asset Category, Asset Status, and Location.
Auto-Generation: If the Asset Tag is left blank, the system generates one based on the company's Asset ID Configuration (category code + serial + timestamp pattern).
Serial Number — Dependency Rule¶
The Serial Number field has a special dependency on the Asset Tag field:
| Condition | What You See on Screen |
|---|---|
| Asset Tag is empty | Serial Number field is greyed out (disabled) with helper text: "Enter asset tag first" |
| Asset Tag is entered | Serial Number field becomes enabled and editable |
| Asset Tag is cleared after Serial Number was entered | Serial Number is automatically cleared and the field becomes disabled again |
Unique Constraint: The combination of (Asset Tag + Serial Number) must be unique within the company. This means:
- Two assets cannot share the same Asset Tag and the same Serial Number.
- The same Asset Tag may appear on multiple assets only if each has a distinct Serial Number.
- The same Serial Number may appear on multiple assets only if each has a distinct Asset Tag.
Step 2 — Purchase Details¶
| Field | Type | Required | Validation | Depends On |
|---|---|---|---|---|
| Manufacturer | Dropdown | No | — | Manufacturers |
| Model | Dropdown | No | Disabled until Manufacturer is selected; filtered by selected manufacturer | Models → filtered by Manufacturer |
| Purchase Value | Currency | No | Max 15 digits total, 2 decimal places | — |
| Current Value | Currency | No | Max 15 digits total, 2 decimal places | — |
| Purchase Date | Date | No | Cannot be a future date | — |
| Vendor | Dropdown | No | — | Suppliers |
| Invoice Date | Date | No | Cannot be a future date | — |
| Invoice Number | Text | No | — | — |
Key Field Dependency:
The Model dropdown remains disabled and empty until a Manufacturer is selected. Selecting a manufacturer filters the model list to show only models belonging to that manufacturer.
Step 3 — Location & Assignment¶
| Field | Type | Required | Validation | Depends On |
|---|---|---|---|---|
| Department | Dropdown | No | — | Departments |
| Assigned To | Dropdown | No | — | Users |
Note: The primary location is set in Step 1. This step captures the departmental and custodian assignment.
Step 4 — Financial Information (Depreciation)¶
| Field | Label on Screen | Type | Required | Validation | Depends On |
|---|---|---|---|---|---|
| Depreciation Rate (%) | "Depreciation Rate (%)" | Number | No | Must be > 0 and ≤ 100; this is a percentage value | — |
| Depreciation Start Date | "Depreciation Start Date" | Date | Yes (if section used) | Cannot be a future date; must be before Expected End Date | — |
| Expected End Date | "Expected End Date" | Date | Yes (if section used) | Must be after Depreciation Start Date | Depreciation Start Date |
| Residual Value | "Residual Value" | Currency | No | Must be ≥ 0; this is a currency amount (e.g., $10,000) | — |
| Depreciation Status | "Depreciation Status" | Dropdown | No | Active, Inactive, or Completed | — |
| Accumulated Depreciation | "Accumulated Depreciation" | Currency | No | Opening balance for imported assets | — |
Cross-Field Validation: - Expected End Date must be strictly after Depreciation Start Date. - Depreciation Start Date cannot be in the future.
Category Defaults vs. Asset Values: If the asset's category has default depreciation values configured, those values are pre-populated automatically when you reach this step. Note the difference: - At the category level, Default Residual Value is set as a percentage of purchase price (e.g., 10%). - At the asset level (this step), Residual Value is displayed and stored as a currency amount (e.g., $10,000), calculated from the category percentage and the asset's purchase value. - Depreciation Rate is a percentage at both levels (e.g., 20% means 20% annual depreciation).
Step 5 — Warranty, Insurance & AMC Details¶
This step supports multiple records per asset. Click + Add to create additional entries.
| Field | Type | Required | Validation | Depends On |
|---|---|---|---|---|
| Warranty From | Date | No | Valid date | — |
| Warranty To | Date | No | Must be after Warranty From | Warranty From |
| Warranty Vendor | Dropdown | No | — | Suppliers |
| Insurance Start Date | Date | No | Valid date | — |
| Insurance End Date | Date | No | Must be after Insurance Start Date | Insurance Start Date |
| AMC Start Date | Date | No | Valid date | — |
| AMC End Date | Date | No | Must be after AMC Start Date | AMC Start Date |
| AMC Vendor | Dropdown | No | — | Suppliers |
| Supporting Document | File Upload | No | — | — |
Cross-Field Validations:
| Rule | Condition |
|---|---|
| Warranty To > Warranty From | Both dates must be provided |
| Insurance End Date > Insurance Start Date | Both dates must be provided |
| AMC End Date > AMC Start Date | Both dates must be provided |
Step 6 — Documents¶
| Field | Type | Required | Validation |
|---|---|---|---|
| Documents | File Upload | No | Multiple files allowed; any file type |
Attach purchase orders, receipts, manuals, certificates, or any supporting documentation.
Viewing Asset Details¶
Path: Assets Listing → Click an asset row | URL: /assets/:id
The detail view displays all asset information organized into tabs:
| Tab | Content |
|---|---|
| Overview | Core asset fields, images, asset tag, barcode |
| Purchase Info | Manufacturer, model, vendor, invoice details |
| Financial Info | Depreciation parameters and calculated values |
| Warranty & Insurance | Warranty, insurance, and AMC records |
| Transfer History | Chronological list of all transfers for this asset |
| Maintenance History | Maintenance records and costs |
| Repair History | Repair records with parts and cost details |
| Documents | All uploaded files and documents |
| Audit History | Audit verification records for this asset |
Editing an Asset¶
Path: Asset Detail → Edit button | URL: /assets/:id/edit
The edit form presents the same fields as the creation wizard. All validation rules apply equally.
Workflow Note: If the asset is part of an active workflow, certain fields may be read-only based on the workflow's modifiable field configuration. Only fields listed in the approval level's "Modifiable Fields" can be changed.
Asset Tag & Barcode¶
Each asset receives a unique Asset Tag that can be: - Auto-generated by the system (based on company configuration) - Manually entered during creation (alphanumeric, 2–50 characters)
The Overview tab of the Asset Detail page displays the asset tag as a CODE 128 barcode and a QR code for on-screen scanning and reference.
Both the barcode and QR code encode the asset's asset_tag value. They are generated client-side and do not require any additional configuration to appear.
Note: The on-screen barcode and QR code are display-only. To generate a print-ready label, see the Asset Tag Printing guide.
Master Data Used by This Module¶
| Master Entity | Where Used | Purpose |
|---|---|---|
| Asset Categories | Step 1 — Asset Category field | Classify the asset |
| Asset Statuses | Step 1 — Asset Status field | Track lifecycle state |
| Asset Conditions | Step 1 — Asset Condition field | Record physical condition |
| Locations | Step 1 — Location field | Physical placement |
| Departments | Step 3 — Department field | Organizational assignment |
| Manufacturers | Step 2 — Manufacturer field | Identify the maker |
| Models | Step 2 — Model field (filtered by Manufacturer) | Identify the product model |
| Suppliers | Step 2 — Vendor; Step 5 — Warranty/AMC Vendor | Track purchase and service providers |
| Users | Step 3 — Assigned To field | Custodian assignment |
Related: Asset Transfer · Asset Disposal · Depreciation Management · Audit Management · Custom Forms & Fields