Inventory and records of assets

Firmao CRM has an easy to use functionality of inventory of fixed assets in a company. This allows us to keep comprehensive records of assets and all activities related to it (purchase, sale, repair). Additionally, it allows us to store information about typical faults and problems related to our assets and how to deal with them.

Functionalities of the fixed assets records module:

1. Fixed assets database with their features,
2. Fixed assets location database,
3. Database of information about technical problems with assets and how to solve them,
4. Possibility to assign assets to users,
5. Report/statement system,
6. Ability to add attachments,
7. Ability to define our own additional fields for assets,
8. Appointment reminders.

How to enable the inventory and assets recording functionality?

To enable the Inventory and assets records functionality, we have to enable the appropriate module in the company settings: “Asset management”. To do this, we need to click on avatar, and then from the drop-down list select “Company settings”.

Then, from the available options, we select the last one – “Asset management”. We make sure that the box around the module turns blue and the checkbox in the upper right corner is checked:

Then, in order to save the settings, we need to click the green “OK” button in the lower right corner of the screen. System will refresh automatically.

After starting a given module, three new tabs will appear in the main menu:

• Assets,
• Locations,
• Types of assets.

Assets

This module makes it easier to keep records and manage the assets in our company.

How to add equipment?

To add assets, we need to select “Assets” from the menu- a list view of all devices added so far will open. Then we need to click the green “Add” button in the upper right corner of the screen.

A creation window will appear with fields in which we can complete information such as:

• Name (required field),
• Location — from the previously added locations, we select the one where the asset is located (if locations have not been added, check here, how to do it)
• Type — select from the drop-down list of previously added asset types the one that corresponds to the currently added asset (if locations have not been added, check here how to do it)
• Company,
• Contact,
• Inventory number — we complete it for the use of asset inventory and to make it easier to find the product on the list,
• Responsible user — we assign a person responsible for the asset,
• Used by — from the drop-down list, we select users who use the given asset,
• Supplier — we select the asset supplier from the list of companies,
• Supplier contact — from the list of people, we select the one who is responsible for the delivery of the asset.

Tip: The responsible user can edit the asset data and create tasks for it, while the person using the asset cannot modify its data.

Tip: New asset can be created based on an already existing one (by default it will have all the data of the asset based on which it was created). To do this, we need to select the checkbox next to the selected asset and click on the „Add based on selected asset” tab.

Detailed view of the assets

By clicking on the name of the selected asset or inventory number, we go to its detailed view, where we can complete/edit data related to it.

The detail view contains tabs with information about and management of related objects. Here we can, among others: add attachments, create reminders and assign custom fields.

• Tab “Description” allows us to add a description of the asset.
• Tab “Finances” – enables us to analyse and calculate company costs related to work performed using asset.
• Net price per hour asset’s work is the rate that the company’s client pays for an hour of asset’s work in the assigned task.
• Net price per day of work of the asset is the rate that the company’s client pays for a day of asset’s work in the assigned task. The division of rates into hourly and daily rates allows for special offer price calculation when using a given equipment for a longer period of time in one task.

Tip: These rates are used to calculate the cost of tasks, to issue invoices and to calculate the profitability of tasks and projects.

• Cost per hour of asset work is the rate by which the total costs of completing a task, which also included the operation of a given equipment for a given period of time, will increase.
• Tab “Files” allows us to view all attachments related to the selected asset. In the panel, we can also add new attachments, edit information about attachments existing in the system and delete selected ones.
• Tab “Additional properties” allows us to define additional asset properties. A description of how to create additional property can be found here.
  Additional properties can be defined during creation or editing type of asset.
• Tab “Reminders” allows us to view all reminders associated with the selected asset. In the panel, we can add new reminders, edit and delete reminders already existing in the system. At a defined time, the system will email the specified users reminding them of an upcoming event related to the asset, e.g. the date of its service or the upcoming end of the warranty.
• Tab “Changelog” allows us to review all changes related to the selected asset. We can view the full history of operations performed on the asset — who, when and how modified the data. Any changes are updated on an ongoing basis.