Available to subscription: Fleet Management
User role: Fleetmanager
What can you use assets for?
Under Assets you register your fleet's assets, for example machines, tools, electronics and vehicles without a license plate. You can see who is responsible for the asset, where it is, how it was acquired, and which maintenance tasks it has.
1. Select Asset in the menu on the left.
2. Click Assets.
The page has three columns: Filter on the left, where you can search by department, category, asset name and asset number (click Apply), the list of Assets in the middle and the details of the selected asset on the right.
Before you start
- Asset categories: An asset must have a category, for example Electric machinery or Fuel-powered tools. You create the categories under System setup > Fleet management > Asset categories, where you also specify which fields are needed and what should be monitored.
- Custom fields: If you want to register extra information, for example Purchased by, create the fields first under System setup > Fleet management > Fields. Then you can fill them in right away when you create the asset.
Create an asset
1. Click Create asset.
2. Select category, department and asset type. These fields are required. The asset type can be Other, Electronics, Vehicle (without license plate), Machine, Equipment or Tool.
3. Fill in the other information, for example name, year, brand, model, manufacturer and serial number.
4. Click Save.
If you already have a similar asset, you can open it and click Copy asset instead.
The tabs on the asset
Master Data
Basic information, status (Active or Inactive), fuel and consumption, and an image of the asset. This is also where you specify:
- Responsible for the asset: the employee who is responsible, and for which period.
- Associate the asset with: a project or location, an employee, a vehicle or another asset, with a period.
Monitoring
Select the tracking device the asset uses. Here you see the asset's latest locations, the department's address and any zones the asset must be located in. Violations of zone rules are shown under Fleet vehicles > Fleet violation.
Acquisition
Specify whether the asset is bought, leased or rented, and fill in the agreement, for example bought date, price, invoice number and supplier. When you select a supplier, the supplier's contact details are shown directly on the asset.
Maintenance
The asset's planned and completed maintenance tasks. Click Excel to download the tasks.
Assets Associated
Other assets associated with this asset. Click Add to associate an asset, or Excel to download the list with asset, asset category and period.
Documents
Upload, for example, the invoice, manual or service report, so everyone responsible can find them.
History
Changes to the asset.
Export to Excel with Report
Click Report above the list to download an Excel file with all assets in your search result, or Report on the selected asset to download only that asset. The report Standard - Rapport includes, for example, the asset name and number, category, asset type, department, status, brand, model, manufacturer, serial number, IMEI, responsible employee, associated vehicle and asset, location and zone, acquisition (bought date, supplier, invoice number, leasing agreement and payment), fuel and CO2 emission, and the date of the next service. Your own custom fields are also included.
You can create more reports and choose the columns yourself under System setup > Fleet management > Reports.