Asset Management

Track organizational assets with assignment history, depreciation calculations, maintenance scheduling, and bulk import capabilities.

Asset Register

The asset register is a centralized inventory of all organizational property — from IT equipment to furniture and vehicles. Navigate to Workforce > Assets > Register.

Adding an Asset

1. Click Add Asset
2. Fill in the asset details:
   • Asset Name — Descriptive name (e.g., "Dell Latitude 5520 Laptop")
   • Asset Type — Category from configured types (IT Equipment, Furniture, Vehicle, etc.)
   • Serial Number — Manufacturer serial or internal tracking number
   • Purchase Value — Original acquisition cost
   • Purchase Date — When the asset was acquired
   • Location — Branch or room where the asset is stored
   • Assigned To — Staff member currently responsible (optional)
   • Warranty Expiry — End date of manufacturer warranty
   • Notes — Additional details or condition notes
3. Upload photos or documentation (receipts, warranties)
4. Click Save Asset

CSV Bulk Import

Import multiple assets at once using the CSV bulk import feature:

1. Navigate to Assets > Bulk Import
2. Download the asset import template
3. Fill in columns: Name, Type, Serial Number, Value, Purchase Date, Location, Assigned To (Staff ID), Status
4. Upload the completed CSV
5. Review the validation results — fix any errors (e.g., unrecognized asset types, invalid staff IDs)
6. Confirm import

Status Tracking

Every asset has a status that reflects its current condition and availability:

• Available — In stock and ready for assignment. Not currently assigned to any staff member.
• Assigned — Currently in use by a specific staff member. Shows assignee name and assignment date.
• Under Maintenance — Temporarily out of service for repairs or servicing. Includes expected return date.
• Retired — Permanently decommissioned. No longer usable but retained in records for audit and depreciation purposes.

Changing Asset Status

1. Open the asset from the register
2. Click Change Status
3. Select new status and provide reason
4. For "Assigned" — select the staff member
5. For "Under Maintenance" — set expected return date and describe the issue
6. For "Retired" — select retirement reason (Damaged, Obsolete, Lost, Sold)

Assignment History

Track the complete chain of custody for any asset:

• Who it was assigned to and when
• Who returned it and when
• Condition notes at each handover
• Duration of each assignment

This history is essential for accountability, especially for high-value assets like laptops, phones, and vehicles.

Depreciation Tracking

The system calculates asset depreciation using the straight-line method:

• Purchase Value — Original cost
• Useful Life — Expected lifespan in years (configured per asset type)
• Residual Value — Expected value at end of useful life (default: 10% of purchase value)
• Current Book Value — Automatically calculated based on age
• Annual Depreciation — (Purchase Value - Residual Value) / Useful Life

Depreciation reports are available in the Reporting CenterPayroll & Statutory for financial planning and tax purposes.

Asset Types Configuration

Configure asset categories in Settings > Asset Types:

• IT Equipment — Laptops, desktops, monitors, keyboards, mice (default useful life: 4 years)
• Mobile Devices — Phones, tablets (default useful life: 3 years)
• Furniture — Desks, chairs, cabinets (default useful life: 7 years)
• Vehicles — Cars, buses, motorcycles (default useful life: 5 years)
• Tools & Equipment — Power tools, safety gear (default useful life: 5 years)
• Office Equipment — Printers, projectors, whiteboards (default useful life: 5 years)

You can add custom asset types with their own default useful life, residual value percentage, and required fields.