Asset Management
Manage and track your shop’s equipment, furniture, vehicles and other assets.
📘 What this feature does
Asset Management helps you create, edit, track and remove physical items that belong to your shop — things like POS machines, refrigerators, delivery bikes, furniture, or expensive tools. You can also attach photos, warranty info, maintenance dates, purchase price and more.
Use this to:
Keep an up-to-date list of everything your shop owns.
Track where items are located and who’s responsible.
Store purchase, warranty and insurance details for accounting and claims.
Plan maintenance so equipment stays working and downtime is reduced.
🏪 Where to find it
From your dashboard: Dashboard → Operations → Asset Management (or use the “Asset Management” menu link).
👀 What you’ll see on the Asset page
A list/table of all assets with options to filter and sort. Typical columns include:
Asset ID — your unique code for the item.
Name — e.g., “Back-room Fridge #1”.
Type — category like IT, Vehicle, Machinery, Furniture, etc.
Location — where the item is kept in the shop.
Status — active / inactive.
Purchase Price & Currency — how much it cost.
Next Maintenance Date — when it needs service.
Actions — View, Edit, Delete, or Toggle Active.
You can also open detailed pages for each asset that show photos, serial numbers, warranty, insurance, and specifications.
✍️ Main actions (simple steps)
Add a new asset (Create)
Click Add Asset.
Fill in basic info: Asset ID, Name, Type, Purchase Price and Currency (required).
Optionally add: serial/model numbers, brand, barcode, location, assigned employee, warranty/insurance dates, maintenance schedule, and specs.
Upload a main photo and up to 5 gallery images (JPEG/PNG).
Save — the asset appears in your list.
Tip: Use a clear Asset ID (e.g., FRIDGE-01) so staff can reference it quickly.
Edit asset details
Open the asset and click Edit to update location, assigned employee, warranty dates, price or photos.
Remove an asset (Delete)
Open the asset and click Delete. This removes the record and associated photos.
Warning: Deleting is permanent — only do this for items you no longer own.
Toggle active/inactive
If an item is out of service, retired or sold, toggle Active off so it’s not counted in active inventory.
🖼️ Photos & specs
Upload a main image (primary photo).
Add up to 5 gallery images for condition, accessories, or installation views.
Add specifications (name/value pairs) like Power Rating, Capacity, Color, etc.
Images help technicians, insurers, and auditors quickly identify the item.
🛠 Maintenance & warranty
Record maintenance schedules and warranty/insurance periods:
Set last maintenance and next maintenance dates.
Choose a maintenance type (Preventive, Corrective, Predictive).
Add insurance policy number and start/end dates.
Use this to plan servicing and avoid surprise failures.
💰 Purchase & depreciation
Record purchase price and currency. If you track depreciation:
Choose method (Straight Line or Written Down Value).
Add depreciation rate or expected asset life in years.
This info is useful for accounting and tax purposes.
✅ Best practices for shop owners
Give each item a unique Asset ID and sensible name.
Add a clear photo and serial/model numbers — helpful if you need warranty or insurance claims.
Update location and assigned employee when items move or are reassigned.
Mark items inactive if sold or disposed.
Keep maintenance dates current to avoid equipment downtime.
Limit gallery uploads to 5 images per item.
🔎 Common scenarios
Customer / auditor asks for asset proof → Open the asset, download photos and view purchase/warranty details.
A fridge keeps breaking down → Check the asset’s maintenance history and next maintenance date; schedule service and update the record.
You sold or disposed an item → Toggle is_active off or delete the asset after keeping any required records offline.
🧰 Troubleshooting
Can’t upload image
Ensure file is JPEG/PNG and ≤ 5MB.
Duplicate Asset ID or barcode error
Use a unique Asset ID or barcode. Edit the existing asset if needed.
Asset not visible in list
Check filters, sort order, or if asset is marked inactive.
Wrong maintenance dates
Edit the asset and correct the dates.
If you still need help, contact support and provide the Asset ID and shop name.
📄 Short help text for the UI
<p><strong>Asset Management:</strong> Add and track shop equipment and property. Store photos, warranty and maintenance details, assign responsible staff, and mark items active or retired.</p>🧾 Owner summary
Purpose: Keep a single source of truth for everything your shop owns.
Main actions: Create, view, edit, delete, and toggle active status.
Most important fields: Asset ID, Name, Type, Location, Purchase Price, Currency, Photos, Maintenance dates.
Why it matters: Better upkeep, faster insurance claims, accurate accounting, and less downtime.
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