Asset Management Trackit

Asset Management Trackit

Preparing for Asset Management

Preparing for Asset Management

Preparing for Asset Management

There are a few setups that are required before working with the assets

Training Video 202402 - Asset_Intro.mp4

The main system needs to be setup for the following

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Brand Make Model setup Brand make and model to allow easy searches and categories
Asset Group Setup Setup an Asset group for depreciation journal grouping
Action Actions Setup various actions for assets
Asset Condition Setup the condition of assets
Asset Location Setup the various locations for assets
Issue To Users Setup Isse to users where assets are assigned to

Have the list of assets ready for importing into the system as a first-time setup.

Ask your consultant for assistance

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Asset Management App

Asset Management App

Asset Modules defined

The Asset Tracker has four modules

Asset Search Search for Assets and view information on the asset
Asset Actions Create an action on multiple assets
Asset Audit Action a standard audit or blind audit on location
Asset Scan Print

Create an action on an asset by scanning the barcode.

The system will automatically print the label of information of that asset

Used in a manufacturing process

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Asset Management App

Asset Search

Search for Assets and view information on the asset

Asset Search video (2023 October) - Asset_Search.mp4

Search on an asset by
  1. Scanning the asset tag
  2. Searching for the product

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A-Z

 Sort the asset list by A-Z or Z-A

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 + (Add new asset) Add a new Asset


Asset Barcode scan area

Scan a barcode to find an asset

Great with a scanner

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 Barcode

Scan a barcode using the camera

Best used with a phone

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 Search

Search by Brand, make and model

Search by description or code

View the asset

Tap on the asset to view the details

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Asset Menus

These menus are activated via the security against the user on the main system

Asset View Basic information on the asset
Details View Additional information like warranty, Next Service Date, Additional fields
Notes View notes on the asset
Asset Info View financial information on the asset eg. Cost price, supplier, when purchased
Actions

View all the actions done against the asset

Create a new action on this asset by clicking on the Plus
Linked Items

View all linked items against the asset

Click on the Plus icon to linked multiple assets to this asset
Activity Report View all activities done on this asset
Attachments See all attachments eg. photos, pdf documents etc
Photos Add new photos or upload from gallery

Asset Information

View Basic information on the asset

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 Save updated information on the asset

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GPS tag the asset

If you don't see this icon, contact your administrator to add to your security profile

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Picture Default image of Asset
Status Current Action status of Asset
Asset Number Asset number, Asset barcode
Asset Name Description and name of asset
Location

Current Location 

To update this field one is required to create an action against the asset
Condition

Current Condition

To update this field one is required to create an action against the asset
Employee

Current Employee

To update this field one is required to create an action against the asset
Reference More information on this asset
Description Long description describing this asset
Client A client linked to this item
Brand The Brand category of this asset
Make The Make category of this asset
Model The Model category of this asset
Serial Number Serial number of asset
Comment Comment on asset
GPS Location The GPS coordinates

Asset Management App

Asset Actions

Create an action on multiple assets

Asset Actions video (2023 October) - Asset_Actions.mp4

Actions logged against an asset are as follows:

  1. Location
  2. Condition
  3. Issued to

Icons defined

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 Full item details on grid

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 Compact grid view

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 Multiple item scanning

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Single item scanning

Allows only one scan per asset

Send to Server Button

Updates the assets with the action

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Issued By

The person who is issuing the action

This can be a fixed field or activated for multiple users 

Multiple user is activated on security
Action Select the action on the actions eg Check in or Check out etc
Issued To Who are you issuing the assets to
Location Where are the assets going to be located
Condition What condition are the assets in
Return Date An estimated return date
Description Small description of the action on the assets
Batch No Enter a batch number

Note: If you don't put anything into the Issue To, Location or Condition (eg they are left as Not selected) then the asset will retain its original log

Asset Management App

Asset Audit

Create a Standard audit or blind audit

Asset Blind audit video (202401) - Asset_Audit.mp4

Asset Results (202401) - Asset_Audit_Results.mp4

Standard Audit

Standard audit is green

Standard Audit allows one to view items in location

Once scanned the list is reduced
Blind Audit

Blind audit is blue

Does not show assets at location

Only shows items that are scanned in audit

Note: to limit the user from seeing the standard Audit, setup in security

Icons defined

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 Full item details on grid

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 Compact grid view

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Fetch information on the current asset which is not part of the current audit location.

Information updated on which location it is from, assigned to and condition.

It checks whether this asset exists in the system

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 Scanned items are hidden

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Scanned items can be viewed in list

Scanned items are marked with a green dot to show it is valid

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Blue icon - item in audit, but not scanned

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Green icon - Item scanned in audit and is found and valid

Activating an Audit

Once all basic information has been filled in

Audit Full (Default) or Part audit
Type Standard or Blind audit
Description Default description which can be overridden
Location The location of the audit
Unassigned Location The location that assets will be moved to that have not been audited
Action The action assigned to the audit

Buttons defined

In order to start the audit, the basic information must be filled in.

Then click on the blue start button to activate the audit

Start Audit Start the audit
Cancel Audit Cancel the current 
Complete Audit Complete the audit and update the assets that an audit was done

Note: A new audit cannot be created until the audit is complete or Canceled

Full and Part Audit
Full Audit Full Audit will audit all items within the location, any items that are not audited will be moved to the Unassigned location
Part Audit

Part Audit allows one to add assets found after an audit is done.

This will still show all assets within the location audit, but only add the additional assets to the Audit Location.  All other assets not counted will remain in the Location.

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Standard Audit

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Blind Audit

A blind audit is marked as blue

Only items scanned are shown

The system will not show what assets exist against the location

An unassigned location must be specified so that assets that are outside of the audit will be moved to the Location specified

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Asset Management App

Asset Scan Print

Create an action on an asset by scanning the barcode.

The system will automatically print the label of information of that asset

Used in a manufacturing process

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Automatic printing is setup in the main system

Asset Management App

Asset Tag and Add

Tagging an asset with a label and adding this asset as new.

Video training 202402 - Asset_Tag_Add.mp4

Tag the asset

Clean the area that the tag or asset label needs to be applied.

Apply the label to the asset.

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Add the asset

Adding the asset by clicking on the + button in Asset search

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Taking a photo

Take a photo of the asset

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