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Asset care, and assets issued and returned

Give a total station, a drill, a generator or a laptop to a site engineer or a site. A site engineer confirms in the app before the asset moves to them. Record how it came back and any damage charge. Keep each asset's warranty, maintenance contract and insurance, and the person looking after it is told 30 days before each one ends.
PLANSScale only
Compare plansHow it works

The problem it solves

  • Survey instruments and power tools move from site to site, and nobody knows who last had the total station.
  • A generator comes back from a site with a burnt alternator, and nobody recorded how it went out.
  • The insurance on your batching plant or the AMC on the site office air conditioners lapses unnoticed.
  • An old mixer keeps getting repaired because nobody adds up what it costs to keep.

How it works

  1. Your fixed assets are in the register (own plant made a fixed asset is one of them). Open Invoicing > Fixed Assets > Issues > New and pick the asset.
  2. Choose Given To: A Person (a user, such as a site engineer or store keeper) or A Place (the site, typed). Or A Customer (a client or another contractor borrowing it).
  3. Set the condition it goes in, the accessories (case, tripod, charger), the expected return date and who received it. The receiver can sign on the screen. Press Give.
  4. A customer or a place gets it at once. A site engineer is asked first: they tap I have it in With me in the SmartMy Construction app, or Not received with a note. The asset moves to them only when they confirm.
  5. When it comes back, choose the condition it came back in (or Not Returned), add a damage charge if any, and press Take Back.
  6. A person who confirmed is asked to confirm the take back, or to dispute it with a note. An Asset Manager settles a dispute.
  7. On the asset's Care tab, keep the warranty and who looks after it. Add Maintenance Contracts and Insurance policies covering one or many assets, and press Start.
  8. Thirty days before a warranty, contract or policy ends, the person looking after it is told. Renew makes a draft copy for the next period.

Everything it does

Issues

  • Numbered AIS/year/; states Draft, Waiting for Acknowledgment, Given, Return Waiting, Returned, Cancelled
  • Given To: A Person (a user with a SmartMy login, such as a site engineer), A Customer (any contact) or A Place
  • Given On, Expected Back, Returned On; Given By is the user who made it
  • Condition Given: New, Good, Fair, Damaged; Condition Back adds Not Returned, and is needed to take it back
  • Acknowledgment tab: Received By, the signature, Signed On, Acknowledged On and Acknowledged By
  • One open issue at a time per asset: an asset already given out must be taken back first
  • Filters: Given Out, Waiting for Acknowledgment, Return Waiting, Disputed, Given to Me and Late Back

Acknowledgment

  • A person answers I Have It, or Not Received with a note kept in What They Say
  • The asset moves to them only when they answer I Have It; the date and who answered are kept
  • After Not Received the asset stays where it was. The Incharge calls the issue off with Cancel, or the person answers I Have It later
  • A customer or a place needs no answer: the issue is Given at once and the asset moves
  • Signature Counts as Acknowledgment, under Settings > Invoicing for each Entity, is off to start with
  • With it on, a signature taken at Give counts as the answer, and the asset moves at once

Take back and hand back

  • Take Back from a person who confirmed: the issue waits as Return Waiting, and the asset stays with them
  • They answer I Handed It Back, and the asset comes back with the condition and charge as recorded
  • Or they press Dispute with a note. An Asset Manager can change the condition or the charge, then presses Settle
  • Hand Back: the person starts the return. The Incharge takes it back with the condition and any charge, and it is Returned at once
  • A customer, a place or a counted signature: Take Back closes the issue at once
  • A person whose login is closed cannot confirm: an Asset Manager settles that take back instead

Damage charge

  • Typed at return and noted on the issue for whoever settles it
  • Not taken from wages or billed by itself: settle it with the person or raise the bill yourself

Details by kind

  • Machines and tools: make, model, capacity (such as 0.5 cum or 125 kVA), power in kW, commissioned on, hour meter (typed)
  • Computers: processor, memory, storage, operating system, MAC and IP address

Warranty, contracts and insurance

  • Warranty: by whom, until, terms, Looked After By
  • Maintenance contracts: Comprehensive (parts and labour), Labour Only or Visits Only, vendor, period, cost, visits a year, vendor bill, assets covered
  • Insurance: Fire and Property, Motor, Machinery Breakdown, Electronic Equipment, All Risks or Other; insurer, broker, policy number, sum insured, premium, excess, assets covered
  • Under-insured is flagged when the book value of the assets covered is above the sum insured
  • Draft, Active, Expired (set daily by date), Cancelled; Start, Renew, Cancel, Back to Draft

Running cost

  • Running Costs: Repair, Service, Parts, Fuel / Power, Downtime Loss, Other
  • Last 12 Months: running cost with its share of contracts and premium, depreciation, and the cost of owning it
  • Advice to think of replacing it when a year's running cost is above half the book value

Who uses it

Asset Incharge (plant head or main store keeper)Gives assets out and takes them back, and calls off a hand-over that was not received.
Asset Manager (accounts)Keeps contracts and policies, renews them, and settles a disputed take back or a leaver's.
Site engineer or supervisor (Asset User)Answers I have it or Not received in the app or from the message. Hands it back, and confirms or disputes a take back.
Person looking after the assetIs told before the warranty, contract or policy ends.

Where you use it

  • Web: Invoicing > Fixed Assets > Issues, Maintenance Contracts, Insurance, and the asset's Care and Running Costs tabs
  • The SmartMy Construction app: With me for anyone given an asset. Given out, Give out and Find an asset for the Asset Incharge. The app is built and in testing, not in the app stores yet
  • Web: the receiver opens the issue from the link in the message. There is no Fixed Assets menu for them
  • Not to a worker on the muster roll: an issue goes to a user, a contact or a place. So give tools to the gang's supervisor or the site
  • Not built here: service due by date or meter reading; that is on own plant's Servicing tab in the plant register

What you control

Settings

  • Per asset: warranty end and Looked After By
  • Per contract or policy: period, cost or premium, assets covered, Looked After By
  • Reminder: 30 days before the end, once (fixed)
  • Replace advice: running cost above half the book value (fixed)

Notifications

  • Asset Warranty Ending: to the person looking after the asset (or its custodian), 30 days before, in the app and by email
  • Maintenance Contract Ending: to the person looking after the contract, 30 days before, in the app and by email
  • Insurance Ending: to the person looking after the policy, 30 days before, in the app and by email
  • Each person can switch off the email for themselves; in-app notices always arrive
  • Asset Given: Please Acknowledge: to the receiver
  • Asset Not Received: to the Incharge who gave it and every Asset Manager of the Entity
  • Asset Hand Back Asked: to the Incharge who gave it
  • Asset Taken Back: Please Confirm: to the receiver
  • Asset Handover Disputed: to every Asset Manager of the Entity
  • These five go by email, or in the app inbox when email cannot reach the person. Nobody can switch them off
  • Not built: a reminder when an issued asset is late back, or when nobody answers a hand-over. Use the Late Back and Waiting for Acknowledgment filters

Questions

Is this the same as the plant register?

No. The plant register keeps machines on projects with log sheets, hire and servicing. This page is for any fixed asset, plant made a fixed asset included. It shows who has it, its contracts and insurance, and its condition when it comes back.

Can we lend a machine to another contractor?

Yes. Give it to A Customer, which takes any contact, with the expected return date. To charge hire for it, rent it out through SmartMy Rental from the plant register.

Is the hour meter on the asset updated from log sheets?

No. The hour meter on the asset's Care tab is typed. Log sheet readings move the plant's own reading, and feed depreciation by hours when the asset uses that method.

Can a site engineer confirm on the phone?

Yes, in With me in the SmartMy Construction app, or from the link in the message. The app is built and in testing, not in the app stores yet. A signature taken at Give counts instead only when you switch on Signature Counts as Acknowledgment.

What if a site engineer says the asset never reached them?

They tap Not received and say what happened. The asset stays where it was, and the Incharge and the Asset Managers are told. The Incharge then calls the issue off.

Which plan has it?

Scale.

Related features

PLANT, SCHEDULE, QUALITY, SAFETYPlant register, log sheets and servicingEvery machine on your sites, own or hired, with a daily log sheet of readings, hours, idle time, breakdowns and fuel. Confirmed log sheets charge the project, and servicing falls due by date or meter reading. Own plant can become a fixed asset, be rented out, sold or scrapped.ASSETSPhysical verification of assetsCount the plant, tools, instruments and site office equipment at a site or your yard by scanning their QR tags. You see what was found, what is missing, what turned up at another site and what is not in the register. You also see who saw each asset and when.ASSETSTax book depreciation and capital work in progressKeep income-tax depreciation for your plant, vehicles and buildings by block, beside the depreciation in your books. You may build or install something for your own use, such as a batching plant or your own office. Its costs gather as capital work in progress and become a fixed asset in one entry.ACCOUNTINGFull accounting with GST returnsKeep the books in the same system as your sites. Approved client progress bills, subcontractor bills, wage runs and hire bills reach accounts as drafts, with retention, advances and TDS on their own accounts. Scale adds the full accounting screens and reports, from ledgers to cash flow, and GSTR-1 and GSTR-3B for Indian entities.ACROSS SMARTMY CONSTRUCTIONNotificationsSmartMy Construction tells the right person when something needs them. For example: the day's site update to the client, a report submitted, a budget line at 80 %. Or an incident on site, a request to approve, a payment due. Each event has its own recipients and channels: in the app, by email, as a phone notification, on WhatsApp or by SMS.

See your next site report on it.

Tell us what you build, how many sites you run and how your client hears about progress today. We will set up a project with you and send your first daily update.
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