Asset care, and assets issued and returned
Give an instrument to a technician, a ladder to a site or a tablet to a customer. A technician confirms in the app before the asset moves to them. Record its condition when it comes back. Keep the warranty, AMC and insurance of your vans and tools, with a reminder 30 days before each ends.
PLANSScale only
The problem it solves
- Instruments go out to technicians on a word, with no signature when one goes missing.
- A vacuum pump comes back damaged, with nothing on how it went out.
- The insurance on the vans or the AMC on the office generator lapses, and you find out at the first claim or breakdown.
How it works
- Open Invoicing > Fixed Assets > Issues > New. Pick the asset. Then set Given To. Choose A Person (a user, such as a technician) or A Customer (any contact). Or type A Place, such as a site store.
- Set the condition it goes in (New, Good, Fair or Damaged), the accessories and the date it is expected back. The person receiving it can sign on the screen; press Give. Each move is kept on the asset's Changes tab.
- A customer or a place gets it at once. A technician is asked first: they tap I have it in With me in the SmartMy Desk app, or Not received with a note. The asset moves to them only when they confirm.
- When it comes back, choose the condition it came back in, or Not Returned, note any damage charge and press Take Back.
- A technician who confirmed is asked to confirm the take back, or to dispute it with a note. An Asset Manager settles a dispute.
- For care, fill in the warranty and Looked After By on the asset's Care tab. Add Maintenance Contracts and Insurance policies covering one or many assets, and press Start.
- 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 technician), 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
- A damage charge typed at return is noted on the issue for whoever settles it; no invoice is made
Details by kind
- Make and model; for computers the processor, memory, storage, operating system, MAC and IP address
- Machines and tools: capacity, power in kW, commissioned on and an hour meter you type
Warranty, contracts and insurance
- Warranty: by whom, until, terms, and Looked After By
- Maintenance contracts: vendor, Comprehensive, Labour Only or Visits Only, period, cost, visits a year, vendor bill, assets covered
- Insurance: insurer, broker, policy number, kind (such as Motor or Electronic Equipment), sum insured, premium, excess, assets covered
- A daily job marks ended contracts and policies Expired
- States Draft, Active, Expired, Cancelled; a daily job marks ended ones Expired
Running cost
- Running Costs on the asset: Repair, Service, Parts, Fuel / Power, Downtime Loss, Other
- Last 12 Months: running cost with its share of contract cost and premium, depreciation and the cost of owning it
- Advice: when a year's running cost is above half the book value, think of replacing it
What is not built
- Service schedules: there is no plan of service visits by date for your own assets; only the contract's visits a year are recorded. Preventive maintenance in SmartMy Desk is for customer equipment on contracts.
Who uses it
Store keeper or service manager (Asset Incharge)Gives assets out and takes them back, and calls off a hand-over that was not received.
Accountant (Asset Manager)Keeps contracts and policies, renews them, and settles a disputed take back or a leaver's.
Technician receiving an asset (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, and renews it.
Where you use it
- Web: Invoicing > Fixed Assets > Issues, Maintenance Contracts, Insurance, and the asset's Care and Running Costs tabs
- Web: on a ticket, Lend a Loaner opens an issue to the customer (see loaner units)
- The SmartMy Desk 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
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 (whoever made it, to start with)
- Reminder: 30 days before the end, once per warranty, contract or policy (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
- All three are work messages and go out at once; 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
Can we plan the quarterly service of our own generator or vans?
Not by date. Record the AMC with its visits a year and log each service under Running Costs.Can a technician confirm on the phone?
Yes, in With me in the SmartMy Desk 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.Is this the AMC we sell to our customers?
No. These are your vendors' contracts on your own assets. The AMC contracts you sell to customers are a separate part of SmartMy Desk.What if a technician 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, on top of the fixed asset register that Growth has.Related features
ASSETSFixed assets: register and depreciationYour vans, test instruments, tools, laptops and loaner units sit in one register with their cost, depreciation and book value. Depreciation posts to your books each month, and selling or scrapping an asset waits for your approval chain first.ASSETSLoaner units while a customer's unit is in for serviceWhen a customer's laptop, TV or machine has to go to your workshop, lend them one of your own units from the ticket. They sign a loaner agreement with your terms, and the ticket does not close until the loaner is back.ASSETSPhysical verification of assetsCount your own assets on the ground: the instruments in each van, the tools in the store, the laptops in the office. Scan each QR asset tag and see what was found, what is missing and what turned up somewhere else, with who counted it and when.ASSETSSoftware licences, seats and renewalsKeep every software licence your firm pays for, such as remote-support, diagnostic or office software. Record its seats, the people and computers using them and the date it ends. The person looking after a licence is told 30 days before it ends, and a seat cannot be given twice.CONTRACTS AND MAINTENANCEAMC contracts and what they coverEach annual maintenance contract says which kinds of issue, sites and units it covers. It also says whether labour, parts, call-outs and after-hours work are free or billable. Every ticket is checked against it and marked Covered, Partly Covered or Billable. A team lead can override that with a reason.ACROSS SMARTMY DESKNotificationsCustomers hear when a ticket is received, a visit is planned, the technician is on the way and the job is solved. Your team hears what needs them. Email and the in-app inbox work with no set-up; WhatsApp and SMS use your message credits.
See one of your own jobs run through it.
Tell us how a complaint reaches you today and what you bill for. We will show you the same job in SmartMy Desk.