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Asset care, and assets issued and returned

Give a cooler, a display rack or a handheld to a retailer, a salesman or a depot. A salesman confirms in the app before the asset moves to them. Record its condition and any damage charge when it comes back. Keep each asset's warranty, maintenance contract and insurance, with a reminder 30 days before each one ends.
PLANSScale only
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The problem it solves

  • Coolers and racks go out to retailers on a phone call, and nobody has a signature when the shop says it never got one.
  • A cooler comes back with a broken compressor, and nobody wrote down how it went out.
  • The AMC on your depot's forklifts or the insurance on your vans lapses, and you find out at the first breakdown or claim.
  • You keep repairing an old cooler without seeing that it costs more to run than it is worth.

How it works

  1. Open Invoicing > Fixed Assets > Issues > New. Pick the asset, then Given To. Choose A Person (a user, such as a salesman), A Customer (a dealer or a retailer) or A Place (a depot or shop, typed).
  2. Set the condition it goes in (New, Good, Fair or Damaged), the accessories, the expected return date, and who received it. The receiver can sign on the screen.
  3. Press Give. A retailer, a dealer or a place gets it at once, and the move is kept on the asset's Changes tab.
  4. A salesman is asked first: they tap I have it in With me in the SmartMy Distribution app, or Not received with a note. The asset moves to them only when they confirm.
  5. When it comes back, open the issue and choose the condition it came back in (or Not Returned). Add a damage charge if any, and press Take Back.
  6. A salesman who confirmed is asked to confirm the take back, or to dispute it with a note. An Asset Manager settles a dispute.
  7. For care, open the asset's Care tab: the warranty supplier and end date, and who looks after it. Add Maintenance Contracts and Insurance policies, each 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 with the same assets.

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 salesman), 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 charge typed at return is noted on the issue for whoever settles it
  • No invoice or credit note is made by itself: raise it to the dealer or retailer from Invoicing

Details by kind

  • Make and model for computers, machines, office equipment, tools and vehicles
  • Computers: processor, memory, storage, operating system, MAC and IP address
  • Machines and tools: capacity, power in kW, commissioned on, hour meter (typed)

Warranty, contracts and insurance

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

Running cost

  • Running Costs on the asset: Repair, Service, Parts, Fuel / Power, Downtime Loss, Other, with the bill line if you like
  • 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, the asset says to think of replacing it

Who uses it

Asset Incharge (depot or admin)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.
Salesman 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.
Retailer or dealer receiving an assetSigns for it if you like. A customer does not answer in an app.
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
  • The SmartMy Distribution 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 on a shop's page in the app: the coolers given to that shop
  • Not on the dealer portal: dealers do not see the assets given to them
  • Not built: planned service visits by date for coolers or forklifts; only the contract's visits a year are recorded

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)
  • 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

Can we give a cooler to a retailer who is not our customer in the books?

Yes. A Customer takes any contact. Retailers added through your dealers are contacts already, so you pick the shop by name.

Can the retailer sign on the salesman's phone?

Yes, if the salesman is an Asset Incharge. Give out in the SmartMy Distribution app takes the Signature of the receiver. A retailer is a customer, so the cooler is given at once. The app is built and in testing, not in the app stores yet.

Is the damage charge billed to the retailer by itself?

No. The charge is only a note on the issue for whoever settles it. No invoice or pay deduction is made. Raise the invoice or adjust it against the next claim yourself.

Who is told before a contract ends?

The person named in Looked After By on the contract, 30 days before the end, once, in the app and by email.

What if a salesman 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, with the fixed asset register.

Related features

ASSETSFixed assets: register, depreciation, tax book and work in progressEvery van, cooler, rack, forklift and computer your distribution business owns sits in one register with its cost, depreciation and book value. Depreciation posts to your books each month, and income-tax depreciation is worked out by block beside it. A depot being built gathers its cost until it becomes an asset.ASSETSPhysical verification of assetsCount the coolers, racks, vehicles and computers at a depot by scanning their QR tags. See at once which were found, which are missing, which turned up somewhere else and which are not in the register. The count is kept with who saw each asset and when.RETAILERS AND FIELD SALESNew retailers and the outlet censusA salesman pins a new shop at its door, or a dealer names one on its portal or in its sales. Each is checked for duplicates and waits for an area manager.RETAILERS AND FIELD SALESVisit forms and shelf auditsYour own forms for salesmen to fill at a visit: surveys, feedback, and shelf audits whose yes or no questions earn points. Each audit scores the outlet.ACROSS SMARTMY DISTRIBUTIONNotificationsSmartMy Distribution tells dealers when an order is confirmed, held or dispatched and when a claim or return is decided. It reminds them to report stock, and tells managers about approvals, alerts and their team's day, by WhatsApp, SMS, email, phone notification and in-app.

See your market on it.

Tell us how many dealers and salesmen you have, and how orders and claims reach you today. We will set up your dealers, price lists and beats with you.
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