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Asset care, and assets issued and returned

Give a tablet to a cashier, a food trolley to a counter or a hot case to a catering client. A member of staff confirms what they receive, in the app or from the message, and the asset moves to them only then. Record its condition when it comes back. Keep the warranty, maintenance contract and insurance of each cold room, oven and dishwasher. The person looking after it is told 30 days before each ends.

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The problem it solves

The counter tablets and the card machine go out to cashiers on a word, and nobody has a signature when one goes missing.
A bulk hot case comes back dented from an outdoor event, and nobody wrote down how it went out.
The maintenance contract on the cold room lapses, and you find out when the compressor fails on a Saturday.
You keep repairing an old dishwasher without seeing that it costs more to run than it is worth.

How it works

Open Invoicing > Fixed Assets > Issues > New, or tap Give out in the SmartMy Feast Manager app. Pick the asset and Given To.
A Person is a staff user, such as a cashier. A Customer is any contact, such as a catering client. A Place is typed, such as Block C Counter.
Set the condition it goes in (New, Good, Fair or Damaged), the accessories, such as a charger, and the expected return date. Fill in who received it; they can sign on the screen.
Press Give. To a customer or a place, the asset moves at once, and the move is kept on the asset's Changes tab.
To a person, the issue is Waiting for Acknowledgment. They tap I have it under With me in the app, or answer from the message. Only then does the asset move to them.
If it never reached them, they tap Not received and say what happened. The asset stays where it was, and you call the issue off with Cancel.
When it comes back, press Take Back with the condition back, or Not Returned, and any damage charge. For a customer or a place, the issue is Returned at once.
For a person who confirmed, they check the condition and charge. They tap I handed it back, or Dispute with a note, and an Asset Manager settles it.
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.
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 staff user with a SmartMy login), a customer (any contact, a catering client included) 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. The asset shows Now With

Acknowledgment, hand back and take back

A person answers I Have It or Not Received. Not Received needs a note and marks the issue Disputed
After Not Received the asset stays put. The Incharge presses Cancel, or the person presses I Have It later
Signature Counts as Acknowledgment is off to start with. With it on, a signature taken at Give counts, and the asset moves at once
The person can press Hand Back on an asset they have. The Incharge then takes it back, and the issue is Returned
A take back started by the Incharge waits for the person: I Handed It Back, or Dispute with a note
Settle, for an Asset Manager only, closes a disputed take back, or one whose person can no longer sign in. The manager can change the condition and charge first
A person whose login is archived cannot confirm. An Asset Manager settles their take back instead

Damage charge

A charge typed at return is noted on the issue for whoever settles it
It is not added to a catering bill or a customer's wallet: the accountant raises it separately

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), useful for a generator or a boiler

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

The accountant or food administrator (Asset Manager)Keeps contracts and policies, renews them, and settles a disputed take back or a leaver's.

Kitchen or outlet manager (Asset Incharge)Gives assets out and takes them back, on the web or in the SmartMy Feast Manager app. Give and Take Back need this role.

Cashier, cook or other staff member (Asset User)Confirms with I have it or Not received, hands assets back, and confirms or disputes a take back.

Catering client receiving an assetChecks the asset and signs for it on the screen. Nothing to answer afterwards.

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 Feast Manager app: With me for every staff member with an asset given to them. 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
Not in the app: changing a disputed charge, care, contracts and insurance
Not on the counter, kitchen or store tablets
Not linked to catering orders: hot cases sent with an event are issued by hand, and the order does not remind you
Not linked to the food safety records: a failed fridge check does not log a repair
Not built: service visits planned by date; 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)
Signature Counts as Acknowledgment: per Entity, under Settings > Invoicing, Fixed Assets: Handovers. Off to start with
Roles: every staff login has Asset User by itself. Nobody has Asset Incharge to start with

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 transactional: each person can switch off the email for themselves, never the message; in-app notices always arrive
Asset Given: Please Acknowledge: to the person given the asset, by email and in the app
Asset Not Received: to the Incharge who gave it and every Asset Manager of the Entity, by email and in the app
Asset Hand Back Asked: to the Incharge who gave it, by email and in the app
Asset Taken Back: Please Confirm: to the person, by email and in the app
Asset Handover Disputed: to every Asset Manager of the Entity, by email and in the app
Not built: a reminder for a hand-over nobody answered, or for an asset late back. Use the Waiting for Acknowledgment and Late Back filters

Questions

Can we lend hot cases to a catering client and get them back?

Yes. Issue each one to the client as A Customer, with a signature. Filter Given Out by that client after the event and press Take Back.

Can the damage charge go on the client's bill?

Not by itself. The charge is noted on the issue for whoever settles it. Raise an invoice yourself.

Does a cashier confirm a tablet given to them?

Yes. They answer from the message, or under With me in the SmartMy Feast Manager app. The tablet moves to them only after I have it.

Can we plan the quarterly service of the cold room?

Not by date. Record the maintenance contract with its visits a year and log each service under Running Costs.

Which plan has it?

Scale, with the fixed asset register.

Related features

ASSETSFixed assets: register and depreciationEvery combi oven, cold room, dishwasher, deep freezer and dining table your kitchens and outlets own sits in one register. It has its cost, depreciation and book value. Depreciation posts to your books each month, and selling or scrapping an asset goes through your approval chain first.ASSETSPhysical verification of assetsCount the ovens, freezers, tables and counter equipment of each kitchen and outlet 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.KITCHEN PRODUCTIONTemperature logs, checklists and food samplesKeep the kitchen's food safety records in one place. These are fridge and freezer temperatures with their allowed range, and daily, weekly and monthly checklists made by themselves. Also food samples kept for 72 hours. A reading out of range or a failed check reaches the kitchen managers at once.ACROSS SMARTMY FEASTNotificationsSmartMy Feast tells the right person when something happens. A diner hears when the wallet runs low or an order is ready, and a parent when a child eats. A manager when a diet changes, a storekeeper when stock runs short or batches expire. Work messages go out at once; menus and reminders wait for your quiet hours.

See it with your own menu.

Tell us how many outlets you run and how people pay today. We will show you a day in your mess or canteen on SmartMy Feast.

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