Assets
Asset care, and assets issued and returned
Keep the warranty, maintenance contract (AMC) and insurance of your lifts, compressors, aligners, scanners and vans, and be told 30 days before each ends. Give a tool, a scanner or a laptop to a staff member, a customer or a place. A staff member confirms it before it moves to them. Record its condition when it comes back.
PlansFrom Scale
The problem it solves
- The wheel aligner's AMC lapses, and the breakdown in the busy month is billed in full.
- A diagnostic scanner lent to a mechanic is never seen again, and nobody signed for it.
- The van's insurance renewal is found only after it has expired.
How it works
- 01
For care, open the asset's Care tab: who gave the warranty and until when, and who looks after it. Add Maintenance Contracts and Insurance policies, each covering one or many assets, and press Start.
- 02
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.
- 03
To give an asset out, open Invoicing > Fixed Assets > Issues > New, or Given out > Give out in the SmartMy Garage app. Scan or pick the asset, then To Whom: A Person, A Customer or A Place.
- 04
Set the condition it goes in, the accessories and the expected return date. The receiver can sign on the screen. Press Give.
- 05
A customer or a place has it at once. A mechanic taps I have it in With me, and only then does the asset move to them. Or they tap Not received and say what happened.
- 06
When it comes back, open the issue and choose its condition, or Not Returned. Add a damage charge if any, and press Take Back. A mechanic who confirmed the hand-over confirms the take back too.
Everything it does
Issues
- Numbered AIS/year/; Draft, Waiting for Acknowledgment, Given, Return Waiting, Returned, Cancelled
- Given to a person (a user), a customer (any party) or a place (a bay or a branch, typed)
- 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
- Received By, the signature and Signed On, on the Acknowledgment tab
- One open issue per asset; filters Given Out, Waiting for Acknowledgment, Return Waiting, Disputed, Late Back
Acknowledgment
- A staff member answers I Have It or Not Received, in the app's With me or from the message link
- I Have It makes the issue Given and the person the asset's custodian
- Not Received needs a note: the asset stays where it was and the issue is flagged Disputed
- The Incharge then calls the hand-over off with Cancel, or the person taps I Have It later
- Signature Counts as Acknowledgment (off at the start): a signature taken at Give counts as the answer
- A customer or a place does not answer: the asset moves at Give
Take back and hand back
- Hand Back: the staff member says they are returning it, and the Incharge takes it back
- Take Back on an acknowledged hand-over waits for the person: I Handed It Back, or Dispute with a note
- An Asset Manager settles a disputed take back with Settle, or one whose person has left, and may change the condition or charge first
- A customer, a place or a counted signature: Take Back closes the issue at once
Damage charge
- A charge typed at return is noted on the issue
- No bill is made by itself: raise it from Invoicing, or settle it with the staff member
Warranty, contracts and insurance
- Warranty: by whom, until, terms, and Looked After By on the asset
- Maintenance contracts: vendor, Comprehensive, Labour Only or Visits Only, period, cost, visits a year, the vendor bill, assets covered
- Insurance: insurer, broker, policy number, kind (such as Motor or Electronic Equipment), 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
Running cost
- Running Costs on the asset: Repair, Service, Parts, Fuel / Power, Downtime Loss, Other
- Last 12 Months: running cost with its share of contracts and premiums, depreciation and the cost of owning it
- When a year's running cost is above half the book value, the asset says to think of replacing it
Who uses it
Where you use it
- Web: Invoicing > Fixed Assets > Issues, Maintenance Contracts, Insurance, and the asset's Care and Running Costs tabs
- The SmartMy Garage app: With me for every staff member given an asset. Given out, Give out and Take back for the Asset Incharge. Built and in testing, not in the app stores yet.
- Not on the customer's pages: customers do not see assets given to them
What you control
Settings
- Per asset: warranty end and Looked After By
- Signature Counts as Acknowledgment: per Entity, in Settings > Invoicing under Fixed Assets: Handovers (off)
- 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 (fixed)
- Replace advice: running cost above half the book value (fixed)
Messages and alerts
- Asset Warranty Ending: to the person looking after the asset, or its custodian, 30 days before; in the app inbox and by email
- Maintenance Contract Ending and Insurance Ending: to the person looking after the contract or policy, 30 days before; in the app inbox and by email
- Asset Given: Please Acknowledge and Asset Taken Back: Please Confirm: to the staff member who received the asset
- Asset Hand Back Asked: to the Incharge who gave it
- Asset Not Received: to the Incharge who gave it and every Asset Manager of the Entity
- Asset Handover Disputed: to every Asset Manager of the Entity
- These five go by email or in-app, the first channel available; nobody can switch them off
- Not built: a reminder for an unanswered hand-over or an asset late back; use the filters
FAQ
Questions, answered.
Does a staff member have to confirm what they receive?
Yes. The asset moves to them only when they tap I have it. With Signature Counts as Acknowledgment on, their signature at Give counts instead.
Is this the AMC we sell to customers?
No. This is the AMC on your own equipment, such as the lift or the aligner. AMCs you sell for customers' vehicles are on the AMC page.
Can a mechanic sign for a scanner on a phone?
Yes, in the SmartMy Garage app: Give out, scan the asset's tag and let them sign. They then tap I have it in With me. The app is built and in testing, not in the app stores yet.
Is the damage charge billed by itself?
No. It is noted on the issue. Raise a bill, or settle it with the staff member.
Who is told before an insurance policy ends?
The person in Looked After By on the policy, 30 days before the end, in the app inbox and by email.
Related
Related features.
Fixed assets: register, depreciation, transfers and disposalFrom Scale
Every lift, compressor, wheel aligner, diagnostic scanner, tow truck and service van your garage owns sits in one register. Each has its cost, depreciation and book value. A van or tow truck can depreciate by the km it runs. Assets move between bays and branches with a record, and sales and write-offs are posted.
Physical verification of assetsFrom Scale
Count the lifts, tools, scanners and equipment in each branch by scanning their QR tags with the phone or a barcode scanner. Each asset is marked found, found elsewhere, missing or not in the register. Those found elsewhere move to where they were found in one step.
Annual maintenance contracts (AMC) for vehiclesFrom Scale
Sell an AMC for one or more vehicles with the services and parts it includes. Set how many of each, for how long, and any discount on other work. It is invoiced upfront or every month and used up on each job card by itself. The customer and the advisor are reminded before it ends.
NotificationsEvery plan
SmartMy Garage tells customers and staff when something needs them. That can be the estimate ready, a test drive gone too far, a customer's decision or a request to approve. Each event has its own recipients and channels, and every message is logged.
The staff app for phones and tabletsEvery plan
The SmartMy Garage app puts the job card in your team's hands at the car. Check in with the camera, mark damage on a car outline, scan the VIN, run tasks with timers, invoice and deliver. It runs on Android and iPhone, phones and tablets.
Want to see it on your own job cards? Book a demo and we walk you through it with your workshop's work.