Asset care, and assets issued and returned
Keep the warranty, maintenance contract (AMC) and insurance of your machines, compressors, forklifts and computers, and be told 30 days before each ends. Give a tool, a laptop or a gauge to a staff member, a job worker or a place. A staff member confirms it, on the web or the phone, before it moves to them. When it comes back, record its condition and any damage charge.
PLANSScale only
The problem it solves
- The CNC machine's AMC lapses, and the breakdown in the busy month is billed in full.
- A die or a fixture lent to a job worker is never seen again, and nobody signed for it.
- A supervisor leaves with the company laptop because there is no record he had it.
How it works
- 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.
- 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.
- To give an asset out, open Invoicing > Fixed Assets > Issues > New, or Given out > Give out in the SmartMy Manufacturing app. Scan or pick the asset, then To Whom: A Person, A Customer (any party, such as a job worker) or A Place.
- Set the condition it goes in (New, Good, Fair or Damaged), the accessories and the expected return date. The receiver can sign on the screen. Press Give.
- A job worker or a place has it at once: the custodian or place changes, and the move is kept on the asset. A staff member is asked to confirm first.
- The staff member taps I have it in With me, and the asset moves to them. Or they tap Not received and say what happened.
- 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 staff member 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) or a customer (any party, such as a job worker or a buyer). Or given to a place (a plant or a bay, 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 to the party 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, 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
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
- Advice: when a year's running cost is above half the book value, the asset says to think of replacing it
- Details by kind: make, model and specification for computers; capacity, power and hour meter (typed) for machines and vehicles
Machines with maintenance
- Running Costs on the asset are typed; breakdown spares and technician time stay on the maintenance request (Growth)
- Make Equipment links the asset to its maintenance equipment, so contracts and insurance sit beside the preventive plans
Who uses it
Asset Manager (accounts or admin)Keeps contracts and policies, renews them, and settles a disputed take back or a leaver's.
Store or maintenance head (Asset Incharge)Gives tools and equipment out and takes them back, on the web or in the app.
Operator, supervisor or other staff member (Asset User)Confirms what they receive in With me, hands it back, and confirms or disputes a take back.
Job worker receiving an assetChecks it and signs for it.
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 Manufacturing 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 any portal: job workers and buyers 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)
Notifications
- 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
Questions
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.Can a job worker sign for a die on our supervisor's phone?
Yes, in the SmartMy Manufacturing app: Give out, scan the asset's tag, choose the job worker and let them sign. The app is built and in testing, not in the app stores yet; the web has the same.Is the damage charge billed by itself?
No. It is noted on the issue. Raise a bill to the party, or settle it with the staff member.Who is told before an AMC ends?
The person in Looked After By on the contract, 30 days before the end, in the app inbox and by email.Is this the same as preventive maintenance?
No. Preventive maintenance by days, hours or cycles is in Growth. Asset care keeps the contracts, insurance and running cost of what you own, in Scale.Related features
ASSETSFixed assets: register, depreciation, tax book and work in progressEvery machine, compressor, forklift, die and computer your factory owns sits in one register with its cost, depreciation and book value. A machine can depreciate by the hours it ran in production. Income-tax depreciation is worked out by block beside the books. A new shed gathers its cost until it becomes an asset.ASSETSPhysical verification of assetsCount the machines, tools and equipment in each plant 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.PLANNING, QUALITY AND COSTPreventive maintenance by days, hours or cyclesEach machine gets maintenance plans that fall due by the calendar, by its running hours or by the pieces it has made. A due plan raises a maintenance request with its checklist and spares, and closing the request costs it and moves the plan on.PLANNING, QUALITY AND COSTBreakdowns raised from the floor, spares and technician time costedWhen an operator stops a machine at the terminal for a breakdown reason, a repair request opens for that machine at once. The maintenance team is told. The stop time and the repair sit on one record, and the repair is costed in spares and technician time.PLANNING, QUALITY AND COSTThe SmartMy Manufacturing appAn Android and iOS app for supervisors, quality inspectors and maintenance technicians. It has today's figures, production orders, machines and jobs, andon calls, quality checks and repairs. Each is shown to the people whose role allows it. Operators keep working on the terminal.ACROSS SMARTMY MANUFACTURINGNotificationsThe right people hear when a machine calls for help, a breakdown is raised or a quality check fails. They also hear when a job work challan is overdue or a request waits for their approval. Job workers get the challan details when material leaves. Email and the in-app inbox need no set-up.
See your shop floor on it.
Tell us what you make, how many machines and people you run, and how production is recorded today. We will set up a line with you and run a job on the terminal.