Asset care, and assets issued and returned
Keep the warranty, maintenance contracts and insurance policies of your assets, with a reminder 30 days before each ends. Give an asset, such as a yard tablet or a pressure washer, to a person, a customer or a place. A staff member confirms it before it moves to them. Record its condition when it comes back.
PLANSScale only
The problem it solves
- The AMC on the workshop compressor lapses, and you find out at the first breakdown.
- A yard tablet goes to a new staff member on a word, with no signature when it goes missing.
- A tool comes back damaged, with nothing on how it went out.
How it works
- On the asset's Care tab, fill in the warranty (by whom, until) and Looked After By.
- Add Maintenance Contracts and Insurance policies under Invoicing > Fixed Assets, 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 in the app and by email. Renew makes a draft copy for the next period.
- To give an asset out, open Invoicing > Fixed Assets > Issues > New, or Give out in the Staff app. Pick the asset and Given To: A Person, A Customer or A Place.
- Add the condition it goes in and the date it is due back. The receiver can sign on the screen. Press Give.
- A customer or a place has it at once. A staff member 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.
- When it comes back, choose its condition or Not Returned, note any damage charge, and press Take Back. A staff member who confirmed the hand-over confirms the take back too. Both moves are kept on the asset's Changes tab.
Everything it does
Warranty, contracts and insurance
- Maintenance contracts: vendor, Comprehensive, Labour Only or Visits Only, period, cost, visits a year, assets covered
- Insurance: insurer, broker, policy number, kind (such as Motor or Machinery Breakdown), sum insured, premium, excess, assets covered
- States Draft, Active, Expired, Cancelled; a daily job marks ended ones Expired
- Running Costs on the asset (Repair, Service, Parts, Fuel / Power, Downtime Loss, Other) and Last 12 Months. It gives advice to replace when a year's running cost passes half the book value
Issues
- Given to a person (a user), a customer (any contact) or a place you type
- Condition out: New, Good, Fair, Damaged; 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
- A damage charge is only noted on the issue: no invoice is made
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
Rental cars are different
- Cars and machines go to customers on rental orders, with handover and return checks, not as issues
- A car's registration, insurance and permits with their expiry dates are kept as vehicle papers in SmartMy Rental, on every plan
Who uses it
Accountant (Asset Manager)Keeps contracts and policies, and settles a disputed take back or a leaver's.
Store keeper or depot manager (Asset Incharge)Gives assets out and takes them back, on the web or in the Staff app.
Person looking after an assetIs told before cover ends and renews it.
Staff member receiving an asset (Asset User)Confirms it in With me, hands it back, and confirms or disputes a take back.
Where you use it
- Web: Invoicing > Fixed Assets > Issues, Maintenance Contracts, Insurance, and the asset's Care and Running Costs tabs
- The SmartMy Rental Staff 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 in the SmartMy Rental customer app
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
- Reminder: 30 days before the end (fixed)
Notifications
- Asset Warranty Ending, Maintenance Contract Ending and Insurance Ending: to the person looking after it, 30 days before, in the app and by email. They are work messages that go out at once
- 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.Should we track car insurance here or as vehicle papers?
Use vehicle papers for each car's insurance certificate and its expiry, so the car cannot go out with expired papers. Use insurance policies here when one fleet policy covers many assets in the books.Can a staff member sign for a tablet on the phone?
Yes. Give out in the SmartMy Rental Staff app takes the signature, then the staff member taps I have it. The app is built and in testing, not in the app stores yet.Which plan has it?
Scale, with the fixed asset register.Related features
FLEET VALUEFixed assets: register, depreciation, tax book and work in progressEach car or machine can be a fixed asset in your books. It is depreciated month by month, by time or by the hours it was out on hire. The register also keeps your other assets, a tax book for income-tax depreciation by block, and capital work in progress.ASSETSPhysical verification of assetsCount your assets on the ground: the machines in each depot, the tools in the workshop, the computers 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.FLEET AND DEPOTSVehicle papers with expiry datesKeep the registration, insurance, permits, fitness and other papers of every car and machine with their numbers, dates and files. The depot manager is reminded before each one expires, and an expired paper stops the car going out.SERVICE AND REPAIRSService due by kilometres, hours or daysEach car or machine has its service plans, due by kilometres or miles, engine hours or days, whichever comes first. The meters come from every signed check. The depot manager gets a to-do when a service is near, and you can stop an overdue car from going out.ACROSS SMARTMY RENTALNotificationsOn every plan, customers hear when a hire is confirmed, called off, due back or overdue. They also get check reports, pay links, receipts and fines, and hear when a driver is on the way or a duty starts. Each goes to the in-app inbox and the first of WhatsApp, email or SMS that works, and your staff get to-dos for what needs them.
See your fleet on it.
Tell us how many cars or machines you hire out, from how many depots, and how bookings reach you today. We will set up your fleet with you on SmartMy Rental.