Asset care, and assets issued and returned
Keep the warranty, maintenance contract (AMC) and insurance of your vans, forklifts and computers, and be told 30 days before each ends. Give an asset to a staff member, a customer or a shop, on the web or the phone. A staff member confirms it before it moves to them. When it comes back, record its condition and any damage charge.
PLANSScale only
The problem it solves
- The forklift's AMC lapses, and the breakdown in peak season is billed in full.
- A display rack lent to a retailer is never seen again, and nobody signed for it.
- A salesman 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 Trade app. Scan or pick the asset, then To Whom: A Person, A Customer 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 customer or a shop 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), a customer (any party, such as a retailer) or a place (a shop or godown, 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 Trade, 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
Who uses it
Asset Manager (accounts or admin)Keeps contracts and policies, renews them, and settles a disputed take back or a leaver's.
Shop or godown head (Asset Incharge)Gives assets out and takes them back, on the web or in the app.
Salesman or other staff member (Asset User)Confirms what they receive in With me, hands it back, and confirms or disputes a take back.
Retailer or shop 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 Trade app: With me for every staff member given an asset. Given out, Give out and Take back for the Asset Incharge. The app is built and in testing, not in the app stores yet
- Not on the customer portal: parties 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 retailer sign for a rack on our salesman's phone?
Yes, in the SmartMy Trade app: Give out, scan the asset's tag, choose the customer 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 from Trade, 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.Related features
ASSETSFixed assets: register, depreciation, tax book and work in progressEvery delivery van, forklift, rack and computer your business owns sits in one register with its cost, depreciation and book value. Depreciation posts each month, income-tax depreciation is worked out by block beside it, and a new godown gathers its cost until it becomes an asset.ASSETSPhysical verification of assetsCount the assets in each shop and godown 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.BILLING AND STOCKThe SmartMy Trade appOne phone app for the whole shop. The owner sees today's figures, billing staff make and share bills, and anyone with credit work sees a party's ledger and takes payments. Storekeepers receive, dispatch and count by scanning, and managers approve held bills. Each person opens on the screen their work starts from.ACROSS SMARTMY TRADENotificationsParties hear when a credit bill is made, a payment comes in, or an order is confirmed or dispatched. They also hear when a bill falls due or a cheque bounces. The owner gets the day's summary each evening. Email and the in-app inbox need no set-up; WhatsApp and SMS use your message credits.
See your shop on it.
Tell us what you sell, how many shops and godowns you run and how you bill today. We will set up your items and parties with you and print your first bill.