Usage Overview

After installation and activation, the Assets Management module is accessible from the Assets menu in your Concord CRM sidebar. This guide walks you through everyday asset operations.

Creating an Asset

1. Navigate to Assets → Assets from the sidebar.
2. Click New Asset.
3. Fill in the required fields:
   • Asset Name -- A descriptive name for the asset (e.g., "Dell Latitude 5540").
   • Asset Code -- A unique identifier for internal tracking.
   • Category -- Select from the predefined asset groups.
   • Quantity -- Total number of units.
   • Unit -- Unit of measurement (pieces, sets, etc.).
   • Price -- Purchase price per unit.
   • Purchase Date -- When the asset was acquired.
4. Optionally configure additional fields:
   • Location -- Where the asset is stored or used.
   • Warranty Period -- Start and end dates for warranty coverage.
   • Depreciation -- Set a depreciation period, salvage value, and method.
   • Supplier -- Vendor or supplier information.
   • Image -- Upload a photo for visual identification.
5. Click Save to create the asset.

tip

After saving, open the asset detail view and use the Generate QR Code button. Print the QR code and attach it to the physical asset for quick scanning and lookup.

Asset Allocation and Assignment

Allocation allows you to assign assets to companies or individual users within the CRM.

Allocating an Asset

1. Open the asset you want to allocate.
2. Navigate to the Allocation tab.
3. Click New Allocation.
4. Select the company or user to assign the asset to.
5. Enter the quantity to allocate.
6. Click Save.

The system automatically tracks available versus allocated quantities. When an asset is fully allocated, the status updates to reflect zero availability.

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Automated notifications are sent to the assigned user when an allocation is created. Administrators also receive alerts when allocation changes occur.

Revoking an Allocation

To return allocated assets back to available inventory:

1. Open the asset and navigate to the Allocation tab.
2. Locate the allocation record.
3. Click Revoke and confirm the action.

Maintenance Management

The module provides built-in tools to schedule and track asset maintenance.

Scheduling Maintenance

1. Open the asset requiring maintenance.
2. Navigate to the Maintenance tab.
3. Click Schedule Maintenance.
4. Enter the maintenance details:
   • Description -- What maintenance will be performed.
   • Start Date -- When maintenance begins.
   • Expected Return Date -- When the asset should be available again.
5. Click Save.

When an asset is marked as under maintenance, the available quantity is automatically reduced. Once maintenance is completed and the record is closed, the quantity is restored.

warning

Assets under maintenance cannot be allocated or assigned until the maintenance record is marked as complete. Plan maintenance windows accordingly.

Financial Tracking and Depreciation

Track the financial lifecycle of assets through the depreciation system.

Configuring Depreciation

When creating or editing an asset, set the following fields:

Field	Description
Depreciation Period	Duration over which the asset depreciates (in months)
Salvage Value	Estimated residual value at the end of the useful life
Depreciation Method	Straight-line calculation applied automatically

The module calculates and displays:

• Current Book Value -- Original price minus accumulated depreciation.
• Accumulated Depreciation -- Total depreciation recorded to date.
• Remaining Useful Life -- Time left in the depreciation schedule.

Status Tracking and Reporting

Asset Statuses

Assets move through various statuses during their lifecycle:

Status	Description
Available	Ready for use or allocation
Allocated	Assigned to a company or user
Under Maintenance	Currently being serviced
Lost	Reported as lost
Damaged	Reported as damaged

Loss and Damage Management

Report lost or damaged assets directly from the asset detail view. Each report is logged in the audit trail with timestamps and responsible parties.

Common Use Cases

Use Case	How the Module Helps
IT Equipment	Track laptops, monitors, and peripherals; allocate to team members; schedule updates
Office Furniture	Manage desks, chairs, and fixtures; track assignments by department
Vehicle Fleet	Monitor vehicles; schedule regular maintenance; track insurance and warranty
Manufacturing Equipment	Schedule preventive maintenance; track utilization and depreciation
Mobile Devices	Allocate phones and tablets; track returns, condition, and warranty status

Best Practices

• Consistent naming -- Establish naming conventions for asset names and codes across your organization.
• Regular audits -- Periodically review asset records against physical inventory to ensure accuracy.
• Maintenance schedules -- Set up recurring maintenance reminders to prevent equipment failures.
• QR code usage -- Generate and print QR codes for all physical assets to streamline identification and audits.
• Configure notifications -- Enable alerts for warranty expiry, maintenance due dates, and overdue allocations.