Phase 3 - Inventory Management

It's time to put your asset system into action!🎉In this crucial phase, you will transform your products into physical assets and manage their entire lifecycle: from assignment to maintenance and retirement.

Here you will learn to master the operational core of the module:

🔹Smart inventory: Control statuses (Available/Assigned/Maintenance) and unique attributes of each asset.
🔹Order flow: Manage requests, assignments, and rejections with complete traceability.
🔹Key movements: Record status changes, comments, assignment or responsible person with included history.

Benefits you will gain:

✔️ 360° visibility of all your assets in real time

✔️ Standardized processes for requests and assignments

Process on the platform

🖇️(📑 Side menu > 📋Administrative > 🖥️ Asset Management > ⚙️ Inventory)

In this view,you will see the list of assetsthat you have in your inventory. If you want to add the columns you created with your custom attributes, you can do so by clicking the“Organize columns”button and choosing the fields you want to display.

Step 1: Inventory

There are different actions that will allow you to manage your inventory:

1. Create an asset manually:

   1. Press the “Create Asset” button

2. Fill out the form fields to create the asset:

You must select the Category, Product, and Status.

• Available:Status when the asset is available to be assigned to a collaborator
• Assigned:Status when an asset is assigned to a collaborator (not available for assignment). To select this status, you will be asked who you want to assign it to and that person will become responsible for the asset.
• In maintenance:Status when the asset has a fault and is in the process of being repaired. When changing to this status, you can reassign the responsible person.
• Inactive:Status when the asset cannot be used and therefore cannot be activated, generally due to more serious faults or discontinuation of use.

If you have created custom attributes for assets, you must also fill out those fields.

2. Change the status of an asset: you can do this in three ways:

A) Individual:

1. Click the “Change status” action in the asset list

2. Select the new status: Available, Assigned, Maintenance, Inactive

   You can also leave a comment optionally. This comment and the movement record will be reflected in the History.

B) Bulk:This option is available to change several assets at once to the "Available", "Maintenance", or "Inactive" statuses.

1. Select the assets to change status and click Actions > Change Status. 

   The number of selected assets will appear in parentheses

   

2. Select the new status you need the assets to change to and click Save.

   If you select the "Maintenance" status, you can choose to keep the assets assigned to those who were already assigned

C) Custom: Change more than one asset from "Available" to "Assigned" for a collaborator

1. Select the assets to assign and click Actions > Assign to a Collaborator. 

   The number of selected assets will appear in parentheses

2. A box will appear showing the number of assets to be assigned and where you can choose who to assign the assets to. Select and click Save.

   

    

3. Movement history (to see all previous movements of the asset)

1. Click the “View movement history” action

2. Movement history:

   Every change you make—such as reassignments, maintenance, or retirements—is automatically recorded in the history. This ensures complete traceability, with comments and dates to audit any movement.

4. Add comment

• Click the “More options > Add comment” action

• You can add information about the asset that will be reflected in the Movement History

5. Edit asset attributes

1. Click the “More options > Edit” action

• You can only edit the custom attributes you created for that asset.

6. Delete an asset. You can only do this if the asset is in "Inactive" status and in two ways:

A) Individual:

1. Click the “More options > Delete” action:

   You can only delete assets that are inactive; otherwise, the button will be disabled.

   - Example: delete asset button - individual option

- Example: delete inactive button - individual option

B) Bulk:

This action can now be performed in bulk, allowing you to delete several assets in "Inactive" status simultaneously from the inventory.

1. Select the assets you want to delete and click Actions > Delete assets.

   The number of selected assets will appear in parentheses

   

2. A warning box will appear, because the action cannot be undone; the history and documents associated with each one will be lost. If you want to delete those assets, you must type "Delete" in the field that appears in the warning box and click the bottom right button: Delete.

   

    

Step 2: Importers and exporters

1. Create assets with importer

🖇️(📑Side menu >📋Information >↘️Importers >↘️Importers >Administrative tab >Asset management)

Within the menu / Information you will find the Importers section, where you can download the templates to later import:

1. Categories
2. Products
3. Assets(For this case, you can decide whether for assigned assets, the supporting document is generated or not)

In each importer, you can download the Excel file to later do the bulk import. That’s why we recommend creating all custom attributes before importing so that the column is included in the importer’s Excel file.

✨We recommend downloading the templates as you import by level (Category > Product > Assets) so that when you download the next template, it contains the IDs of the already existing Categories and/or Products.

2. Exporters

🖇️(📑 Side menu > 📋Information > ↘️Exporters > ↘️Custom > My Reports tab)

1. Click the “Create report” button
2. Select the Administrative tab, “Asset Management” option
3. In this view, the available parameters appear. You can choose to group by certain parameters and which columns to include in the exporter.

📌Continue your implementation without missing a beat👉Go to Phase 4: Orders and workflow (link here)

Remember, if you need help you can contact us through our support channels.

Chat | Phone | Email.

We’re happy to help you!

🤖 This article was translated using artificial intelligence. View original article.