🖥️ What is the Assets module?
The Assets module is your single register of every company-owned thing that has a serial number, a purchase invoice, or a vendor — laptops, phones, machinery, vehicles, property, software licenses, furniture, trademarks, and so on. Each asset record stores purchase, warranty, vendor, status, and (optionally) lease details, and can be assigned to an employee from the Allocation tab.
🧾 How to create an Asset
📍 Screen: HRM → Assets → click the green Add button at the top right. The Add Asset aside opens on the right — that aside is the screen where you fill in the fields below. The form is split into clearly labelled sections (Basic Information / Product Details / Supplier & Support / Warranty & Maintenance / Lease / Notes & Documents).
📋 Basic Information
| Field | Description |
|---|---|
| Asset Type (required) | Pick from the dropdown — Software, Hardware, Machinery, Vehicle, Property, Furniture, Land, Trademark, License, Copyright, Patent. |
| Invoice (required) | The supplier’s invoice number for this asset. |
| Purchase Date (required) | Date the asset was bought. |
| Asset Status (required) | Active, Inactive, Under Maintenance, In Use, In Repair, Disposed, Lost, Stolen, Sold, Transferred, Archived. The status is automatically locked to In Use while the asset is currently assigned to someone — unassign first from the Allocation tab to change it. |
| Cost (required) | Purchase amount in your primary currency. Decimals accepted. |
🏷️ Product Details
| Field | Description |
|---|---|
| Brand | Manufacturer (e.g., Dell, Toyota). |
| Model | Model number or name. |
| Product Variant | Specification or variation (e.g., RAM / SSD spec, colour, trim). |
| Serial (required) | The asset’s serial number. Alphanumeric. |
| Service Tag (required) | Service or identification tag stamped on the asset. |
🏪 Supplier & Support
| Field | Description |
|---|---|
| Vendor / Supplier (required) | Pick the supplier from the dropdown, or click the + button next to it to add a new supplier inline without leaving the Assets aside. |
| Support Phone (required) | Vendor or support team contact number, with country code. |
| Support Email (required) | Vendor or support team contact email. |
🔧 Warranty & Maintenance
| Field | Description |
|---|---|
| Warranty Expiry | Date the manufacturer warranty ends. |
| Service No | Service contract or AMC reference number, if any. |
| Maintenance (required) | Free-text describing the current maintenance plan or contact. |
| Maintenance Date | Next scheduled maintenance / inspection date. |
🔑 Lease (only when “Rent / Lease ?” is ticked)
Tick the Rent / Lease ? toggle to declare the asset is on a lease or rental agreement. Four lease fields then appear:
| Field | Description |
|---|---|
| Lease Start Date | First day of the lease. |
| Lease End Date | Last day of the lease. |
| Lease Amount | Rental amount per period. |
| Deposit Amount | Security deposit paid up-front. |
📝 Notes & Documents
| Field | Description |
|---|---|
| Documents | Attach the invoice copy, warranty card, lease agreement, etc. Supported formats: PDF, JPEG, PNG. Multiple files allowed. |
| Notes | Free text for internal remarks (“Assigned for project ABC”, “battery replaced Sep 2026”, etc.). |
Click Save in the aside header to create the asset. Click the X at the top to close without saving.
👥 Assigning an asset to an employee
📍 Screen: open any saved asset → switch to the Allocation tab inside the aside.
The Allocation tab is a two-column view:
- Current Assignment (left card) — shows the current assignee as a green chip, or Unassigned in grey. If the asset is unassigned, a Select User dropdown appears so you can pick someone and click Save. If it is already assigned, click Unassign first to change.
- Allocation History (right card) — a read-only timeline of every assignment + status change for the asset, showing who made the change and when (in
dd MMM yyyy, HH:mmformat).
While an asset is assigned, the Asset Status field on the Details tab is locked to In Use. Unassign from the Allocation tab to change status to anything else.
✏️ Editing an Asset
- Open HRM → Assets.
- Use Global Search or the column filters to locate the asset.
- Click the row to open the aside.
- Click Edit at the top right of the aside (only visible if you have Update permission).
- Change any field — status, brand, vendor, warranty, lease — then click Update.
🗑️ Deleting an Asset
- Open the asset record from HRM → Assets.
- Click Edit to enter edit mode.
- Scroll to the bottom and click the red Delete button (visible only if you have Delete permission).
- Confirm the prompt.
⚠️ Warning: delete is permanent. If you just want to stop using the asset, prefer changing the Asset Status to Archived, Disposed, Sold, or Inactive — the record stays for audit but the asset stops appearing in active reports.
📥 Bulk Import
📍 Screen: from the Assets list, open the Actions dropdown (top-right) → Import. The Bulk Import Assets dialog opens.
The bulk import flow is the canonical pattern used across DaaiSuite (Catalog, Suppliers, Clients, etc. all follow the same template):
- Click Download Sample File at the top of the dialog. Open the downloaded
.xlsx. - For every dropdown column (Asset Type, Asset Status, Vendor, etc.) the sample lists every valid value joined by ” / “. Pick exactly one of those strings — misspellings will be rejected.
- Fill one asset per row and save the spreadsheet.
- Back in the dialog, click Choose File and pick your filled sheet.
- Click Import. The dialog runs validation and shows a summary — Total Records Found, Valid Records, Records with Errors.
- If everything is valid, click Confirm and Import Assets. If there are errors, click Download Error Report, fix those rows, and start over — nothing is imported until validation passes.
📌 Why the bulk import matters: the Assets bulk-import dialog is the reference template for every other module’s bulk import. If you know how to use this one, the Catalog, Suppliers, Clients, Project, Employee, and Expense importers will all feel familiar.
✅ Tips
- Type accurate Serial and Service Tag values — warranty claims and audits depend on these.
- Always attach the invoice PDF in the Documents field; auditors want to see it later.
- Use the Notes field for project / location / lifetime hints — e.g. “for India HQ desk-3 until Dec 2026”.
- For laptops, fill Brand + Model + Variant + Serial — later searches by any of those values just work.
⚠️ Warnings
- If Rent / Lease is ticked but the lease dates / amounts are blank, your lease report will be incomplete — fill them in.
- Asset Status drives reports — remember to update it when an asset is sold, disposed, lost, stolen, or transferred.
- Bulk import is all-or-nothing per file — one bad row will not stop the good rows from importing once the error report is empty, but the original file with errors imports nothing.