Asset Management Software for PC's - FullBreakdown

How to Use the Asset Management App on PC

Our Android app for portable devices is a phenomenal tool for keeping track of your assets when you’re moving around your business, but for those with a more administrative or management role, here’s how to use our Windows PC interface.

The Asset Page

Everything is accessed from the dashboard, which allows you to see the fundamental statistics of your system, such as number of assets, users and recent activity, on the front page of the software. Everything you need to know about your inventory and system is accessed from the menu on the left-hand side of the page. Clicking on a title here will open the sub-pages associated with each section.

Clicking ‘Assets’ in the menu will show you all the assets that have been added to your system. You can add and remove columns to your personal preference and search for a specific asset here by using the options in the top right-hand corner of the page. You will also find a button here that will download the data you have selected in Excel format.

Clicking on the name of an asset in the table will take you to the page for that specific item, which defaults to the details tab at the top. There are also tabs for adding comments, where you can leave notes and add attachments, such as to log any repairs that have been carried out on an item or instruction manuals, in addition to a comprehensive history of the asset, including location changes.

Add Asset

Clicking ‘Assets’ on the main menu will also show you options called ‘Create New’ and ‘Import’. Clicking ‘Create New’ will bring up a screen where you can add assets one at a time. Here, you only need to add the item name and EPC to save a new asset – other details can be added later if you wish.

If you already have a comprehensive list of assets in an Excel format, you can upload that here straight into the system using ‘Import’. After you click ‘Import’, you can download a template file containing the fields in the system.

Categories, Asset Groups and Asset Types

Click ‘Categories’ on the main menu. Here, you will see a list of previously added categories, and in the top right, you can click ‘Create New’ to add a category. Here, you can give your category a name, assign it a type (which will be ‘Asset’ for most items) and then click the ‘Save’ button. Categories can have a tiered structure, for example, ‘Electronics’ could be a category, with ‘Laptops’ and ‘Phones’ within that.

Click ‘Asset Types’ on the main menu and you’ll see a similar screen detailing existing asset types with a ‘Create New’ button in the top right again. Asset types are not tiered and custom fields can be associated with a specific asset type.

Click ‘Asset Groups’ to create another way to group assets together, such as by department or function.

Custom Fields

This option makes it possible to customise the app to the specific needs of your business. Click ‘Custom Fields’ on the main menu and then click ‘New Custom Field’ on the right-hand side of the page.

Give your custom field a name, then choose the form element you would like to add. This drop-down menu shows you the available options:

• Text Box will allow your custom field to accept a single line of user-inputted text. Text box formats include:
  • ANY – this will allow the user to input any character.
  • NUMERIC – this will only allow numbers.
  • EMAIL – this will only allow an email format.
  • DATE – this will give the user a date picker to select from.
  • URL – this will only allow a URL format.
• List Box will display a list of options for the user to pick from.
• Text Area will allow your custom field to accept unlimited user-inputted text.
• Checkbox allows the user to tick multiple options.
• Radio Buttons allow the user to select a single option from those available.

For custom fields, you can select whether they are a global field, so they will apply to all assets, or only apply to a specific asset type.

Locations

Click ‘Locations’ in the main menu to see all the sites and locations that already exist on your system and click ‘Create New’ in the top right to add a new site. Give the location a name, such as ‘Head Office’, at the top of the page and add any other information, such as the address of the site, to this page, before clicking ‘Save’.

You can create locations in tiers, to better structure your data. Click ‘Create New’ from the main ‘Locations’ page again. This time, enter the name of the location, such as ‘Warehouse’, then in the ‘Parent’ drop-down menu, pick the location you want it to be within and then click ‘Save’.

Using our examples from above, this will have created a location called ‘Head Office’, and a child location of ‘Warehouse’ assigned to it.

Users and User Roles

Adding users to your system is just as intuitive as adding assets or locations. Click ‘Users’ on the main menu to see a list of everyone who is currently authorised to use the system, along with their basic details and permissions.

To add a new user, click ‘Create New’ in the top right-hand corner of the page. On the next page, add the first and last name of the employee, along with an email address for the system to identify them by. You can enter a specific password for the new user here. Users are able to log in to the app and web portal. Click ‘Add’ to select a company and a ‘Role’ to assign the new user to.

‘User Roles’ on the main menu, allows you to create levels of permissions that you want users to have. For example, you can allow a user to create and update assets, but not delete them.

Stocktake Reports

Click ‘Stocktakes’ on the main menu to view all the stocktakes that have been recorded through the asset management app, along with the dates and locations, categories and/or users they apply to.

In the ‘Actions’ column on the left-hand side of the page, click the eye icon to view more details. Here you’ll see the list of assets that were involved in the stock take along with the name, EPC number and image of the asset, alongside more information.

Note the ‘Stocktake Status’ column near the right side of the table. This shows you the current whereabouts of each asset:

• Found means the asset is exactly where it should be.
• Misplaced means the asset has been found but in the wrong place.
• Missing means the asset cannot be found by the system.

This data can then be exported to Excel.

Asset Management Software with Tec-RFID

If you have any more questions about the asset management software system, you may wish to explore the commonly asked questions we have answered on our Asset Management page. We’d also love to hear from you if you’d like to know more or would like to book a demo of the system. You can call us on 0844 870 7873 email info@tec-rfid.co.uk, or contact us via our online contact form.