--- title: Fixed assets β€” keep track of your equipment description: A plain-language guide to TSync Assets β€” keep a tidy list of everything your company owns, see what it's worth over time, know who's using what, run inventory counts, manage software licences and work orders, and never miss a service or warranty date. No technical background needed. product: TSync Intelligence 11.3.6 language: en canonical: https://docs.tsync.pro/modules/tsync-assets/ source: https://docs.tsync.pro/llms.txt --- # Fixed assets 🏒 Every company owns things that matter β€” laptops, phones, office furniture, vehicles, machinery, software licences. **TSync Assets keeps all of them in one tidy place** so you always know what you have, where it is, who's using it, what it's worth today, and when it's due for service. Think of it as the complete life story of each item: from the day you buy it, through every person who borrows it and every repair it needs, all the way to the day you retire it. ## Your first few minutes Everything lives under one sidebar menu: **Fixed assets**. Open it and you'll see the **Dashboard**, the **Asset register**, **Maintenance**, **Categories**, **Locations**, **Work Orders**, **Audits**, **Licenses**, **Issues**, **Kits**, the **Asset Portal**, **Bulk Import** and **Settings**. 1. Open **Fixed assets β†’ Asset register**. This is your master list of everything the company owns. 2. Pick a category for your item β€” for example *IT laptop*, *vehicle* or *software licence*. TSync comes with sensible categories ready to go. 3. Add your first item (see below). That's it β€” you're keeping a real asset register. The **Dashboard** (the first page of the menu) gives you the headline numbers at a glance: how many assets you have, their total book value, how many are available versus assigned, how many are in maintenance, and an "Attention" panel flagging maintenance that's due soon and warranties about to expire. ## What would you like to do? ### βž• Add something you own Open **Fixed assets β†’ Asset register β†’ + New asset** and fill in what you know: 1. **Name** and a short description. 2. **Type** β€” a normal asset, a software *licence*, an *accessory*, a *consumable* or a *component* of something larger. 3. **Category** (laptop, vehicle, licence…), **Location** (which site or office), and **Status** (Available, Assigned, In repair, Broken, Retired, Lost). 4. **Manufacturer, model, serial number and barcode** if you have them β€” handy when you need to find the exact item later. 5. **Purchase date and cost** β€” this is what lets TSync track its value over time. You can record the cost in **any currency**; TSync converts it to your base currency at the right exchange rate for the purchase date and shows you a live preview as you type. 6. Optionally the **salvage value** (what it'll be worth at the end of its life), the **useful life in months**, the **depreciation method**, and dates for **warranty**, **insurance**, **end-of-life** and **next maintenance**. TSync gives each item a unique tag automatically (like `AST-00001`), so you don't have to invent one. > πŸ’‘ Categories carry helpful defaults β€” for example how long that kind of item > usually lasts and which depreciation method to use. Set them once and every new > item inherits them, so adding assets stays quick. ### πŸ“ Organise with categories, locations and manufacturers - **Fixed assets β†’ Categories** lets you create your own groupings (IT laptops, vehicles, furniture…), each with its own default useful life, depreciation method and colour. They can be nested (a category inside a category). - **Fixed assets β†’ Locations** is where your sites, floors and offices live, so you always know where an item physically sits. - **Manufacturers and models** appear as pickers on the asset form, so you can record exactly which Dell, Apple or other make and model an item is. ### πŸ‘€ Lend an item to someone and get it back When you hand a laptop to a colleague or a tool to a client, record it so nothing goes missing. **To lend it out:** open the item and click **Check out**. 1. Choose the **person** (a staff member or a client) you're giving it to. 2. Set the **date you expect it back**. 3. Add a note if you like β€” and optionally capture a **signature** on the spot. The item's status switches to *Assigned*, and it's now clearly linked to that person. **To get it back:** open the item and click **Check in**. The item returns to *Available*, ready for the next person. Every item keeps a full **custody history** β€” who had it, when they took it, when they returned it, and any notes. It's a complete, trustworthy record for internal control and audits. ### πŸ“¦ Hand out a whole set at once with Kits Kitting out a new hire usually means a laptop *and* a phone *and* a headset *and* a monitor. Instead of checking out each one separately, build a **Kit** once and issue it all in a single step. Open **Fixed assets β†’ Kits**, create a kit with a code and name, then add the items it contains (specific assets, or just a model). When you're ready, **check the whole kit out** to a staff member, a customer or a project β€” every linked asset is assigned and gets its own custody entry automatically. **Return the kit** and all of them go back to *Available* at once. The kit page shows you the full check-out history. ### πŸ”‘ Manage software licences and seats Software and subscriptions don't sit on a shelf, so they get their own area. Open **Fixed assets β†’ Licenses** and add a licence with its vendor, key, total number of **seats**, purchase and **expiry date**, and cost. From the licence you can **assign a seat** to a staff member or a specific asset, and **release** it when it's no longer needed β€” TSync keeps the used-vs-total count for you and shows each licence as *active*, *about to expire* or *expired*. You decide how many days ahead you want the expiry warning. ### πŸ”§ Keep equipment serviced and avoid surprises Some items need regular care β€” a vehicle needs its oil changed, measuring equipment needs calibrating, machines need inspecting. TSync helps you plan it all. For any item you can schedule maintenance and record: - **What kind** it is β€” planned upkeep, an unexpected repair, a calibration, or a routine inspection. - **When** it's due, **what it costs**, and **who's doing it** (your team or an outside vendor). Set up **recurring maintenance** and TSync does the chasing for you: mark a service as done and it automatically schedules the next one (for example, six months later). The **Maintenance** page lists everything, with a filter for what's coming up β€” and the system flags anything that's slipped past its due date so nothing falls through the cracks. ### πŸ› οΈ Track repairs end-to-end with Work Orders When a repair is more than a quick note, raise a **Work Order**. Open **Fixed assets β†’ Work Orders**, create one against an asset, set its type and priority, assign it to a staff member or an outside vendor, and track it from *pending* to *in progress* to *done*. You can **attach files** (photos, quotes, invoices), record the **cost** and **outcome**, and link it to a maintenance task so finishing the work order ticks the service off too. ### πŸ›‘οΈ Never miss a warranty or insurance date For each item you can record when its **warranty** or **insurance** runs out. TSync watches those dates and warns you ahead of time β€” so you can renew, claim, or replace before cover lapses, instead of finding out too late. ### πŸ“‰ See what your equipment is worth over time Things you own lose value as they age β€” a three-year-old laptop simply isn't worth what you paid for it. Accountants call this **depreciation**: spreading the original cost out over the item's useful life, a little each month, instead of counting it all in one go. **TSync works this out for you.** For each item it knows the purchase cost, how long it's expected to last, and what it'll be worth at the end (its leftover, or "salvage", value). From those it reduces the value month by month, automatically. You can choose between two common approaches: - **Straight-line (even spread)** β€” the value drops by the same amount every month. Simple and predictable. - **Double declining balance (faster early)** β€” more of the value comes off in the early months, then it slows down. This suits things that lose value quickly when they're new. TSync runs this **for every asset automatically at the start of each month**, so your figures stay current without you lifting a finger. Prefer to do it on demand? Open an item and click **Run depreciation now**. Either way, TSync never double-counts a month, and it never lets an item's value drop below its leftover value. Each item shows its full **depreciation history** β€” month by month, how much came off, and what it's worth now. Perfect for handing clean numbers to your accountant. ### πŸ”„ Transfer, retire or sell an item As assets move around or reach the end of their life, you handle it from the item's own page: - **Transfer** moves an asset to a different cost centre (and optionally a new location) β€” useful when a department or project changes. - **Retire** takes an item out of service. You can record any **disposal proceeds** (what you got for it, if anything), and its status becomes *Retired*. - **Sell / assign to a customer** links the asset to an invoice and a customer, and can automatically hand it over to them. When accounting is connected, these actions create the matching bookkeeping entries for you (see *Connect it to your accounts* below). ### 🧾 Capitalise a purchase straight from a supplier invoice Bought equipment through the Purchases module? When you open an eligible supplier invoice, a **"Capitalize as Asset"** button appears. Click it and TSync starts a new asset for you with the supplier, invoice number, date and cost already filled in β€” so a purchase becomes a tracked asset in a couple of clicks. ### πŸ”’ Run a physical inventory count (Audits) Once a year (or whenever you like) you'll want to walk the floor and confirm everything is where it should be. Open **Fixed assets β†’ Audits** and start a new audit, optionally narrowed to one location or category. TSync builds the checklist for you β€” every matching asset, with its **expected** location and custodian. As you go round, mark each item as **found**, **missing**, **found at a different location**, **damaged** or **disposed**, and note its condition. TSync tallies how many you checked and how many came back with a **variance** (a surprise). If there are variances, it can automatically request an approval, so a manager signs off on the discrepancies. ### πŸ“₯ Add many assets at once (Bulk Import) Starting from a spreadsheet? Open **Fixed assets β†’ Bulk Import**, download the ready-made **CSV template**, fill in your rows (tag, name, serial, category, location, manufacturer, model, purchase date and cost, depreciation method, useful life), and upload it. TSync imports them in one go and shows you a report β€” how many were created, updated and skipped. Re-importing the same file updates existing rows instead of duplicating them. ### πŸ“± Print a QR label and find any item instantly Every item has a **Print QR label** button. It produces a ready-to-print sticker with the item's tag, name, serial number, and a QR code. Stick it on the laptop, the machine, the cabinet. Later, **scan it with any phone** and the item opens straight away in TSync β€” no searching. It makes physical stock-takes fast: walk the floor, scan, done. ### πŸ™‹ Let staff manage their own equipment (Asset Portal) Your team can see what they personally hold without poking around the whole register. **Fixed assets β†’ Asset Portal (custodian)** shows each staff member just **the assets assigned to them**, with maintenance history, custody history and any open work orders. From there they can **request maintenance** on something that's playing up β€” which raises a work order for the maintenance team to pick up. ### 🌐 Let your customers see their equipment and ask for support (Client Portal) If you assign equipment to your customers (for example rented or on-site devices), they can view and manage it themselves through a **client portal** β€” without calling you every time. **How it works for the customer:** 1. The customer logs into their **client account** (the same login they use for invoices and estimates). You give a contact portal access from the customer's profile, as usual. 2. On entry they see a clean **dashboard**: how many pieces of equipment they have, how many open support tickets, how many are in progress, and how many resolved. 3. From **"My assets"** they see the list of their own assets (the ones you assigned to them) and can open each one for details. 4. From **"+ New ticket"** they can **open a support ticket** tied to a piece of equipment (pick the asset, write the subject, description and priority). You and your team get **a notification** immediately β€” in-app and by email β€” so nothing slips through. 5. In **"My tickets"** they track each ticket's status and can **reply** in the conversation; every customer reply notifies you again. On your side, you handle these tickets under **Fixed assets β†’ Issues**: filter by status or priority, pick one up, reply (publicly or with an internal note), attach files, change its status through the flow *open β†’ in progress β†’ waiting customer β†’ resolved β†’ closed*, and act on several at once. Every move sends **notifications to the customer**, so they're always up to date. In short, customers handle their own equipment support requests, and you keep everything centralised and traceable. ### πŸ“š Connect it to your accounts (GL postings) If you use the Accounting module, asset events can post straight to your general ledger β€” buying an asset (capitalisation), monthly depreciation, transfers and disposals. You set which accounts to use under **Settings** (a sensible default, plus per-category and per-asset overrides), and turn automatic depreciation posting on or off. Every posting is recorded, and you can review the full list any time under **Fixed assets β†’ GL postings** (a read-only audit trail). If accounting isn't connected, the asset side still works on its own β€” the bookkeeping simply doesn't post. ## Who can do what You decide which of your people can see and manage assets. A typical setup: | Role | What they can do | |---|---| | **Everyone** | View the asset list and the portal of their own assets | | **HR / IT manager** | Add and edit items, manage licences | | **Helpdesk / HR** | Hand items out and take them back, open tickets | | **Technician** | Schedule and complete maintenance and work orders | | **Director / accountant** | Run depreciation, transfer, retire, run audits, post to the ledger, change settings | Permissions are fine-grained, so you can grant exactly what each role needs. ## Make it fit your company Open **Fixed assets β†’ Settings**. A handful of simple settings let you tailor things to how you work: - The **prefix and padding** used for automatic tags (so they read `AST-00001`, or whatever suits you). - The **default depreciation method** (straight-line or double declining). - Whether monthly depreciation runs **automatically**. - **How many days ahead** you'd like to be warned about upcoming maintenance and expiring warranties. - Your **country and base currency**, which set the exchange-rate rule used when you enter a cost in another currency (Romania uses the previous business day's rate; Moldova uses the same-day rate). - The **accounting (GL) account mapping** for capitalisation, depreciation and disposal, and the value above which a purchase is suggested for capitalisation. Sensible defaults are in place from the start, so you can change these later, or not at all. ## Good to know - **It runs by itself.** Depreciation and the early-warning checks happen on a schedule in the background, so your figures and reminders stay current without any effort. (This relies on the scheduled task being set up β€” see [Set up the cron job](../setup-cron-job.md).) - **Nothing is ever lost.** Every hand-over, repair and audit is kept on record, so you always have the full history of each item. - **Start small.** Add a few key items today; you can flesh out the details whenever you have a moment. ## Where to go next - πŸ›’ Buying new equipment? See the [Purchases guide](tsync-purchases.md). - πŸ“¦ Tracking consumables you keep in stock? See the [Warehouse guide](tsync-warehouse.md). - 🏠 Lost? Head back to [Getting started with TSync](../index.md).