Adding a Fixed Asset to an Employee
The system allows you to record and manage assets assigned to employees (such as devices and equipment), while storing all related basic and detailed information.
Activation Requirements
- The user must have permission to add employee assets.
- If the Branches feature is enabled, assets can only be assigned to employees within branches the user has access to.
How to Access
- From the main menu, go to Employees.
- Click on Employee Assets.
- Click Add Employee Asset.
- Select Create New Asset from the selection screen.
Steps to Add an Asset
First: Basic Information
- Enter the Asset Name — Required.
- The Code is automatically generated based on system settings.
- Select the Asset Type from the list — Optional.
- Specify the Warranty Expiry Date — Optional.
- Enter the Serial Number — Optional (must be unique).
- Enter the Barcode manually or click the generate icon to create one automatically — Optional (must be unique).
Second: Custody Information
- Set Used By – Required:
- Not Assigned: The asset is not assigned to anyone.
- Employee: A field will appear to select the employee.
- Storage: A field will appear to select the storage location.
- If Employee is selected, choose the employee from the list.
- If Storage is selected, choose the storage location (only active locations will appear).
- Select the Physical Location from the list (only active locations are shown).
- Specify the Assignment Date — Optional.
- Specify the Expected Return Date — Optional.
Third: Profile Information
- Upload an Asset Image — Optional (one image only).
- Enter an Asset Description — Optional.
- Add Technical Specifications — Optional.
Fourth: Attachments
- Upload attachments — Optional (multiple files allowed).
- Click Save to create the asset record.
- To cancel without saving, click Cancel to return to the Employee Assets list.
Notes
- The asset status is automatically determined based on the Used By value.
- The asset is recorded under the branch of the currently logged-in user.
- Upon saving, an entry is created in the Asset Activity Log if the asset is assigned to an employee or storage. No log is created if it is marked as Not Assigned.
- All actions are recorded in the Activity Log.
Accepted Image Formats: .jpg, .jpeg, .png — max size 10 MB
Accepted Attachment Formats: .pdf, .doc, .docx, .jpg, .jpeg, .png — max size 10 MB