Managing Your Asset Inventory

AssetSync → Inventory is the catalog. Everything else in the module points back to it.

The four figures

Total Assets, Checked Out, Damaged and Low Stock.

Checked Out counts assets that have units out right now, read from the checkout ledger. Damaged counts assets whose status field is set to damaged, which is something a person sets rather than something a return does.

Low Stock counts assets whose available quantity has fallen below the minimum quantity you set on them, plus any that are overbooked — more checked out or reserved than you own. Those show a red OVERBOOKED badge, and count whether or not a minimum is set.

Adding assets

Add Asset for one at a time, Import CSV for a list.

Each asset carries a Name, an optional SKU, a Category, a Total Quantity and a Unit (each, box, set), a Condition, a Purchase Date and Purchase Cost, a Replacement Cost, a Storage Location with optional Location Details, a Space, a Minimum Quantity, and free-text Notes.

Storage Location and Location Details are not the same field doing the same job. The location is one of the bays, shelves or closets you set up under Settings → Storage Locations — it is what the inventory filters by and what shelf labels are printed from. The details line is where to look inside it: "Shelf 4", "Bin 8". Putting a place name in the details line instead of picking a location means nothing can filter or label by it.

Two of those do more work than they look like they do:

• Total Quantity is how many units you own. It is the top of the arithmetic for everything else.
• Minimum Quantity is the only field that generates a warning. Set it to the point at which you would want to be told, not to zero.

Quantity: total, available, and out

Three numbers, one of which is calculated and cannot be edited directly.

Total quantity is what you own. Units out is the sum of open checkouts. Available is total minus units out minus anything reserved, and AssetSync maintains it for you every time a checkout, return or reservation moves.

That means you never adjust availability by hand. If availability looks wrong, the checkout ledger is what to correct — availability will follow. And if you buy more of something, raise the total quantity and availability recalculates from it.

Importing a CSV

Import CSV maps your spreadsheet columns onto asset fields and validates every row before anything is written. Quantities must be positive whole numbers, and condition and status must match the values AssetSync uses (excellent, good, fair, poor, retired; available, damaged, retired, lost).

There is no "available quantity" column to import. Availability is derived from what you own and what is out, and a freshly imported asset has nothing out — so it always starts equal to the total.

A Storage Location column is matched by name against the locations you already have. Any name that doesn't match yet is listed on the review step, where you choose to create it or skip it — created locations can be filtered on and printed as shelf labels, skipped ones are kept as plain text on the asset. There is a separate Location Detail column for the spot within a location ("Shelf 4").

Filtering

Search by name, SKU or location, and filter by category using the chips. The category list comes from Settings → Categories.

The Status dropdown filters by the asset's disposition — Available, Damaged, Retired, Lost — and carries one entry that is not a status at all: Has Units Out, which lists the assets that currently have something checked out. That is read from the checkout ledger rather than from the status field, so it stays true as items come and go.

The Location dropdown filters to a single storage location, and No Location lists the assets that haven't been assigned one yet — the quickest way to find what still needs filing after an import. The dropdown only appears once you have locations set up.

The asset detail view

Clicking an asset opens its record: the photo, the key facts (Category, Quantity, Location, SKU, Purchased, Cost, Replacement), and two histories.

Condition History is every condition change recorded against the item, each with a note and who made it. This is the log that answers "how long has this been going wrong".

Checkout History is every time the asset went out and came back, including the condition it came back in.

From here you can also Reserve the asset for a date range, Edit it, or Delete it. Deletion is blocked while the asset is still checked out.

Checking out from the list

You can select several assets in the list and check them out together, setting a quantity per asset and a single event label and return date for the batch. For a bundle you send out repeatedly, an asset set is less work.