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The asset register

List what the school owns with a code, category, room, condition and cost; move assets between rooms and people; and retire or write off what is no longer in use.

Checked on the ShuleOS demo school Who: School admin, facilities officer 9 min read

The asset register is the school's list of things it owns: desks, computers, projectors, laboratory equipment, kitchen equipment. Each asset has a code, a place, a condition and its history. Assets are never deleted, so what the school once owned always stays on record.

The Assets list

Assets and Facilities → Assets.

The Assets list

Each row shows the Code, Name, Category, where it is Kept in (and who it is with, if a person), Condition, Status and Cost. Filter by Status, Category, Room, Condition, and Warranty ending soon. Print register, Export and Import assets are on the top bar.

The statuses are In use, In storage, Under repair, Retired and Lost. The conditions are New, Good, Fair, Poor and Damaged.

Add an asset

  1. Click New asset.

    The new asset form

  2. Fill in the form:

Field What to enter
Name Required. For example Teacher desk, Dell laptop or Projector.
Asset code Leave it empty and ShuleOS gives the next one (AST-0001, AST-0002…). Or type your own.
Category Pick from your list.
Serial number From the label on the item.
Kept in The room where it is.
With A member of staff who holds it, for something a person carries, such as a laptop.
Condition Required.
Status Required: In use, In storage or Under repair. To take it out of use altogether, use Retire on its page.
Purchased on, Purchase cost, Bought from Where and when it was bought, and for how much.
Warranty until When the warranty ends. The warranty warnings use it (see below).
Description Optional.
  1. Click Create.

To load many assets at once, click Import assets, download the template, fill it in and check the preview.

The import window for assets

An asset's page

Click an asset to see it, with two tabs: Moves (every time it changed room or holder) and Maintenance (problems reported about it and what they cost).

An asset's page

Move an asset

Click Transfer.

Moving an asset

Choose the New room and/or who it is With, the Date and a Note, and confirm. The move is added to the asset's history, so you can always see where it has been.

Retire an asset

When an asset is broken beyond repair, sold or worn out, click Retire.

Retiring an asset

Enter the Date and Why (for example "Broken beyond repair"), and switch on It is lost or stolen if that is the reason. It stays on record but is no longer in use. This cannot be undone, and a retired asset can no longer be edited or moved.

Warranty warnings

The Warranty ending soon filter shows assets whose warranty ends within the next 60 days. The Running out report and the dashboard's Needs your attention list use it too (see Assets and facilities reports).

If something goes wrong

What you see What it means and what to do
The asset code is refused Another asset already uses it. Leave the code empty to get the next free one.
Edit, Transfer or Retire is missing The asset is already retired or lost.
A room or category is missing from the form It is inactive. Make it active in its list.
You retired an asset by mistake Retiring cannot be undone. Add the asset again as a new record.

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