Asset Pro: Getting Started

The Asset and Inventory Management add-on feature allows a facility to manage their physical assets, as well as, inventory items (i.e. replacement parts, spare items, etc).

• You must be a subscriber to the Work Order Management Module in order to use Asset and Inventory Management as it is an add-on feature.

How do I get started with using Asset and Inventory Management?

To get started, your billing contact must first go to Billing on the left navigational sidebar of their dashboard OR go to the person icon drop-down menu on the top right of their dashboard to add this to your current plan (see attached).

• •  If you are an invoiced client, please reach out to Support by clicking on the Help drop-down menu, located on the top right of your dashboard and then select Support, so that they can assist you with adding Asset Manager to your plan.

Need assistance with importing your current equipment?

Depending on your current management of assets, there are a few ways that our team can assist you with importing your equipment into our system. Please reach out to Support via email (support@smartchurchsolutions.com) OR by clicking on the Help drop-down menu, located on the top right of your dashboard and then select Support.

Adding a New Piece of Equipment

When you add equipment in Work Order Management, you now have the ability to add your own Equipment Identifier (Equipment ID) or leave it blank and a system generated unique identifier will be used. This will generate a barcode for the piece of equipment. 

After adding the HP Envy computer, you can see that a barcode was automatically generated for it below.

• When adding equipment, the Identifier will always begin with an "E".

Add an image to the piece of equipment as well!

• Add an image of the equipment to help you further identify it

Searching for Equipment and More!

• To start your equipment search, users can go to Equipment, located on the left sidebar of the dashboard. Admins have the ability to also choose Settings > Basic > Equipment to begin the equipment search.

• If you have over 500 pieces of equipment added, you will need to enter data into the various fields/filters to narrow down your search. As you select the filters, the equipment list will be displayed right away on the bottom half of the page, based on your selection. The more filters that you select, the more streamlined your search will be!   
• Notice that a new filter has been added called Equipment Identifier (see attached image above). This is an identifier (barcode) that is unique to the piece of equipment that it is associated to that cannot be shared with any other piece of equipment or inventory item.
• Once you've added all your filters, if you want to save them, you can do so by clicking Save Filter on the top right of your screen.
• When searching equipment and viewing equipment on the bottom of the page, you can expand the equipment item by clicking the expand button (+) to see all Past and Upcoming work orders it is associated to.

• You will only be able to view 500 rows of equipment; however, you can select Export Equipment to view all of your equipment and see all rows. 

Exporting Equipment

• If you choose to export your equipment, a new window will be displayed where you can select the fields that you want to export. You can also change the output of your export by changing the order of your column headers.  

• If you include the Equipment Identifier Image, it will show within the export!

• When searching equipment and viewing equipment on the bottom of the page, you can expand the equipment item by clicking the expand button (+) to see all Past and Upcoming work orders it is associated to.

Save and/or Load Filter

You can easily save your search filters by selecting the green Save Filter button, 

You can then give your filter a Name, mark it public if you want others within your org to be able to access it, and then select SAVE.

To load a Saved Filter, simply click the Saved Filter button on the top right of screen and then select the blue Load button to the right of the filter that you want to run.

• Adding or Editing a Work Order - In the process of creating or editing a work order and when adding Equipment, the user can type in the Equipment Name OR ID (or scan the barcode). Once an Equipment ID is entered, the system will find the matching record and populate all the appropriate fields that it can figure out by looking up the item.

• Once the equipment has been added to the work order, you will then see the Equipment Details displayed (see below).

• Under the Costs tab, you will see the equipment and barcode associated.

Adding and Managing Inventory

When adding and managing inventory, you will have an additional field to add your own Item Identifier (Item ID) or leave it blank and a system generated unique identifier will be used. This will generate a barcode for the inventory item. 

You can see that an Item Identifier and barcode were automatically generated when I saved the new item because I left the Item Identifier blank (see below). Notice that the Item Identifier begins with an "I".

Searching for Inventory Item

• Users can go to Current Inventory, located on the left side of their dashboard  to search for an Inventory Item. Admins can also go to Settings > Advanced > Current Inventory. Go to the Search box and start entering the item you are looking for.
• Admins also have the ability to choose Settings > Advanced > Inventory Items to begin a search.
  • Once you have more than 500 Inventory Items, you will need to begin entering data into the fields (filters) to display any results. 
  • You can also save filter settings and then later click "Saved Filter" and choose one in order to quickly use it again. 

Export Inventory Items

• To export desired inventory items, go to Inventory Items, filter your search (ex: select inventory item type) and then select Export to Excel.  The output will include the Inventory Identifier; however, no barcode will be included.