Asset Management

Module Overview

Purpose

The Asset Management module serves for comprehensive management of company assets - from acquisition, through assignment to employees, tracking movement, inventory, inspections to disposal. It allows tracking of tangible and intangible fixed assets, small assets, consumables and overhead materials with precise tracking of location, responsible persons and current status.

Key Features

• Asset records with detailed information - registration number, inventory number, serial number, name, category, type, quantity
• Assigning assets to users, offices, vehicles or CRM companies
• Asset transfers with optional approval workflow
• Disposal and consumption with reasons - sale, liquidation, consumption, wear, damage
• Inventory using inventory lists with QR code support
• Asset inspections with automatic deadline extension and notifications
• QR codes for label printing and mobile scanning
• Handover protocols - simple and complex loans
• Import from XLSX and automatic HW information import from desktop application
• Custom fields to extend records with specific data

Target Audience

• Asset Managers - managing entire records, adding, editing, inventory
• Employees with assigned assets - viewing their assets, ability to consume materials
• Accountants - approving transfers and disposals, checking accounting data
• Supervisors - approving subordinates' transfers, checking team assets
• Company Management - overview of asset status, values, locations

Settings and Configuration

Module Settings

Path to settings: Settings → Asset Management (gear icon in the upper right corner of the module)

General Settings

In the General Settings section, you specify which module features you will use:

• Use inventory number - if checked, the Inventory Number field will be displayed in records
• Use inventory number as registration number - inventory number replaces the standard registration number
• Use serial number - displays a field for entering the manufacturer's serial number
• Use asset type - allows further specification of asset category with custom type
• Use location - adds Location field for geographic placement
• Use room - adds Room field for precise localization
• Use asset condition - allows entering condition such as "New", "Used", "Damaged"
• Use image - enables uploading asset photos
• Use handover protocols - activates complex loans
• Use simple handover protocols - enables generating simple protocol in Word
• Use current accounting price per unit - for depreciation tracking
• Use registration group - categorization for accounting
• Use account - accounting account for booking
• Number of different inspections - how many inspection types you want to use

Location Types

Select which location types you will use:

• Entrusted asset - eIntranet user - asset assigned to a specific employee
• Entrusted asset - other person - person outside the eIntranet system
• Office - placement in a specific office
• Vehicle - asset in a vehicle
• Unassigned - asset in storage without assignment
• CRM - company - asset loaned to a CRM client

Asset Types

In this section you can define custom asset types in addition to basic categories. For example:

• Computers
• Furniture
• Vehicles
• Tools
• Electronics

For each type you can set email notification when quantity changes - useful for tracking critical items.

Custom Fields

Custom fields allow extending records with specific data for your company. You can create up to 10 custom fields of various types:

Custom field types:

• Yes/No (checkbox) - checkbox field for logical values
• Integer - for whole numbers without decimal places
• Decimal number - for precise numeric values
• Date - date selection using calendar
• List - selection (selectbox) - preset values separated by semicolon
• Text - 1 line - short text input

Custom field settings:

1. Enter Field name - will be displayed as label
2. Select field Type from the list
3. For List type enter Values separated by semicolon (e.g., "New;Used;Damaged")
4. Check Required if it must be filled when creating asset
5. Check Display in table to show column in main overview

Transfers and Approvals

Approval workflow for transfers:

• Use transfer approval process - if checked, transfers require approval
• Employee departure - send info email to users - select managers who will receive notification when employee with assigned assets leaves

Approval workflow for disposal:

• Use disposal approval process - disposal requires approval
• Allow partial disposal - ability to dispose only part of assets (e.g., 5 pieces out of 10)
• Disposal reasons - select which reasons will be available: Sale, Physical liquidation, Donation, Transfer between departments, Consumption, Other, Wear, Damage

Inspections

If your company performs regular asset inspections (electrical appliances, fire extinguishers, first aid kits), set up inspection types:

1. In General Settings set Number of different inspections (e.g., 2)
2. In Inspections section click Add inspection type
3. Enter Name (e.g., "Electrical inspection")
4. Set Interval in months (e.g., 12 for annual inspection)
5. Check Active
6. Optionally set Automatically create task X days before inspection

HW Info

For automatic inventory of computers and laptops:

• Enable import from HWInfo - activates the feature
• Import to asset type - select which type PC/NB will be imported to
• Allowed IP addresses - security restriction, from which IPs import is allowed
• Download installer - generates installation package for deployment to computers

User Rights

Path to rights settings: Settings → Users → Select user → Rights → Asset Management

Basic access levels:

• No access - user cannot see the module at all
• Sees assets entrusted to them - only assets assigned to this user are displayed, no editing
• Sees assets entrusted to them and can consume own (consumables and overhead materials) - can dispose of own consumables and overhead materials
• Sees assets entrusted to them and can consume/transfer own (any asset type) - full management of own assets including transfers
• Sees all and can consume/transfer own entrusted assets (any type) - sees entire inventory, edits only own assets
• Sees all and can consume (any asset type) - sees everything, can consume any assets
• Edit/add all + inventory lists - module administrator, can create inventory lists
• Edit/add/delete/restore (incl. inventory and inspection lists) - full administrator with deletion rights

Additional rights (checkboxes):

• Sees transfer requests of subordinates - displays transfers of subordinate employees
• Sees all transfer requests - overview of all transfers in company
• Employee departure confirmation via email - receives notification when employee leaves
• Sees all disposal requests - overview of all disposals
• Sees transfer requests (accountant) - accountant approves transfers
• Transfer requests (executive) - executive as final approver
• Receive info email about completed movements (transfers/disposals) - notification about completed operations

User Interface

Main Screen

After opening the Asset Management module, you see the main screen with these tabs:

• Assets - main table with all assets
• Asset Transfers - overview of transfers between users/locations (if workflow is enabled)
• Disposals/Consumptions - list of disposed assets
• Disposals/Consumptions - Approval - requests awaiting approval (if workflow is enabled)
• Inventory Lists - list of inventory lists
• Inspection Sheets - overview of performed inspections
• Handover Protocols (Loans) - complex loans (if enabled)
• HWInfo Imports - imports from desktop application (if enabled)

Navigation

Click on a tab to switch the view. The active tab is highlighted in green. On Asset Transfers and Disposals/Consumptions - Approval tabs you see a red badge with the number of pending items.

Buttons and Actions

Top panel of Assets tab:

• Add Asset - opens dialog for entering new asset record
• Work with Selected - dropdown menu with actions for marked items:
  • Transfer Asset - bulk transfer of multiple items at once
  • Delete Selected - delete multiple items (administrator only)
  • Select All - marks all visible items
  • Deselect All - clears marking of all items
• Inventory - adds marked assets to active inventory list (button appears only if a list is active)
• Import from XLSX - bulk asset import from Excel file
• Print QR Codes - generating QR labels for selected assets
• Deleted - display trash with deleted items (14 days to restore)

Buttons in asset table:

• Excel - export visible data to XLSX file (Chrome only)
• Print - print output of current view
• Column visibility - selection of displayed columns
• Search Builder - advanced tool for creating complex filters

Action icons in table rows:

• Eye - display asset detail
• Cross - delete record (administrator only)
• Checkbox - marking for bulk actions

Filter Panel

Click the Filter button to expand/collapse the panel with advanced filters. Active filter is indicated by red heading color.

Available filters:

• Asset Category - selection of one or more categories (Tangible Fixed, Intangible Fixed, Small, Consumable, Overhead)
• Location Type - filter by where asset is located
• Registration Number - search by exact or partial number
• Supplier - select supplier from existing
• Department - filter by department (can select multiple)
• Name - text search in asset name
• Location - geographic location (if using)
• Asset Condition - filter by condition (if using)

Filter buttons:

• Search - applies set filters and refreshes table
• Clear - clears all filters and restores default view

Quick Status Switching

At the top of the table you'll find buttons for quick view switching:

• All - displays all assets including disposed
• Available - only non-disposed assets (default view)
• Disposed All - only disposed assets

Basic Operations

Creating Asset Record

1. Click the Add Asset button at the top of the module
2. A dialog with form will open
3. Fill in required fields marked with asterisk:

Basic Information:

• Registration Number - automatically pre-filled in number/year format, can be modified
• Inventory Number - if enabled in settings, enter unique number
• Serial Number - manufacturer's serial number (if enabled)
• Name - select from existing or enter new (field with autocomplete)
• Image - drag or click to upload asset photos (if enabled)

Classification:

• Asset Category - select from dropdown menu:
  • Tangible fixed assets
  • Intangible fixed assets
  • Small assets
  • Consumables
  • Overhead materials
• Asset Type - specification of category with custom type (if enabled and if you created types in settings)

Quantity:

• Quantity (Units) - number of measurement units (default value 1)
• Unit Type - measurement unit from dropdown menu: pcs, kg, t, cm, m, cm2, m2, m3, ml, L, hl, set, collection, series, kit, pallet, package, hour

Inspections (if activated):

• Inspection Type [0] - select inspection type (e.g., "Electrical inspection")
• Next Inspection Date [0] - automatically calculated based on set interval, can be modified
• If using multiple inspection types, fill in Inspection Type [1], [2] etc.

Financial Data:

• Acquisition Price per Unit - price per one measurement unit in CZK
• Acquisition Method - select: Purchase, Free transfer, Donation, Transfer between departments, Own production
• Supplier - select from existing or enter new
• Invoice Number - for linking with received invoices
• Current Accounting Price per Unit - for depreciation tracking (if enabled)

Dates:

• Acquisition Date - when asset was purchased (default today's date)
• Registration Date - when registered in records (default today's date)
• Warranty Until - automatically +2 years from acquisition date, can be modified
• Expiration - automatically +6 months from acquisition date, can be modified (for consumables)

Organizational Data:

• Department - select department or enter new
• Registration Group - categorization for accounting (if enabled)
• Account - accounting account (if enabled)
• Location - geographic location (if enabled)
• Room - precise localization (if enabled)

Placement:

• Placement - type - select placement type:
  • Entrusted asset - eIntranet user - then select user
  • Entrusted asset - other person - enter person's name
  • Office - enter office name
  • Vehicle - enter vehicle name
  • Unassigned - asset in storage
  • CRM - company - select company from CRM
• Based on selected type, the User, Name or CRM - company field appears
• Asset Condition - condition like "New", "Used" (if enabled)

Custom Fields (if defined in settings):

• Fill in custom fields according to their type and your company requirements
• Required fields are marked with asterisk

Notes and Attachments:

• Note - any text about the asset
• Attachments (e.g., delivery notes) - drag or click to upload files (delivery note, invoice, manual)

4. Click the Save button
5. System creates record and automatically adds note "New record created"
6. If you selected Unit Type set, option to add Package Contents appears (e.g., "5× screwdriver, 3× pliers, 1× hammer")

Editing Record

There are two ways to edit assets:

Method 1 - Inline editing in detail:

1. In the asset table click on registration number, name or the eye icon
2. Asset detail opens with overview of all data
3. Next to each item you'll find a pencil icon (if you have editing rights)
4. Click the pencil icon next to the item you want to change
5. A small dialog with editing field opens
6. Modify the value and click Save
7. Change takes effect immediately and is automatically recorded in notes with text "Change: [field name] from [old value] to [new value]"

Method 2 - Bulk editing via import:

1. Export assets to Excel using the Excel button
2. Modify data in the file
3. Import back using Import from XLSX

Editing restrictions:

• Quantity can only be changed until first disposal or consumption - after first disposal, quantity cannot be increased, only reduced by further disposal
• Registration Number cannot be changed after creation (only inventory or serial number can)
• If you don't have editing rights, the pencil icon won't appear

Deleting Record

1. In the asset table find the item you want to delete
2. Click the cross icon at the end of the row (red color)
3. Confirmation dialog appears "Delete? Are you sure you want to delete this record?"
4. Click Yes
5. Asset moves to trash
6. Stays in trash for 14 days
7. After 14 days is automatically permanently deleted

Restoring from trash:

1. Click the Deleted button at the top of the module
2. List of deleted items with deletion date appears
3. Find the required item
4. Click the Restore button
5. Asset returns to regular records

Permissions:

• Only user with "Edit/add/delete/restore" rights can delete
• Without this right, the cross icon won't appear

Searching

Quick search:

1. In the Search field in the upper right corner of the table enter search text
2. System automatically searches in all displayed columns
3. Table filters in real-time while typing
4. Search is case-insensitive

Advanced filtering:

1. Click the Filter button to expand the filter panel
2. Set required criteria:

• Asset Category - select one or more categories (hold Ctrl for multiple selection)
• Location Type - filter by location type (Entrusted asset - user, Office, etc.)
• Registration Number - enter exact or partial number
• Supplier - select supplier from dropdown menu
• Department - select one or more departments (hold Ctrl)
• Name - partial text in asset name
• Location - if using locations
• Asset Condition - if using conditions

3. Click Search
4. Table refreshes with filtered results
5. Active filter is indicated by red "Filter" heading in panel
6. To clear filters click Clear

Filter by status:

• All - displays all assets including disposed
• Available - only non-disposed assets (default view)
• Disposed All - only disposed assets

Search Builder (advanced):

1. Click the Search Builder button in the top toolbar
2. Tool for creating complex queries opens
3. You can combine multiple conditions with AND/OR operators
4. Supports conditions "contains", "starts with", "equals", "greater than" etc.

Advanced Features

Data Export

Export to Excel:

1. Optionally set filters to limit exported data
2. Click the Excel button in the top toolbar (next to Print button)
3. File automatically downloads to Downloads folder
4. Filename is in format "DataTables.xlsx"
5. Export contains all visible columns in current view

Important:

• Export to Excel is supported only in Google Chrome browser
• In other browsers (Firefox, Edge, Safari) the function may not work correctly
• Only visible columns are exported - hidden columns are not exported
• Active filters are respected

Print:

1. Click the Print button
2. Print preview opens in new window
3. You can print or save as PDF
4. Print contains current view including filters

Column visibility:

1. Click the Column visibility button (column icon)
2. List of all available columns appears
3. Check/uncheck columns to show/hide
4. Changes take effect immediately in table
5. Settings are saved to browser for next login

Data Import from XLSX

Import allows bulk addition of assets from Excel file.

File preparation:

1. Create Excel file (.xlsx) with the following columns in first row:

• Registration Number - optional, if not specified, generates automatically
• Inventory Number - if using
• Serial Number - if using
• Name - required
• Asset Category - text or number (0=Tangible fixed, 1=Intangible fixed, 2=Small, 3=Consumable, 4=Overhead)
• Asset Type - if using
• Quantity (Units) - required, number
• Unit Type - text or number (0=pcs, 1=kg, 2=t, etc.)
• Acquisition Price per Unit - number
• Acquisition Method - text or number
• Supplier - text
• Invoice Number - text
• Acquisition Date - format D.M.YYYY (e.g., 15.3.2025)
• Registration Date - format D.M.YYYY
• Warranty Until - format D.M.YYYY
• Expiration - format D.M.YYYY
• Department - text
• Location - if using
• Asset Condition - if using
• Additional fields according to your configuration

2. Fill rows with data - each row = one asset
3. Save the file

Performing import:

1. In Asset Management module click the Import from XLSX button
2. Dialog opens
3. Click Choose file or drag file to the field
4. Select your prepared .xlsx file
5. Click Import
6. System shows import progress
7. After completion, result is displayed - number of imported records and any errors

Import tips:

• First row must contain column names exactly as shown
• Follow date format: D.M.YYYY (dots as separators)
• For selection values use exact text (e.g., "Tangible fixed assets", not "Tangible")
• Enter numbers without spaces and with dot as decimal separator
• Before import we recommend testing on one row
• If error occurs, fix data and import again

Bulk Operations

Marking items:

1. In asset table check the checkbox for required items
2. Or use Work with Selected → Select All to mark all visible items
3. To clear marking use Work with Selected → Deselect All

Available bulk actions:

Asset Transfer:

1. Mark items using checkboxes
2. Click Work with Selected → Transfer Asset
3. Dialog with transfer form opens
4. Select Transfer Type (Change person, Change location, etc.)
5. Enter new person/location
6. Add Transfer Reason
7. Click Submit
8. All marked items transfer at once

Delete Selected:

1. Mark items using checkboxes
2. Click Work with Selected → Delete Selected
3. Confirm deletion
4. All items move to trash

Permissions:

• Bulk deletion requires deletion rights
• Bulk transfer requires editing rights and transfer workflow

Asset Transfer

Individual transfer:

1. Open asset detail by clicking on registration number or name
2. At the top of detail click the Transfer Asset button
3. Or click the pencil icon next to Placement field
4. Dialog "Asset Transfer" opens
5. Select Transfer Type:

• Change person (Entrusted asset - eIntranet user) - transfer to another employee
• Change person (Entrusted asset - other person) - transfer to external person
• Change location (Office) - move to another office
• Change location (Vehicle) - move to another vehicle
• Change department - transfer between departments
• Change room - move to another room
• Employee departure - special type for bulk transfer upon departure

6. Based on transfer type, field for selecting new person/location appears
7. Enter Transfer Reason - required field (e.g., "New employee in position", "Workplace exchange")
8. Optionally upload Attachments (e.g., signed handover protocol)
9. Click Submit

Approval workflow (if enabled in settings):

1. After submission, transfer is saved with status Active - entered
2. System automatically sends email notification to approver
3. Approver receives email with link to transfer detail
4. After clicking the link, transfer detail appears with status Active - awaiting response
5. Approver can:

• Approve - transfer executes, status changes to Done - transferred
• Reject - transfer doesn't execute, status Done - Rejected
• Cancel - requester cancels before approval, status Done - Cancelled

6. After approval, asset automatically transfers to new person/location
7. Note is recorded "Asset transfer from [original location] to [new location], reason: [reason]"

Bulk transfer:

1. Mark multiple assets using checkboxes
2. Click Work with Selected → Transfer Asset
3. Select transfer type and target
4. Enter reason
5. Click Submit
6. One transfer is created for all marked items

Special case - Employee Departure:

1. When employee leaves the company, all their assets need to be transferred
2. Select transfer type Employee departure
3. System automatically selects all assets assigned to this user
4. Select new owner or location
5. Enter reason (e.g., "Employment termination")
6. Click Submit
7. If configured, asset managers receive email with transfer information

Transfer tracking:

• All transfers can be found on the Asset Transfers tab
• You see statuses, approvers, dates
• You can filter by status, person, date

Consumption/Disposal of Assets

Disposing individual asset:

1. Open asset detail
2. At the bottom of detail click the Consume/Dispose button
3. Dialog "Asset Disposal/Consumption" opens
4. Decide whether to dispose entire asset or just part:

Partial disposal (if enabled in settings):

1. In the Quantity to Dispose field enter number less than total available quantity
2. For example, if you have 10 screwdrivers and want to dispose 3, enter number 3
3. Remaining 7 pieces stay in available records

Complete disposal:

1. Leave the Quantity to Dispose field empty or enter total quantity
2. All available pieces will be disposed

5. Select Disposal Reason:

• Sale - asset was sold
• Physical liquidation - asset was liquidated (cut up, demolished)
• Donation - donated to another organization
• Transfer between departments - transfer to another department
• Consumption - consumed in regular operation (consumables)
• Other - other reason
• Wear - worn out asset
• Damage - damaged asset

6. Add Note - disposal details (recommended)
7. Upload Attachments - e.g., liquidation protocol, purchase agreement for sale
8. Click Dispose

Disposal approval workflow (if enabled in settings):

1. After submission, disposal is saved with status Active - entered
2. System sends notification to supervisor
3. Status changes to Active - awaiting response
4. Approval proceeds in three levels:

• First level - Supervisor: After approval status changes to Partially done - approved by supervisor
• Second level - Accountant: After approval status changes to Partially done - approved by accountant
• Third level - Executive: After final approval status changes to Done - approved by executive and disposal executes

5. Alternatively disposal can be Rejected or Cancelled
6. After final approval, asset is disposed and recorded in disposal table

Disposal rights:

• Consumables and overhead materials - user with "can consume own" rights can consume
• Other asset types - requires "edit/add all" rights or higher
• Disposing for another user - only administrator with full rights

Disposal tracking:

• All disposals can be found on the Disposals/Consumptions tab
• You see date, disposed by whom, quantity, reason, note
• In asset detail there's a Consumption/Disposal table with all disposals of this asset

QR Codes

Generating QR labels:

1. In Asset Management module click the Print QR Codes button
2. Dialog "QR Template" opens
3. Select which assets to print:

• Selected assets - only items marked with checkboxes in table
• All available assets - all non-disposed assets
• By filter - assets matching currently set filter

4. Click Generate
5. New window opens with PDF file
6. PDF contains QR codes in A4 format for 70×42.3 mm labels
7. Each QR code contains:

• QR code with link to asset detail in eIntranet
• Registration number
• Asset name
• Inventory number (if using)

8. Print PDF on label printer or regular paper
9. Cut out labels and stick on assets

Scanning QR codes with mobile:

1. On mobile phone open web browser (Chrome recommended)
2. Log in to eIntranet
3. Install QR code reader app (e.g., QR Droid for Android, QR Reader for iOS)
4. Launch QR code reader
5. Point camera at QR label on asset
6. App automatically reads QR code
7. eIntranet automatically opens in browser with asset detail
8. In detail you can:

• View all asset data
• Add to inventory list (if one is active)
• Perform inspection (if asset has inspection set)
• Add note

QR code advantages:

• Quick identification - scanning is faster than typing registration number
• No errors - eliminates typos
• Mobile inventory - inventory directly in field with mobile
• Easy inspection - scan and mark "inspection performed"

Inventory Lists

Creating inventory list:

1. Go to Inventory Lists tab
2. Click the Create New button
3. Dialog opens
4. Enter Name of inventory list (e.g., "Office inventory 2025", "Warehouse inventory Q1/2025")
5. Click Save
6. List is created and automatically set as Active
7. Only one list can be active at a time

Adding assets to list:

Method 1 - Manual addition from list detail:

1. In inventory lists table click on list name
2. List detail opens
3. Click the Add button
4. Dialog with asset search opens
5. Select asset from list
6. Click Add to list

Method 2 - From main asset table:

1. Make sure a list is active (green "Active" status)
2. In Assets tab the Inventory button appears
3. Mark assets using checkboxes
4. Click Inventory
5. Selected assets are automatically added to active list

Method 3 - Scanning QR codes (recommended method):

1. On mobile phone open eIntranet and log in
2. Make sure one inventory list is active
3. Launch QR code reader
4. Scan asset QR code
5. In asset detail click the Add to inventory list button
6. Asset is automatically recorded to active list with current date and time
7. Continue scanning more QR codes

Tip for quick room inventory:

1. In asset addition dialog type user name in "Asset" field (e.g., "John Smith")
2. All assets assigned to this user appear
3. You can easily go through and check specific items
4. This is useful when inventorying specific employee's office

Closing inventory list:

1. After completing inventory open list detail
2. Change status from Active to Closed
3. Closed list can no longer be edited
4. You can print or export asset list
5. Compare with actual state - search for missing assets or mark as lost

Comparing inventory lists:

1. In inventory list detail click the Compare with another list button
2. Select second list for comparison
3. System shows differences:

• New assets - were in first list, weren't in second
• Missing assets - were in second list, aren't in first
• Common assets - were in both lists

Removing asset from list:

1. In list detail find asset item
2. Click the cross icon
3. Item is removed from list

Asset Inspections

Inspection setup (performed by administrator in Settings):

1. Open Settings → Asset Management
2. In General Settings section set Number of different inspections (e.g., 2)
3. Go to Inspections tab
4. Click Add inspection type
5. Enter data:

• Name - e.g., "Electrical inspection", "Fire extinguisher inspection"
• Interval in months - e.g., 12 for annual inspection, 24 for biannual
• Automatically create task X days before inspection - if you want automatic task notification
• Active - check

6. Save
7. Repeat for other inspection types

Assigning inspection to asset:

1. When creating new asset or editing existing one, find the inspections section
2. In Inspection Type [0] field select inspection type (e.g., "Electrical inspection")
3. System automatically calculates Next Inspection Date [0] based on set interval
4. If using multiple inspection types, fill in Inspection Type [1], Inspection Type [2] etc.
5. Each inspection type has its own date

Upcoming inspection notification:

• 30 days before inspection expires, red warning appears at top of module
• Warning contains list of assets with upcoming inspection divided by inspection type
• Clicking on asset name takes you to its detail

Automatic task creation (if enabled in inspection settings):

• X days before inspection, task is automatically created in Tasks module
• Task is assigned to person responsible for inspections
• Optionally recorded in calendar as event

Performing inspection:

1. Go to Inspection Sheets tab
2. Click Create new inspection sheet
3. Enter Name (e.g., "Electrical tool inspection Q1/2025")
4. Click Save
5. Print QR codes of assets you will inspect
6. For each asset:

• Scan QR code with mobile
• In asset detail click Perform inspection
• Select inspection sheet to record to
• Check asset condition
• Optionally add note
• Click Inspection performed
• System automatically extends Next Inspection Date by set interval
• Asset is added to inspection sheet

7. After completing all inspections print Inspection Sheet as PDF
8. Inspection sheet contains asset list, performance dates, notes

Inspection system advantages:

• Automatic extension - no need to manually calculate next deadline
• Notifications - you won't forget about upcoming inspection
• History - overview of all performed inspections for asset
• Mobile execution - inspection directly at asset using QR code

Handover Protocols (Loans)

Simple handover protocol:

1. Open asset detail
2. At the bottom click the Prepare handover protocol - simple in Word button
3. System generates Word document (.docx)
4. Document contains:

• Registration number and asset name
• Descriptive data - category, type, serial number
• Acquisition price
• Handover date
• Space for signature of person handing over
• Space for recipient's signature

5. Print the document
6. Have both parties sign
7. Upload scanned signed protocol as attachment to asset

Complex handover protocol (loan of multiple assets):

1. Go to Handover Protocols (Loans) tab
2. Click Add Protocol
3. Dialog opens
4. Fill in data:

• Protocol Name - e.g., "Loan for project XYZ"
• User/Person - who is borrowing (select from users or enter name)
• Loan Date - when being loaned
• Planned Return Date - when should be returned

5. Click Save
6. Protocol detail opens
7. Click Add Asset
8. Select asset items you are loaning:

• In "Asset" field you can enter user name - all their assets appear
• Or search by name, registration number

9. Check checkbox for items you want to add
10. Click Add Selected
11. Repeat for all items
12. After completion click Generate PDF
13. PDF opens with handover protocol containing:

• Protocol name
• Lender and recipient data
• Asset table with registration numbers, names, acquisition prices
• Loan date and planned return date
• Space for signatures

14. Print PDF
15. Have both parties sign

Returning assets from loan:

1. Open handover protocol detail
2. In asset table find returned items
3. Check checkbox for returned items
4. Click Mark as Returned
5. Enter Return Date
6. Click Save
7. Returned items are marked green
8. Optionally generate new PDF with current status

Loan tracking:

• In handover protocols table you see status:
• Active - loan in progress
• Partially returned - some items returned
• All returned - all assets returned
• You can filter by person, date, status

HWInfo Import

Setup (performed by administrator):

1. Open Settings → Asset Management
2. Go to HW Info tab
3. Check Enable import from HWInfo
4. In Import to asset type field select type where PC/NB will be imported (e.g., "Computers")
5. In Allowed IP addresses field enter IP addresses from which import is allowed (for security)
6. Click Generate installation package
7. eIntranetHWInfo application installer downloads

Installation on workstations:

1. Copy downloaded installer to each PC/notebook you want to monitor
2. Run installer with administrator rights
3. Application installs to Program Files
4. Scheduled task is automatically set up in Windows that runs data collection every day at 12:00
5. First collection runs immediately after installation

Automatic import:

• Every day application collects the following data:

Hardware:

• Processor (CPU) - type, frequency
• Memory (RAM) - size
• Hard drives - models, sizes
• Motherboard - manufacturer, model
• Graphics card
• Computer serial number

Disks:

• Total size
• Used space
• Free space
• Usage percentage

Software:

• List of installed programs
• Version of each program
• Software manufacturer

Printers:

• Local printers
• Network printers
• Name and model

• Data is automatically sent to eIntranet server
• In Asset Management module it appears on HWInfo Imports tab

Linking with asset records:

1. Go to HWInfo Imports tab
2. Table with imported computers appears
3. Find computer you want to link
4. Click Link with asset
5. Dialog with selection opens:

• Create new asset - new asset record is created with data from HWInfo
• Link with existing - select existing asset record

6. If creating new, data is automatically loaded:

• Name - computer name
• Serial number - serial number
• Asset category - according to settings
• Asset type - according to settings

7. Fill in remaining data and save

Viewing HW/SW information:

1. Open detail of asset linked with HWInfo
2. Go to HW and SW Information tab
3. Displayed:

• Hardware overview - CPU, RAM, disks, motherboard, OS
• Installed software table - program name, version, manufacturer
• Disk status - usage percentage, free space
• Connected printers
• Last import date
• IP address of computer

HWInfo import advantages:

• Automatic inventory - no need to manually go through computers
• Current data - information updates daily
• Software overview - you see what software is installed and in what version
• Disk monitoring - warning when filling up
• License control - overview of installed SW helps control licenses

Integration

Connected Modules

CRM:

• You can place asset at CRM company
• When editing asset select Placement - type → CRM - company
• Select company from CRM
• Asset appears in CRM company detail on "Loaned Assets" tab
• Useful for tracking assets loaned to clients

Users:

• All assets assigned to user are visible in user detail
• When employee leaves, use "Employee departure" function for bulk asset transfer
• Supervisors see assets of their subordinates (if they have rights)

Tasks:

• If you set up automatic task creation for inspections, tasks are created X days before inspection
• Task is assigned to person responsible for inspections
• Task contains link to asset and information about inspection type

Calendar:

• If you enable, inspections are recorded in calendar as events
• Events are displayed to all users with rights to see inspections

Issued/Received Invoices:

• When acquiring asset enter Invoice Number
• Allows linking with received invoice
• When disposing asset by sale, issued invoice can be created

Documents:

• All attachments (delivery notes, protocols, photos) are automatically saved to Documents module
• Documents are categorized by type and linked to asset

Data Flows

Asset Acquisition:

1. In Received Invoices module you record invoice for asset purchase
2. When creating asset in Asset Management module you enter invoice number, supplier and acquisition price
3. Link allows backtracking to purchase invoice

Assignment:

1. Asset Management → User: You assign asset to employee
2. In user detail (Users module) list of entrusted assets appears
3. Asset Management → CRM company: You loan asset to client
4. In CRM company detail loaned assets appear

Disposal:

1. Asset Management → Issued Invoices (for sale): You create invoice for asset sale
2. Asset Management → Documents: You upload liquidation protocol as attachment
3. Attachment is saved to Documents module with link to asset

Inspections:

1. Asset Management → Tasks: X days before inspection task is automatically created
2. Task is assigned to responsible person
3. Asset Management → Calendar: Inspection deadline is recorded in calendar as event

Dependencies

What must be set up before using the module:

Departments:

• If you want to track assets by departments, first create departments
• Path: Settings → Company → Departments
• Enter department name (e.g., "IT", "Administration", "Production")

Users:

• For assigning assets to users, users must be created
• Path: Settings → Users
• Create users with appropriate rights

CRM Companies:

• If you want to place assets at CRM company, CRM module must be active and companies created
• Path: CRM → Companies

Asset Types:

• If you want to use custom asset types, create them in module settings
• Path: Settings → Asset Management → Asset Types

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Last Updated: January 10, 2025