Fixed Assets — Inventory and Assignment Tracking

The Fixed Assets module keeps the inventory of all fixed and movable items that are the complex's common property: generator, elevator motor, water tank pump, HVAC, common area furniture (meeting table, chairs, sofas), garden equipment, office equipment, cleaning tools, etc. In the annual general assembly and KMK audit, the answer to "what did the complex buy where with what money?" comes from this module.

Where to open?

From the left menu, Management → Fixed Assets. All existing records are listed in the card grid; at the upper right is the New Fixed Asset button.

1. Add a new fixed asset

Press the New Fixed Asset button. The modal opens:

Basic information

• Fixed Asset Name — required; descriptive name (e.g., "Meeting Hall Table" / "Generator — On Pedestal" / "A Block Elevator Motor").
• Brand — manufacturer (e.g., "Bosch" / "Aksa Generator" / "IKEA").
• Model — model number or descriptive model name (e.g., "DPX-150" / "iPhone 15 Pro").
• Serial No / IMEI — unique serial number. Important for warranty tracking, theft check.

Purchase information

• Purchase Date — default today, you can change it. Matching the invoice date is preferred.
• Unit Purchase Price — the purchase price of a single fixed asset (it is customary to write the VAT-included amount).
• Quantity — useful in bulk purchases. Total value = Unit Price × Quantity automatically calculated.

Assignment information (optional)

If a fixed asset is assigned to a specific person/staff:

• Assigned Person — search by typing from the resident or staff list, select from the list. E.g., manager tablet assignment, doorman radio assignment.
• Assignment Note — free text (e.g., "In the doorman's apartment" / "On the manager's desk"). Can be written manually if no account is selected.

Assignment is the answer to the question of who uses the fixed asset. In staff exit, it can be quickly seen from the "assets to be returned" list.

Description

• Description — optional detail (e.g., "2-year warranty" / "Has annual maintenance contract" / "Color: cream").

2. List and filters

All existing fixed assets appear in the card grid. Top filter:

• Search — searches for a word in fixed asset name / brand / model / serial no.
• Date range — purchase date start-end (to see those purchased during the year).
• Assigned (Account) — see fixed assets assigned to a specific person (useful for staff exit).

3. Edit and Delete

From the card's three-dot menu:

• Edit — update information (e.g., when assignment changes, when out of use).
• Delete — hides the fixed asset from the system (record preserved for audit). Damaged, discarded, sold fixed assets are deleted.

4. Inventory report for audit

Fixed asset inventory is requested in the annual general assembly or KMK audit. This list can be downloaded as a professional PDF or Excel with the Fixed Assets Report from the Reports module — with total value, assignment details, and purchase dates.

Practical suggestions

• Create inventory at complex opening — when the building is taken over, count what's there and enter each into the system. Main devices (generator, elevator motor, fire panel) should at least be photographed + entered into the system.
• Enter new purchases immediately — if there is a fixed asset purchase in the expense entry, also immediately register in the Fixed Assets module (with the same invoice date). It is hard to remember in the next month.
• Pay attention to assignments — especially keep valuable fixed assets (tablets, radios, cameras) with assignment records. Accountability becomes easy in staff changes.
• Serial number must be written — required in insurance claims, warranty, theft complaints.
• Delete damaged / discarded fixed assets; but first write in the Description field why it was deleted ("March 2027 — damaged by storm, unrepairable, discarded").

Congratulations!

The first three groups of the Management Modules category are complete (12 articles total): Communication & Decision (5), Notification & Template & Support (4), Site Services Maintenance/Vehicle/Fixed Asset (3). The next guide package will cover the remaining modules of Management (Meters, Attendance, Gallery, Site Blog, Enforcement Tracking, Bulk Operations, etc.).