Where is every asset, who has it,
when is it due for maintenance?
One card for every asset from purchase to disposal: location, custody, warranty, depreciation, calibration and inspection dates. A mobile stocktake with QR labels takes hours, e-signed custody records end the paperwork, the calibration calendar never misses a date. Matched with the fixed-asset records in accounting.
Record, label, custody, calendar and stocktake in one system
Administrative affairs and IT open the asset card, print the label and assign custody with an e-signature; the system sets the calibration and inspection calendar, produces the stocktake variance and sends the fixed-asset movement to accounting.
Asset card
Purchase date and invoice, supplier, warranty, depreciation method, location, owner and attachments on one card; the category tree and custom fields (serial no, model, capacity) follow your structure.
"AST-0871 · 14 months of warranty left · ERP FA-20871"Custody, transfer and relocation
An asset is assigned to a person or a location; transfer and return records are e-signed, open custody items drop into the HR offboarding process. A dated answer to who-had-it-where.
"3 custody records · awaiting e-signature · 1 return record"QR/RFID labels and mobile stocktaking
QR or RFID from the label printer; the stocktaking team scans with a phone, location and status update instantly, missing and surplus assets drop into the variance list.
"Stocktake block B: 412 scanned · 6 missing"Calibration and periodic inspection calendar
Measurement-device calibration and OHS inspections such as lifting equipment, pressure vessels and electrical installations are scheduled by period; a reminder as the date approaches, the device is marked "out of use" once it passes.
"Caliper 0871 · calibration 12 Mar · 30 days left"Critical stock and consumable alerts
Minimum levels for spare parts, consumables and IT accessories; a draft purchase request when stock falls below. What was spent on which asset is written to the cost history.
"Toner T-44: 2 units · minimum 5 · request draft"Disposal, sale and accounting alignment
An asset at the end of its economic life or beyond repair is scrapped or sold through an approved flow; the fixed-asset disposal is sent to the ERP and a reconciliation report against the depreciation ledger is produced.
"Scrap: 14 assets · approval: finance · sent to ERP"The lifecycle of a measurement device
A representative flow: from purchase to disposal, which step the system does on its own and where the owner approves. The same skeleton applies to laptops, forklifts, medical devices and school lab equipment.
- Purchase delivery: asset card opened
The purchase order was received; the system turned the digital caliper from the order line into an asset card: AST-2026-0871, invoice, 24-month warranty, depreciation class from the ERP. - Label printed, calendar set
The QR label was sent to the printer; because the category rule is "measurement device", a 12-month calibration period was assigned and the first calibration certificate was requested for the card. - Custody assigned
Administrative affairs assigned the caliper to quality technician E. Acar; the record was e-signed from mobile and its PDF linked to the card and the document archive. - Calibration reminder (11 months later · sample)
Notification to the custodian and the quality manager 30 days before the calibration date; a draft service work order was prepared for shipment to the calibration lab. - Relocation approval
The caliper was temporarily transferred to the Bursa plant; the plant lead signed the acceptance record, location and owner were updated on the card, and it dropped off the Gebze stocktake list. - Matched in the stocktake
Its QR was scanned in the annual Bursa stocktake: location and custody as expected; it did not enter the variance list. A review task was opened for the 6 assets not found in the same stocktake. - Result: card, accounting and calendar in sync
The asset card, the ERP fixed-asset record and the calibration calendar share the same status; finance received the reconciliation report. When the economic life ends in five years, the disposal flow will be proposed automatically.
Every asset is one card: purchase data, warranty, depreciation, location, custody, maintenance and calibration history together. Stocktaking and accounting see the same record.
VRL-2026-0871 · dijital kumpasactiveBursa tesisi · kalite lab.temporary transferE. Acar · e-imzalı tutanaksigned12 Mart 202730 days leftkullanımda · sayım eşleştiup to dateAsset card, mobile stocktake, calibration calendar
Sample screens: the asset card for administrative affairs, the QR-scanning mobile screen for the stocktaking team, the calibration calendar for maintenance and quality.
| Asset | Recipient | Date | Signature |
|---|---|---|---|
| Caliper 0871 | E. Acar | 3 Mar | ✓ |
| Micrometer 0872 | E. Acar | 3 Mar | ✓ |
| Laptop 0901 | S. Demir | 4 Mar | bekliyor |
| Phone 0902 | S. Demir | 4 Mar | bekliyor |
How does it work in your industry?
Pick your industry to see which asset types and calendars come ready and what is shaped by your rules.
Machines, measurement devices and lifting equipment in one inventory; calibration and OHS inspections are not missed.
Machine tools, dies, measurement devices, forklifts and pressure vessels are recorded in a category tree; the calibration and periodic-inspection calendar comes ready, maintenance history and spare-part stock are linked to the card.
- Measurement-device calibrationPeriod and certificate tracking; the device goes out of use when overdue, the Quality module is informed.
- OHS periodic inspectionsForklifts, cranes, compressors and electrical installations; the inspection report is attached to the card.
- Die and fixture trackingWhich die is on which machine, how many strokes, when the next maintenance is due.
- Spare-part and consumable stockMinimum-level alert; draft purchase request.
Calibration, maintenance and location history of medical devices on one card; the biomedical team works from a calendar.
Every device from bedside monitors to the MRI is recorded; calibration and periodic-maintenance periods are defined by manufacturer and regulatory requirements, service history and downtime are reported, consumable stock is tracked.
- Device calibration and maintenance calendarPeriod, owner and certificate; out of use and an alert when overdue.
- Location and custodyDevice movement between wards by QR scan; fewer lost devices.
- Fault and service historyWork orders with the Field Service module; downtime and cost report.
- Consumables and spare partsCritical consumable levels; shared stock view with pharmacy/warehouse.
Inventory by campus and building; lab, computer and classroom equipment counted with QR.
Thousands of items from classrooms to labs recorded by building, floor and room; teacher and student custody with e-signature, end-of-term stocktake from mobile, loss and damage report to management.
- Room-based inventory listBuilding, floor and room; room inventory via a QR at the classroom door.
- Teacher and student custodyLaptops, tablets and lab kits; end-of-term return check.
- End-of-term stocktakeMobile stocktake, variance list; loss and damage report.
- Lab equipment maintenancePeriodic maintenance for science and computer lab equipment.
Moving assets such as vehicles, forklifts, handheld terminals and pallets are tracked in the warehouse and in the field.
Forklift and pallet-truck inspections, vehicle maintenance calendar, handheld terminal and printer custody, equipment movement between warehouses; a stocktake between shifts with QR in minutes.
- Forklift and lifting-equipment inspectionOHS period, inspection report, operator licence date.
- Vehicle maintenance calendarMileage and time-based maintenance; work order to the Field Service module.
- Handheld and mobile device custodyShift-based custody; loss and damage reporting.
- Equipment movement between warehousesTransfer record; how many units in which warehouse.
Field equipment, measurement devices and protective gear across scattered locations; inspections and calibration run from the center.
Transformers, meters, test instruments, personal protective equipment and vehicles are recorded by field location; the calibration and high-voltage inspection calendar, field-team custody and maintenance cost are tracked centrally.
- Field equipment inventoryLocation by substation, switchyard and plant.
- Test-instrument calibrationPeriods for measurement and test instruments; certificate attached to the card.
- PPE and vehicle custodyTeam-based custody; alert for gear past its service life.
- Maintenance cost and lifetimeCost history per asset; data for the replacement decision.
Live in four steps, in-house
- 01
Discovery
We map your asset groups, existing lists (spreadsheets, ERP fixed assets) and custody practice together; the category tree, custom fields and periodic-inspection list are drawn up.
- 02
Configuration
Category tree, custom fields, custody and disposal flows, calibration/inspection periods and notification rules are set up; roles come from the directory (AD/IdP), the location hierarchy is defined.
- 03
Data migration and integration
Existing lists are imported and matched with ERP fixed-asset records; label printer, Procurement, Field Service and ITSM connections are set up, the first labelling round is planned.
- 04
Go-live and training
Live with a pilot location; the first stocktake is done together, the variance list is closed, administrative and stocktaking staff are trained, the reconciliation report is reviewed with finance.
Start with one module, grow on the shared platform
All 12 modules share the same user directory, authority matrix, workflow engine and audit trail; they run on-premise or in your own cloud.
Runs in-house
Asset, custody and personal data never leave the company; the module runs on-premise or in your own cloud. Personal data in custody records is kept according to KVKK rules and retention periods.
Role and location-based permissions
Administrative affairs sees the whole inventory, a plant lead their own location, an employee only their own custody items; disposal and sale decisions require finance approval. The authority matrix is shared with the other modules.
Audit trail and reconciliation
Every custody, transfer, stocktake and disposal movement is kept with who-and-when; a reconciliation report against the ERP fixed-asset ledger is produced and exported for internal and external audits.
Shared platform
The same user directory and workflow engine as Field Service (work orders), ITSM (IT assets), Procurement (purchases) and Quality (calibration); start with one module.
The asset card works together with service, tickets and the field team
Field Service OperationsMaintenance and calibration work orders are opened from the asset card; service history and cost are written to the same card.
Ticket & ITSMIT assets (laptops, phones, licences) are linked to tickets; which device a fault belongs to and who holds it, at a glance.
Field Service AgentPlaces upcoming calibrations and inspections into the field team's route and proposes spare-part needs ahead of time.Common questions
Does it match the fixed-asset records in accounting?
Yes. Every asset card is matched with the ERP fixed-asset number; purchase, depreciation class and disposal movements are shared both ways. The reconciliation report shows the differences between the two lists; which system is the "master" for which field is decided in discovery.
Is RFID required?
No. For most organizations QR labels and a phone camera are enough; RFID is optionally added for high-volume or hard-to-reach assets (warehouse, archive, hospital devices). Both can be used together in the same system.
Are OHS periodic inspections tracked here?
Yes. Inspections of lifting equipment, pressure vessels, electrical installations and the like are scheduled by period; the inspection report is attached to the card, the asset is marked "out of use" when overdue and the OHS officer is notified. Regulatory periods are defined together in discovery.
Does it connect to our existing ERP/system?
Yes. ERP fixed-asset and procurement, label printer, e-signature and directory (AD/IdP) connections are standard; if you have a different maintenance or IT inventory tool, data migration is planned in discovery.
On-premise or cloud?
Both. Because custody records contain personal data, most customers prefer on-premise or their own cloud; the mobile stocktaking app works the same in both setups.
Do we have to buy it together with the other modules?
No. The Asset module works on its own as an inventory, custody and calendar system. Field Service (work orders), ITSM (IT assets) and Quality (calibration) are added to the same platform later.
How long do the first labelling and stocktake take?
It depends on the number of assets and locations; as a sample, labelling and the first stocktake at a plant with 2,000 assets take 2–3 business days. Existing lists are imported first, labels are printed, the field team verifies by scanning QR codes; the variance list is closed together.
Let's bring one of your asset groups on record together
In a 30-minute demo we put the asset group you lose most often or find hardest to track (measurement devices, IT equipment, forklifts…) onto the card together; see the label, custody and calibration calendar live.