Customers and organisations
Keep a register of customer equipment and warranties
Record the systems and devices installed at each customer site, with serial number, manufacturer, model and warranty dates, import them from a spreadsheet, and see which warranties are ending.
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In this article
Customer equipment is the register of what you have installed at your customers' sites: systems, devices and their parts. It is not your company's own fixed assets. With it, a service agent who logs a request can pick the exact device, see whether it is in warranty or under contract, and the technician knows the make, model and serial number before arriving.
Before you start
Each device belongs to a customer site, so add the sites first.
Add a device
Open CRM › Customers › Customer Equipment and select Add asset.
Choose the Site and type the Name. Add the Asset tag you put on the device.
If the device is a part of a larger unit on the same site, choose that unit in Part of. The tree cannot loop back on itself.
Fill the System / category, OEM (manufacturer), Model, Serial no., Protocol and Quantity.
Link the Sold as item and the Award when the device came from one of your sales or projects.
Set Installed on, Warranty start and Warranty end. The warranty cannot end before it starts.
Choose the Status (In service, Faulty, Decommissioned) and the Lifecycle (Active, End of sale, End of support), add Notes and select Save.
You can also add devices from the site page, on its Customer equipment tab, where Add a device under this asset builds the tree of a unit and its parts.
Import many devices
Select Import.
Select Download template and fill one row per device. Each row names its site by the site number and may name its parent by asset tag.
Select Choose file, then Upload.
Good rows are saved; each refused row is listed with the reason, so you can correct it and import that row again.
Find devices
Search by name, tag, serial or model.
Filter by Site, Account, System / category, OEM (manufacturer), status and lifecycle stage.
Use Warranty ending to list the devices whose warranty is about to run out, a good list to offer service contracts to.
How equipment is used elsewhere
Service requests: choosing the device shows its coverage today, under warranty, covered by contract or not covered, and decides whether the request is billable by default.
Service contracts can list individual devices as covered. See contracts.
Site status: a site shows Under warranty while at least one of its devices is in warranty.
Maintenance plans schedule regular visits to the device's site, with checklists that can be written per System / category. See maintenance plans.
Remove a device
Open the row's Actions menu, select Delete and confirm in Remove asset. A device that has others under it cannot be removed until they are removed or moved. For a device taken out of use, prefer the Decommissioned status, which keeps its history.
Common questions
Is this the same as the fixed assets in accounting? No. This register lists equipment installed at customers. Your own fixed assets are managed in accounting.