# Asset management module (equipment register)

> Track equipment in SmartPOS Hub - asset register, QR labels, hand-over to staff with signature, maintenance, depreciation, audits and reports.

Source: https://docs.smartposhub.com/modules/asset-management/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

The **Asset management** module is a register of everything your business owns and uses: POS terminals, scanners, fridges, ovens, gym machines, hotel TVs, vans and laptops. You see where each asset is, who has it, when it needs maintenance, what it is worth today and when its warranty ends. It works for every business type and every location.

> **How to turn it on**
> 1. **Plan:** Your plan must include Asset management (Settings › Package Subscription). If not, see plans or contact support.
> 2. **Switch:** Settings › Business Settings › Modules › Industry modules › Asset management, then click Update settings.
> 3. **Permission:** Asset management permissions in User Management › Roles (Admins have all). Staff without them still get My assets.
> - **Mobile app:** SmartPOS Business app › Assets (list, QR scan, check out and check in).

## What you get

| Menu item (sidebar **Assets**) | What it is for |
|---|---|
| **Dashboard** | Assets owned, book value, assigned, overdue returns, in maintenance, maintenance due, warranty expiring, pending requests, charts and recent activity |
| **Assets** | The **Asset register**: every asset, where it is and who has it; **Import assets**, **QR labels**, **Add asset** |
| **Assignments** | Who holds which asset, what is due back and what is overdue; **Assign an asset** |
| **Requests** | Staff ask for equipment; approvers approve or reject |
| **Maintenance** | Maintenance plans and work orders, with cost and downtime |
| **Depreciation** | Schedules, book values and disposals |
| **Audits** | Count assets by location or category: found, missing, damaged, wrong place |
| **Reports** | Register, summaries, assignment history, overdue, maintenance, warranty and insurance, depreciation, disposals, audits |
| **My assets** | What the signed-in user holds, their requests and signatures |
| **Settings** | Numbering, depreciation, assignments, alerts, maintenance, bookkeeping, labels, categories |

![Asset dashboard with assets owned, book value, assigned and overdue counters and charts by status and category](https://docs.smartposhub.com/_astro/asset-management-dashboard.BwLPCSCB.png) (web app page: `/asset-management`)
*Everything you own, who has it and what needs attention.*

## First-time setup

1. Switch the module on in **Settings › Business Settings › Modules** (**Asset management**) and click **Update settings**.
2. Open **Assets › Settings** and go through the tabs:
   - **Numbering**: **Asset code prefix** and digits (for example AST-00001), and whether to **Add the category code to asset codes**.
   - **Depreciation**: your default method and useful life.
   - **Assignments & requests**: require a signature, default loan days, allow lending to customers.
   - **Alerts & e-mails**: how many days ahead to warn about warranty, insurance, returns and maintenance, and which e-mails to send.
   - **Maintenance**: the expense category for maintenance costs.
   - **Bookkeeping**: link depreciation and disposal accounts if you use [Accounting & Bookkeeping](https://docs.smartposhub.com/modules/bookkeeping/).
   - **Labels**: label size for QR labels.
   - **Categories & places**: your category tree and sub-locations or departments. Use **Import prebuilt** to load ready-made categories with depreciation presets.
3. Add your assets with **Add asset** (name, category, brand, model, serial, photo, documents, location, purchase date, supplier, cost, warranty and insurance), or use **Import assets** with the Excel template.
4. Print **QR labels** and stick them on the equipment so anyone can scan them.

![Asset register with quick filters, Import assets, QR labels and Add asset buttons and a list of assets with status, cost and book value](https://docs.smartposhub.com/_astro/asset-management-register.PURa6mT0.png) (web app page: `/asset-management/assets`)

## Everyday use

- **Hand equipment to someone**: on the asset or under **Assignments**, click **Assign an asset**, choose a staff member, department, location or customer, an expected return date and the condition. The receiver signs on screen.
- **Take it back**: check the asset in, note its condition and any damage or charge.
- **Staff requests**: staff open **My assets › New request**; approvers approve and can hand the asset out in the same step.
- **Maintenance**: set a plan (every N days, months or meter units) and the daily check opens a work order before it is due. Record cost and downtime; the cost can be posted as an expense.
- **Audits**: start an audit for a location, scan each QR or tick items, then complete it to mark missing items lost or move misplaced ones.
- **Dispose** of an asset (sale, scrap, donation, lost or trade-in) to record the gain or loss.

Staff who hold equipment see it under **My assets**, including anything waiting for their signature.

![My assets page on a phone with an espresso machine waiting for the staff member's signature](https://docs.smartposhub.com/_astro/asset-management-my-assets.DYO-Qqzs.png) (web app page: `/asset-management/my-assets`)
*My assets on a phone: the staff member signs the receipt with a finger.*

## Permissions

| Permission (as on the Roles page) | Lets the user |
|---|---|
| View assets, dashboard and history | See the register and dashboard |
| Add and import assets | Add assets and import from Excel |
| Edit assets, upload documents, change status | Edit assets |
| Delete assets | Delete assets |
| Assign, return and transfer assets | Check equipment out and in |
| Request assets (staff self-service) | Use New request in My assets |
| Approve asset requests | Approve or reject requests |
| Manage maintenance and work orders | Plans and work orders |
| Depreciation and disposals | Depreciation and disposal |
| Run asset audits | Audits |
| View asset reports | Reports |
| Asset management settings | Settings |

Lists only show assets at the locations the user is allowed to see. A prebuilt **Asset Manager** role (everything except settings) is available in the roles import.

## In the SmartPOS Business app

The **Assets** screen shows counters (assets, checked out, in maintenance, book value), filters and a search by name, asset code or serial. Tap the scan button to read an asset's QR label. On an asset you see who holds it, its details and value, and you can **Check in** or check it out.

![Assets list in the app with counters, search, scan button and asset statuses](https://docs.smartposhub.com/_astro/asset-management-app-list.Bukhvndq.png)
![Asset detail in the app with holder, condition, serial, warranty, value and a Check in button](https://docs.smartposhub.com/_astro/asset-management-app-detail.BuXWYipb.png)
*Assets in the SmartPOS Business app.*

## Tips and mistakes to avoid

- Use categories with depreciation presets so new assets get the right useful life automatically.
- Keep warranty and insurance dates filled in: the dashboard warns you before they run out.
- Don't add assets as products. If you sold it at the till, it is a product; if you use it, it is an asset.

## Related pages

  - [Accounting & Bookkeeping](https://docs.smartposhub.com/modules/bookkeeping/) — Depreciation and disposal journals.
  - [Expenses](https://docs.smartposhub.com/reports/expenses/) — Maintenance costs as expenses.
  - [Locations](https://docs.smartposhub.com/start/locations/) — Assets belong to a business location.
  - [Users and roles](https://docs.smartposhub.com/start/users-and-roles/) — Who can assign and approve.

## Frequently asked questions

### What is the difference between assets and products?

Products are what you sell and keep in stock. Assets are things you own and use, such as POS terminals, fridges, ovens, treadmills, vans or laptops. Assets are never sold at the till and do not affect stock.

### Can staff sign when they receive equipment?

Yes. When you assign an asset, the staff member signs on screen. If Assignments & requests in settings requires a signature, the hand-over is not complete until they sign. Staff can also sign later from My assets.

### Can I lend an asset to a customer?

Yes, if you allow customers in Assignments & requests settings. The asset then shows on that customer's contact page.

### How is depreciation calculated?

Per asset you choose none, straight-line, declining balance or units of production, with a useful life and salvage value. Depreciation is posted monthly, never twice for the same month, and disposals record the gain or loss.

### Will depreciation show in my accounts?

Yes, if the Accounting & Bookkeeping module is set up and you link the accounts in Asset management settings › Bookkeeping. Each month's depreciation and each disposal then gets a journal entry.

### Can I import my existing equipment list?

Yes. Click Import assets on the Asset register, download the template, fill it in and upload it. If any row has an error, nothing is imported and the errors are listed per row.

### Can I check an asset out from my phone?

Yes. The Assets screen in the SmartPOS Business app can scan an asset's QR code, show its details and check it out to a staff member or check it back in.