Assets - Fentu Documentation

Overview

Assets represent equipment, machinery, or systems that require service, maintenance, or monitoring. Each asset record tracks detailed information about the equipment, including serial numbers, installation dates, warranty information, and complete service history.

Assets are the core of preventive maintenance and service tracking. By maintaining detailed asset records, you can schedule proactive maintenance, track equipment lifecycles, and provide better service.

When to Use Assets

Use the Assets module when you need to:

Register new equipment for service tracking
Record asset details (serial number, model, installation date)
Schedule preventive maintenance
Track service history for specific equipment
Monitor warranty status and expiration dates
Plan equipment replacement based on age and condition
Generate asset-specific reports

Understanding Assets

Asset Hierarchy

Customer (Company)
  └─ Object (Location)
      └─ Asset (Equipment)
          └─ Asset Parts (Components)

Example:

Customer: “Acme Corporation”
- Object: “Acme HQ Building”
  - Asset: “Rooftop Machine Unit #1”
    - Asset Parts: Compressor, Condenser Coil, Evaporator Coil, Blower Motor
  - Asset: “Main Elevator”
    - Asset Parts: Motor, Control Panel, Door System

Assets in the Service Workflow

Assets are central to field service operations:

Work Order Creation - Select the asset that needs service
Task Assignment - Technicians service specific assets
Preventive Maintenance - Schedule based on asset requirements
Service History - Track all work performed on each asset
Replacement Planning - Monitor asset age and condition

Assets List View

Key Features

Branch Filtering

Filter assets by branch to see equipment in your service area.

Advanced Search

Search by asset name, serial number, model, customer, or location. Use filters to find assets by type, status, warranty status, or installation date.

Status Indicators

Visual indicators show asset status: Active, Under Maintenance, Out of Service, Retired.

Warranty Tracking

Quickly identify assets with active warranties or upcoming warranty expirations.

Maintenance Due

See which assets have preventive maintenance coming due or overdue.

Asset List Columns

Column	Description
Asset Name	Descriptive name for the equipment (click to view details)
Asset Code / ID	Unique identifier assigned by Fentu FSM
Serial Number	Manufacturer serial number. Critical for warranty claims and part ordering
Model / Model Number	Equipment model number
Type	Asset type or category (Ice Box, Soda Fountain, etc.)
Customer	Which customer owns or operates this asset
Location	Which location the asset is at
Status	Active, Under Maintenance, Out of Service, or Retired
Warranty Status	Active warranty indicator
Warranty Start Date	When warranty coverage begins
Warranty End Date	When warranty coverage expires. The system can alert when warranty is ending
Last Service	Date of most recent service
Next Service	Scheduled preventive maintenance date
Maintenance Schedule	Preventive maintenance frequency: Monthly, Quarterly, Semi-Annual, Annual
Service Interval	Number of days or months between preventive maintenance visits
Manufacturer	Equipment manufacturer or brand name
Product	Product the asset is associated with
Product Type	Product type the asset is associated with
Documentation	Attached manuals, photos, certificates, etc.
Actions	Quick links to view, edit, create work order

When integrated with SAP Business One, assets can be created via the integration: SAP Business One Equipment → Fentu FSM Asset.

Creating a New Asset

Click 'New Asset'

Click the “New Asset” or ”+” button in the top right corner.

Select Customer and Location

Choose which customer owns the asset and at which object (location) it’s installed.

Enter Asset Details

Fill in equipment name, type, manufacturer, model, and serial number.

Add Installation Information

Document installation date, warranty info, and any special requirements.

Upload Documentation

Attach manuals, spec sheets, photos, or warranties (optional).

Save

Click “Save” to create the asset record.

Asset Information Fields

Basic Information

Field	Description
Asset Name	Descriptive name for the equipment. Use clear naming: “Rooftop Machine Unit #1” not just “Machine”. Required field.
Asset Code	Unique internal code or asset tag number. Use barcode labels for easy scanning.
Asset Type	Category of equipment: Machine, Electrical, Plumbing, Elevator, Mechanical, IT Equipment, etc. Required field.
Status	Current operational status: Active, Under Maintenance, Out of Service, Retired.
Customer	Which customer owns or operates this asset. Required field.
Location (Object)	Physical location where the asset is installed. Required field.
Zone/Area	Specific area within the location: “Rooftop”, “Basement”, “Floor 3 East Wing”.

Use consistent naming conventions for assets. Include location identifiers in the name when multiple similar assets exist: “West Wing Machine Unit” vs “East Wing Machine Unit”.

Equipment Details

Field	Description
Manufacturer	Equipment manufacturer or brand name.
Model Number	Specific model designation from manufacturer.
Serial Number	Manufacturer serial number. Critical for warranty claims and part ordering.
Capacity/Rating	Equipment capacity: tons for Machine, horsepower for motors, BTU for heating, etc.
Year Manufactured	Year the equipment was manufactured (may differ from installation date).

Installation Information

Field	Description
Installation Date	When the asset was installed at its current location.
Commissioning Date	When the asset was put into service and tested.
Installed By	Company or contractor who performed installation.
Installation Cost	Original purchase and installation cost (for depreciation and replacement planning).

Warranty Information

Field	Description
Warranty Start Date	When warranty coverage begins.
Warranty End Date	When warranty coverage expires. System can alert when warranty is ending.
Warranty Type	Parts only, labor only, or comprehensive coverage.
Warranty Provider	Manufacturer warranty or extended warranty provider.
Warranty Number	Warranty certificate or policy number.

Always verify warranty status before authorizing repairs. Performing unauthorized work on equipment under warranty can void coverage.

Maintenance Requirements

Field	Description
Maintenance Schedule	How often preventive maintenance is required: Monthly, Quarterly, Semi-Annual, Annual.
Last Service Date	When the asset was last serviced.
Next Service Due	When preventive maintenance is next scheduled.
Service Interval	Number of days/months between preventive maintenance visits.
Estimated Annual Hours	How many hours per year the equipment operates (for hour-based maintenance).

Specifications

Field	Description
Voltage	Electrical voltage requirements.
Phase	Single-phase or three-phase power.
Amperage	Electrical current draw.
Refrigerant Type	For Machine equipment, type of refrigerant used.
Dimensions	Physical size of equipment (for replacement planning).
Weight	Equipment weight (for rigging and installation planning).

Service Information

Field	Description
Service Priority	Critical, High, Medium, Low. Determines response time for emergency calls.
Access Requirements	Special requirements to reach the asset: roof access, ladder, confined space, etc.
Safety Requirements	Required safety equipment or procedures: lockout/tagout, confined space training, etc.
Special Tools Required	Specialized tools or test equipment needed for service.

Financial Information

Field	Description
Purchase Price	Original purchase price.
Current Value	Estimated current value (for insurance and replacement planning).
Expected Life	Expected useful life in years.
Replacement Cost	Estimated cost to replace the asset today.

Documentation

Field	Description
Manuals	Upload operation manuals, maintenance manuals, and service guides.
Spec Sheets	Technical specification sheets from manufacturer.
Drawings	Electrical drawings, mechanical drawings, installation diagrams.
Photos	Photos of equipment, location, nameplate, model/serial labels.
Warranty Documents	Upload warranty certificates and extended warranty contracts.

Notes

Field	Description
Notes	Internal notes about the asset. Document quirks, common issues, modification history, or anything else technicians should know.
Technician Instructions	Specific service instructions: “Must be shut down 24 hours before service” or “Requires 2 technicians for annual service”.

Take photos of asset nameplates showing model and serial numbers. Upload these photos to the asset record. This saves technicians time and prevents transcription errors when ordering parts.

Asset Types and Examples

Machine Systems

Examples: Rooftop units, split systems, chillers, boilers, air handlers, exhaust fansKey Fields: Tonnage/capacity, refrigerant type, filter sizes, maintenance scheduleTypical Maintenance: Quarterly or semi-annual preventive maintenance

Elevators & Lifts

Examples: Passenger elevators, freight elevators, escalators, wheelchair liftsKey Fields: Capacity, speed, number of floors, controller typeTypical Maintenance: Monthly inspections (often required by code)

Electrical Systems

Examples: Transformers, switchgear, generators, UPS systems, lighting systemsKey Fields: Voltage, amperage, phase, backup runtimeTypical Maintenance: Annual testing, quarterly for critical systems

Plumbing Systems

Examples: Water heaters, pumps, backflow preventers, grease traps, sewage ejectorsKey Fields: Capacity, pressure rating, temperature ratingTypical Maintenance: Annual inspections, some require quarterly service

Fire & Life Safety

Examples: Fire alarm panels, sprinkler systems, emergency lighting, fire extinguishersKey Fields: Inspection authority, certification dates, capacityTypical Maintenance: Code-required inspections (monthly, quarterly, annual)

Mechanical Equipment

Examples: Compressors, motors, pumps, fans, conveyorsKey Fields: Horsepower, RPM, duty cycle, bearing typeTypical Maintenance: Based on runtime hours or annually

Refrigeration

Examples: Walk-in coolers, freezers, reach-in refrigerators, ice machinesKey Fields: Temperature range, refrigerant type, defrost typeTypical Maintenance: Quarterly to semi-annual

Asset Status Management

Status Types

Active

Asset is operational and in normal use. This is the default status for most assets.

Under Maintenance

Asset is currently being serviced. Work order is open and technician is working on it.

Out of Service

Asset is not functioning and awaiting repair. May require emergency service or parts.

Retired

Asset has been removed from service permanently. No longer requires maintenance scheduling.

Under Warranty

New asset still under manufacturer warranty period. All service should go through manufacturer.

Changing Asset Status

Asset status typically changes automatically based on work order status:

When a work order is opened → Status changes to “Under Maintenance”
When work order is completed → Status returns to “Active”
Out of service status can be set manually when equipment fails

Asset Actions

From the List View

View Details

Click the asset name to see complete information, service history, and related records.

Edit Asset

Update asset information, specifications, or maintenance schedule.

Create Work Order

Quickly create a work order for this specific asset.

View Service History

See all work orders, maintenance, and repairs performed on this asset.

Schedule Maintenance

Set up or modify preventive maintenance schedule.

Generate QR Code

Create QR code or barcode label for the asset for easy scanning.

From the Detail View

When viewing an asset record, you can access all related records:

Related Record	Description
Asset Parts	Sub-components tracked independently (compressors, motors, control boards)
Work Orders	Complete service history for this asset
Checklists	Inspection and maintenance checklists linked to this asset
Skills	Required technician skills or certifications for servicing this asset
Documentation	Attached manuals, photos, spec sheets, and warranties

Tips and Best Practices

Complete Asset Setup from Day One

When taking on a new customer, invest time in thorough asset documentation. Collect serial numbers, model numbers, installation dates, and photos. This upfront investment pays dividends in faster service delivery and better maintenance scheduling.

Use Asset Tagging

Apply physical asset tags (barcode or QR code labels) to equipment. Technicians can scan tags with mobile devices to instantly pull up asset history, manuals, and service notes. This eliminates confusion and saves time.

Photo Documentation

Take and upload photos of:

Equipment nameplate (model/serial number)
Overall equipment view
Location within building
Access points
Known issues or problem areas

Photos help new technicians quickly locate and identify equipment.

Track Warranty Carefully

Set reminders for warranty expiration dates. Contact customers 60-90 days before warranty expires to discuss extended warranty or service contract options.

Document Everything

Use the notes field liberally. Document:

Common problems and solutions
Modification history
Part numbers for frequently replaced items
Special service procedures
Historical issues

This knowledge base helps technicians work more efficiently.

Keep Maintenance Schedules Current

Review and adjust preventive maintenance schedules based on actual equipment needs. Some assets may need more frequent service; others less. Use service history to optimize schedules.

Link Asset Parts

For complex assets, create asset part records for major components. This allows tracking of individual part replacements and helps identify patterns (e.g., compressors failing every 5 years).

Use Consistent Naming

Establish asset naming conventions:

Include location: “Rooftop Machine #1”
Use numbers for multiples: “Elevator A” vs “Elevator B”
Be specific: “West Parking Lot Light Pole #7” not just “Light”

Consistent naming prevents confusion and helps dispatchers assign the right technician.

Common Questions

Do I need to create asset records for everything?

Create assets for equipment that:

Requires regular maintenance
Has warranty coverage
Is expensive or critical to operations
Has a service history you want to track

You don’t need assets for small, disposable items (light bulbs, filters) unless tracking them provides value. Focus on equipment that matters to your service business.

What if I don't have all the asset information?

Start with what you know and fill in details over time. The most important fields are:

Asset name and type
Customer and location
Serial number (if available)

Technicians can collect additional information (model number, specifications) during service visits and update the record.

How do I handle assets that are moved to different locations?

Edit the asset record and change the Location (Object) field to reflect the new location. The asset’s complete service history moves with it, so you don’t lose any historical data.

Can I delete an asset?

Assets with service history should not be deleted. Instead, change the status to “Retired” and note the retirement date. This preserves historical data for reporting and analysis. Only delete assets that were created in error and have no service history.

What's the difference between Asset Type and Category?

Asset Type is the broad category: Machine, Electrical, Plumbing, Elevator, etc. Category (if used in your setup) can be more specific: Rooftop Unit, Split System, Chiller (all Machine types). Use the classification system that works for your business.

How do preventive maintenance schedules work?

Set the maintenance interval in the asset record (e.g., “Every 3 months”). Fentu can automatically generate work orders based on these schedules, or you can manually create scheduled work orders. The system tracks “Last Service Date” and calculates “Next Service Due”.

How do I track replacement parts inventory for assets?

Use the Asset Parts module to document major components. For consumable parts (filters, belts), link them to the asset type in your inventory system. This allows automated part recommendations when creating work orders for specific assets.

Asset Parts

Track individual components and parts of assets.

Objects (Locations)

Manage physical locations where assets are installed.

Work Order Wizard

Create work orders for asset service and maintenance.

Preventive Maintenance

Set up automated preventive maintenance schedules.

​Overview

​When to Use Assets

​Understanding Assets

​Asset Hierarchy

​Assets in the Service Workflow

​Assets List View

​Key Features

​Asset List Columns

​Creating a New Asset

​Asset Information Fields

​Basic Information

​Equipment Details

​Installation Information

​Warranty Information

​Maintenance Requirements

​Specifications

​Service Information

​Financial Information

​Documentation

​Notes

​Asset Types and Examples

​Asset Status Management

​Status Types

​Changing Asset Status

​Asset Actions

​From the List View

View Details

Edit Asset

Create Work Order

View Service History

Schedule Maintenance

Generate QR Code

​From the Detail View

​Tips and Best Practices

​Common Questions

​Related Documentation

Asset Parts

Objects (Locations)

Work Order Wizard

Preventive Maintenance

Overview

When to Use Assets

Understanding Assets

Asset Hierarchy

Assets in the Service Workflow

Assets List View

Key Features

Asset List Columns

Creating a New Asset

Asset Information Fields

Basic Information

Equipment Details

Installation Information

Warranty Information

Maintenance Requirements

Specifications

Service Information

Financial Information

Documentation

Notes

Asset Types and Examples

Asset Status Management

Status Types

Changing Asset Status

Asset Actions

From the List View

From the Detail View

Tips and Best Practices

Common Questions

Related Documentation