Versatile Asset Management: Maximising Operational Control with QuickEasy BOS

QuickEasy BOS Asset Management

Asset management is used to keep track of vital resources which makes it a crucial aspect of business operations.

You can use the assets’ module to manage customer-owned assets, production assets, and company-owned assets. The various assets can be distinguished from each other by allocating them to groups.

Types of Assets

In QuickEasy BOS, assets are divided into two types:

  • Equipment: Includes machinery, computers, tools, and other devices used in operations.
  • Vehicles: Includes cars, trucks, and other forms of transportation used for business activities.

Available Fields

You can capture detailed information on each asset by completing the available fields. For example:

  • Body Type
  • Colour
  • Engine Number
  • Make
  • Model
  • Serial numbers
  • VIN Number
  • Year of Manufacture

Additional Attributes and Customisation

Depending on your business needs, you may want to add additional attributes to your assets:

  • Odometer Reading (for vehicles): Track mileage to schedule maintenance or record usage for billing.
  • Custom Fields: Add fields specific to your operations, like power requirements for equipment or storage location.

Linking Assets to Business Functions

You can link the assets to various business functions through fields in the asset edit view:

  • Entity: Associate assets with specific departments or cost centres. This helps in budgeting and accountability.
  • Contact: Linking assets to a customer or supplier profile can be crucial for service management or leasing operations.

Setting and Monitoring the Asset’s Status

Each asset has a status which provides current usability information about the asset. These statuses can be customised. For example, statuses might include:

  • Active: Fully operational and in use.
  • Maintenance: Undergoing scheduled maintenance.
  • Decommissioned: No longer in use and awaiting disposal.

Regularly updating this status ensures that asset records are accurate and reflective of their real-world state.

Using Assets to Track Customer Service Histories

Let’s say a customer phones to book a service. A new service ticket is created and linked to the customer and the customer’s asset. By clicking a filter on the service ticket, you can immediately see a list of all the past transactions and tickets. Any of those transactions or tickets can be opened to view the details.

You can record any issues on the service ticket, and what the service is for. Next a quotation and job card can be created from the service ticket.

When the job is started, the operator can track their time against the service ticket. If a problem is encountered that requires an additional procedure, the additional item can be added to the quotation and confirmed with the client.

Once the job is complete, the quotation the quotation can be copied to an invoice to ensure no billing is lost. If actual time is billed, the timekeeping records provide an accurate record of the time spent and can be added to the invoice.

Once the invoice is final, you can view the profit and loss statements on service tickets which potentially could show the cost of the parts used, the actual labour costs and the revenue earned. By seeing this information in real time, you can choose whether to give the customer a discount or not.

This system offers several benefits:

  • Enhanced Service Delivery: By having detailed service records, businesses can provide tailored services based on the asset’s history.
  • Customer Satisfaction: Customers benefit from personalised service suggestions and faster resolution times.
  • Efficiency in Maintenance: Knowing the history of an asset helps in predicting future maintenance needs and scheduling them proactively.

Conclusion

By using the flexibility of the assets’ module, business can improve their operational efficiency and cost-effectiveness.