Keep track of costs, deadlines, and contacts with automatic notifications and PDF reports sent via email.
Always up to date, without the risk of forgetting anything.

Module Description

The Asset tracker module allows you to centrally manage assets and additional resources linked to Business Central items, fixed assets, resources, and work centers.

Users can record detailed information such as category, description, costs, contact details, and validity period, with the option to attach documents and comments.

An automatic notification system alerts managers when assets are approaching expiration, generating and emailing summary reports in PDF format.
This way, the company always has the status and deadlines of its assets under control, reducing the risk of oversights and simplifying planning.

Setup

Asset Categories

Within this table you can code the various categories of assets you want to manage:

Functionality

Asset Association and Registry

Using a dedicated table, it is possible to associate an asset with a master data.
The supported personal data are:

• Articles
• Fixed assets
• Resources
• Work centers
• Production areas

The Additional Assets function is available on each of these records.

The page that opens allows you to enter the following data:

• Asset Category: Indicates the type of asset to be assigned. The Asset Category Description will be automatically populated. Multiple assets from the same category can be added to a master file.
• Description: description of the assigned asset type
• Validity start date
• Validity end date
• Note: Can be used to manage additional notes
• Status: New, Active, Closed, Updating. This can be manually managed by the user to indicate the asset's status and control the sending of notifications.
• Assigned User ID: it is possible to associate a user registered in BC via user setup
• Renewal frequency: indicate the frequency with which the asset must be renewed
• Cost: You can indicate the cost of the assigned asset
• Serial No.: Enter the serial number for the asset. This can be used for the license plate number on company cars or for the serial number of machinery.
• Contact No.: You can select the contact from your contact list to link to the asset for sending notifications. Selecting a contact will display the name, phone number, and email address.
• Contact name: if a coded contact is not selected, the field can be filled in manually with the name of the contact.
• Contact telephone number: if a coded contact is not selected, the field can be filled in manually with the telephone number of the reference contact.
• Contact email: if a coded contact is not selected, the field can be filled in manually with the contact's email address.
• Send notification: activate an email notification system to the contact's email address in case of expiration.
• Expiration Notice Period: You can specify a period before the expiration date for sending the notification. If this field is not populated, the record will only be sent if the validity end date is greater than the notification sending date. This field can be either a negative or positive period; depending on the sign, the value will be added or subtracted from the workdate.
• Notification Text: Set a standard text that will be used as the body of the email
• Send attachments: You can also send all attachments linked to the assets row within the notification email.
• Existing comments: Shows any comments entered on the starting profile

Email deadlines

Within the process queue movements it is possible to insert a procedure that, when scheduled, sends an email to the users entered in the “ Contact email ” field of the inserted assets.

The email sent will always contain a summary of the destination contact email .

Therefore, if the contact entered as the recipient has multiple assets "assigned to him" that are expiring or have expired, he will receive a single email with a summary .pdf file attached: