Asset Registry
Centralized record of all company assets with serial numbers, purchase info, and current status.
Employee Assignment
Assign assets to specific employees and track custody, handover dates, and returns.
Inventory View
Filter assets by category, status, location, or assigned employee for quick lookup.
Depreciation Tracking
Automatically calculate asset value over time based on depreciation method and rate.
Maintenance Logs
Record repair history, scheduled maintenance, and condition changes for each asset.
Asset Reports
Generate reports on asset utilization, total book value, and upcoming maintenance.
1
Adding Assets
Register a new company asset in the system
1
Navigate to Asset Management
From the left sidebar, click Asset Management → Assets to open the asset registry.
2
Click "Add Asset"
Click + Add Asset in the top-right corner to open the asset creation form.
3
Enter Asset Details
Fill in the asset name, category (Laptop, Phone, Furniture, Vehicle, etc.), brand, model, and serial number.
4
Set Purchase Information
Enter the Purchase Date, Purchase Price, and Vendor. This data is used to calculate depreciation and total asset value.
5
Set Initial Condition & Location
Mark the asset condition as Good, Fair, or Poor. Set the physical Location (office branch or department).
6
Save the Asset
Click Save Asset. The asset status defaults to Available and it appears in the inventory ready for assignment.
Asset Name
MacBook Pro 14" M3
Category
Laptop ▾
Brand
Apple
Model
MBP14-M3-2024
Serial Number
C02XJ3XXMD6T
Purchase Date
2024-03-15
Purchase Price
MYR 9,500
Condition
Good
| Field | Description | Required |
|---|---|---|
| Asset Name | Descriptive name (e.g., "MacBook Pro 14" M3") | Yes |
| Category | Asset type: Laptop, Phone, Monitor, Furniture, Vehicle, etc. | Yes |
| Serial Number | Unique identifier from manufacturer | Yes |
| Purchase Date | Date asset was acquired (used for depreciation) | Yes |
| Purchase Price | Original cost in base currency | Yes |
| Vendor | Supplier or store where asset was purchased | No |
| Condition | Initial physical state: Good, Fair, or Poor | Yes |
| Location | Office or department where asset is kept | No |
2
Assigning Assets to Employees
Link company assets to specific employees for accountability
1
Open the Asset
From the asset list, click the asset you want to assign. Assets with status Available can be assigned to employees.
2
Click "Assign to Employee"
On the asset detail page, click the Assign button. A modal will open with the assignment form.
3
Select Employee & Assignment Date
Search for and select the employee from the dropdown. Set the Assignment Date (defaults to today).
4
Add Handover Notes (Optional)
Optionally add notes about the asset condition at handover, any accessories included, or special instructions.
5
Confirm Assignment
Click Confirm Assignment. The asset status changes to Assigned and it appears on the employee's profile under the Assets tab.
ℹ️
Returning an Asset: Open the asset, click Return Asset, set the return date and condition on return. The asset status reverts to Available or Under Maintenance depending on condition.
3
Asset Inventory
View and filter all company assets from a single dashboard
The Inventory view provides a searchable, filterable table of all registered assets. Use it to audit asset distribution, identify available assets, or spot items needing maintenance.
1
Filter by Status
Use the Status filter to show only Available, Assigned, or Under Maintenance assets. Useful for finding a free laptop before ordering a new one.
2
Filter by Category
Select a category (Laptop, Phone, Monitor, etc.) to see all assets of that type across the organization.
3
Search by Employee or Serial
Type an employee name or serial number in the search box to locate a specific asset quickly.
4
Export Inventory
Click Export to download the filtered list as a CSV or PDF for audit and reporting purposes.
| Status | Meaning | Can Be Assigned |
|---|---|---|
| Available | In storage, not currently assigned to anyone | Yes |
| Assigned | Currently with an employee | No (must return first) |
| Maintenance | Under repair or scheduled servicing | No |
| Disposed | Written off or removed from inventory | No |
4
Depreciation Tracking
Monitor asset book value over time
CLOUFE automatically tracks asset depreciation based on the method and rate configured at the time of registration. Book value updates are calculated periodically.
1
Set Depreciation Method
When adding or editing an asset, select the Depreciation Method: Straight-Line (SL) or Declining Balance (DB). SL depreciates equally each year; DB depreciates faster early on.
2
Set Useful Life
Enter the expected Useful Life in years (e.g., 3 years for laptops, 5 years for furniture, 10 years for heavy equipment).
3
View Depreciation Schedule
On the asset detail page, the Depreciation tab shows year-by-year book value, accumulated depreciation, and remaining value.
4
Dispose When Fully Depreciated
When an asset reaches zero book value or end of useful life, mark it as Disposed to remove it from active inventory while preserving the record for audits.
| Method | Formula | Best For |
|---|---|---|
| Straight-Line (SL) | Annual Depreciation = (Cost − Salvage Value) ÷ Useful Life | Most assets: laptops, furniture, office equipment |
| Declining Balance (DB) | Annual Depreciation = Book Value × Depreciation Rate | Tech assets that lose value faster early (phones, servers) |
💡
Tip: Use 3-year useful life for laptops, 5 years for monitors and peripherals, and 10 years for furniture. Check your local tax regulations for approved depreciation rates.
5
Maintenance Logs
Track repairs, servicing, and condition changes
1
Open the Asset & Go to Maintenance Tab
Navigate to the asset detail page and click the Maintenance tab to view the service history.
2
Add a Maintenance Record
Click + Log Maintenance. Enter the maintenance type (Repair, Scheduled Service, Inspection), date, cost, and description of work performed.
3
Update Asset Status
While an asset is in for repair, set its status to Under Maintenance so it cannot be assigned to another employee during this period.
4
Update Condition After Servicing
After maintenance is complete, update the asset's condition and return it to Available or reassign it to the original employee.
⚠️
Important: Always mark an asset as Under Maintenance when it is sent for repair. This prevents it from appearing as available for assignment to other employees.
6
Quick Reference
Common asset categories, conditions, and actions
| Condition | Description | Recommended Action |
|---|---|---|
| Good | Fully functional, no visible damage | Assign or keep in inventory |
| Fair | Functional but showing wear | Schedule preventive maintenance |
| Poor | Damaged or partially non-functional | Send for repair or dispose |
| Asset Action | Where to Find It |
|---|---|
| Add a new asset | Asset Management → Assets → + Add Asset |
| Assign asset to employee | Asset → Detail page → Assign button |
| Return asset from employee | Asset → Detail page → Return Asset |
| View all inventory | Asset Management → Inventory |
| Log maintenance work | Asset → Detail → Maintenance tab → + Log Maintenance |
| View depreciation schedule | Asset → Detail → Depreciation tab |
| Dispose of an asset | Asset → Detail → Edit → Status: Disposed |
| View employee's assets | HR → Employees → Employee Name → Assets tab |
| Common Category | Typical Useful Life | Depreciation Method |
|---|---|---|
| Laptop / Desktop | 3 years | Straight-Line |
| Smartphone / Tablet | 2–3 years | Declining Balance |
| Monitor | 5 years | Straight-Line |
| Office Furniture | 10 years | Straight-Line |
| Server / Network Equipment | 5 years | Declining Balance |
| Vehicle | 5–8 years | Declining Balance |