Equipment & Asset Tracker

Navigate to: Dashboard > Business > Equipments (/dashboard/business/equipments)

The Equipment Tracker is your centralized hub for managing physical business assets. From high-end laptops to office furniture, this module helps you track where your assets are, who is using them, and how their value decreases over time for tax purposes.

Why Track Your Equipment?

• Tax Compliance: Automated depreciation calculations (WDV/SLM) help you provide accurate data to your accountant.
• Loss Prevention: Maintain a digital ledger of serial numbers and current locations.
• Accountability: Know exactly which team member is responsible for which device.
• Financial Clarity: See your total business valuation including physical assets, not just cash.

Core Features

• Dual-Method Depreciation: Support for both Written Down Value (WDV) and Straight Line Method (SLM).
• Intelligent File Vault: Attach original invoices, warranty cards, and photos of the device.
• OCR Receipt Scanning: Save time by scanning purchase invoices to auto-fill asset details.
• Bulk Operations: Import your existing inventory via CSV or export for audit.
• Assignment Logs: Track the current user, their ID, and contact details.

Depreciation Methods Explained

SparkyMinis handles the math for you based on the method selected in your Settings:

Set your preferred default method and annual percentage rate in Settings > Equipment Tracker.

Adding a New Asset

1. Click + Add Asset from the inventory list.
2. Identification: Enter the Asset Name, Serial Number, and a custom Asset ID (or use the auto-generated one).
3. Financials:

- Purchase Date: When you bought the asset.

- Cost Price: The original amount paid (inclusive of taxes).

- Depreciation Rate: The annual % the asset loses value (e.g., 40% for laptops).

1. Lifecycle: Set the Current Status (Active, Maintenance, Disposed) and Condition.
2. Location & Assignment: Record where the asset is physically located and who is currently using it.
3. Attachments: Snap a photo of the invoice or the serial number sticker for your records.
4. Click Save.

Attaching Files and OCR Scanning

Every asset record acts as its own secure vault.

• Scan Invoice: Use the Scan Receipt button when adding an asset to auto-extract the name, date, and cost.
• Photos & Docs: Use the File Uploader to keep a digital copy of the warranty document or insurance policy right next to the asset details.
• Visual Indicators: In the main equipment list, assets with attachments will show a 📎 icon with the file count.

Importing and Exporting Data

If you are moving from Excel or another tracker:

1. Importing: Click the Import button. Upload a CSV file. Ensure your headers match: ID, Name, Serial Number, Purchase Date, Cost Price, Location, etc.
2. Exporting: Click Export to download your entire inventory as a CSV file. This is perfect for end-of-year tax filings or insurance audits.

Editing and Disposing Assets

• Maintenance: If an asset is being repaired, update its status to MAINTENANCE.
• Disposal: When you sell or scrap an asset, set its status to DISPOSED. The system will retain the record for your historical tax records but stop further valuation decreases.

For bulk configuration of prefixes and depreciation rules, visit Settings > Business Settings.