Frequently Asked Questions

The Dashboard provides a quick overview of your asset management activities, including:

• Total assets
• Assets by status
• Pending requests and assignments
• Recent activities
• Important alerts and reminders

It helps you understand the current state of your assets without opening multiple modules.

This may happen because:

• Filters are applied.
• Recent changes haven't been refreshed yet.
• Some transactions are still pending approval.

Refresh the page and verify your filters before comparing the numbers.

The Dashboard is designed to provide a summary. To locate a specific asset, open the Assets module and use the search bar or filters.

Try the following:

• Refresh the page.
• Ensure your recent changes were saved.
• Check your internet connection.
• Sign out and sign back in if needed.

If the issue continues, contact your system administrator.

Managing software in AMS helps you:

• Keep track of software licenses.
• Monitor license expiry dates.
• Record installation details.
• Link software to assets.
• Avoid license compliance issues.

Open the Software module and click Add Software. Enter the required details such as software name, version, license information, and associated assets, then click Save.

Yes. You can associate software with one or more assets, making it easy to identify where the software is installed.

Expired software licenses may no longer be valid for use. It's recommended to renew the license before the expiry date to avoid interruptions and remain compliant.

Each software record displays:

• Total licensed seats
• Used seats
• Available seats

This helps you monitor software usage and plan future purchases.

Yes. You can edit software details whenever required, provided you have the necessary permissions.

A component is an individual hardware part that belongs to an asset. Examples include:

• RAM
• Hard drives
• SSDs
• Processors
• Network cards

Tracking components helps you:

• Maintain accurate inventory.
• Record warranty information.
• Monitor replacements.
• Identify the asset where a component is installed.

Yes. Each component can be linked to its parent asset, making it easier to track hardware configurations.

Yes. You can edit component details such as status, location, warranty information, or specifications whenever changes occur.

Keeping vendor records updated helps you:

• Contact suppliers quickly.
• Track contracts.
• View supplied assets.
• Maintain complete procurement history.

Yes. A vendor can be associated with multiple assets, contracts, and products supplied to your organization.

It is recommended to maintain:

• Vendor name
• Contact person
• Phone number
• Email address
• Address
• Products or services offered

Keeping these details updated simplifies future communication.

Yes. If a vendor is no longer active, you can mark it as Inactive while keeping all historical records available for reference.

Open the Assignments module and click New Assignment. You can either:

• Create a direct assignment.
• Assign an asset from an approved request.

Review the details and click Assign Asset.

Yes. Assets can be assigned directly if your organization allows direct assignments.

Yes. An employee can have multiple assets assigned, depending on your organization's policies and asset availability.

The assignment typically includes:

• Asset details
• Employee name
• Department
• Location
• Assignment date
• Asset condition at handover
• Assignment type

Yes. If the asset needs to be reassigned, update the assignment by following your organization's reassignment process.

The assignment is updated to indicate that the asset has been returned. The asset becomes available for reassignment once all return checks are completed.

Yes. Use the search or filter options in the Assignments module to view all assets assigned to an employee.

It records the physical condition of the asset when it is given to the user. Examples include:

• New
• Good
• Fair
• Damaged

This helps avoid disputes during asset return.

Open the Asset Requests module and click New Request. Enter the required details, review the information, and click Submit Request.

Include the following details:

• Department
• Requested asset type
• Quantity
• Priority
• Urgency
• Business justification

Providing complete information helps speed up the approval process.

Yes. Specify the required quantity while creating the request. Approval depends on asset availability and your organization's policies.

Open the Asset Requests module to view the latest status. Common request statuses include:

• Pending
• In Review
• Approved
• Rejected
• Fulfilled

Once approved:

• An available asset is identified.
• The asset is assigned to you.
• The request is marked as fulfilled after successful assignment.

Yes, if it has not already been processed or fulfilled. The availability of this option depends on your organization's workflow.

A request may be rejected for reasons such as:

• Insufficient justification
• Budget limitations
• Asset unavailable
• Duplicate request
• Policy restrictions

Contact the approver if you need additional clarification.

In most cases, submitted requests cannot be edited once they enter the approval workflow. If changes are required, you may need to cancel the request and create a new one.

Create a transfer whenever an asset needs to move between:

• Locations
• Departments
• Employees

This keeps asset records accurate and up to date.

Yes, provided the transfer complies with your organization's policies and any required approvals are completed.

You'll typically need to provide:

• Asset
• Source location
• Destination location
• Transfer date
• Reason for transfer

You can also add courier and tracking details if applicable.

Yes. You can monitor the transfer status and, if shipment details are entered, use the tracking information to follow the asset's movement.

Transfer statuses indicate the progress of the request. Examples include:

• Pending
• Approved
• In Transit
• Completed
• Rejected

Yes, as long as the transfer has not been completed. Cancellation options depend on your organization's approval workflow.

Yes. Once the transfer is completed, the asset record is updated with the new location or ownership details.

An asset can be flagged for disposal when it is:

• Damaged beyond repair
• Obsolete
• No longer required
• Replaced by a newer asset

No. Flagging only starts the disposal process. The asset remains in the workflow until all required approvals and disposal activities are completed.

Yes. Use the Bulk Flag option to select multiple assets and initiate the disposal process together.

Depending on your organization's process, assets may be:

• Scrapped
• Sold
• Donated
• Recycled

The selected method is recorded for future reference.

Yes. Each disposal record stores the reason, disposal method, residual value, and related notes.

The asset is marked as retired or disposed. It is removed from active use while remaining available in historical records for auditing purposes.

Insurance helps protect your organization against financial losses caused by incidents such as:

• Theft
• Fire
• Damage
• Accidental loss

Open the Insurance module and select the Policies tab. Enter the policy details and click Save.

Yes. A single policy can be linked to multiple eligible assets using the Bindings section.

Open the Bindings tab. Select an active policy, choose the asset, enter the insured value, and save the record.

Open the asset's insurance details or review the Bindings section. You can quickly identify which assets are covered and which are not.

Report the incident as soon as possible. Provide the necessary incident details so the insurance claim process can begin.

Open the Claims tab and click Report Incident. Select the asset, choose the related policy, enter the incident details, and submit the claim.

Yes. Each claim displays its current workflow status, allowing you to monitor its progress until completion.

Once a policy expires, the associated assets may no longer be covered. Renew the policy before the expiry date to maintain uninterrupted coverage.

The Bindings section highlights coverage gaps. This helps you quickly identify assets that require insurance coverage.

An asset reservation allows users to book a shared asset for a specific date and time before using it. This helps prevent scheduling conflicts and ensures the asset is available when needed.

Open the Availability tab and select asset type and reservation dates, then click Check Availability to view available assets.

Yes. You can reserve eligible assets for future dates based on availability and your organization's reservation policy.

If the waitlist feature is enabled, you can join the waitlist. You'll be notified if the asset becomes available.

Yes. You can cancel a reservation before the scheduled booking period, provided it hasn't already been checked out.

It means your reservation has been approved, and the asset is ready to be collected. You can proceed with the check-out process at the scheduled time.

If you fail to collect the asset within the expected time, your reservation may be marked as a No-Show. Depending on policy, repeated no-shows may affect future reservations.

Yes. The Bookings section displays all your current, upcoming, completed, and cancelled reservations.

A reservation may be rejected if:

• The asset is unavailable.
• The requested dates overlap with another booking.
• Approval was not granted.
• The reservation does not meet your organization's policy.

Reservation Analytics helps you understand:

• Asset utilization
• Peak booking periods
• Frequently requested assets
• Booking trends
• Rejected reservation requests

These insights help improve asset planning and utilization.

A Cost Center is a department or business unit used to track budgets and expenses related to assets. It helps organizations monitor spending more effectively.

Linking assets to a Cost Center helps:

• Track departmental spending
• Monitor budgets
• Improve financial reporting
• Allocate costs accurately

A budget defines the amount allocated for purchasing, maintaining, or managing assets during a specific period.

Yes. The Budget module shows:

• Total budget
• Amount spent
• Committed amount
• Remaining balance

This helps monitor financial utilization.

A budget allocation assigns a portion of the available budget to:

• Assets
• Cost centers
• Departments
• Other business units

This helps organize planned spending.

Once the allocated budget is exhausted, new purchases or requests may require:

• Additional approval
• Budget revision
• New budget allocation

This depends on your organization's financial policies.

Depreciation reflects the reduction in an asset's value over time. It provides a more accurate picture of the asset's current financial value.

Yes. The Analytics section provides insights such as:

• Budget utilization
• Spending trends
• Forecasts
• Budget health
• Cost center performance

The Audit Log records important activities performed within the Asset Management system. It helps maintain transparency and provides a complete history of system changes.

The Audit Log can record actions such as:

• Record creation
• Updates
• Deletions
• Check-in and check-out activities
• Other important system events

Yes. You can search using details such as:

• Record name
• Record ID
• Module
• Date
• Action performed

Yes. You can export filtered Audit Log records in CSV format for reporting or auditing purposes.

Asset Settings allow administrators to configure how the system behaves. These settings help ensure the application matches your organization's processes and policies.

Yes. Administrators can configure automatic asset numbering and define custom prefixes for Asset IDs.

Yes. Depending on your requirements, administrators can enable or disable features such as:

• Asset requests
• Reservations
• Insurance
• Depreciation
• QR codes
• Maintenance
• Alerts

Yes. Administrators can configure approval workflows for processes such as asset transfers, disposal, and other approval-based operations. Multiple approval levels can also be configured.

The Asset Catalog contains items that employees can request. It simplifies the request process by providing a predefined list of available assets.

The Asset Discovery Agent automatically scans devices and reports asset information to the system. This reduces manual data entry and keeps inventory up to date.

The PDF Tools module allows you to:

• Upload PDF files
• View documents
• Manage uploaded PDFs
• Access additional PDF operations

Yes. The module supports PDF uploads up to the maximum file size configured by your organization. If your file exceeds the limit, reduce its size before uploading.

Yes. You can upload PDFs individually or by using the drag-and-drop option, depending on the available functionality.

Network Discovery automatically scans your organization's network to identify connected hardware and software assets. It helps maintain an accurate inventory without relying on manual entry.

Network Discovery can identify:

• Computers and laptops
• Servers
• Network devices
• Installed software
• Devices running the discovery agent

No. Discovered devices can be reviewed before they are promoted to the asset inventory. This gives administrators control over which assets are added.

Yes. Administrators can inspect the discovered device details, verify the information, and approve only the assets they want to include.

A device may not appear if:

• It is offline.
• It is outside the scanned network.
• The discovery agent is not installed.
• The network scan has not completed.

A Software Policy defines how discovered software is managed within your organization. It helps classify software, automate policy enforcement, and improve software compliance.

Warranty Sync automatically updates warranty information by connecting with supported vendor services. This helps keep warranty records accurate without manual updates.

No. If Warranty Sync is enabled and supported by the vendor, warranty dates are updated automatically whenever the latest information is available.

Software Classifications organize applications into standardized categories. This improves reporting, software normalization, license tracking, and compliance management.

Software classification helps:

• Standardize application names
• Improve reporting accuracy
• Simplify software audits
• Support better license management

Asset Categories are predefined groups used to organize assets based on their type. They help maintain consistency across inventory, reporting, and lifecycle management.

Yes. Administrators can create and manage categories for various asset types to better organize the inventory.

Stock Verification helps compare physical assets with the records stored in AMS. It ensures the actual inventory matches the system records and highlights discrepancies.

Regular verification helps:

• Improve inventory accuracy
• Identify missing assets
• Detect mismatched records
• Prepare for internal or external audits

A mismatched asset is one whose physical details do not match the information stored in AMS. This could include differences in location, ownership, or asset details.

Yes. You can monitor the number of assets that are:

• Verified
• Pending
• Missing
• Mismatched

This helps you understand the current audit status.

Yes. Once discrepancies have been confirmed, authorized users can update the asset records to reflect the correct information.

AMS Reports provide detailed insights into asset inventory, compliance, and lifecycle information. They help administrators make informed decisions using real-time data.

Reports can include information such as:

• Asset inventory
• Asset distribution
• Compliance status
• Lifecycle status
• Missing asset information
• Unauthorized software

Yes. Reports can highlight assets that have missing or incomplete information, making it easier to maintain accurate inventory records.

Yes. AMS Reports can highlight software that does not comply with your organization's software policies, helping improve software governance.

Yes. Reports can be exported for audits, management reviews, or further analysis.

Asset Locations are predefined physical or virtual locations where assets are stored or used. They help track assets across offices, warehouses, and remote work locations.

Assigning assets to a location helps:

• Track asset movement
• Improve inventory accuracy
• Simplify reporting
• Support lifecycle management

Yes. Whenever an asset is relocated, update its assigned location to ensure the inventory remains accurate.

Yes. Administrators can create and manage multiple locations to reflect the organization's operational structure, such as offices, branches, warehouses, and remote sites.

Yes. Many modules support exporting records for reporting and analysis. Use the Export option available within the respective module.

Some records may become read-only because:

• They are already approved.
• They are linked to completed transactions.
• You don't have the required permissions.

Contact your administrator if you need additional access.

Your access depends on the permissions assigned to your user account. If you believe you should have access, contact your system administrator.

Update the record as soon as possible. If editing is not allowed, contact the administrator to correct the information while maintaining proper audit records.

Most modules provide a search bar, filters, and sorting options. Use these features to locate records quickly without browsing through long lists.

Accurate information helps:

• Improve reporting
• Simplify audits
• Reduce errors
• Support better decision-making
• Ensure smooth asset tracking throughout the lifecycle

If you're unable to complete an action or experience an issue, contact your system administrator. If applicable, contact the AMS product support team at products@adamsbridge.com.