EASYASSET

Take a look on Your Assets

EasyAsset is a sophisticated solution that helps your organization gain complete overview of all assets. It contains tools for efficient execution of activities related to asset management from initial asset registration, through asset transfers between people, departments, physical relocation of assets within branches, buildings, offices, periodic asset inventories, to asset disposal from records.

Key Features of the Solution

• Web application accessible from anywhere via web browser
• Mobile phone application for Android / iOS for inventory and asset management
• Mobile terminals with powerful code readers for scanning large quantities of items
• Hybrid solution using barcodes, QR codes, RFID and NFC
• Cloud service without any investment costs
• Local installation for larger customers on their premises with ERP integration
• Support for any multi-level organizational structure
• Planning, management and evaluation of inventories from one place
• Easy creation of repeated inventory orders for unfound items
• Communication between server and mobile devices via internet
• Support for images and creation of asset documentation photos
• Recording of periodic equipment inspections
• Recording and storage of asset documents
• Support for approval workflow
• REST API interface for easy integration with enterprise information system

Solution for Every Size

EasyAsset has features that make it particularly suitable for use in large organizations with complex organizational structures and assets spread across many geographically distant branches. EasyAsset is also ready for asset-wise or organizationally connected organizations that share certain asset categories or mutually loan them to each other.

EasyAsset is also available as a cloud service without the need to purchase and install any software and without the need to use special hardware. This solution is suitable even for small organizations, which can thus obtain an advanced management solution without any initial investment.

EasyAsset, unlike commonly used solutions, can also use mobile phones with Android and iOS OS for mobile applications. This eliminates the need to invest in specialized hardware. Special readers are used especially in cases of RFID identification or for efficient scanning of large volumes of items. The mobile phone application is an excellent solution both for smaller organizations and for large organizations with many remote branches.

Hybrid System: RFID, QR and Barcodes, NFC

EasyAsset supports asset identification using barcodes, QR codes, RFID tags and NFC tags. These identification technologies can be combined in any way, RFID identification can be used only where it brings high added value and other assets can be marked with a label with a QR or barcode. If you are switching to EasyAsset from another solution, existing barcode labels can be used without change.

RFID Technology: Inventory in One-Tenth of the Time

Modern RFID technology provides the possibility of rapid automated asset identification without the need for direct visibility at a distance of several meters. The use of this technology is very advantageous especially in cases of high concentration of many asset items in a small space such as server rooms, data centers or for identification of books and publications. In such cases, this technology can reduce the time to perform inventory to less than one-tenth compared to standard processing or using barcodes.

Planning and Conducting Inventory

EasyAsset contains tools for easy and efficient planning, creation and execution of inventories. An inventory consists of individual inventory orders directed to a specific location and to a specific employee. This basic feature of EasyAsset software, together with the intuitive EasyAsset application for mobile phones, provides the possibility to distribute the time burden associated with conducting inventory among many people who can quickly handle this task within their regular work duties. This advantage is most evident in organizations with many branches scattered over a geographically large area. Even in complex and extensive organizational structures with a number of branches in many locations, it is possible to perform very simple, easy and efficient creation of inventory plans and schedules.

An inventory, for example of one floor of a certain building in a remote location, can be planned with a few clicks and assigned to a specific employee. After logging into the application on a mobile device, the employee sees only their data – the inventory orders they need to perform. Access to the internet, or to the remote server, is only necessary for downloading the data needed to perform the inventory. This connectivity can be realized via corporate or public WiFi, GSM or through a communication unit connected to a PC. During the inventory, the application already works with local data.

Approval Processes

For individual inventory orders, approval by a superior authority can be enforced. After completing the inventory, the results are sent to the remote server. There, data from all individual inventory orders is consolidated, which the responsible person approves. They also have the option to generate new corrective inventory orders for unfound or other problematic items with a click. Corrective inventory orders can be generated and performed repeatedly. Only when the inventory is complete and approved are the results available for automatic or manual export to the accounting system. The inventory results also remain in the application, where they are visible within the life cycle of each individual item and within the view of data from a specific inventory.

Individual operations with assets, such as asset registration, transfer to another person, change of location or disposal may also be subject to multi-level approval process. EasyAsset can significantly simplify and streamline these processes. Approval is performed electronically according to the configured scheme and can also be performed using mobile phones or by clicking on a link in an automatically generated email.

Mobile Phone Application: Asset Management in Your Hand

The EasyAsset solution provides you with a complete overview of the current state of assets, wherever you are. The application for mobile phones with Android and iOS (iPhone) OS has full functionality for asset management and for conducting inventories. This application eliminates the need to use special single-purpose readers usable only for asset inventory. The mobile application for smartphones uses QR codes or NFC tags to identify assets. The use of a commonly available mobile phone for the purposes of inventory and asset management greatly simplifies and streamlines asset records for organizations of any size. All transactions with assets and their confirmation can be easily performed directly on site without the need to print and sign protocols.

Application for Mobile Terminal

Conducting inventories with hundreds of items in one inventory order can be efficiently performed using a mobile phone. For larger volumes of items, it is advantageous to use special hardware: a mobile terminal with a powerful barcode/QR code scanner and better ergonomics. A special mobile terminal is also used in cases of RFID asset identification.

Flexible Data Structure

The asset card has a flexible data structure. You can not only define your own custom fields on the asset card, but also define a data structure for each asset group corresponding to its nature and record only relevant data that interests you. There is no need to enter necessary data into notes or other fields without the ability to subsequently work efficiently with this data. Subordinate cards can be defined for the asset card and asset sets can be created.

Any number of documents can be attached to the asset card. In one place, you can thus have all useful documents related to the asset stored, such as copies of the purchase invoice, warranty certificate, manuals, inspection reports, photographic documentation, etc.

The entire life cycle of the asset is recorded on the asset card: from asset registration, through asset transfers, changes of responsible persons, changes of location, loans, to asset disposal from records.

EasyAsset enables both full-text search across the entire database and advanced data filtering across all criteria. You will always get the data you need from EasyAsset quickly and easily.

 

Recording of Periodic Equipment Inspections

For assets that are subject to the obligation to perform periodic inspections, these inspections can be planned, recorded and you can receive notifications about the approaching inspection date. The inspection report is stored on the asset card.

 

Defining User Roles

User roles and access rights to individual system functions can be flexibly defined, from mere overview of entrusted assets, through inventory takers with mobile terminals and inventory managers, to users responsible for asset management, creation and approval of inventories and system administrators. Thanks to this functionality, every employee can easily find out after logging into the application which assets have been entrusted to them for management and for which they are responsible, while always seeing only their data.

Support for Images and Photography

For better orientation during inventory, in addition to common text data, an image of the searched asset item can also be displayed on the mobile device screen. The inventory thus does not have to be performed only by an experienced employee with good knowledge of the environment, but also by a temporary worker or student during their corporate internship. By taking a photograph, you can, for example, document damage or wear of assets during inventory or the condition of assets at the moment of their transfer to another person. Photos are automatically saved to the asset card. From an ergonomic point of view, the mobile phone application is most suitable for taking photographs, but this functionality is also available on the mobile terminal.

Integration with Enterprise Information System

EasyAsset can be operated completely independently of the enterprise information system, as well as integrated with the asset module in the enterprise system. The EasyAsset REST API interface provides tools for easy and quick establishment of communication between the customer’s information system and EasyAsset. A basic simple asset record remains in the information system for the purposes of depreciation accounting. All other advanced functions are handled by EasyAsset.