Operations · Module
Assets & Maintenance
A trustworthy asset register, planned maintenance and depreciation that posts
Assets & Maintenance keeps the asset register, plans preventive maintenance by time or meter and runs costed work orders. Depreciation books post to Accounts and warranty claims are not missed.
What it does
Assets & Maintenance is designed to keep a trustworthy register of physical assets, reduce downtime through planned maintenance, and post depreciation and disposals correctly to Accounts. Assets carry a hierarchy (site → system → equipment → component), location, custodian, serial, make and model, purchase reference and capitalisation date. Assets can be created directly from GRN or bill lines flagged as capital, linked to the PO, vendor and bill.
Maintenance
Preventive plans are time-based, meter-based or both (whichever comes first), with tolerance windows, seasonal calendars and task lists. Work orders cover corrective, preventive, breakdown and inspection types, with checklists, parts from Inventory, labour lines, external vendor lines and cost roll-up. Anyone with a light seat can raise a work request, including by scanning an asset's QR label or sending a WhatsApp photo or voice note. Planners assign internal crews by skill and shift, or hand off to Field Service for field execution. External maintenance creates a service PO in Procurement.
Finance and compliance
Multiple depreciation books per asset (for example a Companies Act book and an Income-tax block book) support SLM and WDV methods; runs are previewed, posted to Accounts, respect period locks and can be reversed before close. Transfers, disposals with gain or loss, capital work in progress, calibration and statutory inspections for lifts, boilers, pressure vessels and fire systems are tracked. Statutory rules are to be verified before build.
What is different
Depreciation, capitalisation, transfers and disposals have no AI execution path. Safety-critical assets return to service only with a qualified person's checklist. The AI Maintenance Planner generates PM work orders, reserves parts and drafts warranty claims under human approval. Planned for W4 (Year 3, PI-6); predictive maintenance from IoT telemetry is planned for W5.
Features
What Assets & Maintenance includes
Asset register and hierarchy
Asset code, category, site → system → equipment → component, custodian, serial, make/model, purchase reference and status.
Capitalisation from procurement
Create assets from GRN or bill lines flagged capital, per unit or grouped, linked to PO, vendor and bill.
Depreciation books and runs
Multiple books per asset with SLM and WDV methods, previewed runs posted to Accounts, period locks and reversal before close (rules to verify).
Transfers, custody and disposal
Transfers between locations, departments and legal entities with custodian acknowledgement; sale, scrap or write-off with gain/loss and Billing invoice.
Meters and readings
Hours, kilometres, cycles and units produced, captured manually or on mobile with a photo, including rollover handling.
Preventive maintenance plans
Time-based, meter-based or whichever-first plans with tolerance windows, seasonal calendars and task lists.
Maintenance work orders
Corrective, preventive, breakdown and inspection orders with checklists, parts, labour, vendor lines and cost roll-up.
Work requests by QR and WhatsApp
Scan an asset QR label or send a WhatsApp photo or voice note to raise a request with the asset identified.
Warranty, AMC and claims
Warranty coverage and AMC visit entitlements; claims to OEM or vendor with evidence and recovered value.
Downtime and reliability
Downtime logging with reason codes and MTBF and MTTR per asset and category.
Calibration and statutory inspections
Calibration intervals and certificates; inspection due dates for lifts, boilers, pressure vessels, fire and electrical systems.
Physical verification and CWIP
QR-based verification campaigns with photo and location; capital work in progress accumulated until put to use.
Workflow
Maintenance work order
- 1
A PM plan or breakdown request creates a work order
- 2
Parts are reserved in Inventory
- 3
The work is assigned to an internal engineer or dispatched to Field Service
- 4
Execution records checklist, photos, meter reading and parts used
- 5
Closing rolls up cost and downtime and raises a warranty claim if covered
- 6
Asset history and MTBF/MTTR update
Workflow
Depreciation run
- 1
Data quality checks flag missing put-to-use dates or category mismatches
- 2
A run is previewed per book
- 3
The posting request goes to Accounts within open periods
- 4
Runs can be reversed before period close
AI
AI skills and Digital Employees
PM work order generation
Creates PM work orders from time and meter plans, reserves parts and raises shortage requisitions.
Schedule proposals
Proposes schedules considering crews, shifts and production windows.
Breakdown intake
Identifies the asset and summarises symptoms from WhatsApp or QR photos and voice, with a priority suggestion.
Warranty claim drafts
Checks warranty and AMC coverage and drafts claims with evidence for human approval.
Reliability insights
Repeat-failure and MTBF/MTTR trend insights.
Digital Employees that use this module
They act through the same governed Actions as people; risky steps wait for approval.
Frequently asked questions
Does it need the Finance app?
Depreciation postings use Finance Accounts. Spare parts can be managed as Items without bins if Inventory is not used.
Can AI run depreciation?
No. Depreciation, capitalisation, transfers and disposals have no AI execution path; agents only flag data issues before a run.
Which depreciation methods are planned?
SLM and WDV across multiple books per asset. The statutory rules must be verified with your accountant before use.
Is predictive maintenance included?
Condition-based and predictive maintenance from IoT Hub telemetry is planned for W5.
See Assets & Maintenance in your workflow
Tell us about your team and the outcomes you want. We will walk you through the apps, the Digital Employees and the plan for your industry.