Assets (Safekeep)
Every piece of company equipment, from the day it is bought to the day it leaves the building: registered, signed for, looked after, counted, valued and retired — with a record of who had it at every point in between.
Safekeep is ERPat's equipment management module. It answers four questions that most companies cannot answer confidently: what do we own, who has it right now, what state is it in, and what is it worth. It does that with a register of equipment, a paperwork trail for every handover, fault reports that can become Helpdesk tickets, physical counts that can be certified, depreciation and disposal for finance, and a workbench for repairing the register itself. Everything that happens to a piece of equipment is appended to its own history — the chain of custody is the product's spine.
The module at a glance
The register is what you own. Custody is who has it — not only people, but branches, departments, projects and rooms, each with a named caretaker. Handovers are real documents that get approved, released, signed for, transferred and returned.
Anybody can report a fault; serious ones become Helpdesk tickets and the holder confirms the repair actually worked. Work orders record what was done and what it cost. Audit campaigns turn the register into something certifiable, counted on the phone-friendly scan page.
Financial books depreciate equipment period by period through prepare → approve → post, with the duties deliberately split. Disposal ends an asset's life properly, including certifying that its data was destroyed. The Data Quality Workbench keeps the register worth relying on.
Every page in this guide
Introduction
Switch the module on, grant access, and meet what ships already configured.
Asset, custody, endorsement, issue, campaign, book, disposal — and how they fit together.
Every term and every status vocabulary, with the badges you will see on screen.
Daily operations
Seven headline figures and one ranked queue of everything that needs a person.
The equipment list: columns, filters, row actions and the tab strip.
Every field on the form, what a model fills in for you, and custom fields.
One asset's whole story: custody, finance, faults, counts and its history feed.
The quick one-asset handover and return, and how they relate to full custody.
Loading a spreadsheet of equipment, exporting the register, printing QR labels.
Custody & service
Who holds what, how it moves between them, and how it comes back.
The handover document: drafted, approved, released, signed for.
Making somebody answerable for equipment that belongs to a place, not a person.
Reporting a fault, escalating it, and confirming the repair actually worked.
Repairs, servicing and warranty claims, with cost and downtime.
Planning a count, freezing the scope, settling findings, certifying the result.
The scan page: tags, the camera, and what happens on a repeated count.
Finance & governance
Books, estimates, and the prepare → approve → post period close.
Requesting, approving, wiping the data, and signing an asset out for good.
Scoring the register, working the queues, and fixing hundreds of rows at once.
Catalog & setup
The catalogue tabs, and the nine groups of rules the module enforces.
The products you buy repeatedly, so a new unit inherits its specification.
Classes of equipment, and the extra fields and defaults each one carries.
Sites and rooms equipment can be placed in.
Ad-hoc sets of equipment that belong together.
Your own status vocabulary — and which statuses allow a handover at all.
Tracking whatever the product does not already know about.
The reusable write-down rules a category or an asset can be put on.
Reports, automation & reference
Twenty-three reports in six groups, filtered and exported from the server.
Dashboard widgets, the scheduled jobs, and who each notification reaches.
End-to-end procedures with roles and exact click paths.
How this module maps onto recognised asset-management practice.
Every permission key, grouped, plus suggested role presets.
The two programming interfaces, the four scopes, and how to choose.
Common problems, with the exact messages you will see on screen.
The 60-second mental model
You register equipment, then endorse it — ERPat's word for handing it over — to a person, a branch, a department, a project or a room. The recipient confirms receipt, which is what closes the gap an auditor looks for: until they say so, the company claims they have a laptop they have never acknowledged. While it is in use it gets counted, repaired and depreciated; when it comes back its condition is inspected against what was recorded when it went out. Eventually it is disposed of — approved, its data destroyed, and signed out of the register with whatever gain or loss that produced. Every one of those steps writes a line to the asset's own history.
What ships out of the box
A fresh installation seeds a working status-label vocabulary, a set of condition bands and sensible defaults for numbering, thresholds and depreciation, so the module is usable before you have configured anything. On top of that it ships twenty-three reports, sixteen scheduled jobs that chase people about outstanding work and prepare the monthly close, four dashboard widgets, and two programming interfaces — one for other systems, one for the staff mobile app.