Asset Reports
One page, many reports, grouped by the question they answer rather than by the part of the system that produces them. You are rarely looking for “the custody report”; you are looking for “who has our laptops”, and the grouping is built around that.
ams/reports). Basic Assets
access opens the page; the Finance group additionally needs the finance permission. Reports are
read-only throughout — nothing on this page changes a record.
The six groups
| Group | Answers | Reports |
|---|---|---|
| Operational | What do we own, and how old is it? | 4 |
| Custody | Who is holding it, and who signed for it? | 5 |
| Service | What is broken, what did it cost, what is still covered? | 4 |
| Audit | What did a count find, and what is unaccounted for? | 3 |
| Condition & data | How good is the register itself? | 1 |
| Accounting | What is it worth? | 6 |
How every report on this page behaves
Four things are true of all of them, and knowing them saves a lot of confusion.
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The whole report is on the server; you are given a page of it
Paging, sorting and searching all happen in the database. On a real estate that is the difference between a report that opens and one that times out — but it also means the rows in front of you are one page, not the report.
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Most reports have filters, and they change the whole report
Fifteen of the twenty-three carry filter controls — a category, a status, a campaign, a document type, a severity. Filtering re-queries the database, so the totals at the bottom follow the filter too.
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Export gives you the whole thing, not the page
Every report has its own Export button, and the spreadsheet is built on the server from the same query — filters included. That matters: a browser-side export could only ever have written out the page you were looking at and called it the report.
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Totals are the totals of everything, not of this page
Where a report has a totals row, it is computed across the whole filtered set. A total that silently added up the twenty-five rows in front of you would be worse than no total.
Operational — what we own
| Report | What it shows | Filters |
|---|---|---|
| Maintenance log | Every repair, service and upgrade recorded against equipment, with what it cost and how long it took. | — |
| Audit due | Equipment that has gone too long without being counted, or is about to. The list to work before opening a campaign. | — |
| Activity log | The full history feed across all equipment — every handover, acceptance, count, fault and edit, newest first. | — |
| Asset age | How old the estate is, in age bands, so replacement planning has a shape. Equipment with no purchase date cannot be aged and is reported as such. | Category |
Custody — who is holding it
| Report | What it shows | Filters |
|---|---|---|
| Custody register | Who is holding what right now. The single most-asked question of the module, and the report to hand somebody who asks “where is all our equipment?” | Kind of holder, category |
| Chain of custody | The whole history — open and closed — so you can follow one item through every pair of hands it has been in. This is the evidence report. | Kind of holder, category |
| Endorsement register | The paperwork itself: every handover document, its state, and what it covers. | Document type, status |
| Pending acceptance ageing | Equipment issued but never confirmed received, by how long it has been waiting. Unaccepted equipment is the gap an auditor looks for first. | Category |
| Overdue returns | Past its return-by date and still out, oldest first. | Category |
Service — what is broken
| Report | What it shows | Filters |
|---|---|---|
| Open issues | Every fault report still waiting on somebody, with its severity and how long it has been open. | Severity, status |
| Helpdesk tickets | Faults that were escalated into a Helpdesk ticket, and how long they have been open. Present only where the Helpdesk is installed. | Status |
| Maintenance cost & downtime | What repairs have cost and how much time equipment spent out of service. The report that turns a repair habit into a replacement decision. | Maintenance type, category |
| Warranty expiry | Cover about to run out, within a horizon you choose. Already-lapsed cover is excluded — this is a report about what you can still act on. | Horizon |
Audit — what a count found
| Report | What it shows | Filters |
|---|---|---|
| Audit compliance | How far each campaign has got — counted, outstanding, findings, and whether it can still certify. | Status |
| Audit discrepancies | Everything a count did not agree with, and what has been decided about each. | Campaign, result |
| Missing & lost | Equipment somebody has reported as gone — the fault categories that mean “we cannot produce this any more”. | — |
Condition & data — how good the register is
| Report | What it shows | Filters |
|---|---|---|
| Data quality | Every asset with its completeness score, worst first, and when it was last marked. The reporting view of the Data Quality Workbench — read it here, work it there. | Category |
The score shown is the one computed overnight, not recalculated as you look at it. That is deliberate: it is the same number the Overview and the workbench show, so the three can never disagree with each other.
Finance — what it is worth
Six reports, all behind the finance permission. Cost, carrying value and disposal proceeds are a narrower grant than “read the equipment register”: plenty of people who legitimately look equipment up have no business seeing what the company paid for it.
| Report | What it shows | Filters |
|---|---|---|
| Depreciation schedule | What each asset is being written down by and over what period, read from the financial books. | — |
| Roll-forward | One row per posted period: opening balance, what was charged, what moved, closing balance. The report an accountant reconciles from. | — |
| Book value register | Cost, accumulated depreciation and current carrying value, asset by asset. | Book, status |
| Fully depreciated but still in use | Equipment written down to nothing that people are still using. Either the useful life was wrong or the replacement is overdue — both worth knowing. | — |
| Impairments | Write-downs that actually landed in a posted period, rather than ones merely proposed. | — |
| Disposal gain / loss | What was disposed of, for how much, against what it was still carried at — and therefore the gain or loss on each. | Method, status |
Which report, for whom, how often
| If somebody asks… | Open | Typical cadence |
|---|---|---|
| “Where is all our equipment?” | Custody register | On demand |
| “Prove who had this laptop in March.” | Chain of custody | On demand — usually for an auditor |
| “Who has not signed for their kit?” | Pending acceptance ageing | Weekly |
| “What is overdue back?” | Overdue returns | Weekly |
| “What is broken right now?” | Open issues | Daily, by whoever runs service |
| “Should we repair this again or replace it?” | Maintenance cost & downtime | Quarterly, per category |
| “What loses cover this quarter?” | Warranty expiry | Monthly |
| “When did we last count this?” | Audit due | Before planning a campaign |
| “What did the count find?” | Audit compliance, then discrepancies | During and after a campaign |
| “How trustworthy is this register?” | Data quality | Monthly |
| “What is the estate worth?” | Book value register | Month end |
| “Reconcile depreciation for the period.” | Roll-forward | Month end |
| “What is old enough to plan a refresh?” | Asset age, then Fully depreciated but still in use | Annually, at budget time |