Track your equipment

The Equipment module helps you list your gear: name, serial number, purchase date, value, location and who it’s assigned to. You can track each item’s status (active, in repair, disposed), link it to an expense and export the list. Here’s how.

What you’ll need

• Permission to view and create equipment.
• Your gear’s details (serial number, purchase date and price, warranty).
• Optional: purchase expenses already recorded, to link equipment to its expense.

Steps

1. Open the Equipment page

   From the menu, open Item & Services, then Equipment. The page shows a summary card (number of Active Equipment) and the list of your gear.

   

2. Add equipment

   Click New Equipment at the top right. The Add Equipment window opens. The Name is required.

3. Fill in the record

   Enter the Name, the Serial Number and a Description. Choose the Status (Active, In Repair or Disposed) and the Supplier. Fill in the Purchase Date, Warranty Expiration, Purchase Price and Current Value. Add the Location, the Assigned To person and a Note as needed.

4. Save

   Click Save. The equipment appears in the list with its columns: Name, Status, Purchase Date, Purchase Price, Current Value and Supplier. Expand a row to see the Serial Number, Location and Assigned To.

5. Filter, export and manage

   Use the search box and the Status (active/inactive) and Equipment Status filters to find an item. Export the list with Export PDF or Export CSV. On each row, the Edit action opens the record and Delete removes it.

6. Suggest equipment from expenses (Optional)

   Click Suggest Equipment to let InnoBooks propose equipment from your purchase expenses that aren’t linked yet. Select the ones to create, then Add as Equipment. In the list, the Expense column then offers a View expense link to the original expense.

Tips & edge cases

• An orange Possible duplicate badge flags equipment that looks like another already present; a Duplicates filter then appears to isolate them.
• The Status shows a coloured badge in the Status column: green for Active, yellow for In Repair, red for Disposed.
• The list is sorted by Purchase Date (newest first) by default; click a header to change the sort.
• Fill in the Warranty Expiration to keep track of your gear’s warranty deadlines.

Frequently asked questions

How do I add equipment?

On the Equipment page, click New Equipment, fill in at least the Name then the details (serial number, status, dates, price), and click Save.

Can I link equipment to an expense?

Yes. Use Suggest Equipment to create equipment from your purchase expenses. The Expense column then shows a View expense link to the original expense.

How do I track a device sent for repair?

Open its record with the Edit action and set its Status to In Repair. Its badge turns yellow; set it back to Active once it’s back.

Related articles

• Manage your inventory and stock
• View an item’s history