Workcube Wiki

Physical Assets

All kinds of records related to physical assets and IT assets from the vehicle to the computer are kept in this module. An unlimited number of physical assets and IT asset categories can be defined. Assets are associated with departments and people. All kinds of information such as the place of purchase of the asset, warranty information, service company information, periodic maintenance details can be recorded. Maintenance support agreements and all their details are tracked and managed on an asset basis. Different information about IT assets such as memory, processor, hard disk can be saved separately. These features are defined parametrically by the business itself.


Before Use

  • Physical Asset Categories
  • Physical Asset Subcategories
  • Asset Status
  • Physical Asset Work Groups
  • Purpose of Use
  • Brands
  • Add Brand Type
  • Add Brand Type Category
  • Add Received Support Category
  • Place Definitions

Modules and Functions

Vehicle Management

  • Adding license plate information, associating with the company, viewing the authorized person
  • Selecting vehicle type and subcategory
  • Associating the vehicle with the branch office, defining the department, and associating the user with the department
  • Associating the vehicle with two different responsible and choosing shared use
  • Adding the purchase date, price information, and choosing the currency of the vehicle
  • Vehicle purchase, rental, leasing, contract option
  • Associate defined vehicles with another asset
  • Adding fixed asset number, first km, date information, and explanation of the vehicle
  • Condition, fuel type, work group, the purpose of use, and model selection
  • Add a document belonging to the vehicle and associate it with the attached document
  • View all vehicle and vehicle information, save in Word, Excel, and PDF format

License Management

  • All license information such as the province, district, Registration Licence Plate No., First Registration Date, VIN No., brand, model, type, color, weight, Capacity/kg and person, examination entry period and date, Registration Sequence No. and date, engine number and engine power, Engine Displacement and adding additional features.
  • Selection of use and fuel type for the defined license,
  • Add Carrying Capacity and select defined units
  • Adding Fuel cost per km, Start km information, size information, and 5 different feature information
  • Adding license holder information and vehicle Residential Address
  • Saving the vehicle's history, property information, and related updates in Word, Excel, and PDF format
  • Saving license information in Word, Excel, and PDF format, printing and sending by mail
  • Shipping record information, description, adding a shipment number, and specifying a shipping date
  • Associating with the shipping branch office and person
  • Adding the shipping document number and license plate, choosing the transport and document type, associating with the transport company
  • Selecting a defined unit and stage such as shipping unit, quantity, Dimensional Weight
  • Choosing VAT and currency
  • View shipping information, save in Word, Excel, and PDF format

Vehicle Agreement Management

  • Create a title, description, and vehicle information for each agreement
  • Associate and view agreements with the company and responsible employee
  • Adding agreement start-end dates, adding documents
  • Associating agreements with the relevant project
  • Add support category status and rental information
  • Adding a price, setting a payment period, and choosing a currency

KM Management

  • Associating KM information with a license plate, responsible person, and branch office
  • Specifying KM date information, adding previous KM information and explanation, adding last KM date and information
  • Out of Work hours use option
  • View KM information, save in Word, Excel, and PDF format

Fuel Management

  • Adding fuel, document number, document date, fuel amount, associating with a license plate, fuel company, user branch office, and responsible person
  • Adding fuel and maintenance cost information, excluding, included, and unlimited option feature
  • Fuel and document type selection
  • Adding the total amount with VAT, choosing a currency
  • View fuel information, save in Word, Excel, and PDF format

Ticket Transactions Management

  • Adding ticket number, associating with a defined accident
  • Associating tickets with a license plate, branch office, and responsible person
  • Adding a ticket receipt number, choosing a ticket type, adding a ticket date
  • Specify ticket payment date, choose paid currency
  • Selecting the license, driver's license, company, and person to which the ticket belongs
  • View ticket records, save in Word, Excel, and PDF format

Maintenance Management

  • Associating maintenance results with asset, maintenance company, and project
  • View maintenance company and authorized person
  • Associating maintenance results with 2 different employees
  • Associating maintenance results to maintenance type
  • Specify start – end date and time for maintenance results
  • Adding KM information, maintenance number, and two different explanations to the maintenance results
  • Adding and selecting document types in maintenance results
  • Insurance payment for care outcomes Yes – No options
  • Adding VAT total amount information, choosing a currency
  • Normal, legal options in maintenance types
  • Adding a maintenance item on a row basis
  • Listing by filtering maintenance information, printing, copying, saving in Word, Excel, PDF format, sending as e-mail

Cash Register

  • Cash register, IP information, adding notes and associating with an existing document, viewing
  • Selecting a defined cash register and work group, associating with a defined branch office, and type
  • Adding import file path information
  • Adding five different additional features for the cash register
  • List cash register information and expenses by filtering
  • Add maintenance results, list results by filtering, view agreements
  • Copying, printing assets

Failure Notification

  • Add document number and description
  • Associating with a defined asset, work center, maintenance type, project, contact person, and failure reporter
  • Indicate failure date and time
  • Failure code selection, adding notes, and viewing
  • Add, view maintenance plan and result
  • Adding documents, associating with existing information, and viewing
  • Printing failure notifications

Maintenance Results

  • Associating with defined asset information, maintenance type, project maintenance company, and two different employees
  • Specify a start – end date
  • Adding maintenance KM information and maintenance number and document number
  • Adding two different explanations and row-based maintenance item information
  • Selecting a defined document type
  • Adding VAT total amount information, choosing a currency
  • Normal–legal option in maintenance operation type
  • Yes-no option in insurance payment
  • View result information components
  • Listing by filtering maintenance results, printing, saving in Word, Excel, PDF formats, and sending mail

Maintenance Receipt

  • Selecting a defined transaction type, associating with a defined current account, viewing current and authorized person
  • Associating with defined warehouse and paid by field
  • Adding maintenance information based on serial number and row
  • Specify document date, due info, and due date
  • Choosing a document type and adding a reference number
  • Credit card, cash, bank selection, and association with a defined payment method

Maintenance Plan

  • Associating the maintenance plan with the asset and the defined maintenance type, person
  • Specifying maintenance plan date, period/km, day hour, and minute information and adding explanation
  • Selecting and adding a maintenance plan period
  • Add maintenance result and view its components
  • Listing by filtering maintenance plans, printing, saving in Word, Excel, PDF format and sending mail

Maintenance Schedule

  • Listing by filtering the maintenance calendar, printing, saving in Word, Excel, PDF formats, and sending mail

Related Functions in Other Modules

It works in integration with the Finance and Accounting modules within the scope of monitoring the economic and lifetime and executing all repair-maintenance processes centrally.

Integrated with the Digital Assets module, it provides an ideal solution for institutions to manage all their digital and physical archives and allows the management of physical assets open to common use within the institution.

It works in integration with the fixed asset module. While the financial records such as purchase transactions, valuation, and depreciation of the purchased fixed assets are followed in the fixed assets module, all of the usage and detail information after the conversion of the fixed asset into physical asset are followed up in the physical assets module.

Tip
You can label your physical assets by creating and printing barcodes or QR codes in Workcube.

Warning

It allows to keep records of physical assets, motor vehicles, and IT assets within the company and to carry out all repair-maintenance works centrally.

Suggestion
With the asset reservation feature, you can see which asset will be used when, by whom, and when it will be returned, on a single screen, and you can make smart planning according to availability.

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