Customer Equipment
Customer Equipment (Customer Assets) is the catalog of the equipment, machinery or items your customers own that your company services or maintains. Registering each piece of equipment with its brand, model and serial number lets you pick exactly which customer asset a Service Request or Work Order applies to, and later review its full service history in one place.
What is it and what is it for?
A Customer Asset represents a physical item owned by a customer (for example an air conditioner, a vehicle, an industrial machine) that your company provides technical service for. Each asset is linked to a customer and, optionally, to an Item/Service in your catalog, along with its identification details: brand, model, serial number and year.
Its value shows up in Service transactions: when creating a Service Request, a Work Order or a Service Contract, you select the matching Customer Asset so the record shows exactly which of the customer's belongings was serviced. This lets you later print a History Report that gathers, for a single asset, every service intervention it has had.
How to use it
- Open the Customer Assets list. You'll see every asset with its name, the customer it belongs to, the related item's SKU and name (if any), brand, model, serial number and year.
- Click "Create". Type a Name to identify the asset and pick the Customer it belongs to; both are required.
- Fill in whatever applies: the related Item/Service (if the asset matches something in your catalog), Brand, Model, Serial Number, Year and any extra Notes.
- Save. AdmCloud validates the information (see below) and takes you to the newly created asset's detail screen.
- Pick the asset when creating a Service Request, a Work Order or a Service Contract for that customer, so the transaction is tied to that specific item.
- Review, edit, duplicate or delete an asset from its detail screen. "Duplicate" creates a new asset with the same data (except the name), useful when a customer owns several similar units.
From the list, you can check several assets and delete them in bulk with the "Delete" button, instead of opening each one individually.
Key capabilities
- A catalog of your customers' equipment, with brand, model, serial number and year, to precisely identify it when servicing it.
- An optional link to an Item/Service in your catalog, when the asset matches something you sold or installed yourself.
- Pick the asset when creating Service Requests, Work Orders and Service Contracts, so you know which of the customer's belongings each intervention applies to.
- An asset History Report, listing every Service Request and Work Order recorded for it.
- Duplicate an existing asset to quickly register several similar units for the same customer.
- Search and column customization on the list, including search by name, customer, item, brand, model or serial number.
Key fields
| Field | What it's for |
|---|---|
| Name | Identifies the asset in AdmCloud. It's required and can't be repeated across assets. |
| Customer | The customer who owns the asset. Required; the chosen customer can't be blocked. |
| Item/Service | Links the asset to an Item or Service in your catalog, optional, useful when you sold or installed it yourself. |
| Brand | The asset's manufacturer. |
| Model | The asset's specific model. |
| Serial Number | The asset's unique factory identifier, useful for warranties and technical tracking. |
| Year | The asset's manufacturing or purchase year. |
| Notes | Free-form remarks about the asset (condition, location, particulars). |
Validations on save
- The Name is required. AdmCloud won't let you save an asset with no name.
- The Name can't be repeated. If another asset already has the same name, the save is rejected.
- The Customer is required and must be a valid, non-blocked customer.
- An asset can't be deleted while it's still referenced by Service Requests, Work Orders or Service Contracts; unlink it or remove those transactions first.
Availability and permissions
- Customer Assets are available only on the Enterprise plan, with the Customer Service module active for your company.
- Viewing, creating, editing and deleting assets requires the Customer Assets permission on your user group, with its Browse, Add, Edit and Delete levels.
Tips and common mistakes
"An asset with that name already exists": the Name must be unique company-wide. If two customers own similar equipment, tell them apart by adding, for example, the serial number or a customer reference to the name.
Can't delete the asset: if the message says it has dependent transactions, check its related Service Requests or Work Orders; while they exist, the asset can't be removed.
Need to see an asset's full history? Use the History Report from its detail screen: it gathers every Service Request and Work Order recorded for that asset, so you don't have to look them up one by one.