Equipment

Equipment is the master record for your machinery, vehicles and other assets that require maintenance, are used in manufacturing, or are part of your transportation fleet. It's the same Fixed Assets catalog, filtered to the records flagged as "Equipment": here you register its brand, model, location, class, ledger accounts and, when it applies, its transportation data (license plate, driver, fuel efficiency) and manufacturing data (hourly cost). From the record you also control its geolocation, its hierarchy (parent/child equipment), the parts and warranties linked to it, and its preventive maintenance plans.

Module: Equipment Maintenance Requires the "Fixed Assets" permission

What is it and what is it for?

A piece of Equipment is a Fixed Asset (FA_FixedAssets) with the Is Equipment checkbox turned on, which unlocks on its record all the maintenance, transportation and manufacturing information that a "regular" fixed asset (say, an office desk) doesn't need. It isn't a separate catalog — it's the same Fixed Assets record, viewed and edited from the Equipment screen with a specialized form for this use.

A piece of equipment can represent either fixed machinery (compressors, generators, production lines) or transportation vehicles. Its record is where Maintenance Orders and Preventive Maintenance Plans are generated and reviewed, and where maintenance cost reports pull their data from. When flagged as transportation equipment, it's used on Trips in the Transportation Management (TMS) module and on the associated rates. When flagged as manufacturing equipment, it can be assigned to the operations routing of a Bill of Materials (BOM) to calculate the production cost per machine hour.

Screens in this area

Screen	What it does
List	Every piece of equipment, with two variants that share the same columns: Active Equipment (default) and All Equipment (includes inactive). You can filter by subsidiary, equipment class, equipment, department and location, and customize which columns are shown.
Create / Edit	A form with all of the equipment's data, its detail of consumed parts, its meters (Meters tab) and its attached files. Includes a button to capture the device's GPS location and, when active, AI-powered autofill (Smart Paste).
Details	A read-only view of all the equipment's information, a Reports menu (pending maintenance, service history, stops and parts cost), and several tabs: Spare Parts, Warranties, Preventive Maintenance Plans and Meters (with the last reading of each meter and its date). The full readings history is reviewed on the Readings History report, from the Reports menu.
Map	Plots every active piece of equipment that has captured coordinates (latitude/longitude) on a map, with the same filters as the list.
Hierarchical View	A tree diagram showing the relationship between a piece of equipment and its "child" equipment (for example, a vehicle and its accessories, or a line and its machines), based on the Parent Fixed Asset field. The chart is interactive: you can search, expand or collapse branches, zoom in and out, switch between vertical and horizontal, and print it.

How to create a piece of equipment step by step

Open the list and click New. You need the "add" level of the Fixed Assets permission.
Enter the name. It's the only required field. The code is optional: if you leave it blank and Fixed Assets automatic numbering isn't configured, the name must be different from any other equipment or fixed asset already registered; if automatic numbering is on, the system generates the code for you.
Fill in the general data. Brand, model, year, color, serial number, subsidiary (if your company uses them), location, department, purchasing vendor, responsible employee and, if it applies, the parent equipment to place it in the hierarchy.
Pick its Equipment Class. Groups the equipment within the Equipment Classes catalog, later used in reports and transportation rates.
Configure the maintenance data that applies: whether it needs calibration, the fuel item it consumes and whether the reading must be required when dispatching parts or fuel for the equipment. The reading unit isn't typed here: each meter you define in the Meters tab carries its own. You can capture its latitude/longitude manually or with the GPS button.
If it's a vehicle, turn on the transportation (TMS) data. Flag whether it's Transport Equipment or Support Equipment and capture its license plate, registration, driver and fuel efficiency.
If it's used in production, review the manufacturing data. The Is Manufacturing Equipment field is turned on by default so it isn't forgotten when the equipment will later be used on an operations routing; also set its hourly cost.
Set the ledger accounts for depreciation expense and accumulated depreciation (if the equipment depreciates), and the parts consumption account, if different from the one on its Equipment Class.
Add the parts it typically consumes during maintenance in the corresponding section, and attach files (manuals, photos, insurance policies) if you need to.
Define its meters in the Meters tab if you'll track readings for it: one row per counter (odometer, hour meter, cycle counter), with its description and unit, and flag the main one as Default. The columns are explained under "Key fields".
Save. The equipment is immediately available to generate Maintenance Orders, Preventive Maintenance Plans and, when it applies, Trips or Production Orders.

Key capabilities

Two list variants (Active / All) that switch without reloading the page, with column customization.
Geolocation: capture the equipment's position with the GPS button and review it later on the Map screen.
Equipment hierarchy: relate a piece of equipment to its components or accessories through the Parent Fixed Asset field and review it on the Hierarchical View.
Meters of each piece of equipment, defined in its own Meters tab, so you can track several readings at once (odometer, hour meter, etc.) from the Readings screen. One of them can be flagged as the Default: it is listed first when recording readings (on Readings and on dispatches), and is the one that represents the equipment in the list and in reports. If you were already tracking your equipment's reading before meters existed, that reading was moved to a meter named "Medidor principal" (the name is the same in every language, and you can rename it in the Meters tab) on each piece of equipment, with the unit it had and flagged as the default; on the Readings History report its first row shows as recorded by "Migration".
Spare Parts, Warranties and Preventive Maintenance Plans built right into the equipment's record, with no need to visit another screen.
Maintenance cost reports by equipment, by part, by task, by employee, by customer, by contract and by month, reachable from the record's Reports menu or from other screens in the module.
Use in Manufacturing: equipment flagged as manufacturing equipment can be assigned to a Bill of Materials (BOM) operations routing, with its hourly cost.
Use in Transportation (TMS): equipment flagged as transport or support equipment is used on Trips and on transportation rates in the TMS module.
AI-powered autofill (Smart Paste), when the feature is active: paste text or an image with the equipment's data and AdmCloud fills out the form for you.

Key fields

Field	What it's for
Code / Name	Identify the equipment. The name is required; the code is generated automatically if your Fixed Assets numbering is configured that way.
Equipment Class	Group from the Equipment Classes catalog, used in reports and transportation rates.
Parent Fixed Asset	Links this equipment as a component of another piece of equipment, for the Hierarchical View.
Brand / Model / Year / Color / Serial	Descriptive data for the equipment, useful for identifying it in the field and in reports.
Location / Department / Subsidiary	Organizational dimensions of the equipment, used as filters on lists and reports.
Is Manufacturing Equipment / Hourly Cost	Enable using the equipment on a Bill of Materials (BOM) operations routing, and the cost charged to production for every hour of use.
Transport Equipment / Support Equipment	Flag whether the equipment participates in Trips in the Transportation Management (TMS) module, either as a transport unit or as support equipment during unloading.
License Plate / Registration / Driver / Fuel Efficiency	Vehicle-specific data, visible when the equipment is used in transportation.
Needs Calibration / Require Reading on Dispatches	Control whether the equipment needs periodic calibration and whether its reading must be logged every time parts or fuel are dispatched to it. The unit of that reading comes from the meter, not from the equipment.
Meters: Meter / Unit	Each row of the Meters tab is one of the equipment's counters. Meter is its free-text description (for example "Odometer" or "Engine 2 hour meter") and Unit is the unit of its reading (km, miles, hours, cycles). Both columns suggest common values and the ones you already use on other equipment, but you can type anything. The same piece of equipment can have two meters with the same description and different units (an "Odometer" in km and another in miles) or two of the same kind with different descriptions (two hour meters); what can't repeat is the description + unit combination.
Meters: Default	At most one per piece of equipment. It is listed first on the Readings screen and on the Readings tab of maintenance dispatches, and represents the equipment in the equipment list and in reports.
Meters: Inactive	Flags a meter the equipment no longer uses (for example, a replaced odometer). It keeps its readings history, but no new readings can be recorded for it (neither on the Readings screen nor on new dispatches) and it can't be used in an active preventive maintenance plan.
Latitude / Longitude	The equipment's geographic coordinates, captured manually or with the GPS button, used on the Map screen.
Depreciation Expense Account / Accumulated Depreciation Account / Parts Consumption Account	Ledger accounts used when depreciating the equipment (if it applies) and when dispatching parts or materials for its maintenance.
Spare Parts / Warranties / Preventive Maintenance Plans	Detail of the parts the equipment typically consumes, its active warranties and the preventive maintenance plans scheduled for it.

Validations when saving

Name is required.
Code must be unique when captured manually; name must be unique if the code is left blank and Fixed Assets automatic numbering isn't configured.
Annual depreciation percentage between 0 and 100.
Subsidiary is required if your company has subsidiaries enabled.
The Depreciation Expense Account, if assigned, must be a ledger account of the "Depreciation Expense" class.
Each field's length limit is enforced (name and code up to 200 characters; brand, model, color, license plate and registration up to 50; serial up to 200; fuel efficiency unit up to 20).
In the Meters tab, the description + unit combination can't repeat on the same piece of equipment, there can be only one default meter, and the default meter can't be inactive.
You can't remove from the grid a meter that already has readings (including those from dispatches) or maintenance plans: flag it as Inactive instead. Nor can you make inactive a meter that has active maintenance plans until you move those plans to another meter.
You cannot delete a piece of equipment if it has related transactions (invoices, dispatches, payroll), tasks or ledger lines referencing it, if it's assigned to a Bill of Materials operations routing, if it has Preventive Maintenance Plans, TMS trips, or "child" equipment that has it set as their Parent Fixed Asset; the system shows you the list of affected records so you know what to reassign or delete first.

Availability, plan and modules

This screen is only available on the Enterprise plan, and only when your company has at least one of these modules active: Industrial Maintenance, Advanced Manufacturing or Transportation Management (TMS). If none of those modules is active, neither the menu nor the screen will be visible.
Access is controlled by the "Fixed Assets" permission of your user group, with separate levels to view, add, edit and delete.
Some fields show or hide depending on other features of your edition: the Contract field requires the Customer Service module, and the Department, Division and Item Class fields require those dimensions to be enabled on your company.

Tips and common pitfalls

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Create your Equipment Classes first. That way you can classify each piece of equipment the moment you register it, instead of going back later to assign a class to each one.

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Always double-check "Is Manufacturing Equipment" if the equipment will be used in production. It's turned on by default when creating new equipment for exactly that reason, but you should confirm it (or turn it off) based on the equipment's actual use.

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Replaced a vehicle's odometer? Don't remove the old meter: add a new row in the Meters tab for the new odometer (flag it as Default if the old one was), move the old one's active maintenance plans to the new one, and flag the old one as Inactive. That way it keeps its history and new readings go to the new odometer.

⚠️

Can't delete a piece of equipment? Check the error message — it tells you exactly which transactions, tasks, manufacturing routings, maintenance plans or "child" equipment are still linked to it. You need to reassign or delete those records first, or flag the equipment as Inactive if you simply want to stop using it.

ℹ️

Don't confuse Equipment with the general Fixed Assets catalog. Both share the same table and base form, but the Equipment screen is meant for machinery and vehicles subject to maintenance, manufacturing or transportation; if you need to register a fixed asset that doesn't require that kind of tracking (for example, office furniture), register it from the general Fixed Assets screen instead.