Qlomack AssetCare: assets, schedules and work orders

Register an asset

1. 1

   Step 1: Add it to the register

   Choose Register asset. Enter the Name, Category, Condition, manufacturer, model and serial number. Add the purchase date, cost and supplier, the Warranty expiry, and the Branch and Location. Choose Register asset.

   Where to find it

   1. Assets & Maintenance
   2. Asset register
   • A unique asset ID such as AST-00012 is assigned when you save.
   • You are notified 30 days before the warranty ends.
2. 2

   Step 2: Print its QR label

   Each asset has a QR code, shown in the QR label panel on the asset. Choose Print label, then Print and stick the label on the asset. Scanning it with a phone camera opens the asset’s page in Qlomack (after signing in, for people in your organization).

   • To print many at once, tick assets in the Asset register and choose Print labels. With nothing ticked, labels are printed for every asset matching the current search and filters (up to 480 at a time).
   • Labels come on A4 sheets of 24 (3 × 8, 70 × 37 mm) with the QR code, asset ID, name and location. Print at 100% scale, not “fit to page”, on matching label sheets or plain paper.
3. 3

   Step 3: Assign it to someone

   On the asset, choose Assign, pick the Employee and choose Assign. The asset shows as In use. When it comes back, choose Return and record its condition.

   • Use Transfer in the more-actions menu to move it to another branch or location. Every move is kept under Movements.

Schedule preventive maintenance

1. 1

   Step 1: Create a schedule

   Choose New schedule. Pick the Asset, enter a Title, Frequency and Next due date, and set Reminder (days before). Add an estimated cost, default assignee or service provider, and instructions. Choose Create schedule.

   Where to find it

   1. Assets & Maintenance
   2. Maintenance schedules
   • The work order is raised automatically that many days before it is due, and the assignee is notified.
   • The next due date moves on when the work order is completed.

Handle repairs and work orders

1. 1

   Step 1: Report a problem

   Anyone with access can choose Report a problem on the asset or under Work orders, pick the asset and describe What is the problem? Managers are notified.

2. 2

   Step 2: Schedule and start the work

   A manager opens the work order, uses Schedule to set a date and assignee, then Start work. For a repair, the asset shows Under repair.

   Where to find it

   1. Assets & Maintenance
   2. Work orders
3. 3

   Step 3: Record spare parts

   In Spare parts, choose Add part, then the Product, Warehouse and Quantity. Parts are issued from stock in Inventory & Resources and costed at stock cost.

4. 4

   Step 4: Complete it

   Choose Complete. Enter the Resolution, the Condition after the work, a vendor invoice reference and the labour, service and other costs. Choose Mark complete. The asset’s condition is updated and it returns to use.

Review cost and condition

• Each asset’s Maintenance tab shows its total maintenance cost and how it compares with the purchase cost; Condition history shows every change.
• Maintenance costs in the sidebar totals completed work orders by asset or by category, with Export CSV.
• Use Change status / condition to mark an asset damaged, lost, retired or disposed. Depreciation is not calculated.