Facilio Assets

Learn all about managing, controlling and running assets through Facilio’s efficient asset management module.

a) Assets

Facilio’s Asset Module is comprehensive and feature-rich combining asset management, inventory management, Purchasing, Contracts, Vendors, etc. Each of these features is intricately linked with each other providing you with a composite solution that allows you to be meticulous and organized. 

In this guide, you will learn more about asset management, inventory, purchase orders & requests, etc. You can click here to learn more about Contracts.

i) An Introduction

An ‘Asset’ in the Facility Management industry refers to physical equipment, devices (mechanical/manual), vehicles, furniture, machinery, high-end electronics and appliances that are fitted within a facility (site/building) to fix glitches, monitor and to keep the facility running.   

In Facilio, assets used in a facility can be listed and categorized in the following manner –

Category: The category of the asset is decided by its usage. For E.g. Energy Meter, Water Tank, Smart Pole, etc. 

Department: Slot the asset to a particular department based on who will be using it. For E.g. HVAC, Electrical, Fire Safety, etc.

Type: Defines the asset as – an equipment, device and tells you what kind of asset it is.

ii) The lifecycle of an Asset

Each asset that is used in a facility has a lifecycle. By default, it flows thus –

  • Normally, an asset once installed in the facility will be used, maintained periodically until its expiry date. 
  • An asset can be inactive for a variety of reasons – faulty parts, out-of-date components, etc. An inactive asset can become active once it is fixed.
  • Once the asset expires, it becomes inactive. The asset can become active after it undergoes an overhaul or component update from the manufacturing company.
  • When an asset is due to retire, it will be decommissioned (unplugged) from the facility. 

1.1 Lifecycle of an asset

iii) Asset Stateflow

Asset Stateflows provides you greater flexibility to devise your own process for certain assets. For example, if you are using certain assets that cannot be used beyond the expiry date, then these need to be retired immediately or certain assets from a particular manufacturer that are nearing imminent retirement, need to be removed immediately after they retire to make way for new assets. 

Stateflow provides you with an option to configure an additional process within the default framework of Facilio’s asset module. Click here to know more about adding a new Stateflow.

iv) Adding an Asset

To add an asset –

    • Head to the Assets module in Facilio and click on the New Asset button.
    • Select the Category of the Asset (e.g. Energy Meter, Cooling Tower, etc.)
    • Next input the following details –Asset Name & Description

      Note:
      Click here to know more about asset naming nomenclature
    • Category, Site, Department and the asset location (where the asset will be placed).
    • Next, provide specific details about the asset such as – 
        • Type: What type of asset is it (mechanical, equipment, etc.)
        • Manufacturer: Manufacturing company name
        • Supplier: Supplier from whom the asset was bought.
        • Serial Number & Tag Number: Serial and tag number present on the asset.
    • Next, input – 
      • Purchased date: Date when the asset was purchased
      • Retire date:  When it needs to be unplugged from the facility
      • Unit Price: Price of the asset 
      • Warranty Expire Date: Date when the warranty will expire 
      • QR Value: QR value of the asset 

Note: When an asset is retired, it will be unplugged from the facility. On the other hand, an expired asset’s warranty can be extended and the asset can become active in the Facility after renewal.

  • Select whether the Asset is movable by nature and if approval is required to move the same.
  • Select whether the asset is a rotating item or tool.
  • Lastly, input the boundary radius, where the asset would be placed. Boundary radius determines the area (in kilometers) where the asset would be available. This aids in geotagging the asset and to alert the facility manager whenever an asset is moved from its assigned location.

Note: The above-given option can be used to add all assets except energy meters. Energy meters require different parameters of input. Click here to know more about it.

vi) Importing Assets

Facilio allows you to import asset information in bulk for facilities where hundreds of devices are installed. 

To import asset information in bulk onto Facilio, you can write to support@facilio.com with the asset details that you wish to track through the application. Our support team will import the information online. 

vii) Exporting Asset Information

Asset information can be easily downloaded from the Facilio portal as .CSV or an excel sheet. For example, if you wish to download the list of all assets that are connected or any of the custom /system views given in the asset management module and click on the export icon given in the header.

  1. Schedule this View

Apart from downloading asset information, you can also schedule to send/get the asset list consolidated in an email.

  • Click on the export icon given in the header.
  • In the dropdown select the option Schedule.
  • Select the date you wish to receive, frequency, etc. 
  • Select the email (from the dropdown) where the View needs to be sent, input the subject and the description.
  • Click on Schedule.

viii) Managing & Deleting Assets

1. Editing an Asset

To edit an asset –

    • Head to the asset listing page and click on the asset name.
    • On the right-hand header, click on the vertical ellipses icon
    • Select the edit option.
    • Update or fill in asset information, as required.
    • Click on Save.

2. Bulk Updating

This option can be used to perform a bulk update on a set of assets. For example, if a set of assets are being moved to a different department, or if their manufacturer’s name needs to be updated, etc. The following information can be updated in bulk here – Department, Manufacturer, Model, Supplier, Type, Unit Price, etc.

    • To do a bulk update, head to the Asset Listing page.
    • Select the assets that need to be updated. Once selected, you will find the Update option appear on the top.
    • Select the fields that you wish to update for the Asset. Multiple fields can be selected and updated. Click on the green plus icon to add multiple fields and their updated content.
    • Click on Update.

3. Deleting Assets

    • To edit an asset, head to the Asset Listing page. 
    • Select the asset from the list. Once selected, the option to Delete will appear on the top.

ix) Working with QR Codes

QR codes in assets provide the maintenance personnel with rapid access to information about the asset, maintenance history and the work orders associated with it.

1. How to generate a QR code?

You can generate QR codes for all assets installed in the facility. Once generated, it can be printed out and stuck on the asset.

  • In the Asset listing page, select the asset name. 
  • Options to Print and Download QR will appear on top of the listing. 
  • Click on Download QR code to download QR code as a zip file. Click on Print QR and stick the code generated on the asset.
  • Once done, the maintenance personnel can easily scan the code to begin work order execution. 

2. Work Order Execution through QR Code

Work orders can be easily executed through the QR code. Here is how you do it –

  • Once the work order is assigned to the maintenance personnel, they will receive an intimation about the same in their Facilio Mobile Application.
  • Tap on the My Work Order option to view the details. 
  • Next, tap on the vertical ellipses option given in the work order detail page and select the option Scan Asset. This basically ensures that the maintenance personnel is working on the right asset at the facility. After this, he can continue to execute the work order.
  • While the above-given scenario is for those assets that have a work order, you can also tap on the Asset option in the mobile application and select the Scan Asset option to view the asset’s information and summary.

3. Replacing a defective asset & QR code configuration

Assets that are defective will have to be replaced in a facility, be it an air conditioning unit or a printer. However, the swapping process has a certain protocol that needs to be followed.

The defective asset will need to be physically moved to the storeroom associated with the facility.

The replacement asset will need to be brought out and fixed in its place. If it is to be replaced in the same location, then there is no need to update it in the application. However, if the replaced asset needs to be moved to a different location, the details of the same will need to be updated in the Asset summary.

Replaced assets will have the same QR code that the previous asset was using. This helps in multiple ways. The historical data of the previous asset remains intact and the fact that it has been replaced by a new asset gets recorded. It also aids in noting if there is consistency in the asset performance and if the problem is getting repeated, it can be easily fixed.

x) Working with Asset Summary

Facilio provides the Facility Manager with in-depth insights into various aspects of the asset. The summary has the following tabs – Summary, Maintenance, Readings,  Performance, Safety, Inventory Usage, Financials, Graphics, and History. 

These insights give the facility manager, an overall perspective of the asset in question in relation to performance, financials, safety hazards, etc.

  1. Summary

The Summary of the asset provides you with all the basic details of the asset –

    • Category, Type & Description: Provide basic details
    • Operating hours: You can also assign the operating hours for the asset here.
    • Open Work orders: Number of work orders that are at present open for the asset.
    • Active Alarms: Number of alarms that are yet to be cleared for this asset.
    • Performance Statistics: Mean Time Between Failure (MTBF), Mean Time to Repair (MTTR) and Downtime statistics of the asset.
    • Asset Information: Purchase Date, Retire Date, Warranty Expiry Date, Department, Model Number, Supplier and other pertinent information about the asset will also be available.

Note: You can also add a note for the asset here.

    • Document: Documents related to the asset can be uploaded here. This can include Warranty information, Guide or any other document associated with the asset.  

 


1.2 Asset Summary Page

  1. Maintenance

This tab provides you with information about current work orders that are pending for the asset, scheduled maintenance dates and also provides you options to view a calendar of work orders scheduled for the asset, add a new Planned Maintenance and Unplanned Maintenance Work Orders. 

1.3 Maintenance 

2.1 Show Calendar

Click on Show Calendar option to view work orders, planned maintenance and staff schedule in a calendar format.

1.4 Planned Maintenance 

2.2 Adding new planned maintenance work order

You can also add a new planned maintenance work order for an asset through the asset summary page. Here is how you do it –

    • Click on the tab Maintenance in the asset summary page. 
    • Below the basic details of the asset, on the right, you will see the option +New PM.
2.3 Adding Unplanned Maintenance Work Order

You can also add an unplanned work order if you notice anomalous readings for the asset. 

    • Scroll down the asset summary page in the Maintenance tab.
    • You will see the heading Unplanned Maintenance. Here you can also see the number of open/closed work orders for the asset.
    • On the right click on the option +New Workorder. Select a template (if required) for the work order and fill in a new work order.

1.5 Unplanned Work Orders

3. Reading

The reading tab within the Asset Summary provides varying levels of information, for different types of assets. 

Within this tab the following categories of readings are available –

Connected: This provides you with live readings logged from the asset at regular intervals. You can click on the Analytics link to view more details about each reading logged here.

1.6 Readings – Connected

Logged: These are readings that are entered manually by the maintenance personnel when they perform maintenance or executing a planned maintenance work order (where you can ask them to enter inputs from the assets). 

1.7 Readings – Logged

Formulas: This tab provides you a view of specific readings that are computed using formulas. Click here to know how to configure formulas.

1.8 Readings – Formulas

Available: This tab lists readings that are neither commissioned or manually logged by maintenance personnel during the execution of Planned Maintenance work orders. It also lists readings from the system fields, which can be utilized, if required.

4. Performance

Performance of an asset is a key metric that needs to be monitored by Facility Managers, as it is linked with energy, cost of maintaining the assets and overall workload of the facility.

The performance tab in the asset summary provides the facility manager with comprehensive information about various aspects of the asset.

The following are the sections of information that you would see here –

  • Expected Life: If the asset has a specific retirement date, it will be displayed here.
  • Estimated Time Remaining: This will give you a countdown of how long the asset will work.

1.9 Asset Performance

  • Alarm Reports: Provides you details of alarms raised recently for the asset, its severity, and duration. Mouse-over each alarm log to know more information about the same.  
  • Downtime Rates: Last downtime report and overall downtime reports provide you succinct information about the asset’s performance.

    Note: Click on the Report Downtime link to manually log a downtime request. Once added, the number of hours that the asset was down will be displayed on the screen.  
  • Failure Rate: This is a critical system-generated report that provides the Facility Managers with a graph of the asset’s failure rate.

    Note: You can adjust the period to view relevant information.
  • Average time to repair: A system-generated report that provides you useful insights into downtime and the average time taken to repair the asset.

2.0 Asset Performance

5. Financial

It’s important for the Facility Manager to keep an eye on the financial aspect of each asset, in terms of maintenance. High-value assets, unless maintained properly can break down and cost the facility huge sums of money to repair and replace. 

This tab provides the Facility Manager a view of the following –

  • Maintenance cost, Planned Maintenance and Unplanned Maintenance cost comparison with the previous year.
  • A donut chart that provides easy-to-comprehend data about the cost of materials and labor.
  • The maintenance cost trend report gives you information about how much the asset is costing in terms of maintenance and labor.

Note: You can adjust the period of this report to know specific information for a particular duration.

6. Inventory Usage

This tab specifically appears if the asset in question is ‘rotating’ in nature. In this tab, you will see who is using the asset presently and who used it earlier in reverse chronological order.

2.1 Inventory Usage

7. Graphics

The Graphics tab gives you an inside look into the working of complex assets providing you with a clear view of what you are looking at. 

Here you can see the following –

  • A graphic representation of the asset and its functioning parts with labels.
  • The graphic will also provide live readings from the sensors that are tracking them.
  • When the asset is under maintenance, anomalous readings and alerts can be visually seen through the graphic.

Note: If the graphic is not available in the asset summary page, head to Controls & Graphics module and add a graphic to any asset.

2.2 Graphics 

8. Safety

The Safety tab provides you with a list of hazards that the asset can cause, if not properly installed, utilized or maintained. It also provides you with a list of precautions that needs to be followed when working with it. Information about the hazards that the asset poses can be listed from the asset’s manual. Instructions from the installation personnel (when the asset is getting installed) can also be listed here.

  • Click on the Pink plus icon, given in the right-hand tab header.
  • Here you can select the hazards that the asset poses.
  • Below the hazard section, the precaution tab lists safety measures and accessories needed for the same.

Note: To add more hazards and precautions, head to the Safety Plan module.

2.3 Safety

9. History

Maintenance history is a piece of vital information that needs to be accessed by maintenance personnel. In Facilio, this information is present for each asset. This helps in many ways –

  • Allows the facility manager to schedule planned maintenance tasks based on the level of wear and tear seen on the asset.
  • Provides valuable information to the maintenance personnel/team assigned to perform repair/maintenance tasks
  • Alerts the maintenance personnel about a possible breakdown in the asset and allows them to take requisite preventive measures.

2.4 History

b) Inventory

i) An Introduction

While the Asset module lists all the assets (equipment & devices) that are used in the facility, Facilio also provides an inventory section to list common items that are also used e.g. cleaning equipment, signboards, carpets, fans, television, tools, kits, etc. Since they are also a part of the facility, maintaining their inventory is important and essential. 

The inventory feature helps the facility manager/supervisor to manage all things related to the facility. The different data views available in this feature also provide filtered information about different types of tools, their usage, and storerooms for each facility/building, etc.

This feature also helps you manage service vendors for the facility who provide services on a regular or periodic basis.

ii) Adding Storerooms

Each facility will essentially have a storeroom where tools, equipment, devices, and gear will be stored. These tools will be used by the different maintenance personnel teams that work in the facilities. To add a new storeroom –

  • Click on the drop-down given in the inventory header and select Storerooms.
  • In the Storeroom page, you will see a list of storerooms that are currently present, where they are located and to which facility they are attached and the name of the owner (administrator/facility manager). 
  • Click on the button New Storeroom given in the right-hand header.
  • Provide a name for the Storeroom, description, etc.
  • Select the site where the storeroom is located. Provide information as to where exactly this storeroom would be located within the site. In the dropdown provided, click on the plus icon to add address, longitude & latitude, etc. 
  • Select an owner for the storeroom. Most often the facility manager, supervisor or administrator, will take ownership of the storeroom.
  • Next, select the Serving Site to which the storeroom will be attached. Multiple sites can also be selected if the tools/devices in the storeroom are meant to be shared between the two sites.
  • Check the Approval Needed option, if the owner’s approval is required to use the tools/items within this storeroom.
  • Check the Gate Pass Needed option, if you wish to restrict access to the storeroom.

iii) Adding Item Types

Item types basically define what kind of item, the asset is. For e.g. A 2-Inch Paint Brush can be an Item Type in a Storeroom and under this item type, the quantity of 2-inch paint brushes can be logged.

One important parameter that helps categorize the items is by tagging it as ‘Rotating’. Rotating items are basically assets that can be individually tracked within a facility.  When an Item Type is tagged as ‘rotating’ it becomes easy to track the ‘issue and return’ of these Items through Facilio, as each one effectively becomes an asset.

Item Types that are not tagged as ‘rotating’ will be tracked through quantity. These items too can be issued and returned. For example, if the storeroom has ten boxes of iron nails that are lent to another site. When these items are returned, they will be tracked by the overall quantity (number of boxes) that have returned to the storeroom rather than the number of iron nails within the box.

If the item type that you wish to add is not available by default, you can click on the dropdown given in the header and select Item Types.

  • Click on the New Item Type button.
  • Upload a photo that represents the item type and input a description for the same.
  • Select a broad category for the item type to categorize the items that come within. For example, electrical, plumbing or housekeeping, etc.,
  • Provide the minimum quantity of items that need to be ordered/purchased.
  • Select the checkbox if the item type can be used in rotation. For example, cables and wires can be reused in rotation anywhere in the facility.
  • Select the checkbox if Approval (of Administrator/Facility Manager) is needed to order this particular item type. 
  • Provide the HSN code for the product type. 

Note: Harmonized System of Nomenclature (HSN Code) is a six-digit uniform code used to classify products and is accepted worldwide.

  • Click on Save.

iv) Adding Items 

Creating a meticulous inventory list in Facilio helps the facility manager to execute work orders and manage work requests immediately. The availability of tools, devices, and equipment is of paramount importance to complete a work order and to ensure that the inventory needs to be maintained meticulously. 

To add an item in the inventory list, you can –

  • Head to Asset Module. Click on the tab named Inventory
  • Click on the drop-down given in the header and select the option Items to view all the existing items in the facility. 
  • Next, select the option Storerooms in the drop-down. All the storerooms that are available in the facility will be listed here.
  • Click on a specific storeroom to add items within the same. The summary page of the storeroom will list the number of item types and items that are presently available in the storeroom and their purchase orders as well.
  • Scroll down the page to find the list of items and tools. You can click on the pink plus icon to add a single item to the storeroom. 
  • Select the Item Type from the drop-down. 

Note: If the item type you require is not available, click here to know how to add it.

  • Input the minimum number of items that need to be ordered.
  • Next, select the Cost Type for these items – LIFO FIFO. Items can be categorized as FIFO (First in and first out) and LIFO (Last in First Out). Depending on the items listed, usage, requirement, expiry dates, etc., you can list the cost type for the items.
  • Next, add the quantity and the unit price of the item. Click on Save.

v) Adding Tool Types

From nails to drilling machines, different types of tools used in a facility can be categorized within Tool types. For example, 2-inch PVC Coupling is a tool type within which tools that belong to this type can be logged.

One important parameter that helps categorize the tools is by tagging it as ‘Rotating’. Rotating tools are basically assets that can be individually tracked within a facility.  When a Tool Type is tagged as ‘rotating’ it becomes easy to track the ‘issue and return’ of these Items through Facilio, as each one effectively becomes an asset.

Tool Types that are not tagged as ‘rotating’ will be tracked through quantity. These items too can be issued and returned. For example, if the storeroom has ten boxes of iron nails that are lent to another site. When these items are returned, they will be tracked by the overall quantity (number of boxes) that have returned to the storeroom rather than the number of iron nails within the box.

You can add a new tool type to categorize the tools within them meticulously.

  • Click on the drop-down given in the inventory header and select Tool Types.
  • The tool types page will open providing details of different types of tools that are used and in what category etc.
  • Click on the New Tool Type button.
  • Here you can upload a common photo depicting the tool type.
  • Provide a name, select a category and input a description.
  • Select if the tool type is rotating in nature. For example, screwdrivers, nuts, and bolts can be used repeatedly.
  • Check the Approval Needed option if the Administrator/Facility Manager’s approval is required to use the tool type to execute a work order.
  • You can also add the HSN code of the tool type. 

Note: Harmonized Standard of Nomenclature is a six-digit uniform code used worldwide to classify products.

  • Click on Save.

vi) Adding Tool

All facilities will have a storeroom with tools that are required by the maintenance personnel to complete their work. From drilling machines to wet floor signs, a whole diverse range of tools can be used by all the teams in the facility. In the inventory home page, click on the dropdown given in the left-hand header and select Tools to view the existing list of tools in the facility.

To add a new tool in Facilio –

  • To add a new tool, go to the dropdown in the inventory home and select the Storeroom option.
  • The storeroom home page, scroll down to the Items & Tools section. Select the tab Tools to view the existing tools available in the storeroom.
  • Click on the pink plus icon to add a new tool.
  • First, select the Tool Type from the drop-down.
  • The storeroom to add the tool will be listed by default but if you wish to create a new storeroom for this tool, you can click on the plus icon given in the dropdown.
      • A pop-up window will appear where you can fill in the details to add the new storeroom.

Note: Refer to Adding Storeroom for more information.

  • Input quantity (the number of tools) and the rate per hour.
  • Provide the minimum quantity that needs to be purchased or rented for the facility.
  • Click on Save.

vii) Adding Bulk Items & Tools

You can also add items and tools in bulk in the storeroom. In the items & tools tab, click on the bulk icon next to the pink plus icon. 

  • Select the item/tool type, add quantity, unit price, and the cost will get updated automatically.
  • Options to remove or add an item/tool type is available here.
  • Add and order as many items in bulk as required and click on Save.

viii) Adding New Service

You can also add a new service here that a particular vendor/enterprise has to provide regularly or periodically.

To add a new service –

  • Head to the Assets module > Inventory.
  • In the header click on the dropdown Service
  • Existing services that are provided by the vendors will be listed. Click on New Service.
  • Provide a name for the service and description.
  • Input the duration of the service that would be provided. 
  • Next, select the vendor who would be providing the new service and the price for the same. Option to add multiple vendors is also available, if the service requires a variety of tools/items.
  • Lastly, input the SAC code.

Note: Services Accounting Code as used in GST accounting. 

ix) Issuing Tools & Items

Most heavy-duty machinery, equipment, and devices used within a facility would be borrowed for a certain period of time. Only those equipment that is very often used across different sites will be bought by the facility as their own. Therefore, keeping a meticulous record of items that have been issued to maintenance teams across different spaces/buildings is vital. Here is how you can track the items and tools used for each site/building –

  • Head to the Assets Inventory.
  • Click on the Items/Tools drop-down and select the option Storerooms.
  • Click on the Storeroom that is associated with space/building name. 
  • In the Storeroom page, click on the item/tool name and open the Summary page. 
  • Click on the option New Transaction given in the right header.
  • Select Issue Item. A pop-up window will open. 
  • Select the quantity (number of items)/tools you wish to issue and the maintenance personnel to whom it needs to be issued.
  • The current balance number of items/tools that are available in the storeroom will be displayed in the window.
  • Once issued, you will find the new transaction details available in the storeroom page.

x) Tracking return of Tools & Items 

Tools and items that are returned need to be meticulously recorded in the inventory, in order to rotate it at a later date.

  • Head to the Assets Inventory.
  • Click on the Items/Tools from the drop-down and open the summary page of the same.
  • In the Summary page, click on the button New Transaction given in the right header.
  • Select the option Return Item Return Tool as per requirement.
  • Select the item/tool name that needs to be returned.
  • Details of the item/tool issued will be present below with details as to who borrowed it, quantity, date, etc. 
  • Input the quantity that is being returned and click on the button Return.

xi) How to set a reorder level?

For each item that is stored in the storeroom, the minimum quantity is logged. If the item reaches the minimum quantity threshold, the facility manager/supervisor needs to be informed so that they can go ahead and place an order for the same. 

To set the reorder level alert –

    • Head to the Assets Inventory.
    • Click on the Items drop-down in the header left and select Storerooms.
    • Click on the storeroom name and open the storeroom profile.
    • Click on the vertical ellipsis icon given in the far-right header and click on Notification Preferences to set the alert.
    • Here a pop-up window will open with two options –
      • Out of Stock Notifications: Select the name of the User from the dropdown who needs to be notified when this tool/item goes out of stock.
      • Minimum Quantity Notifications: Here, again, select the name of the user from the dropdown who needs to be notified when this item/tool reaches a minimum level.
    • Click on Save.

c) Purchase Orders

i) An Introduction

Thousands of items will be purchased for a facility in a month. Keeping track of these orders and ensuring timely delivery requires meticulous attention.  If a particular tool or item is not available the maintenance personnel or the supervisor can raise a purchase request for the same which will be processed by the facility manager. Raising purchase requests in advance ensures that the products are ordered on time, in order to execute work orders within the required due date. This feature helps you manage the purchase of items/tools that you need to purchase and to check the list of stuff that you have received (or yet to receive). 

ii) Creating new Purchase Request

To create a new purchase request –

  • Head to Assets Module and click on the tab Purchase Orders.
  • Here the entire list of purchase requests can be seen with details as to what has been requested and when it is required and the corresponding status of this request. Lists of purchase requests can be sorted and viewed as per their status.
  • Click on the button New Purchase Request.
  • Provide a name for the purchase request and input a description.
  • Select the Vendor from the drop-down and the Storeroom for which you are raising the purchase request.
  • Select the Requested Time (a date calendar) and the Required Date (Date by which you will need the items/tools). Next, provide the billing address and shipping address for these items/tools.
  • Provide the details of the items that are required. Select the type – Item/Tool.  (Note: Select Others if what you need doesn’t come under the item/tool.) For each item/tool/others add quantity and unit price. You can also add multiple items/tools in one purchase request.
  • Next, add any extra charges that you are paying for the items/tools. Select specific price termspayment termswarrantyLD clause (Liquidated damages) and delivery time.

iii) New Purchase Order

Raising a new Purchase Order is similar to Purchase Request. While in Purchase Request, a Facility Manager or a Supervisor will have to approve the request, Purchase Orders can be raised by those who have the requisite permission to do so.

  • Head to Assets module > Purchase Orders
  • In the right-hand dropdown select the Purchase Orders option.
  • Click on the button New Purchase Order given in the right-hand header.
  • The New Purchase Order form is similar to that of the Purchase Request. So you can follow the same instructions as given here

iv) Receivables

The receivable option in Facilio, helps the facility managers to keep track of things that they are yet to receive from the vendors. Most often, the items that are purchased from the vendor are delivered as and when they become available. Therefore, a purchase order that has multiple items may not be delivered at the same time. In this case, keeping track of the items that are pending might become a challenge. Facilio’s receivables feature makes things easy for all.

  1. Adding Receipt

    • Head to Assets Module and click on the tab Purchase Orders.
    • Click on the drop-down Purchase Requests and select the option Receivables.
    • Receivables page lists all the purchase orders where items have been fully or partially received. Here you can click on filters pending or partially received to check what items are still pending from the vendor’s end.
    • If you have received certain items from a purchase order, you can click on the purchase order in the receivables page.
    • The receivables page of the purchase order gives a basic summary of what has been ordered from the vendor.
    • If the item/tool has arrived, you can log the received items. Click on the button Add Receipt.
    • Here you can select the items that have been received and the quantity that has been received. You can also add a remark for each item if required.
    • If all the items are received, you can mark the Purchase Order as fully received.
    • If a few items in the Purchase Order have been delivered, you can update the number received and the purchase order status will become Partially Received. If you have received no item from the vendor, the status will show as Pending.

2. Returning Receipt

    • If one or more items within a Purchase Order needs to be returned, open the purchase order in the Receivables section and click on the Return button (available in the top right). 
    • In the pop-up window that opens update the number item that needs to be returned and input any remarks if required.

V) Terms & Conditions

Specific terms and conditions related to any purchase of assets/contracts can be stipulated here. Details of the purchase, discounts, promise of maintenance, free upgrades or replacement of parts as promised by the vendor can be logged in Terms & Conditions. The Terms & Conditions option helps maintain the historical context of any agreement with a vendor for a particular service or asset and helps with continuity allowing a new facility manager to know pertinent details about any contract signed by the Facility.

To add Terms & Conditions –

  • Head to Assets and click Purchase Orders.
  • Click on the drop-down given left-hand side and select Terms & Conditions (T & C). (Note: This feature is also available in the Contracts module).
  • Here the list of existing Terms & Conditions can be seen. Click on the button New T&C.
  • Provide a name for the T & C and mention the type (lease/contract/agreement/transaction).
  • The Short Description provides a short summary of what the T & C is about. Click on the long description icon to open a pop-up window. Add comprehensive T & C details for an asset/service or lease contracted by the facility.
  • The terms & conditions for any asset/service/transaction/agreement can be linked to the Purchase Order of the said asset/equipment. To link it, select the option ‘Default on PO’
  • Once it is linked, the T & C will be applied to all purchase orders from that specific vendor.

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