Asset Management
An Asset in ianaiERP represents a physical thing the business owns — a press, a folder, a forklift, a server. The original Asset record is an accounting entity (acquisition cost, depreciation, disposal). The Equipment suite extends the same record with operational fields: its work center, parent asset, runtime status, whether it's critical, operating hours, and service dates.
There's only one asset record per physical asset — the Accounting view and the Equipment Detail view show the same record from two different angles.
Where it lives
- Create, edit, and list assets from the Assets screen (the accounting view).
- Operational detail for one asset has its own Equipment Detail page.
- + New Asset on the Assets screen opens the same form used by both views.
| Action | Needs |
|---|---|
| View the asset list and its accounting fields | View-asset permission |
| Edit any field on an asset | Edit-asset permission |
| Update runtime status only | The lighter, operator-level "flip runtime status" permission — does not include editing accounting fields |
| Move an asset to a different parent | Edit-asset permission |
This split lets a floor operator mark an asset Down without also giving them the ability to change its acquisition cost.
The equipment fields on an asset
Opening the Asset form shows an Equipment Management section alongside the accounting fields. None of these are required, so existing assets stay valid without any cleanup.
Work Center
The work center this asset operates within. One work center can have many assets; an asset belongs to at most one work center at a time.
Used for: grouping on the Equipment Hub status board, rolling this asset's status up into its work center's status (if it's critical — see below), and factoring planned maintenance into that work center's available capacity.
Leave this blank for assets that aren't on the production floor (office equipment, vehicles).
Parent Asset
A pointer to a parent asset, for building multi-level hierarchies like Plant → Line → Machine → Subassembly.
- Hierarchies are capped at 5 levels deep. The system rejects anything deeper.
- You can't make an asset a child of one of its own descendants — the picker prevents this.
- How deep an asset sits in its hierarchy, and how many direct children it has, are both shown automatically and can't be edited directly.
Moving a subtree. On the Equipment Detail page, Move in hierarchy opens a picker for the new parent (or "no parent," to make it a root). The entire subtree moves together in one step.
Status rollup. A parent's displayed status is the worst status found anywhere among its descendants, computed every few minutes — so the Equipment Hub's rollup view can show "3 descendants Down" on a plant-level card even though the plant itself doesn't directly produce anything. Being higher in the hierarchy doesn't by itself make an asset's downtime count toward its work center — that's controlled separately by whether the asset is marked Critical, below.
Critical
A yes/no flag. When an asset is marked critical:
- Its Down or Maintenance status does count toward its work center's overall status.
- Planned maintenance on it does reduce that work center's available capacity in planning.
- A status change on it is flagged with higher severity in the alerts feed.
Use this for the bottleneck machine on each line — if the press goes down, the whole line stops, so the press is critical. If the folder can go down without stopping the line, it isn't.
New assets default to not critical. Set this on each line's primary machine after creating it.
Runtime Status
The asset's current operational state: Running, Setup, Idle, Down, or Maintenance. New assets default to Idle.
It changes through an operator's action on the Equipment Hub's status board (see Runtime Status), automatically when a planned maintenance event starts or completes, and — if your company has turned this on — automatically when a work-order operation starts or ends on this asset.
A status change updates the Equipment Hub immediately, with a brief pulse animation on the affected asset's chip.
Total Operating Hours
Lifetime running hours, used by hours-based preventive-maintenance schedules to know when the next service is due. Today this is entered manually — an operator records the current reading at the end of a shift, or maintenance staff enters it after a service.
Last Inspection
The date of the most recent inspection, updated automatically when an inspection event on this asset is marked complete.
Next Service
When the next scheduled service is due, kept in sync automatically as preventive-maintenance schedules are created or completed — the soonest one across every schedule on this asset is shown here.
Warranty Until
The manufacturer's warranty expiration date. Shown on the Equipment Detail Overview tab so technicians know whether to repair in-house or escalate to the manufacturer.
Assigned Workforce
The primary operator or technician responsible for this asset. Used for maintenance-due notifications and reporting.
The Equipment Detail page
This is the operational view of a single asset, alongside its accounting record.
Header actions:
- Edit Asset — opens the same form as the Assets screen.
- Move in hierarchy — re-parent this asset.
- Runtime status menu — flip the asset's status directly; choosing Down prompts for a reason.
- A breadcrumb across the top shows the asset's place in the hierarchy (Plant > Line A > Press > Print Head), and each segment links to that ancestor's own detail page.
Tabs:
| Tab | Content |
|---|---|
| Overview | Reliability KPIs (mean time between failures, mean time to repair, total downtime this year, repair cost this year), warranty, and last inspection. A toggle rolls child assets' figures into the total. |
| Maintenance History | Every maintenance event linked to this asset, filterable by type (preventive, repair, breakdown, etc.). |
| PM Schedule | Every preventive-maintenance schedule targeting this asset, with a one-click Mark Done. |
| Spare Parts | Every spare part linked to this asset, with its stock level and usage rate. |
| Children | A tree of descendant assets, each with its own status chip and current work order. |
| Work Orders | Open and recent work orders that run through this asset's work center. |
| Custom Fields | Any custom fields your company has configured for assets. |
Choosing a parent
Wherever you're asked to pick a parent asset — on the asset form or in Move in Hierarchy — the picker shows the full asset tree with search, and disables the current asset and its own descendants (picking one of those would create a loop).
Example: setting up a plant hierarchy
A typical setup for one facility:
- Plant — "Sandpoint Facility" (an organizational node only)
- Line — "Press Line A" (organizational only)
- Machine — "Heidelberg Press 1" — critical, linked to the Press Line A work center
- Subassembly — "Print Head" — not critical, tracked for maintenance history only
- Subassembly — "Feeder" — not critical
- Machine — "Folder Unit 7" — critical, linked to the Folder Station work center
- Machine — "Heidelberg Press 1" — critical, linked to the Press Line A work center
- Bench — "Manual Cutting Bench" — not critical, linked to the Cutting Bench work center
- Line — "Press Line A" (organizational only)
Only the leaf machines that actually stop a line are marked critical. Sub-assemblies and organizational nodes (Plant, Line) are tracked for history and rollup but don't themselves determine a work center's status.
Common problems
Can't pick a parent for an asset. Either it would push the hierarchy past 5 levels deep, or you're trying to pick one of the asset's own descendants — both are disabled in the picker.
An asset doesn't show on the Equipment Hub status board. It has no work center set, or it sits below the top level while the board is in Rollup view (which only shows top-level assets).
A work center stays green even though a critical asset is Down. Double check the asset is actually flagged Critical — only critical assets' status counts toward their work center.
Status changes aren't showing up on the hub. Try refreshing the page, or check that the user making the change has the runtime-status permission.
Reliability figures (MTBF/MTTR) are blank. The asset needs at least two breakdown or repair events recorded before those figures can be calculated.