Asset and fleet management software that chases the renewals for you
Laptops, phones, furniture, machines and vehicles are easy to lose track of. MACH-HRM keeps one register: who holds each asset and whether they have accepted it, when it is next due for maintenance, which vehicle documents are about to expire, how much fuel each vehicle has used, and what each asset is worth after depreciation.
Asset management is part of the Inventory & Assets add-on. Posting depreciation to the ledger uses the fixed-asset register in the Financial Accounting add-on.
One register for everything you own
Every asset has a category, a status, a condition and a holder, so nothing depends on someone's memory.
- Categories for computers, laptops, phones, tablets, furniture, vehicles, equipment, software and more
- Status from available and assigned to maintenance, retired, lost or damaged, and a condition from new to non-functional
- Assignment to an employee, a room or a department, with the full history of who held each item and when it came back
- Employees acknowledge the assets issued to them, so there is a record that they accepted them
- Assets can be placed in rooms and moved between them, and meeting rooms can be booked
Maintenance that is scheduled, not remembered
Each asset can carry a maintenance schedule and a record of what was done.
- A maintenance frequency and next due date per asset, with assets that are due flagged
- Routine and repair maintenance recorded against the asset
- Insurance details kept on the asset record
Documents that expire
Insurance, road worthiness and licence papers are the ones nobody notices until a vehicle is stopped.
- Document types ready to use: insurance, road worthiness, vehicle licence, hackney permit, proof of ownership, CMR, invoice, warranty, manual and certificate, and you can adjust the list
- Renewal cycles per document type, such as annual or six-monthly, and a way to record each renewal
- Reminders ahead of expiry, by default 30, 14 and 3 days before, to your asset managers and, if you wish, to the person holding the asset
- A dashboard of documents that are expiring or have expired
Vehicles and fuel
Vehicles carry the extra details a fleet manager needs.
- Registration number and the vehicle's own year of manufacture, kept separate from the purchase date used for depreciation
- An optional fuel card module that you switch on when you need it
- Fuel cards with a recharge cycle, fuel usage recorded against each vehicle and a fuel history per vehicle
- A fuel usage dashboard across the fleet
Depreciation and the books
An asset can be linked to the fixed-asset register so its value is written down on schedule.
- Straight-line and declining-balance depreciation
- A schedule by period showing depreciation, accumulated depreciation and book value
- Each period's depreciation posted to the general ledger as a journal entry
How assets & fleet connects to the rest of MACH-HRM
- Inventory & manufacturing
Assets share the Inventory & Assets add-on with stock and manufacturing, so stores, equipment and vehicles are managed in one place.
- Finance Manager
Depreciation journals land in the same ledger that budgets and controlling reports read.
Frequently asked questions
Can it remind us before vehicle documents expire?
Yes. Insurance, road worthiness, vehicle licence and other documents carry an expiry date and a renewal cycle. Reminders go out ahead of the date, by default 30, 14 and 3 days before, to your asset managers and optionally to whoever holds the asset.
Can staff acknowledge the equipment they are given?
Yes. Assets issued to an employee can be acknowledged by that employee, and the assignment history keeps who held each item and when it was returned.
Does it handle fuel cards?
Yes, as an optional setting. You record fuel cards with a recharge cycle, log fuel usage against vehicles, and see a fuel history per vehicle and a usage dashboard.
Does it calculate depreciation?
Yes. Link an asset to the fixed-asset register in the Financial Accounting add-on and it is depreciated by the straight-line or declining-balance method, with each period's journal posted to the ledger.
Can we track assets by room or department?
Yes. An asset can be assigned to an employee, a room or a department, and assets can be moved between rooms.