How each part works

The register

One row per thing you own. Not a count of laptops — this laptop, with its own tag, its own cost and its own history.

1. 01Create the record — by hand, by import, or automatically when a purchase order is received.
2. 02It takes the next tag under your own numbering scheme. Two people adding at once can never mint the same tag.
3. 03The cost is recorded in the currency it was actually paid in, with the date — converted at the rate on that day, never quietly at today’s.
4. 04Life happens as status changes: in service, retired, disposed, lost. Nothing is ever hard-deleted, so three years on you can still show what a thing cost and who had it.

If an exchange rate is missing for a purchase date, the reports say so and list the asset separately — a wrong total is worse than an honest gap.

Custody

Who holds a thing is a dated history, not a field somebody overwrites.

1. 01Assign an asset to a person or a place — a dated row opens.
2. 02Hand it on, and the old row closes with its end date while a new one opens.
3. 03The asset’s current holder is derived from the open row. Even the application cannot write it directly.
4. 04Closed rows can never be rewritten, so “who had this in March” always has an answer you can show someone.

Labels and scanning

Your labels, not ours. If your equipment already says MUM/IT/0421, the system uses that rather than renaming your estate.

1. 01Set your scheme once: barcode type, tag format, validation rule.
2. 02Print label sheets straight from the app.
3. 03Stick them on.
4. 04Scan a tag with a phone camera and that asset’s page opens — no app to install.

Audit

The walk-the-floor physical verification that CARO 2020 asks your auditor about — done with a phone instead of a clipboard.

1. 01Start an audit for a location.
2. 02Walk the floor scanning tags. Every scan lands as found where expected or found somewhere else; whatever is left at the end was never found.
3. 03The report states its coverage — what share of the register was actually seen — and lists what was not. The real figure, including when it is not the figure you were hoping for.
4. 04Accept the count and it locks. Its scans, counts and dates stop being changeable for everyone, including us. A second count is a second count, never a correction to the first.

Helpdesk

A broken monitor becomes a ticket on that exact asset, not an email nobody files.

1. 01Anyone in the organisation reports a fault — including people with view-only access, because the person whose monitor died usually has the least access.
2. 02The ticket takes the next number in your organisation’s own sequence and attaches to the asset itself.
3. 03It is assigned, worked and resolved, with every step logged.
4. 04The asset carries its complaint history for life — a machine that fails every quarter finally looks like one.

Maintenance and AMC

Service work and the contracts behind it, attached to the machines they cover.

1. 01Record your vendors, and the contracts you hold with them — what each covers and when it ends.
2. 02Log service visits against the assets they touched.
3. 03Before a contract ends, an email reminder goes out — so a lapsed AMC is caught before the machine breaks, not after.

Procurement

From “we need a laptop” to a row in the register, without anything typed twice.

1. 01Anyone raises a purchase request.
2. 02An administrator approves or declines it — and never their own request. The database enforces that, not just the screen.
3. 03Approved lines become purchase orders.
4. 04Receiving a line creates the asset row itself — tag, cost, currency, date — so nothing bought goes missing between the invoice and the register.

Software and subscriptions

The register minus the physical part: who has a seat, what it costs, and when it renews.

1. 01Record a licence with its cost, renewal date and seat count.
2. 02Hand seats to people. A released seat closes with its date and the history stays — who held it during the period the vendor invoiced for.
3. 03If 51 people hold a 50-seat licence, the register says so. Over-allocation is reported, never hidden — that finding is the reason this module exists.
4. 04Before a renewal, an email arrives. Whether something has expired is computed from the date itself, so it is right even on a day every scheduled job failed.

Kits

Equipment that moves together — a camera bag, a site toolbox, a joiner’s day-one bundle — issued and recovered as a checklist.

1. 01Define the kit and what belongs in it.
2. 02Issuing it assigns every item through the same custody history as the plain Assign button — there is one truth about who holds what.
3. 03When someone leaves, the recovery checklist is rebuilt from what they actually hold at that moment — and it refuses to close while anything is unaccounted for.

Depreciation and the year-end

Schedule II of the Companies Act 2013, computed exactly, with the working shown — this is the one module with a paid part.

1. 01All year, free: straight-line and written-down value on the statutory useful lives, readable on screen, every figure traceable back to the asset that produced it.
2. 02At year-end, file the year. The annexure is snapshotted and the register underneath it locks — a filed year’s figures cannot be silently rewritten later.
3. 03The paid part: downloading the schedule for your audit file, and the TallyPrime journal voucher for your books. ₹24,999 a year up to 500 assets, ₹49,999 above — nothing else anywhere costs money.

The same figures stay readable on screen without paying, so you see exactly what you are buying first. Prices and what happens if you stop paying are on the pricing section.

Getting an existing register in

Import the spreadsheet you already have — or a photograph of the handwritten book.

1. 01Upload the file as it is, or start from our template. The importer maps your columns to ours and shows you the mapping.
2. 02It runs a full dry run first: every row it would create, and every row it would reject, before anything is written.
3. 03Anything ambiguous is refused, never guessed. “1.450” is 1,450 in one office and 1.45 in another, so it comes back as a row error instead of a cost that is wrong by a thousand times.
4. 04The commit only writes if the file, the mapping and the options are exactly the ones you previewed.

A photographed register is transcribed to a spreadsheet and goes through the same dry run. The photos themselves are never stored.

People, roles and the trail

Unlimited people on every plan — nothing anywhere counts seats.

1. 01Invite by email. Sign-in is a code sent to the inbox; there is no password unless someone chooses to set one.
2. 02Three roles: viewers read, editors record, administrators manage settings and membership. Your chartered accountant joins as a viewer, free, and cannot change anything.
3. 03Every change lands in an activity log that refuses edits and deletes — a rule underneath the application, which the application obeys too.