Asset Management

What You’ll Learn

In this module, you’ll explore how UTM tracks its physical assets - from computers and furniture to vehicles and buildings. You’ll see how BigLedger manages the complete asset lifecycle from purchase to disposal.

Before You Begin: Key Terms Explained

Why This Module Matters

Asset Management is essential for:

• Tracking valuable equipment - Know where everything is
• Financial accuracy - Proper depreciation for financial statements
• Audit compliance - Complete history of all assets
• Budget planning - Know when assets need replacement

Test Scenario 1: View the Asset Register

Objective: See all registered assets

Time: 3 minutes

Step-by-Step Instructions

1. Navigate to: Assets → Asset Register

2. View the list of assets

3. Use filters to find specific assets:

   Filter	Example
   Category	Office Equipment
   Location	Block A
   Custodian	Finance Department
   Status	Active

4. Click on any asset to see details

What You’ll See

Test Scenario 2: Register a New Asset

Objective: Add a new asset to the system

Time: 5 minutes

Step-by-Step Instructions

1. Navigate to: Assets → Asset Registration → New Asset

2. Fill in asset details:

   Field	Example
   Description	Dell Computer Workstation
   Category	Office Equipment
   Location	Block A, Room 101
   Custodian	Finance Department
   Purchase Date	Today
   Cost	RM 5,000

3. Set depreciation:

   Field	Example
   Method	Straight-Line
   Useful Life	5 years
   Residual Value	RM 500

4. Save the registration

What Happens

• Unique asset code is generated
• QR code is created for the asset
• Depreciation schedule is calculated
• GL entries are posted (Debit: Asset, Credit: Bank/AP)

Test Scenario 3: Transfer an Asset

Objective: Move an asset to a different location or department

Time: 3 minutes

When You’d Do This

• Staff moves to a different office
• Department reorganization
• Equipment relocated to another building

Step-by-Step Instructions

1. Navigate to: Assets → Asset Transfer → New Transfer

2. Fill in transfer details:

   Field	Example
   Asset	Select the asset
   From Location	Block A, Room 101
   To Location	Block B, Room 205
   From Custodian	Finance Department
   To Custodian	HR Department
   Reason	Staff relocation

3. Submit the transfer

4. Wait for approval (if required)

What Happens

• Transfer request is routed for approval
• Both parties are notified
• Once approved, asset record is updated
• Complete history is maintained

Test Scenario 4: Asset Loan

Objective: Temporarily assign an asset to someone

Time: 3 minutes

When You’d Do This

• Laptop loaned to staff for event
• Projector borrowed for meeting
• Equipment for off-site work

Step-by-Step Instructions

1. Navigate to: Assets → Asset Loan → New Loan

2. Fill in loan details:

   Field	Example
   Asset	Projector P-001
   Borrower	Ahmad bin Ali
   Loan Date	Today
   Expected Return	3 days from now
   Purpose	Conference presentation

3. Process the loan

What to Notice

• Asset status changes to “On Loan”
• Reminder is scheduled for return date
• Overdue items are flagged
• Complete loan history is kept

Test Scenario 5: Run Depreciation

Objective: Calculate monthly depreciation

Time: 3 minutes

Step-by-Step Instructions

1. Navigate to: Assets → Depreciation → Run Depreciation

2. Select options:

   Field	Example
   Period	Current month
   Category	All (or specific)

3. Preview the depreciation amounts

4. Post the depreciation

What Happens

Test Scenario 6: Dispose of an Asset

Objective: Remove an asset from service

Time: 3 minutes

When You’d Do This

• Asset is sold
• Asset is scrapped (no longer usable)
• Asset is donated
• Asset is written off

Step-by-Step Instructions

1. Navigate to: Assets → Asset Disposal → New Disposal

2. Fill in disposal details:

   Field	Example
   Asset	Select the asset
   Disposal Type	Sale / Write-Off / Donation
   Disposal Date	Today
   Proceeds	RM 500 (if sold)
   Reason	End of useful life

3. Submit for approval

What Happens

• Gain/Loss is calculated automatically
• GL entries are posted
• Asset is marked as disposed
• History is retained for audit

Test Scenario 7: Physical Inspection

Objective: Verify assets exist and are in their recorded locations

Time: 3 minutes

Step-by-Step Instructions

1. Navigate to: Assets → Asset Inspection → New Inspection

2. Select a location to inspect

3. Generate the inspection checklist

4. For each asset:

   • Scan QR code (or search manually)
   • Mark as Found / Not Found
   • Note any discrepancies

5. Submit the inspection results

What to Notice

• System shows expected assets for that location
• QR scanning speeds up verification
• Missing assets are flagged for investigation
• Reports show inspection coverage

Your Progress Checklist

Mark off what you’ve completed:

Key Takeaways

After completing this module, you’ve seen that BigLedger:

Quick Reference: Navigation

What’s Next?

You’ve completed the Asset Management evaluation. Choose your next module:

Questions?

If anything wasn’t clear or you’d like a live demonstration:

• Demo Coordinator: fatimah@bigledger.com
• Technical Support: support@bigledger.com