XBuddy
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Asset & maintenance management

Know where every asset is, who holds it, how it is maintained

Asset register, custodians, preventive maintenance, work orders, parts and depreciation in one flow — the operating register matches accounting.

  • Every asset has a clear custodian and location
  • Preventive maintenance never forgotten
  • Repair costs and depreciation land in the right books
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Know where every asset is, who holds it, how it is maintained

The core problems

What is costing you time and money

  • No one knows who holds an asset

    Laptops, equipment and vehicles are handed over verbally or on paper forms. When someone resigns or changes department, nobody is sure the asset was ever returned.

  • Maintenance runs on memory

    Service schedules live in a technician's notebook. Overdue maintenance is only discovered when the machine breaks, bringing big repair bills and downtime.

  • Bought once, entered twice

    Purchased assets are typed into the management register by hand and again into the accounting fixed-asset card. The two records disagree from day one.

  • Depreciation and repair costs out of sync

    Spare parts taken from stock are not tied to any asset, and outside repair bills are not linked to the repair job. At period end, operating depreciation and the accounting figures differ for no clear reason.

Before and after

What changes on XBuddy

Today

  • Asset register in Excel, counted by hand
  • Verbal handovers, returns never tracked
  • Maintenance done whenever someone remembers
  • Parts issued from stock with no repair job
  • Operating depreciation out of line with accounting

With XBuddy

  • QR-tagged register, audits by scanning per location
  • Assigned to a person or location, one custodian per asset
  • Maintenance calendar, optionally generating due orders
  • Completing a work order issues parts via a goods issue
  • Assets with a fixed-asset card are posted by accounting only

The flow

7 steps, one continuous record

  1. 1

    Buy & capitalize

    Purchasing orders the asset on a PO like any other purchase. When the storekeeper receives it, the asset line on the goods receipt is added to the asset register and creates the accounting fixed-asset card, with nothing re-entered.

    • PO and goods receipt for assets
    • Register entry created from the receipt
    • Fixed-asset card created with its journal entry
    Purchasing →
    Buy & capitalize — Purchasing
  2. 2

    Asset register

    The asset manager sees every asset by category, location and status, tracked individually or by quantity. QR or barcode labels are printed and stuck on; scanning a label opens the asset directly, within the scanner's data scope.

    • Category tree with GL mapping and maintenance cycle
    • CSV import with preview
    • Print labels, scan QR/barcode
    Asset management →
    Asset register — Asset management
  3. 3

    Assign & transfer

    IT or administration assigns the asset to a person or a location and records its condition on return. Location transfers require approval, and the requester cannot approve their own transfer.

    • Check out, check in, change custodian
    • Block assigning assets that are not available
    • Partial-quantity transfers
    Asset management →
    Assign & transfer — Asset management
  4. 4

    Maintenance calendar

    The maintenance calendar shows which assets are coming due based on their category's cycle. When enabled, a nightly run generates preventive maintenance orders, optionally with a draft Work Order.

    • Calendar by category cycle
    • Due maintenance orders generated automatically
    • Optional draft Work Order
    Asset management →
    Maintenance calendar — Asset management
  5. 5

    Work orders

    A Work Order is created from an asset, a maintenance order or an internal ticket, and assigned to an owner. The technician logs labor and parts; the Complete action issues parts from stock via a goods issue and returns borrowed tools.

    • Assign, log labor and parts
    • Completion issues stock via a goods issue
    • Supplier bill for outsourced work
    Asset management →
    Work orders — Asset management
  6. 6

    Field dispatch

    When the repair needs a technician on site, the dispatcher creates an internal job from the Work Order in the Field Service app. Internal jobs are never invoiced to a customer; parts go to maintenance expense with a mandatory cost center.

    • Internal jobs start from the asset Work Order
    • Technicians take the job in the mobile app
    • Closing the job readies the Work Order to complete
    Field service →
    Field dispatch — Field service
  7. 7

    Depreciation

    Accounting runs depreciation on fixed-asset cards for the open period; periods already run are skipped, so nothing is duplicated. Assets linked to a fixed-asset card are posted by accounting only, never again by the operating register.

    • Depreciation per period, locked periods rejected
    • Depreciation split by the custodian's cost center
    • Revaluation and disposal
    Accounting →
    Depreciation — Accounting

Key capabilities

What this solution relies on

Register & tracking

4

  • Asset register

    Individual or quantity-tracked, by category, location and status.

  • QR/barcode labels

    Print labels and scan to open the asset; out-of-scope users just see not found.

  • Audits by location

    Scan assets in a session; anything not scanned is marked missing on completion.

  • Scanning on the phoneMobile

    View assets, transfers and Work Orders in the mobile app.

Custodians

3

  • Check out & check in

    One open assignment per asset; condition on return can be made mandatory.

  • Approved transfers

    Request and approve location transfers; requesters cannot self-approve.

  • Inter-company transfersAdvanced

    Move an asset to another company in the same system, with inter-company entries.

Maintenance

4

  • Calendar & maintenance orders

    Maintenance orders completed with results and consumed parts.

  • Auto preventive maintenanceAdvanced

    Nightly run generates due orders, optionally with a draft Work Order.

  • Work Orders

    Assign, log labor and parts, complete through a goods issue, raise a supplier bill.

  • Internal field jobs

    Dispatch Field Service technicians from a Work Order, never billed to customers.

Finance & assistants

4

  • One posting source

    Assets with a fixed-asset card are posted by accounting only; reruns never double up.

  • Reports

    Asset register, depreciation and maintenance cost; exporting needs its own permission.

  • Asset manager assistantAI

    Forecasts maintenance cost, warns of expiries, advises on disposal, schedules preventive work.

  • Inventory planner assistantAI

    Forecasts spare-part stock-out risk and suggests reorder points.

Handled out of the box

Hard questions XBuddy already answers

A company machine breaks and needs a technician?Raise an asset Work Order and dispatch an internal job from it; internal jobs are not billed and parts go to maintenance expense.See the how-to →When do spare parts actually leave stock?Only when the Work Order is Completed; before that, parts are planned or reserved and stock does not change.See the how-to →Never miss preventive maintenance?Set a maintenance cycle on the category and turn on auto-generation so due orders are created every night.See the how-to →Year-end stock count without counting by hand?Open an audit session per location and scan labels; unscanned assets are marked missing on completion, and the session can be reopened within 7 days.See the how-to →An employee leaves — how is equipment recovered?Check the asset in from its open assignment and record its condition on return, so the next handover knows exactly what state it is in.See the how-to →Depreciation rejected or producing no new entries?Locked periods are rejected; periods already run are skipped to avoid duplicates. Run it for the open month.See the how-to →

What’s inside

Apps and AI assistants involved

Asset managementFixed assets, lifecycle and depreciation.Field serviceService contracts, dispatch and technicians.InventoryStock, warehouses and goods movements.PurchasingVendor management and the purchasing process.AccountingJournal entries, general ledger and reconciliation.AI assistantAsset Maintenance ForecasterForecasts maintenance costs for the next 3 months based on scheduled maintenance and historical data. Alerts when budget thresholds are at risk.AI assistantField Service AssistantField service assistant — dispatch recommendations, SLA-breach prediction, parts availability, first-fix and technician-utilization monitoring across the field-service lifecycle.AI assistantInventory Planning AssistantInventory planning assistant — goods-issue and stock-request tracking, stockout-risk prediction, smart reorder, dead-stock and expiring-lot alerts, and discrepancy explanations.

FAQ

Frequently asked

We already have fixed assets in Accounting — why this app?

Accounting keeps the fixed-asset card and journal entries; Asset Management keeps operations: who holds it, where it is, maintenance and audits. The two registers are linked and only one of them posts to the ledger.

Are consumables managed here?

Consumables live in the Inventory app. Assets only record parts usage through the goods issue of a Work Order or maintenance order.

Which depreciation method does the operating register use?

Operating depreciation uses the straight-line method. For assets linked to a fixed-asset card, depreciation entries are posted by the accounting card.

Can someone outside the data scope view an asset by scanning its label?

No. The scan page only opens assets within the scanner's data scope; otherwise it reports not found.

Are revaluation entries supported under Vietnamese standards?

Yes under TT99/TT200 (revaluation surplus on account 412). TT133 has no account 412, so the system refuses rather than picking an account on its own.

Can an internal support ticket create a repair order?

Yes. Internal tickets create repair Work Orders; a ticket has only one execution path, either a Work Order or a Field Service job.

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