Track a service asset

Record a customer's furnace, air conditioner, vehicle or other equipment as a service asset, with its location, model and serial numbers, so every visit has its history.

In the sidebar, open Accounts, then Service Assets. The page address is /service-assets, and the form for a new one opens at /service-assets/new. A service asset is a piece of equipment the customer owns and you service: a furnace, a rooftop unit, a truck. It is not your own tools or stock; those live under Operational Assets.

Before you start

• The customer needs an account, and ideally the address where the equipment sits (see Add an account location).
• Your admin has to give your role the Create service assets permission. Without it, Track Service Asset does not appear.

Steps

1. Press Track Service Asset at the top of the list. The New Service Asset form opens.
2. Under Ownership context, pick the Customer account, then the Service location where the equipment is installed. Choose a Primary contact if one person looks after it, and an Operating branch if your organization has several.
3. Under Asset identity, type the Service Asset name (for example "Furnace, basement"), pick or create the Asset type, and add the Asset subtype, Manufacturer, Model name and Model number you can read off the plate.
4. Under Identifiers, press Add identifier and enter the serial number: choose the Identifier type, type the Identifier value, and switch on Primary identifier for the one you will search by. Add more rows for other tags or numbers.
5. Under Lifecycle and status, set the Status and Lifecycle state, and record Installed at if you know the install date. Put anything else worth remembering in Notes.
6. Press Create Service Asset.

What you see

• Nova opens the asset's own page, where its details, history and files live.
• Back on the list, the row shows the asset's name, its account, its location, the primary identifier, status and when it was last updated. View opens it again.
• Open account and Open location at the top of the form jump to the customer or the address you picked.

If something looks different

• The form refuses with Service Asset name is required. or Asset type is required.: fill those two in; everything else is optional.
• Choose the customer account that owns this Service Asset. appears: pick an account under Ownership context first.
• Service location offers only Account-level / no service location: the account has no addresses yet. Add one first, or leave it at the account level.
• You started from a location's panel with Track Service Asset: the account and location are already filled in. Starting from a customer's account with Add service asset beside the Service Assets count fills in the account.
• You are looking for equipment already tracked: see Find and export service assets.

Track a service asset