The problem
Cameras and lenses go out to events and nobody can say who has them on Monday.
With Partiu Formatura
Check-outs recorded with owner, date, time and reason, optionally linked to the event, with search by product, asset number or person.
Business management · Assets & Fixed Equipment
Fixed assets tracked: every camera, lens and piece of equipment with a tag, owner and history
One record per asset, with an asset tag and QR Code printed by the system itself, a category that already brings useful life and accounts, a location tree, an owner pulled from the people directory, and attached documents. The same record feeds accounting fixed assets, with automatic monthly depreciation and amortization, useful life review and disposal calculated by type. Companies not yet using accounting can control their entire equipment base in physical-only mode, without generating a single journal entry.
The problem and the fix
The problems Assets & Fixed Equipment solves every day
If any of these situations sounds familiar, it is because they happen in almost every graduation company, until the right system comes in.
The problem
The event kit is put together from memory every Friday and something is always missing.
With Partiu Formatura
Kit templates: the standard equipment set is checked out in one go, without rebuilding the list, and partial returns keep what is still out always visible.
The problem
Equipment returned damaged goes back on the shelf and ruins the next event.
With Partiu Formatura
Returns record who received the item and its condition, with alerts based on the reported condition. A faulty item does not go back into operation without going through maintenance.
The problem
Preventive maintenance is only remembered when the equipment breaks in the middle of the season.
With Partiu Formatura
Preventive and corrective maintenance with supplier, cost, date and next scheduled service, with alerts by due date and cycle limit.
The problem
Purchased assets never make it onto the balance sheet and accounting depreciates nothing.
With Partiu Formatura
Integration with fixed assets: acquisition, useful life, automatic monthly depreciation, transfers and accounting disposal. The same record serves both the physical and the accounting side.
The problem
Nobody knows how much it costs to maintain the equipment base each year.
With Partiu Formatura
Maintenance history per asset with supplier and cost, indicators for items in use, overdue and returned, and cost allocated in management analysis.
The problem
The same laptop is registered in the field team's system, the inventory spreadsheet and accounting, with three different asset numbers.
With Partiu Formatura
A single asset record: the field team entry, the inventory item and the fleet vehicle all point to the same record, and accounting reads from it. One asset number, valid everywhere.
The problem
Whoever registers an asset has to know the useful life and the accounting code by heart, and everyone fills it in differently.
With Partiu Formatura
Categories with defaults: choosing "IT Equipment" already brings useful life, depreciation method, residual value and all three accounts. The person registering types the description and amount, and can override when a case falls outside the default.
The problem
The company wants to control its equipment but does not use the system's accounting yet, and every record requires an account.
With Partiu Formatura
Physical-only control mode: the asset has a record, tag, location, owner and history without generating entries or entering depreciation. When accounting is turned on, the same record works for both sides.
The problem
Asset labels are handwritten with a pen and are useless for any kind of audit.
With Partiu Formatura
Asset tags with a system-generated QR Code and print-ready labels. During an audit, scanning the QR or typing the tag opens the asset's full record instantly.
The problem
The equipment invoice, manual and insurance policy sit in different folders and nobody can find them when a claim comes up.
With Partiu Formatura
Documents attached to the asset record by type (invoice, manual, inspection report, insurance policy, custody agreement and photo), with warranty and policy terms recorded by date.
In practice
Real examples of Assets & Fixed Equipment working for you
Everyday situations at graduation companies, from the problem to the result, using the modules on this page.
The end of equipment that "nobody took"
The scenario
A studio with six photographers lost, on average, one item per quarter (a battery, a flash, a lens) without being able to identify who last had it.
With the system
Every check-out started requiring an owner, event and return date. The overdue items dashboard became a standing item at the Monday meeting.
The result
Losses dropped to almost zero within six months: when every item has an owner and a due date, "nobody took it" stops existing, and the history per person showed where the process was failing.
Event kits assembled in minutes, not hours
The scenario
Every Friday, the coordinator built the equipment list for each weekend event in a spreadsheet, checking item by item.
With the system
Kit templates were created by event type: graduation wedding, commencement ceremony, outdoor photo shoot. Check-outs became the whole kit at once, each piece of equipment with its quantity.
The result
Logistics prep went from hours to minutes, no event left without a critical item, and partial returns made it clear what was still in the field.
Preventive maintenance before the season
The scenario
Two cameras failed at events in the same week and the company found out none had been serviced in over two years.
With the system
A preventive maintenance plan was set up per asset, with cycle limits and due date alerts. While in maintenance, the asset is unavailable for check-out.
The result
Failures at events dropped sharply, maintenance costs became planned instead of emergency spending, and the history per asset guided the decision to replace the most problematic equipment.
How it works
How information flows through Assets & Fixed Equipment
Every step is a real module, and what comes out of one goes into the next without anyone typing it again.
- 1The asset comes inThe record is created with a tag, QR and category, which already brings useful life and accounts.
- 2The asset gets an addressLocation in the company tree and an owner chosen from the people directory.
- 3The event reservesThe check-out records owner, event and due date, or the whole kit at once.
- 4The system keeps watchAlerts for overdue items, maintenance due and poor condition arrive before the problem.
- 5The asset comes backThe return is checked item by item, with condition recorded and pending items visible.
- 6Accounting keeps upAutomatic monthly depreciation and disposal with the gain or loss calculated at the end of the asset's life.
Module by module
Everything included in Assets & Fixed Equipment
15 modules and 111 features on this page, all running on the same class, graduate and event records.
Good Sheet
One record per equipment, which serves physical control and accounting.
- Description, nameplate, brand, model and serial number in the same place
- Tangible or intangible asset, for equipment, software and license
- Standardized conservation status: new, good, fair or poor
- Only physical control mode, with form and history without accounting entry
- Unique serial number and plate per company, preventing duplicate registration
- Cost, accumulated depreciation, book value and monthly installment on the same screen
- History of movements by accrual, from acquisition to retirement
Plate and QR Code
The label leaves the system and returns the entire card when read.
- Unique QR Code for good, generated by the system itself
- Label ready to print with nameplate, description, QR and location
- Reading by QR or typing the nameplate by opening the form instantly
- New QR generated when label is lost or damaged
- Goods without nameplates and without QR indicated on the panel
Categories with Accounting Standards
The category knows the useful life and the accounts, and the registration inherits everything.
- Useful life, depreciation method and residual in percentage by category
- Asset, accumulated depreciation and expense accounts set up once
- Suggested preventive maintenance frequency per group of assets
- Inheritance in the property registry, always overwriteable case by case
- Annual reference rate recorded by category
- Changing the category does not recalculate well as it is already depreciating
Locations and Responsible Persons
Where the good is and who is responsible for it, without a name typed by hand.
- Free location tree: unit, building, floor, room, warehouse, vehicle and external
- Filter by a floor also bringing the rooms within it
- Responsible for the item chosen in the employee register, not in free text
- Person responsible for the location, who may be different from the person responsible for the property
- Place with good inside is deactivated instead of deleted, preserving history
- Count of assets by location directly in the list
Asset Documents and Maturities
Invoice, manual, report and policy attached to the equipment file.
- Attachments by type: invoice, manual, report, photo, policy, term and document
- Supplier and incoming invoice number recorded on the form
- Warranty and policy validity with date
- Photo of the property on the file, for visual checking
Form Shared with Other Modules
The same goes for field control, inventory, fleet and accounting.
- Link with the FreeEquipe asset, which continues to take care of custody in the field
- Link with the purchased stock item, without parallel registration
- Link with the fleet vehicle, which maintains its own documents and supplies
- An asset number valid across all modules
- Cost center and branch of the asset for management analysis
Depreciation, Amortization and Write-off
The asset enters the asset, depreciates on its own every month and leaves with a registered write-off.
- Linear depreciation, by declining balance or by units produced, calculated on an accrual basis
- Amortization of intangible assets by the same engine, with its own account and label
- Idempotent routine: running the same skill twice does not duplicate anything
- Calculation on the accumulated, with skipped month entering the next one
- Pro-rata per days in the first month of use, when the company chooses this criterion
- Review of useful life and residual value from the validity period onwards
- Transfer between cost center and branch dividing the monthly installment by the days on each side
- Write-off due to sale, scrapping, loss, donation or accident, with gain or loss determined
- Partial write-off and write-off reversal, without deleting history
- Well in control just physical stays out of the routine, without dirtying the summary
- Accounting entry generated together, with a trace back to the asset file
Escrow and Liability Term
The equipment leaves with the name of whoever took it and returns with verification.
- Out of custody for collaborator, freelancer or third party, with expected return
- Term of liability generated with the item data and signed upon delivery
- The same good does not come out twice: the second exit is refused while the first is open
- Return with conservation status checked and observation recorded
- Expired custody indicated on the panel, with who is in possession and since when
- FreeEquipe custody reflected here, without parallel registration of the same equipment
- Transfer between locations, managers, cost centers and branches with a history
Physical Inventory
The park's count was done via cell phone, with what was expected frozen at opening.
- Open inventory by location, category or branch, with the expected list frozen upon opening
- Counting by reading the QR or typing the tag, directly from your cell phone
- Repeated count of the same item does not double, even with internet fluctuating
- Read code that no one recognizes enters as a surplus, instead of stopping the count
- Separate discrepancies in shortages, surpluses and items outside the expected location
- Transfer made during counting does not become false divergence
- Nothing is downloaded alone: the investigation proposes and someone decides item by item
- Inventory report who counted, when and what was adjusted
Maintenance and Gauges
Preventive in the calendar, corrective with cost, and the reading that also feeds depreciation.
- Preventative maintenance plans per asset or category, with specific frequency
- Preventive and corrective maintenance orders with person responsible, deadline and status
- Part and service cost added to the asset’s history
- Hourmeter and odometer reading recorded by competence
- The same reading feeds the depreciation by units produced, without posting twice
- Well stopped for maintenance indicated on the plug and on the panel
- Overdue preventive alerts triggered every day by the system
Stock Acquisition, Apportionment and Migration
The good is born checked, with shipping and discount at the right cost.
- Acquisition entry from the note, with linked supplier and document
- Shipping and discount prorated by value between items, not by quantity
- It's good as a draft and won't be depreciated until no one checks it.
- Category without accounting account brings the asset under physical control only, instead of accounting incorrectly
- Migration of what was already in stock, expanding the quantity by one good per unit
- Idempotent migration: running again does not create the entire park in duplicate
- Apportionment of depreciation between cost centers per day, as a management memory, without rewriting the completed item
CIAP and Asset Credit
The ICMS credit on the appropriate fixed assets in forty-eight installments, with proof of the calculation.
- Credit control per asset, installment by installment, over the four years
- Proportion of taxed outputs reported by accrual, which defines how much comes in per month
- Without the proportion informed, nothing is appropriate, because crediting everything is an invitation to gloss over
- Unappropriated installments from the previous month appear as lost, with the amount in cash
- Write-off of the asset closes the CIAP recording the balance that was no longer used
- Statement by accrual, ready for the accessory obligation
Reassessment, Impairment and Reports
Report registered, adjustment calculated by the system and the table that closes with the ledger.
- Assessment recorded with report, appraiser and date, separate from the act of applying the adjustment
- Adjustment calculated by the system based on the assessed value, never entered directly into the balance
- Loss due to impairment recognized when the value in use is below the book value
- Impairment reversal limited to the loss that was previously recorded, as required by the standard
- Revaluation and capitalization of improvements based on the next accrual, without retroacting depreciation already posted
- Period movement chart summed by the ledger, showing the difference against the chips instead of hiding it
- Reports by category, location, person responsible, cost center and branch, exportable in PDF and Excel
Heritage Panel
How many there are, where they are and what remains to be registered, on one screen.
- Active assets, written off, fully depreciated and in physical control only
- Consolidated acquisition cost, accumulated depreciation and book value
- Distribution by category, location and conservation status
- Registration pending: no plate, no location, no person responsible and no QR code
- Each pending issue opens the already filtered list, ready to correct
- Cut by branch, for groups with more than one unit
Asset Maintenance (EAM)
From the preventive plan to the work order with hours, parts and cost, on the same asset record.
- Asset hierarchy: parent equipment and components, in as many levels as the operation needs
- A, B or C criticality calculated from impact on safety, production and cost, with author and date
- Asset linked to the work center, so downtime shows up in production capacity
- Service request opened from the panel or by scanning the asset QR code, with photo and priority
- Triage that turns into a work order or a rejection with a reason
- Work order with staged tasks and a checklist per task
- Hours logged per technician, with start, finish and labor cost
- Parts reserved and issued through the same path as production inventory, with either a binned warehouse or simple stock
- Failure classified by symptom, mode and cause, with a catalog per asset type
- Multi-task preventive plans by date, by hour meter or odometer, or whichever comes first, with tolerance
- Due dates counted per asset: assets on the same plan come due on different dates
- Automatic generation of preventive work orders with a configurable horizon and grouping by asset
- Inspection routes with checkpoints, acceptable range and readings taken on a phone
- An out-of-range reading opening a service request linked to the measurement
- Maintenance contract with response and resolution SLAs, frozen into the work order at the moment it is linked
- MTBF, MTTR, availability, backlog in hours, preventive versus corrective and plan adherence
- Maintenance cost as a share of asset value, with the metric left blank when there is no basis for it
- Technician app with the work order queue, checklist, photos, hours, materials and meter readings, working with no connection
- Fleet maintenance using the same work order engine, without losing documents and fueling records
Find the right plan for Assets & Fixed Equipment
Compare the modules and choose the setup that fits your operation.