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Your guide to Asset Coding — asset registration, QR labeling, depreciation, inventory audits, check-in/out, maintenance, and reporting. Find practical steps to manage and code your organization's assets from one platform.
Last updated: June 2026
Overview of Asset Coding
Asset Coding is a cloud-ready platform for registering, coding, tracking, and valuing fixed assets and equipment. It helps operations, finance, and IT teams maintain accurate asset records with QR labels, audit trails, and role-based access.
- Asset registry — categories, custom fields, documents, and photos.
- QR & barcode coding — unique tags, label printing, and mobile scanning.
- Depreciation — schedules and book-value reports for accounting.
- Inventory audits — planned counts with variance tracking.
- Operations — check-out, maintenance, requests, and disposals.
Quick Start
Follow these steps to get your asset catalog running:
- Sign in with your administrator account (created during installation).
- Configure company settings, departments, and asset categories.
- Add your first assets manually or import via spreadsheet.
- Print QR labels and attach them to physical items.
- Assign assets to employees or locations using check-out.
- Run a test audit to verify scanning and reporting.
Asset Coding & QR Labels
Each asset receives a unique identifier (asset tag). Generate QR codes from the system, print labels, and scan to open the record instantly.
Creating assets
Enter name, category, purchase date, cost, location, and custodian. Upload warranty documents if needed.
Printing labels
Use the label generator to print QR stickers aligned with your asset tag format.
Scanning
Scan from the browser on mobile or desktop to view or update status and location.
Public link
Optional read-only public page for asset details via secure link.
Depreciation
Configure depreciation methods and useful life per category. The system calculates periodic depreciation and remaining book value.
- Straight-line and declining-balance methods where supported.
- Period reports exportable for finance.
- Asset-level history of depreciation entries.
Inventory Audits
Plan audits by department or site, scan expected assets, record actual status, and close with a variance report.
Create audit session
Define scope (location, category, department) and assign auditors.
Field scanning
Mark assets found, missing, or in wrong location during the walk-through.
Close & report
Review variances and export results for compliance.
Check-out, Maintenance & Requests
Track who holds each asset, schedule maintenance, and let employees request equipment through approval workflows.
- Check-out / check-in — custody and return dates.
- Maintenance — work orders and service history.
- Asset requests — employee requests with manager approval.
- Disposals — retirement workflow with documentation.
Users & Permissions
Use roles (admin, manager, employee) to control who can create assets, run audits, approve requests, or view financial data.
- Admin — full settings, users, and reports.
- Manager — department assets, approvals, audits.
- Employee — view assigned assets and submit requests.
Reports & Dashboard
Dashboards show asset counts, values, maintenance due, and audit status. Export reports to PDF or Excel.
- Asset register and valuation summaries.
- Depreciation schedules by period.
- Audit results and variance lists.
- Maintenance and check-out activity.
Troubleshooting
Common issues and quick fixes:
QR scan not opening asset
Verify the tag matches an active asset and you are signed in with permission to view it.
Label print misaligned
Check printer settings and label template size in settings.
Cannot sign in
Use forgot password or contact your administrator to reset access.
Slow performance
Check network connection and clear browser cache; contact support if persistent.
Need more help?
Contact the Asset Coding support team via email or WhatsApp with your organization name, account email, and a description of the issue (screenshot if possible).
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