VexCloud AMS · Asset Management System
VexCloud AMS: the asset management system for the whole asset life
VexCloud AMS (Asset Management System) follows each fixed asset from purchase to disposal. It knows the asset's number, tag, serial, location, custodian, condition and book value, and keeps a permanent history of everything that happens to it.
The asset life
- On order
- In stock
- In service
- In transit
- Under maintenance
- Retired
- Disposed
These are the fixed lifecycle stages. You name your own statuses, such as Received, Ready to Deploy, Deployed, Under Repair or Sold, and each one maps onto a stage, so reports stay consistent however your team words things. An asset that cannot be found moves to Missing.
One system, from register to disposal
01
Register
Every asset gets one record with its number, serial, model, location, custodian, cost, warranty, photos and documents, and a permanent history of what happened to it.
- Numbers from a pattern you set, unique even when many people register at once
- Locations and categories as trees
- Custom fields for anything else
- Global search and saved views
02
Tagging
Design the label, number the tags, print them in batches and track every reprint. Or order durable aluminium tags from Vexar Solutions.
- Tag templates with your logo, QR codes and barcodes
- Reserved number ranges, no duplicates
- PDF sheets and ZPL for thermal printers
- Reprints and replacements on record
03
Check-in, check-out and transfers
Know who has every asset, and since when. Hand assets to a person, take them back in bulk by scanning, and move them between locations.
- Assign to people who never need a login
- Bulk check-in by scanning a pile of returns
- Transfers: move now, or ship, dispatch and receive
- Custody acknowledgements
04
Audits
Load the assets expected at a location, department or company-wide, scan what is really there, and read the reconciliation the moment counting ends.
- Expected list frozen when counting starts
- Matched, missing, wrong location and more, found automatically
- Bulk corrections, each logged against the audit
- Finalized results frozen, with an integrity hash
05
Depreciation
Set policies by company, category, model or asset, run each period, and post to a ledger that cannot be quietly edited. Net book value sits on every asset.
- Straight-line, declining balance, double declining, sum-of-years'-digits, units of production, custom formulas
- Additions, impairments and changes in estimate
- Disposal gain or loss and a numbered certificate
- Fixed asset register report with totals
06
Android app
For the people walking the floor: find and scan assets, register new ones with photos, count audits, check items in and out, and transfer them, with or without signal.
- Works offline; syncs when connected, with conflicts shown for review
- Encrypted on-device database
- Phone camera or rugged handheld scanner
- Remote wipe by an administrator
07
Multi-company
Switch the active company and the dashboard, assets, reports and tag numbers all follow. Built for groups and for firms that manage assets for clients.
- Different roles in different companies
- Separation enforced in the database, not only on screen
- Settings per company; copy a configuration to another
- Always clear which company you are in
08
Reports and dashboards
The registers and schedules finance and auditors ask for, run on demand or on a schedule, and exported to Excel, CSV and PDF.
- A catalogue of ready-made reports with preview
- Dashboards arranged by role
- Scheduled reports
- Excel, CSV and PDF output
09
Import
Bring your Excel or CSV register with you. Map the columns, see what is wrong before anything is saved, and import with a full result report.
- Dry-run validation and preview
- Duplicate numbers, unknown locations and bad dates flagged before anything is saved
- A results report for every import
10
Maintenance and warranty
Service plans, work orders and warranties that remind you before they lapse. Good for vehicles, generators, machinery, medical and IT equipment.
- Warranty alerts at 90, 60 and 30 days, or your own thresholds
- Plans by calendar or meter reading, whichever comes first
- Work orders that take an asset out of service
- Parts drawn from stock
11
Automation and alerts
Rules that watch your assets and tell the right person: a warranty ending, an asset marked lost, a transfer made.
- Rules with conditions, schedules and thresholds
- Ready-made rules from templates, with a dry run
- In-app and email notifications
- Signed webhooks with retries for other systems
Also inside
- Stock and consumables with a movement ledger
- Software licenses with seats, renewals and expiry notices
- Purchase orders and goods receipts
- Asset requests
- Saved views and global search
- Webhooks and a documented API (OpenAPI)
How we build it
Company context first.
You always know which company you are working in.
Scan instead of type.
A tag, a serial or a location label finds the record.
Enter it once.
Nobody should key the same data twice.
Field work must work.
With signal or without.
Every important action leaves a trail.
Who, what, when, before and after.
See your own assets in VexCloud AMS.
Book a 30-minute demo.