How Reporting works with the Asset Management add-on

ServiceM8 includes two types of reports that you can generate for Assets: 

  • Asset Registers; and 
  • Service Reports.

Asset Register

The Asset Register is a PDF report which includes all assets for a single customer. You can manually produce an Asset Register when required in your Online Dashboard — go to Settings > Assets > Asset Register.

This report is useful for providing your customers with a single consolidated list of all the Assets which you service for them. You can choose whether to create a complete report containing all Asset Types, or only certain Asset Types, then generate the PDF document. Each Asset Type will start on a new page in the report:

Upon generation of the Asset Register, you will have the option to directly download the PDF within the document window. 

A copy of the PDF will also automatically save to the relevant client's Client Diary, which can be viewed by navigating to Clients and opening the relevant client. 

Service Report

The Service Report is a PDF report showing all assets that had a Form completed on them within a single job. Service Reports are automatically generated on job completion (i.e. when the Job Status is updated to Completed) if any Forms were completed for Assets on that job. 

These automatically generated Service Reports are saved to the Job Diary. You can email this report to the customer after job completion to provide a record of what has been done on the job:

How the Report Templates Work

Asset Registers and Service Reports both use the same document template. The report consists of a heading section, a table with one Asset per row, and a footer section. You can customise the columns of this template to show the data that you require. The template is configurable for each Asset Type, so you can select only the columns that are relevant for that Asset Type (e.g. you might require the Odometer Reading on a report for “Vehicle” Assets, but this would not be relevant for “Appliance” Assets).

If you generate an Asset Register or Service Report which includes multiple Asset Types (e.g. if you serviced Fire Extinguishers and Smoke Alarms on a single job), the system will use your template settings to generate a report for each different Asset Type, then merge the results together into a single document.

Setting up your Asset Reporting Template

You can configure template settings for each different Asset Type you’ve created. To do this, go to Settings > Assets and click the “Setup Asset Types” button. Next, click the “Template Setup” button for the Asset Type you want to set up.

This starts the Template Setup wizard. You can choose up to 10 fields to be shown on reports. By default, reports will show the Asset Name and the Asset Fields you have created, but you can also show results of any question from any Forms completed on the Asset. This is useful for showing the results of inspections or servicing that you have created Forms for. 

Note that because any Form can be completed for any asset, the list of options can be very long, so you can type any part of any Form question to filter the list and quickly find the question you’re looking for.

Next you can configure the Title and Notes sections of the document. You can use this to include extra information for your clients, such as including references to relevant standards or legislation for the Assets that you service:

Finally, you can see a Preview of the Template Settings you’ve selected. If you’re happy with the appearance of the document, you can click the Next button to confirm your template settings. Otherwise, you can use the Back button to go back and make further changes:

Once you finish the Template Setup wizard, the template will be applied to the selected Asset Type. You can open the Asset Type window and click the “Download” button to download the MS Word document template and apply further customisations if required. Once you have finished your changes, click the “Replace” button to upload your modified template.

Notes about customising your Asset Report template:

  • The selected columns are not part of the template itself. To change the columns you will need to complete the Template Setup wizard again.
  • The Template Setup wizard will replace any custom template you have uploaded. If you need to change the columns for a customised template, you’ll need to download the template, then go through the wizard to setup the new columns, then re-upload your customised MS Word template.

Producing an Asset Register

To produce an Asset Register which shows all Assets for a single client, go to Settings > Assets and click the Asset Register button at the top right.

This starts the Asset Register wizard. The first step is to select the customer or site which you would like to produce an Asset Register for:

Next, select the Asset Types which should be included on the Asset Register. If you select multiple Asset Types, the template settings for each Asset Type will be used to produce a report for those Assets, then the sections will be merged together to produce a single PDF Asset Register document.

Click Next to produce the Asset Register. The PDF document will be shown in the wizard, and will also be saved to the Client Diary.

Producing a Service Report

Service Reports are automatically generated on job completion if any Forms were completed for Assets on that job. If Forms were completed for multiple Asset Types on the Job, the template settings for each Asset Type will be used to produce a report for those Assets, then the sections will be merged together to produce a single PDF Service Report document. 

The Service Report can be found in the Job Diary, and in most cases should be available within a minute or two of completing the Job:

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