Assets
Assets records your own equipment and rented equipment in one list. Owned assets can store a code, purchase date, acquisition cost, and service schedule; rented equipment adds a supplier, a rate per unit per day, a period, delivery, payment, return condition, and running cost.
Choose Owned for company assets that need an identity, acquisition cost, location, person in charge, meter/service, placement, and maintenance. Choose Rented for supplier equipment that has a time-based rate and a return date. The Paid mark on a rental is only a record in Vasco, not a transfer to the supplier; placement and maintenance are managed in their own sub-features.
Before you start
Have this ready
- Make sure your company's access shows the Assets menu and decide whether the unit is Owned or Rented.
- For an owned asset: prepare the code, purchase date, acquisition cost, location, person in charge, and next service.
- For a rental: prepare the supplier, project, number of units, rate per unit per day, start date, and due date.
- Decide who checks arrival, condition, use, return, penalties, and payment.
- Prepare the contract/rental letter and the return proof photo standard if required.
Done when
- Every asset has a clear ownership type, name, code, location, and person in charge.
- Owned assets have acquisition data and a service schedule when used.
- Every rental has the correct supplier, project, period, rate, and quantity.
- The team can tell the delivery stage apart from the rental status and the payment status.
- Running cost stops on the date the equipment is marked as returned.
- Return mistakes can be reopened; old rentals can be archived and restored without deleting history.
Choose Owned or Rented
| Field/flow | Owned | Rented |
|---|---|---|
| Ownership | Choose Owned | Choose Rented |
| Asset code | Enter a unique code such as AST-001 | Can be used to identify a rented unit |
| Purchase date & acquisition cost | Fill in from the purchase documents | Not used as the basis for rental cost |
| Supplier & daily rate | Not a main ownership field | Enter the supplier and the rate per unit per day |
| Next service | Use for maintenance reminders | Can be filled in if a rented asset still needs scheduled service |
| Assignments | Use the Placement sub-feature | Use when a unit needs an internal handover |
| Maintenance | Schedule preventive/repair/inspection/calibration | Use according to the contract responsibilities |
| Return & payment | Doesn't apply as a supplier rental | Use Mark returned and Paid/Unpaid |
- 1
Choose Add asset
Search by name or code first, then open the form and choose Ownership before filling in the other fields.
Result: The form shows the fields that fit Owned or Rented.To cancel / undo: Choose Cancel before Save; no asset is created. - 2
Record an Owned asset
Fill in the required name, asset code, purchase date, acquisition cost, next service, quantity, location, person in charge/operator, and project if relevant.
Result: The company asset is available for Placement and Maintenance.To cancel / undo: Edit again if the identity/acquisition details are wrong. Archive only to stop using it; archiving is not a sale or a write-off of book value.If something goes wrong: A duplicate code makes physical identification hard. Use one unique code per unit that is tracked separately. - 3
Record a Rented equipment item
Choose Rented, then fill in the supplier, daily rate, quantity, period, delivery status, payment, project, and contract following the steps in the next section.
Result: Running rental cost can be calculated and returns can be monitored.To cancel / undo: Cancel before Save; once saved, use Edit or Archive depending on the situation, rather than changing the ownership carelessly.
Changing ownership is not a financial undo
Changing Owned to Rented or the other way round does not reverse the purchase, supplier payment, depreciation, or any external transaction. Do it only to fix an asset that was genuinely classified wrong, and check all related fields.
Decide when to use an asset or a rental
| Situation | Use | Notes |
|---|---|---|
| Equipment rented from a supplier by the day | Equipment rental | Enter the rate, quantity, period, supplier, and project |
| The company's own equipment | Assets → Owned | Use the code, acquisition data, Placement, and Maintenance |
| Equipment purchased to become company property | Purchasing/PO | Receipt and asset follow the purchasing flow |
| Services not counted per equipment/day | Service purchase or an expense | Use documents and approval according to policy |
| Recurring rental with the same equipment/supplier | Rent again | Creates a new transaction; the old contract and period are not copied as new evidence |
How to explain it to a client
“One Equipment rental line is one rental period. Vasco calculates running cost per unit per day, reminds you of the return date, and stores the condition and proof when the equipment is returned.”
Module availability
If the menu isn't visible for a non-construction company, that doesn't mean data is lost. For now the Equipment rental experience is limited by business type/access; contact a Vasco admin before changing the business type just to open the menu.
Record a new equipment rental
- 1
Open Operations → Equipment rental → Add
Search by equipment name, supplier, and project first to make sure this rental period hasn't already been recorded.
Result: The new rental form opens.To cancel / undo: Choose Cancel/X before Save. No rental is created. - 2
Enter the equipment name
Use a name that can be told apart, including the type/capacity or unit number if relevant. Equipment name is required.
Result: The equipment is easy to find and tell apart from other units.If something goes wrong: If a supplier rents out several identical units for different periods, add a unit identifier or make separate records so each return is clear. - 3
Choose the supplier and project
Link the renting supplier and the project that uses the equipment. Make sure both are active and correct.
Result: The cost and responsibility for the equipment have context.If something goes wrong: Changing the project after the transaction does not move other usage history. Check the project cost report after editing. - 4
Enter the rate and quantity
Enter the rate per unit per day and a number of units greater than 0. Confirm whether the supplier's rate includes an operator, mobilization, tax, or other costs; if not, record those components separately following the procedure.
Result: Vasco can calculate the running rental cost: rate × billable days × number of units.If something goes wrong: Don't enter the total of the whole contract as the daily rate. The cost result will multiply every day. - 5
Enter the location and operator/person in charge
Record where the equipment is placed and the person responsible for monitoring it. This does not automatically give access to staff.
Result: The team knows where the equipment is and who to contact. - 6
Set the start date and due date
Choose the actual/contract start date and the planned return date. Check the YYYY-MM-DD format and the order of the dates.
Result: Cost and due alerts have a basis.If something goes wrong: Days are counted inclusively: if the start and end are the same day, it still counts as at least one day. Use dates from the contract, not the time the data was entered. - 7
Set the initial status
Use Active for a rental in progress. Due marks the overdue condition as a status; Returned is used only after the return process is truly complete.
Result: The rental falls into the right operational group. - 8
Fill in the delivery stage
Choose Ordered, Shipped, Received, or leave it blank if you don't want to record it yet. The stage can change without changing the rental status.
Result: The team can see whether the equipment is physically at the location yet. - 9
Set the payment status
Use Unpaid as the default. Choose Paid only when payment has really been made and proof/reference is available.
Result: The list can be filtered by payment obligation.If something goes wrong: Choosing Paid does not send money or create a bank transfer. - 10
Attach the contract/rental letter
Take a photo or choose from the gallery. Files are stored privately; wait for the preview to appear and make sure the page is readable.
Result: The contract can be opened from the rental details.To cancel / undo: Cancel the camera/gallery or tap X to remove the attachment from the draft. A finished upload may already be in private storage even if the form is eventually cancelled; follow the admin's retention/cleanup policy. - 11
Save once and check
Match the name, supplier, project, rate, quantity, period, location, person in charge, delivery, payment, and contract. Tap Save once.
Result: The rental is active and running cost starts being calculated from the start date.If something goes wrong: On a slow connection, search the list after reloading before creating it again so there are no duplicate periods.
Tell the Rental, Delivery, and Payment statuses apart
| Status type | Value | Answers the question |
|---|---|---|
| Rental status | Active · Due · Returned | Is the rental period still running? |
| Delivery status | Ordered · Shipped · Received · Returned · blank | Which logistics stage is the equipment at? |
| Payment status | Unpaid · Paid | Has the payment been recorded? |
The three statuses can differ. Example: equipment can have Active rental status, Received delivery, and Unpaid payment. That means the equipment is in use on site but the supplier hasn't been recorded as paid.
Don't close a rental through the delivery status
Changing Delivery to Returned does not replace the Mark returned action. Use the return checklist so the return date, final cost, condition, penalties, and proof are saved.
Understand billable days and running cost
| Condition | End of calculation | Formula |
|---|---|---|
| Rental still active | Today | Rate per unit/day × inclusive days since start × quantity |
| Rental has been returned | Actual return date | Rate × inclusive days from start to return × quantity |
| Old Returned data without a return date | Due date if available | Used as a limit so cost doesn't keep growing |
| Start date or rate is invalid | Can't be calculated | The total may show blank/— rather than a wrong number |
Example
Two units of equipment are rented at Rp500.000 per unit per day from 1–3 September. Inclusive days = 3, so the calculated rental cost = Rp500.000 × 3 × 2 = Rp3.000.000, not including penalties or other costs.
The due date doesn't automatically stop the cost
The due date is the planned return and an alert trigger. As long as the rental hasn't been Marked returned, running cost uses today. Record the return on the actual date so the calculation stops.
Search, filter, and monitor due dates
- 1
Use search
Search by equipment name, supplier, or project. Clear the search term if a rental isn't visible.
Result: The list is narrowed without changing any data. - 2
Use the status/date filters
Choose Active, Due soon, Late, Returned, Unpaid, a supplier, a project, or a due date range.
Result: Rentals at risk can be followed up faster.If something goes wrong: Due soon counts from today to about seven days ahead; Late is derived from the date, not only from a manual status label. - 3
Check active equipment every day
Contact the person in charge for equipment that is due soon/late. Decide whether it is returned or the date is extended through Edit based on the supplier's agreement.
Result: Late fees and abandoned equipment can be prevented. - 4
Export a filtered report
Once the filters are right, export a PDF. Check the company name, the filter scope, total cost, and any sensitive data before sharing.
Result: The report reflects the list you are currently viewing.To cancel / undo: Cancelling share/download does not change the rental data.
Daily operational check
- Active equipment has a location and a person in charge who can be contacted.
- Upcoming due dates have been confirmed with the supplier and the project.
- Rate and number of units match the contract.
- Delivery status reflects where the equipment is.
- Unpaid items have a payment plan and supporting proof.
- Equipment that has actually come back has been processed through Mark returned.
Edit or extend the rental period
- 1
Open details → Edit
Check the contract/supplier changes, then update the due date, rate, quantity, location, person in charge, project, or delivery stage to match the facts.
Result: The active rental uses the latest conditions.To cancel / undo: Choose Cancel before Save to keep the old values. - 2
Record an extension based on approval
Change the due date only after the supplier and the project manager agree. If the rate changes from a certain date and the cost needs to be split, close the old period and then use Rent again for the new period according to policy.
Result: The calculation can be explained against the contract/amendment in force.If something goes wrong: Changing the rate on one line can affect the total for the whole period calculated from current data. For tiered rates, split the periods so the audit is clearer. - 3
Check the result after Save
Make sure the due indicator, number of days, total cost, project, and delivery status are correct.
Result: The change does not produce any unintended cost or reminder.
Edit is not a full contract history
Keep the amendment document or internal note according to procedure. If a rate/period change must be separated for audit, create a new period with Rent again rather than overwriting the whole old context.
Mark equipment returned with a checklist
- 1
Verify the physical handover
Make sure the equipment was really received by the supplier/pickup party. Match the name, number of units, accessories, date, time, and the parties handing over/receiving.
Result: The status isn't closed before the physical movement happens. - 2
Choose Mark returned
Open the active rental and choose the return action. Double-check the equipment name, project, supplier, and date.
Result: The return checklist opens.To cancel / undo: Close the sheet or choose Cancel before confirming. The rental stays active and the cost keeps running. - 3
Choose the condition
Choose Good, Damaged, or Lost according to the handover record. If the condition hasn't been agreed, don't make it up; add evidence and finish the inspection first.
Result: The final condition is saved in the rental history. - 4
Enter any fine/penalty
Enter a value only based on an agreement or supplier document. The penalty value is an additional record and does not replace the base rental cost.
Result: Potential damage/late costs are visible in the details.To cancel / undo: Leave it blank or set it to 0 before confirming if the penalty hasn't been approved. - 5
Attach return proof
Take a photo of the equipment, the delivery note, or the receipt. Check the image quality and make sure it doesn't contain unnecessary information.
Result: Private proof is linked to the return.To cancel / undo: Cancel the camera/gallery or remove the attachment from the sheet before confirming. - 6
Confirm Mark returned
Tap once when all the data matches. Vasco saves the return date, changes the rental status to Returned, closes the running cost, and aligns the delivery stage.
Result: The final cost is calculated up to the actual return date and the equipment leaves the running active list.If something goes wrong: If the response is slow, reload before trying again. Check the status and return date in the details.
Don't mark returned just to stop the cost
This status says the physical handover has happened. If the equipment is still at the project but there is a rate dispute, keep the status active and settle the contract; don't create a fictitious return date.
Undo a wrong return
- 1
Find the Returned rental
Open the Returned filter and choose the mistaken transaction. Compare the physical evidence, date, and supplier before reopening.
Result: The wrongly returned target is identified. - 2
Choose Undo return
Read the dialog explaining that the rental becomes Active again and the return record will be deleted.
To cancel / undo: Choose Cancel to keep the Returned status, date, condition, penalty, and proof. - 3
Confirm the reopening
Continue only if the equipment is actually still rented or the return was made on the wrong transaction.
Result: The status goes back to Active, the return date is cleared, the delivery stage goes back to Received, and the condition/penalty/return proof checklist is cleared.If something goes wrong: Running cost is calculated again up to today from the start date. Fix the date/rate straight away or redo the return on the correct transaction.
Undoing deletes the return checklist
Save/reconcile any proof you still need before reopening. After the undo, the previous condition, penalty, and return proof are no longer the active result of the transaction.
Mark Paid or Unpaid
- 1
Pay through the authorized process
Make the transfer/cash payment according to company approval and match the supplier, value, period, tax, penalty, and proof.
Result: There is a real external transaction to record. - 2
Choose Mark paid
On the right rental, tap the payment status, then check the result in the details/filter.
Result: The mark changes to Paid; this button does not run any bank transfer.If something goes wrong: Make sure one payment isn't used to mark two periods as paid without reconciliation. - 3
Undo the mark if it's wrong
Choose Mark unpaid to reverse the administrative mark.
Result: The rental shows up again as an unpaid obligation.If something goes wrong: Reversing the mark does not cancel or pull back money that has already been transferred. Reconcile the external transaction separately.
Payment status is not a full ledger
Use the company's payment references and proof. The Paid mark helps with operational control; full bookkeeping still follows the company's process.
Rent again, archive, and restore
- 1
Choose Rent again for a new period
Use it on an old rental so the equipment name, supplier, project, rate, quantity, location, and person in charge become the starting point of a new transaction.
Result: The new form opens with today as the start date, a blank due date, Active status, Unpaid payment, and a blank delivery stage.To cancel / undo: Close/Cancel before Save. The old rental stays intact and no new rental is created.If something goes wrong: The contract and return proof are not copied. Attach the documents that apply to the new period. - 2
Check all the copied data
Update the price, quantity, project, supplier, location, person in charge, dates, and documents. Don't assume the old price still applies.
Result: The new period stands on its own and can be audited. - 3
Archive history you don't need in the active list
Choose Archive and confirm. Use it for old/duplicate data that should be hidden but whose history must stay.
Result: The rental moves to the Archive tab without a hard delete.To cancel / undo: Choose Cancel in the dialog. The rental stays in the active list. - 4
Restore from the Archive tab
Open Archive, choose the transaction, then Restore and confirm.
Result: The rental returns to the active list with its data intact.To cancel / undo: Cancel on the confirmation keeps it archived.
Archiving is not a return
Archiving an active rental does not record the equipment as returned and does not fix the cost. Do Mark returned first if the equipment has been handed over to the supplier.
Equipment rental undo and restore matrix
| Action | How to undo | Impact you still need to check |
|---|---|---|
| Add/Edit form | Cancel/X before Save | A file upload that already succeeded may already be in private storage |
| Wrong data after Save | Edit and Save again | The total cost may change because of the rate/date/quantity |
| Marked returned by mistake | Undo return | The checklist/proof is cleared and running cost resumes |
| Marked paid by mistake | Mark unpaid | The external transfer is not cancelled along with it |
| Rented again by mistake | Cancel before Save; after Save, Archive if needed | Make sure the duplicate isn't used by another transaction |
| Archived by mistake | Archive tab → Restore | The rental status stays as it was before archiving |
| Due date changed | Edit the date based on the amendment | Active cost keeps being calculated until the return, it doesn't stop at the due date |
Equipment rental troubleshooting
| Symptom | Common cause | Action |
|---|---|---|
| The Equipment rental menu isn't visible | The business type/access doesn't support it | Contact a Vasco admin; don't change the business type without assessing it |
| Total cost is blank | Start date/rate is invalid or zero | Edit the data based on the contract, then check the number of units |
| Total cost is too large | The contract total was entered as the daily rate, the quantity is wrong, or the rental hasn't been marked returned | Check the rate per day, quantity, dates, and status |
| Equipment is late but the status is still Active | The late badge is derived from the date | Contact the person in charge/supplier, then Edit the due date or Mark returned according to the facts |
| Delivery is Returned but cost keeps running | Delivery status is not the rental status | Use Mark returned with the checklist |
| Closed a rental by mistake | Mark returned on the wrong transaction/date | Undo return, check the cost, then process the correct transaction |
| Return proof is missing | The return was undone | Upload new proof when you Mark returned again; the old checklist is cleared by design |
| Paid but the transfer hasn't been made | The mark was chosen too early | Mark unpaid and make the official payment |
| An old rental disappeared | A filter is on or it's in the Archive tab | Clear the filters and open Archive; Restore if needed |
| Rent again brings over the old data | The feature pre-fills the identity by design | Check all fields; the documents/period/payment must still be new |
Questions and answers
Why isn't Equipment rental visible for every company?
For now this experience is mainly enabled for construction business types and users with the right access. Contact a Vasco admin if rentals are relevant to you; don't change the business type carelessly.
What is the difference between Rental status and Delivery status?
Rental status determines whether the period is still Active, Due, or Returned. Delivery status only records the logistics stage: Ordered, Shipped, Received, or Returned.
How is rental cost calculated?
Rate per unit per day × number of inclusive days × number of units. An active rental is calculated up to today; after Mark returned, it stops at the return date.
Does the due date stop the charges?
No. The due date triggers a reminder. Until you tap Mark returned, the equipment counts as still out and charges keep running up to today.
Can a return be undone?
Yes. Undo return reactivates the rental, removes the return date and the condition/penalty/evidence checklist, and charges start running again.
Does Mark paid pay the vendor?
No. The button only updates the marker in Vasco. The bank or cash payment is made and authorized through your company's own process.
How do I undo Mark paid?
Choose Mark unpaid. This flips the marker in Vasco, but it does not reverse any money transfer already made outside the app.
What does Rent again copy?
Details such as equipment, vendor, project, rate, quantity, location, and person in charge are prefilled. The period starts fresh, the due date is empty, payment is unpaid, and the old contract/evidence is not copied.
Does Archive delete a rental?
No. Archive hides it from the active list and keeps the history. Open the Archive tab and choose Restore if you archived it by mistake.
How do I record damage on return?
Use Mark returned, choose the Damaged condition, enter a penalty only if there is a basis for it, and attach evidence. Don't turn it into a free-form note without the checklist.