⚠️ Reporting Broken Assets

How to report and track damaged or non-functional assets using Asset Management module for Concord CRM

When assets become damaged, broken, or non-functional, the Asset Broken Report feature helps you document the incident, track affected quantities, and maintain accurate inventory records for proper asset lifecycle management.

Asset Broken Report

1. Access Broken Report Feature

From Assets Section: Navigate to the Assets section and click on the specific asset that has broken or damaged units. Look for broken report options in the asset detail page.

From Asset Broken Reports Section: Go directly to Asset Broken Reports to view all reported incidents across all assets or create new broken reports.

2. Create New Broken Report

Click on the New Report button to start documenting the broken asset incident. This opens a form specifically designed for capturing all relevant details about asset damage or malfunction.

3. Fill in Report Details

Required Information

• Report Code: System auto-generates unique code (BR-00000001), but you can modify if needed for your tracking system

• Asset: Select which asset has broken or damaged units (if not pre-selected)

• Quantity: Enter the exact number of units that are broken or damaged

• Broken Time: Set the date and time when the damage was discovered or occurred

Detailed Documentation

• Description: Provide comprehensive details about what happened, damage extent, potential causes, and any relevant circumstances

Reference Information

• Remaining Quantity: Shows current available/total quantity (e.g., "15 / 20" - helps understand impact on inventory)

4. Report Validation

The system automatically validates several aspects:

Asset Validation

• Confirms the selected asset exists in the system

• Checks asset availability and current status

Quantity Validation

• Ensures reported quantity is positive integer

• Prevents reporting more quantity than exist

Data Integrity

• Requires all mandatory fields to be filled

• Ensures broken time is valid date

• Maintains referential integrity with asset records

5. Save the Report

Click Save to complete the broken report. The system automatically:

• Generates unique report code for tracking and reference

• Updates asset status history with broken incident record

• Links report to parent asset for complete tracking

• Validates data integrity through database transaction

• Creates permanent record for insurance and reporting purposes

6. What Happens After Reporting

System Updates

• Status history updated with broken incident details

• Report appears in broken reports list with unique code

• Inventory tracking maintains broken unit records

Record Keeping Benefits

• Complete audit trail of all asset damage incidents

• Historical tracking for warranty and insurance claims

• Compliance documentation for regulatory requirements

💡 Important Features

Unique Code Generation

• Sequential numbering (BR-00000001, BR-00000002, etc.)

• Automatic generation prevents duplicates

• Customizable prefix if needed for organization standards

• Easy reference for insurance claims and reports

Comprehensive Documentation

• Detailed description field for incident specifics

• Date/time tracking for accurate timeline

• Quantity specification for inventory impact

• Asset linkage for complete history

Status History Integration

• Automatic status recording when reports are created

• Timeline maintenance for asset lifecycle

• Audit compliance with detailed change tracking

• Historical reference for future decision making

Data Validation

• Required field enforcement ensures complete documentation

• Quantity validation prevents data entry errors

• Asset verification confirms valid asset selection

• Date validation ensures realistic timing

🔍 Viewing Broken Reports

Reports List View

• Report Code: Unique identifier for each incident

• Asset: Which asset was affected

• Quantity: Number of broken units

• Broken Time: When incident occurred or was discovered

• Description: Summary of what happened

📋 Best Practices

Incident Documentation

• Report immediately when damage is discovered

• Include detailed description of circumstances and damage

• Specify exact quantity affected for accurate inventory

• Set accurate date/time for proper timeline tracking

Description Guidelines

• What happened: Clear explanation of the incident

• Damage extent: Specific details about what's broken

• Potential cause: If known, include likely reasons

• Location: Where the incident occurred

• Discovery details: How and when damage was found

Inventory Management

• Regular monitoring of broken reports for patterns

• Trend analysis to identify problematic assets

• Warranty tracking using report dates and details

• Insurance documentation with comprehensive records

Compliance and Reporting

• Timely reporting for insurance and warranty claims

• Consistent reporting across all asset types

• Regular review of broken asset trends

🚨 Important Notes

Validation Rules

• Report code must be unique across all reports

• Quantity must be positive integer minimum 1

• Broken time is required and must be valid date

• Asset must exist and be valid in the system

System Behavior

• Database transaction ensures data integrity

• Status history automatically updated for compliance

• Module must be active for functionality to work

• Permissions required for creating reports

Record Permanence

• Cannot be easily deleted once created for audit trail

• Historical importance for asset lifecycle management

• Insurance and warranty documentation requirements

• Compliance and regulatory record keeping needs