Overview #
Asset Management reports help authorised users understand the composition, status, location, responsibility and recorded characteristics of the organisation’s asset portfolio.
Depending on your AssetIQ configuration, these reports may answer questions such as:
- How many assets are recorded?
- Where are the assets located?
- Which categories contain the most assets?
- Which assets are active, unavailable or retired?
- Which assets are assigned or unassigned?
- Which records are missing important information?
- What acquisition or book values are recorded?
- Which assets may require further review?
The report names and available fields depend on the current AssetIQ version and your permissions.
Before you begin #
Before opening an asset report, determine:
- What question you need to answer
- Whether you need current or historical information
- Which organisation or business unit is in scope
- Which locations or categories are relevant
- Whether archived or disposed assets should be included
- Which date or status definition applies
- Whether you have access to the complete required portfolio
Important: Asset reports are only as accurate as the underlying asset records. Verify unexpected information before using it for operational, financial or compliance decisions.
Open Asset Management reports #
- Sign in to AssetIQ.
- Open Reports, Analytics or the corresponding module.
- Select Asset Management, Assets or the relevant report category.
- Choose the required report.
- Review its title, description and default filters.
- Confirm the displayed organisation and reporting scope.
If an expected report is unavailable, your role or configuration may not provide access.
Common asset reports #
Depending on available functionality, AssetIQ may provide reports such as:
- Asset Summary
- Assets by Category
- Assets by Status
- Assets by Location
- Assets by Business Unit
- Assigned Assets
- Unassigned Assets
- Asset Age
- Asset Value
- Asset Condition
- Parent and Component Assets
- Asset Data Quality
- Asset Register
- Another configured report
Only use the reports available in your AssetIQ environment.
View the Asset Summary #
An Asset Summary report may provide values such as:
- Total assets
- Active assets
- Inactive assets
- Assets under maintenance
- Assets on rental
- Unavailable assets
- Retired assets
- Disposed assets
- Unassigned assets
Before interpreting the total, confirm whether it includes:
- Draft records
- Components
- Accessories
- Archived assets
- Retired assets
- Disposed assets
- Assets outside your business unit
- Other configured record types
Different inclusion rules can produce different totals.
Understand total asset counts #
A total asset count may represent:
- All asset records
- Active lifecycle assets only
- Physical assets only
- Parent assets and components
- Assets visible to the current user
- Another defined population
For example, one crane with five individually controlled components may produce six asset records.
Do not assume that the report count represents only primary equipment.
View assets by category #
This report groups assets according to categories such as:
- Vehicles
- Machinery
- Heavy equipment
- Tools
- IT equipment
- Facilities
- Components
- Other configured categories
Use it to:
- Understand portfolio composition
- Compare asset groups
- Identify uncategorised assets
- Support maintenance planning
- Review asset concentrations
Check whether subcategories are grouped under their parent category or shown separately.
Review uncategorised assets #
Assets shown as Uncategorised, Unknown, blank or another similar value may indicate:
- Category was not entered
- Invalid or inactive master data
- Imported data is incomplete
- Legacy records require correction
- The category is not visible to your role
Open the source records before correcting them.
Do not remove uncategorised records from the report solely to improve the displayed result.
View assets by status #
An asset-status report may group assets by:
- Active
- Inactive
- Available
- Assigned
- Rented
- Under Maintenance
- Out of Service
- Retired
- Disposed
- Another configured status
Confirm whether the report uses:
- Lifecycle status
- Operational status
- Availability status
- Assignment status
- Another status type
These statuses describe different aspects of the asset.
Interpret status correctly #
| Status type | What it describes |
|---|---|
| Lifecycle status | Long-term position, such as active, retired or disposed |
| Operational status | Whether the asset is functioning or restricted |
| Availability status | Whether it can be allocated for a period |
| Assignment status | Whether responsibility has been assigned |
| Rental status | Whether it is allocated to a rental job |
| Maintenance status | Progress of maintenance activity |
An active lifecycle asset may simultaneously be under maintenance and unavailable.
View assets by location #
A location report may group assets by:
- Country
- Region
- Site
- Warehouse
- Workshop
- Project
- Office
- Another configured location
Before interpreting the report, confirm whether it uses:
- Permanent home location
- Current physical location
- Rental location
- Maintenance location
- Assigned location
For example, an asset’s home location may be Melbourne while its current location is a customer project site.
Review assets with no location #
Missing or unknown locations can reduce operational visibility.
For each affected asset:
- Open the asset record.
- Confirm whether the field is blank.
- Review recent transfers, rentals and assignments.
- Identify the correct location.
- Update it through the authorised process.
- Confirm the report after refresh.
Do not enter a location without confirming the asset’s physical position.
View assets by business unit #
This report can help users understand ownership or responsibility across:
- Legal entities
- Divisions
- Departments
- Operating units
- Cost centres
- Other organisational structures
Confirm whether the field represents:
- Legal ownership
- Operational control
- Financial responsibility
- Current user access
- Another configured relationship
View assigned assets #
An assigned-assets report may show:
- Asset
- Assigned user or custodian
- Assignment date
- Location
- Business unit
- Assignment status
- Expected return date
- Another configured field
Use this report to review accountability for company equipment.
An assignment does not necessarily indicate the asset’s current physical location.
View unassigned assets #
An unassigned-assets report can help identify assets that:
- Require a custodian
- Were recently returned
- Are held in shared storage
- Are awaiting allocation
- Have incomplete assignment records
- Are not intended for individual assignment
Before assigning an owner, determine whether the asset is:
- Shared equipment
- Stored inventory
- Under maintenance
- Awaiting disposal
- A parent or component record
- Genuinely missing responsibility
Not every unassigned asset represents an error.
View asset age #
Asset age may be calculated from:
- Purchase date
- Acquisition date
- Commissioning date
- In-service date
- Manufacture date
- Another configured field
Confirm the calculation basis before interpreting the result.
For example:
An asset with a missing or incorrect source date may appear in an unknown or incorrect age band.
Use age information carefully #
Asset age can support:
- Replacement planning
- Maintenance analysis
- Lifecycle review
- Warranty review
- Technology-obsolescence review
- Capital planning
Age alone does not determine condition or replacement need.
Consider:
- Utilisation
- Maintenance history
- Condition
- Operating environment
- Reliability
- Supportability
- Safety
- Total cost
View recorded asset values #
Where financial fields are available, a report may show:
- Purchase cost
- Acquisition value
- Book value
- Replacement value
- Salvage value
- Depreciation-related information
- Currency
- Valuation date
Confirm:
- Which value field is used
- Currency
- Valuation date
- Whether values include tax
- Whether depreciation is calculated in AssetIQ or another system
- Whether blank values are excluded from totals
Note: AssetIQ’s recorded asset values may not replace the organisation’s finance system or statutory fixed-asset register.
Review value totals #
When reviewing totals:
- Confirm the currency
- Check for mixed currencies
- Review blank values
- Identify negative or unusually high values
- Check duplicates
- Confirm whether components are valued separately
- Review disposed or archived assets
- Confirm the reporting scope
Do not add amounts expressed in different currencies unless an approved conversion method has been applied.
View asset condition #
Where condition is recorded, reports may group assets by values such as:
- Excellent
- Good
- Satisfactory
- Poor
- Unserviceable
- Unknown
Confirm:
- How condition is determined
- When it was last assessed
- Whether it comes from an inspection
- Whether users apply the rating consistently
- Whether unresolved findings remain open
An old condition rating may not represent the asset’s current state.
View parent and component assets #
AssetIQ may record:
- Parent assets
- Components
- Accessories
- Assemblies
- Sub-assets
When interpreting reports, confirm whether:
- Components are counted separately
- Values are recorded at parent or component level
- Locations inherit from the parent
- Component statuses differ
- Components can be assigned independently
This prevents incorrect counting and valuation.
View asset data-quality reports #
A data-quality report may identify:
- Missing category
- Missing location
- Missing serial number
- Missing assignment
- Missing purchase date
- Missing value
- Invalid status
- Duplicate identifiers
- Inactive master-data values
- Other incomplete information
Use the report to prioritise corrections based on operational importance.
Investigate possible duplicates #
Possible duplicate assets may share:
- Asset number
- Serial number
- Registration number
- Description
- Make and model
- Purchase reference
- QR code
Do not delete a record based only on a report match.
Confirm whether the records represent:
- Genuine duplicate
- Parent and component
- Similar assets
- Replacement asset
- Historical record
- Data-entry error
Follow the authorised duplicate-resolution process.
Filter the reports #
Relevant filters may include:
- Organisation
- Business unit
- Location
- Asset category
- Asset type
- Lifecycle status
- Operational status
- Assignment status
- Assigned user
- Purchase date
- In-service date
- Age range
- Value range
- Parent or component indicator
Review active filters before interpreting the results.
Drill into the supporting assets #
Where drill-down is available:
- Select the metric, chart segment or table value.
- Review the supporting asset list.
- Confirm inherited filters.
- Check the record count.
- Open individual asset records.
- Verify unexpected information.
The source asset record should be used for authorised corrections.
Current-state versus historical reports #
An asset report may represent:
- Current asset status
- Current location
- Historical status changes
- Historical location movements
- Assets created during a period
- Assets disposed during a period
For example:
- “Assets currently at Melbourne” is a current-state report.
- “Assets transferred to Melbourne during August” is a historical-activity report.
These reports answer different questions.
Compare asset groups #
To make a valid comparison:
- Use the same report
- Apply the same status definitions
- Use consistent date fields
- Compare similar asset types
- Confirm currency and value basis
- Include the same component rules
- Document missing data
Avoid comparing groups whose records are classified differently.
Correct a source-data problem #
If a report reveals incorrect information:
- Open the affected asset.
- Confirm the correct value.
- Check supporting evidence.
- Update the record if authorised.
- Save the change.
- Refresh the report.
- Confirm the corrected result.
Do not change an exported spreadsheet and expect AssetIQ to update.
Export an asset report #
Where export is available:
- Confirm the report and scope.
- Apply the required filters.
- Review the record count.
- Select Export or the corresponding action.
- Choose the available format.
- Download the file.
- Check its contents.
- Store it securely.
See Export Report Data.
Common issues #
The total differs from the Asset list #
Check filters, permissions, status inclusion, components, archived records and refresh timing.
An asset appears in the wrong location #
Confirm whether the report uses home, current, rental or maintenance location.
Retired assets are missing #
The report may default to active assets. Review status filters.
Asset values appear incomplete #
Check blank fields, currency, components, permissions and whether financial values are maintained in AssetIQ.
The age report is incorrect #
Review the source date used by the calculation.
The same asset appears several times #
The report may include several related records, assignments or components. Review the row structure before treating it as duplication.
A recent correction is not visible #
Refresh the report and confirm its data-update timing.
Recommended practices #
When using Asset Management reports:
- Confirm the portfolio scope
- Understand what the total includes
- Distinguish status types
- Confirm the location definition
- Review unassigned and uncategorised assets
- Check parent and component treatment
- Confirm age calculation
- Verify currency and value basis
- Investigate data-quality exceptions
- Drill into source records
- Compare consistent groups
- Correct underlying data
- Check report freshness
- Verify results before export
Next steps #
Continue with:
- View Maintenance and Inspection Reports
- View Rental and Utilization Reports
- Export Report Data
- Troubleshoot Report and Dashboard Data
For related guidance, see:
