In this article, we will discuss how to organize the repair process for purchased assets and products in the system.
Properly processing work orders allows you to:
maintain a history of each asset;
accurately track expenses and employee workload;
prepare an asset or product for further use or sale.
If you handle large volumes of equipment buybacks, it is important to record all stages of work with each asset for accurate tracking of debts to suppliers and clients.
Scenario 1. Repairing an asset and using it as an asset
You now have a purchased asset. To use it within the company—for technicians’ work or even for rental—repair it by following the steps below.
1. Create a special work order type for asset repair (e.g., “Repair of Used Asset”).
❗ This type of work order must include the “Asset” system field so that you can add the purchased asset.
Using a separate type of work order will allow you to:
calculate payroll differently for employees,
and, if necessary, create a separate status chain for this type of work order to avoid sending unnecessary notifications.
2. Add the purchased asset to the work order.
For this type of work order, we recommend creating a separate client-organization.
3. Add the products and services required to repair the asset and set a zero price for them to record the use of products and services without generating profit, since this is an internal repair and not a sale to a client.
To ensure an employee receives a bonus for repairing a purchased asset, set up a separate rule for calculating an exceptional commission for this service.
4. After the repair is complete, close the work order—make sure the asset remains in the company’s warehouse when closing the work order.
5. Edit the asset’s cost price:
Copy the work order’s cost price from the “Work orders profit” report.
Add this amount to the asset’s existing cost price in the “Cost” field—this is the new cost price, accounting for the repair and materials used.
If it’s important for you to see how the asset’s cost changes, we recommend creating a “New Cost” field in the form. You can enter the current amount here after the asset has been repaired.
After repair, the asset can be used as an internal company resource:
as a tool for other jobs;
equipment for technicians;
an asset for lease.
To use the asset in work orders as a product or sell it to a client, follow the steps in Scenario 2.
Scenario 2. Repairing an asset and converting it into a product
You now have a repaired asset. To convert it into a product for sale or a spare part for work orders, follow the steps below.
1. Complete all steps from the previous Scenario 1.
2. Convert the repaired asset into a product and post it to the desired warehouse.
The supplier in this posting must be the same client-organization that placed the order. To do this, in the contact profile, you must mark them as a supplier.
You can create a new product or add the refurbished product as a new serial unit to an existing product (e.g., iPhone Refurbished).
The purchase price will equal the new cost of the asset (cost of the purchased item + its repair).
Scenario 3. Repairing a purchased asset after converting it into a product
If you have already purchased an asset from a client and converted it into a product, but now need to perform a repair:
1. Convert the product back into an asset. This is necessary to:
clearly distinguish the unit being repaired in work orders from the products and spare parts used for the repair;
track all changes to the asset and update its cost, taking into account the work performed and materials used.
2. Continue following the steps from Scenario 1.
Once the repair is complete, you can:
leave the asset as ready for further use;
or, by following the steps from Scenario 2, convert it back into a product that is ready for sale or use as a spare part in work orders.