New: Flexopus Asset Management for Asset Accounting and New Features

Excel lists, email ping pong, and “Who actually has the monitor? “: Inventory management in the office often feels like a side project that still costs time every day. This is exactly where Flexopus Asset Management comes in. As an asset management module within our Workplace Management Software, it tidies up IT hardware, pool equipment, company vehicles, meeting accessories, or anything that needs to be moved, borrowed, assigned, or documented in everyday office life. And it is now even more practical: With asset QR codes, objects can be clearly identified on site and accessed directly in the system and assigned to specific resources. At the same time, structured asset data and import and export create the basis for cleanly supporting your asset accounting, as inventory software that makes data quickly available instead of hiding it.

Inventory assets using free QR codes

Inventory becomes efficient when it starts with the object itself. That is exactly what our Flexopus Asset QR codes are for: Each asset can be linked to a QR code sticker so that users and admins can directly access the appropriate object by scanning. Each QR code contains a unique ID and can only be assigned to one asset at a time.

The typical process is deliberately kept simple:

1. Request QR codes
   As an admin, you can request the QR codes via email from the Flexopus support team. The request includes the URL of your Flexopus application, the desired number, your name and the postal address. The QR codes are sent by post and are 100% free of charge for Flexopus customers.
   
2. Attach QR codes to the asset
   Once the stickers are there, apply them to the assets you want to inventory. It is recommended that you first glue on all assets and then link them in Flexopus.
   
3. Linking QR codes in Flexopus
   The link is made via Flexopus: As an asset administrator Log in to the normal user page, open the Assets section, select the asset overview, open the desired asset, and use the “QR code” tab to scan the sticker. The code is therefore uniquely assigned to the asset.
   
4. Test the connection and remove it if necessary
   To test, scan the QR code as a normal user and create a booking. If you want to remove a code, go to Assets > All assets, Open Asset in the admin area, delete the QR code in General settings. Important: If you want to delete the QR code and reconnect it later, you must be there.
   

Why is this relevant for inventory? Because QR codes eliminate media disruption. They reduce manual searches, make devices easy to find and ensure that inventory software is used in everyday life and not just for annual inventory. Here you can find step-by-step instructions for attaching the asset QR codes.

Allocate assets to specific resources (tables, rooms) and employees

Every day office life is about making assets available where they are needed: at work, in a meeting room, or at a specific location. The big question “Where is the graphics tablet?” It was then clearly clarified at that moment.

Flexopus Asset Management combines this idea with the booking workflow: When booking, you can see directly in the asset details where the asset is stored. The live map is activated, and you can see in the floor plan where you can find the asset.

In addition, Flexopus also supports the fixed allocation of assets to people: You can permanently tie objects to employees in order to track company inventory in a comprehensible way (e.g., personal laptop, company cell phone, employee vehicle). Asset management thus becomes inventory software that can not only borrow but also map responsibilities.

Hidden assets and visible assets: The difference in usage

Not every asset should be bookable for everyone. Some items are deliberately only managed internally, as part of the inventory, while others should be actively used by the team and can be booked. There are several adjustments in Flexopus for exactly this:

Visible, bookable assets

An asset with the status “Flexible” is visible to users and can be booked. This is ideal for pool equipment such as projectors, test equipment, or HDMI cables. If you would like to find out more about “making assets bookable”, click the right blog post about the end of the paperwork industry.

Hidden or restricted assets

There are two relevant statuses for assets that should not be freely bookable:

• Blocked: The asset is not available to anyone, for example due to a defect, inspection, or loss.
  
• Restricted: The asset can only be booked by admins on behalf of other users. This status is also explicitly intended for inventory management or assets that require official approval. Bookings of such assets are managed exclusively in an admin context.

There is also the option to publish or not publish an asset. This is how you decide whether an asset appears in the user area at all.

The result: For each asset, you control whether it is an active part of everyday working life (visible and bookable) or is managed purely as an inventory data set (restricted, not bookable or not published). It is precisely this separation that is decisive for many companies because they clearly differentiate asset accounting and operational use without having to maintain two separate systems.

Asset management for fixed asset accounting

Asset accounting depends on reliable master data: identification features, purchase value, form of ownership, terms, documents. Flexopus Asset Management is no substitute for a comprehensive financial system, but it provides a clean database as inventory software and makes information available where it is created: in everyday office life.

A major advantage: You can not only describe assets “somehow”, but also specifically enrich them with information that is later used in fixed asset accounting or in an upstream asset accounting tool. This includes manufacturer, serial number, production date, price and form of ownership (buy or lease).

The fields that are important for fixed asset accounting

If you want to use Flexopus as a data source for your fixed asset accounting, it's worth taking a look at the fields that can already be created in the standard version:

• Name and internal ID (such as an inventory/asset code): The cornerstone for clear identification within the company.
  
• Category: Helps to structure plant types (IT, vehicles, meetings, tools, etc.) and to filter them cleanly later.
  
• Manufacturer and serial number: Relevant features for verification, support, and audit.
  
• Production date: Useful for lifecycle and replacement planning.
  
• price: Basic information about acquisition/investment.
  

What import and export options are available with Flexopus Asset Management?

For asset accounting and inventory, a clean import of data and a full export is crucial. Flexopus Asset Management has an import/export function for exactly that: You can export a list of your assets to get an overview or to reuse data in other systems.

When creating the first system, the assets can be easily uploaded via import to create an overview on Flexopus. Flexopus offers comprehensive asset analyses so that you have the best overview of your inventory.

You can then optionally attach the QR codes and clearly inventory everything once via QR code assignment.

To continue using the data in third-party software for asset accounting, it is then worthwhile to export all relevant data cleanly as an SVG.

This creates a clean bridge between operational asset management in Flexopus and downstream processes that cover your fixed asset accounting or asset accounting tool. They keep data up to date centrally instead of maintaining it multiple times.

Conclusion: Asset management for offices: A game changer for order

Good asset management is not recognized by the list of functions, but by the fact that it is used in everyday life. Flexopus makes exactly that possible: inventory software that does not disappear in the “inventory folder” but lives in the daily booking and office workflow.

With Asset QR Codes, you can bring inventory directly to the object: scan, access, book, assign, without unnecessary detours. At the same time, structured asset fields, documents, and import/export provide a reliable basis for properly supporting asset accounting, consolidating master data and making information available more quickly.

In short, if you want to tidy up your office inventory, you need less Excel and clearer processes. With the Flexopus Asset Management Software annoying inventory issues are finally turning into a structured, clear matter.