Assets
Package: SALES BILLING
The Assets module is exclusively available in the CRM version brainX CRM!
1. General
Assets in brainX represent service or license contracts and show an overview of the services and terms for a product.
Records from the Assets module can be selected in the so-called "Product Block". For detailed information, see the section Product Block in Invoicing Modules in the manual.
A machine (Product) is sold via a sales order. After the sale, an asset record is created that represents the associated maintenance contract. The corresponding service contract from the product catalog is selected as the Product, the Service Date is set to the next maintenance interval, and the Status is set to active. Using the New Ticket action, a service ticket can be created directly from the asset if needed. An additionally agreed extended warranty is recorded as a separate record in the Add-ons module.
A customer acquires a software license. The asset maps the license terms: The license is selected as the Product, Amount and Currency document the agreed license price, and the Service Date marks the expiration date or renewal point. The Status can be used to track whether the license is still active or has already expired (inactive).
This section only describes special fields or functionalities of the module, as all general brainX functionalities are described elsewhere in the manual.
2. List View
The list view in the Assets module has the usual functionalities of a list view. For more detailed information, see the section Structure/Layout - List View.
2.1. Actions
In the list view – depending on the module – general actions are available. An overview and description of all general actions can be found in the section Actions (List View).
There are no module-specific actions in this module.
3. Detail View
3.1. Fields
The following table describes required fields as well as fields with non-obvious functions. All other fields are self-explanatory.
Basic Data Block
| Field | Description |
|---|---|
| Title * | Name of the asset |
| Status * |
|
| Product * | Linked product; the record can be selected via the product block in invoicing modules – see Product Block in Invoicing Modules |
| Service Date * | Date of the next due service |
| Amount / Currency | License or contract amount including the associated currency |
*Required field
3.2. Actions
The following actions are available in the detail view:
3.2.1. General Actions
- PDF Export
- Recommend
- Copy
- Delete
- Change Tracking
For detailed information on the actions, see the section Actions (Detail View).
3.2.2. Module-Specific Actions
| Action | Requirement | Functionality |
|---|---|---|
| New Ticket | – | Creates a new ticket and links it to the asset |
| New Task | – | Creates a new task and links it to the asset |
| New Email | Configured email inbox | Opens the email editor with reference to the asset |
4. Practical Examples
1 – Maintenance Contract for a Sold Machine
A mechanical engineering company sells a system via a sales order in brainX. After the sale, an asset record is created for the associated maintenance contract and linked to the corresponding organization and contact.
The matching service contract from the product catalog is selected as the Product. The Amount and Currency document the agreed maintenance fee, the Service Date is set to the next due maintenance interval, and the Status is set to active. If needed, a service ticket can be created directly from the asset using the New Ticket action and linked to the asset – for example, when an unplanned malfunction is reported.
This way, the asset maps the entire service contract history and enables targeted tracking of all maintenance appointments and incidents.
2 – Managing a Software License with Expiration Date
A customer acquires a time-limited software license. To maintain an overview of the term and renewal point, an asset record is created.
The corresponding license from the product catalog is selected as the Product. Amount and Currency document the agreed license price. The Service Date is set to the license expiration date, so the upcoming renewal deadline is visible early in the list view. After the license expires, the Status is set to inactive.
Via the product block in invoicing modules, the asset can be directly referenced when creating renewal invoices or extension sales orders.
3 – Using Assets as the Basis for Follow-up Documents
An existing customer has several active assets – including a service contract and a software license. At year-end, renewal invoices are to be created for both assets.
The responsible employee opens the list view of the Assets module and filters by Status = active and the Service Date in the relevant period. For each asset, the corresponding asset is referenced as a line item via the product block in a new sales order or invoice. Amount, currency and product name are automatically transferred.
Through the direct linking of invoicing documents with the asset, the complete billing history remains traceable at the record.
5. Frequently Asked Questions
In which packages is the Assets module available?
The Assets module is available in the sales and faktura packages, but exclusively in the CRM version brainX CRM. The module is not available in the brainX APP.
What is the difference between an asset and a contract?
The Contracts module maps debtor contracts with customers – i.e., ongoing agreements that generate recurring revenue. An Asset, on the other hand, represents a specific service or license contract for a particular product and primarily serves to track service appointments and license states. Assets can also be directly selected in the product block of invoicing modules.
What is the service date used for?
The Service Date indicates the time of the next due service or the expiration date of a license. It serves as orientation in the list view to recognize upcoming appointments early and initiate timely follow-up measures – such as creating a ticket or a renewal invoice.
Can I create a ticket directly from an asset?
Yes. Using the module-specific action New Ticket in the detail view of the asset, a new ticket is created directly and linked to the asset. The only requirement is that the ticket module is available in the system.
How is an asset used in the product block of an invoicing module?
When adding line items in an invoicing module (e.g., sales order or invoice), an asset can be selected as a reference in the product block. Detailed information about this is described in the section Product Block in Invoicing Modules.
What happens when a license expires – does the asset record need to be deleted?
No. Expired assets should not be deleted, but only have their Status set to inactive. This preserves the history and the record can be reactivated upon renewal.