Overview

The Equipment screen lets you manage equipment records that can be associated with your assets. You can use equipment records to track items such as machinery, tools, or devices, along with their supplier details, warranty information, and custom data. Equipment records are typically used for compliance and maintenance tracking purposes.

Getting here

From the sidebar, click Configuration then click Equipment.

What you can do on this screen

View a list of all equipment records
Search for equipment by code or description
Add a new equipment record
Edit an existing equipment record
Delete an equipment record
Record supplier contact details and purchase information
Record warranty details
Store additional notes and custom field values against equipment

Viewing equipment

When you open the Equipment screen, you see a table listing all equipment records. The table displays the following columns:

Code -- the unique identifier for the equipment
Description -- a short description of the equipment
Acquisition Value -- the value at which the equipment was acquired
Acquired Date -- the date the equipment was acquired
Location -- the location assigned to the equipment
Linked Asset -- the asset linked to the equipment, shown as the asset code and name

If no equipment records exist, the message "No equipment found" is displayed.

Searching for equipment

In the Search equipment... field at the top of the screen, type your search term.
The table filters automatically as you type, matching against the equipment code and description.
Clear the search field to show all equipment records again.

Adding a new equipment record

You need the create equipment permission to add equipment.

Click Add Equipment at the top of the screen.
The new equipment form opens on the Details tab.
Enter an equipment Code. This field is required.
Complete the remaining fields as needed. See the field reference below for details.
To add supplier, warranty, or notes information, scroll down within the Details tab.
To add custom field values, click the User Fields tab.
Click Create Equipment.
A success message confirms the record has been created, and you are returned to the equipment list.

If there are validation errors, a message asks you to fix the errors before saving. The fields with errors are highlighted and display an explanation beneath them.

Editing an equipment record

You need the edit equipment permission to make changes.

In the equipment list, click the Edit (pencil icon) button on the row you want to change.
The equipment detail screen opens in view mode.
Click Edit at the top of the screen to switch to edit mode.
Make your changes across the Details and User Fields tabs as needed.
Click Save Changes.
A success message confirms the record has been updated, and you are returned to the equipment list.

If you try to navigate away or cancel while you have unsaved changes, a prompt asks whether you want to discard your changes or continue editing.

Deleting an equipment record

You need the delete equipment permission to remove equipment.

In the equipment list, click the Delete (bin icon) button on the row you want to remove.
A confirmation prompt appears with the message: "Are you sure you want to delete this equipment? This action cannot be undone."
Click Delete to confirm, or Cancel to go back without deleting.
A success message confirms the record has been deleted.

If the equipment cannot be deleted (for example, because it is linked to other records), an error message explains why.

Discarding unsaved changes

If you have unsaved changes on the equipment detail screen and you click Cancel or try to navigate away:

A prompt appears with the message: "You have unsaved changes. Are you sure you want to discard them?"
Click Discard Changes to discard your edits and leave the screen.
Click Continue Editing to stay on the screen and keep your changes.

Field reference

Details tab -- Equipment Details

Field	Description	Required	Notes
Code	A unique identifier for the equipment record.	Yes	Maximum 50 characters.
Description	A short description of the equipment.	No	Maximum 200 characters.
Acquisition Value	The monetary value at which the equipment was acquired.	No	Must be zero or a positive number. Maximum value is 999,999,999.99.
Acquired Date	The date the equipment was acquired.	No	Select a date from the date picker.
Linked Asset	The asset associated with this equipment.	No	Read-only. Displays the asset code and name if linked.
Location	The location where the equipment is held.	No	Select from the list of available locations.

Details tab -- Supplier Information

Field	Description	Required	Notes
Supplier Code	The supplier's reference code.	No	Maximum 50 characters.
Supplier Name	The name of the supplier.	No	Maximum 100 characters.
Telephone	The supplier's telephone number.	No	Must be between 10 and 15 digits. Maximum 20 characters including formatting.
Email	The supplier's email address.	No	Must be a valid email format. Maximum 100 characters.
Website	The supplier's website address.	No	Maximum 200 characters.
Invoice Reference	A reference number for the supplier's invoice.	No	Maximum 50 characters.
Purchase Order Reference	A reference number for the purchase order.	No	Maximum 50 characters.
Hire Purchase	Indicates whether the equipment is on a hire purchase agreement.	No	Toggle on or off. Off by default.

Details tab -- Warranty Information

Field	Description	Required	Notes
Warranty Start Date	The date the warranty begins.	No	Select a date from the date picker.
Warranty Finish Date	The date the warranty ends.	No	Select a date from the date picker.
Warranty Cost	The cost of the warranty.	No	Must be zero or a positive number. Maximum value is 999,999,999.99.

Details tab -- Notes

Field	Description	Required	Notes
Additional Notes	Free-text notes about the equipment.	No	Maximum 1,000 characters.

User Fields tab

The User Fields tab provides custom fields for storing additional information against the equipment record. These fields are grouped into four sections.

Field	Type	Notes
User Text 1 to User Text 6	Text	Maximum 100 characters each.
User Value 1 to User Value 3	Number	Accepts decimal values. Range: -999,999,999.99 to 999,999,999.99.
User Date 1 to User Date 3	Date	Select a date from the date picker.
User Option 1 to User Option 3	Text	Free-text option fields.

Warnings and messages

Message	When it appears
Equipment code is required	You try to save without entering a code.
Equipment code must be 50 characters or less	The code exceeds 50 characters.
Description must be 200 characters or less	The description exceeds 200 characters.
Acquisition value cannot be negative	You enter a negative acquisition value.
Acquisition value is too large	The acquisition value exceeds 999,999,999.99.
Notes must be 1000 characters or less	The notes field exceeds 1,000 characters.
Must be 100 characters or less	A user text field exceeds 100 characters.
Value is out of range	A user value field is outside the allowed range.
Telephone must be at least 10 digits	The telephone number has fewer than 10 digits.
Telephone must be 15 digits or less	The telephone number has more than 15 digits.
Telephone must be 20 characters or less (including formatting)	The telephone field exceeds 20 characters.
Please enter a valid email address	The email address is not in a valid format.
Warranty cost cannot be negative	You enter a negative warranty cost.
Warranty cost is too large	The warranty cost exceeds 999,999,999.99.
Please fix the errors in the form before saving.	You attempt to save and one or more fields have validation errors.
Equipment deleted successfully	An equipment record is successfully deleted.
Equipment created successfully	A new equipment record is successfully created.
Equipment updated successfully	An existing equipment record is successfully updated.
Are you sure you want to delete this equipment? This action cannot be undone.	You select delete on an equipment record.
You have unsaved changes. Are you sure you want to discard them?	You try to leave the detail screen with unsaved changes.
Failed to load equipment. Please try again.	Equipment data could not be loaded. Check your network connection and try again.
Failed to delete equipment. Please try again.	The equipment record could not be deleted.
Failed to save equipment. Please try again.	The equipment record could not be saved.

The Asset Records Screen