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Beam Machine Asset, Rental, Stock, and Fleet Operations

Detailed SOPs for fixed assets, rental movement, inventory control, and equipment management.

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Controlling Assets, Rentals, Stock, and Fleet

This page shows operations teams how to keep the asset register, equipment records, rental movement, and stock controls aligned with what actually happened in the real world.

Product: Beam Machine
Module: Fixed Assets, Fleet, Rental, and Inventory
Role: Asset Controller, Fleet Coordinator, Rental Coordinator, Storeman, Operations Manager
Difficulty: Intermediate
Time: 15 minutes first read
Last Updated: 2026-03-10
Version: Current Beam Machine app build in this repo

Before You Start

  • You need the correct entity and the real-world source event.
  • You should know whether you are updating an asset, equipment unit, rental movement, or stock record.
  • Do not process operational events from memory alone. Have the source detail ready.

What are asset, rental, stock, and fleet controls?

These controls keep the system record tied to real physical things. On paper, this would be your fixed-asset register, equipment register, rental movement log, stock cards, warehouse sheets, and maintenance file.

In Beam Machine, those controls are split across Fixed Assets, Fleet, Rental, and Inventory.

When do you use this?

Use this page when an asset is added or disposed, equipment is maintained, a rental item moves out or back, or stock is received, moved, or counted.

If the physical event happens but the system event does not, the next operational decision is based on a lie.

Where do you find these controls?

Primary path: Use Fixed Assets, Fleet, Rental, and Inventory in the left sidebar.
Reference: Use 98-screen-map.md if you need the routed view.

How to keep operations aligned with reality

Main screens

Screen Route Main use
Fixed Assets /dashboard/fixed-assets/* Register, depreciation, disposals, reconciliation
Fleet /dashboard/fleet/* Equipment register, maintenance, insurance
Rental /dashboard/rental/* New rental, calendar, check-out, check-in, rates
Inventory /dashboard/inventory/* Items, warehouses, movements, stocktakes

Run the asset register correctly

  1. Open Fixed Assets.
  2. Confirm total assets, total cost, and net book value.
  3. Open Asset Register.
  4. Add the asset if it does not exist.
  5. Review Depreciation.
  6. Use Disposals when the asset leaves service.
  7. Use Reconciliation to line up asset detail with finance.

✅ Checkpoint: The asset register should explain what exists, what it costs, how it is depreciating, and what has left the business.

Control the equipment register

  1. Open Fleet.
  2. Review total assets, maintenance due, and active equipment.
  3. Open Equipment Register.
  4. Add new equipment when it enters service.
  5. Log maintenance in the maintenance area.
  6. Track insurance policy records in the insurance area.

✅ Checkpoint: Equipment history should be visible without needing a side spreadsheet.

Process a rental check-out

  1. Confirm the rental exists and is reserved.
  2. Open Rental > Check Out.
  3. Select the rental.
  4. Confirm you are checking out the correct equipment for the correct client.
  5. Confirm the check-out action.

✅ Checkpoint: The status should change in the system at the same time the equipment leaves.

Process a rental check-in

  1. Open Rental > Check In when the equipment comes back.
  2. Select the correct rental.
  3. Confirm the return details.
  4. Complete the check-in action immediately instead of "later."

✅ Checkpoint: Availability should update when the item returns, not hours or days afterward.

Control inventory

  1. Open Inventory.
  2. Review low-stock alerts.
  3. Manage item masters in Items.
  4. Keep location structure clean in Warehouses.
  5. Review transaction history in Movements.
  6. Run physical verification through Stocktakes.

✅ Checkpoint: Items, locations, and movements should explain the recorded balance well enough for a stocktake review.

Common Questions & Issues

"We’ll update the system after the truck comes back"

Why this happens: Real-world movement feels more urgent than system capture.

Fix: Update the rental or stock event immediately. Delayed capture destroys availability accuracy.

"The real register is in Excel, Beam Machine is only the view"

Why this happens: Old operational habits survive after rollout.

Fix: Keep one source of truth. If Beam Machine is the active system, stop maintaining a separate live register elsewhere.

"The finance numbers do not match the asset register"

Why this happens: Asset updates, disposals, or reconciliations were skipped or captured late.

Fix: Review Reconciliation, then trace the gap back to the missing or incorrect asset event.

What's Next

Related Pages

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