Notes & Comments

Numbers say what happened. Comments say why — and months later, why is the part nobody can reconstruct.

AssetBase lets you leave comments in the two places where that matters most: on an asset, and on an audit.

Comments on an asset

Open an asset and use its Comments tab. Use it for anything the fields cannot hold:

• "Screen replaced under warranty, claim reference 4471."
• "Lives permanently in the generator room — do not move to the store."
• "Serial plate is unreadable; identified from the purchase order."

Anyone in your organization can read the thread and add to it.

Comments on an audit

An audit has its own Comments tab, and this is where the explanation of a discrepancy belongs.

"Four assets missing — confirmed off-site with the contractor, returning on the 14th."

That note belongs on the audit, not scattered across four assets, because it is a fact about this stock-take: it explains the result the auditor is looking at. Next year's audit is a different question with a different answer.

This is what turns a set of counts into a defensible record. An auditor reading a report with four unexplained missing assets draws one conclusion; the same report with a dated note explaining them draws another.

What you can and cannot change

Every comment records its author and the time it was written, and an edited comment is shown as edited. You cannot rewrite someone else's words, and you cannot make an edit look like an original.

Comments are grouped by day, so a long thread reads as a timeline.

Notes captured in the field

Comments are not the only place notes are recorded. Several actions capture their own note at the moment they happen, and those stay attached to the event rather than to the general thread:

• Disposal records why an asset was disposed of.
• Check-out and check-in record notes and condition at each handover.
• Scanning can capture a condition note against the read itself.

Use those where they apply — a note attached to the event it explains is more useful than the same sentence in a general thread.

• AB-030 — Audits & Compliance
• AB-016 — Asset Disposal & Lifecycle
• AB-024 — Capturing Condition at Scan