Assets

Assets are the equipment you service — compressors, dryers, filters, tanks, and everything else that keeps compressed air flowing. Every asset belongs to a customer and can have components (serviceable parts) tracked inside it.

Asset Types

NORDVEST comes loaded with asset types for the equipment you're seeing every day:

Compressors

• Compressor - Piston
• Compressor - Rotary Screw
• Compressor - Vane
• Compressor - Scroll

Air Treatment

• Air Dryer - Refrigerated
• Air Dryer - Desiccant
• Filter Housing

Other Equipment

• Receiver Tank
• Blower
• Vacuum Pump
• Other

Don't see what you need? Create custom asset types in Settings. You can also delete or rename any of the built-in types — your system, your rules.

Type-Specific Fields (Metadata)

Different asset types show different fields because, let's be honest, a receiver tank doesn't need a "Horsepower" field. NORDVEST shows what's relevant:

These are custom fields that new accounts start with. Other asset types (like Filter Housing and Receiver Tank) don't come with any preset fields — you can add your own and configure which ones appear for each asset type in Settings → Custom Fields.

All assets share these common fields:

• Name — How you identify this unit (e.g., "Main Compressor", "Backup Dryer")
• Manufacturer — Who made it
• Model — Model number
• Serial Number — Manufacturer's serial
• Installation Date — When it was put in
• Not in Use — Mark assets that are inactive or decommissioned
• Notes — Internal notes about this asset

Hour Tracking

Some asset types track runtime hours — and this is where NORDVEST really shines. When hour tracking is enabled:

• You can record Hour Readings during service visits
• NORDVEST calculates usage between readings
• Component service intervals can trigger based on runtime hours
• Future hour predictions help you plan ahead based on usage trends

Example: A compressor shows 12,450 hours. Last oil change was at 8,500 hours. With a 4,000-hour oil interval, you know it's due at 12,500 hours — that's just 50 hours away.

Overriding Hour Recording for One Asset

The asset type sets the default, but individual assets can differ. Edit the asset and turn on Override hour recording to decide for that asset alone — useful when a unit's meter is broken or seized, or when one piece of equipment has a counter that its type usually lacks.

Turning recording off never deletes hour readings you've already taken. The history stays on the asset; you simply stop being prompted for new readings and the hour meter is hidden. Turn the override back off at any time to go back to following the asset type.

Load Hours

Many compressors track a second meter: load hours — the time the machine spent actually loaded, not just powered on. Whenever you record a run-hour reading (on Record Work or the asset page), you can enter the load hours beside it.

Load hours show up everywhere the run hours do — the current readings on the asset page, the reading history, the usage chart, and the printed Work Order and Day Sheet — so you can compare productive load time against total runtime at a glance.

One important distinction: service forecasts run on run hours, not load hours. Load hours are there for insight and diagnostics; the maintenance schedule doesn't change based on them.

When the Meter Rolls Over or Gets Reset

Hour meters lie eventually. A five-digit meter runs out of room after 99,999 hours and starts over at zero, so a machine with 100,021 lifetime hours proudly displays "00021". And when a machine gets a new controller, the hours reset to zero outright.

NORDVEST handles both without you ever having to fudge a number. Always enter exactly what the meter says, then tell it what happened using the Meter Event toggle at the top of the Record Hours box (the same toggle appears when editing a past reading, so a rollover you missed at the time can be flagged after the fact):

• Normal — the default. Business as usual.
• Meter was reset — a new controller zeroed it. Lifetime hours pick up where they left off and keep counting.
• Rolled over — the meter lapped. NORDVEST adds 100,000 hours behind the scenes.

There's a separate toggle for the run meter and the load meter, because they lap independently — one can wrap while the other hasn't.

Nothing is guessed from the numbers. As you type, a small line shows how many hours since the last reading and an estimated hours per month; it turns red if the number went backwards. That's there to help you spot a fat-fingered digit — it never stops you saving, and it never sets the toggle for you.

Because the two numbers now differ, NORDVEST keeps both:

• Display hours — what the meter physically reads. This is the headline number on paperwork and throughout the app.
• Lifetime hours — the machine's true hours since new, shown as ≈ in smaller text directly beneath the meter value, and only when the two differ. The ≈ is there because this figure is worked out from the events you flag rather than read off the machine.

Every maintenance calculation uses lifetime hours — when components come due, hour forecasts, oil sample intervals, and picklist predictions. A rollover never resets a machine's service history.

Load Analysis

The Last Reading card shows a load button — the load percentage since the previous reading. Click it to open Load Analysis.

It's a tool rather than a fixed number because how you slice it changes what it means. A machine reading 100,000 run and 90,000 load might have run fully loaded for 90,000 hours and then idled for the last 10,000 — the all-time figure says 90% and tells you nothing about the problem. The last-reading figure would say close to zero, and that's the one worth knowing.

So the modal opens with a summary table showing run hours, load hours and load percentage across three spans side by side: Last (since the previous reading), Previous 365 days (a rolling window back from today, not a calendar year), and All time. Reading them together tells you whether the machine's duty is holding steady or drifting. A span without enough history to be meaningful shows a dash rather than a misleading number — a machine whose readings don't reach back a full year has no "previous 365 days" figure.

Beneath the summary is the visit by visit table: run, load and load percentage for every interval, newest first, scrollable. That's where you go to find the visit the duty changed on. It shows the last twelve to start with, with a Show all readings button underneath when there's more history behind it.

If a load meter rolled over and nobody flagged it, the reading looks like it went backwards. There's no honest percentage for that stretch, so it's left out of both tables rather than shown as a negative — flag the rollover on the reading and it reappears.

Everything is calculated on lifetime hours, so a rolled-over meter doesn't skew it.

Discovered a rollover months later? Admins and service managers can set the same toggle on any past reading by editing it from the asset page — everything after it recalculates automatically. The reading history marks flagged readings so you can see at a glance which ones wrapped or were reset.

Oil Samples

Oil sampling is critical for keeping the machines you service in warranty. When enabled on an asset, you can record samples and see exactly how old each consumable component was at the time of sampling.

NORDVEST also has a dedicated Oil Samples page accessible from the main navigation, giving you a bird's-eye view of all samples across all assets.

Enabling Oil Samples

1. Edit the asset
2. Check "Track oil samples"
3. Optionally set a sampling interval in hours and/or months
4. Save

Once enabled, an Oil Samples link appears on the asset's detail page.

Recording a Sample

1. Navigate to the asset's detail page
2. Click View Oil Samples
3. Click Add Oil Sample
4. Select the hour reading at the time of sampling
5. Set the sample date
6. Add any notes (optional)
7. Save

You can also start from the main Oil Samples page: click Add Oil Sample there and pick the asset from the search picker. The picker finds tracked assets by serial number, asset name, manufacturer, model — or you can search by customer name, handy when you know whose machine it is but not its serial.

Sample Details

The sample detail view shows the asset's serial number alongside the rest of the identifying info — useful when you're cross-referencing samples with paperwork or warranty records.

Component Ages

Click any sample row to expand it and see how old each consumable component was at the time of that sample:

Components that have never been changed show dashes instead of ages — no data, no guessing.

The "Look Backward" Rule

Here's a subtle but important detail: when a component is changed during the same service visit as the oil sample (same hour reading), the age reflects the previous component — not the shiny new one you just put in. This is because the oil sample captures the state of the oil before the new parts go in.

Example: You take an oil sample and change the oil filter at 5,000 hours. The previous filter was installed at 3,000 hours. The sample shows the filter age as 2,000 hours (5,000 − 3,000), because that's the filter the oil was actually running through.

Oil Sample Submission Forms

NORDVEST can generate pre-filled PDF submission forms for oil samples — ready to print and send with your sample to the lab. Currently supports Sullivan Palatek forms, with more manufacturers coming.

To set up form generation:

1. Go to Settings → Company
2. Enter your Oil Sample Contact Name and Email — these are pre-filled on the form so the lab knows who to send results to

Then, from any oil sample record, click Generate Form to download the PDF.

Sampling Interval

You can configure how often samples should be taken:

• Hours — e.g., every 2,000 hours
• Months — e.g., every 6 months

These intervals display on the Oil Samples page so you always know when the next one is due.

Submitting a Sample to Kaishan Kloud

If your tenant services Kaishan equipment, you can submit an oil sample directly to Kaishan Kloud from inside NORDVEST — no more retyping numbers into a separate lab form.

1. Open the sample from the asset's Oil Samples history and choose the Kaishan submission option
2. NORDVEST pre-fills the fluid type, lubricant hours, and machine hours from the asset's oil-change history — if there's no oil-change history yet, it falls back to the asset's install date so the numbers are never blank
3. Enter the bottle number printed on the sample bottle
4. Confirm or adjust whether the fluid and filter were changed
5. Submit

Once Kaishan accepts the sample, its details lock — you can no longer edit or resubmit it, since the lab already has that exact record. The bottle number becomes a link straight to that bottle's worksheet on Kaishan Kloud, so you can jump to the lab's own record without leaving NORDVEST.

If Kaishan says the bottle was already used: that means Kaishan's own system already has a sample recorded against that bottle number — often because it was submitted by phone or directly on Kaishan's site rather than through NORDVEST. Use Mark as already submitted (below) to record it here instead of resubmitting.

Recording a Sample Submitted Outside NORDVEST

Not every sample goes through NORDVEST's submission form — some get called in or submitted on Kaishan's own site. Use Mark as already submitted to keep your records straight without sending anything to Kaishan again:

• A bottle number is helpful but not required — if you don't have it handy, you can still record that the sample was submitted
• This never sends a request to Kaishan; it only updates the record in NORDVEST

Mapping Fluids and Components (Settings)

Before submitting to Kaishan, a manager sets up how NORDVEST's parts and components map to Kaishan's own catalog. See Settings → Oil Samples for how to configure fluid mappings and which component type represents the lubricant.

Sample History at a Glance

The per-asset Sample History table shows, for every sample: the sample date, hours at the time of sampling, and two compact status badges — one for whether it's been submitted to Kaishan, one for whether the physical bottle has shipped. Hover either badge for the exact date. The list of samples on the main Oil Samples page shows the same shipped/not-shipped status alongside each sample's date, asset, customer, and hours.

Viewing Assets

From the Assets Page

The main Assets page shows all equipment across all customers. Use this to:

• See everything you service at a glance
• Find assets by type
• Spot equipment that needs attention
• Filter between in-use, all, or not-in-use assets

Assets marked as "not in use" display a badge and sort to the bottom of lists — out of the way but never lost.

You can also group assets, save filter combinations as named views, and set a default view. See Working with Tables for details.

From a Customer

Each customer's page shows only their assets. This is your go-to view when you're prepping for a service visit.

The Asset Detail Page

Click any asset to see its full detail page, organized in a clean two-column layout:

• Left side (main) — Core information, components with service due status, the Documents card, and service history
• Right side — Asset info at a glance, tech notes, oil samples, and hour readings history

Each component row carries a single status chip — OK, Due next service, or Overdue — so you can see what needs attention without hunting through a separate alerts list. A due date shows a small ≈ when it's an estimate from an hours forecast rather than a fixed calendar date. Hour readings are displayed below the hour meter so you can see the full history at a glance.

The service history tells you not just when a component was touched but what was done: each entry is labeled Changed or Inspected, so you can tell a filter that was actually replaced from one that was checked and left in place.

Documents on the Asset

A unified Documents card sits directly under the Components table. It surfaces files that NORDVEST thinks belong to this unit, organized into tabs:

• Possibly related — PDFs from your Documents library that match the asset's brand and model. Tonttu pulls these in as approximate hints, not authoritative results — verify before trusting them
• Controller manuals — When an asset's brand/model manual mentions a specific controller (e.g., "uses MAM200"), and a separate manual for that controller is in the Documents library, it shows up here with a "Via MAM200" subtitle

NORDVEST's matcher is smart about model number families — an asset with M/N "KRSB-10-125-AC" matches "KRSB-10-125", "KRSB-10", and "KRSB" library docs, but not unrelated models like "KRSB-7.5". Generic words like "Supervisor" or "Elektronikon" are intentionally excluded so unrelated manuals don't bleed across brands.

Tech Notes

The right rail has a Tech Notes card for jotting down anything a future tech should know about this unit — quirks, tips, gotchas, "the bypass valve sticks if you don't tap it twice".

Editing and deletion rules:

• Authors can edit and delete their own notes for 2 days after posting
• Service Managers and Admins can edit or delete any note at any time
• Deletes are soft and go through a confirmation modal

Tech notes also appear on the customer's page so you don't have to drill into each asset to scan them.

Adding an Asset

1. Navigate to a customer's page
2. Click Add Asset
3. Select the asset type
4. Fill in the details (the form adjusts based on the type — no irrelevant fields cluttering things up)
5. Save

Pro tip: If you're adding a type of equipment you set up frequently, use an Asset Template to pre-fill common values. Your future self will thank you.

Editing an Asset

Click the asset's name to open the edit form. You can change any field except the customer assignment.

Deleting a Component

Components can be deleted from the asset's detail page — including components that already have recorded service work, which used to be blocked.

• A component with no recorded work deletes with a simple confirmation.
• A component with recorded work shows you the full picture first — how many recorded work entries it has, across how many service requests — and warns that deleting the component permanently deletes that recorded work too. Confirm with Delete component & work and both go together.
• Everything else stays put: other components on the asset, their work, hour readings, and any service paperwork already finalized are untouched.

Asset Actions Menu

From any asset row in a list, or from the asset's detail page, the actions dropdown gives you three shortcuts:

• Edit — Open the edit form
• Create Asset Like This — Pre-fills the create form with this asset's brand, model, components, and metadata. Unique fields (customer, serial number, install date, in-use flag) are intentionally left blank so you fill them in for the new unit. Great when a customer adds a second identical compressor next to the first
• Save as Template — Turn this asset into a reusable Asset Template, pre-filled with brand, model, components, and metadata. The next similar asset is one click instead of ten

No Regular Service

Some equipment doesn't need routine maintenance visits — a standby unit that almost never runs, a tank that's just there for storage. Mark these assets as No Regular Service to flag that they're excluded from your regular service schedule.

When this flag is set:

• A badge appears on the asset's detail page and in customer views
• The asset is excluded from "components due" report conditions — so it won't show up on overdue maintenance reports
• Work orders and printed service records note that no regular service is performed on this unit

To mark an asset as No Regular Service:

1. Edit the asset
2. Check the "No regular service" checkbox
3. Save

Tip: This is different from "Not in Use." An asset that's still operational but serviced on its own schedule — not yours — is a good candidate for "No Regular Service." An asset that's sitting idle or decommissioned should be marked "Not in Use" instead.

Marking Assets as Not in Use

When equipment is decommissioned, removed, or gathering dust in the corner, mark it as "not in use" instead of deleting it. This preserves the full service history while keeping your active asset lists clean and focused.

To mark an asset as not in use:

1. Edit the asset
2. Check the "Mark as not in use" checkbox at the bottom of the form
3. Save

Assets marked as "not in use":

• Show a "Not in use" badge throughout the application
• Sort to the bottom of asset lists
• Can be filtered separately on the Assets page
• Appear in a collapsible section on the Record Work page

Tip: Never delete an asset just because it's offline. "Not in use" keeps your service history intact for warranty claims, reference, or the day the customer decides to fire that old piston compressor back up.

Asset Groups

For customers with a lot of equipment, Asset Groups help you organize things the way they exist in real life:

Compressor Room
├── Unit 1
│   ├── 25 HP Rotary Screw
│   ├── BEKO Dryer
│   └── Filter Bank
└── Backup (Piston)

Building B
└── Filter Housing

Groups can be nested (parent-child), making it easy to map out large facilities. Each group has:

• Name — How you identify this grouping
• Description — Optional notes about the group

Locations (groups with their own address)

When a customer is serviced at more than one address but bills as one account — a farm with three sites, say — turn on Multiple locations from the customer's detail page (in the Assets area). Then a group can be marked as a location with its own address:

• A location shows a map-pin and an address in the group tree.
• Groups nested under a location inherit its address unless you give them their own — so you only type each address once.
• A location can itself inherit (no own address) — useful when two nearby sites share an address but you still want them named separately.
• Addresses autocomplete (and resolve to map coordinates) the same way customer addresses do.
• Turning Multiple locations back off hides the location UI but keeps the data — flip it on again and everything's still there.

Locations are for one customer with several addresses. If the places bill separately, use Sub-customers instead — see Customers.

Tip: Use groups for multi-location customers or to describe where equipment lives. Your techs will love you for it:

1520 Fern Road Location
├── Main Machine - Upstairs in Building A
│   ├── 25 HP Compressor
│   └── BEKO Dryer
└── Backup - Downstairs under the large conveyor
    └── 5 HP Champion

Asset Templates

For equipment you add frequently, Asset Templates pre-populate common configurations. When you select a template while adding an asset:

• Asset type is pre-selected
• Metadata fields are pre-filled with typical values
• Component types are suggested

Templates save time and keep things consistent — especially when you've got a fleet of the same model across different customers. Set them up in Settings → Asset Templates.

Display Names

NORDVEST automatically generates a display name for each asset based on what's available:

1. If a name is set, use it
2. Otherwise, use manufacturer + model (with horsepower if applicable)
3. Otherwise, use the serial number
4. Otherwise, fall back to the asset type name

Tip: Set a clear name for assets you reference often. "Main Compressor" is a lot easier to find in a list than "Ingersoll Rand UP6-50PE-125."