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Create a New Device

  1. Click Devices in the sidebar.
  2. Click the Add Device button in the top right corner.
  3. Fill in the required fields on the Add Device page.

Main Data​

  1. Device name -- enter a name between 2 and 100 characters (required).
  2. Serial number -- enter a serial number up to 30 characters (optional).
  3. Status -- automatically assigned based on the device assignment:
    • Assigned to IT department: New status.
    • Assigned to a user or place: In-use status.
tip

Learn more about available statuses and how to modify them on the Statuses page.

device name and serial number

Invoice​

Add invoice data to the new device in this section.

info

The invoice section is only visible if you have enabled Invoice Settings on the Settings page.

invoice settings

  1. Enter the invoice number.
  2. Select the invoice date from the date picker.
  3. Choose a vendor from the dropdown. Learn how to create vendors.
  4. Optionally enter a custom extension field.

invoice

Category​

Select a category from the dropdown. Categories are managed in the Categories menu. If the selected category has metadata fields (e.g., screen size, CPU, keyboard for a PC category), those fields appear below the category name for you to fill in.

category

Price and Currency​

  1. Price -- enter the device price (up to 8 characters).
  2. Currency -- select the currency from the dropdown.

The converted price in your default currency is displayed below in blue text.

price and currency

tip

You can enter the price in any purchase currency. The system automatically converts it to your default currency using the daily exchange rate.

Assign To​

By default, new devices are assigned to the IT department or the default place configured in Settings.

tip

You can set a default place in Settings > Tenant Settings. New devices will be automatically assigned to that place. Learn how to set the default place.

assign to

Click the assignment field to choose from:

  • Employee -- enter a user name.
  • Place -- enter a previously created place name.
  • Assign back to IT -- return the device to the IT department.

Warranty​

Register the device warranty:

  1. Warranty years -- select the warranty duration from the dropdown.
  2. Warranty end date -- select the expiration date from the date picker.

warranty

  1. Upload Invoice -- attach an invoice file in PDF format (maximum 2 MB).
info

Invoices are stored in encrypted blob storage within the Microsoft Azure West EU Datacenter. When downloading, a temporary Shared Access Signature (SAS) token is generated, valid for 30 minutes. Only Administrators, Contributors, and Supervisors can request downloads. Storage is encrypted at rest with 256-bit encryption and at the disk level.

If you need to connect your own Azure storage, this can be arranged through back-office support (one-time setup cost applies).

After uploading, the following actions are available:

  • Show invoice (blue eye icon) -- preview the uploaded document.
  • Recognize data by AI (green AI icon) -- extract invoice data automatically. A confidence percentage indicates accuracy. Accept suggestions with the check icon or reject with the X icon.
  • Delete invoice (red bin icon) -- soft-delete the document. The file is permanently removed after 14 days. Contact support to recover it before then.

invoice AI

tip

If the AI Recognize feature suggests a vendor that does not yet exist, click the blue plus icon to add it as a new vendor directly.

vendor suggestion add new vendor

Image​

Select an image for the device. The image is displayed on the device tile in Card view on the Devices page.

image

Comment​

Add optional comments to the device (up to 200 characters).

comment

info

The comment section is only visible if Enable comments for devices is turned on in Settings > Tenant Settings.

Once all information is entered, click the blue Save button in the top right corner to create the device.