Fixed Asset Management System (FAMS) — AI-Powered Asset Lifecycle Documentation
ShareDocs FAMS provides complete fixed asset lifecycle management — from procurement document workflows and AI-powered capitalisation data extraction to depreciation schedules, maintenance records, physical verification and disposal documentation.
Fixed Asset Management System — AI-Powered Asset Lifecycle Documentation
Fixed asset management requires accurate documentation at every lifecycle stage — procurement orders, capitalisation records, insurance policies, maintenance logs, physical verification records and disposal documentation. Organisations that manage this manually face audit exposure, phantom assets in their books and untracked insurance gaps.
ShareDocs FAMS connects procurement documents, asset records, maintenance workflows and physical verification in a single platform — with AI extraction that captures capitalisation data from invoices automatically and mobile verification that updates asset records in the field.
- AI-powered ECM — 4 native AI features, not marketing language
- ISO 27001 certified — auditable data security
- 400+ configurable workflows, no coding required
- SaaS: go live in 3 days. On-premise: 2–4 weeks
- 97% annual renewal rate — clients stay because it works
- India-based support team — not an overseas ticket queue
How teams use ShareDocs FAMS
AI-Powered Asset Capitalisation
Capital purchase invoice uploaded — AI extracts vendor name, invoice number, date, asset description, serial number, quantity and capitalisation amount automatically. Fields pre-populated into capitalisation approval workflow. Asset record created with all procurement documentation linked.
Mobile Physical Verification
Each asset tagged with barcode or QR code. Field teams scan assets using ShareDocs mobile interface — confirming location, condition and custodian. Verification status updated in real time. Unlocated assets flagged immediately. Verification completion report generated automatically.
Depreciation Schedule Management
SLM and WDV depreciation calculated automatically based on capitalisation value, useful life and residual value. Schedules updated on revaluation, partial disposal or useful life revision. Depreciation data exported to ERP for period-end posting.
Multi-Location Asset Transfers
Inter-location transfers managed via transfer workflow — sending location confirms dispatch, receiving location confirms receipt. All transfers documented with approval and logged in asset movement history. Verification exercises conducted location by location.
FAMS features
| Feature | What it does | Type |
|---|---|---|
AI Capitalisation Data Extraction | Vendor name, invoice number, asset description, serial number, capitalisation amount extracted automatically | ✦ AI |
Mobile Physical Verification | Barcode/QR code scanning via mobile — real-time verification status updates and unlocated asset flagging | |
SLM & WDV Depreciation | Automatic depreciation schedule calculation with ERP export for period-end posting | |
Multi-Location Asset Management | Assets assigned to locations, departments and custodians with transfer workflow documentation | |
Procurement Document Linking | All procurement documents — PO, invoice, GRN — linked to the asset record from day one | |
Insurance & AMC Tracking | Insurance policies and AMC contracts tracked with expiry dates and automated renewal alerts | |
SAP/Oracle Integration | Pre-built API integrations for SAP, Oracle and Tally — asset master data and depreciation synchronisation | |
Disposal Documentation | Complete disposal workflow with approval, documentation and asset record closure |
Frequently asked questions — FAMS
How does AI data extraction work for asset capitalisation?
When a capital purchase invoice is uploaded, ShareDocs AI extracts key capitalisation fields automatically: vendor name, invoice number and date, asset description, model or serial number, quantity and unit value, and total capitalisation amount. These fields are pre-populated into the capitalisation approval workflow. The approver verifies the extracted data and approves — the asset record is created with all procurement documentation linked.
How does physical verification work with mobile capture?
ShareDocs FAMS supports barcode and QR code-based physical verification. Each asset is tagged with a barcode or QR code that links to its digital record. During annual verification, field teams use the ShareDocs mobile interface to scan each asset — confirming location, condition and custodian. Verification status is updated in real time. Assets that cannot be located are flagged immediately.
What depreciation methods does FAMS support?
ShareDocs FAMS supports Straight-Line Method (SLM) and Written-Down Value (WDV) depreciation. Depreciation schedules are calculated automatically based on the asset's capitalisation value, useful life and residual value. Schedules are updated when assets are revalued, partially disposed of or their useful life is revised. Depreciation data can be exported to ERP for period-end posting.
How does FAMS handle assets across multiple locations?
Assets can be assigned to specific locations, departments and custodians within ShareDocs. Inter-location asset transfers are managed via a transfer workflow — the sending location confirms dispatch, the receiving location confirms receipt. All transfers are documented with approval and logged in the asset's movement history.
Can FAMS integrate with SAP or Oracle?
Yes. ShareDocs provides pre-built API integrations for SAP, Oracle and Tally. Asset master data, capitalisation records and depreciation schedules can be synchronised between ShareDocs FAMS and your ERP system. Our implementation team configures the integration mapping during deployment.
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