Asset Dispatch for Repairs is the controlled process of sending faulty or damaged assets (machines, tools, instruments, or components) to internal workshops or external service vendors for repair, refurbishment, or calibration—while maintaining full traceability.
When Assets Are Dispatched
- Breakdown beyond in-house repair capability
- Specialized repair or calibration required
- Warranty or AMC service
- Major overhaul or refurbishment
Key Information Captured
Asset Details
- Asset ID / Barcode / QR Code
- Asset name, model, serial number
- Location & department
- Warranty / AMC status
Dispatch Details
- Dispatch date & time
- Reason for repair
- Repair type (electrical, mechanical, calibration)
- Expected return date
Vendor / Repair Center
- Vendor name & contact
- Service type (internal / external)
- SLA & turnaround time (TAT)
Cost & Approval
- Estimated repair cost
- Approval authority
- Repair vs replace decision
Asset Dispatch Workflow (Best Practice)
- Asset breakdown identified
- Maintenance request / work order raised
- Asset condition assessed
- Dispatch note / challan generated
- Asset status changed to “Under Repair”
- Vendor repair tracking
- Asset received back & inspected
- Repair cost updated
- Asset status changed to “Active”
Barcode-Enabled Dispatch
- Scan asset barcode before dispatch
- Auto update asset status
- Attach dispatch documents & photos
- Track movement history
Documents Involved
- Dispatch note / Gate pass
- Vendor repair acknowledgment
- Repair report
- Invoice / quotation
- Calibration certificate (if applicable)
Reports & Tracking
- Assets under repair report
- Repair turnaround time (TAT)
- Vendor performance report
- Repair cost history per asset
Benefits
- Full visibility of assets sent for repair
- Prevents asset loss or delays
- Faster repair cycle
- Accurate repair cost tracking
- Audit & compliance readiness