AppFolio Tutorials - Ep. 21 Maintenance (Part 3)

Hello everyone, and welcome back to APM Help Academy. In this video, we coverPart 3 of Maintenance: Inventory and Fixed Assets.

1. Inventory

Inventory tracks smaller items used in units, such as appliances, HVAC parts, or microwaves.

Accessing Inventory:

• Go to Maintenance →Inventory

Adding a New Inventory Item:

1. Click New Inventory Item
2. Enter:
   • Name (e.g., HVAC unit, microwave)
   • Description
   • Category (or create/manage categories)
   • Part number
   • Supplier (if buying from Home Depot, Lowes, etc., add as vendor—do not mark for 1099)
   • Quantity purchased
   • Reorder status
   • Cost per unit
   • Markup type:
     • Fixed amount (enter $ value)
     • Percentage (enter % value)
   • GL account
3. Storage Details:
   • Select a storage location
   • If no location exists, click Manage Storage Locations → Add Location
   • Enter name, description, and associated property
4. Refresh page, select the storage location, and click Save

Inventory items can now be tracked and assigned as needed.

2. Fixed Assets

Fixed assets track larger items, such as HVAC systems, roofing, flooring, washers, and dryers.

Adding a New Fixed Asset:

1. Click the white box in the top-right corner → New Fixed Asset
2. Enter:
   • Asset ID
   • Type of asset
   • Make / Model Name / Model Number
   • Year
   • Serial number
   • Cost
   • Description / Notes (optional)
   • Status
   • Assigned property
   • Service start date
   • Associated purchase order (if applicable)
   • Warranty expiration date
3. Click Save

Once entered, it’s recommended to regularly check fixed assets to monitor status and warranty coverage.

This concludes Part 3 of the Maintenance Journey in AppFolio.

Thank you for tuning in!

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