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PM's and Maintenance Supervisors: How do you keep track of your serial numbers when adding appliances to units during renovations? Traditionally, I've kept them in a file cabinet that is assigned to that specific building and unit, but there has to be a better way that is online.

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Guest Insider Spreadsheet

Guest Insider Your software should have that option. What are you using?

Josh McKibben We are currently using Commercial Cafe (Yardi), but previoulsy had everything stored in AppFolio. That's part of the issue. When you switch software, that data doesn't typically merge with the new one.

Guest Insider Everything is put in our software under assets, also carpet , vinyl, roof replacement etc

Guest Insider Your software should track, if not you can log in as a work order and log in info in the completion notes

Chad Christian Whatever software you use should track it

Beth Wyatt So don’t blow me up here…..
What is the purpose of tracking serial numbers?
I track dates of service of appliances in Apts, who has what, when changed, but not actual serial

Josh McKibben warranties, easy part replacements and things like that.

Mark Tanguay In yardi, you can add unit memos. That's where we track ours. Appliances, flooring replacements, whatever you want to track.

Guest Insider Simple Spreadsheet

Mark Cukro When you change software systems, you should be able to export a CSV file/ Excel and then be able to upload it. As long as you label each column correctly, it should import easily.

Guest Insider I keep a shared spreadsheet in teams. One tab for each type of appliance. Date installed, serial number and brand.

Guest Insider I used a simple spreadsheet, per building and then apt, and individual appliance type... building 1, apt 101, stove, fridge, dishwasher, disposal, microwave, water heater, washer, dryer, also had a make, model and serial category for each. As a MS I wanted to know exactly what was in each unit so when sending a tech out they had all the relevant info for a service call.

Guest Insider Work orders help too...tied to the unit...if you don't hv the asset mgmt side set up

Jodi Price If you have Yardi there is a memos drop down for appliances, carpet, etc. Then you can pull a memo analytics for all units and it will be there.

Guest Insider Keep it in the Maintenance file associated with the apartment number.

Guest Insider I use AppFolio and put the model, make and serial number in Fixed Assets. I also put in cost and date of installation. Helps if you ever need to charge a resident for damages.

Guest Insider If you have OneSite you can track them in inventory or asset management under the admin tab.

Harold West Yardi actually has an asset section that you can record all the info. Brand, model, color, serial, model #, install date and cost. Then there is an asset report you can pull everything or specific categories and it will show any and all info.

Guest Insider I will do am Spread sheets and keep tracking of model and serial and apts were it goes to easy

Guest Insider We have a form that is called an appliance request for. It has to be filled out before replacing. It tracks the old serial number as well as the new one and that number goes into to system. We use Rent Manager. We also have a file for each apartment to keep those sheets in just in case. In the past I have heard of appliances being stolen and replaced with old ones.

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