Asset Management — Form Specifications

Module slug: asset-management · UX/forms agent · 2026-05-02 Models the physical body of the institution: lands (Bhumi), buildings, rooms, vehicles, movable equipment, jewels (Abharana), insurance, disposals, resident allocations. Forms below match the framework HTML language (Sanskrit terms preserved with English gloss) and the column definitions in docs/blueprints/asset-management.md.

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Form 4.1 — Land Asset (Bhumi) Entry

Purpose: Register a parcel of land owned by the trust, with the legal-document trail required for due diligence and the Statutory module's acquisition record. Who fills: Tenant-admin / legal officer · once per parcel · revisited when EC is renewed or mutation status changes.

Field	Type	Required	Options / Validation	Default	Help
Asset code	text	Yes	uppercase, prefix LND-, unique per tenant	auto: LND-{seq}	Internal code; e.g. LND-MYS-007
Village / Location	text	Yes	free text 127 chars	—	E.g. Mysuru Ashrama, Avathi Garden
Survey Number	text	Yes	as in revenue record	—	Sub-divisions joined with /, e.g. 123/4A
Sub-division	text	No	40 chars	—	If applicable
Extent — Acres	number	Yes	step 0.01 ≥ 0	0	Enter acres portion
Extent — Guntas	number	Yes	step 1, 0–39	0	40 guntas = 1 acre
Nature of Land	dropdown	Yes	Agricultural / Converted (Non-Agri) / Garden (Thota) / Residential / Commercial / Temple / Gomala / Forest	Agricultural	Drives statutory disclosure
Mode of Acquisition	dropdown	Yes	Direct Purchase / Gift (Dana) / Inheritance / Govt Allotment / Lease	Direct Purchase	From framework HTML
Taluk	text	No	63 chars	—
District	text	No	63 chars	—
State	text	No	63 chars	Karnataka
Link Documents (30 Years)	dropdown	Yes	Available / Pending / Missing	Pending	Mandatory legal trail
Encumbrance Cert (EC) Date	date	No	≤ today	—	Last EC obtained
Mutation Status	dropdown	Yes	Completed (Name Changed) / Pending / Disputed / Not Applicable	Pending
Mutation Completed On	date	No	≤ today; required if status = Completed	—
Original Doc Location	text	Yes	127 chars	—	E.g. Locker SBI-MYS-A12, Almirah Shelf 3
Boundaries (N/S/E/W)	textarea	No	4 sub-fields free text	—	Stored as JSON {north, south, east, west}
Statutory acquisition record	lookup	No	references asset_acquisition_records	—	Link sale-deed / gift-deed already filed in Statutory
Notes	textarea	No	2000 chars	—

Submit action: POST /api/asset-management/assets with asset_type=land. Creates parent assets row + land_assets subtype row. If Link Documents = Missing, a Compliance follow-up task is auto-spawned. Audit event emitted. Related forms: Statutory Acquisition Record (Agent 2) for legal-document upload; Building Master (4.2) lists this land_asset_id as parent for buildings on it.

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Form 4.2 — Building Master Entry

Purpose: Register a building (RSK / GK / BK / NM / Jamadagni etc.) sitting on a land parcel. Who fills: Tenant-admin / facilities manager · once per building · revisited only on construction / demolition.

Field	Type	Required	Options / Validation	Default	Help
Asset code	text	Yes	prefix BLD-, unique per tenant	auto: BLD-{code}	E.g. BLD-RSK
Building Code	dropdown (with "Other")	Yes	RSK (Raja Rajeshwari Sannidhi) / GK (Gayatri Kuteera) / BK (Bhakti Kuteera) / NM Block / Jamadagni / Other	—	Tenant-defined; "Other" reveals free-text input
Building Full Name	text	Yes	255 chars	auto from code	E.g. Raja Rajeshwari Sannidhi
On Land Asset	lookup	No	from land_assets	—	Parent parcel
Branch	dropdown	Yes	tenant's branches	current branch
Floors (count)	number	Yes	1–10	1	Including ground
Total Area (sq ft)	number	No	step 0.01	—
Construction Year	number	No	1900–current year	—
Use Type	dropdown	Yes	Residential / Admin / Kitchen / Shrine / School / Auditorium / Mixed	Residential
Number of Rooms (planned)	number	No	≥ 0	0	Informational; actual rooms come from Form 4.3
AC equipped (any room)	checkbox	No	—	unchecked	Quick filter
Active	checkbox	Yes	—	checked
Notes	textarea	No	2000 chars	—

Submit action: POST /api/asset-management/buildings. Returns building id usable as parent for rooms. Triggers an option to bulk-add rooms via Form 4.3. Related forms: Land Asset Entry (4.1) is parent; Room Setup Entry (4.3) is child; Maintenance Tasks (Module 6) attach to this asset_id.

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Form 4.3 — Room Setup Entry

Purpose: Register an individual room within a building, used for resident allocation, event resource booking, and maintenance. Who fills: Facilities manager · per room (often via bulk-add wizard) · revisited if amenities change.

Field	Type	Required	Options / Validation	Default	Help
Building	dropdown	Yes	tenant's buildings	—	Parent FK
Room Number	text	Yes	unique within building	—	E.g. G-12, 1F-3
Floor	dropdown	Yes	Ground / First / Second / Third / Fourth / Fifth	Ground	Stored as integer 0..5
Capacity (Beds)	number	Yes	1–20	1
Room Type	dropdown	Yes	Residential / Office / Classroom / Hall / Kitchen / Storeroom	Residential
Amenities — AC	checkbox	No	—	unchecked
Amenities — Attached Bath	checkbox	No	—	unchecked
Amenities — Hot Water	checkbox	No	—	unchecked
Amenities — Wifi	checkbox	No	—	unchecked
Amenities — Furniture	checkbox	No	—	unchecked
Bookable for events	checkbox	No	—	checked	If unchecked, won't appear in Events resource booking
Active	checkbox	Yes	—	checked
Notes	textarea	No	1000 chars	—

Submit action: POST /api/asset-management/buildings/{id}/rooms. Persisted to rooms table. Amenities stored as JSON. Related forms: Building Master (4.2) is parent; Resident Allocation (4.10) writes room_id; Event Resource Booking (Form 7.5) reads is_bookable.

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Form 4.4 — Vehicle Asset Entry

Purpose: Register a vehicle and track the four-document expiry calendar (RC / Insurance / PUC / Fitness). Who fills: Transport custodian · once per vehicle · revisited at every document renewal.

Field	Type	Required	Options / Validation	Default	Help
Asset code	text	Yes	prefix VEH-, unique	auto: VEH-{seq}
Registration Number	text	Yes	matches ^[A-Z]{2}\d{1,2}[A-Z]{1,3}\d{1,4}$	—	E.g. KA-09-AB-1234
Vehicle Class	dropdown	Yes	Two-Wheeler / Car / Van / Bus / Truck / Tractor	Car
Make	text	No	127 chars	—	E.g. Mahindra
Model	text	No	127 chars	—	E.g. Bolero
Year of Manufacture	number	No	1980–current	—
Chassis Number	text	No	40 chars	—
Engine Number	text	No	40 chars	—
Branch	dropdown	Yes	tenant's branches	current	Garaged at
Acquisition Date	date	Yes	≤ today	—
Acquisition Cost (INR)	number	No	step 0.01	—
RC Expires On	date	Yes	≥ today on first entry	—	Triggers T-30 reminder
Insurance Expires On	date	Yes	≥ today	—	Triggers T-30 reminder
PUC Expires On	date	Yes	≥ today	—	Triggers T-30 reminder
Fitness Expires On	date	No	required for commercial vehicles	—	Triggers T-30 reminder
Road Tax Paid Until	date	No	—	—
Odometer Reading (km)	number	No	≥ 0	—
Primary Driver	lookup	No	from members	—	E.g. driver-staff
Condition	dropdown	Yes	New / Good / Fair / Poor	Good
Active	checkbox	Yes	—	checked

Submit action: POST /assets with asset_type=vehicle. Schedules four reminder rows (one per document). Comms cron picks T-30 / T-7 / T-1. Related forms: Insurance Policy Entry (4.6) attaches comprehensive policy; Maintenance Task Template (6.1) for service intervals.

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Form 4.5 — Movable Equipment Entry

Purpose: Register movable items — computers, AV, kitchen equipment, generators, gensets, office furniture. Who fills: Asset custodian · per item or bulk · revisited on transfer / disposal.

Field	Type	Required	Options / Validation	Default	Help
Asset code	text	Yes	prefix EQP-, unique	auto: EQP-{seq}
Name	text	Yes	255 chars	—	E.g. Genset 25 kVA
Category	dropdown	Yes	Computer / AV / Kitchen / Generator / Office / Other	—
Make	text	No	127 chars	—
Model	text	No	127 chars	—
Serial Number	text	No	127 chars	—
Branch	dropdown	Yes	tenant's branches	current
Current Location	text	Yes	255 chars	—	E.g. RSK Floor 1 / Office
Acquisition Date	date	Yes	≤ today	—
Acquisition Cost (INR)	number	No	step 0.01	—
Acquisition Mode	dropdown	Yes	Direct Purchase / Donation / Gift (Dana) / Inheritance / Lease	Direct Purchase
Warranty Expires On	date	No	—	—
Assigned To (Member)	lookup	No	from members	—	Custodian
Condition	dropdown	Yes	New / Good / Fair / Poor / Disposed	Good
Notes	textarea	No	2000 chars	—

Submit action: POST /assets with asset_type=movable. Creates assets + equipment_assets rows. If condition=Disposed, redirects to Form 4.9. Related forms: Asset Disposal Entry (4.9); Maintenance Task Template (6.1) for service.

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Form 4.6 — Insurance Policy Entry

Purpose: Track insurance for any registered asset; supports renewal alerts and claim history. Who fills: Treasurer / insurance officer · per policy · revisited on renewal or claim.

Field	Type	Required	Options / Validation	Default	Help
Asset	lookup	Yes	from assets	—	The covered asset
Policy Number	text	Yes	63 chars, unique per insurer	—
Insurer Name	text	Yes	255 chars	—	E.g. New India Assurance
Policy Type	dropdown	Yes	Comprehensive / Third-Party / Fire / Theft / Public Liability / Other	Comprehensive
Sum Insured (INR)	number	Yes	step 0.01 ≥ 0	—
Annual Premium (INR)	number	Yes	step 0.01 ≥ 0	—
Coverage Start	date	Yes	≤ Coverage End	—
Coverage End	date	Yes	≥ Coverage Start	—	Triggers T-30 renewal reminder
Premium Payment Mode	dropdown	No	Annual / Half-Yearly / Quarterly / Monthly	Annual
Active	checkbox	Yes	—	checked
Notes	textarea	No	1000 chars	—

Sub-form (claim): Date · Claim Number · Amount Claimed · Status (Filed/Approved/Settled/Rejected) · Settlement Amount · Notes.

Submit action: POST /api/asset-management/insurance. Posts a vendor payable in Vitta for the premium amount tagged to the asset's branch. Related forms: Vehicle Asset (4.4), Building Master (4.2), Movable Equipment (4.5) — any may be the linked asset.

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Form 4.7 — Jewel Vault (Abharana) Item Entry — HIGH SECURITY

Purpose: Register an item in the Jewel Vault (Abharana). Every write requires two-key cosign (Form 4.8). Who fills: Vault custodian (primary) · once per item · revisited only on revaluation, movement, or disposal — each via Form 4.8. Access role required: vault-custodian for write; vault-viewer for read.

Field	Type	Required	Options / Validation	Default	Help
Vault Code	text	Yes	prefix JWL-, unique per tenant	auto: JWL-{seq}	E.g. JWL-001
Asset code	text	Yes	prefix JWL-AST-	auto	Parent assets row
Item Name	text	Yes	255 chars	—	E.g. Gold Kirita
Item Name (Sanskrit)	text	No	Devanagari, VijayaDV preserved	—	E.g. सुवर्णकिरीट
Description (stones, design)	textarea	Yes	2000 chars	—	Note distinguishing marks
Metal	dropdown	Yes	Gold / Silver / Panchaloha / Platinum / Mixed	Gold
Purity (caratage)	number	No	0.00–24.00 step 0.01	—	E.g. 22.00 for 22ct gold
Gross Weight (gms)	number	Yes	step 0.001 ≥ 0	—	Precision 0.001g
Net Weight (gms)	number	Yes	step 0.001 ≥ 0; ≤ Gross	—
Stones present	checkbox	No	—	unchecked	If checked, "Stones description" mandatory
Stones description	textarea	conditional	required if Stones present	—
Last Valuation (INR)	number	No	step 0.01 ≥ 0	—
Last Valuation Date	date	No	≤ today	—
Valuer Name	text	No	255 chars	—
Safe Custody Location	dropdown	Yes	Main Vault / Shrine Safe / Bank Locker (specify) / In-Repair (specify)	Main Vault	If "Bank Locker" or "In-Repair", reveals locker-id / repairer-name
Custody Status	dropdown	Yes	Vault / In-Use Festival / In-Repair / Pledged / Deposited Bank Locker	Vault
Photos (front / back / detail)	file upload (multiple)	Yes	JPG/PNG ≤ 5 MB each, max 10	—	Stored encrypted; role-gated reads
Acquisition Mode	dropdown	Yes	Direct Purchase / Gift (Dana) / Inheritance / Found-In-Hundi	—
Acquisition Date	date	Yes	≤ today	—
Acquisition Cost (INR)	number	No	step 0.01	—
Notes	textarea	No	2000 chars	—

Submit action: POST /api/asset-management/jewels opens the Two-Key Cosign modal (Form 4.8). Item is not persisted until both signers cosign. On commit: creates assets + jewel_vault_items rows + audit_events entry. Photos uploaded to encrypted bucket. Related forms: Two-Key Cosign (4.8) — mandatory wrapper; Asset Disposal (4.9) routes through Form 4.8 too.

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Form 4.8 — Two-Key Cosign Form (Jewel Edits / Movements / Disposal)

Purpose: Wrap any high-security write to a Jewel Vault item with a second authorised signer + audit-event preview. Who fills: Primary signer + Second signer (must be different users with vault-custodian and vault-second-signer roles respectively) · per write.

Field	Type	Required	Options / Validation	Default	Help
Action Type	dropdown (read-only)	Yes	Insert / Update / Movement / Revaluation / Disposal	from caller	Set by parent form
Jewel Vault Code	read-only	Yes	from caller	—
Change Summary (preview)	preview block	Yes	rendered server-side	—	Diff of fields about to change
Reason	textarea	Yes	1000 chars	—	Mandatory; logged in audit_events.reason
Primary Signer	dropdown	Yes	users with role vault-custodian (current user pre-selected)	current user
Primary Signer OTP	text	Yes	6-digit numeric	—	Sent to primary's mobile via Comms WhatsApp
Second Signer	dropdown	Yes	users with role vault-second-signer, must differ from primary	—	Server-validated
Second Signer OTP	text	Yes	6-digit numeric	—	Sent to second signer's mobile
Witness — Resolution Number	text	conditional	required for Disposal	—	Trustee-board resolution reference
Witness — Document Upload	file	conditional	PDF ≤ 10 MB; required for Disposal	—	Resolution PDF
I confirm read of preview	checkbox	Yes	must be checked	unchecked	Forces visual review

Submit action: Validates both OTPs, signers differ, role permissions. On success: writes the underlying jewel change AND inserts audit_events row carrying both signer IDs, change diff, reason, and resolution number. On any failure: aborts; underlying jewel unchanged. Related forms: Jewel Item Entry (4.7), Asset Disposal Entry (4.9 — invokes for jewels), Resident Allocation (4.10) does NOT go through this form.

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Form 4.9 — Asset Disposal Entry

Purpose: Record formal disposal — sale, scrap, donation, destruction, loss, or transfer — of any asset. Who fills: Asset custodian + treasurer · per disposal · final-state form (asset becomes inactive after).

Field	Type	Required	Options / Validation	Default	Help
Asset	lookup	Yes	active assets only	—	The asset being disposed
Disposal Date	date	Yes	≤ today	today
Disposal Mode	dropdown	Yes	Sale / Scrap / Donation / Destroyed / Lost / Transferred	—
Disposed To (recipient/buyer)	text	Yes	255 chars	—	E.g. Ravi Scrap Mart, Mysuru
Realisation Amount (INR)	number	conditional	required if Mode = Sale	—
Reason	textarea	Yes	2000 chars	—	Mandatory
Approval Resolution Number	text	Yes	63 chars	—	Trustee-board resolution #
Resolution Document	file upload	Yes	PDF ≤ 10 MB	—
Witness Name	text	Yes	255 chars	—	Person who attested the disposal
Witness Signature (image)	file upload	No	JPG/PNG ≤ 2 MB	—
Photos (post-disposal)	file upload (multiple)	No	JPG/PNG ≤ 5 MB each, max 5	—
Notes	textarea	No	2000 chars	—

Submit action: If asset is jewel → invokes Form 4.8 two-key cosign first; otherwise single-key with mandatory audit_events row. Sets assets.condition='disposed', is_active=false. Posts realisation as a Vitta receipt tagged to fund of original acquisition. Related forms: Two-Key Cosign (4.8) for jewels; Insurance Policy (4.6) — outstanding policy auto-flagged for cancellation.

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Form 4.10 — Resident Allocation

Purpose: Allocate a member (resident / staff / student / guest) to a specific room with check-in date. Who fills: Accommodation officer · per allocation · revisited on check-out.

Field	Type	Required	Options / Validation	Default	Help
Resident (Member)	lookup	Yes	from members (search by name/phone)	—
Building	dropdown	Yes	tenant's buildings	—
Room	dropdown	Yes	rooms in selected building with available capacity	—	Disabled rooms greyed out
Check-in Date	date	Yes	≤ today + 30 days	today
Check-out Date (planned)	date	No	≥ Check-in	—	Optional for indefinite stays
Purpose	dropdown	Yes	Staff / Student / Guest / Event-Guest / Long-Term Resident	Staff
Daily Rate (INR)	number	conditional	required if Purpose = Guest or Event-Guest; ≥ 0	0	Tenant rate card
Roommates (max)	read-only	—	room.capacity − current_occupancy	—	Computed
Special Requirements	textarea	No	500 chars	—	E.g. needs ground floor (knee injury)
Issued Key/Access Card	text	No	40 chars	—	Tracking
Notes	textarea	No	1000 chars	—

Submit action: POST /api/asset-management/rooms/{id}/allocate. Creates room_allocations row. Capacity-guard: rejects if room already at capacity. Member tagged with resident-active until checkout. Related forms: Room Setup (4.3) defines capacity; Members Suite (Module 12) for the resident's profile; Event Attendee (Form 7.7) may pre-allocate accommodation.

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Workflow notes

1. First-time setup order: 4.1 (land) → 4.2 (buildings on land) → 4.3 (rooms in building). Then 4.5 / 4.4 / 4.7 in any order.
2. Insurance + Vehicle pairing: every commercial vehicle must have an active row in Form 4.6 referencing its asset_id.
3. Jewel vault: all writes (4.7 entry, edits, movement, valuation, disposal) flow through Form 4.8. There is no single-key path.
4. Disposal cascade: disposing a building triggers a cascade-warning on its rooms (active allocations must check-out first). Disposing a vehicle cancels its insurance row.
5. Custom-field convention: for tenant-specific extras, use the existing tags polymorphic table (extend entity_type='asset'); do not modify these forms.