HaloPSA Asset Management

Overview

Assets (also called Configuration Items or CIs) in HaloPSA represent managed devices, software, and other trackable items. Effective asset management is crucial for MSPs to track what's deployed at client sites, manage hardware lifecycle, and link service tickets to affected equipment.

Key Concepts

Asset

The primary entity representing a managed device or configuration item.

Field	Type	Required	Description
`id`	int	System	Unique identifier
`inventory_number`	string	No	Internal asset tag
`client_id`	int	Yes	Associated client
`site_id`	int	No	Physical location
`user_id`	int	No	Assigned user
`devicetype_id`	int	No	Asset type category
`status_id`	int	No	Asset status

Asset Identification Fields

Field	Type	Required	Description
`devicename`	string(255)	Yes	Device hostname/name
`serialnumber`	string	No	Manufacturer serial
`assettag`	string	No	Company asset tag
`barcode`	string	No	Barcode identifier
`macaddress`	string	No	Network MAC address

Asset Details

Field	Type	Required	Description
`manufacturer`	string	No	Device manufacturer
`model`	string	No	Device model
`operatingsystem`	string	No	OS name/version
`operatingsystemversion`	string	No	OS detailed version
`ipaddress`	string	No	IP address

Asset Lifecycle Fields

Field	Type	Required	Description
`purchasedate`	date	No	Date acquired
`purchaseprice`	decimal	No	Purchase cost
`warrantyexpires`	date	No	Warranty end date
`lastauditdate`	datetime	No	Last RMM sync
`inactive`	bool	No	Active status

Contract & Billing

Field	Type	Required	Description
`contract_id`	int	No	Associated contract
`supplier_id`	int	No	Vendor/supplier
`notes`	text	No	Asset notes

Asset Types

Common asset types in HaloPSA:

Type ID	Name	Examples
1	Workstation	Desktop, laptop
2	Server	Physical/virtual server
3	Network Device	Router, switch, firewall
4	Printer	Network/local printer
5	Mobile Device	Phone, tablet
6	Software	License, subscription
7	Other	Miscellaneous

Note: Asset types are configurable per instance. Query /api/AssetType for your values.

Asset Status

Status ID	Name	Description
1	Active	In production use
2	Spare	Available backup
3	In Repair	Under maintenance
4	Retired	End of life
5	On Order	Pending delivery
6	Lost/Stolen	Missing

Note: Status IDs are configurable per instance. Query /api/AssetStatus for your values.

API Patterns

Creating an Asset

http

POST /api/Asset
Authorization: Bearer {token}
Content-Type: application/json

json

[
  {
    "devicename": "ACME-WS-001",
    "client_id": 123,
    "site_id": 456,
    "user_id": 789,
    "devicetype_id": 1,
    "status_id": 1,
    "manufacturer": "Dell",
    "model": "OptiPlex 7090",
    "serialnumber": "ABC123XYZ",
    "assettag": "ACME-001",
    "operatingsystem": "Windows 11 Pro",
    "operatingsystemversion": "22H2",
    "ipaddress": "192.168.1.100",
    "macaddress": "00:1A:2B:3C:4D:5E",
    "purchasedate": "2024-01-15",
    "purchaseprice": 1299.99,
    "warrantyexpires": "2027-01-15"
  }
]

Response

json

{
  "assets": [
    {
      "id": 5001,
      "devicename": "ACME-WS-001",
      "client_id": 123,
      "client_name": "Acme Corporation",
      "site_name": "Acme HQ",
      "status_id": 1,
      "status_name": "Active"
    }
  ]
}

Searching Assets

By client:

http

GET /api/Asset?client_id=123

By site:

http

GET /api/Asset?site_id=456

By type:

http

GET /api/Asset?devicetype_id=1

Active assets only:

http

GET /api/Asset?inactive=false

Search by name:

http

GET /api/Asset?search=ACME-WS

Warranty expiring soon:

http

GET /api/Asset?warrantyexpires_before=2024-03-31

Getting a Single Asset

http

GET /api/Asset/5001

With related data:

http

GET /api/Asset/5001?includedetails=true

Updating an Asset

http

POST /api/Asset
Authorization: Bearer {token}
Content-Type: application/json

json

[
  {
    "id": 5001,
    "status_id": 3,
    "notes": "Sent to vendor for motherboard repair"
  }
]

Bulk Asset Update

json

[
  { "id": 5001, "status_id": 1 },
  { "id": 5002, "status_id": 1 },
  { "id": 5003, "status_id": 4, "inactive": true }
]

Asset Relationships

Linking Asset to Ticket

When creating or updating a ticket, reference the asset:

json

[
  {
    "summary": "Workstation not booting",
    "client_id": 123,
    "asset_id": 5001,
    "tickettype_id": 1,
    "status_id": 1
  }
]

Linking Assets Together

Parent-child relationships (e.g., server and its VMs):

json

[
  {
    "id": 5010,
    "parent_id": 5009,
    "notes": "VM hosted on ACME-SRV-001"
  }
]

Asset History

Track changes via the audit log or custom fields.

RMM Integration

HaloPSA integrates with RMM tools to auto-sync assets.

Auto-Sync Fields

When integrated with an RMM, these fields typically auto-populate:

•devicename
•operatingsystem
•operatingsystemversion
•ipaddress
•macaddress
•lastauditdate

RMM Identifier

Field	Description
`ncentral_device_id`	N-central device ID
`datto_device_id`	Datto RMM device ID
`connectwise_device_id`	Automate device ID

Matching Assets

javascript

async function matchOrCreateAsset(rmmDevice) {
  // 1. Try to match by RMM ID
  let asset = await findAssetByRmmId(rmmDevice.id);

  if (!asset) {
    // 2. Try to match by serial number
    asset = await findAssetBySerial(rmmDevice.serialNumber);
  }

  if (!asset) {
    // 3. Try to match by hostname + client
    asset = await findAssetByHostname(
      rmmDevice.hostname,
      rmmDevice.clientId
    );
  }

  if (asset) {
    // Update existing
    return updateAsset(asset.id, rmmDevice);
  } else {
    // Create new
    return createAsset(rmmDevice);
  }
}

Common Workflows

Hardware Procurement

•

Create asset as "On Order"

json

[{ "devicename": "New Laptop", "status_id": 5, "client_id": 123 }]

•
Receive and configure
- •Update with serial, asset tag
- •Install software
- •Update status to "Spare"
•
Deploy to user
- •Assign user_id and site_id
- •Update status to "Active"
- •Create deployment ticket

Hardware Refresh

•

Identify aging assets

http

GET /api/Asset?purchasedate_before=2020-01-01&inactive=false

•
Generate refresh report
- •List assets over X years old
- •Calculate replacement cost
•
Plan replacement
- •Order new equipment
- •Schedule deployment tickets
- •Update old assets to "Retired"

Warranty Management

•

Find expiring warranties

http

GET /api/Asset?warrantyexpires_before=2024-06-30&warrantyexpires_after=2024-01-01

•
Generate renewal quotes
•
Update warranty dates after renewal

Asset Audit

javascript

async function auditClientAssets(clientId) {
  const assets = await getClientAssets(clientId);
  const report = {
    total: assets.length,
    active: 0,
    noWarranty: [],
    missingSerial: [],
    oldOS: []
  };

  assets.forEach(asset => {
    if (!asset.inactive) report.active++;

    if (!asset.warrantyexpires || new Date(asset.warrantyexpires) < new Date()) {
      report.noWarranty.push(asset);
    }

    if (!asset.serialnumber) {
      report.missingSerial.push(asset);
    }

    if (asset.operatingsystem?.includes('Windows 10') &&
        new Date(asset.purchasedate) < new Date('2020-01-01')) {
      report.oldOS.push(asset);
    }
  });

  return report;
}

Error Handling

Common API Errors

Code	Message	Resolution
400	devicename required	Asset must have a name
400	client_id required	Asset must be linked to client
400	Invalid devicetype_id	Query `/api/AssetType` for valid IDs
404	Asset not found	Verify asset ID exists
409	Duplicate serial number	Serial already in use

Validation Patterns

javascript

function validateAsset(asset) {
  const errors = [];

  if (!asset.devicename || asset.devicename.trim() === '') {
    errors.push('Device name is required');
  }

  if (!asset.client_id) {
    errors.push('Client ID is required');
  }

  if (asset.macaddress && !isValidMac(asset.macaddress)) {
    errors.push('Invalid MAC address format');
  }

  if (asset.ipaddress && !isValidIP(asset.ipaddress)) {
    errors.push('Invalid IP address format');
  }

  return {
    isValid: errors.length === 0,
    errors
  };
}

Best Practices

•Use consistent naming - Establish hostname conventions (CLIENT-TYPE-###)
•Track serials - Essential for warranty and vendor support
•Link to clients - Every asset should have a client_id
•Update status promptly - Keeps inventory accurate
•Document lifecycle - Purchase date, warranty, refresh date
•Sync with RMM - Automated updates reduce manual effort
•Regular audits - Compare RMM data vs PSA records
•Track costs - Purchase price and depreciation

Asset Reports

Assets by Type

http

GET /api/Asset?groupby=devicetype_id&count=true

Assets by Client

http

GET /api/Asset?groupby=client_id&count=true

Asset Value by Client

javascript

async function getAssetValueByClient() {
  const clients = await fetchAllClients();
  const results = [];

  for (const client of clients) {
    const assets = await getClientAssets(client.id);
    const totalValue = assets.reduce(
      (sum, a) => sum + (a.purchaseprice || 0), 0
    );
    results.push({
      client_id: client.id,
      client_name: client.name,
      asset_count: assets.length,
      total_value: totalValue
    });
  }

  return results.sort((a, b) => b.total_value - a.total_value);
}

Related Skills

•HaloPSA Tickets - Link assets to tickets
•HaloPSA Clients - Client and site management
•HaloPSA Contracts - Asset billing and coverage
•HaloPSA API Patterns - Authentication and queries