Overview
Location reports provide insights into how assets are distributed across your physical spaces. These reports help you:
- Analyze asset distribution - See which locations have the most assets or highest value
- Optimize space utilization - Identify overcrowded or underutilized areas
- Plan capacity - Determine if locations can accommodate more equipment
- Support budgeting - Understand asset value by building, floor, or department
- Facilitate audits - Generate location-specific asset lists for physical verification
- Track movement trends - Identify locations with high turnover
This guide covers how to generate, interpret, and use location-based reports effectively.
Types of Location Reports
Asset Count by Location
Shows how many assets are in each location:
Example Output:
Location | Asset Count
----------------------------|------------
Building A - Floor 1 | 145
Building A - Floor 2 | 98
Building B - Warehouse | 267
Remote Workers - Home | 52
Use Cases:
- Identify densely packed areas
- Balance asset distribution across facilities
- Plan storage expansion
Asset Value by Location
Shows total purchase value of assets in each location:
Example Output:
Location | Total Value | Avg Value
----------------------------|--------------|----------
Server Room | $245,000 | $8,167
Executive Offices | $89,500 | $2,983
Warehouse - Zone A | $125,000 | $625
Use Cases:
- Prioritize security for high-value locations
- Allocate insurance coverage by location
- Justify facility investments
Assets by Category and Location
Breaks down asset types within each location:
Example Output:
Location: Building A - Floor 1
Computers: 45
Monitors: 87
Phones: 45
Furniture: 23
Network Equipment: 12
Location: Server Room
Servers: 18
Network Equipment: 34
UPS Systems: 6
Use Cases:
- Understand equipment mix per location
- Plan standardized setups for new locations
- Identify locations needing specific equipment types
Location Utilization Report
Compares asset counts to location capacity (if defined):
Example Output:
Location | Assets | Capacity | Utilization
----------------------|--------|----------|-----------
Conference Room A | 12 | 15 | 80%
Storage Room - Floor 2| 145 | 150 | 97%
Warehouse - Aisle B | 89 | 200 | 45%
Use Cases:
- Find locations near capacity
- Identify underutilized spaces
- Plan asset reallocation
Empty Locations Report
Lists locations with no assets assigned:
Example Output:
Empty Locations:
- Building C - Room 301
- Warehouse - Zone D
- Storage Closet - Floor 3
Use Cases:
- Clean up unused location records
- Identify spaces available for new assets
- Verify locations were created but never used
Generating Location Reports
Using the Reports Dashboard
- Navigate to Dashboard > Reports
- Select Location Reports or Asset Distribution
- Choose report type (count, value, etc.)
- Apply filters if needed:
- Specific locations or location hierarchy
- Date range for asset additions
- Asset categories
- Asset status (active, stored, etc.)
- Click Generate Report
- View results on screen or export to CSV/PDF
Using Location Filters on Asset List
Quick ad-hoc location analysis:
- Go to Dashboard > Assets
- Click Filter > Location
- Select a location
- View asset count and total value at top of list
- Export filtered results if needed
Creating Custom Location Reports
For advanced analysis:
- Export all assets to CSV
- Open in Excel or Google Sheets
- Use pivot tables to analyze by location:
- Rows: Location
- Values: Count of Asset ID, Sum of Purchase Price
- Columns: Category, Status, etc.
See Custom Reports for detailed instructions.
Understanding Hierarchical Location Reports
When using hierarchical locations, reports can show:
Rolled-Up Totals
Parent locations include counts from child locations:
Example:
Building A (Total: 245 assets)
├── Floor 1 (145 assets)
│ ├── Room 101 (45 assets)
│ └── Room 102 (100 assets)
└── Floor 2 (100 assets)
├── Conference Room A (25 assets)
└── Conference Room B (75 assets)
"Building A" count (245) includes:
- Assets directly in "Building A" (0 in this example)
- All assets in Floor 1 and its children (145)
- All assets in Floor 2 and its children (100)
Drill-Down Reports
Start at high level, expand for details:
- View total for "All Buildings"
- Click "Building A" to see floors
- Click "Floor 1" to see rooms
- Click "Room 101" to see individual assets
Level-Specific Reports
Show only locations at a certain hierarchy level:
Example: Show only rooms (level 3), not buildings or floors:
Room 101: 45 assets
Room 102: 100 assets
Room 201: 75 assets
Conference Room A: 25 assets
Useful for comparing similar spaces across different buildings.
See Hierarchical Location Structure for setup.
Key Metrics and Insights
Asset Density
Assets per square foot or per room:
Calculation:
Asset Density = Asset Count / Space Area
Example:
Server Room: 50 assets / 200 sq ft = 0.25 assets/sq ft
Open Office: 120 assets / 2,000 sq ft = 0.06 assets/sq ft
Insights:
- High density may indicate overcrowding
- Low density may indicate underutilization
- Compare density across similar spaces
Value Concentration
Percentage of total asset value in each location:
Example:
Total Asset Value: $1,000,000
Server Room: $400,000 (40% of total) ⚠️ High concentration
Warehouse: $300,000 (30%)
Offices: $300,000 (30%)
Risk Analysis:
- Locations with >50% value concentration are high risk
- Consider distributing high-value assets
- Ensure adequate insurance and security
Location Turnover
How often assets move in/out of a location:
Calculation:
Turnover = (Moves In + Moves Out) / Average Asset Count
Example:
Warehouse Receiving:
- 150 moves in + 145 moves out = 295 total moves
- Average inventory: 25 assets
- Turnover: 295 / 25 = 11.8 (high turnover)
Executive Offices:
- 5 moves in + 3 moves out = 8 total moves
- Average inventory: 50 assets
- Turnover: 8 / 50 = 0.16 (low turnover, stable)
Insights:
- High turnover indicates transit or temporary storage
- Low turnover indicates permanent installations
Age Distribution by Location
Average age of assets in each location:
Example:
Location | Avg Age | Oldest Asset
------------------------|---------|-------------
Building A - Floor 1 | 3.2 yr | 8 years
Building B - New Wing | 0.5 yr | 2 years
Warehouse - Storage | 7.1 yr | 15 years
Insights:
- Old assets in storage may be candidates for disposal
- Newer locations should have newer assets
- Plan refresh cycles for aging locations
Common Use Cases
Office Space Planning
Scenario: Planning to add 20 new employees
Steps:
- Generate asset count by office location
- Find offices with available space
- Calculate equipment needed per location
- Budget based on current asset value per employee
Report Used: Asset Count + Value by Location
Insurance Documentation
Scenario: Insurer requires asset values by building
Steps:
- Generate asset value report by building
- Filter to only active assets
- Export to PDF with asset details
- Include highest-value items per location
Report Used: Asset Value by Location + Category
Facility Consolidation
Scenario: Closing one office, merging into another
Steps:
- Generate full asset list for closing location
- Identify which assets to move vs retire
- Check capacity in destination location
- Plan move logistics based on asset types
Report Used: Assets by Category and Location + Empty Locations
Compliance Audit Preparation
Scenario: Auditors will physically verify assets
Steps:
- Generate location-by-location asset lists
- Print one report per room/area
- Auditors use lists to check off assets
- Update system with discrepancies
See Location-Based Asset Audits.
Budget Allocation
Scenario: Allocating IT budget across departments
Steps:
- Generate asset value by department location
- Calculate current spend per department
- Identify departments with oldest assets
- Prioritize refresh budget accordingly
Report Used: Asset Value + Age Distribution by Location
Exporting and Sharing Reports
Export Formats
CSV (Spreadsheet):
- Best for: Further analysis in Excel
- Includes: All data fields, raw numbers
- Use when: You need to manipulate data or create charts
PDF:
- Best for: Sharing with stakeholders, printing
- Includes: Formatted tables, charts (if available)
- Use when: Report is final and for presentation
Excel (if available):
- Best for: Pre-formatted analysis with formulas
- Includes: Multiple sheets, pivot tables, charts
- Use when: Recipient needs to explore data interactively
Scheduling Automated Reports
(If feature is available in your plan:)
- Create a location report with desired filters
- Click Schedule Report
- Choose frequency (weekly, monthly)
- Add email recipients
- Save scheduled report
Use Cases:
- Monthly asset count by location for facility managers
- Quarterly value reports for finance team
- Weekly empty locations report for cleanup
Best Practices
Keep Locations Up to Date
Reports are only accurate if asset locations are current:
- Update locations immediately after moves
- Conduct regular audits to verify
- Train staff to update locations when moving equipment
Use Consistent Location Naming
Consistent names improve report readability:
- ✅ "Building A - Floor 1 - Room 101"
- ❌ "Bldg A Fl 1 Rm 101" (different format)
See Creating and Managing Locations for naming conventions.
Filter by Asset Status
Exclude inactive or disposed assets from operational reports:
- Filter to "Active" assets only
- Or create separate reports for "Stored" vs "Active"
Compare Time Periods
Track changes over time:
- Generate location report for Q1
- Generate same report for Q2
- Compare to see location growth/shrinkage
Document Report Parameters
When sharing reports, note:
- Date range included
- Filters applied (status, category, etc.)
- Whether child locations are included
- Report generation date
Example:
Report: Asset Count by Location
Date: January 24, 2026
Filters: Active assets only, all categories
Includes: All child locations in hierarchy
Troubleshooting
Report Shows Unexpected Totals
Problem: Asset counts don't match expectations.
Possible Causes:
- Child locations are included in parent totals (hierarchy)
- Filters are excluding some assets
- Assets with no location assigned are omitted
- Report includes inactive/archived assets
Solution: Check filter settings and hierarchy options.
Missing Locations in Report
Problem: Some locations don't appear.
Causes:
- Locations have zero assets (excluded from report)
- Location hierarchy is filtering them out
- Location was deleted or renamed
Solution: Use "Empty Locations" report to find them.
Values Don't Match Asset List
Problem: Report total differs from manual count.
Causes:
- Report generated at different time (assets added/removed)
- Different filters applied
- Currency conversion issues (if multi-currency)
Solution: Verify filters and regenerate report.
Quick Tips
Use Hierarchy for Executive Reports
Show high-level summary by building, with drill-down details available.
Combine with Other Reports
Overlay location data with maintenance costs, lifecycle stage, or asset age for deeper insights.
Export Before Major Changes
Generate a location report before office moves or reorganizations for baseline comparison.
Share with Facility Managers
Location reports help non-IT staff understand asset distribution in their areas.
Validate with Physical Audits
Regularly compare reports to physical reality and update discrepancies.
Next Steps
- Creating and Managing Locations - Set up your location structure
- Hierarchical Location Structure - Build location trees for better reporting
- Location-Based Asset Audits - Verify report accuracy with physical checks
- Moving Assets Between Locations - Track transfers
- Custom Reports - Advanced location analysis
Common Questions
Can I see assets that have no location assigned?
Yes, use a filter for "Location: None" or "Unassigned". These appear in reports with a "No Location" row.
Do reports update in real-time?
Reports reflect the current state of the database when generated. If assets move, re-run the report to see updates.
Can I compare two locations side-by-side?
Export the report to Excel, then use formulas or charts to compare specific locations.
How do I exclude specific locations from a report?
Use filters to select only the locations you want, or export all and delete unwanted rows in Excel.
Can I see historical location data?
Asset history logs show past locations. For aggregate historical reports, you'll need to export and analyze move history.
What if I have too many locations to view on one screen?
Use hierarchy to group locations, or export to spreadsheet and use filtering/sorting tools.
Can I create a "heatmap" of asset concentration?
Export location data to Excel and use conditional formatting or charting to visualize density/value.
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