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For CFO / Finance Director

Who you are

You own the financial picture of the medical-equipment fleet: purchase value, vendor-contract spend, spare-parts inventory carry cost, and the audit-defensible asset register that supports the year-end financial statements. HEMMS is run day-to-day by the BME Manager — but several of its data assets feed directly into your IAS 16 / TFRS 16 work, your opex/capex split, and your supplier-payment governance.

What HEMMS does for you

Capability Why finance cares
Single equipment register with government Ref. No. (รหัสครุภัณฑ์) The auditor's starting point for fixed-asset existence testing
Service Contracts register with start/end dates and vendor Opex commitment view + supplier-concentration analysis
Spare Parts stock pickings tied to PM and repair requests Inventory consumption traceable to the asset that consumed it
Equipment Value tier (high / medium / low) A coarse risk proxy for impairment review and replacement planning
Mass Import with dry-run preview Bulk-loading data from your existing spreadsheet without messy imports

HEMMS is not a fixed-asset register — yet

HEMMS today holds the operational master (Ref. No., brand, model, location, criticality, vendor) but does NOT compute depreciation, residual value, or IAS 16 / TFRS 16 schedules. See the "Roadmap" section below for what's planned and how to bridge in the meantime.

A typical month / quarter / year

Monthly close

  1. Pull closed repair requests with vendor cost from Maintenance → Maintenance Requests filtered to the closing period. Match against vendor invoices booked in the AP ledger — any AP entry without a matching HEMMS request is an exception.
  2. Pull active Service Contracts from Maintenance → Service Contracts → Active. Cross-check that any recurring vendor payment in the month corresponds to a contract on the register. Helps catch off-register vendor spend.
  3. Verify spare-parts stock pickings generated by the PM cron have been validated in Inventory — open drafts at month-end are work-in-progress that should be accrued, not expensed.

Quarterly

  • Vendor concentration: group Service Contracts by partner. Report to the Audit Committee any single vendor exceeding (your policy %) of total active contract count — a concentration-risk indicator.
  • Contract pipeline: Service Contracts → Expiring Soon (≤90d) is the next-quarter renewal pipeline. Budget impact, renegotiation opportunity.
  • Criticality vs spend: if low-criticality equipment is absorbing high vendor cost (or high-criticality is under-protected), the BME Manager and finance should align before the next budget cycle.

Annually (Thai fiscal year, ต.ค.–ก.ย.)

  • The ปจป. Annual Asset Inspection is the equipment-side counterpart to your fixed-asset physical count. The signed PDF from Maintenance → Asset Inspection → Annual Inspections is acceptable evidence for OAG / external auditors that the equipment was sighted and reconciled.
  • The HA Annual PM Report is not a finance artifact, but the surveyor-defensible PM-spend trail it documents supports the "regularly maintained" assertion underlying useful-life estimates.

Key reports/dashboards to bookmark

Bookmark Path
All active contracts (opex view) Maintenance → Service Contracts → Active
Contract renewals (next 90d) Maintenance → Service Contracts → Expiring Soon
Equipment by Value tier Maintenance → Equipment, group by Value tier
Repair requests by vendor (last month) Maintenance → Maintenance Requests, filter + group by vendor
ปจป. inspection PDF (current FY) Maintenance → Asset Inspection → Annual Inspections
Spare-parts pickings Inventory → Operations → Transfers, filter by HEMMS-tagged source

Sample monthly question

"Show me every active MA contract from GE Healthcare, with end date and SLA tier." → Maintenance → Service Contracts → All Contracts, filter Vendor = GE Healthcare, group by SLA Tier. Export to XLSX from the list view header.

What you DON'T need to do

HEMMS removes these pain points

  • No more orphan vendor invoices — every active contract is on the register, with start/end and contract type. AP teams can validate against a single source.
  • No more "what spare parts did we consume on equipment X this year?" Excel chase — the picking history is linked to the maintenance request, which is linked to the equipment.
  • No more annual physical-count spreadsheet for medical equipment — the ปจป. inspection workflow produces the signed PDF in HEMMS.
  • No more "did anyone re-tender this MA?" silent renewals — 60-day renewal alerts land in the BME Manager's activity queue.

Roadmap — what HEMMS does NOT yet do

These are honest gaps. Plan around them, not on them:

  • Asset depreciation / IAS 16 schedules — not shipped. The equipment master holds purchase data structurally, but the depreciation engine, useful-life policy, and journal-entry generation are roadmap. In the meantime, the HEMMS equipment register can feed an external depreciation calc by Ref. No.
  • Contract spend forecasting — start/end dates and contract type are captured; recurring contract value is not currently a first-class field. Track contract value in the Notes field or add a wrapper module if a hard requirement.
  • Direct ERP / accounting GL integration — HEMMS lives in the same Odoo database as your accounting modules if you install account; integration is then native journal posting work, not middleware.