Move from Asset Patrol to Hafrix with the operation accounted for.

An oil-tool migration succeeds when the next shift can identify its equipment, see what is committed to customers and explain the next bill. Copying an asset register is only one part of that work. Active rentals, partial returns, repair decisions and commercial exceptions need an agreed place in the new operating process.

This assessment and handover plan depends on your installation, available exports and required Hafrix workflows. It does not assume a standard export interface or automatic recreation of specialist processes.

Start with your actual configuration

Appoint a migration lead with equipment, operations, workshop, finance and IT owners. List modules, custom fields, reports, integrations and service lines. Identify essential day-one workflows and records suitable for the reference archive.

Asset Patrol's official site, checked 5 November 2026, describes oil-tool tracking, rental billing, procurement, maintenance and QHSE-related modules. It also lists several rental price bases and offline service billing for particular service lines. These are vendor descriptions, not a verification of your license, export coverage or certification status.

Ask your administrator or provider to confirm how your installation can supply authorized, readable exports. A report may flatten several related records into one row, while a screen may omit an internal identifier. Review a sample and its field definitions before treating it as migration-ready data. No unverified menu sequence or API is assumed here.

Assemble an export pack with clear boundaries

Request related datasets from the same reporting boundary. Preserve originals and record extraction time, timezone, filters, counts and owner. Identify inactive or retired records needed to explain open transactions. Location totals alone cannot reconcile availability.

Define what will be loaded, retained for reference or excluded. Posted accounting history, specialist service records and QHSE evidence may need separate treatment. Keep enough context in the archive to retrieve a historical transaction and explain its relationship to an imported asset or job.

Map tools, quantities and movements separately

Create a mapping workbook with source field, meaning, destination, conversion, validation rule and decision owner. Preserve the original record ID in the migration cross-reference. Agree whether a code identifies a category, a stock item, an individual tool or a transaction; those identities must not be collapsed merely because their descriptions match.

For tubulars or other equipment tracked in both pieces and length, document the unit of measure and precision. A count of joints and an aggregate length answer different questions. If the destination workflow cannot represent an essential measurement or relationship, resolve that gap before committing to the migration scope.

Review location and status together. A unit physically at the yard may still be assigned, awaiting inspection or undergoing repair. The equipment owner should explain the correct state using source evidence. Operations should reconcile transfers, subrentals and partial returns so that no unit becomes available twice. Unresolved duplicates and missing serials belong on an exception list with named owners.

Translate commercial terms through examples

Do not map every price-book label to a generic daily rate. Ask finance and operations to explain which terms apply to each active contract and how changes are authorized. Asset Patrol's public site names day, monthly, operational, standby and run-change rates, alongside LIH and DBR. The meaning and calculation of each code must be established from your own agreements.

Collect approved examples for each rate basis used in open work. Include a partial period, a status change, a partial return and any loss or damage charge that matters to the operation. Determine whether the required calculation is supported in the agreed Hafrix workflow, handled by an approved separate process or retained outside migration scope. A copied rate label is not evidence of an equivalent calculation.

Keep currency, tax treatment, discounts and rounding rules explicit. Reconcile balances by currency and customer without combining different currencies into an unexplained total. Confirm which system remains responsible for statutory invoices and the posted ledger; migration of operational records does not automatically replace that system.

Establish the opening position for every active rental

Prepare a signed opening schedule connecting the job, customer, issued equipment, returns, billed intervals and outstanding obligations. A grand total of tools on rent can hide an incorrect customer allocation or an already returned line. Check source movement documents as well as the register.

Consider a synthetic job with six serialized tools issued on 1 November. Two were returned on 4 November, while four remain with the customer at a cutover on 6 November. The opening position should identify those four units and retain evidence of the earlier two returns. It should not recreate all six as newly dispatched at cutover.

Suppose finance confirms billing is complete through 5 November under the contract's agreed date convention. The unbilled boundary starts on 6 November for the units and rate states still applicable. Any operational-to-standby change must be evidenced and approved, rather than inferred from a location field. Use the source invoice and contract to calculate the expected amount; compare that result with the proposed destination process before approving the line.

Preserve inspection, repair and QHSE evidence

Export files together with a manifest identifying source record type and ID, original filename, size and available checksum. For certificates, record the equipment reference, issue or expiry dates and the decision supported by the document. A spreadsheet link to an inaccessible shared drive is not a transferred attachment.

Review a repaired tool, a failed inspection and an expired certificate. Verify their restrictions remain understandable. Resolve missing file owners or retain enough context in the archive to investigate later.

List QHSE workflows that must continue independently, including approvals, controlled records and audit evidence. Do not assume that storing a certificate reproduces a specialist QHSE system or establishes ISO or API Q2 certification. Confirm supported scope and evidence with the responsible business owner before retiring any existing process.

Rehearse and sign off by workstream

Agree an isolated trial environment and permitted users, then review the mapping and dry-run exceptions before the trial load. Select representative work with difficult cases: serialized and quantity items, a partial return, a unit in repair and a non-daily commercial term. Train the people who will validate the workflow, using their actual roles.

Report accepted, rejected and deferred records. Retain original exports and correction decisions. Agree how repeat loads avoid duplicates, and review a complete rental and return scenario alongside the count checks.

Control cutover and the first operating cycle

Set a handover window, the last source export, final reconciliation owners and the person authorized to release Hafrix for operational use. Freeze source changes where practical. If field work continues, nominate one controlled movement log and reconcile every dispatch, return and commercial change before approval. Prevent both systems from generating the same operational or billing event.

Write rollback triggers in advance, such as missing active rentals or an unresolved material billing difference. Preserve source access and backups, identify the authoritative system during rollback and capture any activity already entered after the switch. Reconcile those changes before resuming the old process; deleting the new records alone would not restore a reliable operating position.

Review the first dispatch, return, workshop handover and billing cycle with the named owners. Retain historical access for the agreed period. Timeline, cost and import scope follow assessment of your files and requirements.

Discuss the migration with a representative sample

Tell the Hafrix team which Asset Patrol modules you use and bring one equipment example, one active rental and one billing example. Agree a protected transfer method after contact. Do not send credentials or customer exports through the public demo form.

Asset Patrol is a third-party product. Hafrix is not affiliated with or endorsed by its provider. These proposed migration steps do not promise a live connector.

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