Fixed Asset - Allocated
- 22 Oct 2024
- 5 Minutes to read
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Fixed Asset - Allocated
- Updated on 22 Oct 2024
- 5 Minutes to read
- Print
- PDF
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When an asset is allocated to a user, project, location, or a customer, the status will change from In Store to Allocated. The asset details provided during creation will be recorded. (info during instore to allocation movement- captured)
Let's explore the 'Allocated' status in detail.
Figure: Asset details page - Allocated status
Top Panel
Top Panel consists of following fields:
Field | Description | ||||||||
|---|---|---|---|---|---|---|---|---|---|
Asset Code | Asset Code is a unique alphanumeric identifier assigned to assets in the inventory. It prominently displays the assigned code, where the first two letters denote the asset type. For example: In FI015416, 'FI' signifies a fixed asset. | ||||||||
Asset Status | Asset Status is displayed as Allocated when the asset is allocated to a user, project, location or customer. | ||||||||
| Click Reconciliation option to initiate reconciliation action for the asset.
|
Field | Description |
|---|---|
Reconciliation Name | Select the required Reconciliation Name from the drop-down. |
Description | Enter a brief description. |
Is Manager Approval Required? | Select Yes/No based on the requirement. |
Audit Trail captures information such as Change, Workflow, Link, Communication, BR, and Access History.
Figure: Audit Trail pop-up
Kebab menu consists of options such as Deallocate, Send Email, Remote Asset control etc. These options are specifically displayed based on the specific validations or conditions defined.
To learn about common asset actions, refer to Fixed Asset - Common Actions.
To learn about main actions for Allocated status, refer to Allocated - Main Actions.
Allocated To
Allocated To grid displays the details of user to whom the asset is allocated. It displays details such as ID, role, contact number and email address.
Figure: Allocated To grid
More Information
More Information section covers the details of action-related attributes for each specific asset lifecycle status.
Figure: More Information grid
Note
Asset Condition field will be displayed for all asset lifecycle statuses, as it is a crucial detail that helps in decision-making throughout the asset lifecycle.
Warranty Information
Warranty Information section captures the start and end dates of the asset's warranty.
Figure: Warranty Information grid
The following table provides details about fields:
Field | Description |
|---|---|
Warranty Start Date | Displays the Warranty Start Date of the Fixed Asset from the calendar. |
Warranty End Date | Displays the Warranty End Date of the Fixed Asset from the calendar. |
Allocated - Main Actions
Deallocate
This option allows Asset Analyst to deallocate or reclaim assets that are no longer required by specific users or groups. This process involves releasing the ownership of resources, such as laptops, software, or other equipment, and making them available for reallocation to other users or groups.
Click the kebab menu on the asset details page to select Deallocate option.
Figure: Asset Details page - Deallocate optionProvide all the required details as shown below and click Save. Refer the Field Description table for more information on fields.
Figure: Deallocate page
Figure: Asset Details page - Deallocate option
Field Description
The following table provides details about fields:
Field | Description |
|---|---|
Return Type | Choose the relevant option for return type. Examples: Off Boarding, Faulty Asset, Good Condition, Timely Return, Inspection & Verification etc. |
Asset Condition | Choose the condition of the asset from the available options: Faulty, Good, Requires Maintenance, Scrap. |
Drop Location | Select the desired drop location of the asset. |
Scheduled Return Date | Pick a return date for the asset from the calendar. |
Would you like to deactivate the asset? | Select “Yes” to deactivate the asset or “No” if you do not wish to deactivate the asset. |
Remarks | Enter a brief remarks regarding the asset deallocation. |
Asset Allocation Confirmation Form
For the Fixed Asset in Allocated status, the Asset Allocation Confirmation Form displays the acknowledgment details on the assignment and distribution of Fixed Asset to specific end user.
Click the kebab menu on the asset details page to select Print Asset Allocation Confirmation Form option.
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Figure: Fixed Asset Details page - Asset Allocation Confirmation Form option
Upon clicking the option, the Asset Allocation Confirmation Form pop-up is displayed as follows:
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Figure: Asset Allocation Confirmation Form pop-up
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Reallocate
When an asset is in the allocated state, you can streamline its reallocation process without performing the deallocation and then allocating it. By using the Reallocate option, you can quickly reallocate the asset to a new user, project, location, or customer with ease.
Click the kebab menu on the asset details page to select Reallocate option.
Figure: Asset Details page- Reallocate option
Provide all the required details as shown below and click Save. Refer the Field Description table for more information on fields.
Figure: Reallocate page
Field Description
The following table provides details about fields:
Field | Description |
|---|---|
To | Allows you to allocate assets using the following options: User: Select this option if you wish to reallocate the asset to a user. Project: Select this option to assign the asset to a specific project. Location: Select this option if you wish to reallocate the asset to a location. Customer: Select this option if you wish to reallocate the asset to a customer. |
Asset Owner | Select the Asset Owner from the drop-down to whom the asset is allocated. |
Customer | Select the Customer from the drop-down to whom you want to reallocate the asset. |
Project | Select the Project from the drop-down to which you want to reallocate the asset. |
Floor | Select the Floor to which you want to re-allocate the asset. |
Cubicle | Mention the Cubicle number to which you want to reallocate the asset. |
Reporting Manager | Choose the Reporting Manager of the selected user. |
Alternate Supervisor | Choose the Alternate Supervisor of the selected user. |
Allocation Date | Click the Calendar icon to select the reallocation date of the asset. |
Asset Usage Type | Select the Asset Usage Type from the available options: None, Primary, Secondary. |
Allocation Type | Select the type of allocation for the Asset. There are two types of asset allocations: Permanent: Select this option if the Asset reallocation is a permanent reallocation. Temporary: Select this option if the Asset reallocation is a temporary reallocation. |
Return Date | Click the Calendar icon to select the return date of the asset. |
Asset Purpose | Select the required Asset Purpose from the drop-down. |
Request Type | Select the Request Type source from the available options: Service Request, Incident, Work Order. |
Request ID | Mention the Request ID details. |
Asset Action History
Asset Action History tab will display the asset lifecycle actions like allocations, deallocations, etc and other actions that were performed on the specific asset.
Click the kebab menu on the asset details page to select Asset Action History option.
Figure: Asset Detail page - Asset Action History option
Asset Action History pop-up is displayed with the Current Allocation List data.
Figure: Asset Action History pop-up
User Asset History
User Asset History provides a detailed view of all assets currently allocated to a specific user. This view allows you to see the total number of assets assigned to the user, which includes all the different asset types. This provides a comprehensive understanding of the user's allocated resources.
Click the kebab menu on the asset details page to select User Asset History option.
Figure: Asset Details page - User Asset History option
User Asset History data for all asset types is displayed as shown below.
Figure: User Asset History pop-up
There are other actions which are common across all asset lifecycle statuses. To know more about all the common actions, refer to Fixed Asset - Common Actions.
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