Overview

23 Oct 2024
5 Minutes to read

Overview

Updated on 23 Oct 2024
5 Minutes to read

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Allocating and Deallocating Accessories involves assigning the Accessories (peripherals) like keyboards and monitors to hardware assets. This ensures efficient resource utilization and accountability. Users request accessories, which are allocated based on availability and linked to specific assets.

Tracking Accessories helps manage inventory and ensures compliance with company rules. It includes maintaining a central database, responding to user requests for Accessories, and getting alerts for maintenance or returns. This process ensures everything runs smoothly and assets are used effectively.

Note

An Accessory can be allocated to an Asset or a User. Currently, for non-fixed assets, single-user allocation is supported.

Let's explore the following use case!

Use Case

User Persona: ITAM Analyst

Solution

NovaTech requires additional Accessories such as keyboards, mice, and monitors for various departments and employees due to an increase in staff.

In another scenario, the Finance department of ACME IT Consulting Services decides to retire 10 outdated monitors that are no longer in use.

Ira, the ITAM Analyst is responsible for allocating and deallocating Accessories based on the requirements.
She can allocate and deallocate Accessories with the help of Allocate & Deallocate- AC option.

Accessory allocation allows her to allocate an accessory to an Asset or a User. This process involves approvals from various levels such as Reporting Manager, Store Manager, etc.
Accessory deallocation involves approvals from various levels such as Reporting Manager, ITTeam, etc.

The details of both allocated and deallocated Accessories can be easily accessed on a single list page.

Allocate Accessories

To allocate Accessories, perform the following steps:

Navigate to Asset Management > Accessories (AC) > Allocate & Deallocate - AC.
The Allocate & Deallocate - AC List page is displayed. Click Allocate to allocate an accessory.
Figure: Allocate & Deallocate - AC List page
On the new Allocate configuration page, provide all the required details as shown below and click Save.
See Field Description for more information on field values.
Figure: Allocate Details page

Field Description

This table contains the list of fields and their descriptions that are available under the Allocate AC Details page:

Field	Description
General Details
Tenant *	Select the required Tenant from the list. This is a mandatory field.
Store *	Select the store from the list where the assets are added. This is a mandatory field. For more information on Asset Locations (Store and Floor), refer to AM Location Master - Overview.
Category *	Select the required Category from the list. This is a mandatory field. For more information on configuring various categories, refer to Asset Category.
Customer	Select the required Customer from the list.
End User Status	As this will be a new configuration, it will initially appear as 'Pending Acceptance' by default.
Check out the General Details configuration through the below gif:
Quantity Details
Total Quantity	Displays the overall quantity of Accessories in the chosen Store, specific to the Tenant and Category.
Available Quantity	Displays the number of Accessories ready or available to be allocated to an Asset or User.

Allocation Details
Allocate To *	Choose between Asset or User condition for allocating the Accessory based on the requirement. Figure: Allocate To option
Allocation Date *	Pick a date from the calendar for allocating the Accessory.
Allocation Quantity *	Specify the quantity of Accessories you wish to allocate.
Allocation Type	Choose whether the allocated accessory should be Temporary or Permanent. Figure: Allocation Type
Request ID	Mention the Request ID (if any).
Remarks	Feel free to enter any remarks if needed.
Allocation Types There are currently two types of allocation available, allocate to an Asset or User. Let's see both in action! 1. Allocate to Asset When Allocate To option is selected as Asset, a Fixed Asset field is displayed to select the Fixed Asset to which the accessory must be allocated. 2. Allocate to User When Allocate To option is selected as User, a Assigned User field is displayed to select the User to which the accessory must be allocated.

3. Once the configuration is saved, the accessory can be viewed on the Allocate - Deallocate- AC List page under Allocate section. This will be sent to the Store Manager and Allocated User Manager for approval.
Figure: Workflow Timeline - Approval information for allocation

Figure: Store Manager Approver status pop-up

Figure: Allocated User Manager Approval status pop-up

4. After receiving approval from both the Store Manager and Allocated User Manager, the Accessory will be officially allocated and its status will be updated to Allocated. You can view this record on the Allocate - Deallocate - AC List page within the Allocated section.

Figure: Workflow Timeline - after approval

Deallocate Accessories

To perform deallocation action on Accessories, perform the following steps:

Navigate to Asset Management > Accessories (AC) > Allocate & Deallocate - AC.
The Allocate & Deallocate - AC List page is displayed. Check the Allocated record to deallocate the allocated Accessories.
Figure: Allocate & Deallocate - AC List page - Allocated record
Click the required Transaction ID hyperlink to open the allocated Accessory Details page. Click the green Allocated option drop-down to select Deallocate option as shown below.
Figure: Allocated Accessory Details page - Deallocate option
Upon clicking the Deallocate option, the Deallocation Details segment is displayed at the end of the page.
Select the Deallocation Date and provide the relevant Deallocation Remarks. Click Save to save the configuration and perform deallocation.
Figure: Deallocate - AC Details page - Deallocation Details

Field Description

This table contains the list of fields and their descriptions that are available under the Deallocate AC Details page:

Field	Description
Deallocation Details
Deallocation Date *	Select the date from the calendar for when the Accessory must be deallocated.
Deallocation Remarks	Provide any required remarks for deallocation.

4. Once the deallocation configuration is saved, the accessory can be viewed on the Allocate - Deallocate- AC List page under Deallocate section. This will be sent to the Reporting Manager and IT Team for approval.
Figure: Workflow Timeline - Approval information for deallocation

Figure: Reporting Manager Approver status pop-up

Figure: IT Team Approval status pop-up

4. After receiving approval from both the Reporting Manager and IT Team, the Accessory will be officially deallocated and its status will be updated to Deallocated. You can view this record on the Allocate - Deallocate - AC List page within the Deallocated section.
Figure: Workflow Timeline - after approval

Reconciliation

Asset reconciliation is the process of comparing physical assets with recorded data to ensure accurate and up-to-date financial reporting and efficient asset management. It helps organization identify and resolve discrepancies between the actual assets and their accounting records.

To perform reconciliation for accessories, perform the following steps:

Click the Reconciliation icon at the right corner of the top panel.
Figure: Reconciliation icon
On the Reconciliation pop-up, enter all the required details and click Save. For more information on fields, refer Field Description.
Figure: Reconciliation

Field Description

The following table provides details about fields:

Field	Description
Reconciliation Name	Select the relevant reconciliation name.
Description	Enter a brief description about reconciliation.
Is Manage Approval required?	Enable this toggle switch if the manager approval is required.

To know more about reconciliation, refer to Asset Reconciliation - Overview.

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What's Next

Manage Allocate & Deallocate - AC

Table of contents

Allocate Accessories
Deallocate Accessories