Reconciling Store Wise Assets

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Last updated: Apr 23, 2024 by Mayuresh Balaji Kamble (Unlicensed)Version comment
4 min read

You can send the Reconciled Assets for approval. The Approver approves/rejects  the reconciled Assets and completes the approval process. You can also enter the unregistered assets in to the SUMMIT application and view the history of all such assets. The unregistered assets are added by uploading excel sheet that contains data such as Machine Serial Number, Hardware Description, Received Date, Vendor Name, category   and so on fields. The unregistered assets are the assets for which the asset ID is not generated in the SUMMIT application.

Based on the access, i.e., Requester or Approver, the user will have access to the respective menus

Requester

To Send the Assets for Reconciliation:

  1. Select Asset > User > Manage Assets > Approvals > Store Wise Asset Reconciliation. The STORE WISE ASSET RECONCILIATION page is displayed.

    STORE WISE ASSET RECONCILIATION page for Requester
    Figure: STORE WISE ASSET RECONCILIATION page for Requester

  2.  Select the reconciled Asset that you want to send for approval. Scroll the scroll bar to the right to fill in the Status and Remarks, if any. The available statuses are Damaged/Lost Claim Failed, Item Available, Sent For Scrapping, and Transferred. The Remark field is hidden for the requester, however, the Approver can specify the remarks for an asset. A confirmation message is displayed, and the selected Asset(s) is sent for asset reconciliation.

Approver

To Approve the Reconciled Assets:

  1. Select Asset > User > Manage Assets > Approvals > Store Wise Asset Reconciliation. The STORE WISE ASSET RECONCILIATION page is displayed.
  2. Select the Asset that you want to approve or disapprove, and then click APPROVE ASSET on the ACTIONS panel.


    Figure: STORE WISE ASSET RECONCILIATION page for Approver

  3. On the APPROVE ASSET pop-up page, select the Approval Status that you want to perform on the Asset, specify the Remarks, if any, and then click SUBMIT.
    • If you want to approve the Reconciled Asset, select Approved in the Approval Status drop-down list.
    • If you want to reject the Reconciled Asset, select Rejected in the Approval Status drop-down list.

APPROVE ASSET pop-up page
Figure: APPROVE ASSET pop-up page

ACTIONS

This section explains all the icons displayed on the ACTIONS panel of the STORE WISE ASSET RECONCILIATION  page.

 Filters

Click Filters to specify a filter criteria to view a particular set of Assets.

FILTERS pop-up page
Figure: FILTERS pop-up page

Field Description

The following table describes the fields on the FILTERS pop-up page:

Field

Description

Tenant

Select the Tenant from the drop-down list to view the Assets.

Category

Select the Category from the drop-down list to view the Assets.

Financial Year

Select the financial year for which you want to view the Asset.

Asset Type

This field is displayed only for the user's who is configured with Approver access. Select the Asset Type from the list. The available options under this field are:

  • Registered: These are the assets for which the Asset ID is generated in the SUMMIT application.
  • Unregistered: These are the assets for which the Asset ID is not generated in the SUMMIT application.

Status

Select the status from the list. The asset list is displayed based on the selected status.

Store

Select the store. The Assets available at the selected store are displayed in the list.

 UNREGISTERED ASSETS

You can add unregistered assets using an excel upload option. You can also map the columns in the excel sheet to the asset details and preview the assets. The added unregistered assets are sent for Asset Reconciliation approval on the STORE WISE ASSET RECONCILIATION  page. Only the requester will have access to this page.

To Add Unregistered Assets:

  1. Click Additional Assets action icon.

  2. On the UNREGISTERED ASSETS page, under GENERAL tab, select the required options and upload the excel template that contains unregistered asset list. For information about the fields under the GENERAL tab, see Field Description.

    GENERAL Tab
    Figure: UNREGISTERED ASSETS pop-up page : GENERAL Tab

  3. Click SUBMIT. A table listing uploaded unregistered asset sheet is displayed. Select the sheet to import the unregistered Assets. For information about the fields under the MAPPING tab, see Field Description. Click NEXT.

    MAPPING tab
    Figure: UNREGISTERED ASSETS pop-up page: MAPPING tab

  4. A table listing all the added unregistered assets is displayed under PREVIEW tab. Click UPLOAD to add the list of assets in to the SUMMIT application. For information about fields under the PREVIEW tab, see Field Description.

    UNREGISTERED ASSETS pop-up page
    Figure: UNREGISTERED ASSETS pop-up page: PREVIEW tab

Field Description

The following table describes the fields on the UNREGISTERED ASSETS page:

Field

Description

GENERAL Tab

Action Type

By default, the Action Type is selected as Asset Reconciliation.

Source

Click the Upload icon to upload an appropriate file. After you upload a file and click SUBMIT, a Select a sheet to import the Assets table listing uploaded file is displayed. Select the sheet from which you want to import Assets.

Store

Lists the configured Stores. Select the store to which you want to associate the imported Assets. To select the Store, click the Search icon. The LOCATION pop-up page is displayed.

You can use the Expand icon to view the stores and floors in the location tree.

MAPPING Tab

This tab displays the list of fields with its mapping result. If the Data Type and Source are the same, it indicates that the field is mapped. If the fields are not correctly mapped, you will see <ignore> value in the Source field. Select the appropriate value in the Source field.

PREVIEW Tab

Displays the mapped values. If a field has invalid data, an error message is displayed and the mismatch data type is highlighted in red color.

 VIEW UNREGISTERED ASSET DETAILS HISTORY

This page shows the list of unregistered assets that were added in to the SUMMIT application previously. Only the requester will have access to this page.

VIEW UNREGISTERED ASSET DETAILS HISTORY pop-up page Figure: VIEW UNREGISTERED ASSET DETAILS HISTORY pop-up page

PRINT

Click PRINT to print this page.

EXPORT TO EXCEL

Click EXPORT TO EXCEL to export the records displayed on this page to a Microsoft Excel sheet.

SEND FOR APPROVAL

Only the Requester will have access to this action item. For more information on this action, see Requester.

APPROVE ASSET

Only the Approver will have access to this action item. For more information on this action, see Approver

DOWNLOAD TEMPLATE

Click to download the excel template to upload the unregistered asset(s).

PRINT

Click PRINT to print this page.

EXPORT TO EXCEL

Click EXPORT TO EXCEL to export the records displayed on this page to a Microsoft Excel sheet.

EXPORT ALL

Click EXPORT ALL to export all the records to a Microsoft Excel sheet.