Approving Physically Verified Assets

You can view the Physical Verification requests, verify the scanned Assets that are not verified and set appropriate statuses, and approve the Physical Verification requests. You can also do a manual verification of the Assets that are not the part of the scheduled verification process and set the Asset status and location to its original status and location. You can view the Physical Verification requests only if you are configured as an Approver and also if you have access to the configured location and Tenant.

To approve the Physical Verification requests:

1. Select Asset > User > Manage Assets > Approvals > Asset Physical Verification List. The ASSET PHYSICAL VERIFICATION LIST page is displayed.

2. On the FILTERS pop-up page of the ASSET PHYSICAL VERIFICATION LIST page, specify the filter criteria to view a particular set of Physical Verification requests. 
   
   
   Figure: FILTERS pop-up page

   Note:

   The Physical Verification requests are generated based on the job Initiate Physical Verification that is executed from the CUSTOM SCHEDULER page. For more information about how to schedule a job in the CUSTOM SCHEDULER page, see SummitAI Platform.

   
   Figure: ASSET PHYSICAL VERIFICATION LIST page
   
   

3. On the ASSET PHYSICAL VERIFICATION LIST page, click on the Physical Verification ID. The action includes verifying the scanned Assets and approving, rejecting or referring back the Physical Verification request. The ASSET PHYSICAL VERIFICATION REQUEST page is displayed. You can specify a filter criteria to view a particular set of Category-wise Assets.
   
   
   Figure: FILTERS pop-up page

   Note:

   You can verify and approve the Physical Verification requests that are in Pending for Approval or Pending for Approval (Referred Back) statuses. If no Assets are available for a particular Physical Verification request, the Asset Details and the Manual Verification tabs are not displayed on the ASSET PHYSICAL VERIFICATION REQUEST page.

   • Under the Asset Details tab, you can view the status of the Category-wise Assets and verify the Assets that are not verified to set their correct Statuses.

   • Under the Manual Verification tab, you can verify the Assets manually that are not a part of standard verification schedule but are found while scanning a particular location. These are the additional Assets for which you can create a report so that the Assets can be restored to its original location or an corrective action can be taken. You can also set the correct Statuses by selecting the appropriate Status in the Status column.
     
     
     Figure: ASSET PHYSICAL VERIFICATION REQUEST page

      Asset Details tab

     Click the hyperlink for the Assets that are not verified in the Not Yet Verified column. The Assets are displayed in the ASSET DETAILS section.
     
     
     Figure: Asset Details tab

     Scroll the horizontal scroll bar to right. Select the appropriate status for the Assets in the Status column and specify the remarks, if any, in the Remarks column. The icon allows you to copy the Status or Remarks for one Asset to the Status or Remarks field for the Asset in the subsequent row. The icon allows you to copy the Status or Remarks for one Asset to the Status or Remarks field for the Assets in the subsequent rows.
     
     
     Figure: ASSET DETAILS section - Filling the Status and Remarks columns

     Ensure that all the Statuses are correctly selected for the Assets, and then click SAVE at the upper-right corner of the ASSET PHYSICAL VERIFICATION REQUEST page.

      Manual Verification tab

     Click the SEARCH ASSET button to search for the additional Fixed Assets that are found during Physical Verification and for which you want to set appropriate Statuses (See Searching Fixed Assets). Select the appropriate status for the Assets in the Status column and specify the remarks, if any, in the Remarks column.
     
     
     Figure: Manual Verification tab

     If you want to exclude a particular Asset from the Verification process, click the DELETE icon against the Asset.

     Ensure that all the Statuses are correctly selected for the Assets, and then click SAVE at the upper-right corner of the ASSET PHYSICAL VERIFICATION REQUEST page.

     Note:

     You can verify and approve the Physical Verification requests that are in Pending for Approval or Pending for Approval (Refer Back) statuses. If no Assets are available for a particular Physical Verification request, the Asset Details and the Manual Verification tabs are not displayed on the ASSET PHYSICAL VERIFICATION REQUEST page .When no Asset is available for verification for the respective Request Id, a hyperlink is provided on the Request ID field on the ASSET PHYSICAL VERIFICATION REQUEST page to enable the Approvers to view the Physical Verification details.
     
     
     Figure: ASSET PHYSICAL VERIFICATION REQUEST page

     Click the Request ID hyperlink to view the Physical Verification Details.
     
     
     Figure: ASSET PHYSICAL VERIFICATION DETAILS pop-up page

4. Click APPROVE REQUEST on the ACTIONS panel to perform an action on the Physical Verification Request. The APPROVE REQUEST pop-up page is displayed. Select an action in the Status drop-down list, specify the Remarks, if any, and then click SUBMIT.

   Note:

   You can perform actions such as Approve, Reject or Refer Back on the Physical Verification requests.

   • Approved: Select the action if you want to approve the Physical Verification request.

   • Rejected: Select the action if you want to reject the Physical Verification request. The action is displayed only if the Allow Rejection check box is selected while configuring the Approval Matrix. For more information about configuring Approval Matrix, see Configuring Approval Matrix in SummitAI Procurement Management.

   • Refer Back: Select the action if you want to refer back the Physical Verification request. The action is displayed only if the Allow Refer Back check box is selected while configuring the Approval Matrix. For more information about configuring Approval Matrix, see Configuring Approval Matrix in SummitAI Procurement Management.
     

   
   Figure: APPROVE REQUEST pop-up page

ACTIONS

This section explains all the icons displayed on the ACTIONS panel of the ASSET PHYSICAL VERIFICATION LIST and ASSET PHYSICAL VERIFICATION REQUEST pages.

SHOW LIST

Click SHOW LIST on the ACTIONS panel of the ASSET PHYSICAL VERIFICATION REQUEST page to view the list of Physical Verification requests on the ASSET PHYSICAL VERIFICATION LIST page.

PRINT

Click PRINT to print the page.

EXPORT TO EXCEL

Click EXPORT TO EXCEL to export the records displayed on the ASSET PHYSICAL VERIFICATION LIST page to a Microsoft Excel sheet.

EXPORT ALL

Click EXPORT ALL to export all the records on the ASSET PHYSICAL VERIFICATION LIST page to a Microsoft Excel sheet.