Allocating Assets in Bulk

Owned by Enterprise IT
May 10, 2024
5 min read

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You can allocate Fixed Assets in bulk to a Single User, Multiple Users, Tenant, Location, and Customer.

To allocate Assets in bulk:

  1. Select Asset > User > Manage Asset > Asset Inventory.

  2. On the ASSET INVENTORY page, under the SELECT THE ASSET TYPE section, click FIXED.

  3. On the FIXED ASSET page, the FILTERS pop-up page is displayed. Select the value of Status as In Store and select the other required filter criteria. Click SUBMIT. For more information about fields on the FILTERS pop-up page, see Searching Assets.

  4. The list of Assets based filter criteria is displayed. Click the Asset ID to view the Asset details. For more information, see Viewing Asset Details.

  5. Select the check box corresponding to the Assets you want to allocate. On the ACTIONS panel, click BULK ALLOCATE.


    Figure:  FIXED ASSET page

  6. On the BULK ALLOCATE FIXED ASSET page, fill in the required details. For information about the fields under the BULK ALLOCATE FIXED ASSET page, see Field Description.


    Figure:  BULK ALLOCATE FIXED ASSET page

  7. Click SUBMIT. The allocation details of the Assets are saved.

Field Description

The following table describes the fields of the BULK ALLOCATE FIXED ASSET page:

Field

Description

Asset Summary

Tenant

Displays the Tenant of the selected Assets.

Category

Displays the Category of the selected Assets.

ALLOCATION DETAILS

Allocate To

Allows you to allocate Assets using the following options:

  • Single User: Select this option to allocate the Assets to a single user. For example: an Employee.
  • Multiple User: Select this option to allocate Assets to multiple users.
  • Tenant: Select this option to allocate the Assets to a Tenant. For example: Different types of Servers, Printers, and so on.
  • Location: Select this option to allocate the Assets to a location. For example: Different types of Servers, Printers,and so on.
  • Customer: Select this option to allocate the Assets to a customer.

Note: If you want to disable an option among the drop-down values listed above, contact the System Administrator.

Customer

Lists all the configured Customers. Select the Customer from the list to whom you want to allocate the Assets.

Note: In the Allocate To field, if you select Customer, then it is mandatory to select the Customer in this field. Otherwise, this is an optional field.

User

Type in the name of the Users whom you want to allocate Assets. As you type in the name of the User, the matching names from the database are displayed in the list. Select an appropriate name from the list. To search for a User, click the Search icon. For more information about searching for users, see Searching Users.

Project

Lists all the configured Projects. Select the Project to which you want to allocate the Assets.

Floor

Click the Search icon to select the Floor. The LOCATION pop-up page is displayed. On the LOCATION pop-up page, you can use the Expand icon to view the stores and floors in the location tree. Select the Floor on which you want to allocate the Assets.

Cubicle

Type in the Cubicle number of the user.

Allocation Type

Select the type of allocation for the Assets. There are two types of Asset allocations:

  • Permanent: Select this option if the Asset allocation is a permanent allocation.
  • Temporary: Select this option if the Asset allocation is a temporary allocation.

Allocation Date

Click the Calendar icon to select the allocation date of the Assets.

Request Type

Select the Request Type from the drop-down list. The available Request Type options are:

  • Service Request
  • Incident Request
  • Work Order

Note: 

The Request Type field with the drop-down list is available based on the configuration of the ASSET APPLICATION SETTINGS page. For more information, see Configuring Asset Application Settings.

Request Id

Type in the related Incident/Service request ID raised by the user.

Note:

  • If the Request Type field is not available, the user should add a prefix SR/IM/WO before the Request Id (Ex. SR967). The added Request Id is displayed under the Relationship tab of the Allocated ASSET DETAILS page. This applies to Fixed Asset allocation or Fixed Asset Bulk Allocation.
  • The Request Id field is visible based on the configuration on the ASSET APPLICATION SETTINGS page. For more information, see Configuring Asset Application Settings.

Return Date

Click the Calendar icon to select the return date of the Assets.

User Confirmation

Attach the user confirmation file.

Purpose

Lists the Purpose of allocation. Select the Purpose for allocation from the list.

Remarks

Type in the comments or notes about the Assets, if any.

Asset Usage Type
SELECTED ASSET

Asset ID

Displays the identification number of the assets which are selected for deallocation. Upon clicking the hyperlink, the user is navigated to the ASSET DETAILS page.

Category

Displays the Category of the assets which are selected for allocation.

Serial No

Displays the Serial number of the assets which are selected for allocation.

Asset Code

Displays the Asset Code of the assets which are selected for allocation.

<ASSET CATEGORY> DETAILS

The section title is displayed based on the Category you select while allocating the Assets. The fields are displayed based on the fields and attributes configured on the FORM BUILDER page (See Configuring Asset Category Using Form Builder). Fill in the required fields.

Multiple Fixed Assets Allocation To Single User Using Bulk Allocate

This feature facilitates the allocation of multiple fixed assets (of different categories) to a Single User through the Bulk Allocate option.  
The Asset Inventory enhances flexibility by allowing the selection of various asset categories through FILTERS option. Additionally, the quick and easy Bulk Allocate action enables the allocation of selected assets to a single user. 

Configuration 

To perform bulk allocation of multiple fixed assets of different categories, perform the following steps: 

  1. Navigate to Asset > User > Manage Assets > Asset Inventory.

  2. Select Fixed Asset Type on the Asset Inventory page.
  3. On the Fixed Asset LIST page, select the desired Tenant which is a mandatory field.
    In the FILTERS pop-up, select the following required fields as shown below:
    Status: In-Store
    Category: All
    Location: Desired Store     

    Figure: FILTERS pop-up
    The Fixed Asset LIST page is displayed based on the selected criterion. 

  4. Select multiple fixed assets of different categories and click BULK ALLOCATE option from ACTIONS panel on the right. 

    Figure: Fixed Asset List page - Bulk Allocate option

  5. On the BULK ALLOCATE FIXED ASSETS Details page, provide the required information in all the fields, and click SUBMIT to complete the bulk allocation action. 

    Figure: Bulk Allocate Fixed Assets Details page

    Note

    Multiple fixed assets of different categories can be allocated in bulk only for a Single User. 

    Multiple fixed assets of the same categories can be allocated in bulk for other options such as: 

    • Single User 
    • Multiple Users 
    • Tenant/Department 
    • Location 
    • Customer 
    • Contract User

 References