Allocating Fixed Assets

Owned by Enterprise IT
May 10, 2024
6 min read

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You can view the list of Fixed Assets that are available for allocation and allocate them to users.

To allocate Assets:

  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 Asset you want to allocate. On the ACTIONS panel, click ALLOCATE.


    Figure:  FIXED ASSET page
  6. On the ALLOCATE FIXED ASSET page, type in the required details to allocate the Asset and click SUBMIT. For more information about the fields on the ALLOCATE FIXED ASSET page, see Field Description. You can allocate Fixed Assets to a Single User, Multiple Users, Tenant, Location, and Customer. You should select only one Asset at a time for allocation.


    Figure: ALLOCATE FIXED ASSET page

Field Description

The following table describes the fields on the ALLOCATE FIXED ASSET page:

Fields

Description

Asset Summary

Tenant

Displays the Tenant of the selected Asset.

Category

Displays the Category of the selected Asset.

Store

Displays the Store location of the Asset.

Asset ID

Displays the ID of the selected Asset.

Asset Code

Displays the Code of the selected Asset.

Added By

Displays the name of the user who added the Asset.

Added Date

Displays the date when the Asset is added.

Updated By

If the Asset details are updated, displays the name of the user who updated the Asset details.

Updated Date

If the Asset details are updated, displays the date when the Asset details are updated.

ALLOCATION DETAILS

Allocate To

Allows you to allocate Assets using the following options:

  • Single User: Select this option to allocate the Asset to a single user. For example: an Employee.
  • Multiple Users: Select this option to allocate the Asset to multiple users. For example: In an organization, for the employees working in the BPO environment, you can allocate the same Asset to different employees on the basis shift.
  • Tenant: Select this option to allocate the Asset to a Tenant. For example: Different types of Servers, Printers, and so on.
  • Location: Select this option to allocate the Asset to a location. For example: Different types of Servers, Printers,and so on.
  • Customer: Select this option to allocate the Asset 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 name from the list to whom you want to allocate the Asset.

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

Reporting Manager

Displays the Reporting Manager of the selected user.

Note:

The Reporting Manager attribute is displayed on the allocation form only when the Allocate To Value is Single User, Contract User or Multiple User.

Alternate Supervisor

Type in the name of the alternate supervisor. The matching names from the database are displayed in the list. Select an appropriate name from the list. To search for an alternate supervisor, click the Search icon.

Note:

The Alternate Supervisor attribute is displayed on the allocation form only when the Allocate To Value is Single User, Contract User or Multiple User.

User

Type in the name of the User. 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 1.

Project

Lists all the configured Projects. From the drop-down list, from the User Project section, select the Project of the User to allocate the Asset.

Note: The Project field is visible based on the configuration on the ASSET APPLICATION SETTINGS page. For more information, see Configuring Asset Application Settings.

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 Asset.

The Floor location is auto-populated for the selected when the following conditions are met:

  • The Location should be configured under COMMON MASTERS and it should be mapped with the user. For more information see SUMMITAI Platform.
  • The configured Location in the COMMON MASTERS should match with the Location in LOCATION AND STORE. For more information see SUMMITAI Platform.
  • The Enable Auto Populate Floor check box on the ASSET APPLICATION SETTINGS page is selected. For more information see Configuring Asset Application Settings.

Cubicle

Displays the cubicle number of the User. If not, type the Cubicle number of the user.

Note: The Cubicle field is visible based on the configuration on the ASSET APPLICATION SETTINGS page. For more information, see Configuring Asset Application Settings.

Allocation Type

Select the type of allocation for the Asset. 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 allocated date of the Asset.

Note: Present date is auto populated in this field by default.

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.

Return Date

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

Asset Usage Type

Select the Asset usage type from the list.

Note: The Asset Usage Type option is enabled based on the configuration performed on the Application Settings By Tenant  page. For more information see Configuring Asset Application Settings.

 For more information about Asset Usage Type, see Configuring Asset Usage type.

Purpose

Lists all the configured Purposes of allocation. Select the Purpose for allocation from the list.

Remarks

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

User Confirmation

Attach the user confirmation file.

Attachment Field 

Upload any file(s) related to the Asset.
Multiple attachments against a single file upload control can be done by two methods:

  1. By attaching one file at a time and clicking on SUBMIT to save the file and perform the same action again.

  2. By selecting multiple files at the same time (using CTRL button) and then SUBMIT the files to save it.

    Click to upload/submit the selected files.


The attachment details are displayed upon submitting as follows:

  1. File Name- Displays the name of the attached file
  2. Attachment Date- Displays the date of the file attached with time stamp.

The maximum size of the file upload is 4MB.
Administrator can customize the size of file upload in web.config. 

The number of attachment fields and the attachment limit (Single or Multiple) can be configured based on the requirement through Form Builder option.

See Configuring Asset Category Using Form Builder page for more information.

Figure: Allocate Fixed Assets- Attachment grid


<ASSET CATEGORY> DETAILS

The section title is displayed based on the Category you select while allocating the Asset. 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.

References