Approving Asset Movements

Owned by Enterprise IT
May 10, 2024

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The Approvers can approve or reject a floor movement or store movement of an Asset. They can view the movement request only if they are configured as an Approver and also if they have access to the configured location and Tenant.

To approve Asset movement requests:

  1. Select Asset > User > Manage Asset > Approvals> Movement Approval.

  2. On the MOVEMENT APPROVAL page, the FILTERS pop-up page is displayed. Select the required details and click SUBMIT to view the list of Assets based on the filter criteria (see: Filters).


    Figure:  MOVEMENT APPROVAL page

    The following table describes the fields under the LIST section of the MOVEMENT APPROVAL page:

    Fields

    Description

    LIST

    Movement ID

    Displays the movement ID of the Asset.

    Movement Type

    Displays the movement type of the Asset.

    Initiated By

    Displays the user name who initiated the movement.

    Initiated Date

    Displays the date and time at which the movement is initiated.

    Source

    Displays the Source Store for the movement.

    Destination

    Displays the Destination store for the movement.

  3. Click the Movement ID to approve or reject the movement request.
  4. On the MOVEMENT APPROVAL pop-up page, type in the required details. Select an appropriate Approval Status and provide your  comments in the Comments text box. For more information about the fields on the MOVEMENT APPROVAL pop-up page, see Field Description.


    Figure:  MOVEMENT APPROVAL pop-up page

  5. Click SUBMIT. The movement approval status is updated.

  6. After the movement is approved by the final Approver level , the PRINT GATE PASS is enabled. Click the PRINT GATE PASS button to print the approval details. You can print the ASSET MOVEMENT PASS and get signature on the GATE PASS from the authorized person.


    Figure:  ASSET MOVEMENT GATE PASS

    Note:

    Custom Field values can be viewed on the Print Gate Pass form if configured. This is enabled only if the new Custom Field created for a Fixed Asset is mapped to the Category for which the Custom Field is created on the FIELD MAPPING page (Admin > Modules > Asset > Asset Masters > Field Mapping) and the Mapping Field is selected as Asset Tag. After an Asset is added for the configured Custom Field value and the Approver approves the Asset movement, the configured Custom Field value is displayed on the Print Gate Pass form. For information about printing gate passes, see Printing Gate Pass.

Field Description

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

Fields

Description

Movement ID

Displays the movement id.

Barcode

Displays the barcode of the Asset.

Movement Type

Displays the movement type of the Asset.

Source Location

Displays the source location of the Asset.

Destination Location

Displays the destination location of the Asset.

Movement Date

Displays the movement date of the Asset.

Initiated By

Displays the user who initiated the movement.

Remarks

Displays the remarks specified for the movement.

Approval Type

Displays the specified approval type.

Number of Approvals

Displays the number of approvals configured for Asset.

Approved By

Displays the configured approver’s name for the Asset.

Approved Date

Displays the time and date, the movement is approved.

Approval Status

Displays the approval status of the movement as specified by the respective Approver.

Approval Remarks

Displays the Approver’s remarks as specified by the Approver.

Approval Status

Select the Approval Status for the movement:

  • Approved: Select this option to approve the status of the movement.
  • Rejected: Select this option to reject the status of the movement.
Dispatch From Address

Displays the From Address based on the address configured on the store and the address displayed on the Store movement screen.

Note

This is a non editable field and only displays the configured From address.

If an update to the address is required, then the Movement ID can be rejected requesting for updating the Store address.


Dispatch To Address

Displays the To Address based on the address configured on the store and the address displayed on the Store movement screen.

Note

This is a non editable field and only displays the configured To address.

If an update to the address is required, then the Movement ID can be rejected requesting for updating the Store address.


Comments

Specify the comments for the movement of the Asset.

Check box

Select the check box corresponding to the Asset to update the approval status.

Note:

  • The edit access to the address should be provided to the person who has access to configure the address. 
  • If the address is updated for a store which is part of a Movement configuration, the address is updated on the record if the Movement ID is not even approved at one level. 
  • If the Movement ID is approved at level 1 but is pending approval at level 2, then the new address is not reflected. 

Let us understand the above points with an example scenario. Consider an asset with the following details:
Asset- IPad
Asset ID- 2773
Movement ID- 112
Dispatch From Address- #23 SLV Arena, Bengaluru- 25
Dispatch To Address- #42, SGV Tech Park, Hyderabad- 65

The Asset IPad is initiated for a Movement configuration and sent for approval. 
The approval is in pending state. During this state, if the Admin updates the address, the newly updated address is captured and displayed in the gate pass configuration.

Asset- IPad
Asset ID- 2773
Movement ID- 112
Dispatch From Address- #23 SLV Arena, Bengaluru- 25
Dispatch To Address- #64, Acme Plaze, Gurgaon - 67 

ACTIONS

This section explains all the icons displayed on the ACTIONS panel of the MOVEMENT APPROVAL page.

Filters

Click the Filters icon to specify a particular filter criteria to display the movement approvals. On clicking the Filters icon, the FILTERS pop-up page is displayed. Select the filter criteria and click SUBMIT.

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

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

Fields

Description

Tenant

Lists the configured Tenants. Select an Tenant name from the list.

Asset Type

Lists the Asset types. Select an Asset type from the list.

Movement Type

Lists the Movement types. Select a Movement type from the list.

Start Date

Select the start date of the Asset movement using the Calendar icon.

End Date

Select the end date of the Asset movement using the Calendar icon.

Approver Type

Lists the Approval Types.

  • All Pending Approvals: Select to view all the pending approvals.
  • My Pending Approvals: Select to view pending approvals from the logged in user.

Movement ID

Specify a range of Movement IDs for which you want to view the pending approvals.