Configuring Asset Reconciliation

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

What is Asset Reconciliation?

See: Asset Reconciliation

What can you configure?

You can make the following configurations for the Asset Reconciliation process:

  • Configure the number of days after which a notification alert should be sent to users and Reporting Managers for Asset Reconciliation.
  • Select if Manager approval is required for Asset Reconciliation.
  • Set the number of days/reminders after which an escalation should be sent to the user's Reporting Manager.
  • Schedule Asset Reconciliation one-time or recurring (using Scheduler, see 183140643)

To configure Asset Reconciliation:

  1. Select Asset > Configuration > Others > Asset Reconciliation Configuration. The ASSET RECONCILIATION CONFIGURATION page is displayed.


    Figure: ASSET RECONCILIATION CONFIGURATION page

  2. Click ADD NEW on the ACTIONS panel to create a new Asset Reconciliation configuration.
  3. Under the DETAILS tab, specify all the details. 
    • Select the Requires Scheduler check box if you want to schedule the Asset Reconciliation process using a Scheduler. Click NEXT to configure the Scheduler. For more information about configuring the Scheduler, see 183140643.

      Asset Reconciliation Configuration - SCHEDULER tab
      Figure: Asset Reconciliation Configuration - SCHEDULER tab
    • If you do not select the Requires Scheduler check box, you can configure the Asset Reconciliation process without a Scheduler.

      Asset Reconciliation Configuration - DETAILS tab
      Figure: Asset Reconciliation Configuration - DETAILS tab
  4. Click SUBMIT to save the new Asset Reconciliation configuration.

Field Description

The following table describes the fields on the ASSET RECONCILIATION CONFIGURATION page:

Field

Description

DETAILS
TenantSelect the Tenant from the list.
Reconciliation NameSpecify the Reconciliation Name.
DescriptionSpecify the description of the Asset Reconciliation.
Active

Indicates the status of the Asset Reconciliation.

  • If selected, the Reconciliation is active and is displayed in the Asset Reconciliation Configurations list.
  • If not selected, the Reconciliation configuration is not selected by any linked functionality.
Is Manager Approval Required?

Select to send the Reconciliation action for Manager's approval.

Note

  • After the User accepts/rejects the assets, the respective User Manager is notified with individual e-mails for each asset, to verify the user acceptance. 

  • If multiple assets are accepted/rejected by the same user, then also the respective Manager gets asset by asset e-mail notification.

  • If the assets that are accepted/rejected by the user(s) and are pending for a specified period with the Manager for verification, then a reminder e-mail comprising of the consolidated list of Users and their Assets is sent to the User Manager for verification.
  • If the user is not mapped to any User Manager, then the Asset Reconciliation process is completed post his/her acceptance on the assets.

See the 183140643.

Enable User Notification

Select to send e-mail notifications to the users and managers to accept or reject Assets for Asset Reconciliation.

Note

If selected, the Users receive an e-mail notification with the consolidated list of Assets to accept or reject.

Send Reminder for Every

Specify the no.of days to send e-mail reminders to the users and managers to take action for Asset Reconciliation. You can specify the days between 1 to 30.

Note

You can specify the reminder days only if Enable User Notification check box is selected.

Enable Escalation

Select to send an escalation notification for the Asset Reconciliation.

  • If selected, you can specify the no. of days/reminders after which the escalation notifications should be sent to the Reporting Manager of the user (who has not taken any action for Asset Reconciliation).
  • If not selected, no escalation notifications are sent to the Reporting Manager.

Note

The escalation e-mail is sent to the mangers with a consolidated list of Users and Asset details. All the concern Users are marked under CC in the escalation e-mail notification.

Escalate After

Specify the no. of days/reminders after which the escalation notifications are sent to the Reporting Manager.

Note

You can configure this field only if the Enable Escalation check box is selected.

Requires Scheduler

Select this check box to configure the Scheduler for the Asset Reconciliation.

Show in Inventory

Select this check box to display the Reconciliation Name in the Inventory. You can select the Assets manually in the Inventory and send for Reconciliation.

note

You can select this check box if Scheduler is not required for the Asset Reconciliation.

SCHEDULER

Reconciliation Name

Displays the Reconciliation Name specified on the DETAILS tab.
CategorySelect the category/categories using multi-selection check boxes.
Request Type

Select the request type from the following options: Store, Floor, and Customer.

Store/Floor/CustomerDisplays based on the selected Request Type. You can select multiple locations for Store/Floor/Customer.

Enable Exclude Options

Select the options to exclude Assets from the Asset Reconciliation process.

  • Assets Allocated in last specified days
  • Asset Reconciliation Done in Last specified days
Schedule Type

Select the Schedule Type as one-time or recurring.

Next Reconciliation DateSelect the date on which next Asset Reconciliation should be scheduled.
Occurs Every

Select the recurring date of the schedule for recurring Asset Reconciliation configurations (monthly or yearly).

Note

You can select this field if the Schedule Type is selected as Recurring.

ACTIONS

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

Filters

On the FILTERS pop-up page, select the Tenant, Reconciliation Name, and the Request Type.

FILTERS pop-up page

Figure: FILTERS pop-up page

SHOW LIST

Click SHOW LIST to display the LIST table showing all the Asset Reconciliation configurations for the selected Tenant.
  • To modify an Asset Reconciliation configuration, click the configured Reconciliation Name. Make appropriate changes and click SUBMIT.

  • To display the inactive Asset Reconciliation configuration, click the Include Inactive check box.

    Note:

    When the Reconciliation Names are displayed under the LIST table, the ADD NEW action is displayed on the ACTIONS panel. Click ADD NEW to configure a new Asset Reconciliation.

REVOKE RECONCILIATION

Click REVOKE RECONCILIATION to revoke the reconciliation process of the Asset which is in pending status. Under the DETAILS tab of ASSET RECONCILIATION CONFIGURATION page, click the REVOKE RECONCILIATION icon on the ACTION panel. Specify the Status and Remarks and click Submit.

Figure: REVOKE RECONCILIATION

Note:

The Administrator can revoke Reconciliation process of the Assets which are in pending status only. (Pending for reconciliation from the End user and User Manager.

PRINT

Click the  icon to print the details.

EXPORT TO EXCEL

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

EXPORT ALL

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

Note

When an Asset is allocated to multiple users, and one of the users edit the Floor/Cubicle information of that Asset under the Location Info tab of the ASSET RECONCILIATION page, the remaining users get E-mail notification about the updated Floor/Cubicle information. To enable the E-mail notification, the Administrator must enable the Enable User Notification For Asset Allocated to Multiple Users checkbox on the APPLICATION SETTINGS BY TENANT page. For more information. For more information, see Application Settings.

If the Manager’s approval is configured for the Reconciliation process, the remaining users get E-mail notification about the updated Floor/Cubicle information. Subsequently, the Asset Inventory is updated after the Manager approves the Reconciliation.

For Example:

Consider a laptop allocated to William and Ryan on a shift basis. William found that the Floor information is invalid and accordingly updated the actual Floor information. Then, Ryan gets an E-mail notification about the Floor information changes made by William.

  • If the Manager's approval is not configured for an Asset Reconciliation, a system-generated E-mail is dent to the Admin on behalf of the user upon the completion of the Asset Reconciliation process.
  • If the Manager's approval is configured for an Asset Reconciliation, a system-generated E-mail is sent to the Admin on behalf of the Manager upon the completion of the Asset Reconciliation process.


 Sample e-mails

Scenario 1: Reconciliation notification to the User

Reconciliation acceptance e-mail is sent to the User with a consolidated list of Assets.

Ad

Scenario 2: Manager notification upon user acceptance

The User accepts/rejects the assets, the respective User Manager is notified with individual e-mails for each asset, to verify the user acceptance. 

Scenario 3: Escalation e-mail to the Manager

After the no. of days/reminders, the escalation e-mail is sent to the mangers with a consolidated list of Users and Asset details. All the concern Users are marked under CC in the escalation e-mail notification.

Scenario 4: Manager verification remainder e-mail

If the assets that are accepted/rejected by the user(s) and are pending for a specified period with the Manager for verification, then a reminder e-mail comprising of the consolidated list of Users and their Assets is sent to the User Manager for verification.

The user can modify the Notification content by using the template available under the General section on the Notification Template page (Admin > Advanced > Notifications > Notification Template).