Asset Transfer Stages
Every asset transfer request is processed through a series of stages that requires some activity and decisions. In an organization, the asset movement is applicable on Hardware and Non-IT assets. With Asset movement, you can track the activities and the decisions at various stages of the transfer.
The asset transfer stages have a pre-defined structure. The characteristics are as follows:
- These stages are fixed.
- You cannot move back to the previous stage from the current stage.
- The system locks certain functions once a stage is complete. For example: The fields "To Location" and "To Department" become non-editable once the "Receive Transfer" stage is completed.
- The stages will be automatically updated to Pending when the user completes one stage. For example, when the stage Receive Transfer is Received, its next stage, Request Return, will get updated to Pending automatically.
The number of Asset Transfer stages are decided based on their type:
- Permanent
- Temporary
Permanent Asset Transfer
Request Transfer: This stage will become active once the request is created. The status will be "In Draft" if the request is saved as a draft and "Requested" if the request is created directly. Once the status is "Requested”, the transfer details cannot be edited except for the "To Location" and "To Department" classifiers. After the "Receive Transfer" stage, these will also become non-editable.
Request Transfer cannot be requested once the "Movement Date" or "Expected Return Date" is passed. However, you can edit the date, and then request for transfer.
| Request Transfer | In Draft | - First and default stage, if the request is saved as draft. - The request details can be edited. |
| Requested | - First and default stage if the Request is directly created. - The transfer details cannot be edited except for the "To Location" and "To Department" fields. - The Request Transfer moves to the Transfer Approval stage. |
Transfer Approval: In this stage, the "Ask for Approval" option will become available in the More Options. The values can be: Pending, Approved, and Rejected. Once the approval is approved, skipped, or ignored, the stage will activate, and the status will appear as Approved.
| Transfer Approval | Pending | - Default status of the stage. - Concerned person will approve or reject the request. |
| Approved | - The request is approved and updated in the Classifier. - The request moves to the Initiate Transfer stage. | |
| Rejected | - The request is rejected. - The asset transfer approval can be initiated again. |
Initiate Transfer: Once the transfer request is approved, the transfer can be initiated at this stage. The values are Pending and Completed. Also, the Print option will become available in the More Options to print the Asset Movement Gate Pass.
| Initiate Transfer | Pending | - The transfer request will be pending. |
| Initiated | - The transfer process is initiated. - The request moves to the Receive Transfer stage. |
Receive Transfer: Once the "Initiate Transfer" status changes to "Completed", this stage will get activated. In this stage, the user will receive the transfer and manually update the status as "Received". The values are Pending and Received. Once received is set, the "Complete Asset Movement" button will appear before the More Options icon.
| Receive Transfer | Pending | - The receive transfer is pending. |
| Received | - The asset is received. - The request moves to the Complete stage. |
Complete: The user can click the "Complete Asset Movement" button to complete the process or select "Complete" status from the Complete stage dropdown.
| Complete | Pending | - The transfer request is pending to be completed. |
| Completed | - The "Complete Asset Movement" button becomes available to complete the process. - The request is completed and the asset is transferred. |
Temporary Asset Transfer
Request Transfer: This stage will become active once the request is created. The status will be "In Draft" if the request is saved as a draft and "Requested" if the request is created directly. Once the status is "Requested”, the transfer details cannot be edited except for the "To Location" and "To Department" classifiers. After the "Receive Transfer" stage, these will also become non-editable.
Request Transfer cannot be requested once the "Movement Date" or "Expected Return Date" is passed. However, you can edit the date, and then request for transfer.
| Request Transfer | In Draft | - First and default stage, if the request is saved as draft. - The request details can be edited. |
| Requested | - First and default stage if the Request is directly created. - The transfer details cannot be edited except for the "To Location" and "To Department" classifiers. - The Request Transfer moves to the Transfer Approval stage. |
Transfer Approval: In this stage, the "Ask for Approval" option will become available in the More Options. The values can be: Pending, Approved, and Rejected. Once the approval is approved, skipped, or ignored, the stage will activate, and the status will appear as Approved.
| Transfer Approval | Pending | - Default status of the stage. - Concerned person will approve or reject the request. |
| Approved | - The request is approved and updated in the Classifier. - The request moves to the Initiate Transfer stage. | |
| Rejected | - The request is rejected. - The asset transfer approval can be initiated again. |
Initiate Transfer: Once the transfer request is approved, the transfer can be initiated at this stage. The values are Pending and Completed. Also, the Print option will become available in the More Options to print the Asset Movement Gate Pass.
| Initiate Transfer | Pending | - The transfer request will be pending. |
| Initiated | - The transfer process is initiated. - The request moves to the Receive Transfer stage. |
Receive Transfer: Once the "Initiate Transfer" status changes to "Completed", this stage will get activated. In this stage, the user will receive the transfer and manually update the status as "Received". The values are Pending and Received. Once received is set, the "Complete Asset Movement" button will appear before the More Options icon.
| Receive Transfer | Pending | - The receive transfer is pending. |
| Received | - The asset is received. - The request moves to the Complete stage. |
Request Return: This stage will become active once the transfer is received.
| Request Return | Pending | - The request return is pending. |
| Requested | - The request for asset return is requested. The Request Return stage moves to the Return Approval stage. |
Return Approval: In this stage, the "Ask for Approval" option will again become available in the More Options. The values can be: Pending, Approved, and Rejected. Once the approval is approved, skipped, or ignored, the status will appear as Approved.
| Return Approval | Pending | - Default status of the stage. - Concerned person will approve or reject the return request. |
| Approved | - The request is approved and updated in the Classifier. - The request moves to the Initiate Return stage. | |
| Rejected | - The return request is rejected. - The asset return request approval can be initiated again. |
Initiate Return: Once the request return is approved, the return can be initiated at this stage. The values are Pending and Completed. Also, the Print option will become available in the More Options to print the Asset Movement Gate Pass. here, for return 2 gate passes will be generated. One for transfer and the other for return.
| Initiate Return | Pending | - The return request is pending. |
| Initiated | - The return process is initiated. - The request moves to the Receive Return stage. |
Receive Return: Once the "Initiate Return" status changes to "Initiated", this stage will get activated. In this stage, the user will receive the return and manually update the status as "Received". The values are Pending and Received. Once received is set, the "Complete Asset Movement" button will appear before the More Options icon.
| Receive Return | Pending | - The return is yet not received. |
| Received | - The asset is received. - The request moves to the Complete stage. |
Complete: The user can click the "Complete Asset Movement" button to complete the process or select "Complete" status from the Complete stage dropdown.
| Complete | Pending | - The completion of asset return process is pending. |
| Completed | - The "Complete Asset Movement" button is available to complete the process. - The request is completed and the asset is returned. |