Asset Transfer

This option enables you to create an Asset Movement Request for asset transfer. You can trasnfer assets from one Location/Department to another Location/Department, temporarily and permanently.

note

The "Manage Asset Management" role is required to create an Asset Transfer request.

To initiate a transfer request, follow the below steps:

1. Navigate to Admin > Asset Management > Asset Movement page.
2. Click the Asset Movement button and select the Asset Transfer option on the top-right corner of the Asset Movement Requests List page. The below form appears.

Enter the below details:

Parameter	Description
Movement Type	Asset Transfer
Requester	Requester who has requested the movement.
From Location	Select the Location from where the movement is to be initiated.
To Location	Select the Location to where the movement is to be sent.
From Department	Select the Department from where the transfer is to be initiated.
To Department	Select the Department to which the transfer is to be sent.

note

Either Location or Department is mandatory to be selected, however, both cannot be blank.

Reference Number	Mention the reference number if any. It is an optional Field.
Movement Date	Mention the date on which movement needs to be done. It is a mandatory Field. It should be greater than the current date.
Returnable/Transfer Type	Select the type. The options are: Temporary Transfer and Permanent Transfer.
Expected Return Date	Select the date on which the asset is expected to return. It is available only for the "Temporary Transfer" type.
Asset Type	Select the asset type. The options are: Hardware and Non IT.
Remarks	Enter the remarks if any. You can add remarks up to 255 characters.
Attachments	Upload the required attachments.
Email	Enter the email address to receive notifications.
Contact No.	Enter the Contact number of the Requester.
Dispatch Address	Enter the address where the asset is to be dispatched. It is an optional field. You can provide details like Street, Landmark, City, Pincode, State, and Country.
Asset Details	Select the assets that you want to transfer using the Add Assets link. Here, you can also search for the required asset using the Search field. The asset list appears based on the selected From Location, From Department, Asset Type (Hardware or Non-IT), Asset Condition (Other Than Faulty), and Movement Status (None).

3. Once all the details are filled in, click Create or save it as a draft. The Asset Movement Request is created with the default status "Requested" and starts with the MV prefix. For example, MV - 1. If the form is saved as a draft, its initial status will be "In Draft."

Details Page

Once the transfer request is created, the details page appears as shown below.

The page displays the following sections:

1. Edit: The transfer details can be edited only when the Request Transfer status is "In Draft". Once the status changes to Requested, they cannot be edited.
2. Classifiers: View and configure the properties of the transfer.
3. Stages: Manually update the Asset Transfer stages for Permanent and Temporary transfer type.
4. Associated Actions: Add and update the different actions. They are Assets, Address, Notes, Approvals, and Audit Trail.
5. More Options: It includes: Ask for Approval, Cancel Asset Movement, and Print.
6. Other Info: View and configure the additional details about the transfer.

Classifiers

These properties tell you the current statistics of the asset transfer and help you to classify them under different labels. These are editable only when the transfer is in draft status. Once the status changes to "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.

Parameter	Description
Status	Displays the transfer status based on the workflow. The default value is In Draft or Requested.
Movement Date	Displays the date on which the asset movement will take place.
From Location	Displays the source location of the asset for transfer.
To Location	Displays the destination location of the asset for transfer.
From Department	Displays the department name from where the asset is to be transferred.
To Department	Displays the department name to where the asset is to be transferred.
Returnable/Transfer Type	Displays the type of transfer as Permanent or Temporary.
Approval Status	Displays the approval status.

Associated Actions

You can view or update the details using the below tabs:

Assets

You can view the number and exact name of the Asset which is in movement. If required you can delete the asset from this tab.

Address

This displays the address where the asset is to be transferred.

Notes

You can view the list of notes if made during the movement. Also, here you can create new notes using the Add Note button.

Approvals

The list of pending/approved approvals for an asset transfer is visible in the Approvals tab. Here, you can take the following actions:

• Ignore the approval if no longer needed
• Remind the approver to take an action on it
• Delete the approver's approval if not required anymore
• Re-request the approver for approval if it is referred back due to reasons like missing/incorrect details, need additional info in the approval, etc.
• Add Comments

Audit Trail

You can view the overall activities performed for the particular asset's movement. You can view the audit for the following events:

• Asset Movement creation
• Asset Movement fields modification
• Asset Movement stage updates

Other Info

The other information shows additional details about the transfer.

• Reference Number: Displays the reference number of the asset transfer.
• Closed Date: Displays the date on which the transfer request was closed.
• Last Updated Date: Displays the date and time of the asset transfer last updated.
• Asset Type: Displays the asset type.