Allocate an asset
An allocation assigns an available asset to a destination and the person who will use it. It is prepared as an Allocation transaction, approved by someone else, and only becomes the user's once they acknowledge receipt.
Before you start
- To prepare an allocation you need to be an Asset and Logistics Associate, Dedicated IT Warehouse Administrator or CDI Staff, IT Hardware Inventory Supervisor, or IT Business Systems or Application Team.
- The approval must come from a different person with approval rights: an IT Hardware Inventory Supervisor or the IT Business Systems or Application Team.
- The asset must be recorded at the location or with the custodian you allocate it from, and must be deployable. Assets that are Defective, In Repair or For Retirement, or that sit in a zone that holds non-deployable stock, are refused.
- The person receiving it must have an account, so they can be chosen as To custodian.
Steps
Open Asset Transactions
In the sidebar, under Movement and Transfer, select Asset Transactions.
Start an allocation
Select New transaction. In the Prepare a transaction dialog, under What kind of movement, choose Allocation. The note under the field reads Needs an independent approval before it can be released. The destination must acknowledge receipt before it completes.
Say where it comes from and who gets it
Choose the From location or From custodian that holds the asset now. Choose the To custodian who will use it, and a To location if it has one. Describe the need in Purpose, then select Prepare. The allocation opens as a Draft.
Add the asset
In What moves, select Add. The Add what moves dialog lists only assets recorded at the origin you chose. Select the asset to add it as a line.
Submit it for approval
Select Submit. The status changes to Pending Approval, and the allocation appears in Approvals for another approver.
Have another person approve it
An approver who did not prepare it opens it from Approvals under Movement and Transfer and selects Approve. Once it shows Approved, it is ready to release.
Screenshots
Step 1: Open Asset Transactions
Step 2: Start an allocation
Step 3: Say where it comes from and who gets it
Step 4: Add the asset
Step 5: Submit it for approval
Step 6: Have another person approve it
Watch how
You cannot approve an allocation you prepared, even if your role can approve. It never appears in your Approvals queue, and if you try from the transaction the app replies You prepared this allocation, so you cannot also approve it. Ask another approver.
Tip: If you add or remove a line, or change where it comes from or goes to, after it was approved, it goes back to Pending Approval. The page shows This changed after it was approved. and it needs a fresh approval before release.