November 14, 2022

Asset Management

How do I check out an asset?

Providing asset/s to any employee, location, or department can be done using the Check Out feature.

Once you have added your asset/s, you can manage and check out the asset/s. On your Home Page, select the ‘Asset Management’ category. On the drop-down menu, select ‘All’ or choose from the listed ‘Asset Category’ generated from the Asset you have added.

Once you have selected your preferred ‘Asset Category’, the list of assets for that category will appear on the home screen. Select the asset that you would like to check out by clicking on ‘View’ which is the ‘Eye’ icon.

After you clicked on the ‘Eye’ icon or the view button, you will be redirected to the ‘Asset Information’ page as seen in the image below:

On the right side of the Asset Information page, there’s a red box that says Check Out. Clicking on the Check Out button will have the Check Out Asset prompt box appear:

On the prompt box, fill out the necessary information:

  • Check-out-to:  on the drop-down menu, select from the following options: Employee, Location or Department.
    • Employee: if the employee option is chosen, the ‘Assigned Employee’ field will appear
      • Assigned Employee: from the drop-down menu, select the employee whom the asset will be checked out to
    • Location: if the location option is chosen, the ‘Location’ and ‘Sub Location’ fields will appear
      • Location: from the drop-down menu, select the location where the asset will be checked out to.
      • Sub Location (Optional): from the drop-down menu, select the sub-location where the asset will be checked out to.
    • Department: if the department option is chosen, the ‘Company’ and ‘Department’ fields will appear
      • Company: from the drop-down menu, select the company to which the asset will be checked out.
      • Department: from the drop-down menu, select the department where the asset will be checked out to.
  • Check-Out Date: select the date when the asset will be checked out.
  • Due Date (Optional): select the date when the asset to be checked out is due. If there is no due (Optional)date for the checkout, select the ‘No Due Date’ box instead.
  • No Due Date (Optional): tick the checkbox if the asset to be checked out does not have a Due Date.
  • Send Email (Optional): tick the checkbox if you’d like to send an email to the employee, location, or department where the asset will be checked out.
  • Enter Email (Optional): input the email address/es of the employee, location, or department where the asset will be checked out.
  • Notes (Optional): input any notes regarding the checkout.

Can I extend the check out of an asset?

If the other party requests for an extension of the asset that has been checked out that is doable with the Extend Check Out feature. Check-out extensions are applicable for all assets that have been checked out.

You can definitely extend the check out of an asset. You may do this by going to the ‘Asset Management’ category. On the drop-down menu, select ‘All’ or choose from the listed ‘Asset Category’ of the asset you would like to extend check out.

Once you have selected your preferred ‘Asset Category’, the list of assets for that category will appear on the home screen. Select the asset that you would like to extend check out by clicking on ‘View’ which is the ‘Eye’ icon.

On the right side of the redirected page, a hyperlink for Extend Checkout can be seen. Click on the Extend Checkout link.

After the Extend Checkout link is clicked, the Extend Checkout Box will pop up. In this box, you may then choose your extension date or the new due date. You may also opt to send an email if you’d like the recipient to be notified via email of the new due date.

When you opted for an email to be sent, a notification email will be sent to the recipient that will show the check-out confirmation.

See the example below:

How do I check in an asset?

Once the asset that has been checked out is returned, it can now be checked in using the Check-In feature.

Select the checked-out asset that is to be checked in. Click on ‘View’ which is the ‘Eye’ icon.

On the right side of the page, a green box with the ‘Check In’ button can be seen.

Click on the Check-In button to have the Check-in Asset prompt box appear. The Check-in-to details will auto-populate depending on the check-out details of the asset. Fill out the necessary details for the other fields:

  • Check-in-to: auto-populated from the checked-out asset
  • Return Date: select the date when the asset has been checked in.
  • Send Email (Optional): tick the checkbox if you’d like to send an email to the employee, location, or department where the asset will be checked in.
  • Enter Email (Optional): input the email address/es of the employee, location, or department where the asset will be checked in.
  • Notes (Optional): input any notes regarding the check-in.

Can I reserve an asset?

An asset/s can be reserved if you plan to have it checked out in the future. “Yes, you can!”

Reserving an asset can be done by selecting the asset to be reserved. Click on ‘View’ which is the ‘Eye’ icon.

On the Asset Information page, a ‘Reservation Schedule’ box is seen in the upper-right. This is where you can select the ‘Reserve’ link and the fillable box wherein you can input the necessary information.

After the Reserve link is clicked, the Reserve Asset Box will pop-up. Fill out the necessary details:

  • Asset ID: automatically generated depending on the asset to be reserved
  • Start Date: choose your preferred start date for reserving the asset.
  • End Date: choose your preferred end date for reserving the asset.
  • Reserved For: input the user to whom the asset will be reserved for.
  • Description (Optional):  input the description of the asset that is to be reserved.
  • Send Email (Optional): tick the checkbox if you’d like to send an email to notify the user of the asset reservation details.

Once all information has been typed in, click on the RESERVE button to set the asset as reserved.

You may check the RESERVATION SCHEDULE button on the upper right (the same button on the first photo above.)

It will show you the date of your reservation and description (if there are any). Also, it will block the dates of the availability if there was a prior reservation schedule on your chosen date. Please see the photo below:

  • In the example above, the chosen date was on May 11, 2022 (the date when you made the reservation).

Also, when you preferred to have an email sent to you, you will receive a notification that looks like this:

SEND AND PRINT ASSET DETAILS

  • If the user wants to have a hard copy of the asset details, there’s an option to PRINT. On the main page of the ASSET MANAGEMENT, there’s a PRINTER button on the upper left corner.

It will then be converted to a PDF file ready to be printed.

  • The platform has also an option to be sent to recipients even for those who are non-users.
  • On the main page of the ASSET MANAGEMENT, there’s an envelope button in line with the print, edit option, and delete.
  • When you click on that button, a fillable box will appear, and just fill out the necessary information such as the recipient (SELECT TEAM will go through this further), other recipients who are non-users who are required to be filled out, and the notes that you would like to include.
  • There’s also a small box to include files if there are documents that would like to be sent.

If the asset details have been successfully mailed, the recipient/recipients should receive this:

EXPORT ASSETS LIST

  • When exporting an asset list, just go to the ASSET MANAGEMENT, under that, choose the asset category that was added. In this example, the category is the computer.  On that part, the details of the asset will be seen and labeled properly.
  • On the upper right corner, there’s an ACTION button that consists of:

 SETUP COLUMN, EXPORT TO PDF. EXPORT TO EXCEL, IMPORT NEW ASSETS AND AVAILABILITY CALENDAR.

This is an example of an asset list exported to excel. On the photo above, just click on the EXPORT TO EXCEL then this will be automatically downloaded. 

Exported list to PDF (Just click the EXPORT TO PDF) This will be automatically downloaded:

AVAILABILITY CALENDAR

  • This calendar feature lets the user see the dates that were taken or the reserved assets, and those slots that are still available.
  • To access this, Go to ASSET MANAGEMENT then choose ALL. On the upper right corner, the ACTIONS button will show you the AVAILABILITY CALENDAR.
  • In the example below, the GREEN ones are the dates that are still available. The user may also use the color scheme as a guide for each status.
  • YELLOW is for reserved, the red is for CHECKOUT.

When the user sets it on a date that was already taken, it won’t go through, and it will be automatically marked on the calendar.

IMPORT NEW ASSET

  • This is for a large number of assets because this will be through an excel file, which will be filled out and imported back to the platform.
  • This saves time on adding a new asset  one by one, instead, fill it out on a spreadsheet and then just upload it back.
  • On the same page of the ASSET MANAGEMENT, go to ACTIONS, then look for IMPORT NEW ASSETS.
  • The user will have the option to download its template and then fill it out when it has been downloaded.

When the template has been downloaded, it will look like the photo below:

  • Make sure to fill out all the categories to avoid errors.
  • A MAP FIELD will be shown to serve as a guide on each field, then click NEXT.

The user can now upload the spreadsheet, then click NEXT.

It will now show the added brands and the preferences below, once reviewed, click IMPORT.

An IMPORT SUMMARY will be shown just like on the photo below:

The imported file that has been successfully added will show on the ASSET MANAGEMENT page.

HOW TO DELETE AN ASSET

  • The user may also DELETE the previously added assets.
  • On the ASSET MANAGEMENT tab, look for the category where the asset belongs.
  • On the right side of the asset, there’s a RED TRASH BIN  icon to delete  the asset.

This box will appear when you click on the DELETE icon. Once deleted, the previous asset/s will be removed.

HOW TO MOVE AN ASSET

  • The user has an option to MOVE an asset, depending on the location, sub-location, department and company.
  • On the ASSET MANAGEMENT tab, look for the category where the asset belongs.
  • On the upper right side of the page, there’s an ACTIONS button. When the user clicks it, choose MOVE.
  • Tick the specific asset that needs to be moved.
  • These fillable boxes will be shown below the asset information. Fill out the necessary information, then click MOVE.

When it has been successfully moved, the changes will appear on the location, sub location, company and owner department.

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