Transfer and assign assets
Transfer or assignment?
- A transfer moves assets to another employee, department, location, branch or company. It follows your approval rules, and the register changes only when it is completed.
- An assignment (handover) gives assets to a custodian, usually with an expected return date, and records their acknowledgement.
Once an asset is in use, its location and custodian cannot be edited on the asset form. They change only through these transactions, so every move is approved and recorded.
Transfer assets
Web edition: open Assets › Asset Transfers (also under Transactions) and click New transfer.
- Transfer type: Employee, Department, Location (within the same branch), Branch (another branch and location) or Company (another legal entity, with accounting and tax consequences).
- Assets: add the assets to move.
- Destination: fill in where they go.
- Details & review: give the reason and the effective date, check and submit.
A transfer moves through Request, Approval, Handover, Destination acceptance and Register update. You see who must act next.
Desktop edition: click Transfer on the toolbar (Ctrl+Shift+T) or open Transactions › Transfer › New Transfer. Choose the type of move, add the assets, fill in the Destination and the Reason and Effective date, click Save Draft to see the approval route, then Submit for approval. Use Print handover for the handover note.
Approvers find waiting requests under Workflow › My Approvals on the web, or My Approvals (Ctrl+Shift+A) on the desktop. Rejecting needs a comment.
Draft, disposed and already-transferred assets cannot be moved, nor can an asset with another transaction pending. A transfer to another company creates the asset there, carrying over its original cost, dates and accumulated depreciation.
Assign to a custodian
Web edition: open Assets › Asset Assignment and click New assignment.
- Add the assets and choose who receives them: an employee, department, location, cost centre or project.
- Enter the expected return date and the condition, and confirm.
- Download the Handover PDF for signature.
- When the receiver confirms, click Record acknowledgement, with the name of the person and, if you have it, the signed handover document. Employees can also acknowledge handovers themselves in My Workspace › Confirm My Assets.
- When the asset comes back, use Return assets.
The tiles show active handovers, those awaiting acknowledgement and those past their return date.
Desktop edition: click Assign on the toolbar or open Transactions › Assign › New Assignment. Enter Assigned on, the Expected return date (or tick No return date) and the condition, then Assign. Use Print Handover, then Record Acknowledgement, and Return when the asset comes back.