Create pre-allocated assets

Create a pre-allocated asset that physically exists, but isn’t yet a financial liability.

Before you begin

Role required: asset

About this task

Procedure

1. Navigate to All > Asset > Portfolios > All Assets and create a record (see table for field descriptions).
   Note:

   Category must have the Allow pre-allocated option selected.

   Table 1. Consumable record form

   Field	Description
   Display name	Name of the asset.
   Model category	Model category that controls whether an asset is linked to a CI.
   Model	Product model of the asset.
   Quantity	Number of items the asset represents.
   General
   State	State of the asset.
   Stockroom	Stockroom of the asset. This field is only available if the State field is set to In stock.
   Parent	Parent asset. When a parent asset is defined, the Assignment and State fields of the child asset are automatically populated based on the Assignment and State fields of the parent asset and are read-only.
   Class	Type of asset. The system automatically sets the Class to Consumable.
   Expenditure type	The type of expenditure. Choose from the following: Capex: Capital expenditure is a one-time expenditure, where the value is realized over the years. For example, a photocopier. Opex: Operational expenditure is an on-going expenditure. For example, toners for the photocopier.
   Substate	Substate of the asset.
   Location	Location of the asset.
   Cost	Price that the asset was purchased for.
   Cost Center	Cost center financially responsible for the asset.
   Activities
   Work Notes	Work notes related to the asset.

2. Select Submit.

Allocate a pre-allocated asset

Assets can be allocated from pre-allocated asset records, which creates new asset records and reduces the Quantity in the original pre-allocated asset record.

Before you begin

Role required: asset

About this task

Allocating an asset makes it a financial liability. After all pre-allocated assets have been allocated, the pre-allocated asset record is removed from the asset list.

Procedure

1. Navigate to All > Asset > Portfolios > All Assets.
2. Filter the Substate column to show only Pre-allocated assets.
3. Select the reference icon in the row containing the asset to allocate.
4. Select Allocate at the bottom of the form.
   Note:

   If the glide.asset.create_ci_with_ire property is set to true, a form appears when you click Allocate. On the form, fill in the Asset tag, Serial number, and Reserved for fields, then click OK.

Result

The system creates and navigates to a new asset record, which has the same model and parent information as the pre-allocated asset. The new asset has a Quantity of one, while the pre-allocated asset's Quantity is reduced by one.

Split a pre-allocated asset

You can split a pre-allocated asset to create a group that can be moved to a different stockroom.

Before you begin

Role required: asset

About this task

For example, a group of 100 pre-allocated computers is in Stockroom A. Split the group into two groups of 50 and move one group to Stockroom B. Allocate the computers from the two different stockrooms.

Procedure

1. Navigate to All > Asset > Portfolios > All Assets.
2. Filter the Substate column to show only Pre-allocated assets.
3. Select the reference icon in the row containing the asset to split.
4. Select Split.
5. Enter a Quantity to Split and select OK.
   The pre-allocated asset is split into two groups and the Quantity field on each record indicates the number in each group.