Allocating Assets
When you need to assign assets to users (like giving laptops to employees or allocating equipment to departments), the Asset Allocation feature helps you track who has what, when they received it, and manage the entire allocation lifecycle.
1. Access Asset Allocationโ
From Assets Section: Navigate to the Assets section and click on the specific asset you want to allocate. In the asset detail page, you'll find allocation-related options.
From Asset Allocations Section: Go directly to Asset Allocations to view all current allocations across all assets or create new ones.
2. Create New Allocationโ
Click on the New Allocation button to start the allocation process. This opens a comprehensive form for recording asset assignment details.
3. Fill in Allocation Detailsโ
Required Informationโ
- Allocated To: Select the user who will receive the asset from the user dropdown
- Allocation Code: System auto-generates unique code (AL-00000001), but you can modify if needed
- Asset: Choose which asset is being allocated (if not pre-selected)
- Quantity: Enter the number of units being allocated to this user
- Allocation Time: Set the date and time when the asset is being handed over
Location Informationโ
- Asset Location: Current location of the asset before allocation
- Handover Location: Where the asset will be handed over to the user
Additional Detailsโ
- Reason: Document why this allocation is being made (e.g., "New employee onboarding", "Equipment replacement", "Temporary project assignment")
Reference Informationโ
- Remaining Quantity: Shows available/total quantity (e.g., "15 / 20" - 15 available out of 20 total)
4. Allocation Validationโ
The system automatically validates several aspects:
Quantity Validation
- Ensures requested quantity doesn't exceed available quantity
- Prevents over-allocation of assets
- Shows real-time remaining quantity
Asset Validation
- Confirms the selected asset exists and is available
- Checks asset status and allocation eligibility
- Validates user permissions for allocation
5. Save the Allocationโ
Click Save to complete the allocation. The system automatically:
- Updates available quantity (reduces by allocated amount)
- Records allocation history in asset timeline
- Sends notification email to the allocated user
- Creates status history entry for audit trail
- Links user to asset for easy tracking
6. What Happens After Allocationโ
System Updatesโ
- Available quantity decreases by allocated amount
- User receives email notification about asset assignment
Tracking Benefitsโ
- Complete audit trail of who has what asset
- Email notifications keep users informed
- Status history tracks all allocation events
- Quantity management prevents over-allocation
Key Featuresโ
Email Notificationsโ
- Automatic emails sent to users when assets are allocated
- Allocation details included in notification
- Asset information and pickup instructions provided
Quantity Managementโ
- Real-time availability checking
- Prevents over-allocation with validation
- Accurate inventory tracking maintained
Viewing Allocationsโ
Asset Allocations Listโ
| Field | Description |
|---|---|
| Allocation Code | Unique identifier for each allocation |
| Asset | Which asset was allocated |
| Quantity | How many units allocated |
| Allocated To | User who received the asset |
| Allocation Time | When the allocation was made |
Best Practicesโ
Documentationโ
- Always specify reason for allocation
- Include handover location for clarity
- Set accurate allocation time for proper tracking
Communicationโ
- Verify user email before allocation for notifications
- Confirm handover details with the user
- Document any special instructions in reason field
Quantity Managementโ
- Check available quantity before allocation
- Plan allocations to avoid shortages
- Monitor remaining inventory regularly
- Quantity must be a positive integer
- Cannot exceed available quantity
- User and asset must exist in the system
- Allocation time is required