Alocação de Ativos
Quando você precisa atribuir ativos a usuários (como dar laptops a funcionários ou alocar equipamentos a departamentos), o recurso Asset Allocation ajuda a rastrear quem tem o quê, quando recebeu e gerenciar todo o ciclo de vida da alocação.
1. Acessar Alocação de Ativos
Pela Seção Assets: Navegue até a seção Assets e clique no ativo específico que deseja alocar. Na página de detalhes do ativo, você encontrará opções relacionadas à alocação.
Pela Seção Asset Allocations: Vá diretamente para Asset Allocations para visualizar todas as alocações atuais em todos os ativos ou criar novas.
2. Criar Nova Alocação
Clique no botão New Allocation para iniciar o processo de alocação. Isso abre um formulário abrangente para registrar os detalhes da atribuição de ativos.
3. Fill in Allocation Details
Required Information
- 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 Information
- Asset Location: Current location of the asset before allocation
- Handover Location: Where the asset will be handed over to the user
Additional Details
- Reason: Document why this allocation is being made (e.g., "New employee onboarding", "Equipment replacement", "Temporary project assignment")
Reference Information
- Remaining Quantity: Shows available/total quantity (e.g., "15 / 20" - 15 available out of 20 total)
4. Allocation Validation
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 Allocation
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 Allocation
System Updates
- Available quantity decreases by allocated amount
- User receives email notification about asset assignment
Tracking Benefits
- 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 Features
Email Notifications
- Automatic emails sent to users when assets are allocated
- Allocation details included in notification
- Asset information and pickup instructions provided
Quantity Management
- Real-time availability checking
- Prevents over-allocation with validation
- Accurate inventory tracking maintained
Viewing Allocations
Asset Allocations List
| 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 Practices
Documentation
- Always specify reason for allocation
- Include handover location for clarity
- Set accurate allocation time for proper tracking
Communication
- Verify user email before allocation for notifications
- Confirm handover details with the user
- Document any special instructions in reason field
Quantity Management
- 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