Dynaway EAM for Business Central

Asset Transfer

Transfer Assets between locations within a legal entity

Introduction

Use Asset Transfer to transfer Assets between locations. This is useful if you want to permanently transfer Assets, or for temporary relocation, for example, to a repair shop.

Prerequisite

You have set up Asset Locations.

You have created Assets.

Audience
Maintenance Manager, Technician

Asset Transfers List

The Asset Transfers list shows a list view of all open Asset Transfer Orders with details about each Transfer Order such as Transfer from/to, Posting date and Status (Open, Closed).

  1. To open the Asset Transfers list, search for and select Asset Transfers.
  2. In the Asset Transfers list, select a link in the No. column to open an Asset Transfer Order card.

Transfer Order

Create an Asset Transfer Order

An Asset Transfer Order contains information about

  • which Assets to transfer
  • Asset setup details regarding Asset hierarchy and Asset status
  • Transfer-from and Transfer-to locations
  • Direct Transfer, which is an option if you want to post 'ship order and receive order' in one go (you cannot use Checklists on a Direct Transfer)
  • Checklists, which are optional. You can add a "Before Shipment" Checklist and a "Before Receipt" Checklist, if required.

Before you transfer an Asset, for example a parent Asset, you can get an overview of which Assets are included in an Asset hierarchy in the Assets Tree.

If you add Checklists to an Asset Transfer Order, you cannot post/ship it before the "Before Shipment" Checklist is completed, and you cannot post/receive it before the "Before Receipt" Checklist is completed.

Refer to the test cases and article reference below for step-by-step instructions on how to create an Asset Transfer Order.

  1. Test Case: Creating an Asset Transfer Order
  2. Creating Checklists for an Asset Transfer Order is done in the same way as creating Checklists for a Work Order Plan. Refer to the article Create and Release a Checklist for more information.
    1. Remember to use the Checklist Categories you have created for Checklists.
  3. Test Case: Adding Checklists to an Asset Transfer Order
  4. Test Case: Creating a Direct Asset Transfer Order

When you have added all relevant information on the Asset Transfer Order, next step is to release it.

Adding Checklists to an Asset Transfer Order

Data Requirements

  1. An Asset Transfer Order, which is not released, is being created.
  2. At least two released Form Templates, to be used for Asset Transfer Checklists, exist.
  3. The Form Templates use a Category created with Type "Asset Transfer Checklist".

Steps 2

  1. Select Before Shipment.

  2. Select Before Receipt.

Expected

The user can add checklists to Asset Transfer Order.

Creating a Direct Asset Transfer Order

Data Requirements

  1. Asset Transfer number series are set up in Asset Setup Management.
  2. At least two Asset Locations exist, which are not "In-Transit" locations.
  3. At least one Asset exists in the location that the Asset is transferred from.

Steps 8

  1. On your role center, search for and select Asset Transfers.

  2. Select New.

  3. In the Transfer-from Code field, select the location that you want to ship one or more Assets from.

    When you select this field, the next available number is automatically inserted in the No. field.

  4. In the Transfer-to Code field, select the location you want to transfer one or more Assets to.

  5. Activate the Direct Transfer toggle button to create a direct transfer.

    This option is used if you want to carry ship-and-receive as one transaction. This approach can be used if you have an Asset that is to be moved to the next floor in the same building, or another location very close to its current location.

  6. In the Lines section, select Manage > Add Asset.

  7. Select the Asset that you want to transfer.

    Select a parent Asset if you want to move the parent as well as related child Assets.

  8. If more Assets should be added to the Asset Transfer Order - repeat steps 6-7.

Expected

The user can create a Direct Asset Transfer Order, which is ready to be released.

Release an Asset Transfer Order

The following states are available on an Asset Transfer Order:

  • Open
  • Released

When you have added all relevant information to an Asset Transfer Order, you can release it. Release is optional, meaning you can ship a transfer order that has status "Open" or "Released". You may prefer to update an Asset Transfer Order to status "Released", for example, to show that all necessary data have been added to the record, and to indicate to a Technician that the Transfer Order is now ready to be shipped.

  1. Select and open an Asset Transfer Order from the Asset Transfers list.
  2. On the Asset Transfer Order card, select Release > Release. The Status field on the Asset Transfer Order is automatically updated.

When an Asset Transfer Order has status "Released", you can post it as "Shipped". Later, when it is received on the "Transfer-to" location, you can post it as "Received".

If you need to update an Asset Transfer Order that has been released, select Release > Reopen on the plan. Status changes to "Open", and you can edit the plan. When you're done editing, remember to release the plan again by selecting Release > Release. You can only edit an Asset Transfer Order that has not yet been shipped.

If an Asset Transfer Order is no longer required, select the delete button at the top of the Asset Transfer Order card and confirm deletion. You can only delete an Asset Transfer Order that has not been shipped.

The screenshot below shows an example of a released Asset Transfer Order with an Asset hierarchy to be transferred, and two Checklists included. Checklists are shown in red color when they are not completed, and they are shown in green color when they are completed.

When you have released an Asset Transfer Order, next step is to ship it.

Asset Transfer Order in status
Asset Transfer Order in status "Released".

Asset Transfer Shipment

Asset Transfer Shipment

Asset Transfer Orders with status "Released" can be shipped.

If a Checklist was added to the Asset Transfer Order > Before Shipment field, you must complete the Checklist before you can ship the Asset Transfer Order.

The screenshot below shows an example of an Asset Transfer Order where the Before Shipment Checklist was completed, and after that the order was shipped. Note that the "Before Shipment" Checklist is shown in green color because it is completed, and the Shipped check box is selected for all Assets in the Lines section.

Refer to the test cases below for step-by-step instructions on how to work with Checklists and Shipment on an Asset Transfer Order:

  • Completing Before Shipment Checklist
  • Posting Shipment
  • Posting Direct Transfer

When an Asset is shipped / in transfer, you cannot edit Parent No., Asset Location Code, and Status Code on the Asset Card.

On the Asset Card > Location section, you can select the Yes link in the On Transfer Order field or In Transit field to see Asset Transfer Lines currently related to the Asset.

Asset Transfer Order that was shipped with a completed
Asset Transfer Order that was shipped with a completed "Before Shipment" Checklist.

Completing Before Shipment Checklist

Data Requirements

  1. At least one Asset Transfer Order with a "Before Shipment" Checklist attached exists.
  2. The attached Checklist is not completed.
  3. The Asset Transfer Order card is opened.

Steps 3

  1. On the Asset Transfer Order card, select the ellipsis button (...) next to the Before Shipment field.

  2. On the Dynaway Forms screen, fill out/answer all the questions in the form. This is done by making selections or entering answers in a text area.

  3. Select Submit to complete the registration and close the Dynaway Forms screen.

Expected

The user can complete and submit a "Before Shipment" Checklist attached to an Asset Transfer Order.

On the Asset Transfer Order, the "Before Shipment" Checklist is shown in green color when it is completed.

When a Checklist is completed, you can select the ellipsis button (...) next to the Before Shipment field to inspect answers on the Checklist lines.

Posting Shipment

Data Requirements

  1. At least one released Asset Transfer Order exists.
  2. The selected Asset Transfer Order has no shipment and receipt posted.
  3. The selected Asset Transfer Order is not set up as Direct Transfer.
  4. If a "Before Shipment" Checklist exists on the Asset Transfer Order, it has been completed.
  5. The Asset Transfer Order card is open.

Steps 3

  1. Select Posting > Post in the ribbon.

  2. Select Ship and OK.

  3. On the Asset Transfer Order, select Navigate > Shipments to inspect if the shipment was posted.

Expected

The user can post and ship an Asset Transfer Order.

The Shipped check box is selected for All Assets on the Asset Transfer Order.

Posting Direct Transfer

Data Requirements

  1. At least one released Asset Transfer Order exists.
  2. The selected Asset Transfer Order is set up as Direct Transfer.
  3. The selected Asset Transfer Order has no checklists attached to it.
  4. The Asset Transfer Order card is open.

Steps 1

  1. Select Posting > Post in the ribbon.

Expected

The user can post a Direct Asset Transfer Order.

The Asset Transfers list opens. The Asset Transfer record is removed from the list because the Asset Transfer Order is completed.

To see transfer registrations on an Asset included in the Direct Asset Transfer Order, go to the Assets list, select the Asset line, then select History > Show Log and inspect entry lines for the date of the transfer regarding "Location Code Changed" / "Parent Changed" / "Status Changed".

Asset Transfer Entries

When an Asset is transferred, then Asset Transfer Entries log details about each Asset Transfer including info about:

  • Event Type - What kind of asset transfer event took place
  • Asset description and location
  • Invoice customer, and more

Direct transfer (checkbox) is creating two entries - shipment and receipt.

In transit transfer, four entries are created:

  • Shipment From Location
  • Receipt For In-transit Location
  • Shipment From In-transit Location
  • Receipt For Location

Asset Transfer Receipt

When you have shipped an Asset Transfer Order, and the Assets arrive at the "Transfer-To" location, the final step is to receive the order.

If a Checklist was added on the Asset Transfer Order > Before Receipt field, you must complete the Checklist before you can register the Asset Transfer Order as received.

When Asset Transfer is completed for one or more Assets, the Asset Location Code field on the Asset Card is automatically updated with the new location. Depending on the Asset Transfer setup, Parent No. and Status Code fields may also be updated on the Asset Card.

Refer to the test cases below for step-by-step instructions on how to work on "Before Receipt" Checklists and post an Asset Transfer Order as "Received":

  • Completing Before Receipt Checklist
  • Posting Receipt
  • Inspecting Answers on Before Receipt Checklist

When an Asset Transfer Order is registered as "Received", it is completed and removed from the Asset Transfers list. To see a list of all Asset Transfer Orders, which are completed and registered as "Received", go to the Asset Transfer Receipts list.

Completing Before Receipt Checklist

Data Requirements

  1. At least one Asset Transfer Order with a "Before Receipt" Checklist attached exists.
  2. The "Before Receipt" Checklist is not completed.
  3. The Asset Transfer Order card is opened.

Steps 3

  1. On the Asset Transfer Order card, select the ellipsis button (...) next to the Before Receipt field.

  2. On the Dynaway Forms screen, fill out/answer all the questions in the form. This is done by making selections or entering answers in a text area.

  3. Select Submit to complete the registration and close the Dynaway Forms screen.

Expected

The user can complete and submit a "Before Receipt" Checklist attached to an Asset Transfer Order.

On the Asset Transfer Order, the "Before Receipt" Checklist is shown in green color because it is completed.

When a Checklist is completed, you can select the ellipsis button (...) next to the Before Receipt field to view the Checklist lines and related answers.

Posting Receipt

Data Requirements

  1. At least one released Asset Transfer Order exists.
  2. The selected Asset Transfer Order has no receipt posted.
  3. The selected Asset Transfer Order is not set up as Direct Transfer.
  4. If a "Before Receipt" Checklist exists on the Asset Transfer Order, it has been completed.
  5. The Asset Transfer Order card is open.

Steps 2

  1. Select Posting > Post in the ribbon.

  2. Select Receive and OK.

Expected

The user can post and receive an Asset Transfer Order.

The Asset Transfers list opens. The Asset Transfer record is removed from the list because the Asset Transfer Order is completed.

To see transfer registrations on an Asset included in the Asset Transfer Order, go to the Assets list, select the Asset line, then select History > Show Log and inspect entry lines for the date of the transfer regarding "Location Code Changed" / "Parent Changed" / "Status Changed".

Inspecting Answers on Before Receipt Checklist

Data Requirements

  1. At least one posted Asset Transfer Order Receipt exists.
  2. The Before Receipt Checklist is completed on the selected Asset Transfer Order.

Steps 3

  1. Search for and select Asset Transfer Receipts.

  2. Select a record in the Asset Transfer Receipts list.

  3. On the Asset Transfer Receipt card, select the ellipsis button (...) next to the Before Receipt field to inspect answers on the Checklist.

Expected

The user can open the Asset Transfer Receipt card and inspect answers on the "Before Receipt" Checklist.

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