Asset Transfer

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.

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, the next step is to release it.

Asset Transfer for the specific Asset

You can also quickly create an Asset Transfer directly from the Asset Card or from the Asset Tree. You just need to use the Create Asset Transfer action.

Selecting Create Asset Transfer opens a window where you can specify some basic details of the Asset Transfer:

• Asset No. - not editable - number of the selected asset.
• Asset Description - not editable - description of the selected asset.
• Transfer-to Code - you must specify the location to which asset(s) will be transferred.
• In-Transit Code - if you leave this field blank - the created asset transfer will be marked as Direct Transfer.
• Additional fields (hidden by default).
  • Transfer-from Code- not editable - asset location code of the selected asset.
  • Before Shipment Checklist/Before Receipt Checklist - you can use them do define checklists that need to be finished before shipment or receipt.
  • Number of Transferred Assets - not editable - the field is showing how many assets will be transferred.

This process is supported by the asset transfer routes. If asset transfer route for the transfer from location A to B exists in your company, it will be applied to the document.

When you're choosing an asset and starting the process, the result is that this asset and all asset children are added to the transfer. So if there is a situation that at least one of these asset children (or even a selected asset) is already added to the asset transfer, you will see a notification and you will not be able to continue the process.

After selecting the Create Asset Transfer button on the creator window, an asset transfer will be created. Now you can decide if you want to add some Notes to the document, or change the dates of planned shipment/receive.

At this point, you can also Open created document or Finish the process.

Create Asset Transfer form the Asset Card.

Create Asset Transfer form the Asset Tree.

Create Asset Transfer.

Create Asset Transfer 2.

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

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

Expected

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

Transfer-to Asset Condition

Selecting Transfer-to Asset Condition on the Asset Transfer Order allows specifying which condition code should be assigned to assets when they're received.

On the Asset Transfer Order in the General FastTab, select Show more and the Transfer-to Asset Condition field will appear. Then select the condition that should be assigned to assets on the transfer order after receiving it.

If the field is left blank, the condition of the assets will remain the same as it was.

The Transfer-to Asset Condition field on the Asset Transfer Order.

Adding Notes

You can add Notes to an Asset Transfer Order and to the lines on the Asset Transfer Order.

On the Asset Transfer Order in the Notes FastTab, you can add notes about the transfer or assets on the transfer. You can also add Notes to the specific asset on the transfer order by specifying them on the line of the asset. By default, the notes column on the lines is hidden but can be showin using the Personalize option from the cogwheel in the upper right corner.

Notes can be added or modified even after releasing or shipping the Asset Transfer Order.

Notes FastTab and line notes on the Asset Transfer Order.

Specifying Planned Shipment and Receive Dates

You can specify the Planned Shipment Date and the Planned Receive Date for the Asset Transfer order.

On the Asset Transfer Order in the Transfer-from FastTab, you will find the Planned Shipment Date and in the Transfer-to FastTab, you will find the Planned Receive Date.

By default, both dates are set to Posting Date, but you can change them manually.

If you specified the Lead Time in Days for the chosen Asset Transfer Route, then the Planned Receive Date will be calculated automatically as the Planned Shipment Date plus Lead Time for the selected Asset Transfer Route. You can always change the dates manually if necessary*.

*if you will change the Planned Shipment Date - the Planned Receive Date will be calculated automatically based on the routing (if exists), so in case that the shipping will take less time than it is planned in routing - use the Planned Receive Date to set up the proper time

Planned Shipment Date and Planned Receive Date on the Asset Transfer Order.

Chosen Asset Transfer Route on the Asset Transfer Order.

Specifying Lead Time in Days for Asset Transfer Route.

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 "Released".

Send Asset Transfer by Email

You can send an email with your asset transfer order directly from the asset transfer document.

Being on the asset transfer order document, select the Send action from the toolbar. This will generate an email message in your system.

• Email address (TO) is automatically applied from fields Transfer-from Email and Transfer-to Email.
• The attached printout of the asset transfer order is automatically added to the email.
• The generated body of the email is created based on a preset layout, which you can always change. You can also add the asset list from the asset transfer - the needed data is added to the layout but not used in the default layout.

By selecting the Sent Emails action (also available on posted shipment and receipt*) you can check what emails have been sent and when they were sent.

*When the full posting is done (shipping and receipt), related records can't show the original asset transfer because this record no longer exists after posting.

Send email with your asset transfer.

Email with asset transfer.

Sent emails.

Print Asset Transfer

You can print your Asset Transfer order directly from the Asset Transfer document.

Being on the Asset Transfer document, select the Print action from the toolbar. This will open the print modal window, where you can:

• Select Print Shipment Details, if you want to print sender and receiver addresses,
• Choose which document you want to print by selecting No. of the document.

Below you can see examples of printouts with and without shipment details.

Print action on the toolbar.

Print modal window.

Asset Transfer order printout with shipment details.

Asset Transfer order printout without shipment details.

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 "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

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

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.

Undo Shipment

When the indirect asset transfer is shipped (but not yet received), you can still undo the shipment.

To do this, go to the Asset Transfer Shipment card of the transfer that you want to undo and select the Undo Shipment action.

When you undo a shipment:

• The asset will be turned back to the state before shipment (for example if a parent has been removed on shipment, this parent will be added again) - all assets from the shipment will be turned back to the state before shipment.
• Asset Transfer Shipment will be deleted.
• Asset Transfer Entries will be updated with records about the correction.

Undo Shipment.

Updated Asset Transfer Entries.

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

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 information about:

• Event Type - What kind of Asset Transfer event took place.
• Asset Description and Location.
• Invoice customer, and more.

Direct transfer (checkbox) creates 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

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

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

Expected

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