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 / Worker

Overview

In your company, you may occasionally need to move Assets between locations within the same company/legal entity. In EAM-BC, you can use Asset Transfer to create Asset Transfer Orders for shipping Assets in one location and receiving them in another location. This approach means you keep transfer records on your Assets. Examples of Asset Transfer:

  • Transfer an Asset from Production Hall 1 to Production Hall 3 (permanent transfer, requiring one Asset Transfer Order)
  • Transfer an Asset from Production Hall 1 to an internal Repair Shop and return it to Production Hall 1 when repair is completed (transfer and return, requiring two Asset Transfer Orders)

If you create an Asset Transfer for a parent Asset, all child Assets are included in the transfer.

You can add Checklists to an Asset Transfer Order, if required. This is useful if specific tasks are required for disassembly and reassembly of Assets in the Asset Transfer process.

The procedure for working with Asset Transfer includes

  1. Ensure that you have the required users and permissions setup.
  2. Set up number series for Asset Transfer.
  3. Set up Categories for "Before Shipment" and "Before Receipt" Checklists (required if you want to use Checklists on Asset Transfer Orders)
  4. Set up Asset Locations, which you want to use as transit locations during Asset Transfer, as "In Transit" locations
  5. Create Asset Transfer Routes, which define what happens to an Asset during the transfer process (optional)
  6. Create Checklists (optional)
    1. "Before Shipment" Checklist
    2. "Before Receipt" Checklist
  7. Create an Asset Transfer Order and release it
  8. Ship the Asset Transfer Order (if a "Before Shipment" checklist is added to the Transfer Order, you must complete that checklist before you can ship the Transfer Order)
  9. Receive the Transfer Order (if a "Before Receipt" checklist is added to the Transfer Order, you must complete that checklist before you can receive the Transfer Order)

On the Asset Card, some fields are automatically updated during Asset Transfer, depending on the Asset Transfer Route setup and the current status of the Transfer Order:

  • In the General section
    • Status Code
    • Parent No.
    • Parent Description
  • In the Location section
    • Asset Location Code
    • Asset Location Name
    • On Transfer Order
    • In Transit

The screenshot below gives you an overview of the Asset Transfer workflow. The dotted lines refer to available, but not mandatory, data.

Asset Transfer Workflow
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Users and Permission Sets

Managers require the "DAM EAM MANAGER" permission set in their user setup to be able to work with and manage Asset Transfers. That permission set is included in the standard permission setup for an Asset Manager.

Technicians require the "DAM EAM TECHNICIAN" permission set in their user setup to be able to work with and manage Asset Transfers. That permission set is included in the standard permission setup for an Asset Technician.

Refer to the User Management section to learn more about Roles, Users, and Permissions in EAM-BC.

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Set Up Number Series

Set up number series for automatic numbering related to Asset Transfer.

  1. On your role center, select Assets Setup > Asset Management Setup, or search for and select Asset Management Setup.
  2. On the Numbering FastTab, select number series in these fields:
    1. Transfer Order Nos.
    2. Transfer Shipment Nos.
    3. Transfer Receipt Nos.

For more information about Asset Managment setup, refer to the article Asset Management Setup.

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Set Up Checklist Categories

If you want to use Checklists on Asset Transfer Orders, you may want to set up at least two Checklist Categories for that purpose:

  • Before Shipment
  • Before Receipt

Those Categories must be selected on your Asset Transfer Checklists. Categories are created in the Dynaway Forms module because Checklists are created as Form Templates in the Forms module.

Refer to the test case below for step-by-step instructions on how to set up a Checklist Category.

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Setting Up a Checklist Category

Steps 5

  1. On your role center, search for and select Form Template Categories.

  2. In the Form Template Categories list, select New in the ribbon.

  3. Enter a Code for the category.

    Examples: "Before Shipment" for a Checklist Category to be used when shipping Assets, and "Before Receipt" for a Checklist Category to be used when receiving Assets.

  4. Enter a Description for the category.

  5. In the Type field, select "Asset Transfer Checklist".

Expected

The user can create Form Template Categories to be used when creating "Before Shipment" and "Before Receipt" Checklists.

The categories used for Asset Transfer Checklists must have the type "Asset Transfer Checklist".

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Set Up Asset Locations

You use Asset Locations when you transfer Assets between two locations.

If required, you can set up an Asset Location as "In Transit" Location, which is used during Asset Transfer. Refer to the article Asset Locations to learn more about Asset Location setup.

If you set up an Asset Location as "In Transit" Location, you cannot select it as a "Transfer-from" or "Transfer-to" location on an Asset Transfer Order.

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Asset Transfer Routes

In Asset Transfer Routes you create routes for the Asset Locations used for Asset Transfer in your company.

An Asset Transfer Route includes the location you ship from and the location that receives the Asset. If you need more than two locations for an Asset Transfer, you create a Transfer Order for each "from-to" location. It is not possible to create a "from Loc1 via Loc2 to Loc3" combination in one go.

Setting up Asset Transfer Routes is optional, but the setup saves time when you create Asset Transfer Orders and makes it possible to use the same route setup regularly, for example, to send Assets for repair in an in-house repair shop. You can set up the following data for each Asset Transfer Route:

In-Transit Code Select an "In Transit" Code if you have set up a location for this purpose.
Transfer-To Asset Status Select Status Code for the Asset in the new location.
Remove From Parent Asset Select if you want to move the Asset(s) from current Asset hierarchy.
Assign To Parent Asset Select if the Asset(s) should be added to a parent Asset on the new location.

The screenshot below shows the Asset Transfer Routes screen and examples regarding

  1. The settings explained in the table above, which can be shown in the Asset Transfer Routes Matrix, one at a time, for the route combinations you have created. In this example, the Transfer-To Asset Status is used.
  2. Examples of route setup for Asset Transfer from Locations H1.MH and H2.MH (production facilities) to Locations Rep Hall R01 and Rep Hall R02 (repair shops). When an Asset is received in a repair shop, the Asset Status Code is automatically changed to "Broken". This type of transfer is considered temporary as Assets are returned to their "main location" when repair is completed.
  3. Examples of a route setup for permanent transfer between H1.MH and H2.MH (production facilities) - where the Asset Status Code is automatically set to "Installed" when the Asset is received in H2.MH. The other example shows the setup where Assets are returned from repair shop Rep Hall R01 to production facility H2.MH. Here, the Asset is returned to its 'primary' location - where the Asset Status Code is automatically set to "Transferred" when the Asset is returned to production facility H2.MH.

Refer to the test case below for step-by-step instructions on how to set up an Asset Transfer Route.

Example of an Asset Transfer Routes setup
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Setting Up an Asset Transfer Route

Data Requirements

  1. Asset Location Codes and Asset Status Codes exist.
  2. At least one Asset Location is set up as "In Transit" Location.

Steps 7

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

    In the Asset Transfer Routes Matrix section, a combination of all Asset Locations, which are not marked as "In Transit" locations, is shown.

  2. In the Transfer-from Code column, select the location that you want to transfer Assets from.

  3. On the selected location line, select the ellipsis button (...), or the displayed text, for the location that should receive Assets. The Asset Transfer Route Specification screen opens.

  4. Select an In-Transit Code if you want to use an Asset Location as "in transit" Location during transfer.

  5. Select a Transfer-to Asset Status if the Asset should get a specific Status Code when it is received on the new location.

  6. In the Remove From Parent field, you can select if the Asset should be removed from its current location in an Asset hierarchy. Options are "Never", "On Shipment", and "On Receipt".

  7. In the Assign to Parent Asset field, you can select if the Asset should be assigned to a Parent Asset in the 'Receipt' location. Options are "Never", "On Shipment", and "On Receipt".

Expected

The user can create an Asset Transfer Route for any Asset Location combination shown in the Asset Transfer Routes Matrix.

In Asset Transfer Routes > Show field, the user can select a setup option to display the selections made for that setup on all the Asset Transfer Routes created.

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Asset Transfers List

The Asset Transfers list shows a list view of all open Asset Transfer Orders, including various details on each Transfer Order.

  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.

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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.

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Creating an Asset Transfer Order

Data Requirements

  1. Number series for Asset Transfer are set up in Asset Setup Management.
  2. At least two Asset Locations (which are not "In-Transit" locations) exist.
  3. At least one In-Transit Asset Location exists.
  4. At least one Asset exists in a location that the Asset will be transferred from.

Steps 9

  1. Search for and select Asset Transfers.

  2. In the Asset Transfers list, select New.

  3. On the Asset Transfer Order card, select a Transfer-from Code.

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

  4. Select Transfer-to Code.

    If you created an Asset Transfer Route for the "From-To" locations, the fields In-Transit Code, Transfer-to Asset Status, Remove from Parent Asset, and Assign To Parent Asset are automatically filled out according to that setup.

  5. Optional: You can edit the fields In-Transit Code, Transfer-to Asset Status, Remove from Parent Asset, and Assign To Parent Asset, if required.

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

    The Assets list opens, showning Assets in the location marked as Transfer-from Code.

  7. Select one or more Assets in the list.

    If you select a parent Asset, child Assets are automatically included in the transfer.

  8. Select OK.

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

Expected

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

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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.

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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.

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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".
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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.
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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.

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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.

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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".

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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.

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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.

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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".

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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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