Issuing and Returning Assets

How to manage an asset’s status by issuing out, returning, or editing in Asset Manager. You must have the Asset Manager user role assigned to access this feature.

As an Asset Manager, you will need to know how to issue an asset out, how to log that an asset has been returned, and, in some cases, how to edit an asset’s issued status to adjust for delays, extensions, or mistakes.

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Asset Statuses

An asset can have one of four different statuses. These indicate whether the asset is issued out and how soon they are due to be returned.

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In – The asset is not issued out and available for lending.

Out – The asset is issued out and not due back soon.

Due – The asset is issued out and is due back within the hour.

Overdue – The asset is issued out and it is past the time it is due back.

Issue an Asset Out

An asset can only be issued out one

1. Go to Tools > Asset Manager

2. Use the search fields to find the asset

3. Click the Asset’s Status – This will be In for any asset that is available

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4. Click Issue Out

5. Enter the Date Due Back and Time Due Back

6. Enter the Issued Person Type – You can issue assets out to employees, service providers, and signed in visitors.

7. Enter the specific person

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8. Click Issue Asset

The asset’s status will change to the appropriate status for when it is due back. Please see above for further information on Statuses.

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Edit an Asset’s Issued Status

Once an asset has been lent out you may need to change some details of its issued information, e.g. the date it is due back.

To edit the issued information:

1. Go to Tools > Asset Manager

2. Find the asset using the search tools

3. Click the Asset’s Status – This will be Out, Due, or Overdue

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4. Click Edit Issuance

5. Make any necessary changes

6. Click Update Issued Asset

The changes will take place and, depending on what was changed, the status may change. You can see these changes by clicking on the asset’s status.

Returning an Asset

When someone has finished using an asset they will need to return it to the Asset Manager who will adjust this in WhosOnLocation. To return an asset:

1. Go to Tools > Asset Manager

2. Find the asset using the search tools

3. Click the Asset’s Status

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4. Click Return Asset

The asset’s status will return to In and be available for issuing out again.

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