Asset Manager Essentials

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Stock management

The Stock Management workspace enables you to manage all aspects of the tracking process for in-stock assets. This workspace is most often used by users with the Storage Manager role (Asset Administrator and Asset Manager roles can use it as well).

Defining storage spaces

The first step in managing your in-stock assets is to have a user with the Asset Administrator or Asset Manager role logically set up your organization's locations and storage spaces in the Locations workspace. Once they're defined, these locations and storage spaces will be available in the Stock Management workspace for organizing and tracking inventory. For details, see Locations and storage spaces.

Stock Managers can also add locations and storage spaces directly from the Stock Management workspace, but they don't have the ability to manage those locales from the Locations workspace.

Checking in stock

The second step to enabling stock management is checking assets in to your storage spaces—do this from the Hardware Assets workspace. If an asset is being returned from loan, or if a user leaves the organization, you'll want to check in that asset to keep track of it. You can move assets between your defined storage spaces, assign assets to a user or a location, or transfer stock between storage spaces from this workspace.

To check an asset into a storage space:

1.Open the Hardware Assets workspace.

2.Expand the required asset type in the list and double-click the asset that you want to check in.
The asset record page appears.

3.Click Check In.

4.Select the Location and Storage Space that you're checking the asset in to, then click OK.
The asset is checked in to the selected storage space and its status changes to In Stock. This asset will now appear as part of this storage space's record in the Stock Management and Locations workspaces.
The Inventory Transactions tab for both the storage space and the asset will include a record of this check in.

Managing in-stock assets

The Stock Management workspace enables you to manage where your assets are stored. A list view shows all of the defined storage spaces grouped by location. Double-click an entry in the list to see details about the storage space, such as the assets stored there and where its fulfillment locations are. Note that you must first transfer an asset into a storage space via the Hardware Assets workspace before it appears here.

The Stock Management workspace has the following set of tabs that you can fill out for each defined storage space:

Assets – These are standard assets that you track individually because of their high value, though they also include consumables, such as keyboards or mice. You can assign assets to a user or location, which essentially checks them out for use. To do so, select an asset and click Assign to User or Assign to Location and follow the prompts. This process removes the asset from this storage space and updates the asset's assigned values in the Hardware Assets workspace.

Alternatively, you can transfer an asset to a different storage space. Do so by selecting the asset, clicking Transfer Stock, and following the prompts. The asset will now appear in the Stock Management workspace under the new storage space's Assets tab. The Inventory Transactions tab for both the storage space (in the Stock Management workspace) and the asset (in the Hardware Assets workspace) will include a record of this transfer.

Consumables – These are assets that you may want to track in each storage space, but that generally don't have a value (such as cables, mice, and so on). You can link to an existing consumable record in the Hardware Assets workspace, or add a new one by clicking New Consumable. Enter the name, type, quantity, and storage space, then click Save.

Asset Administrator and Asset Manager user roles can also create consumables and specify their storage space from the Hardware Assets workspace.

Storage Space Item – Add new items from the product catalog to this storage space.

Storage Space Summary – Keep track of product catalog items (hardware and consumables) that are moved into and out of this storage space. Quantities increase when items are added via the Storage Space Item tab, and quantities decrease during asset fulfillment, when an item is transferred to a user's record under the Employee workspace > Asset tab.

Inventory Transactions – Keeps an automatic record of all movements of inventory into and out of this storage space.

Fulfillment Locations – Link to a fulfillment location for assets stored in this storage space. Any fulfillment locations listed here are also found in the Locations workspace.

Audit History – Automatically tracks any changes made to key attributes of this record.


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