Create pre-allocated assets

A pre-allocated asset physically exists, but is not yet a financial liability.

Before you begin

Role required: asset

About this task

Pre-allocated assets are often assets that the vendor still owns, but has agreed to store in a customer stockroom for just-in-time procurement. For example, a pre-allocated asset could be a pallet of 100 computers ready to be allocated. Allocating the asset generates a configuration item (if required by the category) and enables you to assign the asset. Pre-allocated assets can be components of another asset that is already in use. For example, pre-installed, pre-allocated servers can be set up in server racks next to production servers, but the pre-allocated servers only become a financial liability after they are turned on.

The pre-allocated option can only be used for assets, not consumables or licenses. Pre-allocated assets cannot be comprised of bundles.
Note: Warranties are not usually active until an item is installed. Therefore, until an asset is allocated and assigned, it is not under warranty.

Procedure

  1. Navigate to Asset > Portfolios and select All Assets, Hardware Assets, or Other Assets.
  2. Click New.
  3. Select a Model Category.
    Category must have the Allow pre-allocated option selected.
  4. Select a Model.
  5. Set State to In Stock or In Transit.
  6. Set Substate to Pre-allocated.
    The pre-allocated substate can only be set when the asset is created.
  7. Enter a Quantity.
    The quantity can be set only when the substate is Pre-allocated.
  8. If the State is In Stock, select a Stockroom.
    Figure 1. Create pre-allocated assets
    Create pre-allocated assets
  9. Fill in other fields, as appropriate.
  10. Right-click the header bar and select Save.
    The pre-allocated asset is created and the Allocate button is displayed.

Allocate a pre-allocated asset

Assets can be allocated from pre-allocated asset records, which creates new asset records and reduces the Quantity in the original pre-allocated asset record.

Before you begin

Role required: asset

About this task

Allocating an asset makes it a financial liability. After all pre-allocated assets have been allocated, the pre-allocated asset record is removed from the asset list.

Procedure

  1. Navigate to Asset > Portfolios > All Assets.
  2. Find the row containing the asset to allocate. You may want to filter the Substate column to show only Pre-allocated assets.
  3. Click the reference icon Reference icon in the row containing the asset to allocate.
    Asset record
  4. Click Allocate at the bottom of the form.
    The system creates and navigates to a new asset record, which has the same model and parent information as the pre-allocated asset. The new asset has a Quantity of one, while the pre-allocated asset's Quantity is reduced by one.

Split a pre-allocated asset

You can split a pre-allocated asset to create a group that can be moved to a different stockroom.

Before you begin

Role required: asset

About this task

For example, a group of 100 pre-allocated computers is in Stockroom A. Split the group into two groups of 50 and move one group to Stockroom B. Allocate the computers from the two different stockrooms.

Procedure

  1. Navigate to Asset > Portfolios > All Assets.
  2. Find the row containing the asset to split. You may want to filter the Substate column to show only Pre-allocated assets.
  3. Click the reference icon Reference icon in the row containing the asset to split.
    Figure 2. Pre-allocated reference icon
    Pre-allocated reference icon
    The asset record is displayed.
  4. Click Split.
    Figure 3. Allocate split
    Allocate split
  5. Enter a Quantity to Split and click OK.
    The pre-allocated asset is split into two groups and the Quantity field on each record indicates the number in each group.