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Create pre-allocated assets

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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 > All Assets and click New.
  2. Select a Model Category and create a new record (see table for field descriptions).
    Note: The Category must have the Allow pre-allocated option selected.
    Table 1. Consumable record form
    Field Description
    Display name Name of the asset. The name is set automatically at asset creation based on the Asset Tag and Model.
    Model category Model category that controls whether or not an asset is linked to a CI.
    Model Product model of the asset.
    Quantity Number of item the asset represents. The Quantity field can only be set when the substate is Pre-allocated.
    General
    State State of the asset.
    Stockroom Stockroom of the asset. This field is only available if the State field is set to In stock.
    Parent Parent asset. When a parent asset is defined, the Assignment and State fields of the child asset are automatically populated based on the Assignment and State fields of the parent asset and are read-only.
    Class Type of asset. The system automatically sets the Class to Consumable.

    To set create a pre-allocated asset, set the Class field to In stock or In transit.

    Expenditure type The type of expenditure. Choose from the following:
    • Capex: Capital expenditure is a one-time expenditure, where the value is realized over the years. For example, a photocopier.
    • Opex: Operational expenditure is an on-going expenditure. For example, toners for the photocopier.
    Substate Substate of the asset. Set the Substate field to Pre-allocated.
    Location Location of the asset.
    Cost Price that the asset was purchased for.
    Cost Center Cost center financially responsible for the asset.
    Activities
    Work Notes Work notes related to the asset.
  3. Click Submit.

What to do next

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 in the row containing the asset to allocate.
  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 in the row containing the asset to split.
    The asset record is displayed.
  4. Click 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.
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