Transfer Order Guide

In terms of Asset Insider, the Transfer Order functionality is a two-step process that gives you the ability to transfer assets from one location to another.

 

Where to find the Transfer Order functionality?

Transfer Order functionality is located in the Left Side Bar Menu.

 

How to create a new Transfer Order?

1. To start a new Transfer Order click on the “New” button located in the top ribbon.

 

1. Fill in the initial information in the first column and click on the “Save” button.
   1. Fields information:
      1. Location From – the location from which we will transfer asset/s
      2. Location To – the location to which we will transfer asset/s
      3. Assignee To – the person from the receiving location who will be the new responsible assignee of the asset/s
      4. Transport Company – the logistic company which will be responsible for the physical transportation of our asset/s
      5. Status – shows the status of our Transfer Order
      6. Expected Sending Date – the date on which we expect to ship the asset/s
      7. Expected Receival Date – the date on which we expect to receive the asset/s
      8. Shipping Method – defines the Incoterms valid for the selected order
      9. Cost For Allocation – if there is an amount filled in, it will be valid and split equally between all assets in the order

 

1. The next step is to add the assets we want to move to the Transfer Order. To do that click on the “New Transfer Order Line” button as is shown in the picture below

 

1. You have 3 options for finding the asset that you want to add to the Transfer Order:
   1. Search for the asset by Name;
   2. Search for the asset by Serial number;
   3. Choose the asset from the list.

Note: The lookup field will be prefiltered to show only assets which are located into “Location From”.

 

1. Click the “Save and Close” button to add the asset to the Transfer Order’s list

 

1. If you have added assets to move now you can move to the next stage

Note: “Items Added” flag will change its status automatically if there is at least one asset added.

 

1. In case if there is an active approval policy assigned to the shipping location (Location From) there will be an additional Approval stage before the Shipping stage
   1. In this case, the order must be approved first by a responsible person/s preset in the assigned approval policy (for more info, see Approval Policies section)
   2. To send the order for approval -> switch the “Send for Approval Shipping” field to “Yes”. This action will change the “Approval Status Shipping” to “Submitted”
      1. If Approved -> you can continue with the shipping of the order. The “Approval Status Shipping” will change to “Approved”
      2. If Rejected -> the order will be “Cancelled”. The “Approval Status Shipping” will change to “Rejected”

 

1. If there is an assigned approval policy to the receiving location also there will be the same additional approval stage for “Location To” also. The process of approval is the same as described in the previous step. The only difference is the approver/s which is/are responsible person/s from the receiving location.

 

1. Now as you are on the “Shipping Stage”, you can start shipping the asset/s from the list by clicking on the “Start Shipping” button

 

1. Confirm that you want to start the shipping process

 

1. For each asset in the list, when it is physically shipped you need to change its status to “Shipped”

Note: At this step, you also have the option to cancel the transfer of an asset. To do this just set the “Line Status” to “Cancelled”. You can cancel a line only until the “Fully shipped” flag is set to “No”.

 

1. As all assets are shipped you can proceed to the next stage

Note: “Fully Shipped” flag will change its status automatically when all assets are shipped and the “Actual Shipping Date” will be recorded.

 

1. After all the assets have been shipped you have also the option to generate a Word document with all the information from the selected order. To do that:
   1. Click on the “Word Templates” button from the top ribbon
   2. Select the predefined Word template
   3. Asset Insider will automatically generate the document

 

1. On the “Receiving Stage” a responsible person from the receiving location should open the current order and for each asset that is physically received to set the “Line Status” to “Received”

Note: This step can be performed through Asset Insider Mobile App also.

 

1. The Transfer Order is completed when all assets are received.

Note: “Fully Received” flag will change its status automatically when all assets are received and the “Actual Receiving Date” will be recorded.

 

Result

When the Transfer Order has been completed (all the assets have been received) several things happen in the backend:

• The Company and the Location data of all received assets will be replaced with the Receiving location data

One each Stage (Shipping and Receiving) of the order an event will be generated