Transfer Requests
The Transfer Requests screen allows users to request fixed asset transfers from one facility to another.
If a facility receives an asset during an open inventory period via an asset transfer, it is automatically marked as inventoried at the new facility.
The fields required to create a transfer are depend on the settings enabled via Setup > Settings > Fixed Assets tab.
If the fixed asset is assigned to a student or staff member, you may not be able to transfer the asset until the asset is checked in via Fixed Assets > Check Out > Check In tab; this functionality is dependent on the settings: Prevent transfer of student-assigned assets and/or Prevent transfer of staff-assigned assets.
1. In the Fixed Assets menu, click Transfer Requests.
2. Select the applicable fiscal year from the pull-down. The pull-down defaults to the current but can be changed as needed.
3. Select the Priority from the pull-down to determine the level of urgency applicable to the transfer. Options include Emergency, Urgent, and Routine.
When Emergency or Urgent is selected as the Priority, the users assigned to a Profile with the Receive High Priority Transfer Pickup Notifications permission via Setup > Profiles > Fixed Assets tab, receive an email about the emergency or urgent transfer request.
4. Select the Destination Facility from the pull-down to decide where the asset is to be transfered.
You can select the same facility at which the fixed assets is currently located if you need to update the department or location at the specific facility, such as the room or building.
5. Select the destination Department from the pull-down, if applicable. Select No Change if there is no change in the department.
The Department pull-down displays if the Require a Destination Facility Department setting is enabled via Setup > Settings > Fixed Assets tab.
6. Select the Identification Method, such as Barcode, from the pull-down.
7. Select Yes or No from the Request Pickup pull-down, if applicable. When Yes is selected from the pull-down and the request submitted, the Courier Pickup column in the Transfer History section displays a link that when clicked directs you to Warehouse > Courier Requests.
8. Enter the Asset Identification in the provided text box. For example, if you selected Barcode from the Identification Method pull-down, you would enter the Barcode number here. If you are transferring a fixed asset from the Fixed Assets Report, the text box automatically populates with the selected fixed asset's identification number.
The setting to Require Additional Fields on Transfer on the Fixed Assets tab determines if the following fields display: Condition, Courier Pick Up, and/or Reason.
9. Enter a Comment in the provided text box, as needed. The comment entered here displays in courier request notes.
10. Select the Condition of the asset from the corresponding pull-down.
11. Enter the Reason for the asset transfer in the provided text box.
12. Click Request Transfer to request a transfer of the selected asset.
Once a request has been made, it displays in the Transaction History section of the screen.
The Transaction History displays the Approve and Deny buttons (if you are a part of the approval chain), or the Cancel button, the Barcode, Request Priority, Request Date, Request Status, Requester, Receiver, Destination Facility, current Facility, Description, Manufacturer, Model Number, Serial Number, Condition, Courier Pickup, Reason, and the Net Current Value.
Click View All Users to view transfer requests made by all other users including your own.
Once clicked, you can revert back to viewing only your own requests by clicking Hide All Users.
The ability to View All Users is enabled by the profile permission View All Transfer Requests set via Setup > Profiles > Fixed Assets tab.
13. Hover over the Request Status with the mouse to display the Approval Chain set up by the district. The Approval Chain displays the user(s) responsible for reviewing the transfer request and approving or denying the request.
An hourglass indicates a Pending status.
A red X indicates a Denied status.
A green check mark indicates an Approved status.
14. Click the Courier Pickup link to open the request via Warehouse > Courier Requests.
15. While the request is still pending, you have the option to click the Cancel button to remove the request.
16. Once the request is approved, you can release and receive the transfer via Fixed Assets > Release Transfer and Receive Transfer.
1. If you are a part of the approval chain, it will be your responsibility to review and approve or deny transfer requests. When a request is made, you can open the request by clicking the request in the Alerts section from the Portal page.
You can also access requests from the Fixed Assets menu by clicking Transfer Requests.
From the Transfer History section, you can review the Request Date, Request Status, Requester, Receiver, Destination Facility, current Facility, Description, Manufacturer, Model Number, Serial Number, Barcode, Condition, Courier Pickup, Reason, and the Net Current Value.
2. Select the applicable fiscal year from the pull-down. The pull-down defaults to the current but can be changed as needed.
3. Hover over the Request Status with the mouse to display the Approval Chain set up by the district. The Approval Chain displays the user(s) responsible for reviewing the transfer request and approving or denying the request.
An hourglass indicates a Pending status.
A red X indicates a Denied status.
A green check mark indicates an Approved status.
4a. Click Approve to approve the transfer request. Click the Deny button to deny the transfer request.
4b. Click the Approve All link to approve all pending requests at once.
Use the Filter text box located in select pull-down to quickly find a selection. Begin typing the name or number of the data in question to pull it to the beginning of the list.
If there are multiple pages of data, click the Prev and Next buttons to sift through pages. You can also enter a number in the Page text box to jump to a page.
Click the Excel icon to export the table of data to an Excel spreadsheet downloaded to your computer.
Click the Printer icon to print the table of data.
Click the Filters button to filter data and apply filter rules.
a. To add more than one filter to a column, click on the green plus sign.
b. To delete an added filter, click on the red minus sign.
c. Select the gray arrow for additional filtering rules.
For more information on how to use the Filters feature, see the Filters document.
You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.
