Asset Check Out

Note: In order to perform an asset check out, the role of the logged-in user must include the Check Out feature.

The check out transaction checks out or assigns an asset in inventory to an assignee. The system identifies the asset as being checked out until it is returned (i.e., checked back into) to inventory.

Note: If an asset is already checked out, it may be checked out again; in this case, asset ownership will be transferred to the new check out assignee.

When checking out an asset, you may use the Lock feature to expedite asset inventory scanning of assets for check out. You may use the Lock feature to set a default value in a field, or to customize the prompting sequence (if an optional field is not used, such as the UDF 1-4 fields, you may lock the field with a blank value so that you do not have to continually scan it).

Note: The entries on forms throughout the application may be scanned or entered via the device keypad. If drop-down boxes are available, entries may also be selected from lists.

1. From the Main form, click the Assets button. The Assets menu appears.

2. Select Check Out from the Assets menu. The Check Out form appears.

3. Assignee field (required): In the Assignee field, enter the assignee responsible for this asset inventory item. You may select the Assignee from the Select Assignee form by clicking the Browse button to the right of the Assignee field.
4. Browse Button: click the Browse button in the Assignee field to reach the Select Assignee form. This form shows the list of assignees in the default division of the logged-in user.

5. Search field: You are able to search the assignee list by a leading search string by entering the search criteria in the Search field and pressing the Search icon.
6. Cancel icon: click to Cancel icon the assignee selection.
7. Save icon: To select an Assignee from this form and place it in the Assignee field at the Check Out form, select the assignee in the list and click the Save icon.
8. When you are returned to the Check Out form, the assignee is placed in the Assignee field.

9. Lock icon: if you are checking out multiple assets to this assignee, you may lock the assignee in this field by tapping the lock icon into the Lock position. The field state will remain locked until you change it.

10. Order# field (required): A Check Out Order number is required.
    1. IntelliTrack Mobile RF: In the Order# field:
       1. If Check Out Order Auto-Numbering is enabled for this division, the Browse button appears to the right of the Order# field. Click the Browse button to load the next order number into the Order# field. Or, you may leave this field blank and the next order number will be applied to each check out transaction automatically. Or, you may lock this field in a blank state so that you do not have to scan it; the next order number will be automatically assigned to each check out transaction.
       2. Check Out Multiple Assets in the Order: when you enter or load the order number in this field, you may lock it in place; when you lock the order number, you are able to check out multiple assets in one order. Please note that the Allow duplicate order numbers for check out setting must be ON.
       3. If Check Out Order Auto-Numbering is not enabled for this division, enter an order number in this field (the Browse button will not appear). Lock icon: you may lock the order number in this field and check out multiple assets under this order number. Please note that the Allow duplicate order numbers for check out setting must be ON.
    2. IntelliTrack Mobile Batch: Enter the order number in the Order# field.
       1. Checking Out Multiple Assets in the Same Order (Allow duplicate order numbers for check out ON): if you are checking out multiple assets for this Check Out Order, you may lock the order number by loading it into the field and then tapping the Lock icon into the locked position.
       2. Auto-assign Order Number (Check Out Auto Order Numbering must be ON): lock this field in a blank state; IntelliTrack will automatically assign an order number to each individual check out during batch processing if check out order auto-numbering is ON.

11. Asset No. field (required): Enter the asset number for the asset that is being checked out in the this field. An asset must be found in inventory in order to be checked out. (A quantity is not required because it is always assumed to be one.)

12. UDF01-UDF04 fields (optional): enter any pertinent information in these fields, if desired or if applicable. If you do not want to be prompted to enter a value in these fields, tap the Lock icon to the right of the field to place it into the Locked position. The field state will remain locked until you change it.

13. Save icon: press the Save icon to check out the asset. The asset will be removed from asset inventory and asset ownership will be placed with the assignee. A check out transaction is recorded in the application's history.
    1. If the asset is already checked out to an assignee, asset ownership will be transferred to the new assignee when the save button is pressed. A check in transaction and a check out transaction are recorded in the application’s history.
14. IntelliTrack Mobile RF: the check out is immediately added to the main database.
15. IntelliTrack Mobile Batch: the check out is placed in the upload table and will be integrated into the main database after the data is uploaded to the workstation-computer and processed into the main database.
16. Cancel icon: press the Cancel icon to cancel checking out the asset. The asset will remain in asset inventory.

Note: The assumed quantity for an asset is always one (1); hence, a quantity is not required.