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Asset Transfer

Module: Asset Transfer  |  Audience: All Users

Table of Contents

Overview

Asset transfers move one or more assets from their current location and custodian to a new destination. Transfers can optionally trigger workflow approvals and integrate with RFID movement tracking for check-out and check-in verification.

Transfer List

Path: Sidebar → Asset Transfer  |  URL: /asset-transfer

The list view shows all transfer requests with columns for status, reason, destination, requester, and date. Use the search bar and filters to narrow results.

Creating a Single Asset Transfer

Path: Asset Transfer → + New Transfer  |  URL: /asset-transfer/new

Step 1 — Select Asset

Search or browse for the asset to transfer. You can filter by category, location, and department.

Step 2 — Transfer Details

Field Type Required Validation Depends On
Reason Dropdown Yes One of: Relocation, Reassignment, Maintenance, Disposal, Return, Other —
To Location Tree Select Yes Must select a valid location Locations
Assigned To Dropdown No — Users
Department Dropdown No — Departments
Transfer Cost Currency No Numeric value —
Comments Text Area No — —
Enable Movement Tracking Toggle No Default: Off —
Tracking Type Radio No Vehicle or Asset. Visible only when Movement Tracking is enabled. Movement Tracking toggle
Vehicle Dropdown No Visible only when Tracking Type = Vehicle Vehicles, Tracking Type
Supporting Documents File Upload No Multiple files allowed —

Tracking Type values: Selecting Vehicle or Asset in the UI stores vehicle or asset (lowercase) on the transfer — the radio label is just the display form of that same value.

Conditional Field Logic

Enable Movement Tracking = OFF
  → Tracking Type: hidden
  → Vehicle: hidden

Enable Movement Tracking = ON
  → Tracking Type: visible (Vehicle | Asset)
     → If Vehicle selected → Vehicle dropdown: visible
     → If Asset selected  → Vehicle dropdown: hidden

Creating a Bulk Asset Transfer

Path: Asset Transfer → Bulk Transfer  |  URL: /asset-transfer/bulk

  1. Filter assets using Category, Location, and Department filters.
  2. Select multiple assets using the checkboxes in the asset list.
  3. Fill transfer details — same fields as single transfer (see table above).
  4. Submit — all selected assets are transferred with the same destination, reason, and metadata.

Note: Each asset in a bulk transfer retains its own "from" location and custodian in the transfer detail record.

Transfer Statuses

Status Description Next Possible Statuses
Draft Transfer saved but not submitted Pending, Cancelled
Pending Submitted; awaiting workflow approval Approved, Rejected, Cancelled
Approved All workflow approvals complete Checked Out, Cancelled — or straight to Completed if Movement Tracking is off
Checked Out Asset/vehicle checked out from source — by a matched RFID exit scan, or by a manual Force Checkout Checked In
Checked In Asset/vehicle checked in at destination — by a matched RFID entry scan, or by a manual Force Checkin. Reaching this status automatically completes the transfer. Completed
Completed Transfer fully complete; asset location and custodian updated (terminal)
Rejected Transfer denied by an approver (terminal)
Cancelled Transfer cancelled by the requester (terminal)

If Movement Tracking is not enabled for the transfer, it skips the Checked Out / Checked In steps entirely and completes directly on approval.

Transfer Detail View

Path: Asset Transfer → Click a transfer row  |  URL: /asset-transfer/:id

The detail view shows:

Section Content
Transfer Info Reason, status, destination, cost, comments
Asset(s) List of assets in the transfer with from/to location
Workflow Status Current approval level, pending approvers
RFID Movement Tracking Tracking type, current checkout/checkin status, and the Movement Sessions list — every checkout/checkin event recorded for this transfer, whether from a real RFID scan or a manual Force Checkout/Checkin, each with its reader and timestamp
History Timeline of all status changes
Documents Uploaded supporting files

Managing Transfers

Action Condition Description
Edit Status = Draft Modify transfer details before submission
Cancel Status = Draft, Pending, or Approved Cancel the transfer request
Approve/Reject You are the assigned approver Available from Approval Tasks
Force Checkout Status = Approved, Movement Tracking enabled Manually closes the checkout step when the expected RFID exit scan never arrives. Requires a comment.
Force Checkin Status = Checked Out, Movement Tracking enabled Manually closes the check-in step when the expected RFID entry scan never arrives; also completes the transfer. Requires a comment.

Transfer Dashboard

Path: Asset Transfer → Dashboard  |  URL: /asset-transfer/dashboard

Visual analytics including: - Transfer volume by time period - Transfers by status - Transfers by location - Transfers by reason - Average completion time

RFID-Based Movement Tracking

When Movement Tracking is off, an approved transfer completes immediately — the asset's location and custodian update straight away, with no checkout/checkin step.

When Movement Tracking is on, the transfer adds two real-world steps between Approved and Completed:

  1. Check-Out: A reader configured as an Exit reader (see RFID Management) scans the asset (or, for Vehicle tracking, the vehicle) leaving the source location. The transfer moves from Approved to Checked Out.
  2. Check-In: A reader configured as an Entry reader scans it arriving at the destination. The transfer moves from Checked Out to Checked In and is automatically completed.
  3. Tracking Type — Asset vs. Vehicle:
  4. Asset tracking requires every asset in the transfer to be individually scanned in each direction before the transfer advances.
  5. Vehicle tracking advances the transfer as soon as the vehicle's own RFID tag is scanned — the assets riding in it aren't scanned individually.
  6. If a scan never arrives: an authorized user can use Force Checkout / Force Checkin (with a required comment) to manually close the step. This is recorded in the Movement Sessions list the same way a real scan would be, just marked as force-closed and attributed to the user who closed it.

Every checkout/checkin event — real or forced — is visible on the transfer's RFID Movement Tracking panel (see Transfer Detail View).

Prerequisite: Entry/Exit readers must be configured at the relevant locations, and the asset's rfid_epc_id (or the vehicle's EPC ID) must match what the physical tag actually transmits. See RFID Management — How RFID Scan Processing Works.

Master Data Used by This Module

Master Entity Where Used Purpose
Locations To Location field Transfer destination
Departments Department field Destination department
Users Assigned To field New custodian
Vehicles Vehicle field (when tracking enabled) Vehicle tracking
Workflow Templates Automatic Approval routing (if configured)

Related: Asset Management · Permits · Workflow Management · RFID Management · Reports