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Loan

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On this tab you the following fields can be viewed:

 

hmtoggle_plus1Apply

The user must have a security profile linked to the function Asset Information with an access allowed of Change.  The caption on this button changes to Approve, Check Out, Check In, Request and Apply according to the loan status.

 

Any person with the correct security profile can request a loan.  When the Request button is selected, the Asset Number, Asset Responsible Date, Comments, and Location are inserted in the Asset Responsible Person table.

 

BUSINESS RULES WHEN REQUESTING AN ASSET LOAN:

 

1.The asset must be marked as an asset that may be loaned (set up on the Information 2 tab).
2.A requested checkout date is required.
3.A promised return date is required.
4.When a loan is of the requested status, you will not have an approval date or a check out date or a returned date.
5.You cannot request a loan while the asset is already on loan.
6.The asset loan approval date cannot be smaller than the requested date.
7.The asset loan check out date cannot be smaller than approval date.
8.The asset loan check back date cannot be smaller than check out date.
9.The asset loan to employee must be a valid active employee.
10.The asset loan location must be at least 3 characters.
11.The asset loan reason must be at least 3 characters.
12.The asset loan approved by person must be a valid active employee.
13.The asset loan approved by person must be specified when the approval date exists.
14.The asset loan checked out by person must be a valid active employee.
15.The asset loan checked out by person must be specified when the check out date exists.
16.The asset loan checked back by person must be a valid active employee.
17.The asset loan checked back by person must be specified when the check back date exists.

 

The Apply button is enabled when the user has the correct security profiles and an Asset, Employee, Request Date greater than or equal to today's date, and a Promise Date greater than the request date is selected.

 

When the Apply button is clicked, the Asset Number, Requested Date, Promised Return Date, Loan to Organisation, Loan to Employee, Approved By, Date Time Approved, Location, and Reason Code is inserted in the Asset Loan table.                

 

THE ASSET LOAN PROCESS IS AS FOLLOWS:

 

1.Initially, an asset has a status of Checked In.  A loan can be requested once the Asset Controller is known.  The Asset Controller is captured when the depreciation data has been entered.

 

2.Any person with the correct security profile can request a loan to any employee and/or organisation. An e-mail is sent to the  Asset Controller requesting him/her to approve the loan.  The loan status is changed to Requested.

 

3.The Asset Controller (or the person acting for him/her) can now approve the loan by clicking the Approve button.  If the loan is requested for a future date, and that date is within another Asset Controller's responsibility period, that Asset Controller must approve the loan.

 

4.An e-mail is sent to the To Employee, as well as the current responsible person to inform them of the approval.  The loan status is changed to Approved.

 

5.Any person with an Asset Check Out profile can check the asset out by clicking on the Check Out button.  An asset cannot be checked out before the Requested Check Out Date.  An e-mail is sent to the Asset Controller and Responsible Person informing them of the check out.  The loan status is changed to Checked Out.

 

6.Any person with an Asset Check In profile can check the asset in by clicking on the Check In button.  An asset must be checked in before the Promised Return Date.  An e-mail is sent to the Asset Controller and Responsible Person informing them of the check in.  The loan status is changed to Checked In again, which completes the process.

 

A status cannot be skipped and the process cannot be reversed, except if you cancel the loan.

 

hmtoggle_plus1Asset Loan

It displays the Requested Date, Promised Return Date, Date Time Approved, Actual Date Time Out,  Actual Date Time Back, To Employee, Organisation Name, Location, Reason from the Asset Loan table, and the Approved By, Checked Out By, and Checked Back By from the Employee Master table.

 

hmtoggle_plus1Cancel

The user must have a security profile linked to the function Asset Information with an access allowed of Change.

 

The Cancel button is enabled when the user has the correct security profile and is either the To Employee, Acting for To Employee, Asset Controller, or Acting for Asset Controller.

 

When the Cancel button is clicked, the asset loan record is deleted from the Asset Loan table for the selected Asset Number, and Requested Date.  The loan can only be canceled if it has a status of Requested R or Approved A.

 

An e-mail is sent to the Asset Controller informing him/her that the selected asset loan has been cancelled.

 

hmtoggle_plus1Loan Status

This is a read only field.  The status, can either be Checked In, Requested, Approved, or Checked Out.

 

To be able to check an asset out, the user must have a security profile linked to the function Asset Information with an access allowed of Add and Asset Check Out with full rights.

 

To be able to check an asset in, the user must have a security profile linked to the function Asset Information with an access allowed of Add and Asset Check In with full rights.

 

It is populated with the asset loan status description from the Column Values table.

 

hmtoggle_plus1Location

This field indicates where the asset(s) to be loaned will be physically located. It displays the location from the Asset Loan table.

 

It is an alphanumeric field with a maximum length of 100 characters (mandatory).

 

hmtoggle_plus1Promised Return Date

This field indicates when the loaned asset is to be returned.

 

No e-mail or warnings will be automatically initiated when the asset is returned late.

 

The Promised Return Date must be greater than or equal to the Requested Checkout Date (mandatory).

 

hmtoggle_plus1Reason

This field indicates the reason for loaning the asset(s).

 

It displays the reason from the Asset Loan table. It is an alphanumeric field with a maximum length of 100 characters (mandatory).

 

hmtoggle_plus1Requested Checkout Date

This field is used to indicate the date on which the asset is to be checked out to the Employee, Organisation, or the Employee and Organisation.

 

The Requested Checkout Date must be greater than or equal to the current date, and cannot be greater than the Promised Return Date (mandatory).

 

hmtoggle_plus1To Employee

This field is used to specify the name of the employee who wants to loan the asset.  If the asset is loaned to an External Organisation, this field is still mandatory.  This will indicate the person in the company who takes responsibility of loaning the asset to the External Organisation.

 

It is populated with the Surname, First Name, Middle Initial, and the Employee ID from the Employee Master table where the employee status is Active A.

 

hmtoggle_plus1To Organisation

This field is used to specify the name of the External Organisation that wants to loan the asset.

 

It is populated with the Organisation Code from the External Organisation table.