Asset Loan

Asset Loan

Loan assets in the organization to end users and technicians for a defined period. Asset Loan enables you to add multiple assets to a single loan, adjust an ongoing loan by adding new assets, extend or pre-close loans, return specific assets in a loan, and more.
Technicians with full inventory-control can loan assets to requesters and other technicians.
 

Pre-requisites for Loaning Assets

All assets including IT assets, non-IT assets, virtual hosts, virtual machines, and components can be loaned. The first step to loaning an asset is to mark the asset 'loanable'.
 

Add Loanable Assets

  1. Go to Assets.
  2. On the left pane, click Asset Loan > Loanable Assets.
  3. Click Mark Loanable Assets.
 
 
  1. In the pop-up window, select the required assets by names or scan barcodes/QR codes.
  2. Click Save. The assets will be added to the Loanable Asset list.
 
Alternatively, you can go to the asset list view or details page and click Actions > Mark as Loanable.

 Asset List View


Asset Details View

 

View Loanable Assets

On the loanable assets list view, filter the view based on Loanable Assets, Assets Available to Loan, Loaned Assets, and Loan Expired Assets. You can filter the assets based on product types, products, and sites.


 

Remove Loanable Assets

You cannot remove loanable assets when they are on loan. To remove the asset from the loanable asset list, select the assets from the list, and click Remove Loanable Assets.


 

Create Asset Loan

You can create a loan for a single or multiple assets. In an asset loan, you can define the loan period, user or department that takes the loan, site where the loan takes place, and more.
  1. Go to Assets > Asset Loan > Loan Registry.
  2. Click New Loan.
  3. Search the required assets by typing in the name or by scanning the barcode. The assets you select will be listed on the right panel of the pop-up window.
  4. Provide From and To dates for the loan period.
  5. Choose the user or the department that requests the asset loan. When you choose a user who is associated with a department, the user's department will be auto-populated in the corresponding field. However, you can clear the department. Note that when you choose a department, only the users in the department will be listed.
  6. Choose the site where the asset loan takes place.
  7. The user chosen under Loaned To User will be auto-populated for Asset Received By. You can, however, change the user under Asset Received By. In most cases, the user who requests the loan will be the one who receives it. But sometimes, an asset loaned to a department can be collected by one of the department users. For such cases, register the user along with the department in the loan so that you can add the department under Loaned To Department and the user under Asset Received By.
  8. Add any extra information in Comments.
  9. Click Save, and the loan will be added to the Loan Registry.

 

 
Alternately, you can create a loan under Assets > Asset Loan > Loanable Assets > New Loan.
 

 
To pre-populate the required assets in the loan form, select the required assets from the displayed list and then click New Loan. Fill out the required details.
 

Track Asset Loans

All asset loans you create will be logged in the Loan Registry. You can create and close loans, change the loan period, and add new assets to current loans.
  1. Go to Assets > Asset Loan > Loan Registry. By default, asset loans in all sites and statuses will be displayed.
  2. Use the site filter and status filter to display asset loans based on a specific site and status.
  3. To view the complete details of the asset loan, click the pop out icon.
  4. On the details view, you can extend or close the loan, add new assets to the loan, and notify users. You can also return or extend the loan for specific assets and add new assets.
  5. The right panel displays the key information about the asset loan. This includes details such as the loan period, asset borrower's details, site, comments, and the like.
  6. History records all asset loan-related activities.

Add Assets to Loan

You can add assets to ongoing and expired loans and set a loan period for the new assets.
  1. Go to Assets > Asset Loan > Loan Registry.
  2. Click beside the asset and select Add Assets.
 

 
  1. Search assets by name or by scanning barcode.
  2. The loan's period will be auto-populated in From and To dates. You can optionally configure the loan period for the new assets specifically.
  3. Choose Asset Received By user, if required.
  4. Provide any extra information in comments.
  5. Click Save.
Alternately, you can open a loan by clicking and clicking Add Assets from the menu bar. Fill out the details as explained here.
 

Extend Loan

You can either extend an asset loan or adjust the loan period for specific assets in the loan.
  1. Go to Assets > Asset Loan > Loan Registry.
  2. Click the Settings icon beside the asset loan to be extended and click Extend.
  3. Choose the To date.
  4. Provide any extra information in comments.
  5. Click Save.
 

You can alternatively open the asset loan by clicking and click Extend from the menu bar.

 

You can also extend the loan from the asset details page.


 

Return Assets

You can return assets in ongoing and expired loans.
  1. Go to Assets > Asset Loan > Loan Registry.
  2. Open a loan by clicking the pop-out icon.
  3. Under Loaned Assets, choose the assets to return and click Return displayed above the loaned asset list.
 

  1. Fill out the required details and click Return.

 
After the asset is returned, it will continue to be displayed under the loan, but you will no longer be able to perform any actions on it.
You can also return assets from the asset details page.
 

Close Loan

When all assets in a loan are returned, the loan will be auto-closed. You can manually close a loan that has unreturned assets. This action will return all the unreturned assets.
To close a loan,
  1. Go to Assets > Asset Loan > Loan Registry.
  2. Click beside the asset loan to be closed and click Close.

  1. The return date will be auto-populated, but you can edit it. Choose the Returned By user.
  2. Provide any comments and click Close Loan.

 

Alternatively, you can close the loan from its details page.


 

User Notifications

You can pre-configure asset loan notifications or manually send notifications to end users and technicians.
 

Automate Notifications

  1. Go to Setup > Automation > Notification Rules > Asset.
  2. Under Asset Loan Notifications, select the check box across the required notifications.

 

 
Hover over the notification and click the Edit icon to customize the email template.
 

Manual Notifications   

To send asset loan notifications to users manually,
  1. Go to Assets > Asset Loan > Loan Registry.
  2. Open the required asset loan.
  3. Click Email Users.
 

  1. Fill out the notification and click Send.

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