1. Introduction to the module

The Checking Out Assets process is used to record assets that leave the organisation for an extended period. It creates a complete record of who received the asset, when it was issued, and can automatically create a follow-up task for supporting documentation.

User Profile Required

This guide uses the CASM Admin profile. The Admin profile has full access to the asset, check in / check out, task and supporting documentation features used in the process.

Important: Users with restricted permissions may not see all the menus or actions shown in this guide.

Process Overview

The process ensures that assets are issued correctly, assigned to the correct recipient, and supported by the necessary documentation.

2. Steps to Follow

Step 1: Record the asset checkout

Open the Check-In / Check-Out function.

Confirm the current location (1), select the assets to be issued (2), assign the recipient (3), enable a scheduled reminder (4), review the checkout assets (5) and complete the checkout using Process (6).

• Identify the asset(s) and recipient to ensure the correct assets are issued to the right person.
• Confirm the asset’s current location so the checkout is recorded against the correct branch and department.
• Select the asset(s) for checkout to prepare them for issuing.
• Assign the recipient to create a clear record of who has received the asset(s).
• Enable a scheduled reminder to automatically create a task for attaching supporting documentation.
• Review the checkout details to ensure all information is accurate before processing.
• Complete the checkout to record the transaction, remove the asset(s) from the active asset list, and automatically create a task if a scheduled reminder was enabled

Step 2: Review the Automatically Created Task

Open Tasks and open the checkout task (1) that was automatically created.

Step 3: Attach Supporting Documentation

Update the task status to In Progress (2) if required, attach supporting documentation (3), then update or close the task (4).

• Review the task information to confirm that it relates to the correct asset and checkout transaction.
• Attach any supporting documentation, such as asset labels, signed handover forms, or other relevant files.
• Update the task status to reflect the current stage of the checkout process, for example by marking it as In Progress.
• Save your changes or close the task once all required information and documentation have been added.

3. Checkout Completion Checklist

• All required assets have been checked out.
• The correct recipient has been recorded.
• Supporting documentation has been attached.
• The checkout task has been updated and completed.
• The asset checkout has been recorded successfully.

4. Key Control Notes

• Verify recipient details before processing.
• Review checkout information carefully.
• Attach all required supporting documentation.
• Keep task statuses updated until completed.