Asset requests, stores and audits

Assets & equipment has two buttons beside the register: Requests and Audits. On a phone they're in the Asset forms menu. Both run on forms your workspace designs, so you can ask exactly the questions your stores need. The Dashboard's open-requests card also opens the requests list.

Requests are on the Crew plan and above, because they issue stock. Below Crew you can't add a request form or the starter, or raise a New request on a single asset. A request form you already have still takes submissions, but each is kept as a form record only: no request opens in Asset requests. Requests already open stay readable, and can still be issued, fulfilled or closed. Audits are ordinary forms, on every plan.

Setting up the request form

A request is a form whose Purpose is Asset request. Build one in Forms, or, while you have none, open Requests and choose Add the starter request form. The starter, Asset & equipment request, asks for:

• Items requested: one row per item, each with the asset from your register or a description, and a quantity;
• Needed by;
• For job and Deliver to site;
• Urgency: Routine, This week or Urgent — work stopped;
• the Reason for the request, and an optional photo.

Edit it like any other form. The (i) beside New request explains the whole flow.

Asking for kit

Anyone can fill the request in. In the office, open Requests and choose New request. On the phone, the request form is a form about the person asking, so it's under Capture › Myself. The request belongs to the person asking, so they don't need to pick an existing asset: they can describe what they need.

Each submission opens a request in the Asset requests list, showing who asked, which form and its status: Requested, Partially issued, Fulfilled, Rejected or Cancelled. People without Manage assets can open their own requests but no one else's.

Issuing against a request

Someone with Manage assets opens the request. View signed request shows exactly what was asked for.

Choose Issue assets, search the register and select what you're handing over. Stock lines show how many are on hand and take a Quantity; a serialised item is always one. Choose Issue {n} selected. You can issue up to 30 items at a time.

Issuing books each item out of the register to the person who asked: a serialised asset is checked out to them, and a stock line's count comes down. Every issued item is listed under Issued assets and stays linked to the request.

• You can issue part of a request now and the rest later. The request shows Partially issued until you choose Mark fulfilled.
• Mark fulfilled needs at least one item issued: "Link the issued assets before completing the request."
• Reject and Cancel request are only offered before anything has been issued, and need a Note / reason. Once items have gone out, they come back through their own asset records.
• If a save didn't go through, the request offers Retry saved action. Use it rather than issuing again, so nothing is issued twice.

Stores and plant

Stores and plant are requested the same way as anything else. There's no separate Stores list. Ask for materials on the request form, one row per item and quantity. A request and a receipt are separate records: asking for materials isn't proof that they arrived.

Requests on a single asset

Every asset record also has its own Requests section, separate from the form-based requests above. "No requests. Raise one to issue this asset out; issuing checks out a serialised item or draws down stock."

Choose New request and enter the Quantity, For site (optional) and a Note (optional), then Request. An open request offers Issue and Reject (the ×), and an issued one offers Return.

Asset audits

Audits opens Asset audits, a record of counted checks of what the stores actually holds. Build the audit form in Forms with its Purpose set to Asset audit, or take the starter Asset audit / stock check while you have none.

Record audit opens the form against you, the auditor, with a row for each item counted. Every completed audit is kept on this list with its counts, photos and signature, so what the register claims can always be checked against what's on the shelves. For a scored audit, only the checks that apply count; an answer configured as N/A is left out of the score rather than counted as a pass.

For day-to-day custody, use Check out and Check in on the asset record. The request explains why kit was issued; custody shows where a serialised item is now. See Compliance, checks and custody.