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Transfers

IT Asset Management Guide
Asset Management

Transfers

A Transfer moves one or more assets to a different Company, Cost Centre, or Location and keeps a record of where they moved from and to. xAssets provides a single-asset transfer action and a bulk transfer action for moving many assets at once. This page explains both.

Transfers are separate from simply editing an asset's Location or Company field: a transfer captures the "from" and "to" values together with a transfer date, and lets you attach a transfer document (e.g. a signed dispatch note). Related child assets whose relationship is set to "Moves With Parent" are carried along automatically.

How to Transfer a Single Asset

  1. Open the asset -- from the Asset List, click the asset's description link (or find it via search). See Selecting Assets.
  2. In the Edit Asset dialog, open the Actions for this Asset dropdown at the bottom of the dialog.
  3. Choose Transfer this Asset.
  4. In the Transfer of Asset dialog that appears, set:
    • Company to Transfer To (the current company is shown as "From Company")
    • Cost Centre to Transfer To (current value shown as "From CostCentre")
    • Location to Transfer To (current value shown as "From Location")
    • Date of Transfer
    • Optionally upload one or more Transfer Documents with a description
  5. Click OK to execute the transfer.

You only need to fill in the field(s) that are actually changing -- leave the others blank.

How to Transfer Multiple Assets (Bulk Transfer)

  1. Select one or more assets in any results screen using the row checkboxes. See Selecting Assets.
  2. Open the Actions menu above the grid.
  3. Point at Transfer to open the submenu, then choose Asset Transfer or Transfer to a Different Location:

Screenshot

Asset Transfer opens the full Transfer dialog (Company, Cost Centre, and Location). Transfer to a Different Location opens the same dialog as a shortcut for moves where only the location is changing. 4. In the dialog, set the target Company, Cost Centre, and/or Location, and the Date of Transfer. 5. Click OK to execute the transfer. All selected assets are updated together.

Department Changes

Department is a separate classification field on the asset (shown under Organization in the Edit Asset dialog) and is not part of the Transfer dialog. To move an asset to a different department, edit the Department field directly on the asset, or use Bulk Update to change it across several selected assets at once.

Choosing the Right Method

Scenario Recommended Method
Moving a single asset to a new location or company Transfer this Asset (from the asset's Actions dropdown)
Moving 50 laptops from London to Manchester Bulk Asset Transfer (Actions > Transfer > Asset Transfer, or Transfer to a Different Location)
Changing an asset's Department Edit the field directly, or Bulk Update
Quickly reclassifying assets using a visual tree Drag and Drop

What a Transfer Records

Every transfer records the prior and new Company, Cost Centre, and Location values together with the transfer date, so the move is traceable in the asset's history. If you attach a Transfer Document, it is stored against the asset alongside the transfer record.

Tip: For large-scale moves (e.g. an office relocation), filter the Asset List down to the assets at the old location, select all of them, then run a single bulk Asset Transfer to the new location.