Tracked equipment is anything the company wants to keep a name for after it leaves the storeroom — a laptop, a hoist, a torque wrench, a set of overalls. This page is the map. Each step has its own article.
The idea in one line
Stock arrives, somebody says what it is, a different person agrees, the unit gets an identity, someone puts a sticker on it and walks it somewhere, and eventually it is signed off the books.
Nearly every control here exists to record that a person decided something. The rule that runs through the whole flow is separation of duties: you never decide your own request. It is not an inconvenience — it is the point.
What happens, in order
1. Decide what a kind of item is — Finance and the equipment/stock admin, together, on Classification Categories (Finance ▸ Settings ▸ Classification Categories). Finance sets the side of the books and who approves; the admin sets how units are handled.
2. Ask for an item to be placed in service — whoever holds the stock, from My Inventory (the Place in service action). See Place in Service: asking for an item to be tracked.
3. Approve it — one person other than the requester, in the unified inbox. See Pending Approvals. The card is headed Place in Service. There is no separate "check" step any more.
4. Print the tag, stick it on, say where it went — the asset admin, on Asset Commissioning (Finance ▸ Asset Commissioning).
5. Hold it, hand it over, ask to replace it — whoever has it, from My Assigned Equipment on the dashboard.
6. Record the replacement unit — the asset or equipment admin, on Replacement Fulfilment (Equipment Replacements) (Finance ▸ Replacement Fulfilment). The decision to replace is taken in Pending Approvals first.
7. Check the books agree with reality — the asset admin or Finance, on Asset Reconciliation (Finance ▸ Asset Reconciliation).
Staff who need a unit that already exists on the register ask for it on Finance ▸ Request Equipment, and the equipment admin works the queue on Finance ▸ Equipment Requests. That pipe hands over an available unit; it never mints a new one.
Two ideas worth understanding before you start
Custody is a location, not a field. When a unit is "with Arina", it physically sits in Arina's equipment bin. Handing it over is an ordinary stock move, which is why the movement history is the custody history — there is no separate ledger to fall out of step.
You do not choose the accounting. The requester says what the item is used as. Whether it is capitalised (a Fixed asset, FA- tag) or expensed (Equipment, EQ- tag) follows from the category's side of the books, and is worked out at the moment it is approved. If the answer looks wrong, the category is wrong — fix that, do not argue with the request.
Who approves
The category names the permission that decides its requests. Blank means Finance. Holders of that permission see the request in their inbox; so does anyone with the Accounting permission, who acts as a universal approver; so does an administrator. The one hard rule is that the person who raised the request cannot approve it — the system refuses, it does not merely hide the card.
Three things that are deliberately not enforced
Honesty about the edges, so nobody reports them as faults:
Signatures are collected but not required. Most units already in service have nobody's signature on file, so switching the requirement on would start refusing ordinary work. A weekly reminder is draining that backlog first.
A tag is offered, never demanded. Nothing stops you moving an untagged unit. Blocking the move would not produce more stickers, it would produce ticked boxes.
Write-off is one decision, not two. The only extra gate is that the person holding a unit may not write it off themselves, unless a replacement was approved by somebody else, or they are a fixed-asset admin. A non-holding admin acts alone.
Related
Classification Categories — the rule, before any unit exists
Place in Service: asking for an item to be tracked — raising the request
Pending Approvals — where place-in-service and replacement requests are decided
Asset Commissioning — the tag and where it went
Tracked Assets — the register
My Assigned Equipment — what you hold
Replacement Fulfilment (Equipment Replacements) — worn out, broken, past its life
Asset Reconciliation — does the register still agree with reality