Finance ▸ Replacement Fulfilment. Opens for the Fixed Asset Admin or Equipment Admin permission.
Replacing a unit is two jobs done by two people at two different times, and the screens are split to match.
Deciding whether to replace something happens in Pending Approvals, with the count, the notification and the history that every other decision gets.
Recording which new unit arrived happens here, on the page headed Replacement fulfilment. That is bookkeeping, carries no authority, and is deliberately not gated by separation of duties.
There is no second Approve button on this page. That is intentional — two places to decide the same thing means two answers.
Asking
The person holding the unit asks from the Replacement panel on the unit's detail page, with Request replacement. They give a reason. If the unit is not yet due — or has no replacement date at all — the ask is marked early and the reason is compulsory.
One open ask per unit. You cannot approve your own.
Deciding
In Pending Approvals, under Equipment Replacement. The card shows the Unit, the Product, who currently holds it, when replacement is due, the reason, and whether it is early.
Approving also authorises writing the old unit off. One decision, two authorities — which is exactly why it is not you who approves your own.
Recording the new unit
Open Finance ▸ Replacement Fulfilment.
Find the approved ask under awaiting a unit. The list shows Unit, Product, Asked by, Approved by and Approved.
Click Record new unit, pick the Replacement unit that arrived, and click Record.
The link between old and new is kept, so the history of a role's kit survives the swap.
If an ask is still awaiting a decision, the page says so and points you back to Pending Approvals. Nothing can be recorded until it is approved.
Why the old unit keeps its line
Recording a replacement does not close the old unit's custody line. Until it is physically returned or written off, somebody still has it, and saying otherwise would create exactly the drift the reconciliation report exists to catch. Close it by returning the unit or writing it off, as a separate deliberate act.
Related
Pending Approvals — where the decision is made
My Assigned Equipment — where the ask starts
Asset Reconciliation