My Inventory → the item's three-dot menu → "Place in service". You need the Equipment Request permission to raise one; without it the screen tells you "Requesting equipment requires the Equipment Request permission. Ask an administrator."
This is how an item stops being anonymous stock and becomes a named unit on the register. One button covers every kind of item — you are not asked to work out whether it is a fixed asset.
Before you start
The item must already be in your inventory. If it is not, move it to yourself first.
Steps
- Open My Inventory.
- Find the item, open its three-dot menu and choose "Place in service". The "Place in service" dialog opens, showing the item and how many you have on hand.
- Read the "Finance classification" tag. It is Finance's decision per product and you cannot change it here.
- Pick the "Subcategory" — the list reads "— Choose what these unit(s) are —". This is required. It says what these units are operationally (a laptop, a drill, PPE) and decides how they are tracked, whether a signature is asked for, and who approves.
- Choose "Custody": "Assign to me", "Assign to someone" (then pick the "Responsible person"), or "Place at a location" such as a room or a bench.
- Set the "Quantity (one tracked unit per qty)" — or, for a serialised product, pick the "Serial numbers". Each unit becomes its own register row with its own tag.
- If the subcategory asks for one and the unit is coming to you, sign in the "Sign for this item" pad to accept responsibility. You sign now, not later, because you already have the item in your hands.
- Optionally add "Notes (optional)" or "Add photo".
- Click "Submit for approval".
More than one unit going to a person is staged, not issued. The dialog shows "These will be staged": the batch is parked with that person for distribution, nothing goes into service, no replacement clock starts and no signature is asked until each unit is placed in its room from the register. A single unit to someone else is different — on approval they are asked to sign for it on their own screen, and it becomes theirs when they accept.
What happens next
The stock is locked — it stays in your inventory but you cannot move or use it while the request is open. Two other people then have to act: one checks it, another approves it. Only then do the register rows and the tags exist.
If your product has never been classified, "Place in service" does not open the dialog. Instead a request goes to Finance's classification queue and you see "Sent to Finance" (or "Already with Finance" if someone else already asked). You get a notification when Finance decides; then try "Place in service" again.
If Finance has classified the product as a consumable, you are first asked "Consumable — track it?": "Issue as tracked unit" (a mouse or a tool — a register unit with a holder) or "Consume / write off" (a cable — written off at issue, nothing to track afterwards).
What you are not asked
You do not choose "fixed asset" or "equipment", and you do not decide whether the item capitalises or expenses. That answer comes from the product's Finance classification and what the item cost, and it is worked out at approval. If the treatment that comes back is wrong, the product's classification is wrong — say so, and it gets fixed on the product rather than argued per request.
If it is rejected
The lock is released and the stock returns to normal. The reason is on the request.
Related
- Pending Approvals: Place in Service — what the next two people do.
- Classification Categories — where the rule comes from.
- My Assigned Equipment — where the unit appears once it is yours.