Your ERP keeps the fixed-asset register and calculates depreciation, but it has no idea who is currently accountable for a given laptop, vehicle or piece of equipment, whether the employee signed off on receiving it, or who it was later handed to. Asset & Custody Management closes that gap: it assigns every asset to an employee, has them digitally accept it, routes person-to-person transfers and returns through the approval engine, gives full transparency across the entire inventory, and enables location counts via QR. No more spreadsheets and unsigned handovers.
Your ERP's fixed-asset module tracks the asset's value, depreciation and accounting entry, and that is exactly where it belongs. But it answers none of these questions: whose desk is laptop ZT-0042 physically sitting on today, did the employee confirm they received it, who transferred it to whom and who approved that transfer, is it in the warehouse or out on custody. Bending an ERP fixed-asset module to cover this operational custody lifecycle goes against its architecture and carries an unbearable cost. The portal builds this layer on top of the ERP, while value and depreciation remain in the ERP as the single source of truth.
Every asset record (code, name, category, serial number, location, value, status) is placed in an employee's custody. On the 'My Assets' screen, the employee sees at a glance every asset registered to them, the total value and any items awaiting acceptance.
The employee confirms receipt of the asset in a single click, and the system records the acceptance timestamp (acknowledged_at). Unaccepted custody items stay flagged as 'pending', eliminating unsigned handovers for good.
An employee raises a request to transfer an asset to another staff member (transferring to yourself is blocked). The request runs through the approval engine; once approved, the asset is automatically reassigned to the recipient and awaits their acceptance.
When an employee wants to return an asset, they raise a 'return' request; on approval, the asset automatically goes back to the warehouse and the custody and acceptance records are cleared. Every request is tracked under a ZT-#### code.
The entire asset inventory in a filterable table: category, location, custody holder, value and status. Total count, custody/warehouse split and total value are calculated live in a summary. Viewing is restricted by a fine-grained permission (:view).
A count session is opened for a location, and the assets at that site are instantly snapshotted into an item list. Each asset is marked 'counted' by scanning its QR code, and this can be undone; a single-open-session-at-a-time rule prevents conflicts.
When a session is closed, the counted and uncounted (missing) assets are summarised automatically: 'X assets not found' or 'all assets found'. Any discrepancy between the physical count and the records is visible instantly.
Every asset is either in custody, in the warehouse, under maintenance or scrapped, with the status shown as a colour-coded badge. Scrapped assets are automatically excluded from custody, inventory value and count scope.
If an asset already has a pending return/transfer request, a new one is blocked. Every request is logged in the approval engine with the requester, type, asset and transfer-target metadata: who requested what and when, and who approved it, all remain on record.
IT or administrative staff assign the asset to an employee in the system; the asset moves to 'in custody' status and appears on the employee's 'My Assets' screen as awaiting acceptance.
The employee confirms receipt of the asset in a single click; the acceptance timestamp is recorded and the custody becomes official. No handover goes unsigned.
When an employee wants to transfer an asset to another staff member or return it to the warehouse, they raise a request; the system blocks duplicate requests and sends it into the approval engine.
Once the approval chain is complete, the system updates the asset automatically: a return sends it back to the warehouse, a transfer reassigns it to the recipient and awaits the new holder's acceptance.
Periodically, a location-based count session is opened, assets are counted by scanning their QR codes, and a found/missing summary is reported when the session is closed.
Asset & Custody Management is largely a pure intranet operational layer: physical custody, acceptance, transfer/return and counting all live entirely within the portal. Its relationship with the ERP is two-way: it reads master data from the ERP and holds physical reality in the portal. The ERP fixed-asset register remains the single source of truth.
Asset code, name, category, serial number and accounting value can be mirrored from the ERP fixed-asset module; the portal adds the physical custody, location and status layer on top. Value and depreciation stay in the ERP.
Custody holders and transfer targets come from the portal's employee directory, which is fed from the ERP (or the HR module). This keeps the 'who has it' information always aligned with the current organisation, with no separate user list to maintain.
Transfer and return requests use the portal's central approval engine (Approvable), landing in the same 'Pending Approvals' inbox as leave, expense and procurement. The approved outcome is written back to the asset status automatically.
The company-wide inventory and QR count results (found/missing) produce reportable output; discrepancies between the physical count and the ERP ledger entry can be exported for reconciliation.
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