"Checked out but dumped in the warehouse before use," "lent to a colleague and not yet returned," "broken and back at the factory pending results" — these in-between states that are neither returned nor disposed of were once only conveyed verbally, leaving stocktakes baffled. The asset change form structurally records every intermediate state, keeping the file and the physical item always consistent.
Each change has its own dedicated registration form and approval flow
Assets checked out but not yet handed to the final user are logged as "in custody," recording the storage location and the time they're due to be distributed
A lends a requisitioned asset temporarily to B without returning then re-requisitioning; the sub-loan is on record and A remains the nominal owner
After sending for repair, an asset is "neither at the company nor returned"; once logged, the file is marked "under repair" and auto-restores on return
For assets with safety hazards suspended from use, IT devices awaiting reimage, or vehicles after an accident pending claim, mark "quarantine" to prevent mis-requisition
One-click restore to normal status once the change ends — e.g. returned from the factory / suspension lifted / sub-loan recalled — with the file's change chain fully recorded
Each change can attach notes / photos / documents (repair slip / loan note / quarantine notice) for full traceability
In the past, "where the asset is / who's using it / whether it works" was clear only to the person involved, becoming an ownerless mystery after they left. The asset change form structurally records every "not returned but status changed" scenario: the custody location / sub-loan recipient / repair progress / quarantine reason — each change with a time, owner and evidence.
Each restore creates a record; reason / acceptor required
Restoring an asset from "under repair" to "in use," from "quarantine" to "available," from "sub-loan" to "original owner" — each restore is also a change record, not a simple field edit. Only then does the file fully record "when it entered an abnormal state, when it was restored," traceable anytime for stocktaking / audit.
An employee's laptop motherboard fails and goes to the vendor, expected back in 2 weeks. Log a "pending return-to-factory" change; the employee needn't return it and it doesn't affect their review; restore on its return.
A company vehicle is in an accident, and the dealer's inspection takes 30 days. Log "quarantine - accident pending claim," forbidding anyone to requisition it; restore / dispose per the outcome when the claim ends.
Designer A travels and lends a drawing tablet to designer B for a week. Log "sub-loan"; B needn't formally requisition it, and A still bears ultimate responsibility.
A branch's 50 requested monitors arrive but the logistics company won't ship this week, so they're held in HQ's warehouse. Log "custody" with the location; restore once logistics departs next week.
Changes are the in-between state, linked to requisition, repair, disposal and stocktaking
Change status affects requisition status — an "under repair" asset can't be requisitioned by a new hire
Sending for repair auto-logs an "under repair" change, auto-restored on completion
If the change outcome is "irrecoverable / totally damaged," it triggers the disposal flow
During stocktaking, "under repair" / "on sub-loan" change states affect whether an item counts as "present"
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