On the Manage Asset Utilizations page, you can search, add, edit, delete, approve, and reject asset utilization records. When you add an asset utilization record, the record will be displayed in the Requested state. The requested asset utilization record can be approved or rejected. If the request is rejected, you can edit the rejected request and make it as requested or you can delete the record.
On the Manage Asset Utilizations page, you can do the following actions:
1. Click the Assets module.
2. In the Actions section, click Manage Asset Utilization.
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Note: By default, all the asset utilization records with the Requested state are displayed in the asset utilization grid. |
3. In the Advanced Seach Options – Asset Utilization section, specify the following parameters:
o Asset Number: Type the exact or the partial number of the asset that you want to search.
o Asset Organization: Select the asset organization from the available list.
o Asset Department: Select the asset department from the available list.
o Status: Select the status of the asset utilization request from the available list.
o Driver(s): Type the driver names.
o Employee Number: Type the employee number.
o Utilization Account Code: Select the utilization account code from the available list.
o Exact Match: Select this check box if you are sure that you have entered the correct text in the Asset Number box.
4. Click Search. The Search Results grid displays the asset utilization records along with the following information:
o Action: Edit link will be displayed with the rejected records, Process link will be displayed with the requested records, and for the records with status Approved the Action column will be blank.
o Asset Number
o Organization
o Department
o Date Time In
o Date Time Out
o Utilization Account Code
o Rate
o Status
o Employee
o Driver(s)
o Begin Meter Reading
o End Meter Reading
You can export the Search Results grid in the following formats:
· Microsoft Excel (.xlsx)
· Microsoft Word (.docx)
· Comma-Separated Values (.csv)
1. Click the Microsoft Excel ( 
), Microsoft Word ( 
), or Comma-Separate Value ( 
) icon in the upper-right corner of the Search Results grid.
The File Download dialog box opens prompting you to Open, Save, or Cancel.
2. Click Save.
The Save As dialog box is displayed with the File Type of the selected format.
3. Browse to the desired location, specify a file name, and then click Save.
The Search Results grid is saved in the specified format at the specified location.
1. Click the Assets module.
2. In the Actions section, click Manage Asset Utilization.
3. Click the Add New Asset Utlization link.The Add Asset Utilization dialog box opens.
4. Provide appropriate information in the required fields.
o Asset Number: Type the asset number.
o Asset Organization: Select the organization where the asset is available.
o Verify Assets: Click to verify the asset. To verify the asset, the asset is to be available in the selected organization and it should not be Closed or Deleted. Once the asset is successfully verified, the ‘Asset Number’ and ‘Organization’ fields will be disabled, and remaining fields will be enabled. The ‘Verify Asset’ link will be changed to ‘Reverify Asset’. Clicking ‘Reverify Asset’, the Asset-Organization controls will get enabled again for reverification of the asset.
o Date Time In: Type the date in MM/DD/YYYY and time in HH:MM:SS AM/PM format of asset utilization or select it from the calendar and time icons.
o Date Time Out: Type the out date in MM/DD/YYYY and time in HH:MM:SS AM/PM format of asset utilization or select it from the calendar and time icons.
o Utilization Account Code: Select the utilization account code.
o Rate Type: Select the rate type as Daily or Hourly.
o Rate: Type the rate value.
o Break Hours: Type the total break hours.
o Employee: Select employee name.
o Driver(s): Type the Driver names.
o Passengers: Type the passenger names.
o Trip Purpose: Type the trip purpose.
o Destination: Type the destination.
o Meter Type: Select the meter type.
o Begin Meter Typing: Type the begin meter reading.
o End Meter Typing: Type the end meter reading.
o Region: Type the region of the trip.
o Division: Type the Division of the trip.
o Notes: Type special remarks or comments for the asset utilization.
o Special Use 1: Type Special Use 1 for the Asset Utilization.
o Special Use 2: Type Special Use 2 for the Asset Utilization.
o Special Use 3: Type Special Use 3 for the Asset Utilization.
o Special Use 4: Type Special Use 4 for the Asset Utilization.
5. Click Save to save the information and close the dialog box. The asset utilization record will be added and displayed in the grid as Requested state. You can also perform the following actions:
o Click Save & New to save the information and add another record.
o Click Cancel to disregard any changes and close the dialog box.
1. Click the Assets module.
2. In the Actions section, click Manage Asset Utilization.
3. Select the "Rejected" status of the asset utilization request in the Advanced Seach Options – Asset Utilization section and click Search. The Rejected records will be listed in the grid
4. Click the Edit link. The Edit Asset Utilization dialog box opens.
5. Provide appropriate information in the required fields.
o Add appropriate comments in the Comments box.
6. Click Save to save the information and close the dialog box. You can also perform the following actions:
o Click Save & Resend Request to save the information and send the request again for processing.
o Click Cancel to disregard any changes and close the dialog box.
o Click Delete to delete the request.
1. Click the Assets module.
2. In the Actions section, click Manage Asset Utilization.
3. Search for the asset utilization record that you want to approve.
4. Click the Process link next to the asset utilization record. The Process Asset Utilization dialog box opens. The asset utilization information is displayed along with a Comments box.
5. Verify the asset utilization record and add an appropriate comment in the Comments box.
6. Click Approve to approve the request. The asset utilization request is approved.
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Note: If an asset utilization record is approved, it cannot be edited or rejected. |
You can also perform the following actions:
o Click Reject to reject the request.
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Note: To reject any asset utilization record, adding comment is mandatory. |
o Click Close to close the dialog box.
1. Click the Assets module.
2. In the Actions section, click Manage Asset Utilization.
3. Search for the asset utilization records that you want to approve.
4. In the Search Results grid, you can perform the following:
o Click Select/Deselect All to select all the asset utilization requests, and then click Approve Selected.
o Select check boxes of more than one asset utilization requests, and then click Approve Selected.