The Company Assets Module is an INTERNAL stock control and management system.

The Company Assets Module allows you to:

•    view asset items by company;

•    request asset item;

•    reject asset requests;

•    collect/return asset item or report as lost.

As such HR is always aware of the status of an asset item ( whether assigned, collected, returned or lost) and the company's stock is kept updated when the related transactions are completed.

Employees/managers can also access this module via the Self-Service Options. Managers can approve requests for items from their staff through the manager's self serve. Tracking assets by serial numbers is also supported.

A Guide to Use the Company Assets Module

This guide outlines the typical process of asset management within the HRplus Company Assets Module.

 

Roles and Responsibiltiies

1. Asset Manager:

Role: Responsible for overseeing and managing company assets within the HRplus system.

Key Responsibilities:

•    Setting up and categorizing assets into groups.

•    Defining individual asset details and quantities.

•    Assigning Asset Managers to specific asset groups.

•    Linking assets to job titles.

•    Configuring employee asset visibility settings.

•    Reviewing and approving/rejecting asset requests.

•    Tracking asset allocation, returns, and losses.

2. Employee:

Role: Requests and utilizes company assets as needed for their job role.

Key Actions:

•    Submitting asset requests through Employee Self-Service.

•    Selecting assets from available pool assets or job-linked assets.

•    Collecting and returning assets.

•    Reporting lost assets.

3. Manager:

Role: Supervises employees and can request assets on their behalf.

Key Actions:

•    Submitting asset requests for employees.

•    Approving asset requests submitted by their team members (through Manager Self-Service).

Glossary of Terms found in the Company Assets Module

1.               Asset Group: Categories or classifications of assets within the organization, such as Property, Vehicles, Electronics, etc.

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Company Assets Module Updates: What's New?

This article provides a summary of recent updates to the HRplus Company Assets module, focusing on key enhancements. These updates include new features, fixes and improvements designed to improve both user experience and the effectiveness of the module.

September 29th – November 30th, 2022

1. Employee Asset Transactions Import: Introduced features for importing employee asset transactions, allowing bulk management of asset data. Read more here.

January 5th – February 6th, 2022

1. Asset Item Requests: Added functionality for employees to request asset items, improving asset allocation workflows. Read more here.

April 6th – May 2nd, 2021

1. Asset Manager(s): Enhanced asset management tools, including the ability to assign multiple asset managers for better tracking. Read more here.

December 14th, 2020 – January 6th, 2021

1. Asset Audits: New audit features for tracking asset items and conducting compliance checks on company assets.

Read more here.

August 22nd – September 4th, 2020

1. Employee Asset Transactions: Updates to employee asset transaction processes, improving asset tracking. Read more here.

August 2nd – August 21st, 2020

1. Asset Items Export: Introduced tools for exporting asset items, streamlining data sharing and reporting. Read more here.

June 12th – July 7th, 2020

1. Asset Items Management: New features for managing asset items, including tracking and updates. Read more here.

April 30th – May 26th, 2020

1. Asset Manager: Enhanced tools for managing company assets, including assigning and tracking responsibility.

Read more here.

How to set up Asset Groups?

	Company Assets>>Asset Setups>>Asset Groups

Asset Groups

An asset group is collection of assets that share a similar quality.

You can use asset groups to categorize appliances, applications, or individual asset elements by any criteria that you desire.(e.g. A group for vehicles, furniture, stationary etc...)

Enter Asset Groups

Delete Asset Groups

To delete an Asset Group, select the radio icon (Check box) under delete on the HR Application.

If the Asset Group is already linked to an Asset Item then the Group Name cannot be deleted.

An Asset Item is any item of value owned by a corporation that can be expressed in cash value.

Navigation: Company Assets >> Asset Setups >> Asset Items

Once you enter your Item Details you can add an Image by clicking Add/Edit Image. Once uploaded Save.

Once the information is saved, you can double click the saved record to enter the Serial Number of the Items.

How to set up an Asset Manager

	Company Assets>>Asset Setups>>Asset Manager
An Asset Manager manages the assets of your company. You can set up as many manager as you like in the organization. If you set up multiple mangers, each manager will have to individually manage their departments.

Set up An Asset Manager

Delete an Asset Manager

To delete an Asset Manager, Double click the record and when the pop up box opens, go to the bottom of the box and select the X.

Link an Asset Group to an Asset Manager

Delete an Asset Group Linked to an Asset Manager

To delete an Asset Group that was linked to an Asset Manager. Select the radio icon next to the Asset Group and submit

How to set up Job Asset Links

Company Assets>>Asset Setup>>Job Asset Links>>[Select Job]>>[+]>>[New Job Asset Item Link]

1.     To do this, click the plus sign next to the job/s that you want to link assets too.

2.     Select the NEW ASSET ITEM LINK and from the Asset Item Lookup select all the Asset Items that would be needed for this job and save.

3.     If you are not seeing an Asset Item you can go back to the Asset Item folder in the setup and add your asset Items How to set up an Asset Item .

4.     You can add as many Asset Items to a job as required.

Setup Job Asset Links via Company Assets

Setup Job Asset Links via Personnel Module

You can also set up Job Asset links via the Personnel module.

Personnel>>Setup>>Organization>>Structure>>Jobs>>[+]>>Job Asset Links>>New Job Asset Item Link

Setup Job Asset Links via Payroll Module

You can also set up Job Asset links via the Payroll Module.

Payroll>>Maintenance>>System Defaults>>General Codes>>Jobs>>[+]>>Job Asset Links>>New Job Asset Item Link

Delete Job Asset Links

To delete an Asset Item that was linked to a job. Select the plus sign next to the job you wish to delete the Asset/s Items assigned. Double click the record you wish to delete and select the X at the bottom to delete.

How to set up Asset Options

Company Assets>>Asset Setup>>Asset Options

Asset Options

The Asset Options screen allows you to set up the assets your employees would be able to view.

This can be set up for the entire company or by staff type.

You can set up the Asset options where your employees can view all the Company Assets or only the Job Assets that was assigned to them or they can view both Company Assets and Job Assets.

Set Up Asset Options

Delete Asset Options

 To delete an Asset Option select the Radio Icon next to the Asset Option and submit.

How to request an Asset via the Company Asset Module

Company Assets>>Asset Transactions>>Asset Requests

Asset Request

The Asset Request screen allows persons to request the Company assets via the Employee Self Serve. How to request an Asset via the Employee Self Serve , Manager Self Serve or through their Asset manager.

The Company Asset Module allows for the application to stand on its own where a manager does not need access to the Company Asset Module and they can approve request sent in from the employee via the employee self serve using the Manager's self serve.

 In order to request an asset it MUST BE link to either the Employee, Manager or Asset Manager that was set up in Asset Item in order for one of these persons listed to be able to request

Request an Asset

If an employee wishes to apply for an Asset via the Company's Asset Manager the Asset Manager can use the Asset Request screen.

 The Asset manager will then go into the HR Plus application to Asset Request and select New Record and enter the employee's information as well as how much was requested and how much was approved and save.

Assets: How do I Request an Asset?

Home>>My Benefit>>Company Asset

Company Assets

An employee needing to request and Asset can do so via their employee Self Service Screen.

Once the asset an employee is requesting is link to their jobs or it is flagged that an employee can request in the Asset Items  

Step 1. Request Assets

To request an Asset via the Employee Self-Serve, select the Request Asset Tab and another screen will open and you select the Asset Item Code you wish to request and how much Assets you are requesting.

You can also place any comments relevant to the asset request. The comments field is optional.

Step 2. View Available Pool Asset Items

Once the Company Asset Folder opens the first tab you will see is Available Pool Assets. This will be all the Assets Items that was flagged in the Asset Items folder that employees can request.

Step 3. View Available Job Asset Items

Under the Company Asset Folder in the Self-Serve the second tab you will see is Available Job Asset Items. This will be all the Assets Items that was flagged to particular jobs in the Job Asset Items folder

Step 4. View Pending Requests

The third tab in the Employee Self-Serve screen would be Pending Request. In this tab you will see all your pending request as well as delete any request that you no longer need.

Step 5. View Rejected/Voided Requests

The Fourth tab you would come across is the Rejected/Voided Request. In this tab you will see all your request that was rejected.

The Employee will also receive a notification in the HR Plus application that their request was rejected.

Step 6. View Collected Asset Item

The Fifth screen that can be found in the Employee Self-Serve is the Collected Asset Items. Here the employee would be able to view a list of Asset Items that was collected.

Step 7. View Returned Asset Item

The sixth tab that the employee will see is the Returned Asset Item screen. Here the employee will see a list of all the Assets they have returned.

The Employee would also receive a notification in the HR Plus application.

Step 7. View Lost Asset Item

The last tab that the employee will see in the Employee Self-Serve screen under Company Asset is Lost Asset Items. If the employee has lost any Asset Items it will show up on this screen.

	The Employee would also receive a notification in the HR Plus application.