Asset Allocation to Employees

Asset Allocation is the document you use to record which fixed asset (a piece of equipment, tool, vehicle, phone, laptop, etc.) was handed over to an employee, and on what date. It lets you know at all times who is responsible for each of the company's assets, and it generates a printable acknowledgment that both parties can sign.

Module: Human Resources Requires the "Asset Allocation" permission of your user group

What is it and what is it for?

When your company hands a fixed asset over to an employee for work use, it's important to keep a record of that handover: which asset it was, who received it, and since when. That's what Asset Allocation is for: a simple document that links a fixed asset to an employee on a given date.

This helps you keep track of your company's assets (knowing at all times who has each piece of equipment under their responsibility), makes internal audits easier, and gives you a printable document the employee can sign as proof of receipt.

It doesn't replace the fixed asset's own record (that's handled in the Fixed Assets module); instead it documents "who has it" over time — if the asset moves to a different employee, you simply create a new allocation with the new employee and the new date.

Screens in this area

Screen	What it does
List	Lists every asset allocation recorded, with filters by employee, subsidiary and date range. You can customize which columns are visible (number, date, employee, department, fixed asset, subsidiary, reference, notes) and save your own configuration. From here you can create new records and delete existing ones.
Create / Edit	The allocation form: employee, fixed asset, date, document number, reference, notes and, if your company has subsidiaries enabled, the relevant subsidiary. It lets you attach a supporting file (for example, a photo of the asset or a signed handover form).
Details	The same allocation in read-only mode, with its activity history and the action buttons available based on your permissions: edit, duplicate, delete, void and print.
Print	A print-ready format with your company's data, the employee's contact details, the document number, the name of the assigned fixed asset, the notes, and signature spaces for both the company and the employee.

How to record one, step by step

Open the Asset Allocation list and click New. You need the "add" level of the corresponding permission.
Select the employee who is receiving the asset. It's required and must be an active (not voided) employee.
Select the fixed asset being handed over. It's also required and must be an active (not voided) asset.
Review the date of the allocation; it defaults to today's date. AdmCloud auto-numbers the document if you leave the number blank.
If your company has subsidiaries enabled, select which one the allocation belongs to. Once saved, the subsidiary can't be changed.
Add a reference or notes if you need to record extra information (for example, the asset's condition at the time of handover).
Attach a supporting file if needed.
Save. The system validates the data and creates the record. You can then print it from the Details screen so the employee can sign it.

Key fields

Field	What it's for
Number	The document's identifier. AdmCloud assigns it automatically if you leave it blank.
Date	The date the asset was (or is being) handed over to the employee.
Employee	Who the asset is assigned to. Required, and must be active.
Fixed Asset	Which asset is being assigned. Required, and must be active.
Department	Shown automatically based on the employee's department on file; it isn't entered manually.
Subsidiary	Which subsidiary the allocation belongs to; only shown if your company has subsidiaries enabled. Required in that case, and can't be changed after saving.
Reference	Free text for extra information about the handover.
Notes	Longer comments about the allocation, for example the asset's condition at the time it was handed over. These print on the acknowledgment form.
Attached file	Supporting document for the handover, subject to your plan's file limit.

Validations when saving

Employee required. You can't save an allocation without indicating who the asset is being handed to.
Fixed asset required. You can't save an allocation without indicating which asset is being handed over.
Active employee. If the employee is voided, the system rejects the save.
Active fixed asset. If the fixed asset is voided, the system rejects the save.
Consistent subsidiary. If your company has subsidiaries enabled, the allocation must belong to a subsidiary you have access to that isn't read-only.
No duplicate document number. If you type a number manually, it can't match an existing allocation's number.
When editing: you can't modify an allocation that's already voided, or change the document's original subsidiary.

Managing the document

From the details of a saved allocation, depending on your permissions, you can:

Edit it, as long as it isn't voided, or duplicate it to create a new one from its data (useful when recording several similar handovers).
Delete it, if you no longer need it.
Void it, if you have the higher-level permission required to void documents; a voided allocation can't be edited again.
Print it, to get the acknowledgment form with signature spaces for the company and the employee.

Additional capabilities depending on your setup

Column customization: in the list, you can choose, reorder and save which columns to display.
Custom fields: if your company added its own fields marked as visible on asset allocations, they show up on the form.
Audit log: AdmCloud records who created or modified each allocation; if your company has detailed change tracking enabled, it also records which specific fields were changed.

Availability and permissions

Access is controlled by the "Asset Allocation" permission of the user group, with separate levels for browsing, adding, editing, deleting and voiding.
Requires your company to have the Human Resources module active.
To select an asset, your company needs fixed assets registered in the Fixed Assets module.
With subsidiaries enabled, each allocation is tied to a subsidiary and filters by it in the list.

Tips and common mistakes

💡

Use the notes to record the asset's condition. If the asset has any notable detail (a scratch, a missing accessory, etc.) at the time of handover, write it in the notes — it will save you disputes when the employee returns it.

💡

If the asset moves to a different employee, create a new allocation instead of editing the previous one. That way you keep the full history of who had the asset at each point in time.

ℹ️

Can't find the asset you're looking for in the list? Check that the fixed asset is registered and active (not voided) in the Fixed Assets module.