Track where a fixed asset physically lives and how its costs are charged—and, when needed, record that the asset has been issued to an employee or a subcontractor for custody.

Two allocation types

1. Direct Allocation (Physical Location)

   • Tells JobNext which Job/Site the asset is assigned to right now.

   • Think of this as the asset’s home base (e.g., “OMNISVC-Z210 – Firefighting system at Mumbai”).

   • One active direct allocation at a time (date-ranged).

2. Percentage Allocation (Cost Distribution)

   • Controls how the asset’s costs are split across Jobs—depreciation, fuel, running, and repair costs.

   • Use when one asset supports multiple jobs in the same period (e.g., 50% Project A, 50% Project B).

   • Multiple lines can be active; allocations should sum to 100% for each period to avoid unassigned costs.

Issue to Employee / Subcontractor (Custody)

• Records who is responsible for the asset (person or vendor crew) over a date range.

• Does not change cost distribution by itself—costs still follow Percentage Allocation.

• Useful for hand-over/hand-back, accountability, and audit (e.g., toolkits, vehicles, meters).

Why this matters

• Operational clarity: everyone knows where the asset lives and who has it.

• Accurate costing: expenses land on the right jobs without manual journal fixes.

• Auditability: custody and location history are visible for compliance and insurance.
  
  

Before you begin

• The asset exists in Equipment → Machines (with code, group, location).

• You know the Job Codes and date ranges for direct/percentage allocation.

• (Optional) Have the employee/subcontractor record ready for issuing.

Typical pattern

• Set/adjust Direct Allocation when the asset moves sites.

• Maintain Percentage Allocation monthly (or when the split changes).

• Issue the asset to a user/team/vendor when you hand it over; Return when done.

Direct Allocation of a fixed asset (with Movement Order)

When an asset is received, JobNext auto-creates a Direct Allocation to that Job/Site.

This video shows how to physically transfer the asset to a different Job by creating and processing a Movement Order. The flow keeps an auditable trail (Approved → Dispatched → Received) and updates the asset’s Direct Allocation. (Cost splits set in Percentage Allocation are unaffected by this move.)

What you’ll do

1. De-allocate & initiate move
   Equipment → Machines → Direct Allocation → pick the source Job → choose the machine → De-allocate.

2. Create Movement Order
   Select the destination Job and Create Movement Order (Draft).

3. Process the order
   Equipment → Machines → Movement → Request Approval → Dispatch (set Dispatched On) → Receive (set Received On).

4. Verify
   Open the machine profile → Allocation tab → confirm Direct Allocation now shows the new Job as Allocated (old one marked De-allocated).

Tips & gotchas

• You must Approve → Dispatch → Receive in order; dates are mandatory at each stage.

• Direct Allocation reflects the asset’s physical location; Percentage Allocation (cost split) does not change unless you edit it separately.

• If the order doesn’t appear in Movement, refresh and check it’s saved as Draft first.
  
  

Here is a step-by-step guide to re-allocating a machine from one job to another by creating and processing a movement order, as shown in the video.

1. 🎬 Initiate Machine De-allocation

1. From the main navigation menu on the left, click "Machines" and then select "Direct Allocation".

2. On the "Current Allocations" page, use the search bar to find the source Job Code you wish to move a machine from (e.g., DMN\MIC-C212).

3. Once the job is filtered, click the blue "View" icon (magnifying glass) on that row.

4. A "Select Machine" pop-up will appear, listing the machines allocated to that job.

5. Click the red "De-allocate" icon (a minus symbol) for the machine you want to move (e.g., MS\00010002\00252).

2. 📝 Create the Movement Order

1. A "Create Movement Order" window will appear, pre-filled with the machine's details and the source job.

2. Click into the "Destination Info" field.

3. Select the new (destination) job from the dropdown list (e.g., DMN\MIC-C114 | Darweesh Bypass 5 Construction).

4. Click the "Create Movement Order" button.

5. You will see a confirmation message: "A Movement Order (pending approval) has been created."

3. 🚚 Process the Movement Order

This section covers approving, dispatching, and receiving the machine.

1. Navigate back to the main menu, click "Machines," and then select "Movement".

2. On the "Machine Movement" list, find the order you just created. Its status will be "Draft".

3. Click the "Edit" icon (a pencil) for that row.

4. On the "Edit Movement" page, click the "Request Approval" button.

5. After the confirmation, return to the "Machines" > "Movement" list.

6. The status of your order will now be "Approved".

7. Click the blue "Dispatch" icon (looks like a truck) for the approved row.

8. In the pop-up, select the "Dispatched On" date from the calendar and click "Save."

9. The status on the list will update to "Dispatched".

10. Now, click the blue "Receive" icon (looks like a clipboard) for the same row.

11. In the pop-up, select the "Received On" date from the calendar and click "Request Save."

12. The status on the list will update to "Received", completing the movement process.

4. ✅ Verify the New Allocation

1. Navigate to the machine's main profile (e.g., via "Machines" > "Machines" and selecting the asset).

2. On the machine's detail page, click "Allocation" from the menu on the right.

3. In the "Direct Allocation" table, you can now verify the changes:

   • The new job (e.g., DMN\MIC-C114) will be listed with the status "Allocated".

   • The original job (e.g., DMN\MIC-C212) will have its status updated to "De-Allocated".

Percentage Allocation (Distribute operating costs across Jobs)

What it does
Percentage Allocation controls how an asset’s costs (depreciation, fuel, running, repairs) are split across Jobs. It does not move the asset physically (that’s Direct Allocation). Only Active lines count toward the Total Allocation, which must equal 100%.

Steps — add / edit allocations

1. Open the asset
   Equipment → Machines → search and open the machine → Allocation tab → Percentage Allocation panel.

2. Add a split
   Click Add + → select Job → enter % Allocation → Save.
   A new row appears with Status (Active/Inactive) and action buttons:

   • 🟩 ✓ = mark Active

   • 🟨 ✕ = mark Inactive

   • 🟦 🗑 = Delete the row

3. Repeat for each job you want to share costs with (e.g., 50% Project A, 25% Project B, 25% Project C).

4. Balance to 100%
   Watch the Total Allocation at the bottom. If it’s not 100%, a red message appears:
   “Correct the Allocation! It must be equal to 100%.”
   Adjust percentages, activate/deactivate rows, or delete extras until the total equals 100%.

5. Save/close
   Once the total is 100% (Active rows only), you’re done. Costs posted for this asset will follow the split.

Tips & gotchas

• Active vs Inactive: Only Active lines are counted; use ✓ / ✕ to toggle.

• Direct Allocation ≠ Percentage Allocation: Moving the asset between sites doesn’t change cost splits; update both when needed.

• Keep a simple, auditable split (e.g., 50/25/25). Avoid many tiny lines unless necessary.

• If nothing should be charged to a job temporarily, set that row Inactive (don’t delete if you’ll reuse it).

Here’s a clean, paste-ready intro block you can place above the video.

Issue a fixed asset to an employee (custody)

Use Asset Issue when you are handing an asset (laptop, tool, vehicle, etc.) to an employee for custody.
This records who has the asset and from when, without changing its Direct Allocation (physical site) or Percentage Allocation (cost split). The issue is posted as a transaction and appears on the employee’s profile under Fixed Assets Issued and in the Fixed Assets Issued to Employee report.

What you’ll do

1. Create the Asset Issue
   Fixed Assets → Transactions → Asset Issue → Create New → choose Employee, Issue Date, add remarks.

2. Add the Asset line
   Click Add Asset, pick the Asset Code (details auto-fill), add line remarks → Save → then Save the document.

3. Post the transaction
   From the list, Post the new record to confirm custody (status changes from Draft to Posted).

4. Verify

   • HR → Staff Directory → [Employee] → Fixed Assets shows the issued asset and dates.

   • Fixed Assets → Reports → Fixed Assets Issued to Employee lists all assets issued to that employee.

Tips & gotchas

• Custody vs. costing: Issuing does not change site or cost distribution; update Direct/Percentage Allocation separately if needed.

• Dates matter: Use the correct Issue Date; use Asset Return to end custody later.

• One at a time: If an asset is already issued, return it first before issuing to another person (to keep a clean audit trail).

• Add clear remarks (condition, accessories, serials) for hand-over accountability.

Issue to a Subcontractor (vendor custody)

Use this when the asset is handed over to a subcontractor working on the same Job the asset is directly allocated to. Custody is recorded against the vendor’s Work Order; site/location and cost splits remain unchanged.

Steps

1. Go to Fixed Assets → Transactions → Asset Issue → Create New (same screen as employee issue).

2. Set Issue To = Subcontractor.

3. In Subcontractors with WO, pick the vendor.

   • The dropdown only lists vendors that have an active Work Order for the asset’s current Direct Allocation job.

4. Choose the relevant Work Order (the list is filtered by the selected vendor).

5. (Optional) Add an Attachment (handover note/indemnity).

6. Click Issue Machine → the record is saved as Draft.

7. From the list, Post the transaction to confirm custody.

Verify

• Equipment → Machines → [Asset] → Allocation (or Issued To panel) shows the vendor handover.

• Fixed Assets → Reports → Fixed Assets Issued to Subcontractor (if enabled) lists the issued items by vendor/WO.

Gotchas

• If the vendor isn’t in Subcontractors with WO, either:

  • Create/activate a Work Order for that vendor on the same Job the asset is directly allocated to, or

  • Move the asset’s Direct Allocation to the job where the vendor’s WO exists.

• An asset can be issued to one party at a time; return it before issuing to another.

• Issuing to a subcontractor does not change Percentage Allocation (cost split).