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Holder Management

Holder Management tracks who has the asset right now and maintains a complete audit trail of all custody changes.

Understanding Holder Tracking​

Current Holder vs Holder History​

Asset Pro maintains two types of holder information:

1. Current Holder (on Asset Card)

  • Stores the current holder of the asset

  • Quick reference: "Where is this asset right now?"

  • Updated whenever asset custody changes

  • Fields:

    • Current Holder Type

    • Current Holder Code

    • Current Holder Name

    • Current Holder Since

2. Holder History (Holder Entries)

  • Permanent ledger of all custody changes

  • Complete audit trail: "Who had this asset and when?"

  • Cannot be modified or deleted (ledger integrity)

  • Enables point-in-time holder lookup

  • Enables custody accountability reporting

Enable Holder History Feature​

Holder History is controlled by a feature toggle in Asset Setup.

To enable/disable:

  1. Choose the πŸ”Ž icon, enter Asset Setup, and choose the related link

  2. Go to Features FastTab

  3. Toggle Enable Holder History

    • β˜‘οΈ Enabled (default): All holder changes are automatically logged to Holder Entries ledger

    • ☐ Disabled: Only Current Holder is maintained (no history tracking)

When to Disable Holder History

Disable if:

  • You track custody externally in another system

  • You don't need audit trail for compliance

  • You want to simplify the system

Most organizations should keep it enabled for accountability and reporting.

Viewing Holder History​

From Asset Card​

  1. Open the Asset Card for any asset

  2. Click Holder History action (ribbon)

  3. The Holder Entries page opens, filtered to the current asset

From Holder Entries Page​

  1. Choose the πŸ”Ž icon, enter Holder Entries, and choose the related link

  2. View all holder movements across all assets

  3. Use filters to narrow by:

    • Asset No.

    • Holder Type/Code

    • Posting Date range

    • Entry Type

Understanding Holder Entries​

Each holder entry is a permanent ledger record documenting asset custody.

Entry Types​

Holder entries use three entry types:

1. Initial Balance​

Purpose: Records the starting holder when first tracking an asset

When Created:

  • When asset is created with a holder assigned

  • When enabling Holder History for existing assets with holders

  • Manual posting of initial holder position

Example Entry:

Entry No.: 1 Asset No.: ASSET-0001 Posting Date: 2024-01-15 Entry Type: Initial Balance Holder Type: Location Holder Code: MAIN-WH Holder Name: Main Warehouse Transaction No.: (blank)

Meaning: "On 2024-01-15, this asset was initially recorded at Main Warehouse"

2. Transfer Out​

Purpose: Records asset leaving a holder

When Created:

  • When asset custody is transferred away from current holder

  • Always paired with a "Transfer In" entry

  • Links to corresponding Transfer In via Transaction No.

Example Entry:

Entry No.: 2 Asset No.: ASSET-0001 Posting Date: 2024-02-20 Entry Type: Transfer Out Holder Type: Location Holder Code: MAIN-WH Holder Name: Main Warehouse Transaction No.: 1

Meaning: "On 2024-02-20, this asset left Main Warehouse (Transaction #1)"

3. Transfer In​

Purpose: Records asset arriving at a new holder

When Created:

  • When asset custody is transferred to a new holder

  • Always paired with a "Transfer Out" entry

  • Links to corresponding Transfer Out via Transaction No.

Example Entry:

Entry No.: 3 Asset No.: ASSET-0001 Posting Date: 2024-02-20 Entry Type: Transfer In Holder Type: Customer Holder Code: C00001 Holder Name: Contoso Ltd. Transaction No.: 1

Meaning: "On 2024-02-20, this asset arrived at Contoso Ltd. (Transaction #1)"

Transaction Linking​

The Transaction No. field links paired Transfer Out/Transfer In entries.

Example: Complete Transfer

Transaction No. 1 (Asset moved from warehouse to customer): Entry No. 2: Transfer Out - Location: MAIN-WH (leaving) Entry No. 3: Transfer In - Customer: C00001 (arriving)

Transaction No. 2 (Asset returned from customer to warehouse): Entry No. 4: Transfer Out - Customer: C00001 (leaving) Entry No. 5: Transfer In - Location: MAIN-WH (arriving)

Holder Entry Fields​

Entry No.​

  • Unique identifier, auto-incremented

  • Cannot be changed

  • Sequential across all holder entries

Asset No.​

  • The asset this entry applies to

  • Links to Asset table

  • Required field

Asset Description (read-only)​

  • FlowField from Asset table

  • Shows asset description for easy identification

Posting Date​

  • Date of the custody change

  • Required field

  • Used for point-in-time holder queries

Entry Type​

  • Initial Balance, Transfer Out, or Transfer In

  • Required field

  • Determines meaning of the entry

Holder Type / Holder Code / Holder Name​

  • Who holds (or held) the asset

  • Holder Type: Customer, Vendor, Location

  • Holder Code: Identifier of the specific holder

  • Holder Name: Name for display (auto-populated)

Transaction No.​

  • Links paired Transfer Out/Transfer In entries

  • Same number for both entries in a transfer

  • Empty for Initial Balance entries

Document Type / Document No. / Document Line No.​

  • Optional links to source documents

  • Examples:

    • Sales Order (for asset going to customer)

    • Purchase Return Order (for asset coming from vendor)

    • Transfer Order (for location-to-location moves)

  • Future integration points

External Document No.​

  • Customer's or vendor's document reference

  • Example: Customer's PO number, delivery note number

  • Optional field for external traceability

Reason Code​

  • Business Central reason code

  • Categorizes why the transfer occurred

  • Examples: SALE, REPAIR, RELOCATION, RETURN

  • Optional field

Description​

  • Free-text description of the movement

  • Examples: "Shipped for customer use", "Returned from service", "Relocated to new facility"

  • Optional field

User ID (read-only)​

  • User who created the entry

  • Auto-populated from system

  • Audit trail for accountability

Source Code (read-only)​

  • Business Central source code

  • Categorizes how entry was created

  • Set by posting codeunit

How Holder Changes Are Recorded​

Automatic Tracking​

When you change the Current Holder on an Asset Card and Enable Holder History is turned on:

  1. System detects the holder change

  2. Creates paired entries:

    • Transfer Out from old holder (if there was one)

    • Transfer In to new holder

  3. Links entries with same Transaction No.

  4. Updates Current Holder fields on asset

  5. Sets Current Holder Since date

Manual Posting (Future)​

Phase 1 MVP focuses on direct asset card updates. Future phases will add:

  • Transfer Wizard - Guided transfer process

  • Batch Transfers - Move multiple assets at once

  • Document Integration - Create transfers from sales orders, returns, etc.

  • Mobile Transfers - Scan and transfer via mobile app

Point-in-Time Holder Lookup​

One powerful feature of holder history is answering: "Who had this asset on a specific date?"

Use Cases​

  • Billing: "Which customer had the asset during January?"

  • Compliance: "Where was this asset on inspection date?"

  • Investigation: "Who had custody when incident occurred?"

  • Reconciliation: "What assets were at Location X on year-end?"

Lookup Logic​

The system walks backward through holder entries from the query date:

  1. Filter entries for the asset up to query date

  2. Find the last entry on or before that date

  3. If Transfer Out: Find corresponding Transfer In to get new holder

  4. If Transfer In or Initial Balance: That entry shows the holder

  5. Return the holder at that point in time

Example:

Query: Who held Asset ASSET-0001 on 2024-02-15?

Holder Entries: 2024-01-15: Initial Balance - Location: MAIN-WH 2024-02-20: Transfer Out - Location: MAIN-WH (Transaction 1) 2024-02-20: Transfer In - Customer: C00001 (Transaction 1) 2024-03-10: Transfer Out - Customer: C00001 (Transaction 2) 2024-03-10: Transfer In - Location: MAIN-WH (Transaction 2)

Answer: Location MAIN-WH Reason: Last entry on or before 2024-02-15 is Initial Balance at MAIN-WH

Future Reporting

Phase 1 MVP includes the ledger structure. Future phases will add:

  • Point-in-time holder reports

  • Custody timeline visualizations

  • Billing period queries

  • Asset location history reports

Working with Holder Entries​

Viewing and Filtering​

Filter by Asset

  • See complete history for one asset

  • Access from Asset Card β†’ Holder History action

Filter by Holder

  • See all assets that passed through a customer

  • Filter: Holder Type = Customer, Holder Code = C00001

Filter by Date Range

  • See all movements in a period

  • Filter: Posting Date = 01/01/2024..01/31/2024

Filter by Transaction

  • See paired Transfer Out/In entries

  • Filter: Transaction No. = 1

Analyzing Holder History​

Custody Trail

  • Sort by Entry No. to see chronological custody changes

  • Identify patterns: frequent moves, long-term holders

Audit Reconciliation

  • Compare holder entries to physical inventory

  • Verify Current Holder matches latest entry

  • Identify discrepancies

Accountability

  • User ID shows who recorded each transfer

  • Posting Date shows when transfer occurred

  • Supports compliance and investigations

Holder History Best Practices​

Enable from Day 1​

  • Turn on Enable Holder History before creating assets

  • Ensures complete audit trail from the beginning

  • Difficult to reconstruct history retroactively

Accurate Posting Dates​

  • Use actual transfer date, not data entry date

  • Posting Date should reflect physical custody change

  • Enables accurate point-in-time queries

Use Descriptions​

  • Add meaningful Description to entries

  • Explain why: "Shipped to customer for 6-month lease"

  • Helps future investigations and analysis

  • Fill in Document Type/No. if transfer relates to a document

  • Creates traceability: holder entry β†’ sales order

  • Supports integrated workflows

Regular Reconciliation​

Monthly:

  • Review Current Holder vs physical location

  • Update any incorrect assignments

  • Investigate discrepancies

Quarterly:

  • Generate custody report by holder

  • Reconcile with customer/location records

  • Verify high-value asset locations

Annually:

  • Audit holder history completeness

  • Review compliance with custody policies

  • Analyze transfer patterns for process improvement

Holder Entry Integrity​

Ledger Principles​

Holder Entries follow ledger principles:

βœ… Cannot Modify: Entries cannot be edited after creation
βœ… Cannot Delete: Entries cannot be removed (except deleting asset)
βœ… Chronological: Entry No. ensures sequence
βœ… Balanced: Transfers always have paired Out/In entries
βœ… Traceable: User ID and Source Code track origin

Data Consistency Rules​

Rule 1: Asset's Current Holder matches latest entry

  • Current Holder on Asset Card = Holder from latest Transfer In or Initial Balance entry

  • If inconsistency detected, indicates data issue

Rule 2: Transfer Out always paired with Transfer In

  • Same Transaction No. links them

  • Same Posting Date for both

  • Different holders (from/to)

Rule 3: No gaps in custody

  • Every Transfer Out must have corresponding Transfer In

  • No undefined custody periods

  • Supports continuous accountability

What Happens When Asset is Deleted​

When an asset is deleted:

If Holder Entries Exist:

  • ❌ Deletion is blocked

  • Error: "Cannot delete asset because it has holder history entries"

  • Reason: Preserves audit trail and ledger integrity

If No Holder Entries:

  • βœ… Deletion is allowed

  • Asset had no custody tracking

  • Safe to remove

Alternative to Deletion

Instead of deleting assets with history:

  1. Set Status = Disposed

  2. Check Blocked = true

  3. Set Decommission Date

  4. Keep record for historical reporting

This preserves audit trail while removing asset from active use.

Troubleshooting​

Current Holder Doesn't Match Holder History​

Problem: Asset Card shows different holder than latest holder entry

Causes:

  1. Holder changed directly on Asset Card without triggering history entry

  2. Data corruption or direct database modification

  3. Feature toggle changed mid-use

Solution:

  1. Enable Enable Holder History in Asset Setup

  2. Verify Current Holder on Asset Card

  3. If incorrect, update to correct holder (will create new entry)

  4. Review holder entries for gaps

Cannot Find Holder History Action​

Problem: Holder History action not visible on Asset Card

Cause: Feature not enabled in Asset Setup

Solution:

  1. Go to Asset Setup

  2. Features FastTab

  3. Enable Enable Holder History

  4. Refresh Asset Card

Transfer Entries Out of Sequence​

Problem: Transfer Out and Transfer In have different posting dates or wrong order

Cause: Manual entry or posting error

Prevention:

  • Always create paired entries with same Posting Date

  • Use Transfer wizard when available (future feature)

  • Validate Transaction No. links correctly