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 🔎 icon, enter Asset Setup, and choose the related link

2. Go to Features FastTab

3. Toggle Enable Holder History

   • ☑️ 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 🔎 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.

• Links to source documents

• Examples:

  • Journal (from Asset Journal)

  • Transfer Order (from Asset Transfer Order)

  • Sales Order (future: from sales shipment integration)

  • Purchase Order (future: from purchase receipt integration)

• Document No. contains the document identifier

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

Asset Pro provides four methods to record holder changes, each suited for different use cases.

Method 1: Manual Holder Change (Asset Card)

Use For: Quick, simple holder updates

How It Works:

1. Open the Asset Card

2. Edit Current Holder Type and Current Holder Code fields

3. System automatically:

   • Creates holder entries (Transfer Out/Transfer In)

   • Updates Current Holder fields

   • Sets Current Holder Since date

   • Transfers all child assets automatically

   • Uses work date as posting date

Characteristics:

• ✅ Fastest method for single assets

• ✅ No separate posting step

• ✅ Auto-registers when holder history enabled

• ⚠️ Can be blocked in Asset Setup (see Manual Holder Change Control)

Example Use Case: Asset returned from customer, quickly update holder back to warehouse

Manual Holder Change Control
Administrators can block manual holder changes via Asset Setup → Block Manual Holder Change.

When enabled:

• Users cannot change Current Holder directly on Asset Card

• Error: "Manual holder changes are blocked. Use Asset Journal or Transfer Order."

• Forces use of controlled transfer methods (Journal or Transfer Order)

• Provides stronger audit control

See Manual Holder Change Control section below for details.

Method 2: Asset Journal (Batch Transfers)

Use For: Batch movements, periodic transfers, corrections

How It Works:

1. Choose the 🔎 icon, enter Asset Journal

2. Create journal lines for assets to transfer

3. Specify From Holder, To Holder, Posting Date

4. Post the journal batch

5. System creates holder entries and updates assets

Characteristics:

• ✅ Transfer multiple assets at once

• ✅ Batch processing efficiency

• ✅ Supports posting date control

• ✅ Enhanced validation rules

• ✅ Cannot backdate before last entry

• ✅ Auto-transfers child assets

Example Use Case: Ship 10 assets to customer in one posting, or monthly location reconciliation

See Asset Journal for complete documentation.

Method 3: Asset Transfer Orders (Document-Based)

Use For: Formal documented transfers, approval workflows

How It Works:

1. Choose the 🔎 icon, enter Asset Transfer Orders

2. Create new transfer order (header + lines)

3. Specify From Holder, To Holder, add asset lines

4. Release order (approval checkpoint)

5. Post order

6. System creates holder entries, posted document archived

Characteristics:

• ✅ Document pattern (permanent archive)

• ✅ Release/approval workflow

• ✅ Open → Released → Posted lifecycle

• ✅ Permanent posted document record

• ✅ Links to external documents

• ✅ Auto-transfers child assets

Example Use Case: Customer rental shipment with formal documentation and traceability

See Asset Transfer Orders for complete documentation.

Method 4: BC Document Integration (Future)

Coming in Phase 2 Stages 4-6:

• Sales Shipment - Auto-transfer assets to customer when shipping

• Purchase Receipt - Auto-transfer assets from vendor when receiving

• Inventory Transfer - Sync asset movements with inventory transfers

Current Status
Methods 1-3 are implemented and available now (Phase 2 Stage 3.1 complete).

Method 4 (BC Document Integration) is planned for Phase 2 Stages 4, 5, and 6.

Manual Holder Change Control

Asset Pro provides optional blocking of manual holder changes to enforce stronger audit control.

Block Manual Holder Change Setting

Location: Asset Setup → General FastTab → Block Manual Holder Change

When Enabled (☑️):

• Users cannot change Current Holder fields directly on Asset Card

• System throws error: "Manual holder changes are blocked. Use Asset Journal or Transfer Order."

• Forces use of controlled transfer methods

• Provides centralized audit trail

When Disabled (☐) (default):

• Users can change Current Holder on Asset Card

• System automatically creates holder entries

• Changes tracked with document prefix "MAN-" (Manual)

• Provides flexibility and convenience

When to Enable Blocking

✅ Enable blocking if:

• Strict audit requirements

• Need approval workflow for all transfers

• Multiple users with different authorization levels

• Want all transfers to go through journal or transfer orders

• Compliance regulations require formal documentation

❌ Keep disabled if:

• Small organization with trusted users

• Need flexibility for quick corrections

• Manual holder changes are infrequent

• Trust users to use appropriate method

Auto-Registration of Manual Changes

When blocking is disabled (manual changes allowed), Asset Pro automatically registers changes:

Document Prefix: Manual changes are documented with prefix "MAN-"

Example Holder Entry:
Document Type: Journal
Document No.: MAN-ASSET-0001-1
Posting Date: Work date
Description: Manual holder change

Behavior:

• Uses journal posting pattern internally

• All validation rules apply (posting date, children propagation)

• Creates standard Transfer Out/Transfer In entries

• Tracks user who made the change

Example Use Case: User changes asset holder on Asset Card from MAIN-WH to C00001

• System validates change

• Creates holder entries via internal journal posting

• Document No. = MAN-ASSET-0001-1

• All children transferred automatically

• Posted with work date

Choosing the Right Transfer Method

Scenario	Recommended Method	Reason
Single asset quick update	Manual (Asset Card)	Fastest, if not blocked
Transfer 5-20 assets	Asset Journal	Batch efficiency
Customer shipment (formal)	Transfer Order	Document archive
Monthly reconciliation	Asset Journal	Batch corrections
Need approval workflow	Transfer Order	Release step
Correction/fix data error	Asset Journal	Controlled posting date
Initial holder setup (100s)	Asset Journal	Batch processing
External reference needed	Transfer Order	External Document No. field
Strict audit requirements	Transfer Order	Permanent document

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
Point-in-time holder reports and custody timeline visualizations are planned for future phases.

Working with Holder Entries

Viewing and Filtering

Filter by Asset

• See complete history for one asset

• Access from Asset Card → 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

Filter by Document

• See all assets transferred via specific document

• Filter: Document No. = TRANS-0042

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

• Document No. links to source document

• 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 (in journal/transfer order)

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

• Helps future investigations and analysis

Link Documents When Possible

• Use Transfer Orders for formal transfers (permanent document)

• Fill in External Document No. for customer/vendor references

• Creates traceability: holder entry → transfer order → customer PO

Choose Appropriate Method

• Use Asset Journal for batch transfers and corrections

• Use Transfer Orders for formal documented transfers

• Consider enabling Block Manual Holder Change for strict audit control

Regular Reconciliation

Monthly:

• Review Current Holder vs physical location

• Update any incorrect assignments via Asset Journal

• 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:

✅ Cannot Modify: Entries cannot be edited after creation
✅ Cannot Delete: Entries cannot be removed (except deleting asset)
✅ Chronological: Entry No. ensures sequence
✅ Balanced: Transfers always have paired Out/In entries
✅ 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:

• ✅ 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 via Asset Journal (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 error or legacy data

Prevention:

• Use Asset Journal or Transfer Orders (automatic pairing)

• Validates Transaction No. links correctly

• Enforces same posting date

Cannot Change Holder on Asset Card

Problem: Error "Manual holder changes are blocked"

Cause: Asset Setup → Block Manual Holder Change is enabled

Solution:

• Use Asset Journal for batch transfers, OR

• Use Asset Transfer Order for documented transfers

• Or ask administrator to disable blocking setting