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Transfers & Movement

Move assets between holders using two methods: Asset Journal for quick batch changes or Asset Transfer Orders for formal, documented transfers.

What's in Transfers & Movement​

This section contains 2 documents:

1. Asset Journal​

Batch-based worksheet for quick asset holder changes.

What: Excel-like journal for changing multiple asset holders at once, batch processing, manual corrections.

Why: Fast, flexible holder changes without formal document workflow.

Who: All users needing to transfer assets, especially for batch operations.

2. Asset Transfer Orders​

Formal document-based transfer process with release/posting workflow.

What: Transfer orders with header (From/To holders) and lines (assets), status workflow (Open → Released → Posted), posted document history.

Why: Formal audit trail, approval workflows, structured transfer process similar to BC Transfer Orders.

Who: Organizations requiring formal transfer documentation and approval processes.

Journal vs. Transfer Orders​

Choose the right method:

| Aspect

|

Asset Journal

|

Asset Transfer Orders

| | --- | --- | --- | |

Process

|

Direct posting

|

Open → Release → Post

| |

Formality

|

Informal, quick

|

Formal, documented

| |

Approval

|

No workflow

|

Can add approval (future)

| |

Structure

|

Flat lines

|

Header + Lines

| |

Posted Record

|

Holder Entries only

|

Posted Transfer + Holder Entries

| |

Best For

|

Batch changes, corrections, quick moves

|

Formal transfers, audit requirements

| |

Speed

|

Fast (1 step)

|

Slower (3 steps)

| |

Excel Edit

|

Yes

|

No

| |

Use Case

|

"Move 50 laptops to warehouse"

|

"Official transfer of 10 servers to customer"

|

When to Use Each Method​

Use Asset Journal When:​

  • Batch processing - Transferring many assets at once

  • Quick corrections - Fixing holder errors

  • Internal moves - Simple location-to-location transfers

  • Excel import - Importing bulk transfer data

  • No approval needed - Direct posting acceptable

  • Speed matters - Fast is priority

Example: "Move all assets from Repair Vendor back to warehouse after maintenance"

Use Transfer Orders When:​

  • Formal transfers - Official documented transfers

  • Approval required - Release step enables review

  • External transfers - To/from customers or vendors

  • Audit trail - Posted documents required

  • Complex tracking - Need document reference

  • Reversibility - Can delete before release

Example: "Transfer 10 servers to Customer C-001 under Service Agreement SA-2024-001"

Movement Workflow Comparison​

Asset Journal Workflow​

Simple, Direct:

1. Open Asset Journal 2. Add lines (Asset + New Holder) 3. Post (F9) 4. Done - Holder Entries created

Time: 2-5 minutes for 10 assets

Posted Records: Holder Entries only

Transfer Order Workflow​

Structured, Formal:

1. Create Transfer Order 2. Fill header (From/To Holders) 3. Add lines (Assets) 4. Release (Ctrl+F9) 5. Review (optional) 6. Post (F9) 7. Done - Posted Transfer + Holder Entries created

Time: 5-10 minutes for 10 assets

Posted Records: Posted Asset Transfer + Holder Entries

Common Scenarios​

Scenario 1: Return from Repair​

Situation: 5 assets at Vendor (repair), returning to warehouse

Method: Asset Journal (quick batch)

Steps:

  1. Open Asset Journal

  2. Add 5 lines

  3. Asset No.: LAPTOP-001 through LAPTOP-005

  4. New Holder: Location WAREHOUSE

  5. Reason Code: REPAIR

  6. Post

Why Journal: Simple bulk operation, no approval needed

Scenario 2: Customer Equipment Transfer​

Situation: 10 servers transferring to Customer under service agreement

Method: Transfer Order (formal documentation)

Steps:

  1. Create Transfer Order

  2. From: Location DATACENTER

  3. To: Customer C-001

  4. External Doc No.: SA-2024-001

  5. Add 10 server lines

  6. Release for review

  7. Manager reviews and posts

Why Transfer Order: Formal agreement, needs documentation, approval workflow

Scenario 3: Location Reorg​

Situation: Moving 100 assets from OLD-WH to NEW-WH

Method: Asset Journal with Excel

Steps:

  1. Open Asset Journal

  2. Edit in Excel

  3. Paste 100 asset numbers

  4. Fill down: New Holder = Location NEW-WH

  5. Publish back to BC

  6. Post

Why Journal: Bulk operation (100 assets), Excel editing efficient

Scenario 4: Asset Sale​

Situation: Selling equipment to customer, need formal transfer record

Method: Transfer Order

Steps:

  1. Create Transfer Order

  2. From: Location WAREHOUSE

  3. To: Customer C-001

  4. External Doc No.: Sales Order SO-001

  5. Add sold assets

  6. Release and post

  7. Posted Transfer for reference

Why Transfer Order: Sales transaction, audit trail, document reference

Integration Points​

From Core Asset Management​

Assets created in Core Asset Management are moved using methods in this section:

  • Journal for batch changes

  • Transfer Orders for formal moves

From Holder Management​

Holder Management introduced holder concept - this section shows HOW to change holders:

  • Holder Management: Change Holder Dialog (one asset)

  • This Section: Journal (many assets) + Transfer Orders (formal process)

To Document Integration​

Document Integration (next section) provides AUTOMATIC holder changes:

  • Sales Shipment → Customer

  • Purchase Receipt → Location/Vendor

  • Transfer Order posting → Location transfers

This section = Manual Movement
Next section = Automatic Movement via Documents

Best Practices​

Choose Appropriately​

Journal: Internal ops, speed, bulk
Transfer Orders: External transfers, formal audit, approvals

Use Reason Codes​

Both methods support reason codes:

  • REPAIR, RELOCATION, SALE, RETURN, LOAN

  • Enables reporting by transfer reason

  • Clear audit trail

Batch Similar Transfers​

In Journal:

  • Group similar transfers in one batch

  • Document No. links related transfers

  • All post together

In Transfer Orders:

  • One order per logical transfer

  • Group related assets on one order

  • Separate orders for different destinations

Excel for Large Batches​

Asset Journal supports Excel:

  • Edit in Excel action

  • Paste bulk data

  • Fill down formulas

  • Publish back

Transfer Orders don't support Excel:

  • Enter lines manually

  • Or use journal for bulk

Test Before Posting​

Journal:

  • Review lines carefully

  • Check holder types/codes

  • Verify dates

Transfer Orders:

  • Use Test Report (future)

  • Review after releasing

  • Can reopen if errors

Holder Entry Audit Trail​

Both methods create Holder Entries:

Every posted line creates:

  • Transfer Out entry (from old holder)

  • Transfer In entry (to new holder)

  • Linked by Transaction No.

Complete traceability:

  • Who moved asset

  • When moved

  • Why moved (reason code)

  • Which document/journal

View History:

  • Asset Card → Holder History

  • Holder Entries page

  • Filter by document no.

Document vs. Journal Posting​

Behind the Scenes:

Both methods ultimately use the same posting engine:

Asset Journal:

  • Direct posting via Asset Journal Post codeunit

  • Creates holder entries immediately

Transfer Orders:

  • Creates temp journal lines

  • Posts via Asset Journal Post codeunit

  • Creates holder entries + Posted Transfer

Result: Same holder entries, different source documents

Status and Approval​

Asset Journal​

No Status:

  • Lines are draft until posted

  • Post immediately when ready

  • No release step

No Built-In Approval:

  • Can add custom approval workflow (customization)

  • Direct posting is default

Transfer Orders​

Status Workflow:

  • Open: Editable, can add/remove lines

  • Released: Locked for editing, ready to post

  • Posted: Deleted, Posted Transfer created

Release Benefits:

  • Review before posting

  • Prevent accidental changes

  • Enable approval workflow (future)

Reopen:

  • Can reopen Released orders

  • Make changes

  • Release again

Validation Rules​

Both methods enforce same rules:

Cannot Transfer:

  • Blocked assets

  • Child assets (with parent)

  • To same holder (unless address changes)

  • Assets not at From Holder (Transfer Orders)

Must Specify:

  • Asset No.

  • New Holder Type and Code

  • Posting Date

Validation:

  • Holder must exist

  • Date must be valid

  • No circular references

Performance Tips​

Journal​

Excel Editing:

  • Fastest for 50+ assets

  • Copy/paste from other sources

  • Fill down functions

Multiple Batches:

  • Separate batches for different transfer types

  • REPAIR, RELOCATION, MONTHLY

  • Parallel processing if needed

Post Once:

  • Add all lines first

  • Post entire batch together

  • Faster than line-by-line

Transfer Orders​

One Order Per Destination:

  • Group all assets to same destination

  • Reduces order count

  • Easier tracking

Release in Batch:

  • Create multiple orders

  • Release all before posting

  • Post sequentially

Delete Unused:

  • Delete draft orders not needed

  • Keep system clean

  • Only posted orders retained

Reporting​

Journal Reporting​

Holder Entries:

  • Filter by Document Type = "Asset Journal"

  • Group by Document No.

  • Shows all journal-posted transfers

By Batch:

  • Filter Holder Entries by period

  • Identify journal batches used

  • Transfer volume analysis

Transfer Order Reporting​

Posted Transfers List:

  • All posted transfer documents

  • From/To holders visible

  • Document reference

  • External document no.

By Customer/Vendor:

  • Filter Posted Transfers by To Holder

  • Transfers to specific customer

  • Service agreement tracking

Transfer Volume:

  • Count Posted Transfers by period

  • Lines per transfer

  • Assets transferred

Troubleshooting​

Problem: Cannot Post Journal - Asset Not at Expected Holder​

Cause: Asset current holder doesn't match journal "Current Holder"

Solution:

  • Check Asset Card current holder

  • Update journal line Current Holder (read-only, updates on asset selection)

  • Or transfer asset to correct holder first

Problem: Transfer Order Won't Release - Validation Error​

Cause: Missing required fields or invalid data

Solution:

  • From Holder Type/Code must be filled

  • To Holder Type/Code must be filled

  • Must be different holders (or different address)

  • Must have lines

Problem: Cannot Edit Transfer Order - Status Released​

Cause: Order is released (locked)

Solution:

  • Click "Reopen" action

  • Edit as needed

  • Release again

Problem: Asset Lookup Shows No Assets in Transfer Order​

Cause: No assets at From Holder

Solution:

  • Verify From Holder set correctly

  • Check assets exist at that holder

  • Assets may already be transferred

Tips for Success​

Start with Journal​

Learning:

  • Asset Journal is simpler

  • Master journal first

  • Move to Transfer Orders when needed

Use Both​

Don't Choose One:

  • Journal for internal, bulk operations

  • Transfer Orders for formal, external transfers

  • Leverage strengths of each

Reason Codes​

Always Use:

  • Clear audit trail

  • Reporting by reason

  • Required for some organizations

Document References​

External Document No:

  • Link to source documents

  • Sales orders, purchase orders, service agreements

  • Complete traceability

Excel Skills​

Learn Excel Edit:

  • Huge time saver for bulk

  • Copy from other systems

  • Formulas for data transformation

Next in Transfers & Movement: Master the Asset Journal for quick, efficient batch asset transfers.