28. Fixed assets and asset assignment

Screenshots show the Turkish interface of Prozence with fictional "Örnek Teknoloji A.Ş." data; the English interface has the same layout.

All company items (computer, phone, monitor, furniture, vehicle, access card…) are recorded on the Assets screen. The asset officer assigns an item to an employee (asset assignment, zimmet); when the employee taps "I've received it" in the My assets box, a digital handover record is created. If an item is lost, stolen, damaged or faulty, the employee reports an incident from the app; for a fault, a request is also opened automatically for the IT team (1.4.1). The officer examines the incident, replaces the device with a new one if necessary and resolves the incident. At the return, the officer records the condition of the item and a photo; for a damaged or non-working item, a fault record is suggested (1.5.0). Each assignment period is kept with its handover and return records; records that are no longer used are not deleted but archived (1.3.2). Officers also do stock counts, print QR labels, import the existing inventory from Excel and add purchased products directly to the fixed assets.

This chapter is for employees and asset officers. For the settings of the asset assignment module and custom categories, see 31. Request, mailroom, purchasing and fixed asset management.

Who: Employee · Asset officer (asset operator or module admin) · Asset viewer

In this chapter

Employee

• My assets box
• Confirming receipt of an assigned item
• Reporting your own assets
• Item details and handover record
• Reporting loss, theft, damage or a fault (incident report)
• Following the IT request opened from a fault report
• Confirming your item in a stock count
• Vehicle assignment

Asset officer

• Assets screen
• Recording an asset
• Assigning an asset
• Approving employees' asset reports
• Asset details: return, status and editing
• Assignment periods and handover, return and loss records
• Archiving a record
• Following incidents
• Starting a review of an incident
• Resolving an incident: cost and fault assessment
• Replacing a faulty device with a new one
• Starting a stock count
• Marking items in a count and counting by QR
• Printing QR labels
• Opening an asset by scanning its QR code
• Importing from an Excel or CSV file
• Adding purchases to fixed assets

Before you start: The asset assignment module is off by default in the company. If you do not see the My assets box, the module is not on in your company. Only asset officers and viewers see the Assets menu. The screens in this chapter use data from the fictional "Örnek Teknoloji A.Ş."; the QR codes on the labels point to a fictional address.

My assets box

Who: Employee · Where: My Space → My Area → My assets (on a computer, Board → My Area)

What it does: Shows the company items assigned to you, the items that wait for your receipt confirmation and a stock count that is in progress.

1. Tap My Space in the bottom menu and select My Area in the strip at the top.
2. Go to the My assets box.
3. Each item shows the asset number (e.g. DMB-2026-0001), status, item name, type, serial number and date issued.
4. To see the details of an item, tap it.

Tip:

• The short card shows the first 3 items; to see all of them, tap Open all; to make the card smaller, tap Collapse.
• If an item waits for your receipt confirmation, or a count waits for you, it shows as a separate card at the top of the box and also in the Waiting for you list (see 09. Notifications).
• The items you returned before are listed in Open all under the heading Items you returned; from here, you print the Return record of each one (if it was lost, the Loss record) (1.3.2). Since 1.5.0, if the item was taken back with a condition other than Intact, the row shows this condition (e.g. Damaged); if the officer took photos at the return, you can open them with the Photo 1, Photo 2 … links.

Included items (1.7.3): If items that came with the asset (e.g. charger, bag) are recorded, an Included: line shows in light text under the row; if empty, there is no line. The box may also show the Report my assets button and the My asset reports list (see Reporting your own assets).

Confirming receipt of an assigned item

Who: Employee · Where: My assets → Please confirm receipt

What it does: You confirm in the app the item that was handed to you. Your confirmation is recorded as a digital handover record.

1. When the asset officer assigns an item to you, you get a phone notification. Open the My assets box.
2. The Please confirm receipt card shows the item name, the serial number and the items given with it (e.g. "Charger, bag").
3. If you received the item complete, tap I've received it.
4. If the item did not reach you, or you got a different item, tap I didn't receive it, type a Description and tap Report.

Result: If you tap I've received it, the message "Receipt confirmed; the handover record was saved." shows and the item becomes Assigned. If you tap I didn't receive it, the item goes back to storage and the asset officer is notified.

Common errors: "Write a short note (e.g. item never reached me)." — a description is required for I didn't receive it.

Tip: If the confirmation waits for more than 3 days, you get one reminder. If your company turned off receipt confirmation, the item counts as Assigned as soon as it is assigned, and this card does not show.

Reporting your own assets

Who: Employee · Where: My assets → Report my assets

What it does: You report yourself an item the company gave you that does not show under My assets (for example while the inventory is being set up for the first time). Once the asset officer approves, the item is added to your assets; because you made the report yourself, you are not asked to tap I've received it as well.

1. In the My assets box tap Report my assets. If the button is missing, your company has not turned this feature on (Admin → Modules → Assets).
2. Select I'll pick it from the asset list. The Assets in storage list contains only items in storage that are not assigned to anyone; each row shows the number, name, category and serial number (value, supplier and invoice details are not shown). Narrow the list with the search box (Search by number, name or serial no.) and select the item.
3. If the item is not in the list, select It's not in the list, I'll add a new item: enter Category, Name / brand-model, optionally Serial no. (optional), Included items, for computers / phones / tablets Processor, RAM, Storage, and one Photo (a photo of the item). To find the serial number, open the How do I find the serial number? note under the field.
4. Optionally write a Note (optional) (e.g. "Given when I started") and tap Report.

Result: The message "Reported; it will be added to your assets once the asset officer approves." shows. The report is listed under My asset reports as Awaiting approval; it also appears in My items (with: "With the asset officer"). When the officer approves, the item appears in My assets as Assigned and your report becomes Approved; if rejected, it shows Rejected with the reason. You can withdraw a pending report with Cancel.

Common errors:

• "There is already an open report for this item …" — a pending report (yours or someone else's) exists for the same item.
• "This item is already assigned to an employee; pick an item in storage from the list."
• "This serial number is already registered: …" — the serial number you typed for the new item belongs to another record.
• "Self-reporting of assets is off in this company." — the setting was turned off.

Attention: Reports are made only in your own name; you cannot report someone else's item. The photo is a photo of the item; do not add a photo of a person.

Item details and handover record

Who: Employee · Where: My assets → tap the item

What it does: Shows the item's details, its history and the status of the incidents you reported; gives you a paper handover record.

1. In the My assets box, tap the item.
2. Read the Item, Type, Serial no., Included, Holder, Issued, Receipt confirmed and Warranty end rows.
3. If you reported an incident for the item, the incident number, type and status (New, Under review, Closed) show under Incident reports. If an IT request was opened from a fault, "BT talebi: T-… · Yeni" ("IT request: T-… · New") and the Open request button also show.
4. If the item was given to replace an item that was lost or became faulty, the Replaces: row shows the number of the old item (1.4.1).
5. At the bottom, the History section shows when the item was given to you and when you confirmed it.
6. If you need a signed paper record, tap Handover record; the browser's print window opens with the Asset Handover Record.

Important: When you leave the company, you must return all items assigned to you; the asset officer records the return.

Device specifications (1.7.3): For computers, phones and tablets, if the officer entered the processor, RAM and storage, the details show a Device specifications row (e.g. "Processor: Intel Core i7-1365U · RAM: 16 GB · Storage: 512 GB SSD") and the Asset Handover Record has a row with the same name.

Reporting loss, theft, damage or a fault (incident report)

Who: Employee · Where: My assets → item → Report an incident (loss, damage, fault)

What it does: You report what happened to an item assigned to you to the asset officer as an official incident record. The incident gets a number (e.g. OLY-2026-0001); you follow the result here.

Before you start: You can report an incident only for an item you received (confirmed).

1. In the My assets box, tap the item.
2. Tap Report an incident (loss, damage, fault).
3. In the Incident list (What happened?), select Lost, Theft, Damage (breakage, liquid…), Fault or Other. When you select Fault, if your company turned it on, the bottom of the form says "A fault report also opens an IT request; its number is shown on the incident."
4. Select the When? date (today or within the last year).
5. If you want, fill in the Where? (optional) field (e.g. "Customer visit, taxi").
6. In the Description box, briefly describe what happened (at least 10 characters).
7. If you selected Theft and you made a report to the police, select the I filed a police report check box and, if you have one, type the Report no. (optional).
8. If you want, add at most 3 photos with Photo (optional).
9. Tap Report.

Result: The message "Reported; the asset officer will review it." shows. If an IT request was also opened for a fault, the message is "Reported; IT request opened: T-…" (1.4.1). Asset officers get a phone notification. You are notified when the officer starts a review of the incident and when the officer resolves it.

Common errors:

• "Choose what happened." — you did not select the incident type in the What happened? list.
• "Briefly describe what happened (at least 10 characters)."
• "The incident date must be today or within the last year."
• "You can add up to 3 photos."
• "Bu eşya için açık bir … bildirimi zaten var: OLY-…." ("there is already an open … report for this item") — you cannot report the same type again while an incident of that type is open.
• "You can report incidents only for items you have received."

Tip: Photos are made smaller on the phone (1600 pixels) and kept in a protected folder; only you, the asset officers and the asset viewers see them.

Important: The cost and fault assessment entered for an incident are for the record only; no deduction is made from salary. Only asset officers and viewers see this assessment.

Following the IT request opened from a fault report

Who: Employee, asset officer · Where: My assets → item → Incident reports; Assets → item → Incidents

What it does: When you report a fault, a linked request is opened for the IT team. The incident and the request are linked: the incident shows the request number and status, the request shows the incident number and the item. The IT team handles the request as usual (see 23. Requests).

Before you start: This works if Fault reports open an IT request is on in the asset settings (default) and your company has the Requests module and an IT request category (see chapter 31). Only the Fault type opens a request automatically.

1. In My assets, open the item. Under Incident reports, it says "BT talebi: T-2026-0031 · Yeni" ("IT request: T-2026-0031 · New").
2. For the details of the request, tap Open request.
3. When the request gets an outcome, the status on the row changes (e.g. "Not resolved – closed"). The incident stays open until the asset officer resolves it.

If the request could not be opened: The incident is still opened, and it says "IT request could not be opened:" with the reason (e.g. the Requests module is off). The reporter or the asset officer can open the request later with the Open IT request button on the incident card; this button shows for fault, damage and other incidents, only when the obstacle is removed (setting on, Requests module on and a category exists). Only one request is opened for an incident ("An IT request was already opened for this incident: T-….").

Important: When the IT request closes, the incident does not close automatically. The asset officer gets the notification "Linked IT request resolved: T-…" and the incident card says "The request is closed; the incident does not close by itself. Record the outcome here." The officer resolves the incident (see Resolving an incident: cost and fault assessment).

Confirming your item in a stock count

Who: Employee · Where: My assets → Stock count: do you still have these items?

What it does: When the company does a stock count, you confirm with one tap that the item is still with you.

1. When the "Stock count" notification arrives, open the My assets box.
2. The Stock count: do you still have these items? card lists the name of the count and your items that are in the count.
3. If the item is with you, tap I have it.
4. If the item is not with you, tap I don't have it, write the reason in the Description box (e.g. "I returned it / it got lost / someone else has it") and tap Report.

Result: If you tap I have it, the message "Thanks, confirmed." shows. If you tap I don't have it, the message "The asset officer was notified." shows.

Important: If the item was lost or stolen, I don't have it is not sufficient; also report it with Report an incident in the item details.

Vehicle assignment

Who: Employee, asset officer · Where: My assets → "Araç: plaka — model" ("vehicle: plate — model")

What it does: When a company vehicle is allocated to you, it is added to your assets without being entered separately; the receipt confirmation and the handover record work like other items.

1. When the service manager or the Admin allocates the vehicle to you (Admin → Modules → Services → Vehicle; see 32. Shuttle, meal, visitor and emergency management), the item "Araç: plaka — model" comes to My assets. Its type is Vehicle and its serial number is the plate; the Included row shows what was handed over with it (registration, key…).
2. If your company turned on receipt confirmation, tap I've received it when you receive the vehicle (see Confirming receipt of an assigned item).
3. In the details of the vehicle, under Vehicle details, the plate, make / model, allocation, the items handed over and the maintenance, inspection and insurance dates ("12 days left", "Overdue") show.

Result: When the allocation is removed, the vehicle is taken back from your assets (it goes back to storage); when the vehicle is allocated to someone else, it is transferred from you. If there is an asset record with the same plate, no new record is opened; that record is used.

Important: Taking the vehicle back in the asset module does not remove the allocation; the allocation is changed on the Admin → Services → Vehicle screen. This link is turned on and off with the Add allocated vehicles to the employee's assets (if the asset module is on; returned when the allocation ends) check box in the Services settings and the Add to assets mark of the vehicle (on by default).

Because Services → Vehicle is off on the trial site of this guide, there is no screenshot for this task; the steps were written from the texts in the app.

Assets screen

Who: Asset officer, asset viewer · Where: Left menu → Assets (on a phone, My Space strip → Assets)

What it does: Summarizes and filters all company fixed assets, and collects incidents, counts and items from purchasing in one place.

1. On a computer, click Assets in the left menu. On a phone, tap My Space and select Assets in the strip at the top.
2. Read the summary boxes at the top: Total, Assigned, In stock, Faulty / in service, Open incident and Recorded value (approx.). When you click a box, the list is filtered by that status.
3. Tabs: List, Incidents (N), Stock count and (if the purchasing module is on) From purchasing (N). A tab with something new shows a red dot.
4. In the List tab, select one of the status chips: All, Assigned, In stock, Faulty and, if there are records in that status, Awaiting approval, With open incident, With leavers, Warranty ending, Lost, Disposed, Archive (1.3.2; archived records show only in this filter).
5. If you want, type in the search box (Number, name, serial no., location or person); select from the All groups, All categories and All locations lists.
6. Each row in the list shows the number, status, name, category, location, holder and serial no. When you click a row, the details open.

Tip:

• Download CSV exports the filtered list to a file; Print labels (N) prints the QR labels of the items in the filtered list.
• Categories are in five groups: IT equipment, Cards, keys, SIMs, Office and furniture, Vehicles and equipment, Other.
• Recorded value is an approximate total; it does not separate currencies.
• With the Viewer role you see everything but cannot make changes ("Viewer: you can see assets, incidents and counts but cannot make changes.").

1.7.3: Rows in the list show a light Included: line when included items are recorded. The Download CSV button is now called Download report; the file is still CSV (the button hint reads "CSV file (opens in Excel)") and also contains the Processor, RAM and Storage columns. When employee self-reporting is on or reports are pending, the Asset reports (N) tab shows (see Approving employees' asset reports).

Recording an asset

Who: Asset officer · Where: Assets → + Asset

What it does: Adds a new company item to the inventory. The record gets a number and becomes In stock.

1. On the Assets screen, click + Asset.
2. In the Category list, select the type (e.g. Tablet). For a type that is not in the list, the module admin adds a custom category ("New category: Admin → Modules → Assets.").
3. Type the Name / make-model.
4. If you want, type the Serial no. (optional) and Location (optional). When you type a location, locations entered before are suggested.
5. Select the Purchase date and Warranty end.
6. Fill in the Supplier, Invoice no., Included items (e.g. "Case, charger") and Value (e.g. "16.500 TL") fields.
7. If you want, type a Note (managers only).
8. Click Save asset.

Result: The message "Asset saved: DMB-…" shows; the item is in the list as In stock.

Common errors:

• "Choose a category." — you did not select a category.
• "Enter the item's name or make-model."
• "This serial number is already registered: …." — you cannot enter the same serial number two times.
• "The purchase date cannot be in the future."

Serial number and device specifications (1.7.3): The How do I find the serial number? note under Serial no. (optional) shows the PowerShell command for Windows (copied with Copy) and the ways for Mac and phone / tablet; on Windows the "Device ID" and "Product ID" under Settings → About are not the serial number. When you select laptop, desktop, mobile phone or tablet as Category, the Processor, RAM and Storage fields appear (optional, short text; read from Settings → System → About on Windows). These details appear in the details, on the handover / return record and in the report; older records stay empty.

Assigning an asset

Who: Asset officer · Where: Assets → item → Assign

What it does: You give an item in storage to an employee.

1. In the List, select the In stock chip and click the item.
2. Click Assign.
3. Type the name in the Employee box and select it in the list.
4. If you want, type a Note (optional) (e.g. "New starter; with charger").
5. Click Assign.

Result: The message "Assigned; the employee was notified." shows. The item becomes Awaiting receipt confirmation; when the employee taps I've received it, it becomes Assigned.

Common errors:

• "Pick the employee from the list."
• "Lost or disposed items can't be assigned."
• "This item is currently with …; take it back first."

Approving employees' asset reports

Who: Asset officer (a viewer only sees) · Where: Assets → Asset reports (N)

What it does: You approve, or reject with a reason, the items employees reported themselves. On approval the item becomes Assigned to that person; no separate receipt confirmation is requested. The setting is turned on under Admin → Modules → Assets with the Let employees report their own assets … box (see 31. Request, mailroom, purchasing and fixed asset management).

1. On the Assets screen click the Asset reports (N) tab (a red dot shows while reports are pending; the count also appears in Waiting for you and Today).
2. Select one of the filters: Awaiting approval, Resolved or All.
3. Each card shows the reporting person and department, the item (the DMB number if picked from the list, a New item badge for a new item), Category, Serial no., Included items, Device specifications, Employee's note, Report date and the photo if any. If an item picked from the list has since left storage, the card shows the Item no longer in storage warning. Open the record opens the asset's details.
4. If correct, click Approve and assign; in the confirmation window optionally write a note and click Approve. For a new-item report the asset record is created first (you are the creator), then assigned to the person.
5. If wrong, click Reject, write the Reason (required) and click Reject. The reason is sent to the employee.

Result: The message "Approved; DMB-… was assigned to the employee." or "Rejected; the employee has been notified." shows. The approved item becomes Assigned in List; its history shows "Assigned", "Received (confirmed)" and "Employee's report approved", and you appear as the handing-over person on the handover record.

Common errors:

• "Item no longer in storage (…); the report stays open, you can reject it." — the item was assigned to someone else or its status changed in the meantime.
• "This serial number is already registered: …" — the serial number in the new-item report was written to another record in the meantime; reject the report.
• "The reporting employee seems to have left the company; reject the report."
• "Enter the reason for rejection (it is sent to the employee)."

Tip: For the initial bulk registration turn the setting on and ask everyone to report their items; the inventory builds itself as you approve. You can turn the setting off when done; pending reports stay in the tab and can still be resolved.

Asset details: return, status and editing

Who: Asset officer (archiving: module admin, Admin) · Where: Assets → click the item

What it does: You see all details, incidents and history of the item; you take it back, change its status and correct its details.

1. Click the item in the list. The top of the window shows the item's QR code, name, category and location.
2. Read the Serial no., Holder, Issued, Receipt confirmed, Included items, Purchase date, Warranty end, Supplier, Invoice no. and Value rows.
3. Buttons (by the item's status and your permissions): Assign or Take back, Record incident, Status, Edit, Print label, Handover record, Archive (on an archived record, Restore from archive).
4. Below are, if there are any, the Replaced by: / Replaces: links (see Replacing a faulty device with a new one), and the Previous assignments, Incidents and History sections.

Taking an item back (updated in 1.5.0):

1. Click Take back. The Take back · DMB-… window opens; the name of the item and the employee who returns it show at the top.
2. Under Condition of the item, select one: Intact (default), Signs of wear, Damaged, Missing part or Not working.
3. In the Note box, describe the condition of the item. For Damaged, Missing part and Not working, the note is required; below the box, "Required: briefly describe the damage, the missing part or the problem." shows. For the other conditions, "Optional." shows.
4. If you want, select up to 3 photos in the Photo (optional) field (JPEG, PNG or WebP). On a phone or tablet, you can take them with the camera. After you select them, a line such as "1 photo selected." appears. The photos are made smaller on your device before they are uploaded.
5. If you selected Damaged or Not working, Open a fault record and IT ticket (recommended) comes selected in an orange box. If you only want to mark the item as "Faulty / in service", clear the checkbox. (If your company set this setting to Open automatically, "A fault record and IT ticket are opened automatically." shows instead of the checkbox; if it turned it off, the box does not show at all. See 14. Services and human resources management.)
6. Click Save return. The message "Return recorded." shows. If a fault record was opened, the message also gives the numbers of the incident and the request (e.g. "Return recorded; fault record OLY-2026-0007 opened, IT ticket T-2026-0053."). The person's assignment period closes and moves to Previous assignments; the receipt confirmation is not deleted (1.3.2).

Condition of the item after the return:

The description of the opened incident starts with "Found at return (Damaged): …", and the return photos are also added to the incident. You take the incident into review and resolve it like other incidents (see Resolving an incident: cost and fault assessment). On the Previous assignments row of the item, the return condition, the note and the Photo 1 … links show; on the Return recorded row in History, the condition, the note and the number of photos are written (e.g. "[Faulty] [Damaged] Crack in the top-left corner of the screen … · 1 photo").

Messages that can appear when you take an item back:

• "Briefly note the damage, the missing part or the problem." — for a serious condition, the note is empty or too short.
• "Choose up to 3 photos." / "Only JPEG, PNG or WebP photos (up to 15 MB) can be added." — the selected files do not follow the rule; the ones that do not are removed from the selection.
• "The photo must be JPEG, PNG or WebP.", "The photo can be at most 4 MB.", "The file is not a photo." — the server did not accept the photo (a reduced photo cannot be more than 4 MB). The return is not saved; change the photo and try again.
• "This item isn't assigned to anyone." — the item was already taken back (the same return is not saved twice).
• "Return recorded; the fault record couldn't be opened: …" — the return was saved but the incident could not be opened; if necessary, open it by hand with Record incident.

If there is damage or a missing part, record the cost and the fault assessment in the incident; if no incident was opened, use Record incident after the return.

Changing the status:

1. Click Status.
2. In the New status list, select In stock, Faulty / in service, Lost or Disposed.
3. For lost and disposed, type a Note (required for lost and disposed).
4. Save. The message "Status updated." shows.

Recording an incident as an officer: If you learned of an incident before the employee reported it (e.g. you saw damage during the return), click Record incident, enter the incident type, date, place and description, and click Save incident. For a fault, if your company turned it on, the Also open an IT request (in Requests, linked to the incident) check box is selected; after saving, it says "Olay kaydedildi; BT talebi açıldı: T-…" ("incident saved; IT request opened: T-…") (1.4.1).

Important:

• While the item is with an employee, you can select only Lost; for other statuses, take the item back first.
• Only asset officers, asset viewers and the employee who returned the item can open the return photos. The photo links are personal and valid for a short time; a link forwarded to someone else does not open.
• Since 1.3.2, a record is not deleted manually. The module admin removes a record that was opened by mistake or is no longer used from the list with Archive (see Archiving a record).

1.7.3: The rows also include Device specifications (if processor, RAM and storage were entered); in the Edit window these fields show depending on the category (see Registering an asset).

Assignment periods and handover, return and loss records

Who: Asset officer; employee (their own periods) · Where: Assets → item → Previous assignments; My assets → Items you returned

What it does: You see with whom, and between which dates, an item stayed. For each period, the handover record and the return record (if the item was lost while assigned, the loss record) can be printed even after the return.

1. In Assets, open the item.
2. Under the heading Previous assignments, each period is a row: the person and their department, the date issued → return date, the officer who took it back and the outcome of the period (e.g. Intact, Signs of wear, Damaged, Missing part, Not working, Disposed). Since 1.5.0, the note written at the return also shows on the row; if photos were taken at the return, the row has the Photo 1 … links.
3. For the handover record of the period, click Handover record on the row; for the return record, Return record (for a period with a loss, Loss record). The browser's print window opens with the Asset Handover Record, Asset Return Record or Asset Loss Record.
4. If the item is with someone now, use Handover record at the top for the record of the current period.

Condition and photos in the return record (1.5.0): In the Asset Return Record, the Status row shows the condition selected at the return, and the Note row shows the return note. If photos were taken at the return, they are also printed below the table under the heading Return photos (n); so the signed paper record shows the state of the item at the moment of return.

Tip: The employee prints the records of the items they returned from My assets → Open all → Items you returned; a person who had the item before sees only their own period in the details of that item.

Important: The history keeps at most 2,000 events (200 before 1.3.2).

Device specifications (1.7.3): If the processor, RAM and storage were recorded at handover, the handover and return records print a Device specifications row under Included items; even if the record is edited after the period ends, the record shows the value at handover.

Archiving a record

Who: Asset module admin, Admin · Where: Assets → item → Archive

What it does: You remove an unused, lost or disposed record from the list. The record is not deleted: its history, incidents and records are kept.

1. In Assets, open the item.
2. Click Archive.
3. In the Archive this record? window, write a note in the Note (optional) box if you want.
4. Click Archive. The message "Record archived." shows.

Result: The record leaves the List and shows only in the Archive filter. The top of its details shows Archived, the date, the person who archived it and the reason ("Archived manually" or "Retention period ended"), and "Archived records are permanently deleted when the retention period ends."

Restoring from the archive: Open the archived record and click Restore from archive. The message "Record restored from archive." shows; the record goes back to the list.

Automatic archiving and permanent deletion: Lost or disposed records are archived by a task that runs every day when the period in the asset settings ends (default 60 months). Archived records are also permanently deleted with their history, incidents and cost information when the set period ends (default 60 months) (see chapter 31). There is no manual permanent deletion.

Important:

• The record of an assigned item cannot be archived: "An assigned item's record cannot be archived; take it back first."
• A record with an open incident cannot be archived: "A record with an open incident cannot be archived; close the incident first."
• Only the module admin or the Admin archives a record: "Only the module admin or an Admin can archive records."

Following incidents

Who: Asset officer, asset viewer · Where: Assets → Incidents (N)

What it does: Shows all incidents that employees reported and that you recorded in one list.

1. On the Assets screen, click the Incidents (N) tab.
2. Select one of the filters: Open, Closed or All.
3. If you want, type in the search box (incident no., asset or person) or select the incident type in the All types list.
4. Each row shows the incident number, type, status (New, Under review, Closed), asset and the person who reported it. When you click a row, the asset details open.
5. For a file, click Download CSV.

Tip: For incident counts, average time to close and the distribution of fault assessments, see 19. Reports.

1.7.3: The Download CSV button is now called Download report; the file is still CSV.

Starting a review of an incident

Who: Asset officer · Where: Asset details → Incidents → Start review

What it does: Tells the reporter that you are dealing with the incident; if necessary, you take the item back from the employee.

1. In the asset details, go to the Incidents section. The incident shows the type, description, incident date, place, reporter, the holder at that time, the photos and (for a fault) the linked IT request (see Following the IT request opened from a fault report).
2. Click Start review.
3. In the Note (sent to the reporter) box, write what you will do (e.g. "Sent for service").
4. If you will take the item from the employee, select the Take the item back from the employee and mark it "Faulty / in service" check box.
5. Click Start review in the window.

Result: The message "Incident under review; the reporter has been notified." shows; the incident becomes Under review.

Tip: If you need an Asset Incident Report with signature fields for the incident, click Print report.

Resolving an incident: cost and fault assessment

Who: Asset officer · Where: Asset details → Incidents → Resolve

What it does: You record the result of the incident, the new status of the item, the cost and the fault assessment, and close the incident.

1. On the incident, click Resolve.
2. In the Result list, select the result: by incident type, Repaired, Replaced with a new one, Found, Closed as lost, Disposed or No action needed.
3. In the New status of the item list, select: Keep as is (…), Return to storage, Faulty / in service, Lost or Disposed. The storage, faulty, lost and disposed options remove the item from the employee. If you selected Replaced with a new one, the Replacement item section opens at the bottom of the form (see Replacing a faulty device with a new one).
4. If there is a cost, type the Cost (optional) (e.g. "3.200") and select the Currency.
5. In the Fault assessment list, select No fault, Undetermined, Negligence or Intent.
6. In the Decision / note (a reason is required for negligence and intent) box, write the decision.
7. Click Close incident.

Result: The message "Incident closed; the reporter has been notified." shows; the incident becomes Closed.

Common errors:

• "Choose the outcome."
• "Choose the fault assessment."
• "For negligence or intent, write the reason (at least 10 characters)."
• "Invalid cost (e.g. 4,500 or 4500.00)."
• "This incident is closed."

Linked IT request: Even if the IT request linked to the incident gets an outcome, the incident stays open; you always close the incident here yourself. Closing the incident does not close the request.

Important: The assessment is for the record only; no deduction is made from salary and it is not sent to accounting. Only asset officers and viewers see the cost and the fault assessment. The employee (the reporter, or the holder of the item at that time) sees the result, the review note and the Decision / note text; write the reason for negligence or intent with this in mind. If a repaired or found item is still marked as faulty or lost, it goes back to storage by default.

Replacing a faulty device with a new one

Who: Asset officer · Where: Asset details → Incidents → Resolve → Replaced with a new one

What it does: When you give a new item to replace one that became faulty, was damaged or was lost, you close the incident and assign the new item to the employee in the same step. The old and new records are linked: the old one shows "Replaced by:", the new one "Replaces:".

1. On the incident card, click Resolve.
2. In the Result list, select Replaced with a new one.
3. Select the New status of the item (e.g. Disposed or Faulty / in service), and fill in the Fault assessment and the Decision / note.
4. In the Replacement item section, select one in the From where? list:
   • An item in storage: select it in the Item in storage list. Only the items in storage are listed; the ones in the same category are at the top.
   • New asset record: fill in the Category, Name / make-model, if you want the Serial no. (optional), and the Included items fields.
   • Don't link for now: the incident closes without a replacement item being selected.
5. If the item is with an employee, or was with an employee at the time of the incident (even if it was taken back during the review), the Assign the new item to: <name> check box is selected with that person's name. To give the new item to someone else, or only to link it, clear the check box.
6. Click Close incident.

Result: The incident becomes Closed; the old item changes to the status you selected and is removed from the employee. The new item is assigned to the employee; if receipt confirmation is on, the employee gets a notification and is expected to tap I've received it. The old record shows the Replaced by: row and, on the incident, Replacement given; the new record shows the Replaces: row; both rows go to the other record. The assignment period of the old item moves to Previous assignments.

Important:

• An item assigned to another employee cannot be selected: "The item you chose (DMB-…) is currently assigned to another employee; choose an item in storage." If an error occurs, no record changes and the incident stays open.
• If you did not select an item from storage: "Choose an item from storage or select "Don't link for now"."
• The name is required for a new record: "Enter the new item's name or make and model."
• If the employee has left the company, the new item is only linked, not assigned ("The person has left; the new item is only linked, you can assign it to someone else later.").
• A replacement item can be selected only with the Replaced with a new one outcome.

Starting a stock count

Who: Asset officer · Where: Assets → Stock count

What it does: You count whether the recorded fixed assets are really in place. If you want, you also get an "I still have it" confirmation from the employees who hold the items.

1. On the Assets screen, click the Stock count tab.
2. In the New stock count section, type a Count name (e.g. "2026 year-end count").
3. Select the scope: Category group and Location (e.g. IT equipment, All locations).
4. If you want the employees to confirm too, select the Ask assigned employees to confirm "I still have it" (phone notification) check box.
5. Click Start count.

Result: The message "Count started: … assets." shows. The active fixed assets in the scope (except lost and disposed ones) are added to the expected list. The tab name becomes Stock count · in progress.

Common errors:

• "A count is already open; finish it first." — only one count can be open at a time.
• "There are no assets to count in this scope."

Tip: The Past counts list keeps the last 12 counts with their dates and results (found, damaged, not found, not counted).

Marking items in a count and counting by QR

Who: Asset officer · Where: Assets → Stock count · in progress

What it does: You count each fixed asset from the list or by scanning its label with a phone.

1. Open the Stock count · in progress tab. The top shows the name of the count, the person who started it, the scope and a progress bar (e.g. "4 / 10 sayıldı (%40) · 3 bulundu · 1 hasarlı · 0 bulunamadı · 0 çalışan onayı", "4 / 10 counted (40%) · 3 found · 1 damaged · 0 not found · 0 employee confirmations").
2. In the filters, select Not counted (N).
3. For each fixed asset, click Found, Damaged or None.
4. To count with a phone, tap Count by QR and take a photo of the QR code on the asset's label. The item is marked as Found automatically (e.g. "DMB-2026-0006 bulundu olarak işaretlendi (5/10).", "DMB-2026-0006 marked as found (5/10).").
5. The employees' I have it / I don't have it answers are added to the list automatically; you are also notified of I don't have it answers.
6. When the count is complete, click Finish count and click Yes, end it at the "Finish the count?" question.

Result: The message "Count finished." shows. The Count result screen lists the items that were not found, damaged or not counted. Export the result to a file with Download CSV.

Common errors:

• "QR code could not be read. Take a close, sharp photo of the label."
• "Bu demirbaş sayımın kapsamında değil." ("this asset is not in the scope of the count")

1.7.3: The Download CSV button on the count screen and in the count result is now called Download report; the file is still CSV.

Printing QR labels

Who: Asset officer · Where: Assets → List → Print labels (N) or asset details → Print label

What it does: You print labels with QR codes on A4 paper to attach to the fixed assets. When the label is scanned with a phone camera, the asset's record opens.

1. In the List, filter the fixed assets whose labels you will print (e.g. the Assigned chip or a location). For a single item, use Print label in its details.
2. Click Print labels (N).
3. Select the size: Small (5 × 13 on A4) or Large (3 × 8 on A4).
4. The browser's print window opens; select the printer or "Save as PDF" and print.

Tip: You can print the labels on A4 label sheets. The QR code is made inside the app; no external service is used.

Important: At most 300 labels are printed at one time ("Up to 300 labels; narrow with the filter.").

Opening an asset by scanning its QR code

Who: Asset officer; employee (only their own item) · Where: Assets → Scan QR or the phone's camera

What it does: You find the record of the item in your hand from its label.

1. On the Assets screen, tap Scan QR.
2. Take a photo of the QR code on the label. "Reading the label…" shows.
3. The asset details open.

Tip: You can also scan the label with the phone's own camera: for an asset officer, the record opens in Assets; for an employee (if the item is assigned to them), it opens in My assets. An employee cannot see the record of another person's item.

Common errors:

• "QR code could not be read. Take a close, sharp photo of the label."
• "The scanned code is not an asset label."

Importing from an Excel or CSV file

Who: Asset officer · Where: Assets → Import

What it does: You move your existing inventory list (Excel .xlsx or CSV) to Prozence in one go.

1. On the Assets screen, click Import. The Import (Excel / CSV) window opens.
2. For a template, click Download sample file and prepare your list in this layout:
   • The first row must be the header.
   • Required columns: Kategori ("Category") and Ad / marka-model ("Name / make-model").
   • Optional columns: Seri no ("Serial no."), Konum ("Location"), Değer ("Value"), Alış tarihi ("Purchase date"), Garanti bitişi ("Warranty end"), Tedarikçi ("Supplier"), Fatura no ("Invoice no."), Yanında verilenler ("Included items"), Not ("Note"), Zimmetli ("Assigned"; the employee's email or full name).
   • Dates can be in DD.MM.YYYY or YYYY-MM-DD format.
3. Select your file in the File field. The preview opens.
4. In the Eşleşen sütunlar ("matched columns") row, check which field each header in your file is matched to.
5. In the preview table, read the Status column of each row: Ready or the reason for the error (e.g. "Kategori tanınmadı: …" ("category not recognized"), "Alış tarihi okunamadı (GG.AA.YYYY ya da YYYY-AA-GG)" ("purchase date could not be read (DD.MM.YYYY or YYYY-MM-DD)"), "This serial number is already registered: DMB-….").
6. Correct the rows with errors in the file and select it again, or to import only the ready rows, click Import N rows.

Result: The ready rows are added as fixed assets. Rows with the Zimmetli column filled in are recorded as assigned directly to that person, without a notification (to move the existing inventory).

Common errors:

• "The file needs at least the "Kategori" and "Ad / marka-model" columns. Download the sample file and fill it in."
• "The file can be at most 5 MB."
• "The preview has expired; choose the file again." — the preview is valid for 30 minutes and can be used once.
• "No rows to import were found in the file."
• "Tek seferde en çok 1000 satır aktarılır; dosyayı bölün." ("at most 1000 rows are imported at one time; split the file")

Important: At most 1,000 rows are imported at one time. The old Excel format (.xls) is not supported; save the file as .xlsx or CSV. The category name must be a built-in category or one of the company's custom categories.

Adding purchases to fixed assets

Who: Asset officer · Where: Assets → From purchasing (N)

What it does: You add products that were bought with a purchase request and received to the fixed assets, without typing the value, supplier and purchase date again.

Before you start: This tab shows only if the Purchasing module is on (see 24. Parcels, mailroom and purchasing). When a purchase request becomes Received, you get a "Purchase received: add it to assets" notification.

1. On the Assets screen, click the From purchasing (N) tab. Items received in the last 12 months and not yet added to the fixed assets are listed: request code, title, requester, receipt date, product, quantity, quantity added, unit price and supplier.
2. Click the Add to assets (N) button of the item.
3. In the Quantity (max. N) box, type how many you will add now.
4. Select a Category.
5. In the Serial numbers box, type one serial no. on each line (optional).
6. If you want, fill in the Location, Warranty end and Included items fields.
7. To give the product to the person who opened the request, select the Assign to the requester (…) check box.
8. Click Save asset.

Result: Each piece gets a separate asset number; the value, supplier and purchase date come from the purchase record. The added pieces are marked on the item; when all pieces are added, the item leaves the list.

Common errors:

• "All units of this item are already assets."
• "The same serial number appears twice."
• "Adet 1 ile … arasında olmalı." ("quantity must be between 1 and …") — you cannot add more than the remaining quantity (and not more than 50 at one time).
• "Satın alma modülü kapalı." ("the purchasing module is off")