Utilization

No.

(Number)

Displays the utilization Number, which is automatically generated when a new entry is created and cannot be manually changed or edited. The Number consists of the year the entry has been created and a sequential identifier (e.g., 2025/1 for the first utilization recorded in 2025).

Assigned To

Select the employee responsible for the asset from the drop-down menu, which is populated with records from Employee Files. Double-clicking the field opens the Utilization panel for the selected employee.

If the Quantity of the asset in the Header is greater than 1, multiple employees can be assigned to the asset via separate entries in the Utilization Tab. Once the assigned quantity matches the total, the program issues a warning when additional assignments are attempted:

After assigning employee(s) in the Utilization Tab, their name(s) are automatically displayed in the Assigned To field in the asset’s Header.

Utilization Start

Enter or select the date when the asset was issued to the employee. This marks the beginning of the utilization period (e.g., when a laptop or tool was received by the employee).

Utilization End

Enter or select the date when the asset was returned by the employee, indicating the end of the utilization period.

Quantity

Shows how many Fixed Assets or Small Tools have been assigned to the employee(s). When a new entry is created, this field defaults to 1 but can be manually adjusted if the same employee has received more than one of the same assets.

Approved By

Select the employee who approved the utilization from the drop-down menu. This ensures that every assignment of an asset is properly authorized. The information is sourced from the Employee Files.

Assumed by

Select the employee who formally receives or accepts the asset from the previously assigned employee at the conclusion of the utilization period. The information is sourced from the Employee Files.

Location

Indicates where the asset is or was used, such as a Warehouse or Production. Only the location ID is shown after selection. The drop-down menu is populated from the Fixed Asset locations register.

Dept.

(Department)

Select the Department associated with the asset's utilization from the drop-down menu such as Manufacturing or Administration. A Department represents an organizational unit or business function within the company and indicates the part of the organization to which the asset is operationally assigned.

Available options are sourced from Subjects classified as Departments in the Subjects register.

Cost Ctr.

(Cost Center)

Select the relevant Cost Center related to the asset’s utilization from the drop-down menu. Selections are drawn from the Cost Centers register.

A Cost Center is a financial unit used to track where costs are incurred, such as specific projects or activity. It is used to monitor and manage financial performance.

Utilization Start Note

Provides space to enter notes related to the beginning of the asset’s use. This may include the asset’s initial condition, intended purpose, or special handling instructions.

Utilization End Note

Provides space to enter notes related to the end of the utilization period. Typical entries may include the condition upon return, reasons for asset return or transfer, or any incidents that occurred during usage.