Turning in an Asset and Creating a Ticket/Invoice
  • 22 Mar 2024
  • 3 Minutes to read
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Turning in an Asset and Creating a Ticket/Invoice

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  • PDF

Article summary

The Turn In screen is used to turn in assets that have been previously assigned to staff or students. The screen is optimized for use with barcode scanners which streamlines the turn in process.

When turning in assets, you can also create a help desk ticket for damages done to the device and make a billable invoice if necessary. There is a setting that needs to be turned on in order to do this.

On the turn in screen, click the Settings button in the upper right hand corner.

Then click Turn In Screen Settings to expand it.

In this section you will see an option called Display Ticket Fields. Click Yes to turn this option on. Then click Save to save your selection. To get back to the turn in screen, click the Turn In tab again on the left side.

You should now see the Create Ticket section on the Turn In screen. The Billable? check box allows you to create an invoice to bill for damages once the device is turned in. If you click in the Ticket Types section it will drop down a list of ticket types to choose from that best describe the damages for the device (these ticket types are customizable in the ticket system settings). There is also a Ticket Description section if you want to add notes or a description of the issue. The Submit Action field is also moved to this section which should default to Held by and Assigned.

From here you can begin to turn in the asset(s).

  1. Scan or enter the Asset ID or Serial # in the Asset ID/SN field.
  2. Scan or enter the Location ID in the Location ID field. You can also click the Search button beside the Location ID field which will drop down a Location Search field that you can click in and choose the Location you want or type to search for the location.
  3. In the Create Ticket section, choose the ticket type that best describes the damages to the device and click the Billable? box if you wish to create an invoice to bill for the damages. Leaving the Billable? field unchecked will still create a ticket but just not create an invoice.
  4. Ensure the Submit Action field is defaulted to Held by and Assigned. (The default Action can be changed in the system settings.  Click here to view)
    • Held by and Assigned should be the selection here unless you want to only update the Held by field only. For example, if a student's device is taken up at the end of the school year and they will be assigned that same device the following school year. That device's Held by field can be updated to be held by school inventory over the summer then reassigned to the student in the Fall.
  5. Click the Submit button to finish turning in the asset and create the ticket. You can also click the Reset button to clear out the previously mentioned fields.

If you are creating an invoice to bill for damages to the device, the next screen after you click Submit should look like this:

Fill in the required fields and any other relevant detail you would like and click Save. It will then create an invoice number for you automatically and you can click the Actions button in the top right corner to Download, Print, or Email the invoice. When choosing email you can email to anyone including the parents/guardian of the student who turned in the device.

At this point, you can return to the Turn In screen to continue turning in devices by clicking the Turn In tab on the left side of the screen.

If you would like to see an example of how to turn in an asset, click Here

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