Consignments

An asset consignment tracks individually controlled assets issued for a job to a consignee. Its line items show whether each asset remains consigned or has been returned, damaged, reported missing, or removed from that consignment.

#How a consignment is created

A consignment can start in one of two ways.

OCTO Ops creates an Active consignment automatically when a job-linked reservation is approved. The reservation must include a consignee. The generated consignment contains:

• the linked job;
• the selected consignee;
• the reservation destination where supplied;
• start and end information;
• Active status; and
• one Consigned line per reserved asset.

An operator can also start a consignment directly, without a reservation, from the scan-driven Issue counter:

1. Open Asset Management > Consignments.
2. Select Issue assets.
3. Choose a consignee, job, and location, or pick an existing Active consignment to add to instead of starting a new one.
4. Optionally enter a Memo for a new consignment.
5. Scan or manually pick each asset — an ineligible asset (already out, retired, scrapped, or otherwise unavailable) is rejected at the counter rather than added.
6. If you need to record an item not in the Asset Registry, click Adhoc Item below Browse assets and add:
   • Item name (required),
   • Quantity (required),
   • Condition (optional). Ad-hoc lines are saved for record keeping only, are never added to the registry, and cannot be scanned back on the receive counter.
7. Confirm to issue the batch.

Issuing an asset this way sets its Asset Registry status to Assigned as part of the same action — see "Receive assets" below for what happens on the way back out.

#Find and review consignments

1. Open Asset Management > Consignments.
2. Search or sort the list.
3. Open a consignment.
4. Review its job, consignee, location, dates, status, and asset lines.
5. Review the memo text saved with the consignment.
6. Identify all lines still marked Consigned before trying to close it.

#Add another asset

While the consignment is Active:

1. Open the consignment.
2. Optionally add a note first — it is attached whichever way you add the asset next.
3. Type the asset's code, or scan it — with a handheld scanner or your device's camera — to add it straight away, or choose it from the dropdown list and select Add.

Adding a line this way increases that asset's usage count and records its most-recent usage time, and sets the asset's Asset Registry status to Assigned. For a consignment profile, this table now also shows a quantity and condition for each line. For ad-hoc lines, quantity comes from your entry; condition is the value you entered.

Ad-hoc lines are still part of the same receive lifecycle: while you cannot scan them from the receive counter, you can use the consignment profile actions (Returned, Damaged, Missing, or Remove) to clear them when they are received.

An asset that is already out on another open line, retired, scrapped, sold, or otherwise unavailable is rejected rather than added — the same eligibility check the Issue counter uses, whether it was typed, scanned, or picked from the dropdown. Either way, a rejection shows the reason.

#Receive assets

The normal way to take assets back is the scan-driven Receive counter. One batch there can settle lines from several open consignments at once — the operator scans or picks whatever has come in and never has to open each consignment separately.

1. Open Asset Management > Consignments.
2. Select Receive assets.
3. Scan each asset's barcode, or pick it manually from the list of everything still consigned.
4. A scanned item defaults to Returned in good condition — nothing more to do for a straightforward return.
5. For an exception, use Flag issue on that line to record it as Damaged or Missing instead, with a note describing what happened.
6. Record who handed the items back: an existing user, or a free-text name for a courier or contractor with no account. One or the other, never both.
7. Review the batch — it is grouped by consignment, and a consignment whose every line has come back in this batch is marked to close as soon as it is committed.
8. Confirm to receive the batch.

Receiving a line updates the underlying asset's Asset Registry status the same way resolving one does (see below): Returned sets it back to Available, Damaged sets it to Damaged, and Missing sets it to Lost. Any consignment marked to close in step 7 closes as part of the same action.

Every receive writes one receipt — an immutable record of who received the items and who handed them over. A correction is a new receive, not an edit to the old one.

The counter offers Returned, Damaged, and Missing. Removed — and resolving a single line without going through the counter — is still done from the consignment's profile page, described next.

#Resolve an asset line

An asset can also be resolved one line at a time from the consignment's profile page:

1. Open the Active consignment.
2. Find the asset line.
3. Choose the correct outcome:
   • Returned — received back;
   • Damaged — returned or reported with damage;
   • Missing — not accounted for; or
   • Removed — intentionally removed from this consignment.
4. Confirm the action.

The line retains its outcome and resolution time. Repeat until no line remains Consigned.

Resolving a line also updates the underlying asset's Asset Registry status to match the outcome: Returned or Removed sets the asset back to Available, Damaged sets it to Damaged, and Missing sets it to Lost. This only happens while the asset is still where this consignment left it (Assigned) — if some other workflow already moved it on, resolving the line does not drag its status back.

#Close a consignment

1. Confirm every asset line has a terminal outcome.
2. Select Close.
3. Confirm the action.

OCTO Ops blocks closure while any line is still Consigned. Closing an approved reservation can also close its linked consignment once no open line remains.

#Cancel a consignment

An Active consignment can be cancelled from its profile. Cancelling it removes every still-Consigned line — each is resolved the same way a Removed line is, including setting its asset back to Available — before the consignment itself is marked Cancelled.

#Current limitations

• Line action buttons on a consignment's profile page do not collect condition details or notes during resolution.
• On the receive counter, a Damaged line falls back to the condition "damaged" only when the operator leaves the Condition field blank — typing a condition records it as entered. A Missing line never records a condition.
• Bulk group quantities can be added as ad-hoc entries, but they are not part of the Asset Registry and cannot be scanned on the receive counter.