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💻 Basic Asset Process

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How to Login to the Asset Manager System​

  1. Open your web browser and go to:

  2. Select "Login via SAML" and log in using your company Google account.

I. Process for Recording Assets When Purchased and Received​

Receiving the Equipment:

  • IT receives the equipment and verifies the quantity and quality from the vendor and GA.
  • Transfer the IT equipment to the IT asset management department.

Entering into Snipe-IT:

1. Use the corresponding office-specific sheet:

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2. Lookup models during data entry and fill all the information as required

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For example:

- Assign an asset tag for each office:

  • Each office has a unique asset tag with an increasing number, e.g., HN-SKY-A1234 for Skylight office in Hanoi.
  • Purpose: To track the last used sequence number.
  • Ensure all previously imported assets are deleted.

- Enter the VAT invoice number related of the product.

- And other column..

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Windows: Press Ctrl + ; to quickly insert the current date in the Purchase Date field
Mac : Press command + ; to quickly insert the current date in the Purchase Date field

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If you purchase from a new vendor that is not currently on the list, please refer to this guide to create a new vendor.

3. After entering all required information, download the file in .csv format:

  • Go to the menu File > Download as .csv

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4. Access the Import feature here:

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  • CSV import type: Assets and tick Backup before importing? and click Import.

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5. Use the Cam Scanner app: iOS, Android

  • Capture purchase documents and VAT files to the product.
  • Access Assets > List all, find the newly imported asset by Asset Tag.
  • Go to the Files tab and upload purchase documents and VAT files.

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Verification and Storage:

  • Verify the entered asset information.
  • Store the IT equipment in the warehouse with a designated location tag.

II. Process for Labeling Assets​

1. For printing individual asset tags

  • Go to asset, select List all, and find the product you want to tag.

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  • Click Generate Label, select the appropriate label printer, and print.

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2. For printing multiple tags for multiple products for one employee

  • Go to People, find the employee's name.
  • Go to the asset tab, select all, choose Generate Label, and click Go.
  • Select the label printer and start printing.

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III. Process for Checking Out Equipment to Employees (Onboarding, Replacement, Upgrade)​

Receiving the Request:

  • Receive the request from the employee via the request system or email/slack.
  • Confirm the request with HR/leader/director and verify its validity.

Preparing the IT Equipment:

  • Check inventory in Snipe-IT.
  • Select suitable IT equipment based on the request and verify its working condition.

Check Out IT Equipment:

  1. Choose Bulk check out at:

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  1. In the user field, type the employee's name or the corresponding room.
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If you cannot find the desired user when onboarding a new employee, it might be because the employee's account has not yet been synced from Google to the Asset Manager system. In this case, please contact DoanVN for prompt assistance

  1. Select the check-out date.

  2. If this is a loan, select the expected check-in date.

  3. Select the assets to be transferred to the employee.

  4. Click Check out.

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Special Cases​

  • Examples: additional hard drives or RAM for upgrading laptops and desktops.
  • Computer components that make up a desktop computer.
Process​
  • Check out into the asset as Case (for Desktops) or Laptop (for upgrading laptops with RAM or SSD).
  • Then check out the Case (Desktop) and Laptop to the asset user.
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  • Meeting rooms and server rooms are considered as individual users.
  • The check out/check in procedure is the same as for a person.

IV. Process for Checking In Equipment from Employees (Offboarding, Replacement, Upgrade)​

Receiving the Request:

  • Receive the check-in request from the employee via the request system or email.
  • Confirm the request with HR/leader/director and verify its validity.

Retrieving the IT Equipment:

  • Notify and guide the employee on how to return the IT equipment.
  • Receive the IT equipment and verify its working condition.

Check In IT Equipment:

  1. Access the link to check in items to the warehouse:
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Alternative Method​

  1. Access People, find the desired employee.

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  1. Select the asset tab and check in the desired items.

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