Use an asset request to borrow equipment from a warehouse and record who has it, so it can be checked back in when the work is done.
Before you start
You need the Create Asset Inventory Request permission to submit one, or Create Asset Draft Request to save a draft.
The equipment must already be in that warehouse's stock as an Asset, not a Consumable.
If the warehouse has projects linked to it, only those projects are offered on the form.
Check an asset out
Open Inventory in the top navigation bar.
Go to the Asset request tab.
Choose the warehouse at the top left. Nothing else works until you do.
Click New request.
Enter a Request name and choose the Project. Both are required.
Choose the borrower under Borrower ID, or turn on For me.
Search for each asset and enter the quantity.
Click Request to submit, or Save Draft to finish it later.
Check it back in
Open the request from the Asset request tab.
Enter the Returned Qty on each line.
Add a Comment on any line that came back short.
Move the request to Checked in.
What happens next
A new request arrives at Unreviewed. Moving it to Checked out reserves the quantity against the stock item, so it shows as Committed rather than Available while it is out. At Checked in, whatever you entered as returned goes back to Available.
Notes and limits
Returned Qty is required and cannot be more than the quantity checked out.
Anything short of the checked-out quantity is treated as lost, not still out. It is written off the stock item and does not come back to Available.
A request cannot skip a status. From Unreviewed it can go to Checked out or Rejected/Cancelled, and nowhere else.
Checked in and Rejected/Cancelled are both final. Nothing moves out of them.
Status names are set per warehouse, so yours may read differently from the ones here.
Cancelling and deleting
To release a request before the equipment leaves, move it to Rejected/Cancelled. The reserved quantity returns to Available.
A request that is Checked out or Checked in cannot be deleted, because it is the record of who had the equipment. Deleting an earlier one removes it and its lines and notifies everyone watching.
Best practices
Enter the real Returned Qty at check-in, even when something is missing. The shortfall is written off the item there and then, and putting it back later takes a manual stock adjustment.
Check the asset in rather than cancelling the request once it is out. Cancelling frees the quantity but leaves no record that the equipment came back.
Put the borrower in Borrower ID rather than in the request name. It is its own column in the Asset request list, which is how the warehouse team finds who has what.
If this doesn't work
Start a chat from the Messenger in the bottom-left of this page, or email help@subbase.io. Include the order or project number and what you expected to happen.