Non-serialized assets (generic and consumable) behave differently from serialized assets, particularly in terms of status updates and rule behavior. While both serialized and non-serialized assets have a parent record with a status, the rules differ for them.
Serialized assets
When using the “When checked out” or “When checked in” Assets rule for serialized asset inventory types, the asset’s status will be changed.
For example, if you have a rule “When asset is checked out”, change the status to “Distributed”, the asset’s status will be set to “Distributed”.
Non-serialized assets (generic and consumable assets)
When using the "When checked out" or "When checked in" asset rule for non-serialized asset inventory types, the inventory status at the location where the asset was checked out will be updated accordingly. However, the parent record of that non-serialized asset will not be affected. This discrepancy can lead to issues when filtering by parent record status and location status.
When the Location and Status filters are not applied, we see the inventory across all locations and the status for the parent record.
When only the Status filter is applied, we will see the available and total quantity for all locations based on the parent record.
When only the Location filter is applied, we will see the inventory for the chosen location and the status for that location that was changed based on the “When Checked Out” rule.
When both Status and Location filters are applied, no records may appear because the location-level inventory status no longer matches the parent record status. This occurs when the status at that location was updated by a “When checked out” rule (for example, changed to Distributed). The inventory status always reflects the most recent checkout action for that location, so if a non-serialized asset was first checked out as Retired and later checked out as Distributed, the location inventory status will display Distributed.
What to do?
To avoid these filtering issues, ensure that the non-serialized asset inventory types are removed from the rules when updating the asset status.
If your rule currently updates the asset status for both serialized and non-serialized assets, update it to exclude non-serialized inventory types from the filter. All rules with the “Set Status” action should apply only to serialized assets.
The old rule includes all asset types
New rule excludes the non-serialized asset types