Checking Items Back In
Record what came back, in what condition, and what to do about the units that did not.
Check-in happens inside an event on AssetSync → Checkouts. Open the event card, and everything outstanding is listed under STILL OUT.
Checking a line in
Each row carries the quantity that went out, a condition selector, and Check In.
Set the quantity that actually came back, pick the condition, and check it in. The row moves to RETURNED, the figures at the top update, and the asset's availability goes back up by what you returned.
Conditions are Excellent, Good, Fair, Poor and Damaged.
Anything other than Good, and anything you write a note against, is recorded in that asset's condition history with the date, your name and the event it came back from — which is what makes damage attributable months later. A plain Good return is not logged: every checkout would otherwise leave an entry, and the real ones would be buried.
The asset's own condition is not changed by a return. One chair coming back damaged out of 150 does not make the whole record damaged — the history carries the incident, and you set the asset's condition yourself on its record if the item as a whole has genuinely declined.
Tip: Check in on the day, at the point of unloading. Condition recorded a week later is a guess, and the whole value of the record is that it was written by someone who was looking at the item.
Partial returns
If fewer units come back than went out, enter the number you actually have and check it in. AssetSync splits the line: the units that returned are recorded as returned, and the outstanding units stay on the same event with a SHORTAGE badge and a note saying how many are missing.
This includes entering 0 when nothing came back at all. The whole quantity stays outstanding as a shortage rather than the line quietly closing.
The event's totals stay honest through this. Returning 100 of 150 chairs leaves the event showing 150 units checked out, 100 returned and 50 still out — the shortage does not disappear from the count, and the event does not report itself complete.
Writing off what did not come back
A row marked as a shortage gets a Write Off action alongside Check In. Use it when the units are gone for good rather than misplaced.
Writing off does three things: it closes the outstanding line, it reduces the asset's total quantity by the units lost — so your inventory reflects what you actually own — and it records the loss in the asset's condition history with whatever note you added. That entry is always filed at condition Poor, whatever the line said, since the units are gone rather than in any particular state.
If the write-off takes the asset's total quantity to zero, its status is set to Lost. Raising the total back later does not clear that — set the status on the asset record yourself.
Availability recalculates from the new total, so written-off units stop being offered on future checkouts.
Note: Write-off is not reversible from the UI. If the units turn up later, raise the asset's total quantity back on the asset record.
Damage
Returning a line as Damaged — or as Poor — offers to raise a FacilitySync maintenance ticket there and then, inline on the row: "Asset returned damaged. Create a FacilitySync maintenance ticket?" with Create Ticket and Skip.
The offer appears only for assets you own and only if you have FacilitySync. A damaged vendor rental raises nothing, because the repair is the vendor's problem, not a job for your team.
The ticket carries the asset's name in its title and description, but it is not linked to the asset record — FacilitySync tickets attach to its equipment list, which is a separate thing. It is created unassigned, at medium priority, in the equipment category, so someone still has to pick it up in FacilitySync.
Reading the history back
Every check-in appears on the asset record in Checkout History — the event, the dates, the condition it returned in and any damage notes. Returns worth noting also appear in Condition History. Between them they answer which event damaged what, and how long a decline has been going on.
Both lists show the 20 most recent entries, so a long-serving asset shows its recent life rather than all of it.
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