Endorsements & Acceptance
An endorsement is the paperwork behind a handover: one or more assets going
to one recipient under one set of terms. It carries a reference people can quote
(END-2026-0001), it prints, and it is what somebody signs.
The document's life
Everything after release is a summary of the items, not a decision anybody makes: a document reads partially returned because some of its items came back, and disputed because one was refused.
Creating one
Safekeep → Custody → New endorsement. Four steps, and nothing is written until the last one, so you can move back and forth freely.
| Step | What you decide |
|---|---|
| 1. Recipient | Who is receiving it — a person, a place, a team, a project or an outside party — and, for anything that is not a person, who is accountable for it. See Custody for the full list. |
| 2. Items | The equipment. The picker only offers assets that are actually available: nothing somebody already holds, and nothing whose status says it must not be issued. |
| 3. Terms | Purpose, expected return date, whether it is temporary, and the responsibility terms the recipient will be shown. |
| 4. Review | Read it back, then Create draft. |
When approval is needed
Two independent rules, both settings, decided at the moment you submit — so a later change to the rules can never strand a document that was legitimately submitted under the old ones:
- Value — the summed cost of the items reaches
asset_endorsement_approval_threshold. It ships as 0, which means value never triggers approval; a company that has not thought about approval should not find documents silently stuck waiting for it. - Category — any item belongs to a category listed in
asset_endorsement_approval_categories, whatever it is worth.
An approver can send it back with a reason instead of approving. That returns it to draft so the preparer can fix it, rather than killing the document and making them retype everything.
Releasing it
Release is the moment the equipment actually changes hands — everything before it is paperwork. At release the system:
- claims each asset, so nothing else can be holding it;
- freezes the responsibility terms onto the document — a copy, not a reference, so what somebody accepted stays readable years later even if the category's wording is edited or the category is deleted;
- sets the acceptance deadline (default 3 days, changeable per release);
- records who released it, by typed name.
Confirming receipt
The recipient confirms from the asset page, from the Custody page, or in the employee app. Where the category requires it they must tick that they have read the terms and type their full name; the record keeps the name, the time, and the address it came from.
Partial acceptance is allowed. Somebody handed five things may have received four — accepting what arrived and leaving the fifth pending is a truer record than forcing an all-or-nothing answer.
Accepting for somebody else
Staff holding Accept on Behalf can confirm for a recipient who cannot — but it is deliberately heavier: a reason is compulsory, and the record shows plainly that it was not the recipient who signed. "The storekeeper accepted for them" and "they accepted" are different facts, and the first is the one an auditor asks about.
Refusing
A recipient can refuse equipment, and the reason is required. A refusal with no explanation is not a record anybody can act on. The asset is released back to stock immediately and the preparer is told why.
Reminders
People who were issued equipment but have not confirmed receipt are chased once as the deadline approaches — once, not nightly, because a reminder that arrives every day is a reminder people filter to a folder they never open.
The printed document
Print produces the signable paperwork: the reference, both parties, every item with its tag, serial and condition, the responsibility terms as they were at release, and signature lines for the issuer and the recipient. Where somebody has already confirmed in the system, their name and date are filled in.