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Asset Status Categories and Quantity Rollups
Understand how predefined status categories map to asset lifecycle stages and reflect in overall inventory counts.
Required Editions
| Available in: Lightning Experience |
| Available in: Enterprise, Performance, and Unlimited Editions with Agentforce IT Service. |
When an asset's status changes, the system automatically logs the transaction and updates the corresponding product item quantity fields.
In the IT Hardware Asset Management data model, status categories serve as structural classifications for an asset's lifecycle stage. These categories map to various dynamic asset status values so that inventory counts automatically reflect real-world changes.
Understand Status and Category Mapping
- Status Category: A fixed, structural classification (such as In Stock or In Use) that defines an item's lifecycle stage.
- Asset Status: A customizable status value (such as Available, Reserved, or Pending Repair) that tracks exactly what happens to an asset within that lifecycle stage.
By mapping custom asset status values to fixed status categories, the system translates specialized workflows into predictable backend inventory counts without restricting the organization to rigid default terminology.
Map Status Categories to Asset Statuses
The system categorizes lifecycle stages as follows:
| Status Category | Asset Status |
|---|---|
| On Order | On Order |
| In Transit | In Transit |
| In Stock | Available, Reserved, Pending Install, Pending Transfer, Defective, Pending Repair, On Hold, Reclaimed |
| In Use | Assigned, Pending Reclaim, Pending Retirement, Unassigned |
| In Maintenance | In Maintenance |
| Retired | Pending Disposal, Pending Certificate of Disposal, Disposed |
| Missing | Lost, Stolen |
Inventory Quantity Rollups
Relying on a single total quantity count creates operational challenges. For instance, if an inventory audit includes items already reserved for incoming employees or out for repair, you risk over-promising equipment. This can trigger emergency procurement cycles.
These automated rollups separate inventory into distinct quantity fields. This configuration provides sourcing agents with real-time visibility into availability. It ensures auto-replenishment routines query available stock quantities and tracks asset depreciation in financial reports.
When an asset's status changes, the system automatically updates the corresponding quantity fields for the related product item:
| Asset Status | Impacted Quantity Field on Product Item |
|---|---|
| Available / Reclaimed | Quantity On Hand |
| Defective | Quantity On Hand, Quantity Damaged |
| In Transit | Quantity In Transit |
| Assigned | Quantity Allocated |
| Reserved | Quantity On Hand, Quantity Allocated |
| On Hold | Quantity On Hand, Quantity On Hold |
| Pending Disposal | Quantity On Hand, Quantity On Hold |
