Checkouts

Purpose

Checkouts shows pending acknowledgement, active, return-pending, partially returned, overdue, and closed custody assignments. New checkout begins an accountable modal; it does not silently alter a current holder.

Reading a record

Confirm asset identity, issued quantity, signed-in actor, accountable person, purpose, due date, acknowledgement state, and return evidence. An overdue label indicates a due-date exception, not a finding of misconduct.

Acknowledge receipt

Use Acknowledge receipt after a custody handoff. Select the named pending-handoff record and confirm that the named receiver has verified physical receipt and accepted accountable custody. The server records the signed-in receiver, or an authorized custody operator acting through the controlled endpoint, then activates the checkout and adds immutable acknowledgement history. An active checkout cannot be acknowledged a second time.

Renew a checkout

Use Checkout details / renew to select a named checkout and load its pinned custody-policy revision. The modal shows the policy version, calculated maximum due date, maximum duration, and renewals already used before it accepts a request. The server independently rejects a due date beyond the pinned policy’s limit and rejects any renewal after its configured maximum, even if the policy has since been superseded for new checkouts.

Recall a checkout

Use Recall checkout when a controlled return is required before the normal due date. Select the named active checkout, record the reason, choose the contact channel, set a future return appointment, and confirm the accountable arrangement. The checkout moves to return pending; the reason, appointment, and channel are retained in immutable custody history. A recall does not receive the item back—use the separate return workflow to reconcile the physical handback, condition, and quantity.

Transfer custody

Use Transfer custody for an active, overdue, or return-pending checkout when physical responsibility passes to another accountable recipient. Select the named checkout, the receiving custodian party, and its named accountable recipient, then record the handoff reason and confirmation. The system rejects a recipient who does not belong to the selected party, preserves the prior party in immutable custody history, and resets acknowledgement for the recipient to record separately.

Bulk return

Use Bulk return when multiple eligible checkouts are physically received together at the same controlled location and have the same assessed condition. Select one to 100 named checkout records, then record the receiving location, shared condition, reason, and confirmation. The operation is atomic: every selected checkout is reconciled and receives immutable return evidence, or none are changed. A retried submission returns the original completed result; it never creates duplicate returns. Use the ordinary return workflow for a partial quantity or a checkout that needs a different condition or receiving location.

Report damage or loss

Use Damage or loss when a named open checkout has a custody exception but has not been physically returned. Select the checkout, choose Damaged or Lost, record the observed condition or controlled-search outcome, attach supporting evidence when available, and complete the destructive confirmation. A damage report keeps the accountable checkout as damaged and quarantines the asset. A loss report keeps the accountable checkout as lost; an asset is marked lost only when the complete asset quantity is accounted for by that lost checkout. Both outcomes add immutable, idempotent exception evidence. Do not use this workflow for an item that has been received—use Return asset instead.

Overdue escalation

Use Overdue escalation to submit a controlled escalation for a named eligible checkout. Record the escalation level, contact channel, accountable contact outcome, return appointment, and whether management/asset-owner notification is required. The request remains pending independent review before the protected state change occurs. On approval, the system records the reviewer, durable receipt, latest escalation evidence, and critical overdue alert. This is not a return and does not erase the underlying custody record.

Escalate when

The item is missing, damaged, disputed, transferred without the recipient’s acknowledgement, or requires a period beyond the agreement or policy limit.