Custodies Delivery Receipt Document

People leave. They change department, go on long leave, hand a plant over to a successor. And when they do, somebody has to sign for everything they were holding — the laptop, the phone, the set of keys, and the forklift parked outside.

The Custodies Delivery Receipt Document (سند استلام وتسليم عهد) is that signature. One employee hands over, another receives, and the document lists everything that changes hands in a single grid — custody items and fixed assets side by side. It is the only place in the module where those two registers meet on one screen.

It also, unlike most hand-over paperwork, posts to the ledger.

Menu: Assets > Custody Of Assets > Custodies Delivery Receipt Document (الأصول > عهد الأصول > سند استلام وتسليم عهد), licence fixedassets-custody.

The screen

Field	Arabic label	Notes
Document Code	رقم المستند	Book and serial number
Term	توجيه المستند	The accounting wiring
Issue Date / Value Date / Fiscal Period	تاريخ التحرير / التاريخ الفعلي / الفترة	The value date is the date custody changes
From Employee	من موظف	Required — who is handing over
To Employee	الي موظف	Required — who is receiving
Attachment	مرفق	The signed hand-over sheet
Description	ملاحظات	Free text

The Details grid has just two columns:

Column	Arabic label	What it holds
Custody	عهدة	Either a custody record or a fixed asset — the field accepts both
Percentage	نسبة	The share of a custody item this employee holds

Underneath sits Custodies Total Cost (إجمالى تكلفة العهد) with its currency, computed by the system, and then the document's dimensions.

Let the screen build the list for you

Pick the From Employee and the grid fills itself with everything that employee currently holds — every fixed asset and every custody item where he is the custodian or holds an open custody line — with the percentage carried across from the open line. For a leaver's hand-over that is the whole document in one click; you then delete the rows that are staying where they are.

Two rules block a commit, and no more: the grid may not be empty, and the two employees must be different.

What committing it does

For every line, the document closes the old custody and opens the new one:

• the outgoing employee's open custody line is closed the day before the document's value date;
• a new custody line is opened for the receiving employee from the value date;
• the item's Custodian field is set to the receiving employee — for a fixed asset this happens when the term option Change Custodian In Asset (تغيير مسؤول العهدة في الأصل) is on, or when the asset has no custodian at all, or when its current custodian is the employee handing over.

That last rule is why the document behaves sensibly when the grid was auto-filled: everything on it was, by definition, held by the outgoing employee, so the Custodian field follows the hand-over without any configuration. Switch the term option on when you want the field to follow the document unconditionally.

The document also tidies up after itself: an earlier delivery receipt to the same employee covering the same items is flagged as having been passed on, so the trail stays readable when an item moves through three people in a year.

This is the document that sets the Custodian field

The fixed asset receipt document adds a row to an asset's custody history but leaves the Custodian field on its main page alone. The delivery receipt is the document that writes it. If the Custodian field on an asset looks stale, this is the document that refreshes it.

What it books

The document produces a journal entry as a business request, and the amount on it is the Custodies Total Cost — the total value of the custody items listed. Fixed assets on the document change custodian without contributing a value to the entry; their cost already sits in the asset accounts and is not moved by a change of custodian.

The term is organised as two pages — one for the side handing over, one for the side receiving — each offering a debit and a credit account. All of them carry the same amount, the custodies total. In practice you configure the one pair you actually want: typically a debit on the receiving employee's custody account and a credit on the outgoing employee's, so that the value of what a person holds follows the person. Configure both pairs and the value is posted twice.

Because the accounts are resolved per side, the entry can tell the two employees apart: the receiving employee is the document's counterparty, and the employee handing over is available to the outgoing side. That is what lets a single document move a balance from one person's custody account to another's.

Where the balances end up

The result you are aiming for is that each employee's custody account shows the value of what he is currently holding. Read those balances from the ledger; the custody register shows the items themselves and who holds each one.

Khaled hands the hall over

Khaled Al-Mutairi has been the custodian in Hall 2 of Al-Waha's Riyadh plant. He is moving to the Jeddah site on 1 March 2026, and Sara Al-Harbi takes over from him.

What Khaled holds:

Item	What it is	Value
MCH-0007 — CNC Cutting Machine	a fixed asset	cost 240,000, on the asset accounts
CDY-0033 — Laptop	a custody item	6,000

A Custodies Delivery Receipt is raised, From Employee Khaled Al-Mutairi, To Employee Sara Al-Harbi, value date 1 March 2026. Picking Khaled fills both rows automatically.

Custodies Total Cost comes out at 6,000 — the laptop. The CNC machine is on the document and changes custodian, but its 240,000 of cost is not part of this entry; it stays exactly where the purchase document put it.

On commit:

• MCH-0007 — Khaled's custody line is closed on 28 February 2026, a new line opens for Sara from 1 March, and the asset's Custodian field becomes Sara, because Khaled was the current custodian;
• CDY-0033 — the same, with the percentage held carried across;
• the entry moves 6,000 between the two employees' custody accounts, as configured on the term.

Khaled walks to Jeddah owing nothing, Sara's custody account carries 6,000, and both the machine and the laptop show her as the person responsible.

If the laptop were later written off rather than handed on, that is a custody disposal; if the machine itself moved to Hall 3 or to the Jeddah company, that is a transfer document. This document only changes whose signature is against them.