How to Generate Asset Request Reports in Horilla HRMS

Asset request provides valuable insights into the manner in which staff members utilise company assets. Which categories get requested the most? How many requests are sitting unresolved? Which ones were rejected and why? When this data is only visible on-screen inside the HRMS, answering those questions for a management meeting or audit requires manually reading through rows and summarising on the fly. Horilla HRMS solves this with a built-in export feature on the Asset Request tab that lets you pull request records into an Excel file with full control over which columns are included.

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Let’s walk through the full steps from navigation to downloading the asset report.

Where to Find Asset Requests

Go to Horilla > Asset > Request and Allocation. This page is available through the sub-menu called Assets on the left sidebar, which contains Dashboard, Asset View, Asset Batches, Requests and Allocations, and Asset History.

The page is named “Asset,” and there are three tabs on this page: Asset, Asset Requests, and Asset Allocations. The total number of records under each tab is shown as an indicator against it. 

Click on the Asset Request tab. In the example shown, there are 7 asset requests currently in the system.

Asset Request List Tab

The “Asset Request” tab will contain the following table structure:

• Request User — The employee who submitted the request, shown with their profile photo and employee ID. For example, Umesh Maurya and Adam Luis (PEP001).
• Asset Category — The type or category of asset is being requested, like Computers, Laptops, or any other category.
• Requested Date — The date when the asset request was made. Records visible in the list span from March 30, 2026, to May 3, 2026.
• Status — Whether the asset request is currently Requested, Approved, or Rejected.
• Options —  Icons to edit/delete the record.
• Actions — A green approve button and a reject button for quick, inline decision-making on each request.

This list gives HR a complete view of all requests across all employees and categories, making it easy to spot pending items, review history, and identify patterns in what employees are asking for.

Step 1: Select the Records

Before exporting the record data, one needs to select which record data will be included in the report. This is done by selecting the Select button on the upper left-hand corner of the Asset Request table.

The button label shows the count — for example, “Select (7)” when there are 7 requests in view. Clicking it checks all visible records at once, highlighting each row with a red checkbox.

Once records are selected, three additional action buttons appear in the top bar: Unselect, Export, and Filter. The count on each button reflects how many records are currently selected.

If you only want to export a subset of requests — for instance, only the ones from a specific employee or date range — you can check individual rows manually rather than using Select All, or apply a filter first to narrow down the list before selecting.

Step 2: Apply Filters If Needed

The Filter button, available both before and after selection, opens filter options to help you narrow down the request list. If you are generating a report for a specific period or status — say all Requested items from the past month — applying a filter before selecting ensures your export only includes the relevant records.

Using Status: Requested as a filter, for example, would show only the unresolved requests, giving you a focused list of items that still need HR attention. After filtering, click Select All on the filtered result before proceeding to export.

Step 3: Click Export

In your selected records, press the Export button from the bulk actions menu. The button will also have confirmation for the number of records that are selected, which means that when you have selected all seven records, the button will show “Export (7).”

Step 4: Choose Your Columns

In the export dialogue window, you can decide which fields to be included in the exported file. To begin with, at the upper part of the dialogue window, there is an option “Select All Columns.” Below that, four individual column checkboxes are listed:

• Request User:  The name and Employee code of the employee to whom the request belongs.
• Asset Category:  The type or category of asset.
• Requested Date: The date when the asset request was made.
• Status:  Whether the asset request is currently Requested, Approved, or Rejected.

By default, all boxes in the four columns are ticked. You may untick those that you do not require in your report. If you only need a list of employees with the categories they have selected without the dates and the status of their requests, you may untick other boxes.

The drop-down menu on the top right corner of the modal defaults to “Excel”. Change to PDF when the report is needed in PDF or CSV.

Step 5: Download the File

Having made the necessary choices about the columns to include, just go ahead and press the Export button appearing on the pop-up. This action will result in saving the created spreadsheet onto your PC directly. Each line in the spreadsheet corresponds to an asset request, and the columns will mirror your selections in the pop-up screen.

The file is ready to use without any reformatting. You can open it in Excel or any compatible spreadsheet application, sort or filter the data further, add pivot tables, or share it directly with managers or stakeholders.

Practical Uses for the Asset Request Report

• Procurement planning — Exporting all approved requests that have not yet resulted in an allocation helps the procurement team understand what still needs to be purchased or sourced. If multiple employees have approved requests for the same category, it signals a need to restock.
• Pending request review — Filtering by Status: Requested and exporting gives HR a clear list of everything that is waiting for a decision. This is useful for weekly or bi-weekly review meetings where pending items are worked through in batches.
• Rejection analysis — Exporting rejected requests over a period of time can reveal patterns — if a particular category is frequently requested and frequently rejected, it might indicate a policy gap or a shortage that needs to be addressed through procurement.
• Audit documentation — Having a timestamped export of asset requests for a given period serves as a record of how asset management decisions were made, which is useful for internal audits or compliance reviews.

Generating an asset request report in Horilla HRMS is a clean, straightforward process: navigate to Asset > Request and Allocation, open the Asset Request tab, select the records you want, click Export, choose your columns, and download the Excel file. The whole process takes under a minute once you know where to go.

The column selection step is what makes this feature genuinely useful rather than just a data dump — you get to define what the report contains based on what you actually need. Combined with the filter options that let you scope the data before selecting, HR teams have everything they need to generate targeted, decision-ready asset request reports without any custom reporting setup or external tools.

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