Creating inventory sheet

This activity allows you to create the inventory sheet for the assets to be inventoried / taken stock off/ verified. Tell me more.

Select the “Create Inventory Sheet” link under the “Asset Inventory” business component.

The “Create Inventory Sheet” page appears.

Enter the following fields:

Inventory Sheet No.	The unique number identifying the inventory sheet (Alphanumeric, 15). Mandatory.
	This number will be automatically generated if the “Numbering Type” in the “Document Numbering Class” business component is not set to “Manual”. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Document Numbering Class” business component of the transaction type “Asset Inventory Sheet”.
Sheet Description	A textual description pertaining to the inventory sheet (Alphanumeric, 40). Mandatory.
	Zoom facility available.

The system displays the following field:

Status	The status of the inventory sheet. The various statuses available are
	Fresh – The inventory sheet at the time of creation attains the “Fresh” status.
	Deleted – When all the tags in the sheet are deleted, then the sheet is said to be in “Deleted” status. The sheet can also be deleted in the “Edit Inventory Sheet” Activity.
	Confirmed – If all the assets in the sheet are verified and Confirmed, then the sheet is confirmed. The sheet is confirmed in the “Record Inventory” activity of this business component.
	Reconciled – When all asset tags in the sheet are reconciled, then the sheet is in “Reconciled” status. The sheets are reconciled in “Reconcile Inventory” activity of this business component.
	Completed – When all the asset tags in the sheet are reconciled and completed inventory verification, then the sheet is in “Completed” status. The Sheets are reconciled completely in “Reconcile Inventory” activity of this business Component.

Enter the following fields:

Sheet Date	The date on which the inventory sheet is created (Date Format). Mandatory. The sheet date must fall within the open financial period. The system displays the current system date by default.
Numbering Type	Use the drop-down list box to select the numbering type for the inventory sheet for the login organization unit. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays the first numbering type available in the drop-down list box by default.

Enter the following fields in the group box to search for the assets:

Asset Location Code	A number identifying the asset location (Alphanumeric, 20). Mandatory. Enter the code in full or partially using the */ % character. The system displays all the assets whose location code is similar to the value entered here.
	This number must be defined in the “Create Asset Location” activity of “Asset Location” business component.
	Help facility available.
Child Location	Check the box in case you want to retrieve all the locations mapped to the parent asset location. The child location for the asset location must have been defined in “Create Asset Location” activity of “Asset Location” business component.
Asset Class Code	Use the drop-down list box to specify the code identifying the class to which the asset belongs. The system displays “All” by default.
Asset Group Code	Use the drop-down list box to specify the code identifying the group to which the asset belongs. The asset group code must be defined in the “Create Asset Group” activity of the “Asset Type Definition” business component. Help facility available.
	Enter the code in full or partially using the * character. The system displays all the assets whose asset group code is similar to the value entered here.
Child Group	Check the box in case you want to retrieve all the asset groups mapped to the parent asset group. The child group for the asset location must be defined for the asset location in “Create Asset Location” activity of “Asset Location” business component.
Finance Book	Use the drop-down list box to specify the finance book in which the asset details are posted. All the finance books mapped to the organization are listed in the drop-down list box. The system displays “All” by default.
Asset No.	A number identifying the asset (Alphanumeric, 18). You can enter the asset number in full or specify it partially using the “*” characters. The system retrieves all the assets, which are similar to the number entered here.
Asset Description	A textual description pertaining to the asset (Alphanumeric, 40). Enter the description in full or partially using the * characters. The system retrieves all the assets whose description is similar to the text entered here.
Cost Center	A code identifying the cost center (Alphanumeric, 10) in which the asset is available. Enter the cost center in full or specify it partially using the * characters. The system retrieves all the asset that have cost center similar to the value entered here.
Tag No.	A number identifying the asset tag (Integer). Enter the tag number in full or specify it partially using the * characters. The system retrieves all the assets that have tag numbers similar to the value entered here.

Note: The tag must be in “Active” status and should not be included in any other Inventory sheet.

Tag Description	A textual description pertaining to the tag (Alphanumeric, 40). Enter the description in full or specify it partially using the * characters. The system retrieves all the tags whose description is similar to the text entered here.
Asset Category	Use the drop-down list box to specify the category to which the asset belongs. The various asset categories available are
	Newly Acquired – Indicates that the asset tags are newly acquired and are not yet been inventoried.
	Newly Transferred – Indicates that the asset tags are in transit. The date on which the assets are received is greater than the last inventoried date.
	Inventory Overdue – Indicates the asset tags whose inventory due date is greater than the inventory sheet date.
	The system displays “All” by default.
Inventory Due Date From	The starting date in the range of dates during which the inventory is due for verification (Date Format). The system retrieves all the assets whose due date matches the date entered here. The date entered must be less than the date entered in “To” field.
	If this field is left blank and “To” field is entered, then the system retrieves all assets wherein due date is lesser than the “To” date entered.
To	The ending date in the range of dates during which the inventory is due for verification (Date Format). The system retrieves all the assets whose due date matches the date entered here.
	If this field is left blank and “Inventory due date from” field is entered, then the system retrieves all assets wherein due date is greater than the “ From” date entered.
Asset Cost From	The starting amount of the asset in the range of asset cost for which the details are to be retrieved (Decimal). The system retrieves all the assets whose cost is greater than the amount entered here. The amount entered here must be lesser than the amount entered in the “To” field.
	If this field is left blank and the “To” field is entered, then the system retrieves all the assets from the first assets in the database till the asset whose cost is the lesser than the value entered in the “To” field.
To	The ending amount of the asset in the range of asset cost from which the details are to be retrieved (Decimal). The system retrieves all the assets whose asset cost is less than the value entered here.
	If this field is left blank and the “Asset Cost From” field is entered, then the system retrieves all the assets whose asset cost is greater than the value entered in the “asset Cost From” field

Click the “Get Details” pushbutton to retrieve the details in the multiline:

The system displays the following fields in the “Asset Details” multiline:

Asset No.	The number identifying the asset.
Asset Description	A textual description pertaining to the asset.
Tag No.	The number identifying the asset tag.
Tag Description	A textual description pertaining to the asset tag.

Note: The asset and the tags must not be already included for verification.

The asset number and the tag number combination must be unique.

Asset Location Code	The code identifying the asset location.
Inventory Cycle	The frequency in which the inventories has to be verified. The inventory cycle could be “Monthly”, “Quarterly”, “Half Yearly” and “Yearly” or “Not Required”.
Inventory Due Date	The date during which the inventory is due for verification.
Asset Class Code	A code identifying the asset class.
Asset Cost	The cost of the asset.
Cost Center	The code identifying the cost center. Help facility available.
Finance Book	A code identifying the finance book in which the asset details are posted.
Asset Group Code	A code identifying the asset group.

Check the box in the “Select” column of the multiline to mark the asset number.

Note: Atleast one row must be selected in the multiline.

Click the “Add To List” pushbutton to add the assets, which has to be verified, to the list.

The system stores all the details of the inventory sheet in the temporary file.

Click the “Show List” pushbutton to display all the assets included in the asset inventory.
Click the “Create Sheet” pushbutton to create the inventory sheet.

Note: You can add many tags into the list and finally save the inventory sheet.

The system updates the status of the sheet to “Fresh”.

The system updates the status of all the tags included in the inventory sheet to “Frozen”.

Note: The tags included in the inventory sheet cannot be picked up for creation of inventory sheet till verification of the same is completed.

The system displays the following fields:

Created By	The login ID of the user who created the inventory sheet.
Created Date	The date on which the inventory sheet was created.

Prerequisites

Numbering type must have been defined in the "Numbering Class” business component.
Asset and the tag details must have been created in the “Asset Capitalization” business component.
Asset location must have been defined in the “Asset Location” business component.
Asset class must have been defined in the “Asset Type Definition” business component.
Cost Center must have been defined in the “Cost Setup” business component.