Recording inventory

This page allows you to record the inventory result for each asset tag during verification. Tell me more.

Select the “Record Inventory” link under the “Asset Inventory” business component.

The “Record Inventory” page appears.

Enter the following field if you are aware of the sheet number or you can carry out the search:

Inventory Sheet No.	The number identifying the inventory sheet (Alphanumeric, 15).
	Press <Enter> key.
	Help facility available.

Note: The inventory sheet must be in “Fresh” or “Verified” status.

The system displays the following fields:

Sheet Description	The textual description pertaining to the inventory sheet.
Status	The status of the inventory sheet.
Sheet Date	The date on which the sheet is created.
Option	The mode of recording the inventory. It could be "Manual" or "Upload".

Enter the following fields in the group box to search for the asset tags in the inventory sheet:

Asset Location Code	A number identifying the asset location (Alphanumeric, 20). This number must be defined in the “Create Asset Location” activity of “Asset Location” business component.
	Help facility available.
Asset Class Code	Use the drop-down list box to specify the code identifying the class to which the asset belongs. All the asset class defined in the “Create Asset Class” activity of the “Asset Type Definition” business components are displayed in the drop-down list box. The system leaves the fields blank by default.
Asset Group Code	A number identifying the group to which the asset belongs (Alphanumeric, 25). The system retrieves all the assets, which belongs to group specified here.
	Help facility available.
Asset No.	The number identifying the asset (Alphanumeric, 18).
	Help facility available.
Asset Description	The textual description pertaining to the description (Alphanumeric, 40). Enter the description in full or specify it partially using the * characters. The system retrieves all the sheets whose asset description is similar to the value entered here.
Tag Status	Use the drop-down list box to specify the status of the tag. The statuses of the tags available are
	Frozen – When the inventory sheet is created, all the tags included in the sheet are “Frozen” in “Asset Capitalization” business component. The tags, which are “Frozen”, are not available to be included while creating any other sheet.
	Verified – When the assets are verified in the location and recorded, the tag is in “Verified” status. You can modify the inventory result for the tags, which are verified.
	Confirmed – The verified tags, which are confirmed, attains the “Confirmed” status.
Tag No.	A number identifying the asset tag (Integer).
	Help facility available.
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 inventory sheets whose tag description is similar to the text entered here.
Inventory Result	Use the drop-down list box to specify the result of the inventory. The various inventory results available are
	Ok - If the assets are same both in the location and in the list. These assets are not taken up for reconciliation.
	Damaged - If the assets are found in the location but are damaged or not in working condition, then it is in the damaged condition.
	Missing – If the assets are in the list but not found in the location.
	Not Used – If the assets are in the list but not been used.
	The system displays “Ok” by default.
Inventoried Date From	The starting date in the range of dates from which the asset tags are verified (Date Format). The system lists all the asset tags that are verified raised later than this date.
	If this field is left blank and the “To” field is entered, then the system retrieves all the asset tags of the inventory sheet, which is verified on the date earlier than the date specified in the “To” field. The date specified here must be less than the date entered in the “To” field.
To	The ending date in the range of dates until which the asset tags are verified (Date Format). The system lists all the asset tags of that inventory sheet that are verified earlier than this date.
	If this field is left blank and “Sheet Date From” field is entered, then the system retrieves all the asset tags verified later than the date specified in the “Sheet Date From” field

Click the “Get Details” pushbutton to retrieve the asset tags detail in the multiline:
Enter the following fields in the “Inventory Details” group-box to default the inventoried location and the date in the multiline. Enter here will ease your data entry. Date entry is optional.

Default Inventoried Location	The code identifying the location in which the asset exists (Alphanumeric, 20).
	Press <Enter> key.
	Help facility available.
Default Inventoried Date	The date on which the asset tags are verified (Date Format). The date must be less than or equal to the system date and the sheet date.
	The system displays the following fields in the “Inventory Details” multiline:
Asset No.	The number identifying the asset.
Asset Description	The textual description pertaining to the asset.
Tag No.	The number identifying the asset tag.
Tag Description	The textual description pertaining to the asset tag.

Enter the following fields in the multiline:

Inventoried Location	The code identifying the location in which the asset exists (Alphanumeric, 20). Mandatory.
	Help facility available.
Inventoried Date	The date on which the asset is verified (Date Format). Mandatory.

Note: The system defaults the value if the ”Default Inventoried Location” and the “Default Inventoried Date” is entered.

Inventory Result	Use the drop-down list box to modify the inventory result of the asset tags. The various inventory results available are
	Ok - If the assets are found in the location as mentioned in the list and is in a condition as mentioned in the records, then the result is Ok. These assets are not taken up for reconciliation.
	Damaged - If the assets are found in the location but are damaged or not in working condition, then it is in the damaged condition.
	Missing – If the assets are in the list but not found in the location.
	Not Used – If the assets are in the list but not been used.
	Extra – If the assets are not in the list and not recorded in the Inventoried location as per the records, but are physically verified in the Inventoried location.

Note: The inventory result can be modified till the recording the confirmed.

Inventory Result Remarks

Any comments pertaining to the inventory result of the asset (Alphanumeric, 255).

The system displays the following fields:

Tag Status	The status of the asset tag, which could be “Frozen” or “Verified”.
Asset Location Code	The code identifying the asset in which the asset exists.
Asset Class Code	The code identifying the class to which the asset belongs.
Asset Group Code	The code identifying the group to which the asset belongs.

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

Click the “Record” pushbutton to record the assets selected.

The system updates the status of the tag to “Verified”.

The system updates the status of the sheet to “Verified”, if all the tags in the sheet are verified.

Click the “Confirm” pushbutton to confirm the recorded inventory details.

The system updates the status of the tag to “Confirmed”.

The system updates the status of the sheet to “Confirmed”, if all the tags in the sheet are confirmed.

The system updates the status of the tag to “Completed” if the inventory result is “Ok”. The completed tags are not taken up for reconciliation.

The system updates the status of the sheet to “Completed”, if all the tags in the sheet are in “Completed” status.

The system displays the following:

Created By	The login ID of the user who created the inventory sheet.
Created Date	The date on which the inventory sheet is created.
Last Modified By	The login ID of the user who modified the inventory sheet last.
Last Modified Date	The date on which the inventory sheet is last modified.

To proceed, carry out the following

Select the “Additional Tags” link at the bottom of the page to include additional tags in case there are any extra assets.

Recording inventory – An overview

The list of asset tags included in the list is used as the basis of verification at the selected location. The various inventory results accorded during verification are

OK – If the assets are found in the location as mentioned in the list and is in a condition as mentioned in the records, then the result is Ok. The assets, which are in Ok status, are not taken up for reconciliation.
Damaged - If the assets are found in the location but are damaged or not in working condition, then they are recorded in the status namely “Damaged”.
Missing - Assets that are in the list but not found in the location are considered to be “Missing”
Not Used – If the assets are found in the location but not in the working condition, then it is in “Not Used” status.

The inventory result for each asset can be modified till they are confirmed. You can directly enter the sheet number or you can carry out the search using attributes of the asset tags included in the sheet like location code, in which the asset exists, class to which the asset belongs, status of the tag, tag details and the verification date. You can enter the default-inventoried location for the locations to be defaulted in the multiline. You can also modify the location, date on which the assets are verified and the inventory results. Inventory results can be modified till the inventory details are confirmed.

The system updates the status of the tags to “Verified” on recording it. If all the tags in the sheets are verified, then the system updates the status of the sheet to “Verified”. The system updates the status of the tag to “Confirmed”. If all the tags are confirmed in the sheet, then the system updates the status of the sheet to “Confirmed”. The system updates the login ID of the user and the system date along with the modification history.

What you can do in this page

Modify the inventory result of the asset which are recorded

Confirm the assets, which are recorded

Modify the inventory result of the asset which are recorded

You can modify the inventory result of the assets, which are recorded by comparing the list with the location.

Set the “Tag Status” to “Verified” to retrieve the assets that are recorded.
Click the “Get Details” pushbutton to retrieve the details in the multiline.
Modify the “Inventory Result” for the asset and click the “Record” pushbutton to record the asset.

The tag status still remains in the “Verified” status. If all the tags in the sheet are verified, then the system updates the status of the sheet to “Verified”.

Confirm the assets, which are recorded

The assets that are verified can be confirmed.

Set the “Tag Status” to “Verified” to retrieve the assets that are recorded.
Click the “Confirm” pushbutton to confirm the assets that are verified.

After confirmation, the inventory details cannot be modified.