Completing Room Inventory

An inventory of the assets in assigned rooms can be completed using the Room Inventory option.

Note: In order to complete the Room Inventory option, the inventory process must be opened within the Web Link Setup Options.

Tip:  Completing the Room Inventory option is one of the steps included on the Room Inventory Setup and Completion Checklist.

How to complete a room inventory:

1. Select the Room Inventory menu.

2. In the Room field, select the room for which to complete the inventory.

   Note: Only the rooms that are assigned to the user (in the User Security option) can be entered here.

3. All the current assets in the specified room (as tracked in the Asset File Maintenance option in Fixed Asset Inventory) display. If desired, change the filters to modify the assets listed on the screen, or enter text to search for in the Quick Search field.

4. In the Status field, select the current status for each asset:

• In Room - The asset is still located in the room being inventoried.

• Missing - The asset is no longer located in the room being inventoried and its whereabouts are unknown.

• Moved - The asset is no longer located in the room being inventoried and was permanently relocated to another room.

• Disposed - The asset was disposed of and is no longer located in the room being inventoried.

5. If needed, to change the condition of the asset or enter comments for the asset, click the More (…) button located to the right of the asset, select Edit, and then complete the applicable fields on the Asset screen:

• In the Condition field, enter the correct condition of the asset.

• Enter any additional information to track for the asset in the Comments field.

• After making the desired changes, click the Save button.

  Tip:  If necessary, the Status field can also be changed on the Asset screen, and it must be completed in order to save other changes.

  Note: Only the Status, Condition, and Comments fields can be edited for an asset (unless the asset was manually added in Step 6 below).

6. To add a new asset to the room, click the + Add Asset button located above the list of assets and then complete the Asset Screen:

• Enter a unique tag number (ID number) for the asset in the Asset Tag field.

  Note:  If the asset tag number is recorded in another room (in Fixed Asset Inventory), a message will appear; to inventory (add) the asset in this room, click Yes and then continue adding the asset (only the Condition and Comments fields can be completed, as the other information will default in (from Fixed Asset Inventory) and cannot be changed).

• The Status field will default to New Asset and cannot be changed.

• Enter the description of the asset in the Description field.

  Tip: To optimize sorting on reports, be sure to enter all descriptions consistently. For example, use the following descriptions to have all tables grouped together on reports:

  • "Table, cafeteria with benches, 10 foot" for a 10-foot cafeteria table with benches

  • "Table, conference, boat-shaped, 15 foot" for a 15-foot boat-shaped conference table

  • "Table, folding, 6 foot" for a 6-foot folding table

• Enter the quantity of the asset in the Quantity field. The default of 1.00 will appear, but can be changed.

• Enter the name of the manufacturer for the asset in the Manufacturer field, if known.

• Enter the model number of the asset in the Model Number field, if applicable.

• Enter the serial number of the asset in the Serial Number field, if applicable.

• Enter the condition of the asset in the Condition field.

• Enter the date the asset was purchased in the Purchase Date field.

• Enter any additional information to track for the asset in the Comments field, if desired.

• Click the Save button.

7. To delete an asset from the room (only applicable if the asset was manually added in Step 6 above), click the More (…) button located to the right of the asset, select Delete, and then when prompted, click the Delete button.

8. To print a report of the inventory for the room, click the Print Report button.

9. Once all the assets in the room have been inventoried (the status assigned), click the Room Inventory Complete field to toggle it on. When prompted to close the inventory for the room, click the Close button.

   Tip: The name of the user and the date the inventory for the room was closed display to the left of the Room Inventory Complete field.

   Note:  If needed, the inventory for a room can be reopened by clicking the Room Inventory Complete field again to toggle it off. When prompted to reopen the inventory for the room, click the Open button.