Follow the steps below to use the Room Inventory option to complete an inventory of the assets entered in the Asset File Maintenance option in Fixed Asset Inventory.
Step 1: Set Up System for Emailing Messages
If desired, set up the system to send emails to the users (employees) who will be completing the inventory. To set up the system to send emails, do the following:
In the Email Manager option: 1) complete the General Options tab (if not already completed) by selecting the Enable Email Manager field and completing the remaining fields; 2) if needed, on the Email Addresses tab, add an email address to use when emailing notifications for the room inventory; and 3) complete the Web Link Room Inventory Options section on the Fixed Asset Inventory tab. If needed, refer to the Completing the Email Manager topic for instructions.
Verify that the applicable employees have a valid email address entered in the Employee File with the Other Communication field selected.
Tip: If needed, the Adjust Email Addresses option can be utilized to update the usage field for Other Communication for employees; refer to the Adjusting Email Addresses topic for instructions.
Step 2: Assign Rights and Rooms to Users
For users who will be taking the inventory, in the User Security option, select the Edit Room Inventory rights for Web Link and click the Fixed Asset Inventory Rooms tab to assign the appropriate rooms. Refer to the Changing a User topic for instructions.
Tip: If needed, use the View/Adjust Users option to change the rights for existing users; refer to the Viewing/Adjusting Users topic for instructions.
Step 3: Open Inventory in Web Link Setup Options
In the Web Link Setup Options option, select Open in the Web Link Room Inventory Status field. Refer to the Completing Web Link Setup Options topic for instructions.
Note: The Opened Date field displays the date for the inventory process that will be opened and it cannot be changed.
Step 4: Send Email Notification to Users
If desired, complete the View Room Inventory Status option (in Fixed Asset Inventory) to send an email notification to users (employees) informing them the inventory process is now open. Refer to the Viewing Room Inventory Status topic for instructions.
Step 5: Users Complete Room Inventory Option
The applicable users complete the Room Inventory option for their assigned rooms following the instructions for Completing Room Inventory.
Step 6: View Room Inventory Status
Complete the View Room Inventory Status option (in Fixed Asset Inventory) to determine if all users have completed the inventory for their rooms. If desired, send an email notification to the users (employees) who have not yet completed the room inventory. Refer to the Viewing Room Inventory Status topic for instructions.
Step 7: Close Inventory in Web Link Setup Options
Once all the users have completed the inventory for their rooms (or all the rooms that will be inventoried have been completed), select Closed in the Web Link Room Inventory Status field in the Web Link Setup Options option. Refer to the Completing Web Link Setup Options topic for instructions.
Note: If needed, after closing an inventory, the inventory can be reopened (for only the most recently closed inventory) by selecting Open in the Web Link Room Inventory Status field in the Web Link Setup Options option, and then clicking the Open Existing button when prompted; typically, an inventory should only be reopened if Step 8 (below) has not yet been completed.
Step 8: Process Room Inventory
Complete the Process Room Inventory option (in Fixed Asset Inventory) to determine if there are any new or missing assets, or assets with location, condition, or disposal status changes. All the assets with variances and those that had comments entered during the inventory display within the Process Room Inventory option. The necessary changes can then be made for the applicable assets. Refer to the Processing Room Inventory topic for instructions.