Inventory Check In/Check Out - BAM3100

Asset Management > Maintenance > Inventory Check In/Check Out

This page is used to track inventory and capital assets that can be checked out by LEA personnel or students. You can have multiple entries for an item depending upon the number of units in the inventory record. The total number of items checked out cannot exceed the number of units in the inventory record. If multiple units of the same item are being checked out to different personnel (resulting in needing multiple checkout records), each checkout record must have a different checkout time. An item is considered checked out until the return date is no longer blank. If an item has an open checkout record, the person's name is displayed.

Add or modify a record:

Retrieve an existing item.	In the Item Nbr field, type the item number to be retrieved, if known. If the number is less than ten digits, the field is auto-filled with leading zeros. Click Retrieve. • If the item number is not known, click Directory. • To search for a specific item number, type data in one or more of the search fields. • To search through all available data, leave all fields blank. • Click Search. A list of item numbers matching the search criteria is displayed. • Select an item number from the list. Otherwise, click Cancel.

Retrieve an existing item.

In the Item Nbr field, type the item number to be retrieved, if known. If the number is less than ten digits, the field is auto-filled with leading zeros.

Click Retrieve.

• If the item number is not known, click Directory.
• To search for a specific item number, type data in one or more of the search fields.
• To search through all available data, leave all fields blank.
• Click Search. A list of item numbers matching the search criteria is displayed.
• Select an item number from the list. Otherwise, click Cancel.

❏ Click +Add to add an inventory item.

Field	Description
Date Check Out	Type the date the item was checked out in the MMDDYYYY format. The field is required. By default, the field is populated with the current system date, but the date can be changed. Note: If you type an invalid check out date and click Save, the field is populated with 00-00-0000 and an error message is displayed.
Time Check Out	Type the time in the format hh:mmA or hh:mmP (e.g., 09:05A). The field is required. By default, the field is populated with the current system time, but the time can be changed. When manually typing the time, you must type the colon and a capital A or capital P.
Date Anticipate Rtn	Type the date the item should be returned in the MMDDYYYY format.
Date Return	Type the actual date the items are returned. If blank, items are considered checked out.
Nbr Check Out	Type the number of items checked out to the individual.
Organization	Type a specific group title or affiliation to whom the items were checked out.
Division	Type a specific group title or affiliation to whom the items were checked out.
Person	Type the name of the person who has possession of the items. The field can be a maximum of 30 characters.
Phone Nbr	Type the three-digit area code and the seven-digit phone number of the individual who signed out the items.
Comments	Type any comments or other information that pertains to this record. The field can be a maximum of 30 characters.

❏ Click Refresh Total to update the Total Units Checked Out field.

❏ Click Save.

Other functions and features:

Retrieve	The Retrieve button is also used to retrieve information from the last save. If you click Retrieve, any unsaved changes are lost.
	Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. Click Save.