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assetmanagement:maintenance:inventorymaintenance:inventory

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assetmanagement:maintenance:inventorymaintenance:inventory [2017/08/03 18:40] – created emorenoassetmanagement:maintenance:inventorymaintenance:inventory [2022/02/22 21:23] (current) – emoreno
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 //**Asset Management > Maintenance > Inventory Maintenance > Inventory Records**// //**Asset Management > Maintenance > Inventory Maintenance > Inventory Records**//
  
-<WRAP round intro>This tab  used to create capital and inventory asset records manually or by importing Asset Management records from the Finance application.+<WRAP round intro>This tab used to create capital and inventory asset records manually or by importing Asset Management records from the Finance application.
   * Individual records can be created, edited, or deleted from this tab.   * Individual records can be created, edited, or deleted from this tab.
   * Asset Management records that are imported from the Finance application using the Transaction Records tab are automatically added to the inventory record.   * Asset Management records that are imported from the Finance application using the Transaction Records tab are automatically added to the inventory record.
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 All code table entries must have been created and verified before you begin entering any Asset Management records. All code table entries must have been created and verified before you begin entering any Asset Management records.
 The following fields are required for depreciation calculations: The following fields are required for depreciation calculations:
-  * Inventory Type +  * **Inventory Type** 
-  * Number of Units +  * **Number of Units** 
-  * Unit Cost +  * **Unit Cost** 
-  * Total Cost +  * **Total Cost** 
-  * Acquired Date +  * **Acquired Date** 
-  * Disposal Date+  * **Disposal Date**
  
  
-Use the import function of the Transaction Records tab to import Asset Management records from the Finance application save file to automatically add inventory records. The record information is automatically added to the Inventory Records and Transaction Records tabs.+You can use the import function on the Transaction Records tab to import Asset Management records from the Finance application, and then save the file to automatically add inventory records. The record information is automatically added to the Inventory Records and Transaction Records tabs.
  
 </WRAP> </WRAP>
  
  
-====Modify a record:====+====Add or modify a record:====
  
-^Add|++Add an item.|{{page>general:assetmanagement_add_item}}++| +^Add|{{page>general:assetmanagement_add_item}}| 
-  OR  +^Retrieve an existing item|{{page>general:assetmanagement_search_for_item}}|
-^Retrieve an existing item.|++Search for a record.|{{page>general:assetmanagement_search_for_item}}++|+
  
  
 ^ Field                                        ^ Description   ^  /*Table with two rows*/ ^ Field                                        ^ Description   ^  /*Table with two rows*/
 ^Catalog Nbr |{{page>general:asset_man_cat_nbr}}| ^Catalog Nbr |{{page>general:asset_man_cat_nbr}}|
-^Vendor Nbr|The vendor number is displayed, and is retrieved from the first available transaction record with vendor information. Vendor information can be added to the transaction record from the Transaction Records tab.| +^Vendor Nbr|The vendor number is displayed and is retrieved from the first available transaction record with vendor information. Vendor information can be added to the transaction record from the Transaction Records tab.| 
-^Inventory Type|Click {{:images:dropdown.gif|}} to select an inventory type code (C for Capital Assets or I for Inventory Assets). The field is required for depreciation calculations.|  +^Inventory Type|Click {{:images:dropdown.gif|Drop-down Arrow}} to select an inventory type code (C for Capital Assets or I for Inventory Assets). The field is required for depreciation calculations.|  
-^Status|Click {{:images:dropdown.gif|}}  to select a status code. The code must exist on the Tables > Status Code tab before it can be used on this page.|+^Status|Click {{:images:dropdown.gif|Drop-down Arrow}}  to select a status code. The code must exist on the Tables > Status Code tab before it can be used on this page.|
 ^Department|Type a code (e.g., 001 for High School) that defines the department that owns or uses the item. The field can be a maximum of six digits.| ^Department|Type a code (e.g., 001 for High School) that defines the department that owns or uses the item. The field can be a maximum of six digits.|
 ^Room Nbr|Type a code to indicate where the item is located. The field can be a maximum of eight digits.| ^Room Nbr|Type a code to indicate where the item is located. The field can be a maximum of eight digits.|
-^Gain Code|Click {{:images:dropdown.gif|}} to select a gain code. The code must exist on the Tables > Gain Code tab before it can be used on this page.|+^Gain Code|Click {{:images:dropdown.gif|Drop-down Arrow}} to select a gain code. The code must exist on the Tables > Gain Code tab before it can be used on this page.|
 ^From Year|Type the year that the item was placed in service in the YYYY format.| ^From Year|Type the year that the item was placed in service in the YYYY format.|
 ^To Year|Type the last year of the item’s estimated service life in the YYYY format.| ^To Year|Type the last year of the item’s estimated service life in the YYYY format.|
-^Condition|Click {{:images:dropdown.gif|}} to select a code that describes the condition of the item. The code must exist on the Tables > Condition Code tab before it can be used on this page.|+^Condition|Click {{:images:dropdown.gif|Drop-down Arrow}} to select a code that describes the condition of the item. The code must exist on the Tables > Condition Code tab before it can be used on this page.|
 ^Acquired Date|Type the date in the MMDDYYYY format. If retrieved from Finance, the **Check Date** field from the Check Posting page is used. The field is required as it is used for inventory validation to maintain accurate depreciation calculations.| ^Acquired Date|Type the date in the MMDDYYYY format. If retrieved from Finance, the **Check Date** field from the Check Posting page is used. The field is required as it is used for inventory validation to maintain accurate depreciation calculations.|
 ^Last Inven Date|Type the date the item was last inventoried in the MMDDYYYY format. Otherwise, leave blank. You can select to automatically update the field when the Mass Update for Inventory/Capital Assets process is run.| ^Last Inven Date|Type the date the item was last inventoried in the MMDDYYYY format. Otherwise, leave blank. You can select to automatically update the field when the Mass Update for Inventory/Capital Assets process is run.|
-^Disposal Date|Type the date the asset was disposed through sale or salvage. The field is required for depreciation calculations.|+^Disposal Date|Type the date the asset was disposed of through sale or salvage. The field is required for depreciation calculations.|
 ^Estimated Life|Type the expected life of the asset in years. The field can be a maximum of four digits in the ##.## format.| ^Estimated Life|Type the expected life of the asset in years. The field can be a maximum of four digits in the ##.## format.|
-^Sold To|Type the name of the individual, company, or entity to whom the asset was sold when it was disposed. Otherwise, leave blank.|+^Sold To|Type the name of the individual, company, or entity to whom the asset was sold when it was disposed of. Otherwise, leave blank.|
 ^Dt Last Update|The date the item record was last updated is displayed.| ^Dt Last Update|The date the item record was last updated is displayed.|
 ^Description|Type a description for the item. The field can be a maximum of 50 characters. If the **Use Catalog Description** field is selected on the Asset Management Options page, the description from the Catalog table is used if the** Description** field is blank.| ^Description|Type a description for the item. The field can be a maximum of 50 characters. If the **Use Catalog Description** field is selected on the Asset Management Options page, the description from the Catalog table is used if the** Description** field is blank.|
-^Serial Nbr|Type the serial number imprinted on the item by the factory, or type a district-assigned serial number. The field can be a maximum of 30 characters.|+^Serial Nbr|Type the serial number imprinted on the item by the factory, or type an LEA-assigned serial number. The field can be a maximum of 30 characters.|
 ^Vendor Name|The vendor name from the first available transaction record with vendor information is displayed. Vendor information can be added to the transaction record from the Transaction Records tab.| ^Vendor Name|The vendor name from the first available transaction record with vendor information is displayed. Vendor information can be added to the transaction record from the Transaction Records tab.|
-^Campus|Click {{:images:smallpicklist.gif|}} to select a campus code from the available list. The code must exist in the Finance Campus Name and Address table before it can be selected or used on this page.|+^Campus|Click {{:images:smallpicklist.gif|Ellipsis Icon}} to select a campus code from the available list. The code must exist in the Finance Campus Name and Address table before it can be selected or used on this page.|
 ^Local Use1|Type comments that are related to this record. The field can be a maximum of ten characters. Otherwise, leave blank.| ^Local Use1|Type comments that are related to this record. The field can be a maximum of ten characters. Otherwise, leave blank.|
-^Local Use2 and Local Use3|Type comments that are related to this record. The fields can be a maximum of 11 digits. Otherwise, leave blank.|+^Local Use2 and Local Use3|Type any specific amounts that are related to this record. The fields can be a maximum of 11 digits. Otherwise, leave blank.|
 ^Number of Units |{{page>general:asset_man_num_of_units}}| ^Number of Units |{{page>general:asset_man_num_of_units}}|
 ^Unit Cost|Type the cost of an individual unit. The field is required for depreciation calculations and can be a maximum of 11 digits. If this is a multiple unit record, the cost field can be calculated using the formula Total Cost/Number of Units = Unit Cost.| ^Unit Cost|Type the cost of an individual unit. The field is required for depreciation calculations and can be a maximum of 11 digits. If this is a multiple unit record, the cost field can be calculated using the formula Total Cost/Number of Units = Unit Cost.|
 ^Total Cost|{{page>general:asset_man_total_cost}}| ^Total Cost|{{page>general:asset_man_total_cost}}|
-^Insurance Code|Click {{:images:dropdown.gif|}} to select an insurance code. The code must exist on the Tables > Insurance Code tab before it can be used on this page.|+^Insurance Code|Click {{:images:dropdown.gif|Drop-down Arrow}} to select an insurance code. The code must exist on the Tables > Insurance Code tab before it can be used on this page.|
 ^Insurance Value|Type the replacement cost if this is a capital asset.| ^Insurance Value|Type the replacement cost if this is a capital asset.|
 ^Sale Price|Type the price that the asset was sold for when it was disposed of. Otherwise, leave blank.| ^Sale Price|Type the price that the asset was sold for when it was disposed of. Otherwise, leave blank.|
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-Click **Save**+VCV Click **Save**.
  
  
 ====Other functions and features:==== ====Other functions and features:====
  
-^Retrieve|++Retrieve data.|{{page>general:retrieve}}++|+^Retrieve|{{page>general:retrieve}}|
 ^Documents|[[general:document_attachments|View or attach supporting documentation.]]| ^Documents|[[general:document_attachments|View or attach supporting documentation.]]|
  
assetmanagement/maintenance/inventorymaintenance/inventory.1501785612.txt.gz · Last modified: 2017/08/03 13:40 (external edit)

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