The “Inventory” grid, located in the top navigation bar when at a Warehouse-enabled site, allows an administrative or site view user to search, view, share reports, and print inventory within the Asset Management application. Those at the administrative and user levels can also use the "Inventory" grid to transfer assets or make bulk edits for select fields, if given the corresponding permissions.

Inventory Functionality

The “Search Tags” section of the "Inventory" grid allows administrative view users to save search criteria and column settings for custom searches and reporting utilizing “Basic Filters” and “Advanced Filters.”

• Save Search - Saves the current filter set established in the “Basic Filters” and “Advanced Filters” areas
• Save Search As – Creates a new saved search based on the current filter set established in the “Basic Filters” and “Advanced Filters” areas
• Saved Searches - Opens the “Saved Searches” window and allows the search of existing searches and the deletion of desired searches
• Basic Filters - Located at the top of the "Inventory" grid, allows the user to search for specific tag information using the following:
  • Room Number – An alpha and/or numeric room number corresponding to the warehouse’s floor plan (up to 13 alpha/numeric characters)
  • Container Number - An alpha and/or numeric container number that is autogenerated when a container is created.
  • Location – Includes Rooms, Staff, Students, and Transfer
  • Product Type – Description of the different types or groups of products (such as laptop, calculator, printer, cell phone, etc.)
  • Status – Indicates the state or condition of the item (such as: “Available” - designated as available for the purpose of issuing; “In Use” - designated as not available to issue)
  • Asset Type – Displays “Standalone,” “Parent,” or “Component” (respective to the tag and if it has a current component relationship established)
  • Manufacturer – Company that produces the product
  • Funding Source – The source of financial resources used to purchase an item
  • Vendor - Name of an individual or a company who provides/supplies products to your district
• Advanced Filters - Located at the top of the "Inventory" grid, allows the user to search for specific tag information using the following:
  • Container Number – A unique alpha and/or numeric container identifier (up to 13 alpha/numeric characters); autogenerated by default
  • Container Description - The name of the container as entered by the warehouse
  • Container Type - General categories used to label different types of containers within a warehouse (such as plastic bin, cardboard box, cargo container, etc.)
  • Inventory Type - A field displaying "Tagged" or "Untagged" to categorize the products with tags or products only tracked by quantity
  • Tag – The unique identifier that is used to track items within Asset Management (may be an asset tag)
  • Serial – If required by the district, a serial number that was recorded when the tag was issued for a product
  • Asset UID – Is available for customers with an asset integration setup (paid add-on to Asset Management); displays the unique asset number brought into Asset Management from the district's integration files (usually sourced from the district's financial or fixed asset system)
  • Asset Condition – Displays the condition of the asset as defined in the “Asset Condition" table
  • Asset Type – Displays “Standalone,” “Parent,” or “Component” (respective to the tag and if it has a current component relationship established)
  • Custom Tag Field 1, Custom Tag Field 2, Custom Tag Field 3 and Custom Tag Field 4 – Custom fields created by a district administrative user and applied to the “Product Type”
  • Destination Site - For tags in the status of “In Transit,” this field displays the site name responsible for receiving the tag once it arrives
  • Department – Displays the department assigned to the tag (only for customers with the “Departments Feature” installed)
  • Due Date - Date the tag must be returned to the site
  • Product Number – An autogenerated field; however, the district level administrative user has the option to enter their own product number
  • Product Name – Name of the product
  • Manufacturer - Company that produces the product
  • Model – Manufacturer's specific version of the product
  • Product Type – Description of the different types or groups of products (such as laptop, calculator, printer, cell phone, etc.)
  • Other #1, Other #2, and Other #3 – Optional fields used to track miscellaneous information regarding the product
  • Suggested Price – Suggested replacement price for the product
  • SKU – Defined by a retailer's coding system to distinguish individual products within the respective retailer's point-of-sale system
  • Location ID – An alpha and/or numeric number which corresponds with the student/staff ID number or Room number of the respective location
  • Location Description - Includes “Rooms,” “Staff,” and “Students” and their respective information
  • Location Type – Displays the respective “Room Type” or “Staff Type”
  • Parent Tag – Displays the tag number of the parent tag to which the component tag is assigned (respective to the tag and if it has a current component relationship established)
  • Status - Indicates the state or condition of the item (such as “Available” - designated as available for the purpose of issuing; “In Use” - designated as not available to issue)
  • Status Notes – Displays any entered notes entered at the time of a status change
  • Tag Notes - Displays any entered notes
  • RFID – Displays “Enabled” or “Not Found” for customers with RFID (paid add-on to Asset Management) to indicate which tags have been associated with an EPC (for districts that do not have this paid RFID add-on, the field displays "Not Enabled")
  • Source – The source of the tagged inventory item: “Initial” (item was initialized), or “Order” (item was received from a purchase order)
  • Order Number – An alpha and/or numeric purchase order number
  • Funding Source – The source of financial resources used to purchase an item
  • Purchase Price – Amount entered by the district-level administrator when adding the product to the respective purchase order (may be different than the product's suggested price)
  • Purchase Date – Date the purchase is submitted to a vendor; also used to calculate the item's expiration date (may be the date the item's warranty goes into effect)
  • Vendor – Name of an individual or a company that provides/supplies products to your district
  • Account Code - An alpha and/or numeric code indicating a district specific financial tracking number
  • Projected Life - Number of years the administrative level predicts this product will be usable
  • Expiration Date - Is calculated by increasing the “Purchase Date” by the district's predicted "Projected Life" in number of years
  • Last Scan By - The Asset Management username who last issued or changed the status of this tag
  • Last Scan Date - The date this tag was last issued and/or a change of status was made in Asset Management
  • Last Audit Scan Date - The last date on which the tag was scanned on an audit
  • Last Audit Scan By - The name of the user who performed the last audit scan
  • Room Description - The name of the room (such as Principal's Office, Library, Chemistry Lab, etc.)
• Refresh – Refreshes and returns the "Inventory" grid filters and search results grid to their original states
• Go - Applies the filter settings (“Basic Filters” and “Advanced Filters”)

Filter Results Grid

The filter results section of the "Inventory" grid is directly below the “Refresh” and “Go” icons and displays the result of filters applied in the basic and/or advanced searches.

• Edit Columns - Located at the top left of the filter results grid, allows a district administrative user to manipulate the columns included in the search results by adding or removing Asset Management data fields
• Bulk Edit – Located at the top of the filter results grid, allows a district administrative user to edit multiple tags simultaneously using the following fields:
  • Asset Condition – Displays the condition of the asset as defined in the “Asset Condition" table
  • Status – Status of the tag
• Bulk Room-to-Room – Allows the quick transfer of available tags from a room to a destination room within the same site using the “Tags” grid filters to select the desired tags
• E-Mail Report - Located at the top of the filter results grid, allows users to e-mail the latest copy of the "Tag Listing" report to specified users
• Moving Columns - Data fields displayed in the filter results grid can be repositioned by dragging the desired column to a new location within the grid

Inventory Reports

The "Inventory" grid provides reports to be viewed/printed. These reports can be accessed by clicking the drop-down box in the upper right corner of the filter results grid. Filtered results will be displayed within the respective report except for the “Archived Inventory Report” and the “Room Audit Detail” reports.

• Inventory Quantity Report – Displays in PDF format a list of the total quantities of tags, based on criteria defined by the user
• Archived Inventory - Downloads, in CSV format, tags within Asset Management that have been archived, including detailed information regarding each tag (archive date, archive notes and the district administrative user who performed the respective archive process)
• Components Listing - Downloads, in CSV format, a listing of all current component tags and parent tags within the district
• E-Rate Report – Downloads, in CSV format, a list of the tags displayed in the "Tags" grid and their respective ERate-related data such as FRN, State Funding %, Federal Funding %, Invoice Number, Invoice Date, and Delivery and Installation Site and Date
• Model End of Life – Downloads, in CSV format, a list of the tags displayed in the "Tags" grid and their respective data relating to "Model end of life," "Approaching end of life," and "Past end of life"
• Inventory Listing - Downloads, in CSV format, the columns and tags displayed within the filter results grid
• Tag Depreciation Report - Displays, in CSV format, information related to the value of tags as determined by select filters and provides the depreciation value of the tags (When creating a “Tag Depreciation Report,” annual depreciation and depreciated value are calculated only when the purchase price, purchase date, and projected life of a tag is available)