Quick Collect Assets

The Quick Collect process allows users to quickly collect an asset that is currently issued to a staff member or student. In Asset Management, Quick Collect can return an issued asset to a room, move it to a transfer, or apply a new tag status. This process also supports accessory collection, collection receipts, and charge assessment when applicable.

1. Navigation:
2. Admin/Site/Warehouse View
3. Quick Links

Quick Collect to a Room

You can collect an asset to a room only when the asset is currently issued to a staff member or student. If the asset is already in a room with the “Available” status, Asset Management blocks the collection and displays this validation message: “Cannot Quick Collect this Tag. This Tag is Available in Room: 1234.”

1. Click Quick Collect, located in the “Site Tools Quick Links” menu. The “Quick Collect” window opens.

   

2. Select Room from the “Collect to” drop-down menu.
3. In the Site Name field, which is not available in Site View, enter the site where the asset is located.
   • If the asset has a restricted funding source, the asset is blocked from collection and Asset Management displays this validation message: “Invalid Tag Number; This tag requires restricted funding source approval.”
4. In the Return to Room field, enter the room number where the tag will be collected, then click Next. Or click Search and select the room.
   • If you are collecting multiple tags to the same room, click Lock/Unlock next to the “Return to Room” field so you do not need to enter the room number for each tag.
5. Select the value in the Collect to Status drop-down menu.
6. Optional: Enter notes in the Status Notes field.
   • Click Lock/Unlock to keep the notes in place for additional tags.
7. Enter or scan the tag number in the Tag field.
8. Click Save.
9. Accessories for the tag appear in the “Collect Accessories” grid.
   • If needed, edit the Collected Quantity for the accessory.
   • If an accessory is not returned and that accessory has the “Missing Charge” setting enabled, Asset Management assesses a charge to the staff or student based on the accessory price. The charge is available in the staff or student record.
   • Click Collect Accessories to complete collection of the tag and its accessories.
10. Review the collection history in the bottom grid. It shows all tags collected today.
11. To generate a Collection Receipt and capture a digital signature, select Full Collection Receipt from the “Reports…” drop-down menu.
12. To assess a charge associated with the collected tag and the staff or student account, click Assess Charge in the “Actions” column of the “Scan History for Today” grid.
13. Click Done to close the “Quick Collect” window.

Quick Collect to a Status Change

1. Click Quick Collect, located in the “Site Tools Quick Links” menu. The “Quick Collect” window opens.
2. Select Room from the “Collect to” drop-down menu.
3. In the Site Name field, which is not available in Site View, enter the site where the asset is located.
   • If the asset has a restricted funding source, the asset is blocked from collection and Asset Management displays this validation message: “Invalid Tag Number; This tag requires restricted funding source approval.”
4. In the Return to Room field, verify the room number where the tag will be collected.
5. To change the room, click Lock/Unlock to unlock the field. Or click Search and select the room.
   • If the asset is already in a room with the “Available” status, Asset Management blocks the collection and displays this validation message: “Cannot Quick Collect this Tag. This Tag is Available in Room: 1234.”
6. Select the new value from the Collect to Status drop-down menu.
7. Optional: Enter notes in the Status Notes field, then click Lock/Unlock to keep the notes in place.
8. Enter or scan the tag number in the Tag field. The tag information appears.
9. Click Save.
10. Accessories for the tag appear in the “Collect Accessories” grid.
    • If needed, edit the Collected Quantity for the accessory.
    • If an accessory is not returned and that accessory has the “Missing Charge” setting enabled, Asset Management assesses a charge to the staff or student based on the accessory price. The charge is available in the staff or student record.
    • Click Collect Accessories to complete collection of the tag and its accessories.
11. Review the collection history in the bottom grid. It shows all tags collected today.
12. To generate a Collection Receipt and capture a digital signature, select Full Collection Receipt from the “Reports…” drop-down menu.
13. To assess a charge associated with the collected tag and the staff or student account, click Assess Charge in the “Actions” column of the “Scan History for Today” grid.
14. Click Done to close the “Quick Collect” window.

Quick Collect to a Transfer

1. Click Quick Collect, located in the “Site Tools Quick Links” menu. The “Quick Collect” window opens.

   

2. Select Transfer from the “Collect to” drop-down menu.
3. In the Site Name field, which is not available in Site View, enter the site where the asset is located.
   • Selecting a site transfers the asset to that site if the asset is not already at that location.
4. In the “Pickup Location” field, verify the room number where the tag will be collected.
5. To change the room, click Lock/Unlock to unlock the field. Or click Search and select the room.
6. Click Search next to the “Add to Transfer” field.
   • If the transfer does not exist, select a destination from the Destination drop-down menu in the “Create a New Transfer” section, then click Create New Transfer.
   • To use an existing transfer, select it from the “Search for an Existing Transfer” grid.
7. Select the value from the Collect to Status drop-down menu.
   • If the asset is already in a room with the “Available” status, Asset Management blocks the collection and displays this validation message: “Cannot Quick Collect this Tag. This Tag is Available in Room: 1234.”
8. Optional: Enter notes in the Status Notes field.
   • Click Lock/Unlock to keep the notes in place.
9. Enter or scan the tag number in the Tag field. The tag information appears.
10. Click Save.
11. Accessories for the tag appear in the “Collect Accessories” grid.
    • If needed, edit the Collected Quantity for the accessory.
    • If an accessory is not returned and that accessory has the “Missing Charge” setting enabled, Asset Management assesses a charge to the staff or student based on the accessory price. The charge is available in the staff or student record.
    • Click Collect Accessories to complete collection of the tag and its accessories.
12. Review the collection history in the bottom grid. It shows all tags collected today.
13. To generate a Collection Receipt and capture a digital signature, select Full Collection Receipt from the “Reports…” drop-down menu.
14. To assess a charge associated with the collected tag and the staff or student account, click Assess Charge in the “Actions” column of the “Scan History for Today” grid.
15. Click Done to close the “Quick Collect” window.