Frontline Inventory & Help Desk Management
Frontline Inventory & Help Desk Management

Receiving Items to a Site in Site View

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Asset Management allows newly acquired items to be assigned to your sites through the "Purchasing" grid. Receiving items to your site requires one or more products within a purchase order to be in the status of "In Transit." The admin will send a pick ticket with the new items.

  1.  Navigation:
  2. Site View
  3. Purchasing

Using the purchasing ticket, Asset Management allows site users to receive items to a room located on the respective site, assign the status of the item ("Available" or "In Use"), assign the tag to the item, and record any required admin-created custom field data (such as serial number, image date, etc.).

Note:

  • If you do not have a purchasing ticket, re-print the purchasing ticket by clicking on reprintpick.png Pick Ticket (located in the same "Actions" column as scan.png Scan Tag into Inventory).
  • An admin-created purchase order will remain in the status of "Open" until all items have been received or the administrator changes the purchase order status to "Closed." A site-created purchase order will remain in the status of "Open" until all tags have been received to rooms or until the administrator changes the purchase order status to "Closed."
  • An admin-created purchase order can be closed without processing all products within it. This does not impact editing, receiving from a vendor, shipping, and/or receiving for a site for existing products in the closed purchase order. It merely locks the purchase order, preventing the addition of products and removing the ability to edit the details of the purchase order.
  • Once closed, a purchase order must be reopened by the administrator.

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Receive Items from a Purchase Order via Scanning Tags

  1. Click on receive.png Purchasing, located in the top navigation bar.
  2. Enter/scan the purchasing ticket barcode for the purchase order number in the Order Number field.
  3. Click on the respective purchase order's row. The grid expands to show the Details, Products, and Attachments tabs.
  4. Click on the Products tab.
  5. Enter/scan the product number for the respective product to receive.
  6. Click on the respective product’s row. The grid expands to show the Details area.
  7. Click on scan.png Scan Tag into Inventory in the "Actions" column in the respective "In Transit" shipment row. The "Receive By Tag" window opens.
  8. Select the room for the product from the Room drop-down menu.
  9. Select the status of the product from the Status drop-down menu.
  • Available - Assigns this item to this room for the purpose of later issuing it to an individual or another room
  • In Use - Assigns this item to this room and designates it is not available to issue to another room, staff, or student
  1. Enter/scan the item’s tag into the Tag field.
  2. Enter/scan any extra data into the respective field(s). Red fields are required information.
  3. Continue to scan all tags until the entire quantity of this product has been received (the "Room and Status" field will default to last user selected settings), if applicable.
    • Once all items have been received, a success message displays to communicate receiving for this product is complete.
  4. Click cancel.png Done to close the "Receive By Tag" window.
  5. Continue to receive items for all respective "In Transit" shipments respective to this purchase order following steps 7 through 13, if applicable.

Receive Items from a Purchase Order via Importing Tags

This process allows the site level to receive items to a room located on the respective site by importing an XLS or XLSX file into Asset Management. The file must contain the data for required fields (respective to the product and product type), as this process also requires the assignment the status of the item ("Available" or "In Use"), assignment of the tag to the item, and assignment of any required custom field data.

Warning: The import process must contain the exact number of tags shipped to the respective site per product.
  1. Click on receive.png Purchasing, located in the top navigation bar.
  2. Filter for the respective purchase order.
  3. Click on the respective purchase order's row. The grid expands to show the Details, Products, and Attachments tabs.
  4. Click on the Products tab.
  5. Enter/scan the product number for the respective product to receive.
  6. Click on the respective product’s row. The grid expands to show the Details area.
  7. Click on import.png Import Tags in the "Actions" column. The "Receive By Tag Import Manager" window opens.
  8. Review the "Import Details" box to verify the respective file contains data for each of the import type and/or required fields.
  9. Click on Browse to locate the respective file to import. Click on the file name.
  10. Click on Open to add the file.
  11. If the respective file does not contain a header row, deselect checkfill.png My Table Has Headers.
  12. Click on Import. The window refreshes with the file’s data.
  13. From the "Settings" box, click the down arrow and select the type of location to which the tags will be imported (Room, Staff, or Student).
  14. If no headers exist on the spreadsheet, assign the type of data located in each column to the respective product's required and/or optional fields, using the drop-down menus located in the blue grid header.
  15. Click on Validate. This reviews the file for possible issues and reports those findings in the "Validation" box.
  16. When the validation message displays "Validation Successful!" click on Finish. The "Confirm Import" window opens.
  17. The message "You are about to finish your import. This action cannot be undone. Are you sure you want to finish your import?" displays. Click OK.
  18. The import brings in the tags, closes the "Receive by Tag Import Manager" window, returns you to the "Purchasing" page, and updates the respective product's "Received Tags" count.
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