Steps to Process Room InventoryThe Process Room Inventory option is only available if the organization has licensed the Web Link module. The Process Room Inventory option is used in Fixed Asset Inventory after utilizing the Room Inventory option in Web Link to complete an annual or semi-annual inventory of assets to determine if there are any new or missing assets, or assets with location, condition, or disposal status changes.
In order to utilize the Process Room Inventory option with an annual or semi-annual inventory, complete all the steps on the Room Inventory Setup and Completion Checklist. When completing the Process Room Inventory option, the system compares each asset in the Asset File Maintenance option to the assets recorded with the Room Inventory option in Web Link. Any assets that are new or missing, or have location, condition, or disposal status changes, are assigned a corresponding Variance Type. The Variance Types are: New Asset - if the asset was manually added to a room in Web Link but is not in the Asset File Maintenance option; Missing Asset - if the asset was marked as Missing, Moved, or Disposed in Web Link for the room location currently assigned in the Asset File Maintenance option and was not recorded in any other room; Different Location - if the asset was recorded in a different room in Web Link than what is shown in the Asset File Maintenance option; Different Condition - if the asset was recorded with a different condition in Web Link than what is shown in the Asset File Maintenance option; Disposed Asset (GL) - if the asset was manually added to a room in Web Link but is marked as disposed in the Asset File Maintenance option with entries previously posted to General Ledger for the asset; and Disposed Asset (No GL) - if the asset was manually added to a room in Web Link but is marked as disposed in the Asset File Maintenance option without any entries previously posted to General Ledger for the asset.
All the assets with a Variance Type and those that had comments entered in Web Link display within the Process Room Inventory option. The necessary changes can then be made for the applicable assets. Within the Process Inventory option, the assets with a Variance Type of Different Location can be updated to the appropriate location; the assets with a Variance Type of Different Condition can be updated to the appropriate condition; the assets with a Variance Type of Disposed Asset (No GL) can be updated to reflect the assets are not disposed; the assets with a Variance Type of New Asset or Disposed Asset (GL) can be added (using the Add New Assets option and the View Web Link Assets option); and the assets with a Variance Type of Missing Asset can be disposed (using the Process Asset Disposal option and the View Disposed Web Link Assets option).
The list of assets will continue to display in the Process Room Inventory option until the assets with variances have been processed or a new inventory is completed within Web Link.
Note: The Process Room Inventory option is not intended for use with the initial inventory.