Process Scanner Data

The Process Scanner Data option is used in Fixed Asset Inventory after utilizing a scanner to complete an annual or semi-annual inventory of assets to determine if there are any new or missing assets, or assets with location or disposal status changes.

In order to utilize the Process Scanner Data option with an annual or semi-annual inventory:

• Enter the Site ID, Building ID, and Room ID for the first room in which to complete the inventory; the Site, Building, and Room IDs must be entered into the scanner exactly how they are set up in the Fixed Asset Inventory module.

• Scan (or enter) the Asset Tag number for each asset in the room.
• Repeat the first two steps until all the rooms within each building and site have been completed.
• After all the assets are scanned, the information from the scanner must be downloaded to a file on the computer (file must be formatted with either carriage returns or commas as the delimiter); follow the instructions included with the scanner to download the data.
• Complete the Process Scanner Data option to import the scanner data into the Fixed Asset Inventory module and view the list of new or missing assets, or assets with location or disposal status changes.

When importing the scanner data file within the Process Scanner Data option, the system compares each asset in the Asset File Maintenance option to the assets that were scanned.  Any assets that are new or missing, or have location or disposal status changes, are assigned a corresponding Variance Type.  The Variance Types are:  New Asset - if the asset was scanned but is not in the Asset File Maintenance option; Missing Asset - if the asset was not scanned but is in the Asset File Maintenance option; Different Location - if the asset was scanned at a different location than what is shown in the Asset File Maintenance option; Disposed Asset (GL) - if the asset was scanned 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 scanned but is marked as disposed in the Asset File Maintenance option without any entries previously posted to General Ledger for the asset.  

All assets that were scanned, and those current assets that were not scanned but tracked in the Fixed Asset Inventory module, display within the Process Scanner Data option.  For each asset, the Asset Tag, the current location (Site ID, Building ID, and Room ID), whether or not the asset was scanned, whether the entry is a duplicate, the Variance Type (if applicable), the original location (if applicable), and whether the scanned location is invalid will display.

Once the list of assets with a Variance Type has been reviewed, the necessary changes can be made for the applicable assets.  Within the Process Scanner Data option, the assets with a Variance Type of Different Location can be updated by using the Update Asset Location option.  The assets with a Variance Type of Disposed Asset (No GL) can be updated to reflect the assets are not disposed by using the Undispose Assets (No GL) option.  

Outside of the Process Scanner Data option, the assets with a Variance Type of New Asset or Disposed Asset (GL) can be added using the Add New Assets option (and selecting the View Scanner Assets option).  The assets with a Variance Type of Missing Asset can be disposed using the Process Asset Disposal option (and selecting the View Disposed Scanner Assets option).

The list of assets will continue to display in the Process Scanner Data option until a new scanner file has been imported.  If the assets are updated (added, disposed, undisposed, or locations changed), the assets will show as having been processed (a checkmark will appear in the Processed field (column)) and the name of the batch in which the asset was processed will appear in the Batch Description field (column), if applicable.

Note:  The Process Scanner Data option is not intended for use with the initial inventory.

Steps to Process Scanner Data

Steps to Import Scanner Data
Steps to Update Asset Location

Steps to Undispose Assets (No GL)

Steps to Add New Assets
Steps to Process Asset Disposal