Note: In order for the Room Inventory option to be available in Web Link, a user must have rights to edit room inventory and be assigned to one or more rooms (within the User Security option in the School Accounting System), and also the inventory process must be opened for viewing within the Web Link Setup Options in the School Accounting System (refer to the Room Inventory Setup and Completion Checklist).
Select the Data Entry menu and then Room Inventory.
Enter the ID of the room for which to complete the inventory in the Room field, or click the down-arrow button to select the correct one.
Note: Only the rooms that are assigned to the user can be entered in the field.
All the current assets in the specified room (as recorded in the Fixed Asset Inventory module) appear on the screen. If desired, to change the assets that display on the screen, click the down-arrow button for the Status Filter field to specify to show only assets with a certain status or those that have or have not been inventoried; and/or enter text to search for in the Search field and then click the Search button.
For each asset, complete the Status of the asset:
Select In Room if the asset is still located in the room being inventoried.
Select Missing if the asset is no longer located in the room being inventoried.
Select Moved if the asset is no longer located in the room being inventoried and was permanently relocated to another room.
Select Disposed if the asset was disposed of and is no longer located in the room being inventoried.
To change the condition of the asset or enter comments for the asset, click the Edit link located to the left of the desired record and then complete the following:
Enter the condition of the asset in the Condition field, or click the down-arrow button to select the correct one.
Enter any additional information to track for the asset being inventoried in the Comments field, if desired. The comment can be alphanumeric and up to 1,000 characters long.
After making the desired changes, click the Save button.
Note: Only the Status, Condition, and Comments fields can be edited for an asset (unless the asset was manually added in Step 6 below and is not already recorded within the Fixed Asset Inventory module).
To add a new asset to the room, click the Add New button located at the bottom of the screen and then complete the following:
Enter the tag number (ID number) for the asset in the Asset Tag field. The tag number can be alphanumeric and up to 20 characters long.
Note: If the asset tag number is recorded in another room in the Fixed Asset Inventory module, a message will appear; to inventory (add) the asset in this room, click OK and then continue adding the asset (only the Condition and Comments fields can be completed for the asset, as the other information will default in from the Fixed Asset Inventory module and cannot be changed).
The Status field will default to New Asset and cannot be changed.
Enter the description of the asset in the Description field. The asset description can be up to 40 characters long.
Note: To optimize sorting on printed reports, be sure to enter all descriptions consistently. For example, enter a 6-foot folding table as "Table, folding, 6 foot", a 10-foot cafeteria table with benches as "Table, cafeteria with benches, 10 foot", and a 15-foot boat-shaped conference table as "Table, conference, boat-shaped, 15 foot", so that all the tables are grouped together on reports.
Enter the quantity of the asset in the Quantity field. The default of 1.00 will appear, but can be changed. The quantity can be up to 14 digits long and will be rounded to 2 decimal places by the system if capable.
Enter the name of the manufacturer for the asset in the Manufacturer field, if known. The name of the manufacturer can be up to 50 characters long.
Enter the model number of the asset in the Model Number field, if applicable. The model number can be alphanumeric and up to 25 characters long.
Enter the serial number of the asset in the Serial Number field, if applicable. The serial number can be alphanumeric and up to 25 characters long.
Enter the condition of the asset in the Condition field, or click the down-arrow button to select the correct one.
Enter the date the asset was purchased in the Purchase Date field. Use the mm/dd/yyyy format or click the Calendar Search button to select the desired date.
Enter any additional information to track for the asset being inventoried in the Comments field, if desired. The comment can be alphanumeric and up to 1,000 characters long.
Click the Save button.
To delete an asset from the room (only applicable if the asset was manually added in Step 6 above), click the Edit link located to the left of the desired record and then click the Delete button.
To print a report of the inventory for the room, click the Print Report button.
Note: A PDF viewer, such as Adobe® Reader, must be installed on your computer prior to running the report; if you do not have a PDF viewer, download Adobe® Reader free of charge by going to http://get.adobe.com/reader/ and following the instructions.
Once all the assets in the room have been inventoried (the status assigned), select the Room Inventory Complete field located at the bottom of the screen (a checkmark will appear in the box if the field is selected). When prompted to close the inventory for the room, click OK. The name of the user and the date the inventory for the room was closed appear to the right of the Room Inventory Complete field.
Tip: If needed, the inventory for a room can be reopened by selecting the Room Inventory Complete field to remove the checkmark.