Room Inventory Setup and Completion Checklist

Follow the steps below to use the Room Inventory option within the Web Link module to complete an inventory of the assets entered in the rooms in the Fixed Asset Inventory module.

Step 1:  Set Up System for Emailing Messages, If Desired

• If desired, set up the system to send emails to the users who will be completing the inventory.  To set up the system to send emails, do the following:

1)  Open the Email Manager option in the School Accounting System and then complete the following:  1) complete the General Options tab (if not already completed) by selecting the Enable Email Manager field and completing the remaining fields; 2) if needed, on the Email Addresses tab, add an email address to use when emailing notifications for the room inventory; and 3) complete the Web Link Room Inventory Options section on the Fixed Asset Inventory tab.  Refer to the Completing the Email Manager topic in the Help File included with the School Accounting System for step-by-step instructions.

2)  Verify that the applicable employees have a valid email address entered in the Employee File with the Other Communication field selected.  If needed, email addresses for employees can be imported; also, the Adjust Email Addresses option can be utilized to update the usage field for Other Communication for employees.

Step 2:  Assign Rights and Rooms to Users

• Within the User Security option in the School Accounting System, give the users who will be taking the inventory the Edit Room Inventory rights for Web Link, and also complete the Fixed Asset Inventory Rooms List by changing existing users, adding new users if needed, and/or utilizing the View/Adjust Users option.  Refer to the Adding a User topic, Changing a User topic, and Viewing/Adjusting Users topic in the Help File included with the School Accounting System for step-by-step instructions.

Step 3:  Open Inventory for Viewing in Web Link Setup Options

• In the Web Link Setup Options option in the School Accounting System, enter Open in the Web Link Room Inventory Status field.  By specifying Open, the process for completing an inventory will be started and the Room Inventory option will be available for the users in Web Link.  Refer to the Completing Web Link Setup Options topic in the Help File included with the School Accounting System for step-by-step instructions.

Note:  The Opened Date field will display the date for the inventory process that will be opened and cannot be changed.

Step 4:  If Desired, Send Email Notification to Employees

• If desired, complete the View Room Inventory Status option in the School Accounting System to send an email notification to the employees (users) informing them the inventory process is now open.  Refer to the Viewing Room Inventory Status topic in the Help File included with the School Accounting System for step-by-step instructions.

Step 5:  Applicable Users Complete Room Inventory in Web Link

• The applicable users complete the Room Inventory option in Web Link.

Steps to Complete Room Inventory

Step 6:  View Room Inventory Status

• Complete the View Room Inventory Status option to determine if all employees have completed the inventory for their rooms.  If applicable, send an email notification to the employees who have not yet completed the room inventory.  Refer to the Viewing Room Inventory Status topic in the Help File included with the School Accounting System for step-by-step instructions.

Step 7:  Close Inventory for Viewing in Web Link Setup Options

• Once all employees have completed the inventory for their rooms (or all the rooms that will be inventoried have been completed), enter Closed in the Web Link Room Inventory Status field in the Web Link Setup Options option in the School Accounting System.  By specifying Closed, the process for completing an inventory will be closed and the Room Inventory option will be unavailable for the users in Web Link.  Refer to the Completing Web Link Setup Options topic in the Help File included with the School Accounting System for step-by-step instructions.

Note:  If needed, after closing an inventory, the inventory can be reopened (for only the most recently closed inventory) by entering Open in the Web Link Room Inventory Status field in the Web Link Setup Options option and then clicking the Open Existing button when prompted; typically, an inventory should only be reopened if Step 8 has not yet been completed.

Step 8:  Process Room Inventory

• Complete the Process Room Inventory option to determine if there are any new or missing assets, or assets with location, condition, or disposal status changes.  All the assets with variances 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.  Refer to the Processing Room Inventory topic in the Help File included with the School Accounting System for step-by-step instructions.