OverviewThe Inventory Management module within Access Commander™ provides advanced inventory capability. There are two inventory types:
� Asset � Document
Within this module, inventory records can be:
� Added � Updated � Deleted � Viewed
Functionality within this module includes:
� Handheld wireless barcode scanning of property and documents � Automatic updated of Last Inventory Date for successfully inventoried assets and documents � Downloading of scanned data into the system to permit generation of various exception
The Inventory Search screen contains the fields that can be filled in and/or selected as search criteria. This allows you to narrow down the search for a specific inventory record, or group of inventory records.
Figure 14-1 . The Inventory Search screen .
Accessing Inventory Search Screen
Depending on where you are in Access Commander, there are four ways to access the Inventory Search screen:
� Main Menu screen, Inventory Management icon � Main Menu screen, Inventory Management icon, Search option � Inventory Listing or Inventory Info screen, Search link � Main Menu link, Inventory Management option
To use the Inventory Management icon: 1. Access the Main Menu screen. (Need help? See Accessing Main Menu Screen in Chapter 2.)
2. Click the Inventory Management icon. The Inventory Search screen displays.
� Displays the results of your search on the Inventory Search screen. Records are displayed in table format. The columns in the table display key data for each record (e.g., Facility Code, Type, Status).
Figure 14-2 . The Inventory Listing screen .
Accessing Inventory Listing Screen
To access the Inventory Listing screen:
� Inventory Search screen, Find button
To use the Find button: 1. Access the Inventory Search screen. (Need help? See Accessing Inventory Search Screen in this
chapter.)
2. Enter search criteria to narrow down the search for the specific inventory record, or group of inventory records.
3. Click the Find button.The Inventory Listing screen displays with the results of your search.If no records are found matching the entered search criteria, a blank Inventory Listing screen displays.
� Add new inventory records to the system when in Add New mode � Modify existing inventory records when in Update mode � View existing inventory records when in View (read-only) mode
Figure 14-3 . The Inventory Info screen in Add New mode .
When in Add New mode, the Inventory Info screen displays the Add and Cancel buttons, and has the following tabs, as shown in Figure 14-3:
� Inventory � Remarks
Figure 14-4 . The Inventory Info screen in Update mode .
When in Update mode, the Inventory Info screen displays the Update and Cancel buttons, and has
To access the Inventory Info screen in Update mode:
� Inventory Listing screen, Update button
To use the Update button: 1. Access the Inventory Search screen. (Need help? See Accessing Inventory Search Screen in this
chapter.)
2. Enter the search criteria.
3. Click the Find button.The Inventory Listing screen displays with the results of your search.
g If no records are found matching the entered search criteria, a blank Inventory Listing screen displays. If this is the case, click the Search link and search again. (Need help? See Searching in Chapter 3.)
4. Click the Update button in the column next to the inventory record.The Inventory Info screen, Inventory tab, displays in Update mode.
Accessing Inventory Info Screen - View
To access the Inventory Info screen in View mode:
� Inventory Listing screen, View button
To use the View button: 1. Access the Inventory Search screen. (Need help? See Accessing Inventory Search Screen in this
chapter.)
2. Enter the search criteria.
3. Click the Find button.The Inventory Listing screen displays with the results of your search.
g If no records are found matching the entered search criteria, a blank Inventory Listing screen displays. If this is the case, click the Search link and search again. (Need help? See Searching in Chapter 3.)
4. Click the View button in the column next to the inventory record.The Inventory Info screen, Inventory tab, displays in View (read-only) mode.
Inventory Info Screen Command
There is one command on the Inventory Info screen.
Table 14-1 . Command on the Inventory Info screen .
Command Screen Accessed Use the command to
Back to Inventory Listing Inventory Listing return to the Inventory Listing screen.
g New records and changes to fields will not be saved when you use this command.
Inventory Info Screen Tabs – Data Fields
The data fields on the Inventory Info screen (in Update mode) are listed in the following tables. They are organized by tab, as they display on the screen from left to right, as shown in Figure 14-4.
Table 14-2 . Inventory Info screen, Inventory tab data fields .
g The fields on this tab can be customized by a System Administrator. A field can be renamed, designated as required or not required, and be hidden from view. In Add New mode, all required fields are highlighted in red. The table lists the default fields, which may differ from what you see on this tab.
Field Name Explanation
INVENTORY TAB: Batch Name REQUIRED. Enter the batch name.
Type Select inventory type.
Status Displays the inventory status.
Facility Code REQUIRED. Select facility code.
Started By Displays the name of the person who started the inventory.
Table 14-3 . Inventory Info screen, Remarks tab data fields .
g The field on this tab can be customized by a System Administrator. It can be renamed, designated as required or not required, and be hidden from view. The table lists the default field(s), which may differ from what you see on this tab.
Field Name Explanation
REMARKS TAB: Remarks Enter any remarks.
Table 14-4 . Inventory Info screen, Upload(s) tab data fields .
Field Name Explanation
UPLOAD(S) TAB: # Upload(s) Section: Click the Upload button to upload a new inventory file. Click the Process Batch button
to process the batch. Click the Cancel Batch button to cancel the batch.
View Click the button to display the Inventory Discrepancy Details report.
Upload # Click the upload number to display the Inventory Upload Detail screen for the upload.
Uploaded By Displays the name of the person who uploaded the document/asset.
The Asset Inventory Reports screen displays the preformatted reports available for the Inventory Management module. Reports can be customized as specified and requested by your employer.
Figure 14-6 . The Asset Inventory Reports screen .
The records upon which the selected report is based is determined by:
� Records displaying on the Inventory Listing screen. In other words, those records that matched the search criteria entered on the Inventory Search screen during the most recently completed search. For example, a user may want to include only open assets, so he/she would complete a search for assets with Open status. Then, on the Inventory Reports screen, the Row(s) in List radio button is selected.In some cases, you may need to complete a search prior to running a report to ensure that the appropriate records are included for the specific report. If you need to include all records in the system, you will do so by selecting the All radio button on the Inventory Reports screen, in which case it doesn’t make a difference what search was last completed.
� Records selected on the Inventory Listing screen.To include only a single inventory record, or specific inventory records, in a report, check that record’s checkbox(es) on the Inventory Listing screen. Then select the Selected Row(s) radio button on the Inventory Reports screen to include only the selected records in the report.
� Radio button selected on the Inventory Reports screen. Depending on the report selected, the applicable button(s) display: Selected Row(s), Row(s) in List, and All.
For more information about generating reports, see Generating Reports in Chapter 3.
Back to this chapter’s TOC Basic inventory ManageMent How to’s
Basic Inventory Management How To’s
In This Section
9 Search Inventory Records
9 Add an Inventory Record
9 Update an Inventory Record
9 Delete an Inventory Record
9 View (Read-Only) an Inventory Record
9 Export the Data for Records on the Inventory Listing Screen
Search Inventory Records
Depending on where you are in Access Commander, there are four ways to search for inventory records:
� Main Menu screen, Inventory Management icon � Main Menu screen, Inventory Management icon, Search option � Inventory Listing or Inventory Info screen, Search link � Main Menu link, Inventory Management option
To use the Inventory Management icon:
Figure 14-7 . The Inventory Management icon .
1. Access the Main Menu screen. (Need help? See Accessing Main Menu Screen in Chapter 2.)
2. Click the Inventory Management icon. The Inventory Search screen displays.
3. Enter the search criteria. (Need help? See Searching in Chapter 3.)
4. Click the Find button.The Inventory Listing screen displays the records that match the search criteria.If no records are found matching the entered search criteria, a blank Inventory Listing screen displays.
5. To search for another inventory record, click the Search link on the Inventory Listing screen.
Back to this chapter’s TOCBasic inventory ManageMent How to’s
To use the Search option:
Figure 14-8 . The Search options
1. Access the Main Menu screen. (Need help? See Accessing Main Menu Screen in Chapter 2.)
2. Place the cursor on the Inventory Management icon.The Inventory Management pop-up menu displays.
3. Click the Search option. The Inventory Search screen displays.
4. Enter the search criteria. (Need help? See Searching in Chapter 3.)
5. Click the Find button.The Inventory Listing screen displays the records that match the search criteria.If no records are found matching the entered search criteria, a blank Inventory Listing screen displays.
6. To search for another inventory record, click the Search link on the Inventory Listing screen.
To use the Search link:
Figure 14-9 . The Search link .
1. Access the Inventory Listing or Inventory Info screen. (Need help? See Accessing Inventory Listing Screen or Accessing Inventory Info Screen in this chapter.)
2. Click the Search link.The Inventory Search screen displays.
3. Enter the search criteria. (Need help? See Searching in Chapter 3.)
4. Click the Find button.The Inventory Listing screen displays the records that match the search criteria.If no records are found matching the entered search criteria, a blank Inventory Listing screen displays.
5. To search for another inventory record, click the Search link on the Inventory Listing screen.
Back to this chapter’s TOC Basic inventory ManageMent How to’s
To use the Inventory Management option:
Figure 14-10 . The Inventory Management option .
1. Place the cursor on the Main Menu link.The options display.
2. Click the Inventory Management option.The Inventory Search screen displays.
3. Enter the search criteria. (Need help? See Searching in Chapter 3.)
4. Click the Find button.The Inventory Listing screen displays the records that match the search criteria.If no records are found matching the entered search criteria, a blank Inventory Listing screen displays.
5. To search for another inventory record, click the Search link on the Inventory Listing screen.
Add an Inventory Record
Depending on where you are in Access Commander, there are two ways to add a new inventory record:
� Main Menu screen, Inventory Management icon, + Add New option � Inventory Listing or Inventory Search screen, + Add New link
Back to this chapter’s TOCBasic inventory ManageMent How to’s
To use the + Add New option:
Figure 14-11 . The + Add New option .
1. Access the Main Menu screen. (Need help? Accessing Main Menu Screen in Chapter 2.)
2. Place the cursor on the Inventory Management icon.The Inventory Management pop-up menu displays.
3. Click the + Add New option. A blank Inventory Info screen displays.
4. Complete the required fields (indicated in red), and additional fields as needed, on both tabs: � Inventory � Remarks
5. Click the Add button.The message, “The information has been updated.”, the Re-Edit This Record link and the Done button display.
g Click the Re-Edit This Record link to have access to the following tab:
Upload(s)
6. Click the Done button.The Inventory Listing screen displays. The new inventory record displays highlighted (in black) and its checkbox is checked.
7. To add another inventory record, click the + Add New link on the Inventory Listing screen.
To use the + Add New link:
Figure 14-12 . The + Add New link .
1. Access the Inventory Listing or Inventory Search screen. (Need help? See Accessing Inventory Listing Screen or Accessing Inventory Search Screen in this chapter.)
2. Click the + Add New link.A blank Inventory Info screen displays.
Back to this chapter’s TOC Basic inventory ManageMent How to’s
3. Complete the required fields (indicated in red), and additional fields as needed on both tabs: � Inventory � Remarks
4. Click the Add button.The message, “The information has been updated.”, the Re-Edit This Record link and the Done button display.
g Click the Re-Edit This Record link to have access to the following tab:
Upload(s)
5. Click the Done button.The Inventory Listing screen displays. The new inventory record displays in the list, highlighted (in black) and its checkbox is checked.
6. To add another inventory record, click the + Add New link on the Inventory Listing screen.
Update an Inventory Record
To update an inventory record:
� Inventory Listing screen, Update button
To use the Update button:
Figure 14-13 . The Update button .
1. Access the Inventory Listing screen. (Need help? See Accessing Inventory Listing Screen in this chapter.)
2. Click the Update button in the column next to the inventory record.The Inventory Info screen, Inventory tab displays.
3. Complete the updates on all 3 tabs: � Inventory � Remarks � Upload(s)
4. Click the Update button.The message, “The information has been updated.”, the Re-Edit This Record link and the Done button display.
5. Click the Done button.The Inventory Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked.
6. To update another inventory record, repeat from step 2 above.
Back to this chapter’s TOCBasic inventory ManageMent How to’s
Delete an Inventory Record
Deleting inventory records must be done with care. Once an inventory record is deleted it cannot be restored. Follow your employer’s guidelines when using the Delete button.
To delete an inventory record:
� Inventory Listing screen, Delete button
To use the Delete button:
Figure 14-14 . The Delete button .
1. Access the Inventory Listing screen. (Need help? See Accessing Inventory Listing Screen in this chapter.)
2. Click the Delete button in the column next to the inventory record.The Inventory Listing – Delete Confirmation screen displays.
3. Click the Go button (the Yes, delete command is the default).The message, “The selected record(s) was/were successfully deleted.” displays.
g If the inventory record cannot be deleted (e.g., the inventory is assigned to an active contract), an error message displays in a pop-up window.
4. Click the OK button. The Inventory Listing screen displays.The inventory record no longer displays.
5. To delete another inventory record, repeat from step 2 above.
Back to this chapter’s TOC Basic inventory ManageMent How to’s
1. Access the Inventory Listing screen. (Need help? See Accessing Inventory Listing Screen in this chapter.)
2. Click the View button in the column next to the inventory record.The Inventory Info screen, Inventory tab displays.
3. View the information on all 3 tabs: � Inventory � Remarks � Upload(s)
4. Click the Exit button. The Inventory Listing screen displays.The viewed record displays highlighted (in black) and its checkbox is checked.
5. To view another inventory record, repeat from step 2 above.
Export Data for Records on the Inventory Listing Screen to Excel
To export the data for records to Excel:
� Inventory Listing screen, Export to Excel button
To use the Export to Excel button:
Figure 14-16 . The Export to Excel button .
1. Access the Inventory Search screen and enter search criteria to narrow down the search to include the records for which to export data to Excel . (Need help? See Search Inventory Records in this chapter.)
2. Click the Find button.The Inventory Listing screen displays the records that match the search criteria.
3. Click the Export to Excel link.The spreadsheet generates. A window displays asking if you wish to Open, Save or Save as the spreadsheet.
4. Select Open, Save or Save as as applicable.
5. Work with the Excel spreadsheet as applicable.
6. Return to the Inventory Listing screen.The Inventory Listing screen displays with the results from your earlier search.
7. To generate an excel spreadsheet for another set of records, repeat from step 1 above.
Inventory batch files can be uploaded to, deleted, processed and canceled from an inventory batch within the Inventory Management module in Access Commander™.
On the Inventory Info screen, Upload(s) tab, the following buttons display in the # Upload(s) section, as shown in Figure 14-21:
� Upload � Process Batch (displays only after a file has been uploaded) � Cancel Batch (displays only after a file has been uploaded)
Figure 14-20 . # Upload(s) section and buttons on the Upload(s) tab .
Inventory files are uploaded using the:
� Upload button in the # Upload(s) section on the Upload(s) tab (on the Inventory Info screen in Update mode)
g If an inventory batch includes both documents and assets, the user needs to create two new inventory records, selecting Document in the Type field for one, and Asset in the Type field for the other.
To use the Upload button: 1. Access the Inventory Info screen:
� Main Menu screen, Inventory Management icon, Add New option (see Figure 14-32) � Inventory Listing or Inventory Search screen, + Add New link (see Figure 14-33)
2. Complete the required fields (indicated in red), and additional fields as applicable. Check to be sure that the correct selection, Document or Asset, is made in the Type field.
3. To enter a remark, click the Remarks tab and enter the remark(s) in the text area.
4. Click the Add button.The message, “The information has been added.”, the Re-Edit This Record link, and the Done button display.
5. Click the Re-Edit This Record link.The Inventory Info screen refreshes. The Inventory, Assignment(s) and Upload(s) tabs display, and the Update and Cancel buttons.
6. Click the Upload(s) tab.The Inventory Info screen refreshes and the Upload button displays.
7. Click the Upload button.The Inventory Upload screen displays.
8. Type the name of the file to upload in the File field, or use the Browse button to load and select the file.
9. Click the Upload button. The file is read into the system. An error message displays if an error prevented the file upload from completing successfully.The uploaded file record displays in the # Upload(s) section. The Upload, Process Batch and Cancel Batch buttons display.The # of Record(s) column indicates the number of inventory records that processed successfully out of the total number of records.
10. In the View column, click the View button to view the Inventory Discrepancy Details screen.If you do not need to view the Inventory Discrepancy Details screen, skip to step 12.
11. Review the error messages. Make corrections and re-scan the document/assets as needed.
12. To process (update last inventory dates and close the batch) the batch file, continue to the next step.To return to the Inventory Listing screen without processing the batch, skip to step 15.
13. Click the Process Batch button.The Inventory Info screen, Inventory tab displays. The Status field for the record is automatically set to Closed. The Done button displays.On the Upload(s) tab, the closed batch upload still displays, but the View column and buttons no longer display.
g The last inventory date of all the documents/assets successfully inventoried will automatically be updated within their corresponding records (i.e., Last Inventory Date field on the Document Info screen, Document tab, and Property Info screen, Property tab, respectively). This process cannot be reversed.
14. Click the Close button.The Inventory Info screen, Upload(s) tab displays.
15. Click the Update button.The message, “The information has been updated.”, the Re-Edit This Record link and the Done button display.
16. Click the Done button.The Inventory Listing screen displays.The updated inventory record displays highlighted (in black) and its checkbox is checked.The status of the record is Open if the inventory batch was not processed, and Closed if it was processed.
View the Inventory Discrepancy Details Report
To view the list of error messages, if any, for the records within an uploaded inventory batch:
� Inventory Info screen, Upload(s) tab, View column, View button
g This report can only be viewed for inventory records that have an Open status.
To view the Inventory Discrepancy Details screen: 1. Access the Inventory Listing screen. (Need help? See Accessing Inventory Listing Screen in this
2. Click the Update button in the column next to the inventory record’s Facility Code.The Inventory screen, Inventory tab displays.
3. Click the Upload(s) tab.The Inventory Info screen refreshes and the # Upload(s) section displays.
4. Click the View button.The Inventory Discrepancy Details screen displays. The inventory records that were included in the uploaded batch file display, along with their location, barcode, and error message, if any.
5. View and/or print the list.
6. Click the Close button.The Inventory Discrepancy Details screen closes.
Process (Close) an Inventory Batch
To process an inventory batch:
� Inventory Info screen, Upload(s) tab, # Upload(s) section, Process Batch button
g Clicking the Process Batch button closes the inventory batch. All the found document(s) inventory date(s) will be set to inventory date. This process cannot be reversed.
To use the Process Batch button: 1. Access the Inventory Listing screen. (Need help? See Accessing Inventory Listing Screen in this
chapter.)
2. Click the Update button in the column next to the inventory record’s Batch #.The Inventory screen, Inventory tab displays.
3. Click the Upload(s) tab.The Inventory Info screen refreshes and the # Upload(s) section displays.
4. Click the Process Batch button.The Inventory Info, Inventory tab, displays. The Status field for the record is automatically set to Closed. The Done button displays.On the Upload(s) tab, the closed batch upload still displays, but the View column and buttons no longer display.
g The last inventory date of all the documents/assets successfully inventoried will automatically be updated within their corresponding records (i.e., Last Inventory Date field on the Document Info screen, Document tab and Property Info screen, Property tab, respectively). This process cannot be reversed.
6. Click the Done button.The Inventory Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked. The status of the record is Closed.
g This process cannot be reversed. Inventory batches can only be canceled for inventory records that have an Open status.
To use the Cancel Batch button: 1. Access the Inventory Listing screen. (Need help? See Accessing Inventory Listing Screen in this
chapter.)
2. Click the Update button in the column next to the inventory record’s Facility Code.The Inventory screen, Inventory tab displays.
3. Click the Upload(s) tab.The Inventory Info screen refreshes and the # Upload(s) section displays.
4. Click the Cancel Batch button.The Inventory Info, Inventory tab, displays. On the Upload(s) tab, the cancelled batch upload still displays, but all of the buttons are disabled.All the found document(s) inventory date(s) are set to inventory date.The Done button displays.
6. Click the Done button.The Inventory Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked. The status of the record is Cancelled.
