Asset Stocktaking Workflow

The following paragraphs describe the workflow used to perform the stocktaking process.

Create New Stocktaking

1. Go to Utilities – Modules – Asset stocktaking in the Console main menu to open the Asset Stocktaking module.
2. Select File – Open stocktaking in the window menu.
3. This will open the Stocktaking List window. In this window, click on the Add button. You can create new stocktakings, provided there are no open stocktakings. Before you create a new stocktaking, you will need to provide a date in the field Closed in all stocktakings.
4. This will create a new item in the list. You can use the Edit button to edit its properties if necessary.
5. Click on the Open button to open a new stocktaking.

Select Assets

Now you should select the assets in your asset registry that you wish to include and insert them in the active stocktaking.

1. Go to the Objects Tree in the Main Console window and select the entire company or Organizational Part that you wish to include in your stocktaking.
2. If necessary, go to the Objects tab and select the All tab to view all objects included in the respective Organizational Part. Go to the List of objects and select the items that you wish to include in your stocktaking. If you want to include all objects in your stocktaking, you can use the Edit – Select all command.
3. Then right-click in the list and select - Insert to stocktaking from the context menu. After you have confirmed the question that appears on the screen, the stocktaking will include all objects with the "Inventory number" or "Asset number" property.

Perform stocktaking of assets with barcode reader

You can now prepare the files that will be read by your barcode readers. Once you have finished reading your assets with the barcode readers, the resulting files will be downloaded from the barcode readers to the database for further processing.

First create a new reader file:

1. Open the stocktaking window by Tools – Modules – Asset stocktaking command in the Console main menu. In the top part of the window you should see a list of objects which you have inserted to your stocktaking earlier.
2. Click inside the bottom list and select - New reader file from the menu.
3. Enter a file name, e.g. "reader1" and if necessary select the person who will operate the reader.

Now we can assign assets to the reader file:

1. Go to the bottom list and select the reader file to which you wish to insert your assets.
2. Go to the top list and select all assets that will be saved in the selected reader file.
3. Go to the main menu of the window and select Actions – Assign asset to reader file.

You can use this workflow to create several reader files which you will later process one by one with one reader or with multiple readers at a time.

Now that you have prepared all reader files, you can export them in the File – Export file for reader menu and load them in your reader. Once you have finished your stocktaking, use File – Import file from reader to import the resulting files from your readers back to your Asset Management database. Remember that the files need to be loaded into the correct items in the bottom part of the Stocktaking window.

Processing results

Once you have downloaded the stocktaking results from your barcode readers, the stocktaking results will appear in yellow columns in the upper part of the window. Pay attention especially to the Error message column which provides information on whether an item has been found during the stocktaking process, whether any record has been modified or whether this item is a new asset that has not yet been recorded in the Asset Management. If any modified record has been found, the Error message column will also display the records that have been modified. The stocktaking also detects any duplicate records and displays an error message for them. Any duplicities must be removed manually before you can continue (decide which record is relevant and delete any duplicities etc.).

You can also complete any information in your mobile reader manually or edit this information with the Edit – Edit command. If the reader discovers that the asset user has been changed, you can use Transfer assets to user command to transfer the respective assets to the newly detected user in the tree.

You can close any records you have processed with Process command from the context menu. This will also save any new data to the Asset Registry (the new data will be saved to the properties of the corresponding objects in the tree). No error message will be displayed for assets with the "Processed" flag (resolving problematic records one by one and setting the "Processed" status).

Stocktaking Close

If you want to record the stocktaking results after its close also into the Object logs, then find the corresponding stocktaking in the Stocktaking List (opened from the stocktaking main window using the File – Open stocktaking menu) and select the Record in Object Log command from the context menu. For all the records meeting the following three conditions will be the Stocktaking result ... record written into the Object log.

• Stocktaking closed.
• Record has the Processed flag.
• Record has the Locked flag.

Did not find what you were looking for? Ask our technical support team.