eInventory(Asset Management) V1.0 User`s Guide
Contents
1. 3 Select a record display method from the Group By dropdown menu Records can be grouped by location or resource management group 4 If you choose Location at Step 2 a Select a location from the Location dropdown menu b Check sub locations you want to show on the report c Press Submit System displays relevant item records 5 If you choose Resource Management Group at Step 2 a Check groups you want to show on the report b Press Submit System displays relevant item records 6 If you want to print out the report a Press Printer friendly Page Classroom gt Room 101 Group A Classroom gt Room 101 Group A Classroom gt Room 101 Group A lasama gt Ream 1071 rain A 39 b At the pop up window press Print w progress print php sri date 2008 05 02 fend datee 2008 05 30 StercetLocahonetetarcetl SS ktake Progress Management Group Last Stocktake By Last Stocktake On ln AAA AF Pure 7 If you want to export the report into csv a Press Export Printer friendly Page Classroom gt Room 101 Group A Classroom gt Room 101 Group A Classroom Room 101 Groun A b At the dialogue box press Save View Written Off Items Report 40 Written off items report shows what items have been written off and displays result by location item type and resource management group You can print out the report or export data as csv file To view stocktake report 1 Go to Reports gt2. Bulk Item aes MMLC Supervisor A all z Fund i Quality Non Classroom gt ane ara sic Room Music Group ue 5 c Choose the location at which the item you want to update is placed All locations with the selected item will be listed d Enter the number of items which are normal damaged or currently being repaired H gt Musical Instrument gt Triangle gt Triangle Music Group MusicRoom 5 e Normal The item can be used e Damaged The item is damaged and cannot be used e Repairing The item is damaged and is under repair at the moment e Optional Enter remarks f Press Submit Task completes System displays Record Updated message e Update single item status a Go to Management gt Inventory b Select the single item you want to update and press Update Status elnventory Asset Management V1 0 User s Guide c d e Display Image Delete Edit Non Classroom gt Bulk Item ee 54 MMLC Supervisor pag i Fund mince Quality Non Classroom gt mee e e oii Music Group Education 5 E Fund Non Classroom bl gl y mv Special Room roup ducation Fund Choose a status from the New Status drop down menu e Normal The item can be used e Damaged The item is damaged and cannot be used e Repairing The item is damaged and is under repair at the moment Optional Enter remarks Press Submit Task completes System displays Record Updated message Update bulk item l
3. 44 To view item information 1 Go to Management gt Inventory System displays the full item list by default 2 Click an item name For single items you will see the Item Detail tab showing inventory information and the History tab showing item status change For bulk items you will see two more tabs For single items you will see the Item Detail tab showing inventory information and the History tab showing item status change For bulk items you will see two more tabs e Location and Resources Management Group Shows the number of items in different location and their responsible Resource Management Group on page 44 e Invoice Shows how many items were purchased for each invoice together with information like supplier s and purchase date s Add Item Records Each asset item is represented by an item record in the system Each item records contains information related to the item Depending on the item type you can store information like item names descriptions purchase details and related attachments Asset items are classified into Single Items on page 44 and Bulk Item on page 44 The ways to add single item record and bulk item record are very much the same However you have to pay special attention when To add item records Go to Management gt Inventory Click New Select an item type Select an item sub category If Bulk Items is chosen in Step 3 nA A U N e a Choose New Item from the Purch
4. 8 For CSV format A Windows dialogue box appears Press Save at the dialogue box You can use the exported CSV file and the label template for mail merge 21 Stocktake amp Variance Handling Stocktake amp Variance Handling Overview Stocktake on page 44 and variance handling are collaborative processes that are tightly related Table 1 Action Performed By Users visit responsible locations to check for item quantity during Stocktakers Resource management group members leaders the stocktake period elnventory administrator The system compares actual item quantity of each location with the System quantity listed in the item list Users handle quantity variances identified above by Variance Managers e Either ignoring surplus items or update item quantity information In the case of Single Items on page 44 the resource management i e Add surplus items to the complete item list group RMG leader s will become variance managers if her their e Request writing off missing items group is assigned as the RMG of the item e In the case of e Either the resource management group RMG leaders can become variance managers if her their group is assigned as the variance handling group VHG of the item e Or the school can create a special RMG to perform the role of variance manager You can do so by assigning all members as group leaders Whenever you create import bulk items assign this group as the VHG Then this group
5. Written off Items 2 Enter a data range to view 3 Select a record display method from the Group By dropdown menu Records can be grouped by location item type or resource management group 4 If you choose Location at Step 2 a Select a location from the Location dropdown menu b Check sub locations you want to show on the report c Press Submit elnventory Asset Management V1 0 User s Guide System displays relevant item records 5 If you choose Resource Management Group at Step 2 a Check groups you want to show on the report b Press Submit System displays relevant item records 6 If you want to print out the report a Press Printer friendly Page Printer friendly Page y Export Group A Resource tem Code tem Name Location Management Group b At the pop up window press Print 15 30 2source ee ae mae Quantity Write off Request Approve E Write off Reason Requestor Date Approver Date 7 If you want to export the report into csv a Press Export Gi Printer friendly Page Group A tem Name b At the dialogue box press Save 41 View Warranty Expiry Report Warranty expiry report shows items whose warranty period is going to expire in the number of days set in Settings gt Others gt Warranty reminder You can print out the report or export data as csv file Only the item s resource management group leaders members and the e nventory administrator can vi
6. asset item list is displayed by default 13 Record Storage amp Display Browse Item List The system stores all information of asset items in a centralized list You can browse this list as a full list or to browse by item categories and sub categories To browse item list e Browse full list a Go to Management gt Inventory gt Full List System lists all the asset items b Optional When the list is too lengthy to display in one screen you can filter out items using the view filters Full List gel X Delete Edit Update Status oe gt B Group A aa ae A Group 8 GovtLoan 1 E A Group B GovtLoan 1 E reroom E E _ e Browse by categories a Go to Management gt Inventory gt Category System displays all item categories with their corresponding photos b Choose a category System displays all the sub categories under the category chosen c Click the category name of a sub category System displays all asset items under the sub category chosen 14 elnventory Asset Management V1 0 User s Guide View Item Information The system supplies a full list of asset items records You can access detailed information of each asset item via this list You will be able to to view the item s inventory and purchase information In additional the status history of the item like when has it been repaired or damaged You can view item information for both Single Items on page 44 and Bulk Item on page
7. can re assign quantities for the selected item following the rules below 29 Variance If the sum of all variances across all locations equals zero e g 5 football in PE Room and 5 in Storeroom If the sum of all positive variances is larger than that of all negative variances If the sum of all negative variances is larger than that of all positive variances To handle stock variance Likely Reason The items are simply dislocated There are excess items These items will be displayed as Total Ignored Quantity There are items missed A Important These items must be written off You can assign these item to be written off from one location or multiple locations 1 Go to Management gt Stocktake Variance Handling System displays stocktake variances by locations Stocktake Variance Handling AN Locations Classroom gt Others Others Room 102 Classroom Room 304 Classroom Room 304 Mobile Appliances gt Hon Classroorm gt Hall Balls gt PE Retated Single Items Bulk temis Hard Furniture gt Furniture El tgi omic Ap plia Aces ITEMS018 FRNHDF_00007 5262568862 ITEMS03 PEPEB_00003 2 Press the Item Name of a single or bulk item pci2saseg7 ar BC12345712 Projecior Foolball Rule for Quantity Re Assignment Total Available Quantity must be equal to the Total Assigned Quantity Total Available Quantity must be larger or equal to the Tot
8. these three types of user can sign in the system While resources group member and resource management group leader can be created and assigned system initialization inventory administrator has to be assigned beforehand To assign inventory administrator 1 Login the administration console http eclasssite admin 2 Go to Settings gt Function Settings gt eInventory Settings 3 Select a user from the user list on the right hand and click Add to 4 Press Save The assignment completes The user who are assigned can sign in the system and perform basic settings Add Item Categories and Sub Categories Asset items are grouped into categories and sub categories For example a flute can be grouped under Musical Instruments gt Woodwind Instrument You can define these categories and sub categories manually To add item categories and sub categories 1 Add an item category a Go to Settings gt Category b Press New c Fill in all the fields and choose a photo to represent the category s Note For Category Code enter one that is not yet used For Display Order smaller numbers will be displayed on top d Optional Choose Customize and press Browse to upload your own photo e Press Submit Operation completes System displays Record Added message f Repeat Step b to le to add more categories 2 Add item sub categories ww Important Asset item are associated with an item sub category directly Item c
9. will be responsible for handling all bulk item quantity variances Q Tip You can name this special group with descriptive names like Bulk Item Variance Handling Group e elnventory administrator can also perform variance handling Users issue write off requests for items which are no longer usable Resource management group members leaders Below is a flowchart that describes the two processes in details 22 elnventory Asset Management V1 0 User s Guide 2 Hoake Period Starts Tire Stocktake Period Ends Complete 5 Item List An Stocktake Unlisted Rema Found E Request Missing lems Wrile 04 Variance Handling Wribo 011 Approval Regu roe rinvontory Management administrator Group Include room 6 inert moved y room A fog aa gor Sup Location lema Assign Bulk ay S Item Variance O Le e Wo B Hem Handler Resource Variance elnventary Management Handling Administrator Group Leader Group Mowe Items to Es Designated Locations Q therm Mover Q Tip Please refer to the HTML version of this manual for the full resolution flowchart L All item information like quantity and location are stored in the complete item list Management gt Inventory gt Full List Information in the list will be used as reference for stocktake For example when an actual quantity of 20 is found for bulk item X at Room
10. 101 comparing with the listed quantity of 18 there will be a surplus of two Stocktake is performed within the stocktake period which can be defined in Settings gt Others gt Others gt Stocktake Period When the stocktake period is over users can no longer perform stocktake 23 The stocktaker is responsible for stocktake She can either enter the barcode of found items manually or via a barcode scanner as in the case of single items or enter the number of items observed into the system as in the case of bulk items Stocktakers have to record stocktake result into the system The system will compare for and record any variances for further handling For single items possible stocktake results are e Items are found in their listed locations These are referred to as listed items e Items are found but no item information can be retrieved from the complete item list These are usually items that are not owned by the school e Items that should be found at certain locations are not found They are missing items e Items are found in locations different from their listed location For example Item D which should be placed at location B is found at location A This kind of items is referred to as unlisted items For bulk items possible stocktake results are e No variance is found between the observed quantity and the listed quantity for a location Variance handling is not necessary e Negative variance is found
11. In other words the quantity of items observed is smaller than the listed quantity Variance handling is needed in this case e Positive variance is found In other words the quantity of items observed is greater than the listed quantity Variance handling is needed in this case When the stocktake period is over the Management gt Stocktake menu will be disabled Variance handling can then be started Variance handling is performed by variance managers who come from either the item s resource management group or a specialist variance handling group See table above for details The possible ways of handling variance are e Surplus single bulk items Re assign the items to their current location or ignore them After location re assignment you can assign a variance handler to be responsible for moving the item A variance handler will receive notice on what items are to be moved She can move the items herself or assign a variance mover to physically re allocate the items concerned Assignment of variance mover is not part of the system functions e Missing single bulk items Request write off the items so that the quantity of items in the complete item list can be reconciled with the actual found quantity When an item s write off request is approved by the elnventory administrator the item record will be removed from the item list So when there is a 3 variance and all three items are successfully written off the listed quanti
12. al Assigned Quantity Total Available Quantity must be equal to the Total Assigned Quantity Group A inv Adrm n 2008 05 08 Group A imz Adr n 2008 05 09 Group A in Admin 2006 05 07 Bulk tiem Superasor inv Admin 2008 4514 3 System displays the selected item s variance records together with user interface elements for handling the variances Choose one of the steps below that suits your situation 4 For single item with negative variance a Choose Request write off and press Submit b Select a Write off Reason from the dropdown menu of the same name c You can optionally press Browse to upload supporting documents like photos showing the item s condition 30 elnventory Asset Management V1 0 User s Guide ES 5 Rese ITEM 045 Classroom gt Room Classroom gt Room 101 101 Group E Inv Admin 2008 05 19 Please select Request write off Request write off Wirite of Reason Ho Longer Usable Wrte off Attachment A d Press Submit Operation completes System displays Record Updated message 5 For single item with positive variance You can either move the item to its original location or to re assign it to its current location e To move the item to its original location 1 Choose Move to original location 2 Choose a variance handler who are members of the item s resource management group from the Handler dropdown menu 3 Press Submit e To re assign the item to its current loc
13. anagement Group Name of any group b Press New c Select a user from the Select User s drop down menu d Select a role from the Role drop down menu e Leader A resource management group leader has higher privilege than her group members Besides doing Stocktake on page 44 she can approve reject write off requests while her members cannot e Member Resource management group members can only perform stocktake e Press Submit Operation completes System displays Record Added message Import Resource Management Groups Asset items are managed by resource management groups Each group can have one or more group leader s member s You can import resources management group via CSV Before start you need to create the CSV file for import Please refer to Create CSV File for Import on page 13 for more information on how to create CSV To import resource management group 5 1 Go to Settings gt Resource Management Group 2 Press Import 3 4 Press Submit Press Browse to locate and upload your CSV file System checks the CSV for data validity If no errors are detected you will see another Submit button Press Submit Task completes System displays Record Added message Add Funding Source Asset items can have been purchased using money from different sources This source of funding can be stored with other item information You can define funding sources manually To add funding source l Go to Settin
14. arcode Format Except for bulk items asset items can bear barcodes optionally You can define the format and length of barcode 10 elnventory Asset Management V1 0 User s Guide To set up barcode format 1 Go to Settings gt Others 2 Under Barcode Format enter the barcode length e g 10 digits and the format o 373927 79391 Use both numbers o B012345694 3 Press Submit Task completes System displays Record Added message Generate Barcode Labels Barcode labels can be applied to asset items Then barcode scanners can be used during stocktake Barcode labels can be generated in HTML format If you want more control on the label layout you can export label data in CSV format You can then use mail merge function in Microsoft Word to create labels from a layout template and the exported CSV data source In order to be able to display and print barcodes you have to go to Management gt Barcode Labels to download and install the barcode font Please consult your system administrator on how to install fonts You can also download the word template from the same page To generate barcode labels 1 Go to Management gt Inventory 2 Check the items for which you want to print labels and press Export 11 Display Image X Delete Edit Update Status r ske Music Non A Euy o Parents ema re Music Group Teacher 42 o Association Instrument Room PEA Non pel ao
15. ase Details drop down menu 1f this is the first time you create a record Choose Existing Item if you are updating item information or quantity for an already existed item a Important The Existing Item option assumes that the resource management group and funding source of the newly added items remain unchanged if the items are added to the same location as the original items For example there are originally 10 footballs at location X You now add five to the same location The resource management group and funding source of that five football can only be the same as 15 the original 10 If these five balls are assigned to location Y then both can be changed even if these five balls are sharing the same item code as the original footballs System then displays the item detail page b IfExisting Item is chosen at Step a choose the item to update from the Existing Item dropdown menu Then press Next c Fill in the necessary item details Fields with asterisks are mandatory If you are updating an existing item you will not be able to modify the Item Name and item Description fields d Press Next e Assign item code location resource management groupand funding source You can press Generate Item Code to have the system generate a unique item code for the item There may be cases where you cannot modify item code resource management group and funding source as described at Step a a Important The fields Total Pur
16. ategories are just used to organize the sub categories Therefore you must create sub categories for each of the categories a Press the Category Name of any category b Press New c Fill in all the fields and choose a photo to represent the category r V4 Note For Category Code enter one that is not yet used d Optional Check one or more of the following options Licence Check this box if items under this sub categories comes with a license key like a software package Warranty Check this box if items under this sub categories are supposed to have warranty period Serial Number Check this box if items under this sub categories comes with a serial number like a microwave oven P Note This options affects what information you can provide for Single Items on page 44 When l the above options are checked you will be able to enter relevant information for the asset items For example if Serial Number is checked and you add a software item into the system you will be asked for the serial number of that software e Press Submit The system displays the Record Added message and the newly added sub category f Repeat Step 2b to 2e to add more sub categories Import Item Categories and Sub Categories Asset items are grouped into categories and sub categories For example a flute can be grouped under Musical Instruments gt Woodwinds You can import these categories and sub categories via CSV Before start you need
17. ation 1 Choose Reassign to new location 2 Choose a location and sub location from the drop down menus to the right of To 3 Choose a variance handler who are members of the item s resource management group from the Handler dropdown menu 4 Press Submit 6 For bulk item a Enter a new number under New Quantity for each of the listed locations 31 Football PEPEB 00003 Non Classroom gt Special Room Bulk tem Supervisor inv Admin Non Classroom gt Hall Bulk tem Super sor Inv Admin Re assign Location Quantity Non Classroom gt Hall 90 Hon Classroom gt 5 Specal Room j i_alculate Total Avaliable Quantity 95 Total Assigned Quantity 95 Total Remaining Quantity Total Ignore Quantity Figure 5 In this example the variances are handled so that surplus items are removed green and miss items are replenished red b Press Calculate to update the item quantity statistics Make sure the quantities calculated match the rules outlined above c Assign variance handlers from the Handler dropdown menu Request Write Off There are situations when items are no longer part of the inventory but their historical information are still useful All system users can request item write off All requests will be approved by the e nventory administrator in order to be effective To request write off e Bulk item a Go to Management gt Inventory b Select the bulk item yo
18. chase Amount and Unit Price need special attention When you are creating bulk item records Under normal situations total purchase amount total purchase price should be equal to unit price x quantity bought However when discount is involved the total purchase amount can be smaller than the sum of the unit price For example three flutes each sold at HK 3000 should cost HK 9000 totally However with a 10 discount the total purchase amount will become HK 8100 When you are creating identical single item records You should enter the same total purchase amount for all the item records For example three 300 lamps are purchased with one invoice You should create a single item record with 300 filled into the Unit Price field and 900 into the Total Purchase Amount field Then enter 3 in the Quantity field Next ll Reset f Press Submit If Single Items is chosen in Step 3 a Fill in the necessary item details Fields with asterisks are mandatory b Press Next c Enter inventory details for the item s elnventory Asset Management V1 0 User s Guide Apply identical location and sub locatios for all items Press once to auto assign I barcodes to the p Location Warranty Expiry Resource enna Date Select Management Group m Select Press once to auto assign item codes to the items Generate fem Code Generate Barcode Select Selec
19. d with 2nd Floor gt Hall You can import locations and sub locations via CSV To add locations and sub locations 1 Add an item category a Go to Settings gt Location b Press New c Fill in all the fields and choose a photo to represent the category V4 Note For Display Order smaller numbers will be displayed on top d Press Submit Operation completes System displays Record Added message e Repeat Step b to 1d to add more locations 2 Add item sub locations a Press the Location Name of any location b Press New c Fill in all the fields Note For Sub location Code enter one that is not yet used For Display Order smaller numbers will be displayed on top d Press Submit The system displays the Record Added message and the newly added sub category e Repeat Step 2b to 2d to add more sub locations Import Locations and Sub Locations Asset items are placed in various locations of the school Each location can be broken down further into sub locations The system will associate every asset item record with a sub location For example a piano can be associated with 2nd Floor gt Hall You can import locations and sub locations via CSV Before start you need to create the CSV file for import Please refer to Create CSV File for Import on page 13 for more information on how to create CSV To import locations and sub locations 1 Import locations a Goto Settings gt Location b Press Imp
20. e j Classroom Music Group 31 asi gt MMLC System switches to the Management gt Barcode Labels page V4 Note You may go to this page directly if you want to print labels for all the inventory items 3 Select information item s to be included on the labels by checking the relevant checkbox 4 Select the number of labels to print per each page Sometimes part of a label might be displaced to another page You can adjust this value until the entire label can be print on the page 5 Select a file format 6 Press Submit 7 For HTML format A pop up windows appears Press Print to print the label 10 x sdmnomnventormenagementibarcode_labelsttem_detels print php Barcode 7951578435 tem Name electric pencil sharpener item Code EAEMW 00009 Resource Management Group Name Admin Group Location Room 201 Funding Source Church Funding Brand Waranty Expiry Date 2008 05 14 License 570435 8 For CSV format A Windows dialogue box appears Press Save at the dialogue box You can use the exported CSV file and the label template for mail merge Set Up Warranty Reminder For items that comes with warranty the system can remind you of upcoming expiries with the Warranty Expiry report You can set up how many days before the expiry date you would like to be noticed 12 elnventory Asset Management V1 0 User s Guide To set up warranty reminder 1 Go to Settings gt Others 2 U
21. e management can be formed on location or other basis that the school considers appropriate For example a group can be formed for the Geography room and another can be formed to be responsible for all musical instruments Each group can have one or more group leader s who can approve item write off requests while members are not allowed to do so See also Stocktake on page 44 Stocktake Stocktake is the process of checking how many items are present at each school location and their status The process is carried out on a by location basis within the stocktake period defined by the e nventory administrator The stocktaker resource management group member visits the location that she is responsible and enter the items she find into the system either manually or via barcode scanner The system will show missing dislocated and surplus items for further handling See Stocktake amp Variance Handling Overview for a complete overview 44 elnventory Asset Management V1 0 User s Guide
22. elnventory Asset Management V1 0 User s Guide Contents SURE OG UG OW Mia 3 Introducing elnventory Asset MAnageMend cccccsssceccseeecceeseeceseeceuseeceeeeeseseessaueessaseessuseessageessanees 3 Additional He 8 pe ere areola 4 Ma ntal Organization and Usados nai diana aio 4 Genting Starte o PEPA e saben 5 Assign Inventory Administrator By eClass AdMinNiStrator oooocccccconnccnnononcnnconnnconccnnaccncnnnnronononarennonanccnnns 5 Add Item Categories and Sub Categorles ccccccconcnncoconccnccnnnnnncnnnncnnnonnncnnonnnnnnnnnnnnrnnnnnnnrrnnnnnnnnnrnnnnrranenananins 5 Import Item Categories and Sub Categorles cccccconncnnccconnncccnononnnonancnnnononnnnnnnnncnnnnnnnnnnnnnnnnnnnnonnrannnnannnnens 6 Add Locations And SUD EOCAUON Seier ie ae il cc cia 7 Import Locations and Sub LOCa MON St a Ea A ER E RA 8 Add Resource Management Groups and Group MemberS coocccccccccccnccccnconcncnncncnncncnnnnononnononcnnnncncnaninonos 8 Import Resource Management Groups cccccccccecceceeeeceeeeceeeeceeeceeeesaeeeseeeesaeeeseueeseueeseneessneessneeeseeeesaees 9 Add Finding Socrates aii 9 IMPDO FUNdING GOUGES eere eene iaa a 10 Ada Write On REASONS ereraa O inaa Eaa o seme tesdonssies 10 Set Up Barcode F Ona lisina alba 10 Generale Barcode Labels arae E eee dias 11 Set Up Warranty R minNde oesreste e A a aR aR 12 Create GSV File for IMD OMe essa a a a a a A a E 13 kauncning TNE SY SIC Mirene a a e a e 13 Rec
23. enu b Check sub locations you want to show on the report c Press Submit System displays relevant item records 4 If you choose Item Type at Step 2 a Press Submit System displays relevant item records 5 If you choose Resource Management Group at Step 2 a Check groups you want to show on the report b Press Submit System displays relevant item records 6 If you want to print out the report a Press Printer friendly Page ITEMA004 Kinson Mate b At the pop up window press Print 36 elnventory Asset Management V1 0 User s Guide Item Status Resource Lasi Location Management item Status Mi d had Group Modified us las be a 2008 05 06 7 If you want to export the report into csv a Press Export Printer friendly Page Export Hall ITEM 004 Kinson Match b At the dialogue box press Save View Stocktake Report Stocktake status report shows date time and responsible user of the last stocktake by location item type and resource management group You can print out the report or export data as csv file To view stocktake report 1 Go to Reports gt Stocktake 2 Enter a data range to view Select a record display method from the Group By dropdown menu Records can be grouped by Location item type or resource management group If you choose Location at Step 2 a Select a location from the Location dropdown menu b Check sub locations you want t
24. ew this report To view stocktake report 1 Go to Reports gt Warranty Expiry System displays relevant item records 2 If you want to print out the report a Press Printer friendly Page b At the pop up window press Print ee D x _ print php T y Expiry wrce Management Warranty p Name Location Expiry 3 If you want to export the report into csv a Press Export mae j apd end n Te Group b At the dialogue box press Save 42 elnventory Asset Management V1 0 User s Guide Generate Fixed Assets Register Fixed Assets Register is a summary of all asset items possessed by the school You can print out the report or export data as csv file To generate Fixed Assets Register 1 Go to Reports gt Fixed Assets Register 2 Select a record display method from the Group By dropdown menu Records can be grouped by location item type or resource management group 3 If you choose Location at Step 2 a Select a location from the Location dropdown menu b Check sub locations you want to show on the report c Press Submit System displays relevant item records 4 If you choose Resource Management Group at Step 2 a Check groups you want to show on the report b Press Submit System displays relevant item records 5 Select a report format from the File Format dropdown menu 6 Press Submit 7 If HTML is selected at Step 5 you will see a pop up window Press Print
25. gs gt Funding Source 2 Press New 3 Fill in all the fields es Note For Funding Code enter one that is not yet used For Display Order smaller numbers will be displayed on top For Funding Type choose either School or Government 4 Press Submit Task completes System displays Record Added message Import Funding Sources Asset items can have been purchased using money from different sources This source of funding can be stored with other item information You can import funding sources using CSV file Before start you need to create the CSV file for import Please refer to Create CSV File for Import on page 13 for more information on how to create CSV To import funding sources 1 Goto Settings gt Funding Source 2 Press Import 3 Press Browse to locate and upload your CSV file 4 Press Submit System checks the CSV for data validity If no errors are detected you will see another Submit button 5 Press Submit Task completes System displays Record Added message Add Write Off Reasons Items will have to be written off towards the end of their life cycles You can define write off reasons appropriate for your school manually To add write off reasons 1 Goto Settings gt Write off Reason 2 Press New 3 Fill in all the fields V4 Note For Display Order smaller numbers will be displayed on top 4 Press Submit Task completes System displays Record Added message Set Up B
26. he barcode font Please consult your system administrator on how to install fonts You can also download the word template from the same page csv To use the CSV Fila To generate barcode labels 1 Go to Management gt Inventory 2 Check the items for which you want to print labels and press Export Display Image Music Non Related gt Classroom a Parents Musical gt Music ee CE ne Association instrument Room Non e win Classroom Music Group 31 gt MMLC System switches to the Management gt Barcode Labels page d Note You may go to this page directly if you want to print labels for all the inventory items 3 Select information item s to be included on the labels by checking the relevant checkbox 4 Select the number of labels to print per each page Sometimes part of a label might be displaced to another page You can adjust this value until the entire label can be print on the page 5 Select a file format 6 Press Submit elnventory Asset Management V1 0 User s Guide 7 For HTML format A pop up windows appears Press Print to print the label admo menory management bercode labelsttem_detals_ print php W 570435 Barcode 7951578435 tem Name electric pencil sharpener item Code EAXEMW_00009 Resource Management Group Name Admin Group Location Room 201 Funding Source Church Funding Brand Warranty Expiry Date 2008 05 14 License
27. ke Quantity iem Code Stocktake Stocktake On Expected Quantity Figure 2 In this example four single items out of the expect three are found Hence there is one unlisted item For bulk items the quantity found is two less than the expected quantity Therefore the 27 Bulk Items J Stocktake Quantity Last Expected Stocktake Stocktake By On Quantity Figure 3 In this example 12 bulk items are found three more than the expected quantity Bulk Items Last Last Stocktake Quantity rei Expected Stocktake nin Quantity ltem Hame Figure 4 In this example only 11 bulk items are found but only eight are to be kept Hence there is a 2 variance 11 found nine expected 4 Press Next to confirm stocktake result 5 Optional Fill in stocktake remarks and select reasons for single items requesting write off You can also press Browse to locate and attach supporting document like photo of the item for the write off request S A Area Stocktake List Single Items hem Code Item Name Barcode Remarks Request Write off W MUSMI_00004 YAMAHA Flute YFL221 1586942374 C H Unlisted Item Expected Location 6 Optionally fill in stocktake remarks for bulk items You MUST select a reason for all write off requests 28 elnventory Asset Management V1 0 User s Guide Bulk Items Normal Request Write of Quantity Ramarks Quan
28. maintenance status of asset items e Generate Fixed Assets Register in format suggested by EDB You can learn more about each of these features from this user manual Additional Help If you cannot find the information you want from this manual you can e Log on to eClass Community http support broadlearning com and browse to the forum e Go to eClass Community s Customer Support page http support broadlearning com contact and submit your enquiry Manual Organization and Usage This is a topic based manual for elnventory Asset Management The manual is divided into individual topics allowing users to understand each topic on its own Each topic has related tasks with concepts that provide more in depth explanations if needed For easy reference topics are grouped together by their contents but not necessarily by their system function categories 4 elnventory Asset Management V1 0 User s Guide Getting Started Assign Inventory Administrator By eClass Administrator Inventory administrator is the user with the highest access right As basic settings for initializing the system can only be performed by inventory administrator the eClass administrator has to assign an inventory administrator first Asset items in eClass elnventory Asset Management are managed by three types of users namely resources group member resource management group leader and the inventory administrator Only users who are assigned as one of
29. nder Warranty Expiry Reminder enter the number of days in advance you want to be reminded 3 Press Submit Task completes System displays Record Added message Create CSV File for Import The system provides CSV templates for data import You can download these templates from the system open it with Excel and replace the sample data with your own data To create CSV file for import 1 Press the Click here to download sample link at relevant pages of the system Before is an example from the asset item category import page Settings gt Category Select File lee Formal Column 1 Category Code Click here to check Category Code Column 2 Chinese Name Column 3 English Name Column 4 Display Order 2 Press Save at the Windows dialogue box and save the sample file at your preferred location 3 Open the sample CSV with Excel 4 Replace sample data with your own data For columns where codes are to be entered you can press the Click here to check Code Name link to check for codes currently being used 5 Save the CSV file when done Launching the System Only users who are assigned as one of these three types of user can sign in the system To assign inventory administrator 1 Login eClass IP 2 0 http eclasssite 2 For primary schools Go to Campus Zone gt Admin Centre gt eInventory Asset Management 3 For secondary schools Go to eAdmin gt eInventory Asset Management The full
30. nt You can press the button to attach more e Press Submit Task completes System displays Record Updated message Approve Reject Write Off Requests 34 Write off requests have to be approved by elnventory administrator before the items are actually written off and removed from the complete item list You have to be the e nventory administrator in order to be able to do approval rejection You can approve requests made by yourself To approve reject write off requests 1 Go to Management gt Write Off Approval 2 Select a record to approve reject 3 Press the Approve Reject button elnventory Asset Management V1 0 User s Guide Inv Admin 2008 05 14 E able Inv Admin 2008 05 19 Inv Admin 2008 05 20 cr 4 At the dialogue box press OK Task completes System displays Record Updated message Processed records no matter they are approved or rejected will be removed from the record list 35 Reports View Item Status Report Item status report shows item conditions normal damaged repairing by location item type and resource management group You can print out the report or export data as csv file To view item status report 1 Go to Reports gt Item Status 2 Select a record display method from the Group By dropdown menu Records can be grouped by location item type or resource management group 3 If you choose Location at Step 2 a Select a location from the Location dropdown m
31. o show on the report c Press Submit System displays relevant item records If you choose Item Type at Step 2 a Press Submit System displays relevant item records 37 38 6 If you choose Resource Management Group at Step 2 a Check groups you want to show on the report b Press Submit System displays relevant item records 7 If you want to print out the report a Press Printer friendly Page Classroom gt Room 101 single Items IRE RHE swat H b At the pop up window press Print MCX nut php stort dite 2008 15 02 Send date 2008 05 30 tare tLocation detarget ro Resource Last gory Management Stocktake Stocktake Remarks Group By 2008 05 20 ws gt mE Group A 8 If you want to export the report into csv a Press Export elnventory Asset Management V1 0 User s Guide sania Classroom gt Room 101 Single Items sang ORSI HHE 27 ww ITEM 001 gaog board 001 b At the dialogue box press Save View Stocktake Progress Report Stocktake progress report shows stocktake progress by locations or resource management groups It is useful when you want to find out which resource management groups have have not performed stocktake or which locations have have not been stocktaken You can print out the report or export data as csv file To view stocktake report 1 Goto Reports gt Stocktake Progress 2 Enter a data range to view
32. ocation a b c d e f g h Go to Management gt Inventory Select the bulk item you want to update and press Update Status Go to the Update Item Location tab Choose the original location of the item All locations with the selected item will be listed Choose a location from the New Location drop down menu The drop down menu for selecting sub location appears Select a sub location Enter the quantity of items to relocate Press Submit Task completes System displays Record Updated message Update single item location a b c d e f Go to Management gt Inventory Select the single item you want to update and press Update Status Go to the Update Item Location tab Choose a location from the New Location drop down menu The drop down menu for selecting sub location appears Select a sub location Press Submit Task completes System displays Record Updated message 19 Generate Barcode Labels 20 Barcode labels can be applied to asset items Then barcode scanners can be used during stocktake Barcode labels can be generated in HTML format If you want more control on the label layout you can export label data in CSV format You can then use mail merge function in Microsoft Word to create labels from a layout template and the exported CSV data source In order to be able to display and print barcodes you have to go to Management gt Barcode Labels to download and install t
33. ools to manage fixed assets like computers software table and desks as well as other items that are purchased and own by the school The main features of the system include e Record storage and display e Store and manage asset item information and maintenance status e Display item information in flat list or by categories e Attach photos to item records for easy identification e Barcode sub system e Generate barcode labels with customizable information in printable HTML format e Manual auto assign barcodes to asset items e Support stocktake via barcode scanner e Stocktake workflow support e List asset items for stocktake in self definable stocktake period e Manually item check and barcode scan item check supported for individually purchased items e Manual item check supported for bulk purchased items e Missing misplaced and surplus items for a location will be listed up for furthering handling bulk purchased items only e Move misplaced items to original location or reassign them to the current location e Request to write off missing items e Add surplus to the location as new asset item e Item write off management e Lower privileged users can request for item write off from higher privileged users e Approve item write off requests e Reports generation e Stocktake report to show found and missing items e Stocktake progress report to show locations where stocktake is not completed e Item status report to show
34. ord Storage amp Display anunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnne 14 Browse MES sidebar A oe eee 14 Mew Remm Mormatl ol eira a lat 15 nn 15 IMport tem Records tion dao diia 17 Update Item Status LOC alo pi A a E 18 Ecco AAA A 20 Stocktake amp Variance HandliN9 cccocnciconanccococncoconanoconannncnnnnnnnnnannnnnnannnnannrrenannrenananos 22 Stocktake amp Variance Handling OVErvieW cccccscccccssseccecceeeeeceseeececsauueeeessaueeeeseugeeeesuuaeeeessaueeessaaeeeessaaas 22 Dalia css a e ini Ea E oe E test eedenccate 24 Peron Stocktake unina an a aa a a A a a a 25 nandle Stocktake Valant sani e cias 29 Request Wre Tirene a a eel 32 Approve Reject Write Off REQUESTS ccccecccsseccceeeeceeeeceneeceueeseeeceueessueeesaueeseueeseeeseeesesessusessneeeseneeses 34 ROEDON Sita 36 View Item Status Repo Licor aero oras oa RIO caseaaceesassageees eo A RA 36 View Stocktake ReDO Leemos edad 37 View Stocktake Progress REPO ia 39 View Written Off Items RE POSt cccccccceeccseeeeceeeeceeeeceuceceaeeceeessaeeceaueesaeeesueesaueeseueessaeesssessusessueeeseeeeses 40 View Waranty JEM DIY TCO OM uta datada 42 Generate Fixed Assets Reg a 43 GIO SS A asin dla 44 ii elnventory Asset Management V1 0 User s Guide Introduction Introducing elnventory Asset Management eClass elnventory Asset Management system is a web based asset management system It helps sch
35. ort c Press Browse to locate and upload your CSV file d Press Submit System checks the CSV for data validity If no errors are detected you will see another Submit button e Press Submit Operation completes System displays Record Added message 2 Import sub locations a Press the Location Name of any location b Press Import c Press Browse to locate and upload your CSV file d Press Submit System checks the CSV for data validity If no errors are detected you will see another Submit button e Press Submit Operation completes System displays Record Added message Add Resource Management Groups and Group Members Asset items are managed by resource management groups Each group can have one or more group leader s member s You can define resources management group manually To add resource management groups and add members 1 Add resource management groups a Go to Settings gt Resource Management Group b Press New c Fill in all the fields 8 elnventory Asset Management V1 0 User s Guide Note For Group Code enter one that is not yet used For Display Order smaller numbers will be displayed on top d From the Import Members From drop down menu select a eClass IP user group Teacher and staff members from this group can be imported in Step 2 as resource management group members e Press Submit Operation completes System displays Record Added message Add members a Press the Resource M
36. t Select resource management group for each item Enter warrant date for eac Select location and sub location for each item d Enter inventory details for the item s e Press Submit Task completes System displays Record Added message Import Item Records Each asset item is represented by an item record in the system Each item records contains information related to the item You can import item records using CSV file Before start you need to create the CSV file for import Please refer to Create CSV File for Import on page 13 for more information on how to create CSV To import item records 1 Goto Management gt Inventory a Go to Management gt Inventory Press Import Select a CSV format Press Browse to locate and upload your CSV file NR A U N Press Submit System checks the CSV for data validity If no errors are detected you will see another Submit button 6 Press Submit 17 Task completes System displays Record Added message Update Item Status amp Location Item status indicate whether an item is usable or not You can change item status at any time Changing the location of items can also be performed in similar way To update item status amp location e Update bulk item status a Go to Management gt Inventory b Select the bulk item you want to update and press Update Status Display Image Delete Edit a oe Quality Non Classroom
37. tity Reason And Atachmeni Q d I IE le ke MUSCROP 00002 49 g 3 Fill in some remarks z Curtain Task completes System displays Record Added message Handle Stocktake Variance After stocktake is completed missing surplus items will be recorded by the system as variances You can manually adjust variances The system lists all items with variances found If an item has different variances across different locations each variance will be displayed as a single record For example you may see three variance records 3 1 2 for the bulk item Football This means there are a surplus of three and one at location A and B and two missing balls at location C After selecting an item to handle the system will display four values with reference to which you re assign items to different locations These values are A a aa The number of items that can be re assigned to the locations displayed It is calculated as Expected Quantity Surplus Item Quantity Missing Item Quantity Total asignen Quant The number of items that has been re assigned to the locations displayed Aora a a The number of available items that has NOT been re assigned to any location Total Write Off Quantity When there are missing items The number of items needs to be written off Va Note This quantity must be equal to the number of missing items o ual A supe The number of surplus items that are not assigned to any location items You
38. to create the CSV file for import Please refer to Create CSV File for Import on page 13 for more information on how to create CSV To import item categories and sub categories 1 Import item categories a Go to Settings gt Category b Press Import c Press Browse to locate and upload your CSV file d Press Submit 6 elnventory Asset Management V1 0 User s Guide System checks the CSV for data validity If no errors are detected you will see another Submit button Msc os Musical Instruments 1 STG AHi Stage Crops 2 FURN Behe Furniture 3 Cancel e Press Submit Operation completes System displays Record Added message 2 Import item sub categories _ Important Asset item are associated with an item sub category directly Item categories are just used to organize the sub categories Therefore you must create sub categories for each of the categories a Press the category name of any category b Press Import c Press Browse to locate and upload your CSV file d Press Submit System checks the CSV for data validity If no errors are detected you will see another Submit button e Press Submit Operation completes System displays Record Added message Add Locations and Sub Locations Asset items are placed in various locations of the school Each location can be broken down further into sub locations The system will associate every asset item record with a sub location For example a piano can be associate
39. to print out the report ixed Assets Register Stunt Purch E S Principal S mit urchase h EA ry upemisor S Principal ees School Fund Price Price Quantity Location Reason Of Signature Remarks 8 If CSV is selected at Step 5 you will see a Windows dialogue box Press Save at the dialogue box 43 Glossary Single Items Single items refers to asset item which are usually of higher unit price and small in volume For example a piano is a single item Information like licence warranty period and serial number can only be associated with single item Any quantity variance identified during stocktake e g an extra headset is found in Room 101 is to be handled by the elnventory administrator See also Bulk Item on page 44 Bulk Item Bulk items refers to asset item which are usually of lower unit price and large in volume For example desks are typical bulk items As each bulk item record in eInventory Asset Management represent a quantity of items e g 100 desks information like licence warranty period and serial number cannot be associated with bulk item records Any quantity variance identified during stocktake e g a surplus of 10 desks is found in the Hall is to be handled by the e nventory administrator and the variance manager See also Single Items on page 44 Resource Management Group Resource management group 1s a group of users that can perform stocktake as well as to view edit asset item records Resourc
40. to two sections The upper sections lists all the single items that should appear in the location You can enter the barcode of items found manually or use a barcode scanner to do so For bulk items you can enter the quantity found or the quantity to be kept Any differences between found quantity including request to write off quantity and expected quantity known as variance can be handled later 25 26 A Area Stocktake List Enter or scan item barcode tem Code Barcode tem Name Last Stocktake By Last Stocktake On Status Four Total Found 0 Unliste Total quantity sum of the shi Bulk Items ES eo Stocktake Quantity item Code Spore eee e By On Quantity Enter the quantity of items found or the quanity to keep Let s see a few examples elnventory Asset Management V1 0 User s Guide A Area Stocktake List Single Items Enter or scan item barcode 0955877260 tem Code Barcode hem Name Total Found 2 Unlisted 0 Bulk terms Stocktake Quantity Last Last A ae Expected Stocktake Stocktake tial AO i A By On Quantity Normal T sy Total Variance Figure 1 In this example two single items out of the expect three are found For bulk items the quantity found is exactly the same as expected A Area Stocktake List tem Code Barcode hem Name Last Stocktake By Last Stocktake On Status Found a Totak Found A Bulk Items Last Last Stockta
41. ty of that item will be adjusted to the actual quantity found w Important You must write off ALL missing items Define Stocktake Period 24 Stocktake have to be carried out within certain period Before the period starts no stocktake options Management gt Stocktake Report gt Stocktake Report gt Stocktake Progress will be available from the system menu To define stocktake period 1 Go to Settings gt Others 2 Enter the period start date and end date into the From and To field respectively 3 Press Submit elnventory Asset Management V1 0 User s Guide Task completes System displays Record Updated message Perform Stocktake Stocktake is the process of checking up asset item quantity and their status The process is carried out on a by location basis Stocktake can only be performed in the Define Stocktake Period on page 24 The stocktaker visits the location that she is responsible and enter the items she find into the system either manually or via barcode scanner The system will show missing dislocated and surplus items for further handling To perform stocktake 1 Go to Management gt Stocktake 2 Select a sub location from the Location drop down menu As items are associated with sub locations you are actually selecting a sub location in this step The Stocktake List showing all the registered single and bulk items appears 3 Mark your stocktake result onto the stocktake list The list is divided in
42. u want to write off and press Update Status 32 elnventory Asset Management V1 0 User s Guide Display Image X Delete Edit r ae e Quality Non Classroom gt Bulk Item E MMLC Supervisor Se Sa E Fund Inn Quality Non Classroom gt la oe An Music Group as Panel 5 F Pull c Go to the Request Write off tab d Choose the location at which the item you want to write off is placed All locations with the selected item will be listed e Enter the number of items to request for write off f Select a write off reason and optionally press Browse to upload supporting documents e g Photo of the item Quantity Assigned Quantity WVrite off Write off Reason Write off Attachment You can press the button to attach more g Press Submit Task completes System displays Record Updated message Single item a Go to Management gt Inventory b Select the bulk item you want to write off and press Update Status 33 Display Image Delete Edit es Quality Non Classroom gt Bulk Item ome gt MMLC Supervisor ES I Fund Quality Non Classroom gt mnn TA Music Room eee as E de a c Go to the Request Write off tab d Select a write off reason and optionally press Browse to upload supporting documents e g Photo of the item tem Name piana sub location Hall Resource Management Group Name Group E Write off Reason Mo Longer Usable Write off Attachme
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