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Inventory User Manual 20103

1. Inventory Guidance Document 2013 14 e QE eS university or Hull Inventory Code NEN Building Code aod E Enter the Description FC Room Nbr Cl criteria you Inventory Category Code CO COMPUTER SedNbc o wish to Inventory Type Code Lap 5 LAPTOP PALMTOP NOTEBOOK Node Address search by Inventory Owner Faculty oos Finance th e n G o Inventory Owner Dept fat 3 x PURCHASING OFFICE Inventory Description Status Cat Type Faculty De Building Room Equipment User Code Code User Name Phone Nbr Tab to or C003035 test laptop Toshiba p4 80Gb x co LaP v oo v 318 v bM joia v PURCH OFFICE 5331 click on the record you PURCH OFFICE 5331 A CO03036 test laptop Toshiba p4 80Gb A x co LAP v oos v 319 v DM v otn34 CO03037 testlaptop Toshiba p4 80Gb A x co LAP yjoo9 v 318 y bM v 0134 w COO3850 Toshiba Laptop p4 zjco ap gjo fas maom oana 6403 wish to CO03655 TOSHIBA LAPTIO P426GB w v co Lap gjo zgjas zjaom Josa SEA GURLING 5354 CO03663 TOSHIBALAPTOPP430GH w v co Lap v oos gas aom oa 5354 change and CO03674 TOSHIBA LAPTOP 268H P4 w v co lap mjo mjas aow anA i amend the Err cowie o GT ge status CO03035 testlaptopToshibap480Gb A r y faculty CO03036 testlaptop Toshibap4 80Gb A E ws CO03037 test laptop Toshibap4 80Gb A r m department CO03650 Toshiba Laptop p4 wo rjoz 9 205 Sodememay gt 001
2. 22 e Qs ede UNIVERSITY OF Hull Inventory Guidance Document 2013 e Qi e University or Hull ACADEMIC SERVICES CORPORATE SYSTEMS USER REGISTRATION FORM for ASSETS amp INVENTORY FULL NAME pO COMPUTER CENTRE USER ID po po pO DEPARTMENT PAYROLL NUMBER TELEPHONE NUMBER 01482 46 E MAIL ADDRESS pure Do you already have access to CORPORATE SYSTEMS Other CORPORATE SYSTEMS that you may NO have registered for are Admissions Purchasing Personnel etc All LA Laboratory RE Religious Items CO Computers JA Janitorial GA Games Sports VA Valuables mms EE Fearon ES OE Office Equipment LT Lecture Theatre ME Medical FU Furniture aM PR Printing Xeroxing HA Halls amp Catering VE Vehicles SF Safety Fire GE Geographic PL Plant TE Theatre Equipment PH Photographic Please give any further details that may be useful Authorisation of Head of Signature Department Section or Service for this person to be allowed access to the systems named Please return completed form to Helen McCreath NSURANCE OFFICE For Inventory Systems Use Only Asset User Permission Group Authorisation Date Signature For Corporate Systems Use Only User Password Authorisation Date Signature Inventory Guidance Document 2013 23 e tow ware or Hull Notes 1 The Payroll Number must be completed This can be obtained from
3. manually Manufacturer name ref Text field This is the only field on this screen that is not imported from the POP system and will need entering Inventory Guidance Document 2013 7 e QE se muri OF manually Purchase order line number Whole number up to 999 Item Value Amount including VAT If you do not know the price of an item then click on the STANDARD COSTS tab to find a cost of a similar item Stock Code The stock code used on the purchase order line Purchase Order Nominal Text field x characters or use the search facility to select a current valid Dream finance code Purchase Order Account Text field x characters or use the search facility to select a current valid Dream finance code Invoice number Text field x characters Invoice Date The date of the supplier invoice number Delivery note number Text field x characters Delivery date The date the item was delivered SAVE upon completion If when you import a Purchase order there are no deliveries or invoice details in the POP system these fields will be blank when you import You can click on import order again the next time you call up the item of inventory and if deliveries or invoices have subsequently been added in POP these will now be imported into the Inventory system The facility to import order a second time is only suitable if there is only one delivery invoice aga
4. Browse Inventory If the value Building ADM v Room fozes js Em of the order Code Description TOSHIBA LAPTOP 2 4GB wee AO TETTE Aquisition Date 05 07 2005 is different Parent Inventory Code F to the value Serial Nbr 111222333444 t d las Ownership Status Owned by UoH z entered on Inventory Cat fo COMPUTER Cl Is Electrical Yes v th e Type P A SEA GURI Inventory Type LAP zl LAPTOP PALMTOP NOTEBOOK Equipment User SEA GURLING Inventory Owner Facutyf 002 Administration Equipment User Phone Nbr 5354 h e ad er Owner Deft 319 PURCHASING OFFICE Value 1175 00 Purchase jnfo General Disposal Comments Loans Safety Test Standard Costs record th e Order gader Order Line q Invoice amp Deliveries i n ve n to ry Order Nbr AR001023 Order Line Nbr 7 voice Nbr TEST222 header Supplier Cd xMA0001 Item Value 1175 00 Invoice Date 14 07 2005 reco rd wi Supplier Name KMA LIMITED Stock Cd PCS004 Delivery Note Nbr TEST2 be u d ated Manufacturer Nominal AHA02FA022 v Delivery Date 0570772005 p ETE Account RHA023 zl from the 7 order Save Go APrevious Next Help Clear Exit In fo rm ati on Purchase Order number Text field up to x characters Supplier Code Enter supplier code if known or use the search facility Supplier Name Normally filled from Supplier Code but can be entered
5. equipment such as laptops which are frequently removed from site It should be noted that insurance is only effective for equipment which is located on one of the University sites For further information about this insurance contact the Insurance Office on ext 6403 fa Maintain Browse Inventory ce s 2 E Rom Enter your request for escription adie A Aquisition Date Equipment Off Cam pus Parent InventoryyCode E Insu rance You must s a dus enter a nominal and i Ownership Status Invetoy Cat MEN account to charge this to Inventory wel EqupmentUsesf details of costs are paa BB c ED available from the ner t alue a a E _ EH a insurance Office web site Purchase Info General Disposal Comments Loans Safety Test Standard Costs on Warranty Depreciation p Annual Off Campus Insurance i zoe M eee EE ESSE a http hull ac uk insurance 2 Interval years nr Fomos and click on insurance e To Date Maintenance Contract Anticipated Lifespan 0 Dos 298 m a fo rm s From Date Desirability xz Debit Account zl To Date Old Inventory Cod NodeAddes Save Go APrevious Next Help Clear Exit Any or all of the fields on this screen can be completed if required Warranty from date Enter start date of warranty period Warranty periods on equipment are usually 12 months from dat
6. form for information on how to complete it Change Categories are Move Disposal or New Item Office Use Only Actioned by Date Actioned 20 Inventory Guidance Document 2013 e Qi ale W UNIVERSITY OF Hull Example of completed form To Name and Department From Name and Department Date Date Tel Your Extn No Please note the following equipment changes Please amend the Inventory Register and arrange the appropriate action ensuring that all WEEE disposal forms are completed for Item 1 Item 2 Item 3 Type of Change Move Disposal New Item Type of Equipment PC Tower PC Desk top Mouse Description of Pentium P4 3 0 Gb BBC Computer Belkin Wireless Equipment Model Serial No ABC123456789 987654321 K7SF8E849MSE Location From Venn Larkin Location To Venn 53 Salmon Grove Room No 031A to 220 220 003 From To Department Finance History Facilities Directorate Date of n a 1 1 08 n a Disposal Purchase Value New Item or 0 00 10 99 Disposal Order No XC123456 Electrical Testing n a No n a Required Other Comments Move of Office Obsolete equipment New equipment for A Location change only Disposed of using N Other University WEEE disposal methods Office use only Inventory Ref x facilities directorate kerry harrison inventory changes to inventory register docx Inventory Guidance Document 2013 21
7. format so that you can manipulate the data if required 5 0 Inventory Equipment Coding Structure The following Inventory Equipment Coding Structure has been used Please note that you can only use an inventory type that belongs within an Inventory category Inventory Category Type Description AUDIO RADIO HIFI AMPLIFIER THEATRE EQUIPMENT GENERAL OVERHEAD DATA PROJECTOR TV VIDEO DVD GAMES CONSOLES DOCKING STATION HARD DRIVE CPU ETC LAPTOP PALMTOP NOTEBOOK MONITOR MOUSE OTHER COMPUTER EQUIPMENT Inventory Guidance Document 2013 Oxde ure or Hull CO COMPUTER PCS PCS APPLEMACS PERSONAL COMPUTER CO COMPUTER PDA PDA HANDHELDS CO COMPUTER PRI PRINTER LASER DESK JET DOT MATRIX CO COMPUTER SCA SCANNER CO COMPUTER SER SERVER MAINFRAME CO COMPUTER SOF SOFTWARE CO COMPUTER WOR WORKSTATION SUN SILICON APOLLO ETC EE ELECTRONIC EQUIPMENT ELE ELECTRONIC EQUIPMENT EL ELECTRICAL APPLIANCES VARIOUS COE COIN OPERATED EQUIPMENT EL ELECTRICAL APPLIANCES VARIOUS HEA HEATING APPLIANCES EL ELECTRICAL APPLIANCES VARIOUS LIG LIGHTING EL ELECTRICAL APPLIANCES VARIOUS MEA MEASURING EQUIPMENT EL ELECTRICAL APPLIANCES VARIOUS TES TEST EQUIPMENT EL ELECTRICAL APPLIANCES VARIOUS TLS POWER TO
8. the Staff Intranet under Staff Update your personnel details 2 Please complete a form for each application The completed form should be sent to the Inventory System Administrator who will allocate your application permissions 3 If you already have access to Corporate Systems the Inventory System Administrator will be able to complete the registration process 4 f you do not already have access to Corporate Systems the Inventory System Administrator will set up your application permissions and forward the form to Corporate Systems who will allocate a password 5 f you do not already have access to Corporate Systems and are applying for access to several applications it is only necessary to indicate on one form that you do not have access to Corporate Systems 6 Once the set up process is complete you will be notified by email 7 You must have a valid contract of employment in order to register When you leave the University access will automatically be terminated 8 Please contact the Inventory System Administrator should you change jobs or move to another department Inventory Guidance Document 2013 24 e Qe UNIVERSITY OF Hull REQUEST FOR REMOVAL OF WEEE WASTE ELECTRICAL ELECTRONIC OR EQUIPMENT CONTAINING BATTERIES ETC To Chris King Date of Request Facilities delete as appropriate Sharon O Flynn Computer Centre Shaun Wadsworth Scarborough From Name From Department Equipment Disposal C
9. use the Inventory system to keep a record of such loans Select LOANS tab and complete the line as appropriate 13 Maintain Browse Inventory Code CO00008 Description TOSHIBA LAPTOP 2 6GB 512 MB Long Desc TOSHIBA LAPTOP 2 6GB 512 MB extra bit here Status Active z Inventory Cat CO COMPUTER Inventory Type LAP LAPTOP PALMTOP NOTEBOOK Owner Faculty 002 x Administration Owner Dept 319 x PURCHASING OFFICE Purchase Info General Disposal Comments Loans Parent Inventory Code x Ownership Status Owned by UoH Equipment User Phone Nbr 5874 Safety Test Standard Costs 0 x Building ADM zr Room 0316 F Quantity n Aquisition Date 1470772005 Serial Nbr 558822 Is Electrical Yes Equipment User CHRIS BUCKNELL The Loans Value 1000 00 section can keep track of equipment that has been issued out on loan It retains the information From Date Expected Back Retumed On Name Email Tel Nbr Comments 18 07 2005 31 07 2005 PROF AN OTHER AN OTHERGHULLAC UK 6666 USE AT HOME 15 07 2005 17 07 2005 17 07 2005 SEA GURLING S E GURLING GHULL AC UK 5354 away on conference Save Go APrevious Next Help Clear Exit in descending date order This screen will enable you to keep a record of who has the equipment at any time and when it is expected back The system will keep a track of previous loa
10. why ele MA or Hull 73 Maintain Browse Inventory ojx Code CO00011 Building aom v Room Josie v Description kyoceraprinterF510200 Quantity fi EN uu EE Click on import Parent Inventory Code a eee order again later ME Onnerthip Status Dane by Uo e on and because Inventory Cat CO COMPUTER Is Electrical Yes z Inventory Type PRI PRINTER LASER DESK JET DOT MATRIX there are now Equipment User sea gurling d a d t Owner Faculty 002 Administration ome ser Prone Nba 5 e Ive ry e al S Owner Dept 319 v PURCHASING OFFICE Value 376 00 against the order Purchase Info General Disposal Coins Loans Safety Test Saale th ese wi II b e rderHeader gt _ gt Order Line r Invoice amp Deliveries d d Isplaye Order Nbr AR001028 Order Line Nbr 7 leone play Supplier Cd xMA0001 Item Value 2376 00 Do Supplier Name xMA LIMITED Stock Cd PRIO02 Delivery Note Nbr TEST999 Manufacturer Nominal AHA02FA022 CF Delivery Date 15707 2005 Import Order Account RHA023 CF Save Go APrevious Next Help Clear Exit 2 3 General information You have the option to record additional information about any item of inventory on the system such as maintenance contracts warranty dates etc This screen can also be used by those departments who wish the University to arrange off campus insurance for
11. your records only hard copies of this document will not be accepted Once you have your spreadsheet finalised you are then in a position to import the details onto the system and for the system to allocate Inventory Codes to them Email the Spreadsheet in full to h a mccreath hull ac uk for the equipment to be uploaded You will then receive an email confirming the upload has either been successful or unsuccessful If unsuccessful you will be advised of the reasons why it has failed 40 Inventory Reports The following reports are available to you Department Inventory Report Disposals Report Inventory on Loan Report You can produce a report detailing all inventory equipment plant by Asset Owner i e 106 Geography 315 Finance The report can be as wide or as narrow as you want depending on what type of information you are trying to capture This report can be for all Asset Categories and Equipment Types or can be broken down so that a report only by a particular Asset Category CO Computers ME Medical or only by a particular Equipment Type i e AUD Audio Visual COP photocopiers or only by the building in which the equipment inventory is housed You can also report on equipment inventory that had an original value between a range of prices Select REPORTS MENU then select the report you wish to run complete the screen and then click on GO for a report in word format or on EXCEL if you want the report to be in excel
12. 09 Finance Equipment User Phone Nbr 5874 Dwner Dept 319 5 PURCHASING OFFICE Value 1000 00 Dept ID Purchase Info General Disposal Comments Loans Safety Info Safety Tests Standard Costs Test Date Type Env Socket Plug Flex Body Func OK to use Tester IE Details 26 10 2006 CIT x Pass z Pass w Pass v Pass z Pass z Pass fres z sea gurling Ps E sea guing x x X z x Inventory Type PCS zl PCS APPLEMACS PERSONAL COMPUTER Save Go APrevious Next Help Clear Exit Again Select SAVE on completion 2 6 Adding Comments There is a screen available to enter any additional comments about an item of inventory that a department may wish to record This is a free text area Inventory Guidance Document 2013 12 e Qi de mr A or Hull If you wish to add any additional comments relating to a particular piece of equipment select COMMENTS tab and enter and additional details you wish to record When entered select SAVE 2 7 Editing Inventory From time to time inventory records will require alteration or additional information adding to the record For example if an item is being moved from one room in a building to another the user changes or perhaps a maintenance contract has been taken out for a particular piece of equipment or the equipment has undergone a safety test and the data needs entering against the item To search for an existing item o
13. 15 07 2005 Parent Inventory Code mE Fl N Serial Nbr m339098 U Status Active X Dareh SAI TEMEN Inventory Cat fco COMPUTER Is Electrica Yes x Inventory Type LAP LAPTOP PALMTOP NOTEBOOK Equipment User SE amp GURLING Owner Faculty 002 Administration Equipment User Phone Nbr 5354 The only Owner Dept 313 Ka PURCHASING OFFICE Value 750 00 fi e Id th at Purchase Info General Disposal Comments Loans Safety Test Standard Costs To i m po rt i sn ot in r Order Header Orderline Invoice amp Deliveries order the POP Order Nbr onis OdelneNb 1 Invoice Nbr enter syste m is Supplier Cd Item Value 0 00 Invoice Date Supplier Name ft Stock Cd Delivery Note Nbr a P u rch ase th e Nominal LI Delivery Date O rd e r Manufacturer Import Order Manufact number and Order Save Bo APrevious Next Help Clear Exit i ne number then click on Import order urer you can enter this manually You can either enter the details of the purchase order manually or import from the Purchasing System To import enter the purchase order number and then the purchase order line number and then click on Import Order to transfer the order details onto the screen otherwise type in as many of the fields as you have information for If you import order the screen will display information held against the Purchase Order i3 Maintain
14. CES AND CATERING CAS CASH REGISTERS RC RESIDENCES AND CATERING KIT KITCHEN EQUIPMENT RC RESIDENCES AND CATERING REF REFRIGERATION EQUIPMENT RC RESIDENCES AND CATERING VEN VENDING MACHINE SF SAFETY FIRE SECURITY CCT CCTV EQUIPMENT SF SAFETY FIRE SECURITY FIR FIRE FIGHTING EQUIPMENT 18 Inventory Guidance Document 2013 e Qi de University or Hull SAFETY EQUIPMENT SECURITY EQUIPMENT MOBILE TELEPHONES PAYPHONE TELEPHONE HANDSETS ANSW ERMACHINES 2 WAY RADIOS TELEPHONE SWITCHBOARD EXCHANGE TELECOMMUNICATIONS OTHER TELEPHONES ETC SOUND EQUIPMENT THEATRE EQUIPMENT MISCELLANEOUS THEATRE LIGHTING ART ARTS COUNCIL ART CONTEMPORARY ART ON LOAN ART PORTRAITS ART COLLECTION CERAMICS COLLECTION COIN COLLECTIONS SILVER COLLECTIONS MISCELLANEOUS VALUABLES CAR OTHER VEHICLES ALL TYPES OFF ROAD VEHICLE VAN 6 0 Standard Costings Some inventory you may own may have been in the department for a long time and you may not have details on the value of the inventory On the inventory screen there is a tab STANDARD COSTINGS this lists many common items of inventory and gives an indicative cost that you can use for the value of your similar item These costs are a guide only 7 0 Collecting Inventory Information A form for collecting inventory details has been produced and is available to do
15. GOELA M iiien Hull INVENTORY GUIDANCE DOCUMENT 2013 Inventory Guidance Document 2013 Ota Bk or Hull CONTENTS Introduction 3 1 1 Start Up in Windows 4 1 2 Passwords 4 Creating updating or disposing of inventory 2 1 Adding new Inventory D 2 2 Adding Purchasing Information 6 2 3 Adding General Information 9 2 4 Equipment on Loan 10 2 5 Adding Safety Test Information 11 2 6 Adding comments 12 2 Editing Inventory 13 2 7 1 Single inventory record from within Maintain Browse screen 14 2 7 2 Multiple inventory records 14 2 7 2 1 Editing multiple individual records or fields 14 2 7 2 2 Editing many records at once 15 2 8 Disposal of Inventory 15 3 0 Importing Inventory from an Excel Spreadsheet 16 4 0 Reports 17 Department Inventory Report Disposals Report Inventory on Loan Report Inventory Coding structure as at March 2013 17 Standard Costings as at March 2013 19 Collecting Inventory Information ready to enter into the 19 Inventory System Sample form for use to report changes in inventory 19 Inventory Guidance Document 2013 e Qi e University or Hull Introduction The University has kept a central database of equipment since 1997 in the form of the Assets and Inventory system The Inventory System operates by accessing a single screen which contains a main header section of mandatory fields and a series of supplementary information areas accessed by tabs Purchasing information can be pulled through f
16. OLS FU FURNITURE CHA SEATING OFFICE RESIDENTIAL FU FURNITURE DIN DINING BAR FURNITURE FU FURNITURE FLR FLOORING FU FURNITURE OFF OFFICE FURNITURE FU FURNITURE RES RESIDENTIAL FURNITURE FU FURNITURE STO STORAGE FURNITURE GA GAMES SPORTS GAM GAMES EQUIPMENT GA GAMES SPORTS SPT SPORTS EQUIPMENT GE GEOGRAPHIC GEO GEOGRAPHIC EQUIPMENT JA JANATORIAL CLEANING CLE OTHER CLEANING EQUIPMENT JA JANATORIAL CLEANING FLC FLOOR CLEANING POLISHING ETC LA LABORATORY MIC MICROSCOPE LA LABORATORY SCI SCIENTIFIC GENERAL LA LABORATORY SPC SPECTROMETER ME MEDICAL MED MEDICAL EQUIPMENT MU MUSIC MSC MUSICAL INSTRUMENT OE OFFICE EQUIPMENT CAL CALCULATOR OE OFFICE EQUIPMENT CLK CLOCK TIMEPIECE OE OFFICE EQUIPMENT COP PHOTOCOPIER OE OFFICE EQUIPMENT DFA DESK OFFICE FANS OE OFFICE EQUIPMENT FAX FACSIMILE MACHINE OE OFFICE EQUIPMENT MIS MISCELLANEOUS OFFICE EQUIPMENT OE OFFICE EQUIPMENT SHR SHREDDER OE OFFICE EQUIPMENT TYP TYPEWRITERS PHOTOGRAPHIC EQUIPMENT CAMERA PH PHOTOGRAPHIC CAMERA LENS ETC PHO LENS ETC PH PHOTOGRAPHIC CAMERA LENS ETC PRO PHOTOPROCESSING EQUIPMENT PL PLANT AND ESTATES EQUIPMENT AIR AIRCONDITIONING PL PLANT AND ESTATES EQUIPMENT BMS BUILDING MANAGEMENT SYSTEMS PL PLANT AND ESTATES EQUIPMENT FLT HANDLING EQUIPMENT PL PLANT AND ESTATES EQUIPMENT GAR GARDENING EQUIPMENT PL PLANT AND ESTATES EQUIPMENT PLA PLANT LIFTS AIRCON BOIL MOT ELEC PR PRINTING PRT PRINTING EQUIPMENT PRINT ROOM RC RESIDENCES AND CATERING BAR BAR EQUIPMENT RC RESIDEN
17. ORTS GE GEOGRAPHIC JA JANATORIAL CLEANING LA LABORATORY Status Inventory Cat Inventory Type Owner Faculty d ME MEDICAL E E aeons EQUIPMENT header row to tawad PL PLANT AND ESTATES EQUIPMENT change the sort SDN ES AND CATERING order Order SF SAFETY FIRE SECURITY TC TELECOMMUNICATIONS TE THEATRE EQUIPMENT STAGE DRAN VA VALUABLES VE VEHICLES Supplier Supplier Ne Or b You can enter some of the information into any of the fields on the main screen Inventory Guidance Document 2013 13 c Qi ses University or Hull Ta Maintain Browse Inventory 1 15 x Code CF Building 0M F Rom s Deepin uAPTOPX DD Quy You could enter cons BIE Aquisition Date 5 p a rt of a Parent Inventory Code se Nbc description the Status il wnership Status Own er Inventory Cat El Is Electrical hd Department Eauipmen User Building or an Owner Faculty CF O Linmaak kce RS s g y Owner Dept 319 E PURCHASING OFFICE Vae son other field on the Purchase Info General Disposal Comments Loans Safety Test Standard Costs h e ad er screen Order Header p Order Line Invoice amp Deliveries Order Nbr Order Line Nbr 0 Invoice Nbr Supplier Cd Item Value 0 00 Invoice Date Supplier Name Stock Cd Delivery Note Nbr Manufacturer Nominal x Delivery Date Import Ord
18. PLEMACS PERSONAL COMPUTER Equipment User CHRIS BUCKNELL hetero Bs ons Cl Finance Equipment User Phone Nbr 5874 Owner Dept fais zl PURCHASING OFFICE Value nono Dept A Purchase Info General Disposal Comments Loans Safety Info Safety Tests Standard Costs IV Requires Safety Testing Construction Class Casso Typical Use Accomodation Office Comp Room Lecture Theatre x Equipment Type Moveable x Operating Voltage 240 Volts Visual Inspection Frequency a4 Months O Days Power Rating 100 Watts Combined Inspection Frequency Months 0 Days Fuse Rating 1o Amps Make sb sts Disconnect Model Satellite Pro Save Go MPrevious Next Help Clear Exit Once the safety information screen has been completed click on the Safety Tests tab and enter the date of the safety testing and whether each area is a pass or fail There are two types of test CIT combined inspection and test FVI a formal visual inspection j 3 Maintain Browse Inventory TEST E e O Xx Code CO00008 Building AD Rom o7 E Description TOSHIBA LAPTOP 2 6GB 512 MB Quantity 1 Long Desc TOSHIBA LAPTOP 2 6GB 512 MB Satelite Pro Aquisition Date 14 07 2005 Parent Inventory Code Ka Serial Nbr 558822 Status Active E Ownership Status JOwned by UoH 7 Inventory Cat CO COMPUTER Is Electrical Yes Y Equipment User cunis BUCKNELL Owner Faculty j 0
19. al Disposal Comments Loans Safety Info Safety Tests Standard Costs Check the Construction Class Typical Use Poo j Req uires Equipment Type H Operating Voltage 0 Volts Safety Visual Inspection Frequency fo Months 0 Days Power Rating o Watts T esti n g Combined Inspection Frequency o Months O Days Fuse Rating o 000 Amps Make ji Disconnect x B Ox Model O v Requires Safety Testing APrevious Next Help Clear Exit To record safety information click on the Safety Info Tab and check the box Requires Safety Testing on the top left hand of the screen Then complete the rest of the fields on this screen by following the instructions in the document provided by the Safety Office If you have any queries on electrical safety testing you should contact the Safety Office on 46 5165 for assistance Select SAVE to retain any information entered on completion Inventory Guidance Document 2013 11 93 Hull UNIVERSITY OF 7 Maintain Browse Inventory TEST s10 x Code CO00008 Building ADM zl Room 017 Fl Description TOsHIBALAPTOP 26G8 512M8 Jo Quantity 1 Long Desc TOSHIBA LAPTOP 26GB 512 MB Satelite Pro Aquisition Date 14 07 2005 Parent Inventory Code zl Serial Nbr 558822 ie maid x Ownership Status JOwnedbyUoH gt Inventory Cat cO COMPUTER Is Electrical Yes v Inventory Type PCS v PCS AP
20. building COO3655 TOSHIBA LAPTIO P4266B wo r 10 08 2005 Recycled mjo room etc COO3663 TOSHIBALAPTOPP430GHz w r 12 08 2005 Recycled mjo PE unm CO03674 TOSHIBA LAPTOP 26GH P4 w J 16 08 2005 Recycled m r z Then Save Gc Save Undo Apply toll Help Clear Exit 2 7 2 2 Editing many records at once You can also use this screen to update records en masse by changing the information in one column and then clicking on Apply to All this will update all the rows to the information you have entered in the highlighted column Your cursor must be in the cell the column and row Before you save the information make sure your changes are correct If not click on Undo to revert to the information you had entered before you tried to Apply to All For example if all the equipment in room 031A has moved to 031B you can search for the equipment in 031A and then change the first line of inventory displayed to room to 031B and then click on Apply to All to change all the other items to room 031B and then click save This feature is only available to the Main Department Users and to Super Users of the system and not to standard inventory users 2 8 Disposal of Inventory When the equipment inventory is no longer used or needs to be disposed of you must record the disposal details on the inventory system It is essential that this requirement is complied with as the EU legislation regarding the disp
21. e of delivery Warranty to date End expiry date of warranty period Maintenance contract from date Start date of maintenance period Maintenance contract to date End date of maintenance period Inventory Guidance Document 2013 9 e Qi se hic or Hull Depreciates Enter details if known Depreciation 96 Enter details if known Interval years Enter details if known Anticipated Lifespan Enter number of years whole number up to x Desirability You can select whether the inventory item is an essential one to your department or desirable Old Inventory Code The old inventory code used in the old inventory system will be displayed here for all users who migrated their existing inventory onto the new system Annual Off Campus Insurance Required Yes or No Annual Off Campus insurance From date Enter date when off campus insurance required Annual Off Campus To date Enter date when off campus insurance should end Insurance to be charged to Nominal Enter nominal code where insurance premium can be debited Insurance to be charged to account Enter account where insurance premium will be debited Node Address The node address is only applicable to computers As before SAVE any information entered on completion 2 4 Equipment on Loan Information If a department loans equipment such as laptops to staff students or outside organisations they can
22. ent M WEEE Category Chose from drop down list Value obtained on If you received an income when you sold disposed on disposal the item of inventory enter the amount here Cost of disposal Enter cost in whole pounds Nil if sold and realisation achieved Value credited to nominal Enter nominal credited or use the search facility to select a valid current Dream Financial code Value credited to Account Enter account credited or use the search facility to select a valid current Dream Financial code Weight of Equipment Enter weight of item in KGS if known M Hazardous Y N M Holds sensitive data Enter yes or no or choose from drop down list M If yes to sensitive data Enter yes or no or choose from drop down list has item been decommissioned cleaned M WEEE category Enter appropriate WEEE category from the drop down list select N A for inventory that is not electrical electronic or holds sensitive data Remember to SAVE on completion of the updates 3 0 Importing inventory from a spreadsheet into the Inventory System There is the facility to upload inventory details from an excel spreadsheet using a template which can be found on either the Purchasing Website or the Insurance Website under Inventory Guidance Document 2013 16 e Qi oS University or Hull Inventory System If you use this it is ESSENTIAL that you complete all the columns as instructed Spreadsheet attached for
23. er Account zl Save Go Previous Next Help Clear Exit If you enter part of a description use before and after the search word to allow a fuzzy match 2 7 1 Editing a single record within Maintain Browse Inventory Screen When you have entered in or called up the inventory code of the item you wish to amend if you enter a known inventory code i e CO00001 1 you will have to click GO to recall the current details to the screen Amend any of the fields that require changing On completion select SAVE If you have many items for updating at the same time there is a bulk edit update facility see below 2 7 2 Editing multiple records There is a facility to update multiple records at one time so that if for example all the equipment in one room is moving to another room this can be done easily and quickly Select Multiple Update from the Inventory Icon and follow these instructions In order to retrieve records for multiple editing you need to enter search criteria into the header fields you do not need to enter the wildcard Once you have entered these click Go to retrieve all the records that match the criteria 2 7 2 1 Editing multiple individual records or fields Click on or tab to the column and row where you want a record changing and enter the new information such as change of building or room or department Once you have altered all the fields you wish on a line or more than one line click save
24. er your LOGIN and your PASSWORD these will have been given to you via Corporate Systems If your LOGIN and PASSWORD are correct you will be allowed to enter the Inventory System 2 0 Creating updating or disposing of inventor Once you have successfully logged on you will be able to start using the Inventory System to add new inventory update and edit records already stored in the system and dispose of equipment You will also be able to run reports on your inventory but this will be considered later The Inventory Main Menu looks like this IIl Inventory System v1 0 0 Jj 00 Inventory System Controls Help Exit 2 1 Adding a New Item of Inventory From the Main Menu select the inventory icon and select Maintain Browse Inventory and the following frame will be displayed Inventory Guidance Document 2013 Otn iii or Hull 3 Maintain Browse Inventory Code x Building Room zl Description Uo Quantity 1 Long Desc Aquisition Date Parent Inventory Code x Serial Nbr PC cc Cl Status Ownership Status fi sx E CI Is Electrical Cd Inventoy Type Eqipmenillset Owner Faculty CI Equipment User Phone Nbr Owner Dept HU x Value son Dept ID fo Purchase Into General Disposal Comments Loans Safety Test Standard Costs Order Header Order Line Invoice amp Deliveries Order Nbr Order Line Nbr fo Invoice Nbr Supplier Cd mE Item Value oon I
25. f inventory you can either a Use the Inventory Search Facility Click on the 4 next to the Code field to bring up a search screen You will see in the left hand side of the screen all the Inventory Categories that you have permissions to create or edit Click on the Category the inventory that you wish to edit will be contained within and all items will be displayed on the right hand side of the screen see screen below You can change the sort order of the information on the right hand side of the screen by clicking on the top header row of any column to sort Double click the item to return it to the main screen ready for editing 7 7 Maintain Browse Inventory Mie xi Code Fl Building j x Room mmm zl ae Description Seren areal HIDI x Long Desc Inventory Categories AN AUDIO VISUAL INCL LECTURE THEA You can games console 1 COD0002 Akhter P4 PC PCS ch an g e th e COD00003 Akhter P4 PC PCS CO00004 Ergo laptop computer no 1 p4 with c LAP O rd e r th at th e CO00005 Ergo laptop p4 number 2 LAP CO00006 Ergo laptop computer p4 number 3 LAP n ve n to ry IS COD0007 Akhter P4 PC PCS CO00008 TOSHIBA LAPTOP 26GB 512MB LAP displayed in by COD0009 TOSHIBA LAPTOP 2 4GB LAP co00010 TOSHIBA LAPTOP 2 4GB LAP CO00011 Kyocera printer FS 1020D PRI cl icki ng on th e EE ELECTRONIC EQUIPMENT EL ELECTRICAL APPLIANCES VARIOUS FU FURNITURE G GAMES SP
26. inst a partic of 1 and there were multiple del ular order line iveries invoices against the order line you must type the delivery and invoice details in manually See the following screens 13 Maintain Browse Inventory Code CO00011 v Description Kyocera printer FS 1020D Long Desc kyocera printer FS 1020D Status Active z Inventory Cat cO COMPUTER Inventory Type PRI zl PRINTER LASER DESK JET DOT MATRIX 0 Parent Inventory Code oj x Building jom zl Room ow Quantity ho Aquisition Date 15 07 2005 CJ Serial Nbr 665544 wnership Status Owned byUcH m Is Electrical le rz Order Hull If the order line was for more than a quantity Owner Faculty 002 v Administration Owner Dept 319 v PURCHASING OFFICE Equipment User Phone Nbr 5354 376 00 Value Purchase Info General Disposal Comments Loans Safety Test Standard Costs M Order Header Order Line Invoice amp Deliveries Order Nbr AR001028 Order Line Nb 5 Invoice Nbr Supplier Cd XMA0001 Item Value 376 00 Invoice Date Supplier Name xMA LIMITED Stock Cd PRI002 DeliveryNoteNb Manufacturer Nomina AHAQ2FA022 zl Delivery Date To Import Order Account RHA023 I z Save Bo APrevious Next Help Clear Exit Imported with no delivery or invoice details at time of import Inventory Guidance Document 2013 v Oz
27. ng Enter the building code representing the building in which the item of inventory is kept or use the search facility Room Enter the room number code representing the room in which the item of inventory is kept or use the search facility Quantity Enter 1 unless a software licence where number of users can be entered Acquisition date Enter the date when the inventory arrived at the university This will be overwritten by date of delivery if you complete the Purchasing Information fields later Parent inventory code Sometimes you may have purchased an add on to an existing piece of equipment There is a facility to link one item of inventory to another Enter the inventory code of any item or enter none if not linked Inventory Guidance Document 2013 5 e Qi e University or Hull Serial number Enter Serial number from item or none The serial number should be no longer than 12 characters for it to appear in excel reports Ownership status Enter O for owned by the university or L for on loan or choose either of these selections from drop down list Is Electrical Enter yes or no depending on whether electrical or not battery powered is electrical as well as mains powered Name of user Enter the name of the main user of the inventory or a contact name if in a general area Equipment User Enter the telephone contact details of the person named above phone number Value P
28. ns in descending date order i e most recent loan will be shown on the first line Inventory Guidance Document 2013 10 e Qi de dE or Hull 2 5 Adding Safety Test Information The Inventory system incorporates two screens to record Safety Information and Test recording All electrical items should be properly tested in accordance with instructions given by the Health and Safety Office The procedures can be found in the document Code of Practice Portable Electrical Appliance Inspection and Testing Including Polic and Guidance Notes dated August 2006 The Inventory System allows for the safety test information to be recorded against individual items of inventory and for a range of reports to be produced On every item of inventory that is electrical you need to select Yes on the inventory header record PE Maintain Browse Inventory TEST Code CO00008 Building ADM z Room 017 E Description TOSHIBA LAPTOP 2 6GB 512 MB Quantity Long Desc TOSHIBA LAPTOP 2 6GB 512 MB model Spktelite Pro EL 14 07 2005 Parent Inventory Code E Serial Nbr 558822 Status Active 5 Ownership Status Owned by UoH Inventory Cat CO COMPUTER Is Electrical Yes 7 Inventory Type PCS Cl PCS APPLEMACS PERSONAL COMPUTER Equipment User CHRIS BUCKNELL Owner Faculty 009 zl Finance Equipment User Phone Nbr 5874 Owner Dept 319 Cl PURCHASING OFFICE Value 1000 00 Dept ID Purchase Info Gener
29. nt all departments MUST enter on the inventory system the method of how the equipment was disposed of and the date it was deleted It must be emphasised that the initial entry of an item into the system is only a small part of the necessary process of keeping the records accurate and up to date Equally important is the updating of the records if the location of an item changes or the user changes or ownership is transferred to another department The system has been designed to make these changes easy to undertake It is also essential that disposal records are accurately kept to comply with the legislation All inventories must be regularly spot checked by the departments It is suggested that 2596 of the list is spot checked annually and the results of the check advised to Helen McCreath Each department is responsible for maintaining its own inventory and at least one person in each department must be set up to use the system Inventory Guidance Document 2013 Qr amp edes dE or Hull User Manual amp Guidance All staff needing to become an Inventory user must be registered on the system otherwise they will not have access to the system A registration form is attached to this document or can be downloaded from the Purchasing and Insurance Website via the Inventory link 1 1 Startup in windows Click on the START button and then APPLICATIONS CORPORATE SYSTEMS WINDOWS APPLICATIONS INVENTORY SYSTEM You will then be asked to ent
30. nvoice Date Supplier Name BA Stock Cd Invoice Price eooo Manufacturer Nominal x Delivery Note Nbr EU Account pooo z Delivery Date OoOo Save Go APrevious Next Help Clear Exit Complete this screen as follows all are mandatory fields Code This will remain blank until you select Add New after completing all the following fields This description will be used for all reports Description Type in the description of the equipment inventory here maximum 40 characters Long Description Type in a longer description of the equipment inventory you are adding if required maximum 120 characters If you do not complete this box it will be filled from the Description box above Status A Active all new inventory will have this status Inventory Enter the inventory category if known or use the Search facility to select Category e g CO for computers VE for vehicles Inventory Type Inventory Types are specific to the Inventory Category i e only valid types can be used against each category e g When Category is CO then types will be LAP for laptops PHI for Printers SER for server etc Owner Faculty Enter the Faculty code which represents your Faculty or choose use the search facility e g 002 is Administration Owner Dept Enter the Department code which represents your department or use the search facility e g 372 is the Insurance Office Buildi
31. odes Scientific Medical Research IT Equipment 001 Refrigerator Freezer 004 Equip 007 Televisions 010 Sports amp Leisure Equip amp Toys 013 Clock Calculator 016 Lighting Equipment Telecommunications Flourescent Lamps and tubes Monitoring amp Control Instruments 002 Catering Equipment 005 Equipment 008 011 014 Other Equipment 017 General Office Equipment Electric and Electronic Tools Small Appliances 003 Automatic Dispensers 006 009 012 Audio Visual Equipment 015 Brief Description Type of Equipment to be Inventory Date of Date of Value of Equipment Weight of Is item If Y Has an alternative to disposal disposed of enter code from Code Acquisition Disposal when purchased Equipment Hazardous details of as waste for re cycling been above list EJ di ie Y N hazards considered i e sale donation etc Hard Drive 001 i e C123456 01 08 2003 01 09 2005 1 000 00 6 00 N A NO Samsung Fax Telecommunications 14 02 2002 20 09 2007 160 00 4 00 n yes Equipment 008 0e00160 For Facilities Computer Centre use only Date Equipment Disposed of Disposed of with which Contractor Cost to dispose to recylcer Inventory Guidance Document 2013 25 26 e Qs ede UNIVERSITY OF Hull Inventory Guidance Document 2013
32. osal of electrical or electronic equipment came into force in August 2005 Further details about this legislation and the University s Equipment Disposal Policy and Procedures can be found in the Financial Regulations or on the Purchasing website A disposal Pro Forma is available from Amanda Peacock in Accounting Services A copy of this form is attached in the appendix Inventory Guidance Document 2013 15 Qi o Mi dt or Hull 13 Maintain Browse Inventory Gi x Code NEL Building zl Room EN x Description BENE MEM Quantity 1 Long Desc Aquisition Date Parent Inventory Code x Serial Nbr fo Status zl Ownership Status m Inventory Cat CI Is Electrical z Inventory Type CF Equipment User y Owner Faculty x Equipment User Phone Nbr Owner Dept x Value 0 00 Purchase Info General Disposal Comments Loans Safety Test Standard Costs r General N Inventory Status zl Weight 0 00 Disposal Date Hazardous No Disposal Method x Sensitive Data No Sold To Decommissioned No Value Obtained 0 00 Cost feo 00 WEEE Category X Credit Nominal x Credit Account x Save Go APrevious Next Help Clear Exit Those fields noted as M mandatory fields M Date of disposal Enter date of disposal M Disposal Method Chose method of disposal from drop down list Sold To If item sold or donated enter name of buyer recipi
33. rom the Purchasing system POP by entering an order and line number rather than having to re key the data The inventory also has a reporting functionality and the ability to load reports in Excel for manipulation The Financial Regulations of the University now requires that all equipment valued at 1000 or more MUST be entered on the system The only exceptions to this rule are iPads Smart Phones and Laptop which still need to be added To help staff decide if an item should be logged on the inventory system there is a standard cost tab within the Inventory system Departments may want to include all their low value electrical and non electric items to the inventory and there is no reason why these cannot be added if there is a wish to have a complete list of all inventory in one place Under recent EU Legislation WEEE directive all electrical items must be disposed of correctly and as a consumer of electrical and electronic equipment the University has a duty to arrange the correct disposal of waste electrical equipment through appropriate arrangements Attached is the WEEE disposal form which must be completed when disposing of an electrical item once completed the item is then sent to the appropriate personnel to be disposed Further information about the WEEE directive can be found on the Purchasing and Insurance Office Websites under the Inventory System link To help comply with the University s procedure for disposal of electrical equipme
34. urchase price including VAT rounded up to nearest pound If actual amount not known refer to STANDARD COSTS tab Dept ID Optional field to add the department user Then click on SAVE Please note that throughout the System there are Help Screens If you are not sure of what to do select HELP An Inventory number will be generated by the system You will note that all equipment inventory for a particular Inventory Category will have a code which commences with the same alpha character i e CO000001 Computers Once the Inventory Master Record is completed and saved it is possible to enter further details about the item on inventory by clicking on any of the tabs on the lower part of the screen The options available to you are Purchasing Information General Information Loans Information Safety Test Information Disposal Information Comments 2 2 Adding Purchasing Information The system has been designed so that upon entering a valid POP Order and Line Number the relevant details are pulled through from the Purchasing System without the need for the user to re key the information Any of the fields can be overwritten or left blank should you choose to do so Inventory Guidance Document 2013 ve Oz why ele Ud or Hull fa Maintain Browse Inventory Of x Code cooooto CF Building jam El Room om Description TOSHIBALAPTOP 2468 CS Quantity 1 Long Desc TOSHIBA LAPTOP 24GB Aquisition Date
35. wnload from the purchasing web site inventory page The use of this form will ensure that departments collect all the necessary information on each item If a department is commencing on the collection of bulk inventory items not yet on the Inventory System they can complete this Excel spreadsheet and it can be imported directly into the Inventory System or manually entered if preferred 80 Sample Form for use to record inventory changes In order to ensure that the inventory records remain up to date it is essential that people know who to inform about moves disposal or acquisition of inventory Below is an example of a form that could be used by staff to communicate inventory changes Inventory Guidance Document 2013 19 e Qi ede UNIVERSITY OF Hull CHANGES TO INVENTORY REGISTER To From Date Tel Please note the following equipment changes Please amend the Inventory Register and arrange the appropriate action ensuring that all WEEE disposal forms are completed for Item 1 Item 2 Item 3 Type of Change Type of Equipment Description of Equipment Model Serial No Location From Location To Room No From To Department Date of Disposal Purchase Value New Item or Disposal Order Number Electrical Testing Required Other Comments Office use only Inventory Ref Please see example on back of

Inventory User Manual 20103

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