9.2 Performing Mobile Physical Inventory

Purpose:   Use this document as a reference for performing a mobile asset physical inventory in ctcLink.

Audience:   Asset managers and staff.

This process is for performing a physical inventory using a Bluetooth scanner in conjunction with a ‘smart’ device such as a tablet or cell phone.  

Users must have the ZZ Asset Processing Role in order to access the Asset Tracking tiles.

Performing Mobile Physical Inventory

Define the Inventory Occurrence

Navigation: NavBar > Navigator > Asset Management > Physical Inventory > Define Inventory Occurrence

  1. The Physical Inventory Control search page displays.
  2. Select the Add a New Value tab.
  3. Enter the Physical Inventory ID (Note: no spaces or special characters allowed).
  4. Select the Add button.
Physical Inventory Control search page
  1. The Physical Inventory page displays on the Definition tab.
  2. Enter the PI Name for the Inventory Occurrence.
  3. Enter or select a Business Unit.
  4. Enter or select the Book Name: WACTC.
  5. Enter a Start Date and End Date range for the physical inventory.

The asset acquisition dates are validated against these inventory control dates.  If an asset acquisition date falls outside this range, the asset will not be included in the scope.

  1. Check the Enable Mobile Inventory box..
  2. Select the Scan Scopes desired.  More than one scope can be selected.
  3. Enter any Comments.
  4. Select the Enter Criteria tab.
Definition tab
  1. The Enter Criteria page displays.
  2. Select a Business Unit.
  3. Select one or more additional Scan Scope Non Capital Assets Selection Criteria.
  4. Go to the Transaction Defaults tab.

Note:  if you chose more than one Scan Scope on the Definition tab, you will need to complete the Scan Scope criteria for each Scope selected.

Enter Criteria tab
  1. The Transaction Defaults page displays.
  2. Check the Approval box to mark any resulting interface lines as approved, if desired.
  3. Check the boxes in the Transactions Enabled section for any desired transactions you want the system to generate as a result of the inventory.
  4. Enter the Transaction Date and Accounting Date.  These can be different, but the Transaction Date cannot be later than the Accounting date.
  5. Select the Transfer convention: AM.
  6. User ID, Interface ID, and Open Transaction ID will default, but may be overridden if desired.
  7. Select the desired Retirement Defaults.
  8. Select the Save button.
Transaction Defaults tab
Create the Inventory Schedule

Set up one Schedule ID or as many unique IDs as you like. For instance, if you have several branches, you might want a separate schedule for each branch. Enter an informative description for each Schedule ID.

Navigation: NavBar > Navigator > Asset Management > Physical Inventory > Create Schedules

  1. The Scheduling search page displays.
  2. Select the Add a New Value tab.
  3. Enter the Schedule ID.
  4. Select the Add button.
Scheduling add a new value
  1. The Create Schedules page displays.
  2. Enter a Description for the Schedule.
  3. Enter the Start Date.  This date is when the physical inventory will be performed.  
  4. Enter the End Date.  You can leave the end date field blank until the inventory has actually been completed.
  5. Select the Physical Inventory (PI) ID.
  6. Optionally, assign a Physical Inventory (PI) Leader.
  7. Select the Save button.
Create Schedules page
Processing a Physical Inventory
Generate Scan Scope - Step 1

Use the Load/Match/Reconcile PI Info page to execute each step of the Physical Inventory process. It is recommended that you add a new run control ID for each physical inventory ID (PI ID). Also use this run control ID for subsequent steps within the same PI ID.

Navigation:  NavBar > Navigator > Asset Management > Physical Inventory > Load/Match/Reconcile PI Info > Load/Match/Reconcile PI Info

  1. The Physical Inventory Run Control search page displays.
  2. Select the Add a New Value tab.
  3. Enter a Run Control ID.
  4. Select the Add button.
Physical Inventory run control add a new value
  1. The Load/Match/Reconcile PI Info page displays.
  2. Select a Physical Inventory ID.
  3. Select the Run button.
Load/Match?Reconcile PI Info page
  1. You can navigate either by clicking on the corresponding Step buttons or by selecting the Next and Previous buttons.
  2. Run the various steps in sequential order from this run control page for a specific PI ID (Physical Inventory ID) and select the Run button.
  3. Last PI Step Executed displays the step number and step description of the last step that was processed in the physical inventory process.

Perform the Inventory

Note: Make sure your scanner has been paired with your smart device and the proper keyboard has been configured.  Refer to your scanner manual.

  1. Log in to ctcLink on your smart device.
  2. Select the Asset Tracking homepage.
  3. Tap/Select the Physical Inventory tile.
Physical Inventory tile
  1. Enter/select your Physical Inventory ID (PI ID).
  2. Tap/select Done.
Physical Inventory ID entry
  1. The Physical Inventory scan page displays the current scan results.
scan results
  1. You can collapse the result to see more of the page by tapping the blue tab with the two vertical bars.
  2. Place the cursor in the Scan Tag box by tapping/selecting the Scan Tag field and start scanning asset tags.
collapse result area
Generate the Inventory Results - Step 2
  1. Go back to the Load/Match/Reconcile PI Info run control page on your PC and run the Generate Results step.
Generate Results - Step 2
  1. Step 2 performs matching between a physical inventory scan scope and scanned data, and creates physical inventory results for review.
Generate Transactions - Step 3
  1. Go back to the Load/Match/Reconcile PI Info run control page on your PC and run the Generate Transactions step.
Generate Transactions step 3
  1. Step 3 will create entries in the Interface tables that you can review and modify if necessary.  Once the data is to your liking, you need to run the Load into AM (AMIF1000) process to post the inventory results to the AM database.  
  2. After loading the transactions into Asset Management, run the normal processes (Depreciation Calc, Create Accounting Entries, Close Depreciation) to complete the inventory.
Delete Data - Step 4
  1. When you no longer need your physical inventory data, select one of the following options and select the Run button.
    • Delete All :  Select to delete all physical inventory data generated for the specified Physical Inventory ID: (Scan Data, Result Data, and Transaction Data).
    • Delete Scan Data:  Select to delete the physical inventory scan data.
    • Delete Result Data:  Select to delete the physical inventory results data.
    • Delete Transaction Data:  Select to delete the physical inventory transaction data.
  2. Go back to the Load/Match/Reconcile PI Info run control page on your PC to run the Delete Data step.
Delete Data step 4
  1. Process complete.

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