Navigation: Asset Management > Physical Inventory > Define Inventory Occurrence

1. To begin a new inventory, select the Add a New Value tab located in the top right of the screen.
   1. Enter the Physical Inventory ID.
   2. Select the Add button and the Define Inventory Occurrence page displays.
2. Select the Definition tab and enter the:
   1. PI Name: Make it the same value as the PI ID (recommended).
   2. Business Unit.
   3. Start Date: Recommend 01/01/1901, given locations may have that date.
   4. End Date: When you plan to finalize the PI scan.
   5. Book Name: Always enter “WACTC”.
   6. You must select the “Enable Mobile Inventory” checkbox.
   7. Within the Scan Scope section, select:
      1. Capital assets for inventory items $10,000 or greater.
      2. Non-Capital Assets for small and attractive assets.
   8. Within the Comments section, end users can enter any information useful to them/the college.

3. Select the Enter Criteria tab and the Enter Criteria tab displays.
   1. Within the Select Criteria section:
      1. Enter the Business Unit.
      2. Enter other criteria, as needed, to include the assets the college wants to scan.
         1. The criteria can be a single value or a range of values.

4. Select the Transaction Defaults tab and the Transaction Defaults tab displays.
   1. Within the Auto Approval section, select the Approve checkbox.
   2. Within the Transactions Enabled section, de-select the Retirements checkbox.
      1. De-select Retirements to ensure assets will not automatically retire, and to centrally control when assets are disposed.
   3. Within the Transaction Defaults section, enter the:
      1. Transaction Date. Enter a date that is in the current accounting month.
      2. Accounting Date. Enter a date that is in the current accounting month.
      3. Transfer convention: AM
   4. Within the Retirement Defaults section, update the Retirement Convention to AM.
   5. Select the Save button.

Navigation: Asset Management > Physical Inventory > Create Inventory Schedules

1. Select the Add a New Value tab.
   1. Enter the Schedule ID.
   2. Select the Add button and the Create Inventory Schedules page displays.
2. Within the Schedule Details section, enter the:
   1. Start Date: the date when the inventory may/will begin.
   2. End Date: The final date when the inventory is anticipated to end.
   3. PI ID: Same as PI ID set up in Define Inventory Occurrence.
   4. PI Leader: User’s last name, comma, and first initial.
3. Select the Save button.
4. Add a new window from the Create Inventory Schedules page:
   1. Process Load/Match/Reconcile PI in the new window.

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

1. The Load/Match/Reconcile PI Info Physical Inventory Run Control search page displays.
2. If you have run this process or report in the past, enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value button to create a new Run Control ID and select the Add button. 
   • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_AM_LOAD_MATCH_RECONCILE (Submodule, Process).
3. Within the Physical Inventory ID section, enter or search for the Physical Inventory ID and press Tab or Enter on your keyboard. Extract Assets should have four steps now.
4. Select the box above "Generate Scan Scope".
5. Select the Run button.
6. On the Process Scheduler Request page, select the OK button.
7. Please refer to the Process Schedule Request steps for further instructions.
8. Select the Save button. Leave this window open. Users must come back to it to process additional PI steps after the asset scan is performed.

1. Select the Asset Tracking Home Page (you can navigate to the Home Page by selecting the Home icon in the top right side of the page).

2. On the Asset Tracking Home page, select the Physical Inventory tile.

3. On the Physical Inventory page, enter or search for the PI ID.
4. Select the Done button.

5. There are three ways to scan assets:
   1. Print QR and/or Bar codes from ctcLink.
      1. Can be printed onto label paper to place them on the asset.
      2. Select the box with an "X" in it on the right of the Scan Value box.
      3. Scan the assets using a tablet, phone, or scanner.
   2. Use a scanner, a tablet, or phone to scan a bar code from a third-party vendor.
   3. Scan assets without a tablet, phone, or scanner:
      1. Select a “Scan By” method (Tag Number or Serial ID).
      2. Enter the Tag Number or Serial ID of the asset being scanned into the “Scan Value” box.
      3. Select the Fetch button.
6. After an asset is scanned, a check-mark in a green circle and the date and time of the scan appears at the bottom of the asset’s data.

7. After an asset is scanned, an Edit button will appear on the far right. Select the Edit button to add to or correct the asset’s physical data.
   1. When the Edit button is selected, Edit Scan Record will pop up.
   2. Missing physical data can be added, and/or existing physical data can be changed or removed.
   3. Select the Done button to save any changes made.

8. Select the three vertical dots in the top right the Physical Inventory page to add assets to the scan.
   1. Find Asset: add an asset to the scan that is already in Asset Management.
      1. Use Search Criteria to determine if the asset is already in Asset Management and/or to find the asset to add it to the scan.
      2. Select “Confirm Manual Scan” on far right to scan the asset and include it in the existing PI scan.
      3. After it is scanned, select the Edit button to edit the asset’s physical data in Edit Scan Record.

1. New Asset: Adds an asset found while inventorying that is not in AM.
   • Warning! This feature adds the physical data elements of the asset only. After the PI scan data is uploaded into AM, you must use Basic Add to add additional asset data required, such as profile ID, chartstring, and cost.

1. After all the asset information is entered, select the Done button in the upper right to save it.
2. The asset is now entered to the list of assets scanned.

Navigation: Asset Management > Physical Inventory > Verify Scanned Data

1. On the Scan Data Find an Existing Value page, enter the Physical Inventory ID and select the Search button.
   1. Within the Search Results section, review the data.

2. When there is “Y” listed under the Manual Review Required column:
   1. Select the asset.
   2. View the data to make any needed corrections/verify the data is correct
   3. When it is correct, remove the Manual Review Required checkbox to show it is ready to be uploaded into AM.
   4. Select the Save button.

1. Select the Load/Match/Reconcile PI Info page within your browser window or navigate to Asset Management > Physical Inventory > Load/Match/Reconcile PI Info.
2. Select the Next button to navigate to the Generate Results step.
3. Select the Run button.
4. On the Process Scheduler Request page, select the OK button.
5. Please refer to the Process Schedule Request steps for further instructions.

Navigation: Asset Management > Physical Inventory > Review Matching Results

1. On the Inventory Results Find an Existing Value page, enter the Physical Inventory ID and select the Search button.
   1. Within the Search Results section, review the results for Assets with "Y" listed in the Result in Error column. Select the asset.
      1. The error description explains the reason for the error on the Results tab (e.g., asset is disposed).
      2. Assets listed with a “Y” in the Multiple Department Error column:
         1. This error removes the asset from the PI Scan.
         2. Go to Basic Add. Department number in the Chartfields section of the Manufacture/License/Custodian page must be the same as the department in the “Acquisition Detail Chartfields” link on the Asset Acquisition Detail page.
         3. Enter the custodial department for the asset in the Plant field on the Manufacture/License/Custodian page.
   2. Select an asset to view its Results and Details tabs.
      1. Results tab: Shows alerts/warnings and Error messages.
      2. Details tab: Shows current and original values for asset data, to verify changes made.

1. Navigate back to the Load/Match/Reconcile PI Info page within your browser window.
2. Select the Next button to navigate to the Generate Transactions step.
3. Select the Run button.
4. On the Process Scheduler Request page, select the OK button.
5. Please refer to the Process Schedule Request steps for further instructions.

Navigation: Asset Management > Send/Receive Information > Interface Transactions > Review Interface Transactions

1. On the Review Transactions Find an Existing Value page, enter the Business Unit and Interface ID (optional). Select the Search button.

Transaction Information:

• P12 Asset Location Changes: Changes the asset’s Location in Basic Add.
• P15 Physical Asset Adds: Adds an asset to AM.
• P17 Inventory History Insert: Records the date, time, and person who scanned/inventoried the asset.

Remember to add the financial information for all assets added as part of the PI process!

Navigation: Asset Management > Send/Receive Information > Interface Transactions > Load into AM

1. The Load into AM Run Control search page displays.
2. If you have run this process or report in the past, enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value button to create a new Run Control ID and select the Add button. 
   • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_AM_LOAD (Submodule, Process).
3. Go to the Find Trans Load ID (optional) section:
   1. Enter the college’s Business Unit in the AM Business Unit field.
   2. Select the Physical Records radio button.
   3. Select the Search button. The results will provide the Interface ID for Physical Inventory.
4. In the Run Control Parameters section:
   1. Process Frequency: Always.
   2. Enter the PI Interface ID into the Interface ID and To Interface ID fields.
   3. Enter the AM Business Unit.
5. Select the Run button.
6. On the Process Scheduler Request page, select the OK button.
7. Please refer to the Process Schedule Request steps for further instructions.

1. QFS_AM_PI_ASSET_HIST: Query to view each asset’s scan history and the physical data changes resulting from the Physical Inventory scan.

2. Run the Physical Inventory Report:

Navigation: Asset Management > Physical Inventory > Run Physical Inventory Reports

1. Select Run Control ID.
2. Select Physical Inventory ID.
3. Select the Run button.
4. Select Reports and select the OK button.
   1. Unders: Assets that are selected to be scanned, but are not scanned.
   2. Overs: Assets added during the scan using “Find Asset” and/or “New Asset”.
   3. PI Results by Location: For each location, lists assets scanned, old and new departments and locations, etc. See example below:
5. Select the View .PDF files/reports link.