9.2 Processing Physical Inventory

Purpose:  Use this document to process physical inventory in ctcLink.

Audience:  Finance

You must have at least one of these local college managed security roles:

  • ZZ AM Physical Inventory

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Use the Load/Match/Reconcile PI Info page to enter the request parameters.  These parameters will be used to define the processing rules and data to be included when the process is run.

Execute each of the six steps of the Physical Inventory process. It is recommended that you add a new run control ID for each physical inventory control ID (PI ID). Also use this run control ID for subsequent steps within the same PI ID.

Processing Physical Inventory

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

  1. The Physical Inventory run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Physical Inventory Add a New Value tab
  1. The Extract Assets (Step 1 of 6) page displays.
  2. Select this physical inventory option to extract asset data,then select Run to process the step. This step executes the actual data extract from ctcLink Asset Management. When you extract data, you do not need to enter a file name or file type. The data is saved in a relational table called PI_EXTRACT.
  3. Enter Physical Inventory ID.
  4. Select Run.  Please refer to the Process Scheduling QRG for instructions.
Extract Assets page
  1. After Extract Assets (Step 1 of 6) runs to success, the Generate Extract File (Step 2 of 6) page displays.
  2. Select this step to create an output file from the extract data. When you select this option, you must select an export file Format and supply an Export File Name:
    • CSV File - Select CSV File for a comma-separated values (CSV) file.
    • Scanner File - Select Scanner File as the export file type, and enter a file name (as well as any additional path information) for the file that you want to generate. The output file is formatted for loading into a bar code scanning device in preparation for performing physical inventory.
    • Generate Labels - To create a file for printing labels rather than performing inventory, select Generate Labels as the export  file type. A label file is created for the printer in a different format from the one used for a scanning device.
    • To generate files for both a scanning device and a printer, perform step 2 twice with a different output file type each time.
    • Web Service - Select Web Service to use the Integration Broker web service option to load the physical inventory data. This happens without any input or initiation. As soon as an inbound XML message is received from the third party vendor, the associated handler loads the scanned data
  3. Select Run.  Please refer to the Process Scheduling QRG for instructions.
Generate Extract File page
  1. After the Generate Extract File (Step 2 of 6) runs to success, the Load Scan File (Step 3 of 6) page displays.
  2. After completing the physical inventory with the scanning system, download the scanner data into a workstation or network server so that it can be converted back into a ctcLink Asset Management table called PI_SCAN. You do this using a communications software package or by using the certified integration solution provided by various software vendors. Consult the bar code scanning device manual or software vendor for more information.  After the scanner files are available to load into Asset Management, you can run step 3 of the physical inventory process.
  3. Enter the directory and Import File Name of the inventory file. This is most likely \TEMP\SCAN.DAT. If located on the ctcLink Internet Architecture server, you can run the next process on the server.
  4. Select Run.  Please refer to the Process Scheduling QRG for instructions.
Load Scan File page
  1. After Load Scan File (Step 3 of 6) runs to success, the Generate Results (Step 4 of 6) page displays.
  2. After the inventory data is loaded into Asset Management and you have reviewed it, correcting any duplicates or errors, you can run step 4. ,This step performs matching between a physical inventory scan scope and scanned data and creates physical inventory results for review.
  3. Select Run.  Please refer to the Process Scheduling QRG for instructions.
Generate Results page
  1. After Generate Results (Step 4 of 6) runs to success, the Generate Transactions (Step 5 of 6) page displays.
  2. After matching is performed, you create physical inventory transactions that reconcile the data in Asset Management with the results of the physical inventory
  3. Select Run.  Please refer to the Process Scheduling QRG for instructions.
Generate Transactions page
  1. After Generate Transactions (Step 5 of 6) runs to success, the Delete Data (Step 6 of 6) page displays.
  2. When you no longer need your physical inventory data, select one of the following options:
    • Delete All - Select to delete all physical inventory data generated for the specified Physical Inventory ID: (Extract Data, Scan Data, Result Data, and Transaction Data.
    • Delete Extract Data - Select to delete the Physical Inventory extract file.
    • 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.
  3. Select Run.  Please refer to the Process Scheduling QRG for instructions.
Delete Data page
  1. Process complete.

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