Fixed asset inventory sheets (FAIS) are added within a given inventory document

To add an inventory sheet, click on [Add] button. A form of inventory sheet will open.

The form of an inventory sheet is composed of the following elements:

Side panel

Sheet number – generated automatically by the system, according to the document numerator

Value – sum of initial values of fixed assets included in an inventory document

Name – sheet name entered by the user

Date of Issue – day in which the inventory sheet was added

Description

Tab General

For the tab General, standard buttons are available, and additionally:

• [Confirm] – button active for an unconfirmed sheet to which items are added, allows for its confirmation
• [Open] – button active for a confirmed sheet, provided that the inventory document is not confirmed or closed. Allows for re-opening and modifying a confirmed sheet.
• [Cancel] – button active for a confirmed sheet, provided that the inventory document is not confirmed or closed. Allows for canceling an inventory sheet.
• [Add] – allows for adding a fixed asset directly on the list
• [Add From List] – opens the list of fixed assets and allows for selecting fixed assets which will be added to the form

[Transfer Quantities] – enables automatic completion of Actual Quantity column with the values retrieved from System Quantity column for selected items

• [Import] – allows for adding fixed assets to the sheet:
  • From file – on the basis of the data from a txt. file. In such file, it is necessary to enter information in the following order: barcode, system quantity, location, custodian – the data must be separated with the use of a semicolon. It is mandatory to indicate the barcode of a fixed asset already existing in the system. In case the quantity is not entered in the file, the colum Actual Quantity will be completed with value 1.
  • On the basis of a collector readout – with the use of a collector. It is necessary to connect a collector to the workstation on which an inventory is being registered and select [Read From Collector] button. The system verifies whether on inventory sheets there are fixed assets scanned by the collector. If a fixed asset is present on the sheet, it will be omitted; otherwise, it will be added along with data indicated on the collector (system quantity, custodian and location).
• [Generate Inventory] – allows for adding new inventory for items selected on a sheet. The button is active when an inventory is confirmed, canceled or completed. When generating an inventory from this level, the system verifies whether there is no unconfirmed inventory for selected fixed assets. The fields will be completed in the same way as if the inventory was issued manually.

The list of sheet items is composed of the following columns:

• Code
• Name
• Barcode
• Inventory Number
• Registered Custodian – recent fixed asset custodian
• Actual Custodian – editable field in which it is possible to indicate an employee from the list of employees
• Registered Location of Use – recent fixed asset location of use
• Actual Location of Use – editable field in which it is possible to indicate a location of use from the list of generic directories
• Initial Value

• System Quantity – column completed with the following values (on the basis of data available in the system):
  • 0 – fixed asset disposed, sold or without FA document
  • 1 – fixed asset in use with generated FA document
• Actual Quantity – editable column, completed manually with the use of the button [Transfer Quantities] or on the basis of data imported from file or collector readouts. The column assumes one of the following values:
  • 0 – (default value) – no fixed asset; fixed asset disposed or sold
  • 1 – fixed asset in use

• Difference – difference between the system quantity and the actual quantity
• Discrepancy Status – discrepancy graphic symbol
• Fixed Asset Attachment (column hidden by default)

In case there is a shortage (the system quantity is lower than the actual quantity), the whole row is displayed in red. In case there is an overstock (the system quantity is higher than the actual quantity), the whole or wis displayed in blue. In case there is an inconsistency between the location or custodian, relevant cells containing different data, are displayed in orange.

Tabs Attributes, Attachments and Change History

Detailed description of the tabs Attributes, Attachments and Change History can be found in articles Tab Attributes, Tab Attachments and History.