Performing an inventory

Use this procedure to inventory and reconcile asset items.

Procedure flow: Performing an Inventory

Perform an inventory

  1. Select the Inventory function on the handheld terminal (HHT).
  2. Scan or enter the space (location detail) label for the location you want to inventory.
  3. Scan each item in the location.
    1. Scan the bar code.
    2. Specify the condition of the item as G (Good), F (Fair), or D (Damaged).
      Note: Consult the handheld terminal documentation for instructions on saving and downloading files.
  4. Interface the HHT data to Asset Management.
    1. Save and download the inventory file, named xx -AMINV.txt, to the client PC.
    2. Transfer xx -AMINV.txt to your environment, using a transfer utility such as ftp.
    3. Access AM Bar Code File Interface (AM154) to interface xx -AMINV.txt to the Asset Management AMASTITINV, DBAMIIV file.

      Specify this information:

      Process Type

      Select INV (Inventory).

      File Name

      Keep the system-assigned file name, the program automatically locates and processes xx -AMINV.txt.

      Note: You are likely to repeat steps 5, 6, and 7 several times before the inventory is reconciled. Typically, you would use AM252 first, then use AM152 to update the inventory for reconciled items and remove them from the inventory file, then AM52.1 when you think you have corrected all or most of the mismatches and want to check whether there are any left.
  5. Run Inventory Comparison (AM252) for a detailed listing of matched and mismatched items. – 

    or

    Use Interface Update Maintenance (AM52.1) to view items one by one online and diagnose the reason for the mismatch.

    1. Use Inventory Comparison (AM252) to generate a complete and detailed listing of all items in the inventory and their status. For each selected item, the report includes the asset number, the Asset Management and Inventory location detail, the Asset Management and Inventory quantity, the item cost, the bar code, and (if applicable) the serial number, and model. The report also includes messages reflecting the status of every scanned item.

      All the fields are optional. Specify this information:

      Selection Options tab

      You can run the report for all the items in AMASTITINV, DBAMIIV, or you can select a run group, an inventory date range, a company, a company group, a location, or a location detail level to limit the scope of the report.

      Output Options tab

      You can select one of these report options:

      • All items in the inventory file

      • Reconciled items only

      • Location or quantity mismatch only

      • Items missing from AM only

        You can also select a currency for the report and specify the totals you want to include.

      Note: AM52.1 displays basic information that lets you check which items need reconciling. But you still need to check the AM252 report to find the asset number of the asset that needs to be corrected and the mismatch detail.
    2. On Interface Update Maintenance (AM52.1) , use the use the Next form action to scroll online through interfaced items and use the Resolve form action to diagnose the mismatch.

      You can add, change, or delete records from the inventory file. You should typically reconcile the data by modifying Asset Management records, not inventory records. If you do specify changes on this form, you must manually also change the inventory to match the data you change, so that the next inventory will not show a mismatch. For example, if the location of an item in the Asset Management record is different from the location in inventory and you want the item to be in the Asset Management location rather than the current inventory location, you can change the location on this form to remove the mismatch from the inventory, but you must also physically move the asset to the new location.

      Specify this information:

      Run Group, Bar Code, Creation Date, Creation Time

      These fields cannot be changed; they uniquely identify each record.

      Company, Inventory Quantity, Inventory Location, Location Detail Level 1, Location Detail Level 2, Location Detail Level 3, Inventory Date, Condition

      These fields display the information in the inventory file. You would not typically modify these fields, but you can.

      Inventory Status

      This is a display-only field, showing the item reconciliation status. Before you select the Resolve form action, all items have a status of New.

      When you use the Resolve form, one of these statuses displays:

      • 1 (Exception) specifies that the item exists in Asset Management but there is a location or quantity discrepancy.

      • 2 (No AM Data) specifies that the item does not exist in Asset Management.

      • 3 (Non-Inventory Asset) specifies that the asset associated with the inventoried item is designated in Asset Management as a non-inventory asset.

      • 5 (Reconciled) specifies that this item has no mismatch

  6. Reconcile inventory mismatches in Asset Management. The actions you must take depend on the mismatch status:
    If the message is Then

    AM52.1: 1 (Exception)

    and

    AM252: CHK LOC

    		 The location does not match. Correct the location on Items (AM20.3).

    AM52.1: 1 (Exception)

    and

    AM252: CHK QTY

    		 The quantity does not match. Correct quantity on Items (AM20.3).

    AM52.1: 2 (No AM data)

    and

    AM252: No AM record found for this bar code

    		 You must locate the correct asset in Asset Management and specify the bar code and location detail information on Items (AM20.3).

    AM52.1: 3 (Non-Inventory Asset)

    and

    AM252: Asset has inventory flag set to "N"

    		 You must change the flag to Y (Yes) on Additions and Adjustments (AM20.2).

    AM52.1: 3 (Non-Inventory Asset)

    and

    AM252: Asset has already been disposed of

    		 Asset Management has disposed of the asset. The asset should be removed from inventory.
  7. Update the inventory. This step removes reconciled items from the inventory file (AMASTITINV (Unix/Windows) or DBAMIIV (IBMi)) and updates the items in Asset Management with the most recent inventory date and condition.
    1. Access Inventory Update (AM152).
    2. Specify the inventory criteria using these guidelines to specify field values:
      Selection Options tab

      You must select a company or company group for which to run the inventory.

      You can run the inventory for a range of inventory dates, a run group, or an asset. If you leave these field blanks, all the company items in the inventory file are updated.

      Release

      • Select N (No) in this field to produce a report of what inventory items would be updated, and what inventory items are still mismatched.

      • Select Y (Yes) to update the reconciled items with the current inventory date and condition.

        Note: As AM152 updates reconciled items, the items are removed from the inventory file . Unreconciled items remain in the file. You can correct mismatched items and run AM152 again until all items are reconciled and removed.
      Run Group

      If you enter a run group and select Yes in the Release field, and all the items in the run group are reconciled, the run group is deleted from the inventory file.

      Output Options tab

      Use this tab to select what totals you want in the report.

    3. To check whether some items were missed in the inventory, run Item Listing (AM223). On the Additional Options tab, select (M) Missing Assets Only from the Inventory Assets field. AM223 lists all the items that should have been inventoried but were missed.
      If Then
      The item was inventoried before or after the date range specified on AM152 . You must run AM152 again with a date range that encompasses the missed item.
      The item was added after the last inventory date and has never been inventoried You must decide whether you need to do a new inventory right away or whether the item can wait till the next scheduled inventory.
Related topics