Location Inventory

The ITAM application supports asset inventory across multiple locations at the Room level.

tip

Roles required:

• Read – itam_agent, itam_operation_specialist, itam_process_manager.
• Create – itam_operation_specialist, itam_process_manager.
• Update – itam_operation_specialist, itam_process_manager.

Only users with the itam_operation_specialist role can be assigned to the inventory task.

Task management

A location inventory task has three states:

1. Registered — the task has been created in the system.
2. In Progress — a user has taken the task into work. At this stage, add assets to the inventory task, do the inventory, and generate an inventory report. You can edit the asset list if necessary.
3. Closed — the final task state, including the case when the tasks are canceled. When the task enters this state, the system clears the In task checkbox for all related assets.

Use the UI actions in the upper-right corner of the asset form and on the Inventory widget form to change the task state. The first time you save the task, its state changes to Registered.

UI action	Description
Start work	The button is only available to the user assigned to the task or members of the assigned group. After you click the button, the task state changes to In Progress, and the Assigned to field is populated with the current user's name.
Add assets	The button is available to the user assigned to the task. Click it to open a modal window where you can add available assets to the task. Select the required assets and click Add selected. The button is available before you upload the first file to the inventory widget and after you select Restart in the same widget.
Remove	The button is available before you upload the first file to the inventory widget and after you click Restart in the same widget. The Remove button is located in the upper-right corner of the Assets related list.
Cancel task	The button is located in the burger menu . Click it to open a modal window, specify the cancelation reason, and confirm the action. Then, the task enters the Closed state with the Cancelled closure code, and the system removes all assets from the task.
Complete	The button is available to the user assigned to the task. Click to open a modal window where you can review or add an inventory report. Click Complete in the modal window to move the task to the Closed state.
Download report	The button is located in the Inventory widget form and appears after you upload the list of assets checked during the inventory. Click to download the inventory results report in PDF format.

Location Inventory form fields

Field	Mandatory	Description
Subject	Yes	The system creates the subject automatically when you create a new task. The field is populated after you first save the record. You can edit the subject.
Locations	Yes	Specify the rooms where you will perform the inventory.
Reason	Yes	Select the inventory reason. Available options: Scheduled Unscheduled New responsible Other — specify the reason in the Work notes field.
Inventory commission	Yes	Select the users who are members of the inventory commission for the current inventory.
Priority	No	Select the task priority. Available values: Low Moderate High Critical
Inventory documents	Yes/No	Select the document containing the inventory results. You can select only a document with the Act type and the Inventory act subtype.
Assigned user	Yes/No	Select the user to assign to the task. In the Registered state, you can leave this field empty if the Assignment group field is populated, and vice versa. Only the user specified in this field or a member of the assigned group can take the task into work. After you click Start work, the field is populated with the current user's name.
Assignment group	Yes/No	Select the group to assign to the task. If you select a group while the task is in the Registered state, the Assigned to field becomes optional in this and subsequent states.
Work notes	No	The field is mandatory if Other is selected in the Reason field.

Related lists

• Assets to be Inventoried – the assets that must be inventoried within this task. You can add or remove the necessary assets until the first file is uploaded into the Inventory widget, or when all records in the Inventory History related list are in the Canceled state.
• Inventory Report – the inventory list that displays comparison results of the inventory, such as asset data mismatches between the system and the uploaded file.
• Inventory History – all asset lists that have been uploaded to the task with the Import a list of assets widget.
• Costs – the list of ITAM actual cost items in the Allocated and Not allocated states that are registered in connection with the current task. You can delete records in the Not allocated state if you have the admin role.

Create task

tip

You can conduct inventory of assets with the following attributes:

• The asset is not a child asset.
• Stage – Storage or In operation.
• State – Available, In use, Pending decommissioning, or Moving out of operation.
• The asset is found in one of the selected Locations in the inventory task.

1. Navigate to ITAM → Tasks → Location Inventory.

2. Click New.

3. Fill in the fields and click Save or Save and Exit. The system creates a new task in the Registered state.

4. Add assets to the task. To do so, click Add assets, select the required assets in the modal window, and click Add.

   To remove assets from the task, select them in the Assets to be Inventoried related list and click Remove.

Performing the task

5. After you add the assets to inventory task, click Start work. The task enters the In Progress state. In this state, you cannot change the list of locations, but you can add and remove assets in the Assets to be Inventoried related list.
6. In the Inventory widget, download the XLSX file template.
7. Complete the XLSX file and upload it to the Inventory widget. The file must contain the inventory numbers of the assets checked during the inventory. For consignment you must also specify the available quantity.
8. Click Compare.
9. After you upload the recorded asset list to the widget, proceed to completing the task.

Completing the task

10. In the Inventory widget, click Download report to download the inventory results report in PDF format.
11. (optional) Repeat steps 4–8 if you need to make corrections.
12. (optional) Add the report downloaded in step 10 to the Inventory documents field. The report must be added to a record in the Documents (itam_documents) table beforehand.
13. To complete the task, click Complete in the upper-right corner of the page. If you skipped step 12, add the inventory results report to the Inventory documents field in the window that opens and then click Complete.

note

If an asset could not be found during the inventory, the following changes occur on the asset record when you complete the task:

• the Not found checkbox is selected
• a message containing the inventory task number is added to Work notes.
• the asset state changes and, in some cases, its stage changes as well so you can create a decommissioning and disposal tasks:

Previous stage	New stage and state
Storage, Upgrading, Maintenance, Relocation	Storage, Pending decommissioning
In use	In use, Moving out of operation

If an asset previously marked as Not found is found during the inventory task, the system clears this checkbox. The Work notes field stores the information that the asset was found during the inventory.