Asset Inventory
You can initiate an inventory task only for the assets that are in stock (the Storage stage) or allocated to users (the In operation stage). For inventory purposes, you can use a mobile phone camera to scan asset barcodes. If a mobile device is not available, enter the inventory numbers of the recorded assets into an XLSX file either manually or by using scanning software that generates a list of scanned numbers, and upload the file into the inventory widget.
Roles required:
- To read – itam_agent.
- To create – itam_operation_specialist, itam_process_manager.
- To update – itam_operation_specialist, itam_process_manager.
Only users with the itam_operation_specialist role can be assigned to the task.
Task control
To change the task state, use the UI actions located in the top right corner of the form and on the Inventory widget form. When you save the form for the first time, its state changes to Registered.
| UI action | Description |
|---|---|
| Start work | Click to start work on the task, its state changes to In progress. The Assigned user field is populated automatically with the name of the current user. The button is available to the assigned user and the members of the assignment group. |
| Add assets | Click the button to add the assets to the inventory task. In the modal window that appears, select the necessary assets and click Add selected. The button is available for the Assigned user. The button is available until the first file is uploaded into the Inventory widget, and after the Restart button is clicked in the same widget. |
| Remove | The button is available until the first file is uploaded into the Inventory widget, and after the Restart button is clicked in the same widget. Find the button in the upper-right corner of the Assets related list. |
| Cancel task | Find the button in the burger menu . Click it to cancel the task. In the modal window that appears, specify the reason and confirm the task cancellation. The task state changes to Completed with the Canceled closure code. The assets added will be removed from the task. |
| Complete | Click to complete the task. In the modal window that appears, add the necessary inventory documents and click Complete. The task state changes to Completed. The button is available for the Assigned user. |
| Download report | Click to download the inventory report in the PDF format. The button appears in the Import a list of assets widget after the list of assets inventoried is uploaded. |
Inventory Task form fields
| Field | Mandatory | Description |
|---|---|---|
| Subject | N | The field is populated automatically with the Inventory, the stock name, and its location when saving the form for the first time. You can edit the field. |
| Stock | Y | Specify the stock where the inventory task must be done. |
| Location | Y | The field is populated automatically with the selected stock address. |
| Reason | Y | Specify the reason. Available options:
|
| Inventory commission | Y | Specify the users that join inventory commission for the task. |
| Priority | N | Specify the task priority. Available options:
|
| Inventory documents | Y/N | Select the inventory results report. The document must be of type Form, subtype Inventory form. |
| Assigned user | Y/N | Specify the user assigned for the task. You can select only a user with the itam_operation_specialist role. If the current user has the mentioned role, this field is populated with their name after they click the Start work button. The field is not mandatory when the task is in the Registered state and the Assignment group is not empty. |
| Assignment group | Y/N | Specify the group responsible for the task. This field is non-mandatory if the Assigned user field is populated. |
| Work notes | Y/N | Add comments to the task. The field is mandatory if Reason is Other. |
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
You can conduct inventory of assets with the following attributes:
- The asset is not a child asset.
- Stage – Storage or In operation.
- State – Available or In use.
- Same Stock for the inventoried assets.
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Create a task. There are two ways to do it:
Way Step Use the Stock form - Navigate to ITAM → AMDB → Stocks.
- Open the required stock record.
- Click Create task.
- In the window that opens select Inventory from the drop-down list and click Create task.
Use the Stock Inventory tasks (itam_inventory) table - Navigate to ITAM → Tasks → Stock Inventory.
- Click New on the page that opens.
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Fill in all mandatory fields on the form and clock Save.
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Click Add assets in the top right-hand corner.
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Select assets to be inventoried and click Add selected. The selected assets will then be shown on the Assets to be inventoried related list.
noteTo add a child asset to the task, remove its relation to its parent asset. The action is available for users with the itam_admin and admin roles. Read more about the asset hierarchy in Asset.
Execute task
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After specifying all assets to be inventoried, click Start work. The task enters the In progress state. While the task is in progress, you can add and delete assets, but no changes can be made to the stock inventoried.
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Compare the assets processed during the inventory with those saved in the system. Use one of the methods to do it:
- Use barcode scanner – use a barcode scanner connected to your computer for verifying assets. The inventory list is updated automatically.
- Scan barcodes with a mobile phone camera – use your mobile device camera for scanning asset barcodes. The inventory list is updated automatically.
- Upload an XLSX file – upload a manually completed list with inventory numbers of verified assets as an XLSX file.
- Compare data with inventory numbers from a third-party application – the source of data for verified assets is a third-party application connected via endpoints. When this method is used, the system compares current asset data with the received data as usual.
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After you have uploaded the data of all scanned assets in the Inventory widget, proceed to completing the task.
Complete task
- Click Download the report in the Inventory widget to download the report in the PDF format.
- (optional) Repeat the steps 3–6 if you need to correct some data.
- In the Inventory documents field, add the inventory report downloaded at step 8. Note that the document must be added to the Documents (itam_documents) table in advance.
- To complete the task, click Complete in the top right corner of the page. If you skipped step 10, you can upload the inventory results document in the modal window that opens and click Complete again.
If an asset is not found during the inventory, the following changes are applied to its record form when the task is completed:
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the Not found checkbox is selected.
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the inventory task number, during which the asset was not found, is added to the Work notes.
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the asset state and stage change to the ones that suit decommissioning and disposal task conditions:
Stage before the inventory Stage and State after the inventory Storage, Maintenance, Upgrading, Transfer Storage, Pending decommissioning In operation In use, Moving out of operation
If an asset with the Not found checkbox selected is found during the inventory task, this checkbox is automatically cleared and information about it together with the inventory task number is added to the Work notes.