Fixed Asset Physical Inventory Scenario
Original: https://cli.im/article/detail/2110
I. Achieved Outcomes
By generating asset label QR codes in bulk and combining them with the bulk record addition feature, the following outcomes are achieved in the asset inventory scenario:
- QR code labels display more asset information, allowing for easy viewing by scanning anytime.
- Scanning equals inventorying, enabling efficient completion of inventory records with an audit trail.
- Asset information can be quickly updated on the mobile workbench based on inventory results.
- Inventory records are summarized and exported to form a physical inventory list of assets.
II. Inventory Process
- The super administrator uses the bulk QR codes generation feature to create a batch of asset label QR codes and associates them with the "Physical Inventory" form.
- Inventory personnel access the bulk record addition function on the mobile workbench, select and fill out the "Physical Inventory" form (e.g., No Changes, Asset Status: In Use).
- Using the rear camera continuous scan feature, they scan QR codes for assets with the same status. Scanning a code automatically adds an inventory record.
- Asset usage status is automatically updated based on form status update rules.
- If custodian information or basic asset details change, the sub-code content can be edited for updates.
III. Subsequent Data Statistics and Export
After the inventory is complete, you can view inventory status statistics and export the inventory records.
Status Dashboard Interface:
View statistics for inventory status and asset status. Click to see details.
Bulk Template Details Page:
Export both asset information and inventory form records together to create a physical inventory list of assets.
IV. How to Set Up
1. Generate Asset Labels in Bulk and Associate with Inventory Form
Use the template library to create codes or create a bulk template. Upload an asset list Excel file to generate asset label QR codes in bulk.
Modify the bulk template by adding a control panel and associating it with the physical inventory record form.
2. Add Statuses to QR Codes
On the bulk template editing page, add statuses to indicate the basic condition of items, such as:
- Inventory Status: Inventoried, No Changes; Inventoried, Changes Made; Not Inventoried. You can set "Not Inventoried" as the default status.
- Asset Status: In Use; Damaged; Scrapped; Idle. You can set "In Use" as the default status.
In the status dashboard, you can view the count of assets in different statuses, aggregated by status name.
3. Set Up Automatic Status Change Rules in Forms
QR code statuses can automatically change based on data submitted through the form, eliminating the need for manual adjustments.
Set up automatic status update rules. When form data meeting specific conditions is submitted, the corresponding status on the QR code will update accordingly.
4. Use Bulk Record Addition Feature: Scan to Inventory
Only super administrators and advanced members can use the bulk record addition feature on the mobile workbench. The Advanced edition and above include slots for advanced members.
Using the bulk record addition feature, continuously scan QR codes. Each scan adds a record for that specific QR code, enabling efficient record-keeping.
5. Configure Mobile Sub-code Editing Feature
On the bulk template details page, configure the mobile sub-code editing feature.
You can specify which identity groups or departments are allowed to edit sub-code content, hiding the edit button for unauthorized users.
You can also set the position of the edit button and the editable content.
