Inventory Count Management

SEPTEMBER 2019

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Content for this Training ManualSection Page #

AssetWorks – General Information 3

Inventory Count Management Overview 4

Inventory Count Management 5

How To Generate Inventory Count by Location ID 6

How To Generate Inventory Count 7-8

Reporting 9

Building the Report 10-11

Changing the Report to PDF 12

EAM Connect 13-17

Inventory – Count Analysis 18-23

Reporting – Recount 24-26

Reporting – Recount to PDF 27-28

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AssetWorks – General InformationWhat is AssetWorksAssetWorks is an Asset Management system that captures information about an asset. Assets include tagged equipment A-G, facility land and buildings. Work order repairs and inspections are submitted against the assets to validate operational costs and benchmark replacements.

AssetWorks Servers - TEST vs PRODUCTION -- ** Please make sure you are in the correct Server **TEST SERVER – Use this server when you are in training or testing. DOTnet it says AssetWorks – TEST. PRODUCTION SERVER. – Use this server once you GO LIVE and actively using the system. The data content is the actual data. DOTnet it says, AssetWorks-PRODUCTION.

How will I know what server I am in? When you log into AssetWorks, the home page you will see in red text, TEST or PRODUCTION.

Logging into AssetWorks – With Single Sign On (SSO)You have 2 options to sign into AssetWorks for both Test and Production Servers from the DOTnet site.

1- With Single Sign On - With Single Sign On log in will allow you click on the AssetWorks link this will use your credentials from when you logged into your pc. This can only be used if SSO is working. It is a good idea to sign in without SSO just in case SSO is not working. Then you can get into AssetWorks anytime.2 –Without Single Sign On -Without Single Sign On will require you to sign in using your DOT userid and password would be “password1”. It will not ask you to change your password. How to change your password information is included in this training manual. If you log in with Google, it will ask you if you want to save your password. It is recommended you sign into Without SSO sometime. Then you have a way to get into AssetWorks if SSO is not working.

Training InformationPowerPoint presentation and Audio and Video Presentation – optional. If you feel this would be helpful, please request this option on a SNOW ticket.

Where can I find Training Manuals and Videos?If you want to see a list of all training information, you have 2 ways to find this. 1- If you are in AssetWorks, go to the AssetWorks Homepage, then go to the Quick Links section and click on the link that says, AssetWorks Training Manuals 2- DOTnet homepage, in the center of the page, you will see AssetWorks. Click on this and it will take you to the same website.

Help Desk Ticket- in Quick Links SectionIf you have any questions or issues in AssetWorks (AW), please submit a IDOT Help Desk service ticket (SNOW) in the Quick Links section located on the Home page. Issues would include having trouble logging in or anything else system related.Your request ticket will be forwarded to the Office of Budget and Business System to help you. In the section labeled, “Please describe your issue in a few words ” type in AssetWorks - explain what you need help with.

Missing PortalsIf you need to do other functions in AssetWorks and do not see where this can be done. You may need other portals. You can submit a Service Ticket by clicking on the Quick Link named Help Desk Ticket Requests for AssetWorks located on the Home Portal. In the field named, “Please Describe the Issue in a few words” please start with AssetWorks – Need to do……. add additional Portal(s).

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Inventory Count Management OverviewFollow these steps to complete physical parts inventory counts using FA/EAM:

1. Create the scheduled Inventory Counts in FA/EAM. Using Inventory Count Management select the inventory count location, the date/time scheduled, the assigned employee who will complete the count, and the bin range they will be counting. This is a blind count, you will not see previous quantity available on your shelf.

2. Complete the parts inventory counts using inventory count sheets. To create the count sheets, run and print the Parts by Bin Location report (OPTIONAL).

3. Enter the completed counts in FA/EAM. The Inventory Counts are edited in FA/EAM with the quantity from the physical count of the bins.

4. Find Inventory Count discrepancies. Using Count Analysis in FA/EAM, the Inventory counts are filtered to find any discrepancies (quantity on hand that doesn’t match the physical inventory count entry)

5. Recount. Run and print the Inventory Taking Form report to create count sheets for the Inventory Count discrepancies that need a recount. It is recommended that this is done by another person.

6. Make part adjustments and complete Inventory Count. After recounting the discrepancies, go back to Count Analysis in FASuite and determine if the Inventory Counts need to be adjusted or not. Finally, complete the Inventory Counts in FA/EAM using Inventory Count Management.

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Inventory Count ManagementStart at the AssetWorks home portal and click on Screens in the top left of the screen. The Enterprise Portal screen will appear. In the Search box, type in Inventory Count Management.

Click on this link to take you to the Inventory Count Management screen.

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How To Generate Inventory Count by Location IDThe Inventory Count Management screen updates counts by location, date, time and by who.

1. Click New button

2. Select or type Location ID (CC Location)

Note: If you keep the Location ID field blank it will show results for all locations

3. Type Date and time scheduled for the start of the count

4. Enter the Employee ID in Assigned to

5. Type NONE for the Inventory Month

6. Click Save

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Note: If you have a scheduled time for inventory, you need to use that month in this field.

How To Generate Inventory Count

1. Click the Search button

2. On the Filter screen enter the Location ID that you used in previous slide.

3. Click Apply Filter.

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How To Generate Inventory Count4. On the Count Info tab, the items to be counted will be listed. The status of each item is also listed in the table.

Note: the current On Hand quantities are not included in the list.

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Status Descriptions:

PENDING: Inventory not counted yet.

IN PROGRESS: The first count has been entered and needs to be approved

NEED RECOUNT: Part needs a second count

COUNTED: When done

Note: The counting process can be done on iPads or can be written out.

Reporting – Option for Paper Form5. From the Home screen, click on the Reporting tab. This creates a paper printout form for counting inventory.

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Building the Report6. From the Reporting tab select the report “Parts Info”

7. Then click on the Inventory Taking Form Report.

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Building the Report8. When the screen shown below displays make sure the “Select the Inventory Month Option or ALL” is set to ALL.

9. Enter the same parts location you used to generate the list and click the Add button.

10. Then click the Show Report button.

Note: if you hit enter at

any time a report will

try to generate so do

not hit enter

#9

#8

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Changing the Report to PDF11. The Inventory Counting Screen will appear. When the report displays, click the To PDF button.

12. When the report displays in PDF form, you can use the browser function to save it, or you can print the report to use as your inventory sheet. You will then have to count and enter the quantity into AssetWorks from the printout. This will also be used for a recount if needed.

Note: There is no back button so if report is wrong you will have to start over

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EAM Connect – iPad (1st Count)Use EAM Connect to enter the Inventory Count.

1. From the Home screen, tap or click the Inventory

Count icon.

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EAM Connect2. Tap or click the inventory count to be performed.

Note 1: A white circle indicates a count that hasn’t

been started. The green circle indicates the count has

been at least partially completed.

Note 2: It must be assigned to person who is logged in

to view it

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EAM Connect3. The list of items on the count will be displayed. Tap

or click on a part to enter a count for that line.

If the item matches the current count in the system

you will see . If the count does not match, you will

see .

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Done – Items Match count

Not Correct – Items Don’t Match Count

Not Done Yet

EAM Connect4. Enter the quantity on shelf.

5. Tap or click Save.

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Note:

• You can type in the quantity

or use the plus or minus

button.

• The Zero button can be used

if the quantity is zero. You

do not need to click Save

after clicking this, the count

will update to zero.

EAM Connect6. After completing one item you return the list and

can proceed with the next.

Note: It displays a green check right away every

time and then after a few seconds it will update to

the triangle if incorrect.

To go to next page

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List View Notes

Inventory – Count AnalysisOnce you complete entering the counted quantities from the inventory, the Count Analysis screen will be used to review the

results and determine whether a recount will be needed or not.

Note: Web adjustments for inventory count analysis will be done by the Warehouse Administrator

1. From the screens menu,

search for Count Analysis

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Inventory – Count Analysis2. Click the Search button.

3. On the Filter screen,

enter the Inventory

Location ID.

4. Click Apply Filter.

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Inventory – Count Analysis5. After you have clicked Apply Filter, this screen will show up. On this screen is shows you what is Pending, meaning that a

count for that item has not be completed/entered. You can also see the Counted items, which means they are a match from

AssetWorks to the inventory count number. Lastly, you can see the Discrepancies, which are ones that need to be recounted and

the next slide explains that process.

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Inventory – Count Analysis: Sort The sort feature can be used to reorganize the data given to you without filtering out any existing data.

Click the Sort button at the top of the page. The Sequence screen will appear. Here, check the box you want to sort under

the Selected column and choose ASC (Ascending) or DESC (Descending) under the Order column. Click Apply Sort. The screen will

reload and your data will be sorted.

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Inventory – Count Analysis6. To view only the

Discrepancies, click the

Search button, and in the

Count Status select

Discrepancy. Click Apply

Filter.

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Inventory – Count Analysis

7. For each Discrepancy click

Edit

8. Change Count Status to

NEED RECOUNT

9. Click Save

Note: You will have to repeat

steps 7-9 until all

Discrepancies have been

changed to NEED RECOUNT.

The Count Status identifies Discrepancies with the counted quantities, which may require a recount.

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Note: The instructions for recounting inventory start on page 13 and are the same for the 1st count.

Reporting – Recount (Printed Report)10. From the Home screen, click on the Reporting tab.

Note: If you are needing to print our your count this can be found on page 24-28, otherwise, repeat steps from page 13 for recounting inventory using an iPad.

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Reporting – Recount 11. From the Reporting tab select the Report group “Parts Info.”

12. Then click on the Inventory Taking Form – Count Entry report.

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Reporting – Recount 13. When the report options screen displays enter the Parts Location and click the Add button.

14. Enter the Count Status NEED RECOUNT, and click the Add button.

15. Then click on Show Report button.

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Reporting-Recount to PDF16. When the report displays, click the To PDF button.

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Reporting – Recount to PDF17. When the report displays in PDF for, you can use the browser function to save the report, or print the report to use as you

inventory taking sheet.

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