An example to distinguish the difference:
A) Include (1) Graphic panel of which there are (5) Units in a Project. It will return and can be used next month at another Project. The total count for this Graphic remains at (5) Units but availability for the timeframe of the Project where I Included the Graphic is now reduced to (4).
B) Include (5) boxes of Literature with a Unit count of (100) boxes in the same Project. The total count of Literature boxes is now permanently reduced to (95) Units. The system assumes that Assets of the type that Do Not Return are distributed at the Project and never return.
Note: In a circumstance where (2) of the (5) boxes should return, they can be replenished in the inventory and identified as to which Project from which they were returned. This returns the total Unit count to (97) and reduces the Units charged to the Project from (5) Units to (3) Units.
A report, Inventory > Non-Returnable Reports > Non-Returnable Checkbook, tracks the consumption of Asset Units for an Asset of the Does Not return to Inventory type. It displays all distributions by Project, New uploads and Replenishments assigned by Project.
Three code changes are being added for Assets that Do Not Return to Inventory:
1) The system has previously limited the number of Units that could be uploaded at one time to (150) Units. The Upload restriction has been changed to allow up to (2000) Units at a time.
Note: While the ability to accept larger uploads without timing out a web page has been solved, it still takes an absolute amount of time to complete each record’s creation for a single unit. Uploading could take a few minutes to complete.
2) We have discovered that some User’s have been adjusting Unit count errors by making use of the Hide and/or Make Available checkboxes on the Case#/ID screen. Allowing this to occur was a programming error on our part. Several reports show counts that Include hidden or unavailable Asset Units. Example: you have (3) counters but one has been damaged so you do not want it “Available” for selection until you have completed repairs. You can Mark it “Hide” and the asset remains in the db but is not “Available” for selection to a Project. However that counter would still show on Inventory reports, as you still have the Counter, it is simply damaged and out of circulation. An Asset that Does Not Return to Inventory however is relieved from the db when Included in a Project. Marking it ‘Hide” does not relieve the Asset from the db. Certain Inventory Reports will therefore indicate Unit counts differing from the View/Edit/Select screen and the Does Not Return to Inventory Checkbook. To avoid this issue in the future Assets that Do Not Return to Inventory will “skip” the Case#/ID screen and instead access a new screen that will not include the Hide or make Avialable checkboxes.
3) In addition this new screen treats all Units of the Asset as having a single Originating location and Aisle/Bay/Bin. This change in addition to avoiding the issue just discussed above will result in faster speeds and reduced records in the db. All of which contribute to the new upload limit increase.
Note: If you have the same Asset of the type that Do Not Return to Inventory located in multiple warehouses you should enter them in the system with different locations to optimize selection and inventory control. Example (Mouse Pads – Atlanta and a second Asset Mouse Pads – Chicago) Feel free to call us to discuss this prior to uploading.
We have been asked on several occasions how to correct for normal Inventory Shrinkage or mistakes in Unit count.
Create a Project, called something like, “Inventory Shrinkage/Correction Q1 2011”, on that Project correct for any overstock or shrinkage issues by an Include of the appropriate number of Units to be reduced on that Project. You can also replenish to increase your stock on this same Project. It is the same sort of thing you would do in an accounting package to account for an overpayment or canceled expense, make a new entry in the ledger.
Note: You should do this on a regular basis to keep the system matched to your actual on hand count of Asset Units. It should be a separate Project identified for this management purpose as the system would otherwise indicate on the reports that the Assets were pulled from storage attributing those Units to an actual Project. If you are adjusting total Unit counts in excess of 2000 Units total, you may find it necessary to open more than one Project due to the large record count.
Add/Upload of a new Does Not Return to Inventory Asset.
Once on the Add/Upload screen:
1. Select your Company and Asst Type
2. Select your image, name the Asset, enter the description and key words
3. Use the Units text box to indicate as many as 2000 Units to upload
4. Click Add to Inventory, the screen will refresh
5. Complete any Filter settings and Click Update Asset
6. You are taken to the Manage Units for Does Not Return to Inventory Assets
7. Enter an Originating Location, Aisle/Bay/Bin and Weights, Dims & Contents. Click Done
Increasing/Replenishing an Asset’s Unit count
After accessing the Add/Edit Screen for your Asset
1. Use the Replenish text box to enter your Unit adjustment
2. Use the Drop Down to indicate if these Units are New or a Replenishment
3. Use the Project Drop Down to select the Project to update
Note: The Drop Down indicates the Project # - original Unit count on the Project
4. Click Update Asset
Note: When restocking or replenishing an Asset’s Unit count the system will automatically update Originating Location and Aisle/Bay/Bin
