Inventory: Overview

The Inventory page, located on the top navigation bar, allows a site administrator to search, view, and/or print respective to the site.  This is an on-screen way to access the data also located in the Inventory Export.

Inventory Search Functionality

Inventory Search - section allowing the application of filters and the saving of the filter, sort, and column organization settings

• Save Search - saves the current filter set established in the Basic Filters and Advanced Filters areas
  

• Save Search As - creates a new saved search based on the current filter set established in the Basic Filters and Advanced Filters areas
  

• Saved Searches - opens the Saved Searches window and allows the search of existing searches and the deletion of desired searches
  

• Basic Filters - located at the top of the Tags grid, allows a site administrator to search for specific tag information using the following:

• • Room Number - an alpha and/or numeric room number corresponding with the site's floor plan (up to 13 alpha/numeric characters)

  • Container Number -

  • Location - includes: Rooms, Staff, Student, and Transfer

  • Product Type - description of the different types or groups of products (such as laptop, calculator, printer, cell phone, etc...)

  • Status - indicates the state or condition of the item (such as: Available - designated as available for the purpose of issuing, In Use - designated as not available to issue)

  • Asset Type - displays Standalone, Parent, or Component (respective to the tag and if it has a current component relationship established)

  • Manufacturer - company which produces the product

  • Funding Source - the source of financial resources used to purchase an item

  • Vendor - name of an individual or a company who provides/supplies products to your district (similar to a supplier)
    

• Advanced Filters - located at the top of the Tags grid, allows a district administrative user to search for specific tag information using the following:

• • Container Number - a unique alpha and/or numeric container identifier (up to 13 alpha/numeric characters)

  • Container Description - the name of the container as entered by the warehouse

  • Container Type - general categories used to label different types of containers within a warehouse (such as:  plastic bin, cardboard box, cargo container, etc...)

  • Inventory Type - a field displaying Tagged or Untagged in order to categorize the products with tags or products only tracked by quantity

  • Tag - the unique identifier which is used to track items within TIPWeb-IT (may be an asset tag)

  • Serial - if required by the district, a serial number which was recorded when the tag was issued for a product

  • Asset UID - is available for customers with an asset integration setup (paid add-on to TIPWeb-IT) and displays the unique asset number brought into TIPWeb-IT from the district's integration files (usually sourced from the district's financial or fixed asset system)

  • Product Number - an auto generated field, however, the district level administrative user has the option to enter their own product number

  • Product Name - name of the product

  • Manufacturer - company which produces the product

  • Model - manufacturer's specific version of the product

  • Product Type - description of the different types or groups of products (such as laptop, calculator, printer, cell phone, etc...)

  • Other #1, Other #2, & Other #3 - optional fields used to track miscellaneous information regarding the product

  • Suggested Price - suggested replacement price for the product

  • Site ID - an alpha and/or numeric site number which likely corresponds with the student management system's site ID numbers

  • Site Name - name the site/location goes by

  • Location ID - an alpha and/or numeric number which corresponds with the student/staff ID number or Room number of the respective location

  • Location Description - includes: Rooms, Staff, and Students and their respective information

  • Location Type - displays the respective Staff Type or Room Type

  • Asset Type - displays Standalone, Parent, or Component (respective to the tag and if it has a current component relationship established)

  • Parent Tag - displays the tag number of the parent tag the component tag is assigned (respective to the tag and if it has a current component relationship established)

  • Status - indicates the state or condition of the item (such as: Available - designated as available for the purpose of issuing, In Use - designated as not available to issue)

  • Destination - for tags in the status of In Transit, this field displays the site name responsible for receiving the tag once it arrives

  • Status Notes - displays any entered notes entered at the time of a status change

  • Custom Tag Field 1, Custom Tag Field 2, Custom Tag Field 3, & Custom Tag Field 4 - custom fields created by a district administrative user

  • Tag Notes - displays any entered notes

  • RFID - displays Enabled or Not Found for customers with RFID (paid add-on to TIPWeb-IT) to indicate which tags have been associated with an EPC (for districts that do not have this paid RFID add-on, the field displays Not Enabled)

  • Source - the source of the tagged inventory item: Initial (item was initialized), Imported (item was imported into TIPWeb-IT), or Order (item was received from a purchase order)

  • Order Number - an alpha and/or numeric purchase order number

  • Funding Source - the source of financial resources used to purchase an item

  • Purchase Price - amount entered by the district level administrator when adding the product to the respective purchase order (may be different than the product's suggested price)

  • Purchase Date - date the purchase is submitted to a vendor and it is also used to calculate the item's expiration date (may be the date the item's warranty goes into effect)

  • Vendor - name of an individual or a company who provides/supplies products to your district (similar to a supplier)

  • Account Code - an alpha and/or numeric code indicating a district specific financial tracking number

  • Projected Life - number of years the administrative level predicts this product is deemed to be usable

  • Expiration Date - is calculated by subtracting the Purchase Date by the district's predicted Projected Life in number of years

  • Last Scan By - the TIPWeb-IT user name who last issued or changed the status of this item

  • Last Scan Date - the date this item was last issued and/or a change of status was made in TIPWeb-IT
    

• Refresh - refreshes and returns the Inventory screen filters and search results grid to their original states
  

• Go - applies the filter settings (Basic Filters and Advanced Filters)
  

Filter Results Grid

• Edit Columns - located at the top of the Inventory grid, allows the manipulation of the columns within the Inventory grid by adding or removing TIPWeb-IT data fields
  

• Moving Columns - data fields displayed in the Inventory grid can be repositioned by dragging the desired column to a new location within the grid
  

Inventory Reports

The Tags page provides reports to be viewed/printed. Filtered results will be displayed within the respective report with the exception of the Archived Inventory report.

• Archived Inventory - displays,in XLS format, tags within TIPWeb-IT which have been archived, including detailed information regarding each tag (archive date,archive notes and the district administrative user who performed the respective archive process)

• Components Listing - displays, in CSV (The comma-separated values (CSV) file format is used to store tabular data in which numbers and text are stored in plain-text form that can be easily written and read in a text editor. Traditionally, lines in the text file represent rows in a table, and commas separate the columns.), a listing of all current component tags and parent tags within the district

• Inventory Listing - complete listing, in CSV (The comma-separated values (CSV) file format is used to store tabular data in which numbers and text are stored in plain-text form that can be easily written and read in a text editor. Traditionally, lines in the text file represent rows in a table, and commas separate the columns.) format, of tags within TIPWeb-IT and has detailed information regarding each tag (includes a greater amount of tag information than the Tags screen displays)
  

NOTE:

Customers with the Departments Feature (Departments is an optional feature which must be purchased to enable it within TIPWeb-IT. This feature allows for the ability to assign Departments to users and tags. Those users assigned to a specific department(s) will only be able to access/view/modify tags assigned to the respective department. For more information about the Departments Feature, contact Customer Support at support@hayessoft.com or 800-495-5993.) installed, will also display a “Departments” field within the Advanced Filters.