Quick Collect

Quick Collect is a process by which a site can collect items with the status of In Use to a room with or without a status change or to a transfer of their choosing.

Quick Collect to a Room

1. Click on Quick Collect under Tools.
   
   

2. In the Return to Room field, enter the room number to which this tag will be collected and click on Next.  If you can't remember the room number, click on the Search and Select the desired room.

3. In the Tag field, enter or scan the tag number to be collected and click on Save.
4. If there are accessories which are required to be collected for this tag, they will be displayed.  Document accessories not being returned by editing the collected accessory count. *
5. To collect the tag and respective accessories, click on Collect Selected.
6. The collection history is displayed in the bottom grid.  It will display all of the tags collected today.
7. View a Transaction Receipt for this transaction, click on View located under the Actions column (PDF file). Use the PDF reader's controls to print the receipt out.
8. To assess a charge to a staff/student's tag, click on Assess Charge located under the Actions column.
9. Click Done to exit the Quick Collect screen.

Quick Collect to a Status Change

1.      Click on Quick Collect under Tools. The Quick Collect window opens.

2.   In the Collect to field, select Room from the drop down menu.

3.   In the Return to Room field, verify the room number this tag will be collected.

4.   To edit the room, click on  Lock/Unlock to unlock the field. Or click on Search and select the respective room.

5.   In the Collect to Status field, select the tag status from the drop down menu.

6.   If the tag status changes to Lost or Stolen, complete the Police Report # and Attachment fields.*

7.   Type any notes in the Status Notes: field. Click the Lock icon to secure.

8.   Enter/scan the tag number in the Tag field. The tag information populates.

9.     If there are accessories to be collected for this tag, they will be displayed in the Collect Accessories grid. Edit the Collected Quantity for the respective accessory.**

10.     Click Collect.

11.     Click Done to exit the Quick Collect window.

Quick Collect to a Transfer

1.      Click on Quick Collect under Site Tools. The Quick Collect window opens.

2.   In the Collect to field, select Transfer from the drop down menu.

3.   In the Pickup Location field, verify the room number this tag will be collected. 

To edit the location, click on  Lock/Unlock to unlock the field.  Or click on  Search and select the respective room.

4.      Click the Search icon next to the Add to Transfer field.

If the transfer does not exist, select a destination from the Destination drop down manu located in the Create a New Transfer field. Click  Create New Transfer.

To use an existing transfer, Select the transfer from the Search for an Existing Transfer grid.

5.   In the Collect to Status field, select the tag status from the drop down menu.

6.   If the tag status changes to Lost or Stolen, complete the Police Report # and Attachment fields.*

7.     Type any notes in the Status Notes: field. Click the Lock/Unlock to secure.

8.     Enter/scan the tag number in the Tag field. The tag information populates.

9.     If there are accessories to be collected for this tag, they will be display in the Collect Accessories grid. Edit the Collected Quantity for the respective accessory.**

10.     Click Collect.

      11.  Click Done to exit the Quick Collect window.

NOTE:

If multiple tags are to be collected to the same room, select the Lock icon next to the Return to Room field.  This allows you to scan all of the tag numbers without entering the room number for each tag.

* If an asset status is set as Lost or Stolen, the Student or Staff Scan History for Today record AND the Student or Staff Tab Inventory History record will show the status of the asset as Lost or Stolen. The receipt and reports will also show the status of the asset as Lost or Stolen.

If the asset status is later "Collected" the status will display as "Returned" on the staff or student record.

* During the accessory collection process, if an accessory, which has the Missing Charge setting enabled, is not returned a charge will be assessed to the staff/student member, based on the price designated for the accessory. The charge will be viewable under the staff/student record.

Quick Collect reports can be found within the Scan History for Today grid under the Report column. Select the dropdown field called “Reports” to view the report options including:

§  Full Transaction Receipt - reflects both distributed and collected assets

§  Today’s Collection Receipt - reflects all collected assets