aims –asset inventory management system
DESCRIPTION
AIMS –Asset Inventory Management System. After the scanner information is uploaded into AIMS What’s next?. Scanner Information. The information that is updated when the scanner file is uploaded in AIMS: Physical location is updated or changed - PowerPoint PPT PresentationTRANSCRIPT
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AIMS –Asset Inventory Management System
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After the scanner information is uploaded into AIMS
What’s next?
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Scanner Information
The information that is updated when the scanner file is uploaded in AIMS:Physical location is updated or changedThe time the asset was scanner updates the
time location verifiedIf the asset tag was scanned or manually
enteredIf your BU scanned the asset or if another BU
did
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Asset Information
Time – from the scanner
If the asset tag was
scanned or manually
entered and if the asset
BU or another BU scanned it
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Asset Information
Time – from the scanner
How the tag was entered in
the scanner and by which
BU
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What happens if scanner information doesn’t have a valid room tag, asset tag
number, or neither?
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LSBS – List Suspense for Batch and
error by Sequence
Displays all scan batch information where there were errors
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Suspense Errors:
Invalid Asset Tag Number – tag number entered incorrectly on the scanner or scanned a non-capital asset that is not in AIMS.
Bad Room Tag Number – room number entered incorrectly on the scanner, room tag number was defective, or no room tag number available so a building and room were manually entered.
Bad Room and Asset Tag – neither the room tag and asset tag numbers are valid.
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How to find suspense errors
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LSBS – List Suspense for Batch and error by Sequence
Enter your BU and
Suspense Error Code of
B (the first character of the status)
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LSBR – List Suspense for Batch and error by Room
Displays suspense errors by
room
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How to correct suspense errors
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LSBS – List Suspense for Batch and
error by Sequence
Enter your BU and
Suspense Error Code of
B (the first character of the status)
Select items to correct
Item with an invalid asset tag number
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PISC – Physical Inventory Suspense Correction
After selecting sequence number 19
and pressing
PF2, With an
action of U You can enter the correct
asset tag number.
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After the correct asset tag number has been entered and saved, the system changes the status of the suspense record to CA (Corrected Asset Tag error).
If you scanned an old red tag (less than $2,500 that has not been added as a non-capital asset in AIMS), no correction is necessary.
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LSBS – List Suspense for Batch and
error by Sequence
Enter your BU and
Suspense Error Code of
B (the first character of the status)
Select items to correct
Item with both room and asset tag error
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PISC – Physical Inventory Suspense Correction
You must correct both the Room
Tag number and the
Asset Tag number.
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After the correct room tag and asset tag number have been entered and saved, the system changes the status of the suspense record to C2 (Corrected Room and Asset Tag errors).
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How to mass change room errors
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LSBR – List Suspense for Batch and error by Room
Displays suspense errors by
room
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MCSR – Mass Change of Suspense Room
Enter the room error in the
Room ID field.
There are 29 records with
this room error.
Enter the correct Room Tag number and press
PF10 (Save).
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Once you press PF10 (save), a window will appear to let you know when all the updates have been processed.
After the correct room tag number has been corrected for each asset, the system changes the status of the suspense record to CR (Corrected Room error).
Note: the system will not correct the room tag number if the suspense error record also has an asset tag number error.
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How to find assets where the location was changed via the
upload from the scanner
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LSBD – List assets for Scan Batch with Different location
Displaying current room
location
Press PF6 to display
the previous location
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LSBD – List assets for Scan Batch with Different location
Previous location is displayed
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How to manually verify assets that were not
scanned
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ABRL (Asset BU, Responsible emp. & Location) is the function that allows you to:
Change the physical location of an assetRe-verify the location of an asset during
the physical inventory process
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ABRL - Asset BU, Responsible emp. & Location
Transfer toanother
BUChangephysical location
Changeresponsible employee
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Off-Site Locations must be re-verified
If the location
information is correct,
simply press PF10 to
save.
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ABRL - Asset BU, Responsible emp. & LocationTransaction Reviews
No value security on this function since it has to be approved
Employees who are designated as Departmental Contacts will be responsible for approving changes made via ABRL.
If you are designated as the reviewer and you process a change, your approval will be automatic.
If you transfer an asset to another BU, that transaction must be reviewed at a department head/director level for your BU as well as the receiving BU.
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Reports via JOBS &
Data Warehouse information
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Reports
Several reports are available via JOBS:AIJMCAB – Missing Capital Assets for
a Budgetary UnitAIJCABU – Capital Assets for a
Budgetary UnitAIDAEF – Departmental Assets Extract
file
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AIJMCAB – Missing Capital Assets for a Budgetary Unit
Enter your BU and
your report output
destination
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Questions