Sr. VP for Administration and Finance. Property Inventory System Scanning Instructions

Transcription

1 Sr. VP for Administration and Finance Scanning Instructions September 05th, 2017

2 Table of Contents Overview... 2 Software Links... 3 Installing the Software... 3 Scanning... 5 Uploading Scan File... 8 Export Data... 8 Microsoft ActiveSync (Windows XP)... 9 Windows Mobile Device Center (Windows 7) Renaming the scanned data file Upload to the Reports Inventory Report (Detailed) View Scan Files Inventory Certification Support FSA

3 Overview Inventory scanning will be conducted using NMSU Janam scanners. In order to be able to upload scan data to the, users will have to ensure that either Microsoft ActiveSync or Windows Mobile Device Center is installed on their computers. After the installation is complete, inventory scanning can commence according to the instructions contained in this document. The final step is to use Microsoft ActiveSync (for Windows XP) or Windows Mobile Device Center (for Windows 7) to sync the scanners and upload the data into the. Contained in this documentation: Links to the Microsoft ActiveSync and Windows Mobile Device Center software. Instructions on how to scan inventory using the Janam scanners. Details of the naming convention for scan data files. Instructions on submitting the scan data file. How to run reports. Inventory certification How to get support 2 FSA

4 Software Links The software required to synchronize the Janam scanners to the PC can be found at the following website: Microsoft ActiveSync Version 4.5 (Windows 2000/XP) Windows Mobile Device Center 6.1 (Vista/Windows 7) (32-bit) (64-bit) Windows 8/10 are not compatible with the software, work with your IT department to get access to a windows 7 device for use with the scanning software Installing the Software Follow the on-screen instructions to install the software. All default settings are accurate. Administrator access is required to install the scanner syncing software. If you have administrator access on your machine, you can install the software yourself. Otherwise, you will have to contact your desktop support to have the software installed. 3 FSA

5 If you are using Microsoft ActiveSync, you will be asked to choose your Synchronization Options the first time you connect a scanner to your computer. Uncheck all options before continuing. The first time you connect the scanner, you will be asked if you want to sync the scanner with your computer. This is related to items like and your Outlook calendar, and NOT related to Inventory. Uncheck all the options before you continue. 4 FSA

6 Scanning To prepare the Janam for inventory, follow these steps. If the device is already running the PTS TracerPlus 7 application, you can click on the Inventory form to begin scanning. If the device is not on the application, click the PTS TracerPlus Turn on the scanner. When using the scanner, you can click on fields using the stylus or your finger. 5 FSA

7 Enter your username in the User Name field. This will be the person doing the scanning. 3. Click on the Scan Door field and scan the door barcode. To scan, aim the top of the scanner at the barcode and press both black buttons on each side of the device. 4. Click the Item field and scan the inventory barcode on the item you wish to scan. A sample barcode appears below. New Mexico State University *U401411* U Review the last item scanned. 6 FSA

8 7 6. To scan additional items in a room, repeat Step 4-5 until you have no more items to scan. 7. Click on the New Room button when moving to a new location. This will position the cursor on the Scan Door field. Follow Steps 3-6 until done. 7 FSA

9 Uploading Scan File Export Data When you have finished scanning and want to upload what you ve scanned to the Property Inventory system website, follow the steps below From your TracerPlus application, click on File. 2. Click Export Data. 3. A message will be displayed stating 1 files exported to \My Documents\TracerPlus7\Data\Exported. Note that this is just Step 1 and your scan data is still only on the scanner. The first export step prepares your data to be moved to your computer. Click ok to continue. 8 FSA

10 The next step is to copy the file to your computer using either Microsoft ActiveSync (Windows XP) or Windows Mobile Device Center (Windows 7). Once you have determined which synchronization software you will be using, follow the applicable instructions below. Microsoft ActiveSync (Windows XP) 1. Turn on Janam scanner. 2. Plug the Janam scanner into your computer using the included USB cable. This will automatically launch Microsoft ActiveSync. 3. If Microsoft ActiveSync does not automatically launch, double click the green circle icon in the lower right hand corner of your computer screen Click on the Tools menu. 5. Select Explore Pocket PC. 9 FSA

11 The Mobile Device explorer window will be displayed Double-click on the TracerPlus7 Folder. 7. Double-click on the Data Folder. 8. Double-click on the Exported Folder You may now go to the Renaming the scanned data file section of the manual below. Rename the file while you are on the device (\My Documents\TracerPlus7\Data\Exported). 10 FSA

12 10. Drag and drop the renamed file (Example: FSA-BG2.txt) to your desktop. 11 FSA

13 Windows Mobile Device Center (Windows 7) 1. Turn on Janam scanner. 2. Plug the Janam scanner into the computer using the included USB. This will automatically launch Windows Mobile Device Center Windows Mobile Device Center will display as Connected. If Windows Mobile Device Center does not automatically launch, click on Windows Mobile Device Center from your Start menu. 4. Click on Connect without setting up your device. 5. Click on File Management. 6. Click on Browse the contents of your device. 12 FSA

14 7 7. Double-click on the device s hard drive (\). 8. Navigate to \My Documents\TracerPlus7\Data\Exported 9 9. You may now go to the Renaming the scanned data file section of the manual below. Rename the file while you are on the device (\My Documents\TracerPlus7\Data\Exported). 13 FSA

15 10. Drag and drop the renamed file (Example: FSA-BG2.txt) to your desktop. 14 FSA

16 Renaming the scanned data file The scanned data file (S01_data.txt) will be visible on your device \My Documents\TracerPlus7\Data\Exported. Right-click on the file and rename the data file according to the following naming convention: <Department Scanning Code>-<User Initials><File Number>.txt 1. Department Scanning Code is your department acronym. It should be an abbreviated name for your department. For example, Financial Systems Administration is abbreviated as FSA. 2. After the Department Scanning Code, type a dash. 3. User Initials should be the initials of the individual who is syncing the scanner. 4. File Number is a number indicating how many times data has been uploaded from the scanner. For example, if this is the fifth time you have synced the scanner, use the number five. 5. Add the.txt file extension, which is a period (.) followed by the abbreviation txt. Example: FSA-BG2.txt would be the second scan document for department code FSA by Ben Glickler. If you were to go out and scan more inventory, the scan file should be named FSA-BG3.txt, and so on. After moving the file to your computer, remember the file has ONLY been exported to your computer. It has not been sent to the Property Inventory System website. You need to complete the next section of the manual to upload your scan data to the 15 FSA

17 Upload to the The is an NMSU web-based system designed for users to upload scan data to a central location. Once scan data has been uploaded, users may run reports on their inventory based on what has been scanned. 1. Launch an internet browser (such as Internet Explorer or Firefox.) Note that the website is optimized for Internet Explorer and may function differently in other browsers Navigate to This will take you to the Property Inventory System website Click on the Upload Scan Files link. This will open the Connect to inventory.nmsu.edu window prompting you for a username and password. Contents of scan files should never be modified for any reason. They will be rejected by the system automatically, and you will have to rescan any items that were scanned in the file. 16 FSA

18 Enter your username in the User name: field. For most users, your username will be your ACN account. This is ACN followed by a backslash (\) followed by the username you use to log in to your computer. For example: ACN\bglickle. 5. Enter your password in the Password: field. If you do not know your ACN password, the default is your social security number. If this does not take you to the Property Inventory System, you will need to contact ICT at to get your password reset. 6. Click OK. This will take you to the To upload your inventory files: screen. If it does not, please see the support section to contact Financial Systems Administration. 6 All Previous users will continue to have access to the Inventory site. New Users will need to send a request to afhelp.nmsu.edu (AF & FS) or if external to AF&FS use fsa.nmsu.edu/service-desk-request/ 17 FSA

19 7 7. Per the on-screen instructions, click Browse. This will open the Choose file window Click Desktop. 9. Select the file you wish to upload. 10. Click Open FSA

20 Click upload. 12. The File was successfully uploaded message will be displayed. You may now click on the Inventory Report (Detailed) to see what inventory you have remaining to scan. 13. If you are satisfied with the upload. Delete the renamed file from your scanner device: a. Plug the Janam scanner into the computer using the included USB. This will automatically launch Windows Mobile Device Center or Microsoft ActiveSync. b. Navigate to \My Documents\TracerPlus7\Data\Exported c. Right click on the renamed file (Example: FSA-BG2.txt). d. Select Delete. 19 FSA

21 Error Messages 1. If Error code 1 appears, then the file is not an inventory file. Make sure you are uploading the correct file. If you are, contact Financial Systems Administration. 2. If Error code 2 appears when you submit a scan file, it means the file name you selected has already been used to upload information to the. You will need to increment the number in your file name and try again. 20 FSA

22 Reports The lets you run reports on your inventory at any time. Once you have uploaded a scan file, you may immediately run a report to see how your scanning has affected your inventory. Inventory Report (Detailed) Inventory Report (Detailed) displays the status of all inventory belonging to the selected organization. The report will show whether the items have been scanned, and will also show whether ICRs have been processed for any items. The report will not show any items that did not belong to the organization at the beginning of the inventory cycle or items purchased after June 30 of the year the inventory cycle began Click on Inventory Report (Detailed). The Select the Org codes to report screen will be displayed. Checking Inventory scanning progress on a weekly basis is a good idea and can ensure no items are missed. 21 FSA

23 Click the summary organization to which your department belongs. This will expand the selection list to show all departments. 3. Click select next to your department name. This will select all organization codes belonging to your department. 22 FSA

24 Scroll to the bottom of the webpage. Select All, Unscanned, or Scanned based on what inventory you want displayed. 5. Uncheck the Include inventory... checkbox if you do not want inventory that has had an Inventory Change Report form processed against it to be displayed. 6. Click Submit. The Inventory Report (Detailed) will be displayed If there is a link in the Scanned column, the inventory has been scanned. Otherwise, it remains to be scanned. The total number of items remaining also appears in the header. 8. Create Excel Sheet Button can be used to save your scanning progress/report via excel. (Right clicking in the report on the page can also provide another option to export to excel) 23 FSA

25 View Scan Files The View Scan Files report will display the contents of raw scan files. With this report, you can locate the scan file you uploaded and see what it contains. This report will not identify inventory ownership by organization, but will identify whether any scanned items were not loaded in the inventory system Click View Scan Files. The scanners can scan any valid barcode, so it is possible to scan items that are not in the system. Additionally, some NMSU inventory will not be in the system. This is because the system is loaded at the beginning of the inventory cycle with all active inventory as of 6/30. Any inventory acquired after this date would not be loaded into the system. 24 FSA

26 2 2. Scan files will be listed in alphabetical order. Click the checkbox next to the scan file you want the system to display. In this example, 11-MUS-24 is the scan file being selected. Note that you can select multiple scan files if you want to see more than one set of data at a time. 25 FSA

27 3 3. Scroll down to the bottom of the page and click Submit The selected scan files will be displayed. Ownership of inventory will be identified in the Org column. Items not in the inventory system will be identified with an error message. 26 FSA

28 Inventory Certification When you have completed accounting for all your inventory, your department must submit certification paperwork to the Central Property Office verifying that the entire inventory has been scanned or had ICRs processed against it. Certification must be done at both the Org/Department level and after all Org/Department certifications are completed, the summary level must be completed as well. To produce a certification form, follow these instructions Click on Inventory Report (Summary). 27 FSA

29 Select the Summary Org to which your department belongs and click search Click the button in the row corresponding to your department. Using Internet Explorer is required to populate the form correctly. Note that Modified certification forms will be returned. 28 FSA

30 4. The Inventory Certification form will be displayed with INVENTORY RESULTS fields populated. Complete this form with all required signatures and submit it to the Central Property Office per the form. 29 FSA

31 When all departments have certified, the summary-level organization needs to submit an Inventory Certification form as well. In the Inventory Report (Summary) screen, choose your summary organization from the dropdown, click Summary level, and click search Click the icon for your summary level organization. The Inventory Certification form for your summary organization will be displayed. Complete this form with all required signatures and submit it to the Central Property Office per the form. 30 FSA

32 Important Forms Approval for Home/Off Campus use Inventory Scan Exception Form Inventory Certification Summary and Department Permission to Sell Available at the Central Property Page under Forms: Forms also at the Administration and Finance Forms Page: Inventory Training video available on same page: 31 FSA

33 Support Scanner Technical Support is available for the following: Scanning questions Using the Property Inventory website ( Uploading scan data from the scanner to the website Technical support, provided by Financial Systems Administration, can be reached through the following options: 1. Online support request website ( Phone (646-TECH / ) Please contact your departmental PC desktop support for software installation assistance related to installing Microsoft ActiveSync or Windows Mobile Device Center. NMSU Property Office Contact Information For Reprint of Barcodes, please provide a picture of the item and a picture of the serial number and send to the following: NMSU Property Office nmsuproperty@nmsu.edu Phone: (575) Property Accounting Transfers of Equipment or Trade-Ins (ICR) Updates for Custodian or Equipment manager ( ) Disposals of F, S, or P tagged items ( list of tags) Doors without Barcode Form (Create Customer Request via AiM) AFR_Property@nmsu.edu (Property Accounting) 32 FSA