Inventory
Florida Statutes and University Policy require an annual inventory of major accountable property. Additional detailed information on the University policies related to the inventory process can be found at OP-D-2-F7.
Scanners
Scanners are signed out to the Inventory Taker during the training session. If a scanner is lost or damaged by departmental personnel, it is the responsibility of the department to pay for the repair or replacement of the equipment.
Intermec Scanner Operation:
1. To start press “Turn On” I/O yellow key.
2. Select “Start” then “Asset Advantage” (the Asset Advantage LOGON screen will appear).
3. There is no need to put in a USER ID or PASSWORD. Tap to “LOGON” to begin.
4. On the Main Menu go to “Asset Inventory > Business Unit FSU01”.
5. Use the drop down box to choose the current month you are scanning in.
NOTE: You can only scan in the month the scanner is issued to you. At the end of the month the scanner will need to be manually updated. The department must physically return the scanner at the end of the month for personnel in Property Accounting Services to update. If the scanner is not returned by the end of the month all information collected on it will be lost and cannot be retrieved.
6. Proceed to “Next”. Screen Navigation appears with a message to Enter Location.
7. Scan the location barcode tag located in the door frame and then scan the asset.
NOTE: If there is more than one asset in the same location then select the “Quick Scan” option located in the upper left corner. This will allow you to continue to scan assets without having to return to the door between items.
8. Asset Advantage will display the message “Unlisted Item” and “Add Item to Inventory”. Tap the “Do Not Show Again” then “YES” to continue.
9. To Save a record tap the disk icon on bottom of screen.
10. When ready to move on to a new location you must go to Mode > Location to start a new scan location at the door.
A department’s inventory is not considered to have been completed until the assigned scanner has been returned to Property Accounting Services and every inventory item has either been physically scanned or, for items that the department is not able to scan, the necessary paperwork has been completed to otherwise account for each item. After the inventory has been satisfactorily completed, the reconciliation process will begin.
Training Classes
All Inventory Takers, Property Managers and Property Custodians must attend an annual training class provided by the Controller’s Office. These classes are generally held the first Wednesday of every month at University Center A, Room 6301. Training schedules and online registration are available from the Training Server in the “Secure Apps” section of campus.fsu.edu.
The reference numbers for these training classes are OMNI-AM-1000 (required for Manager and Custodian, Inventory Taker is optional) and OMNI-AM-1500 (Required for the Inventory Taker but optional for Manager and Custodian).
OMNI-AM-1000, Asset Management Overview, provides a general overview of Property Services processes and procedures, as well as departmental responsibilities and resources. OMNI procedures and capabilities are introduced and practiced with department representatives, including finding individual assets and department property listings.
OMNI-AM-1500 , Intermediate Asset Management Overview and Inventory Training, trains users on the operation and handling of the Intermec Scanner as well as providing instruction on OMNI Asset Management navigation, Asset Search, Asset Cost History, Reporting Tools and Policies and Procedures.
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