Barcode Inventory Process

Overview

The Barcode Inventory Process allows authorized users to upload CSV files to update asset records during physical inventories. The file contains the asset's tag number, building and room, and condition. If a match is found, the last inventory date is set to the date in the file. If there isn't a match, a Barcode Inventory Error (BCIE) document is created and error records are added to the BCIE document. Parameter RECORDS_PER_DOCUMENT controls the number of records that will be on each BCIE. If the number of errors exceed the value in the parameter, additional BCIE documents will be created. 

The file used by the Barcode Inventory Process can be created manually or from scanning software. The BCIE document is then used to correct errors in the file in order to update the asset's last inventory date and to otherwise resolve errors. 

File Layout

Files must be saved with a .CSV extension. The barcode inventory CSV file layout is as follows.

Sample file output	Description
IU016562	Tag number
1	Scan code. Identifies whether the record was scanned via barcode or entered manually. Scan Codes: 1 - hand entered 0 - scanned
ddmmyyyyhhmmss	Date/time stamp, 24 hours.
BL	Campus Code
BL569	Building Code
130	Room number
1	Sub-Room Number
G	Condition

Example

IU011032,1,12092021170435,BL,BL072,005,,G

IU011056,1,12092008080548,BL,BL072,005,,G

IU011021,1,12092008080551,BL,BL072,005,,G

IU011011,1,12092008080557,BL,BL072,005,,G

IU011031,1,12092008080737,BL,BL072,005,,G

File Upload

Once the file has been created, use the Barcode Inventory Process to upload the file.

• Click Choose File button and select the file to upload.
• The File Identifier is required and is added to the file name that is placed in the staging/cm/barcode directory.
• The File Upload Description is required and will be added to the Description field in the Document Overview tab, if a Barcode Inventory Error document is created. 
• Click Add to upload the file.

Uploading the file places the file in the staging/cm/barcode directory, triggers validation and displays the following information:

• the document number of the Barcode Inventory Error (BCIE) document that was created if there errors. The BCIE is placed in the Action List of the person who uploaded the file
• the number of records uploaded
• the number of error records

 A barcode inventory error document (BCIE) is created when scanned records do not pass validity checks and dropped into the person who uploaded the file's action list.

Barcode Inventory Error Document

The Barcode Inventory Error document remains in the action list of the user that uploaded the file until all lines in the error section have been corrected or deleted. The BCIE can be ad hoc routed to another user however, the document will remain in the action list of the user that uploaded the file until all errors have been resolved. 

Barcode Inventory Error section

• Errors can be deleted by selecting the checkbox to the left of each line item or clicking the checkbox at top of the column to select all line items. After the items to be deleted are selected, click the Delete button 
• Data in the entry boxes can be changed to correct an error or to add information for any record.
• Clicking on the Validate button will cause the system to re-evaluate the data for all records. The system validates these fields: Tag Number, Campus, Building Code, Room, and Condition Code.
• After a record has been corrected and validated, the red circle icon will disappear and the error messages will change to display NONE.  If the record is selected and has been corrected then the system will remove the valid record from the report.
• After all of the lines have been corrected and validated or deleted, the document becomes view only, and all actions are final.

Global Replace section:

The Global Replace tab performs a standard search-and-replace function. The left-hand Search for lines containing... column enables you to find particular lines in error using a combination of the search fields listed. The right-hand …and replace them with: column is used to indicate changes to make for those selected lines.  Clicking the Replace button at the bottom of the tab activates the replace. 

After all records are corrected and validated or deleted, approve the document to update the asset records that have been validated. The last inventory date will be set to the date the document is final.