1.9.5 General procedure for taking inventory of devices
To manage the assets used in your organization, you need to take inventory on regular basis to keep accurate inventory records. For this purpose, you need to register the physical inventory records in JP1/IT Desktop Management 2, so that you can easily identify the devices for which a physical inventory has not been conducted.
To take inventory of devices:
- 1. Conduct a physical count.
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Create a list of hardware asset information, and then perform a physical count of the inventories found in your organization.
- 2. Update the information with the physical inventory records.
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To manage the status of the device inventory, update the information in JP1/IT Desktop Management 2 with the physical inventory records.
- 3. Investigate the devices for which a physical inventory has not been conducted.
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Identify the devices for which a physical inventory has not yet been conducted to investigate the usage status of the devices. Update the information in JP1/IT Desktop Management 2 with the information of the devices found during the investigation.
Now the information in JP1/IT Desktop Management 2 is updated with the physical inventory records of the devices.
- Tip
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If you use a bar-code reader for inventory of devices, you can perform a physical count of devices and update the information with the results more easily.
Related Topics:
- Organization of this subsection
(1) General procedure for performing physical inventory count
To perform a physical inventory count of the devices, output a list of hardware asset information, and then check the devices against the list.
- 1. Export a list of hardware asset information.
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Create a list of hardware asset information for physical inventory count. In the Hardware Asset view of the Assets module, export the hardware asset information to a CSV file. To identify devices, export the items such as Asset #, Last Tracked Date, Department, Location, and User Name. You will use the exported CSV file when you update the information in JP1/IT Desktop Management 2 with the result of physical inventory count. Make sure that you export the Asset # and Last Tracked Date items.
- Tip
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When you export the hardware asset information items, sort them by Department and Location so that you can easily check devices against a list. To sort the hardware asset information items, click an item name in the operation view.
- 2. Perform a physical inventory count based on the list of hardware asset information.
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Perform a physical inventory count based on the exported list. When you have completed the inventory count, place a checkmark next to the corresponding device on the list. Update the stocktaking date for the devices with a checkmark by using JP1/IT Desktop Management 2.
Now the physical inventory count is complete, and the list of devices with the inventory results has been prepared.
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(2) General procedure for updating the information with the physical inventory records
To manage the status of the device inventory, update the information in JP1/IT Desktop Management 2 with the physical inventory records. When you have updated the information with the physical inventory records, the values for Last Tracked Date of hardware asset information are updated in the Hardware Asset view of the Assets module.
- 1. Create a CSV file that contains the updated stocktaking dates.
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To collectively update the stocktaking dates, create a hardware asset information CSV file that contains the updated stocktaking dates. Edit the CSV file used in the physical inventory count to update the values for Last Tracked Date of the devices for which the physical inventory count has been confirmed.
- Tip
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If the hardware asset information such as Department, Location, and User Name has been changed since the last inventory count, edit the CSV file to update the corresponding values in addition to the values for Last Tracked Date.
- 2. Update the stocktaking dates.
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After you have created the hardware asset information CSV file, import it to collectively update the stocktaking dates.
For the devices for which the physical inventory count has been confirmed, the values for Last Tracked Date of the hardware asset information are updated.
- Tip
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If you want to check the hardware assets that you have in hand one by one, manually update the stocktaking date for each asset.
- Tip
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You can automatically update a value for Last Tracked Date with the value for Last Alive Confirmation Date/Time of a device or the date on which a user finished entering all the items in the End User Form view.
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(3) General procedure for inspecting devices for which physical inventory has not been completed
You need to inspect the usage status and perform a physical inventory count again for the devices for which a physical inventory count has not been completed.
- 1. Inspect the devices for which the physical inventory has not been completed.
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In the Hardware Asset view of the Assets module, identify the hardware asset information of the devices whose Last Tracked Date has not been updated. Using the filtering function, display the hardware asset information of the devices whose Last Tracked Date is older than the latest stocktaking date.
- 2. Export a list of hardware asset information.
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Create a list of hardware asset information for inspection. Export the hardware asset information of the devices whose stocktaking date has not been updated to a CSV file. To identify devices, export the items such as Asset #, Department, Location, and User Name.
- Tip
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When you export the hardware asset information items, sort them by Department and Location so that you can easily check devices against a list. To sort the hardware asset information items, click an item name in the operation view.
- 3. Check with the users of the relevant devices about the circumstances.
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After creating a list of hardware asset information, check with the users of the devices about the location of each device.
- If the devices are found
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Make a note on the list to indicate that the physical inventory count has been successfully completed for the devices. Make a correction to the hardware asset information at the same time, if necessary.
- If the devices are not found
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The devices might be lost. Check with the users about the circumstances. If you have confirmed that the devices have been lost, change the value for Asset Status of the relevant devices to Disposed. Also, enter comments in the Notes tab, describing the remarks such as reason or date and time of loss.
- 4. Update the information with the physical inventory records.
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Update the information in JP1/IT Desktop Management 2 with the results for the devices for which the physical inventory count has been completed.
Now you finish taking inventory of devices.
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