Methods to Complete the Physical Inventory
Make updates/corrections in writing on the printer EQ920.
Helpful Hint: If annotations to the EQ920 are hand-written, block print all letters and write as legibly as possible, given the limited amount of space. Because it is nearly impossible to distinguish the letter "O" from the number "0," please indicate a zero by drawing a slash through it: Ø.
It is always better to type all changes, either directly on the EQ920 or in the form of a printed attachment. Serial numbers, especially, are very difficult to record accurately when the information is hand-written. Other letter/number combinations which can be very difficult to interpret correctly include the letter "l" and the number "1", the letter "S" and the number "5", the letter "G" and the number "6", and the letter "Z" and the number "2".
Verify the existence and condition of all equipment on the EQ920.
Correct errors by lining through them and entering the corrections next to (or below) them in type or block print. Block print all letters and write as legibly as possible. Fill in any missing or incomplete information. Check, verify and correct, where necessary, all of the data fields listed below under the MANDATORY DATA FIELDS.
- The Department Chair/Director signs the completed and annotated EQ920 (departments with multiple listings may use one cover sheet in lieu of having the Chair/Director sign multiple pages).
- Attach signed, original copies of any EIMRs and ESPDs.
- Make a copy of the entire package for your department's records and send the original to Equipment Management.
Enter updates/corrections onto a departmental database or excel spreadsheet and send it to equipment management.
Departmental Database. If your department maintains its own equipment database, you may use a printout of it to conduct the physical inventory ON THE CONDITION THAT (1) it is sorted in the same order as the EQ920, (2) contains all the same fields, (3) the number of items matches, and (4) the dollar value of individual items matches.
Excel Spreadsheet. Your department may obtain its inventory on an Excel spreadsheet by (1) requesting one from Equipment Management; or (2) printing one itself by using the Export function from the Department Inventory Report that is found in the UCSB Data Warehouse (http://wh.isc.ucsb.edu/). If you have not been set up to access equipment data, contact Mary Wenzel (x8882) or Yen Tran (x5533) in IS&C for assistance.
Important Reminder: If extracting your inventory from the Data Warehouse, select only “Y” when the “Physical Inventory Required Flag” prompt appears; otherwise, you will extract ALL active assets, not just the $5,000 and over, firearms and non-UC title assets that require physical inventory.
Fill in any missing or incomplete information. Check, verify and correct, where necessary, all of the data fields listed below under the MANDATORY DATA FIELDS.
IMPORTANT: Whether updating a Departmental Database or Excel spreadsheet, all corrections MUST BE HIGHLIGHTED (either via colored text or background shading) to be immediately visible to Equipment Management and allow it to make the updates efficiently. If corrections are not highlighted, the file will be returned.
- The Department Chair/Director signs the completed and annotated Departmental Database or Excel spreadsheet, or a cover memo.
- Attach signed, original copies of any EIMRs and ESPDs.
- Make a copy of the entire package for your department's records and send the original to Equipment Management. (An Excel spreadsheet may also be emailed.)
Enter updates/corrections directly into CATS via departmental on-line access through ALLN01.
Departments have the ability to update their inventory records directly in CATS via the ALLN01 application. Complete instructions and an instruction manual for on-line CATS are available on our website.
All of the MANDATORY DATA FIELDScan be updated except for the Description: contact Equipment Management to request changes to this field.
- While performing the physical inventory, make notes regarding any changes in location or condition, corrections to manufacturer and model number, new serial numbers, etc.
- Enter all modifications into CATS.
- Prepare a cover memo, signed by your Chair/Director, stating that "All updates have been entered into CATS" and return it to Equipment Management attached to the official copy of the EQ920. Attach signed, original copies of EIMRs and ESPDs.
- Equipment Management checks the inventory to ensure that updates have been made. If they have not, or have been made in insufficient numbers, Equipment Management may request follow-up before deeming the inventory completed.
Enter updates/corrections on one of the two barcode scanners which equipment management has available for loan to campus departments.
A short summary on how to conduct a Physical Inventory by using the barcode scanner follows.
- Contact Equipment Management to request use of one of the scanners and establish the period during which your Department will conduct the inventory.
- After signing the Memo of Understanding, pick up the scanner, onto which the population of your department’s inventory that requires a physical inventory (all assets over $5,000, firearms and non-UC title assets) has been downloaded, and a printout of that inventory, from Equipment Management.
Conduct the physical inventory by scanning the property tag of each item, updating data fields on the scanner.
Note: Because the inventory downloaded onto the scanner is restricted to assets that require a physical inventory, you will probably often get the error message “The item is not in the database” when scanning the barcode on a property tag. Unless your department has flagged the property tags of UC-title assets under $5,000 (and flagged or removed the property tags from assets that have been written off), you will not be able to distinguish, at a glance, between assets that require a physical inventory and those that do not need to be inventoried.
- Return the scanner to Equipment Management, together with a cover memo signed by your Chair/Director. Attach signed, original copies of EIMRs and ESPDs.
- Equipment Management uploads the scanner inventory into CATS. Three reports are produced and copies provided to your department: (i) list of items scanned and updates made; (ii) list of data errors (bad building/room numbers, condition codes); (iii) list of items not scanned. The last list is critical: these items have not been accounted for and follow-up is required, in the form of disposal EIMRs or location of the items through a more through physical inspection.
- As in the preceding case, Equipment Management checks the inventory to ensure that updates have been made. If they have not, or have been made in insufficient numbers, Equipment Management may request follow-up before deeming the inventory completed.