Below is a list of fields in the Inventory module of *DEFINE.
Inventory Number. This is the 6-digit number derived from the physical inventory tag placed on the actual item or assigned to an item which cannot be tagged, such as artwork. This field matches WHD’s Asset No. This number is also used by the College of Communication as part of it’s naming convention of items that have ethernet/Wifi capability. Ex: COMM830081
Amount. This the cost of the item when it was purchased. There is no corresponding field in WHD, but this field does help us to match up assets to line items on POs.
Description. I use a standard format for my descriptions. Ex: Laptop: Apple Macbook Uni 13” I create this description using a combination of the WHD fields Type and Model.
Owner Code. U for University. F for federal property. This tells us whether or not the university can dispose of an item without asking permission from another agency. WHD has a field called Federal Tag where you can indicate if the item is federally owned.
Unit Code. This is 7-digit numeric code put into *DEFINE automatically based on the unit code of the account on which the item is purchased. It matches to WHD’s field Department which has the name of the Communication department and the unit code in parens at the end.
Class Code. This is a 3-digit number that tells what kind of item the asset is. It also helps identify whether the item is controlled or capitalized. It is a very specific code. Ex: Laptop-Apple. Laptop-Not Apple. WHD has a corresponding field called Classcode which has the actual description (from the list), the class code in parens and the dollar value for controlled or capitalized.
Object Code. This is a 4-digit number assigned when the PO is created which determines what larger grouping the item falls into. This is the code which determines whether or not an item gets tagged. It is assigned automatically by Crosswalk during the creation of the PO and often has to be adjusted to put the line item into the correct category (tag or not tag). Ex: 1846-expensed computer equipment, no tag. 1847-controlled computer equipment, Tag. There is no corresponding field in WHD.
Acquisition Date. This is the date the item was paid for, not necessarily when it was received at the University and is therefore not always useful for answering questions about the warranty. WHD has a corresponding field called Purchase Date, but that field does not appear to be used.
Useful Life. This is a 2 digit number telling the number of months this item is considered to be useful. I believe this field is used to calculate the Salvage Value of the item, but I’m not sure. There is no corresponding field in WHD.
Location Site, Bldg, Flr, Rm. These are 4 separate fields which tell the site (usually UTM for UT Main campus) the building (a 4-digit numeric code, not the 3-digit alpha building designation), the floor of the building and the room number. Room number is very specific and includes all letters and periods. Ex: A5.110AA. WHD has corresponding fields for Location which includes the building and floor, and Room which includes the room number and a description.
Loc Notes. This is a text field that holds location information. This field takes the upload from the Barcode data. Ex: Item found by Barcode in 0180 A4.125 on 20100307. This tells the date and location the item was barcode scanned and it overwrites everytime the item is scanned, so it is not a useful place to put manually entered data. It would be nice to have NETL overwrite information when the item is located electronically, but that has not been done yet. There is no corresponding field in WHD.
Missing or Stolen Code/Date. An ‘M’ is entered into this field to indicate that an item is Missing. Once the system accepts the code, a date appears and when the item has been officially Missing for 2 years, the record becomes inactive. Inventory can enter the code ‘S’ for Stolen once they receive proper documentation, which will immediately make the record inactive. WHD has a corresponding field called Status where it can be indicated that the asset is ‘gone’.
Found. This is the field that has to be marked once a year when the item is Found. NETL and a barcode scanner update will automatically mark an item as Found. A date appears beside the field once the code has been accepted. WHD has a corresponding field called Status where it can be indicated that the asset is ‘deployed’ or in the spares closet or waiting for repairs, etc.
Model Nbr. This is a text field where a model number can be entered. WHD has a corresponding field.
Account Number. The account number on which the item was purchased. There is no corresponding field in WHD.
Purchase Order. The Purchase Order number. WHD has a corresponding field called UTPO.
Doc ID. The Document ID number which is a separete number from the PO#. This field is useful if the item was purchased without a PO, such as on a Procard. If there is no PO#, the document number is entered into the WHD field UTPO.
Serial Number. WHD has a corresponding field.
Salvage Value. This is the dollar amount to which the item has currently depreciated. There is no corresponding field in WHD.
Respon EID. The EID of the faculty or staff member who controls/uses the item can be entered here. The closest corresponding field in WHD would be Client which has the name of the person who controls/uses the item.
Last Update/User or Date. These fields have the *DEFINE user ID of the last person to update the record and the date they made the update. WHD has correspoding information in the history section of the record.
Screen 3 of the NV1 system on *DEFINE has data very similar to the WHD history section. You can find date, User ID and specific information about what changes were made to the record. This is currently the only place to find out if the item was located by NETL. This is also the only place you can see if the MAC address has been registered for the item. (See comments regarding MAC address in the WHD fields section.)
Dept Comments. This is where any comments about the field that you do not want to be overwritten can be entered. I use it to put the name of the person who has the item. Sometimes I put comments about how to locate the item. Ex: This item is a small, square black object inside a blue case under the wooden bench in the back of the room. There is no corresponding field in WHD.