Inventory Notes – What Needs Tagging, Unit Codes, Building Codes, *DEFINE Info, Object Codes
What Needs Tagging
Tagging Definitions
Capitalized: anything $5,000 or more. TAG
Controlled: Items costing $500 to $4,999 on the list below. TAG
Expensed: items costing less than $5,000 which aren’t on the controlled list; items costing less than $500 which are on the controlled list. No tag.
Common Controlled items:
Camcorders
Cameras & Video Cameras
Computers & iPads
LCD Projectors
Laser-disk Players
Stereo Systems
TV monitors
TV/VCR/DVD Combos
VCRs
List of Controlled and Capitalized Items
Unit Codes
0940000 (Dean)
0950000 (ADV)
0960000 (JOU)
0980000 (RTF)
1000000 (CMS), 1000026 (CMS- Research)
1010000 (CSD)
1015000 (Strauss)
2420000 (KUT)
2425000 (TIPI)
4500999 (Surplus)
Site Codes
UTM UT Main Campus
RNT Rented Space - UTLA
Building Codes
0180 CMA
0182 CMB
0183 HSM
0185 BMC
0738 LAC
0040 WWH
0984 UA9
9066 LA1
More building codes and other info is contained in a spreadsheet maintained by Office of Information Management and Analysis.
Mainframe Modules
*DEFINE
*INPERC – allows you to see the inventory percentage for a unit code
*INVPO – shows all items tagged for a particular Purchase Order Number
Define Commands
nmm inventory module
nv1 Update Inventory by number
nv3 displays inventory by unit code
nv6 displays by document ID
nv7 Update Inventory by serial number
nvp Inventory list by room number
nvr inventory report writer
gg5 view inventory contact for dept
gb4 figure out what dept a unit code is
gt3 search by PO#, enter t at EN line item
gt6 search by Doc ID to get PO#
ys1 shows desks you’re authorized for
F1 change desk/view, lists F key functions
F15 list of reports available
shift F3 also list of reports available
NV1 Screens
1 – description, acquisition date, location
2 – account #, PO, Doc ID, serial, salvage value (depreciation), responsible EID
3 – history of the record
6 – codes, notes
Object Codes
1475 – installationof equipment. No tag.
1481 – maint & repair computer equipment, service contract. No tag.
1830 – capitalized furniture and non-computer equipment TAG
1836 – expensed furniture & non-computer equipment. No tag.
1837 – controlled furniture & non-computer equipment. TAG.
1840 – capitalized computer equipment. TAG
1841 – capitalized software. TAG
1842 – expensed software, database access. No tag
1846 – expensed computer equipment. No tag
1847-- controlled computer equipment. TAG.
1856 – capitalized Art objects. TAG
1860 – capitalized telecommunications equipment. TAG
1866 – expensed telecommunications equipment. No tag
Reports
Point Plus Inventory Report for Self-Tagging Departments
(You do not have to be a Self-Tagging Department to use this report.)
Click the Management Reports link in the left navigation menu
Select Inventory Report for Self-Tagging Departments
Enter a unit code and a delivery due date range (optional – if you leave the dates blank, the batch job will only look for items that are due to be delivered today).
You will receive an email when the report is ready to download from the SRS system.
Columns in the downloaded spreadsheet are automatically filled with any data found from POINT Plus files. Some columns are left empty and must be filled manually. Others may need to be edited manually – such as Description (since Inventory requires a specific format for descriptions), and Site/Building/Floor/Room (if the items have been moved from the delivery location listed on the PO).
NU1 Report
Go to the NV1 screen in *DEFINE
Press the PF15 key (or shift-F3). A window with a list of reports will appear.
Put an X by ‘NU1 Unprocessed Items Report’
On the next screen, tab down to ‘Inventory View’ and enter your unit code.
Press Enter. Then enter twice more to confirm the report.
You will receive an email with a link. Click the link and log in with your EID.
Choose the report that has your *DEFINE login next to it and download.
Physical Inventory Cycle Report
Go to the NV1 screen in *DEFINE
Press the PF15 key (or shift-F3). A window with a list of reports will appear.
Put an X by ‘PHYSICAL INVENTORY CYCLE REPORT - SINGLE UNIT/SUBUNIT
On the next screen, tab down to ‘Unit to Report’ and enter the first 4 digits of your unit code. (If you enter the full 6 digit number ending in ‘0’, you won’t get your subunits.)
Press Enter. Then enter twice more to confirm the report.
The report will run overnight and you’ll have to pick it up from your department’s shelf or you can arrange to have it sent electronically to your webspace.
Links
Inventory Transfer Form – CCART (UT EID Required)
ITS Violation Report (UT EID Required) - file this report when a computer or other item which might have Category 1 data is stolen. Follow the link and on the left side of the page, look for 'Report a Violation'.
UT Inventory Policies and Procedures
Forms
Overview
Content Tools
