Note: This article assumes that the barcode reader program is currently installed on the device you will be using. See the article in Related resources relevant to your device.

Note: The Windows Mobile Device Center (for Windows 7/8/10) is needed to connect the reader device to Windows. Download and install Windows Mobile Device Center from http://www.microsoft.com/.

Note: For users conducting inventories over a WAN or Citrix/Terminal services with a CE Device or those conducting inventories remotely from the Client installation, please refer to the article: See the Conducting an Inventory through Citrix article in Related resources.

Note:The Tracking software makes use of an Inventory Process Map to inform users which steps in the inventory have been completed. Completed tasks are marked with a green check-mark.

In Sage Fixed Assets - Tracking:

1. To access the Inventory Helper dialog use one of the following:
   • On the bottom left in the Tasks Navigation pane, click Inventory and click Define/Edit Inventory.
   • Go to View menu, click Inventory and click Define/Edit Inventory.
   • Go to the Inventory menu and click Inventory Helper.
2. Create the Inventory
   1. On the Inventory Helper dialog: Click Next, provide an Inventory Name, Step Owner, choose between Baseline and Dynamic Inventory, click Next.
      • Baseline Inventory is intended for the collection of new asset. Note: If Baseline is chosen: The levels would need to be set up. The tracking level fields are designed to hold information that remains constant for all assets collected during the inventory.
      • Dynamic Inventory is for the finding, editing or adding of asset.Note: If Dynamic is chosen: Choose the group that the inventory will be performed.
   2. Select the Asset Fields to be included in the Inventory, click Next
      1. Note: The Tag Field is required and included automatically.
      2. Optional: Click Save List to save the Inventory Field list for future reference.
      3. Optional: Click Load List to use an existing Inventory Field List.
   3. Click Finish on the Summary Screen to finalize all choices.
3. Setup a Reader
   1. If a reader has not been configured: Click Setup Readers or from the Inventory menu, select Reader Manager.
   2. Enter a Reader Name and click Add.
   3. Enter the Reader Type, Windows OS for a physical reader connected to the local system or Mobile Device for the Sage Fixed Assets Scanner program on your Android device, and Collector.
   4. Optional: Click the Notes tab to enter additional information.
   5. Click OK.
4. Prepare the Reader
   1. For a local reader: Ensure it is connected to the computer through the Windows Mobile Device Center.
   2. Click Prepare Reader.
   3. Choose the reader to be used in the Inventory from the dropdown, click Prepare.
   4. Verify information in the Prepare Reader - Summary window: The number of asset in the chosen group to be downloaded to the reader, click OK.
      • For a Mobile device: You will be prompted to login to your Microsoft OneDrive account.
   5. Click Ok on the Transfer Successful dialog and the reader name will now appear in the Prepared Readers section.
      • For a local reader: You are now ready to begin scanning
      • For a Mobile device: Open the Sage Fixed Assets Scanner program on your Android device, select to Download Inventory, login to your Microsoft OneDrive account, download the prepared inventory, and now you are now ready to begin scanning.
5. Scanning Assets
   • For a local reader:
     1. Open the Barcode Reader program (Start, scroll to the bottom, select Barcode Reader program) and start scanning.
     2. Once done scanning: Click File, Exit on the Barcode Reader program.
        Note: You cannot change the Barcode assigned to an asset during the Inventory process.
        Warning: Do not use the red 'x' to close the program. If done by accident, re-open the program and close via File, Exit.
   • For a Mobile device
     1. Open the Sage FA Scanner program and select the desired Inventory.
        Note: It is possible to have multiple Inventories on the mobile device.
     2. Hit the barcode icon in the upper right to active the camera to scan a bar code
   • While scanning Barcodes in a Dynamic inventory:
     • If the scanned barcode is found: The asset's details will populate and can be edited (which will be assets with changes) or just Saved (Found asset)
     • If the scanned barcode is not found:
       • The Barcode Reader (local reader) program will populate the tag field and all other fields will be blank.
       • The Mobile scanner will prompt to create a new asset, hitting Yes will open the Add Asset dialog with the tag field populated and all other fields will be blank
       • Enter the desire information into the field and click Save.
         Note: Hitting the Cancel button or back arrow icon without saving first will result in any changes made being lost. There will be no additional prompt to save changes.
6. Receiving Data from the reader
   1. For a Mobile device: From the Inventory List, upload the Inventory to your Microsoft OneDrive account
   2. For a local reader: Ensure it is connected to the computer through the Windows Mobile Device Center
   3. In Tracking in the Inventory Process area (View, Inventory), click Receive Reader Data, choose reader from the dropdown, click Receive.
      NOTE: Ensure that all assets involved have been scanned because once the Reconciliation has begun, no additional assets can be scanned.
   4. At this point, the Collected Data and Exceptions Reports can be run to verify which assets have been scanned and the Readers can be Prepare again to continue scanning. These Reports can be run from under the Reports Menu. For descriptions and how to use these reports, please refer to the User's Guide in Help, Help Topics or Product Documentation
   5. Once you are sure all assets involved have been scanned, proceed to Reconciliation
7. Reconciliation
   1. Click Begin Reconciliation, enter the name of the Step Owner, and click OK.
   2. Click Reconcile Inventory Data:
      1. Choose an Exception status from the dropdown box:
         • Asset not found - Assets which were included in the Inventory Group but were not Scanned and Save in the Barcode reader program.
         • Asset with changes - Assets which were scanned, modified and saved
         • New Assets - Assets not currently in the system which were scanned and saved
         • Assets with no changes - Assets which were scanned and saved
      2. Apply the Reconciliation Option to the records For each Exception type:
         Note: The default Reconciliation Option is to not do the action appropriate for the Exception type.
         Note: The Reconciliation can be paused at any time by clicking the Close button on the reconciliation dialog and answering Yes when prompted.
   3. Click Complete Reconciliation when finished: Click Yes on the prompt to confirm.
   4. Run Reconciliation Report, if desired.