anonymized sops for tracking and reporting nxp

STANDARD OPERATING PROCEDURES FOR TRACKING & REPORTING NON-EXPENDABLE PROPERTY (NXP)

Objective: This document is intended for use by the General Services Office, Warehouse Manager/Storekeeper and Systems Manager as a guide and to ensure accurate and secure maintenance of the asset management database.

OUTLINE

(For receipt, movement and disposal of NXP)

DATA ENTRY

(By General Services Officer & Storekeeper – Oversight from Office of Financial Management)

ASSET MOVEMENT & TRACKING

( Oversight from General Services Officer)

PHYSICAL INVENTORY

(Oversight from Executive Officer (EXO))

PROPERTY DISPOSAL

(By Property Disposal Officer - Oversight from EXO)

REPORTS GENERATION

(For all Users)

DATABASE MAINTENANCE

(For System Analyst)

RECEIVING & MOVEMENT OF NXP – OUTLINE

I. Once requisitioned, all new NXP must be delivered to the Warehouse for inspection and initial processing onto the Bar|Scan system.

II. A copy of Purchase Order (P.O.) associated with the procurement of NXP shall be provided to Storekeeper for reference during data processing.

III. Inspection of every item shall be conducted by the Receiving Clerk (Storekeeper) prior to acceptance.

IV. Receiving Reports (RR) will be prepared by Storekeeper and shall include accurate serial numbers (when present) catalog #’s and description, asset #, funding code, cost, quantity, object class, RR# and the correct date.

V. Asset labels will be applied by the Receiving Clerk in compliance with guidelines established in “Barcodes, Where?” *

VI. Completed RR’s shall be initialed by Storekeeper and GSO Specialist and forwarded to the Accountable Property Officer (APO) and cc the Procurement Division or Voucher Examiner.

VII. All non-scanned data relating to newly acquired NXP will be added to the Bar|Scan database by the Storekeeper prior to issuance and within 10 working days of receipt and prior to forwarding the RR to the APO.

VIII. PM will generate Turn In/Tally Out (or similar) sheets on all approved requisitions and will schedule delivery to end users.

IX. Storekeeper will update locations of all newly issued and relocated NXP as movement occurs. All movement of NXP shall be documented within the database whether short-term (as in cases of assets that have been returned for repair or issued only temporarily or on loan) or long term.

* copy enclosed with these Operating Procedures

DISPOSAL OF NXP - OUTLINEI. Assets can be recommended for disposal via email addressed to the

Executive Officer (EXO) or his/her designee. These may be originated by either PM or other concerned Divisions or Units and must be approved by the EXO and any other offices identified by the Mission.

II. Disposal Sale dates shall be proposed by PM or Auctioneer and approved by the EXO.

III. Disposal Sale lots will be packaged by PM or Auctioneer under oversight from the EXO.

IV. Auction events will be attended and monitored by PM crew and at least one cashier.

V. In the event auction sales are managed in-house the following guidelines shall be observed:

a) All bidders will receive the following upon registering: A complete list of items being offered for sale. A bidding form.

Prepared for XXXXX/Client - by SDMairs, Property Management Specialist 2

A copy of the Agency’s “General Sales Terms and Conditions” for this Mission.

An envelope capable of sealing.b) If disposal sales are not handled by an outside auction house,

sealed bids will be opened in the presence of the APO.c) If disposal sales are not handled by an outside auction house,

successful bidders will be notified by Storekeeper the following business day.

d) Sales Agreement forms and Issuing Forms will be completed for every asset or lot sold.

e) Proof of full payment and settlement of any taxes due (if applicable) will be required prior to release of any assets.

f) P&S will prepare the property disposal authorization (PDA) for the Executive Officer.

g) Regional location for all disposed assets will be changed from NA (for Namibia) to ZZ (for disposed assets- so they no longer appear on CLIENT/Namibia asset reports) within Bar|Scan database by designated property disposal officer.

New Acquisition Data Entry & Configuration of Barcode Reader -- - Performed by Storekeeper - Supervised by Executive Officer- Additional oversight provided by Computer System Manager and

Procurement Clerk or Voucher Examiner

STANDARDIZED TAG PLACEMENT

Guidelines have been established for the physical location of asset labels. There are four aspects which should be considered:

Consistency

Accessibility

Aesthetics

Vulnerability to Damage or Wear

Written instructions with illustrations of recommended label locations have been provided as part of the Storekeeper’s training. Using consistent label locations for the non-expendable assets can help speed up the annual inventory process and improve aesthetics. Use of the guide, “Barcodes Where?” developed by XXXXX/Client in 1996, is strongly suggested and a copy has been provided to this Mission’s Storekeeper. Note: locations must be accessible to the hand-held Bar Code Reader.


In addition to accessibility and consistency, the aesthetics of the assets must also be considered when determining label placement. Also consider locations which will not be prone to damage or wear.

Typically, Bar|Scan recommends placing asset tags on residential office furnishings on the right side and serialized personal computer equipment near the asset’s serial number. Files and pedestals that can be placed side by side should have tags placed on the front. Tags can be placed inside cabinets only when they do not have locks. Tags for other furniture items can typically be placed within easy reach; generally on the right and out of sight but easily accessible without requiring moving of furniture. Maximum use of the Barcode reader must be employed during data entry for new and existing assets, when tracking asset movement, during annual physical inventory and for disposal processing.

MANAGEMENT CONTROL

Executive Officer - Direct supervision over data entry for new NXP acquisitions falls to the EXO or his/her designated agent. A Receiving Report will be prepared by Storekeeper or other designated Receiving Clerk. This will be printed and sent to the Voucher Examiner or other designee of the Controller’s office for confirmation of accuracy and filing. If IT equipment is included within the order, a copy of the Receiving Report will be sent to the Computer System Manager. The Controller’s office will use this report for reconciliation. The System Manager will follow-up to ensure the new acquisition has been cataloged correctly. Data entry of new acquisitions will be processed into Bar|Scan no later than ten working days after receipt of these items.

System Manager - The ISM Manager will review Receiving Reports received to ensure the new IT acquisitions have been cataloged correctly and will add any additional descriptive information into the Bar|Scan “Comments” field for these.

Voucher Examiner - The Voucher Examiner will review the Purchase Order and Receiving Report to check for accuracy in data entry, purchase cost andcurrency exchange calculations.

Asset Movement and Tracking With Bar|Scan - -Performed by Receiving Clerk or Storekeeper

- Supervised by EXO or designated agent

MANAGEMENT CONTROL

The GSO Specialist - The Storekeeper has authority to approve Issuing Forms for NXP being issued from the warehouse. The Storekeeper will verify all data regarding asset movements have been properly recorded by examining the database and


comparing it with supporting paper records such as Issuing/Returning Sheet, requisition forms, other Bar|Scan reports, Receiving Reports and Purchase Orders. Storekeeper will print the Bar|Scan report entitled “ASSETS THAT CHANGED LOCATION” monthly for review.

Physical Inventory With Bar|Scan

(To be performed by teams of two and supervised by Storekeeper)

WHAT IS REQUIRED FOR THE INVENTORY PROCESS?Users must have a thorough understanding of the use of the barcode readers and will need the following materials to complete the Tagging or Inventory (Taking) process:

An Accurate Floor Plan of the Area to be Inventoried Barcode Readers and upload cables The Catalog Barcode Menu The Location Barcode Menu Barcoded asset labels A copy of “Barcodes Where?” showing the standard placement for barcode

labels Pre-configured barcode readers or barcode reader prompts configuration

checklist

Bar|Scan’s suggested Initial Supply Checklist is a more thorough indicator of what equipment, materials and supplies may also be needed for an efficient and accurate physical inventory. It is included at the end of this section. Prior to conducting the physical inventory for a given location, a report called “DETAILED ASSET REPORT BY LOCATION” may be printed out to be used as a checklist confirming that all items in the database for the location have been scanned during the physical inventory.

WHO SHOULD DO THE ACTUAL TAGGING OR INVENTORY?Generally, Tagging and Inventorying of NXP is done in teams of two people. The number of teams is determined by the size of each Mission. Each team is assigned a particular area in your facility with a barcode reader and a clipboard to record information about the asset. Teams will affix a bar-coded asset labels as required to assets that are missing labels.

INVENTORY PROCEDUREThe Project Manager (Storekeeper) configures barcode readers to request all information that is to be collected during the inventory.

Team members should gather their Daily Supplies (see enclosed list). Team Leaders should check the User ID, date and time in the bar code readers, and correct the information if necessary. They should enter their own initials in the User ID field. Next, they should configure the readers according to the Configuration Checklist provided by


the Project Manager. The checklist should be kept in a file. Readers will remain configured until they are changed, cold booted or lose all power.

The barcode readers should be configured individually for both Tag and Take inventories because they cannot be reconfigured once they contain asset data. The length of the Asset labels are part of this configuration.

The Project Manager may also divide the Teams by Location etc. and will distribute bar coded Catalog and Location menu lists to the inventory teams.

Team leaders will determine the most efficient division of duties on their team and are responsible for ensuring the orderly, methodical and thorough exploration of every area to be inventoried. One team member may call out the information by looking at the asset and scanning the information into the reader, while the other notes the Asset number, Catalog description and other relevant notes onto the clipboard and assists by looking up the Catalog number when an item is found which requires tagging.

If an Asset is incorrectly scanned, it should be re-scanned and the incident noted. The Project Manager will review all notes to determine if a duplicated scan can be deleted on the Transaction Table. These notes should be retained and filed together with all Transaction and Asset reports which are being placed in the appropriate fiscal year’s inventory file.

In general, all physical inventory entries shall be made using the Barcode Reader. Only the APO or PMO are authorized to approve manual entries for the physical inventory. The APO and PMO shall prepare a memo to the physical inventory file for approved manual entries.

After scanning, operators must count the list of scanned items and compare to the list in the report mentioned above. If there is variance then the operator should identify which items have not been scanned and attempt to locate them.

After having uploaded and validating the scanned items in the transaction table, the User must print the following Bar|Scan Reports for inclusion in the current FY’s Physical Inventory file before processing for errors and updating Asset Table with Transaction Table data:

Good Transactions by Asset # Report

Bad Transactions by Asset # Report

Steps for solving all Bar|Scan problems (as presented on the Transaction Table) are provided in chapter 12 of the Bar|Scan User Manual (beginning on page 12-32). The User must carefully follow instructions to solve indicated problems. If the scanned items


are not in the Bar|Scan database (typically BS error # 05), the user shall check RIR for those items and manually* enter this data from within the Transaction Table. After the User has corrected all bad transactions the Transaction Table must be re-validated and printed. The User shall then move data from Transaction Table into Bar|Scan Asset Table to update the database.

Note: For reconciliation, printing of an “Items Not re-Inventoried” report is necessary after physical inventory is determined to be complete.

* Only the APO or PMO are authorized to approve manual entries for the physical inventory. The APO and PMO shall prepare a memo to the physical inventory file for approved manual entries.

RISKSThe primary risk during any Physical Inventory is inaccuracy. Inaccurate results are most likely caused by poor training and execution. Poor execution is typically caused by inadequate planning, disorderly or un-methodical approach which results in failure to thoroughly explore all locations and insufficient inventory team composition.

INVENTORY SUPPLY CHECKLIST (as Recommended by Bar|Scan)

____ Personal Computer with Bar|Scan program installed and up-load cradle

____ One portable Barcode Reader for each team, and a spare if possible

____ Walkie Talkies - one per Team, and one for the Project Manager if available.

____ Barcode Tag Placement Guidelines (“Barcodes Where?”) for each team

____ A flashlight, mirror, and tape measurer for each team and a spare of each

____ Aprons with deep pockets or one satchel per team (for supplies)

____ Letter size clip boards - one per team

____ Pencils, erasers, pens, and assorted high-lighters

____ 8-1/2" x 11" ruled note pads for making notes

____ Location and Organization bar code menu lists

____ Location (Maps)

____ Any special inventory instructions for this job


____ A print-out of anticipated assets to look for at each location

MANAGEMENT CONTROL

Executive Officer –

The EXO will run a detailed Bar|Scan report such as (SYSTEM) ITEMS NOT REINVENTORIED. Before printing, this Report will prompt for entry of a cut-off date. The date entered should pre-date commencement of the most recent physical inventory by at least one day.

Upon examining the Report, the Executive Officer may wish to press the Storekeeper to revisit locations where high value items were not found as there is always the possibility items may have been overlooked.

When satisfied the Physical Inventory has been thoroughly completed, the EXO should re-run the detailed Bar|Scan report.

The prior year’s inventory results should be adjusted for subsequent acquisitions and disposals to obtain anticipated inventory results.

Executive Officer will compare the current FY physical inventory with these anticipated results to identify any discrepancies.

Assets determined to have been permanently lost should be processed for disposal as deemed appropriate.

Property Disposal Within Bar|Scan (to be performed by authorized PDO)

The Mission has established a special Asset Location code to identify disposed assets within the database. XXXXX/Client will use "XX" in the Region field for all disposed assets. (aside: the Mission may wish to later add use other codes in the Building field to identify the different reasons for disposal such as ‘SOLD’ for Sold, ‘ABAN’ for Abandoned, ‘DEST’ for Destroyed or ‘TRAN’ for Transferred. Note that the "XX" code will make it easy to EXCLUDE these items on the Mission’s regular asset reports)

Once all paperwork is complete and disposal has been approved, the PDO will process disposed items within Bar|Scan. The following steps will effectively remove the disposed assets from appearing on and counted among future Bar|Scan NXP asset reports. It should be noted that these assets will remain on the database and should not be deleted. They will be filtered out of future asset Reports (for inventory and reconciliation purposes) by virtue of Bar|Scan’s Reports filtering feature. Specifically; any report which is to exclude disposed assets should include the following filter: AS.CURRENT REGION <> ‘XX’

When processing disposed items, the following steps must be taken to register these changes within Bar|Scan:


1. Open Bar|Scan’s Asset Table2. Go to Edit tab

3. Go to the sub-tab “Asset”

4. Confirm Asset Number (typically already present)

5. Change Status to read: ‘D’ (for Disposed)

6. Click on “Add Blank” in Asset Location History area

7. Right-click anywhere within the blue field that now appears

8. Select “Look Up Value”

9. Point curser to: “XX-5 -55 -555” (currently this is the only ‘disposal’ location available at XXXXX/Client)

10.Click ‘OK’

11.Go to the sub-tab “Inventory”

12.Enter Date of Disposal

13.Enter Type of Disposal (e.g.: ‘S’ for Sold, ‘A’ for Abandoned, ‘D’ for Destroyed or ‘T’ for Transferred)

14.Enter the corresponding PDA number into the Comments field for all disposed NXP assets

15.Save your changes

After completing the data entry, the User must so notate on the PDAs.

Instead of removing disposed assets from the Bar|Scan system, the assets should be retained in the system for a predetermined number of years (5–10 years is suggested).

MANAGEMENT CONTROL

Property Disposal Officer -

The O/E Receiving Clerk or NXP Storekeeper shall prepare a Property Disposal Report which will be sent to the APO, PMO and Controller for review and approval. Once


approved, the assets approved for disposal shall be processed according to the above procedures by the PDO.

Reports Generation and Customization*IntroductionThe Bar|Scan Report feature provides many different predefined reports from which to select. These are called System Reports. Users can also create their own reports.

As the number of assets recorded in the Bar|Scan system becomes very large, Users may want to report on only a selected group of assets. Bar|Scan makes it easy to select only certain groups of assets so only the desired information is included in a report. Bar|Scan’s most powerful tool in accomplishing this is the Filter feature – discussed further along in this section

Creating Your Own ReportsUsers can easily design and customize reports, i.e., define the sort of the information, edit column headings, and specify the information contained on the report. Users assign a distinct name to custom reports and the title will be displayed on the Browse panel.

A simple example would be a report showing all of the assets on a particular floor or in a particular department, listed in order by the Catalog Type and Description.

Bar|Scan System ReportsBar|Scan has created several useful reports for the User. These are called System Reports. Users may print all of these reports, but unlike the reports that Users create, System Reports cannot be changed. However, Users can use System Reports as templates for any new reports Users wish to create. These new reports can then be changed. All System Reports begin their name with "{SYSTEM}.” After using a System Report as a template and making customizing modifications, Users should rename the “(SYSTEM)” prefix to read “(insert User’s name here)” for easy identification of the customized report’s creator and to distinguish these from System Reports in the future.

CLIENT ReportsCLIENT/W has also created several useful reports. These are called CLIENT Reports. You may print all of these reports, but unlike the reports that you create, CLIENT Reports cannot be changed. However, you can use CLIENT Reports as templates for any new reports you wish to create. These new reports can then be changed. All CLIENT Reports begin their name with "{CLIENT}.” After using a CLIENT Report as a template and making customizing modifications, Users should rename the “(CLIENT)” prefix to read “(insert User’s name here)” for easy identification of the customized report’s creator and to distinguish these from CLIENT Reports in the future.


Creating A New Report The number of possibilities for different reports is essentially endless. Users will likely receive requests from different individuals within the organization and will want to design new reports for them.

The Add Blank and Add Template buttons on the toolbar enable Users to design completely new reports. Bar|Scan also provides many {System} reports from which to choose. It is expected however; that you will want to customize {System} reports to satisfy the Mission’s needs by using them as templates for the User’s own reports.

To select Add Template Report, or Add Blank Report, click on their corresponding button along the bottom tool bar, or use the pull down menu Under Panel, and select Add, then select Template or Blank.

Add Blank will enable you to create the new report from scratch. No existing information will appear on the panels.

If you choose Add Template, you may choose an existing report to use as a template for the new report while on the Browse Tab. This option can be a big time saver for the non-expert report designer.

While on the Reports Browse tab, move the highlight bar using the mouse or cursor movement keys to go through the list. When the desired entry is found, click on it to move the highlight bar over it and press ENTER, selecting a Report.

Determine How To Make A ReportEach time a User creates a new report, information on each of the eight tabs that are used to create your report, should be reviewed. Make changes and additions when necessary. The eight tabs and their primary functions are listed below:

Order By - used to list how you want the information on your report to be sorted. This does not determine what prints, or which columns will print, or the order of the columns on your report.

Filter By - used to filter out all of the information that you do not want to see on your report.

Columns - used to list items that you need to see on your report. The fields that you place here (top to bottom) will appear as columns (left to right respectively) on your report.

Break On - use this item to determine any subtotals or page breaks that you want on your report.


Layout - use this tab to list page orientation, font size, justification, line spacing, and if you want a photo box on your report.

Header - list here the items that you want to print at the top of your report pages, and mark what type of header you want, if you want the date time page numbers and underlines to display on your report.

Title Page - this item is optional, and can be used to create a Title Page for your report, and to specify the font size.

Print - use this tab to specify where the destination for your report (your monitor, a printer, or a file) the number of pages to print, and any items the User wants to be prompted for, prior to each printing of this report.

Before making a new report, the User needs to decide several things.

1. The User needs to decide what information you want to print on your report. For example, if this is a Transaction report, you will need to decide if you want all of your transactions to print.

2. The User needs to decide how the information is to be sorted.

3. The User needs to decide if detailed information is desired, or if summary information only is needed.

4. The User needs to decide if any subtotals are to be shown on the report.

5. Finally, the User needs to decide whether to print the report or send it to a file such as Excel.

For example, the User decides how the report is to be sorted. If it is important to know how many computers there are, and their models, you may want to sort your report by Catalog Type and Catalog Description. This would print all Types together alphabetically (computers, monitors, etc.) then, it has subsets of the descriptions, all of these also sorted alphabetically. So, if the Mission has 14 different types of Monitors, they will print together.

If you need to know how many Xerox brand copiers are on this floor, the User may want to sort by Manufacturer, Type and then by description.

Users may want to print the report sorted by Inventory Initials, Inventory Date, and Inventory Time. This would assist in finding any errors that may need cleaning up, as the information would print out in the order that it was inventoried.


Users may want to sort reports by Asset number. If the asset tags have been placed on assets in numerical fashion, sorting a report by the Asset number will allow the User to see if any of the asset numbers are missing from the sequence. But, be careful when sorting by asset number, as every single asset number is different. Any additional attempt to further sort the information will be meaningless. If it is necessary to sort by anything else, the User must place the asset number last under the Order By list tab.

Users can specify how information is to be sorted on the Order By tab. The information will sort in the same order as you place the fields in the list.

Next, the User specifies what to print on the Filter By tab.

For example, if the Transaction table holds asset information from four floors of a building, and the User only wants to print information for floor number three, the User would need to add a filter to that report. The filter would specify that only assets located on floor three are to be printed, and would say, Current Floor = 03. Now the report will only print floor three.

Important: Any time the User is using a filter, always specify the field by using a right click and look up value. Do not simply type the information in your filter. Typing the filter, rather than selecting a look up value, is the most common reason for a report to not print because you may not type the information correctly.

If you want only the Xerox items to print, you would want to add a filter specifying, Manufacturer = Xerox.

If you want every item to print except your chairs, you would add a filter specifying, Catalog Type <> Chair.

If you need to print all of the transactions that are CG1002, you would simply add a filter specifying, Catalog (XX9999) = CG1002.

The User can make a report that does not have any filters on it. When you do not add a filter, the information in the entire table will print.

You can have more than one filter on a report, but care needs to be taken that the filters are limiting the information in a logical manner. For instance, if you need to see how many CG1002 you have in your whole building, specifying the Catalog (XX9999) = CG10002 is a good idea. But, you would want to remove a filter specifying the Manufacturer, or a specific floor.

Finally, you need to specify if you need any subtotal, and what you want to subtotal by. This information is filled out on the Break On tab.


Care needs to be taken when deciding what you are subtotaling on, as it is most often going to be one of the items that is specified on your Order By tab. These two items work in conjunction with each other. Try to ensure that the subtotal makes sense.

For example, if you sort by Manufacturer, Type, and Description, you would not want to subtotal by Catalog Number, as the end result of this report would not make sense. But, you may subtotal on Manufacturer.

If you sort by asset number, trying to subtotal by Catalog Type would not give you the desired result. But, if you sort by Catalog Type and asset number, you can subtotal by Catalog Type.

The rest of the information: the columns, their order, their width, their titles, the title of the report, the header, and the Title page are mostly cosmetic additions and changes. (There are a few exceptions, like counts and sums on more intricate reports, but you will need to get used to these a little at a time). For now, try to focus on learning these few facts, and the reports will soon make sense to you.

Examples of Filters In the previous example, the type of filter used was based on a value within the database. For example, Current Floor equals 09 is based on the value “09" in the Asset table.

You can create exception reports for items that are missing or have moved since your last inventory. For example, create an Asset Report of Current Locations in the Asset table which do not equal the Prior Locations, you can determine items moved since the last inventory.

The User could create a report of all assets with a current inventory date less than the first date of your most recent inventory. This would print all items, if any, which were part of an old inventory, but are not part of the new inventory.

By comparing a field in the Asset table to a field in the Transaction table, you could compare a change in the condition or status of an asset. You could compare a change in organization.

File FormatYou may choose from ten different report formats DELIMITED, DIF, FOX2X, FOXPLUS, SDF, SIF, TEXT, WK1, XL5, and XLS.

Print PreviewImmediately under the File option, is the word Preview with a box next to it. Simply check this box if you want to Preview your report on your screen without having to print it, and then click on the printer icon. Even though the report is only being printed onto


your screen, Bar|Scan still considers this a print function. If you use this function, each time you select the print icon, your report will be sent to your screen for you to preview. You may choose to print the report from the preview, or choose to exit the preview without printing it.

The Preview feature is one of the largest time savers in Bar|Scan, as you can see the way your report will look, without having to print a single page. On the preview page you can determine if any of the column widths or the Headers of those columns need adjustments.

If the User needs to make adjustments, he or she can by simply exiting the preview by going to the preview tool bar as shown below, and clicking on the icon of the open door.

Users can use the Print Preview feature to browse through information without printing it out, or, if the report looks the way you want it, click on the last button to print the report.

Note: If report is selected for preview and then printed from the preview window, ALL of the pages will print even if you have selected only certain pages to print.The Pages tab permits Users to choose to print all of the pages, or a single page, or a range of pages. If it is desired to print the entire report, select All. If the User wishes to print only one page, or a range of pages, select Pages, then, simply type in the corresponding number(s) for the page(s) desired to print. If planning to print a range of pages, enter the page numbers separated by a dash.

Note: If you select to Preview your report, then print from the Preview, ALL of the pages of the report will print, regardless of your choice on this page. If you do not want to print the entire report, yet you still want to preview the report, preview it, and close the preview. Change the report so that preview is not selected. Then, print the report, and the pages you selected will be the only ones that print.

Printing A ReportOnce a customized report is the way the User wants it to look, the report can be printed at any time. Simply select a report the User wants to print, and then select the Printer icon on the tool bar.

The User is asked if you want to go ahead and print the report.

If NO is selected, the User will be returned to the Reports Menu.

If the User answered YES, the report will immediately be compiled and sent to the printer, to the User’s monitor for a preview, or to a file, depending where the report was directed to be sent.


After answering YES and the printing process has been started, the User may press ESC to stop the process.

If the User answers CANCEL, it will stop this report from being printed and the User will proceed to the next report that was previously selected. If this report was the last or only report selected, the User will be returned to the Reports Menu.

Changing A ReportFrom time to time Users will want to change, correct, or add information associated with reports currently existing in the Bar|Scan system.

Bar|Scan will permit changes to the Report Name also. This is useful to alphabetize the reports.

From the Browse Tab, select the report by clicking on it, or use the cursor movement keys to move the highlight bar to the desired report and press ENTER. Then select the Edit tab.

The User may now change any of the information related to the selected report.

Remember that System Reports cannot be changed. However, users can use them as templates for any new reports which they desire to create. These reports can then be changed.

After having made desired changes, click on the Save button in the tool bar or press the Ctrl + S key combination to save the changed information.

Deleting A ReportThis feature completely removes a report from the Bar|Scan system. Obviously, caution should be exercised when using this feature. Removing reports from the system is most often done when a report has been superseded or is no longer appropriate.

To delete a report, select it on the Browse tab. Then, use the range feature (Function or F4 key) to highlight that report. Care should be taken to ensure that this report is the only report selected in your range. Then, simply click on the Delete button on the tool bar, or select delete from the Panel drop down menu.

The User will be asked to confirm this choice.

The Following Additional Bar|Scan Reports Must Be Printed For Inclusion In The Physical Inventory File:

Global Inventory Report GSA Exchange Sales Report


Mission Director's Residential Inventory

Database Maintenance (To be performed by System Analyst)

The System Analyst, ISM Manager or other designated ISM person responsible for protection and maintenance of the Bar|Scan database should ensure that no unauthorized Users have access to change the ‘Region’ field data, add additional users or otherwise make changes to Bar|Scan’s table of Users. This will effectively control unauthorized ‘Disposal’ or deletion of NXP from the database. Only the Mission’s designated PDO is authorized for access to this Bar|Scan field.

The designated ISM staff person should also conduct periodic (monthly) housekeeping services on the System. To operate efficiently, the table integrity must be maintained by Restructuring, Re-Packing and Re-Indexing the database.

The Agency periodically authorizes a batch of newly approved catalog numbers – often once a year. These are incorporated into a free downloadable updated catalog file which is available to all international locations licensed to use Bar|Scan. When available, these updates are typically posted on Bar|Scan’s website (this has recently occurred during October or November) of each year. Responsibility to download these updates falls to the System Analyst or designated ISM staffer who should be required to fulfill this additional annual Bar|Scan maintenance responsibility.

Instead of removing disposed assets from the Bar|Scan system, the assets should be retained in the system for a predetermined number of years (5–10 years is suggested).

* Adapted from chapter 10 of the Bar|Scan User Manual


anonymized sops for tracking and reporting nxp

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