Sr. VP for Administration and Finance Property Inventory System

Sr. VP for Administration and Finance

Property Inventory System

Scanning Instructions

September 05th, 2017

NMSU Senior VP for Administration and Finance Property Inventory System

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Table of Contents

Overview ......................................................................................................................................... 2

Software Links ................................................................................................................................ 3

Installing the Software ................................................................................................................ 3

Scanning .......................................................................................................................................... 5

Uploading Scan File ........................................................................................................................ 8

Export Data ................................................................................................................................. 8

Microsoft ActiveSync (Windows XP) ........................................................................................ 9

Windows Mobile Device Center (Windows 7) ......................................................................... 12

Renaming the scanned data file ................................................................................................. 15

Upload to the Property Inventory System ................................................................................. 16

Reports .......................................................................................................................................... 21

Inventory Report (Detailed) ...................................................................................................... 21

View Scan Files ......................................................................................................................... 24

Inventory Certification .................................................................................................................. 27

Support .......................................................................................................................................... 32


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Overview

Inventory scanning will be conducted using NMSU Janam scanners. In order to be able to upload

scan data to the Property Inventory System, users will have to ensure that either Microsoft

ActiveSync or Windows Mobile Device Center is installed on their computers. After the

installation is complete, inventory scanning can commence according to the instructions

contained in this document. The final step is to use Microsoft ActiveSync (for Windows XP) or

Windows Mobile Device Center (for Windows 7) to sync the scanners and upload the data into

the Property Inventory System.

Contained in this documentation:

Links to the Microsoft ActiveSync and Windows Mobile Device Center software.

Instructions on how to scan inventory using the Janam scanners.

Details of the naming convention for scan data files.

Instructions on submitting the scan data file.

How to run reports.

Inventory certification

How to get support


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Software Links

The software required to synchronize the Janam scanners to the PC can be found at the following

website:

Microsoft ActiveSync Version 4.5 (Windows 2000/XP)

http://www.microsoft.com/windowsmobile/en-us/downloads/microsoft/activesync-

download.mspx

Windows Mobile Device Center 6.1 (Vista/Windows 7)

http://www.microsoft.com/en-us/download/details.aspx?id=14 (32-bit)

http://www.microsoft.com/en-us/download/details.aspx?id=3182 (64-bit)

Windows 8/10 are not compatible with the software, work with your IT department

to get access to a windows 7 device for use with the scanning software

Installing the Software

Follow the on-screen instructions to install the software. All default settings are accurate.

Administrator access is required to install the scanner syncing software. If you have

administrator access on your machine, you can install the software yourself. Otherwise, you will

have to contact your desktop support to have the software installed.

http://www.microsoft.com/windowsmobile/en-us/downloads/microsoft/activesync-download.mspx

http://www.microsoft.com/windowsmobile/en-us/downloads/microsoft/activesync-download.mspx

http://www.microsoft.com/en-us/download/details.aspx?id=14

http://www.microsoft.com/en-us/download/details.aspx?id=3182


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If you are using Microsoft ActiveSync, you will be asked to choose your Synchronization

Options the first time you connect a scanner to your computer. Uncheck all options before

continuing.

The first time you connect the scanner, you will be asked if you want to

sync the scanner with your computer. This is related to items like email

and your Outlook calendar, and NOT related to Inventory. Uncheck all

the options before you continue.


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Scanning

To prepare the Janam for inventory, follow these steps. If the device is already running the PTS

TracerPlus 7 application, you can click on the Inventory form to begin scanning. If the device is

not on the application, click the PTS TracerPlus 7.

1. Turn on the scanner.

When using the scanner, you can “click” on fields using the stylus or

your finger.


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2. Enter your username in the User Name field. This will be the person doing the scanning.

3. Click on the Scan Door field and scan the door barcode. To scan, aim the top of the

scanner at the barcode and press both black buttons on each side of the device.

4. Click the Item field and scan the inventory barcode on the item you wish to scan. A

sample barcode appears below.

New Mexico State University

*U401411* U401411

5. Review the last item scanned.

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6. To scan additional items in a room, repeat Step 4-5 until you have no more items to scan.

7. Click on the New Room button when moving to a new location. This will position the

cursor on the Scan Door field. Follow Steps 3-6 until done.

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Uploading Scan File

Export Data

When you have finished scanning and want to upload what you’ve scanned to the Property

Inventory system website, follow the steps below.

1. From your TracerPlus application, click on File.

2. Click Export Data.

3. A message will be displayed stating 1 files exported to \My

Documents\TracerPlus7\Data\Exported. Note that this is just Step 1 and your scan data

is still only on the scanner. The first export step prepares your data to be moved to your

computer. Click ok to continue.

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The next step is to copy the file to your computer using either Microsoft ActiveSync (Windows

XP) or Windows Mobile Device Center (Windows 7). Once you have determined which

synchronization software you will be using, follow the applicable instructions below.

Microsoft ActiveSync (Windows XP)

1. Turn on Janam scanner.

2. Plug the Janam scanner into your computer using the included USB cable. This will

automatically launch Microsoft ActiveSync.

3. If Microsoft ActiveSync does not automatically launch, double click the green circle

icon in the lower right hand corner of your computer screen.

4. Click on the Tools menu.

5. Select Explore Pocket PC.

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The Mobile Device explorer window will be displayed.

6. Double-click on the TracerPlus7 Folder.

7. Double-click on the Data Folder.

8. Double-click on the Exported Folder.

9. You may now go to the Renaming the scanned data file section of the manual below.

Rename the file while you are on the device (\My

Documents\TracerPlus7\Data\Exported).

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10. Drag and drop the renamed file (Example: FSA-BG2.txt) to your desktop.


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Windows Mobile Device Center (Windows 7)

1. Turn on Janam scanner.

2. Plug the Janam scanner into the computer using the included USB. This will

automatically launch Windows Mobile Device Center.

3. Windows Mobile Device Center will display as Connected. If Windows Mobile

Device Center does not automatically launch, click on Windows Mobile Device Center

from your Start menu.

4. Click on Connect without setting up your device.

5. Click on File Management.

6. Click on Browse the contents of your device.

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7. Double-click on the device’s hard drive (\).

8. Navigate to \My Documents\TracerPlus7\Data\Exported

9. You may now go to the Renaming the scanned data file section of the manual below.

Rename the file while you are on the device (\My

Documents\TracerPlus7\Data\Exported).

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10. Drag and drop the renamed file (Example: FSA-BG2.txt) to your desktop.


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Renaming the scanned data file

The scanned data file (S01_data.txt) will be visible on your device \My

Documents\TracerPlus7\Data\Exported. Right-click on the file and rename the data file

according to the following naming convention:

<Department Scanning Code>-<User Initials><File Number>.txt

1. Department Scanning Code is your department acronym. It should be an

abbreviated name for your department. For example, Financial Systems

Administration is abbreviated as FSA.

2. After the Department Scanning Code, type a dash.

3. User Initials should be the initials of the individual who is syncing the scanner.

4. File Number is a number indicating how many times data has been uploaded from

the scanner. For example, if this is the fifth time you have synced the scanner, use

the number five.

5. Add the .txt file extension, which is a period (.) followed by the abbreviation txt.

Example: FSA-BG2.txt would be the second scan document for department code FSA

by Ben Glickler. If you were to go out and scan more inventory, the scan file should

be named FSA-BG3.txt, and so on.

After moving the file to your computer, remember the file has ONLY

been exported to your computer. It has not been sent to the Property

Inventory System website. You need to complete the next section of the

manual to upload your scan data to the Property Inventory System


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Upload to the Property Inventory System

The Property Inventory System is an NMSU web-based system designed for users to upload scan

data to a central location. Once scan data has been uploaded, users may run reports on their

inventory based on what has been scanned.

1. Launch an internet browser (such as Internet Explorer or Firefox.) Note that the website

is optimized for Internet Explorer and may function differently in other browsers.

2. Navigate to http://inventory.nmsu.edu/. This will take you to the Property Inventory

System website.

3. Click on the Upload Scan Files link. This will open the Connect to

inventory.nmsu.edu window prompting you for a username and password.

Contents of scan files should never be modified for any reason. They

will be rejected by the system automatically, and you will have to rescan

any items that were scanned in the file.

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http://bfweb2.nmsu.edu/inventory


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4. Enter your username in the User name: field. For most users, your username will be

your ACN account. This is ACN followed by a backslash (\) followed by the username

you use to log in to your computer. For example: ACN\bglickle.

5. Enter your password in the Password: field. If you do not know your ACN password,

the default is your social security number. If this does not take you to the Property

Inventory System, you will need to contact ICT at 646-1840 to get your password reset.

6. Click OK. This will take you to the To upload your inventory files: screen. If it does

not, please see the support section to contact Financial Systems Administration.

All Previous users will continue to have access to the Inventory site.

New Users will need to send a request to afhelp.nmsu.edu (AF & FS) or

if external to AF&FS use fsa.nmsu.edu/service-desk-request/

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http://afhelp.nmsu.edu/

http://fsa.nmsu.edu/service-desk-request/


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7. Per the on-screen instructions, click Browse. This will open the Choose file window.

8. Click Desktop.

9. Select the file you wish to upload.

10. Click Open.

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11. Click upload.

12. The File was successfully uploaded message will be displayed. You may now click on

the Inventory Report (Detailed) to see what inventory you have remaining to scan.

13. If you are satisfied with the upload. Delete the renamed file from your scanner device:

a. Plug the Janam scanner into the computer using the included USB. This will

automatically launch Windows Mobile Device Center or Microsoft ActiveSync.

b. Navigate to \My Documents\TracerPlus7\Data\Exported

c. Right click on the renamed file (Example: FSA-BG2.txt).

d. Select Delete.

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Error Messages

1. If Error code 1 appears, then the file is not an inventory file. Make sure you are

uploading the correct file. If you are, contact Financial Systems Administration.

2. If Error code 2 appears when you submit a scan file, it means the file name you selected

has already been used to upload information to the Property Inventory System. You will

need to increment the number in your file name and try again.


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Reports

The Property Inventory System lets you run reports on your inventory at any time. Once you

have uploaded a scan file, you may immediately run a report to see how your scanning has

affected your inventory.

Inventory Report (Detailed)

Inventory Report (Detailed) displays the status of all inventory belonging to the selected

organization. The report will show whether the items have been scanned, and will also show

whether ICRs have been processed for any items. The report will not show any items that did

not belong to the organization at the beginning of the inventory cycle or items purchased after

June 30 of the year the inventory cycle began.

1. Click on Inventory Report (Detailed). The Select the Org codes to report screen will

be displayed.

Checking Inventory scanning progress on a weekly basis is a good idea

and can ensure no items are missed.

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2. Click the summary organization to which your department belongs. This will expand the

selection list to show all departments.

3. Click select next to your department name. This will select all organization codes

belonging to your department.

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4. Scroll to the bottom of the webpage. Select All, Unscanned, or Scanned based on what

inventory you want displayed.

5. Uncheck the Include inventory. . . checkbox if you do not want inventory that has had

an Inventory Change Report form processed against it to be displayed.

6. Click Submit. The Inventory Report (Detailed) will be displayed.

7. If there is a link in the Scanned column, the inventory has been scanned. Otherwise, it

remains to be scanned. The total number of items remaining also appears in the header.

8. Create Excel Sheet – Button can be used to save your scanning progress/report via

excel. (Right clicking in the report on the page can also provide another option to export

to excel)

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View Scan Files

The View Scan Files report will display the contents of raw scan files. With this report, you can

locate the scan file you uploaded and see what it contains. This report will not identify inventory

ownership by organization, but will identify whether any scanned items were not loaded in the

inventory system.

1. Click View Scan Files.

The scanners can scan any valid barcode, so it is possible to scan items

that are not in the system. Additionally, some NMSU inventory will not

be in the system. This is because the system is loaded at the beginning of

the inventory cycle with all active inventory as of 6/30. Any inventory

acquired after this date would not be loaded into the system.

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2. Scan files will be listed in alphabetical order. Click the checkbox next to the scan file

you want the system to display. In this example, 11-MUS-24 is the scan file being

selected. Note that you can select multiple scan files if you want to see more than one set

of data at a time.

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3. Scroll down to the bottom of the page and click Submit.

4. The selected scan files will be displayed. Ownership of inventory will be identified in the

Org column. Items not in the inventory system will be identified with an error message.

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Inventory Certification

When you have completed accounting for all your inventory, your department must submit

certification paperwork to the Central Property Office verifying that the entire inventory has

been scanned or had ICRs processed against it.

Certification must be done at both the Org/Department level and after all Org/Department

certifications are completed, the summary level must be completed as well.

To produce a certification form, follow these instructions.

1. Click on Inventory Report (Summary).

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2. Select the Summary Org to which your department belongs and click search.

3. Click the button in the row corresponding to your department.

Using Internet Explorer is required to populate the form correctly. Note

that Modified certification forms will be returned.

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4. The Inventory Certification form will be displayed with INVENTORY RESULTS

fields populated. Complete this form with all required signatures and submit it to the

Central Property Office per the form.


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5. When all departments have certified, the summary-level organization needs to submit an

Inventory Certification form as well. In the Inventory Report (Summary) screen,

choose your summary organization from the dropdown, click Summary level, and click

search.

6. Click the icon for your summary level organization. The Inventory Certification

form for your summary organization will be displayed. Complete this form with all

required signatures and submit it to the Central Property Office per the form.

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Important Forms

Approval for Home/Off Campus use

Inventory Scan Exception Form

Inventory Certification – Summary and Department

Permission to Sell

Available at the Central Property Page under Forms: https://property.nmsu.edu/

Forms also at the Administration and Finance Forms Page: http://af.nmsu.edu/forms/

Inventory Training video available on same page:

https://property.nmsu.edu/

http://af.nmsu.edu/forms/


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Support Scanner Technical Support is available for the following:

Scanning questions

Using the Property Inventory website (http://inventory.nmsu.edu)

Uploading scan data from the scanner to the website

Technical support, provided by Financial Systems Administration, can be reached through the

following options:

1. Online support request website (http://bfhrtech.nmsu.edu)

2. Email ([email protected])

3. Phone (646-TECH / 646-8324)

Please contact your departmental PC desktop support for software installation assistance related

to installing Microsoft ActiveSync or Windows Mobile Device Center.

NMSU Property Office Contact Information For Reprint of Barcodes, please provide a picture of the item and a picture of the serial number and send

to the following:

NMSU Property Office email: [email protected]

Phone: (575)-646-3139

Property Accounting Transfers of Equipment or Trade-Ins (ICR)

Updates for Custodian or Equipment manager (email)

Disposals of F, S, or P tagged items (email list of tags)

Doors without Barcode Form (Create Customer Request via AiM)

[email protected] (Property Accounting)

http://inventory.nmsu.edu/

http://bfhrtech.nmsu.edu/

mailto:[email protected]

