What Needs Tagging, Object Codes, Unit Codes, Building Codes, *DEFINE Info, and Annual Inventory 

Department inventory contacts and admins can help with annual inventory in three ways:

1.  Download the Scan To Spreadsheet app on a department iPad and scan faculty computers as you see them in the office.  The instructions for this operation are given through UT Inventory Services here:  https://afm.utexas.edu/inventory-services#information-about-scanning-inventory-items

I had made a quick one-page instruction sheet for our student workers on the operation and setup of Scan To Spreadsheet app. 

Show as link

2.  Encourage and flush out your faculty to bring their equipment to campus to be scanned by you or someone at the Help Desk in CMA 3.104.  The Help Desk has iPads with the scanner app for this purpose.

3.  Encourage or enforce your faculty to use the TimeStampCamera Basic app on their own smart phones to take pictures of their tagged inventory at home.  The app is free and needs location services turned on for it when in use to take a photo of the UT Inventory tag.  Send those photos to moody-inventory@austin.utexas.edu

The app is approved for use by UT Inventory services, but they do not have specific instructions for it. 

What Needs Tagging?

Items are tagged based on their capitalized or controlled status.  

Tagging Definitions

Capitalized: anything $5,000 or more.  These items require a UT tag.
Controlled: Items costing $500 to $4,999 on the list below.  These items require a UT tag.

Common Controlled items include:

Cameras & Video Cameras  (DSLRs, high-end video cameras, expensive lenses)
Computers, iPads, and Tablets  
Projectors
Professional audio production gear (ProTools Interfaces, high end audio recorders, microphones)
TV monitors

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.  These items should not be tagged.

Controlled vs Capitalized is outlined in detail in the UT Office of Accounting's Handbook of Business Procedures Part 16, Inventory Control and Property Management

An itemized List of Controlled and Capitalized Items, is maintained provided by the Office of Accounting and by the State of Texas Comptroller's Office.

Moody College Unit Codes

• 0940-000 (Dean)                   Moody College
• 0950-000 (SRS)                     Stan Richards School of Advertising and PR
• 0960-000 (JOU)                    School of Journalism and Media
• 0980-000 (RTF)                     Radio, TV, Film Department
• 1000-000 (CMS)                    Communication Studies Department
• 1010-000 (SLHS)                   Speech, Language, Hearing Sciences Department
• 1015-000 (Strauss)                Annette Strauss Institute
• 2420-000 (KUT/KUTX)          KUT/KUTX Radio
• 2425-000 (TIPI)                     Telecommunication Information Policy Institute
• 1030-000 (CME)                     Center for Media Engagement
• 0970-000 (CHC)                     Center for Health Communication
• 0975-000 (BLANK Center)    Arthur M. Blank Center
• 4620-000 (TSM)                    Texas Student Media
• 4500-999 (Surplus)               UT Surplus

Many units will have sub-unit codes for specific researchers and divisions.   Those start with the main unit code but end with specific two digit numbers.  For example, The SLHS main unit code is 1010-000 but a sub-unit within SLHS, CSD-PI-BYRD, is 1010-013

Site Codes

UTM     UT Main Campus
RNT     Rented Space - UTLA

Building Codes

0180     CMA
0182     CMB
0183     HSM
0185     DMC
0738     LAC
0040     WWH
0984     UA9
9066     LA1

More building codes and other info is available through UT Facilities Services Building List. 

 Commonly Used Object Codes 

1475 – installation of 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

Mainframe Modules for Inventory Management

*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

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 green space output (Austin Disk).

Helpful Links

Point Plus

Inventory Services Website

Inventory Off Campus Form: For tagged items used off-campus. UT Office of Accounting, Inventory Services

Inventory Removal Request Form: For removal of tagged items from inventory system. UT Office of Accounting, Inventory Services

Inventory Transfer Form – CCART: For transfer of tagged surplus to another unit or UT Surplus. (UT EID Required)

Stolen Equipment Notification Form:  For notification of Cat-1 data loss. UT Information Security Office

Handbook of Business Procedures Part 16, Inventory Control and Property Management