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Barcoding Your Fixed Assets

So, you are considering using bar codes to help keep track of your equipment and furniture assets or to take inventory.

This brochure talks about some of the chief things you need to consider as you approach this task.

OVERVIEW OF WHAT YOU WILL NEED

First the overview. For ease of tracking, you need:

• Your own PC
• PC software to manage the assets
• To affix a uniquely numbered label on each asset
• Creation of a computer data record for each asset
• A portable bar code scanner and software for inventory
• Cables and software on the PC to accept inventory data
  

WHERE ARE YOU STARTING FROM

Different companies and agencies are starting from different points. Before we can help you we need to know where you are now.

Ground zero--have no effective tracking of personal property. In general you will need to consider all of the elements above.

Existing asset tracking system on computer or 3 x 5 cards. Since you have descriptive records of each asset, your task is simplified, but you will need to convert the data to a new automated database.

Existing accounting system contains asset records. If the accounting records are accurate, your have several options available.

GROUND ZERO

If you have no systematic information about the assets you want to control and manage, you must next consider what your needs are:

• Relatively simple tracking and inventory
• Somewhat more sophisticated control and management
• Quite specialized to satisfy tracking and accounting
  

SIMPLE NEEDS

If you are a small organization which wants an easy-to-use system to take inventory, QueTel offers two approaches to your needs.

1.We can supply you with a complete start up system, with a portable data collector and scanner, along with a set of bar code labels. Please ask us for the PC Track data sheet describing this system.

2.If you have your own software developers and merely wish the ability to take inventory using bar codes, we can supply our Quick Inventory System (QICS). Please ask us for the data sheet describing QICS.

SOPHISTICATED NEEDS

If you are a relatively large organization, usually over 4,000 or 5,000 assets, you may want more powerful PC and data collection software that allows some customization to meet your requirements. Typical of these needs are:

• Use of bar code scanner to save time in start-up inventory
• Custom data field names, lengths, and standard reports
• Multiple users on a network 4 Exchange of data with another system (import/export)
• Creating ad hoc reports
  

If your needs are specialized, ask for more information about QueTel's Asset TraQ.

SPECIALIZED NEEDS

Some clients need systems that are nearly custom designed because of the special nature of their business, for example special depreciation schedules, field inventory verification, unusual data entry or reports, fund reconciliation.

Because our Asset TraQ system is so flexible it can frequently be used to meet the most specialized of needs. We recommend you first ask more information about Asset TraQ. If we cannot satisfy your needs by enhancing TraQ, we can custom design an entire system for you.

EXISTING TRACKING SYSTEM

If you have either an out-of-date asset control system or one that exists only on some equivalent of 3 x 5 cards, the next questions you should ask center around how each asset can be identified.

• Each asset has a unique bar code on it already
• Each asset has a unique number on it for ID purposes
• Items are not uniquely identified
  

UNIQUE BAR CODE

If the existing assets all have a unique bar code already and that bar code number in the system record, you may be able to merely use the data from the existing system.

You may totally replace your asset system with ours. See the data sheet for TraQ. You will need the standard data import capability to download data from the old system.

Alternatively we can provide you a "front-end" system that will permit you to retain your existing system but use bar codes for physical inventory and exceptions reporting.

UNIQUE (NON-BAR CODE) NUMBER

If your current system has a unique asset tag or serial number associated with each item and that number is in the system record, you may be able to use the data from this system. If your data is on 3 x 5 cards we can convert it to electronic form. Once in electronic form, you can use it as the basis for a new database and convert the old number to a bar code.

See the QueTel brochure for TraQ. You will need the standard data import capability to download data from the old system, and can use its electronic matching capability to avoid rekeying the existing data from your records.

EXISTING ITEMS DO NOT HAVE UNIQUE NUMBER

Sometimes one of the following characteristics will apply:

• Your assets do not have a unique number on them
• The unique number on the asset is not in the records
• The records have unique numbers, but they are not on the asset
  

If this is the case, it is unlikely that the existing data can be used. You are likely to have to begin from ground zero.

EXISTING ACCOUNTING SYSTEM

Frequently accounting systems will provide an inventory capability to help audit the validity of the asset records. Unfortunately, some accounting systems or their uses lump purchases of assets into one accounting line item.

INDIVIDUALLY IDENTIFIED AND MARKED ASSETS

If the assets are individually identified in the accounting system and its record is marked with a unique identifier which is also affixed to the asset, your case is similar to a company with an asset system. Ask for a TraQ brochure, if you would like a standard asset tracking system that can interface (upload and download from your accounting system). Or, ask for the BARSYS data sheet that to provide a front-end system to your existing system to enable you to continue using it and take an inventory using bar codes.

ASSETS ARE NOT INDIVIDUALLY IDENTIFIED

If your accounting system does not individually identify each asset, but lumps them together as bulk items on one line item from, say, a purchase order, it is likely that you will have to start from base zero. You may call us to discuss whether there is some means whereby items can be converted from your old system, but few have had luck in doing so.