This guide details the process for managing generic, non-serialized assets (such as books) in inventory, including check-outs, check-ins, and marking items as missing.
Inventory Quantity Dynamics
Check Out: When a quantity is checked out (e.g., 8 copies of "Of Mice and Men"):
Available Quantity: Decreases (e.g., from 23 to 15).
Total Quantity: Remains unchanged (e.g., 23).
Checked Out Quantity: Increases (e.g., 8).
Check In (Return): When the assets are returned, the Available Quantity increases, while the Total Quantity remains unchanged.
Tracking Checked-Out Quantity: This information is not on the asset itself; it is found in Reports > Resources by Location and Room.
Consumable Assets Exception
This process only applies to generic assets.
Consumable assets cannot be checked back in. If a consumable asset is returned, it must be re-added to inventory using the “Add inventory” button on the corresponding asset.
Marking Assets as Missing
If a teacher returns some copies but asks that others be marked as missing, follow these steps during the check-in process:
Navigate: Go to Dash > Check In/Out on the left-hand navigation.
Find User/Asset: On the Check In tab, enter the user's information and click ‘Check In’ next to the corresponding asset.
Confirm Missing: Confirm the quantity of missing assets and select the corresponding asset status.
Check In Remaining: Proceed by checking in any remaining returned assets (if applicable).
Impact of Missing Status
Once assets are marked as missing, the Total Quantity and the Checked-out Quantity will be reduced by the number of assets marked missing.
Example: After 1 copy of "Of Mice and Men" is marked missing, the Total Quantity becomes 22, and the Checked Out Quantity becomes 7.
Reports: The quantity removed will be displayed in Reports.