Inventory Checking Spreadsheet

A.  Note the tabs at the bottom left of the spreadsheet. These allow you to navigate between the various parts of the spreadsheet.

Click on the Tags tab

B.  Connect your scanner to your USB port. Windows XP should recognize the scanner automatically.

Click in cell B2

Scan your first asset tag. The computer should enter the number and then change cell B2 from magenta to white. This indicates that the asset tag number that you scanned found a match on your inventory.

C.  If you go back to the SAP_Inventory tab you will see that the item whose asset tag you scanned is now highlighted in green to indicate that you have found it.

D.  If you find property without an asset tag you can type in or scan the serial number on the Tags tab. Remember to go down to the next row from where you last scanned in an asset tag number and click in column C. Once again, if the computer finds a match it will remove the magenta highlighting of the cell.

Going back to the SAP_Inventory tab you will see that the object whose serial number you entered is highlighted in yellow.

The yellow highlighting helps you remember which items you have found but either need an asset tag or their asset tag is on the wrong object.

E.  If you click on the Summary tab you will see that the spreadsheet keeps a running count of what you have found and how much more is left.

F.  You can sort your spreadsheet to separate found objects from the ones you have not yet found.

On the SAP_Inventory tab click in the cell immediately to the left of the A marking column A and immediately above the 1 that marks row 1. The square has been colored red on the picture below. It is not normally red. Doing this highlights the entire spreadsheet.

Go to the Data menu and select Sort... When the dialogue box opens, make sure to match the picture below. (Be careful not to select the "Found" field. It must be the "Found-Not Found" field.)

You will see that all the found items will be listed first, followed by the items still not found.

G.  Near the right end of the SAP_Inventory there is a gray column labeled Found. This column allows you to mark as found an object that has neither an asset tag nor a serial number. Simply type a 1 in the correct row.

A few cautions

• Do not simply hit Print or you will be printing for a long time. Highlight the area you want to print and then in the Print... dialogue box click the Selection checkbox. Everything prints out on legal size paper. Much as we hate printing on legal size, there is too much information to fit on letter size.
• Most of the cells with formulae or special formatting have been locked to avoid accidental changes (and to protect copyright). If you have suggested changes feel free to e-mail central@houstonisd.org.
• Make lots of back-ups (perhaps do a Save followed by a Save As... at the end of each day so you start a newly named spreadsheet each day - in case you really mess up.
• Tech support is very limited. E-mail central@houstonisd.org with your questions. Please do not call.
• Check http://dept.houstonisd.org/centralregion/technology/inventory/index.htm occasionally to see whether there is an update. Depending on interest, this spreadsheet may or may not be further developed.