What do I need to know about reports?

Tracmor enables you to run five types of reports - three on assets and two on inventory - so that you can quickly and accurately assess status and transactions for a wide range of parameters that you specify.

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This article describes everything you need to know about running reports: 

Finding the menu options

All options for creating reports are easily accessed from the top menu by clicking on Reports. This article focuses on using the top menu option.

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Note: You can also access all report options from the side menu by clicking on Report, located at the bottom of the side menu.

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Generating reports for assets

Asset audit report

Running an audit report compares the assets already recorded in Tracmor to what is currently "on the shelf." Running a report is a way to identify items that are missing - perhaps a transaction did not get recorded, or perhaps an asset has been misplaced or stolen - and items that have not been entered into the system.

To initiate an asset audit report, click on Report on the top menu, and then click on Asset Audit Report

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From this menu click on the (blue) plus icon in the upper right hand corner (indicated by the red arrow): 

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From the Create Asset Audit Report dialog box:

  1. Select the Area to be audited by selecting the it from the dropdown menu (Acme Computer Store in this example).
  2. Select the Location from the dropdown menu (Showroom in this example).
  3. Click the (light blue) plus icon (red arrow) to advance to the Asset Tag field.
  4. Add Asset Tag numbers - one at a time - and click on the (light blue) plus icon after each addition. As you enter the numbers, an Asset List (circled in red) will show each asset as it is added. You can delete any mistakes by clicking on the (red) trash icon.

    Tip: If you are set up to use a barcode scanner (also referred to as a portable data terminal, or PDT), use it to read Asset Tag numbers more quickly.

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Optional: If you want to run an audit of more than one Area/Location in one report, Click on Apply once all the items are added for a location. Then select a new Area and and a new Location from the dropdown menus. In this example, Asset tags from both the Showroom and Main Office were recorded. 

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Once the Asset List is complete, click on Complete Audit to generate an Asset Audit Report.

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When you click on the Asset Audit Report link, the Asset Audit List will show either all assets, or only discrepancies, depending on the view you select (see red arrow below).

If, for example, you select "View Discrepancies Only," and the system count shows one item recorded, but the PDT count is zero - there is a discrepancy. If the Asset Tag number had been input because the item is in place, the item would not be shown as a discrepancy.

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You can download the report by clicking on the Download button (top right). Select your preferred format (PDF, XLSX, or XLS). 

Asset transaction report

An asset transaction report allows you to review the transaction activity - that is, move, check in / out, reserve, unreserve, archive, and unarchive - of any specified set of assets. (Shipping and receiving transactions are available under the Shipping menu and the Receiving menu.)

To generate a transaction report, click on Report on the top menu and click on Asset Transaction Report

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The Asset Transaction Search function allows you filter you assets and transaction by practically every variable; you can search by:

  • Asset identifiers, including Model Number, Asset Tag, Category, and Manufacturer (choose from dropdown menu)
  • User (choose from dropdown menu)
  • Transaction date (click on field to show calendar)
  • Transaction type (click on check box to select)
  • Custom fields (choose from dropdown menu)

Once you have selected your filter parameters, click on Apply Filter to generate a list of Asset Transaction Reports

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You can also click on the arrows to the right of every column to sort information in ascending or descending alphabetical or numerical order.

Once the list is filtered and sorted to your specifications, download the report by clicking on your preferred format (upper right hand corner):

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Asset depreciation report

Important: A depreciation report can only be generated if depreciation is enabled by a user with admin permission. Also, depreciation classes much be created and applied to assets. For more information, see What do I need to know about depreciation classes?

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If depreciation is enabled, generate an Asset Depreciation Report by first clicking on Report on the top menu and then on Asset Depreciation Report

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When the Depreciation Reports page loads, all assets that were assigned a depreciation class are automatically displayed. You can filter the list by Asset Tag and date, and sort the results by date (ascending and descending). Be sure to click on Apply Filter after entering your search parameters.

Note: You can also remove search values by clicking on the "x" in any of the dialogue boxes. Once the search criteria is entered or to start over, click on Reset Filter (blue button).

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The Depreciation Reports include the values used in the calculation. These were entered for each asset during the asset creation process (one at a time or imported), and the selected depreciation method was applied. If more than one item is listed, the values in the columns are automatically summed and the result is shown in the bottom row.

Note: You can click on the arrows to the right of every column to sort information in ascending or descending alphabetical or numerical order.

Once the list is sorted to your specifications, download the report by clicking on your preferred format (upper right hand corner):

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Generating reports for inventory

Inventory audit report

An audit report allows you to take a measure of the inventory currently on the shelf compared to what is recorded in your Tracmor tracking system.

To initiate a report, click on Reports on the top menu and then select Inventory Audit Report.

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From the reports page click the (blue) plus icon in the upper right hand corner: 

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From the Create Inventory Audit Report dialog box:

  1. Select the Area to be audited by selecting the it from the dropdown menu (Acme Warehouse in this example).
  2. Select the Location from the dropdown menu (Storage Bay 2 in this example).
  3. Click the (light blue) plus icon (red arrow) to advance to the Inventory Code field.
  4. Add Inventory Code numbers - one at a time - and click on the (light blue) plus icon after each addition (10ftusbext in this example).
  5. Enter the quantity. As you enter the numbers, an Inventory List will show as each inventory item is added. You can delete any mistakes by clicking on the (red) trash icon.

    Tip: If you are set up to use a barcode scanner (also referred to as a portable data terminal, or PDT), use it to read Inventory Codes more quickly.

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Optional: If you want to run an audit of more than one Area/Location in one report, Click on Apply once all the items are added for the first location. Then select a new Area and and a new Location from the dropdown menus. In this example, Inventory Codes from both the Storage Bay 2 and the Storage Close were recorded. 

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Once the Inventory List is complete, click on Complete Audit to generate an Inventory Audit Report.

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When you click on the link for the audit of interest from the Inventory Audit List, the list will show whichever parameters you select using search (in this case the Area "Acme Headquarters"), and it will show the selected view: either View Discrepancies Only or View All (see red arrow below).

In the example below, the system shows that the quantity for Inventory Code item "20ftethpatch" is 5, but none were counted in the audit process.

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Inventory location report

Run an Inventory Location Report if you need to find out where inventory items are. Click on Reports on the top menu and then select Inventory Location Report.

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When the Inventory List page loads, all inventory items are automatically displayed. You can filter the list using the search function by specifying a particlular Inventory Code, Area, Location, Category, and/or Manufacturer using the dropdown menus. Be sure to click on Apply Filter after entering your search parameters.

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You can also click on the arrows to the right of every column to sort information in ascending or descending alphabetical or numerical order.

Once the list is filtered and sorted to your specifications, download the report by clicking on your preferred format (upper right hand corner):

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Related articles

How can a barcode scanner speed things up?

What do I need to know about depreciation classes?

What do I need to know about assets?

What do I need to know about inventory?

What do I need to know about areas?

What do I need to know about locations?

What do I need to know about categories?

What do I need to know about manufacturers?

 

 

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