At EZOfficeInventory, we are committed to providing an unmatched support experience. Here’s how to get in touch:
- Email – firstname.lastname@example.org
- Blog – https://blog.ezofficeinventory.com – great place to start off and read about our existing and upcoming features
- Feature Request – http://ezofficeinventory.uservoice.com – we want our community to be involved in helping us define the product roadmap. Placing feature requests here allow for others to view and vote on them
FAQs of EZOfficeInventory are listed below
Deleting an asset permanently removes it from the system. We recommend that you ‘retire’ assets that are no longer needed.
Only the account owner can delete assets/inventory records in bulk to clean the account.
1) From Settings -> Company Settings -> Item Deletion, enable “Allow account owner to delete in mass”, as shown below. Make sure you save the settings by clicking the button at the bottom of the page.
2) Go to your items listing, select all the items you need, and delete them from the Actions dropdown menu → Delete.
Note: You can increase the records per page (from Settings -> My Settings) to the max i.e. 100. This will enable you to delete 100 records in a go.
EZOfficeInventory assigns an Item # to every item that you add to your account. This can also be referred to as the Asset # and Inventory #, depending on the context. The first item that gets added is #1, the second is #2, and so on.
We’ve also designed a special field called Asset Identification Number (AIN) for businesses that have their own sequence numbers. To enable this, go to Settings → Company Settings → Advanced Settings → AIN Options → Use Asset Identification Number (AIN).
With this option enabled, you can select the checkbox to ‘Make Asset Identification Number (AIN) Mandatory’ to ensure users cannot create or edit items without a primary identifier. This will ensure all items have a serial number associated with them at all times.
Note: You must ensure all existing items have an AIN associated with them, or you will be unable to enable the option to make AINs mandatory:
Some key features of AINs are below:
- AINs are unique to every item.
- You can type in @ followed by an AIN in the Search Bar to go directly to the details of the relevant item and take necessary actions.
- AINs can be used in Barcoding (Read More).
- Your item listing can be customized to show AINs instead of the Item #.
- Items are also referenced by their AIN in all alert emails.
If you have more than one serial number to refer to an item, you can always add a text field custom field (under More –> Custom Fields –> Items –> Add Custom Field). These custom attributes also appear in the search results.
You might find it helpful to read about scanning existing barcodes using the mobile app.
Asset Retirement deactivates said asset from our system. Retired assets do not count towards the subscription package limit and cannot be used actively. Their records, however, are still sustained in the system.
Asset Deletion, on the other hand, permanently deletes an asset from the system. This includes checkout history, service details, comments, etc.
To activate an asset that has been retired, filter the asset listing for retired assets. Next, select the assets needing activation, and simply use the ‘activate’ action.
EZOfficeInventory supports straight-line method and declining balance method depreciation at the group level. This can be enabled from Settings –> Add Ons.
Here’s a detailed guide on depreciation management in EZOfficeInventory.
Assets are items such as computers, cars, projectors, etc., that employees are likely to checkout and check-in. They have a long life and are not consumable like paper or office stationery.
Asset Stock refers to items which are used over a long period of time but are not tracked individually, e.g. cables and chairs.
Inventory are items that are temporarily stored in a warehouse, or have a limited shelf life. Large quantities of Inventory Items are typically purchased and then either consumed or sold. If sold, the price at which they’re sold is documented.
These items have different tracking goals. Inventory and Asset Stock is tracked using line items, while Assets need to have checkout tracking so you know which specific asset an employee has the custodianship of.
From a package limit perspective, each asset counts towards it. For Inventory and Asset Stock, each listing counts as one with no limit on the stock levels. As an example, having Chair as an Asset Stock with a 100 stock quantity will only count as one item towards the package limit.
Click here to learn more about distinguishing between Assets, Asset Stock and Inventory.
If you’re looking to have asset packages that can be checked-in and checked-out as one, read this blog.
You can setup a custom field of type ‘Date field (Alert)’ from More -> Custom fields -> Items.
Associate it with a specific group or all the future groups. Once created, you can then add the value for this custom field (date alert) from within the asset details page. You can set different date alerts for other assets.
So whenever a warranty is about to expire, you will get an email alert.
Also, if you set the custom field up as a recurring date alert, you’ll be able to manage repeated warranty renewals.
Note: You will only receive alert emails on the time set from Settings -> Company Settings -> Time for Alerts.
What it covers?
- Assets, asset stock and inventory
- Add, remove and transfer stock
- Add documents and view service and reservation history
For more, visit:
Note: The process described below is applicable to assets, asset stock, and inventory. We will use the example of an asset to illustrate the process.
To create new assets via scanning, enable ‘Barcode Reader’ in Settings > Add Ons > Hardware Scanner Integration. Hit ‘Update’ at the bottom of the page.
Once enabled, here are the steps to add an asset via scanning on PC/Mac:
Step 1: Go to Items page. Click ‘Add Assets via Scanning’ button to the right.
Step 2: On this page, you can scan as many labels as you want using a barcode scanner to create assets. Please note, if you’re scanning multiple assets’ labels, all of them must be of the same type – e.g. 10 different labels for 10 same laptops, all having the same specs and the name ‘HP Mini 110’. Useful when you’re adding same assets in bulk.
To add different types of assets, you’ll have to scan and create them separately in the system.
- For the scanner to work smoothly, click on the field to start scanning.
- Use your barcode scanner to scan labels of the assets you want to add on the system.
- Once you’ve scanned all the items, hit ‘Continue’.
Step 3: On the next page, enter the details of the scanned items. Again, if multiple labels are scanned, only similar types of assets can be created at a time.
Hit ‘Create Assets’, and you now have new assets added to the system via scanning.
Users can also create assets via scanning by using our mobile app.
You cannot change item types for existing items, for instance, if you want to convert an asset to asset stock. You need to first delete the asset by going to the Asset Details page
An overlay will appear asking you to retire or delete the asset permanently
Next go to the Asset Stock page and select how you want to add new stock
You can either import asset stock from excel sheets from your computer, add asset stock manually or scan an item.
A new settings has been introduced that enables you to prefill AIN prefixes. Go to Settings → Advanced Settings → AIN Options.
Here when you enable prefill AIN, you will be able to enter AIN Prefix and No. of digits.
This will determine the length of the AIN number. E.g. If asset number is 1 and no. of digits = 4, then the AIN will be 0001. The number of characters excludes the number of characters in the prefix. If the Asset # is 1 and the prefix is ABC, then the AIN will be ABC0001.
If the asset # exceeds the threshold of the number of digits, create AINs accordingly. For example, if the asset # is 10000 and the number of digits is 4, the AIN will still be 10000.
If a user changes the number of digits in the AIN or the prefix, it will only apply to new items.