Inventory Process - Spiceworks Community

Inventory Process
This will detail how to add devices to inventory in Spiceworks.
Formatting:
• Bold - important term for the Step or title of a window
• Italics - something of importance in the Picture
• Bold & Italics - click on this
• "Bold & Italics" - in quotes means that this is a label for a button to click on
1. Print Labels
First make sure that you have the appropriate labels. Currently we print our own labels on the
Zebra GX430t but we could easily order labels in the future (for security or environmental
concerns). We currently have a pile of labels printed in singles, duplicates and rows of 5 for
various devices.
Currently we label power adapters for devices with the matching Asset ID so laptops get 5 ID
labels (one inside, one outside and one on the power adapter). We also hide labels inside
cases and so forth so that if someone removed the visible label there would still be one inside
the device (if practical). It is common practice to throw away two labels (of the five) rather than
miss a label on something by only using a paired number.
We also use the UPC code for the Asset ID and Spiceworks offers us the alternative to import a
QR Code as well which would open right to the device's inventory page. We will look at moving to
this label in the future.
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2. Label Device (if the box is sealed go to Step #3)
If the Box is sealed and not being deployed or allocated, save the time and skip to Step #3.
If the device is already unpacked you should apply labels as per the department policy. Currently
we label any device worth over $100 (many exceptions) and all pieces that can support a label
and would need to be ordered special to replace (ie. laptop power adapters). As in Step #1, there
are standards being rolled out for various devices and label quantity and locations.
3. Label Box
The labels get skid into one of the shipping label bags with the sticky backs and attached to the
box. Typically we place this bag close to the UPC codes or shipping label on the box. The picture
includes an empty bag as well as a box with a label on it.
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4. Add New Purchase (if you used the RFQ process go to Step #7... if your purchase details
have already been edited go to Step #12)
If you purchased a device without using the Spiceworks RFQ process you will have to add the
device to the purchasing list manually. To get to the Purchase List mouse over the Purchasing
link in the top bar and click on Purchase List on the far left menu.
Once on the Purchase List screen click on the "New Purchase" button in the top right.
5. Add More Details
When the Create a new purchase window opens, click on the "Add More Details" button to open
the details of the purchase.
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6. After Edit
After editing the details of the purchase, click on the "Save" button to save the details and move
back to the Purchase List.
7. Mark Received & Edit Details
In the far left column (Status) click on the third arrow (picture) to mark the device Received. If you
had used the RFQ Process you would already have the first two arrows green (Approved and
Purchased) and most of the details would be populated.
Then click on the second column (Item) with the Item Name to highlight the Purchase. Once
highlighted, click on the small "Edit Details" tab open at the bottom of the center of the Purchase.
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8. Additional Documentation
If you did not use the Ticketing system to start your Quote in the RFQ tool you can add a Ticket #
to the purchase by entering a Ticket # in the "Ticket" box. Once in the details window you can edit
and add details as well as documents. Click on the "Attach a File" button with the paperclip to
add an invoice or document important to this purchase.
9. Attach Documents
Type a note about the attachment you are adding like "Invoice" if you are attaching an invoice to the
Purchase. Then click on "Choose File"
10. Save Attachments
After selecting a file by browsing and double-clicking on a file or selecting it and clicking on
"Open", you will be brought back to the Attach a Document window where you will click on
"Save" to save the attachment and return to the Purchase Details.
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11. Save Purchase
Click on the "Save" button
12. Add New Asset
With the Purchase still highlighted, click on the pull-down arrow at the far Right of the row and
select "New Asset"
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13. New Asset Summary
Enter any details for the new asset that are not imported from the Purchase and hit "Save". For
inputting of Serial Number or MAC Address, if you use the scanner and scan the numbers off
packaging, ensure that if there are preceding characters that you remove them after scanning.
14. Inventory Details
Select "Edit" from the top right to edit the details of the device.
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15. Save Inventory
Some of the important details we document are:
1. Owner: if the device is assigned to an individual, ensure they have details correctly applied
with extension
2. Asset Tag: do not scan or enter this in until the labels are attached to a box or device
3. Location or Site: home location for this device
4. OS License Type: if applicable, assign SA license here
5. OS Licensed: if applicable, enter the OEM license purchased with this device if not covered
by SA
6. Monitors: This is a new detail we are tracking to show both how many monitors a device
was assigned and how many is is capable of supporting
When done, click on "Save" in the top right to save details to the inventory.
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16. Add Notes
Click on the "Notes" tab to enter notes about the device.
17. Edit Notes
On the far Right from the Tabs, or under the Notes tab, click on the "Edit" link to add comments to
this device. These comments will be tracked by date so if you enter two notes on the same day
they will appear as one entry when complete.
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18. Save New Notes
An example of a common Note we enter here is the wireless MAC and physical MAC of all
laptops. Be default the device will have one MAC that it sees all the time. This gives us a quick
access to both MACs in one screen without digging. This is also where we document some of
the usernames/passwords for HTTP devices like FXOs.
When done entering data, click on the "Save" link to save the notes to the device.
19. Documents
Select the "Documents" tab to add documents and attachments to the device.
20. Add Documents
Click on the "Choose File" button. After selecting the file you want to attach, select the "Attach"
button.
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21. Select Invoice (or other documents for this device)
Double-click the file you want to add then hit "Attach". For our purposes we are attaching
Invoices from the server ( ### ) as well as any documentation we may need at a future date.
22. Back To General Tab
Click on the "General Info" tab to return to the main details page of the device.
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23. How to Add a Warranty
On the right side in the top device header you will see the pencil, plus sign and wrench. If you
click on the Plus Sign or the word "Add" that appears beside it a pop down menu will appear.
24. Add Warranty
Click on the "Add Warranty" button.
25. Warranty Details
Enter the details to create a new warranty and then hit "Save"
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