Software Solutions
Scan & Validate
Turnkey Automation of the Physical Inventory Process
Experienced property managers know that many processes must come together to successfully complete a physical inventory. The InCircuit Scan & Validate system is a turnkey, Internet-based solution that streamlines every aspect of the physical inventory process. It includes comprehensive functionality to automate and manage the physical identification and reconciliation of assets and, best of all, provides this functionality as an extension of your existing asset management system. Scan & Validate is a hosted service and includes free setup and unlimited technical support. To begin using the software you simply need to produce a plain text file containing the fields applicable to your physical inventory process. InCircuit then uses built-in utilities to automatically configure Scan & Validate into a customized extension of your current software. Setup is fast, easy and free! Even the mobile applications are configured automatically to use your existing field names, location codes, and all other relevant data.
Complete Turnkey Solution
- Automates the transfer of data from your existing system
- Automates the partitioning of the data into subsets
- Automates the distribution of data
- Includes seamless communication utilities for transferring data to and from data collection units (scanners)
- Allows the property manager(s) to monitor and manage the inventory processes - from any web browser
- Includes comprehensive scanner software applications
- Allows locations without scanners to validate inventory using the web browser
- Uses one central database for validation
- Allows immediate identification of items that have changed locations (inter-department communication)
- Produces immediate discrepancy, missing-item and other reports
- Automates the approval process for collected data
- Automates the transfer of completed inventory data to update the main financial system
- Allows inventory data to be archived …and much more
Works With Your Existing System
InCircuit Scan & Validate is designed to work in conjunction with your other enterprise applications. Consequently, Scan & Validate includes built-in import and export utilities to facilitate the transfer of inventory fields specific to your inventory process. Using a simple file layout that you provide, the system automatically configures itself to accommodate your data. With these built-in utilities, Scan & Validate literally becomes an extension of your current asset management system. The system setup allows you to track as many or as few fields as required in your inventory process, and can be changed at any time. The "Validation Rules" functionality cross-references every change made during the inventory process to insure that all data conforms to the format required by your enterprise asset management system.
Internet-Based
InCircuit Scan & Validate is a web-based application, so you can use the system from any PC with Internet access. This means that property managers can set up Validation Subsets and remote users can access their inventory data from anywhere. Even the communication software that synchronizes data with the mobile units is Internet-based. Once custodians are logged into the PDA, they simply put the unit in the cradle, press one button, and the software synchronizes with the main database via the Internet. Regardless of their location, the property manager has complete control of the inventory process. The database, administration, import/export utilities, mobile device communication utilities, validation, and reporting are all browser-based. The Subset Manager provides property managers with a "birds-eye" view of the entire inventory process from start-to-finish.
"Excellent results! Our job has never been easier and the process is even beginning to be fun!"
-- Connie Stokes, Asset Manager, Texas Workforce Commission
Powerful Mobile Applications
InCircuit Scan & Validate includes software designed to operate on the Palm-based Symbol SPT1800 (or any other PDA that utilizes Palm OS). With the push of one button, these devices automatically synchronize data with the Scan & Validate server. Depending on your needs, you can choose from two inventory methods when conducting your inventory:
Editable Audit
is a comprehensive program that enables in-the-field management of inventory data. Changes to any field can be made on the spot during the inventory. Once the collected data is synchronized with the server, the property manager can view all records and approve or modify as needed.
Blind Audit
is designed to maximize the efficiency of data collection during a physical inventory. It entails scanning (or typing) a location code and scanning all assets in that location. It also allows for the collection of additional data for each item scanned. This option complies with the FAR45 guidelines for physical inventory.
Synchronization
Unlike traditional data collection systems, Scan & Validate synchronizes data between the PDA and the server. This means that all modifications made on the PDA are sent to the server, then the server sends back all of the latest information - including changes that other users may have made. This process is completely automated, and is begun by pressing one button on the scanner cradle. Because all synchronizations take place on a single central server (via the Internet), each scanner is immediately updated with results of all reporting scanners. This unique approach maximizes efficiency by immediately identifying items that are missing in one area and found in areas not expected.
Reports
Built-in Report Tools provide maximum flexibility in reporting on your data. Additionally, because all data resides on a server accessed via the Internet and all mobile applications synchronize to this data, the system can provide real-time summaries on the status of all inventories taking place. The system includes standard inventory and discrepancy reports. Built-in query utilities make it easy to create ad hoc reports at any point in the inventory process.