Lawson Asset Management Property Officer Guide U NIVERSITY OF M ISSISSIPPI M EDICAL C ENTER

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1 Lawson Asset Management Property Officer Guide U NIVERSITY OF M ISSISSIPPI M EDICAL C ENTER

2 Contents How To Lookup an Asset... 3 How to Lookup a Departmental Property Officer... 3 Asset Screen for an Item Assigned to your Location... 4 Asset Screen for an Item Not Assigned to your Location... 4 How to Edit an Asset... 5 How to Create an Internal Transfer for Inventoried Assets... 6 How to Remove an Asset from a Transfer Before Submitting... 7 How to View or Cancel a Pending Transfer Processed From Your Department... 8 How to Accept or Reject an Internal Transfer... 9 How to Dispose of Non-Inventoried Assets How to Print Asset Location Reports This User Guide provides procedures for Property Self-Service and In-basket Process Flow Integrator. This is intended for use by departmental property officers. The departmental property officer will obtain security access by completing a Property Officer Appointment Form which is available on the UMMC Intranet under Departments/Property Control/Forms/Property Officer Appointment Form. Send the completed form by campus mail or fax to The UMMC network login is used for Property Self-Service and In-basket Process Flow Integrator. P a g e 2

3 How To Lookup an Asset 1. Select Property Self-Service - Asset Lookup. 2. Enter the UMMC asset Tag number. 3. Click on the Search button. Detailed information of the asset will display. Information is available on all UMMC equipment items. Screens will populate according to your security access. How to Lookup a Departmental Property Officer 1. To identify the Departmental Property Officer for a specific location code. Go to Property Self-Service Asset Transfer. 2. Use the drop down scroll bar in the To Location/Person field to select the location code. The name of the department and departmental property officer will be displayed for each location code. P a g e 3

4 Asset Screen for an Item Assigned to your Location An editable screen populates if the item is assigned to your location department. Asset Screen for an Item Not Assigned to your Location A view only screen populates if the item is not assigned to your location department. P a g e 4

5 How to Edit an Asset The Property Officer is allowed to edit the Room, Primary User and Notes fields for items assigned to their location department. The notes section is provided for the Departmental Property Officer to enter up to 200 characters of additional information to assist in the location or identification of the asset. To edit or add additional notes: 1. Select Property Self-Service - Asset Lookup. 2. Enter the Tag Number and click the Search button. 3. Click on the field you wish to edit (Room, Primary User, Notes). 4. Delete the current information if the field is populated for the Room and Primary User fields. Additional notes can be added without deleting the current information. 5. Add new information. 6. Select Submit Updates. You will receive confirmation that the changes have been submitted. P a g e 5

6 How to Create an Internal Transfer for Inventoried Assets 1. Select Property Self-Service - Asset Transfer. 2. Use the drop down scroll bar in the From field to select the location code of the asset to transfer. Only location codes assigned to you will be displayed. 3. Use the drop down scroll bar in the To Location/Person field to select the location code for the department that will be receiving the item. 4. Review the From and To Location/Person and click on the Confirm locations for this transaction button. A Locations confirmed button will be displayed. 5. Enter the UMMC asset tag number in the Enter Tag field. 6. Select Add Item. The asset information will be displayed under the Tags section. 7. Enter additional assets, if applicable. To remove an item from the transfer before submitting, see page 7 of the manual. 8. Enter the Name of the contact for the item. 9. Enter the Phone number of the contact person. 10.Enter the Location where the item can be picked up. Select Submit information. 11. A transfer submitted page will be displayed. Select File/Print to retain a copy. P a g e 6

7 How to Remove an Asset from a Transfer Before Submitting 1. Select the item to be deleted from the transfer. 2. Click on the X for the asset tag number under the Remove column. 3. The Confirm remove pop-up message will appear. Select OK or Cancel. If ok is selected, the item will disappear from the screen. P a g e 7

8 How to View or Cancel a Pending Transfer Processed From Your Department To View a Pending Transaction 1. To view a list of all transfers created from your department. Go to Property Self-Service - Pending Asset Transfer. 2. Click on the Transaction number link to view all assets that are part of this transaction. 3. To close all views, click on the Transaction number. To Cancel a Pending Transaction 1. Go to Property Self-Service - Pending Asset Transfer. 2. Click on the Transaction number. All tags listed on the transfer will be displayed. 3. Click on the X aligned to one of the assets under Cancel. 4. A partial cancel is not allowed. If it is necessary to remove a single asset from the transfer, cancel the entire transaction and create a new one, or you can directly contact the receiving department and request that they accept the appropriate assets. To cancel the pending transaction, select OK. To continue processing the transfer, select Cancel. 5. A pop-up will appear confirming the transaction was cancelled. Click OK. P a g e 8

9 How to Accept or Reject an Internal Transfer 1. An will be received when an internal transfer has been submitted to your location. This will request that you log into Lawson and review your In-basket Tasks. 2. Go to In-basket Process Flow Integrator and select Dept Property Officer*. The * notifies you that pending tasks are in your in-basket. 3. Click on the Asset Transfer Request to receive. 4. On the Windows Internet Explorer pop-up, select, OK. P a g e 9

10 5. The transfer request form will appear. Follow the instructions on the form. If you do not want to accept any assets, click on the Action Reject. Step 1: Either click the Select All Records button or click each asset that you want to process. Step 2: Click the Accept button to process the transfers. 6. On the Windows Internet Explorer pop-up, select OK. P a g e 1 0

11 7. Click on the Action Completed to finalize the transfer transaction. (Step 3 on Form) 8. On the Windows Internet Explorer pop-up, select OK or Cancel. Selecting cancel will allow you to select OK or Reject. 9. On the Lawson Portal Message Webpage Dialog pop-up, select OK. Note: The transfer is complete and asset transfer request information is deleted from your In-basket. How to Dispose of Non-Inventoried Assets To dispose of an item that does not have a UMMC asset tag or for tagged assets with an inactive/disposed status. (Please list the tag number and state inactive for this type item.) 1. Go to the UMMC Intranet. 2. Select Departments/Property Control/Forms/Non-Inventoried Equipment Disposal Request. 3. Send the completed form by campus mail or fax to P a g e 1 1

12 How to Print Asset Location Reports Three reports are available for printing. (1) Asset by Location (2) Asset by Location Person Responsible (page break option available) (3) Asset by Location Room Number (page break option available) How to Print A Location Report: 1. Select the report you want to print from the Property Self-Service menu. 2. Enter Location (example: ) 3. Select OK. 4. Click on the export icon in the upper left corner of the crystal reports screen. P a g e 1 2

13 5. An export pop-up will appear. Select the file format from the drop down export option. (Microsoft Excel ( ) Data-Only has been chosen on the example) The reports are available for download in the following formats: 6. Click on the export button. (Some computers receive the following message on the upper part of the screen above the Lawson logo: To help protect your security, Internet Explorer blocked this site from downloading files to your computer. Click here for options. If you receive this message, click on the message and select Download File.) You may be required to go back to the Property Self-Service module and walk through steps 1 5 again to successfully export the report. DIS is aware of this problem and is seeking a resolution. If you don t receive this message, go to step Select open or save this file from the file download pop-up. The report will open in the format selected. 8. Click on the print icon or select file/print to obtain a copy. P a g e 1 3

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