UAFR - Biennial Inventory Mobile Application Android Guide
Table of Contents
Sorting and Filtering the List
Adding Items to the Print Queue
Installation and Setup
The Biennial Inventory app is available for Android and Apple iOS platforms. Before you buy a device or try to download the app, you should be aware of the following minimum device and software requirements.
|
Device |
Recommended Screen Size |
Hardware Requirements |
Operating System Requirements |
|---|---|---|---|
|
Android Tablet |
7 inches or larger |
No minimum hardware requirements |
Android 5.0 and above |
|
Apple iOS iPad |
9.7 inches or larger |
Apple iPad Pro or iPad 4th generation or later |
iOS 10.0 and above |
This guide covers using the app on Android only. For iPad instructions, check the UAFR - Biennial Inventory Mobile Application iOS Guide.
NOTE: The Biennial Inventory mobile app should only be installed and used on university-owned devices. The app is designed for use on tablets. Based on this requirement and the amount of information/detail to view, using the app on a phone is not recommended.
Installing the App
The Biennial Inventory app is not available in the Google Play store. To install the Biennial Inventory app, you must download and install another app first. This app is called Beta by Crashlytics. Once you’ve installed it, this app will download the Biennial Inventory app for you.
Follow these steps to download and install both the Beta by Crashlytics app and the Biennial Inventory app. By default, Android devices only allow app installations from the Google Play store, so you must temporarily turn off a security setting to download the Biennial Inventory app. These steps show you how to temporarily turn that setting off, for this installation only.
|
Step |
Task |
|---|---|
|
1. |
Email aitsmobiledevservice@uillinois.edu to request access to the app. Include your email address, first name, and last name in your request. NOTE: You’ll get an email from AITS Mobile Dev Services when your access to the app has been set up. |
|
2. |
Make sure you’re connected to a University of Illinois Wi-Fi network and can open email on your Android device. NOTE: Contact your system administrator if you need help connecting or opening email on your device. |
|
3. |
Open the email from AITS Mobile Dev Services on your Android device. |
|
4. |
Tap the Open on Your Device button in the email message. This opens a new tab or window. |
|
5. |
Tap the Download button in the new tab or window. |
|
6. |
Tap the Download button in the pop-up message. |
|
7. |
Tap Open in the pop-up message. |
|
8. |
Your tablet goes to the security settings and displays this message: For security, your phone is set to block installation of apps obtained from unknown sources. Tap Settings. |
|
9. |
Tap the Unknown sources checkbox to turn it off temporarily. |
|
10. |
Make sure the option to Allow this installation only is selected. |
|
11. |
Tap OK. |
|
12. |
Tap INSTALL to install the Beta by Crashlytics app. |
|
13. |
Tap OPEN to open the Beta by Crashlytics app. |
|
14. |
Tap the NEXT button. |
|
15. |
Tap the DOWNLOAD button to start downloading the Biennial Inventory app. |
|
16. |
Your tablet goes to the security settings and displays this message again: For security, your phone is set to block installation of apps obtained from unknown sources. Tap SETTINGS. |
|
17. |
Tap the Unknown sources checkbox to turn it off temporarily. |
|
18. |
Make sure the option to Allow this installation only is selected. |
|
19. |
Tap OK. |
|
20. |
Tap INSTALL to install the Biennial Inventory app. |
|
21. |
Tap DONE to complete the installation. |
NOTE: As an app user, you’ll get an email when a new version of the Biennial Inventory app is released. The steps to upgrade the app will be similar to Steps 2-11 and 20-21 above. However, you won’t need to install the Beta by Crashlytics app again.
Connecting to the App
Before you start using the Biennial Inventory app, you should make sure that your device is connected to a University of Illinois Wi-Fi network.
The app automatically syncs with the web-based version of the Biennial Inventory system. If your device happens to lose its network connection while you’re using the app, the app will automatically store data in the device’s memory until it can reconnect. Once your device reconnects, it will sync again automatically.
NOTE: Your inventory list should be loaded in the Biennial Inventory web version before you log in to the app. You cannot load the inventory list from the app.
Follow these steps to log in to the Biennial Inventory app and open your inventory list.
|
Step |
Task |
|---|---|
|
1. |
Make sure you’re connected to a University of Illinois Wi-Fi network. |
|
2. |
Tap the Biennial Inventory app icon on your device. |
|
3. |
Type your NetID and password in the appropriate fields. |
|
4. |
Tap the Log In button. |
|
5. |
Tap the appropriate inventory cycle under Select a Cycle, if needed. |
|
6. |
Tap one or more Chart and Organization combinations to load under Select Org(s). |
|
7. |
Tap the Get Items button. NOTE: Depending on your connection, opening the list may take a while. |
|
8. |
Close the app or use the back button on your tablet to log out when you’re done using the Biennial Inventory app. |
Figure 1: App Login Screen
Using a Scanner
There are two ways to use the app to scan PTags. The first way is with your device’s camera. The other way, which is recommended, is to use a paired Bluetooth scanner. A scanner can easily scan and read PTags with bar code labels to automatically identify the item and item details for updating attributes and verifying the item status.
There are many scanners that can work with the Biennial Inventory app. If you choose to use a scanner, make sure it satisfies these minimum requirements:
- Supports Android 5.0 and above
- Supports HID (Human Interface Device) mode
Check the scanner instructions or ask your system administrator how to pair it with your device. Once the scanner is set up and paired with the device, make sure the cursor is in the Search field on the Biennial Inventory app before you scan a PTag with the scanner.
App Support
Email aitsmobiledevservice@uillinois.edu to request access to the app.
Before or during app installation and setup, contact your system administrator if you need help.
If you have technical problems with the app after installation, send a message to aitsmobiledevservice@uillinois.edu.
Using the Inventory List
The inventory list contains all the equipment items assigned to your unit’s Organization code. You’ll use the inventory list throughout the rest of the inventory cycle, as you conduct physical inventory.
NOTE: Unit Contacts must load inventory lists in the web-based version of the Biennial Inventory system before using the mobile app. You will not be able to see any inventory records in the app if the list has not been loaded. Go to Loading the Inventory List for instructions.
Load your inventory list by logging in to the web-based Biennial Inventory system at https://fabweb.uillinois.edu/
Sorting and Filtering the List
Sorting and filtering the inventory list in the app is similar to the Manage Inventory page in the web- based version of the Biennial Inventory system. You can also search for specific items by keyword, PTag, or other criteria.
You can sort the inventory list by:
- The primary PTag number, if the item is part of a family (with parent and child components).
- The item’s PTag number.
- The status of each item (Unverified, Verified, or Pending/Unfound).
- The relevant Chart and Organization code.
- A description of the item.
- The serial number/Vehicle Identification Number (VIN) of each item.
- The custodian of each item, if one is listed.
- The item’s location (the Location code, building name, and room number).
- The item’s commodity code.
- The item’s Equipment Manager, if one is listed.
You can also specify whether to sort results in ascending or descending order. This corresponds to the up and down arrows in the web-based version of the Biennial Inventory system.
The Sort/Filter Items icon looks like three horizontal lines, as shown below. It’s at the top of the screen when you’re viewing the inventory list, along with the Search field. You can type a keyword into the Search field, or you can use speech-to-text to speak a keyword by tapping the microphone icon next to the Search field. If you’re using the device’s camera or a scanner, scanning a PTag barcode will populate the Search field.
Figure 2: Search Field and Sort/Filter Items Icon
Use the following steps to sort the inventory list and search for an item by keyword in the Biennial Inventory app.
|
Step |
Task |
|---|---|
|
1. |
Log in to the Biennial Inventory app and open your list as shown in the Installation and Setup section. |
|
2. |
Tap the Sort/Filter Items (horizontal lines) icon. |
|
3. |
Tap to select or clear the status(es) to display under Statuses to Show. |
|
4. |
Tap Ascending or Descending to select the sort order. |
|
5. |
Tap one of the following criteria to sort the inventory list:
|
|
6. |
Tap OK. |
|
7. |
To search for an item, type a keyword in the Search field. Tap the Enter key when done typing to hide the keyboard. OR Tap the Microphone icon and speak a keyword. |
|
8. |
Scroll down to see search results, if needed. |
|
9. |
Close the app or use the Back button on your Android tablet to log out when you’re done using the Biennial Inventory app. |
Reviewing and Verifying Items
You can review both an item and its record in the Biennial Inventory app. You should consider more than just whether the item has been found and where it is located. Check whether the item’s description is accurate, whether its condition is still correct, and if the custodian should be updated. To do this, review all the details of each item’s record carefully and compare it to the item itself. If everything in the record is correct, you can mark it as Verified.
NOTE: The process to change or update any incorrect details or attributes for an item is shown later.
If you look for and find an item, and all its details and attributes are correct, you can use these steps to mark an item as Verified in the Biennial Inventory app.
|
Step |
Task |
|---|---|
|
1. |
Log in to the Biennial Inventory app and open your list as shown in the Installation and Setup section. |
|
2. |
Tap an item in the inventory list to review that item’s details and attributes. |
|
3. |
Look for the item in its listed location. |
|
4. |
Observe the item and compare it to its record. Review all item details and attributes carefully. |
|
5. |
If you have found the item and all its details are correct, tap the down arrow next to the item’s status, above the item’s details. OR Tap the Search field, then scan the item’s PTag label with a scanner or the camera on your device to automatically mark it as Verified. Then skip to Step 7. |
|
6. |
Select Verified from the drop-down menu. NOTE: Only select Verified if the item has been found and all its details are correct. If anything needs to be changed, or the item has not been found, do not mark it as Verified. These situations will be covered later. |
|
7. |
Repeat Steps 2-6 as needed to review each item’s details and, if correct, verify it. Remember, do not verify an item if it has not been found. |
|
8. |
Close the app or use the Back button on your Android tablet to log out when you’re done using the Biennial Inventory app. |
Adding Items to the Print Queue
If you find an item that is missing a PTag label, you can easily mark it as needing a label while you conduct physical inventory.
In the Biennial Inventory app, tap an item to see if it’s been added to the print queue. The Print icon will show at the top of the item details. If the Print icon is a gray color, the item is not in the print queue. If the Print icon is black, it’s been added to the print queue.
NOTE: To print labels, you’ll need to use the web-based version of the Biennial Inventory system. Check Physical Inventory of Equipment (PDF) for instructions on how to print labels.
Follow these steps to add an item to the print queue. This will mark it as needing a label.
|
Step |
Task |
|---|---|
|
1. |
Log in to the Biennial Inventory app and open your list as shown in the Installation and Setup section. |
|
2. |
Tap an item in the inventory list. |
|
3. |
Tap the Print (printer) icon above the item details. This message displays at the bottom of the screen: PTag added to print queue |
|
4. |
The Print icon changes to a darker color to indicate that the item has been added to the list of PTag labels to print. Tap the Print icon again to remove an item from the list of PTag labels to print. |
|
5. |
Close the app or use the Back button on your Android tablet to log out when you’re done using the Biennial Inventory app. |
Figure 5: Inventory List
Viewing Family Item Records
In the Biennial Inventory app, family items are indicated by gray shading in the inventory list. The Primary PTag field is the same for each family member, while the PTag field shows the separate PTag assigned to each individual item record.
The example below shows two family members with a PTag ending in 04315 in the Primary PTag field. The parent item’s PTag number is the same in the PTag field, while the child item shows a different PTag in the PTag field.
Figure 6: Family Items
The Edit (pencil) icon is not available when you tap a family item record to see its item details. Family item records cannot be updated in the Biennial Inventory system or app, which means that you cannot edit attributes, transfer, or dispose a parent or child item in the Biennial Inventory app. You can review item details, add a comment, and mark a parent or child record as Verified (if found) or Pending/Unfound (if not found). To update, transfer, or dispose a parent or child item, you must use FABweb instead.
When you tap a family item record in the app to see its item details, a Family icon displays in the area above the item details instead. The example on the next page shows the same family items, with the item details of the parent and the Family icon visible. Note that the parent item record is marked as Verified, while the child item record has Unverified status.
Updating Inventory Items
As you conduct physical inventory, you might find some item records with attributes that need to be updated, or items that need to have a new PTag label printed, or items that are not on your inventory list.
Updating Item Attributes
These attributes can be updated in the Biennial Inventory app:
- Description
- Location code
- Custodian (UIN of the person responsible for the item)
- Equipment Manager (can only be someone who has a UIN)
- Condition
- Manufacturer's name (required for items with cost of $5,000 or more)
- Model number (required for items with cost of $5,000 or more)
- Part Number/Vehicle Tag – such as a Vehicle Fleet number
- Serial number or Vehicle Identification Number (required for items with cost of $5,000 or more)
- In-Service Date
NOTE: Attributes other than the ones listed above cannot be directly updated in the Biennial Inventory app. Check Physical Inventory of Equipment (PDF) for instructions on how to update those attributes, if needed.
Use these steps to update an item in the Biennial Inventory app and then mark it as Verified.
|
Step |
Task |
|---|---|
|
1. |
Log in to the Biennial Inventory app and open your list as shown in the Installation and Setup section. |
|
2. |
Tap an item in the inventory list to review that item’s details and attributes. |
|
3. |
Look for the item in its listed location. |
|
4. |
Observe the item and compare it to its record. Review all item details and attributes carefully. |
|
5. |
If you have found the item and one or more of its details are incorrect, tap the Edit (pencil) icon above the item details. |
|
6. |
On the Item Details screen, tap the attribute that should be changed. |
|
7. |
Type, select, or search for the correct attribute. |
|
8. |
Repeat Steps 6-7 for each attribute that needs to be updated. |
|
9. |
Select Verified from the drop-down menu in the Status field. NOTE: Only select Verified if the item has been found. If the item has not been found, do not mark it as Verified. This situation will be covered in later. |
|
10. |
Tap the Save button in the top left corner. After saving, the inventory list displays again. |
|
11. |
Repeat Steps 2-10 as needed to update an item’s attributes and, if found, verify it. Remember, do not verify an item if it has not been found. |
|
12. |
Close the app or use the Back button on your Android tablet to log out when you’re done using the Biennial Inventory app. |
Figure 8: Location Attribute Update
Using Comments
Commenting on items in the Biennial Inventory system is a great way to ask questions and communicate about issues during physical inventory. For example, you can add a comment to an item’s record saying that you found the item in an unusual spot, or you can use comments to indicate where you’ve looked if you can’t find an item. If you need to update an item’s record, you can add a comment about why the update is needed.
You can use comments in the Biennial Inventory app, using the Memos icon. It looks like a clipboard, and it’s available from both the inventory list and from the Edit Item screen.
Follow these steps to add, edit, or delete comments in the Biennial Inventory app.
|
Step |
Task |
|---|---|
|
1. |
Log in to the Biennial Inventory app and open your list as shown in the Installation and Setup section. |
|
2. |
Tap an item in the inventory list. |
|
3. |
Tap the Memos (clipboard) icon above the item details to add a comment to that item. |
|
4. |
Tap Add Memo. |
|
5. |
Type your comment in the Add Memo Text pop-up screen. |
|
6. |
Tap Save. Your comment displays on the Memos screen. |
|
7. |
To edit a comment, tap the comment text on the Memos screen. A pop-up screen opens with the existing text. |
|
8. |
Tap Update Memo. |
|
9. |
Type your comment after the existing text. |
|
10. |
Tap Update Memo again. |
|
11. |
To delete a comment, tap the comment text on the Memos screen. A pop-up screen opens with the existing text. |
|
12. |
Tap Delete Memo. A pop-up screen opens to confirm deletion. |
|
13. |
Tap Delete Memo again. |
|
14. |
Tap the arrow in the top left corner to go back to the inventory list. |
|
15. |
Close the app or use the Back button on your Android tablet to log out when you’re done using the Biennial Inventory app. |
Figure 9: Example Comment
Changing Status to Pending/Unfound
An item can only be marked with Verified status if it is found. If an item cannot be found, it can be given Pending/Unfound status instead. An item with Pending/Unfound status means that the item has not yet been found, and that further research and investigation is needed or ongoing.
Use these steps to mark an item as Pending/Unfound in the Biennial Inventory app. Remember, you must follow up and resolve any items with Pending/Unfound status.
|
Step |
Task |
|---|---|
|
1. |
Log in to the Biennial Inventory app and open your list as shown in the Installation and Setup section. |
|
2. |
Tap an item in the inventory list. |
|
3. |
Look for the item in its listed location. |
|
4. |
Tap the Memos (clipboard) icon to add a comment. Skip to Step 9 if you don’t want to add a comment. |
|
5. |
Tap Add Memo. |
|
6. |
Type your comment in the pop-up screen (for example, note where you looked). |
|
7. |
Tap Save to save your comment. |
|
8. |
Tap the arrow in the top left corner to go back to the inventory list. |
|
9. |
Select Pending/Unfound from the drop-down menu at the top left of the item details. NOTE: Only select Pending/Unfound if the item has been searched for, but not found. |
|
10. |
Close the app or use the Back button on your Android tablet to log out when you’re done using the Biennial Inventory app. |
Figure 10: Pending/Unfound Item
Adding Found Items
During physical inventory, if you find something in your unit’s space that is not on your inventory list, it may be considered a found item. If you find an item that’s not on your inventory list, it may or may not need to be added as a found item, depending on its label, cost, and when it was acquired.
NOTE: Check the guidelines in Physical Inventory of Equipment (PDF) to determine if an item should be added as a found item.
Follow these steps to add, view, or edit a found item in the Biennial Inventory app.
|
Step |
Task |
|---|---|
|
1. |
Log in to the Biennial Inventory app and open your list as shown in the Installation and Setup section. |
|
2. |
To add a found item, tap + (plus sign) in the top right corner. To view or edit a found item, skip to Step 8. NOTE: If you scan a PTag for an item that's not on your inventory list, you'll see a pop-up screen asking if you want to add it as a found item. Tap the Yes button to open the Add/Edit Found Item screen. The PTag information will automatically display in the PTag field. |
|
3. |
Tap Yes in the pop-up screen to start adding a found item. |
|
4. |
Select a Chart and Org code in the Chart-Org field (required). |
|
5. |
Type a description of the found item in the Description field (required). |
|
6. |
Add all information that you observe in these optional fields:
|
|
7. |
Tap the Save button in the top left corner. NOTE: This closes the Add/Edit Found Item screen and displays the inventory list again. |
|
8. |
To view or edit a found item, tap the item in the list. |
|
9. |
Tap the Edit (pencil) icon above the item’s details to edit the details. |
|
10. |
Add or edit information as needed in the Add/Edit Found Item screen. |
|
11. |
Tap the Save button in the top left corner. NOTE: This closes the Add/Edit Found Item screen and displays the inventory list again. |
|
12. |
Close the app or use the Back button on your Android tablet to log out when you’re done using the Biennial Inventory app. |
Figure 11: Add Found Item Screen
Learn More About the Biennial Inventory
Learn more by visiting the Biennial Inventory - Business & Finance website.