UPAR - Biennial Inventory Mass Update

The Mass Update functionality in Biennial Inventory (BI) provides Unit Contacts and Unit Specialists with a convenient tool to make the same update to multiple asset records during the physical inventory process.

Comparison of Mass Update with Bulk Update and Manage Inventory

There are two other options for updating asset records during the physical inventory process. It is the responsibility of a Unit Contact or Unit Specialist to select the most appropriate option for the task at hand. For a side-by-side comparison and overview of the three options, please see the job aid: Comparison of Batch Upload, Mass Update, and Manage Inventory.

Exceptions to Using Mass Update

Please note that Mass Update cannot be used to update asset records in three cases:

1. Asset records belonging to certified orgs in the Biennial Inventory cycle are no longer eligible for updates within Biennial Inventory. Please have a Unit Rep update these records directly in FABweb or by utilizing Batch Upload.
2. Asset records belonging to a family of assets can only be updated directly in FABweb by a Unit Rep. These family asset records are marked with a red cross symbol within the equipment list table. If you hover over this symbol, this message will display: “Family asset is not updatable.”
3. Asset records in Pending/Unfound status cannot be updated in Biennial Inventory. These asset records are marked with a red cross symbol within the equipment list table. If you hover over this symbol, this message will display: “Pending/Unfound assets are not updatable.”

Login

1. Login to FABweb/Biennial Inventory.
2. Select Biennial Inventory from the navigation bar.
3. Select Mass Update from the navigation bar.

Cycle and Organization Selection

1. Select the current Biennial Inventory cycle from the Mass Updates drop-down menu.
2. Select the Update Org List button.
3. Select the appropriate organization checkbox(es).
   NOTE: Use the Select All and Clear All buttons as appropriate.
4. Select the appropriate Status checkbox(es).
   NOTE: The Unverified and Verified checkboxes will be selected by default.
1. Select the Unverified checkbox to view and/or update records for assets which have not yet been observed and the record details have not yet been confirmed.
2. Select the Pending/Unfound checkbox to view records for assets which have not yet been found.
3. Select the Verified checkbox to view and/or update records for assets which have been found and record details have been updated.
5. Select the View Items button to retrieve the list of assets for the selected organization(s) and status(es).

Equipment List: Filtering and Asset Selection

Once the org(s) and status(es) are selected, then the page will display two new sections: (1) the equipment list filters and (2) the equipment list table.

Filter Your Equipment List

Filter the equipment list from your chosen organizations to find the assets you wish to mass update. Filters work as "and" filters, meaning that returned assets will match all selected filter criteria. Partial searches are allowed on all text search fields (two characters minimum required).

1. Select a location from the Location drop-down menu and select the Filter Assets button to filter by location.
2. Select a name from the Custodian drop-down menu and select the Filter Assets button to filter by custodian name.
3. Select a name from the Equipment Manager drop-down menu and select the Filter Assets button to filter by equipment manager name.
4. Select a condition from the Condition drop-down menu and select the Filter Assets button to filter by condition code.
5. Enter a manufacturer name into the Manufacturer field and select the Filter Assets button to filter by manufacturer name.
   NOTE: You must enter a full name, but capital letters are not needed.
6. Enter a model number into the Model field and select the Filter Assets button to filter by model number.
   NOTE: You may enter a partial model number.
7. Enter a serial number or VIN number into the Serial # / VIN # field and select the Filter Assets button to filter by serial number or VIN number.
8. Enter a description into the Description field and select the Filter Assets button to filter the list by description.
   NOTE: You may enter a partial description, and capital letters are not needed.
9. Enter a date into the Start Date and End Date fields and select the Filter Assets to filter the list by a date range.
10. Select the Clear Filters button to clear all the filters.

Asset Selection

Once the equipment list is filtered, then you can review the equipment list table.

1. Use the Records per page drop-down menu to determine how many assets are displayed in the equipment list table.
   NOTE: If there are more than 100 assets records available to view, then the table will display the first 100 records by default.
2. Use the Search within results field to further narrow the equipment list table.
3. Identify all the asset records you would like to update by selecting the checkbox(es) next to individual record in the equipment list table or by selecting the Select # Assets Shown button.
4. Select the Mass Update Selected Assets button.
5. Select the Download Selected Assets to Batch Upload Spreadsheet only if you would like to receive an Excel file via email containing the following columns: TransNum, OTag, PTag, COAResp, OrganizationCodeResp, Location, Custodian, Equip Mgr, Condition, Manufacturer, Model, Serial Nbr\VIN, Part Nbr Vehicle Tag, Description, In-Service Date.

Update Asset Details Page

Once the specific asset records to update are selected, then the update page will be displayed.

1. Select the Choose New Location button to select a new location for all assets.
   NOTE: Search by Building Name, Building Number, Room Number, and Location Code.
2. Select the Choose New Custodian button to select a new custodian for all assets.
   NOTE: Search by NetID, UIN, Last Name, and First Name.
3. Select the Choose New Equipment Manager button to select a new equipment manager for all assets.
   NOTE: Search by NetID, UIN, Last Name, and First Name.
4. Select a condition code from the Condition drop-down menu to select a new condition for all assets.
5. Enter a date in the In-Service Date field to select a new in-service date for all assets.
6. Enter a new manufacturer name in the Manufacturer field to select a new manufacturer for all assets.
   NOTE: The manufacturer name cannot be greater than 35 characters.
7. Enter a new model number in the Model field to select a new model number for all assets.
   NOTE: The model number cannot be greater than 30 characters.
8. Enter a serial number or VIN number in the Serial # / VIN # field to select a new serial number or VIN number for all assets.
   NOTE: The serial number or VIN number cannot be greater than 40 characters.
9. Enter a description in the Description field to select a new description for all assets which will replace the entire existing description.
   NOTE: The description cannot be greater than 60 characters.
10. Select the Remove button to the right of each asset record to remove that record, if needed.
11. Select the Proceed to Review Updates button once all updates are made.

Review and Confirm Updates Page

Once you have updated specific attributes of the assets, the review and confirm updates page will be displayed. This is your final chance to compare the new data to the original data before you choose to either proceed or cancel the updates.

1. Verify the data in the Original Values and Updated Values columns.
2. Select the Proceed with Update button to continue with the update process.
   NOTE: A green confirmation message will appear at the top of the screen stating: “Success! Your updates have been saved and are now pending approval by your BI Unit Contact.” In addition, a green check with the text “Updated” will be attached to the assets on the equipment list page.
3. Select the Go Back to Update Screen button to return to the original screen.

Approving Attribute Changes

All updates made to asset records during the physical inventory process by either a Unit Contact or a Unit Specialist must be approved by the Unit Contact to be pushed from the Biennial Inventory system to Banner. To review and approve changes, use the Attribute Approvals page in Biennial Inventory. For more information, please see the job aid: Approving Attribute Changes.