Anonymized SOPs for TRACKING and REPORTING NXP

STANDARD OPERATING PROCEDURES FOR TRACKING &
REPORTING NON-EXPENDABLE PROPERTY (NXP)
Objective: This document is intended for use by the General Services
Office, Warehouse Manager/Storekeeper and Systems Manager
as a guide and to ensure accurate and secure maintenance of the
asset management database.
OUTLINE
(For receipt, movement and disposal of NXP)
DATA ENTRY
(By General Services Officer & Storekeeper – Oversight from Office of
Financial Management)
ASSET MOVEMENT & TRACKING
( Oversight from General Services Officer)
PHYSICAL INVENTORY
(Oversight from Executive Officer (EXO))
PROPERTY DISPOSAL
(By Property Disposal Officer - Oversight from EXO)
REPORTS GENERATION
(For all Users)
DATABASE MAINTENANCE
(For System Analyst)
RECEIVING & MOVEMENT OF NXP – OUTLINE

I. Once requisitioned, all new NXP must be delivered to the Warehouse for
inspection and initial processing onto the Bar|Scan system.
II. A copy of Purchase Order (P.O.) associated with the procurement of NXP shall
be provided to Storekeeper for reference during data processing.
III. Inspection of every item shall be conducted by the Receiving Clerk (Storekeeper)
prior to acceptance.
IV. Receiving Reports (RR) will be prepared by Storekeeper and shall include
accurate serial numbers (when present) catalog #’s and description, asset #,
funding code, cost, quantity, object class, RR# and the correct date.
V. Asset labels will be applied by the Receiving Clerk in compliance with guidelines
established in “Barcodes, Where?” *
VI. Completed RR’s shall be initialed by Storekeeper and GSO Specialist and
forwarded to the Accountable Property Officer (APO) and cc the Procurement
Division or Voucher Examiner.
VII. All non-scanned data relating to newly acquired NXP will be added to the Bar|
Scan database by the Storekeeper prior to issuance and within 10 working days
of receipt and prior to forwarding the RR to the APO.
VIII. PM will generate Turn In/Tally Out (or similar) sheets on all approved requisitions
and will schedule delivery to end users.
IX. Storekeeper will update locations of all newly issued and relocated NXP as
movement occurs. All movement of NXP shall be documented within the
database whether short-term (as in cases of assets that have been returned for
repair or issued only temporarily or on loan) or long term.
* copy enclosed with these Operating Procedures
DISPOSAL OF NXP - OUTLINE
I. Assets can be recommended for disposal via email addressed to the
Executive Officer (EXO) or his/her designee. These may be originated by
either PM or other concerned Divisions or Units and must be approved by
the EXO and any other offices identified by the Mission.
II. Disposal Sale dates shall be proposed by PM or Auctioneer and approved
by the EXO.
III. Disposal Sale lots will be packaged by PM or Auctioneer under oversight
from the EXO.
IV. Auction events will be attended and monitored by PM crew and at least one
cashier.
V. In the event auction sales are managed in-house the following guidelines
shall be observed:
a) All bidders will receive the following upon registering:
• A complete list of items being offered for sale.
• A bidding form.
• A copy of the Agency’s “General Sales Terms and
Conditions” for this Mission.
Prepared for XXXXX/Client - by SDMairs, Property Management Specialist 2

• An envelope capable of sealing.
b) If disposal sales are not handled by an outside auction house,
sealed bids will be opened in the presence of the APO.
c) If disposal sales are not handled by an outside auction house,
successful bidders will be notified by Storekeeper the following
business day.
d) Sales Agreement forms and Issuing Forms will be completed for
every asset or lot sold.
e) Proof of full payment and settlement of any taxes due (if applicable)
will be required prior to release of any assets.
f) P&S will prepare the property disposal authorization (PDA) for the
Executive Officer.
g) Regional location for all disposed assets will be changed from NA
(for Namibia) to ZZ (for disposed assets- so they no longer appear
on CLIENT/Namibia asset reports) within Bar|Scan database by
designated property disposal officer.
New Acquisition Data Entry & Configuration of Barcode Reader --
- Performed by Storekeeper
- Supervised by Executive Officer
- Additional oversight provided by Computer System Manager and
Procurement Clerk or Voucher Examiner
STANDARDIZED TAG PLACEMENT
Guidelines have been established for the physical location of asset labels. There are
four aspects which should be considered:
• Consistency
• Accessibility
• Aesthetics
• Vulnerability to Damage or Wear
Written instructions with illustrations of recommended label locations have been
provided as part of the Storekeeper’s training. Using consistent label locations for the
non-expendable assets can help speed up the annual inventory process and improve
aesthetics. Use of the guide, “Barcodes Where?” developed by XXXXX/Client in 1996,
is strongly suggested and a copy has been provided to this Mission’s Storekeeper.
Note: locations must be accessible to the hand-held Bar Code Reader.

In addition to accessibility and consistency, the aesthetics of the assets must also be
considered when determining label placement. Also consider locations which will not be
prone to damage or wear.
Typically, Bar|Scan recommends placing asset tags on residential office furnishings on
the right side and serialized personal computer equipment near the asset’s serial
number. Files and pedestals that can be placed side by side should have tags placed
on the front. Tags can be placed inside cabinets only when they do not have locks.
Tags for other furniture items can typically be placed within easy reach; generally on the
right and out of sight but easily accessible without requiring moving of furniture.
Maximum use of the Barcode reader must be employed during data entry for new and
existing assets, when tracking asset movement, during annual physical inventory and
for disposal processing.
MANAGEMENT CONTROL
Executive Officer - Direct supervision over data entry for new NXP acquisitions
falls to the EXO or his/her designated agent. A Receiving Report will be prepared by
Storekeeper or other designated Receiving Clerk. This will be printed and sent to the
Voucher Examiner or other designee of the Controller’s office for confirmation of
accuracy and filing. If IT equipment is included within the order, a copy of the Receiving
Report will be sent to the Computer System Manager. The Controller’s office will use
this report for reconciliation. The System Manager will follow-up to ensure the new
acquisition has been cataloged correctly. Data entry of new acquisitions will be
processed into Bar|Scan no later than ten working days after receipt of these items.
System Manager - The ISM Manager will review Receiving Reports received to ensure
the new IT acquisitions have been cataloged correctly and will add any additional
descriptive information into the Bar|Scan “Comments” field for these.
Voucher Examiner - The Voucher Examiner will review the Purchase Order and
Receiving Report to check for accuracy in data entry, purchase cost and
currency exchange calculations.
Asset Movement and Tracking With Bar|Scan - -
Performed by Receiving Clerk or Storekeeper
- Supervised by EXO or designated agent
MANAGEMENT CONTROL
The GSO Specialist - The Storekeeper has authority to approve Issuing Forms for
NXP being issued from the warehouse. The Storekeeper will verify all data regarding
asset movements have been properly recorded by examining the database and

comparing it with supporting paper records such as Issuing/Returning Sheet, requisition
forms, other Bar|Scan reports, Receiving Reports and Purchase Orders. Storekeeper
will print the Bar|Scan report entitled “ASSETS THAT CHANGED LOCATION” monthly
for review.
Physical Inventory With Bar|Scan
(To be performed by teams of two and supervised by Storekeeper)
WHAT IS REQUIRED FOR THE INVENTORY PROCESS?
Users must have a thorough understanding of the use of the barcode readers and will
need the following materials to complete the Tagging or Inventory (Taking) process:
• An Accurate Floor Plan of the Area to be Inventoried
• Barcode Readers and upload cables
• The Catalog Barcode Menu
• The Location Barcode Menu
• Barcoded asset labels
• A copy of “Barcodes Where?” showing the standard placement for barcode
labels
• Pre-configured barcode readers or barcode reader prompts configuration
checklist
Bar|Scan’s suggested Initial Supply Checklist is a more thorough indicator of what
equipment, materials and supplies may also be needed for an efficient and accurate
physical inventory. It is included at the end of this section. Prior to conducting the
physical inventory for a given location, a report called “DETAILED ASSET REPORT BY
LOCATION” may be printed out to be used as a checklist confirming that all items in the
database for the location have been scanned during the physical inventory.
WHO SHOULD DO THE ACTUAL TAGGING OR INVENTORY?
Generally, Tagging and Inventorying of NXP is done in teams of two people. The
number of teams is determined by the size of each Mission. Each team is assigned a
particular area in your facility with a barcode reader and a clipboard to record
information about the asset. Teams will affix a bar-coded asset labels as required to
assets that are missing labels.
INVENTORY PROCEDURE
The Project Manager (Storekeeper) configures barcode readers to request all
information that is to be collected during the inventory.
Team members should gather their Daily Supplies (see enclosed list). Team Leaders
should check the User ID, date and time in the bar code readers, and correct the
information if necessary. They should enter their own initials in the User ID field. Next,

they should configure the readers according to the Configuration Checklist provided by
the Project Manager. The checklist should be kept in a file. Readers will remain
configured until they are changed, cold booted or lose all power.
The barcode readers should be configured individually for both Tag and Take
inventories because they cannot be reconfigured once they contain asset data. The
length of the Asset labels are part of this configuration.
The Project Manager may also divide the Teams by Location etc. and will distribute bar
coded Catalog and Location menu lists to the inventory teams.
Team leaders will determine the most efficient division of duties on their team and are
responsible for ensuring the orderly, methodical and thorough exploration of every area
to be inventoried. One team member may call out the information by looking at the
asset and scanning the information into the reader, while the other notes the Asset
number, Catalog description and other relevant notes onto the clipboard and assists by
looking up the Catalog number when an item is found which requires tagging.
If an Asset is incorrectly scanned, it should be re-scanned and the incident noted. The
Project Manager will review all notes to determine if a duplicated scan can be deleted
on the Transaction Table. These notes should be retained and filed together with all
Transaction and Asset reports which are being placed in the appropriate fiscal year’s
inventory file.
In general, all physical inventory entries shall be made using the Barcode Reader. Only
the APO or PMO are authorized to approve manual entries for the physical inventory.
The APO and PMO shall prepare a memo to the physical inventory file for approved
manual entries.
After scanning, operators must count the list of scanned items and compare to the list in
the report mentioned above. If there is variance then the operator should identify which
items have not been scanned and attempt to locate them.
After having uploaded and validating the scanned items in the transaction table, the
User must print the following Bar|Scan Reports for inclusion in the current FY’s Physical
Inventory file before processing for errors and updating Asset Table with Transaction
Table data:
• Good Transactions by Asset # Report
• Bad Transactions by Asset # Report
Steps for solving all Bar|Scan problems (as presented on the Transaction Table) are
provided in chapter 12 of the Bar|Scan User Manual (beginning on page 12-32). The

User must carefully follow instructions to solve indicated problems. If the scanned items
are not in the Bar|Scan database (typically BS error # 05), the user shall check RIR for
those items and manually* enter this data from within the Transaction Table. After the
User has corrected all bad transactions the Transaction Table must be re-validated and
printed. The User shall then move data from Transaction Table into Bar|Scan Asset
Table to update the database.
Note: For reconciliation, printing of an “Items Not re-Inventoried” report is necessary
after physical inventory is determined to be complete.
* Only the APO or PMO are authorized to approve manual entries for the physical
inventory. The APO and PMO shall prepare a memo to the physical inventory file for
approved manual entries.
RISKS
The primary risk during any Physical Inventory is inaccuracy. Inaccurate results are
most likely caused by poor training and execution. Poor execution is typically caused
by inadequate planning, disorderly or un-methodical approach which results in failure to
thoroughly explore all locations and insufficient inventory team composition.
INVENTORY SUPPLY CHECKLIST (as Recommended by Bar|Scan)
____ Personal Computer with Bar|Scan program installed and up-load cradle
____ One portable Barcode Reader for each team, and a spare if possible
____ Walkie Talkies - one per Team, and one for the Project Manager if available.
____ Barcode Tag Placement Guidelines (“Barcodes Where?”) for each team
____ A flashlight, mirror, and tape measurer for each team and a spare of each
____ Aprons with deep pockets or one satchel per team (for supplies)
____ Letter size clip boards - one per team
____ Pencils, erasers, pens, and assorted high-lighters
____ 8-1/2" x 11" ruled note pads for making notes
____ Location and Organization bar code menu lists
____ Location (Maps)

____ Any special inventory instructions for this job
____ A print-out of anticipated assets to look for at each location
MANAGEMENT CONTROL
Executive Officer –
• The EXO will run a detailed Bar|Scan report such as (SYSTEM) ITEMS NOT
REINVENTORIED. Before printing, this Report will prompt for entry of a cut-off
date. The date entered should pre-date commencement of the most recent
physical inventory by at least one day.
• Upon examining the Report, the Executive Officer may wish to press the
Storekeeper to revisit locations where high value items were not found as there is
always the possibility items may have been overlooked.
• When satisfied the Physical Inventory has been thoroughly completed, the EXO
should re-run the detailed Bar|Scan report.
• The prior year’s inventory results should be adjusted for subsequent acquisitions
and disposals to obtain anticipated inventory results.
• Executive Officer will compare the current FY physical inventory with these
anticipated results to identify any discrepancies.
• Assets determined to have been permanently lost should be processed for
disposal as deemed appropriate.
Property Disposal Within Bar|Scan (to be performed by authorized PDO)
The Mission has established a special Asset Location code to identify disposed assets
within the database. XXXXX/Client will use "XX" in the Region field for all disposed
assets. (aside: the Mission may wish to later add use other codes in the Building field to
identify the different reasons for disposal such as ‘SOLD’ for Sold, ‘ABAN’ for
Abandoned, ‘DEST’ for Destroyed or ‘TRAN’ for Transferred. Note that the "XX" code
will make it easy to EXCLUDE these items on the Mission’s regular asset reports)
Once all paperwork is complete and disposal has been approved, the PDO will process
disposed items within Bar|Scan. The following steps will effectively remove the
disposed assets from appearing on and counted among future Bar|Scan NXP asset
reports. It should be noted that these assets will remain on the database and should
not be deleted. They will be filtered out of future asset Reports (for inventory and
reconciliation purposes) by virtue of Bar|Scan’s Reports filtering feature. Specifically;
any report which is to exclude disposed assets should include the following filter:
AS.CURRENT REGION <> ‘XX’

When processing disposed items, the following steps must be taken to register these
changes within Bar|Scan:
1. Open Bar|Scan’s Asset Table
2. Go to Edit tab
3. Go to the sub-tab “Asset”
4. Confirm Asset Number (typically already present)
5. Change Status to read: ‘D’ (for Disposed)
6. Click on “Add Blank” in Asset Location History area
7. Right-click anywhere within the blue field that now appears
8. Select “Look Up Value”
9. Point curser to: “XX-5 -55 -555” (currently this is the only ‘disposal’ location
available at XXXXX/Client)
10.Click ‘OK’
11.Go to the sub-tab “Inventory”
12.Enter Date of Disposal
13.Enter Type of Disposal (e.g.: ‘S’ for Sold, ‘A’ for Abandoned, ‘D’ for Destroyed or
‘T’ for Transferred)
14.Enter the corresponding PDA number into the Comments field for all disposed
NXP assets
15.Save your changes
After completing the data entry, the User must so notate on the PDAs.
Instead of removing disposed assets from the Bar|Scan system, the assets should be
retained in the system for a predetermined number of years (5–10 years is suggested).
MANAGEMENT CONTROL
Property Disposal Officer -

The O/E Receiving Clerk or NXP Storekeeper shall prepare a Property Disposal Report
which will be sent to the APO, PMO and Controller for review and approval. Once
approved, the assets approved for disposal shall be processed according to the above
procedures by the PDO.
Reports Generation and Customization*
Introduction
The Bar|Scan Report feature provides many different predefined reports from which to
select. These are called System Reports. Users can also create their own reports.
As the number of assets recorded in the Bar|Scan system becomes very large, Users
may want to report on only a selected group of assets. Bar|Scan makes it easy to
select only certain groups of assets so only the desired information is included in a
report. Bar|Scan’s most powerful tool in accomplishing this is the Filter feature –
discussed further along in this section
Creating Your Own Reports
Users can easily design and customize reports, i.e., define the sort of the information,
edit column headings, and specify the information contained on the report. Users
assign a distinct name to custom reports and the title will be displayed on the Browse
panel.
A simple example would be a report showing all of the assets on a particular floor or in a
particular department, listed in order by the Catalog Type and Description.
Bar|Scan System Reports
Bar|Scan has created several useful reports for the User. These are called System
Reports. Users may print all of these reports, but unlike the reports that Users create,
System Reports cannot be changed. However, Users can use System Reports as
templates for any new reports Users wish to create. These new reports can then be
changed. All System Reports begin their name with "{SYSTEM}.” After using a System
Report as a template and making customizing modifications, Users should rename the
“(SYSTEM)” prefix to read “(insert User’s name here)” for easy identification of the
customized report’s creator and to distinguish these from System Reports in the future.
CLIENT Reports
CLIENT/W has also created several useful reports. These are called CLIENT Reports.
You may print all of these reports, but unlike the reports that you create, CLIENT
Reports cannot be changed. However, you can use CLIENT Reports as templates for
any new reports you wish to create. These new reports can then be changed. All
CLIENT Reports begin their name with "{CLIENT}.” After using a CLIENT Report as a
template and making customizing modifications, Users should rename the “(CLIENT)”

prefix to read “(insert User’s name here)” for easy identification of the customized
report’s creator and to distinguish these from CLIENT Reports in the future.
Creating A New Report
The number of possibilities for different reports is essentially endless. Users will likely
receive requests from different individuals within the organization and will want to
design new reports for them.
The Add Blank and Add Template buttons on the toolbar enable Users to design
completely new reports. Bar|Scan also provides many {System} reports from which to
choose. It is expected however; that you will want to customize {System} reports to
satisfy the Mission’s needs by using them as templates for the User’s own reports.
To select Add Template Report, or Add Blank Report, click on their corresponding
button along the bottom tool bar, or use the pull down menu Under Panel, and select
Add, then select Template or Blank.
Add Blank will enable you to create the new report from scratch. No existing
information will appear on the panels.
If you choose Add Template, you may choose an existing report to use as a template for
the new report while on the Browse Tab. This option can be a big time saver for the
non-expert report designer.
While on the Reports Browse tab, move the highlight bar using the mouse or cursor
movement keys to go through the list. When the desired entry is found, click on it to
move the highlight bar over it and press ENTER, selecting a Report.
Determine How To Make A Report
Each time a User creates a new report, information on each of the eight tabs that are
used to create your report, should be reviewed. Make changes and additions when
necessary. The eight tabs and their primary functions are listed below:
Order By - used to list how you want the information on your report to be sorted. This
does not determine what prints, or which columns will print, or the order of the columns
on your report.
Filter By - used to filter out all of the information that you do not want to see on your
report.
Columns - used to list items that you need to see on your report. The fields that you
place here (top to bottom) will appear as columns (left to right respectively) on your
report.

Break On - use this item to determine any subtotals or page breaks that you want on
your report.
Layout - use this tab to list page orientation, font size, justification, line spacing, and if
you want a photo box on your report.
Header - list here the items that you want to print at the top of your report pages, and
mark what type of header you want, if you want the date time page numbers and
underlines to display on your report.
Title Page - this item is optional, and can be used to create a Title Page for your report,
and to specify the font size.
Print - use this tab to specify where the destination for your report (your monitor, a
printer, or a file) the number of pages to print, and any items the User wants to be
prompted for, prior to each printing of this report.
Before making a new report, the User needs to decide several things.
1. The User needs to decide what information you want to print on your report. For
example, if this is a Transaction report, you will need to decide if you want all of your
transactions to print.
2. The User needs to decide how the information is to be sorted.
3. The User needs to decide if detailed information is desired, or if summary
information only is needed.
4. The User needs to decide if any subtotals are to be shown on the report.
5. Finally, the User needs to decide whether to print the report or send it to a file such
as Excel.
For example, the User decides how the report is to be sorted. If it is important to know
how many computers there are, and their models, you may want to sort your report by
Catalog Type and Catalog Description. This would print all Types together
alphabetically (computers, monitors, etc.) then, it has subsets of the descriptions, all of
these also sorted alphabetically. So, if the Mission has 14 different types of Monitors,
they will print together.
If you need to know how many Xerox brand copiers are on this floor, the User may want
to sort by Manufacturer, Type and then by description.

Users may want to print the report sorted by Inventory Initials, Inventory Date, and
Inventory Time. This would assist in finding any errors that may need cleaning up, as
the information would print out in the order that it was inventoried.
Users may want to sort reports by Asset number. If the asset tags have been placed on
assets in numerical fashion, sorting a report by the Asset number will allow the User to
see if any of the asset numbers are missing from the sequence. But, be careful when
sorting by asset number, as every single asset number is different. Any additional
attempt to further sort the information will be meaningless. If it is necessary to sort by
anything else, the User must place the asset number last under the Order By list tab.
Users can specify how information is to be sorted on the Order By tab. The information
will sort in the same order as you place the fields in the list.
Next, the User specifies what to print on the Filter By tab.
For example, if the Transaction table holds asset information from four floors of a
building, and the User only wants to print information for floor number three, the User
would need to add a filter to that report. The filter would specify that only assets located
on floor three are to be printed, and would say, Current Floor = 03. Now the report will
only print floor three.
Important: Any time the User is using a filter, always specify the field by using a right
click and look up value. Do not simply type the information in your filter. Typing the
filter, rather than selecting a look up value, is the most common reason for a report to
not print because you may not type the information correctly.
If you want only the Xerox items to print, you would want to add a filter specifying,
Manufacturer = Xerox.
If you want every item to print except your chairs, you would add a filter specifying,
Catalog Type <> Chair.
If you need to print all of the transactions that are CG1002, you would simply add a filter
specifying, Catalog (XX9999) = CG1002.
The User can make a report that does not have any filters on it. When you do not add a
filter, the information in the entire table will print.
You can have more than one filter on a report, but care needs to be taken that the filters
are limiting the information in a logical manner. For instance, if you need to see how
many CG1002 you have in your whole building, specifying the Catalog (XX9999) =
CG10002 is a good idea. But, you would want to remove a filter specifying the
Manufacturer, or a specific floor.

Finally, you need to specify if you need any subtotal, and what you want to subtotal by.
This information is filled out on the Break On tab.
Care needs to be taken when deciding what you are subtotaling on, as it is most often
going to be one of the items that is specified on your Order By tab. These two items
work in conjunction with each other. Try to ensure that the subtotal makes sense.
For example, if you sort by Manufacturer, Type, and Description, you would not want to
subtotal by Catalog Number, as the end result of this report would not make sense.
But, you may subtotal on Manufacturer.
If you sort by asset number, trying to subtotal by Catalog Type would not give you the
desired result. But, if you sort by Catalog Type and asset number, you can subtotal by
Catalog Type.
The rest of the information: the columns, their order, their width, their titles, the title of
the report, the header, and the Title page are mostly cosmetic additions and changes.
(There are a few exceptions, like counts and sums on more intricate reports, but you will
need to get used to these a little at a time). For now, try to focus on learning these few
facts, and the reports will soon make sense to you.
Examples of Filters
In the previous example, the type of filter used was based on a value within the
database. For example, Current Floor equals 09 is based on the value “09" in the Asset
table.
You can create exception reports for items that are missing or have moved since your
last inventory. For example, create an Asset Report of Current Locations in the Asset
table which do not equal the Prior Locations, you can determine items moved since the
last inventory.
The User could create a report of all assets with a current inventory date less than the
first date of your most recent inventory. This would print all items, if any, which were
part of an old inventory, but are not part of the new inventory.
By comparing a field in the Asset table to a field in the Transaction table, you could
compare a change in the condition or status of an asset. You could compare a change
in organization.
File Format
You may choose from ten different report formats DELIMITED, DIF, FOX2X, FOXPLUS,
SDF, SIF, TEXT, WK1, XL5, and XLS.

Print Preview
Immediately under the File option, is the word Preview with a box next to it. Simply
check this box if you want to Preview your report on your screen without having to print
it, and then click on the printer icon. Even though the report is only being printed onto
your screen, Bar|Scan still considers this a print function. If you use this function, each
time you select the print icon, your report will be sent to your screen for you to preview.
You may choose to print the report from the preview, or choose to exit the preview
without printing it.
The Preview feature is one of the largest time savers in Bar|Scan, as you can see the
way your report will look, without having to print a single page. On the preview page
you can determine if any of the column widths or the Headers of those columns need
adjustments.
If the User needs to make adjustments, he or she can by simply exiting the preview by
going to the preview tool bar as shown below, and clicking on the icon of the open door.
Users can use the Print Preview feature to browse through information without printing it
out, or, if the report looks the way you want it, click on the last button to print the report.
Note: If report is selected for preview and then printed from the preview window, ALL of
the pages will print even if you have selected only certain pages to print.
The Pages tab permits Users to choose to print all of the pages, or a single page, or a
range of pages. If it is desired to print the entire report, select All. If the User wishes to
print only one page, or a range of pages, select Pages, then, simply type in the
corresponding number(s) for the page(s) desired to print. If planning to print a range of
pages, enter the page numbers separated by a dash.
Note: If you select to Preview your report, then print from the Preview, ALL of the pages
of the report will print, regardless of your choice on this page. If you do not want to print
the entire report, yet you still want to preview the report, preview it, and close the
preview. Change the report so that preview is not selected. Then, print the report, and
the pages you selected will be the only ones that print.
Printing A Report
Once a customized report is the way the User wants it to look, the report can be printed
at any time. Simply select a report the User wants to print, and then select the Printer
icon on the tool bar.
The User is asked if you want to go ahead and print the report.
If NO is selected, the User will be returned to the Reports Menu.

If the User answered YES, the report will immediately be compiled and sent to the
printer, to the User’s monitor for a preview, or to a file, depending where the report was
directed to be sent.
After answering YES and the printing process has been started, the User may press
ESC to stop the process.
If the User answers CANCEL, it will stop this report from being printed and the User will
proceed to the next report that was previously selected. If this report was the last or
only report selected, the User will be returned to the Reports Menu.
Changing A Report
From time to time Users will want to change, correct, or add information associated with
reports currently existing in the Bar|Scan system.
Bar|Scan will permit changes to the Report Name also. This is useful to alphabetize the
reports.
From the Browse Tab, select the report by clicking on it, or use the cursor movement
keys to move the highlight bar to the desired report and press ENTER. Then select the
Edit tab.
The User may now change any of the information related to the selected report.
Remember that System Reports cannot be changed. However, users can use them as
templates for any new reports which they desire to create. These reports can then be
changed.
After having made desired changes, click on the Save button in the tool bar or press the
Ctrl + S key combination to save the changed information.
Deleting A Report
This feature completely removes a report from the Bar|Scan system. Obviously, caution
should be exercised when using this feature. Removing reports from the system is
most often done when a report has been superseded or is no longer appropriate.
To delete a report, select it on the Browse tab. Then, use the range feature (Function or
F4 key) to highlight that report. Care should be taken to ensure that this report is the
only report selected in your range. Then, simply click on the Delete button on the tool
bar, or select delete from the Panel drop down menu.
The User will be asked to confirm this choice.

The Following Additional Bar|Scan Reports Must Be Printed For Inclusion In The
Physical Inventory File:
• Global Inventory Report
• GSA Exchange Sales Report
• Mission Director's Residential Inventory
Database Maintenance (To be performed by System Analyst)
The System Analyst, ISM Manager or other designated ISM person responsible for
protection and maintenance of the Bar|Scan database should ensure that no
unauthorized Users have access to change the ‘Region’ field data, add additional users
or otherwise make changes to Bar|Scan’s table of Users. This will effectively control
unauthorized ‘Disposal’ or deletion of NXP from the database. Only the Mission’s
designated PDO is authorized for access to this Bar|Scan field.
The designated ISM staff person should also conduct periodic (monthly) housekeeping
services on the System. To operate efficiently, the table integrity must be maintained by
Restructuring, Re-Packing and Re-Indexing the database.
The Agency periodically authorizes a batch of newly approved catalog numbers – often
once a year. These are incorporated into a free downloadable updated catalog file
which is available to all international locations licensed to use Bar|Scan. When
available, these updates are typically posted on Bar|Scan’s website (this has recently
occurred during October or November) of each year. Responsibility to download these
updates falls to the System Analyst or designated ISM staffer who should be required to
fulfill this additional annual Bar|Scan maintenance responsibility.
Instead of removing disposed assets from the Bar|Scan system, the assets should be
retained in the system for a predetermined number of years (5–10 years is suggested).
* Adapted from chapter 10 of the Bar|Scan User Manual

Anonymized SOPs for TRACKING and REPORTING NXP

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