Bulk Adding Assets

Owned by Herbert Balagtas
Last updated: Dec 19, 2022 by Joan Gabrielle Basa
3 min read

How to add assets in bulk

This job should be done by 2 or 3 people.

  • Separate the job per person by task - think of it as an assembly line process

    • Person 1: opening of boxes

    • Person 2: removal of items from plastic packaging

    • Person 3: printing and placing asset labels

To begin the Bulk Add Assets process, place the items on an open space (e.g., floor, desk):

  1. Make sure that you have a starting point, ending point, and the order of which one you will add first into CALMS.

    1. For example, if you have 25 new monitors to add into the system, use a permanent marker and put numbers #1 to #25 on the box packaging of these monitor assets. This way you can keep track of the assets you have already scanned/added or not.

  2. Go to CALMS > Create Assets > Bulk Add Assets.

  3. In the Bulk Add Assets form, enter the following information in their corresponding fields (NOTE: red-coloured fields are required):

    1. Item - the brand, model, and/or type of the asset you are adding to the system

    2. Category - select the category the asset belongs to

    3. Acquired - set the date the assets were delivered or received

    4. Role - no assigned role, but should be updated once a role is assigned to the assets

    5. Status - set to “Received”

    6. Vendor - enter the store the assets were purchased from

    7. Manufacturer - enter the company the assets were manufactured from or their brand

…and any additional fields specific to the assets' category

Set the status to “Purchased” if the asset has a confirmed order but not physically received yet (for Admin Coordinator).

Below is an example of a completed Bulk Add Assets form:

 

4. Add the assets:

a. Add the serial numbers by scanning each barcode; manual entry of serial numbers is another option in case a scanner is not available. Simply hit Enter to add more rows to the table. It should appear as the following:

b. When you scan an item, asset numbers will automatically be assigned.

Asset numbers are assigned chronologically in accordance with the scan order of the items. Specifically, the most recent scanned asset will have the highest assigned asset number.

5. Click Create Asset to save the new assets’ information and add them into the system.

6. Write the asset numbers on the box packaging of the assets.

7. Print the labels as stickers and place them each asset accordingly.