Frequently Asked Questions - General
- Who can help with insurance questions?
For insurance questions, please contact Office of Accounting Risk Management
at 471-3723 or e-mail oa.riskmgt@austin.utexas.edu. Be sure to remove any insurance for items going to Surplus."
- What is the name of the training class that Inventory contacts are required to take?
Inventory Contacts are required to attend this class every two years in order to stay current with Inventory procedures and to minimize losses of departmental equipment. To check class times, locations, and registration information, use the TXClass web application.
- Where is the Inventory office located, and what is your campus mail code?
We are located on the ground floor of the Main Building in room 132.
Our mail code is K5306. Main 132 is the Office of Accounting, located upstairs in the Main Building. Our general e-mail address is oa.inventory@austin.utexas.edu.
For assistance with scanners, please e-mail scanhelp@austin.utexas.edu. Our main phone number is 471-3838. Please note that we are closed
for lunch from noon to 1 p.m.
- Can I look up an item in *DEFINE if the only information I have for the item is its serial number?
Yes, if the item and its serial number were entered into the system at some point. Use *DEFINE command NV7 and enter the serial number in the Misc field.
- How do I take the Missing status off of an item that was missing but was subsequently found?
If you have scanned the item, the upload will change the status. If you are not using a scanner, go to *DEFINE command NV1. Enter the Inventory number of the item you wish to change. On screen 1 of the Inventory item, there is a Missing/Stolen field. Remove the M by spacing over the field. The status should be clear, and you can now tab directly across to the Found field. Enter "Yes."
- What updates can I do in *DEFINE NV1?
Departments should update the following fields on the *DEFINE NV1 screens if the current information is not accurate:
- Item Description (use a description that will make the asset easier to find each time you conduct inventory)
- Serial Number (on screen 2)
- Building locations
- Room numbers
- Equipment Status—Found or Missing
If you do not have update access in *DEFINE, contact your electronic office manager.
- I have a purchase order number and would like to see the inventory numbers assigned to the items. Is that possible?
If the purchase order has been paid, and the items have been set up on the *DEFINE system, you can access this information by logging onto the mainframe, as if you were accessing *DEFINE. However, under "Enter Input," type *INVPO instead of *DEFINE and hit enter. On the following screen please enter the PO number you wish to look up.
- Where can I see inventory object code thresholds?
From *DEFINE commands GG8 or GG9, you can search for object code information by object code or keyword.
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