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Warehouse Management

You can use several different ContentsTrack tools to manage inventory during the workflow. The first tool you can use is the Inventory page (see below for more information) within the job details. You can also use the Tracking and Stations pages in the Main menu to edit items or note where they have been moved.

Inventory

On the Inventory page, found in the Job menu, you can manage rooms, and view, track, edit, bulk edit, and export inventory items. You can also reprint item IDs if necessary.

See Job Details for information about the following Job menu options: Job Info, Distribute Task, Images, Generate IDs, and Reports

To move boxes and items to different containers and stations, see Tracking and Stations in the Main menu.

Manage Rooms

Each item is associated with the room it was found in. Go to the Inventory page to add or edit rooms.

Add a room

1. Click the room menu (under the Search field, see image below). The room dialog appears.

 

1. Click Add Room . A dialog box appears.
2. Enter the Room Name, Room Type, and Room Level.
3. Click Save.

Note: Room names must be unique in a given level.

Delete a room

Note: This feature is only available for Administrator users.

Deleting a room removes the room and its entire associated inventory from ContentsTrack. There is no way to recover a deleted room's information once it has been deleted, so be careful when deleting rooms.

1. Select the room in the Rooms menu.
2. Click Delete .
3. Click OK.

Note: To select more than one room, click Toggle Multi-Select .

Merge rooms

Merging rooms will combine all the items from two rooms into one room.

1. In the Rooms menu, click Toggle Multi-Select .
2. Select the rooms you want to merge.
3. Click Merge Rooms .
4. Select the room to which the items will be moved.
5. Click Merge.

Add room images

See Images for more information.

Manage Inventory

 As you review the job, you can add, delete, edit, track, bulk edit, and export inventory items. You can also reprint item IDs if necessary.

Add an Item

1. Select a room in the Rooms menu.

1. Click  Add (to the right of the Rooms menu). A dialog box appears.
2. Add an ID label to the item and box (if applicable).
3. Enter the item details (see Add Item options below).
4. Click Save. The Box ID is automatically saved for the next item.

Note:  You can use ContentsTrack to generate unique barcodes for Box IDs, Item IDs, and Container IDs.  For more information see Generate IDs.

Add Item options

Note: Only the Description field is required, but if you want to track the item, you must enter a unique item ID.

Details tab: Add or edit item details, then click Save. You must save your changes before you can navigate to the other tabs.

Status: Select a status for the item (clean, replace, questionable, or storage). When you change between a cleaning status and replace status the CAT/SEL fields will change to USR MISC.

Location: Select the item's location (container).

Category: Enter a category code for the item. This can match the category codes in Xactimate price lists.

Selector: Enter a selector code for the item. This can match the selector codes used in Xactimate price lists.

Item ID: Enter the item ID (must be unique). If two items have the same ID, one of them will need to be changed in order for the item to be tracked using the ContentsTrack tools (Tracking and Stations).

You can generate and print ID labels on the Generate IDs page.

Box ID: Enter the box ID (must be unique). Box IDs can only be reused for items in the same job and location as the box itself.

Description: Enter an item description. This field is required.

Condition: Select one or more condition codes for the item.

Brand: Enter a brand (manufacturer) of the item.

Model: Enter the model name or number of the item.

Reported Cost: Enter the reported cost for the item.

Quantity: If you are describing more than one item, enter the quantity.

Age: Enter the age of the item in decimal value (1.25 or .5). Or enter it like this: 1,4 (this would be 1 year, 4 months), and ContentsTrack will convert the age to a decimal value.

Notes tab: Add, edit, or delete notes about the item, then click Save.

Images tab: Add or delete images of the item, then click Save. For more information see Images.

Recordings tab: Add or delete audio recordings about the item, then click Save.

Delete an Item

Note: This feature is only available for Administrator users.

Deleting an item will remove the item and all of its associated data such as images and voice notes from ContentsTrack. There is no way to recover item information once it has been deleted, so be careful when deleting items.

1. On the Inventory page, select the check boxes for items you want to delete.
2. Click Delete. A dialog box appears.
3. Click OK to delete the items.

Edit an Item

1. On the Inventory page, select a room.
2. Click the Description link of the item you want to edit. A dialog box appears.
3. Make your changes.
4. Click Save.

Bulk Edit items

Bulk edit is useful when you want to make changes to specific fields on several items at once. Bulk changes cannot be undone, so make sure you have the right items selected. Fields that you leave blank or set to "No Change" will not be altered.

Box IDs are not required to be unique, but can only be reused if the items are within the same job and location as the box itself.

Related: Tracking, Stations

1. On the Inventory page, select a room.
2. Select the check box for two or more items.
3. Click Bulk Edit. A dialog box appears.
4. Make your changes.
5. Select the Internal check box to prevent a note from being exported to reports.
6. Click OK. The changes are saved.

View the chain of custody

Related: Tracking, Stations

1. On the Inventory page, select the check box for an item.
2. Click Chain of Custody.
3. In the dialog box that appears, you can view and print the chain of custody. You can also click a container name or graph to view more details specific to that container.

Note: Chain of Custody is only available when a single line item is selected.

Reprint Item IDs

At times it may be necessary to replace some ID labels due to damage or loss.

Note: To generate all the IDs for a job, go to Generate IDs.

1. On the Inventory page, select the check boxes for items that need ID labels replaced.
2. Click Reprint ID. A dialog box appears.
3. Make any adjustments necessary to Company Name, Type [of label], and Starting Cell. Then select whether you need Item ID, Box ID, or both IDs reprinted.
4. Click Print.

Export inventory

You can export inventory items to XactNet addresses for import into supported versions of Xactimate and XactContents (an XactContents subscription is not required).

1. On the Inventory page, select a room.
2. Click Export.
3. Complete the form (see Export inventory options below).
4. Click Export.

Export inventory options

All: Click to select all inventory items for export.

By Status: Click to select only items with a specific status for export.

Exclude Internal Notes: Select to exclude internal notes on the exported items.

Consolidate by Category/Selector Combination: Select to consolidate line items for importing into Xactimate. The system will consolidate items that have the same category/selector combination into one item and then sum the quantity.

For example, the following items were entered for the same room or level but were put into different boxes:

CGN BXMM, QTY=1

CGN BXMM, QTY=2

ContentsTrack would consolidate these two line items into one line item for that room or level with a QTY=3. The item descriptions, notes, images, and voice recordings would also be consolidated and listed by Box ID or Item ID.

Consolidate Rooms: Select to consolidate line items as explained above, creating one line item per category/selector code within each room of the job.

Exclude Images: Select to remove all the images from the export.

Export to XactNet Address: Enter the XactNet Address you want to export the inventory to. Previously entered XactNet Addresses can be selected from the drop-down list.

Add a Quick Inventory

You can add a Quick Inventory (created in the Preferences page by an administrator user) to a room. To sync this inventory to a mobile device, see Distribute Task.

1. Click Quick Inventory (this button is enabled when a single room is selected).
2. Select an inventory.
3. Click Add. The items from the quick inventory are added to the room you selected.