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How do I reconcile a Storage Location?

The storage location reconciliation process allows users to verify that evidence is in its correct storage location. Any items that have been misplaced or are missing can be quickly identified.

Each storage location has a reconciliation frequency which is set in the Storage Location Master by an Administrator or user granted the appropriate security permissions. If a frequency greater than 0 is set, a Reconciliation task will appear on a user's To Do list on the Dashboard after that time period, in months, has passed since the last reconciliation. The user will only receive reconciliation requests for storage locations to which they have access. By default, the storage locations will have the reconciliation value set to 0, which means that there is no reconciliation interval defined for those items.

The contents of a location can be reconciled on demand any time a user wants to verify the contents or as a result of receiving a reconciliation To Do task.

The information used in deciding if an item is in the correct storage location is based on the chain of custody information that has been recorded for the item. If transfer transactions have not been recorded, the reconciliation process is meaningless.

When completing a reconciliation, an item can have any one of three different statuses. These statuses are dynamically updated as the reconciliation process is completed:

  • Present Items are items that are in the correct storage location based on the chain of custody information recorded for the items.
  • Missing Items are items that should be in the storage location being reconciled, but have not yet been identified as being present.
  • Out of Order Items are items that have been identified as being in the location that is being reconciled, but should be stored in some other location based on the chain of custody information recorded for the items.

The reconciliation process can also be completed by importing a list of scanned barcodes. This list may have been created using a hand-held barcode scanning device or entered by hand into a spreadsheet.

Reconcile from the To Do List

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If a Reconciliation Request task appears in the To Do list on the dashboard, click on the number of tasks (1, in the image above) to be taken to the Reconciliation Requests screen. If the counter is 0, there are no locations that are due to be reconciled based on the reconciliation frequency set for that location.

Reconcile from the Quicklist

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To begin the reconciliation process from the Quicklist, click on the Inventory a Storage Area link. The Reconciliation Requests screen will appear.

View Existing Reconciliation Requests

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If there are existing Reconciliation Requests, they will appear on the Reconciliation Requests screen under Location with a due date also listed. Click on the location name to open the Process Item Reconciliation screen and start the reconciliation process.

Add a Reconciliation Request

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To add a Reconciliation Request, click the Add Reconciliation Request button (1). Additional fields and buttons will appear. Place the cursor in the textbox (2) and scan a location barcode or click the magnifying glass (3) to open a list of Item Locations and click on a location, which will then be entered into the field. To reconcile immediately after adding the request, place a checkmark in the Reconcile Now checkbox. (To add the request to the list for later reconciliation, do not place a checkmark in that checkbox.) When finished entering the information, click the OK button.

Inventory a Storage Location (Process Item Reconciliation)

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After either clicking on an existing Reconciliation Request or adding a new Reconciliation Request with the Reconcile Now checkbox checked, the Process Item Reconciliation screen will appear with the location listed in the Select Location field. To change the location, click the barcode button and select a new location from the list.

To add items, place the cursor in the Select Item field and begin scanning barcodes of items in the location. Items can also be selected from a list by clicking on the barcode button next to the Select Item field. Items can also be imported; please see section about importing reports below.

As items are entered, they will be placed on the appropriate tab: Present Items, Missing Items, or Out of Order Items. The All Items tab will include all of the items that are currently recorded as being stored in this location. Present Items are items in the correct location. Missing Items will list items that should be in the location but were not scanned. Out of Order items are those items that were scanned but should not be in the current location.

If the reconciliation process takes a while and the items may have changed locations, click the Refresh Reconciliation Status button above the tab sections to manually update the tabs.

When the process is complete, click the Finish button.

Click Cancel to cancel the reconciliation process or Clear to clear the screen to clear the screen and start over.

Import a Reconciliation Report

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Importing a reconciliation report is a quick way of entering all of the barcodes at once instead of individually.

To import a reconciliation report from the Process Item Reconciliation screen, click the Import Reconciliation Report button. Additional fields will appear to the right of the button. Click the Browse button to navigate to the XML file containing the barcodes from the items in the storage location and click Open. Next, click the Import button to import the barcodes. Click Cancel to cancel the import process.

Reconciliation Reports

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Users with the correct security permissions can run Reconciliation Reports for storage locations. From the Quicklist, expand Run Report and then click Reconciliation. Enter a location either by clicking in the Location field and scanning the location's barcode or clicking on the magnifying glass and selecting the location from the list. Click the Search button to run the report.

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