TIPWeb-IT Archive
The Archive feature is accessible in the Administrative view and requires Administrator credentials to set catalog, inventory, staff, or students to inactive.
Archive - Catalog
This feature allows an administrator to inactivate all products in the catalog that have an inventory quantity of zero and are not on a purchase order.
1. Click on Archive, located in the Admin Tools Quick Links menu. The Archive window opens.
2. Select Catalog from the Archive drop down menu.
3. To inactivate all products, select All from the Inactivate drop down menu.
4. Click on Go. The Confirm Archive window opens.
5. Confirm the number of products selected to archive by typing the product quantity into the Confirm the count by typing it here field.
6. Click on Catalog(s) Selected for Archive to open a report, in CSV format, to review the Catalog being archived.
When the message appears asking "Do you want to open or save CatalogSelectedForArchive.csv ...", click on Open.
7. Click .
8. To inactivate a specific product, select Single Product from the Inactivate drop down menu.
9. Enter/scan the product number in the Product Number field or search for the Product Number. The Product Name field populates.
10. Click on Go. The Archive Catalog window opens and displays a success statement.
11. Click .
12. Click on Close to close the Archive window.
Archive - Inventory
This feature allows inventory to be removed from active inventory quantities. Tags with a status of Auctioned, Disposed, Lost, Recycled, Returned to Vendor, Sold, Stolen, Surplus and/or Used for Parts qualify for the archiving process. Three sets of information are required to archive tags: Tag Status, Prior to Date, and Site. An optional Notes field is available.
After tags have been archived, they can be viewed in the Archived Inventory Report and/or within Tag Search (Archived filed displays detailed archive information in red).
1. Click on Archive, located in the Admin Tools Quick Links menu. The Archive window opens.
2. Select Inventory from the Archive drop down menu.
3. Select the respective tag Status(es) from the Status drop down menu.
4. Click on the calendar popup to select the respective date Prior to Date.
5. Select the respective Site(s) from the Site drop down menu.
6. Enter optional notes.
7. Click on Go. The Confirm Archive window opens with the number of tags selected to be archived.
8. Click on Tag(s) Selected for Archive to open a report, in CSV format, to review the tags being archived.
When the message appears asking "Do you want to open or save TagsSelectedForArchive.csv ...", click on Open.
9. Confirm the number of tags selected to archive by typing the tag quantity into the Confirm the count by typing it here field.
10. Click . The Archive Inventory window opens and displays a success statement.
11. Click .
12. Click on Close to close the Archive window.
Archive - Staff
Staff eligible for this process must meet the following criteria:
· No inventory currently assigned
· No unsatisfied charges assigned
NOTE: All active staff will reappear with the next update of your Staff Information or HR system.
1. Click on Archive, located in the Admin Tools Quick Links menu. The Archive window opens.
2. Select Staff from the Archive drop down menu.
3. Select the respective Site(s) from the Sites drop down menu.
4. Select the respective Staff Type(s) from the Staff Types drop down menu.
5. Select the respective Grade(s) from the Grades drop down menu.
6. Click on Go. The Confirm Archive window opens with the quantity of staff to inactivate.
7. Click on Staff Selected for Archive to open a report, in CSV format, to review the staff being archived.
When the message appears asking "Do you want to open or save StaffSelectedForArchive.csv ...", click on Open.
8. Confirm the number of staff selected by typing the staff quantity into the Confirm the count by typing it here field.
9. Click . The Archive Staff window opens and displays a success statement.
10. Click .
11. Click on Close to close the Archive window.
Archive - Students
Students eligible for this process must meet the following criteria:
· No inventory currently assigned
· No unsatisfied charges assigned
NOTE: All active students will reappear with the next update of your Student Information System.
1. Click on Archive, located in the Admin Tools Quick Links menu. The Archive window opens.
2. Select Students from the Archive drop down menu.
3. Select the respective Sites from the Sites drop down menu.
4. Select the respective Grades from the Grades drop down menu.
5. Click on Go. The Confirm Archive window opens with the number of students to inactivate.
6. Click on Student(s) Selected for Archive to open a report, in CSV format, to review the students being archived.
When the message appears asking "Do you want to open or save StudentsSelectedForArchive.csv ...", click on Open.
7. Confirm the number of students selected by typing the student quantity into the Confirm the count by typing it here field.
8. Click . The Archive Student window opens and displays a success statement.
9. Click .
10. Click on Close to close the Archive Inventory window.