Taking Inventories

At the beginning of an inventory period, open an inventory to create the baseline to compare found assets against. If there are 100 assets in the database when an inventory is created, the system will compare the assets found during the inventory wit


When taking a traditional physical inventory, users will go from room to room in a building and scan or enter each asset found. This is typically much easier and more efficient using a purpose build mobile device with a built-in barcode scanner.

RedBeam recommends using the mobile Take function described in the Mobile Functions section of this document for this process. However, users can take an inventory on a PC or laptop by navigating to the Take tab.

A list of all assets will display in the grid until location values are selected.

Select the Company, Building and Room where the assets to be scanned or entered are found. If only one Company exists, only the Building and Room fields will display.

Once the Room is selected, only the assets in that Room in the database will be displayed with Unfound assets defaulted to the top of the list. This gives the user an idea of the assets they should look for during the inventory.


A user can type or use a barcode scanner to scan the Asset ID or Serial #. (This value is case sensitive.)

Once entered or scanned, the asset details will display. A user can make any other changes needed to the Asset (i.e., assignment to a new Person or Department) and then click Save to mark the asset as Found 


They can then scan the next asset in the room and repeat the process until all assets found in that room are updated.

After moving to the next room, the user changes the room value to the new location and then scans the assets in the next room and so on.

If the asset was found in a different room than the system expected, a message will notify the user and give them a choice to update the Room value to the new room or to keep the previous Room value.


If the asset is new to the system, a message will notify the user and ask if they want to add the asset. They can enter the new Asset ID and other relevant data and click Save to both create the asset and mark it as found.


For many users implementing an asset tracking system for the first time, this is a good way to get initial asset data into the system. Often, new users will order pre-printed, sequential barcode labels, peel off the first label, tag the first asset, scan the barcode, and enter the asset information. This process is then repeated until all assets are tagged and entered in the system.