Create Inventory Type Process Cooling in TR4 - Guide

Inventory can be created under the Inventory section TR4. The option to CREATE INVENTORY + is limited to specific user groups in trakref.

1. To add a piece of inventory to a location, navigate to the Inventory List section from the sidebar menu.

2. On the Inventory List page, locate the CREATE INVENTORY + button in the top right corner

3. Select CREATE INVENTORY +

4. User is redirected to the Create Inventory workflow.

5. Select the Inventory Type HVAC/R Systems - Process Cooling.

6. Complete the Create Inventory form provided with as much information available on the asset. Complete all required fields, as well as any optional fields where information is available. Note: Some fields may be required based on local regulations.

• Is this a new purchase / acquisition?
  • Select No if:
    • This is an existing piece of inventory that was not recently purchased/acquired, or
    • This is a new piece of inventory, but customer prefers not to track Location Type Wholesaler/Supplier
  • Select Yes if:
    • This is a new piece of inventory that was recently purchased or acquired, and
    • The Wholesaler/Supplier where inventory was purchased or acquired is listed as a Location Type Wholesaler/Supplier within customer account.
      • Complete additional field for Acquired From Location: by selecting the Wholesaler from the dropdown. If Wholesaler is not listed, they can be added through the Location section.

• Location: select from the dropdown where this piece of inventory is located
• Name: enter the name associated with the inventory item
• Asset Status: select from the dropdown the current status of the asset.
  • Active – Inventory is operational.
  • Inactive – Inventory is temporarily non-operational but may be operational at a future date.
  • Decommissioned – Inventory is permanently non-operational.
• Tag Number: Enter the unique tag number assigned to the inventory. This section can be left blank if not applicable.
• Serial Number: Enter the unique serial number assigned to the inventory. This field is required unless a value is entered under Tag Number.
• System Type: this field will populate as Process Cooling based on Inventory Type selected at start of form.
• Process Cooling Type: optional. Select from dropdown.
• Acquisition Date: select the acquisition date from the provided date picker.
• Install Date: select the install date from the provided date picker.
• Material Type: select an option from the dropdown.
• System Status: select an option from the dropdown. Below are some common system statuses:
  • Normal Operation – system is operational, no leaks present
  • Under Repair – system is operational, leak(s) present
  • Provisional Non-Operation – system is new and pending a Service Event Install
  • Mothballed – system is temporarily non-operational, pending repair
  • Shutdown/Retired – system is permanently non-operational
• Current Gas Weight (lbs): enter the current gas weight.
• Current Gas Weight (oz): enter the current gas weight.
• Charge Capacity (lbs): enter the charge capacity.
• Charge Capacity (oz): enter the charge capacity.
• Charge Capacity Determined By: select an option from the dropdown.
• Temperature Class: select an option from the dropdown.
• Oil Type: select an option from the dropdown.
• Has Approved Alternate Leak Detection Method?
  • If the inventory is monitored by an alternate leak detection system, select the toggle to indicate Alternate Leak Detection Method is enabled.

• • Complete the additional fields related to Alternate Leak Detection Method
    • Associated Leak Monitoring Device: select from the dropdown the Inventory Type Control that is monitoring this inventory for leaks
• Location On Site: enter the details of where the piece of inventory is located on site. For example: Inside, Outside, On roof, In machine room, etc.
• Manufacturer: select an option from the dropdown
• Manufacturer Date: select the manufacturer date from the provided date picker
• Model Number: enter the model number of the inventory.
• Model Year: select an option from the dropdown
• System Manager: if applicable, select the system manager from the dropdown

7. After completing the Create Inventory form, locate SAVE INSTALLED and CREATE INVENTORY buttons at the top of the form

• If this is an existing piece of inventory and installation paperwork is not available, select SAVE INSTALLED to create the asset and bypass the Service Event Install record. This option will create the asset under status Active and the operational status Normal Operation
• If this is a new system and installation paperwork has been provided, select CREATE INVENTORY to create the asset under the status Inactive and Operational Status Provisional Non-Operational. To activate the asset, a Service Event Install record must be recorded to capture the initial charge.

8. Select either SAVE INSTALLED or CREATE INVENTORY to add the asset to location inventory

9. Window will appear confirming Inventory successfully created.

10. After Inventory is created, from the popup window user has the option to navigate to another page based on their unique need.  

• VIEW INVENTORY DETAILS - select this option to return to the Inventory Detail page for the inventory created.
• CREATE NEW INVENTORY - select this option to return to the Create Inventory workflow if another piece of inventory needs to be created.
• X - select the X in the top right corner to return to Inventory List page