Inventory Control - Frequently Asked Questions
An ICN tag (Inventory Control Number) is an unique identifier affixed to a WKU (state) owned asset for both tracking and insurance purposes. The ICN is entered into Banner and listed under the inventory for the department that is responsible and accountable for the asset. Some assets have ICN tags assigned but not affixed to the asset if it is impractical to physically tag the asset. For example, an asset that is far from floor level and not easily accessed such as a scoreboard. Some assets such as statues do not use tags physically affixed for aesthetic reasons.
Presently all computers need to be tagged regardless of purchase price. Other assets are tagged if the asset has a purchase price of $2,000.00 or more.
If the asset was ordered using a requisition/PO you need to make certain you have completed the receiving in TopShop. If the order was coded correctly, the asset tag will generate once the invoice is entered. There may be a 24-48 hour delay from the time the invoice is entered to the time the ICN is generated. If the item was coded incorrectly on the purchase order and does not generate an asset tag, please contact Inventory Control, with your purchase order number.
The WKU Foundation provides documentation to Inventory Control for acquired assets. After Inventory Control receives the necessary documentation, you will be contacted by Inventory Control for access to the asset for tagging purposes. The ICN assigned to the asset will be flagged in Banner as a WKU Foundation purchase.
If the asset is a computer and needs to be sent to surplus, log into WKU IT's TD System. Select "Request Service", then "Submit a Ticket". Choose "Computer and Hardware" and you will see the option for a Surplus Computer Pick-Up Request. ITS currently handles all of the Surplus computers.
If the asset is not a computer, please contact WKU Surplus to put in a request.
Please email Inventory Control stating the ICN for the asset you want to transfer and the name of the person and department accepting the transfer. Transfers are not completed in Banner until Inventory Control receives written confirmation from the department receiving the transfer that the asset has been physically transferred to their department.
Please contact the Purchasing Agent who is handling your order. Also, list the trade-in information, including the ICN of the asset being traded in, in notes on the Purchase Order (PO).
If your department purchases an asset using grant funds, the asset will be flagged in Banner as a grant purchase. The PO will print out with FEDERAL FUNDS PURCHASE to let Inventory Control know that the asset needs to be tagged with a grant ICN tag. Grant ICN tags have "Property of Federal Government" printed above the ICN on the tag. Grant index codes begin with 510000 and end with 595999. If an index code is used that begins with a "6" or "9" it will not be flagged as a grant purchase.
There may be several different versions of the ICN tag on the assets in your department depending on the asset age and type. Please see the ICN Tag Document for examples.
WKU has an arrangement with DELL to pre-tag the computers before shipment to WKU. If you receive a DELL computer that has already been tagged, you will be contacted by Inventory Control for confirmation of the ICN, service tag number and location (building and room number). If you would like to do so, you may go ahead and email this information to Inventory Control as soon as you remove the computer from the box. The pre-tagging by DELL only occurs on standard machines. If you have ordered a custom machine, you must remember to ask the DELL rep to include tagging, or the machine will not come in tagged.
After an asset has been tagged, the ICN is entered in Banner using the departmental ship to code used for the purchase. It is the department's responsibility to make certain that Inventory Control is informed if the ICN should be entered on another department's inventory. Inventory Control does not check the index code to see if it matches the ship to code.
Inventory Control performs a record keeping function regarding Surplus. Inventory Control is responsible for updating the ICNs for assets transferred to and/or from Surplus but does not physically handle Surplus. Please contact WKU Department of Surplus for surplus-related questions.