Considerations for Asset and Inventory Management Software

A Buyer’s Guide
Inventory Management &
Asset Tracking Software 2015
Cloud Solutions — What to Consider Before Purchasing an Inventory
Management or Asset Tracking System
PART 1
www.barcloud.netAuthor: Elie Jean Touma CEO, ASAP Systems - Copyright ASAP Systems 2015

Author: Elie Jean Touma CEO, ASAP Systems - Copyright ASAP Systems 2015 www.barcloud.net
2 A Buyer’s Guide to Online Inventory Management and Asset Tracking Systems
TABLE OF CONTENTS
PART 1
A Guide to Cloud-Based Solutions
INTRODUCTION
The First Step
Assets vs. Stock Inventory
Terminology
It’s Time to Automate
Creating Your Ecosystem
Finding the Right Vendor
THE TECHNOLOGY
The User Interface
Ribbon–Based and Tree–Based
Lifecycle–Based Software Interface
Quickstart Dashboard
How Flexible Is the System?
Is It Scalable?
Choosing the Right Barcode
Reporting
Mobile App Capabilities
INTEGRATIONS
Direct Integration
Custom Integration
Third-Party Integration
UNCOVERING HIDDEN COSTS
Uncovering Hidden Fees
User Fees
Barcode Label Fees
Report Fees
Barcode Catalog Fees
Training Fees
CONCLUSION
COMPARISON OF SHORT AND LONGTERM COSTS
Solutions Comparison Table
YOUR PURCHASING CHECKLIST
Evaluating Basic Needs
Evaluating the System Architecture
The True Cost of Ownership
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THE FIRST STEP: YOU’RE LOOKING
The fact that you are reading this e-book says that you are
looking for, or at least considering, an online asset tracking
and/or stock inventory management system.
Maybe you have been manually tracking your assets,
inventory, and associated costs using an Excel spreadsheet
or just a clipboard and paper. Maybe your division just
purchased a substantial amount of inventory or assets
and tracking their whereabouts has become a nightmare.
Whatever the case may be; you have found the right resource.
The objective of this e-book is to help guide you through the
key issues you should consider and important questions you
should ask prior to purchasing a system.
INTRODUCTION

ASSETS VS. STOCK INVENTORY:
WHAT IS THE DIFFERENCE?
Assets
For most companies, an asset or fixed asset
typically represents durable equipment, computing
and networking devices, tools and the like.
Systematically tracking these items is necessary
across every industry in order to provide a record
of asset value for accounting purposes, to provide
information for business continuity planning, and
to provide information during tech support or in
the event of loss/theft. For tracking purposes, each
of these assets has a unique barcode identifier (e.g.
make, model, serial number, etc.).
Stock Inventory
Alternatively, stock inventory represents the raw
materials, work-in-process goods and finished
goods that you consume and store for your
business needs. Some organizations monitor stock
inventory quantities daily, because these items
are replenished as needed to make sure there is
available stock inventory for use or sale. Your
typical warehouse stock inventory is tracked by a
common stock item number or SKU identifier that
is used for all products or items within a specific
line. If the stock inventory is tracked by batch, lot or
serially, then a specific batch, lot or serial barcode
identifier would be used.
What are your needs?
From a financial perspective, fixed assets lose
value over time, i.e. they depreciate. Do you
need your system to track asset depreciation?
Will your system allow you to track both assets
and stock inventory? Most companies have
a mix of fixed assets and stock inventory.
Although both act as assets, each gets
treated differently on a company’s financial
statements.
For startups seeking funding, for example,
potential lenders and banks scrutinize fixed
assets very closely. This is why tracking
your inventory and assets separately and
accurately is critical.
No matter what your industry or what you
are tracking — unique stock items, general
inventory, business assets such as electronic
equipment (PCs, laptops, mobile devices,
etc.) or assets and inventory that are shared
or distributed through a central operation —
your organization should experience all the
benefits of asset and inventory control that
have been proven and are currently being
used in workplaces around the world.
INTRODUCTION

INTRODUCTION
TERMINOLOGY
Let’s define some of the inventory
management and asset tracking system
keywords that are used throughout this guide.
Customized
Built from the ground up by the vendor to
meet the specific needs and functions of the
customer’s unique environment.
Configurable
Systems that are designed to permit
modification by users. In other words,
tailoring an existing feature for your own
personalized benefit.
For example, how flexible are the data
collection fields? Can you configure reports
by renaming fields, adjusting or hiding tabs?
Can you change the layout and terminology
of the user interface so that it makes sense to
you?
Cloud-Based
An application that runs on the internet
(in the cloud) and stores data in a remote,
shared server. It requires no hardware
installation and can be accessed through
web-browsers on any computer or mobile
device with internet connection.
Feature Package
The bundle of functions or set of benefits
that are made available to users at certain
price levels. A common breakdown of feature
packages is lite, standard, and professional.
For example, the lite package may limit how
many inventory items or assets a user can
track, whereas, the professional package may
include unlimited item tracking and more
robust features such as asset depreciation or
advanced security.
Concurrent Users
The number of users that are logged into
the system and making changes at the same
time. This is different than the total number of
people that have access to the application or
users who simply want to view a report.
SaaS (Software as a Service)
A common business software licensing and
delivery model for web-based business
applications. SaaS applications are designed
to integrate and easily work together. They
also scale easily, not only in the technical
sense, but for your business and its users as well.

INTRODUCTION
Out-of-the-Box Software
Out-of-the-box software is a program with fixed functionalities
and costs, as well as minimal database capabilities. It cannot be
modified or made to scale, but may be ideal for light or very specific
inventory management use.
System
An inventory or asset tracking “system” includes software,
hardware, and support. It is a comprehensive and scalable solution
that operates at an enterprise level, includes flexible functionalities,
and a powerful database. Systems are installed on desktops and are
therefore confined to physical locations. Clients can host a system
or the vendor can host it for you. Also, systems are not exposed to
the security risks of web-based applications.
Mobile Barcode Computers
Mobile barcode computers, referred to as “barcode scanners” in
this e-book, are powerful inventory management devices used in
systems to scan barcode labels, capture and store data. There are
rugged, phone-size, gun-grip, wearable, and mounted models, each
option designed for different technical and functional capabilities.
Some barcode scanners are paired with docking stations for data
synchronization. Vendors build software specifically for barcode
scanners and install SQL Server databases onto them.
Smart Devices
Within this e-book, “smart devices” refers to smartphones, tablets,
and hybrid laptops enabled by Android or Apple operating systems.
Users can download mobile apps for inventory management and
asset tracking onto smart devices, and use the built-in cameras to
scan barcodes.
TERMINOLOGY (Continued)

IT’S TIME TO AUTOMATE
Tracking stock inventory or assets can be
tedious and costly, especially when trying to
do so manually. Perhaps your team is taking
much too long to conduct physical inventory.
Or, maybe there have been inaccuracies with
your end-of-year inventory count. Failing to
effectively trace an item’s location, quantity
or history of use contributes to a number of
issues, including supply shortages, inaccurate
recordkeeping and lost or misplaced items.
Nowadays, inventory control tasks that used
to take hours or days can be performed with a
few mouse clicks using an automated inventory
system. Your inventory operations, as simple
or complex as they may be, benefit from the
streamlined inventory lifecycle involving
fewer man-hours and costs associated with
overseeing and holding inventory.
Regardless of your industry, it’s time to
automatically track every kind of asset that is
essential to your organization or business, such
as:
✓ Devices or stock items that are used for
patient care (in healthcare/medical industry)
✓ Shared computing, networking, and
electronic devices within schools,
government agencies or corporate divisions.
✓ Hard copies of files, documents and
paperwork that have to be stored in a
physical location
✓ Temporarily loaned tools or supplies that
are in the custody of employees or other
organization.
✓ Parts, components, or raw materials
consumed in production and typically
stored in a warehouse.
These are just a few examples of why a
business or organization would consider
automating their asset and inventory
management with a system. Whatever your
business reasons are — or whatever your
business does — it is critical to find the right
solution that fits into your process and budget.
Create Your Checklist
A goal of this e-book is to help you create
applicable checklists that speak to your
business’s specific needs at each step of the
buying process.
✓ What information do you need to ask the
vendor?
✓ What is the True Cost of Ownership (TCO)
for an automated system?
✓ How does the vendor’s technology fit
with your long–term business goals?
✓ How quickly will you receive a return on
investment (ROI)?
INTRODUCTION

INTRODUCTION
HOW TO PREPARE . . .
Answer key questions about your needs
and the parameters of the project.
Make a list of your pain points.
CREATING YOUR ECOSYSTEM
Know your needs from the start
Before talking to any vendors, your first step
should be to understand the needs of your
organization and to assess its challenges.
Ask yourself the key questions shown in
the column to the right. In addition, make
a list of your pain points. This will ensure
clear communication between you and the
vendor, and give the vendor an opportunity
to demonstrate to you how their solution will
address your specific needs.
✓ What is my budget?
✓ What is my current system of tracking?
✓ Am I tracking assets or stock inventory or
both?
✓ What items am I tracking or do I want to
track?
✓ What data do I need to collect, view, and
report on?
✓ What is my biggest issue related to
tracking?
✓ Do I need to host the database or should it
be hosted in the cloud?
✓ How would implementing a system that
solves these issues affect the business and
my success within the organization?
✓ How many total users will there be? How
many are concurrent users (See definition
on pg. 4)?
✓ How many users will need to use a barcode
scanner, RFID reader, or smart device? How
many total devices will I need?
✓ Do I need an immediate “fix” or do I want
my solution to grow as my company grows?

INTRODUCTION
GOOD TO KNOW . . .
Make sure key members of your team
are present for the live demo so that the
team’s needs and questions are tackled at
once.
FINDING THE RIGHT VENDOR
How do you go about finding the right system
provider and how do you know if they have the
right solution?
Where to look
Look no further than your preferred search
engine. Keyword queries such as “online
inventory management,” “asset tracking
system,” and “barcode inventory system” will
bring up several different vendors. You can
also take a look at product review sites, social
media, conferences, and resellers.
On the surface, many products and solutions
look the same. Probe a little deeper, though,
and you will discover key differences that
should be considered prior to making any
purchase decisions.
Start with a live demo
The best way to see what any system can do
is to attend an online demo, and make sure
it’s live and one–on–one. If there are several
companies on the call, it is hard to find out
how your specific needs will be addressed. If
the vendor only offers a pre-recorded demo,
assume that whatever the video shows is
exactly what is offered by the vendor.
More importantly, receiving a trial of an
inventory system without going through a
live demo is useless. As a user, you benefit
from exploring the functionalities that will
be instrumental in reaching your goals. You
also determine which features you won’t
need and do not want to pay for. You cannot
afford to “wing it” when it comes to trying
a robust and configurable system because
you will waste valuable time navigating
aimlessly through the database.

THE TECHNOLOGY
What are the important questions you should be
asking in regard to the technology? For example:
How often does the company upgrade their
software? Is the system locally hosted or in the
cloud? What does the user interface look like?
THE USER INTERFACE
In the age of mobile technology, smartphones
and tablets, our expectations about what a
user interface should look like have changed.
We expect it to be friendly, intuitive and
easy–to–use, and that it looks similar to the
software we are accustomed to using in our
daily lives.
When the vendor takes you through a live
demo, you will see several different types of
user interfaces, including: a ribbon–based,
tree–based, lifecycle-based, or quickstart
dashboard.
RIBBON AND TREE–BASED USER
INTERFACE
Ribbon–based and tree–based are standard
interfaces with the menu bar on the top or the
dropdown menu on the left hand side of the
screen (see example to the right).
Tree Ribbon

THE TECHNOLOGY
LIFECYCLE-BASED INTERFACE
The lifecycle diagram acts as a visual
representation of the inventory process from
when a stock or asset item is received until it
is issued out or disposed of. Each icon can be
clicked on to navigate you to the data grid of the
respective inventory or asset transaction.
QUICKSTART DASHBOARD
A step-by-step guide to help beginner users get
started performing asset tracking or inventory
management transactions within the system.
It provides an organized, high-level overview of
a typical process from basic setup to different
ways of viewing data.

HOW FLEXIBLE IS THE SYSTEM?
Make sure the system captures what you
want to track. For example, you may need
a budget code added to the “receive” form,
or you may need your inventory or assets to
be associated with a particular department.
Different company cultures and infrastructures
determine specific tracking system
requirements.
Ask these technical questions before you buy:
✓ How does the system collect data?
✓ Are you capturing all the data you need?
✓ Are the scanning devices verifying the assets
or inventory each time you scan?
✓ Once the data is collected, can it be
transmitted to the application via Wi-Fi, 3G,
4G, 4G-LTE or USB cable?
✓ Can you assign how to track? (i.e. by box, case,
drum, vial, etc.)
✓ Do you need to modify the barcode labels and
configure the labels per item or per case? Is
there a feature for that?
✓ Does the system include an offline mode for
an added layer of security you want data to
remain classified?
✓ Does it have a mobile app?
✓ Do they have an API guide?
✓ Is the system capable of full or light
integrations with hundreds of apps?
IS IT SCALABLE?
Is the system designed to easily grow
with your company? For example, your
organization may, at first, need a system
for 10’s of users, 100’s of asset records,
and a couple barcoding devices. But,
after three years of growth, you may
require 100’s of users, 1,000’s of records,
and 10’s of devices.
During your demo or free trial, note the
differences in the system’s features made
available to you in each pricing tier. Ask
the vendor if adding these features in
the future will be billable and if you can
upgrade or downgrade subscriptions
at any time. When your business needs
change, your system needs to be able to
keep up without breaking the bank.
THE TECHNOLOGY

THE TECHNOLOGY
CHOOSING THE RIGHT BARCODE
There are several types of barcodes actively
being used today. After reading this passage
you should be able to make an informed
decision based on which barcode type most
closely fits your needs.
The most popular type of barcode that
companies use for assets and stock inventory
is one dimension or “1D” linear barcodes. The
most common 1D barcodes are:
1 UPC
2 Code 128
3 Code 39
1 - UPC or Universal Product Code
UPC barcodes are widely used in the United
States for tracking consumer products such
as clothing and toys that are being scanned
at the point of sale (POS). Each barcode
is designated for each individual product,
manufacturer and product type/quantity. The
UPC-A variation has twelve numerical digits
and the UPC-E has six.
Distinguishing Factors:
✓ Does not not carry price information
✓ To get an official UPC barcode, you must
obtain a unique GS1 Company Prefix by
joining GS1
✓ Difficult to print on any equipment except
printing presses
Used For:
✓ Retail Stores
✓ Grocery Stores
✓ Resellers
2 -Code 128
This barcode symbology earned its name
because it can hold any character of the ASCII
128 character set (all characters, digits, and
punctuation marks).
1
2
3
Distinguishing factors:
✓ Broad character range
✓ High density 1D codes
✓ Compact: great data storage to size ratio
Used in:
✓ Distribution
✓ Ordering
✓ Transportation
3 -Code 39
This barcode symbology allows you to use 43
upper case characters and digits. Originally,
as its name suggests, its definable characters
were limited to 39. It should also be noted that
this barcode can only handle low density data
– it requires more space to encode data than,
for example, in code 128.
Distinguishing factors:
✓ Decoded by all barcode readers
✓ Easily integrates with existing printing systems
✓ Does not require checksum
✓ For in-house solutions
Used in:
✓ Automotive Industry
✓ US Dep. of Defense

THE TECHNOLOGY
REPORTING
Reports show you how your team has
performed and paint a picture of what’s
currently happening. They are key to driving
success for any inventory or asset system. The
information provided by reports is especially
critical in today’s environment, where you
must have a proactive approach. You should
be able to identify inventory trends and act on
them immediately.
Don’t be held back by limited reporting
capabilities. Does the system offer unlimited,
custom reports or just a few built-in reports? In
some cases, built-in reports get the job done,
but if you suspect you will be adding reports,
changing naming conventions, or adding/
removing data fields, ask the vendor if these
features are billable. A truly user-friendly
system will allow you to configure these
changes yourself, free of cost.
For example, you may want to run a series of
inventory reports to quickly determine which
products are needed at different business
or division locations, but the items at each
location are unique and specific to your group.
You will need a reporting tool that allows you
to configure inventory reports for each entity
you’re working with.
QUESTIONS TO ASK . . .
Does the system allow you to change
report formats? Will it allow you to create
role-based visibility restrictions? Can you
automatically send scheduled reports?
Basic or Built-in Report
Report Configured by a Client
Your Company Name
Your Address Line1
Your Address Line2
ASAP Systems Headquarters
355 Piercy Road
San Jose, CA 95138

THE TECHNOLOGY
MOBILE APP CAPABILITIES
Does the system include a mobile app and
does it meet today’s standards? Don’t be
fooled by vendors with web apps that can
only be accessed through mobile browsers —
they can’t perform all the functions of a true
mobile application.
In your search for a system you will find
inventory mobile apps that are standalone
in nature, and some that are extensions of
an inventory or asset tracking system that
are free to download with paid software
subscriptions. Both options save you from
buying costly barcode scanners, but the latter
is the more comprehensive solution.
When evaluating mobile app features,
determine if the app leverages the latest
technologies and inventory management
trends:
• Can you set up and automatically send
triggered SMS text or email notifications?
• Does the mobile app include GPS or
Routing capabilities? With the availability
of mapping services such as Google Maps,
Bing Maps, Yahoo Maps, and ESRI, asset
routing and mapping should be included in
the system.
• Can you be running the application and still
receive phone calls?
• Does the app include Bluetooth
connectivity? Some mobile barcode scanners
pair with smartphones running mobile apps
for inventory and asset tracking through
Bluetooth.
• Is it a cross-platform app, downloadable in
the iOS and Android app stores?
BRING YOUR OWN DEVICE (BYOD)
For added convenience at minimal cost,
your company can implement a BYOD policy,
taking advantage of the built-in cameras that
serve as fully functional barcode readers in
smartphones and tablets. Employees, ranging
from inventory managers to technicians and
clerks, can use their personal smartphone/
tablet to manage inventory or assets, and
scan barcodes on the go. It is a policy that, if
implemented with internal security measures
and best practices, can improve workflow
and remove cost of purchasing hardware for
barcode scanning.

INTEGRATIONS
Whether it’s for inventory management,
customer relationship management,
accounting, or communication, you utilize
an array of web apps to get you through your
workday. Knowing this, make sure the web-
based inventory or asset control system you
are evaluating has integration capabilities, so
that you can leverage the online tools at your
disposal. Most importantly, the system should
have an Open Source API.
An API, or Application Program Interface, is
made up of groups of protocols/instructions
and pieces of code crafted by programmers. Its
purpose is for building software applications or
allowing an application to communicate with
another application for specific purposes.
DIRECT INTEGRATION
Open-Source APIs enable the sharing of data
between applications so that content created in
one application can be dynamically posted and
updated in another web location. For the end
user, such as yourself, a good API can 1) save
you time through reduced data entry and 2)
extend the usefulness of a web application, such
as BarCloud, by allowing more applications and
their features to integrate with it.
CUSTOM INTEGRATION
The beauty of an API is that anyone can use
it to develop their own application in order
to integrate inventory management or asset
tracking functionalities into it. If you are only
interested in a couple features to add to your
workflow, and you have a software engineer
handy, take advantage of this integration
option. The vendor should have their API
hosted on their website and be able to answer
questions related to it.

INTEGRATIONS
THIRD-PARTY INTEGRATION
Another form of integration for cloud-based inventory systems is
through a third party. Web automation platforms enable you to
connect web applications without the need for custom coding work
on your end. The third party service handles the API work for you,
acting as the glue between your barcode inventory system and the
web app. That way, you can automatically move and manage specific
pieces of data between your system and, for example, a CRM, Task
Management, or eCommerce application. Find out if this time-saving
form of integration is offered, and which online apps you can connect
with.
When evaluating the integration capabilities of inventory or asset
tracking systems, here are some aspects to consider:
1. Which applications do you want to integrate with?
2. What data do you want to integrate? Stock item numbers? Vendor
info and sales orders? Maintenance dates?
3. Which system or application do you envision to be primary and
secondary? In other words, do you want your inventory system
(primary) to gather data on your stock items, Work-in-Process,
raw materials, and fixed assets and integrate that data with your
accounting application (secondary) or vice versa?
4. Does the system publish their API online?
5. Do you require a complete two-way data integration or would you
only like to push individual pieces of data one way?

In business, the expression, “there is no such
thing as a free lunch,” means that there is
always a cost, no matter how indirect or
hidden. This saying holds true when looking
to invest in an inventory management
system, but do you know the factors that
make up the cost? You may be aware of
some clear-cut vendor fees, but let’s go
over some hidden fees that you may be
overlooking.
USER FEES
How does the vendor charge for users? Make
sure they are charging for concurrent users,
which are users who are logged in, making
changes at the same time. For example,
you may have fifty employees but forty
are “view-only” users that do not perform
any transactions in the system, they just
need to look at the data. The remaining
ten are concurrent users who are actively
making changes at any given time. Do not
waste your money buying more licenses
than needed. Before purchasing, determine
how many users only need to view data
and how many need to be using the app
simultaneously.
BARCODE LABEL FEES
Can you configure the barcode labels or
is there an additional charge for that?
Configuring barcode labels includes adding
elements such as a company logo, date, time
and item name to the tag. So before getting
too excited, be sure there aren’t additional
charges for this ability in your inventory
management or asset tracking system.
REPORT FEES
Ask the vendor if there is an additional cost
to create a new report or to add, modify or
edit an existing report. Are there limitations
to how many reports you can create? If
your company grows substantially over
the next year and there is a dire need to
effectively report more often, vendors may
take advantage of your growth by tacking
on hidden fees. Also, be aware if a vendor
establishes reporting restrictions.
BSA002
BSA002
I77
12/1/2014 3:37:51 PM
Sony HD Cam
Atropine Sulfate, 20mL MDV
Basic Asset Barcode
Basic Stock Barcode
Custom Asset Barcode
Custom Stock Barcode
Atropine Sulfate, 20mL MDV

BARCODE CATALOG FEES
Does the vendor offer a barcode catalog with
item or stock numbers, descriptions and
images free of charge? A barcode catalog
can sometimes make your inventory process
easier and faster by simply scanning a barcode
location from a list instead of walking to the
physical location and scanning the item. Can
you create your own additional catalogs or are
there preset catalogs? Asking these questions
can help reduce potential fees.
TRAINING FEES
People change jobs frequently. If your system
admin leaves the company or is simply on
vacation, your inventory or asset management
solution shouldn’t stop or pause because
of this incident. Find out if the vendor can
continue training other members of your
staff or if impromptu training is an additional
charge? If the inventory system is user-friendly
and support-oriented, there shouldn’t be an
issue with training fees.

CONCLUSION
Inventory management and asset tracking systems have
become a cornerstone of operational strategies, due to their
ability to streamline workflow in a highly cost-effective manner.
Since inventory is a complex and ever-changing discipline, the
technology and software involved will continue to advance and
become more sophisticated. Companies face an array of choices
in the inventory management software market that is relatively
mature but still evolving.
The key differentiators that position SaaS cloud inventory
solutions at the forefront of the evolving market are:
✓ Options for cloud-hosted, client-hosted, and vendor-hosted
systems
✓ Mobile app for inventory and assets control from smart
devices and tablets
✓ Offline mode for performing and storing secure inventory
transactions without Wi-Fi or data connection
✓ Routing, mapping, and/or GPS asset tracking capabilities
✓ Direct, custom, and third-party integration options to connect
with other online business apps
✓ Automated management of all types of inventory
• Standard, serialized, and items with expiration dates, batch
numbers, and lot numbers
Choosing the right vendor means conducting a meticulous internal
evaluation to determine your business priorities, needs, and goals. Is
upper management on board with the investment? Do you have the right
team in place to handle an inventory system? And, have you put KPIs
in place to measure the return on your investment? With the answers
to these questions, your organization will be prepared to buy a system
and start deriving benefits from automating inventory management and
asset tracking.

A COMPARISON OF SHORT AND LONGTERM COSTS
Use this table to compare the true short and long-term costs of three types of inventory management or asset tracking solutions: Out-of-the-Box,
Custom, and Cloud/Web-based. The dollar figures in the chart are hypothetical but based on market research.
TYPE OF
SOLUTION
ESTIMATED INITIAL
INVESTMENT
$2,000
$95/concurrent user/
month
$100,000
$7,000 +
Wasted Workforce
Time
$0
$100,000+
✓ The canned reports were too vague and needed adjustment
✓ Needed more reports
✓ Users became frustrated because they wanted to only see the data that is
relevant to their job functions, but couldn’t.
✓ You realize that “one–size–fits–all” doesn’t fit
✓ You realize what will fit is going to cost you an average $195 per hour for
information gathering, engineering, Q&A, deliveries, etc. - assuming that
the vendor is capable of delivering
✓ This list can go on . . .
✓ You configure dozens of reports yourself to meet your operational
requirements at no additional cost.
✓ You show, hide, and rename data collection fields
✓ You set up tiers of role-based security rules for your team
✓ On a user level, team members can view the data that is relevant to their job
✓ And the list goes on...
✓ Your initial investment is exactly what that is — initial
✓ You are an endless revenue stream for the vendor
✓ Most aspects of your interaction with the vendor are billable
ADDITIONAL COST 3–6
MONTHS LATER WHAT HAPPENED AFTER A FEW WEEKS OF USAGE?
Out–of–the–box
Cloud/Web-based
Fully Customized

EVALUATING BASIC NEEDS
Use this table to remind you of core needs as they relate to your stock inventory or fixed asset operation, as well as their costs (if any).
Am I tracking any unique items? (i.e. capital assets, tools,
people, office equipment, etc.)
Am I tracking quantity–based items? (i.e. stock inventory,
supplies, etc.)
Are my quantity–based items serialized, lot–based, or
batch–based?
Besides tracking common asset movements, do I need to track
shared assets that are checked in/out with return dates?
Do I have tracking needs outside of the common acquisitions,
moves and disposals? (i.e. maintenance tracking or
Work-in-Progress (WIP), depreciation, routing, integrations, etc.)
YESQUESTIONS ABOUT YOUR ECOSYSTEM NO COST COMMENTS

EVALUATING THE SYSTEM ARCHITECTURE
How will the online inventory or asset system work in your environment? These are the top technical aspects to consider. Use this table to
compare and evaluate each vendor’s technical offerings.
Is the interface easy to use?
Do you have options for the interface (e.g. ribbon-, tree-, lifecycle-
based interfaces)?
Is the system inherently configurable (i.e. no need for paid
customizations)?
Does the system work with 1D barcodes, 2D barcodes, and/or RFID
tags?
Are you able to rename, add, or hide data fields throughout the
software?
Is it cloud-based?
Does is offer a true mobile app?
QUESTIONS ABOUT THE SYSTEM COST COMMENTS
Does it leverage the latest tracking technologies (e.g. GPS, data
storage, dynamic data grids)?
Does it have an Open Source API?
Does it include direct integrations and, if so, which ones?
Does it include integration options for web apps through a third-
part service?
Is the system scalable with regard to number of smart devices,
users, and data it can handle?
Does the mobile app include an offline mode?
YES NO COST

THE TRUE COST OF OWNERSHIP
Aside from addressing basic and technical needs, the buying decision often comes down to cost. Use this table to review and evaluate potential line
items that will appear in your quote.
Does this vendor match my current needs and budget?
Does this vendor match my current needs and budget?
Is there a limit to how many sites/locations you can track, and
is there an additional charge per site?
Is there a limit to how many sites/locations you can track, and
is there an additional charge per site?
If you need to add, modify or edit your reports at a later time,
will it cost extra?
If you need to add, modify or edit your reports at a later time,
will it cost extra?
Are the pricing tiers based on concurrent users, mobile
licenses, total users, and/or total devices?
Are the pricing tiers based on concurrent users, mobile
licenses, total users, and/or total devices?
Are you confined to bundled features in pricing tears or can
you choose the ones you want to include?
Are you confined to bundled features in pricing tears or can
you choose the ones you want to include?
Do you foresee any custom work needed to be done down the
road?
Do you foresee any custom work needed to be done down the
road?
COST COMMENTSVENDOR EVALUATION — IS IT A GOOD FIT?
VENDOR B
VENDOR A
YES NO COST

Considerations for Asset and Inventory Management Software

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Considerations for Asset and Inventory Management Software