Identification Information 

Tag Number

Required

The locally defined tag identification number. Each item on the item record file must have a tag number regardless of whether or not the item actually has a physical tag. Tag number is a max of 20 numeric or alphanumeric characters.

Secondary Tag

Similar to the tag number but is used primarily to record tags supplied by the State of Ohio or the Federal Government to identify items purchased with matching state or federal dollars. 

Serial Number

The item's serial number if applicable.

Model Number

The item's model number if applicable.

Appraisal Tag

A tag number supplied by an appraisal company.

Description

Required

A brief description of the asset. When adding an item via the pending file, the description will contain the PO Item description.  

Accessories

A listing of accessories or enhancements for the item.

Composite ID

Can be used to indicate the item is a component of a larger asset. This identifier should be the same for all members of the composite item and can be alpha or numeric.

Category Code

The item's Category Code as defined in Core > Category codes.

Entity ID

Used to identify different entities within the same reporting entity. This ID can be used to exclude all items belonging to a particular entity from the GAAP schedules or to generate schedules for specific entities. This code can also be alpha or numeric.

Number of Items

Required

Used to indicate the number of items with the same tag number. If item data is pulled from pending file, this will be the quantity of the PO item. 

Current Information

Fund

Required if GAAP Flag is checked

The item's fund code as defined in Core > Funds.

Function

Required if GAAP Flag is checked

The item's function/activity code as defined in Core > Functions.

Asset Class

Required if GAAP Flag is checked

The Asset Class as defined in Core > Asset Classes.

Organization Code

The Organization Code as defined in Core > Organization Codes.

Condition Code

Specifies the physical condition of the item as defined in Core > Condition Codes.

Location Code

The item's Location Code as defined in Core > Location Codes.

Status

Required

The item's status code as given by one of the following state defined codes: Active, Inactive, Disposed Of, New Item, Old Tag Item, Excess Asset Held For Sale, Excess Asset Not In Use. Only items coded as Active, New Item, Excess Asset Held For Sale, or Excess Asset Not In Use will be considered for GAAP reports.

Replacement Cost

The estimated cost to replace the item. This may be different than the original cost. This will default to the amount entered as the acquisition amount.

Insurable Value

The estimated value of the item for insurance purposes. This will default to the amount entered as the acquisition amount.

Physical Inventory Date

The date of the last physical inventory.

Physical Inventory Comment

Can be used to add any notes on the inventory.

Acquisition Information

Acquisition Date

Required

The date the item was received, not the purchase order date.

Acquisition Method

Required

The item's method of acquisition as given by one of the following state defined codes: Donated, Leased, Other, Purchased.

Beginning Balance

If capitalized at the beginning of the current period, the original cost of the item will appear here. 

Original Cost

Required

The cost of the item as given on the purchase order(s) or the sum of all acquisition amounts for the tag number. 

Discount Amount

Any discount excluded from the original cost. This is for informational purposes only and does not affect GAAP schedules.

Depreciation Information

Depreciation Method

Required

The item's depreciation method as given by one of the following state defined codes: Declining Balance, Straight Line, None.

Factor

A factor used in the declining balance method of depreciation.

Beginning Date

Required if there is a Depreciation Method chosen

The date in which depreciation is to start. NOTE: The beginning depreciation date cannot be before the item's acquisition date.

Life Expectancy

Required if there is a Depreciation Method chosen

The number of years the item is to be depreciated. 

Salvage Value

The estimated value of the asset at the end of the depreciation period.

LTD Depreciation

The Life-to-date depreciation. This is the total amount of depreciation for the item from the beginning depreciation date until the last fiscal year closed.

Lease Information

Lease Type

The item's lease type as given by the state defined codes of: C-capitalized or O-operating (please see Types of Leases for further explanation).

Payment period

Period of the lease payment: A=annually, M=monthly, D=daily, Q=quarterly, S=semi-annually, W=weekly.

Vendor

USAS vendor number from whom the item is leased.

Inception Date

Date the lease begins.

End Date

Date the lease expires or the date the district takes full ownership of the item.

Payment Amount

Amount of the periodic lease payment.

Interest Rate %

Rate of interest charged by the vendor.