Page Comparison

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1. From the Transactions menu, select "Acquisitions" to display the Acquisition grid.
2. Click 
3. If the information is included on the pending file, use the 'pending item' drop-down box to pull the acquisition information in.  You may also enter the acquisition information manually.
   1. If pulling the information from the pending file, it will populate many of the fields on this screen.  Enter a tag number and modify any necessary information. TIP: Once the acquisition is posted, the pending item will be automatically removed from pending items grid.
      1. The date populated from the pending file will be the invoice date unless the "Using Received Date" is checked in Configuration.  If checked, it will pull the 'received date' from the invoiced item.
   2. If manually entering the acquisition information, please enter the desired information.
      1. Tag Number: Must match an existing tag on file
      2. Type is the code for the "type" of acquisition record. This may be Acquisition (default) or Payment. Type 'Acquisition' affects the GAAP schedules if the item is capitalized. Type 'Payment' is used to record payments and does not affect the GAAP schedules.
      3. Date is the date the item was acquired. The date must be in an open period.  
      4. Account Code is the USAS source account to which the item was charged. If entering the account code manually, please ensure you enter the complete code with hyphens between dimensions.
      5. Vendor Number is the USAS vendor number from which the item was purchased.
      6. Vendor Name will be auto populated when is the vendor number is entered (INV-179)USAS vendor name from which the item was purchased. 
      7. PO Date is the date of the USAS purchase order.
      8. Amount is the dollar amount expended for the item.
      9. Update Original Cost should be checked if the original cost of the item needs to be updated by the amount of the acquisition. If entering an acquisition transaction for historical purposes, the flag would be left unchecked because the amount is already a part of the original cost stored on the item. This only affects acquisitions with a type = Acquisition.  If your GAAP flag is checked, any capitalized assets increase will be reflected in the "acquisitions" column of the Schedule of Changes in Fixed Assets Report.
      10. PO# is the USAS purchase order number used to purchase the item.
      11. Grant ID is the CFDA (Catalog of Federal Domestic Assistance) number as found on the grant papers or a user supplied code to identify federal, state, or other grants.
      12. Fund is the item's fund code stored on the associated item.  This will be displayed when the tag number is enteredfield is not accessible.  Once the acquisition is added, it will display the fund from the associated item record.
      13. Item # is the item number from the USAS purchase order.
      14. Grant Year is the project year for the associated grant code.
      15. Function is the item's function code stored on the associated item.   This will be displayed when the tag number is enteredThis field is not accessible.  Once the acquisition is added, it will display the function from the associated item record.
      16. Check # is the USAS check number used in purchasing the item.
      17. Error Correction may be checked if the transaction is an adjustment for an error made in a prior fiscal year.
      18. Asset Class is the item's class code stored on the associated item.  This will be displayed when the tag number is enteredThis field is not accessible.  Once the acquisition is added, it will display the asset class from the associated item record.
4. Click on to add the acquisition.   Click on to cancel out without saving changes.

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Regardless of whether or not the GAAP flag is checked, the fund, function, and asset class cannot be modified in acquisitions.  The tag number, type, date, and update flag can not be modified either.  If the GAAP flag is checked, the acquisition amount and error correction flag can be modified if the acquisition date is in an open period. 

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If the GAAP flag is checked, delete may be used to delete an acquisition that was added in the current period only.  You will not be able to delete acquisitions from archived or closed periods.

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