Page Comparison

Fund Location codes are used to define the item's current fund for which location of an item is currently being used. It   It is located under CORE>FundsCORE>Locations.  The code can be up to 4 characters (numeric or alpha numeric).  The fund code is not necessarily the source from which the item was purchased. For example, an asset might be purchased from the general fund, but used in the cafeteria. In this case, the fund code would reflect the cafeteria use.

A district may choose to use USAS fund codes for the Inventory fund codes. However, if you do not choose to use the same degree of detail as used for USAS. (less detail), more items will be lumped together on some of the GAAP schedules.

The GAAP schedules require that each item be assigned a fund. Historical items which are on the system before the GAAP flag is set to 'Yes' are not required to have a fund code assignment. However, if no fund code is assigned, these items will appear under an undefined grouping on the GAAP schedules. It is recommended that all items entered on the system be assigned a fund.

There are three types of funds employed in governmental accounting. These codes are required for printing the GAAP schedules and are as follows:

• Governmental (G) - those funds through which most governmental functions typically are financed.
• Proprietary (P) - "commercial type" funds which are used for business type activities that are similar to those found in the private sector. Also known as enterprise funds.
• Fiduciary (F) - those funds which are held in a trustee capacity for other governmental units or funds.

...

location codes consist of two parts - category and number. The category and number each consist of eight characters that can be either alphabetic or numeric. Generally the category code identifies the building or center where the item is located, while the number code identifies a specific location or room within the building. Setting up the codes in this manner makes it possible to generate reports listing all of the items located in individual rooms.

The location codes are not required for GAAP reporting; however, they must be defined in order to add an item to the inventory file.

Create a Location Code

1. From the Core menu, select "FundsLocations" to display the grid.
2. Click 
3. Enter desired information into the fund location code window
   1. CodeCategory: Required field that must be manually entered. This field will allow for a maximum foureight numeric or alphanumeric characters.
   2. Number: Required field that must be manually entered.  This field will allow for a maximum eight number or alphanumeric characters.  
   3. Description is the description entered to define the fund location code.
4. Click on to add the fund location code.   Click on to cancel out without saving changes.

Search/View a

...

Location Code

The Funds Locations grid displays existing fund location codes.  You can search for existing fund location codes by clicking in the filter row in the grid columns and entering in the desired information. By default, the grid sorts numerically by CodeCategory, then Number.  Click on  to generate a quick report based on what you filtered.  Click on any row of the search results to see a highlight view of the record.  Click the view icon  to view a particular fund location code.  

Edit a

...

location Code

NOTE: Only the description of the fund location code may be edited. 

To edit an asset class:

1. Query for desired fund location code
2. Click on the edit icon  
3. Make desired description changes
4. Click on  to post the changes to the system. Click on Close to close the window and return to the grid without saving changes.

Delete a

...

location Code

Delete may be used to delete a fund location code that does not have any associated Inventory items.  

1. Query the desired fund location code
2. Click on the Delete icon 
3. Confirm you want to delete by clicking on 

More Information on

...

location Codes

MASS CHANGE LOCATION CODES

The EISCHG mass change program is available if it becomes necessary to mass change the location codes on the item records. EISCHG has an option to mass change location codes. This option allows you to change all items currently on the system with a specified location code to have the new specified location code. The primary purpose of this option is to make it possible to change location codes assigned by appraisal companies to more meaningful codes chosen by the district. Please refer to the EISCHG chapter for more information on mass changing function/activity codes.