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• Separate section for each fund type (governmental, proprietary, fiduciary). The fund type is determined by looking up the fund type associated with the "fund" on the item.
• Uses acquisition method and fund from the account code on the acquisition transaction to determine what line the item should fall on.
  • Acquisition methods donated, leased, and other each have their own line.
  • Purchased items are listed by the source fund that they were purchased from (fund dimension on the account code from the acquisition transaction).
• Line "Acquisitions Prior to System Start-up" contains amounts for items with no acquisition records or blank fund on the account code used in the acquisition.
• Possible 'unknown fund typefunds' section may appear at the end of the report if the 'fund' in Items is missing   
  • Please refer to the "More Information about the Fixed Asset by Source" section on how to locate and correct items contributing to the 'acquisitions prior to system start-up' or 'unknown fund type' amounts.

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If there are amounts in the unknown funds section, it 's because:

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may be due to:

• the fund code for an item does not have a defined "fund type" in Core>Funds
• tags that have a missing "fund" in Transactions>Items; and, or
• To locate Locate and correct items with a missing fund type:
  • Locate: Access Core>Funds and ensure all funds listed contain a fund type. 
  • Correct: If some don't, edit and add the correct fund type.Run a Brief
• To locate and corrects items with a missing fund:
  • Locate: Run a Brief Asset Listing of all tags, AActive, N, EH, EN New, Excess Asset Held for Sale and, Excess Asset Not in Use status codes, capitalized only sorted by fund.  Another option is to access the Items grid, filter by active, capitalized assets and sort by fund (ascending order).  Items with a missing fund should be displayed at the top of the grid.  
  • Correct: Please review the fund column for missing fund codes and creating transfer transactions to add the missing fund codes to the tagsitem.

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Acquisitions Prior to System Start-Up

If there are amounts under each a fund type section listed underas 'Acquisitions Prior to System Start-up',  it 's becausemay be due to:

• the tag does not have an associated acquisition; and, /or
• the fund dimension of the account code on the acquisition record is missing.
• To locate and correct items with missing acquisitions
  • Locate: Run a Brief Asset Listing for capitalized items with status of AActive, N, EH, ENNew, Excess Asset Held for Sale and, Excess Asset Not in Use, sorted by Tag #.  Next, run an Asset Listing by Grant/Source Report for capitalized items with status A, N, EH, EN Active, New, Excess Asset Held for Sale and, Excess Asset Not in Use, and sort by tag #.  Compare the reports, looking for tags that appear on the Brief Asset but not on the Asset Listing.  (Tag # should have at least one acquisition record on the Asset Listing by Grant/Source report).
  • Correct: Add a ‘historical’ acquisition record via Transactions>Acquisitions and leave ‘update original cost’ as “N”unchecked.  Enter the fund dimensions in the account code (i.e. 001) and the original cost as the acquisition amount.  The acquisition date entered must be in an open period.
• To locate and correct items with missing fund dimension in the account code
  • Locate: Run an Asset Listing by Grant/Source Report for capitalized items with status of AActive, N, EH & EN and New, Excess Asset Held for Sale and, Excess Asset Not in Use, and sorted by Fund and Fund Type.  Accounts with missing fund dimensions should appear at the beginning of the report due to the sort in order to easily compare with the acquisitions prior to system start-up totals on the Fixed Assets By Source report.
  • Correct: Edit the Acquisition record and add the missing fund dimension in the account code

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More Information about Fixed Assets by Function/Class

Assets with Invalid Function or Invalid Class

'Invalid function'

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or 'invalid class'

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listed on the report indicates the associated code is

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missing on the item.

• Locate: filter the items grid for active, capitalized assets and enter the function and/or asset class code , add the respective code in Core.

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• 'Unclassified' amounts contain original cost amounts where the asset class or function code is missing on a capitalized item in Transactions>Items. To locate and correct:If there are amounts in the this column, run a Brief Asset Listing of all tags, A, N, EH, EN status codes, capitalized only and locate the tags with missing function or asset class codes and creating transfer transactions to add the missing codes to the tag.listed in the invalid area of the report to check for a missing function or asset class.
• Correct: If the function or asset class is missing, create a transfer transaction for the item.  This will move it from the invalid area to its proper function or asset class on the report.

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Assets with Undetermined Amounts

• "Undetermined" amounts contain original cost amounts from capitalized items containing a fund with an invalid fund type.  

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Schedule of Change in Fixed Assets

Classic Counterpart: EIS103

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• • Locate: filter the items grid for active, capitalized assets and enter the function and/or asset class code listed in the undetermined amount.  Review the funds associated with these items and access the funds in Core>Funds to ensure they have a fund type listed. 
  • Correct: If a fund type is missing, edit the fund in Core>Funds and add the missing fund type.  This will move the amounts under 'undetermined' to their proper fund type on the report.,

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Schedule of Change in Fixed Assets

Classic Counterpart: EIS103

The change schedule contains information by fund, function, or asset class on the beginning and ending balances for the fiscal year. The report displays additions, dispositions, transfers, and adjustments that occurred causing "changes" in the balances of the fixed assets. This information is needed for preparing the GAAP report. This program is run at the end of the fiscal year before closing or as desired during the fiscal year. The GAAP flag must be set in order for the report to produce any meaningful results.

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• Report Type Options:
  • Asset Class: Grouped by Asset Class codes defined in Core>Asset Classes
  • Fund: Group by Fund Codes defined in Core>Funds
  • Function: Grouped by Function codes defined in Core>Functions
• Include and/or Exclude Entity IDs: is currently stored on the Item record and is 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. You will need to comma separate the ids if you enter more than one or the report will be blank
• Summary
  • If checked, a summarized report is generated.  Columns on the summary report are explained below. 
    • Beginning Balance:  Beginning Balance amount (aka existing original cost) of active, capitalized assets that exist at the beginning of the year
    • Acquisitions:  May be the entire org original cost for a newly created capitalized item or it could be the acquisition amount for an additional acquisition entered amount for an existing capitalized item (of which the remaining org cost of the existing item would be included in the beginning balance)
      • NOTE: If an existing item has an additional positive acquisition amount entered during the year bringing it over the capitalized threshold (thus changing it from non-capitalized to capitalized), the additional acq acquisition amount will appear in the acquisition column and the rest of the org cost of the item appears will appear as a positive amount under the adjustment column.  The beginning balance column will NOT be affected.
      • NOTE: If an existing capitalized item has an additional negative acquisition amount entered during the year bringing it under the capitalized threshold (thus changing it from capitalized to non-capitalized), the additional negative acquisition amount will appear in the acquisition column and the rest of the org cost of the item appears will appear as a negative amount under the adjustment column.  The beginning balance column will NOT be affected.
    • Dispositions: Original cost amounts of capitalized, active items (that are part of the beginning balance) but have since been disposed of during the fiscal year
    • Transfers In - Original cost amount for active, capitalized items transferred into this code (fund, function or asset class) during the fiscal year
    • Transfers Out - Original cost amount for active, capitalized items transferred out of this code (fund, function or asset class) during the fiscal year
    • Adjustments - Includes amount for active, capitalized transactions which have the error adjustment flag checked. May also includes amounts for items which changed had their capitalization status changed during the fiscal year (noted above under acquisitions)
    • Ending Balance - Total original cost Ending balance amount at the end of the year.  This is a calculated figure.
    If Summary is left
    •   (Beginning Value + Acquisition Amount - Disposition Amount + Transfer In Amount - Transfer Out Amount +/- Adjustment Amounts = Ending Balance)
  • If Summary is left unchecked, a detailed report is generated including the items that make up the amounts appearing in the acquisition, disposition, transfer in/out and adjustment columns in the summary change schedule.
• Show Report Options: includes a printout of the report options selected for the report run.  If selected, it is always the first page of the report.

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More Information about the Schedule of Changes in Fixed Assets

Capitalization Criteria changes impacts on the Schedule of Change in Fixed Assets

• If the capitalization criteria was run during the fiscal year DECREASING the current threshold so that an item has now changed from non-capitalized to capitalized, the ENTIRE original cost appears as a positive adjustment under the Adjustments column on the report.  The Beginning Balance column is not affected. 
• If the capitalization criteria was run during the fiscal year INCREASING the current threshold so that an item has now changed from capitalized to non-capitalized, the ENTIRE original cost appears as a negative adjustment under the Adjustments column on the report.  The Beginning Balance column is not affected.

Assets with 'Undetermined' Funds

• If generating a Schedule of Change in Fixed Assets by Fund, Function or Asset Class, if there are amounts in the 'Undetermined" area of the report, it could be due to:a related missing fund type under Core>Funds for a capitalized, active item. In order to find the tag tied to this amount:Under Core>Funds, filter for any funds with a missing or 'undetermined' value in the fund type field.To Fix: Edit the fund It depends on what report type (fund, function or asset class) you are running the report for,
  • If you are running the report by fund, any fund codes listed under 'Undetermined' may contain a missing fund type.
    • Locate: Locate the undetermined fund on the report and view it in Core>Funds. 
    • Fix: If the fund is missing a fund type or it states 'undetermined', edit in Core>Fund selecting the appropriate Fund type (Governmental, Proprietary or Fiduciary).  The amount will no longer be listed under the 'undetermined' area of the Schedule of Change in Fixed Assets reportsreport by Fund report.

or if labeled on the report as 'unknown function' or 'unknown asset class' in the description column, it may be a missing asset class or function on a capitalized, active item. NOTE: Please refer to 'Assets with Unknown Funds' for items with a missing fund.

• • • In order to find the tag tied to this amount:
      • If the amount is under the beginning balance, filter the items grid for active, capitalized assets and sort by function and/or asset class in ascending order.  It should display the items with a missing function and/or asset class. 
        • To Fix: Create a transfer transaction for the item to add the missing function and/or asset class to the item and the amount will no longer be listed under the 'unknown' area of the Schedule of Change in Fixed Assets reports.

• • • • If the amount is under the acquisition, disposition, transfer in/out or adjustment columns, please generate a Schedule of Change in Fixed Asset detail report for a listing of tags that make up these amounts. 
        • To Fix: Create a transfer transaction for the item to add the missing function or asset class to the item and the amount will no longer be listed under the 'unknown' area of the Schedule of Changed in Fixed Assets reports

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