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 data pending item will be automatically removed from pending items.
      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.Count is the number of acquisitions entered for a single item on the same day. Acquisition transactions for an item are stored in increasing order by date. FB issue?  
      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 the vendor number is entered. (INV-179)
      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 once when the acquisition tag number is posted.entered
      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 once when the acquisition tag number is postedentered.
      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 once when the acquisition tag number is postedentered.
4. Click on to add the acquisition.   Click on to cancel out without saving changes.

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The Acquisitions grid displays existing acquisitions.  You can search for existing acquisitions by clicking in the filter row in the grid columns and entering in the desired information. By default, the grid sorts by Tag Number.  Click on Image Modified  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 acquisition.  From there, you have the option to edit it. TIP: '%' can be used as a wildcard in the filter row.  For example, to view acquisitions on the grid for tag numbers between 190980 -190989, enter 19098% in the tag number field. 

Edit an Acquisition

If on GAAP, the acquisition amount and the adjustment flag can be modified if the acquisition was posted during the current fiscal year.

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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.  You will not be able to delete acquisitions from archived or closed periods.NOTE:

1. Query the desired acquisition
2. Click on the Delete icon Image Added
3. Confirm you want to delete by clicking on Image Added

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More Information on Acquisitions

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On the acquisition transaction record there are two fields related to grants. One of these is the Grant ID field. By entering some identifier code, such as CHAPI, CHAPII, etc., in this field you can easily keep track of all of the items purchased under the grant. There is a report, Asset Listing by Grant/Source, that can be generated to view these items.