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Function Organization codes are used to define the item's current function or activity for which an item is currently being used. identify which department, building, person, or office is responsible for an item.  It is located under CORE>FunctionsCORE>Organizations.  The code can be up to 4 characters (numeric or alpha numeric).  The function 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 function (and fund) code would reflect the cafeteria use.

A district may choose to use USAS function codes for the Inventory function 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 function/activity code. Historical items which are on the system before the GAAP flag is set to 'Yes' are not required to have a function code assignment. However, if no function 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 function/activity code.

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codes are for the district's use and are not required for GAAP. Usually they are used to identify different buildings in the district and are useful in generating an insurance values report or other reports that are broken out by buildings.

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Create an Organization Code

1. From the Core menu, select "FunctionsOrganization Codes" to display the grid.
2. Click 
3. Enter desired information into the function organization code window
   1. Code: Required field that must be manually entered. This field will allow for a maximum fourof eight numeric or alpha numeric characters.  
   2. Description is the description entered to define the function organization code.
4. Click on to add the function organization code.   Click on to cancel out without saving changes.

Search/View

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an Organization Code

The Functions grid organization grid displays existing function organization codes.  You can search for existing function organization codes by clicking in the filter row in the grid columns columns and entering in the desired information. By default, the grid sorts numerically by Code.  Click on Image Removed to on  Image Addedto generate a quick report extract (CSV or EXCEL format) based on what you filtered.  Click on any row of the search the search results to see a highlight view of the record.  Click the view icon  to view a particular function organization code.  

Edit

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an Organization Code

NOTE: Only the description of the function code organization code may be edited. 

To edit an asset class:

1. Query for desired function organization 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

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an Organization Code

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

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

More Information on

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MASS CHANGE FUNCTION/ACTIVITY CODES

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Organization Codes