Inventory Configuration is used to set up the configuration for the Inventory system. It is located under Core>Configuration. If migrating from Classic, these fields will import some of your DATSCN settings from Classic. The settings in this option directly controls some of the operations of the inventory system.
- IRN is the IRN for your district as assigned by the State.
- District Name is the name of your district as you would like it to appear on the report headings.
- Last Closed Fiscal Year is the date of the last Inventory fiscal year closed. This field is required.
- Fiscal Year Report Bundle Email Address should include a valid email address the Inventory FYE report bundle should be emailed to. Multiple addresses can be entered, separated by commas. The 'Email Config' tab under System>Configuration must also be configured in order to email the report bundle.
- Foundations is an informational field only. is a percentage used on the Inventory Insurance Values Report It is currently not used in the application. It stores the percentage used to determine the amount of building value to exclude as foundations. You should Please consult your insurance provider to determine if they want you need a reduction for the foundations and what that percentage should be.
- Tag Number Auto-Populate Enabled. By default, the auto-populating of the tag numbers will be disabled. When checked, an 'Item Tag Number Prefix' box will appear requiring you to enter a prefix to be used for auto-assigning tag numbers during item creation.
- Prefixes cannot contain special characters.
- The tag number, including the prefix, has a maximum length of 20 characters. (ex. if Prefix = 003, the format of the first tag # using that prefix will be 0031).
Example of alpha-numeric increment: If entity uses 'TC' at the beginning of their tag number and TC1199 is the last number they used. If they enter TC as the Item tag number prefix, when creating a new item, it displays TC1200 as the next tag number.
Example of numeric increment: If entity does not have any alpha characters as part of the tag number and their last tag used was 950009, they can enter '95' as the prefix and when creating the new item, it displays 950010 as their next tag number.
- GAAP Flag will be active (checkmarked) if migrating from Classic and your EIS GAAP flag was set to "Y". This is a non-modifiable field.
- If you are not migrating from Classic EIS
- and want the GAAP flag set prior to beginning in Inventory, please click the 'Enable GAAP Flag' option located at the top of the Configuration window.
- If you have migrated from Classic EIS but your GAAP flag was not set and you wish to set it before processing in a new period, please click the 'Enable GAAP Flag' option located at the top of the Configuration window.
Note When the GAAP flag is enabled, the beginning balances will be set based on the prior fiscal year's transactions. It will also generate a summary report of beginning balances by fund, function/activity, and asset class. Enable GAAP is typically set after importing inventory data. When the GAAP flag is enabled the GAAP Reports, which are available from the Reports menu, will be available to generate.
If you no longer wish to have your GAAP flag checked, click 'Disable GAAP Flag'. The GAAP reports will no longer be available to generate and beginning balance amounts will no longer be tracked.
Note The Enable/Disable GAAP Flag option will only be available when viewing the Configuration information. It will not show while editing the other configuration fields.
- Using USAS Function Codes, if checked, determines whether you intend to use the standard USAS codes for the function/activity codes. It is not mandatory to use USAS codes for Inventory reporting. This affects the generation of the 'Summary Schedule by by
Function and Class report. Only the first two digits of the EIS function/activity code need to match the USAS codes in order for this to be checked. - Using Received Date determines what date will be used as the acquisition date when adding items from the pending file. If checked, the received date from the invoice will be used as the acquisition date when creating items from the pending file. If unchecked, the AP invoice date will be used instead.
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Inventory does not need to be need to be closed for the fiscal year when the USAS fiscal year is closed. The closing of USAS for a fiscal year has no effect on Inventory closing. You should continue adding all items for your current EIS processing fiscal year. Once all items are entered, you can follow the closing procedure and then proceed with entering items for the next fiscal year.
USAS-R Connection
The following fields will be displayed at the bottom of the Configuration window for those with admin access. If Inventory is being used to pull items from USAS in order to populate pending items, the USAS Host URL, USAS API key and USAS port fields will be populated.