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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, lasedleased, 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).
  • More information on how acquisition information is included is detailed under 'More Information about the Fixed Assets by Source Report'.
• More information on 'Acquisitions Prior to System Start-up"  is detailed under 'More Information about the Fixed Assets by Source Report' 
• More information on 'Unknown Funds' is detailed under 'More Information about the Fixed Assets by Source Reports'. 

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• 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 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
• To locate and corrects items with a missing fund:
  • Locate: Run a Brief Asset Listing of all tags, Active, 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 item.

Acquisitions Prior to System Start-Up

If there are amounts under a fund type section listed as 'Acquisitions Prior to System Start-up',  it may be due to:

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• Separate page for each fund type (governmental, proprietary, fiduciary). Fund type is determined by looking up the fund type associated with the "current fund" on Transactions>Items.
• A separate detail report may be created showing all acquisitions, dispositions, transfers, and adjustments by tag number to back up the figures on the summary report.
• More information on items affected by a change in their capitalization status during the year is detailed under 'More Information about the Schedule of Change in Fixed Assets' 
• More information on areas of the report listed as 'unknown' or 'unclassified' is detailed under 'More Information about the Schedule of Change in Fixed Assets' 

• The column totals on the detail report should match the corresponding totals on the summary report.

• The grand totals for the Fixed Asset By Source, Fixed Assets by Function/Class, and the Schedule of Change in Fixed Assets should match since they all contain original cost amounts. 

Generating a Summary Schedule of Change in Fixed Assets Report 

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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 is equal to the value of the original cost for all active, capitalized assets at the beginning of the fiscal year
    • Acquisitions:  The entire acquisition amount for a newly created capitalized item or any additional acquisition 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 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 had their capitalization status changed during the fiscal year (noted above under acquisitions)
    • Ending Balance - : Ending balance amount at the end of the year.  This is a calculated figure.  (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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• Separate page for each fund type (governmental, proprietary, fiduciary). Fund type is determined by looking up the fund type associated with the "current fund" on Transactions>Items.

• A separate detail report (default option) may be created showing all acquisitions, dispositions, transfers, and adjustments by tag number to back up the figures on the summary report.

More

• Note
  If there haven't been any changes that took place yet in the current year (i.e. acquisitions, dispositions, transfers or adjustments entered) the detail report will be blank.

  
  

• More information on the depreciation of items affected by a change in their capitalization status during the year is detailed under 'More Information about the Schedule of Change in Depreciation' 
• More information on areas of the report listed as 'unknown' or 'unclassified' is detailed under 'More Information about the Schedule of Change in Depreciation 

Generating a Summary Schedule of Change in Depreciation Report

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• The column totals on the detail report should match the corresponding totals on the summary report.

• The grand totals for all fund types for the ending depreciation on the summary should match the total accumulated depreciation (LTD + FTD) on the Book Value report, provided capitalized, active status (Active, New, Excess Asset Held for Sale and, Excess Asset Not in Use) are selected for the Book Value.  

Generating a Summary Schedule of Change in

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Depreciation Report

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Generating a Detail Schedule of Change in Deprecation Report

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Field Definitions:

• 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 Depreciation is equal to the value of the life-to-date (LTD) depreciation for all active, capitalized items at the beginning of the fiscal year. Items that have been transferred are reported on the line for the original fund.

    • Continuing Items is equal to the fiscal-to-date (FTD) depreciation for active items that were capitalized at the beginning of the fiscal year..  The depreciation will instead be reported in the Adjustments column.

    • Acquisitions - : FTD Depreciation on any newly created capitalized items or FTD depreciation on any additional acquisitions for an existing capitalized item dated in the current fiscal year.

      • 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 acquisition FTD depreciation amount will appear in the acquisition column and the rest of the org cost LTD depreciation of the item appears will appear as a positive amount under the adjustment column.  The beginning balance depreciation 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 FTD depreciation amount will appear in the acquisition column and the rest of the org cost LTD depreciation of the item appears will appear as a negative amount under the adjustment column.  The beginning balance depreciation column will NOT be affected.

    • Dispositions - Dispositions during the :  LTD + FTD Depreciation of capitalized, active items (that are part of the beginning depreciation) that have since been disposed of during the fiscal year

    • Transfers In - Amount for :  LTD + FTD Depreciation for capitalized, active items transferred into this code (fund, function or asset class) during the fiscal year.

    • Transfers Out - Amount for :  LTD + FTD Depreciation for capitalized, active items transferred out of this code (fund, function or asset class) during the fiscal year.

    • Adjustments - Includes net amount of any : Includes depreciation for active, capitalized transactions which have the error adjustment flag equal to "Y". Also includes checked. May also includes depreciation amounts for items which switched had their capitalization status (see below).Ending Balance - Total original cost changed during the fiscal year (noted above under acquisitions)

    • Ending Depreciation: Ending balance amount at the end of the year

  • If Summary is left unchecked, a detailed report is generated including the items that make up the amounts in the summary change schedule.
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  • • .  This is a calculated figure.  (Beginning Depreciation + Continuing Items + Acquisition Amount - Disposition Amount + Transfer In Amount - Transfer Out Amount +/- Adjustment Amounts = Ending Depreciation)

  • If Summary is left unchecked, a detailed report is generated including the items that make up the amounts 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.

More Information about the Schedule of Changes in Depreciation

The column totals on the detail report should match the corresponding totals on the summary report.

The totals for the ending depreciation on the summary should match the total accumulated depreciation (LTD + FTD) on the Book Value report, provided capitalized and active status (A,N,EH,EN) options are selected for the EIS305.

If there are amounts in the unknown fund type section of the summary report, it's because

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Capitalization Criteria changes impacts on the Schedule of Change in Depreciation

For those items tracking depreciation:

• 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 LTD + FTD depreciation appears as a positive adjustment under the Adjustments column on the report.  The Beginning Depreciation 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 LTD + FTD depreciation appears as a negative adjustment under the Adjustments column on the report.  The Beginning Depreciation column is not affected.

Assets labeled Undetermined or Unknown

Undetermined amounts are from capitalized items containing a fund with an invalid (missing or undetermined) fund type.

• Locate: Run the report by fund.  It will display the fund codes under 'Undetermined'. View the fund under in Core>Funds to determine if the fund contains a missing (or undetermined) fund type. 
• Correct: 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 move from the 'undetermined' area to the appropriate fund type area on the report. 

Assets labeled as 'unknown' fund, function or asset class may be a missing a fund, function or asset class on a capitalized, active item. 

• Locate:
  • If the unknown amount in under the Beginning Depreciation or Continuing Items, filter the items grid for active, capitalized assets and sort by function, function and/or asset class in ascending order.  It should display the items with a missing fund, function and/or asset class at the top of the grid. 
  • If the unknown amount is under the acquisition, disposition, transfer in/out or adjustment columns, generate a Schedule of Change in Depreciation detail report for a listing of tags that make up these amounts.
• Correct: Create a transfer transaction for the item to add the missing fund, function and/or asset class and the amount will move from the 'unknown' area to the proper fund, function or asset class area depending on the report type generated. 

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