The Acquisition/Original Cost Mismatch Report will show items that has an acquisition total that does not equal the original cost. This report will help determine the “Acquisitions Prior to System Setup” amount on the Fixed Asset By Source Report. 

Report Options:

• Select Report Type: Use the drop-down to select Fund, Function, or Asset Class.

• Select Item Statuses: Leave blank to include all statuses.  Otherwise, use the drop-down to select specific statuses (you may select more than one).

• 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.

The Audit Report tracks the changes that have been made in the inventory application. 

Report Options:

• Select Report Type: Select a Demand or Official report.  Both reports will include system activity from Core, Transactions and System menu options.  The only difference is the official report will include a signature block to be used as the audit trail for your annual audit. We recommend the official report be run at convenient periods (i.e. fiscal year end) for all report types, sorted by date.

• Specific Tag Number: enter one or more tag numbers, separated by commas. When filtering by tag number, a date range is not required. The Generate button will become available once this field has information entered and is no longer selected (tab off of the field). This field is not case sensitive.

• Start Date/Stop Date: It is required to enter a starting and ending date range in order for the 'generate' button to appear. The exception is when entering a specific tag number.  The date being entered in the audit report is the system date (aka timestamp)

• Select Report Type:  Leave blank to include all types.  Otherwise, use the drop-down to select specific types (you may select more than one) 

  • Acquisition 

  • Asset Class 

  • Category Code 

  • Condition Code 

  • Inventory Configuration 

  • Disposition code

  • Disposition

  • Fiscal Year

  • Function

  • Fund

  • Item

  • Location Code

  • Organization Code

  • Pending Item

  • Transfer

  • User 

• Select Users: Leave blank to include all users.  Otherwise, use the drop-down to select specific users (you may select more than one)

• Select Sort Options; the report default sort is by system date (aka timestamp).  Only one sort option can be selected.

More Information for Audit Report

The Asset Listing by Grant/Source is a listing of acquisition transaction data by source account code and/or grant identifier.  It contains much of the information found on the acquisition record plus the location of the item.  This report can be run at any time to obtain acquisition transaction information. One use would be to produce a listing of all of the items purchased under a particular grant or set of grants.

An item must have one or more acquisition transaction record to be included in this report.

Report Options:

• Start Acq Date/Stop Acq Date: select a range of acquisitions by entering a beginning and ending acquisition date

• Select Grant ID's: enter grant identifiers to be included on this report, separating them by commas

• Select Funds: enter funds (from source account code) to be included on the report, separating them by commas

• Select OPUs: enter OPUs (from source account code) to be included on the report, separating them by commas

• Select Account Codes: enter an expenditure account  (separating the dimensions with hyphens).  For example 001-1130-640-0000-000000-100-00-000

• Select Organization Units: enter organizational unit stored in Core>Organizations

• To include just Blank Grant IDs Only, check the box.  

• Select Item Statuses: Leave blank to include all statuses.  Otherwise, use the drop-down to select specific statuses (you may select more than one)

• Select Sort Options; the report default sort is by tag number.  Select additional sorts if desired.  For example, if you select Fund, the report will sort by fund and within each fund, tag number.

• Capitalized Items: The default is both.  Otherwise, you the drop-down to select a capitalized or non-capitalized.

• Include Future Disposed of Items:  If selected, any future 'Disposed Of' items are determined by the Acquisition Stop Date parameter.  If no stop date is provided, then the future disposed of items will not appear in the report.  

• 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.

• Double Space PDF Report: allow an entire PDF formatted report to display in double-space.

• Report Format: By default, the report will generate in PDF.  However, you may select CSV to generate the report in a spreadsheet format.

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More Information for Asset List by Source Report

The Book Value Report lists the original cost, salvage value, book value, percent of depreciation, and the last year of useful life of the selected items.  May be run once a year to determine the book value of the assets stored on the inventory system.

The report will only include those items for which depreciation information was entered on Transactions>Items. This must include all capitalized items for GAAP reporting and may include other items for which depreciation is being tracked.  The following selection options are available:

Report Options:

• Include and/or Exclude Entity IDs: is currently stored on the Item record and is

   used

   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.

• Fiscal Year:

   Format

   Format must be YYYY.  The fiscal year specified is used to determine the amounts as of that fiscal year.  A fiscal year period does not have to be open and/or current in order to run the report.  For example, if my current/open year is 2021 and I want to run the report for 2020, my figures will be as of the end of FY2020. 

• Disposition Start Date/Disposition End Date: select a range of disposition by entering a beginning and ending disposition dates

• Specific Tag Numbers: Leave blank to include all tag numbers.  Otherwise, enter tags, separated by commas, to include specific tag numbers.

• Select Fund Type Options:  Leave blank to include all tags or use the drop-down to select specific fund types (you may select more than one)

• Specific funds: Leave blank to include all funds.  Otherwise, enter fund codes, separated by commas, to include specific funds

• Select Item Statuses: Leave blank to include all statuses.  Otherwise, use the drop-down to select specific statuses (you may select more than one)

• Capitalized Items: The default is both.  Otherwise, you the drop-down to select a capitalized or non-capitalized.

• Amount Selection: Leave blank to skip this section. Otherwise:

  • Remaining Life: Enter a beginning and ending range of life as the number of years remaining of useful life of an item (i.e. 3 to 5).

  • Percent of Depreciation: Enter a beginning and ending percentage as the accumulative percent of depreciation for an item (i.e. 20 to 45)

  • Last Year of Useful Life: Enter a beginning and ending range of fiscal years as the last year of useful life for an items (i.e. 2010 to 2015)

• Select Sort Options: Select sort options.  If choosing to sort by fund, fund type, function and/or asset class, the report will automatically subtotal for those sort options. 

• Include Future Disposed of Items:  If selected, any future 'Disposed Of' items are determined by the selected Fiscal Year in the parameters.

• 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. 

• Double Space PDF Report: allow an entire PDF formatted report to display in double-space.

• Report Format: By default, the report will generate in PDF.  However, you may select CSV to generate the report in a spreadsheet format.

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More Information for Book Value Report

The Brief Asset Listing Report generates a brief listing (one line per item) of all assets on the inventory file or a subset of these. The report may also be used to generate an "additions report" listing assets added since a specified date, by selecting an acquisition date.

This is a very convenient report which will give you some of the essential information about assets in a very condensed form as compared with the master inventory listing which provides all of the details. The report is used as a balancing report for GAAP schedules when run for capitalized items only. The listing includes the item's asset class, fund, and function codes. This could be useful to find items on the inventory file which are missing one or more of these values which are required for GAAP reporting.

Report Options:

• Include and/or Exclude Entity IDs: is currently stored on the Item record and is

   used

   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.

• Select Tag Numbers: Leave blank to include all tag numbers.  Otherwise, enter tags, separated by commas, to include specific tag numbers.

• Include and/or Exclude Quantity:

• Capitalized Items: The default is both.  Other

• Select Item Statuses: Leave blank to include all statuses.  Otherwise, use the drop-down to select specific statuses (you may select more than one)

• Select by Original Cost: Leave blank to include all original cost amounts.  Otherwise, enter an amount and it will include original cost amounts greater than or equal to the amount entered.

• Select Sort Options: the report default sort is by tag number.  Select additional sorts if desired.  For example, if you select Fund, the report will sort by fund and within each fund, tag number

• Selection Options: You can filter the report by selecting one or more of the following. 

  • Item Categories: Leave blank to include all Item Categories.  Otherwise, enter Item Categories, separated by commas, to include multiple

  • Locations: Leave blank to include all Locations.  Otherwise, enter the Location Category, separated by commas, to include multiple

  • Asset Classes: Leave blank to include all.  Otherwise, enter Asset Class, separated by commas, to include multiple

  • Funds: Leave blank to include all.  Otherwise, enter funds, separated by commas, to include multiple

  • Functions: Leave blank to include all.  Otherwise, enter functions, separated by commas, to include multiple

  • Organization Units: Leave blank to include all.  Otherwise, enter organization unit, separated by commas, to include multiple

  • Acquisition Methods: Leave blank to include all.  Otherwise, select method(s).  Methods include:

    • Donated

    • Leased

    • Purchased

    • Other

  • Start/Stop Acquisition Date: Enter a beginning and ending date (MM/DD/YYYY) to select items with an acquisition date inclusive of the date range

  • Start/Stop Disposition Date: Enter a beginning and ending date (MM/DD/YYYY) to select items with an disposition date inclusive of the date range

• Include Future Disposed of Items:  If selected, any future 'Disposed Of' items are determined by the Acquisition Stop Date parameter.  If no stop date is provided, then the future disposed of items will not

   appear

   appear in the report.  

• 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. 

• Double Space PDF Report: allow an entire PDF formatted report to display in double-space.

• Report Format: By default, the report will generate in PDF.  However, you may select CSV to generate the report in a spreadsheet format.

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More Information for Brief Asset Listing

The Code Listing Report is a listing of all data maintained on the state and local codes (Core data) as well as the configuration data. It is located under the Reports menu.

All data maintained for a particular code type is included on the report. You may select which portions of the report you want generated. After the local codes have been entered under the Core menu options, this report may be run to produce a hard copy of all the codes for reference as well as to include in a board policy manual.  Code types to select from include:Image Removed

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• Double Space PDF Report: allow an entire PDF formatted report to display in double-space.

• Report Format: By default, the report will generate in PDF.  However, you may select CSV to generate the report in a spreadsheet format.

The Fiscal Year End Balances Report contains the projected ending (original cost) balances for the current fiscal year (displayed in 'Current Fiscal Year' field).   It is located under the Reports menu.

Only capitalized, active items amounts are included on the report.  The report is summarized by sort type - Fund, Function and Asset Class.

• Double Space PDF Report: allow an entire PDF formatted report to display in double-space.

• Report Format: By default, the report will generate in PDF.  However, you may select CSV to generate the report in a spreadsheet format.

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If a district maintains information on leased assets, either capital or operating, then the Leased Asset Listing report will generate a listing of all leased items with the acquisition method "Leased" or with a "Lease vendor number".

This report would normally be generated at the end of each fiscal year, but could be produced at any time during the year (whether or not the district is on GAAP reporting) to obtain current lease information. The GAAP schedules will record the total original cost (present value) of any capital leases which meet the capitalization limit.

Report Options: 

• Specific Vendor Numbers: Leave blank to include all vendors.  Otherwise, enter vendors, separated by commas, to include specific vendors

• Start/Stop Leading Dates: select a range of leased assets by entering a beginning and ending leasing date

• Select Item Statuses: Leave blank to include all statuses.  Otherwise, use the drop-down to select specific statuses (you may select more than one)

• Select by Lease Type:

  • Captialized

  • Operating

  • Both

• Select Sort Options: the report default sort is by tag number.  Select additional sorts if desired.  For example, if you select Fund, the report will sort by fund and within each fund, tag number

• Page Break by Vendor:

• 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. 

• Double Space PDF Report: allow an entire PDF formatted report to display in double-space.

• Report Format: By default, the report will generate in PDF.  However, you may select CSV to generate the report in a spreadsheet format

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More Information for Leased Asset Listing Report

The Location Worksheet generates a report listing inventory items by their location category and number. This is a one-line per inventory item worksheet which is designed to aid you in completing or updating an inventory.

The location work sheets generated by EIS302 are worksheet can be very useful to check on what items at a given location are actually stored on the system or to see if any items have been removed from a location. These could be used prior to an inventory or just after an inventory to check on the accuracy of the appraisal company. Many districts send out current location worksheets one or two times a year to those in charge of a location to do an annual or semi-annual inventory update. The worksheets contain a blank space to enter a comment about each item on the list.  This reports offers several options in generating the report. You can include or exclude specific item categories and asset class codes. You may also choose specific locations or organizational units if so desired.

Report Options: 

• Specific Tag Numbers: Leave blank to include all tag numbers.  Otherwise, enter tags, separated by commas, to include specific tag numbers.

• Select Item Statuses: Leave blank to include all statuses.  Otherwise, use the drop-down to select specific statuses (you may select more than one)

• Include and/or Exclude Category Codes:

• Include and/or Exclude Asset Classes:

• Specific Location Codes

• Specific Organization Codes

• Minimum Original Cost

• Select Sort Options: the report default sort is by tag number.  Select additional sorts if desired.  For example, if you select Fund, the report will sort by fund and within each fund, tag number

• Add Acquisition Date to Report?: checkmark if you want to add Acquisition Date to the report. .

• Add Original Cost to Report?: checkmark if you want to add Original Cost to the report.

• Page Break by Location

• Add Report Options Page: includes a printout of the report options selected for the report run.  If selected, it is always the first page of the report. 

• Double Space PDF Report:

  allow

  allows an entire PDF formatted report to display in double-space.

• Report Format: By default, the report will generate in PDF.  However, you may select CSV to generate the report in a spreadsheet format

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More Information for Location Worksheet

The Pending Items List report generates a listing of all items currently on the pending grid (Transactions>Pending).  The pending items report contains all the invoiced PO item information available from USAS that has been marked for Inventory, a blank space to enter the tag number, as well as the option to include blank lines for recording other information such as serial numbers and model numbers.  

The pending file list can be useful in many ways. For instance, if tag numbers were being assigned by different organizational units, the pending list could be used to obtain the tag numbers for items waiting to be entered on the inventory system. By choosing to sort by invoice or received date when generating the report, it can also be very useful in determining what items need to be entered for the current fiscal year and which items should be entered in the next fiscal year. It can also be used in determining if any of the items should be deleted from the pending file. 

Report Options: 

• Select OPU Codes

• Select Sort Options: the report default sort is by tag number.  Select additional sorts if desired.  For example, if you select Fund, the report will sort by fund and within each fund, tag number

• 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. 

• Double Space PDF Report: allow an entire PDF formatted report to display in double-space.

• Report Format: By default, the report will generate in PDF.  However, you may select CSV to generate the report in a spreadsheet format

The Depreciation Posting Report contains the projected FTD depreciation and Book Value amounts, sorted and subtotaled by asset fund with a grand total at the bottom of the report.  It is located under the Reports menu.

The following (amount) columns are included:

• Depreciation Posted for All Items: contains FTD depreciation for all active (Active, New, Excess Asset Held for Sale, Excess Asset Not In Use) capitalized and non-capitalized items

• Book Value After Posting All Items:  Original Cost minus Total Depreciation (LTD + FTD) for all active  (Active, New, Excess Asset Held for Sale, Excess Asset Not In Use) capitalized and non-capitalized items

• Depreciation Posted for Capitalized Items: FTD depreciation for all active  (Active, New, Excess Asset Held for Sale, Excess Asset Not In Use) capitalized items only

• Book Value After Posting Capitalized Items:  Original cost minus Total Depreciation (LTD + FTD) for all active  (Active, New, Excess Asset Held for Sale, Excess Asset Not In Use) capitalized items only

Report Options:

• Double Space PDF Report: allow an entire PDF formatted report to display in double-space.

• Report Format: By default, the report will generate in PDF.  However, you may select CSV to generate the report in a spreadsheet format

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The User Listing Report produces a report of inventory user accounts.  The report can be generated in PDF or TXT format. Report options include

• Select Roles to Exclude: filtering to exclude specific roles or the ability to include enabled, disabled or both user accounts.  The role selections include:

  • INV_STANDARD

  • INV_GROUP_MANAGER

  • INV_READ_ONLY

  • INV_ADMIN

• Select Enabled Type: Include Both, Enabled or Not Enabled User Accounts

• Double Space PDF Report: allow an entire PDF formatted report to display in double-space.

• Report Format: By default, the report will generate in PDF.  However, you may select CSV to generate the report in a spreadsheet format

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