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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 deal with original cost amount. More detailed information is provided under 'More Information about the Schedule of Change in Fixed Assets'contain original cost amounts. 

Generating a Summary Schedule of Change in Fixed Assets 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.

    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 

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

  • The grand totals for the 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.  More detailed information is provided under 'More Information about the Schedule of Change in Depreciation'.  

Generating a Summary Schedule of Change in Depreciation 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 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 FTD depreciation amount will appear in the acquisition column and the LTD depreciation of the item will appear as a positive amount under the adjustment column.  The beginning 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 FTD depreciation amount will appear in the acquisition column and the rest of the LTD depreciation of the item appears will appear as a negative amount under the adjustment column.  The beginning depreciation column will NOT be affected.

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

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

      • Adjustments: Includes depreciation for active, capitalized transactions which have the error adjustment flag checked. May also includes depreciation amounts for items which had their capitalization status changed during the fiscal year (noted above under acquisitions)

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

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  • Locate:
    • If the unknown amount in under the Beginning ValueDepreciation 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 Fixed Asset 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. 

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

  • there are tags that do not contain a "fund" field in ITMSCN; and, or
  • the fund code for a tag does not have a defined "fund type" in Core>FundsTo locate and correct:
  • Access Core>Funds and ensure all funds listed contain a fund type.  If some don't, modify and add the correct fund type.
    • Run an Brief Asset Listing of all tags, A, N, EH, EN status codes, capitalized only.  Please review the columns for missing fund, function or asset class codes and create transfer transactions to add the missing fund codes to the tags.