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From the Transactions menu, select "Items" to display the Items grid.
Click ‘create’ to begin creating the item starting with the acquisition information related to the new item.
A blank acquisition screen will appear allowing you to either enter the acquisition information manually or if the information is included on the pending grid, use the 'pending item' drop-down box to select the acquisition information that is currently stored in pending items.
If pulling the information from the pending file, it will populate many of the fields on this screen. Please enter a new tag number and modify any information necessary. Once the information is pulled from the pending file and the item is posted to inventory, the data will be automatically removed from the pending grid.
If manually entering the acquisition information, please enter the desired information. NOTE: careful attention should be made when entering the account, vendor, PO and check entries as it does not validate them against USAS-R.
NOTE: The tag number can be numeric or alphanumeric. The max number is 20 characters.
After completing the acquisition information click on
to add the acquisition record and advance to the Items window to enter the item information. If you wish to exit out of the acquisition, click on 
to cancel out without saving changes. 
4. Enter the desired item information. Some of the fields will be pre-populated depending if the item was pulled from the pending file. For more information on the required fields, format and definition, please refer to the Item Field Information
5. Click on 
to add the item.
6. To cancel out of the item window in order to edit the related acquisition information, click on 
to cancel without saving. The related acquisition entry window will display. Click 
allowing you to make changes to the acquisition data. Once updated, click on 
to continue to the item window.
7. To cancel out of the item and its related acquisition data altogether, click on 
to close the item window without saving. This related acquisition data window will display. Click on 
to close out of the acquisition data without saving. Any item or acquisition information entered will not be saved.
8. If there are additional acquisitions to be posted for this item, click on 
. The Acquisition window will appear (below) allowing you to create additional acquisitions against the existing item. You may also post additional acquisitions to existing items via the Transactions>Acquisitions too.
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The Items grid displays existing items on file. You can search for existing items by clicking in the filter row in the grid columns and entering in the desired information. By default, the grid sorts by Tag Number. Click on 
to generate a CSV or EXCEL formatted spreadsheet based on what you filtered. Click on any row of the search results to see a highlight view of the record. Click the view icon 
to view a particular item From there, you have the option to edit it, add an acquisition acquisition or split an item.
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Query for desired item
Click on the edit icon
Make desired changes
Click on
to post the changes to the system. Click on Close to close the window and return to the grid without saving changes.
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Query the desired item
Click on the Delete icon
Confirm you want to delete by clicking on
Depreciate Items
The 'Depreciate' button on the grid program recalculates LTD depreciation field from scratch. It does NOT calculate the depreciation for the current fiscal year. Another year's worth of depreciation will be automatically calculated and the LTD depreciation updated when an open period is closed. The checkboxes located on the left side of the grid are intended to be used with the depreciate button. You may check specific items to calculate depreciation on or you can use the top checkbox to select all items based on the filter you entered.
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| Warning |
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Making changes to the depreciation information for existing items usually occurs when a district is cleaning up their data in preparation for GAAP reporting. Once a district is actively tracking depreciation, this program should be used only with extreme caution. (Refer to Historical vs. Recalculated depreciation). |
| Note |
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Items with a status of inactive, old tag or disposed will be ignored when using depreciate. |
Depreciate allows you to run a projection or actually update the LTD depreciation for selected items on your grid. Check the box to select the items you want to run depreciate on and click 
.
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For example, suppose you increase the original cost of a depreciating asset by adding an additional acquisition. A computer with an original cost of $1000 is being depreciated over a period of 8 years. After 4 years, $400 of additional memory is added via an additional acquisition updating the original cost to $1400. For the first 4 years, the computer depreciated $125/year for a total of $500 (one half of its useful life). But since its value has just been increased by $400, the current book value is $900, which will be depreciated over the remaining 4 years. After the upgrade, the next 4 years, it will depreciate at $225/year until it's fully depreciated. However, if 'Depreciate' were run on this item after the additional acquisition, the life-to-date depreciation would be re-calculated over the entire life of the item using the new original cost ($1400/8 years) depreciating at $175/year. The historical 'true' depreciation will no longer exist when using 'depreciate' to re-calculate LTD depreciation.
Item Depreciation Adjustments
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Recalculate
The "Recalculate" button on the grid will allow the items original cost to be recalculated to equal the sum of the acquisition amounts. This feature is restricted to Admin permission only. If an item's original cost does not equal the sum of the acquisition amounts, please reach out to your ITC for assistance in resolving the issue.
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Item Depreciation Adjustments
In order to edit an item's existing LTD depreciation to a specific value, you may create a 'Depreciation Transaction'.
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Query the item and select 'Edit'.
Under Depreciation Transactions, click
. The Fiscal Year will default to the open period that is marked current. The default 'type' will always be AdjustmentOptionally enter a description for the depreciation adjustment.
Enter the amount of the depreciation adjustment. You can enter a positive or negative The amount entered will be added (or subtracted) to the existing LTD Depreciation amount.
Click
to complete the transaction.
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In order to split an item, it must have a quantity greater than one in the "number of items" field and it can not have a status of disposed of, inactive, or old tag item.
Steps to split
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an item:
The split option is accessible when viewing an item. Click on ‘Split’
A projection run is selected by default. The tag number to split is displayed in the original tag # and the starting tag # however, you may overwrite the starting tag #Original Tag # as read only, the Starting Tag Number which may be edited, and the # of New Tags along with the Original Cost displayed but not editable.
Click + or - to increase or decrease the # of new tags you want to split the item into. The max # of new tags cannot exceed the original 'number of items' quantity on the item record (which is noted below the field)
Click on 'Validate Input' to verify the starting tag and consecutive, subsequent tags it will be split into are available to use. If an error occurs, it will display the error message and allow you to make corrections to the start tag # and/or # of New tags entered.
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Once your validation is successful, the ‘Edit Items' button is activated. Click on ‘Edit Items’ to display a pop-up Split Item window allowing you to change the tag number, number of items, serial number, model number, location and organization unit for each split tag.
Make any necessary changes on the Split Item window. A projection of the Original Cost for each item will be displayed along with the Total Items and Total Cost. Click on ‘Validate Input’ to verify your entries. If validation is successful, the ‘validate input’ option will change to ‘split item’. By default, a projection report will be selected. Click on ‘split item’ to generate a preview report of the changes that will take place.
It will generate a SplitReport.pdf projection report. Please review the projection to ensure the data on the original tag and the tags it will split into are correct.
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If everything is correct, exit the projection report. The split item window will still be displayed. Uncheck projection and click ‘Split Item’ again to actually split the tag. Another SplitReport.pdf (actual) report will be generated detailing the split item information.
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If the original tag was capitalized and the split causes the newly created tags to fall under the capitalization threshold, the new items will be considered non-capitalized and will be adjusted accordingly on the GAAP and other Inventory reports.
Miscellaneous Item Information
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Item Field Name | Field Required | Description |
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Identification Information | ||
Tag Number | Required | The locally defined tag identification number. Each item on the item record file must have a tag number regardless of whether or not the item actually has a physical tag. Tag number is a max of 20 numeric or alphanumeric characters. |
Secondary Tag | Similar to the tag number but is used primarily to record tags supplied by the State of Ohio or the Federal Government to identify items purchased with matching state or federal dollars. | |
Serial Number | The item's serial number if applicable. | |
Model Number | The item's model number if applicable. | |
Appraisal Tag | A tag number supplied by an appraisal company. | |
Description | Required | A brief description of the asset. When adding an item via the pending file, the description will contain the PO Item description. |
Accessories | A listing of accessories or enhancements for the item. | |
Composite ID | Can be used to indicate the item is a component of a larger asset. This identifier should be the same for all members of the composite item and can be alpha or numeric. | |
Category Code | The item's Category Code as defined in Core > Category codes. | |
Entity ID | 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. This code can also be alpha or numeric. | |
Number of Items | Required | Used to indicate the number of items with the same tag number. If item data is pulled from pending file, this will be the quantity of the PO item. |
Current Information | ||
Fund | Required if GAAP Flag is checked | The item's fund code as defined in Core > Funds. |
Function | Required if GAAP Flag is checked | The item's function/activity code as defined in Core > Functions. |
Asset Class | Required if GAAP Flag is checked | The Asset Class as defined in Core > Asset Classes. |
Organization Code | The Organization Code as defined in Core > Organization Codes. | |
Condition Code | Specifies the physical condition of the item as defined in Core > Condition Codes. | |
Location Code | The item's Location Code as defined in Core > Location Codes. | |
Status | Required | The item's status code as given by one of the following state defined codes: Active, Inactive, Disposed Of, New Item, Old Tag Item, Excess Asset Held For Sale, Excess Asset Not In Use. Only items coded as Active, New Item, Excess Asset Held For Sale, or Excess Asset Not In Use will be considered for GAAP reports. |
Replacement Cost | The estimated cost to replace the item. This may be different than the original cost. This will default to the amount entered as the acquisition amount. | |
Insurable Value | The estimated value of the item for insurance purposes. This will default to the amount entered as the acquisition amount. | |
Physical Inventory Date | The date of the last physical inventory. | |
Physical Inventory Comment | Can be used to add any notes on the inventory. | |
Acquisition Information | ||
Acquisition Date | Required | The date the item was received, not the purchase order date. |
Acquisition Method | Required | The item's method of acquisition as given by one of the following state defined codes: Donated, Leased, Other, Purchased. |
Beginning Balance | If capitalized at the beginning of the current period, the original cost of the item will appear here. | |
Original Cost | Required | The cost of the item as given on the purchase order(s) or the sum of all acquisition amounts for the tag number. |
Discount Amount | Any discount excluded from the original cost. This is for informational purposes only and does not affect GAAP schedules. | |
Depreciation Information | ||
Depreciation Method | Required | The item's depreciation method as given by one of the following state defined codes: Declining Balance, Straight Line, None. |
Factor | A factor used in the declining balance method of depreciation. | |
Beginning Date | Required if there is a Depreciation Method chosen | The date in which depreciation is to start. NOTE: The beginning depreciation date cannot be before the item's acquisition date. |
Life Expectancy | Required if there is a Depreciation Method chosen | The number of years the item is to be depreciated. |
Salvage Value | The estimated value of the asset at the end of the depreciation period. | |
LTD Depreciation | The Life-to-date depreciation. This is the total amount of depreciation for the item from the beginning depreciation date until the last fiscal year closed. | |
Lease Information | ||
Lease Type | The item's lease type as given by the state defined codes of: C-capitalized or O-operating (please see Types of Leases for further explanation). | |
Payment period | Period of the lease payment: A=annually, M=monthly, D=daily, Q=quarterly, S=semi-annually, W=weekly. | |
Vendor | USAS vendor number from whom the item is leased. | |
Inception Date | Date the lease begins. | |
End Date | Date the lease expires or the date the district takes full ownership of the item. | |
Payment Amount | Amount of the periodic lease payment. | |
Interest Rate % | Rate of interest charged by the vendor. | |
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