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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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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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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 #the 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.
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