Organization Codes

Function codes are used to define the item's current function or activity for which an item is currently being used. It is located under CORE>Functions.  The code can be up to 4 characters (numeric or alpha numeric).  The function code is not necessarily the source from which the item was purchased. For example, an asset might be purchased from the general fund, but used in the cafeteria. In this case, the function (and fund) code would reflect the cafeteria use.

A district may choose to use USAS function codes for the Inventory function codes. However, if you do not choose to use the same degree of detail as used for USAS. (less detail), more items will be lumped together on some of the GAAP schedules.

The GAAP schedules require that each item be assigned a function/activity code. Historical items which are on the system before the GAAP flag is set to 'Yes' are not required to have a function code assignment. However, if no function code is assigned, these items will appear under an undefined grouping on the GAAP schedules. It is recommended that all items entered on the system be assigned a function/activity code.

Create a Function Code

1. From the Core menu, select "Functions" to display the grid.
2. Click 
3. Enter desired information into the function code window
   1. Code: Required field that must be manually entered. This field will allow for a maximum four numeric characters.  
   2. Description is the description entered to define the function code.
4. Click on to add the function code.   Click on to cancel out without saving changes.

Search/View a Function Code

The Functions grid displays existing function codes.  You can search for existing function codes by clicking in the filter row in the grid columns and entering in the desired information. By default, the grid sorts numerically by Code.  Click on  to generate a quick report 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 function code.  

Edit a Function Code

NOTE: Only the description of the function code may be edited. 

To edit an asset class:

1. Query for desired function code
2. Click on the edit icon  
3. Make desired description changes
4. Click on  to post the changes to the system. Click on Close to close the window and return to the grid without saving changes.

Delete a Function Code

Delete may be used to delete a function code that does not have any associated Inventory items.  

1. Query the desired function code
2. Click on the Delete icon 
3. Confirm you want to delete by clicking on 

More Information on Function Codes

MASS CHANGE FUNCTION/ACTIVITY CODES

The EISCHG mass change program is available if it becomes necessary to mass change the function codes on the item records. EISCHG has an option to mass change function/activity codes. This option allows you to change all items currently on the system with a specified function code to have the new specified function code. Please refer to the EISCHG chapter for more information on mass changing function/activity codes.