Organization Codes

organization codes are used to define the item's current organization or activity for which an item is currently being used. It is located under CORE>organizations.  The code can be up to 4 characters (numeric or alpha numeric).  The organization 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 organization (and fund) code would reflect the cafeteria use.

A district may choose to use USAS organization codes for the Inventory organization 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 organization/activity code. Historical items which are on the system before the GAAP flag is set to 'Yes' are not required to have a organization code assignment. However, if no organization 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 organization/activity code.

Create a organization Code

1. From the Core menu, select "organizations" to display the grid.
2. Click 
3. Enter desired information into the organization 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 organization code.
4. Click on to add the organization code.   Click on to cancel out without saving changes.

Search/View a organization Code

The organizations grid displays existing organization codes.  You can search for existing organization 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 organization code.  

Edit a organization Code

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

To edit an asset class:

1. Query for desired organization 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 organization Code

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

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

More Information on organization Codes

MASS CHANGE organization/ACTIVITY CODES

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