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All GAAP reports are canned reports and are located under the Reports menu.  They are generated in PDF format only.  The reports contain separate pages for each fund type (governmental, proprietary, fiduciary).  

The GAAP reports exclude:

  • items which do not meet capitalization criteria.
  • items which have a status of: "disposed of", "inactive", or "old tag item".
  • items coded as operating leases.

Fixed Asset By Source

Classic Counterpart: EIS101

The report provides a summary of the original cost of fixed assets by their source. If the GAAP flag is checked in Core>Configuration, this report may be generated in preparation for closing for the fiscal year.

  • Separate section for each fund type (governmental, proprietary, fiduciary). The fund type is determined by looking up the fund type associated with the "fund" in Items.
  • 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, leased, and other each have their own line.
    • Purchased items are listed by the fund that they were purchased by (from the acquisition transaction).
  • Line "Acquisitions Prior to System Start-up" contains amounts for items with no acquisition records or blank fund on the account code used in the acquisition.
  • Possible 'unknown fund type' section may appear at the end of the report if the 'fund' in Items is missing   

Generating a Fixed Asset By Source Report

Field Definitions:

  • 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
  • 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. 

More Information about the Fixed Assets By Source Report

Assets with Unknown Fund Type

If there are amounts in the unknown fund type section, it's because:

  • there are tags that do not contain a "fund" field in Transactions>Items; and, or
  • the fund code for a tag does not have a defined "fund type" in Core>Funds
  • To 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 a Brief Asset Listing of all tags, A, N, EH, EN status codes, capitalized only sorted by fund.  Please review the fund column for missing fund codes and creating transfer transactions to add the missing fund codes to the tags.

Acquisitions Prior to System Start-Up

If there are amounts under each fund type section listed under 'Acquisitions Prior to System Start-up',  it's because:

  • the tag does not have an associated acquisition; and, or
  • the fund dimension of the USAS Account code on the acquisition record is missing.
  • To locate and correct items with missing acquisitions
    • Locate: Run a Brief Asset Listing for capitalized items with status of A, N, EH, EN, sorted by Tag #.  Next, run an Asset Listing by Grant/Source Report for capitalized items with status A, N, EH, EN and sort by tag #.  Compare the reports, looking for tags that appear on the Brief Asset but not on the Asset Listing.  (Tag # should have at least one acquisition record on the Asset Listing by Grant/Source report).
    • Correct: Add a ‘historical’ acquisition record via Transactions>Acquisitions and leave ‘update original cost’ as “N”.  Enter TI and fund dimensions in the account code (i.e. 05 001) and the original cost as the acquisition amount.  The date can be set to the date recorded in Items for this tag #.
  • To locate and correct items with missing fund dimension in USAS Account code
    • Locate: Run an Asset Listing by Grant/Source Report for capitalized items with status of A, N, EH & EN and sorted by FO,FT.  Accounts with missing fund dimensions should appear at the beginning of the report due to the sort FO,FT in order to easily compare with the acquisitions prior to system start-up totals on the Fixed Assets By Source report.
    • Correct: Modify the Acquisition and add a fund dimension in the account code

Fixed Asset by Function/Class

Classic Counterpart: EIS102

The report provides a schedule of fixed assets by function and class. The schedule can be generated by function and class, class, or a summary by function and class. If the GAAP flag is checked in Core>Configuration, this report may be generated in preparation for closing for the fiscal year.

  • Determines the appropriate line/column on the report by looking at the function/activity code and the asset class code in Transactions>Items.
  • Separate page for each fund type (governmental, proprietary, fiduciary). The fund type is determined by looking up the fund type associated with the "fund" in Items.
  • Items with a blank function/activity or asset class codes will be listed as "unclassified".
  • 'Invalid function' or 'invalid class' messages mean the associated code is not located in Core>Function or Core>Asset Class. If there are amounts associated with the function and/or asset class code, add the respective code in Core.
  • 'Unclassified' amounts contain original cost amounts where the asset class or function code is missing on a tag in Transactions>Items.

Field Definitions:

  • Report Type Options:
    • Schedule by Function & Class: displays original cost and book value
    • Schedule by Class: displays the original cost and book value; 
    • Summary by Function & Class: lists all functions but only major asset classes
  • 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
  • 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.

Generating a Schedule by Function & Class Report

This option generates a report containing original cost and book value sorted by function and then class within each function for each fund type.  


Generating a Schedule by Class Report

This option generates a report containing original cost and book value sorted by asset class for each fund type.


Generating a Summary by Function and Class

This option generates a report allowing you to pick whether you want the original cost or book value to appear on the report.  You may also check the 'Summarize by 2-Digit Function' in order to summarize by first two digits of the function code. Ex: 1100, 1200, etc.  If left unchecked, it will display by all digits of the function code.

More Information about Fixed Assets by Function/Class

  • 'Invalid function' or 'invalid class' messages mean the associated code is not located in Core>Function or Core>Asset Class. If there are amounts associated with the function and/or asset class code, add the respective code in Core.
  • 'Unclassified' amounts contain original cost amounts where the asset class or function code is missing on a tag in Transactions>Items. 
    1. To locate and correct:
      1. If there are amounts in the this column, run a Brief Asset Listing of all tags, A, N, EH, EN status codes, capitalized only and locate the tags with missing function or asset class codes and creating transfer transactions to add the missing codes to the tag.

Schedule of Change in Fixed Assets

Classic Counterpart: EIS103

The change schedule contains information by fund, function, or asset class on the beginning and ending balances for the fiscal year. The report displays additions, dispositions, transfers, and adjustments that occurred causing "changes" in the balances of the fixed assets. This information is needed for preparing the GAAP report. This program is run at the end of the fiscal year before closing or as desired during the fiscal year. The GAAP flag must be set in order for the report to produce any meaningful results.

  • 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.
  • Items which were not capitalized at the beginning of the year but now are will have their total original cost shown in the adjustments column.
  • Items which were capitalized at the beginning of the year but now are not will have their total original cost shown as a negative amount in the adjustments column.
  • Items with blank fund, function/activity or asset class codes will be listed as "unclassified".

Generating a Summary Schedule of Change in Fixed Assets Report 

Generating a Detail Schedule of Change in Fixed Assets Report

Field Definitions:

  • 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 Balance - Total original cost amount at the beginning of the year
      • Acquisitions - Acquisitions during the fiscal year
      • Dispositions - Dispositions during the fiscal year
      • Transfers In - Amount for items transferred into this code
      • Transfers Out - Amount for items transferred out of this code
      • Adjustments - Includes net amount of any transactions which have the error adjustment flag equal to "Y". Also includes amounts for items which switched capitalization status (see below).
      • Ending Balance - Total original cost amount at the end of the year
    • 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.

More Information about the Schedule of Changes in Fixed Assets

Assets with Unknown Fund Type

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>Funds
    • To locate and correct:
      1. Access Core>Funds and ensure all funds listed contain a fund type.  If some don't, modify and add the correct fund type.
      2. 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. 

Schedule of Change in Depreciation

Classic Counterpart: EIS104

The change schedule in depreciation contains information by fund, function, or asset class on the depreciation of fixed assets. The report displays additions, dispositions, transfers, and adjustments that occurred causing "changes" in the depreciation balances of the fixed assets. This information is needed for preparing the GAAP report. This program is run at the end of the fiscal year before closing or as desired during the fiscal year. The GAAP flag must be set in order for the report to produce any meaningful results.

  • 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.
  • Items which were not capitalized at the beginning of the year but now are will have their total depreciation shown in the adjustments column.
  • Items which were capitalized at the beginning of the year but now are not will have their total depreciation shown as a negative amount in the adjustments column.
  • Items with blank fund, function/activity or asset class codes will be listed as "unclassified".

Generating a Summary Schedule of Change in Depreciation Report

Generating a Detail Schedule of Change in Deprecation Report

Field Definitions:

  • 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 items capitalized 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 items that were capitalized at the beginning of the fiscal year. Any portion for improvements (i.e. acquisition records dated in the current FY) will be reported in the column for "Depreciation - Acquisitions" (unless the adjustment flag is set to "Y" on the transaction.  The depreciation will instead be reported in the Adjustments column.

      • Acquisitions - Acquisitions during the fiscal year

      • Dispositions - Dispositions during the fiscal year

      • Transfers In - Amount for items transferred into this code

      • Transfers Out - Amount for items transferred out of this code

      • Adjustments - Includes net amount of any transactions which have the error adjustment flag equal to "Y". Also includes amounts for items which switched capitalization status (see below).

      • Ending Balance - Total original cost amount at the end of the year

    • 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.

More Information about the Schedule of Changes in Depreciation

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

The totals for the ending depreciation on the summary should match the total accumulated depreciation (LTD + FTD) on the Book Value report, provided capitalized and active status (A,N,EH,EN) options are selected for the EIS305.

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>Funds
    • To locate and correct:
      1. Access Core>Funds and ensure all funds listed contain a fund type.  If some don't, modify and add the correct fund type.
      2. 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. 
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