Category Codes

Category Codes are used to define the item categories. Codes are maintained under Core>Category Codes.  They are used to further subdivide asset classes into finer units. Although these codes are not required for GAAP reporting, they are extremely useful in generating reports and for updating replacement costs/insurable values.

Create a Category Code

1. From the Core menu, select "Category Codes" to display the Category Code grid.
2. Click 
3. Enter desired information into the category code window
   1. Code is required and used to identify a category. This field allows for a maximum four numeric/alphanumeric characters.    
   2. Description is the description entered to identify the item category
   3. Insurance Class  is used for the Insurance Values Report. Select from available options:
      1. Buildings
      2. Contents
      3. Excluded
      4. Inland_Marine
      5. Property_in_the_Open
      6. Vehicles
   4. Inflation Rate is the percentage used to increase or decrease replacement and/or insurable values.  These rates may be obtained from an insurance company or appraisal firm.  These rates are for informational purposes only.  For example, in order to increase replacement costs on items for a specific category code, you may filter those item via the Items grid and extract the data into a spreadsheet.  Create a calculation in the spreadsheet using the inflation rate percentage stored on the category code to increase the existing replacement cost amounts for those items.  Import the updated replacement cost amounts for those existing items via System>Import.
   5. Asset Class is the Asset Class (as defined in Core>Asset Classes) that the item category will belong to. When adding a new item to the inventory, the asset class will automatically default to the class specified here.
   6. Useful Life is the expected useful life of the assets in a particular category. If entered, when adding a new item in Transactions>Items, this value will auto-fill in the life expectancy field.
4. Click to add the category.   Click to cancel out without saving changes.

Search/View a Category Code

The Category Codes grid displays existing categories.  You can search for existing categories by clicking in the filter row in the grid columns and entering in the desired information. By default, the grid sorts numerically and then alphabetically. Click on  to generate a quick extract (CSV or EXCEL format) 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 category.  From there, you have the option to edit it.

Edit a Category Code

To edit a category:

1. Query for desired category
2. Click on the edit icon  

3. Make desired changes 

   You cannot edit the 'Code' field.  Changes made to the Useful Life and Asset Class fields will not be reflected in existing items.

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 an Category Code

Delete may be used to delete a category that does not have any associated inventory items.  

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

More Information on Category Codes

To mass update category codes on existing items, please refer to the System>Import chapter for more information.  The import process will allow you to update all items in the CSV file to a new category code.  The primary purpose of this is to allow you to change item categories that may have been assigned by an appraisal company to a more meaningful code for your district.