Functions

Functions are used to define the item's current function or activity for which an item is currently being used. Codes are maintained 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 would reflect the cafeteria use (where it's currently being used).

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.  Please refer to the Configuration chapter for more details.  

Open

Create a Function Code

1. From the Core menu, select "Functions" to display the grid.

2. Click 

   Open

   

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 and/or alphanumeric 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 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 function code.  

Edit a Function Code

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

To edit a function code:

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

The GAAP schedules require that each item be assigned a function/activity code. Historical items which are on the system before the GAAP flag was set are not required to have a function code assignment. However, these items will appear in the 'unclassified' column on the Fixed Assets by Function/Class report.  It is recommended that all items entered on the system be assigned a function/activity code.