Dispositions

Owned by Michelle Drewes
Last updated: Oct 11, 2023
4 min read

Dispositions is used to dispose of items from the inventory system. It is located under Transactions>Dispositions.

Disposition transactions contain information about disposing of an item on the inventory file. These transactions provide a way of recording what has happened to assets no longer being used by the district. Disposition transactions are not required if not on GAAP reporting (GAAP flag is not checked) but are recommended. Posting a disposition transaction keeps the Item record on file changing the status to "D", Disposed of. If on GAAP reporting and a capitalized asset is disposed of, the change of status will be reflected in the "dispositions" column on the Change Schedules,

Create a Disposition

When creating a disposition transaction, the tag number to be disposed of must exist on the inventory system.  You will be restricted to using a date in an open period if your GAAP flag is checked.

The Description, Fund, Function, Asset Class, Cost Disposed, and the Number of Items are filled in automatically from the current information stored on the item.  The "Cost Disposed Of" is the current value of the Original Cost. This value is not related to the "Amount Received" value.

 

  1. From the Transaction menu, select "Disposition" to display the Dispositions (items currently disposed of) grid.

  2. Click 

  3. Select the item you want to dispose of.  After tabbing off the tag number, the item details are auto-filled. 

    1. Date is the date the item is to be disposed of. The date entered must be in an open period.

    2. Amount Received is the amount the entity received from a direct sale or trade in. This is an optional entry.

    3. Disposition Code is an existing disposal method stored in Core>Disposition Codes

    4. Authorized By is the name of the person who is authorizing the disposal of the item. This is an optional entry.

    5. Error Adjustment should be checked if the disposition is an adjustment for an error made in a prior fiscal year 

  4. Click on 

    to add the disposition.   Click on to cancel out without saving changes.

NOTE: If your GAAP flag is checked, any capitalized assets disposed of will be reflected in the "dispositions" column of the Schedule of Changes in Fixed Assets Report.

Search/View a Disposition

The Dispositions grid displays existing disposition on file.  You can search for existing dispositions by clicking in the filter row in the grid columns and entering in the desired information. By default, the grid sorts by Tag Number.  Click on to generate a CSV or EXCEL formatted spreadsheet 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 disposition.  From there, you have the option to edit the disposition.

  TIP: To find a specific value, you can enter the entire value.  However, most columns will auto filter as you type, narrowing down your search to including your search criteria.  For example, to find tag #190980, enter '19098' and it will display tag numbers between 190980 -190989 on the grid.  Percentage symbol '%' can be used as a wildcard on most columns in the filter row.   Less than < and/or greater than > symbols can also be used on numeric based or date columns in the filter row.

Use the More icon to add or remove columns from the grid. 

Edit a Disposition

The disposition code, authorized by, and amount received fields are always modifiable in a disposition. If you are not on GAAP, the error adjustment flag is also modifiable. However, if you are on GAAP, the error adjustment flag is only modifiable on transactions added within the current fiscal year. The date, whether on GAAP or not, is not modifiable.

  1. Query for the desired disposition

  2. Click on the edit icon  

  3. Make desired 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 Disposition

If on GAAP, you will be restricted to deleting only disposition transactions that have been entered in an open and current period. Deleting a disposition record will set the status of the item back to an "Active" status on the Item record.

  1. Query the desired disposition

  2. Click on the Delete icon 

  3. Confirm you want to delete by clicking on 

More Information on Dispositions