Acquisition/Original Cost Mismatch Correction Procedures
This process requires use of the Migration Import which is only accessible to users with Admin level access. This will most likely require ITC Intervention. Its recommended to process all steps in a test instance prior to importing changes to a district’s live instance.
Summary
Items that were imported from Classic may have incomplete or missing acquisition data
The new Inventory software requires acquisitions to be added when creating items so this cannot happen with any new items that are added to inventory. This only can occur for items imported from the Classic EIS software.
The Pre-Data Extract Procedures included an optional step to review and update Acquisitions prior to start up. Its possible items with missing acquisitions from Classic EIS may already have been cleaned up for some migrated districts.
Inventory reports have been updated more recently to use acquisition amounts instead of the item’s original cost. Now that this is the case, it is much more important that these records are cleaned up.
Reason for the change: Acquisitions may exist for items with dates in different fiscal years that all add into the original cost on the item. The reports should show the original cost value as of the year the reports are run for. The only way to accomplish this is to add up the acquisition amounts through the fiscal year the reports are being generated for. For example, there may be acquisition transactions in future fiscal years that increase the original cost. The future acquisition will increase the original cost on the item but should not impact report totals for the year prior to its date.
This allows the flexibility to run reports on demand for previous fiscal years, even after there is activity in a more recent year while ensuring accurate values.
This page includes detailed steps for adding or updating missing acquisitions based on the existing item and acquisition records
GAAP Report Updates
Schedule of Change in Fixed Assets
As of Hotfix 2025.7.4 on November 18, 2025 the Schedule of Change in Fixed Asset report was updated to use the Acquisition amounts.
Missing or incomplete acquisition records can cause a difference in the Beginning Value from reports that were run prior to the update.
Schedule of Change in Depreciation
As of Release 2024.2.0 on May 1, 2024 the Schedule of Change in Depreciation is now being calculated using the total acquisition amount for the fiscal year the depreciation is being calculated for.
Missing or incomplete acquisition records can cause a difference in the Beginning Depreciation from reports that were run prior to the update.
Scenarios for Missing Acquisition Amounts
Review the Item and Acquisition records for each item in question to determine which scenario each item falls into. This will impact how they will be fixed. It is possible to have items with different scenarios in the same inventory instance.
Scenario A
Transaction > Item - has an Original Cost amount
Transaction > Acquisition - no acquisition record exists
Acquisition amount is 0.00 on Acquisition Mismatch report
A new acquisition needs to be added
Scenario B
Transaction > Item - has an original cost amount
Transaction > Acquisition - an acquisition exists but it does not match the original cost amount on the item
Acquisition amount is not 0.00 on Acquisition Mismatch report but doesn’t match the original cost column
A new acquisition needs to be added for the difference between the original cost and the existing acquisition total
Scenario C
Transaction > Item - has an Original Cost amount
Transaction > Acquisition - has acquisition records that equal the original cost total but the box to Update Original Cost on the acquisitions is not checked
Acquisition amount is 0.00 on Acquisition Mismatch report
The existing acquisition record(s) can be updated with an import to change the Update Original Cost to “Y” (yes)
Correction Steps
Identify items with inaccurate acquisitions
Run the Acquisition/Original Cost Mismatch Report
Select Report Type: Can choose Fund, Function, or Asset Class. (Make note of the sort used since you will want to use this same sort in Step 2.)
Select Item Statuses: Active, Excess Asset Held For Sale, Excess Asset Not in Use, New Item
Use the Transaction grids to review items & acquisitions for listed items
Determine which Scenario each item/acquisition record falls into
Create an Acquisition Import spreadsheet to add or update the missing acquisitions
Depending on how many records need to be added/updated, details could be manually entered to the Acquisition import template.
The following steps include guidance on pulling information from grids if needed for larger correction data sets. See Possible Scenarios for Missing Acquisition Amounts section above for a description of each Scenario.
Scenario A & Scenario B: Use the Item grid to extract items to a spreadsheet.
Filter the Item grid to Active = True, Capitalized = True
It is possible that there may be status Excess Asset Held For Sale, Excess Asset Not in Use, New Item, or in some cases Disposed of in the current FY that could need to be fixed to balance the GAAP reports. Its generally best to start with extracting the item grid all active items since that will be the majority and then if there are differences, additional item status can be reviewed.
Extract the grid to a CSV
Sort the spreadsheet by fund, function, or asset class (match the sort selected on the Acquisition/Original Cost Mismatch Report)
Review the spreadsheet line by line to compare to the Mismatch Report. Remove any items from the spreadsheet that do not appear on the report.
Save a copy of this version of the sheet before proceeding to the next step
Modify the columns on the spreadsheet to fit the Acquisition Import Criteria for a new acquisition. Include all required fields
record_id - Must contain an "A" (for acquisition)
id - Must be included as a header. Fields should all be blank for new acquisitions (remove item id)
inventory_tag - Keep this column from the Item extract
date - This will be the date of the acquisition. The Item extract has an Acquisition Date from the item record that could be used if assuming that date for the missing record.
amount - For Scenario A, use the Original Cost column from the item. For Scenario B, calculate the difference between the item’s original cost and the existing acquisitions marked as “Y” to update original cost. Enter the calculated difference for the amount.
acquisition_code - There is a column with this same header on the item extract but this should be changed to “Acquisition”
update_original_cost - Must be “Y”
Acquisition Import Sheet Example:
Scenario C: Use the Acquisition grid to extract items to a spreadsheet.
Filter the Acquisition grid to
Extract the grid to a CSV
Sort the spreadsheet by fund, function, or asset class (match the sort selected on the Acquisition/Original Cost Mismatch Report)
Review the spreadsheet line by line to compare to the Mismatch Report. Remove any items from the spreadsheet that do not appear on the report.
Make sure to keep all required fields for the Acquisition Import Criteria
record_id - Must contain an "A" (for acquisition)
id - Must keep this id from the acquisition extract to update the existing record
inventory_tag - Keep this column from the acquisition extract
date - Keep this column from the acquisition extract
amount - Keep this column from the acquisition extract
acquisition_code - Keep this column from the acquisition extract
update_original_cost - Change to “Y”
Use the System > Configuration > Migration Import to import to Acquisitions
The migration import allows you to bypass posting period rules so you can update the records with dates from years prior to migration.
These acquisitions cannot be manually created
Select the CSV file created in Step 2
Choose Acquisition Type
Do not check the box for “Recalculate Original Cost for Imported Items?”
If this box is checked, it will result in a Page Not Found error. This is planned to be removed or corrected in the future
INV-685: Fix error on Migration Import when Recalculate Original Cost is selectedTo Do The next step provides an alternative option to recalculate original cost.
Recalculate the Original Cost for items that had acquisitions added or updated
When the acquisitions are added/updated, this will also update the original cost for each item by the amount of the acquisition. Since that amount was already included in the Item’s original cost, the original cost will appear inflated prior to completing this step.
Manual: If there are not many items to update, the Original Cost can be recalculated by viewing the Item from the item grid and clicking the “Recalculate” button at the top of the Item. This will recalculate the Original Cost to the total of all existing acquisitions.
Import: If there are many items that need recalculated, an additional import can be used.
Create a spreadsheet containing all items that need to be recalculated. The spreadsheet previously saved in Step 2 for Scenario A can be used.
No data changes are needed on this sheet as this is not meant to change any of the item information, it will just be used to prompt the Recalculate. The sheet must contain at least the required fields for the item import.
Remove columns after the asset_fund. Some of those columns cannot be updated via and will cause errors if they exist in the file.
Item Import Sheet Example:
Use the Configuration > Migration Import option for Items
Choose Item Import Type
Uncheck the box to Create Acquisitions
Check the box to Recalculate the Original Cost for imported items
Re-run reports to balance
After all above steps have been completed, the items will no longer show on the Acquisition Original Cost Mismatch report
Generate the GAAP reports to confirm the starting balances