Transactions>Item Processing
- Michelle Drewes
- Amanda Folkman
CREATING A NEW ITEM (using pending file)
Access Transactions>Items
Click
to display the acquisition portion of the item you want to create
Enter the pending item PO number or use the drop down to select it. NOTE: It will auto populate many of the fields in the acquisition window
Enter a new tag number. The type will default to acquisition but can be changed if needed. Ensure the date is in an open period
Enter/update any desired information and ensure the amount is entered (this will carry over to the original cost field on the items window).
Click
to access the items window. NOTE: Some of the values entered in the acquisition window and pulled from the pending file will carry over into the items window.
Enter/update desired identification information (serial number, model number, category code, etc.)
Enter/update desired current information (fund, function, and asset class are required if GAAP flag is set)
Enter/update desired acquisition information. The acquisition date and original cost amounts are carried over from the acquisition window.
Enter/update desired depreciation information
Enter lease or user defined information if applicable
Click
to create item. Click
to exit item window and
to exit acquisition window to return to item grid.
CREATING A NEW ITEM (no pending file)
Access Transactions>Items
Click
Enter a new tag number. The type will default to acquisition but can be changed if needed. Ensure the date is in an open period
Enter any other desired information and ensure the amount is entered (this will carry over to the original cost field on the items window).
Click
Enter desired identification information (serial number, model number, description, category code, number of items, etc)
Enter desired current information (fund, function, and asset class are required if GAAP flag is set)
Enter desired acquisition information The acquisition date and original cost amounts are carried over from the acquisition window.
Enter desired depreciation information
Enter lease or user defined information if applicable
Click
ADDING MULTIPLE ACQUISITIONS DURING ITEM CREATION (using pending file)
During item creation, you are permitted to add only one acquisition before entering the rest of the item detail. Once you create the item, you will then be allowed to add more acquisitions against the item you just created.
After clicking
Enter the pending item PO or use the drop down to select it
Enter the tag number of the item you just created. Ensure the date is in an open period.
Enter acquisition amount and any other information you desire.
If the Original Cost is to updated by the acquisition amount entered, ensure 'Update Original Cost' is checked. This will increase the existing item's current original cost by the acquisition amount (or decrease the existing item's current original cost if a negative acquisition amount was entered)
Click
to create another acquisition for the existing item. Click
to exit acquisition window.
If you have another acquisition to add to the existing item, click
again. If you do not have another acquisition to add, click
ADDING MULTIPLE ACQUISITIONS DURING ITEM CREATION (no pending file)
During item creation, you are permitted to add only one acquisition before entering the rest of the item detail. Once you create the item, you will then be allowed to add more acquisitions against the item you just created.
After clicking
Enter the tag number of the item you just created. Ensure the date is in an open period.
Enter the acquisition amount and any other desired information.
If the Original Cost is to updated by the acquisition amount entered, ensure 'Update Original Cost' is checked. This will increase the existing item's current original cost by the acquisition amount (or decrease the existing item's current original cost if a negative acquisition amount was entered)
Click
If you have another acquisition to add to the existing item, click
EDIT AN EXISTING ITEM
Access Transactions>Items
Query tag number
Click
Make desired changes NOTE: If GAAP flag is checked, fund, function, asset class, and original cost will not be modifiable.
Click
to update changes made and click
NOTE: The status can not be changed to "D". You must dispose of an item via Transactions>Dispositions.
DELETING AN EXISTING ITEM
Access Transactions>Items
Query tag number
Click
and click
to confirm deletion.
NOTE: Capitalized assets with an acquisition date in the current period can be deleted within the same period. Non-capitalized assets may be deleted regardless of their acquisition date.
DEPRECIATING AN EXISTING ITEM
NOTE: Use with caution. Refer to Depreciation Items section in the Items chapter for further information.
Access Transactions>Items
Query tag numbers to recalculate depreciation.
Check the items to depreciate and click
Run a project report and review. If correct, unchecked the 'projection only' box and run in actual mode to recalculated life-to-date depreciation.
SPLITTING AN EXISTING ITEM
Access Transactions>Items
Query the tag you want to split and click on
Click
Enter the starting tag #. NOTE: The starting tag and subsequent, consecutive tag numbers must not currently exist on the system.
Enter the 'number of new tags' to split
Run a projection report by clicking
to verify the entries made.
Click
to generate projection report and review the projected split.
To view or updated split details, click
Once the projection is correct, uncheck the 'projection' box and run in actual mode to create the split items.
