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Transfers is a program used to post transfer transactions for items on the inventory file. It is located under Transactions>Transfers.

Transfer transactions are posted to record a change in an item's asset class, fund, or function codes. These transactions are not necessary if the GAAP flag is unchecked. These codes can simply be modified on the item record in Items when not on GAAP. Once the GAAP flag is checked, these fields become unmodifiable in Items and any changes require a transfer transaction to be posted. These changes are then reflected in the "transfers in" and "transfers out" columns on the GAAP Change Schedules

Create a Transfer

When creating a transfer transaction, the tag number 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, Class, Cost Disposed Of, 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 "Transfers" to display the Transfers grid.
  2. Click 
  3. Search for the item you want to create a transfer for.  You can use the drop-down or start entering the tag number or item description to narrow down your search.  After selecting the item, the Amount and Old Value (depending on the Type selected) are auto-filled with the current information stored on the item. 
  4.  After selecting the item, the Description, Fund, Function, Class, Cost Disposed Of, and the Number of Items are auto-filled with the current information stored on the item. 
    1. Date is the date the item is to be disposed of. The date must be in an open period.
    2. Cost Disposed Of is the current original cost from the Item record.
    3. Code is an existing disposal method stored in Core>Disposition Codes.
    4. Amount Received is the amount the district received from a direct sale or trade in. This is an optional entry.
    5. Authorized By is the name of the person who is authorizing the disposal of the item. This is an optional entry.
    6. Description is the item's description stored in Items.
    7. Function is the item's function code stored in Items.
    8. Fund is the item's fund code stored in Items.
    9. Class is the item's asset class code stored in Items.
    10. Number of Items is the number of items stored in Items.
    11. Error Adjustment should be checked if the disposition is an adjustment for an error made in a prior fiscal year 
    12. NOTE: The Function, Cost Disposed Of, Fund, Number of Items, and Class fields are all non-modifiable fields. These values are carried over from the Item.
  5. Click on to add the disposition.   Click on to cancel out without saving changes.

NOTE: If your GAAP flag is checked, any capitalized assets increase 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.  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 quick report 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 acquisition.  From there, you have the option to edit it.

Edit a Disposition

The disposition method, authorization, and amount received fields are always modifiable in 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 during the current fiscal year. 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


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