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Change File ID

  1. 1. RSCCC ESC REGION 15 ~ DATA PROCESSING September 2007 /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 1 of 30
  2. 2. Asset Management ~ File Change File ID The system defaults to the current file ID (C) when the Asset Management application is opened. The Change File ID field allows you to change the system default file ID to any previous school year if available. To change file ID: 1. From the File menu, select Change File ID. The Change File ID window appears. 2. In the Change File ID field, click the school year to open. 3. Click Change to save the new File ID and close the window. 4. From the File menu, select Change File ID to open the window and verify the change was accepted. User Login List The User Login List window displays a listing of all users who are currently logged into the RSCCC System. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 2 of 30
  3. 3. Asset Management ~ Tables The Asset Management Tables allow Users to select “user created” preferences for running the Asset Management application. 1. Asset Management Options - User selects desired preferences and defaults for running the Asset Management System. Automatic Item Numbering - if selected will allow the system to automatically assign Item numbers when new items are added or if left blank specific numbers may be assigned by the User. Use Catalog Description – the item description from the Catalog Table will default on the description field of newly added assets. If not chosen then the description will have to be added manually on all new entries. Allow Alpha Item Numbers - if preference is to allow alpha in the numbering system then check this box (example: 4367AB). Current Fiscal Year - represents the year to calculate depreciation. Default Gain Code - describes the most common way assets are acquired, such as; Purchased, Leased, Donated, etc. This choice must exist in the Gain Code Table. Default Status Code - should describe the most commonly used condition of the assets such as; Active, Inactive, Disposed, etc. This choice must also exist in the Status Code Table. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 3 of 30
  4. 4. 2. Code Tables – Each tab is a “User-Defined” Table set according to District preferences.  Catalog - codes entered on the Catalog Table are used to break up large groups of like items (e.g., furniture, classroom furniture, desks) into logical groups. This will speed up record entry and inventory management by placing the description from the Catalog Table into the record. • This table can be as broad or detailed as User wants. Any codes/descriptions can be used. The Catalog Nbr field can be numberic or alpha, and up to 10 characters. The Desciption field can be up to 20 characters. OR /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 4 of 30
  5. 5.  Status Code - codes should reflect the “status” of items. This code will help manage assets in the system. • The Status Code field is one character alpha/numeric and the Description field is up to 20 characters. Note: The User will need to have a specific code set-up here for deleting items through the Utilities menu (i.e. “To Be Deleted”).  Insurance Code - used to establish a listing of the insurance companies or policies that provide the liability, casualty, and operations insurance coverage for assets and equipment managed by the district. • The Insurance Code is three character alpha/numeric and the Insurance Description is up to 30 characters. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 5 of 30
  6. 6.  Gain Code – code used to record how each asset item was obtained (i.e., purchased, donated, and supplied by grant) and to define the value based on the method of acquisition. • The Gain Code field is one character alpha/numeric and the Gain Description field is up to 20 characters.  Condition Code - used to describe the condition or plans for future uses of items. This table is a good planning tool for budget purposes. • The Condition Code field is one character alpha/numeric and the Condition Description field is up to 20 characters. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 6 of 30
  7. 7.  Property Class Code - used to assign a class to a group or type of asset that uses the same Depreciation Method, Recovery Period, and Convention. This is a user-defined table, so User may enter any property class/description. This table should coincide with your Auditor’s report. • The Property Class Code field is up to 10 characters, alpha/numeric and the Property Class Description field is up to 50 characters. • There are only two Depreciation Methods available: Straight Line (SL) No Depreciation (ND) (used for land or other assets that do not lose value) • The Recovery Period is the number of years required to fully depreciate items for the property class. The User will need to verify these years with their auditor to make sure it matches with the way depreciation has been calculated in the past. If assets are calculated using partial years, then the months should be converted to decimal value (i.e., 3 months = .25, 6 months = .50, 9 months = .75, etc.). • SL depreciation method uses the only two conventions available: Full Month (FM) Half Year (HY) /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 7 of 30
  8. 8. 3. Fiscal Year - allows User to define the month and year ranges for each fiscal year for the school district. The first fiscal year entry should be defined for the earliest in-service date for an asset. These entries are used by the program to calculate depreciation for all capital assets. • The proceeding fiscal year must exist or be added to this Table to complete End-of Year process. /////// /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 8 of 30
  9. 9. Asset Management ~ Maintenance There are two options for entering information into the Asset Management System:  Importing asset information from Finance through the Extract Asset Management Utility.  Manually entering information through Maintenance > Inventory Maintenance window tabs. _______________________________________________________________________ The 1st Option for retrieving asset information is Importing from Finance: User will need to complete steps 1-5 below before importing records from Finance can be possible. 1. Run the Capital Outlay Report (FIN1200), from Finance. This will help to identify the Object and Sub-Object Codes that are necessary for step 2 below. 2. Set-up the Asset Management Cross Reference Table in Finance. Using the Capital Outlay Report, enter Object/Sub-Object Code information by right- clicking and adding to this screen. • Type “C” or “I” needs to reflect the most common type of item that is coded with this Object/Sub-Object Code. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 9 of 30
  10. 10. 3. Make sure the ‘Use Asset Management Cross Reference Table’ field is selected on the Finance Options Table: 4. In Finance, select Extract to Asset Management from the Utilities menu. This utility enables User to extract records from the Check Transactions file with Object/Sub-object code that matches with the Asset Management Cross- Reference table built on step 2. User has the option of selecting only the current period transactions, or processed transactions from the appropriate accounting periods desired. Browse to tell the system where to save this file and then Extract. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 10 of 30
  11. 11. 5. User may want to Print the Extract File Report to look at and determine what needs to be imported into Asset Management. Process to create the text file. 6. To import information from this created file, log into Asset Management. Go to the Inventory Maintenance window, Transaction Records tab. The import will only work on this tab. • Right-click in the middle section and select Import /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 11 of 30
  12. 12. • Select the file that you created from Finance (FINFA_...) and Open. • The text file created from finance will appear with items listed. • The system imports only one item at a time according to what the User chooses. • Highlight the item desired and Import by clicking OK. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 12 of 30
  13. 13. 7. The system will import item information from the file to the Transaction Record tab and the Inventory Record tab. User will need to complete the information on all tabs that apply for the item and then SAVE. On the Inventory Record tab, verify the Inventory Type for the Item because it is defaulting from the table built in Finance. If for this item, it needs to be changed then change it and SAVE. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 13 of 30
  14. 14. 8. Once the highlighted line is imported from the text file it will no longer be available in the text file for future importing. Remember: The system will import each line of the file as one record, so if the extract report has 10 computers for $10,000 as one line, then User will need to import the first item with the $10,000 amount and change the amount to $1000.00 before Saving. The remaining 9 computers would need to be manually added, or User can re-extract report file from Finance each time and change the amount on each import to $1,000. Note: The import file from Finance is only a tool to help speed the process of getting asset information into the Asset Management system. Be assured there is nothing that you can do with this file that will cause a problem in Finance or Asset Management. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 14 of 30
  15. 15. _________________________________________________________________________ The 2nd option and the most commonly used procedure for entering items is to manually enter information (from documentation such as a PO) into each tab as necessary. Go to Maintenance > Inventory Maintenance: Inventory Records Tab - All previously entered items will be listed in the top screen. To add a new item, right click “Add” in the top screen: /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 15 of 30
  16. 16. User can begin entering information: • If the Automatic Item Numbering field is selected in the district options table, then the item number will display “AUTO” until the item is saved. If auto-numbering has not been selected then “AUTO” will not display and a number will need to be entered. • If the Use Catalog Descriptions field is checked in the District Options Table, the item description field will default to catalog description. Note: It is suggested that the User add to or change details to the Description field so that it is clear what the item is. • The Status and Gain Code fields will default to the choices made on the District Options Table. These can be changed if necessary. • The User will need to fill in the rest of the screen as much as is possible. The more information, the better. Certain fields are required for calculations on Capital Items: -Inventory Type -Number of Units -Unit Cost -Total Cost -Acquired Date SAVE data entered. If the Item has been coded as a Capital Item, the system will prompt you to also enter information on the Transaction Record tab and the Book Record tab because this data is required for depreciation calculations. If the Item is /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 16 of 30
  17. 17. an Inventory Item, the system will prompt only a Transaction Record because the other tabs are not required. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 17 of 30
  18. 18. Transaction Record Tab - Allows the User to create and maintain asset transactions by either, manually adding, editing an existing transaction record or importing a transaction from Finance. When you change amounts on this screen, the amounts on the Book Records tab will automatically update with the change amounts. Multiple transaction records and account codes can be created per item, as additional purchases or improvements are made to a capital asset. These transactions are used to update the Total Cost field for the inventory record. There are 3 transaction types that affect this cost amount: • O - Original transaction(s) – original purchase price. There can only be one “O” transaction, once it is saved this field is grayed and cannot be changed. • M - Maintenance changes – upgrades that do not change the cost or value of the item, but helps maintain the items value. Does not change depreciation calculations. • C - Capitalized changes to transaction(s) – upgrades or changes that change the original transaction amount. Affects depreciation calculations. The Inventory Record tab information must be added before any Transaction Records can be manually created for an item. Transaction Records cannot be deleted, but they can be reversed. The Account code, PO number and Check number are not necessary in this screen. If you have this information it is a good idea to enter for more documentation. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 18 of 30
  19. 19. The fields required for depreciation calculations are: -Transaction Type -Amount Transaction changes: • If an amount is incorrect, the transaction cannot be deleted. A new transaction should be created for the difference in the amount, either positive or negative. If you add a new transaction record using “C” type, the Inventory Record and the Book Record will automatically be changed. • If you add a Type “M” entry, the Inventory and Book amounts will not change because the value didn’t increase. • If a transaction needs to be reversed, highlight that transaction, right-click “Duplicate” and then add a negative sign in front of the amount. Depreciation Distribution Records Tab - This screen is used for Capital items (C) only. It allows the User to define how the depreciation should be distributed throughout the General Ledger. The only Required Account Code elements are function and fiscal year. The Chart of Accounts button to the right is available if you choose to have the entire account code entered. Each account code is a separate depreciation record. After all account codes are entered, they must equal 100%. This screen allows the user to: • Enter a new distribution. • Change an existing distribution. • Delete an existing distribution. • Delete all depreciation distributions for an item. Note: The only reason depreciation distribution records should be deleted completely is if the item is no longer classified as a Capital (C) item and needs to be changed to an Inventory (I) item. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 19 of 30
  20. 20. Book Records Tab - This screen is also for Capital Asset types (C) only. User defines how depreciation will be calculated for an item according to: • Property class • Depreciation method • Recovery period • Depreciation amount • Currently only one book type is used (GP - Generally Accepted Accounting Procedures) • Depreciation methods are:  SL - Straight Line  ND - No Depreciation • Depreciation conventions are:  FM - to figure depreciation after the first full month  HY - to figure depreciation after the first half year • Unallocated Funds field - flags assets that cannot be allocated to a specific budget code because the asset is used by many diverse groups. The system will not search for depreciation distribution account codes, and it will be reported in the unallocated depreciation line of the financial statements. Right-click and Add in this screen. As soon as the Property Class Code is chosen, the remaining information is auto-populated from the table but, can be manually changed if necessary. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 20 of 30
  21. 21. User can enter a new Book Record or change an existing Book Record. However, a Book record cannot be deleted unless you can change the Inventory Type from (C) to (I) and re-calculate the item to remove the depreciation information. The required fields for Depreciation Calculations are: -Property Class -Deprec Method -Convention -Recovery Period -Date In Service Manufacturer Information Tab - This screen allows the user to maintain information on the manufacturer, make, model, and warranty for an asset. This information is not mandatory for depreciation. It is useful for retrieving information about the manufacturer and tracking warranty expiration information. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 21 of 30
  22. 22. Asset Management ~ Depreciation Information on the tabs listed below are required in order to calculate depreciation for capitalized items: • Inventory records • Transaction records • Depreciation Distribution records • Book records Before beginning calculations, make sure that the required following information is completed: 1. Print BAM1100 - Auditor Analysis Report and make sure that no errors exist. 2. Print BAM1150 - Capital Assets/Inventory Report. 3. Print BAM1650 - Property Class Listing. 4. The Auditors should have provided you with the following for your Book record: • Convention (FM/HY). • Recovery periods for Property Classes. 6. Update Disposal Dates on Items for the year being calculated. Do not delete them at this time. 7. Remove any previous year's disposed items. 8. If an Item has been changed from a “C” Type to an “I” Type, be sure the Depreciation Distribution Record has been deleted. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 22 of 30
  23. 23. To calculate Asset Depreciation, the following REQUIRED fields must be complete: 1. Inventory Records: • Inventory Type • Number of Units • Unit Cost • Total Cost • Acquired Date • Disposal Date 2. Transaction Records: • Transaction Type • Transaction Amount 3. Depreciation Distribution Records: • Year • Description • Account Code – minimum of ‘function’ and ‘year’ required • Percent - must total 100% 4. Book Records • Property Class • Deprec Method • Convention • Recovery Period • Date in Service – automatically defaults to Date Acquired, but can be overridden if necessary. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 23 of 30
  24. 24. Depreciation Calculations: The Calculations tab is used to calculate depreciation on selected Items for the selected periods. Users can: • Calculate depreciation for one month or multiple months within the current fiscal year (set on the Asset Management Options Table) • Calculate only the current fiscal year depreciation or all years the asset was in service. • Run this depreciation calculation screen multiple times for any year of depreciation. To perform depreciation calculations: From the Depreciation menu, select Depreciation Calculations. The Depreciation Calculations window is displayed with Calculations as the default tab. 1. The File ID field is display only and reflects the current file ID with which the user is signed on. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 24 of 30
  25. 25. 2. The From Month/Year and the To Month/Year fields are populated based on the file ID selected, but these dates can be changed if necessary. The date span cannot be more than 12 months. 3. Select the Recalculate all prior years of depreciation (which includes current fiscal year) field to recalculate the depreciation of the selected assets for all years in service. If not selected, then depreciation is calculated for the current fiscal year only. 4. The system displays all available Item numbers and their descriptions in the left side of the window. Select which current Item numbers to move to the right side of the window for calculating depreciation. 5. Click Calculate to calculate the depreciation of all selected Item numbers. 6. When the processing is completed, a Depreciation Calculation Item Summary Report is displayed. If there were any errors during processing, they are reported under the Inventory item description. • Review the entire report. • If errors are found, Click Cancel and fix the errors in the Maintenance screen(s). • If the report is correct, then Click Process to depreciate the selected items. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 25 of 30
  26. 26. 8. The Calculations Reports tab is used to create the Depreciation Detail Schedule Report. • Click the GenRpt field or the Select ALL Reports button. • Click Generate Reports • A preview of the report appears on the screen. If this is the final depreciation calculation for the year then User will need to either save this report as PDF file or print a hard copy. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 26 of 30
  27. 27. • The last page of this report shows Depreciation that was calculated for the Current year for each function. This is what your Auditor will want to see. • This report is also available in Reports > Depreciation Reports. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 27 of 30
  28. 28. Historical Depreciation Schedule Inquiry This display shows the yearly depreciation calculations and the account distributions for each year. The Item Nbr field is the only input field on this screen, the rest are display only. For data to be displayed, an item must have a book record. If the item depreciation was calculated, then the middle data window will be populated. The bottom window will only be populated if the item had an established distribution for the selected depreciation year selected in the middle data window. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 28 of 30
  29. 29. Asset Management ~ Inquiry The Inventory Inquiry allows User to inquire about inventory and create an inventory report by using queries. The User can decide what fields, conditions, comparison data, and other options should be used to generate the report. This feature allows User to select data based on fields not normally available for selection on other reports. To perform an Inquiry: 1. From the Inquiry menu, select Inventory Inquiry. The Asset Management Inquiry window is displayed. 2. The File ID field is display only and reflects the current file ID with which the user is signed on. 3. In the Column Name field, select a column title to be sorted (e.g., Account Code, Campus, Date Acquired). 4. In the Operator field, select the criteria used to sort the column name data (e.g., = Equals, > Greater Than, < Less Than, <> Doesn't Equal). 5. In the Value fields, select the data to be compared. 6. In the Sort Order field, select the order in which columns are sorted for the inquiry (e.g., Sale Price, Description, Campus, Date Acquired). 7. In the Ascending field, select if the inquiry data is to be sorted in ascending or descending order. 8. To continue adding sort parameters, right-click Add under Sort Order/Ascending. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 29 of 30
  30. 30. 9. Under Options: • In the Report Title field, User may type up to 20-characters that accurately define the contents of the report. • Select any desired Subtotal field options. • Select the Page Break on Major Sort Field option to set a page break after listing the assets of each major sort field (e.g., buses, department, room) or leave blank to ignore page breaks and print a continuous listing. 10. Click Retrieve to process the selected inquiry. The inquiry is displayed at the bottom of the window. 11. Suggestion: This is a good way to Inquire by Room # and put the Teachers name on the Report Title and have them verify what items are in their rooms. /home/pptfactory/temp/20100430090748/change-file-id4267.doc Current Version as of 09/12/2007 Page 30 of 30