Asset. Capital Asset Management Module. Asset Lookup Form

Transcription

1 Capital Asset Management Module Asset Under KFS Modules, Capital Asset Management, Reference, select the Lookup button in the Asset row. The next screen allows you to search the CAM system for assets that meet criteria specified in any of several fields. After retrieving the assets, a variety of options are available. The options available will depend on the user s authorization and/or permission level. These options include: Edit: Make changes to asset information, including, asset location, asset organization account number, asset description, and any warranty issued. The Asset Edit document also allows for the addition of new information in repair history and components. Transfer: Enables you to transfer ownership of an asset within the institution. (to Surplus=most common) Loan (location required): Allows you to update the borrower and the location of the asset on loan. Renew/Return (active equipment loan required): Allows the status of loaned equipment to be returned to campus or renewed by a loan extension. Merge/Separate: Allows you to combine/divide capital assets. (not common) Asset Lookup Form The initial display is a lookup form through which you search for existing assets. Your searches may use any combination, of the data fields as parameters to limit the search results. Asset Lookup form definitions: Tag Number Organization Owner Chart Of Accounts Code A unique identification number issued by the university and affixed to the asset. The chart code for the owner account that is responsible for the asset. You may search for this code from the Chart lookup. IU KFS CAM Asset documentation 1 05/15/2012

2 Organization Owner Account Number Campus Building Room Number Asset Status Code Vendor Name Model Number Create Date From Asset Representative Principal Name Asset National Stock Number Old Tag Number Total Cost Payment Purchase Order Number Asset Number Organization Owner Organization Code Owner Building Code Asset Type Code Asset Condition Manufacturer Serial Number Create Date To The owner account responsible for the asset. You may search for this number from the Account lookup. A code identifying the physical campus in which the asset is located. You may search for this value from the Campus lookup. The room number in the building in which the asset is physically located. You may search for this value from the Room lookup. A code indicating the current status of the asset (Active, Non-Capital, Retired, etc.). You may search for this code from the Asset Status lookup. The company or person who sold the asset to the institution and to whom the first payment was made. The number assigned by the manufacturer to this model of asset. The starting date the asset was added to the asset database. Enter the date or select it from the calendar. The userid of the person represented by the asset. You may search for this name from the Person lookup. Free-form text that describes the asset. A federal identification number assigned to the asset. This is a 13-digit numeric code, identifying all standardized material items in the supply distribution system of the United States Department of Defense. When tag numbers are defaced or missing, a new tag number is assigned to the asset. When new tags are assigned to assets, the previous tag number is moved into the Old Tag Number field. The total cost of the asset. The number assigned to the Purchase Order for which the payment is posted. You may search for this number from the Asset Payment lookup. A system-assigned identifier unique to each asset. The organization responsible for the asset. You may search for this code from the Organization lookup. A university or external agency, when the title is vested in other than IU. You may search for owners through the Agency lookup. A code assigned to the building in which the asset is physically located. You may search for this value from the Building lookup. A code that classifies assets into categories. Note: the life of an asset is assigned based on its asset type. You may search for this code from the Asset Type lookup. The condition of the asset. Select a condition from the Asset Condition dropdown. The name of the person or company that manufactured the asset. A unique identification number assigned by the manufacturer of the asset. The date the asset was added to the asset database. Enter the date or select it from the calendar. IU KFS CAM Asset documentation 2 05/15/2012

3 Organization Inventory Name Organization Text Government Tag Organization Tag Number Payment Sequence Number Payment Document Number A common name the organization uses to refer to the asset. Freeform text that provides additional information about the asset. A number assigned by a government entity to an asset purchased with federal and/or state funds. A number assigned by an organization to internally identify assets. This number is independent of the institution's tagging system. A system-assigned number identifying the order in which payments were processed. You may search for this number from the Asset Payment lookup. The transactional document number that generated the capital expense. You may search for this number from the Asset Payment lookup. To find an asset, fill in any combination of search fields on the screen and click operators within the search parameter fields.. You may use logical Note: For information about field lookup and multiple value lookup, see Field Lookup and Multiple Value Lookup in the IU KFS Overview and Introduction. When the system finds assets that match your search criteria, it lists these assets in a table. Asset Lookup Results After you search for assets using the Asset Lookup form, the results are displayed beneath the search window. Each row of the results table represents a different asset and includes links for up to eight different actions you may take on the asset. These actions include edit, view, loan, renew, return, merge, separate, and transfer. Depending on the user s authorization and/or permission level, some of these actions may not be displayed. Note: For more information about working with the lookup form and results, see "Asset Lookup Form" section above. The following table explains the purpose of each action and provides a link to the appropriate help documentation. Asset Actions: Action edit loan renew return Modify data associated with the asset. Enter information related to the loan of the asset. Record the renewal of an equipment loan. Record the return of an equipment loan. IU KFS CAM Asset documentation 3 05/15/2012

4 merge separate transfer view Merge two or more assets together. By default, requires an asset retirement. Separate one asset into two or more assets. Enter information related to the transfer of assets. Displays all information stored in the Capital Asset Management module for the asset. Edit Asset Selecting the edit action from the search results table will display the Asset document. This document is used to make changes to the information on an asset. This document is used for both capital and non-capital assets. Document Layout The Asset document is too long to display effectively here. To see an image of each tab, refer to the appropriate tab description below. The Asset document includes the Asset Detail Information, Asset Location, Organization Information, Payments, Payments Lookup, Land Information, Asset Depreciation Information, Warranty, Repair History, and Components, and Lookup/View Related Documents tabs as well as the standard Notes and Attachments, Ad Hoc Recipients, and Route Log tabs. Note: For more information about working with the lookup form and results, see "Asset Lookup Form" section above. For more information about the standard tabs, see Standard Tabs in the IU KFS Overview and Introduction. Note: If more than ten payments exist for the asset, you may view all payments via the Asset Payment Lookup. For more information about the lookup form, see "Asset Payment Lookup" below. Asset Detail Information Tab IU KFS CAM Asset documentation 4 05/15/2012

5 The Asset Detail Information tab contains an Old section and a New section. The Old section displays the current asset information. The New section may be used to update the information. IU KFS CAM Asset documentation 5 05/15/2012

6 Note: Asset condition is not displayed for users assigned to the role of KFS-CAM Processor (most departmental users). Also, the Organization Owner Chart of Accounts Code, Organization Owner Account Number and In-Service Date fields are changeable only for users assigned to the role of KFS-SYS Asset Manager and KFS-SYS Plant Fund Accountant. Asset Detail Information tab definitions: Asset Number Organization Owner Chart Of Accounts Code Organization Owner Account Number Organization Owner Organization Code Owner Acquisition Type Code Asset Status Code Asset Condition Asset Asset Type Code Vendor Name Manufacturer Model Number Serial Number Tag Number Old Tag Number Government Tag National Stock Number Last Inventory Date Create Date Fiscal Year Period Display-only. The system-assigned identifier unique to the asset. The chart code for the owner account that is responsible for the asset. Display-only. The account number of the owner that is responsible for the asset. This value is editable for users assigned to the role of KFS-SYS Asset Manager and KFS-SYS Plant Fund Accountant. Display-only. Identifies the organization responsible for the asset and is set by the owner account number. Optional. Used when the title is vested in another universityor external agency. Enter the name of the owner or search for it from the Agency lookup. Display-only. Describes how the asset was acquired by the institution (for example, gift, found, etc.). Required. Enter the code indicating the current status of the asset. The current asset status determines the available choices for changing the asset status. See the definitions below. Select the condition of the asset from the list. For the KFS-CAMS Processor role, this field is not displayed. Required. Enter a detailed description of the asset. Required. Enter the code used to classify the assetor search for the code from the Asset Type lookup. Enter the name of the company or person who sold the asset to the institution and to whom the first payment was made. Enter the name of the person or company that manufactured the asset. Enter the number assigned by the manufacturer to that model of asset. Enter the unique identification number assigned by the manufacturer to the asset. Enter the unique identification number issued by the University and affixed to the asset. Enter the identification number (if any) previously affixed to the asset. Enter the number assigned by a governmental entity to the asset, if purchased with federal and/or state funds. Enter the federal identification number assigned to the asset. Display-only. The date of the last inventory performed by the University or the date an asset was last physically verified, moved, relocated, inventoried, or tagged. Display-only. The date in which the asset was added to the asset database. Display-only. The fiscal year in which the asset was added to the asset database. Display-only. The period during which the asset was added to the asset database. IU KFS CAM Asset documentation 6 05/15/2012

7 Financial Object Subtype Code In-Service Date Depreciation Date Total Cost Federal Contribution Enter the designated subtype for the object code or search for it from the Object Sub- Type lookup. The subtype code assigned to the asset is used in conjunction with the Asset Depreciation Convention table. The Asset Depreciation Convention table is used to determine whether the asset depreciates using a half year or a full year convention. Any subtype code not assigned sets the in-service date and deprecation date to the current year. Users assigned to one of the following roles may update this field: KFS-SYS Asset Manager, KFS-SYS Plant Fund Accountant. Enter the date the asset is placed in service and becomes eligible for depreciation. To change an asset from construction-in-progress to complete, update the asset type code and the in-service date. Display-only. The date on which the asset depreciation begins. When the in-service date is changed, the depreciation date is automatically updated. The system uses the Asset Depreciation Convention table to set the depreciation date. The update is based on the deprecation convention code assigned to the subtype. Display-only. The total amount or the final cost of the asset. Display-only. The amount the federal government has contributed towards the acquisition of the asset. Capital Asset Status Code Definitions: A - Active and Identifiable: Assets that can be tagged and are currently in use. If the Asset Status code is 'A,' the Asset Status value may be changed to 'C' (Active and Non-accessible) or 'S' (Surplus Equipment). C - Active and non-accessible: Assets that cannot be tagged due to the asset's physical size or nature. If the Asset Status code is 'C,' it may be changed to 'A' (Active and Identifiable) or to 'S' (Surplus Equipment). U - Under Construction: The Fabrication Document sets the Asset Status code to 'U.' Normally, a constructed Asset Status code is changed only when the construction has been completed and the asset placed into service. If the Asset Status code is 'U,' it cannot be changed on the Asset Edit screen. S - Surplus Equipment: The surplus status code is used when an organization is not actively using the equipment. If the Asset Status code is 'S,' it may be changed to 'A' (Active and Identifiable) or to 'C' (Active and Non-accessible). R - Retired: Capital assets that are retired. If the Asset Status code is 'R,' it cannot be changed on the Asset Edit screen. For capital equipment, the Asset Status is set to 'R' only by a retirement document. Non-Capital Asset Status Code Definitions: N - Non-capital Active: Non-capital assets that are in use. If the Asset Status code is 'N,' it may be changed only to 'O' (Non-capital Retired). O - Non-capital Retired: Non-capital assets that are retired. A non-capital retired asset may be made active again by changing the Asset Status code to 'N' (Non-capital Active). D - Non-Cap. Active 2003: Assets that were retired due to a change in the capitalization threshold to $5,000. This code was developed to enable institutions to mark such assets as non-capital. To retire an asset with an 'Asset Status' code of 'D,' change the Asset Status code to 'E' (Non-Cap. Retired 2003). As of July 1, 2002, the capitalization threshold was changed to $5,000 as a result of implementing GASB 34/35. IU KFS CAM Asset documentation 7 05/15/2012

8 Asset Location Tab This tab contains current location information in the Old section on the left. The New section on the right may be used to update the information for both on-campus and off-campus locations. The asset type code and asset status determine what information is required on the Asset Location tab. Any change to information on the Asset Location tab causes the system to update the last inventory date for the asset. Asset Location tab definitions: Campus Building Code Building Room Number Building Sub Room Number (Off Campus) Name (Off Campus) Address (Off Campus) City (Off Campus) State (Off Campus) Postal Code (Off Campus) Country Required. Enter the code identifying the physical campus in which the asset is/will be located. Enter the building code in which the asset is/will be physically located. Enter the building room number in which the asset is/will be physically located. Enter the sub room number, if applicable. Enter the name of the off campus location. Required. Enter the off campus street address where the asset is/will be located or stored. Required. Enter the off campus city where the asset is/will be located or stored. Required. Enter the state where the asset is/will be located or stored or search for it from the State lookup. Required. Enter the postal code where the asset is/will be located or stored or search for it from the Postal Code lookup. Select the country where the asset is/will be located or stored from the Country list or search for it from the Country lookup. The following rules apply: Building code for capital assets: Movable equipment requires a building code and a room number or an off campus address. Buildings require a building code. No room number is required. Land, land improvements, and leasehold improvements require a campus code but no building or room number IU KFS CAM Asset documentation 8 05/15/2012

9 Building code and room number for non-capital assets are not required, but must be valid if used. Organization Information Tab This This tab contains the current organization information in the Old section on the left. The New section on the right may be used to update the organization information. Organization Information tab definitions: Organization Inventory Name Asset Representative Asset Representative Name Organization Text Organization Tag Number Organization Asset Type Identifier Receive Date Replacement Estimated Sale Price Enter a common name for inventory purposes. This name is used to sort assets within an organization to assist with physical inventories. (For example, an asset with the description 'GMC FABRICATED ABC123 WIDE BODY DUMP' could be assigned the organizational inventory name of 'Recycling Truck.') Enter a user ID for identifying a name in order to group and sort assets on reports. The user may search for the user ID from the Person lookup. Enter the actual name represented by the Asset Representative user ID. The user may search for it from the Person lookup. Enter additional organization-related information on the asset. Enter the number assigned by an organization to internally identify assets, independent of the university tagging system. Enter the type used by the organization to classify the equipment. Enter the date the asset was received by the organization. Enter the cost of replacing the asset. Enter the estimated price if the asset has been sold. IU KFS CAM Asset documentation 9 05/15/2012

10 Payments Tab The information in this tab is retrieved from the database upon opening of the document and is view only. Note: If more than ten payments exist for the asset, the user may view all payments via the Asset Payment Lookup. For more information about the lookup form, see "Asset Payment Lookup" below. Payments tab definitions: Chart Code Account Number Sub-Account Object Code Sub-Object Project Code Organization Reference Id Document Number Document Type Name Purchase Order Number The chart code for the account that funded the asset or is the owner of the asset. The account number that paid for or owns the asset. An optional element of the accounting string that allows the user to track financial activity within a particular account at a finer level of detail. Used to classify the transaction and to identify asset categories such as movable, art and museum, or buildings. In addition, the object code can be used to identify if the funding is university funded, federally funded, or federally owned. An optional element of the accounting string related to the university object code that allows the user to create finer distinctions within a particular object code for a specific account. Used to identify particular transactions that might span multiple accounts. A reference identification number assigned by an organization. The transactional document number that generated the capital expense. The type of document that generated the capital expense. Represents a written authorization for a vendor to ship goods or provide services based on conditions outlined in the purchase order (PO) document which becomes a legally binding contract once the vendor accepts it. IU KFS CAM Asset documentation 10 05/15/2012

11 Requisition Number Posting Date Fiscal Year Fiscal Period Transfer Payment Code Accumulated Depreciation Year To Date Previous Year Depreciation Period 1 Depreciation Period 2 Depreciation Period 3 Depreciation Period 4 Depreciation Period 5 Depreciation Period 6 Depreciation Period 7 Depreciation Period 8 Depreciation Period 9 Depreciation Period 10 Depreciation Period 11 Depreciation Period 12 Depreciation Payments Total The number of the document used to order the equipment. The date the payment transaction was posted to the General Ledger. The fiscal year the payment was posted to the General Ledger. The fiscal period the payment was posted to the General Ledger. This code is used to identify if the payment is eligible for depreciation. The portion of the cost of the asset paid from the above account for the given payment. The depreciation on the asset related to this payment. The amount of depreciation for the current fiscal year. The amount of depreciation for the prior fiscal year. Depreciation amount for the 1 st period (July) of the fiscal year. Depreciation amount for the 2 nd period (August) of the fiscal year. Depreciation amount for the 3 rd period (September) of the fiscal year. Depreciation amount for the 4 th period (October) of the fiscal year. Depreciation amount for the 5 th period (November) of the fiscal year. Depreciation amount for the 6 th period (December) of the fiscal year. Depreciation amount for the 7 th period (January) of the fiscal year. Depreciation amount for the 8 th period (February) of the fiscal year. Depreciation amount for the 9 th period (March) of the fiscal year. Depreciation amount for the 10 th period (April) of the fiscal year. Depreciation amount for the 11 th period (May) of the fiscal year. Depreciation amount for the 12 th period (June) of the fiscal year. The total of payments made to date for this asset. Payments Lookup Tab IU KFS CAM Asset documentation 11 05/15/2012

12 Payments Lookup tab definitions: To view the payment lookup for this Asset Link (Click here) to the Asset Payment lookup for this asset. The only active field on this tab is the Click here link. Clicking on this link displays the Asset Payment Lookup form with the Asset Number field pre-populated below the form, the results table lists all payments processed. Land Information Tab This tab contains data on any land related to the asset. Any existing information may be updated in the New section. Note: The Land fields may not be displayed for some users. Land Information tab definitions: Land County Land Acreage Land Parcel Number Enter the county in which the land is located. Enter the size of the land measured in acres. Enter the parcel number assigned by the county assessor's office to this lot of land. Asset Depreciation Information Tab This tab contains the current asset depreciation information in the Old section. Most of this information is view only. The New section may be used to update the depreciation method and the salvage amount only. Asset Depreciation Information tab definitions: Depreciation Method Code Depreciation Life Limit Depreciation Date Required. Select the code for the depreciation method from the list or search for it from the Asset Depreciation Method lookup. There are two depreciation methods defined: SL - straight-line SV - salvage value Display-only. The useful life (depreciable life) of the asset. Display-only. The date the depreciation of the asset started. IU KFS CAM Asset documentation 12 05/15/2012

13 Base Salvage Accumulated Depreciation Book Value Year To Date Current Month Previous Year Display-only. The amount eligible for deprecation. It excludes any federal or other owned amounts. The base amount is calculated by summing the account amounts on payment records that do not have federally funded financial object sub-type codes of: CF Capital Movable Equipment - Federal Funded UF University Constructed - Federal Funded BF Building and Attached Fixt - Federal Funded LF Library Acquisition - Federal Funded Optional. Enter the amount the university could recover if the asset is salvaged. This amount cannot be greater than the base amount. Display-only. The depreciation that has taken place on an asset up to the present time. Display-only. The value of an asset according to its balance sheet account balance. Display-only. The depreciation that has taken place on the asset for the current fiscal year. Display-only. The depreciation that has taken place on the asset for the current month. Display-only. The depreciation that has taken place on the asset during the preceding fiscal year. View Asset Separate History Tab This tab contains the information for an asset that once was a part of another asset and was separated from that asset. View Asset Separate History tab definitions: Original Asset Number Separate Date Display-only. The asset number for the asset from which the current asset was removed. Display-only. The date when the asset separation took place. Warranty Tab IU KFS CAM Asset documentation 13 05/15/2012

14 This tab contains any existing warranty information for the asset in the Old section. The New section may be used to update the warranty information. Warranty tab definitions: Warranty Number Contact Name Phone Number Purchase Order Number Begin Date End Date Enter the number assigned by the warranty provider for this asset. Enter the name of the contact person for the warranty on the asset. Enter the phone number for the contact person related to the warranty on the asset. Enter the purchase order number issued for the warranty on the asset. Enter the effective starting date of the warranty on the asset or select it from the calendar. Enter the effective ending date of the warranty on the asset or select it from the calendar. Enter additional detail on the warranty for the asset. Repair History Tab This tab presents any repair history for the asset. Note: Please note that the add button must be clicked for each repair history added to the New Addition section. Any old repair information for the asset is displayed in a separate section. To create a repair history, the system requires an incident date and problem description. The incident date must be unique. Repair History tab definitions: Incident Date Problem Required. Enter the date the problem with the asset was reported or select it from the calendar. Required. Enter a comprehensive description of the problem with the asset and the need for repair. IU KFS CAM Asset documentation 14 05/15/2012

15 Repair Contact Name Estimated Repair Date Repair Date Repair Repair Solution Repair Note Text Optional. Enter the name of the person or company that will perform the repair on the asset. Optional. Enter the estimated completion date for the repair or select it from the calendar. Optional. Enter the actual date the asset was repaired or select it from the calendar. Optional. Enter the cost of repairing the asset. Optional. Present solutions that will lead to the repair of the asset. Optional. Enter additional notes related to the asset repair. Added repair history records appear as shown above. A repair incident may be removed before submitting the Asset document by clicking on the delete button in the middle of the bottom of that incident record. Modifications may not be made to existing repair history records. Components Tab IU KFS CAM Asset documentation 15 05/15/2012

16 This tab allows the user to add any component units an asset may have. Note: Please note that the add button must be clicked for each component unit added to the New Addition section. Existing component unit information is displayed in a separate section. Components tab definitions: Component Number Component Component Condition Code Component Vendor Name Component Manufacturer Name Component Model Number Component Serial Number Component Organization Tag Number Component Contact Phone Number Component Organization Text Component Estimated Lifetime Limit Replacement Government Tag Number National Stock Number Component Warranty Number Component Warranty Contact Name Component Warranty Phone Number Component Warranty Purchase Order Number Warranty Beginning Date Warranty Ending Date Component Warranty Text System-generated. The number assigned when a new component is added to the asset. Enter a description of the component being added to the asset. Select the code indicating the condition of the component from the list or search for the code from the Asset Condition lookup. Enter the name of the company or person who sold the component to the institution and to whom the first payment was made. Enter the name of the person or the company that manufactured the component. Enter the number assigned by the manufacturer to that model of component. Enter the unique identification number assigned by the manufacturer to the component. Enter the unique identification number issued by the owner organization within the University and affixed to the component of the asset. Enter the phone number for the person in charge of this component of the asset. Enter additional information on this component of the asset. Enter the component's estimated life. Enter the cost of replacing the component. Enter the number assigned by a governmental entity to this component of the asset if purchased with federal and/or state funds. Enter the federal identification number assigned to the component. Enter the number assigned by the warranty provider for this component of the asset. Enter the name of the contact person for the warranty on this component of the asset. Enter the phone number for the contact person related to the warranty on this component of the asset. Enter the purchase order number issued for the warranty on this component of the asset. Enter the effective starting date of the warranty on this component of the asset or select it from the calendar. Enter the effective ending date of the warranty on this component of the asset or select it from the calendar. Enter additional detail on the warranty for this component of the asset. IU KFS CAM Asset documentation 16 05/15/2012

17 Added Components records appear as shown above. A particular component may be removed before submitting the Asset document by clicking the delete button in the middle of the bottom of the component record. Modifications may not be made to existing component records. Related Document Lookup Tab Clicking on this links will display any documents related to this asset. These documents cannot be updated here. Related Document Lookup tab definitions: Asset Edit Asset Fabrication Asset Transfer Equipment Loan or Return Asset Location Global Asset Retirement Global or Merge Click the link to view any Asset Edit documents for this asset. Click the link to view any Asset Fabrication documents for this asset. Click the link to view any Asset Transfer documents for this asset. Click the link to view any Equipment Loan or Return documents for this asset. Click the link to view any Asset Location Global documents that affect this asset. Click the link to view any Asset Retirement Global or Merge documents that affect this asset. IU KFS CAM Asset documentation 17 05/15/2012

18 Process Overview Routing Organizations can set up workflow to route for approval or as an acknowledgement. IU KFS CAM Asset documentation 18 05/15/2012