Fixed Assets (2 of 2) User Manual Version 3.7 February 2011 FAMIS Services The Texas A&M University System . 2011 The Texas A&M University System – All Rights Reserved Table of Contents CONTINUED FROM FIXED ASSETS USER’S MANUAL (PART 1) VIII Asset Inquiry PAGE Basic Concepts ................................................................................ VIII-3 Screen 500 Asset Component Inquiry ............................................................... VIII-4 Screen 523 View Asset Transactions ................................................................. VIII-6 Screen 524 View Fixed Asset Batch Records ..................................................... VIII-11 Screen 527 Display Transactions by Batch ........................................................ VIII-13 Screen 528 Search Assets .................................................................................. VIII-16 Screen 529 Selection Query List ........................................................................ VIII-19 Screen 531 View Asset Summaries ................................................................... VIII-26 Screen 532 Asset Search by Department and Class Code ................................. VIII-30 Screen 533 Search Assets by Value ................................................................... VIII-32 Screen 534 Search Assets by Department ........................................................ VIII-36 Screen 536 Limited Inquiry by Search Value ..................................................... VIII-38 Screen 537 Asset Search by Attribute ............................................................... VIII-41 Screen 538 Search Assets by Transfer............................................................... VIII-44 Screen 539 Component Sequence Snapshot .................................................... VIII-47 Screen 547 Sequence Search by Purchase Account .......................................... VIII-51 Screen 548 Asset Component Sequences by Voucher ..................................... VIII-54 Screen 549 Sequence Search by Document/Purchase Order ........................... VIII-57 IX FFX Depreciation Calculations Fixed Asset Depreciation Calculation ............................................. IX-3 Depreciation Criteria................................................................ IX-3 Depreciation Methods ............................................................. IX-4 Components ............................................................................. IX-5 Other Calculation Elements ..................................................... IX-7 Impact of Asset Transactions on Depreciation ........................ IX-8 Straight Line Formula ............................................................... IX-10 X Reconciliation Procedures Fixed Asset Reconciliation Processes ............................................. X-3 Monthly FAMIS Expenditure Reconciliation .................................. X-3 FAMIS Asset Reconciliation ............................................................ X-4 FAMIS Reclassification Reconciliation ............................................ X-5 Review General Ledger Account Activity Statements .................... X-6 FAMIS to SPA Reclassification ........................................................ X-6 Table of Contents (cont’d) XI Suggested FFX Procedures PAGE Basic Concepts ................................................................................ XI-3 Basic Fixed Asset Procedures Flow Chart ................................ XI-3 Asset Record Inquiry ...................................................................... XI-4 Certification/Update Changes ........................................................ XI-6 Enter Asset Notes .................................................................... XI-7 Changes to Approved Assets .......................................................... XI-8 Equipment Vouchers ...................................................................... XI-10 Add To/Partial Payment ................................................................. XI-15 Stores .............................................................................................. XI-17 Add to Purchases from Stores ........................................................ XI-18 Construction in Progress ................................................................ XI-19 Create CIP ................................................................................ XI-19 Close CIP .................................................................................. XI-19 TAMUS Business Office CIP Closeout Process ......................... XI-20 Prompt Pay Interest ................................................................. XI-25 C-30 Final Close Note ............................................................... XI-25 CIP Vouchers Not Equipment or Furnishings ................................. XI-26 CIP Vouchers Equipment or Furnishings ........................................ XI-30 Physical Plant Bills .......................................................................... XI-34 Real Property Vouchers .................................................................. XI-36 Lease Purchase Vouchers ............................................................... XI-38 Capital Lease Purchase Vouchers ............................................ XI-38 Payment Against Lease Purchase Asset ................................... XI-38 Master Lease Procedures ........................................................ XI-40 Transfer of a New Asset to a TAMUS Member .............................. XI-41 Transfer of an Asset Within the Same TAMUS Member ................ XI-43 Transfer of an Asset Out of a TAMUS Member .............................. XI-44 Transfer of an Asset between TAMUS Members ........................... XI-45 Gifts and Other Additions ............................................................... XI-47 Library Books .................................................................................. XI-49 Voucher Corrections ....................................................................... XI-50 Class Code Corrections ................................................................... XI-51 Acquisition Method Corrections .................................................... XI-56 Drops .............................................................................................. XI-60 Sales ................................................................................................ XI-61 Trade-Ins ......................................................................................... XI-62 XII FAMIS Master Tables Master Table .................................................................................. XII-3 Class Table ...................................................................................... XII-4 Fixed Asset General Ledgers & Capitalization Thresholds ............. XII-20 Capitalization Table Values ............................................................ XII-21 Acquisition Methods ...................................................................... XII-22 Disposition Methods ...................................................................... XII-24 Inflation Codes ............................................................................... XII-26 Depreciation Methods ................................................................... XII-27 Table of Contents (cont’d) XIII FFX Year-End Decisions PAGE FFX Year-End Decisions .................................................................. XIII-3 SPA Feeds – Year-End .............................................................. XIII-6 Decision Time ........................................................................... XIII-7 IV Appendix Standard PF Keys ............................................................................ XIV-3 Mass Change Procedures and Request Forms ............................... XIV-8 FFX Reports..................................................................................... XIV-11 Mass Reclassification Procedures .................................................. XIV-12 Reclassify All Assets in a Class (TBAU828) ............................... XIV-12 Reclassify Individual Assets (TBAR827/TBAR829) ................... XIV-13 Session/Batch Header Codes.......................................................... XIV-14 Instructions ..................................................................................... XIV-15 Fixed Assets Screens List ................................................................ XIV-20 Glossary .......................................................................................... XIV-24 Refer to the Purchasing Preliminary Fixed Assets Manual for: FRS M35 FRS Preliminary Fixed Assets Menu Screen 360 Build Preliminary Assets Screen 361 View Preliminary Assets Screen 362 Modify Preliminary Assets FRS Preliminary Fixed Assets Problems and Solutions Non-Purchasing Preliminary FFX Entry / Interface Table of Contents (cont’d) Section VIII Asset Inquiry Asset Inquiry Basic Concepts Inquiry Access Access to any particular asset/component record depends on a number of factors. For example, your user security must match certain data on the asset/component record you wish to view in order for it to be displayed on the screen. Typically, you will only be able to access asset/component information for your department. Positioning the Display Several of the asset inquiry screens allow you to position an asset/component record at the top of the inquiry screen. This is accomplished by entering as much information on the Action Line as possible. For example, entering a batch header code on the Action Line of Screen 524 will display that batch on the first informational line of the listing. Using the PF Keys The PF keys are used to provide additional information about a particular asset/component record. In order to view information about an asset/component using the PF keys, you must first select it for display. To select an asset/component, move the cursor to the desired line by tabbing or by using your arrow keys. Finally, press the PF keys, shown on the bottom of the screen, to display additional asset/component information, as desired. Asset Component Inquiry If you know the asset number, but do not remember the component number, use Screen 500. By entering the asset number, and if desired, the status, this screen will display all of the components for that asset. The total dollar amount of the asset’s components will be displayed at the bottom of the screen. Screen 500 – Asset Component Inquiry 500 Asset Component Inquiry 02/27/09 09:40 FY 2009 CC 02 Screen: ___ Asset: 0800091459 Status: _ Se Comp Stat Asset Description Class Acq Date Component Cost -- ---- ---- ------------------------------ ------ ---------- ----------------- _ 01 A BLADE CENTER SERVER SYSTEM C70 843510 10/18/2007 42,239.52 _ 02 A FILE SERVER, EVA 4400 STARTER 843510 10/14/2008 16,000.00 _ 03 A BLADE, BL465 G5 BLADE W 2384 ( 843510 12/23/2008 12,488.00 ----------------- Grand Total: 70,727.52 *** End of Asset List - 3 Record(s) Found *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Funds Basic Steps • Advance to Screen 500. • Type an asset number on the Action Line. • Type the status of the asset to display, if desired. • Press to display a list of components of the asset you entered on the Action Line. • Type ‘X’ next to the component you want to display. If you would like to see the selected component on a screen other than 501, type the screen number in the ‘Screen’ field and press . This will take you to Screen 501 (or the screen number you entered). Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Asset: Help 10 digits/characters Enter the asset number whose components are to be displayed. Status: 1 character Indicate the status of the components of the selected asset to be displayed. Screen Information Se: 1 digit Type an ‘X’ to select a component and advance to Screen 501 for further detail. Screen 500 – Asset Component Inquiry (cont’d) Comp: 2 digits Identifies the component number(s) of the selected asset. Stat: 1 character Shows the status of the component for the selected asset. Asset Description: 25 characters Shows description of the asset’s component. Class: 6 digits Indicates the class code of the component. Acq Date: 8 digits Shows the date the component was acquired by the institution. Component Cost: 14 digits Identifies the total cost value of the component. Sub Total: 15 digits Provides a sub total of the asset cost for the components displayed. Grand Total: 15 digits Displays the grand total of assets at the end of the inquiry list. Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys. PF9 Funds Funds View all existing fund sequence records. View Asset Transactions When the asset number and component number are known, it is possible to track all of the specific transactions posted against it. This is accomplished using Screen 523. This screen displays activity history for an approved or disposed asset by fiscal year. Use Screen 523 when you want to view/verify room changes, transfers, etc. Screen 523 - Transaction Inquiry by Asset (Panel 1) 523 Transaction Inquiry By Asset 02/27/09 09:49 MINIATURE MODEL THE KING'S HEAD FY 2009 CC 02 Screen: ___ Asset: 07K0734731 Comp: 01 Fiscal Year: 2007 FY Only: Y Order: D Start Dt: __________ End Dt: __________ ALL: N Filter Out: ___ Class: 842302 ** Depreciation ** Alt APO Name: CLANCY, CARMINE Dept: ENGL Method: SL Comp Cost: 3500.00 SubDept: Accum: Salvage: Acq Date: 12/14/2006 Note Flag: N Cap Flag: Y Use Life: Rem Life: Status: A <------ Batch -------> <-------------------- Transaction ------------------> S FY Ref Date Type Cp Description/Change Ref Amount _ 2007 BARCD 08/02/2007 TRF 01 ROOM TBAU059 _ 2007 PCT286 06/22/2007 TRF 01 ROOM R53132 _ 2007 PCT286 06/22/2007 TRF 01 DEPT SUB R53132 _ 2007 PCT286 06/22/2007 TRF 01 CUSTODIAN NAME R53132 _ 2007 PCT286 06/22/2007 TRF 01 CUSTODIAN NBR R53132 _ 2007 PCT286 06/22/2007 TRF 01 BLDG NBR R53132 _ 2007 PAG508 02/15/2007 APP 01 MINIATURE MODEL THE KIN K60037 3,500.00 ** End of Transactions ** FY Total 3,500.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Left Right Use PF6 to view the batch transaction details in a pop-up window. Screen 523 - Transaction Inquiry by Asset (Panel 2) 523 Transaction Inquiry By Asset 02/27/09 09:51 MINIATURE MODEL THE KING'S HEAD FY 2009 CC 02 Screen: ___ Asset: 07K0734731 Comp: 01 Fiscal Year: 2007 FY Only: Y Order: D Start Dt: __________ End Dt: __________ ALL: N Filter Out: ___ Class: 842302 ** Depreciation ** Alt APO Name: CLANCY, CARMINE Dept: ENGL Method: SL Comp Cost: 3500.00 SubDept: Accum: Salvage: Acq Date: 12/14/2006 Note Flag: N Cap Flag: Y Use Life: Rem Life: Status: A <--------------------------------- Transaction ----------------------------> S Ref Type Description/Change New Value Old Value Date _ TBAU059 TRF ROOM 227 H244 08/02/2007 _ R53132 TRF ROOM H244 009 06/22/2007 _ R53132 TRF DEPT SUB ENGL MSCN 06/22/2007 _ R53132 TRF CUSTODIAN NAME CLANCY, CARMINE COOK, CASEY 06/22/2007 _ R53132 TRF CUSTODIAN NBR 1uuuuuuu4 7uuuuuuu5 06/22/2007 _ R53132 TRF BLDG NBR 00524 00454 06/22/2007 _ K60037 APP MINIATURE MODEL THE 02/15/2007 ** End of Transactions ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Left Right Screen 523 – Transaction Inquiry by Asset (cont’d) Screen 523 - Transaction Inquiry by Asset (Panel 3) 523 Transaction Inquiry By Asset 02/27/09 09:54 MINIATURE MODEL THE KING'S HEAD FY 2009 CC 02 Screen: ___ Asset: 07K0734731 Comp: 01 Fiscal Year: 2007 FY Only: Y Order: D Start Dt: __________ End Dt: __________ ALL: N Filter Out: ___ Class: 842302 ** Depreciation ** Alt APO Name: CLANCY, CARMINE Dept: ENGL Method: SL Comp Cost: 3500.00 SubDept: Accum: Salvage: Acq Date: 12/14/2006 Note Flag: N Cap Flag: Y Use Life: Rem Life: Status: A <--------------------------------- Transaction ----------------------------> S Type Cp Fund Seq DeFY Description/Change Amount _ TRF 01 ROOM _ TRF 01 ROOM _ TRF 01 DEPT SUB _ TRF 01 CUSTODIAN NAME _ TRF 01 CUSTODIAN NBR _ TRF 01 BLDG NBR _ APP 01 7999 00001 MINIATURE MODEL THE KING'S HEAD 3,500.00 ** End of Transactions ** FY Total 3,500.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Left Right Basic Steps • Advance to Screen 523. • Type a valid asset number and a valid component number on the Action Line. You may change the fiscal year to view previous fiscal year detail, or type ‘N’ to include all fiscal years data on the screen. • Type additional information in the available fields, as desired, and press to display transactions associated with the selected component. • If additional information is needed for a specific transaction, move the cursor to the S: field next to the transaction line, type “X” and press . This will advance to Screen 527 (Transaction Inquiry by Batch). • Place your cursor on a transaction line and press PF6 to view the batch transaction details in a pop-up window. Press PF4 to exit the pop-up window. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Asset: Help 10 digits/characters In combination with the component number, enter an asset number to view associated transactions. . Comp: 2 digits In combination with the asset number, identify the component number of the transactions to be displayed. Fiscal Year: 4 digits Signify the fiscal year from which transactions should be displayed. The default is the current fiscal year. Screen 523 – Transaction Inquiry by Asset (cont’d) FY Only: 1 character Indicate which transactions should be displayed. The default is ‘Y’. Y = only transactions for the fiscal year specified in the Fiscal Year: field N = transactions for all fiscal years Order: 1 character Identify the order in which the transactions are to be displayed: A = Ascending, oldest first D = Descending, newest first (default) Start Dt: 8 digits Include the first batch date for which transactions should be displayed. End Dt: 8 digits Enter the last batch date for which transactions should be displayed. You can span fiscal years. ALL: 1 character Signify if all transactions of every component of an asset should be displayed: N = Display only the selected component (default) Y = Display all of the components Filter Out: 3 characters Indicate if certain types of transactions should be filtered out and not displayed. Valid values are: BLANK = No Filter ALL = All Depreciation CHG = Attribute Changes CST = Change In Cost DEP = Depreciation DFP = Final Depr At Disposal PYD = Prior Year Depreciation UDP = Reverse Depreciation UDS = Undispose Screen Information Panel 1 Class: 6 digits Indicates the class code of the component. Alt APO Name: 20 characters Shows the name of the alternate person responsible for the selected component. Dept: 5 characters Identifies the department responsible for the selected component. Screen 523 – Transaction Inquiry by Asset (cont’d) Depreciation Method: 2 characters Displays the method by which the component’s depreciation will be calculated. Valid value: SL = Straight Line Comp Cost: 14 digits Shows the total value of the component. SubDept: 5 characters Indicates the sub-department responsible for the selected component. Accum: 14 digits Displays the total dollar amount of accumulated depreciation charged for the selected component. Salvage: 15 digits Shows estimate of the worth of the component (salvage value) when it is fully depreciated. Acq Date: 8 digits Identifies the date on which the component was acquired by the institution. Note Flag: 1 character ’Y’ indicates notes exist for the component. Cap Flag: 1 character Shows if the specific component is capitalized (Y) or not capitalized (N). Use Life: 3 digits Displays the estimate of how long the component will remain usable, from the time it was acquired to the time it will be fully depreciated. Rem Life: 3 digits Shows number of remaining future months over which depreciation is to be charged to component. Status: 1 character Displays the status of the selected component: Approved (A), Pending (P), or Disposed (D). Batch S: 1 character Type an ‘X’ in this field to select the transaction and advance to Screen 527. FY: 4 digits Displays the fiscal year of the transaction. Ref: 7 characters/digits Identifies the batch reference number used to post the transaction. Screen 523 – Transaction Inquiry by Asset (cont’d) Date: 8 digits Shows date batch was processed by the system. Transaction Type: 3 characters Identifies type of action taken on the component. Cp: 2 digits Shows component the transaction occurred on. Description/ 15 characters Change: Displays a short description of the action being taken on the component. Ref: 7 characters/digits Shows a reference number to identify the transaction at a later date/time. Amount: 15 digits Indicates the dollar amount of the action being taken on the component. FY Total: 15 digits Shows total dollar amount for fiscal year if ‘Y’ is entered in the FY Only: field. Panel 2 New Value: 15 characters/digits Displays the new field value. Old Value: 15 characters/digits Identifies the old field value. Date: 8 digits Displays the date the transaction was processed. Panel 3 Fund: 4 digits Shows the fund used to acquire the component. Seq: 5 digits Identifies fund sequence of the component. DeFY: 4 digits Shows the Depreciable Entity Fiscal Year reported to SPA for the transaction. This value is from the SPA Depr Entity FY: field entered on Screen 515. If it is left blank on that screen, the current fiscal year is used to feed to SPA. Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys. PF6 View View Place cursor on a transaction line and press PF6 to view the details. View Fixed Asset Batch Records You may view a list of all fixed asset batch records available on the system. Screen 524 displays an alphabetical listing of all batch sessions that have been processed by the system. Screen 524 - FX Session/Batch Header List 524 FX Session/Batch Header List 02/27/09 09:56 FY 2009 CC 02 Screen: ___ Fiscal Year: 2009 Batch Ref: ______ Batch Date: __________ S Batch Batch Run S F e Ref Date Description Amount Count Date t d - ------ ---------- -------------------- ---------------- ----- ---------- - - _ PAI805 11/14/2008 PHYSICAL PLANT BILLS 445,105.64 9 11/14/2008 C D _ PAI806 11/19/2008 PHYSICAL PLANT BILLS 1,053,937.95 10 11/19/2008 C D _ PAI815 11/25/2008 PHYSICAL PLANT BILLS 688,182.41 11 11/25/2008 C D _ PAI830 12/22/2008 PHYSICAL PLANT BILLS 652,351.98 8 12/22/2008 C D _ PAI840 01/29/2009 PHYSICAL PLANT BILLS 338,677.49 11 01/29/2009 C D _ PAI842 01/30/2009 PHYSICAL PLANT BILLS 573,482.10 18 01/30/2009 C D _ PAI853 02/25/2009 PHYSICAL PLANT BILLS 210,651.90 9 02/25/2009 C D _ PAQ303 11/19/2008 OTHER ADDITIONS 4,946.00 1 11/19/2008 C D _ PAQ314 12/16/2008 OTHER ADDITION 7,750.00 2 12/16/2008 C D _ PAQ316 01/05/2009 OTHER ADDITIONS 4,196.00 4 01/05/2009 C D _ PAQ320 01/12/2009 LAND PURCHASE 2,953,099.00 1 01/12/2009 C D _ PAQ324 01/22/2009 OTHER ADDITIONS 3,889.00 2 01/22/2009 C D _ PAQ512 01/16/2009 OTHER ADDITIONS 7,035.54 3 01/16/2009 C D * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 524. • Type a batch header reference number on the Action Line to position it at the top of the listing. • Press to scroll through the listing. • Type an ‘X’ in the Se: field to the left of a batch reference to select, and press to advance to Screen 527 and view all transactions for the specified batch. Batch Inquiry Process Batch/Session Reference The Batch/Session Reference number is a 6 characters/digit field used to group sessions of like transactions. The first three characters typically identify the type of transactions entered during the session. For example, a batch/session reference value of APR009 might indicate that asset approvals were processed during the session. See the appendix for a complete list of FAMIS Batch/Session header codes. Position the Listing You may begin browsing the batch/session header list by typing a valid batch reference number on the Action Line of Screen 524. The batch reference number entered will be displayed on the first informational line of the display list. Screen 524 – FX Session/Batch Header List (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line Fiscal Year: 4 digits Enter the fiscal year to be displayed. The current fiscal year is the default. Batch Ref: 6 characters/digits Indicate the batch reference number to be displayed on the first line. Batch Date: 8 digits Include the date the batch was processed. Screen Information Se: 1 character Type an ‘X’ to select a batch for display on Screen 527. Batch Ref: 6 characters/digits Shows the batch reference number used for the transactions. Batch Date: 8 digits Identifies the date the batch/session was processed by the system. Description: 20 characters Displays a short generic description of transactions processed during the batch session. Amount: 12 digits Indicates the total dollar amount posted during the specified batch session. Count: 5 digits Identifies the number of separate transactions posted during the batch session. Run Date: 8 digits Signifies date session was processed by the system and updated on database. St: 1 character Shows if session is open (O) or closed (C). Fd: 1 character Identifies the type of feed to be generated for the transaction in this batch. Valid values may include: D = FFX Detail Accounting Feed S = FFX Summary Accounting Feed Y = FRS Feed Accounting B = FRS Feed Accounting in Batch N = FRS FFX No Feed Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. Display Transactions by Batch Screen 527 may be used to provide you with a listing of all of the transactions processed in a selected fixed asset batch. Screen 527 - Transaction Inquiry by Batch (Panel 1) 527 Transaction Inquiry by Batch 02/27/09 09:58 FY 2009 CC 02 Screen: ___ Fiscal Year: 2009 Batch Ref: PAV102 Batch Date: 01/30/2009 Status: Closed Trans D Acq MORE >> Asset Cp Description Ref TC C Disp Mth Trans Amt ---------- -- ------------------------ ------- --- - ---- --- ---------------- 0900100833 01 DISPOSAL, RED GOAT MODEL 1055454 APP Y A PO 5,925.00 0900100840 01 CENTRIFUGE SORVALL W/ROT 1056247 APP Y A PO 9,400.00 0900100860 01 WATER COMPRESSOR 1056308 APP Y A PO 816.15 0900100860 01 WATER COMPRESSOR 1056308 APR Y A PO 2,925.00 0900100893 01 PRINTER, XEROX PHASER 77 1056406 APP Y A PO 5,279.00 0900100894 01 PRINTER, XEROX PHASER 77 1056406 APP Y A PO 5,279.00 0900100895 01 PRINTER, XEROX PHASER 77 1056406 APP Y A PO 5,279.00 0900100896 01 PRINTER, XEROX PHASER 77 1056406 APP Y A PO 5,279.00 * End Of Data * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Left Right Screen 527 - Transaction Inquiry by Batch (Panel 2) 527 Transaction Inquiry by Batch 02/27/09 10:00 FY 2009 CC 02 Screen: ___ Fiscal Year: 2009 Batch Ref: PAV102 Batch Date: 01/30/2009 << MORE Status: Closed Feed Feed Asset Cp Date Time Class Dr Acct Cr Acct Bat Dt Ref ---------- -- -------- -------- ----- ----------- ----------- -------- ------ 0900100833 01 01/30/09 04:24 PM 842407 089730 1730 089730 4400 01/30/09 FFX433 0900100840 01 01/30/09 04:29 PM 842213 089730 1730 089730 4400 01/30/09 FFX433 0900100860 01 01/30/09 04:34 PM 842253 089730 1730 089730 4400 01/30/09 FFX433 0900100860 01 01/30/09 04:34 PM 842253 089730 1730 089730 4400 01/30/09 FFX433 0900100893 01 01/30/09 04:37 PM 843509 089730 1730 089730 4400 01/30/09 FFX433 0900100894 01 01/30/09 04:38 PM 843509 089730 1730 089730 4400 01/30/09 FFX433 0900100895 01 01/30/09 04:38 PM 843509 089730 1730 089730 4400 01/30/09 FFX433 0900100896 01 01/30/09 04:38 PM 843509 089730 1730 089730 4400 01/30/09 FFX433 * End Of Data * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Left Right Basic Steps • Advance to Screen 527. • Type a valid batch reference number and date on the Action Line and press to display a list of all of the transactions processed during the batch session. • Press to page through the listing. • Press PF11 to scroll right and view additional information. Screen 527 – Transaction Inquiry by Batch (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Fiscal Year: 4 digits Enter the desired fiscal year for the displayed batch transactions. The default is the current fiscal year. . Batch Ref: 6 characters/digits Identify the batch reference number to be displayed. . Batch Date: 8 digits Type the date the batch was processed. Screen Information Panel 1 Status: 6 characters Shows if the batch session is open (O) or closed (C). Asset: 10 digits/characters Displays the asset number that was added or modified during the batch session. Cp: 2 digits Indicates the component number of the corresponding asset added or modified during the batch session. Description: 23 characters Provides a short description of the transaction taken against the component. Trans Ref: 7 digits Identifies the reference number used to identify the transaction at a later date/time. TC: 3 characters Displays the transaction code used to describe the type of transaction. DC: 1 character Shows if debit (D) or credit (C) transaction, or note flag (Y). Acq Disp: 1 character Identifies whether the component is being Acquired (A) or Disposed (D). Mth: 2 characters Shows the method by which the component is being disposed or acquired. Trans Amt: 15 digits Indicates the dollar amount of the transaction. Screen 527 – Transaction Inquiry by Batch (cont’d) Panel 2 Date: 6 digits Displays the date the transaction was processed. Time: 4 digits Shows the time recorded for the transaction. Class: 6 digits Indicates the component class code. DR Acct: 10 digits Shows the general ledger account number that was debited by the transaction. CR Acct: 10 digits Indicates the account number that was credited by the transaction. Feed Bat Dt: 6 digits Identifies the date of the batch feed. Feed Ref: 6 characters/digits Identifies the batch reference/session number used to feed the transaction to accounting. Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys. PF6 View View Place cursor on a transaction line and press PF6 to view the details of a transaction. Search Assets If you know an asset's description but do not have the asset number, or if you want a list of all assets with similar descriptions, you may use Screen 528 to initiate a search. By providing the search key -- a partial description of up to 20 characters -- the system will produce a list of matching assets. The display will include a line number, an asset number, a component number and its status, a complete description, as well as the custodian and location of the asset. Screen 528 - Asset Search 528 Asset Search 02/27/09 10:00 FY 2009 CC 02 Screen: ___ Type Description to Search For: FAX_________________ Status: _ S Asset St Cp Description Alt APO Bldg Room Dept SDept _ 890A113657 D 01 FAX MARSH, MARSHA 00957 WHS SRPL _ 930A117472 D 01 FAX MARSH, MARSHA 00957 WHS SRPL _ 9300296856 D 01 FAX MARSH, MARSHA 00957 WHS SRPL _ 9300725857 D 01 FAX MACHINE HOOVER, HENRY 01502 412 ENTO _ 0100043455 D 01 PRINTER HP OFFICEJE MARSH, MARSHA 00957 WHS SRPL FAX & COPY MACHINE _ 9200565654 D 01 FAX - CANON L770 MARSH, MARSHA 00957 WHS SRPL Found: 6 Searched: 7 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Wildcards (*) can be used in front of or behind the description entered on the Action Line. If used, the search will look for the text at any position in the description. If they are not used, the assets returned will be only those asset descriptions that begin with the text entered on the Action Line. 528 Asset Search 02/27/09 10:02 FY 2009 CC 02 Screen: ___ Type Description to Search For: SCAN *______________ Status: _ S Asset St Cp Description Alt APO Bldg Room Dept SDept _ 00AP000072 D 01 CANNER OPSCAN KOLTER, KEVIN 00507 304 VTPP _ 9600578992 A 01 COMPUTER POWER MAC MOORE, MONTY 00462 411C SOCI SCAN DISPLAY _ 0200046104 D 01 FAX MACHINE, HP G95 JULLES, JOHN 00492 140 CVEN SCANNER ALL-IN-ONE _ 9000294342 D 01 SCANNER-JX-450 W/M BOMNSKIE, BOB 00957 WHS SRPL _ 9900729593 D 01 SCANNER, UMAX MIRA COLE, CONNIE 00436 014B STAF SPUB _ 9800010363 A 01 SPECTROMETER,FT-IR CHANCE, COLLIN 00376 2214 CHEM & DYNASCAN TM INTER Found: 6 Searched: 2090 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Screen 528 – Asset Search (cont’d) Basic Steps • Advance to Screen 528. • Type a description of the assets on the Action Line that you would like to be displayed. You may also type an asterisk (*) or partial name and an asterisk (*). • Type the status of the assets to display, if desired, and press . • Press to scroll through the available assets matching the search criteria. • Type an ‘X’ in the S: field next to an asset and press to advance to Screen 501. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Type Description 20 characters to Search For: Enter a short description of the asset or component to be displayed. Status: 1 character Indicate the status of asset or components to be displayed. Valid values are: A = Approved P = Pending D = Disposed Screen Information S: 1 character Type ‘X’ to select an asset or component and advance to Screen 501. Asset: 10 digits/characters Identifies the asset number. St: 1 character Displays the status of the component. Comp: 2 digits Shows the component number of the asset displayed. Description: 19 characters Provides a brief description of the asset or component. Alt APO: 15 characters Shows the name of the alternate person responsible for the asset. Bldg: 5 digits Identifies the code for the building where the asset is located. Room: 4 digits/characters Displays the room number of the building where selected asset is located. Dept: 5 characters Shows the department responsible for the asset. Screen 528 – Asset Search (cont’d) SDept: 5 characters Identifies the subdepartment responsible for the asset. Found: 5 digits Displays the number of records found that match the search criteria. Searched: 5 digits Indicates the number of records searched for the search criteria. Additional Functions PF KEYS See Appendix for explanation of the standard PF Key. Selection Query You may use Screen 529 to show you a list of all of your assets that share a particular characteristic. For example, you may want a list of all assets of a particular class or perhaps a list of all components acquired after a certain date. This screen is divided into two parts. Part 1 is used to enter your selection criteria. Part 2 is used to display the results of your query. Enter the search criteria in the fields provided to find the assets that qualify. Screen 529 - Selection Query List (Part 1) 529 Selection Query List (Part 1) 02/27/09 10:06 FY 2009 CC 02 Screen: ___ From To Asset Number: __________ __________ Retain Criteria: N Comp Number: __ __ Status: _ ACQ. Date: __________ __________ Bldg Segment: _ Total Cost: ______________ ______________ Description: ___________________________________ Property Control Location Other Class: ______ Campus: 02 Commodity: ___________ Condition: __ Building: _____ Vendor: ___________ Availability: __ Room: ______ Insured by: ____ Inventory Type: _ Exec Level: __ Source: __ Owner/Title: ____ Division: __ Purpose: __ How Tagged: __ School: __ Exposure Code: __ Tag Number: __________ Department: CHEM_ Spec. License: __ Alt APO No: _________ Sub Dept: _____ Capitalized: _ Alt APO Name: ____________________ Restriction: _ Model Number: ____________________ Serial Number: ____________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp The next screen (Part 2) displays the assets found in the search. Make your selection from this list to advance to Screen 501 to view the purchasing/vendor data for the asset. Screen 529 - Selection Query List (Part 2) 529 Selection Query List (Part 2) 02/27/09 10:07 FY 2009 CC 02 Screen: ___ Sel Asset/Comp/St Description Alt APO Cond Avail Dept _ 0000022894 01 A COMPUTER WORKSTATION CARTER, CHRIS O2 US CHEM _ 0000023417 01 A COMPUTER, GATEWAY PENT II CARTER, CHRIS O1 US CHEM _ 0000026303 01 A PRINTER, HP LASERJET 2100 CARTER, CHRIS O1 US CHEM _ 0000026336 01 A PUMP,HPLC SYSTEM CARTER, CHRIS O1 US CHEM W/ACC _ 0000026419 01 A COMPUTER,PERSONAL DESKTOP CARTER, CHRIS O1 US CHEM W/ACC _ 0000026427 01 A COMPUTER,PERSONAL CARTER, CHRIS O1 US CHEM W/ACC *** Press ENTER to view more Assets *** Found: 6 Searched: 230 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Screen 529 – Selection Query List (cont’d) Basic Steps • Advance to Screen 529. • Type the selection criteria in the desired field(s) and press to display a list of matching assets/components. • On the resulting display list, type ‘X’ next to an asset and press to view purchasing/vendor data on Screen 501. Asset Querying Process Searching for an Asset If you are using the Description: field for your search, you only need to enter a portion of the description. For example, you may enter * Desk * and the system will display all components with the word Desk in its description. The asterisks (*) are required. Selecting an Asset You’ve searched through your assets and finally located the one you want. How do you take this information to other screens? Once you have the list of assets that match the selection criteria on Part 2 of Screen 529, type an ‘X’ next to the asset, press , and it automatically will take you to Screen 501. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Screen Information Part 1 From Asset Number: 10 digits/characters Specify the beginning asset number in the range of asset numbers to display. Comp Number: 2 digits Specify the beginning component number in the range of components of the asset number(s) to display ACQ. Date: 8 digits Enter the first acquisition date in the range of acquisition dates to be selected. Total Cost: 14 digits Search the system for components with beginning range of a total cost greater than or equal to the specified total cost. To Asset Number: 10 digits/characters Indicate the last asset number in the range of asset numbers to be displayed. Screen 529 – Selection Query List (cont’d) Comp Number: 2 digits Identify the last component number in the range of components of the asset number(s) to display ACQ. Date: 8 digits Type the last acquisition date in the range of acquisition dates to be selected. Total Cost: 14 digits Enter the ending total cost for the search. Retain Criteria: 1 character Indicate whether or not (‘Y’ or ‘N’) you wish to retain the search criteria for further searches. Status: 1 character Signify the status of the components you would like to display. For example: A = Active D = Disposed P = Pending Blank = Include all Bldg Segment: 1 character Indicate whether or not (‘Y’ or ‘N’) the component is a segment of a building, such as an elevator, or a heating/ cooling system. Description: 35 characters Type a description or portion of the description of the assets/components to be displayed. You may also type an asterisk (*). Property Control Class: 6 digits Indicate the component class to display. The class code is used to group similar assets for accounting and property control purposes. Condition: Help 2 characters/digits You may display a list of all components of a particular condition by specifying a condition code in this field. For example: DE = Demolition (17) E1 = Used-Reconditioned - Excellent E2 = Used-Reconditioned - Good E3 = Used-Reconditioned – Fair Availability: Help 2 characters Used to display components of a particular availability status. For example: AV = Available BLANK = Undetermined EX = Excess Property LN = On Loan To Another Department MS = Missing, Unable to Locate Screen 529 – Selection Query List (cont’d) Inventory Type: 1 character Identify whether or not the component you are searching for is an actual physical item that will be found on a physical inventory. Owner/Title: Help 5 characters Enter the owner/title code if you wish to display assets that are owned by the institution, own by an outside agency, or borrowed/leased by the institution. For example: TAMU = Texas A&M University AL-EXT = Texas AgriLife Extension Service TCLE = TX COMM LAW Enforc-Ofc Stds & Edu TCMC = Texas Coastal and Marine Council How Tagged: Help 2 characters Use this field to search for assets that have been tagged in a particular manner. Valid values are: BC = Bar Coded DC = Decal ET = Etched MT = Metal Tag NT = No Tag ST = Stamped WR = Written BLANK = Undetermined Tag Number: 10 digits/characters Allows you to search for an asset with a particular tag number affixed to it (for inventory and control purposes). Alt APO No: 9 digits Indicate the UIN number of the alternate responsible person whose assets you wish to display. Alt APO Name: 20 characters Include the name of the alternate responsible person whose assets you wish to display. Model Number: 20 digits/characters Identify the model number of the component to be displayed. Serial Number: 20 digits/characters Indicate the serial number of the component to be displayed. Location Campus: 2 digits Include which TAMUS member part you would like to search. Go to Screen 882 to change to a different campus. Building: 5 characters Specify which building you would like to search for a particular asset. Screen 529 – Selection Query List (cont’d) Room: 6 digits/character Identify the room number of the building to be included in the search for an asset. Exec Level: 2 characters Use this field to display a list of assets associated with a particular executive office, which is ultimately accountable for the asset and its uses. Division: 2 characters You may use this field to display a list of all assets owned by a particular division of the institution. School: 2 characters Identify the school, college, or administrative office to be used in the search for the asset. Department: 5 characters Include the department code in this field to display a list of all assets belonging to a specific department. Sub Dept: 5 characters Enter a sub-department code to display assets belonging to a particular sub- department. Other Commodity: 11 digits Enter a Commodity Code to search for all association components. The Commodity Code identifies the component as one of the goods defined in the purchasing section of FAMIS. Vendor: 11 digits Type the vendor identification number from whom the component was purchased. Insured by: 4 characters Signify whether you wish to search for items that are self insured or at risk. Source: Help 2 characters Use this field to search for components from a particular source. The source is that person or agency that provided the funds necessary to acquire a particular component. For example: AX = Auxiliary Services Fund DS = Designated FC = Federal Contract (AL-RSCH) FD = Federal Funds FG = Functional and General Screen 529 – Selection Query List (cont’d) Purpose: Help 2 characters Allows you to search for all assets being used for a specific purpose. Examples are: AD = Administrative AG = Agricultural Services Buildings AX = Auxiliary Enterprises BLANK = Undetermined Exposure Code: 2 characters Allows you to display all assets associated with a health (or other exposure) hazard. Spec. License: 2 characters Use this field to search for all assets that require a special license in order to own, operate or service the asset. Capitalized: 1 character Indicate whether to display (‘Y’ or ‘N’) components that have been capitalized. Restriction: Help 1 character Include a restriction code to search for specific assets. For example: A = Eqpt Thru TX Surplus - Acq Dt+18MO B = Right To Reclaim/Trnsfr-Fund Agncy C = Title Stays W/ Fnd Agncy (FED/PVT) Part 2 Sel: 1 character Type an ‘X’ to select an asset/component and advance to Screen 501 to view purchasing/vendor data detail. Asset/Comp/St: 10 digits/2 digits/1 character Displays the asset number, component number and status. Description: 22 characters Shows a description of the asset/component. Alt APO: 15 characters Identifies the name of the alternate responsible property officer for the asset/component. Cond: 2 characters/digits Displays a code identifying the condition of the component. Avail: 2 characters Shows the code identifying the availability status of the asset. Dept: 4 digits Displays the department code the asset is assigned to. Screen 529 – Selection Query List (cont’d) Found: 5 digits Indicates the number of component records found that match the search criteria. Searched: 5 digits Displays the number of component records searched for the search criteria. Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys. View Asset Summaries The component snapshot on Screen 531 provides a brief overview of an asset. From this screen you can view information about transactions made against the asset, the types and amount of depreciation, as well as system flag settings. Screen 531 - Asset Component Snapshot 531 Asset Component Snapshot 02/27/09 10:17 FY 2009 CC 02 Screen: ___ Asset: 06G0982790 Component: 01 Status: A BOOKS 2005-2006 FY06 EST $61.84 PER VOLUME Create Date: 10/13/2006 Capital Flag: Y Class: 851001 Create Reference: MURD02 Building Segment: N Depr Ind: Y In Service Date: 03/01/2006 Inv In Process: N Trans Pend: Last Modify Date: 02/02/2009 Component Cost: 111,184.53 Acquisition Agency: Salvage Value: Depreciation Data Unrecorded Depr: Basis Months: 151 Component Accum Depr: 21,619.18 Basis Amount: 93,271.49 Book Value: 89,565.35 Depr Thru: 1 January 2009 Monthly Depr Amt: 617.69 2009 Depr Exp: 3,088.45 2008 Depr Exp: 7,412.28 TBMU200 Calculations Disposal Data Prior Years Depr: Disposal Date: Months Calculated: Disposal Method: Agency: Net Proceeds: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Trans Audit NOTE: The “Inv In Process” flag is no longer used. The original purpose was to indicate that entry of FFX information had begun, but was not complete. Instead the “Status” is referred to in place of this flag. FFX assets are either preliminary (only PO information has been entered, status = blank), pending (information has been sent to FFX system and data entry is not complete, status=P) or approved (data entry has been completed and assets approved, status = A) as well as the other FFX statuses (D=disposed etc.). Basic Steps • Advance to Screen 531. • Type a valid asset number and a valid component number on the Action Line. You may also type an asterisk (*) in the Asset: field to view a list of asset components to choose from. • Press to display available information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Asset: Help 10 digits/characters Enter the desired asset number to be displayed. . Component: 2 digits Identify the component of the asset to be displayed. Screen 531 – Asset Snapshot (cont’d) Status: 1 character Shows the status of the component: Approved (A), Pending (P) or Disposed (D). Screen Information Create Date: 8 digits Displays the date the component was entered into the system. Capital Flag: 1 character Indicates if the specific component is capitalized (Y) or not capitalized (N). Class: 6 digits Indicates the class of the component. Create Reference: 7 characters/digits Identifies the on-line operator ID, batch/session ID or program that added the component to the system. Building Segment: 1 character Signifies whether or not (‘Y’ or ‘N’) the selected component is a segment of a building, such as an elevator, or a heating/cooling system. Depr Ind.: 1 character ‘Y’ indicates the component will be fed for depreciation calculation. In Service Date: 8 digits Indicates the date on which the component is employed for its intended purpose. Inv In Process: 1 character ‘Y’ indicates the component is being checked to verify existence, condition, and location. This flag is no longer used. Instead the “Status” is referred to in place of this flag. Trans Pend: 2 digits Shows the campus code from which the pending component was transferred. Last Modify Date: 8 digits Displays the date of the last transaction to occur against the component. Component Cost: 14 digits Indicates the total value of that particular component of the asset. Acquisition Agency: 3 characters Identifies the TAMUS member part responsible for the acquisition of the selected component. Salvage Value: 15 digits Signifies the estimate of the worth of the component when it is fully depreciated. Screen 531 – Asset Snapshot (cont’d) Depreciation Data Unrecorded Depr: 15 digits Displays the dollar amount of depreciation accrued to date for the current month and any prior months that have not yet been recognized. Basis Months: 3 digits Shows the number of months over which the value of an asset is to be depreciated. Component 15 digits Accum Dep: Indicates the total dollar amount of depreciation that has been charged for the asset component and fed to accounting. Basis Amount: 15 digits Indicates the dollar amount on which the depreciation calculation is based. Book Value: 15 digits Identifies the dollar value at which the component is carried on the accounting books. Depr Thru: 2 digits/10 characters/4 digits Indicates the last day, month, and year in which depreciation was calculated for the selected component. Monthly Depr Amt: 15 digits Displays the total dollar amount of depreciation accumulated each month. [Current Yr] Depr: 15 digits Identifies the current fiscal year date and total dollar amount of depreciation for the current fiscal year that has been fed to accounting. [Last Yr] Depr: 15 digits Shows last year’s date and total dollar amount of depreciation for the previous fiscal year that has been fed to accounting. TBMU200 Calculations Prior Years Depr: 15 digits Signifies the dollar amount of prior year depreciation calculated by TBMU200 for a component that has been in service since before the current fiscal year began, but has never been depreciated. This amount has not been recorded in Fixed Assets or fed to Accounting. The displayed amount includes depreciation from the time the asset was put in service through the end of the last fiscal year. Months Calculated: 3 digits Indicates the number of months over which depreciation has been calculated to produce the current total of Unrecorded Depreciation. Screen 531 – Asset Snapshot (cont’d) Disposal Data Disposal Date: 8 digits Signifies the date that the selected component was removed from inventory. Disposal Method: 2 characters Identifies the method by which or the reason why the selected component is removed from inventory. Agency: 3 digits Displays the TAMUS member part that is removing the component from its inventory. Net Proceeds: 15 digits Indicates the sale price of the component less any related costs. Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys. PF6 Trans Trans View status of asset component on transferring campus. Depreciation was stopped for Asset: 0000000691 Comp: 01 Status: A on . Press to Exit PF7 Audit Audit View component audit information. Assets by Department and Class Code To view a list of all assets by class code for your department, use Screen 532. This screen displays basic asset information, including a short description, location, acquisition date, and component cost. You may also use Screen 532 to select a component for further display on Screen 523. Press the PF9 key to download information from this screen using Entire Connection. Before downloading the records, a prompt will appear asking whether to include components or assets only in the download. Screen 532 - Asset Search by Department and Class Code 532 Asset Search By Dept and Class 02/27/09 10:37 FY 2009 CC 02 Screen: ___ Dept: CHEM_ S-Dept: _____ Stat: A Class: 578708 Asset: __________ Acq S Asset Description CC-Bldg Room Date Total Cost - ---------- ---------------------- -------- ------ ---------- --------------- _ 0600079585 PROJECTOR, LP70/DPL XG 02-00484 201C 04/10/2006 1,371.57 _ 0700085802 PROJECTOR, LP600 XGA 02-00376 2001 01/12/2007 1,253.28 _ 0800094641 PROJECTOR, SANYO 4500 02-00376 2122 03/14/2008 4,304.58 _ 0800094642 PROJECTOR, SANYO 4500 02-00376 2101 03/14/2008 4,304.58 _ 0800094643 PROJECTOR, SANYO 4500 02-00376 2121 03/14/2008 4,304.58 _ 0800094644 PROJECTOR, SANYO 4500 02-00484 255 03/14/2008 4,304.58 _ 0800096486 PROJECTOR, PLC-XU111 4 02-00521 400 06/05/2008 2,027.00 _ 0800096487 PROJECTOR, PLC-XU111 4 02-00521 401 06/05/2008 2,027.00 _ 0800096488 PROJECTOR, PLC-XU111 4 02-00521 404 06/05/2008 2,027.00 _ 0800096489 PROJECTOR, PLC-XU111 4 02-00521 405 06/05/2008 2,027.00 _ 0800096490 PROJECTOR, PLC-XU111 4 02-00521 409 06/05/2008 2,027.00 _ 0800096491 PROJECTOR, PLC-XU111 4 02-00521 410 06/05/2008 2,027.00 ---------------- Sub Total: 32,005.17 ** More Assets - Press ENTER To View ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DLoad Basic Steps • Advance to Screen 532. • Type a valid department/sub-department/class code (including starting asset number, if desired) on the Action Line, and press to display a list of all assets. • Type ‘X’ next to a component and press to advance to Screen 523 to view additional detailed information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Dept: Help 5 characters Indicate the department whose assets you would like to display. S-Dept: 5 characters Enter the sub-department whose assets you would like to display. Screen 532 – Asset Search by Dept. and Class Code (cont’d) . Stat: 1 character Signify the status for the assets to be displayed: Approved (A), Pending (P) or Disposed (D). . Class: Help 6 digits Enter a component class code. Asset: 10 digits/characters Provide the beginning asset number to be displayed at the top of the on screen list. Screen Information Sel: 1 character Type an ‘X’ to select an asset for further display on Screen 523. Asset: 10 digits/characters Shows the asset identification number. Description: 22 characters Displays a short description of the asset. CC-Bldg: 7 digits Indicates the TAMUS member campus code owning the building and the building in which the asset is located. Room: 6 digits/characters Identifies the room number in which the asset is located. Acq Date: 8 digits Displays the asset acquisition date. Total Cost: 15 digits Shows total dollar amount of the asset. Sub Total: 15 digits Identifies the subtotal of the assets displayed. Grand Total: 15 digits Shows the grand total at the end of the list. Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys. PF9 Download DLoad Download asset information from FAMIS using Entire Connection. See the FAMIS Entire Connection User’s Manual for details. Search Assets by Value There are many different ways to search for an asset in FAMIS. Screen 533 allows you to search by tag number, serial number, class, or related asset. Enter the appropriate search value and/or search type on the Action Line to view the desired asset. Screen 533 - Inquiry by Search Value 533 Inquiry by Search Value 02/27/09 13:35 FY 2009 CC 02 Screen: ___ Search Value: *___________________ Search Type: S T=Tag(last 6 digits) S=Serial C=Class R=Related Asset Asset Number: 0600078407 Status: A Desc: VTEL IPANEL 3200. NTSC. IP ONLY. IN Component: 01 4 VIDEO CODEC WITH INTEGRATED PC, 3 Alt APO Name: RANIER, ROGER Component Cost: 4995.00 Note File Flag: N Location Campus: 02 Building: 01607 Bldg CC: 02 Room: 2100 Exec Level: AA Document : P602725 0001 Division: CD School: LA Class: 578201 Department: POLS Sub Dept: Tag Number: 0600078407 Ownership/Title: TAMU Restriction: I Related Asset: Other Location: Serial Number: 1 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Again For search types S, R, and C you may type an asterisk (*) in the Search Value: field to view a list of assets from which to select. Type an ‘X’ next to the desired asset/component to be displayed and press to return to Screen 533 and view the asset/component information. Screen 533 - Inquiry by Search Value Pop-Up Window +-----------------------------------------------------------------------------+ | | | Search Criteria: ___________________ Type: S Serial Number Search | | | | Asset/ Description/ Dept/ | | S Component St Serial Number Subdpt Total Cost Rel. Asset Class | | _ 0200049935 A COMPUTER, DELL OPTIPL EAHR 2,116.59 578701 | | 01 1 | | _ 8200472423 D TERMINAL MICRO-TERM A SRPL 649.00 843507 | | 01 1 | | _ 9400534694 D TRANCEIVER & CONNECTO CSCN 579901 | | 01 1 | | _ 04K0733541 A ROCKWELL AUTOMATION T ENTC 32,000.00 842215 | | 01 1 | | _ 0600078407 A VTEL IPANEL 3200. NTS POLS 4,995.00 578201 | | 01 1 | | _ 9200564591 D SHAKER/INCUBATOR G26 SRPL 10,539.47 842207 | | 01 1 909 264 1 7 | | | | More entries - select or press to scroll | | Press to Quit | +-----------------------------------------------------------------------------+ You may also type the serial number in the Search Value: field and type “T” in the Search Type: field. Screen 533 – Inquiry by Search Value (cont’d) Basic Steps • Advance to Screen 533. • Type a valid tag number, serial number, class number, or related asset number and search type on the Action Line. • Press to display a pop-up window of all assets matching the search criteria. • Type ‘X’ next to a component to select it and press to return to Screen 533 where detailed asset/component information will be displayed. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Search Value: 20 characters/digits Enter the tag number, serial number, asset class, or related asset number to search for, or type an asterisk (*) to select an asset/component. . Search Type: Help 1 character Indicate the search type for the value entered. Valid values are: T = Tag number S = Serial number C = Asset Class R = Related asset Screen Information Asset Number: 10 digits Displays the identification number of the asset. Status: 1 character Indicates whether the status of the selected component is: Approved (A), Pending (P) or Disposed (D). Desc: 35 characters Provides a brief description of the component. Component: 2 digits Displays the component number of the asset. Alt APO Name: 15 characters Identifies the name of the alternate person responsible for the asset. Component Cost: 15 digits Displays the total dollar amount of the selected component. Note File Flag: 1 character ‘Y’ signifies notes have been added to the component. Screen 533 – Inquiry by Search Value (cont’d) Location Campus: 2 digits Identifies the TAMUS member part to which the asset belongs. Building: 5 digits Displays the code which identifies the building in which the asset is located. Building CC: 2 digits Identifies the campus code of the TAMUS member part where the building housing the asset is located. Room: 6 digits/characters Indicates the room number of the building where the asset is located. Exec Level: 2 characters Displays the executive officer ultimately accountable for decisions concerning the acquisition, use, and disposal of the selected asset. Document: 7 character/digits and 4 digits Identifies the purchase document associated with the selected component and sequence number. Division: 2 characters Indicates the FRS-defined division responsible for the asset. School: 2 characters Signifies the school, college, administrative office, or other unit within the division responsible for the asset. Class: 6 digits Displays the class of the component. Department: 5 characters Shows the department responsible for the asset. Sub Dept: 5 characters Identifies the sub-department responsible for the selected asset. Tag Number: 10 digits Displays the temporary identification number assigned to the asset by the purchasing preliminary fixed asset screens before the asset was fed into the fixed asset module of FAMIS. Ownership/Title: 4 characters Indicates whether the asset is owned by the institution, an outside agency, or whether it is borrowed/leased by the institution. Screen 533 – Inquiry by Search Value (cont’d) Restriction: 1 character Indicates any restrictions that have been placed on the use or ownership of the selected asset. Related Asset: 10 digits/characters Identifies the asset number to which the selected asset is related. Other Location: 20 characters/digits Used to describe an asset’s location when it is not feasible to describe it in terms of campus, building, and room. Serial Number: 20 characters/digits Displays the serial number of the selected component. Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys. PF9 Search or Select Again Again Allows you to search the pop-up windows again for another asset/component. Search Assets by Department To view a list of all assets for your department use Screen 534. This screen displays basic asset information, including a short description, component cost, and class code. You may also use Screen 534 to select an asset for further display on Screen 523. Use the PF9 key to download information from this screen using Entire Connection. Before downloading the records, a prompt will appear asking whether to include components or assets only in the download. Screen 534 - Asset Search by Department 534 Asset Search By Department 02/27/09 16:33 FY 2009 CC 02 Screen: ___ Dept: POLS_ S-Dept: _____ Status: A Asset: __________ Class S Asset Description CC-Bldg Room Code Total Cost - ---------- -------------------------- -------- ------ ------ --------------- _ 0000026815 COMPUTER 100% IBM COMPATIB 02-01607 2043 578701 1,986.00 _ 0000026816 COMPUTER 100% IBM COMPATIB 02-01607 2123 578701 1,986.00 _ 0000026818 COMPUTER 100% IBM COMPATIB 02-01607 2067 578701 1,986.00 _ 0000026824 COMPUTER 100% IBM COMPATIB 02-01607 2004 578701 1,986.00 _ 0000027735 COMPUTER GATEWAY SE WITH 02-00001 HOME 578701 2,748.00 _ 0000030898 PRINTER HEWLETT PACKARD R 02-01607 2012 578801 3,288.00 _ 0000033806 COMPUTER POWER MAC G4 WITH 02-01607 2004 578701 2,239.00 _ 0000033807 COMPUTER POWER MAC G4 WITH 02-01607 2083 578701 2,239.00 _ 0000033812 COMPUTER QUOTE 05311861. 02-01607 2004B 578701 2,320.00 _ 0000033813 COMPUTER QUOTE 05311799. 02-01607 2004 578701 1,434.00 _ 0000033815 COMPUTER QUOTE 05311799. 02-01607 2004 578701 1,434.00 _ 0000033818 COMPUTER QUOTE 05311799. 02-01607 2002 578701 1,434.00 ---------------- Sub Total: 25,080.00 ** More Assets - Press ENTER To View ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DLoad Basic Steps • Advance to Screen 534. • Type a valid department/sub-department on the Action Line. • Press to display a list of all assets for the selected department. • Type an ‘X’ next to an asset and press to advance to Screen 523 and view additional detailed information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Dept: Help 5 characters Indicate the department whose assets you would like to display. S-Dept: 5 characters Identify the sub-department whose assets are to be displayed. Screen 534 – Asset Search by Department (cont’d) . Status: 1 character Signify the status for the assets to be displayed: Approved (A), Pending (P) or Disposed (D). Asset: 10 digits/characters Enter a starting asset number to display at the top of the list, if desired. Screen Information S: 1 character Type an ‘X’ to select an asset for further display on Screen 523. Asset: 10 digits/characters Shows the identification number of the asset. Description: 26 characters Provides a short description of the selected asset. CC-Bldg: 7 digits Indicates the TAMUS member campus code owning the building and the building in which the asset is located. Room: 6 digits/characters Identifies the room number in which the asset is located. Class Code: 6 digits Displays the class code for the asset. Total Cost: 15 digits Shows total dollar amount of the asset. Sub Total: 15 digits Provides a sub total of the asset cost for the assets displayed. Grand Total: 15 digits Displays the grand total cost at the end of the results of the display list. Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys. PF9 Download DLoad Used to download asset information from FAMIS using Entire Connection. See the FAMIS Entire Connection User’s Manual for details. Limited Inquiry by Search Value Screen 536 may be used to search by the last six digits of the tag number, by the serial number of the asset, or by the related asset number. Screen 536 - Limited Inquiry by Search Value (by tag number) 536 Limited Inquiry By Search Value 02/27/09 16:40 FY 2009 CC 02 Screen: ___ Search Value: 060007______________ Search Type: T T=Tag(last 6 digits) S=Serial R=Related Asset Asset Number: 0300060007 Component Number: 01 Status: A Desc: CASH REGISTER ELECTRONIC DRAWER W/C INCLUDES 3 YEAR MANUFACTURER WARRAN Alt APO Name: LAWRENCE, LINDA Phone: 979-822-2222 Department: SFSV Sub Dept: Ownership/Title: TAMU Note File Flag: N Component Cost: 285.00 Class: 578501 CASH REGISTERS $0-4999.99 Tag Number: 0300060007 Related Asset: Serial Number: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Again You may also type an asterisk (*) in the Search Value: field and ‘S’ or ‘R’ in the Search Type: field. After you press , a pop-up screen will display a list of assets from which you may make a selection. Make a selection and press to return to Screen 536 and view the asset information. Screen 536 - Pop-Up Window +-----------------------------------------------------------------------------+ | | | Search Criteria: 060007______________ Type: T Tag Number Search | | | | Asset/ Description/ Dept/ | | S Component St Serial Number Subdpt Total Cost Rel. Asset Class | | _ 0300060007 A CASH REGISTER ELECTRO SFSV 285.00 578501 | | 01 | | _ 0300060007 D CASH REGISTER ELECTRO SFSV 44.56 873301 | | 02 | | | | | | | | | | | | | | | | | | | | ** END OF LIST - 2 Asset(s) found ** | | Press to Quit | +-----------------------------------------------------------------------------+ Screen 536 – Limited Inquiry by Search Value (cont’d) Basic Steps • Advance to Screen 536. • Type a valid tag number, serial number, or related asset number in the Search Value: field. You may also type an asterisk (*) in this field if the number is unknown. • Include a valid search type and press to display a pop-up window of all assets matching your search criteria. • Type an ‘X’ next to the asset to select and press to return to Screen 536 and view asset data. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Search Value: Help 20 digits/characters Type a tag number, serial number, asset class, or related asset number to search for. . Search Type: Help 1 character Indicate the type of search: Serial number (S), Class (C) or Related Asset (R). Screen Information Asset Number: 10 digits Displays the identification number of the asset. Component 2 digits Number: Identifies the component number. Status: 1 character Indicates the status of the selected component: Approved (A), Pending (P), or Disposed (D). Desc: 35 characters Provides a brief description of the component. Alt APO Name: 15 characters Identifies the name of the person responsible for the asset. Phone: 10 digits Indicates the area code and phone number of the person responsible for the selected asset. Department: 5 characters Displays the department that is responsible for the asset. Sub Dept: 5 characters Identifies the sub-department responsible for the selected asset. Screen 536 – Limited Inquiry by Search Value (cont’d) Ownership/Title: 4 characters Indicates whether the asset is owned by the institution, an outside agency, or whether it is borrowed/leased by the institution. Note File Flag: 1 character ‘Y’ signifies that notes have been added to the component. Component Cost: 15 digits Shows the total dollar amount of the component of the selected asset. Class: 6 digits/35 characters Displays the class code of the component and the class code description. Tag Number: 10 digits/characters Indicates the temporary identification number assigned to the asset by the purchasing preliminary fixed asset screens before the asset was fed into the fixed asset module of FAMIS. Related Asset: 10 digits/characters Identifies the asset number to which the selected asset is related. Serial Number: 20 digits/characters Shows the serial number of the selected component. Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys. PF9 Again Again Allows you to search the pop-up window again for another component. Asset Search by Attribute Screen 537 can be used to search for assets by model number, license plate number, user’s UIN (Universal Identification Number), sponsor number, manufacturer, or user group code The screen display will reflect the search criteria entered in the Search By: field: License Plate L Sponsor P Manufacturer N Model Number M UIN U User Group G You may also indicate whether the status of the assets displayed should include: Active A Disposed D Pending P Screen 537 – Asset Search by Attribute (Panel 1) 537 Asset Search by Attribute 02/27/09 16:43 FY 2009 CC 02 Screen: ___ Search By: L Criteria: *___________________ Status: A Panel: 01 More >> Sel License Plate Asset Description Class --- -------------------- ---------- ----------------------------------- ------ _ 1002624 0700734775 MOBILE MEDICAL VEHICLE 841514 _ 1020300 98V0746014 PICKUPS,CREW CABS,6 PASSENGER, 10,0 841504 _ 1020309 0700088146 TRUCK, 2007 FORD SUPERCAB 4X2 TRUC 841504 The column heading changes to match the “Search By” criteria entered on the Action Line. _ 1020310 0700088147 TRUCK, 2007 FORD SUPERCAB 4X2 TRUC 841504 _ 1020311 0700087788 TRUCK, 2007 FORD F150 XL SUPERCAB 841504 _ 1020312 0700087789 TRUCK, 2007 FORD F150 XL SUPERCAB 841504 _ 1020313 0700088149 TRUCK, 2007 FORD SUPER CAB 4X2 WI 841504 _ 1020314 0700088148 TRUCK, 2007 FORD SUPERCAB 4X2 TRUC 841504 _ 1020323 02V0833599 CAR, 2002 FORD, CROWN VICTORIA FULL 841002 _ 1020324 0700088732 2007 FREIGHTLINER MR DELIVERY TRUCK 841505 _ 1020325 0700088775 TRUCK CHEVROLET 2008 COLORADO REGUL 841504 _ 1020326 0700088777 TRUCK 2008 CHEVROLET COLORADO REGUL 841504 _ 1020327 0700088778 TRUCK CHEV 2008 COLORADO REGULAR SH 841504 _ 1020328 0700088776 TRUCK 2008 CHEVROLET COLORADO REGUL 841504 ** More Assets - Press ENTER To View ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DLoad Left Right Screen 537 – Asset Search by Attribute (cont’d) Screen 537 – Asset Search by Attribute (Panel 2) 537 Asset Search by Attribute 02/27/09 16:44 FY 2009 CC 02 Screen: ___ Search By: L Criteria: *___________________ Status: A << More Panel: 02 Sel License Plate Acquired Dept Sdept CC-Bldg Room Total Cost --- -------------------- -------- ----- ----- -------- ------ ---------------- _ 1002624 06/28/05 PPRI 02-08474 101 147,000.00 _ 1020300 07/23/98 TRAN 02-00958 PKLT 24,712.00 _ 1020309 05/29/07 TRAN 02-00958 PKLT 16,147.00 _ 1020310 05/29/07 TRAN 02-00958 PKLT 16,147.00 _ 1020311 05/18/07 TRAN 02-00958 PKLT 16,147.00 _ 1020312 05/18/07 TRAN 02-00958 PKLT 16,147.00 _ 1020313 05/29/07 TRAN 02-00958 PKLT 16,247.00 _ 1020314 05/29/07 TRAN 02-00958 PKLT 16,147.00 _ 1020323 06/07/02 TRAN 02-00958 PKLT 18,881.00 _ 1020324 07/09/07 TRAN 02-00958 PKLT 85,707.07 _ 1020325 07/10/07 TRAN 02-00958 PKLT 13,198.00 _ 1020326 07/10/07 TRAN 02-00958 PKLT 13,198.00 _ 1020327 07/10/07 TRAN 02-00958 PKLT 13,198.00 _ 1020328 07/10/07 TRAN 02-00958 PKLT 13,198.00 ** More Assets - Press ENTER To View ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DLoad Left Right Basic Steps • Advance to Screen 537. • Type an attribute code in the “Search By:” field. • Type an asterisk (*) or a portion of the attribute name, number or model number in the “Criteria:” field on the Action Line. • Type the desired status in the Status: field and press to display all assets matching the search criteria. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Search By: Help 1 character Enter the desired type of search. Valid values include: L = License Plate M = Model Number P = Sponsor U = UIN N = Manufacturer G = User Group Code . Criteria: 20 digits Indicate the search criteria: license plate number, model number, sponsor number or UIN number. Enter an asterisk (*) to return all assets/components for the search criteria with non-blank numbers. Status: 1 character Include the status of the component to be displayed. Valid values are: A = Approved (default) P = Pending D = Disposed Screen 537 – Asset Search by Attribute (cont’d) Screen Information Panel 1 Sel: 1 character Type an ‘X’ to select a component for further display on Screen 523. License Plate, Model (Determined by search criteria) Number, Sponsor This column will display data relevant to the search type entered on UIN, Manufacturer, the Action Line in the Search By: field. or User Group Code: Asset: 10 digits/characters Shows the identification number of the asset. Description: 35 characters Provides a brief description of the component. Class: 6 digits Indicates the class code of the component. Panel 2 Acquired: 6 digits Displays the date the component was acquired by the institution. Dept: 5 characters Shows the department responsible for the asset. SDept: 5 characters Identifies the sub-department responsible for the asset. CC-Bldg: 7 digits (cc-xxxxx) Indicates the TAMUS member campus code owning the building and the building number in which the asset is located. Room: 6 digits/characters Identifies the room number in which the asset is located. Total Cost: 15 digits Shows total dollar value of the component of the corresponding asset. Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys. PF9 Download DLoad Used to download asset information from FAMIS using Entire Connection. See the FAMIS Entire Connection User’s Manual for details. Search Assets by Transfers To view a list of assets transferred between A&M System members use Screen 538. This screen displays basic information about transfers, including the System member’s asset number, component number, disposal date, reference numbers and component cost. Only assets disposed with a transfer method of another A&M System Member’s campus code are displayed on this screen. Screen 538 – Asset Transfer Inquiry 538 Asset Transfer Inquiry 02/27/09 16:46 FY 2009 CC 02 Screen: ___ FY: 2009 From/To: T Campus: __ Ref 1: _______ Show All: Y Non-FAMIS: N Se E CC Asset Nbr Cp Description Disposal Dt Ref 1 Ref 2 Total Cost -- - -- ---------- -- --------------- ---------- ------- ------- ------------- _ 05 9900018254 01 VCR S-VHS HIFI 11/21/2008 R82658 1,148.00 _ * 05 0000027974 01 VCR - PANASONIC 11/21/2008 R82658 1,040.00 _ * 05 9900019414 01 PROJECTOR LCD 11/21/2008 R82658 6,475.00 _ 05 9000561437 01 PANASONIC VCR W 11/21/2008 R82720 1,335.15 _ * 05 0200044939 01 RECORDER/PLAYER 11/21/2008 R86258 1,148.00 _ 06 0400063245 01 COMPUTER, GATEW 11/24/2008 R54068 17611 1,248.00 _ 06 0400063251 01 COMPUTER, GATEW 11/24/2008 R54068 17611 1,248.00 _ 06 0400063159 01 COMPUTER, GATEW 11/24/2008 R54068 17611 1,248.00 _ 06 0300060398 01 COMPUTER, DELL 11/24/2008 R54068 17611 1,479.65 _ 06 0200049774 01 COMPUTER P4/2.2 01/06/2009 R54068 2,283.00 _ 06 0200049773 01 COMPUTER P4/2.2 01/06/2009 R54068 17611 2,283.00 _ 06 0800097169 01 COMPUTER DELL X 12/04/2008 R54095 17621 290.55 _ 06 0100037392 01 THERMAL CYCLER, 11/30/2008 R54142 17614 6,310.00 --------------- ** Press ENTER to Continue ** 27,536.35 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Basic Steps • Advance to Screen 538. • Type a valid fiscal year on the Action Line and indicate whether the items to be displayed are transferred From (F) or To (T). • If desired, enter the campus code, reference number, and indicate whether or not to show all transfers and/or non-FAMIS. • Press to display a list of all assets being transferred. • Type an ‘X’ next to an asset and press to advance to the next screen to either view more information or complete the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . FY: 4 digits Indicate the fiscal year to search through the disposal records. . From/To: Help 1 character Indicate whether to display the Transfers From or Transfers To your agency. Defaults to ‘F.’ Screen 538 – Asset Transfer Inquiry (cont’d) Campus: Help 2 digits Indicate the campus code to see transfers From/To or leave blank to view all Campus Codes. Ref 1: 7 characters/digits Include the Reference 1 number for the given campus to be displayed. . Show All: Help 1 character Identify which transfers are to be displayed: N = Show Outstanding Transfers Only (Default) Y = Show All Transfers . Non-FAMIS: Help 1 character Signify which Non-FAMIS transfers are to be displayed: N = Show Only Transfers in FAMIS (Default) Y = Show Transfers Between All System Members Screen Information Se: 1 character Type an ‘X’ to select a particular component to view further information or complete information. E: 1 character An asterisk (*) identifies transfers with errors. CC: 2 digits Displays the campus code involved with the transfer. Asset Nbr: 10 digits/characters Shows the identification number of the asset. Cp: 2 digits Identifies the asset component. Description: 15 characters/digits Provides a short description of the selected asset. Disposal Dt: 8 digits Shows the date the component was removed from inventory. Ref 1: 6 characters/digits Includes a reference 1 number to identify the transaction at a later date/time. Ref 2: 6 characters/digits Indicates an additional reference 2 number that can be used to track a transfer to another campus. Screen 538 – Asset Transfer Inquiry (cont’d) Total Cost: 15 digits Displays the total dollar amount of the component of the selected asset at the time of purchase / acquisition. Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys. PF6 View View Place cursor on a transaction line and press PF6 to view the details of a transaction. View Asset Component Sequence Summaries The asset component sequence snapshot on Screen 539 provides a brief overview of an asset component sequence. From this screen you can view information about transactions made against the component sequence, the types and amount of depreciation, as well as system flag settings. Screen 539 - Component Sequence Snapshot 539 Component Sequence Snapshot 02/27/09 16:48 FY 2009 CC 02 Screen: ___ Asset: 0700088776 Component: 01 Seq: 00001 Status: A TRUCK 2008 CHEVROLET COLORADO REGUL LP# 1XXXXX8 Create Date: 07/26/2007 Capital Flag: Y Class: 841504 Create Reference: K702MR Building Segment: N Depr Ind: Y In Service Date: 07/10/2007 Inv In Process: Y Trans Pend: Last Modify Date: 02/02/2009 Sequence Cost: 13,198.00 Acquisition Agency: Salvage Value: Depreciation Data Unrecorded Depr: Basis Months: 60 Sequence Accum Depr: 4,179.43 Basis Amount: 13,198.00 Book Value: 9,018.57 Depr Thru: 1 January 2009 Monthly Depr Amt: 219.97 2009 Depr Exp: 1,099.85 2008 Depr Exp: 2,639.64 TBMU200 Calculations Disposal Data Prior Years Depr: Disposal Date: Months Calculated: Disposal Method: Agency: Net Proceeds: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Seq Audit NOTE: The “Inv In Process” flag is no longer used. The original purpose was to indicate that entry of FFX information had begun, but was not complete. Instead the “Status” is referred to in place of this flag. FFX assets are either preliminary (only PO information has been entered, status = blank), pending (information has been sent to FFX system and data entry is not complete, status=P) or approved (data entry has been completed and assets approved, status = A) as well as the other FFX statuses (D=disposed etc.). Basic Steps • Advance to Screen 539. • Type a valid asset number, valid component number, and a valid sequence number on the Action Line. You may also type an asterisk (*) in the Asset: field to view a list of asset component sequences to choose from. Press to display available information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Asset: Help 10 digits/characters Enter an asset number or type an asterisk (*) in this field to make a selection from the pop-up window. Screen 539 – Component Sequence Snapshot (cont’d) . Component: 2 digits Identify the component of the asset to be displayed. . Seq: 5 digits In combination with asset number and component number, identify whose fund sequence data is to be added or modified. Status: 1 character Indicates whether the status of the selected component is: Approved (A), Pending (P) or Disposed (D). Screen Information Create Date: 8 digits Displays the date the component was entered into the system. Capital Flag: 1 character Indicates if the specific component is capitalized (Y) or not capitalized (N). Class: 6 digits Indicates the class of the component. Create 7 characters/digits Reference: Identifies the on-line operator, batch/session ID or program that added the component to the system. Bldg Segment: 1 character ‘Y’ signifies the selected component is a segment of a building, such as an elevator, or a heating/cooling system. Depr Ind.: 1 character Indicates whether or not (‘Y’ or ‘N’) the component will be fed for depreciation calculation. In Service Date: 8 digits Indicates the date on which the component is put into service for its intended purpose. Inv In Process: 1 character ‘Y’ indicates the component is being checked to verify existence, condition, and location. This flag is no longer used. Instead the “Status” is referred to in place of this flag. Trans. Pend: 2 digits The campus code from which the pending component was transferred. Last Modify Date: 8 digits Displays the date of the last transaction to occur against the component. Sequence Cost: 14 digits Indicates the total value of the component sequence of the asset. Screen 539 – Component Sequence Snapshot (cont’d) Acquisition 5 characters Agency: Identifies the TAMUS member part responsible for the acquisition of the selected component. Salvage Value: 15 digits Signifies the estimate of the worth of the component when it is fully depreciated. Depreciation Data Unrecorded Depr: 15 digits Represents the dollar amount of depreciation accrued to date for the current month and any prior months that have not yet been recognized. Basis Months: 3 digits Shows the number of months over which the value of an asset is to be depreciated. Sequence Accum 15 digits Dep: Indicates the total dollar amount of depreciation that has been charged for the asset component sequence and fed to accounting. Basis Amount: 15 digits Indicates the dollar amount on which the depreciation calculation is based. Book Value: 15 digits Identifies the dollar value at which the component is carried on the accounting books. Depr Thru: 2 digits/10 characters/4 digits Indicates the last day, month, and year in which depreciation was calculated for the selected component. Monthly Depr Amt: 15 digits Displays the total dollar amount of depreciation accumulated each month. [Current Yr] Depr: 15 digits Displays the current fiscal year date and total dollar amount of depreciation for the current fiscal year that has been fed to accounting. [Last Yr] Depr: 15 digits Shows last year’s date and total dollar amount of depreciation for the previous fiscal year that was fed to accounting. TBMU200 Calculations Prior Years Depr: 15 digits Displays dollar amount of prior year depreciation calculated by TBMU200 for a component that has been in service since before the current fiscal year began, but has never been depreciated. This amount has not been recorded in Fixed Assets or fed to Accounting. The displayed amount includes depreciation from the time the asset was put in service through the end of the last fiscal year. Screen 539 – Component Sequence Snapshot (cont’d) Months Calculated: 3 digits Indicates the number of months over which depreciation has been calculated to produce the current total of Unrecorded Depreciation. Disposal Data Disposal Date: 8 digits Signifies the date that the selected component was removed from inventory. Disposal Method: 2 characters Shows method by which or the reason why the selected component is removed from inventory. Agency: 3 digits Displays the TAMUS member part that is removing the component from its inventory. Net Proceeds: 15 digits Indicates the sale price of the component less any related costs. Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys. PF6 Seq Seq Proceed to next sequence for a component. PF9 Audit Audit View sequence audit information. +-------------------------------------------------------------------+ | ************** Audit Information ************** | | Created Batch Modified | | Date: 07/26/2007 Date: 02/02/2009 | | Time: 09:15 AM Time: 06:46 PM | | UserID: KxxxxG GRADY, GARY Program: TBMU200 | | | | Online Modified | | Date: 07/26/2007 | | Time: 09:15 AM | | UserID: KxxxxG GRADY, GARY | | Program: TNSF511 Tracking Nbr: 00440650 | +-------------------------------------------------------------------+ Search Sequences by Purchase Account Screen 547 provides a method to search for asset component sequences associated with a specific purchase account. Additionally, other sequence related information shown are voucher, document, and sequence amount. You may also use Screen 547 to select a component sequence for further display on Screen 503. Screen 547 – Sequence Search by Purchase Account (Panel 1) 547 Sequence Search by Purchase Account 02/27/09 16:51 FY 2009 CC 02 Screen: ___ Acct: 271010 _____ ____ Status: A MORE >> S Purchase Account St Asset Cp Seq Voucher Doc/PO Sequence Amt - ----------------- -- ---------- -- ----- ------- -------- ----------------- _ 271010 00000 5798 A 9600500374 01 00001 3970181 930.00 _ 271010 00000 5799 A 9700500346 01 00001 1006171 P605945 930.00 _ 271010 00000 5799 A 9700500364 01 00001 1006171 P605945 930.00 ----------------- Grand Total: 2,790.00 *** End of Asset List - 3 Record(s) Found *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DLoad Left Right If there are more items than can be displayed on one screen, a “Sub Total” will be displayed until the end, at which time the “Grand Total” will be displayed. Screen 547 – Sequence Search by Purchase Account (Panel 2) 547 Sequence Search by Purchase Account 02/27/09 16:52 FY 2009 CC 02 Screen: ___ Acct: 271010 _____ ____ Status: A << MORE S Purchase Account St Asset Cp Seq Description - ----------------- -- ---------- -- ----- ---------------------------------- _ 271010 00000 5798 A 9600500374 01 00001 PRINTER HEWLETT PACKARD 5P _ 271010 00000 5799 A 9700500346 01 00001 COMPUTER PEINTIUM 133MHZ _ 271010 00000 5799 A 9700500364 01 00001 COMPUTER PEINTIUM 133MHZ *** End of Asset List - 3 Record(s) Found *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DLoad Left Right Screen 547 – Sequence Search by Purchase Account (cont’d) Basic Steps • Advance to Screen 547. • Type a valid 6-digit purchase account number. Additionally, a 5-digit support account and a 4-digit subcode may be entered. • Enter the desired status or leave the Status: field blank and press to display available information. • Type ‘X’ next to a purchase account and press to advance to Screen 503 to view additional detailed information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Acct: Help 15 digits Indicate the primary account (SL + SA + Object Code) to find associated fund sequences. Status: 1 character Enter the status of the fund sequence to search for. Leave this field blank to show all available fund sequences. Screen Information Panel 1 S: 1 character Type an ‘X’ to select a sequence for further display on Screen 503. Purchase Account: 15 digits Indicates the primary account (SL + SA + Object Code) responsible for the purchase of the selected component. St: 1 character Indicates the status of the asset component. Asset: 10 digits/characters Shows the asset identification number. Cp: 2 digits In combination with asset number and fund sequence number, identifies the component. Seq: 5 digits In combination with asset number and component number, identifies the fund sequence. Voucher: 7 digits Displays the voucher number associated with the purchase of the selected document. Screen 547 – Sequence Search by Purchase Account (cont’d) Doc/PO: 7 character/digits Displays the purchase document number associated with purchase of the selected component. Sequence Amt: 14 digits Indicates the dollar amount of the sequence for the asset component. Sub Total: 15 digits Provides a sub total of the asset cost for the assets displayed. Grand Total: 15 digits Displays the grand total cost at the end of the results of the display list. Panel 2 Description: 34 characters Displays the description of the asset component. Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys. PF9 Download DLoad Used to download asset information from FAMIS using Entire Connection. See the FAMIS Entire Connection User’s Manual for details. Asset Component Sequences by Voucher Screen 548 provides a method to search for asset component sequences associated with a specific voucher. Additionally, other sequence related information shown are purchase account, document, and sequence amount. You may also use Screen 548 to select a component sequence for further display on Screen 503. Screen 548 – Sequence Search by Voucher (Panel 1) 548 Sequence Search by Voucher 02/27/09 16:56 FY 2009 CC 02 Screen: ___ Voucher: 1006171 Status: A MORE >> S Voucher St Asset Cp Seq Purchase Account Doc/PO Sequence Amt - ------- -- ---------- -- ----- ----------------- ------- ----------------- _ 1006171 A 9700500346 01 00001 271010 00000 5799 P605945 930.00 _ 1006171 A 9700500364 01 00001 271010 00000 5799 P605945 930.00 ----------------- Grand Total: 1,860.00 *** End of Asset List - 2 Record(s) Found *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 548 – Sequence Search by Voucher (Panel 2) 548 Sequence Search by Voucher 02/27/09 16:56 FY 2009 CC 02 Screen: ___ Voucher: 1006171 Status: A << MORE S Voucher St Asset Cp Seq Purchase Account Description - ------- -- ---------- -- ----- ----------------- -------------------------- _ 1006171 A 9700500346 01 00001 271010 00000 5799 COMPUTER PEINTIUM 133MHZ _ 1006171 A 9700500364 01 00001 271010 00000 5799 COMPUTER PEINTIUM 133MHZ *** End of Asset List - 2 Record(s) Found *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 548 – Sequence Search by Voucher (cont’d) Basic Steps • Advance to Screen 548. • Type a valid voucher number in the Voucher: field. • Indicate the desired status in the Status: field and press to display available information. • Type ‘X’ next to a voucher and press to advance to Screen 503 to view additional detailed information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Indicate the voucher number to find and display associated fund sequences. Status: 1 character Indicate the status of the fund sequences to search for. Leave blank to display all fund sequences available. Screen Information Panel 1 S: 1 character Type an ‘X’ to select a sequence for further display on Screen 503. Voucher: 7 digits Displays the voucher number associated with the purchase of the selected document. St: 1 character Indicates the status of the asset component. Asset: 10 digits/characters Shows the asset identification number. Cp: 2 digits In combination with asset number and fund sequence number, identifies the component. Seq: 5 digits In combination with asset number and component number, identifies the fund sequence. Purchase Account: 15 digits Indicates the primary account (SL + SA + Object Code) responsible for the purchase of the selected component. Screen 548 – Sequence Search by Voucher (cont’d) Doc/PO: 7 character/digits Displays the purchase document number associated with purchase of the selected component. Sequence Amt: 15 digits Indicates the dollar amount of the sequence for the asset component. Sub Total: 15 digits Provides a sub total of the asset cost for the assets displayed. Grand Total: 15 digits Displays the grand total cost at the end of the results of the inquiry list. Panel 2 Description: 26 characters Displays the description of the asset component. Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys. Search Asset Sequences by Document/PO Screen 549 provides a method to search for asset component sequences associated with a specific document/purchase order. Additionally, other sequence related information shown is purchase account, voucher, and sequence amount. You may also use Screen 549 to select a component sequence for further display on Screen 503. Screen 549 – Sequence Search by Doc/PO (Panel 1) 549 Sequence Search by Doc/PO 11/02/06 10:22 FY 2007 CC 02 Screen: ___ Doc/PO Nbr: P503391 Status: A MORE >> S Doc/PO St Asset Cp Seq Voucher Purchase Account Sequence Amt - -------- -- ---------- -- ----- ------- ----------------- ----------------- _ P503391 A 0500073237 01 00001 5857118 271060 00000 8422 6,529.05 _ P503391 A 0500073237 01 00002 5857118 271060 10000 8422 5,000.00 _ P503391 A 0500073237 01 00003 5857118 809028 00000 8422 17,954.50 ----------------- Grand Total: 29,483.55 *** End of Asset List - 3 Record(s) Found *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 549 – Sequence Search by Doc/PO (Panel 2) 549 Sequence Search by Doc/PO 11/02/06 10:23 FY 2007 CC 02 Screen: ___ Doc/PO Nbr: P503391 Status: A << MORE S Doc/PO St Asset Cp Seq Voucher Description - -------- -- ---------- -- ----- ------- ----------------------------------- _ P503391 A 0500073237 01 00001 5857118 APOTOME OPTICAL SECTIONING SYSTEM _ P503391 A 0500073237 01 00002 5857118 APOTOME OPTICAL SECTIONING SYSTEM _ P503391 A 0500073237 01 00003 5857118 APOTOME OPTICAL SECTIONING SYSTEM *** End of Asset List - 3 Record(s) Found *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 549 – Sequence Search by Doc/PO (cont’d) Basic Steps • Advance to Screen 549. • Type a valid document/purchase order number and press to display available information. • Type ‘X’ next to a document/purchase order and press to advance to Screen 503 to view additional detailed information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Doc/PO Nbr: 7 character/digits Indicate the document/purchase order number to use to find and display associated fund sequences. Status: 1 character Enter the status of the fund sequences to search for. Leave blank to display all fund sequences available. Screen Information Panel 1 S: 1 character Type an ‘X’ to select a sequence for further display on Screen 503. Doc/PO: 7 character/digits Displays the purchase document number associated with purchase of the selected component. St: 1 character Indicates the status of the asset component. Asset: 10 digits/characters Shows the asset identification number. Cp: 2 digits In combination with asset number and fund sequence number, identifies the component. Seq: 5 digits In combination with asset number and component number, identifies the fund sequence. Voucher: 7 digits Displays the voucher number associated with the purchase of the selected document. Screen 549 – Sequence Search by Doc/PO (cont’d) Purchase Account: 15 digits Shows the primary account (SL + SA + Object Code) responsible for the purchase of the selected component. Sequence Amt: 14 digits Indicates the dollar amount of the sequence for the asset component. Sub Total: 15 digits Provides a sub total of the asset cost for the assets displayed. Grand Total: 15 digits Displays the grand total cost at the end of the results of the inquiry list. Panel 2 Description: 35 characters Displays the description of the asset component. Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys. Screen 549 – Sequence Search by Doc/PO (cont’d) Section IX FFX Depreciation Calculations FFX Depreciation Calculation This section describes depreciation and replacement cost, the two major calculations performed in the Fixed Assets module. The following information is provided for each calculation: • An introduction explaining why and when the calculation is made and by which system component(s) • An asset consists of at least one component, but may have more than one. • A description of elements or factors used in the calculation • The method or formula(s) for the calculation • An example of the calculation in use Depreciation Depreciation is the recognition of a component(s) decreasing value over the span of its useful life. To be depreciable, a component must have a useful life of more than one year and must be something that wears out, decays, is used up, becomes obsolete or loses value from natural causes. Depreciable components must also be capital, having a unit value at least as large as the threshold for that type of component. The Texas A&M University System recommends that all Members use straight line as their method of depreciation. As a result, FAMIS currently only allows for the straight- line method of depreciation. Depreciation Criteria Components must meet certain criteria for depreciation to be calculated. The component must: • Be approved (Component Status = A) • Be capitalized (Capitalization Flag = Y) • Have a Depreciation Method other than NO (No depreciation) • Not yet be fully depreciated • Have an In-Service Date preceding or equal to the last day of the current fiscal year • Not have a pending transfer date set (Screen 502) at the time the depreciation program is run When depreciation is calculated for prior years, an asset must also meet these criteria: • Accumulated Depreciation must be zero (i.e., depreciation has never before been posted to the component) • In-Service Date must precede the first day of current fiscal year and depreciation month FFX Depreciation Calculation (cont’d) Depreciation Methods Although straight line is probably the most widely used depreciation method in a college or university setting, the Fixed Assets module could support several methods, referred to as the Depreciation Method Codes. FAMIS only supports one Depreciation Method Code -- SL (Straight Line). Depreciation Method Codes Code Method Description SL Straight line Depreciation is divided evenly across the life of the asset The total amount of depreciation can never exceed the Total Cost of the Component minus its Salvage Value. The Depreciation Rules Table (Screen 585/595) not only identifies each depreciation method, it also stores any variables used for the methods. SL is the only value listed in the FAMIS Depreciation Rules Table. Screen 585 – Depreciation Rules Display 585 Depreciation Rules Display 11/02/06 10:39 FY 2007 CC 02 Screen: ___ Multiplier/ Method Percent Amount Description SL STRAIGHT LINE * END OF RECORDS * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DLoad FFX Depreciation Calculation (cont’d) Depreciation Related Components The Fund Sequence Add/Update (Screen 503) contains accumulated depreciation, salvage percent, salvage value, last month depreciated, and last calendar year depreciated. Screen 503 – Fund Sequence Add/Update 503 Fund Sequence Add/Update 11/02/06 10:39 APOTOME OPTICAL SECTIONING SYSTEM FY 2007 CC 02 Screen: ___ Asset: 0500073237 Component: 01 Seq: 00001 Status: A Del Seq: _ Fund: 7999 Fund Source: DS Bank: 03000 Purchase Account: 271060 00000 8422 Old Acct: _______________ PO Nbr: P503391 Vchr/Ref Nbr: 5857118 Invoice Nbr: 45028601______ Sequence Amount: ________6529.05 Salvage Percent: ______ % Accum Depr: _______1088.22 Salvage Value: 0.00 FAMIS Sponsor: _______ Sponsor/Agency: ____ Award: ________________________________________ Depr Thru: 08 / 2006 Class: 842215 Depreciable Ind: Y Capital Fg: Y Historical Ind: N Type Y to add Notes: N Note File Flag: N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Seq Funds Property Control Data (Screen 502) shows component roll-up totals for accumulated depreciation and salvage value. Additional depreciation information shown includes useful life, remaining life, depreciation method, and depreciable indicator. Depreciation through month and calendar year are also shown on this screen. Screen 502 – Property Control Data 502 Property Control Data 11/02/06 10:39 APOTOME OPTICAL SECTIONING SYSTEM FY 2007 CC 02 Screen: ___ Asset: 0500073237 Component: 01 Status: A Moved/Attached: M SPA Class: 546 Real/Personal: P Class: 842215 OTHER MED/SCI/LAB EQ MISC Condition: O1 Acq Method: PO Acq Agency: ___ Acq Dt: 07/14/2005 In Serv Dt: 07/29/2005 Appraisal Method: _ Depr Ind: Y Hist Ind: N Transfer from Asset: __________ Component: __ Depr Thru: 08 / 2006 Software Version: ____________________ Report Missing Dt: __________ Pending Transfer CC: __ Date: __________ Inflation Code: NO Accounting Asset Account: 089730 1730 Capital: Y (Y/N) Use Life(months): 84_ Rem Life(months): 70_ Depr Method: SL_ Funding Source: DS 11529.05 Component Cost: 29483.55 PL 17954.50 Salvage Value: Accum Depr: 4913.86 Type Y to add Notes: N Note File Flag: N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next FFX Depreciation Calculation (cont’d) Useful Life A component’s Useful Life is an estimate of the total time that an asset will be usable and in service. At approval, the Useful Life value is copied to the Basis Months field to establish the number of months over which depreciation is to be calculated. Remaining Life Remaining Life is a system-maintained, user-modifiable (Screen 516) estimate of how much longer a component will be in service. It also represents the number of future months over which depreciation can still be charged. At approval, Remaining Life is set equal to Useful Life. Total Cost A component’s total cost is just that - the full amount of the component’s value. For a purchased component, the total cost may include shipping and freight charges (not prompt pay interest charges, though). For components built in-house, it may include labor and materials. For donated components, it may be an estimate of value. Salvage Value The Salvage Value is a user-defined estimate of what the worth of an asset will be after it has been fully depreciated. Salvage Value is subtracted from the Total Cost in determining the Basis Amount when a component is approved. First Year The acquisition of a component doesn’t always coincide with the beginning Depreciation of a fiscal year. A decision must be made as to how to calculate depreciation for the portion of the year after the component has been approved. For example, the decision may be to charge only a quarter of a full year’s depreciation, or half. A component’s First Year rule is class defaulted to value on Screen 581 before the component is approved. The FAMIS first year rule is to calculate depreciation during the first year for the exact number of months that the component was on the books. FAMIS calculates and posts depreciation on a monthly basis. Current Year This field represents the amount of depreciation that has been posted to Depreciation accounting in the current fiscal year. It only includes transactions using the depreciation expense account control 5650. This is found on Screen 581 using the component class. Last Year This field represents the amount of depreciation that has been posted to Depreciation accounting in the previous fiscal year. This field is filled in with the current year depreciation from the previous fiscal year when the TBMU200 for month 9 is run and posted. This information is used for the F&A calculation. FFX Depreciation Calculation (cont’d) Other Calculation Elements Screen 531 - Asset Component Snapshot contains a display of most fields related to depreciation calculations (Basis Months, Basis Amount, etc.). Included on this screen is depreciation that has been calculated, but not yet recognized. These amounts are stored in the Unrecorded Depreciation fields. In Fixed Assets, depreciation can be calculated monthly and can be fed to accounting or “recognized” monthly. Screen 531 – Asset Component Snapshot 531 Asset Component Snapshot 11/02/06 10:40 FY 2007 CC 02 Screen: ___ Asset: 0500073237 Component: 01 Status: A APOTOME OPTICAL SECTIONING SYSTEM Create Date: 08/18/2005 Capital Flag: Y Class: 842215 Create Reference: K702MR Building Segment: N Depr Ind: Y In Service Date: 07/29/2005 Inv In Process: Y Trans Pend: Last Modify Date: 10/18/2006 Component Cost: 29,483.55 Acquisition Agency: Salvage Value: Depreciation Data Unrecorded Depr: Basis Months: 84 Component Accum Depr: 4,913.86 Basis Amount: 29,483.55 Book Value: 24,569.69 Depr Thru: 8 August 2006 Monthly Depr Amt: 350.99 2007 Depr Exp: 2006 Depr Exp: 4,211.88 TBMU200 Calculations Disposal Data Prior Years Depr: Disposal Date: Months Calculated: Disposal Method: Agency: Net Proceeds: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Trans Audit Screen 539 – Component Sequence Snapshot is a fund sequence look at depreciation. The depreciation amounts for fund sequences should always total to the amounts shown on Screen 531. Screen 539 – Component Sequence Snapshot 539 Component Sequence Snapshot 11/02/06 10:41 FY 2007 CC 02 Screen: ___ Asset: 0500073237 Component: 01 Seq: 00001 Status: A APOTOME OPTICAL SECTIONING SYSTEM Create Date: 08/18/2005 Capital Flag: Y Class: 842215 Create Reference: K702MR Building Segment: N Depr Ind: Y In Service Date: 07/29/2005 Inv In Process: Y Trans Pend: Last Modify Date: 10/18/2006 Sequence Cost: 6,529.05 Acquisition Agency: Salvage Value: Depreciation Data Unrecorded Depr: Basis Months: 84 Sequence Accum Depr: 1,088.22 Basis Amount: 6,529.05 Book Value: 5,440.83 Depr Thru: 8 August 2006 Monthly Depr Amt: 77.73 2007 Depr Exp: 2006 Depr Exp: 932.76 TBMU200 Calculations Disposal Data Prior Years Depr: Disposal Date: Months Calculated: Disposal Method: Agency: Net Proceeds: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Seq Audit FFX Depreciation Calculation (cont’d) Basis Months This field represents the number of months on which the calculation will be based. When a component is approved, the Basis Months field is set to the value of the Useful Life field. The Basis Months will not change unless asset data involved in the calculation are changed after approval. If this occurs, then Basis Months is reset to the current value of Remaining Life at that time. Basis Amount The Basis Amount is the dollar amount on which the depreciation calculation associated with some methods (SL, SYD) is based. This system- maintained field is set when the component is approved and is only recalculated if certain elements involved in the calculation are changed after approval. At approval, the Basis Amount is calculated as Total Cost minus Salvage Value minus any Accumulated Depreciation. This same calculation is used again if elements effecting depreciation are changed. Unrecorded This field represents depreciation that has been calculated, but has not yet Depreciation been fed to accounting or recognized. Accumulated This field represents the total amount of depreciation that has been Depreciation recognized and fed to accounting, including the current and all prior years. Program TBMU200 updates this field. Program TBMU200 calculates depreciation at the fund sequence level of a component. The amounts are then rolled to the component level. There is a “NO POST” option in this program that allows depreciation to be viewed in a report and on-line without actually posting transactions to accounting. Impact of Asset Transactions on Depreciation Because component data related to depreciation (for example, Total Cost, Salvage Value, Depreciation Method) may change after a component has been approved, Fixed Assets is designed to adjust the calculations so the component will continue to be depreciated correctly. When a component transaction which alters one of these values is created on Screen 515, any required changes to the component’s Basis Years and Basis Amount are automatically made. The following transactions never have an impact on depreciation, regardless of depreciation method: • Attributes (ATT) • Modifications (MOD) • Transfers (TRF) • Disposals (DIS) - appropriate depreciation is calculated at disposal, however FFX Depreciation Calculation (cont’d) The transaction types listed below may or may not have an effect on system-calculated depreciation, depending on the depreciation method used: • Write-down (WDN) • Change in Cost (CST) • Change in Estimate, Method or Account (CHG) The table below summarizes the effects of these asset transactions on Basis Months and Basis Amount. It is important to note that these changes will only affect “future” depreciation charges. These are termed “proactive” accounting changes, since no retroactive impact is generated from Fixed Assets to adjust accounting. Effect of Asset Transactions on Basis Months and Amount Asset Transaction Code Impact on Basis Months and Basis Amount Approval APP Set Basis Months to value of Useful Life Calculates Basis Amount (Total Cost - Salvage Value) Posts accumulated depreciation if transferred from another State agency (not TAMRF, however). Debit is to the transfer fund addition account control. Write-down/Change in Cost/ Change in Salvage Value WDN/CST/CHG Resets Basis Months to value of Remaining Life Recalculates Basis Amount (Total Cost - Salvage - Accumulated Depreciation) Change in: Remaining Life/Change in Depreciation Method CHG Resets Basis Months to value of Remaining Life Recalculates Basis Amount (Total Cost - Salvage - Accumulated Depreciation) Prior Years Depreciation PYD No impact Change in: Useful Life / Class / Asset Account / Alternate Depreciation Account CHG No impact *** If you intended to change future depreciation calculations because of useful life change, you MUST ALSO CHANGE REMAINING LIFE. Remaining life is used in the depreciation calculation, not useful life. *** Approval CSR This transaction is created when a new fund sequence is added on Screen 515. Set Basis Months to value of Remain Life Calculates Basis Amount (Total Cost - Salvage Value – Accumulated DEPR). Posts accumulated depreciation if entered. Change in Cost APR This transaction is created on Screen 511 when a fund sequence is created at approval that already exists. Set Basis Months to value of Useful Life Calculates Basis Amount (Total Cost - Salvage Value). FFX Depreciation Calculation (cont’d) Straight Line Formula Using the straight line method, TBMU200 evenly distributes a component’s total depreciable amount across all of its useful months: • Monthly depreciation = Basis Amount / Basis Months (result rounded to the nearest cent) * number of months • At approval, Basis Amount is set to the Total Cost minus the Salvage Value and Basis Months is set to the Useful Life. Values may be reset by WDN, CST, CSR or CHG transactions. 3BStraight Line BFormula Example Component Characteristics Total Cost $10,000 Salvage Value $1,000 First Year Rule N/A Useful Life 60 mos. Remaining Life 60 mos. Basis Months 60 Basis Amount $9,000 ($10,000-1,000-0) Monthly deprec. $150 ($9,000 /60) Rem.Total Salvage BasisBasis*Yearly*Accum. YearLifeCost Value YearsAmountDepreciationDepreciation160$10,000$1,00060$9,000$1,800$1,800248$10,000$1,00060$9,000$1,800$3,600336$10,000$1,00060$9,000$1,800$5,400424$10,000$1,00060$9,000$1,800$7,200512$10,000$1,00060$9,000$1,800$9,000 * After final year end (depreciation-posting) run of TBMU200 Effect of Changing Remaining Months on Straight Line Depreciation If, in the third year, the Remaining Life is changed from thirty-six (36) to twenty-four (24) months, the application resets the Basis Months and recalculates the Basis Amount: BChanges New Basis Months 24 New Basis Amount $5,400 ($10,000 -1,000 -3,600) New Monthly Depreciation $225 ($5,400 /24) Rem.Total Salvage BasisBasis*Annual*Accum. YearLifeCost Value YearsAmountDepreciationDepreciation160$10,000$1,00060$9,000$1,800$1,800248$10,000$1,00060$9,000$1,800$3,600336$10,000$1,00060$9,000$2,700$6,3002424$5,400412$10,000$1,00024$5,400$2,700$9,000 * After final year end (depreciation-posting) run of TBMU200 FFX Depreciation Calculation (cont’d) Effect of Changing Salvage Value on Straight Line Depreciation If the Salvage Value is dropped to $500 in the third year, the application resets the Basis Months and recalculates the Basis Amount: Changes New Basis Months 36 New Basis Amount $5,900 ($10,000 -500 -3,600) New Monthly Depreciation $163.92 ($5,900 /36) * After final year-end (depreciation-posting) run of TBMU200 Rem.Total Salvage BasisBasis*Annual*Accum. YearLifeCost Value YearsAmountDepreciationDepreciation160$10,000$1,0005$9,000$1,800$1,800248$10,000$1,0005$9,000$1,800$3,600336$10,000$1,0005$9,000$1,967$5,567$5003$5,900424$10,000$5003$5,900$1,967$7,534512$10,000$5003$5,900$1,966$9,500 Note that since the Salvage Value is $500 lower, the final Accumulated Depreciation ($9,500) is $500 higher than it would have been had the Salvage Value not changed. Effect of Changing Cost on Straight Line Depreciation If Total Cost of the component is increased by $200 in the third year, the application resets the Basis Months and recalculates the Basis Amount: Changes New Basis Months 36 New Basis Amount $5,600 ($10,200 -1,000 -3,600) New Monthly Depreciation $155.58 ($5,600 /36) Rem.Total Salvage BasisBasis*Annual*Accum. YearLifeCost Value YearsAmountDepreciationDepreciation160$10,000$1,00060$9,000$1,800$1,800248$10,000$1,00060$9,000$1,800$3,600336$10,000$1,00060$9,000$1,867$5,467$10,20036$5,600424$10,200$1,00036$5,600$1,867$7,334512$10,000$1,00036$5,600$1,866$9,200 * After final year-end (depreciation-posting) run of TBMU200 FFX Depreciation Calculation (cont’d) Effect of Changing Remaining Life and Salvage Value on Straight Line Depreciation If in the third year, the Remaining Life is changed to twenty four months and the Salvage Value is changed to $500, the application resets the Basis Months and recalculates the Basis Amount: Changes New Basis Months 24 New Basis Amount $5,900 ($10,000 -500 -3,600) New Monthly Depreciation $245.83 ($5,900 / 24) Rem.Total Salvage BasisBasis*Annual*Accum. YearLifeCost Value MonthsAmountDepreciationDepreciation160$10,000$1,00060$9,000$1,800$1,800248$10,000$1,00060$9,000$1,800$3,600336$10,000$1,00060$9,000$2,950$6,55024$50024$5,900412$10,000$50024$5,900$2,950$9,500 * After final year-end (depreciation-posting) run of TBMU200 Section X Reconciliation Procedures Fixed Assets Reconciliation Processes Basic Steps Expenditure reconciliation is the comparison between: 1) capital expenditures (do not include controlled assets) from SLs. 2) purchase transactions from the fixed asset file 3) purchase transactions from the fixed asset GLs. “Change Source of Funds” transactions do feed to FFX – these are often used for sub code corrections. TBAR010 – Exception Report This report MUST be run after the month close in order to get good data. TBAR010: Only looks at account control 4400 Only looks at acquisition method of “PO” • Create a spreadsheet listing all items on the exception report. • Research each exception and determine the correcting entry. Initiate the corrective action – either in FFX or FRS. Exception examples: o Timing difference at month-end – purchase vouchers have been fed to FFX, but the necessary work in FFX has not been completed; such as a backload on FFX approvals. o Subcode correction needed – FFX determines that the subcode used on the transaction is incorrect and must send the voucher information back to the Business Office AP for corrective action. o Changes in subcode – capital to controlled and vice versa. o Year-end adjusting entries (payables). FBMR095 or Screens 80/81 - SL by Object Code Choose capital subcodes only. Use INFOVIEW to select subcodes and print. Fixed Assets Reconciliation Processes (cont’d) FBMR291 or Screen 18 - GL Account Activity • Create a spreadsheet using amounts from Screen 80/81 (FBMR095) & Screen 18 (FBMR291). • Add correcting entries determined from your exception spreadsheet. • Difference should be zero (0): o SL 8000 subcodes + (plus) correcting entries (FRS) – (minus) GL 4000 – (minus) correcting entries (FFX) = 0. • Find any discrepancies and correct either in FFX or send back to the Business Office AP. • Discrepancy examples: o Incorrect subcode used on voucher. o Incorrect general ledger used on asset – TBAR035 can identify. FAMIS Asset Reconciliation Asset reconciliation involves a comparison between: 1) the general ledgers and the asset controls from the fixed asset file 2) the general ledgers and the asset controls from the fixed asset general ledgers in FRS. TBAR003 – Total of Assets on File FBMR291 or Screen 18 - GL ACCOUNT ACTIVITY • Create a spreadsheet (see Exhibit C) using amounts from the TBAR003 & Screen 18 (FBMR291). • Differences should be zero (0). • Find any discrepancies and correct. • Discrepancy examples: o Journal entries submitted in FRS changing fixed asset general ledger balances with no corresponding entries being made in FFX. o FFX entries being made as "no feed" entries. o Screen 516 being used to change the general ledger or capitalization flag without backing out the balance of the asset first. o Wrong timing on feed to GL & TBAR003 run. Fixed Assets Reconciliation Processes (cont’d) FAMIS Reclassification Reconciliation Reclassification reconciliation includes making a comparison between the: 1) "reclassification from" account controls 4410 Reclass from CIP 4420 Reclass from Land 4425 Reclass from Buildings 4430 Reclass from Imp OT Bldgs 4435 Reclass from Leasehold Improvemts 4440 Reclass from Equipment 4445 Reclass from Expense 2) "reclassification to" account controls 5420 CIP Reclass to Land 5425 CIP Reclass to Buildings 5430 CIP Reclass to Imp OT Bldgs 5435 CIP Reclass to Leasehold Improvemts 5440 CIP Reclass to Equipment 5445 CIP Reclass to Expense FBMR291 or Screen 18 - GL Account Activity • Create a spreadsheet (see Exhibit D) using amounts for the required account controls from Screen 18 (FBMR291). • Differences should be zero (0) between the ‘from’ and ‘to’ accounts. • Find any discrepancies and correct. The list of entries can be seen from each general ledger/account control on Screen 023 in FRS. • Discrepancy examples: o Purchasing account control used, listed as a correction in your exception report spreadsheet. o Incorrect reclassification account control used. Fixed Assets Reconciliation Processes (cont’d) Review General Ledger Account Activity Statements You should review the GL activity statements in order to verify the overall correctness of financial statements. FBMR291 - GL Account Activity Screens 18 and 80 • Account control 1100 should always = 0. • You should never have an account control balance, other than 0, for 47xx or 57xx, where xx = your part number. • You should never have an account control balance, other than 0, in the following general ledgers and account controls: Land 4420, 5420 Buildings 4425, 5425 Imp Other Than Bldgs 4430, 5430 Leasehold Improvements 4435, 5435 Equipment 4440, 5440 Construction in Progress 4410 FAMIS to SPA Reclassification It is important to reconcile FAMIS to SPA at the end of each month. This involves comparing each asset on FAMIS to those on SPA. TBAR004, TBAR008, OR TBAR019 – Asset Reports • Request one of these reports when you close month-end. This can be requested through the FAMIS web site: http://www.tamus.edu/offices/famis/. SPA15N – SPA Asset Report • Request this report through USAS. There is a two-day delay in getting information in SPA. For example, if you close your month on a Monday, Monday’s data will be sent to SPA the following day (Tuesday), and SPA will then update its records that night. This means that Wednesday would be the first day for you to actually request a SPA15N report with the most current month-end close data. You will not receive your SPA15N report until the next day (Thursday). Fixed Assets Reconciliation Processes (cont’d) Compare Assets – one by one using the TBAR004 and SPA15N Note all discrepancies, such as different value on one report versus the other, or an item on one report but not on the other. You may want to put the discrepancies into a spreadsheet. Fixed Assets Reconciliation Processes (cont’d) Section XI Suggested Fixed Asset Procedures Suggested FFX Procedures: Basic Concepts Basic Fixed Asset Procedures Flow Chart Purchasing Prelim. FFX Fed to FFX from FRS Go to FFX Screen 545 and check to make sure preliminary fixed asset info matches voucher data form. Yes Use Screens 501- 508 to enter asset information. Approve asset on Screen 511 Copy and file. (Note: File copy is kept for 3 years.) Look at original order. If necessary, contact department for clarification. AP Voucher Fed to FFX from FRS Check to make sure the voucher data form and equipment info sheet (TAMU=FDP4) match. No No Yes repeat Asset Record Inquiry This section will give directions that will help you find an asset, regardless of whether or not you already know the asset number. Specific Inventory Item Case 1: Inventory Number is Unknown When the inventory number is unknown, there are five ways to search for an asset: (1) Screen 528 can be used to search by asset description: • Use the wildcard (*) feature to search • Assets will be listed • Select the desired asset with ‘X’ and pressing will take you to Screen 501 unless you place a different screen number on the Action Line • Asset will be held in context as you to go to the next screen For example, you can type ‘*computer’ and all assets with the word computer in their first description line will be displayed, regardless if ‘computer’ was the first word of the description. If you only want the assets with ‘computer’ as the first word of the description, do not use the wildcard (*). (2) Screen 529 can be used to search by selection criteria, such as attributes: • Enter the attribute information for the search • Assets with matching attributes will be listed on the screen • Select the desired asset with ‘X’ and pressing will take you to Screen 501 unless you place a different screen number on the Action Line • Asset will be placed in context and carried to the next screen For example, if you want to find all pending assets, type ‘P’ in the ‘Status’ field and press . All pending assets will be shown. You can also search by serial numbers and class on this screen. (3) Screen 532 can be used to search by the department for a specific Class Code: • Enter the Department / Sub-department • Enter the Status • Enter the Class Code • Select the desired asset with ‘X’ and pressing will take you to Screen 523 unless you place a different screen number on the Action Line. • Search is on the 6-digit Class Code • Asset will be placed in context and carried to the next screen Asset Record Inquiry (cont’d) (4) Screen 533 can be used to search by the Tag Number of the asset: • Enter the last 6 digits of the Tag Number • Enter a ‘T’ for the Search Type • Asset will be placed in context and carried to the next screen Screen 533 may also be used to search by Serial Number, Class and Related Asset. (5) Screen 534 can be used to search by the department: • Enter the Department / Sub-department • Search is on the department code • Select the desired asset with ‘X’ and pressing will take you to Screen 523 unless you place a different screen number on the Action Line • Asset will be placed in context and carried to the next screen CASE 2: Inventory Number is Known All on-line inquiry screens may be used when the inventory number of the asset is known. • Type in the asset number • Type in the status of the asset • Press Certification/Update Changes The following section shows data entry when an asset has a change to be recorded in various attributes. This may be the addition of an attribute value, or a change in an existing value in the area of general certification information. Secondly, this section deals with changes to attributes for approved assets. Changes to General Certification Attributes Screen 535 - The Departmental Inventory Screen Changes can be made to the following attributes by entering new data on Screen 535 - Departmental Inventory. Access to this screen may be given to your departmental contact person so that he/she can be in charge of updates rather than the property manager. Most changes are tracked on Screen 523 by User ID for auditing purposes. • Location • Availability • Condition • Purpose • Group Code Advance to Screen 535 and do the following to process changes: • Verify the Department/Sub-department • Type in the appropriate changes • Type in the date the certification was received (if appropriate) Screen 501 - The Purchasing/Vendor Data Screen Changes can be made to the following attributes by entering new data on Screen 501 - Purchasing/Vendor Data. • Description • Model Number • Manufacturer • Serial Number Advance to Screen 501 and enter valid data in the available fields. Be careful when updating these fields because these changes are not tracked. If you would like a history of these changes, you should create notes using Screen 508. Certification/Update Changes (cont’d) Enter Asset Notes Notes regarding an asset may be added by using the following categories on Screen 508. An asset note may be added at any time. There are 11 different note categories and you may add up to 99 notes per category. ADD = Address INS = Insurance HIS = History LIT = Litigation LND = Land - Deed/Title LOC = Location MNT = Maintenance Notations MSC = Miscellaneous Notations PND = Pending Asset Notations PUR = Purchasing BLANK = None Specified Changes to Approved Assets Changes to attributes on approved assets can be made using various screens. These changes do not require you to open a batch. Below are listed the attributes that can be changed and the appropriate screen to use to change the information. Departmental Inventory -- Screen 535 to change: Availability Condition Purpose & Percent Building / Building Campus Room Group Code Other Location County Inventory Date Purchasing/Vendor Data -- Screen 501 to change: Description Quantity UOM Vendor Number Vendor Name Commodity Code Manufacturer Serial Number Model Number Model Year License Plate Property Control Data -- Screen 502 to change: Condition Acquisition Date Reported Missing Date Pending Transfer campus / Date Inflation code (not currently used) Fund Sequence Add/Update -- Screen 503 to change: Purchase Account Old Account PO Number Voucher Number Invoice Number FAMIS Sponsor Sponsor/Agency Award Maintenance/Insurance Data -- Screen 504 to change: Any Debt Finance Data Any Maintenance Data Any Insurance Data Changes to Approved Assets (cont’d) Property Inventory Data -- Screen 506 to change: How Tagged Tag Number Purpose / Percent Exposure Code Special License Floor Space Floor UOM Related Asset Inventory Type Next Inventory Date Last Inventory Date Available Date Owner Change Date Asset Notes -- Screen 508 to add: Asset Notes Equipment Vouchers There are three types of equipment vouchers: (1) Capital Equipment Vouchers (2) Non-Capital Equipment Vouchers; those that the agency chooses to put on the books, but are not required to be on inventory per SPA (3) Controlled Equipment Vouchers Controlled equipment vouchers are those under $5,000 that are required to be reported to SPA. Generally, controlled equipment vouchers will have an object code in the 5775-5799 range. Controlled equipment vouchers do not generate transactions back to accounting (since they are not capital items) and are therefore not reported on the AFR. For a list of controlled object codes, see the capitalization rules table (Screen 582). Also, to find out whether a class code is required to be controlled per SPA, go to Screen 581 and look at the column under “SPA RQ”. There will be a “Y” in that column if SPA requires it to be reported. Equipment Held in Trust These present a special situation. There will be different GLs and account controls to be used. These include Federal (1731), Private (1732) and Museum (1746). The default will be the normal GL / account control defined by the asset’s class. You will override this using Screen 502. When you approve on Screen 511, you will set the new account controls. This information will then feed back to the proper GLs in accounting. The following instructions are organized into four (4) units: • Preparation of work before entering data • Creation of the Session Header • Body of the Session work • Close the Session Header Equipment Vouchers (cont’d) Preparation . Audit the physical Voucher/Equipment Information Sheet that was input to FAMIS by Accounts Payable or view the preliminary fixed assets on FAMIS (FRS) Screens 360, 361, and 362. . Determine source of funds & ownership of the asset. This is done by looking in FRS at the attributes for the account(s) on the voucher. The rule generally followed by TAMU is: 1xxxxx to 199999 ST State 2xxxxx to 299999 DS Designated 3xxxxx to 349999 AX Auxiliary 4xxxxx to 429999 FD Federal 43xxxx to 499999 ** Contracts & Grants 5xxxxx to 599999 ** Other Restricted 6xxxxx to 699999 ** Scholarships 8xxxxx to 899999 PL Plant These can be various values and must be looked up in FRS on Screen 6. . Group the vouchers by campus code, if applicable. . Determine whether the Tag Number already exists: Use Screen 533 -- Inquiry by Search Value • Do your inquiry by Asset Number If the item is an "Add To", its Tag Number will already exist. Go to the next section labeled "ADD TO/PARTIAL PAYMENT". . Update Pending Asset: Use Screen 501 -- Purchasing / Vendor Data • Locate the pending asset (the voucher number + 3 suffix, e.g. 001). This can be found on the TBMR065 or TBSPPREP reports. • Type the appropriate information from the equipment information sheet (ex. FDP4). If you are using Purchasing Preliminary Fixed Assets, this information will automatically be entered. Please verify this information before continuing. Equipment Vouchers (cont’d) Use Screen 502 -- Property Control Data • Fill in the Class Code field. If class is blank or unknown, use ? help or Screen 581 to find the appropriate class. • Press • Change the default data as necessary • Add additional information from the equipment information sheet • ACQ METHOD = PO Use Screen 503 -- Fund Sequence Add/Update • Add Source of Funds • Add Bank • Purchase Account, if known. If multiple accounts purchased the asset, create additional fund sequences by typing a zero in the Sequence Field and pressing . The sum of all the sequences should total to the Component Cost of the asset. Delete any unused sequences to simplify changes later. • Sequence Amount • Accumulated Depreciation, if any • Depreciation Thru date, if appropriate Use Screen 504 -- Maintenance/Insurance Data • Type in appropriate data (from equipment information sheet / preliminary fixed assets). SPA requires debt finance information. Use Screen 505 -- Location Data • Fill in the Department Code. Also, fill in the Sub-department Code if appropriate. • Press • Change the default data as necessary • Add additional information (from equipment information sheet/preliminary fixed assets) Use Screen 506 -- Property Inventory Data • Add Availability • Add How tagged / tag number • Add purpose / percent • Related asset • Add additional information (from equipment information sheet/preliminary fixed assets) Equipment Vouchers (cont’d) Use Screen 508 -- Asset Notes • If notes need to be added, use one of the following categories: ADD = Address HIS = History NS = Insurance LIT = Litigation LND = Land - Deed/Title LOC = Location MNT = Maintenance Notations MSC = Miscellaneous Notation PND = Pending Asset Notation PUR = Purchasing BLANK = None Specified If there is more than one, Equipment Information Sheet/pending fixed asset for the voucher item. Use Screen 509 -- Copy/Merge/Delete • Copy asset to a new pending asset • Go back and make any necessary changes to the new pending asset • The tag number will always change • If the total cost is different, re-enter the class code. This forces the salvage value to be recalculated. Example: If you have a voucher with nine computers, you can change the dollar amount on Screen 503. Enter the required information on Screens 503-508, and then use Screen 509 to copy the information 9 times to make 9 assets in the FFX system. Session Header Use Screen 510 -- FX Batch Initialize • Type in Session Data: Session Reference = PAV Session Status = O Description = Purchase Vouchers Detail = D • Type in Transaction Audit Data Expected Totals = total number of transactions = total dollar amount of all transactions One Inventory Item = One Transaction Amount = $$ of All Inventory Items Equipment Vouchers (cont’d) Body – Approving the Asset Use Screen 511 -- Approval • CR ACQ Account Control = 4400 (Purchase of Plant Assets) • Type in either the New Asset Number or 0 (in order to get a system assigned number) or P (for Pending). The default is the Tag Number. If the pending asset number is the correct inventory number, type P. If the pending asset number is the voucher number, the tag number defaults to the approved asset number and is not changed. • Verify information • Move cursor to "Type Y to Approve" • Type "Y" • Press to approve • Repeat for each component of the asset Close the Session Use Screen 510 -- FX Batch Initialize Session Status = C (for close) Add To/Partial Payment Preparation . Locate the number for the approved asset that you will be adding to. . Find the Pending Asset Number. . The following questions must be considered because this change will affect SPA and their depreciation calculation. • Is the existing asset capital or controlled? • Is value being added in the same or different fiscal year than the existing asset was created? • If the existing asset was capital and the value is being added in a different fiscal year than the existing asset was created, will the added value meet the capitalization threshold requirement for the class? Session Header Use Screen 510 -- FX Batch Initialize • Type in Session Data: Session Reference = PAV Session Status = O Description = Purchase Vouchers Detail = D • Type in Transaction Audit Data: Expected Totals = total number of transactions = total dollar amount of all transactions One Inventory Item = One Transaction Amount = $$ of All Inventory Items Add To/Partial Payment (cont’d) Body – Modifying the Cost Scenario 1 • Existing asset is capital – -OR- • Existing asset is controlled • Value will be added in the same fiscal year as the existing asset was created Use Screen 515 -- Change in Cost • • Increase the value of the existing appropriate fund sequence by the amount of the new addition OR if the appropriate fund doesn’t exist, add the value to a new fund sequence then go to: Screen 509 - Delete the Pending Asset Scenario 2 • Existing asset is controlled -OR- • Existing asset is capital and addition does not meet capitalization threshold for the existing asset class and there will be no more additions that will raise it over the threshold for the fiscal year. • Value will be added in a different fiscal year than the existing asset was created. Use Screens 501-506 • Keep in mind that if the existing asset is in a capital class, you may want to expense the value that is being added. Also consider putting the new component in a controlled class. This will keep our depreciation in sync with SPA. • Fill in the appropriate information on these screens for the new component. Use Screen 511 • Approve the new component. Make sure new component is linked to appropriate asset number before approving. Close the Session Use Screen 510 -- FX Batch Initialize • Session Status = C (for close) Stores Preparation . There will be no pending asset because these expenses do not go through Accounts Payable. Information normally fed from the payable extract when creating the pending asset will have to be manually entered. Use Screen 533 - Inquiry by Tag Number • Inquire by Tag Number (last six digits). If the item is an “Add To” purchase, the Tag Number will already exist. For further instructions, go to the next section, labeled “ADD TO Purchases.” Session Header Use Screen 510 -- FX Batch Initialize • Type in Session Data: Session Reference = PAI • Type in Transaction Audit Data Expected Totals = total number of transactions = total dollar amount of all transactions One Inventory Item = One Transaction Amount = $$ of All Inventory Items Body – Approving the Asset Use Screen 511 -- Approval • Approve the new asset Close the Session Use Screen 510 -- FX Batch Initialize • Session Status = C (for close) ADD TO Purchases from Stores Preparation . There are no preparation steps identified for this item. Session Header Use Screen 510 -- FX Batch Initialize • Type in Session Data: Session Reference = PAI • Type in Transaction Audit Data: Expected Totals = total number of transactions = total dollar amount of all transactions One Inventory Item = One Transaction Amount = $$ of All Inventory Items Body – Modifying the Cost Follow the guidelines in the Add To / Partial Payment section. The steps will basically be the same with the exception being there will be no pending asset to delete. Close the Session Use Screen 510 -- FX Batch Initialize • Session Status = C (for close) Construction in Progress Construction in Progress (CIP) vouchers reflect expenditures for: • constructing a new building • renovating an existing building • purchasing equipment or furnishings for a building CIP vouchers are divided into two categories: • Non-equipment / Furnishing • Equipment / Furnishing The two categories are similar, but an extra step is needed to process equipment / furnishing vouchers to immediately assign the equipment to its department. CIP vouchers can originate from a department or from Facilities Planning and Construction (TAMUS). At TAMU, they are routed through the voucher section of the Fiscal Office to the plant accounting section. Processing CIP vouchers consists of maintaining the proper attributes for the construction or equipment as if it were another fixed asset. Upon completion of the project, the asset is changed in cost and reclassified to another asset (i.e. buildings, infrastructure, facilities and other improvements, and equipment/furnishings). Create CIP: 1. Create a building record for the project 0xxxx Building 1-9xxxx Renovation / CIP for TAMUS A-Zxxxx CIP 2. Use project # to create building TAMUS Facilities assigns a number that can be used 3. Each account can have only one project 4. TBMR400 - Detail by Project # Close CIP: 1. Physical Plant tells FFX how much money to reclassify to furniture, etc. 2. Facilities has blocks of tag numbers, but these are not booked in FAMIS until the project is closed 3. Reclassify using Screen 515 - may do portions until down to zero. Use DRE (Dispose to Reclassify as Equipment) or DRB (Dispose to Reclassify as Building) ACQ - RC Reclass from Construction Construction in Progress (cont’d) TAMUS Business Office CIP Closeout Process The TAMUS Business Office has construction-in-progress (CIP) assets in its accounting system (FAMIS) that need to be reclassified to building, equipment, facilities, etc. However, the new assets will not belong to TAMUS, they will belong to a Member and thus need to be in the Member’s accounting system. A Construction Project Completion Report (C-30) closeout document, prepared by Facilities Planning and Construction (FAPC), will be submitted when this reclassification needs to occur for a specific project. The TAMUS Business Office will then ask the Member to accept a transfer of CIP assets for the project being closed out. Once the Member accepts the transfer of CIP, they need to reclassify the transferred CIP, along with their own CIP assets (local funds) when applicable, for the specific project. The reclassification will follow the C-30 guidelines. The summary steps are as follows (detailed procedures follow this numbering scheme): 1. Reconcile CIP project funds spent by your Member to the C-30 2. Accept transfer of TAMUS CIP 3. Dispose of CIP asset by C-30 reclassification category 4. Set up new asset/add to value of asset for each reclassification category An example of the following documents for semi-final close #1 for project 2-2763 can be found at the end of these procedures: • TAMUS Business Office memorandum • C-30 • FAPC database reports • TAMUS TBMR400 • TAMUS informational data report • Sample TAMUS property transfer form Step 1 FAPC prepares a C-30 when it is ready to close out all (final close) or a portion (semi-final close) of a construction project. All C-30s are sent to the TAMUS Business Office Property Manager from FAPC. Along with the C-30, FAPC sends reports generated from their database that show how much they believe each Member has spent on the project. Using these reports, and reviewing TAMUS’s FFX, the TAMUS Property Manager will ascertain if any TAMUS funds were spent for the project. If no TAMUS funds were used on the project, the original C-30 along with the FAPC database reports will be mailed to the Member who funded the project with a note. The note will state that no TAMUS funds were used for the project and therefore TAMUS will not be transferring any CIP for this project. That Member is responsible for reconciling their FFX CIP data for this project to the C-30 and reclassifying it as instructed by the C-30. In other words, skip step 2 but do steps 3 and 4 of this closeout process. Any discrepancies in the reconciliation between the C- 30 and the Member’s FFX should be addressed with FAPC at 979.845.4935. Construction in Progress (cont’d) If a C-30 has any TAMUS funds, the TAMUS Property Manager will do the following: • Reconcile the TAMUS portion of the C-30 to TAMUS’s FFX. This is accomplished by using FAPC’s database reports and FAMIS FFX report TBMR400 for the project as a starting point. If more FFX detail is necessary, TAMUS views its transactions for the project on Screen 523 for each asset listed on the TBMR400. We check each transaction on Screen 523 against the FAPC voucher report if FAPC shows the voucher was paid from a TAMUS account. • Complete a TAMUS informational data report showing the amount of CIP TAMUS is transferring and the amount the Member is responsible for reclassifying from CIP for this C-30. • Write a memorandum asking to transfer TAMUS CIP asset(s) to the Member as CIP asset(s). The following will be mailed to the Member when TAMUS funds were involved in a project: • The TAMUS Business Office memorandum, • The original C-30, • FAPC database reports, • TAMUS TBMR400, and • TAMUS informational data report. If TAMUS is not transferring to the Member the entire amount to be reclassified by the C-30, then the Member is responsible for reconciling their CIP data (that was paid for by their local funds) for this project. This must be accomplished so that the Member can reclassify the CIP asset TAMUS will transfer along with the portion of their CIP asset that will be reclassified. Once the reconciliation is complete, sign the TAMUS Business Office memorandum and return it to the TAMUS Property Manager. The TAMUS CIP asset will remain in TAMUS FFX system until the Member signs the memorandum and returns it to the TAMUS Property Manager. Step 2 Once the signed memorandum is returned, the TAMUS Property Manager prepares a property transfer form so that the Member can see exactly what TAMUS is transferring. The property transfer form will be mailed/faxed to the Member. The TAMUS Property Manager will dispose of the asset(s) as a credit, D (dispose), ## where the ## is the Member number (i.e., TAMU is 02). In a very timely manner, the Member must accept a CIP transfer from TAMUS in FAMIS FFX by setting up a new asset(s) for the transfer of CIP using Screens 501-506. (If the project is not on the Member’s books at all yet, the building project will need to be created on Screen 540 first.) If TAMUS is transferring CIP to your Member under multiple asset numbers, it is recommended that you set up a new asset for each TAMUS CIP asset. A lot of the necessary information to fill out Screens 501-506 can be found on the property transfer form TAMUS will send you after you return the signed Memorandum. The property transfer form will state the TAMUS asset number, asset description, class code, acquisition date, and asset value (cost). Construction in Progress (cont’d) The following are some hints on where to find the data to fill out Screens 540 and 501-506: Screen 540 Building: create as FAPC project # – which is the Member # followed by four unique numbers (if your Member # is 2 characters then abbreviate to 1 character as the building field is limited to 5 characters) Name: project name Condition: UC (under construction) Title Ownership: Member’s abbreviation – PF2 can be used for choices Screen 501 Asset: pick your own number or use the TAMUS number Description: found on the property transfer form Screen 502 Class Code: found on the property transfer form Acq Method: acquisition method will be 01 and acq agency 710 since the transfer is from TAMUS Acquisition Date: found on the property transfer form Condition: UC (under construction) Transfer from asset: TAMUS’s asset number – found on the property transfer form Screen 503 Source: TF Bank: enter a local bank. Voucher Number: use the reference number you used to log in the TAMUS property transfer form or another reference number that is meaningful to your Member Total Cost: asset value on the property transfer form Screen 505 Dept: the department that is responsible for the construction project – generally this is a business office clearing department Building: building project number you set up on Screen 540 Ownership/Title: Member’s abbreviation – PF2 can be used for choices Screen 506 Tag Number: asset number Next proceed to Screen 510 to open a batch and then 511 to approve the asset(s). The last step is to use Screen 541 to make the new asset(s) a component of the building project record. Construction in Progress (cont’d) Step 3 Now the Member has CIP in its accounting system that needs to be reclassified out of CIP to the categories outlined by the C-30. You will be crediting the CIP asset(s) to reduce it. The disposal code used on the CIP asset is chosen from the choices on Screen 583. Let’s go through a very simple example: A semi-final C-30 shows that a total of $350,000 needs to be closed out into two categories: Building - $325,000 Expensed - $25,000 In your FFX system you have $385,000 in CIP for this project. This is in the form of three assets – two assets for vouchers paid by your Member and one asset you just added to FFX as a transfer from TAMUS. Below are the three CIP assets for the project: Asset 1 (9860803845) Component 01 – CIP transferred from TAMUS $275,000 Asset 2 (9860822177) Component 01 – Member’s CIP $65,000 Asset 3 (9960822177) Component 01 – Member’s CIP $45,000 Starting with Asset 1, let’s reclassify all of it to building. Next, Asset 2 will be split - $50,000 reclassified to building and $15,000 will be expensed. $10,000 of Asset 3 will also need to be expensed. The rest of Asset 3 will remain as CIP since this is only a semi- final close of the project. Now let’s go through the steps in detail. Asset 1 is having all of its value reclassified to building so after you open a batch on Screen 510, go to Screen 513 to do a credit for disposal method RB (reclassified to building). This will completely dispose of the asset. Asset 2 is split between building and expense. Go to Screen 515 to do a credit, D (disposal), RB for $50,000. This reduces the asset value by $50,000. Then go to Screen 513 to do a credit, RX (reclassified to expense) for the remaining $15,000. This will completely dispose of the asset. Asset 3 will still have some CIP asset remaining so the asset should not be entirely disposed. Therefore do not use Screen 513. Instead, proceed to Screen 515 and do a credit, D (disposal), RX for $10,000. This asset will still have $35,000 in FFX as CIP. Construction in Progress (cont’d) Step 4 Now the new categories of assets need to be set up. The CIP assets have been credited down and now debits need to take place for the reclassifications (other than expense). Let’s go back to the example from Step 3. An asset of building for $325,000 needs to be put into FFX. This can take place one of two ways. First, if the building for this project already exists, the $325,000 can be added to it on Screen 515 as a debit, A (acquire), RC (reclassification from CIP). Or, if a new building must be created, set it up on Screen 540 first. Since this is an actual building (as opposed to a CIP project), use the building number and building name provided on the C-30. Then set up a new asset for the $325,000 building asset using Screens 501-506. The following are some hints on where to find the data to fill out Screens 540 and 501-506 if you are setting up a building: Screen 540 Building: number assigned to actual building on the C-30 (proceeded by a zero if applicable) Name: building name assigned on the C-30 Condition: O1 Title Ownership: Member’s abbreviation – PF2 can be used for choices Screen 501 Asset: pick an asset number for the building - recommend using the actual building number as part of the asset number Description: building name assigned on the C-30 Screen 502 Class Code: building class codes are presently between 811001 and 811010 Acq Method: acquisition method will be RC (reclassify from CIP) Acquisition Date: the move-in date of the building – FAPC calls this the “Beneficial Occupancy Date” (if you do not see this date on your C-30, contact FAPC at 979.845.4935 and they will gladly provide the date) Condition: O1 Screen 503 Source: PL Bank: enter a local bank Voucher Number: use the reference number you used to log in the TAMUS property transfer form or another reference number that is meaningful to your Member Total Cost: the C-30 tells you how much to reclassify to building – in this example $325,000 Construction in Progress (cont’d) Screen 505 Dept: the department that is responsible for buildings at your Member – typically your business office department Building: actual building number you set up on Screen 540 Ownership/Title: Member’s abbreviation – PF2 can be used for choices Screen 506 Tag Number: four spaces then the actual building number (so you can easily pull up on search Screen 533 in the future) Next proceed to Screen 510 to open a batch and then 511 to approve the asset(s). Last use Screen 541 to make the new asset(s) a component of the building record. Once step 4 is completed for a project, the amount of CIP asset listed on the C-30 has been reclassified. Now overall, there are fewer assets booked as CIP in FAMIS and more assets booked as a different category of asset (in this example: building). Theory The theory behind this exercise is that when vouchers for a CIP project are paid, you set them up as an asset affecting your CIP General Ledger (GL) – FRS Screen 18. When a C-30 is submitted, you are being asked to reclassify the asset from CIP to building, equipment, leasehold improvement, infrastructure, facilities and other improvements, expense, etc. Each of these categories (except expense) has its own GL. The asset will come out of the CIP GL and be added to the appropriate GL. Therefore, the asset will be categorized differently on your annual financial report (AFR) when the C-30 is complete. Prompt Pay Interest Prompt pay interest is coded on vouchers with an expense object code of 6230. This is NOT an object code that is added to FFX. However, FAPC includes the interest expense in their database reports and will account for it on the C-30. Therefore, FFX will be off from the C-30 and the FAPC database reports by the amount of the interest expense. For final closes, the C-30 will break out the interest as a separate line item. There is nothing further that must be done in FFX to account for these dollars, since the prompt pay interest is expensed as it is paid and never added to FFX. For semi-final closes, FAPC does not break out the interest separately. It will be a reconciling item if interest occurred on the project. C-30 Final Close Note When FAPC prepares a final C-30 it is cumulative, regardless of whether any semi-finals have already been completed for the project. It is very important to keep in mind that when a project has had semi-final C-30s, you may have already reclassified some of the dollars in a reclassification category. Therefore, good records from semi-finals will assist you with a final close. The TAMUS Information Data report C-30 accumulation section will also aid you with this. Please contact the TAMUS Business Office Property Manager at (979) 458-6100 with any questions regarding any steps/issues in this CIP process. CIP Vouchers-Not Equipment or Furnishings Case 1: First Payment of the Fiscal Year for the Buying Account The project is created in FAMIS as a building. The building code for CIP begins with A - Z. Journal Entry is made in FRS. Use subcode 8710, not 6330. Preparation . Create the project as a building. Building Create/Modify -- Use Screen 540 • Type in the project number and press • If no information exists, you must create the building record All real buildings begin with zero (0), CIPs begin A-Z, and renovations begin with 1-9. This is done in order to associate assets to a project. Reports such as TBMR400 and FBMR293 can then be used to make sure that all expenditures have been accounted for. . Set up the Pending Asset Purchasing/Vendor Data -- Use Screen 501 • Asset Number - FY60BUYING – Suggested naming convention is last 2 digits of Fiscal Year (FY), 60 (60), and the SL which paid for the CIP (BUYING) • Add information from the copy of the voucher • Use the project name for the description Property Control Data -- Use Screen 502 • Class Code = 871001 through 871099 • Condition = UC (Under Construction) • Acquisition Method = PO (Purchase Order) • Acquisition Date = Voucher Date • In Service Date = Same as acquisition date Fund Sequence Add/Update -- Use Screen 503 • Source is PL • Enter a local bank number • Add information from the copy of the voucher • The voucher number should be journal entry reference #2 CIP Vouchers — Not Equipment or Furnishings (cont’d) Owner/Location Data -- Use Screen 505 • Department Code = FISC • Sub-department = BLANK • Group Code = CIP • Building Number = Project Number • Restriction = I Property Inventory Data -- Use Screen 506 • How Tagged = NT (No Tag) • Tag Number = Asset Number Body For vouchers that are not equipment/furnishing use the following instructions. . Approve the asset (to become a building component, i.e. part of the building project) FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PAV Amount = amount of each voucher Description = Purchase Vouchers • Type in Transaction Audit Data: Expected Totals = total number of transactions (1 per voucher) = total dollar amount of all transactions Approval -- Use Screen 511 • Approve the asset • Type the new asset number using: FY60BUYING • CR ACQ Account Control = 4400 (Purchase of Plant Assets) Accounting Data -- Use Screen 541 • Make the asset a building component by typing ‘Y’ in the building component field. • Verify that the building information listed is information for the project involved Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) CIP Vouchers — Not Equipment or Furnishings (cont’d) Case 2: Not the First Payment of the Fiscal Year for the Buying Account (i.e. add to the value) In this case the project already exists as a building and you will increase the value by the amount of the purchase. Preparation . Locate the pending asset Use Screen 503 – Fund Sequence Add/Update • Verify the buying account and the amount of the purchase Session Header For vouchers that are NOT equipment/furnishing use the following instructions. FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PAV Amount = amount of each voucher Description = Purchase Vouchers • Type in Transaction Audit Data: Expected Totals = total number of transactions (1 per voucher) = total dollar amount of all transactions Body – Modifying the Cost Change in Cost -- Use Screen 515 Increase the cost of the project/building. At this point, you lose the identity of the specific purchase. • Use the asset number for the buying account for the current fiscal year = FY60BUYING Amount = Amount of Voucher Debit/Credit = Debit Acq/Disp Method = APO Description = Departmental Voucher Number Reference Number = Journal Reference #2 Copy/Merge/Delete -- Use Screen 509 • Delete the pending asset CIP Vouchers – Not Equipment or Furnishings (cont’d) Close the Session Use Screen 510 -- FX Batch Initialize • Session Status = C (for close) CIP Vouchers - Equipment or Furnishings Step 1: Treat As Normal Equipment Voucher with Exceptions Noted Below Preparation . Fill out a property journal entry form for each pending voucher. Purchasing/Vendor Data -- Use Screen 501 • If equipment, then Description = Equipment Asset Number Property Control Data -- Use Screen 502 • Use a construction in progress class code appropriate for buying account of 871001 (equipment) or 871002 (furnishings). • Condition = UC (Under Construction) • ACQ Date and In Service Date Fund Sequence Add/Update -- Use Screen 503 • Source is PL • Enter a local bank number. • Enter voucher number. Owner/Location Data -- Use Screen 505 • Department Code = FISC • Sub-department = blank • Group Code = CIP • Building Number = project number • Room Number = buying account Property Inventory Data -- Use Screen 506 • How Tagged = NT (No Tag) • Tag Number = Asset Number Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PAV Amount = amount of each INV/EXP item Description = Purchase Vouchers • Type in Transaction Audit Data Expected Totals = total number of transactions (1 per voucher) = total dollar amount of all transaction CIP Vouchers – Equipment or Furnishings (cont’d) Body – Approving the Asset Approval -- Use Screen 511 • CR ACQ Account Control = 4400 (Purchase of Plant Assets) • Asset number will be FY-6-(n) voucher number (minus 1 digit) n = E (equipment) = X (expense) = B (building) = I (improvement) = H (leasehold improvement) = L (land) Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Step 2: Close the Project Dispose of the asset in order to reclassify it from CONSTRUCTION IN PROGRESS to the appropriate classification (i.e. equipment). Preparation . For TAMU, Facilities prepares a Form C30 that is used to close out the project. This form indicates the dollar amounts to reclassify to non-CIP. Each agency must identify the specific pieces of equipment and furnishings to tag for inventory. The project is closed out by reducing the cost, i.e. change in cost. Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PJE Amount = amount of each INV/EXP item Description = CIP Closing • Type in Transaction Audit Data: Expected Totals = total number of transactions (1 per voucher) = total dollar amount of all transactions CIP Vouchers – Equipment and Furnishings (cont’d) Body – Modifying the Cost Change in Cost -- Use Screen 513 – Disposal or Screen 515 – • Disposal Method RC (Reclassify to Controlled Expenditure) = 5445 RE (Reclassify to Equipment) = 5440 RX (Reclassify to Expense) = 5445 RB (Reclassify to Buildings) = 5425 RH (Reclassify to Leasehold Improvement) = 5435 RI (Reclassify to Improvements) = 5430 RL (Reclassify to Land) = 5420 • Transaction Description = To equipment (or expense/buildings/etc.) • Transaction Reference = Property Journal Number Do not proceed if item was an expense. Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Step 3: CREATE THE EQUIPMENT ASSET ON THE DEPARTMENT'S RECORDS AS RECLASSIFIED FROM CONSTRUCTION IN PROGRESS. Preparation Copy/Merge/Delete -- Use Screen 509 • Copy the deleted asset to a pending equipment asset • The asset number will be the tag number . Access the new pending asset record: Purchasing/Vendor Data -- Use Screen 501 • Change the new asset description • Add any other applicable information CIP Vouchers – Equipment and Furnishings (cont’d) Property Control Data -- Use Screen 502 • Change the class code • Set the Acquisition Method = RC (reclassified from CIP) Location Data -- Use Screen 505 • Enter the Department Code, Sub-department, Building Number, and Room Number Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PAV Amount = amount of each INV item Description = from CIP closing • Type in Transaction Audit Data Expected Totals = total number of transactions (1 per voucher) = total dollar amount of all transactions Body – Approving the Asset Approval -- Use Screen 511 • Approve asset with ‘P’ for new asset number (i.e. the tag number) CR ACQ Account Control S/B 4410 (Reclass from CIP) Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Physical Plant Bills Case 1: Buying Account Is a Plant Fund Preparation . There are no preparation steps identified for this item. Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PAI Amount = amount of physical plant bill Description = Physical Plant Bills • Type in Transaction Audit Data: Expected Totals = total number of transactions (1 per item) = total dollar amount of all transactions Body . Treat the asset as if it were a CIP voucher. There will be no pending asset number. Instead you should use the following format: xWorkOrderNumber (where x is the last digit of the fiscal year) for your asset number. Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Physical Plant Bills (cont’d) Case 2: CIP Expenses Incurred with Non-Plant Buying Account Preparation . If this is the first charge against the work order, you should: • create a new asset asset number = FY6Mxxxxxx work order = xxxxxx class code = 871004 Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PAI Amount = amount of each capital work order Description = Physical Plant Bills • Type in Transaction Audit Data Expected Totals = total number of transactions (1 per item) = total dollar amount of all transactions Body Change in Cost -- Use Screen 515 • D/C = D (debit, unless bill is a credit) • ACQ/DISP method = APO • Description = PP Bill • Reference = BO (bill number) Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Real Property Vouchers Real property includes land, buildings, improvements other than buildings, and leasehold improvements. Case 1: Procedures for an Existing Asset Preparation . Locate the pending asset. . Delete the pending asset on Screen 509. Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PAV Description = Real Property Body Change in Cost -- Use Screen 515 • Increase the value of the existing asset • D/C = D (debit) • ACQ/DISP method = APO • Description = Appropriate for the transaction • Reference = voucher number • CR ACQ account control should be 4400 (Purchase of Plant Assets) Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Real Property Vouchers (cont’d) Case 2: Procedures for a New Asset Preparation . Locate the pending asset Make changes and additions using Screen 501 through 508 . If the asset is LAND, put the acreage in the description . If the asset is a BUILDING, a building record must be created on Screen 540. Use Screen 541 to make the asset a component of the building record. Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PAV Description = Real Property Body Approval -- Use Screen 511 • Type the new asset number and approve the asset • CR ACQ account control should be 4400 (Purchase of Plant Assets) Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Lease Purchase Vouchers Capital Lease Purchase Vouchers The Capital Lease Purchase procedures are being changed. The method used in prior years resulted in the liability being recorded in the Investment in Plant (IIP) fund group instead of the NACUBO fund group that the lease will be paid from. The liability needs to be recorded in the fund group where the payments will be issued from per GAAP. Also the AFR module is being modified to calculate the ending net assets differently. The capital lease liability balances will be removed from the Unrestricted Net Assets calculation and will be placed in the Invested in Capital Assets, Net of Deb calculation. For Fixed Asset users, this means the asset will be recorded in FAMIS/FFX, but the liability will be recorded in FAMIS/FRS. As a result of the revised procedures, GL 089725 Lease Purchases will not be used, nor will SPA class codes 835001 Lease Purchase-Furnishings & Equipment, 835101 Lease Purchase-Farm Equipment, and 837001 Lease Purchase-M/V Passenger Cars. If there are balances in GL 089725, class the transactions to the appropriate NACUBO fund group(s) for any leases. As of fiscal year 2010 the GL will be frozen as well as the SPA class codes. Case 1: Vehicle Lease Purchase Example Preparation 1. Calculate the net present value of the asset(s) being lease purchased. Develop a schedule for future payments as required for the AFR Notes. 2. Set up the asset(s) in FFX. The asset(s) will be established with the correct class code. If the lease includes more than one identifiable asset, a separate asset should be established for each one. . Open a batch on Screen 510. FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PJE Description = Lease Purchase Set Up . Create pending asset(s) using Screens 501-506. • The asset #s will be FY-_______ Lease Purchase Vouchers (cont’d) Purchasing/Vendor Data -- Use Screen 501 • Description (Line 1) = Description of Asset Property Control Data -- Use Screen 502 • Class = Class as though item were purchased with cash. For example, 841002 - Passenger cars • Acq Method = PO (credit points to account control 4400 – Purchase of Plant Assets) Fund Sequence Add/Update -- Use Screen 503 • Source = Source of funds • Bank = Bank number • Total Cost = Principal amount to be paid (present value of each asset) . Approve the pending asset(s) using Screen 511. Approval -- Use Screen 511 • Enter the asset(s) FY-________ • CR Acq account control should be 4400 (Purchase of Plant Assets) . Close the Batch Session using Screen 510 FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Using class code 841002, this Step will create the following entries in FFX and the asset G/L: DR 089735-1735 CR 089735-4400 This gets the net present value of the asset(s) in FFX and records it in the FAMIS G/L. This asset will not need to be adjusted to reflect the lease purchase payments. Lease Purchase Vouchers (cont’d) Master Lease Procedures The Master Equipment Lease Program (MELP) no longer exists. It has been replaced by the RFS Commercial paper program (10/2000). The Master Equipment Lease Program (MELP) required state agencies to report Master Lease items according to specific guidelines. The guidelines state that the equipment is not supposed to be listed on an agency's property system because it is technically owned by TPFA. The Texas A&M University System has been given an exemption from this reporting requirement. In respect to the Fixed Assets System (FFX), all A&M System members should account for MELP items as if they are Lease Purchases. Vouchers should be coded with object codes 6118 (interest payments) and 8365 (principal payments). Just as with Lease Purchases, only the principal payment is captured in FFX. The class code used for the "liability" asset should be 8365xx. See Screen 581 for available class codes. Detailed information on accounting for Lease Purchase items may be found in the FFX User's Manual under the section "Procedures Followed by Texas A&M University." At the end of each fiscal year, each agency should work with the A&M System Comptroller's Office in creating a report of all MELP items to be presented to the state as a part of the Annual Financial Report. Transfer a New Asset to a TAMUS Member Preparation . Create the Pending Asset Purchasing/Vendor Data -- Use Screen 501 • Type in the asset description • Type the manufacturer name, model number, and serial number Property Control Data -- Use Screen 502 • Complete the required fields just like a normal purchase voucher item except that the Acquisition Method = Transfer From Part Fund Sequence Add/Update -- Use Screen 503 • Type the source = TF • Type the bank number • Type the total cost of the asset • Purchase Order Number = Releasing Agency (ex. AL-RSCH) • Voucher Number = Reference Number • Complete other required fields Owner/Location Data -- Use Screen 505 • Complete fields just like a normal purchase voucher item Property Inventory Data -- Use Screen 506 • Complete the required fields just like a normal purchase voucher item Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PAT Description = Transfer Into Body . Approve the pending asset. Approval -- Use Screen 511 • Enter the lease purchase asset and approve • Approve the asset • CR ACQ account control should be 47__ (Transfer From Part xx) Transfer a New Asset to a TAMUS Member (cont’d) . Add to the new existing asset. Change in Cost -- Use Screen 515 • Amount = Amount being transferred. • D/C = D (debit) • ACQ/DISP Method = A xx (where xx = the part number) • Description = From ____ (ex. AL-RSCH) • Reference = reference number • Transfer from Agency = From ____ (ex. AL-RSCH) • CR ACQ account control should be 47__ (Transfer From Part xx) Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Transfer Asset within Same TAMUS Member Preparation . There are no preparations identified for this task. Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PCT Description = Transfer Within Body Transfer -- Use Screen 519 • Verify the original Department/Sub-department and amount • Type in the new Department and Sub-departments at the top and press • The default information will be displayed on the screen • Type in the appropriate changes Transaction Description = Transfer Within Transaction Reference = reference number Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Transfer an Asset out of a TAMUS Member Preparation . Verify the releasing department information. Department Inventory -- Use Screen 535 • Verify the department and the cost. • Hit the “Print Screen” key to print a copy of this screen to send to the receiving agency with your transfer form. . When the transfer packet is received from the receiving agency, open your session header (next step). Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PDT Description = Transfer Out Of Body Disposal -- Use Screen 513 • Disposal Date = Date entered • Disposal Method = part xx (where xx = part number) • Description = Transfer to part xx • Reference = reference number • Disposal account control should be 57__ (Transfer To Part) Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Transfer Asset between TAMUS Members Step 1: Procedures for Releasing Department Handling of the Asset Preparation Maintain Current Session Campus and/or Fiscal Year -- Use Screen 882 • Change the campus code to that of the releasing department Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PDT Description = Transfer Between Body Disposal -- Use Screen 513 – Disposal • Disposal Date = Date entered • Disposal Method = part xx (where xx = part number) • Description = Transfer to part xx • Reference = reference number • Disposal account control should be 57__ (Transfer To Part) Copy/Merge/Delete -- Use Screen 509 • Copy asset to receiving department’s campus Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Transfer of an Asset between TAMUS Members (cont’d) Step 2: Procedures for the Receiving Campus/Department’s Handling of the Asset Preparation Maintain Current Session Campus and/or Fiscal Year -- Use Screen 882 • Change the campus code to that of the receiving department. . Update the pending asset: Property Control Data -- Use Screen 502 • ACQ Method = xx (where xx = the part # of the releasing agency) • Class Code = re-enter the original class code in order to bring up the default GL account for the new campus Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PDT Description = Transfer Between Body Approval -- Use Screen 511 • Verify the GL Accounts • Type “P” for the new asset number • Approve the asset • CR ACQ account control is 47__ (Transfer From Part) Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Gifts and Other Additions Preparation Purchasing/Vendor Data -- Use Screen 501 • Type in the asset description • Type the manufacturer name, model number, and serial number Property Control Data -- Use Screen 502 • Complete the fields like a normal purchase voucher item, except: Acquisition Method = GF (for gifts) HT (for Held in Trust) AJ (for other additions) Fund Sequence Add/Update -- Use Screen 503 • Source is GF (for gifts) • Type in the total cost • Purchase order = Gift (for gifts) Other (for other additions) • Voucher Number = reference number • Account = name of donor Owner/Location Data -- Use Screen 505 • Complete the fields like a normal purchase voucher item Accounting Data -- Use Screen 506 • Complete the fields similar to a normal purchase voucher item Asset Notes -- Use Screen 508 • If the asset is a GIFT, CAT = ADD You should type the name and address of the donor. • If the asset is an OTHER ADDITION, CAT = MSC You should type the appropriate description of circumstance. Gifts and Other Additions (cont’d) Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PAG (for gifts) PAO (for other additions) Description = Gifts (for gifts) Held in Trust (for items held in trust) Other Addition (for other additions) Body Approval -- Use Screen 511 • Type “P” for the new asset number • Approve the asset • CR ACQ account control is 4405 (Gifts of Plant Assets) or 4495 (Other Plant Additions) OR Change in Cost -- Use Screen 515 • Amount = amount being gifted • D/C = D (debit) • ACQ/DISP Method = AGF (for gift) AAJ (for other additions) • Description = appropriate explanation • Reference = reference number • CR ACQ account control is 4405 (Gifts of Plant Assets) or 4495 (Other Plant Additions) Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Library Books Preparation . Use the FBMR095 report or the TBAR067 report in order to find the total of subcode 8510 (library books). TAMUC reduces the change in cost by the total collection of fines for ‘lost books’. Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference Description = Library Books Body Change in Cost -- Use Screen 515 • Locate the library book asset • Increase the value to the amount on FBMR095 or TBAR067 • D/C = D (debit) • ACQ/DISP Method = APO • SPA Effective Date = Effective Date of the transaction • Transaction Description = Library Book Purchase • Transaction Reference = property Correction Number Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Voucher Corrections Preparation . There are no preparation procedures. Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PCN Description = Voucher Corrections Change to Voucher: • Make appropriate change to the approved asset, buying account, and Source of Funds. Void a Voucher: • Hold until new voucher is sent. • Make appropriate changes to original approved asset, Buying Account and Source of Funds. If New Voucher is Created in A/P: • Screen 515 -- Change in Cost • With new voucher: Take amount our of old voucher Input amount from new voucher If No New Voucher: • Screen 515 - Deduct amount of corrected voucher. • Screen 513 - Dispose of asset. Class Code Corrections Screens 515 and 516 If you change a class code from one GL to another GL (i.e., equipment to vehicle; building to infrastructure; etc.), this will affect your beginning balance in SPA if you do this AFTER the fiscal year when it was acquired. Data entry in FFX should be done as a SPA batch. Manually complete Steps 1 - 4 listed in the FFX User’s Manual Part 1 (Screen 515). Case 1 The class code is within the same general ledger and account control, and is a capital to capital or controlled to controlled change Preparation . There are no preparation steps identified for this procedure. Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PCC Description = Class Code C/N Body Change in Estimate/Method/Account -- Use Screen 516 • Change the class code Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Class Code Corrections (cont’d) Case 2 Class code changes from one general ledger to another general ledger with no depreciation EXAMPLE: Item was reclassified to equipment from construction in progress, but the class code was not changed to an equipment class code. Preparation . There are no preparation steps identified for this procedure. Session Header FX Batch Initialize -- Use Screen 510 -- FX Batch Initialize • Type in Session Data: Session Reference = PCC Description = Class Code C/N Amount = 0 Body Change in Cost (reduce cost to zero) -- Use Screen 515 • Credit amount of asset using the original ACQ/DISP method • Amount = amount of asset • Debit/Credit = Credit • ACQ/DISP Method = A__ • SPA Effective Date = Effective Date of the transaction • Description = C/N GL & Class Code • Reference Number = Property C/N number Change in Estimate/Method/Account -- Use Screen 516 • Class = Correct class code • Asset Account = Correct the general ledger and account control to correspond to new class code Class Code Corrections (cont’d) Change in Cost (re-establish original cost) -- Use Screen 515 • Debit amount of asset using the original ACQ/DISP method • Amount = amount of asset • Debit/Credit = Debit • ACQ/DISP Method = A__ • SPA Effective Date = Effective Date of the transaction • Description = C/N GL & Class Code • Reference Number = Property C/N number Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Case 3 Class code changes from one general ledger to another general ledger with depreciation EXAMPLE: Item was reclassified to equipment from construction in progress, but the class code was not changed to an equipment class code. Preparation . There are no preparation steps identified for this procedure. Session Header FX Batch Initialize -- Use Screen 510 -- FX Batch Initialize • Type in Session Data: Session Reference = PCC Description = Class Code C/N Amount = 0 Class Code Corrections (cont’d) Body Depreciation Maintenance (reduce depreciation to zero) -- Use Screen 512 • Credit amount of depreciation using the original depreciation account control • Accumulated Depr = amount of depreciation • Reversal = Y • Depr Expense = 5650 • SPA Effective Date = Effective Date of the transaction • Description = C/N GL & Class Code • Reference Number = Property C/N number Change in Cost (reduce cost to zero) -- Use Screen 515 • Credit amount of asset using the original ACQ/DISP method • Amount = amount of asset • Debit/Credit = Credit • ACQ/DISP Method = A__ • SPA Effective Date = Effective Date of the transaction • Description = C/N GL & Class Code • Reference Number = Property C/N number Change in Estimate/Method/Account -- Use Screen 516 • Class = Correct class code • Asset Account = Correct the general ledger and account control to correspond to new class code Change in Cost (re-establish original cost) -- Use Screen 515 • Debit amount of asset using the original ACQ/DISP method • Amount = amount of asset • Debit/Credit = Debit • ACQ/DISP Method = A__ • SPA Effective Date = Effective Date of the transaction • Description = C/N GL & Class Code • Reference Number = Property C/N number Class Code Corrections (cont’d) Depreciation Maintenance (re-establish original depreciation) Use Screen 512 • Debit amount of depreciation using the original depreciation account control. • Accumulated Depreciation = amount of depreciation • Reversal = N • Depr Expense = 5650 • SPA Effective Date = Effective Date of the transaction • Description = C/N GL & Class Code • Reference Number = Property C/N number Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Acquisition Method Corrections Screens 515 and 516: If you change a class code from one GL to another GL (i.e., equipment to vehicle; building to infrastructure; etc.), this will affect your beginning balance in SPA if you do this AFTER the fiscal year when it was acquired. Data entry in FFX should be done as a SPA batch. Manually complete Steps 1 - 4 listed in the FFX User’s Manual Part 1 (Screen 515). Case 1 The acquisition method is within the same account control and remains a capital asset or a controlled asset Preparation . There are no preparation steps identified for this procedure. Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PCN Description = Acquisition Method C/N Body Change in Estimate/Method/Account -- Use Screen 516 • Change the acquisition method Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Acquisition Method Corrections (cont’d) Case 2 Acquisition method changes from one general ledger account control to another general ledger account control without depreciation EXAMPLE: Item was acquired as a CIP, but the acquisition method chosen was a “purchased” acquisition method. Preparation . There are no preparation steps identified for this procedure. Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PCN Description = Acquisition Method C/N Amount = 0 Body Change in Cost (reduce cost to zero) -- Use Screen 515 • Credit amount of asset using the original incorrect ACQ/DISP method • Amount = amount of asset • Debit/Credit = Credit • ACQ/DISP Method = A__ • Bank Nbr = Original Bank Number • Description = C/N Acquisition Method • Reference Number = Property C/N Number Change in Estimate/Method/Account -- Use Screen 516 • Acquisition Method = Correct Acquisition Method • Description = C/N Acquisition Method • Reference Number = Property C/N Number Acquisition Correction Methods (cont’d) Change in Cost (re-establish original cost) • Debit amount of asset using the correct ACQ/DISP method • Amount = amount of asset • Debit/Credit = Debit • ACQ/DISP Method = A__ • Description = C/N Acquisition Method • Reference Number = Property C/N number Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Case 3 Acquisition method changes from one general ledger account control to another general ledger account control with depreciation EXAMPLE: Item was acquired as a CIP, but the acquisition method chosen was a “purchased” acquisition method. Preparation . There are no preparation steps identified for this procedure. Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PCN Description = Acquisition Method C/N Amount = 0 Body Depreciation Maintenance (reduce depreciation to zero) -- Use Screen 512 • Amount = amount of depreciation • Reversal = Y • Depr Expense = 5650 • SPA Effective Date = Effective Date • Description = C/N Acquisition Method • Reference Number = Property C/N Number Acquisition Correction Methods (cont’d) Change in Cost (reduce cost to zero) -- Use Screen 515 • Credit amount of asset using the original incorrect ACQ/DISP method. • Amount = amount of asset • Debit/Credit = Credit • ACQ/DISP Method = A • Bank Nbr = Original Bank Number • Description = C/N Acquisition Method • Reference Number = Property C/N Number Change in Estimate/Method/Account -- Use Screen 516 • Acquisition Method = Correct Acquisition Method • Description = C/N Acquisition Method • Reference Number = Property C/N Number Change in Cost (re-establish original cost) -- Use Screen 515 • Debit amount of asset using the correct ACQ/DISP method • Amount = amount of asset • Debit/Credit = Debit • ACQ/DISP Method = A__ • Description = C/N Acquisition Method • Reference Number = Property C/N number Depreciation Maintenance (re-establish original depreciation) Use Screen 512 • Amount = amount of depreciation • Reversal = N • Depr Expense = 5650 • SPA Effective Date = Effective Date • Description = C/N Acquisition Method • Reference Number = Property C/N Number Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Drops Drops are performed for stolen or lost property. Preparation . There are no preparation steps identified for this procedure. Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PDD Description = Drops Body Disposal -- Use Screen 513 • Verify the department and the cost information • Disposal Date • Transaction Description = explanation on form • Transaction Reference = reference number • Disposal account control is 54xx (where xx depends upon the method used; example 5400 is Sale of Plant Assets) Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Sales Preparation . There are no preparation steps identified for this procedure. Periodically, it is necessary to request a sales report and create an FRS journal entry to move amount into gain or loss. Session Header FX Batch Initialize -- Use Screen 510 • Type in Session Data: Session Reference = PDS Description = Sales Body Disposal -- Use Screen 513 • Verify the department and the cost information • Disposal Method = see “? Help” for a full list of Sale options • Disposal Date = Sale Date • Sale Amount = Amount received • Disposal Cost = Expense portion on auction (nothing if not auction) • Transaction Description = Bid sale or auction • Transaction Reference = reference number • Disposal account control is 5400 (Sale of Plant Assets) Close the Session FX Batch Initialize -- Use Screen 510 • Session Status = C (for close) Trade-Ins Preparation Prior to doing data entry, fill out and print the trade-in worksheet located at: http://www.tamus.edu/offices/budget-acct/acct/assets/tradein/ Periodically, it is necessary to request a sales report and create an FRS journal entry to move amount into gain or loss. Section XII FAMIS Master Tables FAMIS Master Table There are five primary tables in FFX that determine the majority of the accounting actions performed as a result of FFX activity. All of these tables but one are controlled by the System Office of Budgets & Accounting (SOBA). Class Table This table resides on both the Master and Member campus tables. The Member table is a subset of those classes residing on the Master campus table. See Screens 581/591 for further information. Capitalization Rule Table This table is controlled entirely by the Member campus. See Screens 582/592 for further information. Acquisition / Disposal Method Table This table is maintained and stored only on the Master Campus. It is viewable from each Member campus, however. See Screens 583/593 for further information. Inflation Code Table This table is maintained and stored only on the Master Campus. It is viewable from each Member campus, however. See Screens 584/594 for further information. Depreciation Rules Table This table is maintained and stored only on the Master Campus. It is viewable from each Member campus, however. See Screens 585/595 for further information. The values of each master table (as of 10/01) are included for your reference. Class Table The following table represents the valid class table values that can be used when acquiring or changing the cost of an asset. If you need additional codes or have questions concerning the correct use of a code, contact FAMIS Help at (979) 458-6464 or email Hfamishelp@tamu.eduH. See Screens 581/591 for further information. Legend: 1. If Class has an asterisk (*) next to it, the class code is frozen. All assets must be removed from these classes. 2. If SPA Class is “N”, tracking of the class code is not required by SPA. Each System Member can determine independently if it wants to track assets under this class. However, keep in mind, if you track one of these items you need to track all of these items. For example, if you choose to track palm pilots you should track all palm pilots. Class (* = Frozen) Description SPA Req SPA Class Use Life Cap Depr Hist Ind GL Acct Acct Cntl SPA AFR Cat Salv Pct * 571001 NON-INV EQUIP - OFFICE FURNISHINGS N 200 0 N Y N 089730 1730 4 0 * 571099 NON-INV EQUIP - AT CONVERSION N 0 N Y N 089730 1730 4 0 * 571101 NON-INV EQUIP - MEDICAL & LABORATORY N 181 0 N Y N 089730 1730 4 0 * 571201 NON-INV EQUIP - INSTITUTIONAL FURNISHING N 200 0 N Y N 089730 1730 4 0 * 571301 NON-INV EQUIP - SHOP & INDUSTRIAL N 170 0 N Y N 089730 1730 4 0 * 571401 NON-INV EQUIP - MARINE N 725 0 N Y N 089735 1735 5 0 * 571501 NON-INV EQUIP - UNIFORMS & CLOTHING N 0 N Y N 089730 1730 4 0 * 572001 NON-INV EQUIP - COMPUTER N 213 0 N Y N 089730 1730 4 0 * 572501 NON-INV EQUIP - COMP SOFTWARE/UNDER $500 N 662 0 N Y N 089730 1730 4 0 * 573001 NON-INV EQUIP - EDUC BOOKS, FILM & REF N 150 0 N Y N 089730 1730 4 0 * 573501 NON-INV EQUIP - ANIMALS N 925 0 N Y N 089730 1730 4 0 * 574001 NON-INV EQUIP - TELECOMMUNICATIONS N 675 0 N Y N 089730 1730 4 0 * 575001 NON-INV EQUIP-OFFICE FURNISHINGS - DESKS N 101 0 N Y N 089730 1730 4 0 * 575002 NON-INV EQUIP-OFFICE FURNISHINGS- TABLES N 102 0 N Y N 089730 1730 4 0 * 575003 NON-INV EQUIP-OFFICE FURNISHINGS - CHAIRS N 103 0 N Y N 089730 1730 4 0 * 575004 NON-INV EQUIP-OFFICE FURNISHINGS- CASES & N 105 0 N Y N 089730 1730 4 0 * 575005 NON-INV EQUIP-OFFICE FURN- TYPEWRITERS & N 109 0 N Y N 089730 1730 4 0 * 575006 NON-INV EQUIP-OFFICE FURN-OFFICE MACHINE N 179 0 N Y N 089730 1730 4 0 * 575201 NON-INV EQUIP-INSTITUTIONAL FURN- KITCHEN N 195 0 N Y N 089730 1730 4 0 * 575301 NON-INV EQUIP-SHOP & INDST EQUIP- TOOLS N 170 0 N Y N 089730 1730 4 0 * 575302 NON-INV EQUIP-SHOP & INDST EQUIP- MISC N 180 0 N Y N 089730 1730 4 0 * 575303 NON-INV EQUIP-SHOP & INDST- PRINTING N 190 0 N Y N 089730 1730 4 0 Class (* = Frozen) Description SPA Req SPA Class Use Life Cap Depr Hist Ind GL Acct Acct Cntl SPA AFR Cat Salv Pct * 576001 NON-INV EQUIP-COMPUTER EQUIP-DISK DRIVES N 205 0 N Y N 089730 1730 4 0 * 576002 NON-INV EQUIP-COMPUTER EQUIP-TAPE DRIVES N 206 0 N Y N 089730 1730 4 0 * 576003 NON-INV EQUIP-COMPUTER EQUIP- PRINTERS N 208 0 N Y N 089730 1730 4 0 * 576004 NON-INV EQUIP-COMPUTER EQUIP- TERMINALS N 209 0 N Y N 089730 1730 4 0 * 576005 NON-INV EQUIP-COMPUTER EQUIP- OTHER COMP N 213 0 N Y N 089730 1730 4 0 * 576006 NON-INV EQUIP-COMPUTER EQUIP- OTHER COMM N 258 0 N Y N 089730 1730 4 0 * 576101 NON-INV EQUIP-COMPUTER SOFTWARE- UTILITY N 660 0 N Y N 089730 1730 4 0 * 576102 NON-INV EQUIP-COMPUTER SOFTWARE- OTHER N 662 0 N Y N 089730 1730 4 0 577501 HANDGUNS $0-4999.99 Y 106 120 N Y N 089730 1730 4 0 577502 RIFLES $0-4999.99 Y 107 120 N Y N 089730 1730 4 0 577701 FAX MACHINES $500-4999.99 N 121 84 N Y N 089730 1730 4 0 * 577801 CELLULAR/PORTABLE $500-4999.99 N 700 36 N Y N 089730 1730 4 0 578001 STEREO SYSTEMS $500-4999.99 Y 129 84 N Y N 089730 1730 4 0 578101 CAMERAS/VIDEO CAMERAS $500- 4999.99 Y 130 84 N Y N 089730 1730 4 0 * 578102 EQUIPMENT - CAMCORDERS - NON- CAPITAL N 0 N Y N 089730 1730 4 0 578201 TV/VCR/DVD/CAMCORDER $500-4999.99 Y 131 84 N Y N 089730 1730 4 0 * 578202 EQUIPMENT - VCR'S - NON-CAPITAL N 0 N Y N 089730 1730 4 0 * 578203 EQUIPMENT - C/D PLAYER - NON- CAPITAL N 0 N Y N 089730 1730 4 0 578301 PROJECTORS - OVERHEAD/SLIDE $500- 4999.99 N 132 84 N Y N 089730 1730 4 0 * 578302 UNASSIGNABLE N 48 N Y N 089730 1730 0 0 578501 CASH REGISTERS $0-4999.99 N 179 84 N Y N 089730 1730 4 0 578701 MICROCOMPUTER-DESK NOT APPLE$500-4999.99 Y 204 48 N Y N 089730 1730 4 0 * 578702 COMPUTER - SCANNER - NON-CAPITAL N 0 N Y N 089730 1730 4 0 578703 MICROCOMPUTER-DESK APPLE $500- 4999.99 Y 214 48 N Y N 089730 1730 4 0 578704 CPU-HAND/PORT/LAP-NOT APPLE $500- 4999.99 Y 284 48 N Y N 089730 1730 4 0 578705 CPU-HAND/PORT/LAPTOP APPLE $500- 4999.99 Y 294 48 N Y N 089730 1730 4 0 578706 SERVERS/MINICOMPUTERS $500- 4999.99 N 203 72 N Y N 089730 1730 4 0 578707 PALMS/PDAS/OTH HANDHELD $500- 4999.99 N 219 72 N Y N 089730 1730 4 0 578708 DATA PROJECTORS Y 218 72 N Y N 089730 1730 4 0 * 578709 UNASSIGNABLE N 48 N Y N 089730 1730 0 0 * 578710 UNASSIGNABLE N 48 N Y N 089730 1730 0 0 * 578711 UNASSIGNABLE N 48 N Y N 089730 1730 0 0 578801 PRINTER-NOT PORTABLE $500-4999.99 Y 208 84 N Y N 089730 1730 4 0 578802 PRINTER-PORTABLE $500-4999.99 N 288 84 N Y N 089730 1730 4 0 579001 QATAR CTRL OFFICE FURN & EQUIP N 110 120 N Y N 089730 1730 4 0 579002 QATAR CTRL MEDICAL & LAB EQUIP N 546 84 N Y N 089730 1730 4 0 579003 QATAR CTRL COMPUTER HDWR & SFTWR N 213 60 N Y N 089730 1730 4 0 579004 QATAR CTRL INSTIT. FURN & EQUIP N 200 120 N Y N 089730 1730 4 0 Class (* = Frozen) Description SPA Req SPA Class Use Life Cap Depr Hist Ind GL Acct Acct Cntl SPA AFR Cat Salv Pct * 579101 SCIENTIFIC - LAB APPARATUS N 181 84 N Y N 089730 1730 4 0 579102 MICROSCOPES & ACCESSORIES $500- 4999.99 N 525 180 N Y N 089730 1730 4 0 * 579103 REFRIG/FREEZERS/ICE MACHINES N 181 144 N Y N 089730 1730 4 0 * 579104 TABLES, BENCHES, STOOLS (LAB) N 181 108 N Y N 089730 1730 4 0 579105 BALANCES $500-4999.99 N 504 168 N Y N 089730 1730 4 0 579106 INCUBATORS & ACCESSORIES $500- 4999.99 N 521 168 N Y N 089730 1730 4 0 * 579107 MEDICAL N 118 96 N Y N 089730 1730 4 0 * 579108 WEATHER N 182 0 N Y N 089730 1730 4 0 579109 CENTRIFUGES $500-4999.99 N 507 132 N Y N 089730 1730 4 0 579111 OSCILLOSCOPES $500-4999.99 N 528 180 N Y N 089730 1730 4 0 * 579115 OTHER SCI MISC N 181 84 N Y N 089730 1730 4 0 * 579117 N 180 N Y N 089730 1730 4 0 * 579120 GLASSWARE - MED & SCI $500-999.99 N 546 84 N Y N 089730 1730 4 0 * 579121 DISTIL APP $500-999.99 N 546 0 N Y N 089730 1730 4 0 * 579122 VACUUM DRYER $500-999.99 N 546 0 N Y N 089730 1730 4 0 * 579123 FUNNELS $500-999.99 N 546 0 N Y N 089730 1730 4 0 * 579124 DISTIL FLASK $500-999.99 N 546 0 N Y N 089730 1730 4 0 * 579125 TABLET MACH $500-999.99 N 546 0 N Y N 089730 1730 4 0 * 579126 ENCAPSUL MAC $500-999.99 N 546 0 N Y N 089730 1730 4 0 * 579127 3 NECK FLASK $500-999.99 N 546 0 N Y N 089730 1730 4 0 * 579128 OTHER FLASK $500-999.99 N 546 0 N Y N 089730 1730 4 0 * 579129 SOXHLET EXTR $500-999.99 N 546 0 N Y N 089730 1730 4 0 * 579130 TRANSFORMERS $500-999.99 N 546 0 N Y N 089730 1730 4 0 * 579131 FLASK HEATER $500-999.99 N 546 0 N Y N 089730 1730 4 0 * 579132 HEAT MANTLES $500-999.99 N 546 0 N Y N 089730 1730 4 0 * 579133 ADAPTER TUBE $500-999.99 N 546 0 N Y N 089730 1730 4 0 * 579134 ICE MACHINES, LAB $500-999.99 N 520 120 N Y N 089730 1730 4 0 579201 WEATHER EQUIPMENT $500-4999.99 N 182 84 N Y N 089730 1730 4 0 579202 REFRIG, LAB $500-4999.99 N 532 144 N Y N 089730 1730 4 0 579203 FREEZERS, LAB $500-4999.99 N 517 108 N Y N 089730 1730 4 0 579204 SCALES $500-4999.99 N 164 180 N Y N 089730 1730 4 0 579205 OVEN/RANGES, LAB $500-4999.99 N 529 96 N Y N 089730 1730 4 0 579206 OTHER MED & SCI MISC EQ $500- 4999.99 N 546 84 N Y N 089730 1730 4 0 579207 TABLE-DISSECT/OPERATING,ETC $500- 4999.99 N 542 180 N Y N 089730 1730 4 0 579208 ICE MACHINES, LAB $500-4999.99 N 520 120 N Y N 089730 1730 4 0 579209 GLASSWARE - MED & SCI $500-4999.99 N 546 84 N Y N 089730 1730 4 0 579301 BUILDINGS - UNDER $100,000 N 030 264 N Y N 089705 1705 2 5000 579401 FAC & OI - AGY CNTRL $0 - 99,999.99 N 003 276 N Y N 089712 1712 9 0 579501 INFRASTRUC - AGY CNTRL $0 - 499,999.99 N 055 312 N Y N 089715 1715 3 0 579601 COMPUTER - MONITORS $0-499.99 N 209 72 N Y N 089730 1730 4 0 579701 COMPUTER - MONITORS $500-4999.99 N 209 72 N Y N 089730 1730 4 0 579702 COMPUTER - OTHER $500-4999.99 N 213 60 N Y N 089730 1730 4 0 579705 SCANNER-IMAGE $500-4999.99 N 241 36 N Y N 089730 1730 4 0 Class (* = Frozen) Description SPA Req SPA Class Use Life Cap Depr Hist Ind GL Acct Acct Cntl SPA AFR Cat Salv Pct 579706 SCANNER-BARCODE (READER) $500- 4999.99 N 242 72 N Y N 089730 1730 4 0 * 579801 OTHER CONTROLLED ASSETS - $0-499.99 N 140 0 N Y N 089730 1730 4 0 * 579802 VEHICLES - $0-499.99 - NON-CAPITAL N 701 0 N Y N 089735 1735 5 0 * 579803 COMPUTER - MONITORS $0-499.99 N 209 0 N Y N 089730 1730 4 0 * 579804 OTHER CONTROLLED ASSETS(CAMERA) - $0-500 Y 130 0 N Y N 089730 1730 4 0 * 579805 OTHER CTRL ASSETS(MUSICAL) $0-499.99 N 133 0 N Y N 089730 1730 4 0 * 579806 OTHER CTRL ASSETS(OTH AUDIO) 0- 499.99 N 139 0 N Y N 089730 1730 4 0 * 579901 OTHER CTRL ASSETS $500-999.99 N 140 0 N Y N 089730 1730 4 0 * 579902 VEHICLES - $500-999.99 N 701 60 N Y N 089735 1735 5 0 579903 SILVER SERVICE - AGENCY CONTROLLED N 195 84 N Y N 089730 1730 4 0 * 579905 ELECTRONIC EQ $500-999.99 N 181 0 N Y N 089730 1730 4 0 579906 TRAFFIC COUNTER/RADAR $1000- 4999.99 N 546 84 N Y N 089730 1730 4 0 * 579907 NOT HELD IN TRUST $500-999.99 N 142 0 N Y N 089730 1730 4 0 * 579909 OTHER CONTROLLED ASSETS(500-999)- STEREO Y 129 0 N Y N 089730 1730 4 0 579910 TRACTORS $500-4999.99 N 175 84 N Y N 089730 1730 4 0 579911 GRADER/LOADER-SELF PROPELLED$500- 4999.99 N 711 120 N Y N 089735 1735 5 0 579912 TRAILERS $500-4999.99 N 712 120 N Y N 089730 1730 4 0 579913 TRUCKS-HEAVY 26001 LBS + $500- 4999.99 N 702 120 N Y N 089735 1735 5 0 579914 TRUCKS-LIGHT UNDER <= LBS $500- 4999.99 N 709 84 N Y N 089735 1735 5 0 579915 ALL TERRAIN/GOLF CARTS/OTHER$500- 4999.99 N 720 84 N Y N 089730 1730 4 0 579916 TRUCKS-LIGHT/MED $500-4999.99 N 714 60 N Y N 089735 1735 5 0 579917 TRUCKS-MEDIUMS 15K-26K GVW $500- 4999.99 N 715 60 N Y N 089735 1735 5 0 579918 VANS-FULL SIZE $500-4999.99 N 708 84 N Y N 089735 1735 5 0 579919 MOTORCYCLES $500-4999.99 N 704 60 N Y N 089735 1735 5 0 579920 SPORTS UTILITY VEHICLES $500-4999.99 N 707 84 N Y N 089735 1735 5 0 579921 MOTOR DRIVEN FARM/SHOP EQPT $500- 4999.99 N 175 84 N Y N 089730 1730 4 0 579922 FORKLIFT $500-4999.99 N 144 144 N Y N 089730 1730 4 0 579923 BOATS - 20 FT OR GREATER N 721 60 N Y N 089735 1735 5 0 579924 BOATS - SHORTER THAN 20 FT N 722 60 N Y N 089735 1735 5 0 579925 BOATS - OTHER/CANOE/ROWBOAT N 730 120 N Y N 089735 1735 5 0 579930 LIVESTOCK - POULTRY < $5,000 N 855 84 N Y N 089750 1750 8 0 579931 LIVESTOCK - SHEEP < $5,000 N 853 84 N Y N 089750 1750 8 0 579932 LIVESTOCK - BURROS/DONKEYS < $5,000 N 855 84 N Y N 089750 1750 8 0 579933 LIVESTOCK - DAIRY CATTLE < $5,000 N 852 84 N Y N 089750 1750 8 0 579934 LIVESTOCK - BEEF CATTLE < $5,000 N 852 84 N Y N 089750 1750 8 0 579935 LIVESTOCK - HORSES < $5,000 N 851 84 N Y N 089750 1750 8 0 579936 LIVESTOCK - MULES < $5,000 N 855 84 N Y N 089750 1750 8 0 579937 LIVESTOCK - GOATS < $5,000 N 855 84 N Y N 089750 1750 8 0 579938 LIVESTOCK - SWINE < $5,000 N 854 84 N Y N 089750 1750 8 0 579939 LIVESTOCK - BISON < $5,000 N 855 84 N Y N 089750 1750 8 0 579940 LIVESTOCK - DEER < $5,000 N 855 84 N Y N 089750 1750 8 0 Class (* = Frozen) Description SPA Req SPA Class Use Life Cap Depr Hist Ind GL Acct Acct Cntl SPA AFR Cat Salv Pct 579941 LIVESTOCK - DOGS < $5,000 N 855 84 N Y N 089750 1750 8 0 579950 FED (TAEX) CNTLD ASSETS $500-4999.99 N 200 120 N Y N 089730 1730 4 0 579960 LAND-HELD FOR INVESTMENT ONLY N 001 0 N Y N 089700 1700 1 0 579999 MISSING(TEMPORARY)HOLD 2YRS B/C GASB3435 N 200 120 N Y N 089730 1730 4 0 * 613001 LEASE PURCHASES N 0 N Y N 089725 1725 0 0 801001 LAND AND LAND IMPROVEMENTS Y 001 0 Y N N 089700 1700 1 0 801002 LAND: RIGHT OF WAY Y 002 0 Y N N 089700 1700 1 0 801003 WELLS Y 001 0 Y N N 089700 1700 1 0 801004 PUMPS/MOTORS Y 001 0 Y N N 089700 1700 1 0 801005 WINDMILLS Y 001 0 Y N N 089700 1700 1 0 811001 NON-COMPONENTIZED BLDGS/BLDG IMP Y 030 360 Y Y N 089705 1705 2 5000 811002 BLDG EXT - OFFICE Y 031 360 Y Y N 089705 1705 2 5000 811003 BLDG EXT - RESIDENCE Y 031 360 Y Y N 089705 1705 2 5000 811004 BLDG EXT - RESEARCH Y 031 360 Y Y N 089705 1705 2 5000 811005 BLDG EXT - EDUCATION Y 031 360 Y Y N 089705 1705 2 5000 811006 BLDG EXT - FARM Y 031 360 Y Y N 089705 1705 2 5000 811007 BLDG EXT - STORAGE/WAREHOUSE Y 031 360 Y Y N 089705 1705 2 5000 811008 BLDG EXT - GARAGE/HANGAR Y 031 360 Y Y N 089705 1705 2 5000 811009 BLDG EXT - HOSPITAL Y 031 360 Y Y N 089705 1705 2 5000 811010 BLDG EXT - MUSEUM Y 031 360 Y Y N 089705 1705 2 5000 811011 BLDG EXT - BUILDING SHELL Y 031 360 Y Y N 089705 1705 2 5000 811012 BLDG EXT - CLINICS Y 031 360 Y Y N 089705 1705 2 5000 811013 BLDG INT-SPRINKLER SYSTEM Y 046 240 Y Y N 089705 1705 2 5000 811014 BLDG INT-INTERIOR FINISH Y 049 180 Y Y N 089705 1705 2 5000 811015 BLDG INT - PLUMBING SYSTEM Y 050 240 Y Y N 089705 1705 2 5000 811016 BLDG INT - SECURITY Y 052 120 Y Y N 089705 1705 2 5000 811017 BLDG INT - NETWORK/TELEPHONE CABLING Y 053 120 Y Y N 089705 1705 2 5000 811018 BLDG INT - FIRE PROTECTION SYSTEM Y 054 120 Y Y N 089705 1705 2 5000 811020 BLDG INT - HVAC Y 051 180 Y Y N 089705 1705 2 5000 811021 BLDG INT - ELECT & LIGHTING SYSTEM Y 047 240 Y Y N 089705 1705 2 5000 811022 BLDG INT - ELEVATORS Y 043 240 Y Y N 089705 1705 2 5000 811023 BLDG INT - ROOF Y 048 120 Y Y N 089705 1705 2 5000 811024 BLDG INT - FLOOR COVERING Y 044 180 Y Y N 089705 1705 2 5000 811025 BLDG INT - FIXED EQPT/FURNITURE Y 045 240 Y Y N 089705 1705 2 5000 811026 BLDG INT - CHILLING STATION/BOILER Y 031 360 Y Y N 089705 1705 2 5000 * 811027 BLDG INT - HOODS - LAB Y 030 264 Y Y N 089705 1705 2 5000 * 811028 BLDG INT - STRUCTURAL SHELL Y 030 264 Y Y N 089705 1705 2 5000 811030 BLDG - MISC. CONSTRUCTION FEATURES Y 032 180 Y Y N 089705 1705 2 5000 * 811099 BLDG - AT CONVERSION Y 030 264 Y Y N 089705 1705 2 5000 821016 F&OI PATHS & TRAILS Y 010 132 Y Y N 089712 1712 9 0 821018 F&OI - DRIVEWAYS/PARKLT Y 006 240 Y Y N 089712 1712 9 0 * 821027 IMPROVMTS - STREETS/ROADS Y 0 Y Y N 089710 1710 0 0 * 821028 IMPROVMTS - LOTS/DRIVEWAYS Y 0 Y Y N 089710 1710 0 0 * 821029 IMPROVMTS - SIDEWALKS Y 0 Y Y N 089710 1710 0 0 Class (* = Frozen) Description SPA Req SPA Class Use Life Cap Depr Hist Ind GL Acct Acct Cntl SPA AFR Cat Salv Pct * 821111 IMPROVMTS - BUTANE SYSTEM & GAS LINES Y 0 Y Y N 089710 1710 0 0 * 821112 IMPROVMTS - ELECTRICSYSTEM & TELEPHONE Y 0 Y Y N 089710 1710 0 0 * 821115 IMPROVMTS - WATER SYSTEM Y 0 Y Y N 089710 1710 0 0 * 821116 F&OI - SEWAGE LINE & SEPTIC TANKS Y 180 Y Y N 089710 1710 0 0 821117 F&OI - SEPTIC SYSTEMS Y 011 180 Y Y N 089712 1712 9 0 * 821119 IMPROVMTS - UTILITIES Y 0 Y Y N 089710 1710 0 0 821213 F&OI - FENCING & GATES Y 004 300 Y Y N 089712 1712 9 0 * 821301 F&OI - ATHLETIC FIELDS & REC AREAS Y 144 Y Y N 089710 1710 0 0 821302 F&OI GOLF COURSE FACILITIES Y 009 240 Y Y N 089712 1712 9 0 821303 F&OI STADIUMS Y 012 540 Y Y N 089712 1712 9 0 821304 F&OI SWIMMING POOLS, TENNIS COURTS Y 013 264 Y Y N 089712 1712 9 0 821305 F&OI - ATHLETIC FIELDS & REC AREAS Y 008 144 Y Y N 089712 1712 9 0 821414 F&OI - OUTSIDE SPRINKLER SYSTEM Y 007 180 Y Y N 089712 1712 9 0 821415 F&OI FOUNTAINS Y 014 240 Y Y N 089712 1712 9 0 821416 F&OI PLAZAS & PAVILLIONS Y 015 720 Y Y N 089712 1712 9 0 821417 F&OI - LANDSCAPING Y 005 120 Y Y N 089712 1712 9 0 821418 F&OI RETAINING WALLS Y 016 240 Y Y N 089712 1712 9 0 * 821420 F&OI - STRUCTURE Y 0 Y Y N 089710 1710 0 0 821421 F&OI - FIRE FIELD Y 003 276 Y Y N 089712 1712 9 0 * 821422 F&OI - HOBLITZELLE FARM Y 0 Y Y N 089710 1710 0 0 * 821423 F&OI - PLANTATIO Y 0 Y Y N 089710 1710 0 0 * 821424 F&OI - TVMDL Y 0 Y Y N 089710 1710 0 0 821425 F&OI - GENERAL Y 003 276 Y Y N 089712 1712 9 0 * 821426 F&OI - AIRPORT Y 0 Y Y N 089710 1710 0 0 * 821430 F&OI - DOCKING Y 0 Y Y N 089710 1710 0 0 * 821499 F&OI - AT CONVERSION Y 276 Y Y N 089710 1710 0 0 825001 INFRASTRUCTURE & INFR IMPROVEMENTS Y 055 312 Y Y N 089715 1715 3 0 825002 INFRA-HWY SYSTEM & REST AREAS Y 056 0 Y Y N 089715 1715 3 0 825003 INFRA-ROAD/STREET (CURBS, GUTTERS) Y 057 240 Y Y N 089715 1715 3 0 825004 INFRA-BRIDGE-CONCRETE GIRDER (PAN) Y 058 420 Y Y N 089715 1715 3 0 825005 INFRA-BRIDGE-CONCRETE SLAB Y 059 240 Y Y N 089715 1715 3 0 825006 INFRA-BRIDGE-CULVERT Y 060 420 Y Y N 089715 1715 3 0 825007 INFRA-BRIDGE-PRESTRESSED GIRDER(BOX) Y 061 360 Y Y N 089715 1715 3 0 825008 INFRA-BRIDGE-PRESTRESSED GIRDER Y 062 300 Y Y N 089715 1715 3 0 825009 INFRA-BRIDGE-STEEL GIRDER Y 063 300 Y Y N 089715 1715 3 0 825010 INFRA-BRIDGE-STEEL TRUSS-CAT. ONE Y 064 540 Y Y N 089715 1715 3 0 825011 INFRA-BRIDGE-STEEL TRUSS-CAT. TWO Y 065 540 Y Y N 089715 1715 3 0 825012 INFRA-BRIDGE-TIMBER STRINGER Y 066 300 Y Y N 089715 1715 3 0 825013 INFRA-SEWER (SANITARY, STORM) Y 067 240 Y Y N 089715 1715 3 0 825014 INFRA-RAILROAD Y 068 120 Y Y N 089715 1715 3 0 825015 INFRA-CANAL Y 069 240 Y Y N 089715 1715 3 0 825016 INFRA-WATERWAY Y 070 240 Y Y N 089715 1715 3 0 825017 INFRA-DRAINAGE FACILITY Y 071 240 Y Y N 089715 1715 3 0 Class (* = Frozen) Description SPA Req SPA Class Use Life Cap Depr Hist Ind GL Acct Acct Cntl SPA AFR Cat Salv Pct 825018 INFRA-WHARF OR DOCK Y 072 240 Y Y N 089715 1715 3 0 825019 INFRA-RADIO OR TV TRANSMIT TOWER Y 073 240 Y Y N 089715 1715 3 0 825020 INFRA-DAM Y 074 600 Y Y N 089715 1715 3 0 825021 INFRA-ELECTRIC (LINES & DISTRIBUTION) Y 075 240 Y Y N 089715 1715 3 0 825022 INFRA-GAS (MAIN & LINES) Y 076 300 Y Y N 089715 1715 3 0 825023 INFRA-WATER LINES Y 077 300 Y Y N 089715 1715 3 0 825024 INFRA-FIBER OPTIC (INFO TECH) Y 078 240 Y Y N 089715 1715 3 0 825025 INFRA-TELEPHONE DISTRIBUTION SYS Y 079 120 Y Y N 089715 1715 3 0 825026 INFRA-TUNNELS (UTILITY) Y 080 540 Y Y N 089715 1715 3 0 825027 INFRA-TUNNELS (OTHER) Y 081 540 Y Y N 089715 1715 3 0 825028 INFRA-LIGHTING SYS(TRAFFIC, OUTDOOR,STR) Y 082 180 Y Y N 089715 1715 3 0 825029 INFRA-SIGNAGE Y 083 120 Y Y N 089715 1715 3 0 825030 INFRA-AIRPORT RUNWAY/STRIP/TAXIARY/APRON Y 084 192 Y Y N 089715 1715 3 0 825031 INFRA-TRESTLES Y 085 540 Y Y N 089715 1715 3 0 825032 INFRA-SEA WALLS/BULKHDS/PIERS/BRDWALKS Y 086 420 Y Y N 089715 1715 3 0 825033 INFRA-FIRE HYDRANTS Y 087 300 Y Y N 089715 1715 3 0 825034 INFRA-AGRICULTURAL IRRIGATION SYS Y 088 420 Y Y N 089715 1715 3 0 825035 INFRA-SIDEWALKS Y 089 192 Y Y N 089715 1715 3 0 * 825099 INFRA-AT CONVERSION Y 055 312 Y Y N 089715 1715 3 0 831001 LEASEHOLD IMPROVEMENTS Y 091 264 Y Y N 089720 1720 8 0 835001 LEASE PURCH - FURNISHINGS & EQUIPMENT Y 0 Y N N 089725 1725 0 0 835101 LEASE PURCH - FARM EQUIPMENT Y 0 Y N N 089725 1725 0 0 * 835501 LEASE PURCH - COMPUTER EQUIPMENT Y 0 Y N N 089725 1725 0 0 * 836001 LEASE PURCH - TELECOMM EQUIPMENT Y 0 Y N N 089725 1725 0 0 * 836501 LEASE PURCH - VEHICLES Y 0 Y N N 089725 1725 0 0 837001 LEASE PURCH - M/V PASSENGER CARS Y 0 Y N N 089725 1725 0 0 837501 LEASE PURCHASE - BUILDINGS Y 0 Y N N 089725 1725 0 0 841001 MINI-VANS Y 716 84 Y Y N 089735 1735 5 0 841002 PASSENGER CARS Y 701 60 Y Y N 089735 1735 5 0 841003 VANS-FULL SIZE, CARGO, & PASSENGER Y 708 84 Y Y N 089735 1735 5 0 841502 TRUCKS- HEAVY 26001 LBS GVW AND OVER Y 702 120 Y Y N 089735 1735 5 0 841503 TRUCKS-LIGHT <= 8600 LBS GVW Y 709 84 Y Y N 089735 1735 5 0 841504 TRUCKS-LIGHT/MEDIUM 8601-14999 LBS GVW Y 714 60 Y Y N 089735 1735 5 0 841505 TRUCKS-MEDIUM 15000-26000 LBS GVW Y 715 60 Y Y N 089735 1735 5 0 841506 TRAILERS Y 712 120 Y Y N 089730 1730 4 0 841507 MOTORCYCLES Y 704 60 Y Y N 089735 1735 5 0 841508 ALL TERRAIN/GOLF CARTS/OTHER VEHICLE Y 720 84 Y Y N 089730 1730 4 0 841509 VEHICLE COMPONENTS / LIFE 5 YRS Y 705 60 Y Y N 089735 1735 5 0 841510 VEHICLE COMPONENTS / LIFE 10 YRS Y 706 120 Y Y N 089735 1735 5 0 841511 SPORTS UTILITY VEHICLES Y 707 84 Y Y N 089735 1735 5 0 841512 BUSES- 1-15 PASSENGER Y 703 96 Y Y N 089735 1735 5 0 841513 BUSES-16-28 PASSENGER Y 718 96 Y Y N 089735 1735 5 0 Class (* = Frozen) Description SPA Req SPA Class Use Life Cap Depr Hist Ind GL Acct Acct Cntl SPA AFR Cat Salv Pct 841514 BUSES-29 PASSENGER AND OVER Y 719 120 Y Y N 089735 1735 5 0 841515 MOUNTED EQUIP W/TRUCK CHASSIS- FUEL, ETC Y 710 96 Y Y N 089735 1735 5 0 841516 SELF PROPELLED ROADWAY- GRADERS/LOADERS Y 711 120 Y Y N 089735 1735 5 0 841517 TOWED ROADWAY EQUIPMENT Y 713 120 Y Y N 089735 1735 5 0 * 841599 VEHICLES AT CONVERSION Y 720 120 Y Y N 089730 1730 4 0 842001 CLASSROOM TEACHING AIDS & INSTRUCT EQ Y 150 84 Y Y N 089730 1730 4 0 842002 GYM EQUIPMENT Y 150 84 Y Y N 089730 1730 4 0 * 842099 CLASSROOM TEACHING AIDS Y 150 0 Y Y N 089730 1730 4 0 842101 FURN- BOOKCASE/CREDENZA/CABINETS(EX.FILE) Y 105 120 Y Y N 089730 1730 4 0 842102 FURN - CHAIRS/STOOLS/SETTEES Y 103 120 Y Y N 089730 1730 4 0 842103 FURN - DESKS Y 101 120 Y Y N 089730 1730 4 0 * 842104 Y 105 0 Y Y N 089730 1730 4 0 842105 OFFICE MACHINES Y 179 84 Y Y N 089730 1730 4 0 842106 TYPEWRITERS/WORD PROCESSORS Y 109 84 Y Y N 089730 1730 4 0 842107 CASH REGISTERS Y 179 84 Y Y N 089730 1730 4 0 842108 FURN - TABLES Y 102 120 Y Y N 089730 1730 4 0 842109 CALCULATORS Y 108 84 Y Y N 089730 1730 4 0 842110 PHOTOCOPYING/ DUPLICATING Y 120 84 Y Y N 089730 1730 4 0 * 842111 Y 128 0 Y Y N 089730 1730 4 0 * 842112 Y 105 0 Y Y N 089730 1730 4 0 842115 OTHER OFFICE FURNITURE & EQUIPMENT Y 110 120 Y Y N 089730 1730 4 0 * 842199 FURNITURE - AT CONVERSION Y 110 84 Y Y N 089735 1735 5 0 842201 WEATHER EQUIPMENT Y 182 84 Y Y N 089730 1730 4 0 842202 MICROSCOPES & ACCESSORIES (MED/SCI/LAB) Y 525 180 Y Y N 089730 1730 4 0 842203 REFRIGERATORS, LAB Y 532 144 Y Y N 089730 1730 4 0 842204 FREEZERS, LAB Y 517 108 Y Y N 089730 1730 4 0 842205 SCALES Y 164 180 Y Y N 089730 1730 4 0 842206 BALANCES Y 504 168 Y Y N 089730 1730 4 0 842207 OVEN/RANGES, LAB Y 529 96 Y Y N 089730 1730 4 0 842208 INCUBATORS AND ACCESSORIES Y 521 168 Y Y N 089730 1730 4 0 842209 SPEED MONITORS / DETECTORS Y 546 84 Y Y N 089730 1730 4 0 842210 TRAFFIC COUNTERS Y 546 84 Y Y N 089730 1730 4 0 842211 OSCILLOSCOPES Y 528 180 Y Y N 089730 1730 4 0 842212 SPECTROPHOTOMETERS Y 539 168 Y Y N 089730 1730 4 0 842213 CENTRIFUGES Y 507 132 Y Y N 089730 1730 4 0 842214 CHROMATOGRAPHS Y 508 144 Y Y N 089730 1730 4 0 842215 OTHER MED/SCI/LAB EQ MISC Y 546 84 Y Y N 089730 1730 4 0 842216 DATALOGGERS/MICROLOGGERS Y 546 84 Y Y N 089730 1730 4 0 842217 TABLE- LAB/DISSECTING/OPERATING/BALANCE Y 542 180 Y Y N 089730 1730 4 0 842218 TABLE-EXAM Y 553 120 Y Y N 089730 1730 4 0 842219 ANALYZER, ALL TYPES (MED/SCI/LAB) Y 502 108 Y Y N 089730 1730 4 0 842220 GLASSWARE - MEDICAL & SCIENTIFIC Y 546 84 Y Y N 089730 1730 4 0 Class (* = Frozen) Description SPA Req SPA Class Use Life Cap Depr Hist Ind GL Acct Acct Cntl SPA AFR Cat Salv Pct * 842221 DISTIL APP Y 546 0 Y Y N 089730 1730 4 0 * 842222 VACUUM DRYER Y 546 0 Y Y N 089730 1730 4 0 * 842223 FUNNELS Y 546 0 Y Y N 089730 1730 4 0 * 842224 DISTIL FLASK Y 546 0 Y Y N 089730 1730 4 0 * 842225 TABLET MACH Y 546 0 Y Y N 089730 1730 4 0 * 842226 ENCAPSUL MAC Y 546 0 Y Y N 089730 1730 4 0 * 842227 3 NECK FLASK Y 546 0 Y Y N 089730 1730 4 0 * 842228 OTHER FLASK Y 546 0 Y Y N 089730 1730 4 0 * 842229 SOXHLET EXTR Y 546 0 Y Y N 089730 1730 4 0 * 842230 TRANSFORMERS Y 546 0 Y Y N 089730 1730 4 0 * 842231 FLASK HEATER Y 546 0 Y Y N 089730 1730 4 0 * 842232 HEAT MANTLES Y 546 0 Y Y N 089730 1730 4 0 * 842233 ADAPTER TUBE Y 546 0 Y Y N 089730 1730 4 0 842234 AUTOCLAVES AND STERILIZERS Y 503 120 Y Y N 089730 1730 4 0 842235 BATHS-WATER AND SHAKERS Y 505 132 Y Y N 089730 1730 4 0 842236 ANIMAL CAGES AND ACCESSORIES Y 506 168 Y Y N 089730 1730 4 0 842237 CRYOSTAT Y 509 132 Y Y N 089730 1730 4 0 842238 COUNTER LABORATORY ASSEMBLY Y 510 132 Y Y N 089730 1730 4 0 842239 DENSITOMETER Y 511 120 Y Y N 089730 1730 4 0 842240 ELECTRONIC MODULE Y 512 156 Y Y N 089730 1730 4 0 842241 ELECTROPHORESIS APPARATUS Y 513 120 Y Y N 089730 1730 4 0 842242 EVAPORATORS Y 514 144 Y Y N 089730 1730 4 0 842243 FRACTION COLLECTOR Y 515 168 Y Y N 089730 1730 4 0 842244 FREEZE DRYERS & ACCESSORIES Y 516 180 Y Y N 089730 1730 4 0 842245 HOMOGENIZER Y 518 144 Y Y N 089730 1730 4 0 842246 HOOD, ALL TYPES (MED/SCI/LAB) Y 519 168 Y Y N 089730 1730 4 0 842247 ICE MACHINES (MED/SCI/LAB) Y 520 120 Y Y N 089730 1730 4 0 842248 ISOLATOR Y 522 72 Y Y N 089730 1730 4 0 842249 MICROMANIPULATOR Y 523 144 Y Y N 089730 1730 4 0 842250 METERS/GAUGES/INDICATORS (MED/SCI/LAB) Y 524 144 Y Y N 089730 1730 4 0 842251 MICRO TOMES/DIAMOND KNIVES (MSL) Y 526 168 Y Y N 089730 1730 4 0 842252 OPTICAL EQUIPMENT Y 527 120 Y Y N 089730 1730 4 0 842253 PUMPS (MED/SCI/LAB) Y 530 120 Y Y N 089730 1730 4 0 842254 RECORDING SYSTEMS (MED/SCI/LAB) Y 531 180 Y Y N 089730 1730 4 0 842255 ROTORS & HEADS Y 533 168 Y Y N 089730 1730 4 0 842256 SCAN SYSTEMS Y 534 108 Y Y N 089730 1730 4 0 842257 SCINTILLATION SYSTEMS Y 535 180 Y Y N 089730 1730 4 0 842258 ULTRASOUND EQUIP Y 536 144 Y Y N 089730 1730 4 0 842259 SPECTROFLUOROMETER Y 537 120 Y Y N 089730 1730 4 0 842260 SPECTROMETER Y 538 120 Y Y N 089730 1730 4 0 842261 STEREOTAXIC INSTRUMENT & ACCESSORIES Y 540 144 Y Y N 089730 1730 4 0 842262 STIMULATOR Y 541 144 Y Y N 089730 1730 4 0 842263 TANKS/CONTAINERS/CHAMBERS - ALL (MSL) Y 543 120 Y Y N 089730 1730 4 0 842264 WATER PURIFICATION (MED/SCI/LAB) Y 544 156 Y Y N 089730 1730 4 0 Class (* = Frozen) Description SPA Req SPA Class Use Life Cap Depr Hist Ind GL Acct Acct Cntl SPA AFR Cat Salv Pct 842265 X-RAY Y 545 132 Y Y N 089730 1730 4 0 842266 PATIENT MONITORING SYSTEM Y 547 144 Y Y N 089730 1730 4 0 842267 BREATHING APPARATUS, RESPIRATOR Y 548 180 Y Y N 089730 1730 4 0 842268 DEFIBRILLATOR Y 549 144 Y Y N 089730 1730 4 0 842269 EKG/ECG/EEG APPARATUS Y 550 180 Y Y N 089730 1730 4 0 842270 DIALYSIS EQUIP Y 551 180 Y Y N 089730 1730 4 0 842271 CLINICAL DIAGNOSTIC INSTRUMENTS Y 552 96 Y Y N 089730 1730 4 0 842272 DENTAL EQUIP Y 554 132 Y Y N 089730 1730 4 0 842273 WHEELCHAIR Y 555 120 Y Y N 089730 1730 4 0 842274 MISC SURGICAL INSTRUMENT Y 556 120 Y Y N 089730 1730 4 0 842275 PATIENT CARE, MISC. Y 557 84 Y Y N 089730 1730 4 0 842276 SHAKERS-ORBITAL/PLATFORM/BENCH Y 546 84 Y Y N 089730 1730 4 0 842277 THERMAL CYCLERS Y 546 84 Y Y N 089730 1730 4 0 842278 ROBOTICS Y 558 60 Y Y N 089730 1730 4 0 842279 DNA SEQUENCER & ACCESORIES Y 559 60 Y Y N 089730 1730 4 0 * 842299 MED, SCI & LAB EQ - AT CONVERSION Y 546 84 Y Y N 089730 1730 4 0 842301 ART/HISTORICAL TREASURES - DEPRECIABLE Y 801 120 Y Y Y 089745 1745 8 0 842302 ART/HIST TREASURES/ARTIFACTS-NOT DEPR. Y 802 0 Y N Y 089745 1745 8 0 842401 BLDG MAINT/SAFETY/SECURITY/FIRST AID EQ Y 197 84 Y Y N 089730 1730 4 0 842402 AMPLIFIERS, ALL TYPES Y 501 132 Y Y N 089730 1730 4 0 842403 WATER COOLERS (DRINKING FOUNTAINS) Y 200 120 Y Y N 089730 1730 4 0 * 842404 FIRST AID,SECURITY,SAFETY Y 197 0 Y Y N 089730 1730 4 0 842405 ATHLETIC/RECREATIONAL EQUIP Y 134 120 Y Y N 089730 1730 4 0 * 842406 INSTRUCTIONAL EQUIP Y 150 84 Y Y N 089730 1730 4 0 842407 KITCHEN APPLIANCES Y 195 84 Y Y N 089730 1730 4 0 842408 MAIL SERVICE EQUIP Y 145 108 Y Y N 089730 1730 4 0 842409 PRINTING MACHINES & BINDING EQUIP Y 190 84 Y Y N 089730 1730 4 0 842410 HANDGUNS Y 106 120 Y Y N 089730 1730 4 0 842411 RIFLES Y 107 120 Y Y N 089730 1730 4 0 842412 FURN-PERSONAL, BED/DRESSER/ROCKER Y 104 144 Y Y N 089730 1730 4 0 842413 STEREO SYSTEMS Y 129 84 Y Y N 089730 1730 4 0 842414 CAMERAS/VIDEO CAMERAS/DIGITAL Y 130 84 Y Y N 089730 1730 4 0 842415 OTHER INSTI MISC FURN/MACHINES Y 200 120 Y Y N 089730 1730 4 0 842416 TV/VCR/DVD/CAMCORDERS Y 131 84 Y Y N 089730 1730 4 0 842417 OTHER SOUND SYSTEMS/AUDIO/VISUAL EQ Y 132 84 Y Y N 089730 1730 4 0 842418 MUSICAL INSTRUMENTS Y 133 60 Y Y N 089730 1730 4 0 * 842419 EQ - OTHER AUDIO VISUAL Y 139 0 Y Y N 089730 1730 4 0 842420 COSMOTOLOGY EQUIP Y 189 84 Y Y N 089730 1730 4 0 842421 LAUNDRY EQUIP Y 196 84 Y Y N 089730 1730 4 0 842422 PROJECTORS, OVERHEAD/SLIDE/VIDEO Y 132 84 Y Y N 089730 1730 4 0 842423 PORTABLE BUILDINGS Y 198 108 Y Y N 089730 1730 4 0 842424 GPS EQUIPMENT Y 136 60 Y Y N 089730 1730 4 0 * 842499 EQUIPMENT - AT CONVERSION Y 200 120 Y Y N 089730 1730 4 0 Class (* = Frozen) Description SPA Req SPA Class Use Life Cap Depr Hist Ind GL Acct Acct Cntl SPA AFR Cat Salv Pct 842501 LAND PREP/PLANTING/CULTIVAT EQ Y 175 84 Y Y N 089730 1730 4 0 842502 HARVESTING, PROCESSING EQ Y 175 84 Y Y N 089730 1730 4 0 842503 WAGONS (AGRICULTURAL) Y 175 84 Y Y N 089730 1730 4 0 842504 MACHINERY - MISC/TOOLS Y 180 84 Y Y N 089730 1730 4 0 842505 METAL WORKING MACHINE, OTHER, STATIONARY Y 160 180 Y Y N 089730 1730 4 0 842506 VEHICLE MAINTENANCE EQUIP Y 119 84 Y Y N 089730 1730 4 0 842507 TRACTORS Y 175 84 Y Y N 089730 1730 4 0 842508 OTHER AGRICULTURAL EQUIPMENT Y 175 84 Y Y N 089730 1730 4 0 842509 CONVEYER SYSTEMS Y 155 180 Y Y N 089730 1730 4 0 842510 DRILLS, STATIONARY Y 156 180 Y Y N 089730 1730 4 0 842511 GIN MACHINERY Y 157 180 Y Y N 089730 1730 4 0 842512 GRINDERS, STATIONARY Y 158 180 Y Y N 089730 1730 4 0 842513 MISC INDUSTRIAL/MANUFACTURING MACHINE Y 180 84 Y Y N 089730 1730 4 0 842514 LATHES, STATIONARY Y 159 180 Y Y N 089730 1730 4 0 842515 MILLING MACHINE Y 161 180 Y Y N 089730 1730 4 0 842516 PALLET TRUCKS/LIFTS/JACKS/HYDRAULIC Y 162 180 Y Y N 089730 1730 4 0 842517 SAWS, STATIONARY Y 163 180 Y Y N 089730 1730 4 0 842518 SHAPERS/JOINERS/PLANERS, STATIONARY Y 165 180 Y Y N 089730 1730 4 0 842519 SHARPENERS, STATIONARY Y 166 180 Y Y N 089730 1730 4 0 842520 SHEARS Y 167 180 Y Y N 089730 1730 4 0 842521 TEXTILE MACHINES Y 168 180 Y Y N 089730 1730 4 0 842522 TOOLS Y 170 84 Y Y N 089730 1730 4 0 842523 WOODWORKING MACHINES Y 169 180 Y Y N 089730 1730 4 0 842524 FORKLIFT Y 144 144 Y Y N 089730 1730 4 0 842525 SCALES - LIVESTOCK/MACHINERY Y 175 84 Y Y N 089730 1730 4 0 * 842599 INDUSTRIAL EQ - AT CONVERSION Y 180 84 Y Y N 089730 1730 4 0 842601 BOATS (20 FT OR GREATER) Y 721 60 Y Y N 089735 1735 5 0 842602 BOATS (SHORTER THAN 20 FT) Y 722 60 Y Y N 089735 1735 5 0 842603 BOATS-OTHER/CANOE/ROWBOAT Y 730 120 Y Y N 089735 1735 5 0 842604 BOATS-ACCESSORIES, MOTORS Y 723 120 Y Y N 089735 1735 5 0 842605 MARINE EQUIPMENT Y 725 60 Y Y N 089735 1735 5 0 842606 FERRIES Y 724 480 Y Y N 089735 1735 5 0 842801 LASERS (CLASS 3B OR 4) HAZARDOUS Y 527 120 Y Y N 089730 1730 4 0 843001 AIRCRAFT - JET Y 731 120 Y Y N 089735 1735 5 0 843003 AIRCRAFT - PROPELLER (SINGLE ENGINE) Y 732 120 Y Y N 089735 1735 5 0 843004 AIRCRAFT - PROPELLER (MULTIPLE ENGINE) Y 733 120 Y Y N 089735 1735 5 0 843005 AIRCRAFT - HELICOPTERS Y 734 120 Y Y N 089735 1735 5 0 843006 AIRCRAFT - OTHER Y 750 120 Y Y N 089735 1735 5 0 * 843099 AIRCRAFT - AT CONVERSION Y 750 120 Y Y N 089735 1735 5 0 843501 SERVERS/MINICOMPUTERS Y 203 72 Y Y N 089730 1730 4 0 843502 MICROCOMPUTER-DESKTOP NOT APPLE Y 204 48 Y Y N 089730 1730 4 0 843503 MICROCOMPUTER-DESKTOP APPLE Y 214 48 Y Y N 089730 1730 4 0 843504 CPU-HANDHELD/PORTABLE/LAP-NOT APPLE Y 284 48 Y Y N 089730 1730 4 0 Class (* = Frozen) Description SPA Req SPA Class Use Life Cap Depr Hist Ind GL Acct Acct Cntl SPA AFR Cat Salv Pct 843505 CPU-HANDHELD/PORTABLE/LAPTOP APPLE Y 294 48 Y Y N 089730 1730 4 0 843506 DRIVES-TAPE/DISK/OPTICAL/HARD/ZIP Y 205 60 Y Y N 089730 1730 4 0 843507 COMPUTER TERMINALS/MONITORS Y 209 72 Y Y N 089730 1730 4 0 843508 PRINTER-PORTABLE Y 288 84 Y Y N 089730 1730 4 0 843509 PRINTER-NOT PORTABLE Y 208 84 Y Y N 089730 1730 4 0 843510 OTHER COMPUTER HARDWARE Y 213 60 Y Y N 089730 1730 4 0 843511 DATA PROJECTORS Y 218 72 Y Y N 089730 1730 4 0 843512 CONTROLLERS-TAPE/DISK/TERMINAL Y 210 72 Y Y N 089730 1730 4 0 * 843513 Y 211 0 Y Y N 089730 1730 4 0 843514 SCANNER-IMAGE Y 241 36 Y Y N 089730 1730 4 0 843515 SCANNER-BARCODE (READER) Y 242 72 Y Y N 089730 1730 4 0 843516 PLOTTER Y 208 84 Y Y N 089730 1730 4 0 843517 POWER SUPPLY-BATTERY/GENERATOR Y 245 96 Y Y N 089730 1730 4 0 843518 POWER SUPPLY-UNINTERRUPTIBLE Y 246 36 Y Y N 089730 1730 4 0 * 843519 Y 0 Y Y N 089730 1730 4 0 843520 MODEM & RELATED DEVICES Y 250 60 Y Y N 089730 1730 4 0 843521 DIGITAL AND CHANNEL SERVICE UNITS Y 251 60 Y Y N 089730 1730 4 0 843522 MULTIPLEXORS Y 252 60 Y Y N 089730 1730 4 0 843523 MAINFRAME COMP EQUIP/CHANNEL EXTENDERS Y 202 96 Y Y N 089730 1730 4 0 843524 COMMUNICATION CONTROLLERS Y 254 60 Y Y N 089730 1730 4 0 843525 PROTOCOL CONVERTERS Y 255 60 Y Y N 089730 1730 4 0 843526 DATA COMMUNICATIONS DIAGNOSTICS SYSTEMS Y 257 60 Y Y N 089730 1730 4 0 843527 OTHER COMMUNICATIONS HARDWARE Y 258 60 Y Y N 089730 1730 4 0 843528 SUPERCOMPUTERS Y 201 60 Y Y N 089730 1730 4 0 * 843529 Y 0 Y Y N 089730 1730 4 0 843530 DOCKING STATION Y 215 36 Y Y N 089730 1730 4 0 843531 SECURITY SYS(NOT BUILTIN)- CAMERA/MONITOR Y 240 84 Y Y N 089730 1730 4 0 843532 LAN/WAN SWITCHING-HUBS, SWITCHES, ROUTER Y 259 60 Y Y N 089730 1730 4 0 843533 COMPUTER EQUIP RACKS, SHELVING, CHASSIS Y 260 120 Y Y N 089730 1730 4 0 * 843552 UNASSIGNABLE-TEES N 48 N Y N 089730 1730 0 0 * 843553 UNASSIGNABLE-TEES N 48 N Y N 089730 1730 0 0 * 843554 UNASSIGNABLE-TEES N 48 N Y N 089730 1730 0 0 * 843555 UNASSIGNABLE-TEES N 48 N Y N 089730 1730 0 0 * 843599 COMPUTER EQ - AT CONVERSION Y 213 60 Y Y N 089730 1730 4 0 844001 SOFTWARE - PURCHASED Y 307 60 Y Y N 089730 1730 4 0 844002 SOFTWARE-INTERNALLY DEVELOPED Y 308 60 Y Y N 089730 1730 4 0 844003 SOFTWARE-CUSTOMIZED (EXAMPLE: ISAS) Y 310 60 Y Y N 089730 1730 4 0 844004 SOFTWARE-ENTERPRISE (NEGOTIATED BY DIR) Y 311 72 Y Y N 089730 1730 4 0 * 844005 M/M SYS SFTW - NETWORK MANAGEMENT Y 303 0 Y Y N 089730 1730 4 0 * 844006 M/M SYS SFTW - UTILITY Y 304 0 Y Y N 089730 1730 4 0 * 844007 M/M SYS SFTW - TAPE LIBRARY MANAGEMENT Y 305 0 Y Y N 089730 1730 4 0 Class (* = Frozen) Description SPA Req SPA Class Use Life Cap Depr Hist Ind GL Acct Acct Cntl SPA AFR Cat Salv Pct * 844008 M/M SYS SFTW - OTHER SYSTEM SOFTWARE Y 306 0 Y Y N 089730 1730 4 0 * 844009 M/M DVL SFTW - APPL/SOURCE CD GENERATOR Y 350 0 Y Y N 089730 1730 4 0 * 844010 M/M DVL SFTW - COMPILER/INTERPRETER Y 351 0 Y Y N 089730 1730 4 0 * 844011 M/M DVL SFTW - OTHER DEVELOPMENT TOOLS Y 352 0 Y Y N 089730 1730 4 0 * 844012 M/M APP SFTW - ACCOUNTING/FINANCIAL Y 400 0 Y Y N 089730 1730 4 0 * 844013 M/M APP SFTW - REPORT GENERATOR Y 401 0 Y Y N 089730 1730 4 0 * 844014 M/M APP SFTW - WORD PROCESS/TEXT EDITOR Y 402 0 Y Y N 089730 1730 4 0 * 844015 M/M APP SFTW - DATABASE/FILE MANAGEMENT Y 403 0 Y Y N 089730 1730 4 0 * 844016 M/M APP SFTW - EDUCATIONAL/ACADEMIC Y 404 0 Y Y N 089730 1730 4 0 * 844017 M/M APP SFTW - FACILITIES MANAGEMENT Y 405 0 Y Y N 089730 1730 4 0 * 844018 M/M APP SFTW - GRAPHICS/CAD- CAM/SIMULATE Y 406 0 Y Y N 089730 1730 4 0 * 844019 M/M APP SFTW - GEOGRAPHIC INFO SYSTEM Y 407 0 Y Y N 089730 1730 4 0 * 844020 M/M APP SFTW - INVENTORY CONTROL Y 408 0 Y Y N 089730 1730 4 0 * 844021 M/M APP SFTW - SCIENTIFIC/ENGINEERING Y 409 0 Y Y N 089730 1730 4 0 * 844022 M/M APP SFTW - ENERGY CONSERVATION Y 410 0 Y Y N 089730 1730 4 0 * 844023 M/M APP SFTW - LICENSEE/MEMBERSHIP MGMT Y 411 0 Y Y N 089730 1730 4 0 * 844024 M/M APP SFTW - MGMT/PROJ CNTROL/PLANNING Y 412 0 Y Y N 089730 1730 4 0 * 844025 M/M APP SFTW - MEDICAL Y 413 0 Y Y N 089730 1730 4 0 * 844026 M/M APP SFTW - STATISTICAL/MATHEMATICAL Y 414 0 Y Y N 089730 1730 4 0 * 844027 M/M APP SFTW - PAYROLL/PERSONNEL Y 415 0 Y Y N 089730 1730 4 0 * 844028 M/M APP SFTW - QUERY/SEARCH Y 416 0 Y Y N 089730 1730 4 0 * 844029 M/M APP SFTW - REGISTRATION ADMISSION Y 417 0 Y Y N 089730 1730 4 0 * 844030 M/M APP SFTW - SPREADSHEET Y 418 0 Y Y N 089730 1730 4 0 * 844031 M/M APP SFTW - TELECOMMUNICATIONS Y 419 0 Y Y N 089730 1730 4 0 * 844032 M/M APP SFTW - UTILITY Y 420 0 Y Y N 089730 1730 4 0 * 844033 M/M APP SFTW - INTEGRATED PACKAGES Y 421 0 Y Y N 089730 1730 4 0 * 844034 M/M APP SFTW - OTHER APPLICATIONS Y 422 0 Y Y N 089730 1730 4 0 * 844040 MCR SYS SFTW - OPERATING SYSTEM Y 600 0 Y Y N 089730 1730 4 0 * 844041 MCR SYS SFTW - PERFORM UTILIZAT'N/MONITR Y 601 0 Y Y N 089730 1730 4 0 * 844042 MCR SYS SFTW - NETWORK MANAGEMENT Y 602 0 Y Y N 089730 1730 4 0 * 844043 MCR SYS SFTW - UTILITY Y 603 0 Y Y N 089730 1730 4 0 * 844044 MCR SYS SFTW - TAPE LIBRARY MANAGEMENT Y 604 0 Y Y N 089730 1730 4 0 * 844045 MCR SYS SFTW - OTHER Y 605 0 Y Y N 089730 1730 4 0 * 844046 MCR DVL SFTW - APPL/SOURCE CD GENERATOR Y 625 0 Y Y N 089730 1730 4 0 * 844047 MCR DVL SFTW - COMPILER/INTERPRETER Y 626 0 Y Y N 089730 1730 4 0 * 844048 MCR DVL SFTW - OTHER DEVELOPMENT Y 627 0 Y Y N 089730 1730 4 0 Class (* = Frozen) Description SPA Req SPA Class Use Life Cap Depr Hist Ind GL Acct Acct Cntl SPA AFR Cat Salv Pct * 844049 MCR APP SFTW - ACCOUNTING/FINANCIAL Y 640 0 Y Y N 089730 1730 4 0 * 844050 MCR APP SFTW - REPORT GENERATOR Y 641 0 Y Y N 089730 1730 4 0 * 844051 MCR APP SFTW - WORD PROCESS/TEXT EDITOR Y 642 0 Y Y N 089730 1730 4 0 * 844052 MCR APP SFTW - DATABASE/FILE MANAGEMENT Y 643 0 Y Y N 089730 1730 4 0 * 844053 MCR APP SFTW - EDUCATIONAL/ACADEMIC Y 644 0 Y Y N 089730 1730 4 0 * 844054 MCR APP SFTW - FACILITIES MANAGEMENT Y 645 0 Y Y N 089730 1730 4 0 * 844055 MCR APP SFTW - GRAPHICS/CAD- CAM/SIMULATE Y 646 0 Y Y N 089730 1730 4 0 * 844056 MCR APP SFTW - GEOGRAPHIC INFO SYSTEM Y 647 0 Y Y N 089730 1730 4 0 * 844057 MCR APP SFTW - INVENTORY CONTROL Y 648 0 Y Y N 089730 1730 4 0 * 844058 MCR APP SFTW - SCIENTIFIC/ENGINEERING Y 649 0 Y Y N 089730 1730 4 0 * 844059 MCR APP SFTW - ENERGY CONSERVATION Y 650 0 Y Y N 089730 1730 4 0 * 844060 MCR APP SFTW - LICENSEE/MEMBERSHIP MGMT Y 651 0 Y Y N 089730 1730 4 0 * 844061 MCR APP SFTW - MGMT/PROJ CNTROL/PLANNING Y 652 0 Y Y N 089730 1730 4 0 * 844062 MCR APP SFTW - MEDICAL Y 653 0 Y Y N 089730 1730 4 0 * 844063 MCR APP SFTW - STATISTICAL/MATHEMATICAL Y 654 0 Y Y N 089730 1730 4 0 * 844064 MCR APP SFTW - PAYROLL/PERSONNEL Y 655 0 Y Y N 089730 1730 4 0 * 844065 MCR APP SFTW - QUERY/SEARCH Y 656 0 Y Y N 089730 1730 4 0 * 844066 MCR APP SFTW - REGISTRATION ADMISSION Y 657 0 Y Y N 089730 1730 4 0 * 844067 MCR APP SFTW - SPREADSHEET Y 658 0 Y Y N 089730 1730 4 0 * 844068 MCR APP SFTW - TELECOMMUNICATIONS Y 659 0 Y Y N 089730 1730 4 0 * 844069 MCR APP SFTW - UTILITY Y 660 0 Y Y N 089730 1730 4 0 * 844070 MCR APP SFTW - INTEGRATED PACKAGES Y 661 0 Y Y N 089730 1730 4 0 * 844071 MCR APP SFTW - OTHER APPLICATIONS Y 662 0 Y Y N 089730 1730 4 0 * 844072 M/M SYS SFTW - OPERATING SYSTEM Y 300 0 Y Y N 089730 1730 4 0 * 844073 M/M SYS SFTW - PERFORM UTILIZAT'N/MONITR Y 301 0 Y Y N 089730 1730 4 0 * 844074 M/M SYS SFTW - TELEPROCESSING Y 302 0 Y Y N 089730 1730 4 0 844501 PBX, KSU, VOICEMAIL, CENTREX, PHONE SYS Y 675 36 Y Y N 089730 1730 4 0 844502 AUTOMATIC CALL DISTRIBUTORS/SYSTEMS Y 678 36 Y Y N 089730 1730 4 0 844503 PHONE EQPT-OTHER, CELL, MOBILE, NOT SYS Y 700 36 Y Y N 089730 1730 4 0 844504 VSATS/SATELLITES EQ Y 256 60 Y Y N 089730 1730 4 0 844505 FAX MACHINES/TELECOPIER EQ Y 121 84 Y Y N 089730 1730 4 0 * 844506 STATE OWNED FIBER OPTICS EQ Y 500 60 Y Y N 089730 1730 4 0 * 844507 EQUIPMENT - OTHER TELECOMMUNICATIONS Y 700 0 Y Y N 089730 1730 4 0 844508 VIDEO CONFERENCING / TTVN EQ Y 135 60 Y Y N 089730 1730 4 0 844509 TELETYPES Y 200 120 Y Y N 089730 1730 4 0 844510 TELETYPEWRITERS Y 200 120 Y Y N 089730 1730 4 0 * 844511 EQUIPMENT - CENTREX Y 676 0 Y Y N 089730 1730 4 0 * 844512 EQUIPMENT - ELECTRONIC KEY Y 677 0 Y Y N 089730 1730 4 0 Class (* = Frozen) Description SPA Req SPA Class Use Life Cap Depr Hist Ind GL Acct Acct Cntl SPA AFR Cat Salv Pct * 844513 EQUIPMENT - AUTOMATIC CALL DISTRIBUTORS Y 678 0 Y Y N 089730 1730 4 0 * 844514 EQUIPMENT - VOICE MAIL Y 679 0 Y Y N 089730 1730 4 0 * 844521 EQUIPMENT - TELEPHONES, KEY Y 691 0 Y Y N 089730 1730 4 0 * 844522 EQUIPMENT - TELEPHONES, ELEC SINGLE LINE Y 692 0 Y Y N 089730 1730 4 0 * 844523 EQUIPMENT - TELEPHONES, ELEC MULTI LINE Y 693 0 Y Y N 089730 1730 4 0 * 844599 TELECOMMUNICATION EQ - AT CONV Y 700 36 Y Y N 089730 1730 4 0 * 845001 FABRICATION OF EQUIPMENT Y 0 Y Y N 089730 1730 4 0 * 849998 VEHICLES, CONTROLLED Y 701 60 Y Y N 089735 1735 5 0 * 849999 OTHER CONTROLLED ASSETS Y 142 0 Y Y N 089730 1730 4 0 851001 LIBR BOOKS & REF MATERIALS- DEPRECIABLE Y 751 180 Y Y N 089740 1740 8 0 * 851002 LIBR BOOKS & REF MATERIALS-DEPR SPA Y 751 180 Y Y N 089740 1740 8 0 851201 WORKS OF ART & HIST. TREASURES; BOOKS Y 752 0 Y N N 089741 1741 8 0 861000 LIVESTOCK - BURROS/ DONKEYS Y 855 84 Y Y N 089750 1750 8 0 861001 LIVESTOCK - DAIRY CATTLE Y 852 84 Y Y N 089750 1750 8 0 861002 LIVESTOCK - BEEF CATTLE Y 852 84 Y Y N 089750 1750 8 0 861003 LIVESTOCK - HORSES Y 851 84 Y Y N 089750 1750 8 0 861004 LIVESTOCK - MULES Y 855 84 Y Y N 089750 1750 8 0 861005 LIVESTOCK - POULTRY Y 855 84 Y Y N 089750 1750 8 0 861006 LIVESTOCK - SHEEP Y 853 84 Y Y N 089750 1750 8 0 861007 LIVESTOCK - GOATS Y 855 84 Y Y N 089750 1750 8 0 861008 LIVESTOCK - SWINE Y 854 84 Y Y N 089750 1750 8 0 861009 LIVESTOCK - BISON Y 855 84 Y Y N 089750 1750 8 0 861010 LIVESTOCK - DEER Y 855 84 Y Y N 089750 1750 8 0 861011 LIVESTOCK - DOGS Y 855 84 Y Y N 089750 1750 8 0 * 861012 LIVESTOCK - MISCELLANEOUS Y 855 84 Y Y N 089750 1750 8 0 * 861099 LIVESTOCK - AT CONVERSION Y 855 84 Y Y N 089750 1750 8 0 871001 CONSTRUCTION IN PROGRESS - EQUIPMENT Y 090 0 Y N N 089755 1755 6 0 871002 CONSTRUCTION IN PROGRESS - FURNISHINGS Y 090 0 Y N N 089755 1755 6 0 871003 CONSTRUCTION IN PROGRESS - NEW Y 090 0 Y N N 089755 1755 6 0 871004 CONSTRUCTION IN PROGRESS - OTHER Y 090 0 Y N N 089755 1755 6 0 871005 CONSTRUCTION IN PROGRESS - RENOVATION Y 090 0 Y N N 089755 1755 6 0 * 871099 CONSTRUCTION IN PROGRESS - AT CONVERSION Y 090 0 Y N N 089755 1755 6 0 871101 CONSTR/REHAB IMPROVEMENTS-NOT BUILDINGS Y 090 0 Y N N 089755 1755 6 0 871201 ADVERTISING SERVICES Y 090 0 Y N N 089755 1755 6 0 * 871301 ARCHEOLOGICAL/ENVIRONMENTAL SURVEYS Y 090 0 Y N N 089755 1755 6 0 871401 ARCHITECTURAL/ENGINEERING SERVICES Y 090 0 Y N N 089755 1755 6 0 * 871501 CONSTRUCTION OF ROADS Y 090 0 Y N N 089755 1755 6 0 * 871601 ASBESTOS Y 090 0 Y N N 089755 1755 6 0 * 871701 CONSTRUCTION TESTING Y 090 0 Y N N 089755 1755 6 0 * 871801 COST ESTIMATE VERIFICATION Y 090 0 Y N N 089755 1755 6 0 * 871901 ENERGY MANAGEMENT SYSTEM Y 090 0 Y N N 089755 1755 6 0 Class (* = Frozen) Description SPA Req SPA Class Use Life Cap Depr Hist Ind GL Acct Acct Cntl SPA AFR Cat Salv Pct * 872101 FIBEROPTICS Y 090 0 Y N N 089755 1755 6 0 * 872201 HVAC BALANCING SERVICES Y 090 0 Y N N 089755 1755 6 0 * 872301 LANDSCAPING Y 090 0 Y N N 089755 1755 6 0 * 872401 MOVABLE FURNISHINGS Y 090 0 Y N N 089755 1755 6 0 872501 OTHER SERVICES Y 090 0 Y N N 089755 1755 6 0 872601 PROJECT MANAGEMENT/ADMINISTRATION Y 090 0 Y N N 089755 1755 6 0 * 872701 SOIL INVESTIGATION Y 090 0 Y N N 089755 1755 6 0 * 872801 LAND SURVEYING SERVICES Y 090 0 Y N N 089755 1755 6 0 873301 CIP - FABRICATION OF EQUIPMENT Y 090 0 Y N N 089755 1755 6 0 Fixed Asset GL & Capitalization Thresholds Although there is not a specific table in FAMIS that lists or controls the threshold amount for each asset, each asset’s threshold is determined by rules governed by the State of Texas. The class that an asset is assigned to can “almost” always be used to determine if the asset is capital (Class 5XXXXX are non-capital / controlled, 8XXXXX are capital). The capital flag is set at the class level, but can be overridden on an asset by asset basis. Each class has a default general ledger, even if the asset is not capitalized. The Texas A&M University System Fixed Asset General Ledgers & Capitalization Thresholds In General Ledger Number Order AFR Category Description Account Control General Ledger Capitalization Threshold Amount 1 Land and Land Improvements 1700 089700 ALL 2 Buildings and Building Improvements 1705 089705 $100,000 9 Facilities and Other Improvements 1712 089712 $100,000 3 Infrastructure 1715 089715 $500,000 8 Leasehold Improvements 1720 089720 $100,000 4 Lease Purchases 1725 089725 n/a 4 Equipment* 1730 089730 $5,000 4 Equipment Held in Trust - Federal 1731 089731 $5,000 4 Equipment Held in Trust - Other 1732 089732 $5,000 5 Vehicles, Boats & Airplanes 1735 089735 $5,000 5 Vehicles, Boats & Airplanes - Held in Trust 1736 089736 $5,000 8 Museums/Collections 1745 089745 ALL 8 Museums/Collections-Privately Owned 1746 089746 ALL 8 Library Books and Materials** 1740 089740 ALL 8 Livestock*** 1750 089750 $5,000 6 Construction in Progress 1755 089755 n/a # Intangible Assets: Patents & Copyrights 1770 089770 # Key: # Currently TAMRF is the only agency that has patents listed as an asset. * Software developed for internal use (threshold is $100,000). ** Professional library. If not professional, then use $5,000 to decide if the asset is capital. *** $5,000 per animal in order to be considered capital. Capitalization Table Values The following table represents a suggested capitalization value table that can be set up for your campus. If you need additional codes or have questions concerning the correct use of a code, contact FAMIS Help at (979) 458-6464 or email famishelp@tamu.edu. See Screens 582/592 for further information. Expense Subcode High Subcode Capitalization Minimum Description 5775 5799 Inventory, Non-capital and Controlled 8000 8349 Capital Outlay 1 8400 8999 Capital Outlay 2, including Library Books OR Expense Subcode High Subcode Capitalization Minimum Description 5775 5799 Inventory, Non-capital and Controlled 8000 8349 Capital Outlay 1 8400 8499 Capital Outlay 2 8600 8999 Capital Outlay 3 Acquisition Methods The following table represents the valid acquisition values that can be used when acquiring or changing the cost of an asset. If you need additional codes or have questions concerning the correct use of a code, contact FAMIS Help at (979) 458-6464 or email famishelp@tamu.edu. See Screens 583/593 for further information. Acq Meth Acct Cntl FAMIS Description SPA Code SPA Description 01 4701 Transferred from Part 01- TAMUS 11 Transfer from another St Agency 02 4702 Transferred from Part 02-TAMU 11 Transfer from another St Agency 04 4704 Transferred from Part 04-TSU 11 Transfer from another St Agency 05 4705 Transferred from Part 05-PVAMU 11 Transfer from another St Agency 06 4706 Transferred from Part 06-AL-RSCH 11 Transfer from another St Agency 07 4707 Transferred from Part 07-AL-EXT 11 Transfer from another St Agency 08 4708 Transferred from Part 08-TEES 11 Transfer from another St Agency 09 4709 Transferred from Part 09-TEEX 11 Transfer from another St Agency 10 4710 Transferred from Part 10-TAMUG 11 Transfer from another St Agency 11 4711 Transferred from Part 11-TFS 11 Transfer from another St Agency 12 4712 Transferred from Part 12-TTI 11 Transfer from another St Agency 14* 4714 Transferred from Part 14-TWDMS 11 Transfer from another St Agency 15 4715 Transferred from Part 15-TAMUCC 11 Transfer from another St Agency 16 4716 Transferred from Part 16-TAMIU 11 Transfer from another St Agency 17 4717 Transferred from Part 17-TAMUK 11 Transfer from another St Agency 18 4718 Transferred from Part 18-WTAMU 11 Transfer from another St Agency 19* 4719 Transferred from Part 19-TAMUSHSC 11 Transfer from another St Agency 20 4720 Transferred from Part 20-TVMDL 11 Transfer from another St Agency 21 4721 Transferred from Part 21-TAMUC 11 Transfer from another St Agency 22 4722 Transferred from Part 22-TAMUT 11 Transfer from another St Agency 23 4723 Transferred from Part 23-TAMUSHSC 11 Transfer from another St Agency 98 4798 Transferred from Development Foundation 05 Gifts/Donations 99 4799 Transferred from Research Foundation 05 Gifts/Donations AJ 4495 Adjustments / Other 03 Local Sources GA* 4450 Gain on Sale or Trade-in 03 Local Sources GF 4405 Gift 05 Gifts/Donations HT 4495 Held in Trust 09 Equipment Held in Trust LP 2120 Lease Purchase Acquisition 08 Other Debt Instruments ML 4400 Master Lease 09 Equipment Held in Trust P1 4400 Purchased – Texas Dept of Transportation -- * See Funding Source * P2 4400 Purchased – Other Sponsors -- * See Funding Source * P3 4400 Purchased - TTI Internal Leasing -- * See Funding Source * P4 4400 Purchased – PUF -- * See Funding Source * PD 4407 Constructed / Produced by Dept 10 Manufactured Equipment PO 4400 Purchased -- * See Funding Source * RA 4442 Reclass from Livestock 03 Local Sources RB 4425 Reclass from Buildings 03 Local Sources RC 4410 Reclass from CIP 04 Completed CIP Into Service RE 4440 Reclass from Equipment 03 Local Sources RF 4427 Reclass From Facilities & Other Improvements 03 Local Sources Acq Meth Acct Cntl FAMIS Description SPA Code SPA Description RH 4435 Reclass from Leasehold Improvement 03 Local Sources RI 4430 Reclass from Improvements Other than Buildings 03 Local Sources RL 4420 Reclass from Land 03 Local Sources RM 4422 Reclass from Library Books/Materials 03 Local Sources RN 4432 Reclass from Infrastructure 03 Local Sources RP 4449 Reclass from Patents & Copyrights 03 Local Sources RV 4446 Reclass from Vehicles 03 Local Sources RW 4437 Reclass from Museums/Collections 03 Local Sources RX 4445 Reclass from Expense 03 Local Sources TA 4415 Transferred from non-TAMUS Agency 11 Transfer from another St Agency TC 4495 Threshold Change 03 Local Sources TD 4415 Transferred from TX DOT 11 Transfer from another St Agency Note: ‘*’ No longer a valid Acquisition Method – Account Control Frozen Disposition Methods The following table represents the valid disposition values that can be used when disposing of or changing the cost of an asset. If you need additional codes or have questions concerning the correct use of a code, contact FAMIS Help at (979) 458-6464 or email famishelp@tamu.edu. See Screens 583/593 for further information. Disp Meth Acct Cntl FAMIS Description SPA Code SPA Description 01 5701 Transferred to Part 01-TAMUS 02 Transferred but not yet accepted 02 5702 Transferred to Part 02-TAMU 02 Transferred but not yet accepted 04 5704 Transferred to Part 04-TSU 02 Transferred but not yet accepted 05 5705 Transferred to Part 05-PVAMU 02 Transferred but not yet accepted 06 5706 Transferred to Part 06-AL-RSCH 02 Transferred but not yet accepted 07 5707 Transferred to Part 07-AL-EXT 02 Transferred but not yet accepted 08 5708 Transferred to Part 08-TEES 02 Transferred but not yet accepted 09 5709 Transferred to Part 09-TEEX 02 Transferred but not yet accepted 10 5710 Transferred to Part 10-TAMUG 02 Transferred but not yet accepted 11 5711 Transferred to Part 11-TFS 02 Transferred but not yet accepted 12 5712 Transferred to Part 12-TTI 02 Transferred but not yet accepted 14* 5714 Transferred to Part 14-TWDMS 02 Transferred but not yet accepted 15 5715 Transferred to Part 15-TAMUCC 02 Transferred but not yet accepted 16 5716 Transferred to Part 16-TAMIU 02 Transferred but not yet accepted 17 5717 Transferred to Part 17-TAMUK 02 Transferred but not yet accepted 18 5718 Transferred to Part 18-WTAMU 02 Transferred but not yet accepted 19* 5719 Transferred to Part 19-TAMUSHSC 02 Transferred but not yet accepted 20 5720 Transferred to Part 20-TVMDL 02 Transferred but not yet accepted 21 5721 Transferred to Part 21-TAMUC 02 Transferred but not yet accepted 22 5722 Transferred to Part 22-TAMUT 02 Transferred but not yet accepted 23 5719 Transferred to Part 23-TAMUSHSC 02 Transferred but not yet accepted 98 5798 Transferred to Development Foundation 22 Donation 99 5799 Transferred to Research Foundation 22 Donation AJ 5495 Adjustments / Other 27 Delete; data submitted in error CJ 5419 TDCJ Computer Recovery Program 15 TDCJ's Computer Recovery CN 5410 Cannibalized 03 Salvage DA 5410 Damaged by Nature 28 Damaged by nature DD 5410 Destroyed / Died / Junk 03 Salvage DE 5410 Damaged by Employee(s) 29 Damaged by employees DN 5418 Donation 22 Donation DO 5410 Damaged By Other than Employee 30 Damaged by other than employees DS 5620 Sold Prior Year 14 Surplus: sold, local sale DR 5407 Disposal of Real Property 16 Real Property DT 5620 Trade-in Prior Year 23 Trade-in FD 5495 Returned to Federal Government 26 Return to Owner: Held in Trust HT 5495 Held in Trust 26 Held in trust LP 2120 Lease Purchase Payment n/a LS 5450 Loss on Sale or Trade-in 23 Trade-in MH 5410 Missing-Hold for Deletion 19 Missing: hold for deletion ML 5410 Missing / Lost 19 Missing: hold for deletion MN 5410 Missing-Negligence 17 Missing: possible employee negligence Disp Meth Acct Cntl FAMIS Description SPA Code SPA Description MS 5410 Missing-Request Now 18 Missing: deletion request RA 5442 Reclass to Livestock 27 Delete; data submitted in error RB 5425 Reclass to Buildings 24 Originally CIP: Completed and In Service RC 5447 Reclass to Construction In Progress 27 Delete; data submitted in error RE 5440 Reclass to Equipment 24 Originally CIP: Completed and In Service RF 5427 Reclass to Facilities & Other Improvements 24 Originally CIP: Completed and In Service RH 5435 Reclass to Leasehold Improvements 24 Originally CIP: Completed and In Service RL 5420 Reclass to Land 24 Originally CIP: Completed and In Service RM 5422 Reclass to Library Books/Materials 27 Delete; data submitted in error RN 5432 Reclass to Infrastructure 24 Originally CIP: Completed and In Service RP 5449 Reclass to Patents & Copyrights 27 Delete; data submitted in error RT 5495 Returned 27 Delete; data submitted in error RV 5446 Reclass to Vehicles 27 Delete; data submitted in error RW 5437 Reclass to Museums/Collections 27 Delete; data submitted in error RX 5445 Reclass to Controlled/Expense 27 Delete; data submitted in error SA 5400 Sold - Auction – Group 04 Retire to Surplus SB 5400 Sold - Sealed Bid – Individual 04 Retire to Surplus SG 5400 Sold - Sealed Bid – Group 04 Retire to Surplus SI 5400 Sold – Auction – Individual 04 Retire to Surplus SL 5400 Sold – Local Sale 04 Retire to Surplus SN 5410 Stolen-Negligence 20 Stolen: possible employee negligence ST 5410 Stolen-Request Now 21 Stolen: delete request TA 5415 Transferred to Non-TAMUS Agency within Texas 02 Transferred but not yet accepted TB 5415 Transferred to Non-Texas Entity 04 Retire to Surplus TC 5495 Threshold Change 25 Remove from inventory; not capitalized/controlled TD 5415 Transferred to TX DOT 02 Transferred but not yet accepted TO 5417 Transferred to Assistance Sub-division 09 Surplus: acquired by assistance organization TP 5416 Transferred To Political Subdivision 08 Surplus: acquired by political subdivision TR 5405 Trade-ins 23 Trade-in Inflation Codes The following table represents the valid inflation codes that can be used with assets. If you need additional codes or have questions concerning the correct use of a code, contact FAMIS Help at (979) 458-6464 or email famishelp@tamu.edu. See Screens 584/594 for further information. Inflation Code Inflation Factor Description NO 1.000 None Depreciation Methods The following table represents the valid depreciation methods that can be used to depreciation assets. If you need additional codes or have questions concerning the correct use of a code, contact FAMIS Help at (979) 458-6464 or email famishelp@tamu.edu. See Screens 585/595 for further information. Method Multiplier / Percent Amount Description SL Straight Line Depreciation Methods Section XIII FFX Year-End Decisions FFX Year-End Decisions FAMIS Services receives a lot of questions concerning the timing of various year-end FFX activities. FFX year-end processing has never been a very easy process to understand, and with the addition of daily SPA feeds, it has gotten even more complicated. There are various decisions that need to be made. Below is an explanation of those decision points, along with their pros and cons. The Property Manager and the Business Officer should make joint decisions as to the best timing for your organization. Decisions There are two main decisions that must be made: Send email to famishelp@tamu.edu 1. When should the Accounts Payable to FFX feed begin for the New Year? (FnnTAPFD job, where nn is Part number) 2. When should FFX be closed for transactions in the OLD year? AND When should it be opened to allow FFX transactions in the NEW year? The Pros and Cons to each of these points are listed below. It is strongly recommended that the Business Office and Property Office discuss these items and jointly agree on the timing that best suits your organization as a whole. Prior to making these decisions, there are several facts that are important to note: • FFX should only be open to allow FFX transactions in one year. While preliminary and pending assets can be created in two fiscal years, they can only be approved in one fiscal year. Approved assets can only be modified or deleted in one fiscal year. You cannot switch back and forth between fiscal years to approve or work with approved assets. • FFX is automatically closed in the OLD year when the AFR is submitted for review. It will not be reopened without approval from the System Office of Budgets and Accounting, your Business Office, and your Property Office. • The NEW FFX year is not open to allow FFX transactions until the OLD FFX year is closed AND the Member requests that the NEW FFX year be opened to allow FFX transactions. • If the NEW FFX year is not opened when the OLD FFX year is closed (like during AFR review), no asset transactions that open batches will be able to be processed. These include: Screens 510-521 (Property Office transaction screens). • SPA feeds for the OLD year must be complete before any SPA transactions are fed for the NEW year. FFX Year-End Decisions (cont’d) (1) When should you begin feeding NEW year controlled and capital items from Accounts Payable into FFX? (The job that does this is FnnTAPFD, where nn is your Part number.) The options are: • Feed only OLD year A/P activity until all FFX entry for the OLD year has been completed. Once the OLD year is complete, feed only the NEW year. Pro: This method completely separates OLD year and NEW year FFX activity. There is very little chance that a NEW year item would accidentally be approved in the OLD year. Property Office workers can assume that all pending assets belong to the prior year. When FFX is complete for the year, there should be no outstanding pending assets. Con: Once the Property area has finished entering the majority of FFX items for the OLD year, there may be slack time that could be used preparing and auditing some of the pending assets that will be created by NEW year A/P activity. Con: FAMIS bar code labels (TBAR057) for items that have been purchased in the NEW year cannot be automatically created until the voucher has been fed and approved in the NEW year. Departments must be encouraged to physically label assets within 10 calendar days of receipt, as stated in the System Equipment Management Manual. - OR - • Feed both OLD and NEW year A/P activity into FFX. Separate reports will be prepared for each FY feed. All assets should be "worked" from the TBDU065 and TBSPPREP reports that come out of the FnnTAPFD cycle. Please note that these TBDU065/TBSPPREP reports are produced separately, one set of reports per fiscal year. Selecting assets directly from Screen 529 could cause NEW year assets to be approved in the OLD year (and vice versa). Pro: Property Office personnel can begin preparing NEW year pending assets as time permits. This might include changing descriptions, auditing class codes, and preparing manual inventory tags (not FAMIS generated bar codes, however). Con: Care must be taken to ensure that only OLD year assets get approved in the OLD year and vice versa. FFX Year-End Decisions (cont’d) (2) When should FFX be closed in the OLD year AND when should it be opened to allow FFX transactions in the NEW year? Note: Once the NEW year has been opened for FFX processing, the OLD year will not be reopened. The options are: • Close the OLD FFX year when the Property Office and Business Office are relatively certain that FFX is current and the Investment in Plant portion of the AFR (Note 2) is complete. You can open FFX for the NEW year for transactions, but be aware that any FFX corrections for the OLD year will have to be done as FRS journal (adjusting) entries. The FFX entries will have to be done in the NEW year with the “Feed Accounting” flag set to ‘N’. The final SPA transactions for the OLD year must be sent by FTP to SPA before sending any transactions to SPA for the NEW year (refer to the discussion of this scenario found below). – OR – • Close the OLD FFX year when the AFR is submitted for original review, but wait to open the NEW FFX year for transactions, until the final AFR review is complete. The Property Office and Business Office should be relatively certain that FFX is current and that the Plant portion of the AFR (Note 2) is complete. The final SPA transactions for the OLD year must be sent by FTP to SPA before sending any transactions to SPA for the NEW year (refer to the discussion of this scenario found below). – OR – • Wait until you run your official (final) month 13 reports before closing the OLD year and opening the NEW year for transactions. This will ensure that all OLD year transactions are processed before the NEW year is opened for processing transactions. A final SPA feed will be run for the OLD year similar to the scenario discussed below. Once the NEW year has been opened to allow FFX transactions, all of the following will begin running in the NEW year: TAPFD (feeds pending assets from accounts payable), TFAFD (feeds FAMIS G/L transactions from FFX), TMASS (mass change program), TR058 (FAMIS bar code file download) and TR059 (FAMIS bar code file upload). It is important to note that the NEW year SPA feeds cannot begin at the same time the NEW FFX year is opened to allow FFX transactions. A couple of days’ delay is necessary so that a year-end SPA snapshot (extract) can be captured of the OLD year for reporting purposes. FFX Year-End Decisions (cont’d) SPA Feeds – Year-End Since September 1, 2000, automated feeds (DSPA) to SPA have been sent on a daily, not monthly, basis. This changed the fiscal year-end processing feeds, and thus needs more explanation concerning how it works and what needs to be considered related to SPA feeds. The scenario for your agency will be similar to the following: At your request, the FFX Allow Transaction flag on Screen 842 is set to ‘Y’ in the NEW year – this defines Day 1. It is the last possible day of FFX entry into the OLD year as the flag will be set to ‘N’ in the OLD year. At this point, the Property Office states it has completed entry of all OLD year activity and the Business Office states it has entered all necessary AFR (Plant/Property transactions and/or A/P transactions) activity for the OLD year. All capital and/or controlled assets for the OLD year have been entered. At this time, your AFR has been delivered to the AFR contact at SOBA. The AFR contact at SOBA requests FAMIS to lock down your campus code for the OLD year and no other entry into the OLD year will be allowed. All Screen 842 flags will be set to 'N' in the OLD year. 1) Remember FAMIS DSPA feeds are always a day behind. Therefore, on Day 1, DSPA will be run (after 5pm) for the previous day’s OLD year activity and the file will be sent by FTP to Austin. Since there is a 2pm deadline for SPA feeds, this file will not update SPA until the following night's SPA cycle. 2) On Day 2, DSPA will be run (after 5pm) for Day 1’s OLD year activity and the file will be sent by FTP to Austin. 3) On Day 3, DSPA will be run (after 5pm) for Day 2’s OLD year activity and the file will be sent by FTP to Austin. 4) On Day 4, since the OLD year is locked down and since the final file for the OLD fiscal year will update that night in SPA, FAMIS will request a SPA extract file. SPA will create it that night after all SPA updates have occurred. 5) On Day 5, FAMIS will ftp the SPA extract file for the OLD year to our system and verify its receipt. FAMIS will change the fiscal year-end flag (for SPA feeds) to the NEW year (Screen 853) and point the DSPA JCL (job control language) to the NEW year. DSPA can be run that night to begin sending daily feeds to SPA for the NEW year. It will pick up all NEW year FFX activity prior to Day 5. FFX Year-End Decisions (cont’d) Decision Time Once your Property Office and Business Office agree, please inform FAMIS (send email to: famishelp@tamu.edu) of your decisions. The information needed is: 1. When you want to begin feeding Accounts Payable to FFX for the NEW year 2. When you want to close FFX for the OLD year AND when you want to open FFX for the NEW year. FFX Year-End Decisions (cont’d) Section XIV Appendix Standard PF Key Definitions PF Keys are used in the Fixed Assets module of FAMIS to access additional asset information or to download and/or print asset information. Where ever possible the same assignment has been given to the same PF key, such as PF2 always being the key used for HELP. Occasionally this has not been possible and a different assignment has been made. The following list is to help you identify the functionality behind the PF keys that you will see on the many screens in Fixed Assets. Many screens have extended information windows assigned to various function keys that are designated at the bottom of each screen and pop-up window. Placing the cursor (using the cursor arrow keys) on a particular line and pressing the extended information function key will display the pop-up window information for the document or item on that line. Exiting a pop-up window is done by pressing to return to the previous window or inquiry screen. If multiple windows have been opened pressing will return you directly to the screen where you started. From within many of the pop-up windows an additional set of extended function keys may appear to further inquire on the asset. Extended Function Keys Add Displays a window to select up to 20 Class Codes to add to your campus’s Class Code Table. +-------------------------------------------------------------+ | More Classes - Select or Press To Scroll | | | | Search Criteria: Class Code: ______ | | Selected of 20 | | Code Description | | _ 578705 CPU-HAND/PORT/LAPTOP APPLE $500-999.99 | | _ 578706 SERVERS/MINICOMPUTERS $500-999.99 | | _ 578801 PRINTER-NOT PORTABLE $500-999.99 | | _ 578802 PRINTER-PORTABLE $500-999.99 | | _ 579102 MICROSCOPES & ACCESSORIES $500-999.99 | | _ 579105 BALANCES $500-999.99 | | _ 579106 INCUBATORS & ACCESSORIES $500-999.99 | | _ 579109 CENTRIFUGES $500-999.99 | | _ 579111 OSCILLOSCOPES $500-999.99 | | _ 579201 WEATHER EQUIPMENT $500-999.99 | | _ 579202 REFRIG, LAB $500-999.99 | | _ 579203 FREEZERS, LAB $500-999.99 | | | | Select up to 20 Class Codes PF4=Quit PF12=Cancel | +-------------------------------------------------------------+ Again Some screens have search features. The Again allows you to search again using the same criteria. Appendix – Standard PF Key Definitions (cont’d) Audit Allows the user to see Audit information (i.e. Last modified date, time, and UserID). +-------------------------------------------------------------------+ | | | ************** Audit Information ************** | | Created Batch Modified | | Date: 09/25/1997 Date: 08/13/2003 | | Time: Time: 01:53 PM | | UserID: TxxxxxxL Program: TNSPDPF | | | | Online Modified | | Date: 02/11/2002 | | Time: | | UserID: | | Program: Tracking Nbr: 00049748 | | | +-------------------------------------------------------------------+ Bkwd Some Inquiry Screens allow scrolling through many records at a time. The Bkwd allows the user to go back to the previous panel of data. Del Allows a user to freeze a Class Code on your specific campus. DLoad Some screens allow the user to download columns of data to their PC usually into Excel. However, you must have Entire Connection installed on your PC. Funds This is a popup window displaying all available Fund Sequences for a given asset and component number. +------------------------------------------------------------------------+ | | | Asset Nbr: 0000000003 Component Nbr: 01 Status: A | | | | Sel Fund Sq. Fund Bank Src Buying Account Voucher Amount | | _ 00001 7999 00001 LF 500.00 | | _ 00002 0001 10001 ST | | _ 00003 0096 10717 ST | | | | | | | | ------------------ | | Sub Total: 500.00 | | *** End of Fund Sequence List *** | | Press to Exit | | | +------------------------------------------------------------------------+ Fwd Some Inquiry Screens allow scrolling through many records at a time. The Fwd allows the user to go forward to the next panel of data Help Context sensitive help on individual fields on the screen. HMenu Not Used in FAMIS. Appendix – Standard PF Key Definitions (cont’d) Left Some windows are made up of several adjacent panels. These will be designated by the word Panel: ## appearing in the window. Pressing this key scrolls the panel to the left. Next Some Inquiry Screens allow scrolling through many records at a time. The Next allows the user to go forward to the next panel of data. Pers Screen to update personnel information in FAMIS. +---------------------------------------------------------------------------+ | | | Modify as Appropriate with Current Office Information | | | | Name: USER, UTHER U Resp Form: 04/06/2004 | | E-Mail:USER@TAMU.EDU _____________________________________ | | Phone:999-999-9999_ ____ Routing eMail Preferences: | | Fax: ____________ Notify Frequency: _ | | Address: ______________________________ Notify Type: _ | | ______________________________ | | ______________________________ | | City: _______________ St: __ Zip: _________ Mail Code: _____ | | | | Press to accept changes or to quit | | | | | +---------------------------------------------------------------------------+ Right Some windows are made up of several adjacent panels. These will be designated by the word Panel: ## appearing in the window. Pressing this key scrolls the panel to the right. Seq On Fund Sequence screens, it gets the next available sequence number. SOR Displays the Statement of Responsibility for being a FAMIS user. FAMIS SECURITY STATEMENT OF RESPONSIBILITY FOR FY: 2007 I understand that I will be violating System Rules and Regulations and State and Federal law if I gain or help others gain unauthorized access to the Financial Accounting Management Information System (FAMIS). I acknowledge that neither I, nor anyone else, possess the authority to allow anyone to use my I.D. or password. Furthermore, I understand that information I have access to view may be confidential in nature (e.g., social security numbers and payroll information); neither I, nor anyone else, possess the authority to allow me to use this information for non-System purposes. I also understand that if I violate System Regulations or State and Federal laws by gaining or helping others gain unauthorized access to FAMIS, I will be subject to disciplinary action and criminal prosecution to the full extent of the law (Chapter 33, Title 7 of the Texas Penal Code). Press to continue Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11-- PF12--- Hmenu Help EHelp Pers SOR Appendix – Standard PF Key Definitions (cont’d) Thaw If a Class Code was previously frozen for your campus, but it is active for the Master Campus, you can unfreeze the class code and begin using it for your assets. Trans Allows the receiving agency to check the status and last month of depreciation on the sending agency. +--------------------------------+ | | | Depreciation was stopped for | | Asset: 0000027336 Comp: 01 | | Status: A on . | | | | Press to Exit | +--------------------------------+ View Allows the user to view transaction detail on a specific transaction. +------------------------------------------------------+ | | | ***** Batch Transaction Details ***** | | Asset Nbr: 0000043368 Batch Ref: PAVJ12 | | Comp Nbr: 01 Batch Date: 01/07/2004 | | Fund: 0001 SPA Effective Date: 09/17/2003 | | Fund Seq: 00001 Fiscal Yr: 2004 | | Name: | | New Value: | | Old Value: | | Trans Type: APP Trans Ref: 7402235 Ref 2: | | Trans Desc: COMPUTER DELL OPTIPLEX GX270T | | Trans Acct: From Asset: | | Debit Acct: 089730 1730 Credit Acct: 089730 4400 | | Trans Amt: 247.34 Appraisal: | | Class: 578701 Bank: 13116 | | Dr/Cr: Y Acq/Disp: PO Agency: | | Acct Feed: N Feed Ref: Feed Dt: | | Amt2: Amt3: | | Modify Dt: 01/15/2004 Modify Time: 10:28 AM | | Modify ID: USER00P Tracking Nbr: 04210036 | | USER, UTHER U PF4 = Exit | +------------------------------------------------------+ Mass Change Procedures and Request Forms Fixed Assets Mass Change Program The Mass Change program, TMASS, was written to allow a property manager to change certain fields for all assets within a given department/sub-department. The fields that may be modified are: DEPARTMENT SUB DEPARTMENT CUSTODIAN NUMBER CUSTODIAN NAME BUILDING CAMPUS CODE BUILDING NUMBER ROOM This program is useful when a department transfers all of its property to another department, when a department undergoes a name change and the department code is changed to reflect the new name, when a department changes custodians, or when a department moves a large volume of assets from one building/room to another building/room. A Production Services Special Request Form has been specifically modified to submit mass change requests. It is accessible through the FAMIS Website at http://tamus.edu/offices/famis/. Click on the “FAMIS Reports” link, then click on the “TMASS Request” link. You must be a FAMIS Authorized Requestor to access the online form. If you have not previously accessed the reports pages, or have deleted your browser’s cookies for our site, you will need to login with your FAMIS UserID . On the next page, fill in the Job Request Form and click on the “Continue” button. On the next page, the Old Dept and Old SubDept must always be entered, but the New Dept and New SubDept may be left blank if there is no change. If you wish to change the custodian for all of a department's assets, regardless of what custodian is listed, a global custodian change may be made by specifying '*********' as the Old Custodian Number. This is helpful if a department's assets are listed under multiple custodians and you need to change them all to a new custodian. The mass change program can also be used to update the custodian name when the person has undergone a name change. In this case, you would have the name changed on the PERSON file (FRS Screen 850) and then submit a mass change request giving the existing custodian number as the New Custodian Number. The custodian name will be updated even though there is no custodian number change. A report of all changes made will be printed and should be checked to verify that the intended changes were made and that there were no rejects. If the reject count is not zero, the input transactions should be checked for accuracy. Appendix – Mass Change Procedures and Request Forms (cont’d) Mass Change Procedures TBDU010 & TBSF028 1. Mass change transactions are submitted through TBDU010 that fetches TBSF028 to make the updates. JCL can be submitted with the exec file TMASS. 2. Layout for mass change transactions: TRANSACTION TYPE (A3) 1-3 'MAS' OLD DEPARTMENT (A5) 4-8 OLD SUB DEPARTMENT (A5) 9-13 NEW DEPARTMENT (A5) 14-18 NEW SUB DEPARTMENT (A5) 19-23 OLD CUSTODIAN NUMBER (A9) 24-32 NEW CUSTODIAN NUMBER (A9) 33-41 OLD BUILDING CAMPUS CODE (A2) 42-43 OLD BUILDING NUMBER (A5) 44-48 OLD ROOM (A6) 49-54 NEW BUILDING CAMPUS CODE (A2) 55-56 NEW BUILDING NUMBER (A5) 57-61 NEW ROOM (A6) 62-67 3. Transactions are validated according to the following rules: OLD NEW DEPT CUST CC/BLDG/RM blank blank NO OK OK blank GIVEN NO NO OK GIVEN blank OK NO NO GIVEN GIVEN OK OK OK 4. Each value given is also checked for existence on the appropriate file (dept table, person file, or building file). 5. A "Global" custodian change may be made (for a given department) by specifying '*********' as the OLD CUSTODIAN NUMBER. 6. If the old and new values given are the same, no updates will be made for that field. If the old and new CUSTODIAN is the same, an update will be made if the name on the person file is different than the name on the asset record. Appendix – Mass Change Procedures and Request Forms (cont’d) 7. The Reject Count listed at the bottom of the output should be checked. If the count is not zero, the input transactions should be checked for accuracy. If the records are found to be accurate, the report should be released and the user should resubmit the request with valid data. 8. The rejected records are written to a reject file. This reject file should be scratched after the job runs successfully, or at least periodically. FFX Reports All reports are requestable from the FAMIS website: Hhttp://www.tamus.edu/offices/famis/H. TBAR057 Purpose: This program is used to assist in the creation of bar code labels on new equipment. This program writes newly acquired assets out to a work file based on a specified date range. The sort on this program is department / sub-department / class / asset number / component number. TBAR058 Purpose: This program is used to assist in the creation of bar code labels on new equipment. This program writes approved assets out to a work file for a specified department/sub-department. TBAU059 Purpose: This program is used to upload attribute data from the Certification process to FAMIS. This program updates the FAMIS database from the data file supplied by the requesting agency. Mass Reclassification Procedures Reclassify All Assets in a Class (TBAU828) FAMIS Services has a program that will change the class of all assets in a class to a specified new class. The procedure to do this is as follows: 1. Provide FAMIS Services with a list of capital classes with approved assets that need to be changed to a new/different class. This list will be used by the Batch Mass Reclassification program to reclassify the assets. Here is an example of the information you would submit: Current Capital Class Move ALL Assets to Class 844002 844072 842207 842215 842423 842504 2. Request TBAU828 to be run with UPDATE=NO for your Part. This request will produce a report called "Approved Fixed Assets to be Reclassified" that will display all assets whose criteria match the table in Step 1. Each System Part should review this report for accuracy, noting that all assets within these classes will be mass reclassified to the new class unless, in the meantime, the asset is moved to a different class. If changes are made to either the list or the assets, request TBAU828 again until you are satisfied with what you see on the report. 3. Request the TBAU828 program be run in an update mode (UPDATE=YES) once the data has been verified as accurate according to Step 2. This update performs the actual reclassification and mimics the process done with a 515/516/515. It will decrease the value by performing a change in cost with a (credit) disposal method (based on the asset account), then changes the class and increases the value back up with a (debit) acquisition method (based on the asset account). If the asset account is not changing with the class, a debit with a disposition of AJ and a credit with a disposition of AJ will be done instead. Do not request this update be run until you are satisfied with the report from Step 2. Appendix – Mass Reclassification Procedures (cont’d) Reclassify Individual Assets (TBAR827 / TBAR829) In addition to changing all assets in a class, there is a way to change individual assets to specific class codes. The procedure to do this is as follows: 1. First, you should request TBAR827 to get a download file of assets by class. This file can then be used to decide which assets need to be changed. 2. Once you have determined the assets to be changed, provide FAMIS Services with an Excel spreadsheet listing those assets and their new class. The recommended layout is: Campus Code 2 characters (required) Asset number 10 characters (required) Old Class 6 characters New Class 6 characters (required) Old Asset GL 6 characters Old Asset Cntl 4 characters New Asset GL 6 characters New Asset Cntl 4 characters (required for Equipment Held in Trust or Museums-Private) 3. Request TBAR829 to be run with UPDATE=NO for your Part. This request will produce a report called "Mass Asset Reclassification" that will display the assets you provided for reclassification. Each System Part should review this report for accuracy noting that all assets on this list will be reclassified. If changes are made, request TBAR829 again until you are satisfied with what you see on the report. This may require submitting a new spreadsheet if you need to change which assets are to be reclassified. 4. Request the TBAR829 program be run in an update mode (UPDATE=YES) once the data has been verified as accurate according to Step 3. This update performs the actual reclassification and mimics the process done with a 515/516/515. It will decrease the value by performing a change in cost with a (credit) disposal method (based on the asset account), then changes the class and increases the value back up with a (debit) acquisition method (based on the asset account). If the asset account is not changing with the class, a debit with a disposition of AJ and a credit with a disposition of AJ will be done instead. Do not request this update be run until you are satisfied with the report from Step 3. Session/Batch Header Codes A session/batch reference code is used to group sessions of like transactions. The first three (3) characters typically identify the type of transactions entered during the session. For example, ARP001 would signify an Accounts Receivable Payment transaction. The asterisks (**) denote a FAMIS assigned batch header. We recommend that FAMIS users use these batch header codes where appropriate. Accounts Payable IDTs AP ACH APA FAMIS ASSIGNED Regular IDT AP Check APC FAMIS ASSIGNED Corrections IDC AP State Voucher APV FAMIS ASSIGNED Gift Fees FEE Fee FEE Interface IDTs (dept. code) Ex: PHPLxx Travel TRV Corrections-Travel TRC Visa/MC Charges VMC Purchase PRV Interagency Payments IAP Prepaid Vouchers PPV Journal Entries Corrections- Purchase PVC Regular JEN Delete Vouchers DEV Corrections JEC Housing Interface HSG FAMIS ASSIGNED Investments JIN SIMS Interface SIMS FAMIS ASSIGNED Payroll Miscellaneous MDS EPA Adjustments EPA FAMIS ASSIGNED Procurement Card PCC FAMIS ASSIGNED Insurance Billing INS FAMIS ASSIGNED Corrections-Payroll CPR Insurance Equity Transfer INEQ FAMIS ASSIGNED Accounts Receivable Payroll PAY FAMIS ASSIGNED AR Accounting Feed FAR FAMIS ASSIGNED Payroll Auto Adjustment SEAA FAMIS ASSIGNED AR Payments ARP FAMIS ASSIGNED Salary Encumbrance SEN FAMIS ASSIGNED Bank Transfers Salary Savings SSV FAMIS ASSIGNED Bank Transfers BTR Fixed Assets (FFX) Budget FFX Accounting Feed FFX FAMIS ASSIGNED Budget Brought Forward BBF FAMIS ASSIGNED FFX Depreciation Fee FFD FAMIS ASSIGNED Beginning Entries BEG Sponsored Research (SPR) Regular BJN Indirect Cost INDZ FAMIS ASSIGNED Original Budgets BUD Suspense Generated Exp Budget GEB FAMIS ASSIGNED Suspense SUS Cash Receipts Cashier Deposits-Depts CDP Corrections Receipts CRC Departmental Deposits DDP Distribution to S/L DTR Gifts GIF Interest INT Investment Sales INS Letter of Credit LOC Miscellaneous MDP V/MC Charge Back CBK V/MC Deposits VDD Encumbrance Encumbrance ENC K:\FA\DOC\WRKNPRCS\Student\(NEW) Session Batch Header Codes.docx Revised: 2/16/2011 4:42 PM Instructions Listed below are general instructions that will make your job easier as you use FAMIS to input or view document information. Please become familiar with the information in this reference as it can make your navigation in FAMIS more efficient. 3270 Emulation Keys Special keys and key combinations must be used when working with FAMIS. These keys are known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC emulation software that you are using. Contact your computer support person if you do not know how to identify the following keys on your computer. PF Keys When a key is listed as PFn, PF represents Program Function. Many PCs use the function keys labeled Fn for these PF keys. Others have special combinations of keys to represent the PF keys, for example, on a Memorex emulation, a combination of the ALT key and the number 1 will represent the PF1 key. At the bottom of the FAMIS screens, there are PF keys listed that can assist in the use of the screen. For example, on Screen 104, Voucher Create, the bottom of the screen shows the PF7 with the word ‘Bkwd’ under it. This means that by pressing the PF7 key, the screen listing will scroll backwards. TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field. This will position the cursor at the start of each field. Most PCs have a key labeled TAB, while the BACKTAB is a combination of the SHIFT/TAB keys. Using the arrow keys, instead of the TAB keys, to move around the screen may lock the computer keyboard. Use the RESET key, then the TAB key, to position the cursor and unlock the keyboard. CLEAR Key The CLEAR key on many PC keyboards is the PAUSE key. This key is often used to clear, or refresh, the screen before typing. RESET Key After pressing to process data information, note the status bar at the bottom of the screen. When the system is processing information, the symbol "X ( )" or . will appear. You cannot enter additional information until the system is finished processing. If any other symbols appear, press your RESET key -- often the ESCAPE key on a PC. Appendix – Instructions (cont’d) ERASE END OF FIELD Key To erase all the information in a field with one stroke, the ERASE EOF key on a 3270 keyboard is helpful. For example, a vendor name is held in context when moving from screen to screen. To change to a different vendor, use this key and the current vendor name in the Action Line will be removed. Now the new vendor name can be input. On most PCs, the correct key to use is the END key on the numeric keypad. HOME Key From anywhere on the screen, the most efficient way to take the cursor back to the Screen: field on the Action Line is by pressing certain keys. For the 3270 terminals, the correct combination is the ALT/RULE keys. On most PCs, the HOME key on the numeric keypad will work. Protected Area The Protected Area is the area of the screen that will not allow the user to enter information. Typing information in the protected area may freeze the screen. Use your reset key and then tab key to release your system when it freezes. Action Line/Context The Action Line is usually the first line of information on each screen. The Screen: field is used to navigate from screen to screen by entering the number of the screen desired. Fields such as screen, vendor, voucher number, account, etc. are often found on the Action Line. Data that is entered on the Action Line will be carried in ‘context’ from screen to screen until changed. For example, the GL account number 032365 is entered on the Action Line of the screen below. That account will be carried in ‘context’ until the user keys a different account in the field. The key must be pressed after entering Action Line data. If a user does not follow this step, all information entered on the screen may be lost and must be re-entered. After pressing , a message will be given at the top of the screen asking for modifications or providing further processing instructions. F0002 Record has been successfully added 002 GL 6 Digit 03/03/94 14:56 FY 1994 CC AA Screen: ___ Account: 032365 ____ NAVSO, INC. Account Title: NAVSO, INC.________________________ Appendix – Instructions (cont’d) Message Line The line above the Action Line is used to display messages to the user. These messages may be error messages or processing messages, such as the one below. F6537 Please enter a valid six digit GL account 002 GL 6 Digit 01/20/92 11:26 Scrolling Through Data Pressing the key will scroll through information listed on a screen. On some screens, there are PF keys to use to scroll forward, backward, left and right. These PF keys are displayed at the bottom on the screens with that function. Help HELP functions are available for many screen fields in FAMIS. Placing a "?" in the blank beside the desired field and hitting will access a pop-up window with specified field information. Another way is to place your cursor in the desired field and press the F2 key. To get out of the HELP function, either select a value and press or hit the PF4 key. The distinction on which key to use will normally be designated in the pop-up window (EX: PF4 = Exit). Escaping from a Pop-Up Window When in a pop-up window, pressing PF4 will usually take you back to the original screen. There are a few screens when pressing will take you back to the original screen. Appendix – Instructions (cont’d) Field Help Using the F2 Program Function Key On selected fields, additional information can be displayed using the F2 program function key. This HELP information is accessed by moving the cursor to the field in question and pressing the F2 Key. Screen 002 - GL 6 Digit 002 GL 6 Digit 11/02/06 11:33 FY 2007 CC 02 Screen: ___ Account: 030100 ____ STUDENT APARTMENTS-BUILDING REPAIRS Account Title: STUDENT APARTMENTS-BUILDING REPAIRS Resp Person: 8uuuuuuu8 MILLER, MIKE M Old Acct: 0297___________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: SHO AFR Fund Group: 30 Fund Group: AX Sub Fund Group: AX Sub-Sub: __ Function: __ Default Bank: 03000 Override: Y SL Mapped Count: 1 Alternate Banks: ***** _____ _____ _____ _____ Security: BS____ Dept S-Dept Exec Div Coll Mail Cd Stmt Primary: RELH_ SAPT_ SS AD C1253 Y Secondary: VPSS_ _____ SS AD C1256 Y Fund Source: __ ________________________________________ Long Title: STUDENT APARTMENTS - BUILDING REPAIR____ ________________________________________ Account Letter: _ Setup Date: 07/07/1985 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next The first help screen describes the field; pressing will display the valid values for the field. Flag to indicate what action to take with balance at year end. +------------------------------------------------------------------+ | | | *** D I C T I O N A R Y - H E L P *** | | | | VALUES MEANING | | -------------------------------- ----------------------------- | | F Fiscal Year | | P Project Year | | E Encumbrance Only (SL's only) | | T Transfer BBA (SL's Only) | | D BBA to Different account (SL) | | | | | | | | | | | | Rule : IAFRS-FG-FS-YY-END-PROC Default value is: | | View : IAFRS-GENERAL-SUBSIDIARY-LEDGER | | Field: FG-FS-YY-END-PROC | | | | PF1=Menu PF4=Exit | +------------------------------------------------------------------+ Appendix – Instructions (cont’d) Question Mark (?) Help FAMIS also provides information about selected fields through the Question Mark (?) Help facility. This HELP information may be accessed by typing a question mark (?) in the field in question and pressing the key. A pop-up window is displayed with the valid values for the field. By typing an 'X' next to the desired value, that value is passed to the main screen. This is called the Passback feature. Screen 002 - GL 6 Digit 002 GL 6 Digit 11/02/06 11:29 FY 2007 CC 02 Screen: ___ Account: 014000 ____ MEDICINE Account Title: MEDICINE___________________________ Resp Person: 2uuuuuuu2 ROGERS, RONDA R Old Acct: 0284___________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: ___ AFR Fund Group: 10 Fund Group: FG Sub Fund Group: Sub-Sub: __ Function: __ Default Bank: 03000 Override: Y SL Mapped Count: Alternate Banks: ***** _____ _____ _____ _____ Security: ______ Dept S-Dept Exec Div Coll Mail Cd Stmt Primary: GL___ _____ UN AD C6000 N Secondary: CLMD_ _____ AA CD MD C1114 Y Fund Source: __ ________________________________________ Long Title: MEDICAL EDUCATION PROGRAM_______________ ________________________________________ Account Letter: _ Setup Date: __________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Screen 002 - GL 6 Digit - Fund Group ?-Help Pop-Up Window +------------------------------------------------------------------+ | | | *** D I C T I O N A R Y - H E L P *** | | | | VALUES MEANING | | -------------------------------- ----------------------------- | | AG AGENCY | | AN ANNUITY & LIFE INCOME | | AX AUXILIARY | | BLANK NOT SPECIFIED | | DS DESIGNATED | | EN ENDOWMENTS | | FG FUNCTIONAL AND GENERAL | | IS INTEREST & SINKING | | | | Lookup Value / . Menu ________________________________ | | Rule : IAFRS-FG-FS-FUND-GR Default value is: | | View : IAFRS-GENERAL-SUBSIDIARY-LEDGER | | Field: FG-FS-FUND-GR | | | | PF1=Menu PF4=Exit | +------------------------------------------------------------------+ Glossary A ABR See Automatic Budget Reallocation. ABR Pool Table A user-defined table assigning rules for budget pools and the subcode ranges participating in each pool. Account A functional unit, identified by an account ID that serves a particular accounting purpose where one person has primary responsibility for it. Accounts include balance sheets (GL) and revenue/expenditure accounts (SL). A building (in the Plant Funds area) is an example of a General Ledger account and the President’s Office is an example of a Subsidiary Ledger account. Account Control The last four digits in the ten-digit account number for a General Ledger account. The account control designates a specific asset, liability, fund balance, fund addition, fund deduction or summary control. Account ID A 6-digit identification number for an account. Account Number A 10-position ID within the master file of the Financial Records System. The first 6 positions identify the specific account while the last four positions identify the account control for a balance sheet account (GL) and the object code for a revenue or expenditure account (SL). Accounts Payable An application of the Financial Records System (FRS). AP processes vendor payments and keeps track of financial activity involving vendors. Action/Context Line The screen line (usually fourth from the top) or lines where the screen to be accessed and the key of the data to be addressed are input and displayed. Alias A commonly used name for a vendor, other than the formal customer name (primary name) that prints on the check. The Purchasing System also offers a commodity alias name and permits you to define any number of alias names, once a vendor has been created. AP See Accounts Payable. Attributes Descriptive data associated with a record. Examples are school, department, function, name and responsible person. Attributes support a variety of sophisticated reporting techniques. Automatic Budget Reallocation (ABR) When transactions are entered, a process by which the system automatically transfers budget dollars from predefined budget pools to specific object codes. B Bank Transfer A movement of cash from one bank account to another. This allows expenditures at specific object codes to share in a single pool of money. Batch/Session A collection of related transactions entered into the system with a header record and control totals, usually prepared by one person or subsystem feed. Appendix – Glossary (cont’d) Batch Interface A type of interface where one system generates transactions to be batched for input into another system. BBA See Budget Balance Available. Budget A plan of revenue and expenditures for an accounting period expressed in monetary terms. Budget Balance Available (BBA) That portion of budget funds that is unspent and unencumbered. Budget Pool A budget summarized at significant levels of revenue or expense. A single pool of money defined for use by specific object codes. C Cash Coins, currency, checks, and anything else a bank will accept for immediate deposit. Cash Disbursement A non-vouchered payment for goods received, services rendered, reduction of debt or purchase of other assets. Cash Receipt Cash received from cash sales, collections on accounts receivable and sale of other assets. Chart of Accounts A listing, at the 6-digit level, of all account numbers within FAMIS. Sometimes the COA defines the accounts at the 10-digit level as well. Check Override The capability to bypass, on an individual-voucher basis, controls that were previously set for all vouchers. Claim-On-Cash The share of ownership that an account has in the institution’s money. Clearing Account A temporary summary account (such as a payroll account) which is periodically set to zero. COA See Chart of Accounts. Compound Journal Entry A two-sided transaction that posts debits and credits. Context The information that identifies the record being displayed or to be displayed by the system. Credit Memo The reduction of a payable previously paid or still open. A credit memo may result from overpayment, overbilling, or the return of goods. Currency Code A code that identifies a record in the Tax Currency Table. This record provides the factor to calculate foreign currency conversion costs or gains and the liability account used. The code is translated through a table into a conversion rate. Appendix – Glossary (cont’d) Cycle Two or more programs that are run in a specific sequence. D Data Data are representations, such as characters, to which meaning might be assigned. They provide information and can be used to control or influence a process. This term is not synonymous with information. Information is data to which meaning has been assigned. Database The collected information that is accessible to the computer for processing. Data Control The tracking of input, processing and output, and the comparing of actual results to expected results in order to verify accuracy. Data Element HELP An on-line feature that assists the user by providing immediate information about any particular field on a screen. Data Entry A means for adding information into the system. Default The value that the system will assign if no other value is entered. Delete Flag A data element whose condition signifies that a document will be permanently removed from the database during the next archive cycle. Demand Voucher Voucher to be paid during the next Check Cycle. Diagnostic Message HELP An on-line feature that assists the user with data entry by providing an explanation of a message and the appropriate action to take. Diagnostics The messages that describe the results of processing. These messages may indicate an error and provide information about a process by noting what action to take to correct the error. Digit 3 of TC The third digit of the Transaction Code (Entry Code) which specifies the type of transaction. Disallowed Amount Primarily used for invoices to sponsors for grant/contract expenditures. A disallowance is an amount the sponsor does not agree to pay. Recording a disallowance is a temporary measure used to document the amount of the charge that is in dispute. Eventually, the amount disallowed should be zeroed out and either A) the invoice amount will be adjusted downward, or B) the sponsor agrees to pay the charge. Discount Account The account credited for discounts taken by the system when a check is written. Discount Table A table containing user-defined values representing discount terms for vendors. Dollar Data A record of the dollar amount and the type of financial transactions posted to an account. Appendix – Glossary (cont’d) Dollar Limit A code used in Accounts Payable to specify a check amount. If the amount of a vendor’s check is greater than this value, the check will not be generated. Drop Flag A data element whose condition signifies that a document is to be removed from the database immediately. E Encumbrance An obligation incurred in the form of a purchase order or contract. Also referred to as an open commitment. Endowment Funds received by an institution from a donor who specifies the condition that the principal not be spent. Endowment Income The income generated by investing the principal of an Endowment Fund. Entry Code The initial three-digit code on a transaction that denotes the transaction type. This code, which is mandatory for all FRS transactions, is predefined by the system. It is also known as the Transaction Code. F FA See Financial Accounting. Feed Transactions from other systems that are transferred to the FRS. Field That part of a control record, transaction or established for displaying or entering information. File A storage area established within a computer system or database for organizing similar kinds if data. Financial Accounting (FA) A Financial Records System application that balances the General and Subsidiary ledgers while providing a complete audit trail of all transactions. Financial Records System (FRS) A system that supports the financial record-keeping and reporting of a college or university. Financial Transaction An entry made to the system to record information. Flag A data element used to set controls or conditions on a process or program. Freeze Flag A data element whose condition signifies that new transactions cannot be posted. This includes no feeds or invoice postings for this document. FRS See Financial Records System. Appendix – Glossary (cont’d) Fund An accounting entity (a 6-digit GL account) with a self-balancing set of 10-digit accounts for recording assets, liabilities, a fund balance and changes in the balance. Fund Balance The equity of a fund (the difference between assets and liabilities). Fund Group A related collection of funds (6-digit GL accounts). Examples include Current Unrestricted, Current Restricted, Loan, Endowment, Annuity and Life Income, Plant, and Agency. Fund Group ID A one-digit identification number representing the fund group with which an account is associated. Fund Transfer A movement of dollars from one fund balance to another. G General Ledger (GL) A balance sheet account for the institution. All GL account numbers begin with “0” (zero). GL See General Ledger. GL/SL Relationships User-defined structures relating Subsidiary Ledger (SL) revenue/expense accounts to General Ledger (GL) fund accounts. Global Subcode Edit (GSE) A system edit that checks each new 10-digit account against a table that specifies valid combinations of 6- digit accounts and subcodes. GSE See Global Subcode Edit. H Header That portion of a Purchasing document containing basic information such as the document’s number, the date and amount. HELP An online feature which accesses PREDICT in order to supply descriptions, valid values and suggested actions. I Indirect Updating The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction. Inquiry Screen A screen which only displays information and cannot be used for entering data. Interface A communication link between data processing systems or parts of systems that permits sharing of information. Interfund Borrowing The transfer of an asset or liability from one fund to another. Appendix – Glossary (cont’d) J JCL See Job Control Language. Job Control Language (JCL) A problem-oriented language, used in IBM that expresses the statements of a processing job. It is also used to identify the job or describe its requirements, usually to an operating system. Journal Entry A non-cash transfer of dollars between two or more accounts. L Ledger A collection of account records for an organization. FRS contains two ledgers: the GL (balance sheet) and the SL (revenue and expense). See also General Ledger and Subsidiary Ledger. Liability Account In AP, a GL account that is credited for the liability when a voucher is processed. Any GL account that accepts a transaction creating a liability. M Map Code A five-digit attribute code in an SL account indicating the GL Fund ID to which it relates. Mandatory Flag indicating whether the transfer is mandatory. If no value is entered in the detail line(s) for this field, the transfer will be flagged with the default value after pressing . Memo Bank Account An account that represents the balances of demand deposits for operating accounts. Menu A screen containing a list of available processes, screens or other menus. N Name Rotation A feature that allows users to print a vendor name in one format on checks and then rotate it to another format for sorting on reports. O Object Code A four-digit number identifying specific items of revenue/expense or attribute records. P Parameter A variable that is assigned a constant value for a specific purpose or process. It provides the user with defined choices for report selection, processing or output requirements. R Regular Order A type of purchase order that denotes a typical order. Remit-To Address The address to which the check for goods and/or services rendered will be sent. Requisition A type of document that internally requests goods and/or services to be acquired. It must be authorized before being converted to a purchase order. Appendix – Glossary (cont’d) Retention What distinguishes retention from disallowance is the reason the charge is not being paid. With retention the sponsor is not paying a portion of the invoice until the end of the grant/contract. At that time retention is zeroed out and all of the invoice balance becomes due. Retention Months A data element defined when creating a vendor. This indicates the number of months a vendor is to be maintained on file after all outstanding items have been paid or reconciled. Run Parameter A parameter from a control record or a program control transaction (as opposed to a file maintenance transaction). S 6-Digit Account For GL: An entity that consists of a self-balancing set of 10-digit accounts. For SL: An entity of revenues and/or expenses Screen HELP An on-line feature that assists the user with data entry by providing information on the purpose and operation of a particular screen. Secondary Vendor The vendor record holding the multiple addresses that are used periodically, as opposed to the primary address. Session A control mechanism to track real-time posting of a group of financial transactions in order to provide an audit trail. SL See Subsidiary Ledger. Split Encumbrance An encumbrance which applies to several accounts. Standing Order A type of purchase order used for (recurring) services like those provided by the telephone and electric companies. Subcode Four digits appended to the account ID to identify attributes and dollar records within an account. Subsidiary Ledger Revenue and expenditure accounts for the institution. All SL account numbers begin with a ledger number of 1 through 9. Suspense Account A GL clearing account reflecting real dollar activity directed to the Suspense File. T 1099 Vendor A vendor (usually a consultant or professional service hired by an institution) whose payments must be reported to the IRS on Form 1099.