Guide to the Capital Asset Modules

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Guide to the Capital Asset
Modules

Version 4.0















November 30, 2010

By

The Kuali Foundation





Copyright


2006
-
20
10

by The Kuali Foundation. Some rights reserved.

Kuali Financial System 4.0 user documentation by the
Kuali Foundation

is licensed under a
Creative Commons
Attribution
-
Share Alike 3.0 United States License
. Permissions beyond the scope of this license may be available at
http://www.kuali.org
.





Guide to the Capital

Asset Modules

Contents



楩i

Contents

Introduction
................................
................................
................................
................................
................................
.........
5

Capital Asset Management (CAM)

................................
................................
................................
................................
....
6

CAM Depreciation Process

................................
................................
................................
................................
........
8

Accessing CA
M Functions

................................
................................
................................
................................
.......
14

CAM Administrative Transaction E
-
Docs
................................
................................
................................
.................
15

Asset Maintenance Custom Document Search

................................
................................
................................
.......
24

CAM Lookup and Maintenance E
-
Docs
................................
................................
................................
...................
25

CAM Attribute Maintenance E
-
Docs

................................
................................
................................
......................
138

Capital Asset Builder (CAB)

................................
................................
................................
................................
...........
154

Accessing CAB Functions
................................
................................
................................
................................
......
155

CAB Administrative Transaction

E
-
Docs

................................
................................
................................
...............
156

CAB Lookup and Maintenance E
-
Docs

................................
................................
................................
.................
174

Index
................................
................................
................................
................................
................................
...............
183







iv



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Guide 瑯 瑨e Capi瑡l Asse琠䵯dules






Guide to the Capital Asset Modules

Introduction



5

Introduction

In the KFS, two modules allow users to create and

maintain documents related to both non
-
movable and movable
capital assets. The Capital Asset Management (CAM) module allows you to track assets purchased through your
institution's financial system, assets received as gifts, and assets that have been tran
sferred or even found. T
he
Capital Asset Build
er

(CAB)
is
the

asset creation module for
tracking
movable capital additions.

Each module is covered in its own section of this guide. Within each section, the content is organized as follows.



For the CAM modul
e only, the first subsection provides high
-
level information about pertinent batch
processes.



For both modules, a subsection summarizes the functions available to users and indicates how they are
grouped on the KFS menus.



The remaining subsections present

background information and instructions specific to a group of functions
on the menu. For each function, you will find a breadcrumb trail showing how to access it, information on
the layout and fields on the applicable screen(s), and where appropriate, bu
siness rules, routing
information, and instructions specific to the screen(s).


In order to work efficiently in the system’s CAM and CAB screens, you need to understand the basics of the
KFS user interface. For information and instructions on logging on a
nd off, navigating, understanding the
components of screens, and performing basic operations in the screens, see the
KFS Overview and Introduction
to the User Interface
. This and other KFS user guides are available for download from the
Kuali Financial
System Learning Center
.


As you work in the system’s asset
--
related screens, keep in mind that information presented in this guide is also
available via KFS online help.




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Capital Asset Management (C
AM)

The KFS Capital Asset Management (CAM) module allows you to track assets purchased through your institution's
financial system, assets received as gifts, and assets that have been transferred or even found. This
module handles
records for a wide variety of both capital and non
-
capital assets

art and museum objects, buildings, bonds,
infrastructure, land, land improvements, leasehold improvements, library books, movable equipment, etc.

CAM e
-
docs allow you to creat
e, maintain, and retire asset records. Additionally, the system can create asset records
from data collected on financial transaction documents in other modules. The system also provides several
documents

to assist
your
organization with inventory manageme
nt

and other aspects of managing assets.

Asset records may be initiated in two ways: through data collected on specific financial transaction documents and
through entry on Capital Asset Management documents accessible from the
Lookup and Maintenance

submenu on
the
Main Menu

tab.


Records for movable capital assets are created using the Capital Asset Builder.

TOPICS

CAM Depreciation Process

................................
................................
................................
................................
.................

8

Accessing CAM Functions

................................
................................
................................
................................
................

14

CAM Administrative Transaction E
-
Docs
................................
................................
................................
......................

15

Asset Manual Payment

................................
................................
................................
................................
....................
16

Barcode Inventory Process

................................
................................
................................
................................
..............
17

Asset Maintenance Custom Document Search

................................
................................
................................
...........

24

CAM Lookup and Maintenance E
-
Docs

................................
................................
................................
.........................

25

Asset
................................
................................
................................
................................
................................
.................
26

Edit Asset

................................
................................
................................
................................
................................
.........
30

Equipment Loan

................................
................................
................................
................................
...............................
49

Equipment Loan
Renewal

................................
................................
................................
................................
................
56

Equipment
Return

................................
................................
................................
................................
............................
58

Equipment
Merge

................................
................................
................................
................................
.............................
60

Separate Assets

................................
................................
................................
................................
...............................
64

Transfer Asset

................................
................................
................................
................................
................................
..
75

View Asset
................................
................................
................................
................................
................................
........
82

Asset Fabrication

................................
................................
................................
................................
.............................
87

Asset Global (Add)

................................
................................
................................
................................
...........................
97

Asset Location Global

................................
................................
................................
................................
....................
11
2

Asset Payment

................................
................................
................................
................................
...............................
115

Enter Payment
................................
................................
................................
................................
................................
119

Asset Retirement Global

................................
................................
................................
................................
................
127

CAM Attribute Maintenance E
-
Docs

................................
................................
................................
.............................
138

Asset Acquisition Type
................................
................................
................................
................................
...................
139

Asset Condition

................................
................................
................................
................................
..............................
141

Asset Depreciation Convention
................................
................................
................................
................................
......
142

Asset Depreciation Method

................................
................................
................................
................................
............
143

Asset Location Type
................................
................................
................................
................................
.......................
144

Asset Object Code

................................
................................
................................
................................
.........................
145



Guide to the Capital Asset Modules

Capital Asset Management (CAM)



7

Asset Retirement Reason

................................
................................
................................
................................
..............
147

Asset Status

................................
................................
................................
................................
................................
...
148

Asset Transaction Type

................................
................................
................................
................................
.................
150

Asset Type

................................
................................
................................
................................
................................
.....
152





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CAM Depreciation Process


The Capital Asset Management depreciation process is a monthly process that calculates and sends depreciation
expense entries to the General Ledger and adjusts the affected asset records. Two methods can be used for the
depreciation calculation: straight l
ine, and salvage value. Each asset is
depreciated from
its

asset
depreciation

date
and
is
depreciated evenly over the a
sset'
s useful life.

The asset
depreciation

date for a
movable

asset is set to the date the asset was added. By convention
,

a non
-
movable

asset uses January 1 of the current calendar year as the asset
depreciation

date.

Every capital asset is assigned an asset type
c
ode. The asset type has an associated description, useful life, moving
code, and required building code.

The federally
-
owned po
rtion of an asset is excluded from the depreciation calculation. In addition, assets with a
pending asset transfer or retirement are not eligible for depreciation.
D
epreciation is posted to the
associated
plant
fund, campus, or organization
and

to the appr
opriate
chart code and account.



Guide to the Capital Asset Modules

Capital Asset Management (CAM)



9

Batch Process Steps

The basic task of this batch procedure is to
calculate the depreciation of assets and generate pending General Ledger
entries for the depreciation expense.

The process include
s these steps
:



Process Initia
tion



Depreciation Calculation



Post Depreciation to Assets



Creation of Pending General Ledger Entries



Data Log Report


Transactions are processed based on parameters that your institution has set up. For more information about
these parameters,
see “
Parame
ter


in the
KFS Guide to System Administration
.

Process Initiation

The CAM

depreciation process is usually run at the same time each month. In order to avoid year
-
end activity,
exceptions are often made for the first and last month of the fiscal year. If no date is supplied by the user, the
depreciation process sets the date to
the last day of the previous month.

Before the depreciation procedure runs for the last month of the fiscal year, an additional procedure is initiated that
sets the asset
depreciation

date to the end of the fiscal year for any
asset that has
an asset
depreciation

date greater
than the end of the fiscal year.

Before the depreciation procedure runs for the first month of the fiscal year, an
additional procedure is initiated to reset the period depreciation amounts to zero.

Depreciation Calculation

The fo
rmulas used for the two depreciation methods are as follows.



Straight Line

Depreciation Expense = Calculated Accumulated
-

o
ld Accumulated

Accumulated Expense = (Depreciable Base * (Number of Months to Depreciate / (Useful Life in Years *
12 Months per Yea
r)))



Salvage Value

Depreciation Expense = ((Calculated Accumulated
-

Salvage Value)
-

old Accumulated)

Accumulated Expense =

((Depreciable Base
-

Salvage Value) * (Number of Months to Depreciate / (Useful
Life in Years * 12 Months per Year)))

Business Rule
s

The following business rules govern the application of these depreciation calculations:

Depreciation Ca
lculation Business Rules and Error Messages

No.

Rule

Action or ERROR MESSAGE




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1

Where the Object Sub Type Code is
'CO,' 'CP,' 'UO,' 'AM,' 'AF,' 'LA,' or
'BY,' federally
-
owned/other
-
owned
payments are excluded from
depreciation.

Message:
THERE ARE
'
X
'

PAYMENTS INELIGIBLE
FOR
DEPRECIATION, AND WI
LL BE
REMOVED.

2

Assets that are identified as
Construction in Progress are
excluded from the depreciation
calculation because the useful life is
set to zero.

Action: Drop asset from calculation.

3

Asset
depreciation date must be
valid.

Action: Drop asset from calculation.

4

Only payments with an
Asset
Transfer Payme
n
t Code

of

N, blank
or Null are eligible for depreciation.

Action: Continue with depreciation
calculation.

5

Only active (not retired) asset
s are
eligible for depreciation.

Action: Continue with depreciation
calculation.

6

Non
-
capital assets are excluded
from depreciation
.

Action: Drop asset from calculation.

7

The depreciation procedure
calculates how many months of
depreciation should have occurred
(months elapsed). If the
number of
months elapsed is
equal to or
greater than
the
asset's
depreciation
life,

the procedure
uses

the
asset
base amount
as

the calculat
ed
accumulated depreciation.

Action:
If the
number of
months
elapsed is
equal

to
or greater than
the
asset's
depreciation
life,

the procedure
uses

the
asset
base amount
as

the
calculated accumulated depreciation.

If the
number of
months elapsed is
less tha
n
the
asset's
depreciation
life,
the depreciation is calculated.

8

Assets with a Pending Asset
Transfer or Pending Asset
Retirement document are not
eligible for depreciation.

Action: Drop asset from calculation.

9

Assign

the appropriate
Plant Fund
Chart

Code

and

Account

Number.

Action: When the Object Sub Type
Code is C1, C2, CF, CM, ES, NA, UC,
or UF, use the Organization Plant
Fund Chart and Account numbers.

When the Object Sub Type Code is
BD, BF, BI, BR, BX, IF, LE, LI, LE. Or
LR, use the Campus Plan
t Fund Chart
and Account numbers.

Post Depreciation to Assets

For each capital asset, the depreciation calculated in
the
CAM depreciation process is stored in the asset
'
s Capital
Asset records.



Guide to the Capital Asset Modules

Capital Asset Management (CAM)





Creation of Pending General Ledger Entries

The CAM

depreciation process generates pending
General Ledger

entries for each calculated capital asset
depreciation. These pending entries are stored along with pending entries from all other sources and are processed in
the next General Ledger run.

Data Log Rep
or
t

The depreciation procedure presents a log with hash totals that helps you troubleshoot problems. The list below is a
small section of the log.

DATA LOG INFO:


fp_doc_header_t rowcount

3264590

cm_cptlast_t rowcount

246501

cm_ast_payment_t rowcount

546691

gl_pending_entry_t rowcount

22194

sum_ast_depr1_base_amt

3,496,359,697.80

sum_ast_acum_depr1_amt

1,859,780,744.22

sum_ast_prvyrdepr1_amt

94,985,363.99

sum_ast_prd1_depr1_amt

7,683,600.25

sum_ast_prd2_depr1_amt

7,634,410.60

sum_ast_prd3_depr1_amt

7,807,746.65

sum_ast_prd4_depr1_amt

7,699,533.67

sum_ast_prd5_depr1_amt

7,744,040.65

sum_ast_prd6_depr1_amt

9,067,154.04

sum_ast_prd7_depr1_amt

8,111,233.14

sum_ast_prd8_depr1_amt

10,398,474.93

sum_ast_prd9_depr1_amt

9,757,871.94

sum_ast_prd10_depr1_amt

8,048,359.24

sum_ast_prd11_depr1_amt

8,175,687.65

sum_ast_prd12_depr1_amt

9,179,094.25

sum_ast_ytd_depr1_amt:

101,307,207.01

sum_ast_depr1_base_amt:

34,718,287.46

sum_ast_acum_depr1_amt:

12,855,310.09

Assets
eligible for Depreciation

16,751




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Payments eligible for Depreciation

49,633

Assets with Pending AR/AT docs

321

Pymts eligible for depr after AR/AT

49,426

Pymts not eligible,but init'd

n/a

Rows in fp_dep_objs_mt

1,158

Rows in
fp_plnt_acct_mt_build_lookup_table

41,974

(After) eligible payments build_pmt_mt

49,129

Sum of Trn_ldgr_entr_amt in fp_ple_mt befor
update

8,103,254.54

Sum of Trn_ldgr_amt in fp_ple_mt after d/c adj

10,754,145.36

Document #

UX8134204

CHECK SUM


fp_doc_header_t rowcount

3264591

cm_cptlast_t rowcount

246501

cm_ast_payment_t rowcount

546691

gl_pending_entry_t rowcount

49935

sum_ast_depr1_base_amt:

3,496,359,697.80

sum_ast_acum_depr1_amt:

1,867,883,998.76

sum_ast_prvyrdepr1_amt:

101,307,207.01

sum_ast_prd1_depr1_amt:

8,103,254.54

sum_ast_prd2_depr1_amt:


sum_ast_prd3_depr1_amt:


sum_ast_prd4_depr1_amt:


sum_ast_prd5_depr1_amt:


sum_ast_prd6_depr1_amt:


sum_ast_prd7_depr1_amt:


sum_ast_prd8_depr1_amt:


sum_ast_prd9_depr1_amt:


sum_ast_prd10_depr1_amt:


sum_ast_prd11_depr1_amt:




Guide to the Capital Asset Modules

Capital Asset Management (CAM)





sum_ast_prd12_depr1_amt:


sum_ast_ytd_depr1_amt:

8,103,254.54

sum_ast_depre1_base_amt:

34,718,287.46

sum_ast_acum_depr1_amt:

12,855,310.09

gl_pending_511*_C

1,325,445.41

gl_pending_511*_D

9,428,699.95

gl_pending_not511*_C

9,428,699.95

gl_pending_not511*_D

1,325,445.41

balance_check C= (so far so good)

9,428,699.95

balance_check D= (so far so good)

9,428,699.95

Current Month

8,103,254.54

Credit Amount (negative Depr)

1,325,445.41

Debit Amount (positive Depr)

9,428,699.95

Check Current Month (Debit
-
Credit)

8,103,254.54

Difference Current Months

0.00




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Accessing CAM

Functions

The
Main Menu

tab offers access to several asset
-
related functions.



From the
Administrative Transactions

submenu, users may access the Asset Manual Payment e
-
doc and
use the Barcode Inventory Process.



A single custom document search, Asset Maintenance, is available fr
om the
Custom Document Searches

submenu.



From the
Lookup and Maintenance

submenu, users access a wide variety of e
-
docs in which they enter
asset information and track assets.

The
Maintenance

menu tab provides access to attribute maintenance e
-
docs for va
rious types of data used in Asset
e
-
docs.



Guide to the Capital Asset Modules

Capital Asset Management (CAM)





CAM Administrative Transaction E
-
Docs


>

>

On the
Main Menu

tab, the
Administrative Transactions

submenu contains two CAM options.

CAM

e
-
docs
availab
le from the Main Menu, Administrative Transactions submenu

Title

Description

Asset Manual
Payment

(MPAY)

Used to enter and manage payments that have not yet
been applied to any asset.

Barcode Inventory
Process

(BCIE)

U
sed to
compare collected inventory data against the
capital

assets
records
from the
university
asset database
.




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Guide 瑯 瑨e Capi瑡l Asse琠䵯dules

Asset Manual Payment

>
>
>
>

Selecting the
Asset Manual Payment

menu option from the
Capital Asset Management

submenu group in the
Administrative Transactions

submenu on the
Main Menu

tab

causes the system to
display the
Asset Payment
s
document
.

Using this document you enter payment data to add an additional cost to an existing asset.


For information about work
ing with the Asset Payments document, see
Enter Payment
.



Guide to the Capital Asset Modules

Capital Asset Management (CAM)





Barcode Inventory Process


>
>
>
>

The barcode process
is used in conjunction with bar
code scanning equipment to
perform a physical inventory

of
assets that is

mandated by the government once every two years.
D
ifferences between quantities determined by the
physical inspection and those shown in
CAM

must be investigated to determine the cause of
each

difference.

University d
epartments
may
perform
inventor
ies

manually or
with

barcode

scanning

equipment
.
Universit
ies may
choose

various types of barcode reading machines depending on their needs
.
Th
e KFS

Barcode Inventory
p
rocess is
based on the
use of

Intermec Antares Trakker® 2420 terminals
and MC9090 Motorola Mobile Computers
t
o

scan
the
barcode inventory tags aff
ixed to capital (or non
-
capital)
equipment.

Although department

personnel

scan the equipment

tags
, the upload

to CAM
of the

data file stored in the

Trakker®
file is a central process and
is
restricted
to

members of the

KFS
-
CAM Manager role.

After successfu
lly uploading the Trakker® file
from the Trakker to the a CSV file on a PC, and then from the PC
to
the KFS,
the system may create
a barcode inventory error document
and add it to a user's action list with a Type

value of '
B
arcode Inventory Error
.

in the

Barcode Inventory Error document
is

created only when scanned records
do not pass
the
validity checks against
the CAM

databases.

When an inventory is taken manually, a comma
-
delimited (CSV) file may be created with the inventory data. This
formatted file

may then

be
up
loaded
to the
KFS via th
e Barcode Inventory p
rocess.

During the upload any records
that pass validity checks are passed directly to the asset database to update the file. The last inventory date will be
updated using the scan date from the in
ventory file. Any records that do
not pass validity checks

will be inserted into
a Barcode Error document.


A system parameter controls how many records can be inserted into the error documents

KFS
-
CAM
MAX_NUMBER_OF_RECORDS_PER_DOCUMENT
.

Barcode Inventory Process Document Layout

When you select Barcode Inventory Process
from the
Capital Asset Management

submenu group in the
Administrative Transactions

submenu on the
Main Menu

tab, the system displays the
Barcode Inventory Process

documen
t
,

This

document

consists of a single
Manage Files

tab.




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Barcode Inventory Process
d
ocument

Manage Files Tab

The
user can search for the intended file and (after selecting it) use the
add

action to perform the upload.

The
Manage Files

tab contains two sections.



The
Add Batch File

section allows you to browse for and select a file and then add it to the inventory file
s
in CAM tables.



The
Manage current files

section allows previously uploaded files to be downloaded as CSV files to a PC
or deleted from the CAM tables.

Manage Files tab definition

Title

Description

Browse File

Required. Click the
Browse

button and select the file.

File Identifier

Required. Enter a unique identifying name or code for the
file.

File Upload Description

Required. Enter a description of the inventory file.

Actions


The only action available for the file selected is
.

This action adds the selected file to the CAM tables.

Select File

Required. To manage files in the CAM tables, select a
file from the list by its identifier.

Actions

The selected file may be downloaded as a CSV file by
clicking the

button or the delet
ed from the
CAM tables by clicking the

button.

File Layout

For upload into KFS the file must be saved with a .
CSV extension.

The barcode inventory CSV file layout is as
follows.



Guide to the Capital Asset Modules

Capital Asset Management (CAM)





Barcode
Inventory CSV file layout

Sample f
ile output

Description

IU016562

Tag number

1

S
can code
. I
dentifies
whether

t
he record was scanned
into the T
rakker
®

or entered from the keypad
.

Scan Codes:

1 =
hand entered

0 =
scanned

06122005131216

D
ate
/
time stamp


BL

Campus

Code

BL569

Building

Code

130

Room number

1

Sub
-
R
oom

Number

G

Condition

A

Inventory status

Example

IU011032,1,12092008080435,BL,BL072
,
xxx
,

,
g

IU011056,1,12092008080548,BL,BL072
,
xxx
,

,
g

IU011021,1,12092008080551,BL,BL072
,
xxx
,

,
g

IU011011,1,12092008080557,BL,BL072
,
005
,

,
g

IU011031,1,12092008080737,BL,BL072
,
005
,

,
g

After successfully uploading the Trakker® file to the KFS, a barcode inventory error
document may be created in
the user
'
s
action list

with a document type of BCIE. A barcode inventory error document will only be created when
scanned records do not pass validity checks against
the

asset
database.

Adding a barcode inventory file causes the
CAM module to display the number of records uploaded and the number
of records in error. CAM also identifies by document number the error report created for this file upload.



Barcode Inventory Process document file upload results




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Business Rules

The system performs the following validations of the file records and reports the results.

Barcode Inventory field validation and error messages

Fie
ld

Rule

Tag Number

Required.
The tag number must exist in the Capital Asset
table.

The
t
ag number

must
identify

only
one

active asset. The
duplicate tag edit excludes retired assets.
Active inventory
status codes are

'
A
,'

'
C
,'

'
S
,'

'
U
,'

'
N
,'

or '
D
'.

Scan

Code

Required. The s
can code must be
'
1
,'

or

0'.

0

= Manually keyed into the Trakker®.

1 = Tag scanned into the Trakker®.

Inventory Date

Required.
The inventory date is required and must have a
datetime format.

Campus

Required.
The campus code must be a

valid value.

Building Code

Required.
The building code must be a valid value for the
campus

and

building combination.

Room Number

Required.
The room number must be a valid value for the
campus, building, and room combination.

Condition

Required.
The
condition code is required and must be a valid
value.

Inventory Status

The inventory status from the barcode file is
not

passed to the
Capital Asset table. This
precaution is in place
because users
are allowed to scan non
-
capital assets
,

and they may not
know
that non
-
capital assets have an inventory status of
'
N
' (
non
-
capital
)
. In addition
,

the assets batch retired
has

an inventory
status code of
'
D
'.
For these reasons
KFS

no longer allow
s

the
inventory status code to be updated.



The system present
s

document numbers of any error documents that are created.



The system present
s

a count of the number of records that were uploaded.



The system present
s

a count of the number of records that were inserted into an error document.

Barcode Inventory Error Docu
ment

The error report indicated

by a document ID can be accessed in
either of two ways:

1.

Either click the

button in the top left corner of the document display

or click the

button in the top left corner of the document display, and then enter the document ID in the
Document/Notification ID

field and click
search
.



Guide to the Capital Asset Modules

Capital Asset Management (CAM)






Barcode Inventory Error documents in the action list


Barcode Inventory Error document lookup

2.

Click on the
Document/Notificati on Id

link in the action list or search results table.

The system displays the

Barcode Inventory Error
document.

The Barcode Inve
ntory Error

document

consists of the standard tabs plus two additional tabs

Barcode Inventory
Error(s)

and
Global Replace
.




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Guide 瑯 瑨e Capi瑡l Asse琠䵯dules


Barcode Inventory Error document

Barcode Inventory Error(s) Tab


Barcode Inventory Error(s) tab

This tab displays inventory
records that are in error. Errors are indicated by the red circle icon and an error message.

Keep the following points in mind when working in this tab.



Guide to the Capital Asset Modules

Capital Asset Management (CAM)







Error records may be deleted singly or in groups by checking the box to the left of each line number an
d
clicking the
delete

button at the bottom of the tab.



All lines may be selected by clicking on the box next to the heading line.



Clicking on a checked box will de
-
select it.



After
all of the lines have been corrected or deleted, the document becomes view
only, and all actions are
final.



Data in any of the entry boxes for a record may be changed to correct an error or add information.



Clicking on the
validate

button at the bottom of the tab causes the system to re
-
evaluate the data for the
records displaye
d. The system validates these fields:
Tag Number
,
Campus
,
Building Code
,
Room
, and
Condition Code
.



After a record has been corrected and validated, the red circle icon disappears and the error message
changes to 'None'. If the checkbox at the left has been

checked, the system removes the valid record from
the display.

Global Replace Tab


Global Replace tab

The
Global Replace

tab performs a standard search
-
and
-
replace function. The left
-
hand
Search for lines
containing…

section enables you to find particula
r lines in error using any combination of the search fields listed.
The right
-
hand
…and replace them with:

fields allow you to indicate changes to the selected lines. Clicking the
replace

button at the bottom of the tab activates the replace. All actions are final, actually changing the stored file,
when the
approve

button is selected at the bottom of the document.

Business Rules



A barcode inventory error document containing unresolved err
ors cannot be
canceled, or disapproved
.



The Barcode
Inventory
Error document remains in the
action list

of the user that uploaded the file until all
lines in the error section have been corrected or deleted.



The Barcode
Inventory
Error document can be forw
arded to another user
. Even so,

the document remain
s

in the inbox of the user that uploaded the file until all errors have been resolved.




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api瑡l Asse琠䵡nagemen琠⡃A䴩

Guide 瑯 瑨e Capi瑡l Asse琠䵯dules

Asset Maintenance Custom Document Search


>

>

On t
he
Main Menu

tab, the
Custom Document Searches

submenu provides access to an
Asset Maintenance

search option. Choosing this option causes the system to display the standard search fields along with additional
fields that are specific to capital assets.


For information about conducting a custom document search, see “Performing
Custom Document Searches
” in
the
KFS Overview and Introduction to the User Interface
.



Guide to the Capital Asset Modules

Capital Asset Management (CAM)





CAM Lookup and Maintenance E
-
Docs


>

>

Several CAM e
-
docs are accessible from the
Lookup and Maintenance

submenu on the
Main Menu

tab. These e
-
docs allow users to work with and

track assets purchased through the institutional financial system and assets
received as gifts, transferred, or f
ound
.

CAM

e
-
docs
available from the Main Menu, Lookup and Maintenance submenu

Document Type

Description

Asset

Presents the
Asset Lookup

form, which provides access to
other functions and documents that are specific to a
part
icular asset: view, edit

(CASM)
, loan
/
renew
/
return

(ELR)
, merge, separate, and transfer

(AT)
.

Asset Fabrication

(FR)

Used to add records to the asset database for assets
constructed by your university or institution.

Asset Global (Add)

(AA)

Used to create records in the asset database for assets
that are not purchased through the financial system. Also
used to create records for non
-
movable assets that are not
processed in the CAB.

Asset Location Global


Used to change location information for multiple assets
simultaneously.

Asset Payment

(MPAY)

Presents the Payment Lookup f
or
m that provides access
to other functions an
d documents that are specific to an
particular asset: view, edit, loan, renew, return merge, and
transfer. The separate
option
on the payment lookup
allows an asset to be separated by a given payment
.

Asset Retirement
Glo
bal

(ARG)

Used to change the status of assets and record financial
transactions associated with the disposal of capital assets
from the university asset database.




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Asset



>

>

>
>

When you s
elect the CAM
Asset

menu option, the system
display
s

the
Asset Lookup

form.

Th
is

screen
allows you

to search the
CAM

system for
assets that meet criteria you specify in any of several fields. After retrieving assets,
you have a
variety of options for working with them. These options include:



Edit: Allows you

to make changes to
asset
information
,
including

asset detail, asset location, asset
organization, land associated with the asset, and any warranty issued for the asset. The
Asset Edit
document
also

makes

provision for adding new information to asset repair history and asset components.



Transfer
: Enables you to transfer ownership of an asset within the institution



L
oan and
L
ocation
: Allow you

to update the location

of the asse
t.



R
etirement
: Enables you

to record the disposition of
an

asset.



Mer
ge and
S
eparate
: Allow you to combine and divide
capital assets.

Asset Lookup Form


Asset Lookup form

The initial display is a
lookup
form
through which you
search for existing assets. Your searches may use

any
combination, all, or none of the data fields on the form as parameters to limit your search results.

Asset Lookup form definition

Title

Description

Tag Number

A

unique identification number issued by the univer
sity
and affixed to the asset.



Guide to the Capital Asset Modules

Capital Asset Management (CAM)





Organization Owner
Chart Of Accounts
Code

T
he chart

code
for the owner account th
at is responsible
for the asset. You may search for this code from the
Chart
lookup
.

Organ
ization Owner
Account Number

T
he
owner
account responsible for the asset.

You may
search for this number from the
Account

lookup
.

Campus

A
code identifying the physical campus i
n which the asset
is

physically
located
. You may search for this value from
the
Campus

lookup
.

Building Room Number

T
he
room number

in the building in which the asset is
physically located
. You may search for this value from the
Room

lookup
.

Asset Status Code

A

code indicating

the current status of the asset
.

You
may search for this code from the
Asset Status
lookup
.

Vendor Name

T
he

company or person who sold the asset to the
institution and to whom the first payment was made.

Model Number

T
he number assigned by the manufacturer to th
is

model
of asset.

Create Date From

The starting date the asset was added to the asset
database. Enter the date or select it from
the calendar
.

Asset Representative
Principal Name

The name of the person represented by the asset
representative user ID. You may search for thi
s name
from the
Person

lookup
.

Asset Description

Free
-
form text that describes the asset in detail.

National Stock Number

A

federal identification number assigned to the asset.

This
is a

13
-
digit numeric code, identifying all
standardized material item
s in the supply distribution
system of the United States Department of Defense.

Old Tag Number

When tag numbers are defaced or missing, a new tag
number
is assigned to the asset. W
hen new tags are
assigned to assets, the
previous

tag number is moved
into the
Old Tag Number

field

on the Global Location
Document
.

Total Cost

The total cost of the asset.

Payment Purchase
Order Number

The number assigned to the Purchase Order for which
the payment is posted. You may search for this number
from the
Asset Payment

lookup
.

Asset Number

A

system
-
assigned identifier

unique to each asset.

Organization Owner
Organization Code

T
he organizati
on responsible for the asset.

You may
search for this code from the
Organization

lookup
.




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Guide 瑯 瑨e Capi瑡l Asse琠䵯dules

Owner

When

the title is vested in other universities or agencies
,
the name of the owner
.

You may search for owners
through the
Agency

lookup
.

Building Code

A
code
assigned

to the

building in which the asset is

physically

located
. You may search for this value from the
Building

lookup
.

Asset Type Code

A code that classifies

type
s

of assets
into

categories
.
Note that t
he life of an asset is assigned based on
its

asset type.

You may search for this code from the
Asset
Type
lookup
.

Asset Condition

Text that d
escribes the condition of the asset
. Select a
condition from the

Asset Condition

list.

Manufacturer

T
he name of the person or company that manufactured

the asset.

Serial Number

A

unique

identification number assigned by the
manufacturer to the asset.

Create Date To

T
he date the asset was added to the asset database.

Enter the date or select it from the calendar.

Organization Inventory
Name

A common
name the organization uses to refer to the
asset inventory.

Organization Text

Freeform text that provides
additional information
about

the asset.

Government Tag

A

number assigned by a government entity to
an

asset
purchased with federal and/or state funds.

Organization Tag
Number

A

number assigned by an organization to internally
identify assets
. This number is

independent of
your
institution's

tagging system.

Payment Sequence
Number

A system
-
assigned numbe
r identifying the order in which
payments were processed. You may search for this
number from the
Asset Payment

lookup
.

Payment Document
Number

T
he transactional document number that generated the
capital expense.

You may search for this number from
the

Asset Payment

lookup
.

To find an asset, fill in any combination of search fields on the screen and click
. You may use logical
operators within the search parameter fields.


For information about field lookup and multiple value lookup, see
“Field Lookup” and “Multiple Value
Lookup” i
n the
KFS

Overview
and Introduction to the User Interface
.

When the system finds assets that match your search criteria, it lists these assets in
a
table.



Guide to the Capital Asset Modules

Capital Asset Management (CAM)





Asset Lookup Results

Each row of the results table represents a different asset and includes links for up to eight different actions you may
take
on the asset. These actions inclu
de

edit,
view,
loan,

renew, return,

merge, separate
,

and

transfer.


For more
information about

working with the lookup form and results,
see
Asset Lookup Form
.


After you search for assets in the Asset Lookup form, the system returns matches and displays them in a table below
the Asset Lookup form itself. Each row of the table represents a different asset. The first column in each row
provides
underlined links
for

up to
eight different actions
you may take

for
the associated

asset
.

All actions may not be available for all assets. A
dditionally, a
ction

link
s
displayed
are limited by the particular
permissions granted to

you
.


Asset Lookup
r
esults

The following table

explains the purpose of each action and provides a link to the appropriate help documentation.

Asset Actions

Action

Description

edit

Allows you to modify most data associated with the asset.

loan

Allows you to enter information related to the loan of
equipment.

renew

Allows you to record the renewal of an equipment loan.

return

Allows you to record
the return of loaned equipment.

merge

Allows you to
enter information related to the merge of
assets
.

separate

Allows you to
enter information related to the separation of
assets
.

transfer

Allows you to enter information related to the transfer of
assets.

view

Displays all information stored in the Capital Asset
Management module for the asset.




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Guide 瑯 瑨e Capi瑡l Asse琠䵯dules

Edit Asset

Selecting the
edit
action from the search results table for an asset lookup causes the system to present the

Asset
document
. This document

is used

to make

changes to the information stored for a particular asset. The document
also allows for adding new information to asset repair history and asset components. This document is used for both
capital assets and non
-
capital assets.

Document Layout


The
Asset
document

is too long to display effectively here. To see an image of each tab, refer to the appropriate
tab description below.

The
Asset document

includes

the Asset Detail Information, Asset Location, Organization Information, Payments,
Payments Lookup, La
nd Information, Asset Depreciation Information, Warranty, Repair History,
and

Components,
and Lookup/View Related Documents

tabs

as well as the standard
Notes and Attachments
,
Ad Hoc Recipients
,
and
Route Log

tabs
.



For more information about the standar
d tabs, see “Standard Tabs” in the
KFS
Overview
and Introduction to the
User Interface
.


If more than te
n payments exist for the asset,

you may view all payments via
the
Asset

Payment Lookup
. For
more information about the lookup form, see
Asset Payment Lookup
.

Asset Detail Information Tab



Guide to the Capital Asset Modules

Capital Asset Management (CAM)










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api瑡l Asse琠䵡nagemen琠⡃A䴩

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Asset Detail I
nformation
tab

The
Asset Detail Information

tab contains an
Old

section and a
New

section. The
Old

section displays the current
asset information. The
New

section on the right may be used to update the

information.


Asset condition is not displayed for users assigned to the role of KFS
-
CAM Processor. Also, the Organization
Owner Chart of Accounts Code, Organization Owner Account Number, and In
-
Service Date fields are editable
only for users assigned to the role of KFS
-
SYS Asset Manager and KFS
-
Sys Plan Fund Accountant.

Asset Detail Information tab definitions

Title

Description

Asset Number

Display
-
only. The
system
-
assigned identifier

unique to the
asset.

Organization Owner
Chart Of Accounts
Code

Enter
the
c
hart
code
for the owner account th
at is
responsible for the asset or search for the code from the
Chart

lookup
. This value is editable for users assigned
to the role of KFS
-
SYS Asset Manager and KFS
-
Sys Plan
Fund Accountant.

Organization Owner
Account Number

Enter
the
account number
for the owner th
at is responsible
for the asset or search for the number from the
Account

lookup
. This value is editable for users assigned to the
role of KFS
-
SYS Asset Manager and KFS
-
Sys Plan Fund
Accountant.

Organization Own
er
Organization Code

Display
-
only. I
dentifies the organization responsible for the
asset

and is

set by the owner account number
.

Owner

Optional. Used when

the title is vested in other universities
or agencies.

Enter the name of the owner or search for it
from the
Agency

lookup
.

Acquisition Type
Code

Display
-
only. Describes how the

asset was acquired by
the institution (
for example
, gift, found, etc.)
.

Asset Status Code

Required. Enter the code indicating

the curren
t status of
the asset. The current
asset status determines the
available choices for changing the asset status. See the
business rules below.

Asset Condition

Select

the condition of the asset

from the list

(for example,
'
Excellent,
'

'
Good,
'

'
Fair,
'

and
'
Poor
'
)
. For the KFS
-
CAMS
Processor r
ole, this field is not displayed.

Asset Description

Required. Enter a detailed description of the asset.

Asset Type Code

Required. Enter the code used to classify

type
s

of assets
grouped by categories

or search for the code from the
As
set Type
lookup
.

Vendor Name

Enter
the

name of the
company or person who sold the
asset to the institution and to whom the first payment was
made.

Users assigned to any one of the following roles
may update this field: KFS
-
SYS Asset Processor, KFS
-
CAM Manager, KFS
-
SYS Asset Manager, KFS
-
SYS Plant


Guide to the Capital Asset Modules

Capital Asset Management (CAM)





Fund Accountant.

Manufacturer

Enter t
he name of the person or company that
manufactured the asset.

Mode
l Number

Enter t
he number assigned by the manufacturer to that
model of asset.

Serial Number

Enter the

unique

identification number assigned by the
manufacturer to the asset.

Tag Number

Enter

the unique
identification number
issued by the
University and
affixed to the

asset
.

Old Tag Number

Enter

the
identification number
(if any) previously affixed
to the

asset
.

Government Tag

Enter the

number assigned
by a governmental entity to the
asset if
purchased
with federal and/or state funds
.

National Stock
Number

Enter the federal identification number assigned to the
asset.

Last Inventory Date

Display
-
only. T
he date of last inventory performed by the
University or

the
date an asset was last physically verified,
moved, relocated, inventoried, or tagged
.

Cr
eate Date

Display
-
only. T
he date
in which
the asset was added to
the asset database
.

Fiscal Year

Display
-
only. T
he
fiscal year

in which
the asset was added
to the asset database
.

Period

Display
-
only. T
he
period

during which
the asset was
added to the ass
et database
.

Financial Object
Subtype Code

Enter the
designate
d subtype for the object code or search
for it from the
Object Sub
-
Type
lookup
.
The subtype
code assigned to the asset is used in conjunction

with the
Asset
Depre
ciation Convention table. The Asset
Depre
c
iation Convention table

is used to determine
whether the asset depreciates using a half year
convention or a full year convention.
Subtype codes are
assigned to a full
-
year conventi
on, or a half
-
year
convention.
An
y
s
ubtype code not assigned set
s

the
i
n
-
service date and deprecation date to the current year.
Users assigned to one of the following roles may update
this field: KFS
-
SYS Asset Manager, KFS
-
SYS Plant Fund
Accountant.

In
-
Service Date

Enter
the date the ass
et is placed in service and becomes
eligible for depreciation.

To change an asset from
construction
-
in
-
progress to complete, update the asset
type code and the in
-
service date.

Depreciation Date

Display
-
only. The date on which the asset depreciation
begin
s. When the in
-
service date is changed, the
depreciation date is automatically updated. The system



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Guide 瑯 瑨e Capi瑡l Asse琠䵯dules

uses the Asset Depreciation Convention table to set the
depreciation date. The update is based on the deprecation
convention code assigned to the subtype.

Total Cost

Display
-
only. T
he total amount or the final cost of the
asset.

Federal Contribution

Display
-
only. T
he amount the federal government has
contributed towards the acquisition of the asset.

Business Rules



Organization Owner Chart Of Accounts is editable for users assigned to the role of KFS
-
SYS Asset
Manager, and KFS
-
SYS Plant Fund Accountant.



Organization Own
er Account Number is editable for users assigned to the role of KFS
-
SYS Asset
Manager, and KFS
-
SYS Plant Fund Accountant.



The Owner is editable for users assigned to any one of the following KIM roles: KFS
-
SYS Asset Processor,
KFS
-
CAM Manager, KFS
-
SYS Asse
t Manager, or KFS
-
SYS Plant Fund Accountant.



Capital Asset Status
:

o

A
-

Active and Identifiable:
A
ssets that
can

be t
agged and are
currently in use.

If the Asset Status code
is
'
A
,'

the Asset Status
value may

be changed to
'
C
'

(Active and Non
-
accessible) or

'
S
'

(Surplus
Equipment).

o

C
-

Active and non
-
accessible:
A
ssets that cannot be tagged due to the asset
'
s physical size or nature.

If
the Asset Status code is
'
C
,'

it
may

be changed to
'
A
'

(Active and Identifiable) or to
'
S
'

(Surplus
Equipment).

o

U
-

Under Construction:
T
he Fabrication Document sets the Asset Status code to
'
U
.'

Normally, a
constructed Asset Status code is changed

only
when the construction has been completed and the asset
placed into service.

If the Asset Status code is
'
U
,'

it canno
t be changed on the Asset Edit screen.

o

S
-

Surplus Equipment:
T
he surplus status code is used when an organization is not actively using the
equipment.

If the Asset Status code is
'
S
,'

it
may

be changed to
'
A
'

(Active and Identifiable) or to
'
C
'

(Active an
d Non
-
accessible).

o

R
-

Retired:
C
apital assets that are retired.

If the Asset Status code is
'
R
,'

it cannot be changed on the
Asset Edit screen. For capital equipment, the Asset Status is set to
'
R
'

only by a retirement document.



Non
-
Capital Asset Status
:

o

N
-

Non
-
capital Active:
N
on
-
capital assets that are in use.

If the Asset Status code is
'
N
,'

it
may

be
changed only to
'
O
'

(Non
-
capital Retired).

o

O
-

Non
-
capital Retired:
N
on
-
capital assets that are retired.

A non
-
capital retired asset
may

be made
active a
gain by changing the Asset Status code to
'
N
'

(Non
-
capital Active).

o

D
-

Non
-
Cap. Active 2003:
A
ssets that were retired due to a change in the capitalization threshold to
$5,000. This code was developed to enable institutions to mark such assets as non
-
capi
tal.

To retire an
asset with an
'
Asset Status
'

code of
'
D
,'

change the Asset Status code to
'
E
'

(Non
-
Cap. Retired 2003).
As of July 1, 2002, the capitalization threshold was changed to $5,000 as a result of implementing
GASB 34/35.



If
the
user is
assigned
a role of KFS
-
CAM Processor:

If the tag number has not been assigned, the KFS
-
CAM Processor
can

update
:

o

Tag Number



Guide to the Capital Asset Modules

Capital Asset Management (CAM)





o

Asset Type Code

o

Asset Description

If the asset is tagged and the asset
was
created in the current fiscal year
,

the
KFS
-
CAM Processor can
upda
te:

o

A
sset
T
ype
C
ode

o

Asset Description

If the asset is tagged

and was created in a prior fiscal year
,

the
KFS
-
CAM Processor
cannot update
:

o

T
ag
N
umber

o

A
sset
T
ype
C
ode

o

Asset Description



Users assigned to any of the following roles may update the Asset Descrip
tion, Tag Number, and Asset
Type Code fields at any time: KFS
-
SYS Asset Processor, KFS
-
CAM Manager, KFS
-
SYS Asset Manager,
KFS
-
SYS Plant Fund Accountant.



Users assigned to any of the following roles may update Vendor Name: KFS
-
SYS Asset Processor, KFS
-
CAM Manager, KFS
-
SYS Asset Manager, KFS
-
SYS Plant Fund Accountant.



Users assigned to any of the following roles may update Government Tag: KFS
-
SYS Asset Proce
ssor,
KFS
-
CAM Manager, KFS
-
SYS Asset Manager, KFS
-
SYS Plant Fund Accountant.



Users assigned to any of the following roles may update the National Stock Number field: KFS
-
SYS Asset
Processor, KFS
-
CAM Manager, KFS
-
SYS Asset Manager, KFS
-
SYS Plant Fund Accoun
tant.



Last Inventory Date is updated with a change to any of the following fields: Campus, Building, Room, Sub
Room, or Off Campus Address.



Users assigned to any of the following roles may update the Financial Object Subtype Code

field: KFS
-
SYS Asset Manag
er, KFS
-
SYS Plant Fund Accountant.



Users assigned to any of the following roles may update the In
-
Service Date

fields: KFS
-
SYS Asset
Manager, KFS
-
SYS Plant Fund Accountant.



Manufacturer is not required for non
-
capital assets.

Asset Location Tab


Asset Location
tab




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Capi瑡l Asse琠䵡nagemen琠⡃A䴩

Guide 瑯 瑨e Capi瑡l Asse琠䵯dules

This

tab
contains current location information in the
Old

section on the left. The
New

section on the right may be
used to update the information for both on
-
campus and off
-
campus locations.

The asset type code and asset status determine what information is required on the
Asset Location
tab
. The asset
status is used to identify whether the

asset is capital or non
-
capital.

Any change to information on the
Asset Location

tab causes the system to update the last inventory date for the
asset.

Asset Location tab definition

Title

Description

Campus

Required. Enter the
code identifying the
physical campus
in which the asset is
/will be

physically
located
.

Building Code

Enter the

code designated to the building in which the
asset is/will be

physically

located
.

Building Room
Number

Enter the

buil
ding room number in which the asset is/will
be
physically located
.

Building Sub Room
Number

Enter the

code created for departmental use. Most
departments use this field to enter
the

cubicle sub
-
room
number
.

(Off Campus) Name

Enter the
name of the person in charge of the asset at the
off campus locati
on
.

(Off Campus)
Address

Required. Enter the off campus street address

where the
asset is/will be located

or stored.

(Off Campus) City

Required. Enter the off campus city

where the asset is/will
be located

or stored.

(Off Campus) State

Required. Enter the state or search for it from the
State

lookup
.

(Off Campus) Postal
Code

Required. Enter the postal code or search for it from the
Postal Code

lookup
.

(Off Campus) Country

Select the country from the
Country

list or search for it
from the
Country

lookup
.

Business Rules



Building code for
capital

assets:

o

Asset type codes for movable equipment have the
Moving Indicator

marked as
'
Yes
'

and require a
building code and a room number
or

an off campus address that includes name, address, city, state,
postal code, and country.

o

Asset type codes for building
s

have
the
Required Building Indicator

field marked as
'
Yes
'

and
require a building code. No room number is required.

o

Any asset type code with
both the
Moving Indicator

and
Required Building Indicator

marked as
'
No
'

require a campus code but no building or room n
umber. Asset type codes for land, land
improvements and leasehold improvements have
'
No
'

in both fields.



Guide to the Capital Asset Modules

Capital Asset Management (CAM)







Building code and room number for non
-
capital

assets
are not required, but must be valid if used.

Organization Information Tab


Organization Information
tab

This

tab
contains the current organization information in the
Old

section on the left. The
New

section on the right
may be u
sed to update the organization information.

Organization Information tab definitions

Title

Description

Organization
Inventory Name

Enter a common name for inventory purposes. This name
is
used to sort assets within an organization to as
sist with
physical inventories.
In addition to pulling equipment
descriptions from purchase orders, CAM allows
o
rgani
zations to include common names.
(For example,
'
GMC FABRICATED ABC1234 WIDE BODY DUMP
'

could
have an organizational inventory name of
'
Recy
cling
Truck
.'
)

Asset Representative

Enter a user ID for identifying a name in order to
group

and sort

assets on reports.

The user may search for the
user ID from the
Person

lookup
.

Asset Representative
Name

Enter the actual name represented by the Asset
Representative user ID. The user may search for it from
the
Person

lookup
.

Organization Text

Enter

additional
organization
-
related
information on the
asset.

Organization Tag
Number

Enter the

number assigned by an organization to internally
identify assets, independent of the
u
niversity tagging
system.

Organization Asset
Type Identifier

Enter the type
used by th
e organization to classify the
equipment.

Receive Date

Enter t
he date the asset w
as received by the organization.

Replacement Amount

Enter the cost of replacing the asset.

Estimated Sale Price

Enter the estimated price if the asset has been sold.




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Capi瑡l Asse琠䵡nagemen琠⡃A䴩

Guide 瑯 瑨e Capi瑡l Asse琠䵯dules

Payments Tab



Payments
tab

The information in this tab is retrieved from the database upon opening of the document and is
view only
.


If more than te
n payments exist for the asset,

the user may view all payments via
the
Asset

Payment Lookup
.
For more information about the lookup form, see
Asset Payment Lookup
.

Payments tab definition

Title

Description

Chart Code

The c
hart

code for the account that funded

the asset or

is
the
owner of the asset.

Account
Number

The
account number
that

paid for or owns the asset.

Sub
-
Account

A
n optional element of the accounting string that allows
the user to track financial activity within a particular
account at a finer level of detail.

Object Code

U
sed to

classify the
transaction and to identify asset
categories such as movable, art and museum, buildings.
In addition
,

the object code can be used to identify the
type of funding, university, federal, or federally owned.

Sub
-
Object

A
n optional element of the accounting st
ring related to
the university object code that allows the user to create
finer distinctions within a particular object code for a
specific account.

Project Code

U
sed to

identify particular transactions that might span


Guide to the Capital Asset Modules

Capital Asset Management (CAM)





multiple accounts.

Organization
Ref
erence Id

A

reference identification number assigned by
o
rganization.

Document Number

T
he transactional document number that generated the
capital expense.

Document Type Name

The type of document
that generated the capital
expense.

Purchase Order
Number

Represents
a written authorization for a vendor to ship
goods or provide services based on conditions outline
d

in
the purchase order (PO) document which becomes a
legally binding contract once the vendor accepts it.

Requisition Number

The number of
the d
ocument used to order the
equipment.

Posting Date

T
he date the
payment
transaction was posted to the
General Ledger
.

Fiscal Year

T
he fiscal year the payment was posted to the
General
Ledger
.

Fiscal Period

T
he fiscal period the payment was posted to the
General
Ledger
.

Transfer Payment
Code

This code is
used to identify if the payment is eligible for
depreciation.

Amount

The

portion of the cost of the asset paid from the above
account
for the given payment.

Accumulated
Depreciation Amount

T
he
depreciation

on the

asset
related to this payment.

Year To Date

The amount of depreciation for the current fiscal year.

Previous Year
Depreciation Amount

The amount of depreciation for the prior fiscal year.

Period 1 Depreciation
Amount

Depreciation amo
unt for the 1
st

period (July) of the fiscal
year.

Period 2 Depreciation
Amount

Depreciation amount for the 2
nd

period (August) of the
fiscal year.

Period 3 Depreciation
Amount

Depreciation amount for the 3
rd

period (September) of the
fiscal year.

Period

4 Depreciation
Amount

Depreciation amount for the 4
th

period (October) of the
fiscal year.

Period 5 Depreciation
Amount

Depreciation amount for the 5
th

period (November) of the
fiscal year.

Period 6 Depreciation
Depreciation amount for the 6
th

pe
riod (December) of the



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C
api瑡l Asse琠䵡nagemen琠⡃A䴩

Guide 瑯 瑨e Capi瑡l Asse琠䵯dules

Amount

fiscal year.

Period 7 Depreciation
Amount

Depreciation amount for the 7
th

period (January) of the
fiscal year.

Period 8 Depreciation
Amount

Depreciation amount for the 8
th

period (February) of the
fiscal year.

Period 9
Depreciation
Amount

Depreciation amount for the 9
th

period (March) of the
fiscal year.

Period 10 Depreciation
Amount

Depreciation amount for the 10
th

period (April) of the
fiscal year.

Period 11 Depreciation
Amount

Depreciation amount for the 11
th

period

(May) of the fiscal
year.

Period 12 Depreciation
Amount

Depreciation amount for the 12
th

period (June) of the
fiscal year.

Payments Total

The total of payments made to date for this asset
.

Payments Lookup Tab


Payments Lookup
tab

Payments Lookup tab definitions

Title

Description

To view the payment
lookup for this Asset

Link (
Click here
) to the
Asset Payment

lookup

for this
asset.

The only active field on this tab is the
Click here

link. Clicking on this link displays the
Asset Payment Lookup
form

with the
Asset Number

field pre
-
populated with the asset number of the asset being edited here. Below the
form, the results table lists a
ll payments processed.


For more information about the lookup form, see
Asset Payment Lookup
.

Land Information Tab


Land Information

tab

This tab
contains data on any land related to the asset. Any existing information may be updated in the
New

section.


Reminder:

The Land fields are not displayed for users assigned to the KIM role KFS
-
CAM Processor.



Guide to the Capital Asset Modules

Capital Asset Management (CAM)





Land Information
tab definition
s

Title

Description

Land County

Enter the county in which the land is located.

Land Acreage

Enter
the size of the land measured in acres.

Land Parcel Number

Enter the parcel number assigned by the county
assessor's office to this lot of land.

Asset
Depreciation Information Tab


Asset Depreciation Information
tab

This

tab
contains the current asset depreciation information in the
Old

s
ection. Most of this information is
view only
.
The
New

section may be used to update the depreciation method and the salvage amount only.

Asset Depreciation Information tab definitions

Title

Description

Depreciation Method
Code

Required. Select the code for the depreciation method
from the list or search for it from the
Asset Depreciation
Method

lookup
. There are two depreciation methods
defined:

SL
-

straight
-
line

SV
-

salvage value

Depreciation Life Limit

Display
-
only. The
useful life (depreciable life) of the
asset
.

Depreciation Date

Display
-
only. T
he date t
he depreciation of the asset

started.

Base Amount

Display
-
only. T
he amount eligible for deprecation
. It

excludes any federal or other owned amounts
.
The base
amount is calculated by summing the account amounts
on payment records that
do not have

federally funded
financial object sub
-
type code
s of:

CF

Capital
Movable

Equipment
-

Fed
eral

Funded

UF

University Constructed
-

Federal Funded

BF

Building
a
nd A
ttached Fixt

-

Federal
Funded

LF

Library Acquisition
-

Federal Funded

Salvage Amount

Optional. Enter the

amount the university could recover if
the asset is salvaged. This amount cannot be greater



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Capi瑡l Asse琠䵡nagemen琠⡃A䴩

Guide 瑯 瑨e Capi瑡l Asse琠䵯dules

than the base amount.

Accumulated
Depreciation

Display
-
on
ly. T
he depreciation that

has taken place on an

asset up to the present time.

Book Value

Display
-
only. The value of an asset according to its
balance sheet

account balance.

Year To Date

Display
-
only. T
he depreciation that

has taken place on
the

asset

for

the current fiscal year.

Current Month

Display
-
only. T
he depreciation that

has taken place on
the

asset

for the current month.

Previous Year

Display
-
only. T
he depreciation that

has taken place on
the

asset

during the preceding fiscal year
.

View Asset
Separate History Tab


View Asset Separate History
tab

This tab contains the information for an asset that once was a part of another asset and w
as separated from that asset.

View Asset Separate History tab definitions

Title

Description

Original Asset Number

Display
-
only. The asset number for the asset from which
the current asset was removed
.

Separate Date

Display
-
only. Th
e date when the asset
separation took
place.

Warranty Tab