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Fixed Assets (1 of 2) User Manual

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1. Fixed Assets Part 1 User Manual Page VI 9 FAMIS SPA Interactions cont d SPA Disposal Method Determination Appendix D in the SPA User s Manual defines the valid SPA Disposition Methods FAMIS determines an asset s SPA disposal method based on the following table FAMIS FAMIS Description SPA SPA Description 01 30 Transferred to Part nn 02 Transfer Not Yet Accepted by Receiving Agency 98 Transferred to Development 22 Donation Foundation 99 Transferred to Research Foundation 22 Donation AJ Adjustments Other 27 Delete Data Submitted in Error CJ TDCJ Computer Recovery Program 15 TDCJ s Computer Recovery CN Cannibalized 03 Salvage DA Damaged by Nature 28 Damaged by Nature DD Damaged Destroyed Died 03 Salvage DE Damaged by Employee s 29 Damaged by Employee s DN Donation 22 Donation DO Damaged by Other than Employee s 30 Damaged by Other than Employee s DR Disposal of Real Property 16 Disposal of Real Property DS Sold Prior Year 14 Surplus Sold Local Sale DT Trade in Prior Year 23 Trade in FD Returned to Federal Government 26 Return to owner Held in Trust HT Held in Trust 26 Held in Trust LS Loss on Trade in 23 Trade in MH Missing Hold for Deletion 19 Missing Hold for Deletion ML Missing Lost 19 Missing Hold for Deletion MN Missing Negligence 17 Missing Possible empl
2. FFX Control Flags There are two flags on the FRS Control Screen FRS 842 that control entry into FFX The Allow FFX Attributes flag determines whether FFX attribute changes are allowed in the Active Fiscal Year When set to N all components are available for viewing but only pending components can be created or modified When set to Y component attributes can be changed for assets in Approved A or Pending P status Fixed Assets Part 1 User Manual Page IV 6 FFX Transactions Basic Concepts cont d The Allow FFX Transactions flag controls whether FFX dollar transactions are allowed to be created in the Active Fiscal Year When set to N only pending assets can be created or modified When set to Y asset components can be approved modified or disposed Ifa batch is attempted to be opened when the Allow FFX Transactions flag is set to N the following error screen will appear Etrn Transaction Error Screen Transactions are not allowed for this fiscal year The screen you are attempting to use generates FAMIS transactions Press ENTER to leave this window You will be returned to the main menu or the screen you were on if you pressed a PF Key Fixed Assets Part 1 User Manual Page IV 7 Open Close Fixed Asset Batch Sessions A real time session is used to control the processing of data and to provide an audit trail A session must be opened before
3. Field Descri ptions Required Help PF2 or Field Help Available Action Line Asset Component Help 10 digits characters In combination with component number identify the asset number to be approved 2 digits In combination with asset number enter the component number of the pending component to be approved Fixed Assets Part 1 User Manual Page IV 13 Screen 511 Approval cont d Status Screen Information Type Y to approve Transfer Notes Type new asset number or 0 or P SPA Effective Date Feed Accounting Dtl Summ No Trans Ref 2 Property Control Data Description Line 2 Class Trans from Asset Trans from Comp 1 character Displays the status of the component Valid values are A Approved P Pending D Disposed 1 character Type Y to approve the selected component 1 character Signify whether or not Y or N you wish to transfer notes from the pending component to the approved component record Defaults to Y 10 digits Enter the new asset code or O System Assigned P Pending 8 digits Include the date the transaction occurred On a non transfer new approval defaults to in service date Otherwise defaults to the batch date 1 character Indicate how asset information is to be fed to accounting Valid values include D Feed detail data S Feed sum
4. Help 6 digits 30 characters Identify the class number used to group together similar components as designated for accounting and property control purposes Help 2 characters digits Indicate the condition of the selected component Help 2 characters Determine the acquisition method used by the institution to obtain the component Help 3 digits Signify transferring agency number Required if acquisition method is from a transfer 8 digits Identify the date on which the component was acquired by the institution Cannot be greater than the current date and must be in current fiscal year Do not change on a transfer 8 digits Indicate the date on which the component is employed for its intended purpose Cannot be less than the acquisition date or greater than the current date and must be in current fiscal year Do not change on a transfer Help 1 character Enter appraisal code which designates the method by which the component value will be determined 1 character Identify whether the component will be fed for depreciation calculation 1 character Indicate the historical component as identified by the institution 10 digits characters In combination with transfer from component identify the asset from which the selected component was transferred using Screen 509 Required on a transfer 2 digits In combination with transfer from asset ide
5. if depreciation is to be calculated for this class 4 digits Identify the account control to which prior years depreciation deductions should be posted to the General Ledger 14 digits Enter the amount of capital threshold to be associated with the class code Should follow state guidelines See Appendix for explanation of the standard PF Keys Delete Delete a class code from campus If the class is used on any approved assets class code will be frozen and not deleted THIS IS INSTANT NO CHANCE TO EXIT OUT Fixed Assets Part 1 User Manual Page VII 13 Screen 591 581 PF7 Thaw PF8 Add Action Line Start from Class Order View Master Frozen Screen Information Panel 1 Class Class Table Update Display cont d Thaw Unfreeze a frozen class code Add Displays a pop up of available class codes from the master campus Up to 20 can be selected for addition to a campus s class code table at a time Type an X to select classes and press PF4 to add If the class code does not exist the following pop up window will give you a chance to copy the code from the Master Class Code table Class Code 578201 does not exist Desc TV VCR DVD CAMCORDER 500 4999 Please type a Y to copy this code from the Master Class Code table Press lt ENTER gt and the class code information will be passed back to Screen 591 You will need to press lt ENTER gt again to complete
6. How Tagged 6 digits characters Indicates the inventory classification code and description of the item purchased 8 digits Signifies the date on which the selected item was purchased 8 digits Indicates the date on which the item was available for its intended purpose 2 characters digits Indicates the condition of the asset For example DE Demolition 17 E1 Used Reconditioned Excellent E2 Used Reconditioned Good E3 Used Reconditioned Fair E4 Used Reconditioned Poor MH Missing Hold For Deletion MI Missing Not Deleted F INVE MN Missing Negligence MS Missing Request Now N1 New Or Unused Excellent N2 New Or Unused Good UNIMPA N3 New Or Unused Fair Slight N4 New Or Unused Poor Serious 2 characters Identifies the availability of the asset Valid values include AV Available BLANK Undetermined EX Excess Property LN On Loan To Another Department MS Missing Unable to Locate RE Restricted Single Purpose SH Shareable On Request ST Stolen Damaged Destroyed US In use Full Time 2 characters Identifies the method by which the asset is physically tagged for inventory For example BC Bar Coded DC Decal ET Etched MT Metal Tag NT NoTag ST Stamped WR Written Undetermined Fixed Assets Part 1 User Manual Page 11 15 Related Asset Special License Exposure Code Softwar
7. will equal the Total Number of Records Reported on the TBDRRPT report from the appropriate day You should also receive a SPA200 report from SPA This report should be compared to the previous day s TBDRSPA and TBDRRPT report The SPA200 report lists transaction exceptions The Total Transactions on the SPA200 should equal Records Written on the TBDRSPA report If there were any errors with the transactions they will be listed here Again any errors or discrepancies in these reports should be resolved on a daily basis to prevent future reconciliation problems between FAMIS FFX and SPA Fixed Assets Part 1 User Manual Page VI 3 FAMIS SPA Interactions cont d FAMIS SPA Procedures Example The following flow chart illustrates the procedures FAMIS and SPA follow in order to process asset information for Texas A amp M University for the month of February 2003 TAMU Part 02 Requests FAMIS PROD run month end jobs in order to close their books for the month of February 2003 FAMIS PROD runs the month end jobs for Part 02 FAMIS PROD runs DSPA for Part 02 SPA identifies each TAMUS member part with an agency number TAMU is agency 711 Creates the file K702FA TBQRSPA PO2 D0302 for transfer and the report SPA receives the a information stores it in the file f PROD SPA AGY711 INPUT TBDRRPT SPA is updated with TAMU Proper
8. 10 characters Displays the message for the disposal deduction 10 digits Indicates the debit account and account control of the depreciation expense for the transaction 10 characters digits Shows the message for the accumulated depreciation 6 characters digits Displays the batch session identification header as entered on Screen 510 8 digits Indicates the batch session date as entered on Screen 510 5 digits Identifies the actual number of transactions processed during the current batch session 15 digits Indicates the total dollar amount processed during the current batch session See Appendix for explanation of the standard PF Keys Fixed Assets Part 1 User Manual Page IV 24 Enter Change in Cost Information If it becomes necessary to change the recorded cost of a fund sequence associated with an asset component for example if some additional memory is added to a computer or you need to split a purchase between different subsidiary ledger accounts a change in cost may be processed in FFX and fed to accounting This process can be either an increase or decrease in the overall value of an approved asset component and is accomplished using Screen 515 The corresponding journal entry affects the same accounts as the original acquisition in the amount of change entered in FFX The General Ledger GL will be updated to reflect the amount of change when the FFX to FRS feed is run Make sure that you a
9. 360 362 Preliminary FFX data FFX Screen 511 Tag Choice of n Y d Soar italics indicate Job TFAFD ae oo FFX to FRS Feed 5 General Ledger Updated K FA DOC WRKNPRCS FFX CHARTS GRAPHICS DW FFXFLOW VSD Fixed Asset Feeds The above flow chart mentions two Feed programs that are run in order to either move information between the Financial Accounting FRS module to from the Fixed Assets FFX module These two feeds are accomplished by two separate jobs FnnTAPED and FnnTFAFD where nn is your system part number FnnTAPED is the job responsible for the FRS to FFX feed It is designed to look through all of the paid vouchers on the system and create pending component records in the FFX module of FAMIS for all of the capital controlled items It also creates pending components from preliminary assets In contrast FnnTFAFD is responsible for the FFX to FRS feed This set of programs looks at all of the approved capital components on the system and updates the General Ledger in the FRS module of FAMIS to reflect their presence Fixed Assets Part 1 User Manual Page Il 7 Preliminary Fixed Assets Basic Concepts Preliminary fixed asset information is all pertinent information related to the property management of the item Before electronic approvals this information was entered onto a Property Control form FDP 4 form TAMU The form had to be attached to the voucher before it could be paid
10. DD Destroyed Died Junk DE Damaged By Employee s DN Donation DO Damaged By Other Than Employee DR Disposal of Real Property DS Sold Prior Year Disp Agency Help 3 digits Include the disposal agency to which the component was transferred For example 710 01 System Offices 711 02 Texas A amp M University 709 03 TAMUS Health Science Center Memo Sale Amount 15 digits Enter the dollar amount received for the sale of the disposed component Fixed Assets Part 1 User Manual Page IV 22 Screen 513 Disposal cont d Memo Disposal Cost 15 digits SPA Effective Date Transaction Description Transaction Reference Ref 2 Feed Accounting Current Status Fixed Assets Part 1 User Manual Component Cost Salvage Value Accum Depr Department Sub Dept Condition Indicate the dollar amount required to dispose of the component 8 digits Identify the effective date of the transaction Date cannot be greater than the current date or outside of the fiscal year 35 characters digits Enter a short description stating the reason the asset is to be disposed 7 characters digits Include a reference to identify the transaction at a later date time 7 characters Indicate a reference number that can be used to track a transfer to another campus 1 character Signify whether or not cost depreciation and other transaction information are to be fed to t
11. Modify an Existing Component e Advance to Screen 504 e Type a valid asset number and component number on the Action Line e Press lt ENTER gt to display current component information e Type valid data in the available fields as desired e Press lt ENTER gt to record the component information Asset Data Entry Process Lease Supplement Numbers When debt finance method 2 3 4 5 6 or 7 is used for an asset a lease supplement number must be supplied The format of the lease supplement varies with the debt finance method employed These formats are described below Method Lease Supplement Number Format 2 LSOOOOXXXX where XXXX TPFA defined Identification 4 7 LSBOOYYYYZ where YYYY the year of finance and Z agency defined identification Field Descri ptions Required Help PF2 or Field Help Available Action Line Asset Component Status Screen Information Debt Finance Data Debt Finance Method Lease Supplement Nbr Help 10 digits characters In combination with component number identify the asset number to be added or modified 2 digits In combination with asset number identify the component number to be added or modified 1 character Displays the current status of the component Help 1 digit Identify the type of financing used to purchase the selected component 10 characters digits Include the unique numb
12. PF11 PF12 01 29 09 09 05 FY 2009 CC 02 Table Update 591 Class Table 592 Capitalization Rules 593 Acq Disp Method Controls 594 Inflation Codes 595 Depreciation Rules 805 GL Subcode Descriptions 806 SL Subcode Descriptions 850 Person Information 860 Department Table Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Page l 9 Fixed Assets Menus cont d Fixed Assets Part 1 User Manual Page 1 10 Section Il Fixed Assets Basic Concepts Fixed Assets Part 1 User Manual Page Il 2 Fixed Assets Basic Concepts The purpose of the Fixed Assets system is to help TAMUS Members fulfill their responsibility to administer account for and preserve their institution s investment in property plant and equipment This responsibility extends across departments with implications for Accounting Property Control and Purchasing To Accounting it provides accurate detailed records to support the values recorded in the General Ledger Plant Fund accounts To Property Control it provides the ability to fix custodial responsibility for assets to track acquisitions transfers and disposals and to perform periodic inventory assessments To administrators it provides information about the availability of equipment allowing managers to use existing property more efficiently and to avoid the purchase of duplicate equipment These primary functions may be summarized as e Record
13. PF7 PF8 PF9 PF10 PF11 PF12 Page l 8 Fixed Assets Menus cont d Menu M55 is a submenu of 001 and displays all FFX screens that have either Entire Connection download or print capability Menu M55 Entire Connection Download Menu M55 Entire Connection Download Screen xxx Assets 534 Asset Search By Department 547 Sequence Search by Purch Acct 581 Class Table Display 582 Capitalization Rules Display 583 Acq Disp Method Controls Disp 584 Inflation Codes Display 585 Depreciation Rules Display Tables 537 Asset Search by Attribute 860 Department Table Maintenance Hmenu Help EHelp Menu S01 is another submenu of M51 and gives you access to the rules codes and table information used in the FFX Module Menu S01 Table Menu S01 Table Menu Screen Table Display 581 Class Table 582 Capitalization Rules 583 Acq Disp Method Controls 584 Inflation Codes 585 Depreciation Rules 589 Department Table System Controls Display Update 590 System Controls 598 SPA Edits Override Screen 882 Current Session Campus and or Fiscal Year 899 Maintain Dictionary Values 900 Batch Report Specification Hmenu Help EHelp Fixed Assets Part 1 User Manual 532 Asset Search By Dept amp Class Cd 01 29 09 09 04 FY 2009 CC 02 M51 FFX Add Update Menu M52 FFX Transaction Menu M53 FFX Inquiry Menu Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10
14. You may also enter a starting room campus code and asset number to begin the display e Press lt ENTER gt to display a list of all assets for the building room e Type an X next to an asset and press lt ENTER gt to advance to Screen 535 and view additional detailed information for the asset Field Descriptions Required Help PF2 or Field Help Available Action Line Bldg CC Help 2 digits Indicate the TAMUS member campus code owning the building in which the asset is located defaults to logged on campus Building Help 5 digits Enter the building code where the asset is located Fixed Assets Part 1 User Manual Page V 28 Screen 544 Building Room Asset Inquiry cont d Room cc Asset Screen Information Se Room cc Asset Nbr Dept SDept Description Additional Functions PF KEYS Help 6 digits characters Identify a starting room number if desired 2 digits Identify a specific campus code to search for if desired 10 digits characters Enter a starting asset number if desired 1 character Type an X to select an asset for further display on Screen 535 6 digits characters Displays the room location of the asset 2 digits Shows the campus code where the asset is located 10 digits characters Displays the asset identification number 5 characters Shows the department location
15. etc Component numbers are assigned by the system in sequential order Attribute non dollar data is generally maintained at the component level Summary dollar data is stored and reportable at the component level but the specific funding detail is stored at the fund sequence level Fixed Assets Part 1 User Manual Page Il 4 Fixed Assets Basic Concepts cont d COMPONENT STATUS FUND FUND SEQUENCE NUMBER PRELIMINARY ASSET The component status is an indicator of whether an component is officially recognized by the agency institution Values for the component status include Pending pending components are created by the feed from accounts payable vouchers or by directly entering them into the system via the 501 509 Screens Approved components are approved by Property Accounting using Screen 511 and Disposed components are disposed by Property Accounting using Screen 513 Preliminary assets do not have component statuses because they don t have components and are not recognized in the FFX system except on Screen 545 and 546 An asset may have preliminary assets and pending approved and disposed components all at the same time When an asset has more than one component status the asset status becomes the highest component status i e approved then pending then disposed and finally preliminary A fund is a 4 digit number that is needed by the State SPA to identify the type of funding used to
16. Assets Part 1 User Manual Page 11 18 Section Ill Create Modify Assets Components and Fund Sequences Fixed Assets Part 1 User Manual Page IIl 2 Add Modify Purchasing and or Vendor Data The Fixed Assets module FFX of FAMIS simplifies and automates the process of tracking capital and controlled purchases Items may enter accounting through Purchasing and or Accounts Payable Corresponding component records including cost are created from purchase orders and voucher records Acquisitions not recorded in Purchasing or Accounts Payable may be directly entered into FFX Identification of capital controlled purchases is controlled by user defined capitalization rules based on the purchase cost and the account subcodes charged for the purchase Before a component is approved you must first verify its attributes Purchasing and vendor information may be added or updated using Screen 501 If the pending component was created from a purchasing system feed i e it was processed as part of a purchase order much of the information will carry over from its preliminary fixed asset record and at least one fund sequence will be created Fund sequences may be added or updated on Screen 503 Screen 501 Purchasing Vendor Data 501 Purchasing Vendor Data 02 26 09 15 25 EXTERNAL POWER SUPPLY SYSTEM FY 2009 CC 02 Screen Asset 0700087357 Component 01 Status A Description EXTERNAL POWER SUPPLY SYSTEM SILVY A725540 225100 53408 Purch
17. Buildings Inventory InCircuit Prot g Scan amp Validate Processes V 3 InCircuit FAMIS Inventory Process V 4 TBARO57 Barcode Label File Instructions V 5 TBARO58 Import Into InCircuit Instructions V 7 TBARO59 Export Into FAMIS Instructions cccccecsseceeesseeeeeeees V 9 Buildings Screen 535 Enter Departmental Inventory Records V 11 Screen 540 Create Modify Building Information V 14 Screen 541 Enter Building Component Betterment Information 6 V 20 Screen 542 Building Building Component Inquir V 23 Screen 543 Building Room Number Table c ccccccssssssceceeecsseesssseeeeesseesees V 26 Screen 544 Building Room Asset Inquiry ccssccccceessssessceeeeecesessseeeeeeeeseeeees V 28 VI FAMIS SPA Interactions FAMIS SPA Timing 45 rare eee Rave terete VI 3 FAMIS SPA ProceCures ii VI 4 Data Sent to SPA from FAMIS Processing VI 5 SPA Acquisition Method Determination VI 7 SPA Disposal Method Determination VI 10 SPA Fund Determination ss VI 12 Screen 598 SPA Edits Override sisscccissscicicssscccicassecicaseadaccasascdivdssadaceveaccnesstccuesen VI 14 Fixed Assets Part 1 User Manual Page l 5 Table of Contents cont d VII FFX Tables Screen 590 Screen 591 581 Screen 592 582 Screen 593 583 Screen 594 584 Screen 595 585 PAGE System Control S iscsi cin dec eeneioe e
18. Control 10 digits Displays the debit account and account control to be used for the transaction Fixed Assets Part 1 User Manual Page IV 31 Screen 515 Change in Cost by Fund Sequence cont d CR ACQ Addition 6 characters digits Shows the batch session header as entered on Screen 510 SPA Effective Date 8 digits Enter the date the transaction takes place Effective date cannot be greater than current date or outside of the current fiscal year SPA Depr Entity FY 4 digits Include the SPA Depreciable Entity Fiscal Year DEFY for the transaction The fiscal year must be between the current fiscal year and the fiscal year of the In Service Date Transaction 35 characters Description Provide a short description of the reason the asset value is to be changed Transaction 7 characters digits Reference Enter a batch reference to audit the change in cost transaction Feed Accounting 1 character Identify how the data is to be fed to accounting Detail D Summary S or No N Session ID 6 characters digits Displays the batch session header as entered on Screen 510 Date 8 digits Indicates the batch session date as entered on Screen 510 Count 5 digits Identifies the actual number of transactions processed during the current batch session Amt 15 digits Indicates the total dollar amount processed during the current batch session Additional Functions PF KEYS See Appendix for explanatio
19. Create Modify 540 Building Create Modify 02 27 09 08 22 FY 2009 CC 02 Screen ___ Bldg Campus Cd 02 Building 00499 Name A amp M PRESS BUILDING __ Location 1A MAIN CAMPUS GRAPHIC SERVICES Other Location Primary Function AX AUXILIARY EN Condition EX EXCELLENT Coinsurance Pct __ Type of Construction CS CORRUGATED S Financing Method UN UNKNOWN Structural Obsolescence __ UNDETERMINED Replacement Cost Functional Obsolescence __ UNDETERMINED Appraised Value Date Constructed Appraised By NOT APPRAISED Initial Occupancy 01 01 1955 Appraised Date Purpose AX _ _ Area Capacity UOM SFT SQUARE FEET 100 __ Gross Area 268650_ Title Ownership TAMU TEXAS A amp M UNIVERS Usable Area Title Reference Public Area Title Recorded at Revenue Producing Title Recorded Date Optimum Capacity Persons Last Activity Date 02 08 2008 Type D to Delete Building _ Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps Create a New Building Record Advance to Screen 540 Enter the Building Campus Code where the building is located Type a valid building number on the Action Line Type the name of the building location current condition of the building and financing method used to purchase the building Indicate the agency or institution that owns the new building Add additional information in the available fields as needed Press lt ENTER gt
20. D 2 characters Identify the method code for acquisition or disposal to place it at the top of the display list 1 character Shows whether the method control code is an acquisition A or disposal D 2 characters Identifies the method code for the acquisition A or disposal D 4 digits Displays the account control used to record the fund addition or deduction when an asset is disposed of or acquired approved 30 characters Provides a short description of the method code 2 characters Shows SPA equivalent disposal methods if a D is in ACQ DISP method field See Appendix for explanation of the standard PF Keys Download Used to download asset information from FAMIS using Entire Connection See the FAMIS Entire Connection User s Manual for greater details Fixed Assets Part 1 User Manual Page VII 22 Update Display Asset Inflation Codes The Inflation Codes Table serves two purposes It is the source of valid values for the Inflation Code on the asset record It stores the inflation factors used by the Replacement Cost Project program TBM500 to update the replacement cost of an asset This screen is maintained by FAMIS Services Screen 594 Inflation Codes Update 594 Inflation Codes Update 02 27 09 09 19 FY 2009 CC 02 Screen Inflation Code NO Type inflation factor like 1 075 or 985 and description field Inflation Factor 1 000_ Description NONE
21. Fixed Assets Basic Concepts cont d The preliminary asset becomes a pending asset when EITHER the purchasing document is paid posted and the TAPFD TBDUO65 job is run OR when the Property Office types a pending asset number in the Asset field on FFX Screen 546 An asset may be returned from pending to preliminary status by removing the pending asset number from the Asset field on FFX Screen 546 When this is done all fund sequences for the component are deleted TAG NUMBER A tag number is the identification number physically marked on the asset The permanent approved asset number is usually identical to the tag number but this is not a requirement When the FAMIS Purchasing Module is used the preliminary fixed asset screens assign tag numbers following the Approved Asset Format pattern on Screen 590 This tag number must be permanently marked on the asset within the time period specified in the System Equipment Management Manual currently ten business days The preliminary asset will feed to FFX as a pending asset with a number other than the tag number usually the voucher number used to pay for the asset followed by a 3 digit sequential number However unless overridden the tag number becomes the approved asset number when the component is approved SIGHT IDs The sight ID is another name for the 3rd digit of an asset number It is commonly used to provide sight recognition of a type
22. Fixed Assets Part 1 User Manual Page IV 42 Restriction Ownership Title User UIN SPA Effective Date Transaction Description Transaction Reference Session ID Date Count Amt Additional Functions PF KEYS Fixed Assets Part 1 User Manual Screen 519 Transfer within Member cont d Help 1 character Signify any restrictions placed on the use ownership of the selected asset EQPT Thru TX Surplus ACQ DT Right To Reclaim Trnsfr Fund Title Stays W Fnd Agncy FED Res Sale Rcpts Dep To NSF EQP Sale Rcpts To Return To FED G Exempt Prop Use On FED Fund P Retain amp Reimb FED By FEDPART No Restrictions T OTm7MOUOABDSY il Help 4 characters Indicate if asset is owned by institution outside agency or borrowed leased by the institution Help 9 digits Enter the Universal Identification Number for the person assigned to use of the equipment 8 digits Provide the effective date the transaction takes place An effective date cannot be greater than current date or outside of the current fiscal year 35 characters Enter a description of the transfer of the asset 7 characters digits Include the batch reference to audit the change in cost transition 6 characters digits Displays the batch session identification header as entered on Screen 510 8 digits Indicates the batch session date as entered on Screen 510
23. II 9 View Preliminary Assets Once the preliminary fixed asset records have been created in FRS for your purchase order and have been fed to the Fixed Assets module of FAMIS you may use Screen 545 to display a list of all preliminary assets for a document These preliminary assets records can be deleted if necessary using Screen 362 in Preliminary Fixed Assets Once the record is a pending asset use Screen 509 to delete For more information on the FRS creation of Preliminary Assets see the FRS Preliminary Fixed Asset section at the end of this manual Screen 545 View Preliminary Assets 545 View Preliminary Assets 02 26 09 15 18 FY 2009 CC 02 Screen ____ Starting from Doc Doc Seq Order A Doc Doc Add Sel Nbr Seq Tag Number To Asset Nbr St Comp Cost Description P706080 0004 0700089910 1010 42 MICROSCOPE STERE P706080 0005 0700089911 1010 42 MICROSCOPE STERE P706080 0006 0700089912 1010 42 MICROSCOPE STERE P706080 0007 0700089913 1010 42 MICROSCOPE STERE P706080 0008 0700089914 1010 42 MICROSCOPE STERE P706271 0001 0800091156 2767 00 SONY DMXPO1 PORTA P706841 0002 0800090795 Y 2166 95 COMPUTER QUAD CO P707050 0004 0800092505 832 00 GOLD SUPPORT SERV P707050 0005 0800092506 221 25 GOLD SUPPORT 1 YR P800911 0001 0800091036 309 00 DELL ULTRASHARP 1 P801854 0001 0800095213 1804 00 SONY PROJECTOR amp P801854 0002 0800095214 1655 00 SPECTRUM LECTERN P801854 0003 080
24. No N 6 characters digits Displays the batch session identification header as entered on Screen 510 8 digits Indicates the batch session date as entered on Screen 510 5 digits Identifies the actual number of transactions processed during the current batch session 15 digits Indicates the total dollar amount processed during the current batch session Page IV 19 Screen 512 Depreciation Maintenance cont d Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys PF6 Sequence Seq Proceed to next sequence record PF9 Funds Funds View all existing fund sequence records Asset Nbr 0300052137 Component Nbr 01 Status A Sel Fund Sq Fund Bank Src Buying Account Voucher Amount 00001 0047 72005 ST 186228 00000 8435 1404344 1647 04 00002 7999 03000 DS 214540 00000 8435 1404344 40000 00 00003 7999 03000 DS 225170 00000 8435 1404344 18000 00 wenn en en en ee ee ee Sub Total 59647 04 End of Fund Sequence List Press lt PF4 gt to Exit Fixed Assets Part 1 User Manual Page IV 20 Remove Assets A disposed component is one that is no longer considered to be the property or responsibility of the institution due to sale loss or transfer to another TAMUS member Transactions must be processed to physically remove these disposed components from the inventory
25. SPA D M only show on disposal methods Field Descri ptions Required Help PF2 or Field Help Available Screen 593 Action Line A D 1 character Indicate whether you wish to add modify an Acquisition A or a Disposal D method control Method Code Help 2 characters Enter the method code to add or modify For example AJ Adjustments Other GA DONOT USE Use ACQ Code TR GF Gift HT Held In Trust LP Lease Purchase Acquisition Fixed Assets Part 1 User Manual Page VII 21 Screen 593 583 Screen Information GL Account Control Description SPA Method To drop acq disp method from the system type D Action Line ACQ Disp Code Screen Information Acquisition or Disposal Code Account Control Description SPA Method Additional Functions PF KEYS PF9 DLoad Acq Disp Method Update Controls Display cont d 4 digits Type the account control number to be used to record fund addition or deduction when asset is disposed of or acquired approved 30 characters Enter a short description of the control 2 characters Enter a 2 character equivalent SPA method Currently only used for disposal methods 1 character Type D to remove drop the acquisition disposal method from the system Screen 583 1 character Indicate the type of method controls to display Acquisition A or Disposal
26. Similarly the department must enter preliminary fixed asset information for on line receiving before the asset can be closed Preliminary fixed asset information must be entered on Screen 362 for all capital and controlled items before a department can successfully close receiving on an asset Once payment has been processed and all preliminary fixed asset information has been entered into FAMIS the preliminary fixed asset record is fed over to the FFX system and the feed programs change the preliminary fixed asset to a pending asset The pending asset is verified approved and finally considered an official property record At this point all approved fixed asset information is fed over to accounting FRS Asset Property plant and equipment owned or held in trust by the institution A physical plant asset is represented by an asset record that contains all pertinent information concerning the asset both dollar and non dollar data Tag Asset Number The tag asset number is a 10 character alphanumeric field used to uniquely identify an asset Asset numbers may begin with the fiscal year in which they were purchased The system automatically assigns tag asset numbers Departments that previously used their own set of issued asset numbers will no longer use those numbers Items Requiring Inventory or Tag Asset Numbers Purchases above 4 999 99 and controlled assets must be assigned a tag asset number Examples of con
27. Sl Sold Auction Individual 04 Retire to Surplus SL Sold Local Sale 04 Retire to Surplus SN Stolen Negligence 20 Stolen Possible Employee Negligence ST Stolen Request Now 21 Stolen Delete Request TA Transferred to Non TAMUS Agency 02 Transfer Not Yet Accepted by Receiving Agency TC Threshold Change 25 Remove from Inventory Not Capitalized or Controlled TD Transferred to TX DOT 02 Transfer Not Yet Accepted by Receiving Agency TO Transferred to Assistance Subdivision 09 Surplus Acquired by Assistance Organization TP Transferred to Political Subdivision 08 Surplus Acquired by Political Subdivision TR Trade in 23 Trade in When a user changes an asset from a Missing Stolen condition back to a Found condition the asset s disposal method is reset in SPA and the asset is returned to a useable state Paperwork may also need to be submitted to SPA Fixed Assets Part 1 User Manual Page VI 11 FAMIS SPA Interactions cont d SPA Fund Determination The SPA Fund is determined by the following rules B00000 B09999 FAMIS FAMIS Description State Bank State Bank 1 Pick up Fund from Screen 28 B10000 B99999 2 If no Screen 28 Fund is defined Fund 0001 is used Local Bank Local Bank Fund 7999 SPA Field Definitions The following are the definitions of several SPA fields Note These are SPA fields not the FAMI
28. To drop inflation code from system type D Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp The information entered on Screen 594 is displayed on Screen 584 Use the PF9 key on Screen 584 to download data into Excel using Entire Connection Screen 584 Inflation Codes Display 584 Inflation Codes Display 02 27 09 09 19 FY 2009 CC 02 Screen Inflation Inflation Code Factor Description NO 1 000 NONE END OF RECORDS Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 10 PF11 PF12 Hmenu Help EHelp Fixed Assets Part 1 User Manual Page VII 23 Screen 594 584 Inflation Codes Update Display cont d Basic Steps Add Modify an Inflation Code e Advance to Screen 594 e Type a valid inflation code on the Action Line and press lt ENTER gt to display existing information if any e Type the inflation factor and a short description and press lt ENTER gt to record the information View All Inflation Codes e Advance to Screen 584 e Press lt ENTER gt to display a list of all inflation codes for your campus code e Press lt ENTER gt to scroll through the available codes Field Descriptions required Screen 594 Action Line Inflation Code Help 2 characters Help PF2 or Field Help Available Enter the inflation code to be added or updated Screen Information Inflation
29. Values are N Manual numbering not allowed Automated numbering required F Manual numbering is allowed Automated numbering is not allowed Y Manual and automated numbering are allowed Help 1 character Identify if a campus is validating rooms entered for its buildings Values are F OnFCOR Validate Rooms Y Not on FCOR Validate Rooms N Noton FCOR do not Validate Rooms 8 digits Displays the system generated date for depreciation 2 digits Shows the system generated number for depreciation See Appendix for explanation of the standard PF Keys Fixed Assets Part 1 User Manual Page VII 7 Update View the Class Table The class table lists the valid values for all FAMIS asset inventory class codes The class table stores the accounts and account controls that are used by the system to build debit and credit entries for financial accounting Class related attributes that are applied as defaults are also stored on the class table Information is entered into the Master Campus class table on Screen 591 by the staff of the Budgets amp Accounting SOBA office at the A amp M System Once a code has been added to the Master Campus Class table by SOBA the class code is available for use by each Member campus to add delete freeze or change minimal fields Screen 591 Class Table Update 591 Class Table Update Description SPA Class Code Useful Life months Depr M
30. a component has been created and the cost and other required component data have been entered the component can be officially approved within Fixed Assets This is accomplished by approving the pending component on Screen 511 Prior to approval no data can be fed to accounting the component does not yet exist from an Accounting standpoint When an approval transaction is processed in FFX data needed to recognize the acquisition in the GL the debit and credit accounts to be posted and the component cost are stored for processing by the Accounting Feed program The journal entry to record an acquisition includes a debit to an asset account control and a credit to a fund addition in the amount of the asset cost There may also be an entry for depreciation if the acquisition is a capital asset transfer The journal entry to record this would be a debit to the fund addition of the transferring agency 47XX and a credit to a depreciation account control 1780 Once a component is approved it is not easy to modify as several fields become protected by the approval process Therefore you should verify all information displayed on Screen 511 before approving the component Screen 511 Approval 511 Approval 02 26 09 16 29 FY 2009 CC AM Screen ___ Asset 0300000000 Component 01 Status A Verify the data below Type Y to approve N Transfer Notes Y Type new asset number or 0 system assign
31. are N No do not feed to accounting D Feed to accounting in detail S Feed to accounting in summary Batch Ref Prefix 3 characters Identify the batch prefix to be used by batch accounting feeds FFX is the FAMIS standard for FFX batches Next Number 3 digits Signify the number to be used as the suffix of the batch reference for batch accounting feeds TC 06x Help 1 digit Enter the third digit of the transaction code to be used on the FFX to accounting transactions 6 is the FAMIS standard for the third digit of the FFX transaction code Fiscal Year 4 digits Type the fiscal year of the control record FY Start Month 2 digits Indicate the calendar month of the start of the fiscal year Bank Number 5 digits Enter the default bank for FFX Fixed Assets Part 1 User Manual Page VII 4 Screen 590 System Controls cont d Search Limit Allow Account Overrides Allow Class Overrides External Prel Next Assigned 5 digits Type a limit number to control excessive processing when searching FFX records Help 1 character Identify whether a user can override a GL account that is derived by the class code table Y is the FAMIS standard for allowing overrides to accounts 1 character Signify whether a user can override fields that come from the class code table Y is the FAMIS standard for allowing overrides of the
32. asset field with assetnum etc When closing the software be sure to save the changes made to barcode btw 13 When you re finished printing labels be sure to change the printer box to B and turn the printer off Fixed Assets Part 1 User Manual Page V 6 TBARO58 Import Into InCircuit Instructions The TBAROS58 Barcode File Create by Department extract file is used to import asset information from FAMIS into the InCircuit system Prot g Scan and Validate This job should be requested before each monthly rotating inventory spot check and annual inventory certification by emailing FAMIS Production at famisprod tamu edu The job can be requested by completing the following parameters campus code 01 and department sub department The department should be specified when requesting this job for rotating inventory spot checks For annual inventory certification all departments for campus code 01 would be requested 1 Email famisprod tamu edu The Email should read as follows For annual inventory certification I would like to request a TBARO58 for system part 01 for all departments for all assets The following is an example Email for rotating inventory spot checks would like to request a TBARO58 for system part 01 for the following departments SOBA and CHAN for all assets You will receive an Email from FAMIS Prod notifying you that the import file is on InCircuit s server The
33. be carried in the General Ledger Fixed Assets Part 1 User Manual Page VII 12 Screen 591 581 Alternate Depr Acct GL Account Controls Asset Control SPA Required Accumulated Depr SPA AFR Category Depr Expense Historical Ind Write Down Ded Depr Indicator Prior Yrs Depr Ded Threshold Amount Additional Functions PF KEYS PF6 Del Class Table Update Display cont d 10 digits Designate the alternate depreciation account to be used in place of the Investment in Plant account when the institution wants to direct depreciation expense to a different account 4 digits Indicate the account control to which the cost of an asset is posted in the General Ledger 1 character Y identifies that this class is required to be reported to the state 4 digits Identify the account control to be charged with the accumulated depreciation 2 characters Defines how a class code relates to different Annual Financial Report categories in the State System Property Accounting SPA 4 digits Enter the account control to which annual depreciation expense is posted in the General Ledger 1 character Signify whether or not Y or N this class will be used to report historical property to the state 4 digits Indicate the account control to which all write down deductions are posted in the General Ledger 1 character Signify whether or not Y or N
34. characters Indicates the sub department to which the asset belongs 2 characters Displays the code that defines the general purpose of the asset Page Il 16 Purpose Pct Other Location Ownership Title Restriction FAMIS Sponsor Historical Ind Depreciation Ind Maintenance Company Contract Nbr Renewal Date Contract Amt Fixed Assets Part 1 User Manual Screen 546 Preliminary Fixed Asset Data cont d 5 digits Indicates the amount of time percent the asset will be used for a particular function 20 characters Displays the location of the asset when it cannot be described in terms of building and room 4 characters Indicates whether the asset is owned by the institution an outside agency or borrowed leased by the institution 1 character Identifies any restrictions placed on the use ownership of the item For example EQPT THRU TX SURPLUS ACQ DT RIGHT TO RECLAIM TRNSFR FUND TITLE STAYS W FND AGNCY FED RES SALE RCPTS DEP TO NSF EQP SALE RCPTS TO RETURN TO FED G EXEMPT PROP USE ON FED FUND P RETAIN amp REIMB FED BY FEDPART NO RESTRICTIONS onmo onow gt il 7 digits Identifies the FAMIS sponsor responsible for the acquisition of the selected item 1 character Indicates whether or not Y or N asset component is historical 1 character Shows whether or not Y or N asset component is depreciable 20 charac
35. component 11 digits Include the FAMIS commodity code used to classify purchased goods and services 30 characters Identify the name of the company manufacturer associated with the selected component 20 characters digits Include the serial number of selected component 20 characters digits Indicate the specific model number of the asset purchased 4 digits Identify the specific model year of the selected component 10 characters digits Indicate the license plate number and the license plate suffix if applicable of the selected component 1 character Type Y to add notes to the purchasing vendor information for the selected asset Defaults to N 1 character Shows whether or not Y or N notes have been added to the asset See Appendix for explanation of the standard PF Keys Next Proceed to Screen 502 Fixed Assets Part 1 User Manual Page III 5 Enter Property Control Data Property control data includes the component class physical characteristics of the asset in service dates for the asset and its inventory history Screen 502 may be used to enter this information for pending components or to update selected information for approved components Screen 502 Property Control Data 502 Property Control Data 02 26 09 15 27 EXTERNAL POWER SUPPLY SYSTEM FY 2009 CC 02 Screen ___ Asset 0700087357 Component 01 Status A Moved Attached M SPA Class 131 Real Per
36. control that will be credited 15 digits Indicates the total number of livestock associated with the asset number as entered on Screen 501 14 digits Identifies the total value of the component sequence of the asset 1 character Indicate whether the transaction to be processed is a debit D or a credit C 7 characters digits Include the batch reference used to audit the livestock transactions 35 characters Provide a short description of the changes to be made to the asset 11 digits Include the number to be added to subtracted from total number of livestock Help 1 character 2 characters Indicate whether or not the transaction is an Acquisition A or a Disposal D and the method by which the acquisition disposal is made possible 12 digits Signify the dollar amount to debit or credit from the asset s account Fixed Assets Part 1 User Manual Page IV 45 Screen 521 Livestock cont d Sale Amt Disposal Cost Feed Accounting SPA Effective Date SPA Depr Entity FY Session ID Date Count Amt 13 digits Shows the dollar amount to debit or credit from the component s account 13 digits Signifies the disposal cost associated with sale of asset 1 character Identify whether or not cost depreciation and other transaction information is to be fed to the accounting module of FAMIS Detail D Summary S or No N 8 digits Enter the effective
37. in price due to freight or a decrease in price due to a discount 1 At the time of purchase if freight is known include it in the price 2 Ifan extra line item is included for freight and is known enter the freight 3 Ifthe freight is not known do not estimate it The Fiscal Department Property Management Office will add it according to what is on the invoice at the time of audit Partial Payments on Purchase Order When the voucher records are fed to FFX pending asset records will be created for each item on the purchase order Since not all of the items may have been invoiced use the following steps to process the assets correctly 1 All purchase order items will feed to FFX 2 On Screen 546 blank out the asset for each item that has not been invoiced Do NOT delete the asset using Screen 509 Deletions are permanent and will cause both the preliminary and pending asset to be physically removed from the file The preliminary asset will no longer exist to be fed when the next payment is made 3 These items will feed again when invoiced Room Table Rooms can be added or deleted only on the Master Campus Contact the System Office of Budgets and Accounting to request changes The rooms are loaded from the TAMU Facilities Coordination FCOR table For any campus with the room table flag set to Y on FFX Screen 590 the Room field will be required on Screen 362 Fixed Assets Part 1 User Manual Page
38. performed at a time Basic Steps Copy to Next Available Component Advance to Screen 509 Type a valid asset number and component number on the Action Line and press lt ENTER gt Type Y after Copy to Next Available Component and press lt ENTER gt to create the next available asset component Look at the message line where the new asset number s component number s will be displayed Copy to Asset Co Advance to Screen 509 Type a valid asset number and component number on the Action Line and press lt ENTER gt Type a new or existing asset number in the Copy to Asset field and press lt ENTER gt to create a new asset with the next available component Look at the message line where the new asset number s component number s will be displayed Approved Pending Disposed Asset Component s to a New Pendin Asset Component s Advance to Screen 509 Type a valid asset number and valid component number on the Action Line and press lt ENTER gt Type the number how many of new pending asset records to create Indicate the first asset number to create or type a zero 0 to have the system automatically assign the new pending asset number Indicate whether or not to copy asset notes from the existing component Change Copy all Components for Asset to Y to copy all the components associated with the selected asset or leave the default of N to only copy the selected component Pr
39. the added code Screen 581 6 digits Enter the class code to show on the first line of the display or leave blank to see all classes 1 character Indicate the order in which the class codes are to be displayed Valid values are A D Ascending default Descending 1 character Signify whether or not Y or N the Master Campus class codes are to be displayed Type N to display only classes for your campus 1 character Type Y to include frozen assets in the displayed list both active and inactive Type N to view only class codes that are allowed to be used 6 digits Displays the class code Fixed Assets Part 1 User Manual Page VII 14 Screen 591 581 Class Table Update Display cont d SPA Cls 3 digits Identifies the State Property Accounting class code that is recognized by the State of Texas Identifies the SPA class that the FAMIS class code is linked to SPA Rq 1 character Y identifies this class is required to be reported to the State Description 40 characters Shows a brief description of the class code Cap 1 character Indicates whether or not Y or N the capital value of the asset should be carried in the General Ledger Depr Ind 1 character Shows Y or N if depreciation is to be calculated for this class Depr Mth 3 characters Indicates the method by which depreciation will be calculated by the syst
40. the total dollar amount of the component to be approved 2 characters Indicates the method by which the asset was acquired by the institution This method will control the default assignment of the CR Acquisition Addition account control For example AJ Adjustments Other GA Gain On Sale Or Trade In GF Gift HT Held In Trust 3 digits Displays the agency code for the TAMUS Member Valid values include 710 01 System Offices 711 02 Texas A amp M University 709 03 TAMUS Health Science Center 8 digits Displays the date on which the asset is available for use 8 digits Identifies the date on which the component was acquired by the institution 5 digits Displays the number of items purchased 3 characters Shows the unit of measure for the purchased item s For example Box Box DZ Dozen EA Each FT Foot 10 digits Identifies the General Ledger GL account number and account control to which the component dollar information will be posted after approval Fixed Assets Part 1 User Manual Page IV 15 Depr Method Capitalization Y N Useful Life Rem Life First YR Rule Accounts to be used DR Asset control CR Acq Addition Session ID Date Count Amt Additional Functions PF KEYS PF6 Trans PF9 Funds Fixed Assets Part 1 User Manual Screen 511 Approval cont d 3 characters Displays the method by which a component s depreciatio
41. to a capital item or vice versa you must take some additional steps in order for the General Ledger to be correctly modified Use the following steps to change your component from a controlled item to a capital item These instructions show you how to change a component from a controlled item to a capital item but the same basic steps may be used if you wish to change from a capital item to a controlled item e Open asession on Screen 510 e Advance to Screen 515 and change the fund sequence value to 0 00 this removes all dollar information that would identify the component as a controlled item e Advance to Screen 516 and change the component to a capital item e Return to Screen 515 and enter the new value of the fund sequence s for the component e Return to Screen 510 and close the session Field Descri ptions Required Help PF2 or Field Help Available Action Line Asset Help 10 digits characters In combination with component number enter the asset number to be modified Component 2 digits In combination with asset identify the component to be modified Status 1 character Displays the current status of the component Screen Information Current Status Component Cost 15 digits Shows the total dollar amount of the component of the selected asset at the time of purchase acquisition Salvage Value 15 digits Displays the current estimate of the worth of the compone
42. to InCircuit s server FAMIS PROD sends email notification to Property Manager Department s inventory is loaded onto the scanner from the website and inventory is conducted Property Manager creates an export file of inventoried approved assets in Scan and Validate Email notification is sent to FAMIS PROD that the TBAROS9 file is ready to be uploaded into FAMIS TBARO57 barcode label report file is generated automatically either weekly or monthly depending on the campus requirements The Bartender software is used to print the labels from the file Labels can also be manually printed in the software without a data file Fixed Assets Part 1 User Manual Page V 4 TBARO57 Barcode Label File Instructions The TBAROS57 report runs and prints with all of the month end reports It is a list of the labels that need to be printed for the assets that are newly acquired for the date range specified Each label should be printed from this file and attached to the monthly TBAROO6 report for each department and then distributed to the Alt APO for that department You will receive email notification from FAMISPROD that the TBARO57 report file is available 1 Turn the barcode label printer on The power and paused lights will be on wait until the paused light goes off then the printer is ready Be sure to change the printer box to B 2 Open Bartender software under the shortcut barcode btw Barcode btw is t
43. to submit change requests to Property Management Any information added or modified to the specified asset will apply to every one of its components Screen 535 Departmental Inventory 535 Departmental Inventory 02 24 09 13 28 FY 2009 CC 02 Screen ____ Asset OOAP000096 COMPUTER FACULTY WORKSTATION DR DREW Availability US TDP Document Condition 01 Class 578701 SPA Class 204 Purpose 1 AD Percent 1 25 00_ Model 25675 2 RE 2 75 00_ Serial 02567 Se 3 Acq Date 08 11 2000 4 __ 4 Owner Title TAMU Restriction I Tag Number 00AP000096 Location How Tagged BC Building 00462 Bldg Campus 02 Department SOCI Sub Dept Room 411A__ Group Cost 3988 00 County ___ Other Loc User UIN Note File Flag N Inventory Date 08 21 2008 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Type a valid asset number on the Action Line and press lt ENTER gt to display existing asset information e Add or modify information in the available fields as desired and press lt ENTER gt to record the asset information Field Descri ptions Required Help PF2 or Field Help Available Action Line Asset Help 10 digits characters Type the asset number to be modified Displays a short description of the asset when you press lt ENTER gt Screen Information Availability Help 2 characters Indicate th
44. up existing assets components in FFX you may have a large number of such transactions You may also occasionally need to adjust current year depreciation on selected fund sequences Screen 512 can be used for these transactions When a Prior Year Depreciation transaction is posted on line the corresponding journal entry generated by the accounting feed should include a debit to a fund deduction account control 5620 and a credit to accumulated depreciation 1780 account control When a Current Year Depreciation transaction is posted on line the corresponding journal entry generated by the accounting feed should include a debit to an expense account control 5650 and a credit to accumulated depreciation 1780 account control Corrections to accumulated depreciation can also be posted using Screen 512 Regardless of whether you are posting a new depreciation amount or a correction to an amount previously posted you must also change the Depreciated Thru Month and Year to reflect the last month for which the depreciation has been posted Screen 512 Depreciation Maintenance 512 Depreciation Maintenance 02 26 09 16 35 FY 2008 CC AM Screen ____ Asset 0300052137 Component 01 Seq 00002 Status A COMPUTER NET FILER SYSTEM Required Data Current Status Fund 7999 Accumulated Depr Sequence Cost 40000 00 Reversal Y N N Salvage Value Depr Thru 11 2003 Accumulated Depr 8333 40 Monthly Depr Amt 555 56 Note If yo
45. 0095215 2998 00 SMART SYMPODIUM amp Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 545 e To advance the displayed list to a specific document number type it in the Starting from Doc field and press lt ENTER gt e Type an X in the Sel field next to a preliminary fixed asset to advance to Screen 546 where additional detailed asset information will be displayed Field Descri ptions Required Help PF2 or Field Help Available Action Line Starting 7 character digits from Doc Type a starting document number in this field to place the document at the top of the displayed list Doc Seq 4 digits Indicate the document sequence number order in which the preliminary assets were recorded from the purchase document Fixed Assets Part 1 User Manual Page 11 10 Screen 545 View Preliminary Assets cont d Order Prelim Only Screen Information Sel Doc Nbr Doc Seq Tag Number Add To Asset Nbr St Comp Cost Description Additional Functions PF KEYS 1 character Signify the desired order for the displayed list A Ascending D Descending 1 character Type Y to display only assets in preliminary status Leave this field blank to show all assets 1 character Type an X to select a preliminary fixed asset for further display on Screen 546 7 cha
46. 103C 107A 002 104 107B 004 104A 107C 102 104B 108 102A 104C 108X 102B 104D 109 102C 105 110 Hmenu Help EHelp Screen Bldg CC 02 Building 00462 ACADEMIC BUILDING 110A 127 201F 111 128 202 111D 129 202A 112 129A 202B 119A 129B 202C 119B 129C 202D 119C 130 203 119X 131 203A 120 132 203B 122 200 204 122A 201 204A 123 201A 204B 124 201B 204C 125 201C 204D 126 201D 204E More Rooms Press ENTER To View Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Dflt 205 205A 205B 206A 206B 206C 206D 207 207A 207B 208 209 210 210A 211 02 27 09 08 42 FY 2009 CC 02 211A 211B 211C 219 219A 219B 219C 219D 220 220A 220B 220C 220D 221 223 Basic Steps Create a New Room for a Building e On the Master Campus advance to Screen 543 e Enter the Building Campus Code where the building is located e Type a valid building number and press lt ENTER gt to display the current rooms for the building e Type an A in the first blank and type the room number in the blank next to it and press lt ENTER gt to record the information Fixed Assets Part 1 User Manual Page V 26 Screen 543 Building Room Nbr Table cont d Delete a Room for a Building e On the Master Campus advance to Screen 543 e Enter the Building Campus Code where the building is located e Type a valid building number e Press lt ENTER gt to display the current room
47. 1730 48 578705 294 Y CPU HAND PORT LAPTOP APPLE 500 4999 N Y SL 089730 1730 48 578708 218 Y DATA PROJECTORS N Y SL 089730 1730 72 578801 208 Y PRINTER NOT PORTABLE 500 4999 99 N Y SL 089730 1730 84 579301 030 N BUILDINGS UNDER 100 000 N Y SL 089705 1705 264 579401 003 N FAC amp OI AGY CNTRL 0 99 999 99 N Y SL 089712 1712 276 579501 055 N INFRASTRUC AGY CNTRL 0 499 999 N Y SL 089715 1715 312 579903 195 N SILVER SERVICE AGENCY CONTROLLED N Y SL 089730 1730 84 579910 175 N TRACTORS 500 4999 99 N Y SL 089730 1730 84 579911 711 N GRADER LOADER SELF PROPELLED 500 499 N Y SL 089735 1735 120 Press ENTER to Continue Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 F10 PF11 PF12 Hmenu Help EHelp Bkwd Fwd eft Right Screen 581 Class Table Display Panel 2 581 Class Table Display 02 27 09 09 13 FY 2009 CC 02 Screen ____ Start from Class 578201 Order A View Master N Frozen N lt Account Controls gt lst R M Acc Depr Write PY Salvage Class Description Yr P A Depr Exp Down Depr 578201 TV VCR DVD CAMCORDER 500 4999 99 M P M 1780 5650 5655 5620 0 578501 CASH REGISTERS 0 4999 99 M P M 1780 5650 5655 5620 0 578701 MICROCOMPUTER DESK NOT APPLES 500 49 M P M 1780 5650 5655 5620 0 578703 MICROCOMPUTER DESK APPLE 500 4999 M P M 1780 5650 5655 5620 0 578704 CPU HAND PORT LAP NOT APPLE 500 49 M P M 1780 5650 5655 5620 0 578705 CPU HAND PORT LAPTOP APPLE 500 499 M P M 1780 5650 5655 5620 0 578708 DATA PROJE
48. 26 09 15 44 COMPUTER FACULTY WORKSTATION FY 2009 CC 02 Screen Asset 00AP000096 Component 01 Status A Debt Finance Data Debt Finance Method Lease Supplement Nbr Finance Term months Amount Financed Paid Off _ Maintenance Data Insurance Data Company MICRO WS SUPPLY Insured By SELF Contract Nbr 20884 Insured Value Contract Amt 1993 00 Coinsurance Pct Renewal Date 08 01 2003 Valuation Date Warranty Exp Date 08 01 2003 Replacement Cost Last Maint Date Inflation Code NO Frequency __ Type Y to add Notes N Note File Flag N Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Basic Steps Create a New Pending Component Advance to Screen 504 Type a valid asset number or a zero to have the system automatically assign an asset number on the Action Line Verify that the Component field is filled in with 01 and press lt ENTER gt Type additional information in the available fields as desired Press lt ENTER gt to create the new component record Create a New Pending Component for an Existing Asset Advance to Screen 504 Type a valid asset number and enter 00 for component number on the Action Line Press lt ENTER gt Type valid data in the available fields as desired Press lt ENTER gt to create the next sequential component number Fixed Assets Part 1 User Manual Page 111 16 Screen 504 Maintenance Insurance Data cont d
49. 4 TAMU College Station TX 77843 1144 Non College Station based FAMIS Services The Texas A amp M University System 200 Technology Way Suite 2180 College Station TX 77845 3424 Fixed Assets Part 1 User Manual Page l 3 Table of Contents PAGE l Introduction 001 M51 M52 Fixed Assets MenUS cccsssesssssssssssessecsssessssssseeseseseeneesseeeserereees l 7 M53 M55 S01 Il Fixed Assets Basic Concepts Basie CONCEPTS 228 na ennemie nee Eie E aeaee Il 3 Fixed Asset Terminology Il 4 Fixed Assets Processes Flow Chart Il 7 Fixed Assets Feeds ccccccccesssneecesseeeeceeseneecesseneeeseeenaeeeeeenaeens Il 7 Preliminary Fixed Assets BASIC CONCEPTS sssccis nn amendes Il 8 Screen 545 View Preliminary Assets cccccssssssccececessssenneceeeeeeeesessaeeeeeeseeseees 11 10 Screen 546 Detailed Preliminary Asset Data 11 12 lll Create Modify Assets Components and Fund Sequences Screen 501 Purchasing Vendor Data 1 3 Screen 502 Prop rty Control Data 2 84 7u mm nan nee Il 6 Screen 503 Fund Sequence Add Update ceccccsscecssscessceceseeeeseeeesecesseeens 11 12 Screen 504 Maintenance Insurance Data issues 11 16 Screen 505 LOCATION DIE ne M named sens seactected cogass adecteansd dedussdeeneecneavaass 11 20 Screen 506 Property Inventory Data I 23 Screen 508 ASSEU NOTES AE E E se aeceodecnesnsa intarecoachesnadinbens 11 26 Screen 509 Copy Delete Assets cccccsscccssec
50. 5 digits Identifies the actual number of transactions processed during the current batch session 15 digits Indicates the total dollar amount processed during the current batch session See Appendix for explanation of the standard PF Keys Page IV 43 Livestock Livestock information including the head count and the total amount spent may be entered using Screen 521 This screen is also used to monitor changes due to loss or additions to livestock owned by your agency institution Screen 521 Livestock 521 Livestock PEPE PET MULES DR CR C Trans Ref POSTO01 Description MULE SALE 1 D SL 100 00 50 02 26 09 17 06 FY 2009 CC AB Screen Asset GN00000001 Component 01 Seq 00001 Status A DR Asset Control 0897501750 CR ACQ Addition 089750 Total Headcount 18 00 Sequence Cost 414640 00 Count Change Method Cost Change Sale Amount Disposal Cost Feed Accounting D D Detail S Summary N No SPA Effective Date 02 26 2009 SPA Depr Entity Session ID JAC001 Date 02 26 2009 Count FY Amt Funds Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Desc Hmenu Help EHelp Seq Screen 521 Livestock Pop Up Window Please enter a Y to process transaction Process change in cost Cost Change Gain Loss DR Account CR Account 100 00 50 00 0897501750 0897505400 Net change in value 150 00 B
51. 517 UDS Y Un Disposal of an Asset APP Changes the record of a disposed asset APR CSR CST 520 CRN N Renumber an Approved Asset Component CST Renumbers an asset component to another asset number Fixed Assets Part 1 User Manual Page VI 5 FAMIS SPA Interactions cont d Field Changes Changes made to the following screens fields for capital and controlled items trigger a non dollar correction record automatically being sent to SPA if the FAMIS processing date is within the date range for which the SPA processing occurs They create CHG transactions Screen 501 Asset Description 2 lines Manufacturer Model Year Manufacturer Model Number Manufacturer Name Manufacturer Serial Number Quantity Screen 502 Acquisition Date Appraisal Method Condition Software Version Number Transfer From Asset Transfer From Component Pending Transfer Campus Code Screen 504 Debt Finance Amount Debt Finance Method Debt Finance Supplement Number Debt Finance Term Insured Amount Replacement Cost Paid Off Flag Screen 535 Condition Fixed Assets Part 1 User Manual Page VI 6 FAMIS SPA Interactions cont d SPA Acquisition Method Determination Appendix C in the SPA User s Manual defines the valid SPA Acquisition Methods FAMIS determines an asset s SPA acquisition method based on information found in the following fields Once a match is found for a field the acquisition method is a
52. 56 0920000506 Component 01 Y Name Building Location Primary Function Condition Date Constructed Initial Occupancy Replacement Cost Appraised Value Gross Area 02 27 09 08 31 FY 2009 CC 02 Status A Building Data NAGLE HALL 00506 Campus 02 01 01 1909 323 060 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 541 e Type a valid asset number and component number on the Action Line and press lt ENTER gt You may also type an asterisk in the Asset field press lt ENTER gt and select an asset from the pop up window display list e Indicate whether or not this component is a building segment e Press lt ENTER gt to record the information Field Descriptions required Action Line Asset Component Status 10 digits characters Identify the asset number which you would like to mark as a building segment 2 digits Help PF2 or Field Help Available Include the component which you would like to mark as a building segment 1 character Identifies the status of the component Fixed Assets Part 1 User Manual Page V 20 Screen 541 Building Segment Betterment cont d Screen Information Isthis asset a building segment Asset Data Description Class In service Date Useful Life Remaining Life Component Cost Sal
53. 9 09 02 FY 2009 CC 02 Screen ____ Asset Component __ Seq Component Create Modify Inventory and Buildings 501 Purchasing Vendor Data 535 Departmental Inventory 502 Property Control Data 540 Building Create Modify 504 Maintenance Insurance Data 541 Building Segment Betterment 509 Copy Delete 542 Building Segment Inquiry 543 Building Room Nbr Table Fund Sequence Create Modify 544 Building Room Asset Inquiry 503 Fund Sequence Add Update Preliminary Fixed Assets a Asset Create Modify x 545 View Preliminary Assets 505 Location Data 546 Preliminary Fixed Asset Data 506 Property Inventory Data 508 Asset Notes Rs Other M52 FFX Transaction Menu M53 FFX Inquiry Menu M55 Entire Connection Download Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp EEE Fixed Assets Part 1 User Manual The screens needed to create modify and display information about fixed assets in FAMIS are located on Menu M51 Menu M52 and Menu M53 Page l 7 Fixed Assets Menus cont d Menu M52 is a submenu of 001 and allows you to open and close batches in the FFX Module as well as make changes additions and modifications to fixed assets previously entered in FAMIS Menu M52 FFX Transaction Menu M52 FFX Transaction Menu Screen Asset Transaction Create Modify 510 Open Close Session 511 Approval 512 Depreciati
54. 9 14 23 FY 2009 CC AB Screen Override of all SPA related edits _ N Normal processing Y Removes SPA related edits kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk ak kk By changing this flag you will MANUALLY need to correct f aol SPA If you do not use a SPA Batch rejects will appear f rE on your Daily SPA Feed Reports This flag will NOT x ae automatically change back to Normal processing This bada flag allows every user with update access to any asset se in FFX for your Campus Code to bypass all SPA edits xx k k kk FRR KK IIR IRR He He Fe e He He He KIRK KKK ARK KIRK e He He e e He He e e He He e e Ke He He e e He He HE RE EERE HK KKK IKK KKK IK KI KKK IKK RIK KKK KEIR KKK KIKI KK RIKKI KKK EEE EEEE EEEE EEEE E Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Audit Basic Steps e Advance to Screen 598 e Type N for normal processing or Y to remove SPA related edits e Press PF7 to view the audit information Field Descri ptions Required Help PF2 or Field Help Available Action Line Override of all 1 character SPA related edits Enter N or Y for the SPA override N Normal processing Y Remove SPA related edits Additional Functions PF KEYS See Appendix for explanation of
55. ABLE 500 4999 99 N Y SL 089730 1730 84 579301 030 N BUILDINGS UNDER 100 000 N Y SL 089705 1705 264 Press ENTER to Continue Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Fwd DLoad Left Right Field Descri ptions Required Help PF2 or Field Help Available Action Line Asset Component Status Screen Information Moved Attached SPA Class Real Personal Help 10 digits characters In combination with component_number enter the asset number to be added or modified 2 digits In combination with asset number identify the component number to be added or modified 1 character Displays the current status of the component 1 character Indicates whether the component is set in place Attached A or whether it may be Moved M about 3 digits Identifies the State Property Accounting SPA class code which is the class code recognized by the State of Texas 1 character Classifies an asset as real property R land buildings improvements or personal property P equipment books etc Fixed Assets Part 1 User Manual Page III 8 Class Condition Acq Method Acq Agency Acq Dt In Serv Dt Appraisal Method Depr Ind Hist Ind Transfer from Asset Component Depr Thru Fixed Assets Part 1 User Manual Screen 502 Property Control Data cont d
56. Asset Component e Advance to Screen 503 e Type a valid pending asset number and valid component number on the Action Line e Enter 00000 for Fund Sequence Number Seq and press lt ENTER gt e Enter a valid fund source and sequence amount and type valid data in the available fields as desired Press lt ENTER gt to create the next sequential fund sequence number Modify an Existing Fund Sequence e Advance to Screen 503 e Type a valid asset number valid component number and valid fund sequence on the Action Line and press lt ENTER gt to display current component information e Type valid data in the available fields as desired and press lt ENTER gt to record the fund sequence information Fixed Assets Part 1 User Manual Page 111 12 Screen 503 Fund Sequence Add Update cont d Asset Accounting Process Asset Capitalization The capitalization flag indicates whether or not an asset should be capitalized That is it determines whether or not its cost should be carried in the General Ledger GL Factors that influence the decision to capitalize an item include ownership useful life and cost In general a capital asset would be owned by the institution have a useful life of at least two 2 years and meet a minimum cost requirement However these criteria are not mandatory Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Asset Component Sea Statu
57. Available Action Line Asset Help 10 digits characters In combination with component number identify the asset number to be copied or deleted Component 2 digits In combination with asset number enter the component number to be copied or deleted Status 1 character Displays the status of the component Screen Information Choose one function below Copy to Next 1 character Available Indicate whether or not Y or N to copy the selected component to Component the next sequentially available component within the same asset Copy to Asset 10 digits characters Identify the asset number to create or copy to The next sequentially available component is set up in the process Fixed Assets Part 1 User Manual Page 111 31 Include Notes OR Copy above Asset to _ New Pending Asset s Starting at Asset Copy all Components for Asset OR Copy above Asset to New Campus Copy as a Transfer Y N New Campus Asset Copy all Components for Asset OR Delete above Component type D Additional Functions PF KEYS Fixed Assets Part 1 User Manual Screen 509 Copy Delete cont d 1 character Indicate whether or not Y or N asset notes should be copied to the new asset s or merged with the additional asset specified 2 digits Enter the number of pending asset component records to be created by copying the selec
58. C 02 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 You may view the capitalization rules for your campus on Screen 582 Use PF9 to download data into Excel using Entire Connection Screen 582 Capitalization Rules Display 02 27 09 09 15 FY 2009 CC 02 F10 PF11 PF12 582 Capitalization Rules Display Screen Expense High Capitalization Subcode Subcode Minimum Description 5775 5799 INV NON CAPITAL FURN amp EQUIP 8000 8349 CAPITAL OUTLAY 1 8400 8499 CAPITAL OUTLAY 2 8600 8699 CAPITAL OUTLAY 3 END OF RECORDS Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 Hmenu Help EHelp Fixed Assets Part 1 User Manual Page VII 17 Screen 592 582 Capitalization Rules Update Display cont d Basic Steps Add Modify a Capitalization Rule e Advance to Screen 592 e Type the expense subcode that you would like to add or modify on the Action Line and press lt ENTER gt to display any existing information e Enter the capitalization minimum and a short description of the capitalization rule e To drop the capitalization rule from the system type D in the field provided e Press lt ENTER gt to record the information View All Capitalization Rules e Advance to Screen 582 e View the list of all capitalization rules for your campus code Field Desc ri ptions Required Help PF2 or Field Help Available Screen 592 Act
59. CTORS M PM 1780 5650 5655 5620 0 578801 PRINTER NOT PORTABLE 500 4999 99 M P M 1780 5650 5655 5620 0 579301 BUILDINGS UNDER 100 000 M RA 1780 5650 5655 5620 5 579401 FAC amp OI AGY CNTRL 0 99 999 99 M RA 1780 5650 5655 5620 0 579501 INFRASTRUC AGY CNTRL 0 499 999 M RA 1780 5650 5655 5620 0 579903 SILVER SERVICE AGENCY CONTROLLED M P M 1780 5650 5655 5620 0 579910 TRACTORS 500 4999 99 M P M 1780 5650 5655 5620 0 579911 GRADER LOADER SELF PROPELLED 500 49 M P M 1780 5650 5655 5620 0 Press ENTER to Continue Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Fwd DLoad Left Right Basic Steps Update the Class Table Screen 591 e Advance to Screen 591 e Type a valid class on the Action Line and press lt ENTER gt e f not already on the class table type Y in the pop up window to copy class from Master Campus class table and press lt ENTER gt Press lt ENTER gt again to confirm the class addition You must do this for the code to be added e Change useful life if necessary Keep appropriate documentation This will affect depreciation calculations Press lt ENTER gt to record the information Fixed Assets Part 1 User Manual Page VII 9 Screen 591 581 Class Table Update Display cont d View the Class Table Screen 581 Advance to Screen 581 Type a valid class on the Action Line to position the display at a specific class code
60. Created for SPA processing 512 DEP N Depreciation Maintenance posts increase or decrease to accumulated depreciation first year depreciation or last year depreciation for an approved asset PYD N Prior Year Depreciation when depreciation is calculated from a prior fiscal year CHG Y Change in Last Fed Month or Year changes to last fed month and year 513 DIS Y Asset Disposal records the sale loss theft etc of the and DEP approved asset 515 CST and Y Change in Cost change in cost estimate method or CSR account for approved assets A CST is created when a change in cost is made against an existing fund s CSR Y Change in Cost change in cost estimate method or account for approved assets A CSR is created if a new fund is being added as a result of a change in cost Created for SPA processing 516 CHG Y Change in Estimate Method Account corrections to useful life class etc with no accounting impact only affects future accounting transactions 517 UDS Y Un Disposal of an Asset changes the record of a disposed asset 519 TRF N Asset Transfers updates location custodian ownership or availability data for approved assets 520 CRN N Change Renumber used when an asset component is renumbered SPA batch only No feed to SPA CST Y Change in Cost used when the selected component contains multiple fund sequences with the same fund SPA batch only No feed to SPA
61. EEE a EEE VII 3 Update View the Class Table cccccccsscecssecesscecesseeeseeeeeesesseeens VII 8 Update the Class Table cccssssccccecsssssssseceeececessessneeeeeeeens VII 8 View the Class Table VII 8 Individual Campus Code Instructions for Screen 591 VII 10 Master Campus Instructions SOBA Only Vil 11 Update Display Capitalization Rules VII 17 Enter View Acquisition Disposal Method Controls ss sessssseesee VII 20 Update Display Asset Inflation Codes VII 23 Update View Depreciation Rules VII 26 CONTINUED IN FFX USER S MANUAL PART 2 Page l 6 Fixed Assets Part 1 User Manual Fixed Assets Menus The menus available in the Fixed Assets Module are available on FFX 001 On the FRS Main Menu screen type FFX in the Screen field to access the FFX menus and screens Menu 001 Fixed Assets Main Menu 001 Fixed Assets Main Menu 01 29 09 09 01 FY 2009 CC 02 Screen Asset Component __ Seq FAMIS FFX MODULE Active Processing Month 1 January M51 Fixed Assets Menu M52 Asset Transactions Menu M53 FFX Inquiry Menu M55 Entire Connection Download Print S01 Table Menu AFR Annual Financial Reporting FRS Financial Records System GCP General Construction Projects SPR Sponsored Research Module Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Pers SOR Menu M51 FFX Add Update Menu M51 FFX Add Update Menu 01 29 0
62. Factor 6 digits Type the inflation factor multiplier applied to update the replacement cost of an asset Description 30 characters Enter a description of the inflation code To drop inflation 1 character code from the Type D to remove drop the inflation code from the system system type D Screen 584 Screen Information Inflation Code Help 2 characters Displays the inflation code Inflation Factor 6 digits Shows inflation factor multiplier applied to update replacement cost of asset Fixed Assets Part 1 User Manual Page VII 24 Screen 594 584 Inflation Codes Update Display cont d Description 30 characters Provides a short description of the inflation code 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 Fixed Assets Part 1 User Manual Page VII 25 Update View Asset Depreciation Rules The Depreciation Rules Table serves two purposes 1 2 Fixed Assets Part 1 User Manual Source of valid values for the Depreciation Method on the asset record Stores information that the Depreciation Calculation program needs to calculate the annual depreciation expense for an asset Screen 595 is maintained by FAMIS Services Screen 595 Depreciation Rules Updat
63. Fixed Assets 1 of 2 Version 3 7 User Manual February 2011 FAMIS Services The Texas A amp M University System Fixed Assets Part 1 User Manual Page l 2 Introduction The purpose of this manual is to assist in accessing and utilizing information in the Fixed Assets FFX module of Financial Accounting Management Information System FAMIS FAMIS is an accounting system that responds to financial regulations applicable to educational institutions All applications access a common database that allows different users to access identical information Other applications include Financial Accounting Accounts Payable Purchasing Accounts Receivable and Sponsored Research Manuals for these applications are being developed or are currently available For your convenience all associated screens and processing information are included in this manual along with field descriptions By utilizing the information and guidelines contained in this manual a user should be able to access asset information as well as create and modify asset records The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures or any one of a multitude of reasons If you would like to make suggestions or call attention to errors please contact us at 979 458 6450 or copy the page with the error note the correction or suggestion and send it to College Station based FAMIS Services The Texas A amp M University System 114
64. HASED PUF A RA 4442 RECLASS FROM LIVESTOCK A RB 4425 RECLASS FROM BUILDINGS A RC 4410 RECLASS FROM CIP More Methods Select or Press lt ENTER os b11 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 F10 PF11 PF12 Hmenu Help EHelp Fixed Assets Part 1 User Manual Page VII 20 Screen 593 583 Acq Disp Method Update Controls Display cont d Mapping to SPA Codes The FAMIS disposal method codes map or crosswalk to the codes necessary for SPA When FAMIS Services transmits data to SPA the correct SPA code is used Example crosswalk FAMIS SPA DA 28 DE 29 DO 30 Basic Steps Add Modify Acquisition Disposal Method Controls Advance to Screen 593 Type A or D on the Action Line to indicate whether you wish to add or dispose a method code and press lt ENTER gt to display existing information if any Type the GL account control a short description and a SPA method equivalent Enter D in the field provided if the method control code is to be dropped from the system Press lt ENTER gt to record the information View All Acquisition Disposal Method Controls Advance to Screen 583 To customize the displayed list indicate whether you wish to view A only Acquisition or D only Disposal method controls and press lt ENTER gt Enter a code on the Action Line to place that method control at the top of the displayed list Press lt ENTER gt to scroll through the available codes
65. Help 5 characters Identify the sub department to which you wish to transfer the asset 25 characters Shows the name of the alternate person responsible for the asset Help 5 digits Include the code that identifies the building in which the asset is located Help 2 digits Indicate the campus code on which the selected asset is located Help digits characters Enter the room number of the building where the asset is located Entry may be required if Room Table option is Y on Screen 590 in FFX 5 characters Identify a code that is often used in sorting fixed asset reports 2 characters Shows the executive officer who is ultimately responsible for all decisions concerning the acquisition use and disposal of the asset 2 characters Indicates the FRS defined division that is responsible for the asset 2 characters Identifies the school college administrative office or other unit within the division that is responsible for the asset Help 3 digits Enter the county in which the asset is located Help 2 characters Identify whether the asset is in use available for use or not usable For example AV Available BLANK Undetermined EX Excess Property LN On Loan To Another Department MS Missing Unable To Locate 20 characters digits Describe the asset s location when it is not feasible to describe it in terms of campus building and room
66. Leave this field blank to view all available class codes Type an A Ascending D Descending in the Order field to sort the displayed information Enter Y in the View Master field to include classes from the Master campus Type Y in the Frozen field to view both frozen and unfrozen classes Press lt ENTER gt to display existing class code information Press lt PF10 gt lt PF11 gt to scroll to the left right to see additional information Continue to press lt ENTER gt to scroll through the list of class codes Class Table Update Process Individual Campus Code Instructions for Screen 591 Add You can only add a code by copying from the Master Campus code If you know the code you can type it on the Action Line If it is a valid code on the Master Campus you will get a pop up asking if you would like to add it to your table Type Y and press lt ENTER gt The information will be displayed from the Master Campus and you must press lt ENTER gt to add the code You can also copy up to 20 codes from the Master Campus by using the PF8 Add key You will get a pop up listing all available codes on the Master Campus Select codes by typing an X and pressing lt ENTER gt You can select up to 20 codes and press PF4 when you are done You will get a results window telling you which codes have been added If you need to get out of the pop up without adding codes press PF12 to cancel Delete Fr
67. O Name CARLSON CARLA Cd Pct Sub Dept Purpose RE 50 00 IN 50 00 Restriction I Historical Ind N Depreciation Ind Y Renewal Date Warranty Exp Last Maint Date Insured Value Inflation Code NO Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Left Right For preliminary assets the tag number will initially be blank and the status will be blank Fixed Assets Part 1 User Manual Page Il 12 Screen 546 Preliminary Fixed Asset Data cont d When you manually enter an asset number the status will change to P Pending and the next available component number is also added Handling Preliminary Assets When an Invoice is Only Partially Paid Sometimes Accounts Payable will make a partial payment on an invoice but the department created preliminary assets for the whole invoice In this case it is necessary to blank out the Asset field for any assets not actually paid This gives the department the ability to create a preliminary asset again on the next invoice Basic Steps e Advance to Screen 546 e Enter the document number on the Action Line and press lt ENTER gt e Verify that all information shown is correct i e matches the voucher data form If the information shown is not correct you may make changes using Screens 501 508 e When the preliminary fixed asset record is fed from FRS to FFX it will create a pending asset number If this number ha
68. PF8 PF9 PF10 PF11 PF12 Basic Steps e Open a session on Screen 510 e Advance to Screen 517 e Type the disposed asset number and component number on the Action Line and press lt ENTER gt to display its information e Type a Y to undispose the component e Type an effective date a short description of the undisposed transaction and its transaction reference e Press lt ENTER gt to process the undispose transaction Field Descri ptions Required Help PF2 or Field Help Available Action Line Asset Help 10 digits characters In combination with component number enter the asset to be modified Component 2 digits In combination with asset number include the component of the chosen asset to be modified Status 1 character Displays the current status of the component Fixed Assets Part 1 User Manual Page IV 38 Screen 517 Undispose Asset Component cont d Screen Information Enter Y to Undispose SPA Effective Date Transaction Description Transaction Reference Feed Accounting 1 character Type Y if you wish to undispose the selected component 8 digits Include the effective date the transaction takes place Effective date cannot be greater than current date or outside of the current fiscal year 35 characters Include a short description stating the reason the selected component is to
69. Press ENTER To View Enter PF1 PF2 PF3 PF 4 PF54 PF 6 PF7 PF 8 PF 9 PF10 PF11 PF12 Hmenu Help EHelp Left Right Press PF11 to toggle the Asset Acct column to display Acq Date information Basic Steps e Advance to Screen 542 e Type a valid building campus code building code segment flag and status on the Action Line You may also enter a starting asset number to begin the displayed list at a certain number If you do not know the building code you can type an asterisk in the Building field press lt ENTER gt and select it from the pop up window display list e Press lt ENTER gt to display a list of assets e Type an X next to an asset and press lt ENTER gt to advance to Screen 541 and view additional detailed information Fixed Assets Part 1 User Manual Page V 23 Screen 542 Building Segment Inquiry cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Bldg CC Building Segment Fg St Asset Screen Information Se Asset Nbr Cp St Sg Description Asset Acct Help 2 digits Indicate the TAMUS member campus code owning the building in which the asset is located defaults to logged on campus Help 5 digits Enter the building code where asset is located 1 character Signify whether to displ
70. Required Help PF2 or Field Help Available Action Line Asset Component Seq Status Screen Information Required Data Accumulated Depr Reversal Y N Depr Thru Current Status Fund Sequence Cost Salvage Value Help 10 digits characters In combination with component number and fund sequence number identify the asset number to be processed 2 digits In combination with asset number and fund sequence number identify the component number to be processed 5 digits In combination with asset number and component number enter the fund sequence number to be processed 1 character Displays the current status of the component 15 digits Indicate the net accumulated depreciation adjustment to the component 1 character Type Y if the transaction is intended to reverse the entered Accumulated Depreciation amount N is the default 2 digits 4 digits Include the month and year through which depreciation has been calculated 4 digits Displays the fund used to acquire the selected component 15 digits Shows the total dollar amount of the sequence of the selected asset component 15 digits Identifies the estimate of the worth of the component when fully depreciated Fixed Assets Part 1 User Manual Page IV 18 Accumulated Depr Monthly Depr Amt Accounts To Be Used DR Depr Expense CR Accumulated Depr SPA Effe
71. Rnnnnnn where nnnnnn is a sequential number assigned to the form that is accompanying the transaction example RO00001 FFX Session Date A session date must be specified when opening an FFX batch The date specified must be a valid date in the Active Fiscal Year and Active Processing Month FFX records are not stored with a processing month just a batch session date Therefore the month of the batch session implies the processing month Because of this no distinction can be made between Month 08 and 13 transactions They are not identifiable by month FFX Transaction Codes A transaction code is created each time a particular transaction is performed on line for an asset Transaction codes are designed to identify the type of activity being made to the asset This provides an audit trail of asset activity and helps generate the appropriate accounting transactions in the FRS module of FAMIS Many of the transaction codes automatically trigger the record being sent to SPA as noted on the following page Fixed Assets Part 1 User Manual Page IV 5 FFX Transactions Basic Concepts cont d Screen Trans Code Trans sent to SPA Description 511 APP Y Asset Approval changes the status of a component from APR pending to approved APP for first approval record for and DEP each asset component fund APR Y Change in Cost used when the selected component contains multiple fund sequences with the same fund
72. S fields 1 Receipt Date when you received the property as early as 1900 2 In service Date when you put the property in service defaults from receipt date if you enter nothing can t be earlier than receipt date 3 Effective Date when the property became a payable in USAS no earlier than one prior fiscal year After 11 20 01 you will only be able to use the current fiscal year 4 Fiscal Year Normally fiscal year the property was paid for not earlier than 2000 or 2001 5 Disposal Date date property was disposed Not earlier than one prior fiscal year and not later than current date After 11 20 01 you will only be able to use the current fiscal year FAMIS and SPA Field Translations The following table crosswalks some of the FAMIS and SPA fields and their usages FAMIS SPA Usage In Service Date In Service Date Depreciation Batch Date Effective Date Acquisition Date Receipt Date Receipt Delivery Date FRS Screen 320 Disposal Date Disposal Date Fixed Assets Part 1 User Manual Page VI 12 FAMIS SPA Interactions cont d Key to SPA Records There are four fields that make an asset record unique in SPA If any of the four are different a second or third fourth etc asset record will be created The four fields that make up the SPA asset record are Agency Asset Number Component Number Fund PWNP SPA Transfer Requ
73. Session ID 6 characters Displays the batch session identification header as entered on Screen 510 Date 8 digits Indicates the batch session date as entered on Screen 510 Count 5 digits Shows the number of transactions processed in the current batch session Amt 15 digits Indicates the total dollar amount processed in the current batch session Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys Fixed Assets Part 1 User Manual Page IV 37 Reacquire a Disposed Asset Components that have been mistakenly disposed may be undisposed When a component is undisposed the component for the selected asset is changed back to an approved status This is accomplished on Screen 517 Only disposed assets can be processed on this screen Screen 517 Undispose Asset Component Screen Asset 0300053901 Component 01 Status D SPA Effective Date 09 29 2006 Transaction Description Transaction Reference Feed Accounting D D Detail S Summary N No Data Entered at Time of Disposal Disposal Date 03 07 2003 Component Cost 2598 00 Disposal Method 06 Salvage Value Current Year Dep Accum Depr 77 30 Sale Amount Department VTPB Disposal Cost Sub Dept Session ID JAC001 Date 09 29 2006 Count Amt Hmenu Help EHelp 517 Undispose Asset Component 02 26 09 16 59 FY 2009 CC AM INCUBATOR CO2 WATER JACKETED DOUBLE Enter PFl PF2 PF3 PF4 PF5 PF6 PF7
74. a factor you might need to consider using Threshold Type the dollar amount by which you wish to increase decrease the fund sequence value of the component Indicate whether this is an acquisition or a disposal transaction and the method by which the component is acquired or disposed Type an effective date a brief description of the change of cost transaction and its reference number Enter additional information in the available fields as desired and press lt ENTER gt to begin processing the change in cost Type Y in the pop up window to confirm the change in cost and press lt ENTER gt to process the change Fixed Assets Part 1 User Manual Page IV 28 Screen 515 Change in Cost by Fund Sequence cont d Screen 515 Change in Cost by Fund Sequence Pop Up Window Please enter a Y to process transaction Process change in cost Y Debit Account 0893071730 Credit Account 0893074495 SPA Depr Entity FY DEFY Field This field is used to prevent rejects from SPA Invalid Depreciable Entity Fiscal Year on decreases The field is only valid on credit C transactions When reducing an asset you may need to go to SPA and find the DEFY s and the amount s that exist for the asset component PADPRE in SPA Then as you create your transaction on Screen 515 you can enter the DEFY you want to effect Keep in mind you may have to create multiple transactions in FFX to reduce multiple DEFYs in SPA if your red
75. acquire an asset The fund is generally determined by the bank used in the acquisition of the asset The fund is one of several data types of financial information that is stored as part of the fund sequence see below A fund sequence number is a 5 digit numeric identification used to identify the various funding elements used in the acquisition and disposition of an asset The funding elements are composed of the following fields State SPA fund Bank Fund Source buying account sponsor sequence amount salvage amount accumulated depreciation Each variation of these funding elements allow multiple purchasing accounts buying accounts multiple funds banks and multiple fund sources to be associated with a single component for more consistent and accurate record keeping Fund sequence numbers are assigned by the system in sequential order A preliminary asset is created in the FRS purchasing module usually by departmental personnel to represent goods that are purchased through the use of a capital or controlled object code The preliminary asset number is composed of the purchasing document number and a four digit sequence number The purchase cannot be officially received or paid prior to the creation of one or more preliminary assets The dollar total of the preliminary asset s must be greater than or equal to the amount of the received goods before receiving can be closed Fixed Assets Part 1 User Manual Page II 5
76. and to reduce the General Ledger GL balance in order to reflect the removal of the asset These functions are accomplished using Screen 513 Only approved assets can be processed on this screen If a component is marked as missing disposals must be done with the disposal method that matches the missing condition code This screen will allow disposal of a capital and depreciable asset with 0 Total Cost Screen 513 Disposal 513 Disposal 02 26 09 16 39 FY 2008 CC AM Screen ___ Asset 0300052480 Component 01 Status A COMPUTER SERVER POWEREDGE 1650 PEN Required Data Current Status Disposal Date Component Cost 4766 60 Disposal Method __ Disp Agency ____ Salvage Value Memo Sale Amount Accum Depr Memo Disposal Cost Department LIBR Sub Dept SPA Effective Date 08 30 2008 Condition 01 Transaction Description Transaction Reference Ref 2 Feed Accounting D D Detail S Summary N No Accounts To Be Used If Current Year Depr DR1 Disposal Ded DR Depr Expense 089830 5650 CR1 Asset Control 089730 1730 CR Accum Depr Same as DR2 DR2 Accumulated Depr 089830 1780 CR2 Disposal Ded Same as DR1 Session ID JAC001 Date 08 30 2008 Count Amt Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Screen 513 Disposal Pop Up Window Please Enter a Y to confirm asset disposal Dispose asset Y Basic Steps e Open asession on Screen 510
77. any dollar transactions may be processed Screen 510 is used to open a real time fixed asset session All transactions posted within a session contain the session reference number and the session date When the session is opened for the first time FAMIS creates a batch record that has this reference number and date As transactions are entered FAMIS accumulates the number of transactions processed and the cumulative total absolute or hash total of all dollars processed in the session These control totals are displayed at the bottom of all real time updating screens Later when the session is closed the processed totals will be compared with the expected totals Screen 510 FX Batch Initialize 510 FX Batch Initialize 02 26 09 16 26 FY 2009 CC 02 Screen Session Reference JAC001 Session Date 02 26 09 __ Session Status O Acct Feed D Description APPROVAL OF ASSETS FROM FEB FEED User ID Override N Batch Balancing Information Transactions Amount Expected Totals 10 100000 00 Processed Totals 0 0 00 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps Open a Session e Before a session is opened calculate the number of expected transactions and the total dollar amount to be processed during the session e Advance to Screen 510 e Type a valid session reference and date Type O in the Session Status field e Type a description of the transacti
78. ar assets components for accounting and property control purposes Components that belong to the same class typically share certain characteristics such as the general ledger to which they belong their depreciation method etc Fixed Assets Part 1 User Manual Page Ill 7 Screen 502 Property Control Data cont d For a complete list of component classes see the Class Table on Screen 581 Sample class values are Screen 581 Class Table Display 581 Class Table Display 02 26 09 15 29 FY 2009 CC 02 Screen __ Start from Class Order A View Master N Frozen N SPA Depr Acct Use F Class Cls Rq Description Cap Ind Mth GL Cntl Life z 577501 106 Y HANDGUNS 0 4999 99 N Y SL 089730 1730 120 577502 107 Y RIFLES 0 4999 99 N Y SL 089730 1730 120 577701 121 N FAX MACHINES 500 4999 99 N Y SL 089730 1730 84 578001 129 Y STEREO SYSTEMS 500 4999 99 N Y SL 089730 1730 84 578101 130 Y CAMERAS VIDEO CAMERAS 500 4999 99 N Y SL 089730 1730 84 578201 131 Y TV VCR DVD CAMCORDER 500 4999 99 N Y SL 089730 1730 84 578501 179 N CASH REGISTERS 0 4999 99 N Y SL 089730 1730 84 578701 204 Y MICROCOMPUTER DESK NOT APPLES 500 499 N Y SL 089730 1730 48 578703 214 Y MICROCOMPUTER DESK APPLE 500 4999 9 N Y SL 089730 1730 48 578704 284 Y CPU HAND PORT LAP NOT APPLE 500 499 N Y SL 089730 1730 48 578705 294 Y CPU HAND PORT LAPTOP APPLE 500 4999 N Y SL 089730 1730 48 578708 218 Y DATA PROJECTORS N Y SL 089730 1730 72 578801 208 Y PRINTER NOT PORT
79. ase Order Quantity 1 00 UOM EA_ Component Cost 4298 64 Vendor Number lvvvvvvvvv1 Name FULLER DIVERSIFIED INC Commodity Code Manufacturer Name FULLER DIVERSIFIED INC Serial Number 070501 Model Number SD4TLV MC 4 DN Model Year License Plate Type Y to add Notes N Note File Flag N Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Basic Steps Create a New Pending Component e Advance to Screen 501 e Type a valid asset number or a zero to have the system automatically assign an asset number on the Action Line e Verify component is filled in with 01 and press lt ENTER gt e Type ashort description of the asset e Enter quantity and unit of measure UOM e Type valid data in the available fields as desired e Press lt ENTER gt to create the new asset component record Fixed Assets Part 1 User Manual Page 111 3 Screen 501 Purchasing Vendor Data cont d Create a New Pending Component for an Existing Asset Advance to Screen 501 Type a valid asset number and enter 00 for component number Press lt ENTER gt Quantity is defaulted to 1 00 and UOM to EA Type valid data in the available fields as desired Press lt ENTER gt to create the next sequential component number Modify an Existing Component Advance to Screen 501 Type a valid asset number and component number on the Action Line Press lt ENTER gt to display c
80. asic Steps e Open a session on Screen 510 e Advance to Screen 521 e Type an approved asset number component number and fund sequence number on the Action Line and press lt ENTER gt e Indicate whether or not the transaction is a debit or a credit e Type a valid transaction reference and description e Indicate whether the transaction is an acquisition or a disposal as well as the method of acquisition or disposal e Type additional information in the available fields as desired e Press lt ENTER gt to process the asset information Fixed Assets Part 1 User Manual Page IV 44 Screen 521 Livestock cont d Field Descri ptions Required Help PF2 or Field Help Available Action Line Asset Component Seq Status Screen Information DR Asset Control CR ACQ Addition Total Headcount Sequence Cost DR CR Trans Ref Description Count Change Method D or SL Cost Change 10 digits characters Enter the asset number to be modified 2 digits In combination with asset number and fund sequence number identify the component to be modified 5 digits In combination with asset number and component number indicate the fund sequence to be modified 1 character Displays the current status of the asset 10 digits Identifies the account and account control that will be debited 10 digits Shows the account and account
81. ay Y assets that are segments of a building N assets that are not segments of a building default B allassets whether segments or not non components are listed first 1 character Identify the status of building segments to be displayed A Approved D Disposed B Both approved and disposed 10 digits characters Identify a starting asset number to display if desired 1 character Type an X to select an asset for further display on Screen 541 10 digits characters Shows the asset s identification number 2 digits Identifies the component number 1 character Displays the status of the component Approved A or Disposed D 1 character Y indicates the asset is a building segment 16 characters Displays a short description of the selected asset 10 digits Identifies the general ledger account control owning the asset A general ledger account control will be displayed for both capital and non capital assets Accounting is fed to the GL for capital assets only however Fixed Assets Part 1 User Manual Page V 24 Screen 542 Building Segment Inquiry cont d OR Acq Date 8 digits Displays the date the asset was acquired Dept 5 characters Indicates the department responsible for the asset Class 6 digits Shows the component class code for the asset Component Cost 15 digits Displays total dollar amount of the component Sub Total 11 digits A su
82. ayed for a particular category 4 lines 61 characters Enter any notes for the asset Fixed Assets Part 1 User Manual Page 111 27 Screen 508 Asset Notes cont d Last Modified 8 digits Shows date the note was added last modified Delete 1 character Type D to delete the selected note and remove it from the asset record Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys Fixed Assets Part 1 User Manual Page 111 28 Copy Delete FAMIS provides the ability to copy pending approved or disposed components and to delete pending components You may also choose to include notes in the copy function Screen 509 Copy Delete 509 Copy Delete 02 26 09 16 17 COMPUTER TOSHIBA LAPTOP FY 2009 CC 02 Screen Asset 08F0093667 Component 01 Status A Choose One Function Below Copy to Next Available Component N Copy to Asset OR Copy above Asset to _1 New Pending Asset s Starting at Asset Copy all Components for Asset 08F0093667 Y OR Asset number Copy above Asset to New Campus defaults in Copy as a Transfer Y N Y New Campus Asset Copy all Components for Asset 08F0093667 Y OR Delete above Component type D Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Copy to Next Available Component Copying to the next available component is useful when the existing component contains many of th
83. be undisposed 7 characters digits Enter the batch reference to audit the change in cost transaction 1 character Signifies whether or not cost depreciation and other transaction information are to be fed to the accounting module of FAMIS Detail D Summary S or No N Data Entered at Time of Disposal Fixed Assets Part 1 User Manual Disposal Date Component Cost Disposal Method Salvage Value Current Year Dep Accum Depr Sale Amount 8 digits Displays the date that the component was disposed i e date it was sold lost etc 15 digits Shows the total dollar amount of the component of the selected asset at the time of purchase acquisition 2 characters Indicates the disposal method used by the institution responsible for the component 15 digits Identifies an estimate of the salvage value of the component when it is fully depreciated 15 digits Indicates the total dollar amount of depreciation that has been recognized and fed to accounting in the current FY 15 digits Shows the total dollar amount of depreciation that has been recognized and fed to accounting 15 digits Displays the dollar amount received for the sale of the selected component Page IV 39 Screen 517 Undispose Asset Component cont d Department Disposal Cost Sub Dept Session ID Date Count Amt Additional Functions PF KEYS 5 characters Identifies the department respon
84. ble Action Line Asset Help 10 digits characters Identify the asset number to be added or modified Fixed Assets Part 1 User Manual Page III 23 Screen Information Availability How Tagged Tag Number Purpose Exposure Cd Special License Floor Space Floor UOM Related Asset Inventory Type Restriction Fixed Assets Part 1 User Manual Screen 506 Property Inventory Data cont d Help 2 characters Indicate whether the asset is in use available for use or not useable This field is not updatable if any of the components are in approved status To change an approved asset s availability use Screens 519 or 535 Help 2 characters Identify the physical type of tag used to mark the selected asset 10 digits Enter the identification number that is physically attached to the asset for inventory and control purposes Help 2 characters Identify the general function of the selected asset 5 digits Indicate the percent of time or resource consumption associated with a particular purpose 2 characters Identify all health hazards associated with the selected asset 2 characters Include any licenses that are required to own operate or service the selected asset 6 digits Indicate the amount of floor space the selected asset occupies Help 3 characters Identify the unit of measure by wh
85. btotal of component cost appears if the displayed items span more than one screen Grand Total 11 digits The grand total of component cost displays at the end of the results of the inquiry list Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys Fixed Assets Part 1 User Manual Page V 25 Building Room Number Table When a campus needs to validate rooms for their buildings Screen 543 is used The Master Campus is the only place that rooms can be added or deleted and only a few people in the A amp M System Office of Budgets and Accounting will be given this security The reason for this is that rooms will be loaded from the Facilities Coordination table If you need to have room s added to the table that are going to be added to the FCOR table eventually please have the property manager or designee provide the following information to A amp M System property manager or alternate FCOR building number Building name Room number s WPwnbP DISPLAY ONLY The campus that owns the building Verification that FCOR is aware of this addition change Otherwise this screen is on Screen 540 This screen shows all rooms regardless of whether the building has been added Screen 543 Building Room Nbr Table 543 Building Room Nbr Table Starting Room ELEVAT 103 105A HALLS 103A 105B LOBBY 103AA 105C MEN 103AB 105D MEN A 103AC 106 STAIRS 103AD 106A WOM A 103AX 106B WOMEN 103B 107 001
86. class codes 1 character 5 digits This number usually beginning with A and 00001 is entered by FAMIS Services You may request a different beginning value of one alpha character and five digits This number scheme will not change from year to year Pending Asset Number Options Next Assigned Increment Format 10 digits Define the next pending asset number that will be automatically assigned 5 digits Set the increment interval for the assignment of pending asset numbers 12 digits characters Include the format to be used for pending asset numbers Approved Asset Number Options Next Assigned Increment Format AP PO Extract Options Pending No Option 10 digits characters Define the next approved asset number that will be automatically assigned This number is used when asset numbers are assigned to preliminary assets 5 digits Set the increment interval for the assignment of approved asset numbers 12 digits characters Include the format to be used for approved asset numbers Help 4 characters Designate the pending asset numbering schema that is to be used when a pending asset is fed from Accounts Payable The options are AUTO Use the Pending Asset Next Assigned number to create an asset number PO Use PO from purchase order VCHR Use voucher and Sequence FAMIS Standard Fixed Assets Part 1 User Manual Page VII 5 Screen 590 System Contro
87. computers 843502 Microcomputer Desktop Not Apple 843503 Microcomputer Desktop Apple 843504 CPU Handheld Portable Lap Not Apple 843505 CPU Handheld Portable Laptop Apple 843506 Drives Tape Disk Optical Hard Zip 10 digits Displays the account to which depreciation expenses should be directed when the component investment in plant account is not to be used 1 character Type Y if the cost of the component should be carried in the General Ledger i e capitalized Fixed Assets Part 1 User Manual Page IV 35 Screen 516 Change in Est Meth Acct cont d Depr Ind Software Version Nbr Hist Ind In Service Date Appraisal Method SPA Effective Date Acq Method Acq Agency 1 character Identify whether or not Y or N the component will be fed for depreciation calculation 20 digits Include the version number of the software being used If this field is used the information will be included on SPA reports 1 character Type Y if identified by the institution as an historical component 8 digits Include the date on which the component is employed for its intended purpose Help 1 digit Enter the method by which the asset value is determined Valid values are BLANK Not Specified 1 Invoices Other Docs Stating Cost 2 Manufacturer Price List 3 Distributor amp Supply Co Catalogs 4 Industry Pubs amp Trade Journal
88. ctive Date Transaction Description Transaction Reference Feed Accounting Session ID Date Count Amt Fixed Assets Part 1 User Manual Screen 512 Depreciation Maintenance cont d 15 digits Indicates the total dollar amount of depreciation that has been recognized and fed to accounting 15 digits Displays the dollar amount that will be depreciated monthly for the selected component 10 digits Identifies the debit account and account control for the depreciation deduction Only the account control can be entered Suggested values are 5650 current year expense 5620 prior year use only if material 4415 transferred from non TAMUS agency or 47xx transferred from xx the TAMUS Part number 10 digits Shows the credit account and account control for the accumulated depreciation This is hard coded and cannot be entered 8 digits Indicate the effective date of the transaction Date cannot be greater than the current date or outside of the fiscal year On a non transfer new approval defaults to in service date Otherwise defaults to the batch date 35 characters Enter a short description of the depreciation transaction to be processed 7 characters digits Indicate the reference identifying the FFX transaction 1 character Signify whether or not cost depreciation and other transaction information are to be fed to the accounting module of FAMIS Detail D Summary S or
89. date the transaction takes place Effective date cannot be greater than current date or outside of the current fiscal year 4 digits Include the SPA Depreciable Entity Fiscal Year for the transaction The Fiscal Year must be between the current Fiscal Year and the Fiscal Year of the In Service Date 6 characters digits Displays the batch session header as entered on Screen 510 8 digits Indicates the batch session date as entered on Screen 510 5 digits Identifies the actual number of transactions processed during the current batch session 15 digits Indicates the total dollar amount processed during the current batch session Pop Up Window Screen Information Cost Change Gain Loss DR Account CR Account Net Change in Value 12 digits Signifies the dollar amount to debit or credit from the asset s account 14 characters Signifies changes in dollars made to the herd due to loss or gain of additional livestock 10 digits Identifies the account and account control that will be debited 10 digits Identifies the account and account control that will be credited 14 digits Displays the dollar amount of the change in value Fixed Assets Part 1 User Manual Page IV 46 Screen 521 Livestock cont d Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys PF6 Sequence Seq Proceed to next sequence record PF9 Funds Funds View all existing fund sequence
90. de on the Action Line and press lt ENTER gt You can modify any information on the screen All changes made to the class code will be reflected on all campus codes This includes useful life You will get a results window that displays which campus codes have that class code Delete Freeze To delete a class code from individual campus codes enter the class code on the Action Line and press lt ENTER gt Press PF6 Delete and you can choose which campus codes will have the class code deleted Again you will get a confirmation pop up and a results window If a campus code has approved assets on that class the class code will be frozen for their campus instead of deleted You will see a message in the results window indicating this If you do not select All in the delete pop up nothing will be done to the code on the master campus In order to freeze or delete the code on the master campus you must use the All option If the class code does not exist for any campus you will also be given the option to drop the class code from the master table This will completely remove it from the table If you choose not to do this the class code will be frozen instead Keep in mind that you only get the option to drop it from the class code table if you use the All option Fixed Assets Part 1 User Manual Page VII 11 Screen 591 581 Class Table Update Display cont d Field Desc ri ptions Required Help PF2 o
91. digits Identify the number of the institution responsible for the selected asset Valid values include 710 01 System Offices 711 02 Texas A amp M University 709 03 TAMUS Health Science Center Trans Asset 10 digits characters Signify the asset from which the selected asset was copied transferred from Component 2 digits Indicate the component from which the selected component was copied transferred from Appraisal Method Help 1 digit Identify the method by which the component value is determined Valid values are BLANK Not Specified 1 Invoices Other Docs Stating Cost 2 Manufacturer Price List 3 Distributor amp Supply Co Catalogs 4 Industry Pubs amp Trade Journals 5 Public and Tax Assessment Records 6 Realtors Appraisers and Bankers 7 Other Purchase Account 15 digits Displays the primary account SL SA Object Code responsible for the purchase of the selected component For Livestock Headcount 7 digits Displays the total number of livestock associated with the selected component Chg in Headcount 7 digits Indicates the number to be added to subtracted from the total number of livestock Sale Amt Memo 14 digits Signifies the dollar amount to debit or credit from the components account Gain Loss Memo 14 digits Signifies the change in dollars made to the herd due to loss or gain of additional livestock Accounts To be Used DR Asset
92. ding asset number and component number is assigned by the system The Pending No Option field on Screen 590 determines the composition of the pending asset number When set to VCHR the pending number is created from the first 7 digits of the voucher with a 3 digit sequence attached In addition a fund sequence is created for each capital object code on a voucher For those assets acquired through the Purchasing module when preliminary fixed asset information is entered in the FRS module the system assigns a tag number to the asset using the Approved Asset option on Screen 590 field As with AP voucher entries during the feed to FFX a pending asset number and component number is established for the asset in the FFX module using the Pending No Option field on Screen 590 In addition a fund sequence is created for each capital object code on a voucher However when calling up the pending component number on Screen 511 the TAG number is defaulted in the Assign new asset number field Once all pending component information has been entered and verified using Screens 501 506 the asset should be approved You may type in your own asset number or you may choose to have the system assign the approved asset number by placing a 0 in the field The assigned number will be based on the Approved asset pattern on Screen 590 Lastly you may choose to use the existing pending asset number that was assigned th
93. during the session Sample session codes are shown on the following page Fixed Assets Part 1 User Manual Page IV 3 FFX Transactions Basic Concepts cont d Transaction Session Code Transaction Session Code Adding new items Deleting an Item Purchase Vouchers PAV Drop PDD Gifts PAG Lease Purchase Payment PDO Transfers into the System PAT Trade in PDR Other Additions PAQ Sales PDS Other Additions PAO Transfer out of System PDT Procard PRO Transfer to Surplus PTS IDTs PAI Disposal Cannibalized PDM Trade In TDR Change of Information Misc Transactions General info change PCG Class Code Changes PCC Transfer within the System PCT Corrections PCN Journal Entries PJE Batch Fields FFX No SPA Feed Don t feed to SPA SPA NOTE If you create a batch code SPA___ Batch approval at conversion BATAPP the batch will not feed to SPA Transaction Reference The transaction reference is a 7 digit field which is used on the transaction screens Screens 512 513 515 517 and 519 The value placed in this field depends on the kind of transaction In each of the following cases the transaction reference is tied to the documents that will be kept on file Texas A amp M University uses the following guidelines Expenditures The driving force behind expenditure transactions may be a voucher an interdepartmental transfer IDT or any other expenditure that hits a subsidiary ledger account in the FRS module o
94. e 595 Depreciation Rules Update 02 27 09 09 22 FY 2009 CC 02 Screen Method SL_ Description STRAIGHT LINE Add or update data for the depreciation method identified above Declining Balance Method DXX Multiplier Fixed Annual Rate Uncapped Method UXX Percent Fixed Annual Amount Method FXX Amount To drop depreciation rule from system type D _ Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp The information entered on Screen 595 is displayed on Screen 585 Use the PF9 key on Screen 585 to download data into Excel using Entire Connection Screen 585 Depreciation Rules Display 585 Depreciation Rules Display 02 27 09 09 23 FY 2009 CC 02 Screen Multiplier Method Percent Amount Description SL STRAIGHT LINE END OF RECORDS x Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 Hmenu Help EHelp F11 PF12 Page VII 26 Screen 595 585 Basic Steps Depreciation Rules Update Display cont d Add Modify a Depreciation Rule e Advance to Screen 595 e Type a valid depreciation method on the Action Line and press lt ENTER gt to display existing information if any e Type valid data in the available fields as required and press lt ENTER gt to record the information View All Depreciation Rules e Advance to Screen 585 e Press lt ENTER gt to display a list of all depreciation rules for your campus code e Pr
95. e Advance to Screen 513 e Type an approved asset number and component number on the Action Line and press lt ENTER gt e Type the disposal date method and agency effective date a short description and a reference number identifying the transaction Fixed Assets Part 1 User Manual Page IV 21 Screen 513 Disposal cont d e Type additional data in the available fields as desired and press lt ENTER gt e Type Y inthe pop up window and press lt ENTER gt to dispose of the asset e Repeat as desired for assets with multiple components Field Descri ptions Required Help PF2 or Field Help Available Action Line Asset Help 10 digits characters In combination with component identify the asset to be removed from the institution s inventory Component 2 digits In combination with asset identify the component of the asset to be removed from inventory Status 1 character Displays the current status of the component Screen Information Required Data Disposal Date 8 digits Indicate the date that the institution relinquishes possession of the asset i e when it was sold traded in lost stolen or otherwise disposed of Disposal Method Help 2 characters Signify the method by which the component is to be disposed For example AJ Adjustments Other CJ TDCJ Computer Recover Program CN Cannibalized DA Damaged By Nature
96. e Version Panel 2 Building Building Campus Room Group Code Exec Level Alt APO Name Division School Dept Sub Dept Purpose Cd Fixed Assets Part 1 User Manual Screen 546 Preliminary Fixed Asset Data cont d 10 digits characters Indicates the asset number to which this asset record is related 2 characters Identifies the type of license that is required to own or operate the asset 2 characters Signifies any health hazards associated with the selected asset 20 characters Displays a brief description of the software used including its version number 5 digits Identifies the building in which the asset is located 2 digits Indicates the TAMUS member part where the asset is located 6 digits character Represents the room number of the building where the asset is located 5 characters Displays a code that can be used in sorting reports 2 characters Identifies the executive officer that is ultimately accountable for decisions concerning the acquisition use and disposal of the asset 20 characters Displays the name of the alternate person responsible for the selected asset 2 characters Indicates the FRS defined division that is responsible for the asset 2 characters Identifies the school college administrative office or other unit within the division that is responsible for the asset 5 characters Signifies the department responsible for the asset 5
97. e availability of the asset such as in use available for use not usable Valid values are AV Available BLANK Undetermined Fixed Assets Part 1 User Manual Page V 11 TDP Document Condition Purpose 1 4 Percent 1 4 Class SPA Class Model Serial Acq Date Owner Title Restriction Fixed Assets Part 1 User Manual Screen 535 Departmental Inventory cont d EX Excess Property LN On Loan to Another Department MS Missing Unable to Locate RE Restricted Single Purpose SH Shareable On Request ST Stolen Damaged Destroyed US In Use Full Time 12 characters digits Displays the Transfer Department Property document number for transferring property between departments Help 2 characters digits Enter the current condition of the selected asset For example DE Demolition 17 E1 Used Reconditioned Excellent E2 Used Reconditioned Good E3 Used Reconditioned Fair Help 2 characters Identify the function of the asset For example AD Administrative AG Agricultural Services Buildings AX Auxiliary Enterprises BLANK Undetermined 5 digits Enter the percent of time that the asset will be used for a particular purpose 6 digits Displays the class of the asset 3 digits Identifies the State Property Accounting class code which is the class code recognized by the State of Texas 20 characters dig
98. e same values needed for the new component This function will only allow the copying of one component to the next sequentially available within the same asset Copy to Asset Copy to asset is useful when needing an exact copy of an existing asset component This function creates a new asset component or creates the next sequentially available asset component Copy an Existing Asset Component Copying an existing asset component to create a new one is useful when the existing asset component contains many of the values needed for the new asset component This function offers the ability to copy all of the components associated with the asset or only the selected component Copy an Existing Asset Component to a New Campus Copying an existing asset component to a new campus option can be used to copy an existing asset component to another campus This function must be used when transferring an existing asset component to another campus Copy as a Transfer Y sets certain fields up for the transfer The ability to copy all of the asset components to the new campus is also available for this function Fixed Assets Part 1 User Manual Page 111 29 Screen 509 Copy Delete cont d Delete Function The Delete function allows you to clean up the file eliminating pending records that don t correspond to actual assets and won t be approved These functions are accomplished using Screen 509 Only one of these functions may be
99. econditioned Fair Coinsurance Pct 2 digits Identify the percentage of loss covered by the institution if it coinsures the building Type of Construction Help 2 characters Indicate the primary materials used in the construction of the building For example AD Adobe AS Aluminum Sheeting BC Block Concrete BLANK Undetermined BR Brick Financing Method Help 2 characters Enter the means used to pay for the building if owned by the institution Valid values include BLANK Not Defined CA Cash EF Endowment Funds FG Federal Grant FL Federal Loan GF Gift Fixed Assets Part 1 User Manual Page V 16 Screen 540 Building Create Modify cont d Structural Help 2 characters Obsolescence Include the relative obsolescence of the basic building structure when evaluated according to such factors as compliance with building codes industry standards safety and health regulations and or EPA OSHA and NRC regulations Valid values are ST State Of The Art CU Current Standard OK Acceptable AD Barely Adequate OB Obsolete BLANK Undetermined Replacement Cost 11 digits Enter the estimated cost of replacing the building for insurance purposes Functional Help 2 characters Obsolescence Signify the relative obsolescence of the building in terms of the functions for which it is used Valid values are ST State Of The Ar
100. ed or P pending Property Control Data SPA Effective Date 02 26 2009 Description SERVER DELL POLYCOM GSM Feed Accounting D Dt1 Summ No Line 2 Trans Ref 2 Class 578701 MICROCOMPUTER DESK Acquisition Data Trans from Asset Component Cost 4567 99 Trans from Comp Acq Method PO Agency Department EDBS Sub Dept In Service Date Alt APO Name PECENA PETER Acquisition Date Accounting Data Quantity 1 UOM EA Asset Account 089730 1730 Depr Method SL Capitalization N Y N Useful Life 72 Rem Life 72 First YR Rule M Accounts to be used DR Asset control CR Acq Addition Session ID JACO01 Date 02 26 2009 Count Amt Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Trans Funds Fixed Assets Part 1 User Manual Page IV 11 Screen 511 Approval cont d Basic Steps e Open asession on Screen 510 e Advance to Screen 511 e Type a valid pending asset number and component number on the Action Line and press lt ENTER gt to display pending component information e Verify all pending component information e Type Y inthe Type Y to approve field and press lt ENTER gt to record the information and to approve the component Asset Approval Process Assign Approved Asset Numbers When pending fixed asset information is created from voucher entries non Purchasing a system assigned tag number is associated with the asset During the feed to FFX a pen
101. ed with the selected asset An asset that only contains disposed components cannot be modified on Screen 506 Screen 506 Property Inventory Data Availability US How Tagged BC 506 Property Inventory Data 02 26 09 15 53 Screen Asset 0800090288 Tag Number 0800090288 Purpose AD 100 00 FY 2009 CC 02 Exposure Cd Floor Space Related Asset Inventory Type Y Next Inventory Dt Available Dt Owner Change Dt Type Y to add Notes N Hmenu Help EHelp Last Inventory Dt 08 08 2008 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Special License Floor UOM Restriction I Note File Flag N Next Basic Steps Create a New Pending Component Advance to Screen 506 Type a valid asset number or a zero to have the system automatically assign an asset number on the Action Line Component will be filled in as 01 in the background Type additional information in the available fields as desired Press lt ENTER gt to create the new component record Modify an Existing Asset and Components Advance to Screen 506 Type a valid asset number on the Action Line Press lt ENTER gt to display current component information Type valid data in the available fields as desired Press lt ENTER gt to record the component information Field Desc ri ptions Required Help PF2 or Field Help Availa
102. eessecesseecsseeecssececseeceseeeesaeeeeaaecesees 11 29 Copy to Next Available Component 11 29 COPY TO ASS Ob ise cccccseccccecctescecenetsadccneetoaccueancdecsuesctcobeescdecutetoecceeed 11 29 Copy Approved Pending Disposed Asset Component s to New Pending Asset Component s 11 30 Copy Asset Component s Data to Another Campus 00000 HI 31 Delete Pending Component Records I 31 IV Asset Component Transactions BasiG CONGe pts nn ent Ean aE ERa EEEE Ea RARAS IV 3 FFX Batch Session Codes IV 3 Transaction Reference IV 4 FFX Session Date ivi ceiciscccteccevevsseesseseetencedetsaaseiteaseveveressculeetenseeese IV 5 FFX Transaction Codes IV 5 FFX Control Flap Seetee ienee enas Re Rite IV 6 Fixed Assets Part 1 User Manual Page l 4 Table of Contents cont d PAGE Screen 510 Open Close Fixed Asset Batch Sessions IV 8 Screen 511 APProve ASSCUS nr aaia i IV 11 Assign Asset Component Number Flow Chart IV 13 Screen 512 Depreciation Maintenance IV 17 Screen 513 REMOVE ASSES sicrie a a a IV 21 Screen 515 Enter Change in Cost Information IV 25 Examples of Correcting Entries IV 27 Screen 516 Modify Asset Estimate Method or Account IV 33 Change Controlled Component to Capital Component IV 34 Screen 517 Undispose Asset Component IV 38 Screen 519 Transfer an ASSeL 2s ist indie intel tete eee ae IV 41 Screen 521 LIVESTOCK sen ee A intact IV 44 V inventory and
103. eeze To delete a class code from your class table enter the class code on the Action Line and press lt ENTER gt Press PF6 Delete and the code will be deleted if there are no approved assets with that class code If approved assets exist the code will be frozen Fixed Assets Part 1 User Manual Page VII 10 Screen 591 581 Class Table Update Display cont d Master Campus Instructions To Be Done Only By SOBA Add You can add a code by filling in all required fields or by copying from another code To do this type the code to be copied from on the second line Press lt ENTER gt after the information has been displayed to confirm the addition Once a code has been added successfully you will get a popup asking if you would like to copy that code to other campuses You can select All to add to all you can select individual campuses or you can select Master Only which will not add the code to other campuses If you have selected any campus codes other than the master campus you will be given a confirmation pop up window and a results window 3 To copy an existing code to other campus codes enter the desired class code in the Action Line and press lt ENTER gt Press PF9 Copy to get a pop up of all available campus codes You can select All or individual campus codes Again you will be given a confirmation pop up and a results window Update To modify an existing code enter the class co
104. em for the asset GL 6 digits Identifies the General Ledger Investment in Plant account to which accounting data for the asset are posted Acct Cntl 4 digits Shows the General Ledger Investment in Plant account control to which accounting data for the asset are posted Use Life 3 digits Signifies the number of months the asset class is expected to be used by the agency institution Fz 1 character Y indicates the class code is frozen Panel 2 1 vr 1 character Identifies how the system will calculate the depreciation charge for the first fiscal year of an asset s life R P 1 character Indicates if asset should be considered Real R or Personal P property M A 1 character Identifies whether the asset is Moveable M or Attached A Account Controls Acc Depr 4 digits Displays the account control to which accumulated depreciation will be charged Fixed Assets Part 1 User Manual Page VII 15 Screen 591 581 Class Table Update Display cont d Depr Exp Write Down PY Depr Salvage Additional Functions PF KEYS PF9 DLoad 4 digits Indicates the account control to which annual depreciation expense is posted in the General Ledger 4 digits Displays the account control to which all write down deductions are posted in the General Ledger 4 digits Identifies the account control to which prior years depreciation deductions should be posted to the General Led
105. eport which will off set the restate adjust credit created when you used SPA Disposal Method 27 to renumber the asset In the end the beginning balances will not be touched and SPA will match FAMIS Examples of Correcting Entries 1 Correction This year s purchase Capital to Controlled or Controlled to Capital without Depreciation Screen 515 516 515 Debit or Credit Credit Change Class Code Debit Acq Method APO Change Capital Flag APO Description PC C N to Cap C N to Class Code amp Flag Same as first entry or Controlled Reference Voucher or IDT PC Voucher or IDT 2 Correction Previous year s purchase Controlled to Capital without Depreciation Data entry in FFX should be done as a SPA batch Manually complete Steps 1 4 listed previously in this section Screen 515 516 515 Debit or Credit Credit Change Class Code Debit Acq Method D AJ Change Capital Flag A AJ Description C N to Capital C N to Class Code amp Flag C N from Controlled Reference PC PC PC 3 Correction Previous year s purchase Capital to Controlled without Depreciation Data entry in FFX should be done as a SPA batch Manually complete Steps 1 4 listed previously in this section Screen 515 516 515 Debit or Credit Credit Change Class Code Debit Acq Method D AJ Change Capital Flag A AJ Description C N to Control C N t
106. er assigned to the component when if the equipment was financed using debt finance methods 2 3 4 5 6 or 7 Fixed Assets Part 1 User Manual Page 111 17 Screen 504 Maintenance Insurance Data cont d Finance Term months Amount Financed Paid Off Maintenance Data Company Contract Nbr Contract Amt Renewal Date Warranty Exp Date Last Maint Date Frequency Insurance Data Insured By Insured Value Coinsurance Pct 5 digits Indicate the number of months specified in the finance agreement for the selected component 14 digits Provide the total dollar amount specified in the finance agreement for the selected component 1 character Indicate if the debt for the component has been paid for in full 30 characters Identify the name of the person or company responsible for servicing the selected component 20 digits characters Include the contract number for a component that is to be serviced under the terms of a maintenance contract 15 digits Provide the dollar amount to be paid for service for a component that is to be serviced under the terms of a maintenance contract 8 digits Indicate the date when the maintenance contract for the selected component expires and must be renewed for maintenance to continue 8 digits Include the expiration date of the manufacturer s or vendor s warranty for the selected component 8 digits Enter the last main
107. eral Contract AL RSCH FD Federal Funds FG Functional and General 5 digits Identifies the bank account number to be used to process the transaction It is required for increases in value due to SPA requirements 12 digits Indicate the dollar amount by which you wish to increase or decrease the fund sequence value of the component 15 digits Shows the total dollar amount of the sequence of the selected component 5 digits Include the percentage of total cost to set aside for salvage value 15 digits Displays an estimate of the worth of the component when fully depreciated 1 character Indicate whether you wish to increase D or decrease C the fund sequence value of the component 15 digits Indicates the total dollar amount of depreciation that has been recognized and fed to accounting Help 1 character 2 characters Identify whether the transaction should be processed as an Acquisition A ora Disposal D as well as the method by which the component is acquired or disposed For example AJ 4495 Adjustments Other GA 4450 Gain On Sale or Trade In GF 4405 Gift HT 4495 Held In Trust LP 2120 Lease Purchase Acquisition 15 digits Displays the total dollar amount of the component cost of the selected asset at the time of purchase acquisition Fixed Assets Part 1 User Manual Page IV 30 Screen 515 Change in Cost by Fund Sequence cont d Agency Nbr Help 3
108. esponsible for monitoring the use and care of the asset as well as its physical location within the institution This information may be processed or modified using Screen 505 Only assets with pending components and NO approved components can be modified on Screen 505 Modifications made on Screen 505 will affect every component associated with the selected asset Screen 505 Location Data 505 Location Data Dept VTAN_ Sub Dept Alt APO Alt APO Name Location Building Room Exec Level County Other Location Ownership Title User UIN Type Y to add Notes N Hmenu Help EHelp Screen Asset 0700082110 KEENE KELLY 00508 025 AA TAMU Quuuuuuu4 NASH NORA Next 02 26 09 15 49 FY 2009 CC 02 Bldg CC 02 Group HMS School VM Note File Flag N Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Basic Steps Create a New Pending Component e Advance to Screen 505 e Type a valid asset number or a zero to have the system automatically assign an asset number on the Action Line Component will be filled in as 01 in the background e Type the department code include any additional information in the available fields as desired and press lt ENTER gt to create the new component record Modify an Existing Asset and its Components e Advance to Screen 505 e Type a valid asset number on the Action Line and press lt ENTER gt to display cu
109. ess lt ENTER gt to create the new pending asset s component s Look at the message line where the new asset number s component number s will be displayed Fixed Assets Part 1 User Manual Page 111 30 Screen 509 Copy Delete cont d Copy Asset Component s Data to Another Campus e Advance to Screen 509 e Type a valid asset number and component number on the Action Line and press lt ENTER gt e Type the campus code to which you wish to copy the asset component s data change Copy as a Transfer to Y if the asset is being transferred to the new campus and or type a new asset number in New Campus Asset if the asset should have a new number on the new campus e Change Copy all Component for Asset to Y to copy all the components associated with the selected asset or leave the default of N to only copy the selected component e Press lt ENTER gt to record the asset component s data e Look at the message line to view the status of the asset component s record Delete Pending Component Records e Advance to Screen 509 e Type a valid pending asset number and component number on the Action Line and press lt ENTER gt e Type D in the Delete above pending Component field and press lt ENTER gt to remove the component data from the system e Check the message line to view the status of the component records Field Descri ptions Required Help PF2 or Field Help
110. ess lt ENTER gt to scroll through the available rules Field Descri ptions Required Help PF2 or Field Help Available Action Line Method Screen Information Description Declining Balance Method DXX Multiplier Fixed Annual Rate Uncapped Method UXX Percent Fixed Annual Amount Method FXX Amount Screen 595 Helpi 3 characters Enter the depreciation method you want to add or modify 30 characters Displays a short description of the depreciation method 7 digits Identify the multiplier used in declining balance depreciation 7 digits Indicate the percentage of annual depreciation to be calculated for assets using this method of depreciation 14 digits Enter the dollar amount of depreciation to be calculated for assets using this method of depreciation To drop depreciation 1 character rule from the system type D Type D to remove the depreciation rule from the system Fixed Assets Part 1 User Manual Page VII 27 Screen 595 585 Depreciation Rules Update Display cont d Screen 585 Screen Information Method 3 characters Identifies the depreciation method Multiplier Percent 5 digits Shows the multiplier percentage for depreciation Amount 14 digits Signifies the dollar amount of depreciation to be calculated for assets using this method of depreciation Description 30 characters Di
111. ethod GL Account Controls Asset Control Accumulated Depr Depr Expense Write Down Ded Prior Yrs Depr Ded Hmenu Help EHelp Fixed Assets Part 1 User Manual Screen Class 578201 To copy existing class information type number TV VCR DVD CAMCORDER 500 4999 99 1st Year Rule M Capitalization N 1730 1780 5650 5655 5620 Enter PFl PF2 PF3 PF4 PF5 Asset Account 089730 Real Personal P Move Attached M Salvage Pct _0 000 Alternate Depr Acct SPA Required SPA AFR Category Historical Ind Depr Indicator Threshold Amount KZK The deletion is instant with no chance to exit out 02 27 09 09 12 FY 2009 CC 02 PF7 PF8 PF9 PF10 PF11 PF12 Page VII 8 Screen 591 581 Class Table Update Display cont d All class codes for a Member or Master Campus are displayed on Screen 581 Press PF9 to download data into Excel using Entire Connection Screen 581 Class Table Display Panel 1 581 Class Table Display 02 27 09 09 12 FY 2009 CC 02 Screen ____ Start from Class 578201 Order A View Master N Frozen N SPA Depr Acct Use F Class Cls Rq Description Cap Ind Mth GL Cntl Life z 578501 179 N CASH REGISTERS 0 4999 99 N Y SL 089730 1730 84 578701 204 Y MICROCOMPUTER DESK NOT APPLE 500 499 N Y SL 089730 1730 48 578703 214 Y MICROCOMPUTER DESK APPLE 500 4999 9 N Y SL 089730 1730 48 578704 284 Y CPU HAND PORT LAP NOT APPLE 500 499 N Y SL 089730
112. f FAMIS For these transactions you should use the same reference number2 that was used in FRS to identify the transaction in the FFX module of FAMIS This is a necessary step because report TBARO10 groups transactions by their reference number It then uses this information to produce match and exception reports based on the totals for each reference number Property Journal Transactions Property journal transactions occur when a big event causes a change to the status of a real property asset e g the completion of a building construction project In this case you should use a reference number in the format Pnnnnnn where nnnnnn is a sequential number assigned to the event example POO0001 Property Corrections Property correction transactions are made to correct errors from previous transactions In this case you should use a reference number in the format PCmmnnn where mm is the month that the correction was made and nnn is a sequential number assigned to the batch of corrections made for the month example PCO6001 Fixed Assets Part 1 User Manual Page IV 4 FFX Transactions Basic Concepts cont d Other Transactions This group includes transactions that do not fall into one of the above categories These transactions are usually accompanied by a special form Examples include transfers gifts drops and sales In the case of one of these types of transactions you should use a transaction reference of the format
113. ferred from Another State Agency Agency TD Transferred from TXDOT 11 Transferred from Another State Agency Fixed Assets Part 1 User Manual Page VI 8 FAMIS SPA Interactions cont d 3 Funding Source FAMIS FAMIS Description SPA SPA Description AX Auxiliary Services Funds 03 Local Sources DS Designated Funds 03 Local Sources FC Federal Contract AL RSCH 01 Federal Sources FD Federal Funds 01 Federal Sources FG Functional and General 02 03 State Sources FH Federal Hatch AL RSCH 01 Federal Sources FM Federal McStinnis AL RSCH 01 Federal Sources FO Federal Owned Funds Unknown 01 Federal Sources AL RSCH FW Federal Water AL RSCH 01 Federal Sources FT Federal Owned Held in Trust 01 Federal Sources GF Gift in Kind 05 Gifts or Donations LF Local Functional and General 03 Local Sources PL Plant Funds 03 Local Sources PV Private Funding 03 Local Sources RS Restricted 03 Local Sources SF Sales Fund AL RSCH 03 Local Sources ST State Funding 02 State Sources TF Transfer AL RSCH 11 Transferred from Another State Agency 4 Bank FAMIS FAMIS Description SPA SPA Description State State Bank 02 State Sources Bank B10000 B99999 Local Local Bank 03 Local Sources Bank B00000 B09999 5 Default Assume Local FAMIS FAMIS Description SPA SPA Description No Other Determining Fields 03 Local Sources
114. ficer who is ultimately accountable for decisions concerning the acquisition use and disposal of the selected asset 2 characters Shows the FRS defined division that is responsible for the asset 2 characters Identifies the school college administrative office or other unit within the division that is responsible for the asset Help 3 digits Indicate the county in which the asset is located 20 characters Include the asset s location when it is not feasible to describe it Fixed Assets Part 1 User Manual Page 111 21 Screen 505 Location Data cont d Ownership Title Help 4 characters Indicate whether the asset is owned by the institution an outside agency or borrowed leased by the institution User UIN Help 9 digits Enter the Universal Identification Number for the person assigned to use of the equipment Type Y to add 1 character Notes Type Y to add notes to the selected asset Defaults to N Note File Flag 1 character Y indicates notes have been added to the asset Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys PF5 Next Next Proceed to Screen 506 Fixed Assets Part 1 User Manual Page 111 22 Add Update Property Inventory Data Property Inventory data includes physical characteristics and inventory history for the selected asset Modifications made on Screen 506 will affect every component associat
115. file name will be ffxinv dyymmdd pxx txt replace xx with your Campus Code yymmdd year month date You will also receive a TBARO58 report verifying the departments that are included in the import file To retrieve the file login to Prot g Scan and Validate website www incircuit com Go to Admin Choose Import Data Choose Append and Update This step is extremely important DO NOT choose overwrite This will clear out all records including users subsets and asset information Only choose Overwrite when changing from the Blind Audit mode to Editable Audit mode or vice versa Click on Next Type the exact file name in the box from the email sent by FAMISPROD The file format should always be fixed length Click on Next Fixed Assets Part 1 User Manual Page V 7 TBARO58 Import Into InCircuit cont d 9 You should receive the message Import successful Please note If there is a problem with the import the import should only take a couple of minutes or less you must call InCircuit speak to Shannon or Darrin at 1 800 963 1950 They will probably have to reset the import file from their server 10 Once the file has been imported the requested information will be updated in InCircuit To verify go to Progress on the InCircuit website and click on the department that you updated Fixed Assets Part 1 User Manual Page V 8 TBARO59 E
116. g Segment Betterment cont d Primary Function Condition Date Constructed Initial Occupancy Replacement Cost Appraised Value Gross Area Additional Functions PF KEYS 2 characters Signifies the main purpose of the selected building 2 characters digits Indicates the quality and or the general state of repair of the selected building 8 digits Displays the date on which construction of the building was completed 8 digits Identifies the date on which the TAMUS member part began using the building for its intended purpose 15 digits Shows the estimated cost of replacing the building this fiscal year for insurance purposes 15 digits Indicates the dollar amount of the appraised value of the building 7 digits Displays the total floor space generally in square feet or square meters available for the selected building See Appendix for explanation of the standard PF Keys Fixed Assets Part 1 User Manual Page V 22 Assets by Building Building Component Flag You may view a list of all approved assets by building building segment flag using Screen 542 Screen 542 displays basic component information of all assets that are either a building segment residing in a building or both You may also choose to view all building segments or limit the display to only those that are approved or disposed The information displayed on this screen includes the asset number component number status sh
117. ger 5 digits Indicates the salvage percentage 0 to100 applied to the asset and subtracted prior to calculating depreciation See Appendix for explanation of the standard PF Keys Download Used to download asset information from FAMIS using Entire Connection See the FAMIS Entire Connection User s Manual for greater details Fixed Assets Part 1 User Manual Page VII 16 Update Display Capitalization Rules The Capitalization Rules are the selection criteria for the Purchasing Accounts Payable Extract process The Extract Programs refer to these rules in order to select invoice Purchasing or voucher Accounts Payable items that should be carried as fixed assets Each rule consists of an expense subcode or a range of subcodes and an associated dollar minimum If an invoice or voucher item has been charged to a subcode that is included in the Table in an amount not less than the corresponding Capitalization Minimum the Extract Program will select the item and will create one or more pending assets Screen 592 is maintained by FAMIS Services Screen 592 Capitalization Rules Update 592 Capitalization Rules Update Screen 5775 Expense Subcode Enter a high subcode to specify a subcode range High Subcode optional 5799 Capitalization Minimum Description INV NON CAPITAL FURN amp EQUIP_ To drop capitalization rule from system type D Hmenu Help EHelp 02 27 09 09 14 FY 2009 C
118. he software file for printing from the TBAROS57 file from FAMIS Itis located on C Barcode file barcode btw a For individual barcode labels select individual btw 3 Go to File Then Database Setup Under All databases Barcode file should be highlighted in blue Text file 1 Error message check ok 4 Go to Options Then Select file For example L User FAMISInven 5 Highlight the correct file and open The file format should be as follows FFXINV Dyymm Pxx txt replace xx with your Campus Code For example for April 2005 the file name for Part 01 would be FFXINV D0504 POL txt Be sure not to delete the current file If you do FAMIS has to reload the file 6 The file name should appear under Text file name 7 Go to the Browse tab to view the data in the file The data will appear in asset order unless sorted otherwise Verify the data in the file to the data listed on the TBARO57 report Once verified click on OK 8 The file can be printed several ways either by department by asset or the entire file can be printed at once Fixed Assets Part 1 User Manual Page V 5 TBAROS7 Barcode Label File cont d 9 To print by department a Goto the Query tab Click on the Fields block and a drop down arrow should appear Click on the arrow and choose to sort by dept The Operator block should have an sign The Criteria bloc
119. he accounting module of FAMIS Detail D Summary S or No N 15 digits Displays the total dollar amount of the component of the selected asset at the time of purchase acquisition 15 digits Shows an estimate of the worth of the asset when fully depreciated 15 digits Indicates the total dollar amount of depreciation that has been recognized and fed to accounting 5 characters digits Displays the department code responsible for the component 5 characters Displays the sub department code currently responsible for the component 2 characters digits Identifies the condition of the selected component For example N1 New or Unused Excellent N2 New or Unused Good Unimpa N3 New or Unused Fair Slight N4 New or Unused Poor Seriou O1 Used Usable W O Repair Exce O2 Used Usable W O Repair Good O3 Used Usable W O Repair Fair Page IV 23 Screen 513 Disposal cont d Accounts To Be Used DR1 Disposal Ded CR1 Asset Control DR2 Accumulated Dep CR2 Disposal Ded If Current Year Depr DR Depr Expense CR Accum Depr Session ID Date Count Amt Additional Functions PF KEYS 10 digits Shows the first debit account and account control that shows the disposal deduction 10 digits Displays the first credit account and account control for the transaction 10 digits Identifies the debit account and account control for the accumulated depreciation
120. he building is owned by the institution or an external agency corporation or individual For example AAAE American Asso of Airport Executive AAR Association of American Railroads ABL Abbott Laboratories 7 characters digits Include a reference number or code that is associated with the title instrument 15 characters Indicate the place where the title is legally recorded typically the county seat for the jurisdiction in which the building is located 8 digits Signify the date on which the title was transferred to the specified agency or institution 8 digits Include the last date on which activity was recorded by the system for the specified building Help 3 characters Identify the unit of measure in terms of which the space occupied or provided by the building is expressed A Acres HA Hectares SFT Square Feet SMT Square Meters SQR Squares 10 ft by 10 ft SYD Square Yards BLANK Undetermined 7 digits Enter the total floor space in the selected building Fixed Assets Part 1 User Manual Page V 18 Screen 540 Building Create Modify cont d Usable Area Public Area Revenue Producing Optimum Capacity Persons Type D to Delete Building Additional Functions PF KEYS 7 digits Signify the total floor space used by the occupants of the building to carry out their functions 7 digits Identify the total floor space devoted to general use that i
121. ich the amount of floor space the asset occupies is expressed e g square feet square meters 10 digits characters Include the identification number that is physically attached to the asset for inventory and control purposes 1 character Y indicates the asset type is tangible physical item which should be accounted for in periodic inventory checks Help 1 character Identify any restrictions placed on the use ownership of the selected asset This field is not updatable if any of the components are in approved status To change an approved asset s availability use Screens 519 or 535 Page III 24 Screen 506 Property Inventory Data cont d Next Inventory Dt Last Inventory Dt Available Dt Owner Change Dt Type Y to add Notes Note File Flag Additional Functions PF KEYS PF5 Next 8 digits Include the projected date for the next physical inventory verification of the existence condition and location of the asset 8 digits Identify the date on which the existence condition and location of the selected asset inventory was last verified 8 digits Enter the date on which the asset is ready for use 8 digits Identify the date in which the asset changed ownership 1 character Type Y to add notes to the selected asset Defaults to N 1 character Y indicates notes have been added to the asset See Appendix for explana
122. ing in Batch N FRS FFX No Feed Close a Session Once your transactions have been processed and the totals confirmed the session may be closed The batch record will be updated with the totals at this time If you are unable to close the session i e have been disconnected all transactions will be processed regardless However the batch record will not be updated and the session will always show an open status Reopen a Session A session may be opened and closed as many times as is necessary throughout the day it is created Each session record has a run date which is the current CPU date As long as the run date on the session and the CPU date agree the session may be reopened Fixed Assets Part 1 User Manual Page IV 9 Screen 510 FX Batch Initialize cont d Field Descri ptions Required Help PF2 or Field Help Available Screen Information Session Reference Session Date Session Status Acct Feed 6 characters digits Enter the code used to group entry of like transactions For a complete list of FAMIS fixed asset batch session header codes see the Appendix section 8 digits Indicate the date of the session If blank date entered must be within the current processing month as displayed on Screen 882 1 character Signify whether you wish to open O or close C the session Help 1 character Determine when the asset transactio
123. ing the value of plant assets e Fixing custodial responsibility for assets e Providing current and accurate data to support resource allocation and budgeting e Providing maintenance and insurance data As part of its responsibility to accumulate and organize all financial information about the institution Accounting maintains General Ledger records that represent the investment in plant This involves e Recognizing asset acquisitions e Making adjustments to recorded values as needed e Recording disposals The relationship between FFX and Financial Accounting is one of detail to control summary asset values are recorded in the GL account controls and supporting detail is maintained with FFX Within FFX asset records are created and transactions processed to reflect asset activity An accounting feed generates journal entry transactions which are used to update the GL Fixed Assets Part 1 User Manual Page II 3 Fixed Assets Basic Concepts cont d Fixed Asset Terminology ASSET ASSET NUMBER COMPONENT COMPONENT NUMBER An asset is property plant and or equipment owned or held in trust by the institution A physical asset is represented by at least one component record that represents all the non dollar attribute data and the summarized dollar information concerning the asset The funding information for a component record is stored as one or more fund sequence records Therefore an asset is composed of one o
124. ion Line Expense Subcode 4 digits Enter the expense subcode whose capitalization rule you would like to add or modify Screen Information High Subcode 4 digits Optional Indicate the high end of the range of subcodes to which the capitalization rule will apply Capitalization 6 digits Minimum Include the smallest dollar amount for which the rule will be applied Description 40 characters digits Enter a short description of the capitalization rule To drop 1 character capitalization rule Type D to remove the rule from the system from system type D Fixed Assets Part 1 User Manual Page VII 18 Screen 592 582 Capitalization Rules Update Display cont d Screen 582 Screen Information Expense Subcode 4 digits Identifies the expense subcode to which the capitalization rule applies High Subcode 4 digits Indicates the high end of the range of subcodes to which the capitalization rule will apply Capitalization 6 digits Minimum Shows the smallest dollar amount for which the rule will be applied Description 30 characters Displays a short description of the capitalization rule 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 greater details Fixed Assets Part 1 User Manual Page VII 19 Acq
125. irements Effective August 9 2004 multiple fields are no longer be required to match before a transfer can be completed on SPA Instead the receiving agency only needs to specify the transferring agency Property Number asset number and Component Number to complete a transfer The sending agency can indicate a transfer date on its transfer transactions Once the receiving agency receives the property this transfer date will be used instead as the transfer effective date instead of the current date Therefore transfers can be back dated negating the requirement that all outstanding transfers be completed prior to August 31 The receiving agency will continue to receive the SPA401 report daily detailing any outstanding transfer problems The SPAO001D Transfers in Progress report can also now be requested It will list all transfers that have been initiated but not yet received Fixed Assets Part 1 User Manual Page VI 13 SPA Edits Override Screen 598 allows the ability to change asset information in a prior fiscal year By changing this flag you will MANUALLY need to correct SPA If you do not use a SPA Batch rejects will appear on your Daily SPA Feed Reports This flag will NOT automatically change back to Normal processing The flag allows every user with update access to any asset in FFX for your Campus Code to bypass all SPA edits Screen 598 SPA Edits Override Screen 598 SPA Edits Override Screen 01 07 0
126. ite If you have further problems with the sync process contact InCircuit V Once the inventory has been completed for a department the data is ready to be exported from InCircuit to FAMIS VI Use the following steps 1 15 to export the file 1 Login to InCircuit s website www incircuit com with your Manager ID 2 Go to Progress and the department should have a date and time in the Last Synchronization field and a name in the Sync User field 3 Approve all Correct amp Change statuses Go to Admin then Export 5 Choose the subsets departments that will be included in the export file You must uncheck all of the departments that should not be included or click on the Unselect All button and then choose the departments that you want to include in the export Then click on Next A Fixed Assets Part 1 User Manual Page V 9 TBAROS9 Export Into FAMIS cont d go 10 11 12 13 14 15 Select the status that will be included in the export file Only the Correct and Change statuses should be included Note Blind audit uses the status of SubChange Then click on Next Send approved only Then click Next Choose Do not include previously exported items Then click on Next Type in the file name in the following format ffxdept dyymmdd misc pxx txt replace xx with your Campus Code yymmdd year mon
127. its Indicates the manufacturer s model number for the asset 20 characters digits Displays the manufacturer s serial number for the asset 8 digits Indicates the date on which the asset was acquired by the institution 4 characters Identifies whether the asset is owned by the institution an outside agency or borrowed leased by the institution 1 character Shows any restrictions placed on the use ownership of the selected asset Page V 12 Screen 535 Departmental Inventory cont d Tag Number How Tagged Department Sub Dept Cost Location Building Bldg Campus Room Group County Other Loc User UIN Note File Flag Inventory Date Additional Functions PF KEYS 10 characters digits Displays the identification number that is physically attached to the asset for inventory and control purposes 2 characters Shows the physical type of tag used to mark the asset s identification number 5 characters Identifies the department responsible for the asset 5 characters Displays the sub department responsible for the asset 15 digits Indicates the total dollar amount spent on the purchase of the asset Help 5 digits Type the code that identifies the building where the asset is located 2 digits Include TAMUS member campus building where selected asset is located Help 6 digits characters Enter the room number of the asset Ent
128. k should also have a drop down arrow Click on the arrow and choose the department that you want to print If the department s acronym is not listed type in uppercase the department s acronym Go to the Browse tab and only the department that you ve specified under Query should appear Click on OK b Goto File then Print Under Record Selection the Queried Records should say All and the Selected Records should have a 1 Print 10 To print by asset a Go to the Browse tab Find the asset that you want to print and write down the line of that asset b Go to File then Print Under Record Selection the Queried Records should say Selected and under Selected Records list the lines that you want to print Be sure to follow the correct format shown in the example under Record Selection Print 11 To print the entire file at once a Goto File then Print Under Record Selection the Queried Records should say All Print 12 When printing if you receive an error message that references blank strings answer no Then on the sample barcode right click on each field i e asset serial and description and go to Properties Click on the drop down arrow for the Field and choose the correct field name and click on OK In other words be sure to associate the
129. l remain usable from the time it was acquired to the time it will be fully depreciated 3 digits Enter the number of future months over which depreciation is to be charged Help 3 characters Identify the method by which a component s depreciation will be calculated 2 characters 14 digits Displays the source providing funds to acquire the selected component and the amount contributed from each source 14 digits Identifies the total dollar amount spent including tax freight and installation costs on the purchase of the selected component 14 digits Shows an estimate of the worth of the asset when fully depreciated 14 digits Indicates the total dollar amount of depreciation that has been recognized and fed to accounting Page III 10 Screen 502 Property Control Data cont d Type Y to add 1 character Notes Type Y to add notes to the selected asset Defaults to N Note File Flag 1 character Shows whether or not Y or N notes have been added to the asset Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys PF5 Next Next Proceed to Screen 503 Fixed Assets Part 1 User Manual Page II 11 Enter Fund Sequence Information Fund Sequence Add Update data includes financial information such as fund source bank buying account accumulated depreciation and salvage percent that relate directly to the selected component Multiple fund
130. lculated for the selected component 6 digits Shows the Class number used to group together similar components as designated for accounting and property control purposes Page III 14 Screen 503 Fund Sequence Add Update cont d Depreciable Ind 1 character Displays whether the component will be fed for depreciation calculation Capital Fg 1 character Y indicates the asset should be capitalized Historical Ind 1 character Y identifies the institution as an historical asset Type Y to add 1 character Notes Type Y to add notes to the selected asset Defaults to N Note File Flag 1 character Signifies whether or not Y or N notes have been added to the asset Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys PF5 Next Next Proceed to Screen 504 PF6 Sequence Seq Proceed to next sequence record PF9 Funds Funds View all existing sequence records Fixed Assets Part 1 User Manual Page 111 15 Debt Finance Maintenance Insurance Data Debt finance maintenance information and insurance data for an asset may be entered on Screen 504 Modifications to this information for pending or approved components may be processed using this screen If additional maintenance or insurance data needs to be entered notes with a category of MNT or INS may also be created Screen 504 Maintenance Insurance Data 504 Maintenance Insurance Data 02
131. ls cont d Acq Method Calc Discount Split Quantity include Freight Include Insurance Include Tax include Other 2 characters Indicate the acquisition method that is to be used when an asset is fed to FFX from the Accounts Payable or Purchasing module Help 1 character Signify whether a discount amount should be calculated and included in the asset cost The values are Y Yes include discounts Net No do not include discounted amount FAMIS standard Asset value should total the paid amount discount is removed Asset value should total the paid amount discount is removed N P Q Help 1 character N is the FAMIS standard entry to not split quantities This field is currently not used Help 1 character Not Used Indicate whether freight from the purchasing system should be included in the asset cost Values are l Include freight as a separate item FAMIS standard P Prorate freight costs across created items N Do not include freight in cost of item Help 1 character Not Used Identify whether insurance costs from the purchasing system should be included in the asset cost Valid values are I Include insurance as a separate item FAMIS standard P Prorate costs across created items N Do not include in cost of item Help 1 character Not Used Signify whether tax from the purchasing system sho
132. lso update asset information on Screens 501 502 and 503 to reflect these changes as necessary Only approved components can be processed on this screen If you are unsure which Fund Sequence to change you may either use the PF6 key to toggle between all of the available sequences or PF9 shows a selectable list to choose from By placing an on the Asset Number field and pressing lt Enter gt you will see a list of all Fund Sequences starting with Asset and Component you are looking at Screen 515 Change in Cost by Fund Sequence 515 Change in Cost by Fund Sequence 02 26 09 16 47 FY 2009 CC AM Screen ___ Asset 0300050321 Component 01 Seq 00002 Status A WHITLEY GYMNASIUM Fund 0001 Fund Source ST Bank Nbr 00001 Change in Cost Sequence Cost 323952 21 Salvage Percent _ 5 00 Salvage Value 16197 61 Debit Credit D D C Accumulated Depr 307754 60 Acq Disp Method _ __ Component Cost 1295808 82 Agency Nbr ____ Trans Asset Component __ Appraisal Method _ Purchase Account Accounts To Be Used DR Asset Control CR ACQ Addition SPA Effective Date 09 30 2006 SPA Depr Entity FY Transaction Description Transaction Reference Feed Accounting D D Detail S Summary N No Session ID GN0002 Date 05 06 2004 Count Amt Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Seq Funds Livestock information including the head count and the total amoun
133. mary data N _ No feed 7 characters Enter reference number to be used to track a transfer from another campus 25 characters Displays a brief description of the component to be approved 25 characters Displays any additional descriptions of the component to be approved 24 digits characters Displays the class of asset Groups similar components as designated for accounting and property control purposes Controls the default assignment of general ledger used in accounting feed and DR asset account control number 10 digits characters Displays the asset number being transferred that was copied or combined if the copy function was used on Screen 509 to create the selected asset 2 digits Shows the component number being transferred that was copied or combined if the copy function was used on Screen 509 to create the selected component Fixed Assets Part 1 User Manual Page IV 14 Screen 511 Approval cont d Department Sub Dept Alt APO Name Acquisition Data Component Cost Acq Method Agency In Service Date Acquisition Date Accounting Data Quantity UOM Asset Account 5 characters Identifies the department responsible for the selected asset and its pending components 5 characters Identifies the sub department responsible for the selected asset 20 characters Displays the name of the alternate person responsible for the selected asset 15 digits Displays
134. mpus 01 System amp General Offices 02 Texas A amp M University Building Help 5 characters digits Enter the building code for the record you would like to add modify or delete For example VA147 Veteran s Admin VA163 Main VA Hospital X2648 TEEX Underground X2658 TEEX OES Training X2680 TEEX Fireman Trgn Screen Information Name 40 characters 2 lines Enter the full name of the building Fixed Assets Part 1 User Manual Page V 15 Screen 540 Building Create Modify cont d Location Help 2 digits characters Identify the TAMUS member part of the off campus location where the building is located For example BLANK Not Specified 1A Main Campus 1B West Campus 1C Veterinary School 2A Branch or Specialized Campus Other Location 20 characters Indicate the city state and or country where the building is located when it cannot be described in terms of a location code Primary Function Help 2 characters Signify the primary purpose of the selected building Examples include AD Administrative AG Agricultural Services Buildings AX Auxiliary Enterprises BLANK Undetermined Condition Help 2 characters digits Indicate the quality and general state of repair of the building Valid values include DE Demolition 17 E1 Used Reconditioned Excellent E2 Used Reconditioned Good E3 Used R
135. n of the standard PF Keys PF6 Sequence Seq Proceed to next sequence record PF9 Funds Funds View all existing fund sequence records Fixed Assets Part 1 User Manual Page IV 32 Modify Asset Estimate Method or Account Once a component has been approved more complex transactions to the General Ledger must be made in order to process changes in depreciation remaining life or the accounts monitoring asset transactions Screen 516 has been provided to process these transactions that change approved components A change on Screen 516 will not update cost or depreciation amounts and affects the GL balances only indirectly Note that any retroactive adjustments in accounting must be done manually Screen 516 will not update the account controls that affect the AFR example of changing the account control from PO 4400 to GF 4405 All changes entered on this screen affect future accounting needs and have no retroactive impact Screen 516 Change in Est Meth Acct 516 Change in Est Meth Acct 02 26 09 16 54 FY 2009 CC SA Screen ___ Asset 0200003241 Component 01 Status A COMPUTER DELL OPTIPLEX P4 1 8GHZ Current Status Change in Estimate Component Cost 1419 00 Useful Life Memo 72_ Salvage Value Remaining Life 35_ Accum Depr 795 50 Change in Method Undepr Amt 623 50 Depr Method SL_ Depr Thru 09 2008 Note All changes affect future Change in Accou
136. n will be calculated Valid value includes SL Straight Line 1 character Y indicates the component should be capitalized 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 3 digits Identifies the remaining number of months over which depreciation will be charged 1 character Specifies how the system will process the depreciation charge for the component s first year 10 digits Shows the account and account control debited 10 digits Identifies the account and account control that shows the credit on an acquisition 6 characters Displays the batch session identification header as entered on Screen 510 8 digits Indicates the batch session date as entered on Screen 510 5 digits Identifies the actual number of transactions processed during the current batch session 15 digits Indicates the total dollar amount processed during the current batch session See Appendix for explanation of the standard PF Keys Transfer View status of asset component on transferring campus Funds View all existing fund sequence records Page IV 16 Depreciation Maintenance When an asset has been in service for some time before it is recorded in FFX you may need to set up accumulated depreciation through the end of the last fiscal year as an opening balance In particular during conversion when you set
137. ns will be posted to their accounts This flag may only be changed when the session is open Valid values include FFX Detail Accounting Feed FFX Summary Accounting Feed FRS Feed Accounting FRS Feed Accounting in Batch FRS FFX No Feed Zzm lt N OO Il This is a security control variable that may only be changed by users with the proper FAMIS security Description User ID Override 35 characters Enter a general description of the types of transactions to be entered 1 character Type Y to open a session established by a different user identification on the same day Defaults to N Batch Balancing Information Expected Totals Transactions Amount Processed Totals Transactions Amount Additional Functions PF KEYS 5 digits Type the number of transactions expected to be processed during the session 14 digits Include the total dollar amount expected to be processed during the session 5 digits Displays actual number of transactions processed by the system during session 14 digits Displays the actual dollar amount processed by the system during the session See Appendix for explanation of the standard PF Keys Fixed Assets Part 1 User Manual Page IV 10 Approve Assets Newly acquired property must be physically added to the inventory of the institution Transactions must also be processed that generate General Ledger GL entries for the asset in FRS Once
138. nt accounting feeds and have no Asset Account 089730 1730 retroactive impact Class Has Acct Ctls 843501 Alternate Dep Acct Cap Flag Y Depr Ind Y Software Version Nbr Hist Ind N In Service Date 06 06 2004 Appraisal Method _ SPA Effective Date 02 26 2009 Acq Method PO Acq Agency ___ Transaction Description Transaction Reference Transfer from Asset Component __ Session ID JAC002 Date 02 26 2009 Count Amt Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Open a session on Screen 510 e Advance to Screen 516 e Type an approved asset number on the Action Line and press lt ENTER gt to display existing component information e Add or modify component information in the available fields as desired e Type an effective date a short description of the transactions to be processed and a transaction reference number e Press lt ENTER gt to process the component data Fixed Assets Part 1 User Manual Page IV 33 Screen 516 Change in Est Meth Acct cont d Change Procedures Process Changing From a Controlled Component to a Capital Component Current Fiscal Year Most changes to your component s estimate method or account can be processed just by entering the changes on Screen 516 However when you need to change your component from a controlled item items that are less than 5 000 in value but required to be tracked by SPA
139. nt when fully depreciated Fixed Assets Part 1 User Manual Page IV 34 Screen 516 Change in Est Meth Acct cont d Accum Depr Undepr Amt Change in Estimate Useful Life Memo Remaining Life Change in Method Depr Method Depr Thru Change in Account Asset Account Class Has Acct Ctls Alternate Dep Acct Cap Flag 15 digits Indicates the total dollar amount of depreciation that has been recognized and fed to accounting 15 digits Shows the total dollar amount of depreciation that has not been recognized and fed to accounting 3 digits Signify the estimate of how long the component will remain usable from the time it was acquired to the time it will be fully depreciated 3 digits Include the remaining number of months over which depreciation will be charged Help 3 characters Indicate the method by which an component s depreciation will be calculated Valid values include SL Straight Line 2 digits 4 digits Enter the last month and year in which depreciation was calculated for the selected component 10 digits Identify the General Ledger GL investment in plant account to which accounting data for the component is posted Help 6 digits Include the class that has the account controls This number groups together similar components as designated for accounting and property control purposes For example 843501 Servers Mini
140. ntify the asset from which the selected component was transferred using Screen 509 Required on a transfer 6 digits Indicate the last month and year in which depreciation was calculated for the selected component Page III 9 Software Version Report Missing Dt Pending Transfer CC Date Inflation Code Accounting Asset Account Capital Use Life months Rem Life months Depr Method Funding Source Component Cost Salvage Value Accum Depr Fixed Assets Part 1 User Manual Screen 502 Property Control Data cont d 20 characters digits Include version of the software being used 8 digits Indicate date the component is reported missing Required when condition is MH MN or MS Help 2 digits Enter the campus code to which the asset component will be transferred This field stops depreciation but is not required 8 digits Include the date to stop depreciation on an asset component Optional unless pending transfer CC is entered Help 2 characters Identify the inflation multiplier that is applied to update the replacement cost of the selected component 10 digits Enter the general ledger investment in plant account to which accounting data for the component is posted 1 character Type Y if this is a capital asset 3 digits Include the estimate in months of how long the component wil
141. nto FFX two days ago The SPA error reports from these feeds will not be received until three days after the data was entered For example on Day 1 DSPA will be run after 5pm for the previous day s FFX activity Day 0 and the file will be sent by FTP to Austin Since there is a 2pm deadline for SPA feeds this Day 0 FFX file will not update SPA until the following night s Day 2 SPA cycle Any error reports from the SPA update of the FFX Day 0 s activity will be received by the Property Office on Day 3 As part of the DSPA process FAMIS produces the report TBDRRPT which lists the transactions sent to SPA In turn SPA produces the SPA200 report which is a list of transaction exceptions as processed by SPA Each property manager should review the SPA200 exceptions list DAILY to identify those records which need to be updated on line through SPA or FFX FAMIS If you receive errors on the report which you feel do not accurately reflect what you entered into FAMIS please notify the FAMIS hotline or FAMISHELP TAMU EDU IMMEDIATELY Any errors or discrepancies in these reports should be resolved on a daily basis to prevent future reconciliation problems between FAMIS FFX and SPA Daily you should receive a TBDRSPA and TBDRRPT report These reports reflect any transactions between FFX and SPA from the day before The TBDRSPA report shows Records Written which equals the number of transactions that fed from FFX to SPA Records Written
142. o Class Code amp Flag C N from Capital Reference PC PC PC Fixed Assets Part 1 User Manual Page IV 27 Screen 515 Change in Cost by Fund Sequence cont d 4 Correction This year s purchase Capital to Capital with Depreciation Screen 512 515 516 515 512 Debit or Credit Reversal Y Credit Change Class Debit Reversal N Code Acq Method Acct Cntl 5650 APO Change Capital APO Acct Cntl 5650 Flag Description PC C N to PC C N to C N to Class Same as first PC C N to Cap Cap Cap Code amp Flag entry Reference Voucher or Voucher or PC Voucher or Voucher or IDT IDT IDT IDT 5 Correction Previous year s purchase Capital to Controlled with Depreciation Data entry in FFX should be done as a SPA batch previously in this section Manually complete Steps 1 4 listed Screen 512 515 516 515 Debit or Credit Reversal Y Credit Change Class Code Debit Acq Method Acct Cntl 5495 D AJ Change Capital Flag A AJ Description C N to Control C N to Control C N to Class Code C N from Capital amp Flag Reference PC PC PC PC Basic Steps Note Change 5620 Open a session on Screen 510 Advance to Screen 515 type an approved asset number component number and fund sequence number on the Action Line and press lt ENTER gt To add a new sequence type 0 N If the materiality is
143. of asset Examples of the Sight ID include the following A Airplane B _ Boat or Ship F Purchased with Federal funds G Group K Gift received after June 1989 L Livestock M Moves under own power without a license plate P Lease Purchase Asset V Vehicle O None of the above 5 Lease Purchase Payable 6 Construction in Progress Fixed Assets Part 1 User Manual Page Il 6 Fixed Assets Basic Concepts cont d Fixed Assets Processes Flow Chart Fixed Assets Processes Purchasing Documents LP EP and Purchase Order FRS Screens Post AP Voucher 220 246 Pending Voucher p FRS Screens A Job BP080 ae Job TAPFD a 104 112 f TBDU065 FRS Wait for No to FFX Feed LA ves 7 vA he invoicing Is therea N 7 FRS Screens moo 3 way gt AN 340 345 N match E Change Asset Status PA SS Pa g from Preliminary to AT Does Create LA Pending in FFX Yes lt Preliminary FFX gt No Pending Asset in N exist FFX J Pending Lu ae N Receiving ae invoice ee Received by Enter Asset FAMIS Attribute Data FFX Screens 501 508 AggieBuy PO Sent to FAMIS Create Preliminary FFX in FRS In FFX Screens 545 amp 546 Approve FRS Screens can be used to view Pending Asset
144. of the asset 5 characters Identifies the sub department location of the asset 35 characters Displays a description of the asset See Appendix for explanation of the standard PF Keys Fixed Assets Part 1 User Manual Page V 29 Screen 544 Building Room Asset Inquiry cont d Fixed Assets Part 1 User Manual Page V 30 Section VI FAMIS SPA Interactions Fixed Assets Part 1 User Manual Page VI 2 FAMIS SPA Interactions FAMIS extracts data on a daily basis for all TAMUS members using the FFX module of FAMIS This data is then electronically transferred to the State Property Accounting SPA System in Austin The State requires asset information to be loaded into SPA so that they can ensure the public that state agencies are taking proper care of the assets with which they have been entrusted The extract and transfer of asset information is part of nightly processing run by FAMIS Production Services in a job stream called DSPA DSPA has a collection of programs TBDRSORT TBDRDIS TBDRSPA and TBDRRPT that are responsible for extracting the data from FFX creating the records in SPA format and then electronically transferring the records to Austin for update into the SPA system Timing FAMIS DSPA feeds to SPA are always a day behind the current date To further complicate matters SPA only processes the data that it receives prior to 2 00pm so the FFX data it processes today is from the data that was entered i
145. olled or from controlled to capital AND it is not in the fiscal year that you first acquired the asset you will need to do the following A Use a SPA batch in FFX to record the class code change B Follow steps outlined in the FFX manual Screens 512 515 516 515 512 C Manually complete the steps below in SPA Renumber the existing asset online in SPA by adding an X to the end of the property number This step allows you to use the original number again so that you do not have to make any changes in your system Dispose of the asset that has been renumbered with the X using SPA Disposal Method of 27 This will cause a credit to appear in the adjust restate column on the SPA report leaving an ending balance of zero 0 on the renumbered asset Add a new property component back into SPA using the original property and component number and all of the exact same information except using the NEW class code Use an effective date of the first day of the fiscal year Send an E Mail message to your SPA Analyst with the renumbered and new property and component numbers to let them know you are making a class code change that crossed AFR categories Fixed Assets Part 1 User Manual Page IV 26 Screen 515 Change in Cost by Fund Sequence cont d SPA will then submit a technical change that will reset the newly added asset to its original Entity FY This will cause a debit to appear in the restate adjust column on the SPA r
146. on Maintenance 513 Disposal 516 Change in Est Meth Acct 517 Undispose Asset Component 519 Transfer Within Member 521 Livestock Hmenu Help EHelp Component __ 515 Change in Cost by Fund Sequence 01 29 09 09 02 FY 2009 CC 02 Hs Other M51 FFX Add Update Menu M53 FFX Inquiry Menu M55 Entire Connection Download 520 Renumber Approved Asset Component Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Menu M53 is a submenu of 001 and displays all FFX Inquiry screens Menu M53 FFX Inquiry Menu M53 FFX Inquiry Menu Screen ____ Asset Asset Component Inquiry 500 Asset Component Inquiry 523 Transaction Inquiry by Asset 524 Session Batch Header List 527 Transaction Inquiry by Batch 528 Asset Search 529 Selection Query List 531 Asset Component Snapshot 532 Asset Search By Dept and Class 533 Inquiry by Search Value 534 Asset Search by Department 536 Limited Asset Inquiry 537 Asset Search by Attribute 538 Asset Transfer Inquiry Hmenu Help EHelp Fixed Assets Part 1 User Manual Component __ Seq 01 29 09 09 03 FY 2009 CC 02 Fund Sequence Inquiry 539 Component Sequence Snapshot 547 Sequence Search by Purch Acct 548 Sequence Search by Voucher 549 Sequence Search by Doc PO Ps Other M51 FFX Add Update Menu M52 FFX Transaction Menu M55 Entire Connection Download Print Menu Enter PFl PF2 PF3 PF4 PF5 PF6
147. only the editable fields on FFX Screen 535 will be updated in FAMIS e Once the inventory is completed the scanner is synced with the InCircuit s database through the website e All statuses must be approved by the Property Manager on the website Once approved a file is created by the Property Manager of all of the Correct and Change statuses This file is the TBARO59 export file The file name format is FFXDEPT Dyymmdd misc Pxx txt replace xx with your Campus Code The variables in the format are the yymmdd for the date and the Pxx specifies the campus code e An E Mail request TBARO59 is sent to famisprod tamu edu e FAMIS PROD then uploads the data into FAMIS from InCircuit s server sync incircuit com and updates FFX Screen 535 The inventory date field is also updated on this screen Fixed Assets Part 1 User Manual Page V 3 InCircuit FAMIS Inventory Process Property Manager sends email to FAMIS PROD requesting TBARO58 extract file either all depts or specific dept Property Manager takes file from InCircuit s server into Prot g Scan and Validate on InCircuit s website www incircuit com Inventory is loaded onto the website from the scanner and approved by Property Manager FAMIS PROD updates FFX Screen 535 by uploading the TBAROS59 approved asset file from InCircuit s server into FAMIS The TBAROS58 extract file is generated by FAMIS PROD and is sent by FTP
148. ons to be posted e Type the estimated number of transactions and the estimated dollar amount to be processed and press lt ENTER gt to open the session Close a Session e Advance to Screen 510 e Type a valid session reference and date and press lt ENTER gt to display session information e Type C in the Session Status field and press lt ENTER gt to close the session Fixed Assets Part 1 User Manual Page IV 8 Screen 510 FX Batch Initialize cont d Batch Session Process Batch Session Reference The batch session reference is a 6 character digit field used to group sessions of like transactions The first three characters typically identify the type of transaction entered during the session For example a batch session reference value of PAVOO1 would identify the addition of items from a purchase voucher as the type of transaction processed during the session See the Appendix Section for a complete list of FAMIS fixed assets batch session header codes Accounting Feed The accounting feed flag determines when fixed asset transactions will be posted to the general ledger This flag may be changed only when the batch is opened The accounting feed flag is a security control variable that may only be changed by users with proper FAMIS security Sample values for the flag are VALUES MEANING D FFX Detail Accounting Feed S FFX Summary Accounting Feed Y FRS Feed Accounting B FRS Feed Account
149. or you to verify your preliminary fixed asset data against the voucher data form before continuing with the approval process Screen 546 Preliminary Fixed Asset Data Panel 1 546 Preliminary Fixed Asset Data 02 26 09 15 21 FY 2009 CC 02 Screen ___ Doc A727696 Doc Seq 2_ __ Page 1 lt More gt gt gt gt Asset Component Status Tag Number 0700087494 Add to Asset Asset Description DELL INSPIRON 6400 HARNER Line 2 Component Cost 1952 90 Acq Method PO PO Nbr PO Acct Manufacturer Name DELL Model Number INSPIRON 6400 Serial Number HDHLSC1 Vendor Name DELL MARKETING INC Nbr lvvvvvvvvvB Class 843501 SERVERS MINICOMPUTERS Acquisition Dt 04 24 2007 In Service Dt 05 01 2007 Condition O1 Availability US How Tagged BC Related Asset Special License Exposure Code Software Version Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Left Right Screen 546 Preliminary Fixed Asset Data Panel 2 546 Preliminary Fixed Asset Data Screen ___ Doc A727696 Doc S 00524 242A AA cD LA ENGL HARNER TAMU Building Room Exec Level Division School Dept Other Location Ownership Title FAMIS Sponsor Maintenance Company Contract Nbr Contract Amt Frequency Insured By SELF Replacement Cost Hmenu Help EHelp 02 26 09 15 22 FY 2009 CC 02 eq 2___ Page 2 lt lt lt lt More gt Building Campus 02 Group Code FAC Alt AP
150. ort description asset accounting information ownership department asset class and component cost A running subtotal is displayed at the bottom of each screen When all assets have been displayed a grand total is shown If a component is selected from the display and another screen is not requested the screen will transfer to Screen 541 Screen 542 Building Segment Inquiry 542 Building Segment Inquiry 08 26 10 08 26 FY 2010 CC 02 Screen Bldg CC 02 Building 00499 Segment Fg N St A Asset Se Asset Nbr Cp St Sg Description Asset Acct Dept Class Component Cost _ 0000029565 01 A N COMPUTER CROWN U 9730 1730 SACT 578701 2 798 75 0000030535 01 A N PRINTER HP 4050N 89730 1730 SACT 578801 1 400 00 0000420255 01 A N CAMCORDER VHS 8Mf089730 1730 SACT 578201 599 99 _ 0000527969 01 A N CPU DIMENSION 8297 089730 1730 SACT 578701 1 854 88 _ 0100037356 01 A N PRINTER LASER HW 089730 1730 SACT 578801 3 500 00 _ 0200044262 01 A N COMPUTER DELL 089730 1730 SACT 578701 2 933 00 0300055200 01 A N COMPUTER GATE 089730 1730 SACT 578701 1 098 42 0300055205 01 A N COMPUTER GATEWA 089730 1730 SACT 578701 1 098 42 _ 0400066506 01 A N COMPUTER M amp A PE 089730 1730 ENTC 578701 1 125 00 _ 0400066507 01 A N COMPUTER M7AJPE 089730 1730 ENTC 578701 1 125 00 0500067795 01 A N COMPUTER DE O 089730 1730 SACT 578701 1 186 08 _ 0500069461 01 A N COMPUTER OPFIPL 089730 1730 CVEN 578701 2 000 00 Sub Total 20 719 54 More Assets
151. oyee Negligence MS Missing Request Now 18 Missing Deletion Request RA Reclassified to Livestock 27 Delete Data Submitted in Error RB Reclassified to Buildings 24 Originally CIP Completed and In Service RC Reclassified to Construction in 27 Delete Data Submitted in Error Process CIP RE Reclassified to Equipment 24 Originally CIP Completed and In Service RF Reclassified to Facilities amp Other 24 Originally CIP Completed and In Improvements Service RH Reclassified to Leasehold 24 Originally CIP Completed and In Improvements Service RI Reclassified to Improvements Other 27 Delete Data Submitted in Error than Buildings Fixed Assets Part 1 User Manual Page VI 10 FAMIS SPA Interactions cont d RL Reclassified to Land 24 Originally CIP Completed and In Service RM Reclassified to Library Books 27 Delete Data Submitted in Error Materials RN Reclassified to Infrastructure 24 Originally CIP Completed and In Service RP Reclassified to Patents amp Copyrights 27 Delete Data Submitted in Error RT Returned 27 Delete Data Submitted in Error RW Reclassified to Museums Collections 27 Delete Data Submitted in Error RX Reclassified to Expense 27 Delete Data Submitted in Error SA Sold Auction Group 04 Retire to Surplus SB Sold Sealed Bid Individual 04 Retire to Surplus SG Sold Sealed Bid Group 04 Retire to Surplus
152. play existing notes for the asset e Type the category sequence number and note in the space provided e Press lt ENTER gt to record the asset information Fixed Assets Part 1 User Manual Page III 26 Screen 508 Asset Notes cont d Note Entry Process Note Categories Notes are grouped by category to provide for their convenient reference and retrieval Categories may be defined by each TAMUS member Generally categories will include topics such as maintenance or location notes Sample asset notes categories are shown below VALUES ADD BLANK HIS INS LIT LND LOC MNT MEANING ADDRESS NONE SPECIFIED HISTORY INSURANCE LITIGATION LAND DEED TITLE LOCATION MAINTENANCE NOTATIONS Field Descri ptions Required Help PF2 or Field Help Available Action Line Asset Note Status Cat Screen Information Asset Status Cat Seq Help 10 digits characters Enter the asset number to be added or modified 1 character Shows note status Active A Pending P or Deleted D Help 3 characters Identify which category of notes to be entered modified for the selected asset Help 1 character Displays the status of the selected asset Help 3 characters Indicate which category of notes is to be added to modified for the selected asset 2 digits Signify the sequence in which notes should be displ
153. pus with the room table flag set to Y or F on FFX Screen 590 the Room field will be required on FRS Screen 362 Other room table flags include F On FCOR Validate Rooms Y Not on FCOR Validate Rooms N Not on FCOR do not Validate Rooms Select a Value or Press lt PF4 gt to Quit System Controls Process Accounting Feed Detail means that an accounting entry is derived from a single FFX transaction Summary means that an accounting entry may be derived from multiple FFX transactions Fixed Assets Part 1 User Manual Page VII 3 Screen 590 System Controls cont d The system setting can be overridden at the batch or session level or at the transaction level For example if the system setting is for a summary feed S a batch or on line session may nevertheless be set to detail D and an individual transaction within the batch or session may be designated for no feed N Basic Steps e Advance to Screen 590 e Enter desired modifications done by FAMIS Services staff and press lt ENTER gt to record the updated entries Field Desc ri ptions Required Help PF2 or Field Help Available Screen Information Accounting Feed Options Accounting Feed Help 1 character Indicate whether cost depreciation and other asset transaction information are to be passed to Accounting This is the default used for all FFX batches Valid values
154. r Field Help Available Screen 591 Action Line Class Help 6 digits Enter the class code to add copy or modify Screen Information To copy existing class information type number Description 40 characters digits Type a short description of the item to be inventoried SPA Class Code 3 digits Identify the State Property Accounting class code that is recognized by the State of Texas Asset Account 6 digits Identify the General Ledger Investment in Plant account to which accounting data for the asset are posted Useful Life months 3 digits Signify the number of months the asset is expected to be used by the agency institution Real Personal 1 character Indicate whether the asset should be considered Real R or Personal P property Depr Method Help 3 characters Indicate the method by which depreciation will be calculated by the system for the asset Valid value is SL Straight Line Move Attached Help 1 character Identify whether the asset is Moveable M or Attached A 1 Year Rule 1 character Signify how the system will calculate the depreciation charge for the first fiscal year of an asset s life Salvage Pct 5 digits Signify the percentage at which the salvage value is calculated for the selected asset class Capitalization 1 character Indicate whether or not Y or N the value of the asset should
155. r more component records which were each funded by one or more fund sequence records An asset number is a 10 character alphanumeric identification tag used in combination with component number to uniquely identify a physical asset belonging to the institution It is recommended to use a system assigned sequential asset number NOTE Usually an asset number takes the form NN A XXXXXXX where NN the last 2 digits of the fiscal year the asset was purchased A the sight identifier see below for definition and XXXXXXX the number assigned by purchasing FAMIS and SPA use the same asset number to identify an institution s assets A component identifies either a complete physical asset or a portion of a physical asset so that it may be distinguished by class date of purchase in service date etc The component record of an asset contains all the pertinent attribute non dollar information concerning the asset and the summarized dollar funding asset information A component allows multiple physical assets to be tied to a common asset number and also allows additions to a capital or controlled asset to be tracked separately but linked to the original asset number Only a preliminary asset can exist without a component A component number is a 2 digit numeric identifier used in combination with the asset number to uniquely identify an asset or a portion of an asset so that it may be distinguished by class date of purchase in service date
156. racter digits Displays the purchase order document number 4 digits Displays the document sequence number of the asset to the document 10 digits Displays the tag number automatically assigned by the system for the asset in the preliminary fixed asset section of FAMIS purchasing 1 character Y indicates the selected asset should be added to an existing asset 10 digits Identifies the number of the asset 1 character Displays the status of the asset Valid values are P Pending A Approved D Disposed 11 digits Indicates the total dollar value of the asset component at time of purchase acquisition 17 characters Displays a short description of the asset See Appendix for explanation of the standard PF Keys Fixed Assets Part 1 User Manual Page 11 11 View Detailed Preliminary Asset Data Asset purchases are recorded using two modules of FAMIS the Accounts Payable AP module and the Purchasing module Assets that are processed through the purchasing module of FAMIS must have a preliminary fixed asset record created before payment can be made This information is similar to the Property Control Form FDP 4 TAMU that was used before electronic approvals were available through FAMIS Once all preliminary fixed asset information is entered into the system and payment has been made the preliminary fixed asset record is fed to the FFX system You may view this data using Screen 546 It is advisable f
157. records PF11 Description Desc Enter a new description to override Fixed Assets Part 1 User Manual Page IV 47 Screen 521 Livestock cont d Fixed Assets Part 1 User Manual Page IV 48 Section V Inventory and Buildings Fixed Assets Part 1 User Manual Page V 2 InCircuit Prot g Scan amp Validate Process General Overview e The TBAROS8 file from FAMIS is loaded into Prot g Scan amp Validate on InCircuit s website www incircuit com e This file contains asset information by department from FFX Screen 535 e The asset information is loaded onto the scanner by department which is referred to as a subset by InCircuit through the hotsync process e The departmental user Alternate Accountable Property Officer Alt APO logs into the scanner using their login ID and password e Once the user scans an asset s barcode label the status of the asset will be NoScan which means that the asset has been scanned but has not been edited in any way e Ifthe information is correct the status will be changed to Correct e Ifthe information is edited the status will be changed to Change e ifthe information did not match the status will be New if the information is added in the scanner e Note All fields i e asset description status bldg room floor dept sub dept other location condition availability serial and model can be edited on the scanner however
158. rough the batch job stream TAPFD accounts payable to FFX feed Fixed Assets Part 1 User Manual Page IV 12 Screen 511 Approval cont d Accounting Implications The accounts used in the general ledger feed are automatically defaulted from the Class Code table Screen 581 591 and the Acquisition Disposal Method table Screen 583 593 when the asset s class and acquisition method are filled in and the lt ENTER gt key is pressed The general ledger and the DR Asset account control come from the Class table and the CR Acquisition Addition account control comes from the Acquisition table These accounts account controls should be verified before lt ENTER gt is pressed for the second time but can only be changed by an acquisition method or class code change on Screen 502 Assigning Your Asset Component Number Flow Chart Purchase Document Processed in FRS Preliminary Fixed Assets Created AP Voucher Processed in FRS Screens 360 362 FRS to FFX Feed FRS to FFX Feed Preliminary Asset Record w Tag Number Located in FFX Screen 546 Changes the Asset Status from Preliminary to Pending on Match Pending Asset Number Created System assigns an Approved Asset Number Approve the Pending Asset Screen 511 in FFX Module Enter Asset Attribute Data Screens 501 508
159. rrent component information e Type valid data in the available fields as desired and press lt ENTER gt to record the component information Fixed Assets Part 1 User Manual Page III 20 Screen 505 Location Data cont d Field Descri ptions Required Help PF2 or Field Help Available Action Line Asset Screen Information Dept Sub Dept Alt APO Alt APO Name Location Building Bldg CC Room Group Exec Level Division School County Other Location Help 10 digits characters Enter the asset number for the location data to be added or modified Helpi 5 characters Enter the department responsible for the selected asset and its pending components 5 characters Identify the sub department responsible for the selected asset Help 20 characters Displays the name of the alternate person responsible for the selected asset Help 5 digits Enter the code that identifies the building in which the asset is located 2 digits Indicate the campus code where the selected asset is located Help 6 digits characters Include the room number of the building where the selected asset is located Entry may be required if Room Table option is Y on Screen 590 in FFX 5 characters Provide a group code that can be used in sorting reports 2 characters Displays the executive of
160. ry may be required if Room Table option is Y on Screen 590 in FFX 5 characters Include the group code used in sorting fixed asset reports Help 3 digits Indicate the county where asset is located 20 characters digits Describe an asset s location when it is not feasible to describe it in terms of campus building and room Help 9 digits Enter the Universal Identification Number for the person assigned to use of the equipment 1 character Y signifies that notes have been added to the asset 8 digits Indicates the date on which the existence condition and location of the selected asset was last verified See Appendix for explanation of the standard PF Keys Fixed Assets Part 1 User Manual Page V 13 Create Modify Building Information The buildings that make up our campuses and institutions are also considered assets of TAMUS A building is represented in Fixed Assets by a building record which is then linked by the Building Number to related asset records A building needs to be added on Screen 540 in order to be displayed on Screen 362 Related asset records include building segments such as elevators and heating cooling systems as well as equipment located in the building TAMU codes buildings as follows Oxxxx represents a real building 1 9xxxx represents a renovation project A ZXXXX represents a CIP construction in progress project Screen 540 Building
161. s Del Seq Screen Information Fund Fund Source Bank Purchase Acct Help 10 digits characters In combination with component number and fund sequence number enter the asset number to be added or modified 2 digits In combination with asset number and fund sequence number identify the component number to be added or modified 5 digits In combination with asset number and component number identify the fund sequence to be added or modified 1 character Indicates the status of the asset number Approved A Pending P or Disposed D 1 character Type Y to delete the selected fund sequence while asset component is in pending status 4 digits Displays the fund used to acquire the selected component Help 2 characters Indicate the source providing funds to acquire the selected component 5 digits Enter the bank identification number associated with purchase of the selected component 15 digits Include the primary account SL SA Object Code responsible for the purchase of the selected component Fixed Assets Part 1 User Manual Page 111 13 Old Account PO Nbr Vchr Ref Nbr Invoice Nbr Sequence Amount Salvage Percent Accum Depr Salvage Value FAMIS Sponsor Sponsor Agency Award Depr Thru Class Fixed Assets Part 1 User Manual Screen 503 Fund Sequence Add Update cont d 15 digits Identify
162. s 5 Public and Tax Assessment Records 6 Realtors Appraisers and Bankers 7 Other 8 digits Include the date of the transaction Effective date cannot be greater than current date or outside of the current fiscal year Help 2 characters Identify the method by which the component is obtained by the institution For example AJ 4495 Adjustments Other GA 4450 Gain On Sale Or Trade In GF 4405 Gift HT 4495 Held In Trust LP 2120 Lease Purchase Acquisition ML 4400 Master Lease PD 4407 Constructed Produced By Dept PO 4400 Purchased Help 3 characters Indicate which TAMUS member is responsible for the acquisition of the selected component For example 710 01 System Offices 711 02 Texas A amp M University 709 03 TAMUS Health Science Center Fixed Assets Part 1 User Manual Page IV 36 Screen 516 Change in Est Meth Acct cont d Transaction 35 digits Description Enter a short description of the changes to be made to the component Transaction 7 characters digits Reference Indicate the batch reference used to audit the change in cost transaction Transfer from Asset 10 digits characters Shows the asset number that was copied if the copy function was used on Screen 509 to create the selected asset Component 2 digits Identifies the component number that was copied if the copy function was used on Screen 509 to create the selected component
163. s use that is floor space not directly related to any specialized functions for which the building is designated 7 digits Include the total floor space of the building devoted to activities that generate income for the institution 7 digits Type the maximum number of persons that may safely occupy the building or structure 1 character Type D to remove the selected building record from the system See Appendix for explanation of the standard PF Keys Visibility of the following two PF Keys is dependent on security access to this screen PF9 Add Add Used to add the building record OR PF10 Delete Del Used to delete the building record Fixed Assets Part 1 User Manual Page V 19 Building Segment Betterment Information Building segments such as elevators and heating cooling systems are often added as improvements to a building These segments often are treated as separate assets of the institution However it is necessary to associate them with the building in which they are placed Screen 541 may be used to identify a component as a building segment Screen 541 Building Segment Betterment 541 Building Segment Betterment Screen Asset Is this asset a building segment Asset Data Description Class In service Date Useful Life Remaining Life Component Cost Salvage Value Replacement Cost NAGLE HALL 811001 01 01 1909 360 1 835 411 23 91 770
164. s for the building e Find the room that is to be deleted and type a D in the first blank e Press lt ENTER gt to remove the room from the table Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Bidg CC Help 2 digits Include the TAMUS member campus code where the building is located Valid values include 00 Master Campus 01 System amp General Offices 02 Texas A amp M University Building Help 5 characters digits Enter the building code for the record you would like to add modify or delete For example VA147 Veteran s Admin VA163 Main VA Hospital X2648 TEEX Underground X2658 TEEX OES Training X2680 TEEX Fireman Trgn Starting Room Help 6 digits character Enter a room number to begin the display at a desired starting position Additional Functions PF KEYS See Appendix for explanation of the standard PF Keys PF6 Default DfLt View the Default Room Number table for rooms that can be used on any asset Fixed Assets Part 1 User Manual Page V 27 Building Room Asset Inquiry To use Screen 544 the room table flag for the campus must be set to Y or F on Screen 590 in FFX This screen can be used to view a list of personal approved assets for a campus by building room The information displayed on this screen includes the room asset campus code asset number department subdepartmen
165. s not been assigned you may manually enter it into the Asset field You may also blank out the Asset field if the asset has not yet been invoiced for example a partial invoice was paid but not the one for this particular asset The asset will have its asset number re assigned when the next invoice is paid e Press lt ENTER gt to record the pending asset number Field Descri ptions Required Help PF2 or Field Help Available Action Line Doc Doc Seq Page Screen Information Asset Component 7 character digits Identify the purchase document number whose preliminary fixed asset record should be displayed 4 digits Indicate the document sequence number order for displaying line item information of the purchase document 1 digit Displays page number of asset data 10 digits characters Displays the pending asset number assigned to the preliminary fixed asset record 2 digits Shows the component number assigned to the preliminary fixed asset Fixed Assets Part 1 User Manual Page 11 13 Status Tag Number Add to Asset Asset Description Line 2 Component Cost Acq Method PO Nbr PO Acct Manufacturer Name Model Number Serial Number Vendor Name Nbr Fixed Assets Part 1 User Manual Screen 546 Preliminary Fixed Asset Data cont d 1 character Indicates the status of the asset number Approved A Pending P or Dispo
166. sed D 10 digits Displays the number assigned to the preliminary asset by the system This number should become the asset number once it has been approved 1 character Y indicates the asset is to be added to an existing asset record 35 characters Displays a brief description of the item that was purchased 35 characters digits Shows additional information about the asset 14 digits Indicates the total dollar amount spent including tax freight and installation costs on the purchase of the selected asset 2 characters Identifies the method by which the item was acquired 7 character digits Indicates the purchase order number of the document created to pay for the selected item 15 digits Displays the subsidiary ledger SL account number plus the support account SA number plus the object code on the purchase order used to pay for the asset 30 characters Indicates the name of the manufacturer of the item 20 characters digits Displays the manufacturer s model number for the selected item 20 characters digits Displays the serial number found on the selected item 30 characters Indicates the name of the vendor from which the item was purchased 11 digits Displays the FAMIS identification number of the vendor from which the item was purchased Page 11 14 Screen 546 Preliminary Fixed Asset Data cont d Class Acquisition Dt In Service Dt Condition Availability
167. sequences can be created on Screen 503 in order to accurately reflect the funding of single component Asset components may not be created on Screen 503 Pending components may be updated on Screen 503 Fund source bank sequence amount accumulated depreciation and salvage percent can only be updated on Screen 515 for an approved component If several accounts were used to purchase an asset these accounts can be listed by using the PF9 key Each buying purchase account will be listed as a separate sequence number Do not ignore any sequence for a component Enter the appropriate fields to complete the sequence or delete the sequence if it is not needed Screen 503 Fund Sequence Add Update 503 Fund Sequence Add Update 02 26 09 15 34 AMBULANCE AM 04 06 FOR ONE 1 TYP FY 2009 CC 02 Screen ____ Asset 09V0098593 Component 01 Seq 00001 Status A Del Seq _ Fund 7999 Fund Source AX Bank 06000 Purchase Account 302850 00000 8415 Old Acct PO Nbr P802241 Vchr Ref Nbr 1006013 Invoice Nbr 202133 Sequence Amount 101476 00 Salvage Percent Accum Depr 8321 16 Salvage Value 0 00 FAMIS Sponsor Sponsor Agency Award Depr Thru 01 2009 Class 841504 Depreciable Ind Y Capital Fg Y Historical Ind N Type Y to add Notes N dote File Flag Y Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 i j PF10 PF11 PF12 Hmenu Help EHelp Next Seq Basic Steps Create a New Fund Sequence for an Existing
168. sequential component number Fixed Assets Part 1 User Manual Page III 6 Screen 502 Property Control Data cont d Modifying an Existing Component Advance to Screen 502 Type a valid asset number and component number on the Action Line Press lt ENTER gt to display current component information Type valid data in the available fields as desired Press lt ENTER gt to record the component information Asset Control Data Entry Process Acquisition Method The acquisition method describes how the asset has come to be owned or managed by the institution If the asset enters the Fixed Asset module FFX via the feed from purchasing or accounts payable the acquisition method will default to PO Sample acquisition methods are shown below Search On Acq Code __ Acquisition Account Press lt PF4 gt to Quit l S Acq Method Control Description _ aA Ag 4495 ADJUSTMENTS OTHER I k A AR 4620 PPA RECOVER PY MISSING STOLEN _ aA GA 4450 DO NOT USE USE ACQ CODE TR _ aA GF 4405 GIFT _ aA HT 4495 HELD IN TRUST A IA 4411 INS RECOVERY CY LOSS EXPENSE NE A IB 4412 INS RECOVERY CY LOSS SPECIAL 2 A Ic 4413 INS RECOVERY CY LOSS EXTRORD _ aA LP 2120 LEASE PURCHASE ACQUISITION _ aA ML 4400 MASTER LEASE tes A PD 4407 CONSTRUCTED PRODUCED BY DEP _ aA PO 4400 PURCHASED I l l l Component Class A component class is a way to group simil
169. sible for the component at the time of its disposal 15 digits Shows the cost associated with removing the component from the institution s general inventory 5 characters Identifies the sub department responsible for the component at the time of its disposal 6 characters digits Displays the batch session identification header as entered on Screen 510 8 digits Indicates the batch session date as entered on Screen 510 5 digits Identifies the actual number of transactions processed during the current batch session 15 digits Indicates the total dollar amount processed during the current batch session See Appendix for explanation of the standard PF Keys Fixed Assets Part 1 User Manual Page IV 40 Transfer an Asset Transferring an asset component record within the Fixed Asset FFX module of FAMIS could be the result of a change in the asset component s location ownership or availability Screen 519 has been provided to process this transfer within an individual TAMUS member Information processed on this screen is needed for AFR reports Only approved assets can be processed on this screen Screen 519 Transfer within Member 519 Transfer within Member 02 26 09 17 01 FY 2009 CC 02 Screen Asset 0200003241 COMPUTER DELL OPTIPLEX P4 1 8GHZ Dept SOBA_ Sub Dept Alt APO Alt APO Name EASTON EARLENE Location Building 03205 Bldg CC 02 Room 1 Group Exec Level FO Di
170. sonal P Class 578201 TV VCR DVD CAMCORDER 500 4999 99 Condition 01 Acq Method PO Acq Agency ___ Acq Dt 05 01 2007 In Serv Dt 05 01 2007 Appraisal Method _ Depr Ind Y Hist Ind N Transfer from Asset Component __ Depr Thru __ Software Version Report Missing Dt Pending Transfer CC Date Inflation Code NO Accounting Asset Account 089730 1730 Capital N Y N Use Life months 84_ Rem Life months 84_ Depr Method SL_ Funding Source ST 4298 64 Component Cost 4298 64 Salvage Value Accum Depr Type Y to add Notes N Note File Flag N Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Basic Steps Create a New Pending Component e Advance to Screen 502 e Type a valid asset number or a zero to have the system automatically assign an asset number on the Action Line e Verify that Component field is filled in with 01 and press lt ENTER gt e Type the class condition and acquisition method and date e Type additional information in the available fields as desired e Press lt ENTER gt to create the new component record Create a New Pending Component for an Existing Asset e Advance to Screen 502 e Type a valid asset number and enter 00 for component number e Press lt ENTER gt e Enter a valid component class condition and acquisition method and date e Type valid data in the available fields as desired e Press lt ENTER gt to create the next
171. splays a short description of the depreciation method 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 SEE FFX USER S MANUAL PART 2 WHICH CONTAINS ADDITIONAL FFX SCREENS AND INFORMATION K FA DOC WRKNPRCS FFX FFXP1NFO211 docx Last revised 2 15 2011 4 53 PM Fixed Assets Part 1 User Manual Page VII 28
172. ssigned the remaining fields are not queried WV PwnbP Debt Finance Acquisition Method Funding Source Bank Default Assume Local 1 Debt Finance FAMIS FAMIS Description SPA SPA Description 1 Local Lease 08 Other Debt Instruments 2 Master Equipment Lease Purchase 09 Capital Assets Held in Trust 3 Private Placement Vendor Financed 08 Other Debt Instruments 4 Revenue Bond 07 Special Revenue Bonds 5 General Obligation Bonds 06 General Obligation Bonds 6 Refunding Bond Revenue 07 Special Revenue Bonds 7 Refunding Bond General Obligation 06 General Obligation Bonds 8 Line of Credit 08 Other Debt Instruments 2 Acquisition Method FAMIS FAMIS Description SPA SPA Description 01 30 Transferred from Part nn 11 Transferred from Another State Agency 98 Transferred from Development 05 Gifts or Donations Foundation 99 Transferred from Research 05 Gifts or Donations Foundation GF Gift 05 Gifts or Donations HT Held in Trust 09 Capital Assets Held in Trust LP Lease Purchase Acquisition 08 Other Debt Instruments ML Master Lease 09 Capital Assets Held in Trust Fixed Assets Part 1 User Manual Page VI 7 FAMIS SPA Interactions cont d PD Constructed Produced by Dept 10 Manufactured Eauipment RC Reclassified from Construction in 04 Constructed Property Process CIP TA Transferred from Non TAMUS Texas 11 Trans
173. t AD Barely Adequate OK Acceptable CU Current Standard OB Obsolete BLANK Undetermined Appraised Value 11 digits Identify the appraised value of the selected building Date Constructed 8 digits Include the date on which original construction on the building was completed Appraised By Help 4 characters Enter the outside agency that provided an appraised value of the building For example CENT Century 21 Realtors CMW Charles M Whittier Inc CWBK Coldwell Banker Inc BLANK NOT APPRAISED Initial Occupancy 8 digits Type the date the TAMUS member part began using the building for its intended purpose Appraised Date 8 digits Indicate the date on which the building was appraised Fixed Assets Part 1 User Manual Page V 17 Screen 540 Building Create Modify cont d Purpose Title Ownership Title Reference Title Recorded at Title Recorded Date Last Activity Date Area Capacity UOM Gross Area Help 2 characters 4 fields Enter the general purpose or function of the building AD Administrative AG Agricultural Services Buildings AX Auxiliary Enterprises BLANK Undetermined FR Residence Family Apts No Rent GN General 3 digits 4 fields Include the percentage of the time space or resource consumption that the building will be used for a particular purpose Help 4 characters Indicate whether t
174. t and description Select an asset from the display to advance to Screen 535 Only assets on your campus may be selected It is suggested that only Property Managers Designees have access to this screen for security reasons Screen 544 Building Room Asset Inquiry 544 Building Room Asset Inquiry 02 27 09 08 42 FY 2009 CC 02 Screen ___ Bldg CC 02 Building 00462 Room CC 02 Asset Se Room CC Asset Nbr Dept SDept Description _ 106 02 0200044847 APDF COMPUTER POWERBOOK APPLE _ 106 02 0800092963 SOCI COMPUTER OPTIPLEX 755 SMALL FORM FA _ 106 02 0900099408 PERF PRINTER XEROX LASER COLOR FOR DEPT 106A 02 0500070581 PERF COMPUTER DELL PRECISION 370 DESKTO 106A 02 0800092972 PERF COMPUTER OPTIPLEX 755 SMALL FORM FA _ 106B 02 0300054391 APDF COMPUTER DELL OPTIPLEX GX260T _ 107 02 0300073396 APDF COMPUTER DELL INTEL _ 107 02 0500734237 APDF FS COMPUTER DELL FOR ROCHEL RUBIO AND _ 107 02 0800093004 APDF FS COMPUTER DELL OPTIPLEX 745 FOR SENA 107 02 0900099369 APDF COMPUTER LAPTOP FOR FACULTY SENATE _ 107A 02 9900024936 APDF FS PRINTER HP 2100 XI _ 1073 02 9900021733 APDF FS COMPUTER LAPTOP INVOICE E8054488 _ 107C 02 9900729130 APDF PRINTER HP 6PXI More Assets Press ENTER To View Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 544 e Type a valid building campus code and building on the Action Line
175. t spent may be entered if the class code is designated as livestock Otherwise the fields remain hidden These fields are also used to monitor changes due to loss or additions to livestock owned by your agency institution Fixed Assets Part 1 User Manual Page IV 25 Screen 515 Change in Cost by Fund Sequence cont d Screen 515 Change in Cost by Fund Sequence if Livestock 515 Change in Cost by Fund Sequence 02 26 09 16 50 FY 2009 CC AM Screen ____ Asset 0000000177 Component 01 Seq 00001 Status A CATTLE Fund 0001 Fund Source ST Bank Nbr 10001 Change in Cost Sequence Cost 16000 00 Salvage Percent Salvage Value Debit Credit D D C Accumulated Depr Acq Disp Method _ __ Component Cost 16000 00 Agency Nbr Trans Asset Component SPA Effective Date 05 06 2004 SPA Depr Entity FY Transaction Description Transaction Reference Feed Accounting D D Detail S Summary N No Session ID GNO002 Date 05 06 2004 Count Amt Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Seq Funds Changing Class Codes to Different GLs AFR Categories 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 If you are changing a class code from one GL to another GL from capital to contr
176. ted asset component 10 digits characters Identify the first asset number to be created by copying the selected asset component 1 character Indicate whether or not Y or N to copy all of the components associated with the selected asset to the new asset component s 2 digits Identify the campus code to which the selected asset component should be copied 1 character Indicate whether or not Y or N the asset component is being copied as a result of an asset transfer transaction If set to Y the campus code will be stored as the acquisition method TF will be stored as 100 of the fund source and the asset number will be stored in the transfer from asset field of the new asset component 10 digits characters Identify the asset number that this asset should be copied to on the receiving campus If left blank the asset will transfer with the asset number specified on the Action Line 1 character Indicate whether or not Y or N to copy all of the components associated with the selected asset to the new asset component s 1 character Type D to delete the selected pending component and have it removed from the system See Appendix for explanation of the standard PF Keys Page III 32 Section IV Asset Component Transactions Fixed Assets Part 1 User Manual Page IV 2 FFX Transactions Basic Concepts FFX Transaction History All reportable activit
177. tenance date of the selected component 2 characters Indicate how often the selected component is serviced Help 4 characters Identify the code that indicates the insurance carrier for the selected component Will default to self if not otherwise specified 14 digits Enter the total dollar amount for which the selected component is insured 5 digits Provide the percentage covered by the institution for a component that is coinsured Fixed Assets Part 1 User Manual Page 111 18 Screen 504 Maintenance Insurance Data cont d Valuation Date Replacement Cost Inflation Code Type Y to add Notes Note File Flag Additional Functions PF KEYS PF5 Next 8 digits Identify the last date that the replacement cost was calculated for the selected component 14 digits Indicate the estimated cost of replacing the selected component 2 characters Identify the inflation multiplier that is applied to update the replacement cost of the selected component 1 character Type Y to add notes for the selected asset Defaults to N 1 character Y indicates notes have been added to the asset See Appendix for explanation of the standard PF Keys Next Proceed to Screen 505 Fixed Assets Part 1 User Manual Page 111 19 Add Update Location Information Location data includes information such as the person entity holding the title to an asset the person r
178. ters Displays the name of the person or company that will be used to service the selected asset 20 digits characters Signifies the contract number associated with the asset This field will only be used If the asset is to be serviced under the terms of a maintenance contract 8 digits Indicates the date on which the maintenance contract will expire This is the date by which it should be renewed in order to maintain continuous service 15 digits Indicates the dollar amount to be paid if the asset is to be serviced under the terms of a maintenance contract Page Il 17 Screen 546 Preliminary Fixed Asset Data cont d Warranty Exp 8 digits Signifies the date on which the warranty will expire for the item Frequency 3 digits Signifies how often the item is to be serviced Last Maint Date 8 digits Indicates the maintenance date on which the asset was last serviced Insured By 5 characters Identifies who is responsible for the insurance on the selected item Insured Value 15 digits Identifies the dollar amount for which the asset has been insured Replacement Cost 15 digits Indicates the dollar amount that would be required to replace the item in the current fiscal year Inflation Code 2 characters Identifies the Inflation Multiplier that is applied to update the Replacement Cost of the asset Additional Functions PF KEYS See Appendix for explanation of standard PF Keys Fixed
179. th day The file format is Fixed Length format Then click on Next Verify the file information Then click on Next Click on Next again You should receive a message that the file was successfully created Mark Item as Exported Yes and then ok Log out of the website and close the window Open Outlook and send an email to FAMISPROD tamu edu For example the message should read as follows The file for the upload of the TBARO59 to FAMIS is now ready for processing for CCxx The file name is ffxdept dyymmdd misc pxx txt 4 Replace xx with your Campus Code Send the email You will receive a TBAUOS59 report 1 2 days after sending the email request to FAMISPROD depending on if the email is sent before or after the 3 00 p m deadline This report is separated by department and shows each asset s updated information and errors that occurred during the upload research amp correct File the original in the department s folder and send a copy to the dept s Alt APO Be sure to use YOUR CAMPUS CODE in file names where appropriate Fixed Assets Part 1 User Manual Page V 10 Enter Departmental Inventory Records Most asset information is entered and maintained by Property Management However it is sometimes necessary for individual departments to make changes to their inventory list Departments may use Screen 535 to make any needed changes to their inventory without having
180. the old account number associated with the component under your previous system where applicable 7 character digits Include the purchase document associated with purchase of the selected component 7 characters digits Provide the voucher number associated with the purchase of the selected document 14 digits Identify the vendor invoice number associated with the purchase and receipt of the selected component 13 digits Indicate the dollar amount provided by the indicated fund for the purchase of the selected component 5 digits Enter the salvage percent of the component cost that the component will be valued at the end of its useful life 14 digits Indicate the total dollar amount of accumulated depreciation that has been recognized and fed to accounting 13 digits Calculated value based on the salvage percent and component cost Salvage Value Salvage Percent Component Cost Help 7 digits 30 characters Identify the FAMIS sponsor number associated with the selected component If a valid sponsor number exists the sponsor s name will be displayed Help 4 digits characters Specify the sponsor or agency associated with an asset acquired under the terms of a grant or contract 40 characters Include the award number assigned by the sponsor for an asset acquired under the terms of a grant or contract 2 digits 4 digits Provide the last month and year in which depreciation was ca
181. the standard PF Keys PF7 Audit Audit View the audit information Fixed Assets Part 1 User Manual Page VI 14 Section VII Fixed Assets Part 1 User Manual Page VII 2 System Controls Screen 590 is used to view and enter the system controls for the Fixed Assets Module This screen controls the accounting feed asset number assignment on line search limitations and other purchasing and accounts payable interface interactions within FFX This screen is maintained by FAMIS Services Screen 590 System Controls 590 System Controls 02 27 09 08 47 FY 2009 CC 23 Screen __ Accounting Feed Options AP PO Extract Options Accounting Feed D Pending No Option VCHR Batch Ref Acq Method PO Prefix FFX Next Number 484 Calc Discount N TC 06X 6 Fiscal Year 2009 Split Quantity N FY Start Month 9_ Include Freight I Bank Number 00001 Include Insurance I Search Limit 1000_ Include Tax I Allow Account Overrides Y Include Other I Allow Class Overrides Y IA Systems Installed External Prel Next Assigned _ Accounting Y Pending Asset Number Options Accounts Payable Y Next Assigned 0000006000 Purchasing Y Increment 10___ Format NN X XXXXXXX Allow Manual Tag N Approved Asset Number Options Next Assigned 0900713958 Date Last Dep Calc 01 31 2009 Increment 1 Format NN X XXXXXXX Dep Calc Months 5 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp For any cam
182. tion of the standard PF Keys Next Proceed back to Screen 501 Fixed Assets Part 1 User Manual Page 111 25 Asset Notes Supplementary asset information may be added to an asset record using Screen 508 Asset notes are grouped by category and you may store up to 99 notes per category Asset notes may also be read modified or deleted using this screen There is no word wrap feature To prevent a word from being split between two lines use the TAB key to advance to the next available text line Screen 508 Asset Notes 508 Asset Notes Screen Asset 0900735211 Note Status A Cat Cat HIS Seq 1_ DEPT FOUND OUT THEY NEEDED PLATES FY05 06 08 02 26 09 15 57 FY 2009 CC 02 TRAILER W PORTABLE CHANGEABLE Asset Status A R54122 1 08 Last Modified 02 04 2009 Delete _ D Cat Seq 0 Last Modified Delete _ D Cat Seq 0 Last Modified Delete _ D Hmenu Help EHelp Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 When you approve the asset you may choose whether to retain existing notes On Screen 511 if you type Y in the Transfer Notes field the system retains all notes EXCEPT those in the PND category To add a note you must specify an asset number category and sequence number Basic Steps e Advance to Screen 508 e Type a valid asset number on the Action Line and press lt ENTER gt to dis
183. to record the information Fixed Assets Part 1 User Manual Page V 14 Screen 540 Building Create Modify cont d Modify an Existing Building Record Advance to Screen 540 Type a valid building campus code and building number on the Action Line and press lt ENTER gt You may also type an asterisk in this field and make your selection from the pop up window Add or modify information in the available fields as needed and press lt ENTER gt to record the information Add Remove Other Campus Building s for location needs Advance to Screen 540 Type a valid building and campus code and building number on the Action Line and press lt ENTER gt Press PF9 to add the building The building can then be used on multiple screens 505 519 and 535 for location needs Press PF10 to remove the building The building can no longer be used for location needs Delete a Building Record Advance to Screen 540 Type a valid building and campus code and building number on the Action Line and press lt ENTER gt Type a D in the Delete Building field bottom right corner of the screen Press lt ENTER gt to remove the building record from the system Field Descri ptions Required Help PF2 or Field Help Available Action Line Bidg Campus Cd Help 2 digits characters Include the TAMUS member campus code where the building is located Valid values include 00 Master Ca
184. trolled assets include printers cameras handguns etc Dept Sub Dept Code The dept sub dept code identifies the department and sub department charged with the responsibility for the asset Group Code The group code is a 5 character alphanumeric code used by departments to further group assets or track responsibility for assets within a department For example a person s initials or the name of a sub section within the department may be used as a group code Ten Day Rule According to The Texas A amp M University System Equipment Management Manual Section 4 1 the inventory number must be permanently affixed to an item promptly on receipt but not later than ten 10 calendar days after receipt unless prevented by unusual circumstances Fixed Assets Part 1 User Manual Page II 8 Preliminary Fixed Assets Basic Concepts cont d Bar Code Labels Bar code labels may be used to identify assets For example for most Members the Property Manager mails bar code labels to the departments with the monthly reports after the invoice has been paid and the assets have been approved by the Fiscal Office Most members receive asset information in a download from FAMIS and then use this data as input to their Bartender software InCircuit to create the bar code labels Freight and Discounts The system will match the preliminary fixed asset information that you enter with the purchase order Totals may be changed to reflect an increase
185. ty transactions from Manager receives PROD SPA AGY711 INPUT gt SPA200 and makes and produces the changes to SPA or FFX report SPA200 FAMIS as needed Fixed Assets Part 1 User Manual Page VI 4 FAMIS SPA Interactions cont d Data Sent to SPA from FAMIS Processing Data from all capital and controlled inventory items in FFX must be sent to SPA The only assets that are not sent to SPA are those in Class Codes 835000 836999 lease purchases These lease purchase assets are not sent to SPA since they are also represented as assets under their appropriate class codes for instance equipment vehicles etc Transactions that are entered into FFX with a SPA or BATAPP batch are NOT fed to SPA Transaction Codes The following transactions for capital and controlled items are automatically sent to SPA Trans Trans Screen Code Sent To SPA Description 511 APP Y Asset Approval APR Changes the status of an asset from pending to CHS approved CHS are only visible to FAMIS Services staff they tell SPA to change a component s class 513 DIS Y Asset Disposal Records the sale loss theft etc of the approved asset 515 CSR Y Change in Cost CST Change in cost estimate method or account for CHG approved assets Correction to Salvage Percent and Quantity 516 CHG Y Change in Estimate Method Account Corrections to useful life class etc with no accounting impact
186. u are reversing accumulated depreciation then the debit and credit accounts are automatically reversed Accounts To Be Used DR Depr Expense 089830 5650 CR Accumulated Depr 089830 1780 SPA Effective Date 08 30 2008 Transaction Description Transaction Reference Feed Accounting D D Detail S Summary N No Session ID JACOO1 Date 08 30 2008 Count Amt Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Seq Funds Basic Steps e Open a session on Screen 510 e Advance to Screen 512 e Type a valid asset number component number and fund sequence on the Action Line Or press PF9 and select the fund sequence to change and press lt ENTER gt to display existing depreciation information for the fund sequence e Enter the dollar amount of the change to be made to accumulated depreciation e Indicate whether or not the transaction is intended to be a reversal of a previous depreciation transaction e Type an effective date a short transaction description and the transaction reference Fixed Assets Part 1 User Manual Page IV 17 Screen 512 Depreciation Maintenance cont d e Type the debit account control 5650 for current year contra expense 5620 for prior year depreciation adjustment 5650 Current Year Depreciation Expense is the default e Type the depreciation thru month and year e Press lt ENTER gt to process the information Field Descri ptions
187. uction exceeds the amount in SPA s DEFY If the DEFY is left blank on Screen 515 the current fiscal year will be used to feed to SPA for the decrease The valid values are any fiscal year between the in service date and the current fiscal year The value you enter on Screen 515 can be seen on Screen 523 on Panel 3 Field Descri ptions Required Help PF2 or Field Help Available Action Line Asset Help 10 digits characters In combination with component number and fund sequence number enter the asset number to be modified Component 2 digits In combination with asset number and fund sequence number identify the component to be modified Seq 5 digits In combination with asset number and component number indicate the fund sequence to be modified To add a new sequence type 0 Status 1 character Displays the current status of the component Screen Information Required Data Fund 4 digits Displays the fund used to acquire the selected component Fixed Assets Part 1 User Manual Page IV 29 Screen 515 Change in Cost by Fund Sequence cont d Fund Source Bank Nbr Change in Cost Sequence Cost Salvage Percent Salvage Value Debit Credit D C Accumulated Depr Acq Disp Method Component Cost 2 characters Shows the source of funds For example AX Auxiliary Services Funds BLANK Undetermined DS Designated FC Fed
188. uisition Disposal Method Controls The Acquisition Disposal Methods table serves three purposes 1 It is the source of valid values for the Acquisition Method and Disposal Method on the asset record 2 It stores the fund addition and fund deduction account controls used to feed costs offsets to accounting for approvals and disposals 3 Serves as a crosswalk to the SPA disposal codes Screen 593 is maintained by FAMIS Services Screen 593 Acq Disp Method Control Update 593 Acq Disp Method Control Update 02 27 09 09 16 FY 2009 CC 02 Type in data below to create update assignment of an account control to an acquisition disposal method GL Account Control 2120 SPA Method To drop acq disp method from system type D _ Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Changes and additions made on Screen 593 may be viewed on Screen 583 Use PF9 on Screen 583 to download data into Excel using Entire Connection Screen 583 Acquisition Disposal Method Controls Display 583 Acq Disp Method Controls Display 02 27 09 09 17 FY 2009 CC 02 Acquisition Account or Disposal Code Control Description A ML 4400 MASTER LEASE A PD 4407 CONSTRUCTED PRODUCED BY DEPT A PO 4400 PURCHASED A PY 4620 PRIOR PERIOD ADJUSTMENT A Pl 4400 PURCHASED TEXAS DEPT OF TRAN A P2 4400 PURCHASED OTHER SPONSORS A P3 4400 PURCHASED TTI INTERNAL LEASI A P4 4400 PURC
189. uld be included in the asset cost Values are l Include tax as a separate item FAMIS standard P Prorate costs across created items N Do not include in cost of item Help 1 character Not Used Identify whether other costs from the purchasing system should be included in the asset cost Valid values are l Include as a separate item FAMIS standard P Prorate costs across created items N Do not include in cost of item Fixed Assets Part 1 User Manual Page VII 6 Screen 590 System Controls cont d IA Systems Installed Accounting Accounts Payable Purchasing Allow Manual Tag Room Table Date Last Dep Calc Dep Calc Months Additional Functions PF KEYS Help 1 character Indicate if Accounting data is associated with this campus code If so all accounts are validated against FRS Values are Y Indicates that Financial Accounting FRS is used for this campus N Indicates accounts will not be validated in table loads etc This value will most probably only be set to N for the master campus code Help 1 character Not Used Enter Y to indicate that Accounts Payable is used in FAMIS Help 1 character Type Y to show that Purchasing is used in FAMIS Help 1 character Indicate if a campus is allowed to enter their own tag numbers in Preliminary FFX Also determines if automated tag numbering is used
190. urrent component information Add or modify data in the available fields as desired Press lt ENTER gt to record the information Field Descri ptions Required Help PF2 or Field Help Available Action Line Asset Help 10 digits characters In combination with component number enter the asset number for the purchasing vendor data to be added or modified Component 2 digits In combination with asset number include the component number to be added or modified Status 1 character Shows the status of the component Screen Information Description 35 characters 2 lines Enter a brief description of the component to be added modified Purchase Order Quantity 15 digits Indicate the number of items UOM Help 3 characters Identify the unit of measure for the line item Component Cost 15 digits Vendor Shows total dollar amount of component at time of purchase acquisition Number 11 digits Include the FAMIS vendor identification number Fixed Assets Part 1 User Manual Page III 4 Screen 501 Purchasing Vendor Data cont d Name Commodity Code Manufacturer Name Serial Number Model Number Model Year License Plate Type Y to add Notes Note File Flag Additional Functions PF KEYS PF5 Next 30 characters Identify the name of the vendor associated with the purchase of the selected
191. vage Value Replacement Cost Building Data Name Building Campus Location 1 character Indicate whether or not Y or N the selected component is a building segment Can only be set for approved assets 40 characters Displays a short description of the selected component 6 digits Displays the class of assets as designated for accounting and property control purposes 8 digits Identifies the date on which the component is first used for its intended purpose 3 digits Indicates the estimate of how long the component will remain usable from the time it was acquired to the time it will be fully depreciated 3 digits Shows the number of future months over which depreciation is to be charged 15 digits Indicates the total dollar value of the component at the time of purchase acquisition 15 digits Shows an estimate of the salvage value of the component when fully depreciated 15 digits Displays the estimated cost of replacing the component this fiscal year for insurance purposes 40 characters Displays the full name of the building where the component is located 5 digits Indicates the building code where the component is located 2 digits Shows the campus code where the asset is located 2 digits characters Identifies the TAMUS member part of off campus location where the building is located Fixed Assets Part 1 User Manual Page V 21 Screen 541 Buildin
192. vision BS School IR County 001 Availability US Other Location Restriction I Ownership Title SYS_ User UIN luuuuuuul DREW DERRICK SPA Effective Date 02 26 2009 Transaction Description Transaction Reference Session ID JACO04 Date 02 26 2009 Count Amt Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Open a session on Screen 510 e Advance to Screen 519 e Type a valid asset number on the Action Line e Type the department and sub department and press lt ENTER gt to display existing component information e Type an effective date a short description of the changes to be made and a transaction reference e Add modify component information in the available fields as desired and press lt ENTER gt to process the changes to the component record Field Descri ptions Required Help PF2 or Field Help Available Action Line Asset Help 10 digits characters Enter the asset number to be transferred Screen Information Dept Help 5 characters Indicate the department to which you wish to transfer the asset Fixed Assets Part 1 User Manual Page IV 41 Screen 519 Transfer within Member cont d Sub Dept Alt APO Alt APO Name Location Building Bldg CC Room Group Exec Level Division School County Availability Other Location
193. xport Into FAMIS Instructions Verify the scanner s information has been completed a When you receive the scanner back from the Alt APO turn on the scanner and login as department b Go to View Inventory and Info A The NoScan Items should be zero This shows that every item that FAMIS has in that department s inventory has been scanned during the inventory process B If the number if not zero be sure to research the reason before proceeding Then logout of the scanner c Have department sign in the scanner cradle using the Bar Il Log on the web using the following address Wwww inciruit com a Use your userid and password b Assign department Hl IMPORTANT Be sure to login to the scanner and Prot g Scan amp Validate with the Alt APO s login id This ensures that the name of the Alt APO will be linked to each asset that was inventoried on the scanner for their department Prot g Scan amp Validate can be found at www incircuit com IV Once logged into both put the scanner in the cradle and push the Hotsync button on the cradle This will load the data from the scanner into InCircuit s software If the sync stalls at 70 and begins to count log out of both the scanner and the website and be sure to log back in correctly If the logins do not match the sync cannot occur The scanner will beep and a message will appear that the sync is complete Log out of the scanner and the webs
194. y against an approved or deleted component is tracked in FFX at the transaction level This activity cannot be modified once it is posted Corrections can be made however by posting additional transactions Transactions are marked with identifiable information such as campus code fiscal year asset number component number fund sequence number if applicable batch reference and batch reference date Transactions in the transaction history file are used to create the property information that is sent to SPA on a daily basis FFX Transaction Session A real time session is used to control the processing of asset transactions and to provide an on line audit trail for reconciliation processes A session must be opened before any transactions such as posting asset approvals or asset disposals may be processed Attribute non dollar changes to fields that affect SPA are tracked without the need to physically create a batch session For these types of transactions a batch reference number is automatically assigned in the format of SCRxxx where xxx is the screen number from which the change was made Since a batch session is not physically created for these SCRxxx transactions they cannot be seen on the batch inquiry screens Screens 524 and 527 FFX Batch Session Codes The batch session reference is a 6 character field used to group sessions of like transactions The first three digits typically identify the type of transactions entered

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