Transcript
Brownsville Independent School District Fixed Asset System Overview All district assets will be maintained in the Sungard Bi-Tech Financial Software.
To access data, log in to system. Select Business Plus Select FA – Fixed Assets Select UP - Update Select AS – Fixed Assets Information
A window will appear with all information available in the district database.
1
Click on the binoculars to search for a specific asset tag.
Click on Tag No. and type tag number. Press enter.
All information pertaining to the item will be available to review. Please be reminded that you will be able to change the room field and room description only.
2
Asset ID Screen
Asset Id: Generated by system when asset is received in the PO-UP-RC. (12 numeric field)
Desc: General description of asset i.e. CPU, Projector, etc. (30 numeric field)
Tag No: BISD identification (unique) number. (9 numeric field)
Status: Indicates the current status of the asset, i.e. active (AC), disposed (DI), missing (MI), property (P). (2 numeric field)
In Service (date): Indicates date asset was acquired.
3
Make: The make or manufacturer of the asset. (25 numeric field)
Model: The model number of the asset. (25 numeric field)
Ser Num/VIN: The serial number/vehicle identification number of asset. (25 numeric field)
4
Components (AP PO Information) tab
PO Number: The system will only take a PO Number if it has been paid by finance.
Item Amount: Gives you the amount paid for the asset.
Account: Indicates the account number and object code where the asset is being paid from. Includes the GL/JL Org Key and Object Code.
5
Depreciation tab
Method of Depreciation: Identifies several tyes of depreciation methods. Straight Line (SL) is the method most frequently used.
Life/Units: Identifies the life or maximum units for the asset.
Purchase Amount: Informs you the purchase amount for the asset.
Percentage: Value of asset, should normally be at 100% percent. 6
Last Depreciated Date: Defines the price of the asset.
Life Remaining: Informs you the remaining life of the asset.
Book Value: Defines the current book value of the asset.
7
Location tab
Location: Identifies the location of the asset. (4 numeric field)
Dept: Indicates the department that owns the asset. This asset can be housed at a different location, however the department would be responsible for the asset. (FOR DEPT USE ONLY)
Room: Identifies the room number of the asset, which is where you will be able to enter the room number for your items. (you will be able to change this info as you move your items from room to room. (4 numeric field)
Room Name: You will be able to enter the name of the person who has the item in their possession and you will be able to change the names of the employees as they rotate the item. (30 numeric field)
8
Disposal tab
Disposal Date: The date the asset was disposed.
Disposal Method: Indicates the method of disposal, correction (CO), fully depreciation (FD), obsolete (OB), paid (PD), stolen (ST), trade-In (TR). (2 numeric field)
9
Reports
You will have access to several reports. Reports are generated as PDF files and / or excel files.
These reports give you the option of sorting the reports in different formats. You can sort by location, tag number, asset amount, model number, fixed asset description, status, room number, room description, asset ID, department, serial number, primary code, secondary code, tertiary code, etc. The date on certain reports will have to be entered with a Service Date (FROM) 01/01/1900 to a Service Date (TO) enter a current date. You also have the option to run reports using the *Wild Card option.
10
Commonly Used Reports FA: Fixed Assets Depreciation Report by Location.
FA: Fixed Assets Report by Location, Date or PO#.
FA: Fixed Assets Report by Location, Date or PO# with fqa with Excel option.
11
Procedures on Downloading Reports to Excel
Enter “Y” for Output to Excel, enter your location, and the status (AC) active, (DI) disposed, (MI) missing, (P) property.
Submit Report Status: Starting (report is generating).
12
Click on the upper left hand side (paper clip) Excel Output.
Save in your document files.
Open file
You may sort the report as needed.
13
14
