Enter an Asset Master Lesson


In this lesson you will learn how to enter an asset master for:

 

     Personal Property

     Donated Property

     Capital Projects


Steps:

  1. Click the State of Nebraska link.

    Step 1
  2. Click the Fixed Assets link.

    Step 2
  3. Click the Add Fixed Asset link.

    Step 3
  4. Click the Asset Master Information link.

    Step 4
  5. Click the Add button.

    Step 5
  6. Click in the Tag Number field.

    Step 6
  7. Enter the Tag Number in the Tag Number field.

     

    Note: Fixed Asset Number format is:

    o  Two digit agency number (first two characters)

    o  One to two letter division alpha identifier; and

    o  Up to 8-9 digits assigned by the agency

     

    The maximum length is 12 alphanumeric characters.  

     

    Enter "65N1234" into the Tag Number field.

    Step 7
  8. Click in the Description field.

    Step 8
  9. Enter a description in the Description field (required).

     

    Additional information may be entered in the 2nd & 3rd Description fields as needed.

     

    Note: Each line is limited to 30 characters.  

     

    Enter "DELL FLAT PANEL MONITOR" into the Description field.

    Step 9
  10. If the Fixed Asset is purchased through a master lease, the 3rd Description field must always contain Master Lease Number.

     

    This number is acquired through AS Accounting.

     

    Example: 2009A.3.1

    Step 10
  11. Click in the Fund field.

    Step 11
  12. In the Fund field enter the fund associated with the business unit on the BU Master. If the fund entered is not associated with the business unit on the BU Master, a red error will appear.

     

    Note: To find the correct fund, please follow the steps below:

      − click on the visual assist next to the Responsible BU field

      − enter the business unit in the Business Unit field and click Find

      − make note of the fund (i.e. 56650)

      − click Close

      − enter the fund in the Fund field on the Asset Master Revisions window  

     

    Enter "56650" into the Fund field.

    Step 12
  13. Click in the Responsible BU field.

    Step 13
  14. Enter responsible Business Unit (BU) into the Responsible BU field.  

     

    Enter "65025009" into the Responsible BU field.

    Step 14
  15. Click in the Account Number field.

    Step 15
  16. Enter the correct account number in the Account Number field. 

     

    Note: The Account Number value used here is Fund.17xx00, where xx is your item code. During the invoice process 58xx00, where xx is your item code, will be entered for the capital outlay. When an optional account is utilized under the series from 58xx01 through 58xx99, type the header account number 17xx00 in the Account Number field.  

     

    Enter "56650.173300" into the Account Number field.

    Step 16
  17. Click in the Date Acquired field.

    Step 17
  18. Enter the date the fixed asset was aquired in the Date Aquired field.  

     

    Enter "8/22/2010" into the Date Acquired field.

    Step 18
  19. Click in the Status field.

    Step 19
  20. Complete the Status field.  Use the Visual Assist tool if necessary.  

     

    Click the Visual Assist button.

    Step 20
  21. Scroll down by clicking the scroll bar.

    Step 21
  22. Click the WK (WORKING) option.

    Step 22
  23. Click the Select button.

    Step 23
  24. If a Serial Number exists, enter the Serial Number/VIN.  It is very important to complete this information.  The system does not allow duplicate Serial Numbers.  Entering this information prevents duplicate Fixed Assets (including Equipment Masters created in Capital Asset Management (CAMS)).

     

    NOTE: NEVER add a prefix to the Serial Number.

     

    It is possible for two fixed assets to have the same Serial Number.  Duplicate Serial Numbers may occur for any one of the following reasons:

     

    o Manufacturer uses the same Serial Number for multiple items

     

    o Two Manufacturers use the same Serial Number

     

    o Item is already included  as a Fixed Asset within another Agency.  (Example: Communication Equipment belonging to OCIO is added as a fixed asset by the agency using the equipment.)

     

    o Item was processed through Surplus Property as a Disposal (destruction, adjustment, sale) and is being added back as a new Fixed Asset record.

     

    If you encounter Error: "Duplicate Item/Unit/Serial Number" when creating a new FA record or revising an existing record, additional research should be conducted to verify the record is not a duplicate.  This may require contact with another agency, review of disposed assets within your Fixed Assets, communication with Surplus Property, etc.

     

    If you determine through analysis there will not be a duplicate Fixed Asset record, proceed by entering the actual Serial Number followed by a dash (-) and your two digit agency number.

     

     

    In this lesson we are not going to complete any of these fields. 

    Step 24
  25. If entering an asset master for personal property or donated property complete the remaining fields as fully as possible or necessary.

     

    Note: All remaining fields are optional but some may be required by your agency, particularly:

     

    Parent Number – defaults to the Tag Number if left blank

     

    P.O.

     

    Address Number

     

    In this lesson we are not going to complete any of these fields. 

    Step 25
  26. Click the Location tab.

    Step 26
  27. In the Location field enter the Location Business Unit.

     

    This field is optional; however, Agencies may use this to track the Location History of their Fixed Assets.

     

    Note: Fixed Assets Location Business Units begin with an "F" and the Business Unit Type is equal to "FA".  

     

    Enter "F0650170" into the Location field.

    Step 27
  28. Press [Tab].

    Step 28
  29. Enter the date aquired in the Start Date field.

     

    Warning: The start date must be equal to or less than the present date.

     

    Note: Example: Enter a new asset with an estimated date acquired of 1/17/06 and a start date of 1/17/06. At the time the date acquired is updated to the actual date acquired, the date acquired can only be changed to 1/17/06 or earlier. For this reason, if you enter an estimated date acquired for an asset, be sure to enter a date far enough in the future, so it can be updated to the correct actual date.

     

    Note: When entering a new asset with an estimated date acquired of some time in the future do not update the location tab. At the time the date acquired is updated to the actual date acquired, the Location tab can be completed.

     

    Warning: The start date for location cannot be prior to the date acquired and the start date for location cannot be after the present date.  

     

    Enter "8/22/2010" into the Start Date field.

    Step 29
  30. Complete the remaining fields as fully as possible or necessary:

     

      Current Qty/Net/Area

      Original Qty/Gross Area  

     

    In this lesson these fields are already completed and we are not going to change the data in them.

    Step 30
  31. Click the Category Codes 1-10 tab.

    Step 31
  32. The Item Code field defaults in from account number

    Step 32
  33. Click in the Agency field.

    Step 33
  34. In the Agency field enter the three digit agency number (ex. 065).

     

    Note:  The Agency field is required and will flag red if left blank.  

     

    Enter "065" into the Agency field.

    Step 34
  35. Click in the Division field.

    Step 35
  36. In the Division field enter the three digit division number (ex. 017).

     

    Note:  The Division field is required and will flag red if left blank.  

     

    Enter "017" into the Division field.

    Step 36
  37. Complete the remaining fields as fully as possible or necessary:

     

    o Sub Item Code – type in code that further defines the item

    o Manufacturer – type in code that further defines the item

    o Model Year – type in the year, (i.e., 002 = 2002), optional

    o Use/Debit Code – Agency Specific

    o Color/Material – Color of Fixed Asset

    o Rate Group – Agency Specific

    Step 37
  38. OPTIONAL:

     

    If you are unable to find an appropirate code for a specific field when using the Visual Assist button, contact OCIO Help Desk to request a new "User Defined Code" be created.

    Step 38
  39. OPITONAL:

     

    Request to OCIO Help Desk for new User Defined Code must contain specific information.  This information is available by selecting the Visual Assist button for the field.

     

    Provide:

    Product Code, i.e. 12 = Fixed Assets

    User Defined Code, i.e. F6 = Cetegory Code 16

    o  Requested Description for new code

    Step 39
  40. Note: When the proceeds from a surplus sale are to be returned to a specific fund enter information in the following fields. An example would be the proceeds of the sale of a vehicle that are returned to the TSB Fund.

     

    Source Funds

    Split Code/Grant - (Category Codes 11-20 tab)

    COD - (Category Codes 11-20 tab)

    Step 40
  41. Click in the Sub-Item Code field.

    Step 41
  42. Enter "305" into the Sub-Item Code field.

    Step 42
  43. Press [Tab].

    Step 43
  44. Enter "DEL" into the Manufacturer field.

    Step 44
  45. Click the Category Codes 11-20 tab.

    Step 45
  46. Complete the remaining fields as fully as possible or necessary:

     

    Engine Disp/Liters-CID – Agency Specific

    Util/Cyl – Agency Specific

    Type Heating – Agency Specific

    Type Cooling – Agency Specific

    Split Code/Grant – use this field when proceeds from a surplus sale are to be returned to a specific fund

    Billing – Agency Specific

    COD – use this field when proceeds from a surplus sale are to be returned to a specific fund

    Step 46
  47. Click the Additional Info tab.

    Step 47
  48. Complete at least the first line of the Location: Building/Room/Comments field.  

     

    Enter "STATE CAPITOL" into the Location: Building/Room/Comments field.

    Step 48
  49. Click in the New or Used field.

    Step 49
  50. Enter appropriate New or Used Code:

     

    N - New

    U - Used

    D - Donated

    Step 50
  51. Click the New or Used Visual Assist button.

    Step 51
  52. Select the correct code.

     

    Click the N (NEW) option.

    Step 52
  53. Click the Select button.

    Step 53
  54. Press [Tab].

    Step 54
  55. Complete the Ownership/Master Lease field.  The following are several examples of ownership codes:

     

    F - Federal Owned

    M - Master Lease

    S - State Owned  

     

    Enter "S" into the Ownership/Master Lease field.

    Step 55
  56. Click the Form button.

    Step 56
  57. Click the Asset Master Info menu.

    Step 57
  58. Click the Finance menu.

    Step 58
  59. For Personal Property and Donated Proptery complete the following fields:

      Ownership/Master Lease

      Lessor/Vendor

      Explanation

      Explanation - Remark

     

    For Capital Projects be sure to also complete the following fields:

      Handicap Access

      Beginning Contract Date

      Contract Expiration Date  

     

    In this lesson we are not going to make any changes.  Click the continue link or press Enter on your keyboard.

    Step 59
  60. Click the OK button.

    Step 60
  61. Click the Form button.

    Step 61
  62. Click the Asset Master Info menu.

    Step 62
  63. Click the Insurance menu.

    Step 63
  64. Enter any insurance information pertinent to the new asset (i.e. insurance company, policy number, premium, value, replacement cost, etc.) 

     

    For Capital Projects complete the following required fields:

      Insurance Value

      Replacement Cost  

     

    Complete the remaining fields as fully as possible or necessary:

      Insurance Policy Number

      Renewal Month

      Insurance Premium

      Insurance Value  

     

    In this lesson we are not going to make any changes.  Click the continue link or press Enter on your keyboard.

    Step 64
  65. Click the OK button.

    Step 65
  66. Click the OK button.

    Step 66
  67. Write down the Last Asset Number Entered for future reference. 

     

    Click the Cancel button.

    Step 67
  68. Click the Close button.

    Step 68

You have successfully completed this lesson.

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