Fixed Asset Module. Version 1.0 Updated 11/20/2018

Transcription

1 South Dakota Board of Regents Student Information System/Financial Aid Human Resources/Finance Information System Fixed Asset Module Version 1.0 Updated 11/20/2018 Page 1

2 Table of Contents Introduction 3 Glossary 4 Rules, Validation, Maintenance Pages 5-6 Fixed Asset Procurement Report 7-10 Creating Permanent Tags Creating a Primary Tag-Attachment Creating a Primary Tag-Component Creating an O-Tag from a Document Tag (D-Tag) Creating Gifts/Donations Deleting an O-Tag 52 New Tag, Non-Procurement - Creating an O-Tag Transfers Write-Off Change Capitalization Amount Reports and Queries Page 2

3 Introduction Fixed Asset Module Overview The goal of the Fixed Asset Manual is to familiarize the users with the day-to-day operating tasks for fixed asset management. The manual covers Procedures, Terminology, Reports, Queries and other supporting information to understand the Banner Module. Intended Audience This manual is intended for the users of the Fixed Asset Module in the South Dakota Board of Regents System. Page 3

4 Glossary Fixed Asset Module Attachment Primary Tag: As an attachment primary tag, as asset cannot be assigned a permanent tag number of its own (it will be referenced only using the origination tag number) and will be adjusted and depreciated as part of the primary tag. This can also be referred to as a price increase or decrease. Component of Primary Tag: As a component of a primary tag, an asset is merely grouped with other items, but can be assigned its own permanent tag number and can be adjusted and depreciated independently. Document Tag (D-Tag): A unique tag created when journal entries, stores issues, or a cash receipt are entered against the fixed asset or capital expense accounts. D-tags are converted into O-tags and then into P-tags. Origination Tag (O-Tag): A unique identifier for the temporary master record of any fixed or moveable asset. Permanent Tag (P-Tag): A unique user-created or system-generated permanent tag number assigned to the asset. Primary Tag: A unique tag used to associate a group of assets together whether as a component or attachment. Page 4

5 Rules, Validation, Maintenance Pages Fixed Asset Module FAIINVE Invoice/Credit Memo Query Page A filter-only page that displays accounting, commodity, currency conversion, and tax information about a specified invoice. FAIINVL Invoice/Credit Memo List Page A filter-only page that provides a list of invoice transactions by status. FFAADJF Fixed Asset Adjustment Page This page capitalizes accounting transactions (Recognition of Acquisitions). The page also supports Adjustments (Write-Downs, Write- Ups), Retirements (Disposals), Sale of Assets (Write-Offs), Capitalization of P-Tags or O- Tags, Depreciation Adjustments, General Ledger (G/L) Changes, No Posting to G/L, and Reverses Capitalization for P-Tags and O-Tags. FFADEPR Fixed asset Depreciation Page This page allows you to specify the asset depreciation methodology and account distribution for recording depreciation. This page is designed to ensure that accounting information for the depreciation expense posting and accumulated depreciation information for General Ledger posting are properly defined. It also validates other user-defined fields that are required for the depreciation method chosen. FFAFDEL Fixed Asset Master Delete Page Fixed Asset Master Delete page removes fixed asset master records from the FFBMAST, FFRMASF, and FFRMASA tables without creating accounting entries. The page opens in filter mode. Only assets that have not been capitalized or assets which are included on a cancelled invoice will appear on this page. All fields on the page are display-only and filterable except for the Mark for Delete check box. FFAMAST Fixed Asset Master Maintenance Page This page creates fixed or moveable asset records, converts origination tags to permanent tags, or updates existing asset records. All asset information is keyed into this form. FFATRAN Fixed Asset Transfer Page This page is used to record responsible entity information when you physically move an asset or recognize a change in accountability. This page is also used to change a permanent tag number, user status code, condition code, or title-to code. The system retains a history of these changes. FFIFALV Fixed Asset List Page This query only page provides an online display of all of the fixed assets either by O-Tag or P-Tag. FFIPROC Fixed Asset Procurement Query Page A filter-only page that displays the entire data (purchase order, invoice, and receiving) for O-Tags ready to be converted to a P-Tag, as well as O-Tags converted to a P-Tag. Page 5

6 FFPOEXT Fixed Asset Orig. Tab Extract This page extracts the invoice into an Origination Tag. This process should run automatically in Production. Right now we need to run this manually to extract the invoices into an Origination Tag. FGIDOCR Document Retrieval Inquiry Page This page provides online filter capability for all transactions processed by the system. FGITRND Detail Transaction Activity Page This query only page displays an online view of detailed transaction activity for operating ledger accounts. FOADOCU Document by User Page This page displays a list of documents originated by a specific user. If a document is pending approval, the originating user can deny the document and change the status to Incomplete to make corrections or delete. FOIDOCH Document History Page This document history page displays the processing history of purchasing and payment documents. It identifies and provides the status of all documents in the processing path for the document you select. FFRAGRP Fixed Asset/Asset Group Report This report displays a specified asset master record or a group of asset master records that are associated as attachments or components. Page 6

7 Fixed Asset Procurement Report 1. FFPOEXT Fixed Asset Origination Tag Extraction. This job will create Origination Tags for each Invoice that has a Fixed Asset. This process is a daily cron job setup by RIS. In the TEST environment, FFPOEXT is run manually. 2. FFRPROC Fixed Asset Procurement Report. Running the FFRPROC Report On the Landing Page, find the menu key in FFRPROC in the search box and enter. in the upper left-hand corner of the screen or type a. Click Go in the upper right hand corner. b. In the Printer field type DATABASE and then click Next Section to get to the Parameter Values Information. c. Under Values change dates then click Next Section. In the Submission Information click Save Parameter Set. Click SAVE in the lower right-hand corner. Page 7

8 d. Two messages will appear in green. e. Click RELATED f. Click Review Output. Page 8

9 g. Click the by Process and select the.lis file and click OK. h. This report will show the Origination Tags (O-Tags) that belong to your specific campus Origination Codes. Page 9

10 i. To print or save the report click Tools in the right-hand corner and click Show Document (Save and Print File). j. A message in red will appear asking if you wish to continue. Click yes. The report will open. k. With the list of O-Tags for your University, start converting your Origination Tags (O-Tags). Page 10

11 Creating Permanent Tags Fixed Asset Module On the Landing Page, find the menu key FFAMAST in the search box and enter. in the upper left-hand corner of the screen or type in 1. Enter in the O-Tag you found on the FFRPROC in the Asset Tag field. 2. Tab over to the Action field. Select Convert to Permanent Tag. 3. Click Go in the upper right-hand corner. 4. In the Master Information ; a. In the Permanent Tag field, key in Next and the system will assign the next P-Tag or key in your University s unique P-Tag #. b. Tab to the Asset Description Field. Enter the name of the asset c. Tab to the Asset Type field. d. This field is a Required Field. e. Search or key in the Asset Type. f. Tab to the User Status Code. g. Search or key in the User Status Code. h. This is an optional field. Page 11

12 i. Click Next Section to go to the Acquisition Information. 5. In the Acquisition Method field; a. Search or key in the Acquisition Method information. b. Select the correct Acquisition Method and double click on the first column. c. The commonly used Acquisition Methods use are: NN for New Purchase, GG for Gift, RR for Received from Surplus, and AA for Received from other agency d. Key in the Acquisition Date from the Invoice or click calendar and select a date. e. Key in the Make, Model, Manufacture, and Serial Number information in the appropriate fields. f. Key in the In Service Date. This date should be the same date as the Acquisition Date. g. Tab to the Condition Code field. h. This field is an optional field. i. Tab to the Title To field. j. Distinguish if the asset is a University Owned, Federal, State, Leased, or from a Private Source. k. Use the appropriate code for your University. Usually this will be a University Owned Title To code. l. Click Next Section to go to the Procurement Information. Page 12

13 6. In the Procurement Information ; a. The curser will be at the Transfer Data location in the COA field. b. If the Organization Field is blank, enter an organization code for this asset. c. The Organization Code distinguished which Department owns this piece of the asset. i. If this information came from the P.O., then the organization code will not be able to be changed unless you do a transfer. This is a separate procedure and will require using an Adjustment Form. d. If the Location field is blank, enter a location code for this asset. i. The location code distinguishes which building the asset resides. e. The other fields are optional. Use only if there is campus specific information required to be captured. i. The fields that are optional are Grant, Custodian ID, and Equipment Manager. f. Click Next Section to go to the Funding Source. Page 13

14 Note the Program # Enter Total Cost of O-Tags Here per funding source. 7. In the Funding Source you can verify the funding sources. a. If there are changes, a journal voucher will need to be completed to correct the funding source. This should be completed at a later time. b. In the Funding Source, verify if there are multiple funding sources to the invoice. i. Make a note of FOAPAL string for the next form. c. Write down the Program Code to use when you depreciate the asset. i. Use the program from the FOAPAL ii. DO NOT USE Program 10. d. You can make changes to the cost here if needed. If you have multiple O-tags and need to combine them into one, you can make that change here. e. Click Next Section to go to the Capitalization Information. 8. In the Capitalization Information the default capitalization fund, equity account, asset account and the accumulated depreciation account codes are auto populated. If one of the above account codes is not populated click New Sequence. Page 14

15 a. Verify the Capitalization Fund and the Equity Account. i. Enter the normal campus specific Capitalization Fund. (Example for Capitalization Fund: X66000 the X should be the campus code. SDSU s campus number is 3 so the Capitalization Fund code would be ) ii. Enter the Equity Account field with the code Net Assets. iii. The Asset Account should be 1G0030 iv. The Accumulated Depreciation Account should be 1G0070. v. Enter the cost of the Asset. The amount must match the cost of the asset on the funding source screen. vi. Once this is completed and all costs and necessary information have been entered, Click Next Section to go to the User Fields. 9. In the User Fields, you can place the room numbers for the particular asset. a. Click on the by the User Attributes. b. Select the appropriate room number and double click on the first column. c. Once all of the information: the Cost, the Capitalization, and the O-Tag converted to a P-Tag, the asset needs to be capitalize. Page 15

16 HINT: Click anywhere in the white area and it will take you back to the Landing Page. Fixed Asset Module d. To Capitalize the P-Tag, on the Landing Page, find the menu key in the upper lefthand corner of the screen or type in FFAADFG in the search box and enter. e. Capitalizing a P-Tag. i. Go to FFAADJF Fixed Asset Adjustment Form. ii. Key Next in the Document Code field. iii. Click the Click OK. iv. Click GO. by the Function Code field and select the SCAP P-tag Capitalization. f. In the Description enter the reason for the adjustment. Example Capitalize Asset SD Page 16

17 i. Enter information in the Document Reference. The O-Tag or P-Tag are great things to put here. This will help identify the asset capitalized on the General Ledger and on the FGRLGTA report. ii. Click Next Section iii. Enter the permanent tag (P-Tag) number in the Permanent Tag field. iv. Tab this will populate the information about this P-Tag. v. Click Next Section to go to the Adjustment Balancing/Completion. g. Note the Document Code for future reference and verify the amount. i. Click the Complete button. ii. The system will return to FFAADJF. iii. Write down the Document Number the system has created. 1. The document number should be at the top right-hand corner of the page in green. Page 17

18 iv. Click the X to exit this form. h. Before completing the last steps, the posting process needs to be completed. i. This should only take a minute. ii. Check on the process by viewing the asset in FFAMAST. 1. Go to FFAMAST, enter the P-Tag into the Document Tag line and Choose Permanent Tag-Update Asset in the Action Field. 2. Click GO. iii. If the tag is in use, this item cannot be adjusted or depreciated. If this tag is not in use and is capitalized, the asset is ready to be depreciated. Page 18

19 1. Click the RELATED button on the tool bar and select the Depreciation Information. 2. In the Depreciation Information, Verify the Permanent Tag or enter the Permanent Tag and Click Go. iv. In the Asset Depreciation Information 1. Tab to the Frequency field. Select Annual for how often Depreciation will run. 2. Tab to the Start Date field. 3. Key in the Start Date that the depreciation needs to start calculating. This should be the Acquisition Date of the Asset. 4. Click Next Section Page 19

20 5. In the Asset Depreciation Expense Distribution. 6. The Sequence COA-Fund-Organization-Account-Program-Activity-Location- Posting Code a. The Program Code should be changed to what is in the Funding Source FOAPAL. In this case Program 6 (see page 14). b. If the FOAPAL string does not auto populate refer to the below guidelines. c. The Organization Code can be the code used as the funding source when the gift was calculated. d. The Account Code is not campus specific. This code should be Depr. Exp. Equipment. e. The Activity Code is unique for each campus. SDSU Activity Code is 3ZDEPR. f. The Posting Code field should be (P)ost Deprec. 7. Click on the Save in the lower right-hand corner. In the upper right-hand corner a message should appear Saved successfully etc. 8. Click the X to Exit this form. 9. This will bring you back to the previous form. 10. This asset is Approved in Banner. Repeat the above steps until all of the assets have been approved in Banner. Page 20

21 Creating a Primary Tag ~ ATTACHMENT to PRIMARY TAG Fixed Asset Module 1. Using the FFRPROC report, start converting Origination Tags (O-Tags) to Permanent Tags (P- Tags). a. On the Landing Page find the menu key in the upper left-hand corner of the screen or type in FFAMAST in the search box and enter. b. Enter in the O-Tag from the FFRPROC report in the Asset Tag field. c. Tab over to the Action field. Select Origination Tag Update Asset to create an ATTACHMENT PRIMARY TAG d. Click Go in the upper right-hand corner. 2. In the Master Information Section ; a. Leave the Primary Tag blank and Tab to the Asset Type field. i. This field is a Required Field. ii. Search or use a list and key in the Asset Type. Page 21

22 b. Tab to the User Status Code. i. Search or use a list and key in the User Status Code ii. This is an optional field. Fixed Asset Module c. Click Next Section to go to the Acquisition Information. 3. In the Acquisition Method field; a. Search or use a list and key in the Acquisition Method information. i. Select the correct Acquisition Method and double click on the first column. ii. The commonly used Acquisition Methods use are: 1. NN for New Purchase, GG for Gift, RR for Received from Surplus, and AA for Received from other agency b. Key in the Acquisition Date from the Invoice. Can key in the date or click calendar. c. Tab through make, model, serial number, etc. as this will update once we attach to the Primary Tag. d. Key in the In Service Date this date should be the same date at the Acquisition Date. e. Tab to the Condition Code field. i. This field is an optional field. f. Tab to the Title To field. i. Distinguish if the asset is a University Owned, Federal, State, Leased, or from a Private Source. ii. Use the appropriate code for your University. Usually this will be a University Owned Title To code. g. Click Next Section to go to the Procurement Information. Page 22

23 4. In the Procurement Information Section ; a. The curser will be at the Transfer Data location in the COA field type an S. b. If the Organization Field is blank, enter an organization code for this asset. i. The Organization Code distinguishes which Department owns this piece of the asset. ii. If this information came from the P.O. then the organization code will not be able to be changed unless you do a transfer. This is a separate procedure and will require using an Adjustment Form. c. If the Location code is blank, enter a location code for this asset. i. The location code distinguishes which building the asset resides. d. The other fields are optional. Use only if there is campus specific information required to be captured. i. The optional fields are: Grant, Custodian ID, and Equipment Manager. e. Click Next Section to go to the Funding Source Information. Page 23

24 Write down Program # Fixed Asset Module These totals should equal the total cost of the asset. If multiple Funding sources change the totals for each source 5. In the Funding Source Section verify the funding sources. a. In Funding Source double check to see if there are multiple funding sources. i. Make a note of this for the next form. ii. Change the cost of each funding source (if necessary), the total of the asset is to equal the total cost of the O-tags that are part of the Asset. If there is only one funding source, change the cost accordingly. b. Write down the Program Code to use when depreciating the asset. i. Use the program from the FOAPAL ii. DO NOT USE Program 10. c. Perform a Next Block to go to the Capitalization Information form. 6. The Capitalization Information Section displays the default capitalization fund, equity account, asset account and the accumulated depreciation account codes. a. If one of the above codes is not populated perform a New Sequence. i. Enter the normal campus specific Capitalization Fund (Example for Capitalization Fund: X66000 the X should be the campus code. SDSU s campus number is 3 so the Capitalization Fund code would be ) ii. Enter the Equity Account field with the code Net Assets. iii. The Asset Account should be 1G0030 iv. The Accumulated Depreciation Account should be 1G0070. Page 24

25 v. Enter the total cost of the Asset. This amount must match the total cost of the asset on the funding source screen. Note: If there is more than one funding source in this form, the sequence will need to remain constant throughout the process. vi. **If there were Multiple Fund Sources, enter the costs of the asset in the order in which they appear on the Funding Source Screen (image above). 1. Enter the amount from line one in the cost line of the Capitalization Screen. 2. Scroll down once on the scroll bar and a new block of information will come up. a. Enter all necessary information. b. Enter the amount from the second line from the Funding Source Screen in the cost line. 3. Repeat these steps for all of the amounts found on the Funding Source Screen 4. Once this is completed and all costs and necessary information have been entered, Click Next Section to the User Fields. 5. Click Next Section again. vii. Once all of the information, the Cost and the Capitalization information has been updated, the O-Tag will need to be capitalized. viii. To Capitalize the O-Tag, go to FFAADJF. (see next page) Page 25

26 Capitalizing an O-Tag Fixed Asset Module 1. Go to FFAADJF Fixed Asset Adjustment a. Key Next in the Document Code field. i. Click the by the Function Code field ii. Select the SCAO O-tag Capitalization. iii. Click OK. iv. Click GO v. Enter the reason for the adjustment. Example Capitalize T /SD39565 vi. Enter information in the Document Reference field. The O-Tag or P-Tag numbers are great references to enter. This will help identify the asset capitalized on the FGRLGTA. vii. Click Next Section Page 26

27 b. Enter the origination tag number in the Origination Tag field. i. Tab The system will fill in the rest of the P-Tag information. Fixed Asset Module ii. Click Next Section to go to the Adjustment Balancing/Completion. iii. Note the Document Code for future reference and verify the amount. iv. Click the Complete button. v. The system will return to of FFAADJF. vi. Write down the Document Number the system has created. The document number should be at the top right-hand corner of the page in green. vii. Click the X to exit this form. c. Before completing the last steps, the posting process needs to be completed. i. This should only take a minute. ii. Check on the process by viewing the asset in FFAMAST d. Attaching the O-Tag i. Go to FFAMAST, enter the O-Tag into the Document Tag line and click Origination Tag- Update Asset in the Action Field. ii. Click GO 1. If the tag is in use, it cannot be adjusted and one must wait to complete the other steps. 2. If this tag is not in use and is capitalized, the O-Tag can be attached to the primary tag. Page 27

28 e. The cursor will be in the Primary tag field. i. Enter the P-tag that is to be the primary tag to this O-Tag. ii. Tab to Subordinate Type. iii. Click the arrow and select Attached to. iv. Save. v. Exit FFAMAST. f. On the Landing Page, find the menu key in the upper left-hand corner of the screen or type in FFADEPR in the search box and enter. Page 28

29 g. Enter the P-Tag that you attached the O-tag to in the Permanent Tag field and click Go h. Click Next Section to go to the Asset Depreciation Expense Distribution section i. Click the down arrow on your key board until you get to the sequence that has a program code 10. ii. Change the program code to match the funding source of the O-Tag that was entered. iii. Save. Page 29

30 Creating a Primary Tag ~ COMPONENT to PRIMARY TAG Fixed Asset Module 1. Using the FFRPROC report start converting Origination Tags (O-Tags) to Permanent Tags (P- Tags). a. On the Landing Page, find the menu key in the upper left-hand corner of the screen or type in FFAMAST in the search box and enter. b. Enter in the O-Tag you found in the FFRPROC report in the Asset Tag field. c. Tab to the Action field. d. Select Convert permanent tag to create a COMPONENT PRIMARY TAG. e. Click Go in the upper right-hand corner. 2. In the Master Information ; a. In the Permanent Tag field enter the component tag number. This can be the original permanent tag that this component is part of. For example SD b. Tab to the Asset Description Field. c. Enter the asset name. d. Tab to the Asset Type field. i. This field is a Required Field. ii. Search or key in the Asset Type. e. Tab to the User Status Code. i. Search or key in the User Status Code. ii. This is an optional field. f. Click Next Section to go to the Acquisition Information. Page 30

31 3. In the Acquisition Method field; a. Search or key in the Acquisition Method information. i. Search, select the correct Acquisition Method, and double click on the first column. ii. The most used Acquisition Methods are: 1. NN for New Purchase, GG for Gift, RR for Received from Surplus, and AA for Received from other agency b. Enter the following: i. The Acquisition Date from the Invoice ii. The Make, Model, Manufacture, and Serial Number information in the appropriate fields. iii. The In Service Date (this date should be the same date at the Acquisition Date ). c. Tab to the Condition Code field. i. This field is an optional field. d. Tab to the Title To field. i. Distinguish if the asset is a University Owned, Federal, State, Leased, or from a Private Source. ii. Use the appropriate code for your University. Usually this will be a University Owned Title To code. e. Click Next Section to go to the Procurement Information. Page 31

32 4. In the Procurement Information ; a. The curser will be at the Transfer Data location in the COA field. b. If the Organization is blank, Field enter an organization code for this asset. i. The Organization Code distinguishes which Department owns this piece of asset. ii. If this information came from the P.O. then this code will not be able to be changed unless you do a transfer. This is a separate procedure and will require using an Adjustment Form. c. If the Location field is blank, enter a location code for this asset. i. The location code distinguishes which building the asset resides. d. The other fields are optional. Use only if there is campus specific information required to be captured. i. The fields that are optional are Grant, Custodian ID, and Equipment Manager. e. Click Next Section to go to the Funding Source. Page 32

33 Note the Program # Enter Total Cost of O-Tags Here per funding source. Fixed Asset Module 5. In the Funding Source you can verify the funding sources. a. If there are changes a journal voucher will need to be completed to correct the funding source. This should be completed at a later time. b. In the Funding Source double check to see if there are multiple funding sources. i. Make a note of this for the next form. c. Write down the Program Code to use when you depreciate the asset. i. We will be using the program from the FOAPAL instead of using Program 10. d. Make changes to the cost here if needed. If there are multiple O-tags that can be combined into one, you can make that change here. e. Click Next Section to go to the Capitalization Information. Page 33

34 6. The Capitalization Information displays the default capitalization fund, equity account, asset account and the accumulated depreciation account codes. a. If one of the above codes is not populated perform a New Sequence. i. Enter the normal campus specific Capitalization Fund..(Example for Capitalization Fund: X66000 the X should be the campus code. SDSU s campus number is 3 so the Capitalization Fund code would be ) ii. Enter the Equity Account field with the code Net Assets. iii. The Asset Account should be 1G0030 iv. The Accumulated Depreciation Account should be 1G0070. b. Enter the total cost of the Asset.. This amount must match the total cost of the asset on the funding source screen. 7. Once this is completed and all costs and necessary information have been entered, Click Next Section to the User Fields Page 34

35 8. In the User Fields, enter the room numbers for the particular asset. a. Click on the by the User Attributes. b. This will display all of the room Numbers/Names. Select the appropriate room number and double click on the first column. 9. Once all of the information, the Cost and the Capitalization information, is updated and the O- Tag converted to a P-Tag, the asset needs to be capitalized. 10. To Capitalize the P-Tag, on the Landing Page, find the menu key in the upper lefthand corner of the screen or type in FFAADFG in the search box and enter. Page 35

36 11. Capitalizing a P-Tag. a. Go to FFAADJF Fixed Asset Adjustment Form. Fixed Asset Module i. Key Next in the Document Code field. ii. Click the by the Function Code field and select the SCAP P-tag Capitalization. Click OK. iii. Click GO ( see above) b. Enter the reason for the adjustment. Example Capitalize SD /SD15147 i. Enter information in the Document Reference. The O-Tag or P-Tag are great things to put here. This will help identify the asset capitalized in General Ledger and on the FGRLGTA report. c. Click Next Section d. Enter the permanent tag (P-Tag) number in the Permanent Tag field. i. Tab this will fill in the rest of the information about the P-Tag you just keyed in. Page 36

37 ii. Click Next Section to go to the Adjustment Balancing/Completion. Note the Document Code for future reference and verify the amount. e. Click the Complete button. i. The system will return to FFAADJF. ii. Write down the Document Number the system has created. iii. The document number should be at the top right-hand corner of the page in green. f. Click the X to exit this form. g. Before completing the last steps, the posting process needs to be completed. i. Check on the process by viewing the asset in FFAMAST. ii. If the tag is in use, it cannot be. iii. If this tag is not in use and is capitalized: 1. In the Primary Tag Field enter Primary tag for this component tag. 2. In the Subordinate Type Field, click the down arrow and select Component of. (The Permanent Tag ( ) is now a component of the Primary Tag (15147.)) Page 37

38 h. Click the RELATED button on the tool bar and select the Depreciation Information. i. In the Depreciation Information, verify the Permanent Tag or enter the Permanent Tag and Click Go. i. In the Asset Depreciation Information ii. Tab to the Frequency field. Select Annual. iii. Tab to the Start Date field. iv. Key in the Start Date that the depreciation needs to start calculating. This should be the Acquisition Date of the Component. j. Click Next Section Page 38

39 i. In the Asset Depreciation Expense Distribution. ii. The Sequence-COA-Fund-Organiztion-Account-Program-Activity-Location-Posting Code 1. The Program Code should match is the Program Code in the Funding Source FOAPAL string. In this case Program 06 (see page 14). a. Click on the Save in the lower right-hand corner. b. In the upper right-hand corner a message will appear Saved successfully etc. c. Click the X to Exit this form. Page 39

40 Creating an O-tag from a Document Tag (D-tag) Fixed Asset Module 1. Run the FFPOEXT Fixed Asset Origination Tag Extraction. This will create Origination Tags for each Invoice that has a Fixed Asset. This process is run daily cron job setup by RIS. In TEST environment, FFPOEXT is run manually. a. In SNAP on the left side menu click on EPRINT and then EPRINT HOME. Click Main Finance. b. This will bring up the BANNER eprint Repository. Page 40

41 c. At the bottom of the page click the down arrow and select FFPOEXT. At the top of the listing click the Drill next to that report. d. If you know the posting date the Journal Voucher, select a report by date to view the Journal Voucher. Page 41

42 e. Look for the specific journal voucher for your University. The page can either be printed or the document number can be written down. The document number starts with J. This document will be corrected to change the coding so that an asset tag can be changed to an O-tag. 2. On the Landing Page find the menu key in the upper left-hand corner of the screen or type in FFFADTGP Fixed Asset D-tag Processing Page. 3. Click Next Section 4. Type in the Document # from the FFPOEXT eprint report. Click Go Page 42

43 5. Start with the first sequence or key the down arrow until you get to the sequence you are looking for. a. Click Next Section To get to the details. b. Tab to the Action Field and click the down arrow. c. Select Create. Click the Save Button. The origination tag will auto populate. d. Write down the origination tag #. Write down the Origination Tag #. e. Click Tools on the Menu Bar and select Perform Actions a notification will appear in Red. Click OK. Page 43

44 f. Once this process is completed, convert the O-tag into a P-tag. Page 44

45 Creating Gifts/Donations Fixed Asset Module On the Landing Page find the menu key FFAMAST and Enter. in the upper left-hand corner of the screen or type in 1. Enter Next in the Asset Tag field. 2. Tab over to the Action field. Select Gifts/Donations. 3. Click GO to go to the Master Information Form. 4. In the Master Information Form ; a. In the Permanent Tag field, key in Next and the system will assign the next P-Tag or key your University s unique P-Tag #. b. Tab to the Asset Description Field. Enter the name of the asset. c. Tab to the Asset Type field. This is a Required Field. i. You can do a search or you can use a list and just key in the Asset Type. ii. You can do a search or you can use the drop-down list and select from there. d. Tab to the User Status Code. This is an optional field. i. You can do a search or use a list and just key in the User Status Code. 1. The code that can be used for this is G Gifts. ii. This is an optional field. e. Click Next Section to go to the Acquisition Information Form. 5. In the Acquisition Method field; a. Search or use a list and key in the Acquisition Method information. i. Select the correct Acquisition Method and double click on the first column. ii. Use the GG Gifts Acquisition Code for a Gift. b. Key in the Acquisition Date from the Invoice. Key the date as follows: MM/DD/YYYY. Page 45

46 c. Key in the Make, Model, Manufacture, and Serial Number information in the appropriate fields. d. Key in the In Service Date this date should be the same date at the Acquisition Date. e. Tab to the Condition Code field. i. Search or use a list and key in the Condition Code. f. Tab to the Title To field. i. Distinguish if the asset is a University Owned, Federal, State, Leased, or from a Private Source. ii. Use the appropriate code for your University. Usually this will be a University Owned Title To code. g. Click Next Section to go to the Procurement Information Form 6. In the Procurement Information ; a. Enter in the received date in the Received Date field. i. Key in the COA. 1. This field should populate automatically. ii. If the Organization Field is blank, enter an organization code for this asset. The Organization Code distinguishes which Department owns this piece of asset. iii. If the Location field blank, enter a location code for this asset. The Location Code distinguishes which building the asset resides. b. The other fields are optional. Use only if there is campus specific information required to be captured. i. The information in the Transfer Data section is used if the original Organization and Location fields is to be transferred.. ii. Optional fields are Grant, Custodian ID, and Equipment Manager. c. Click Next Section to go to the Funding Source Form. Page 46

47 7. In the Funding Source. a. Add the FOAPAL string, and cost. The Fund, Organization, and Program should auto populate if an Index Code is used. i. Key in your institution s Net Assets in Plant Fund Code (X66000) for the Gift/Donation. ii. Account Field the account usually keyed into this field is 1G0030 Equipment. No expense code will be used for Gifts. iii. Cost This should be the cost of the Gift. b. Click Next Section to the Capitalization Information Form. 8. The Capitalization Information, displays the default capitalization fund, equity account, asset account and the accumulated depreciation account codes. a. If one of the above codes is not populated perform a New Sequence. i. Enter the normal campus specific Capitalization Fund. (Example for Capitalization Fund: X66000 the X should be the campus code. SDSU s campus number is 3 so the Capitalization Fund code would be ) ii. Enter the Equity Account field with the code Net Assets. iii. The Asset Account should be 1G0030 iv. The Accumulated Depreciation Account should be 1G0070. b. Enter the total cost of the Asset. c. Click Next Section to the User Fields Page 47

48 9. In the User Fields, enter the room numbers for the particular asset. 10. Click Next Section to return back to the Master Information. Click X to navigate to the Landing Page. 11. Once the gift has been converted, capitalize the gift using the same steps as a P-tag. 12. Go to FFAADJF Fixed Asset Adjustment Form. a. Key Next in the Document Code field. b. Click the by the Function Code field and select the SCAP P-tag Capitalization. Click OK. c. Click GO 13. Enter the reason for the adjustment. Example Capitalize Asset SD39567 a. Enter information in the Document Reference. The O-Tag or P-Tag are great things to put here. This will help identify the asset capitalized in the General Ledger and on the FGRLGTA report. 14. Click Next Section Page 48

49 15. Enter the permanent tag (P-Tag) number in the Permanent Tag field. a. Tab the system will fill in the rest of the P-Tag information. b. Click Next Section to the Adjustment Balancing/Completion 16. Note the Document Code for future reference and verify the amount. 17. Click the Complete button. 18. The system will return to the beginning of FFAADJF 19. Write down the Document Number the system has created. a. The document number should be at the top right hand corner of the page in green. 20. Click the X to exit this form. a. Before completing the last steps, the posting process needs to be completed. Page 49

50 21. Go to FFAMAST a. If the tag in use is clear and the capitalization indicator is check then click related to depreciate the asset. 22. Click the RELATED button on the tool bar and select the Depreciation Information. a. In the Depreciation Information, Verify the Permanent Tag Click Go. Page 50

51 23. The Asset Depreciation Information a. Tab to the Frequency field. b. Select Annual for how often Depreciation will run c. Tab to the Start Date field. Key in the Start Date that the depreciation needs to start calculating. This should be the Acquisition Date of the Asset. d. Click Next Section i. The Asset Depreciation Expense Distribution. ii. The Program Code should be changed to what is in the Funding Source FOAPAL. In this case Program 06. iii. Click on the Save in the lower right hand corner iv. Click the X to Exit this form. Page 51

52 Deleting an O-Tag Fixed Asset Module On the Landing Page find the menu key in the upper left hand corner of the screen or type in FFAFDEL- Fixed Asset Master Delete. This page allows you to delete the O-Tags that are not needed any longer. Click the arrow next to Add another Field. If you only have one O-tag left, you can select Origination Tag or if there are several you can enter Invoice. Click Go. 1. Check the boxes on the right hand side to select O-Tags for deletion. 2. When all O-tags that need to be deleted are selected click on Tools and then Delete All. A memo will come up that prompts you to select Delete All Again to delete. 3. A memo pops up stating marked for delete and all detail records will be deleted. Click OK. Page 52

53 New Tag, Non Procurement Creating an O-Tag Fixed Asset Module 1. On the Landing Page find the menu key in the upper left-hand corner of the screen or type in FFAMAST and Enter. a. Enter Next in the Asset Tag field. b. Tab over to the Action field. New Tag Non-Procurement. c. Click GO to go to the Master Information Form. 2. Complete the next two screens as directed in the section of Banner Procedures Converting into P-Tag. 3. If you are trying to create an O-Tag only, do not add Permanent Tag. 4. The Procurement Information Screen will show the O-Tag Created up in the left-hand corner. Be sure to note this. a. The curser is at the COA field. b. Key in S in the COA field, and the appropriate Organization and Location codes. c. Click Next Section to go to the Funding Source screen. d. Key in the Index, Fund, Organization, Acct Code and Program from the original invoice and Cost. Page 53

54 e. Click Next Section Complete a new sequence. Then enter in the cost of the asset. f. Click Next Section g. Enter room number for the Asset h. Click Next Section i. Go to FFAADJF and Capitalize the O-Tag or P-Tag which ever applies. j. Once capitalized, Depreciate the P-Tag or attach the O-Tag to a P-Tag. k. The asset is now completed. Page 54

55 Transfers Fixed Asset Module 1. On the Landing Page find the menu key in the upper left-hand corner of the screen or type in FFAMAST in the search box and Enter. a. Enter in the P-Tag that needs to be transferred in the Asset Tag field. b. Tab to the Action and select Permanent Tag Update Asset c. Click Next Section 2. The Master Information Screen a. Click Related menu b. Select Transfer Information c. Select Fixed Asset Transfer FFATRAN page. d. Click Go e. A warning will appear f. Click Cancel. g. Once Cancel has been selected, the fields will auto populate. Page 55

56 h. The cursor will be in the Asset Transfer To - COA To. i. Update or adjust the Organization, Location, Grant To, Custodian To, and Title To fields. ii. Key changes in the appropriate fields. In the example we are changing the location and the custodian information. i. Tab to the Transfer Document. i. Transfer Document Field is NOT a required field. But to track transfers, key in a transfer document. ii. Keep the Transfer date as the current date. iii. Transfer Reason is a required field. iv. Once all of adjustments have been completed, click the Save Button j. Exit the form. k.. The system will return to the Master Information screen in FFAMAST l. The Asset is now adjusted. Click Next Section. If the Title-to Code was changed, the change can be verified on the Acquisition Information screen. m. Click Next Section. If the Organization, Location or Custodian ID were change, the change can be verified on the Procurement Information screen. Page 56

57 Write-Off Fixed Asset Module 1. Make sure you have all of your back up information to complete the Sale of an Asset Procedures. 2. On the Landing Page find the menu key in the upper left-hand corner of the screen or type in FFAADJF Fixed Asset Adjustment Form and Enter. a. Type Next in the Document Code field. b. Tab to the Function code. Make sure the function code states Write Off c. Click GO 3. Click Next Section. a. Type in a description in the Description field for example Disposed asset SDxxxxx. b. Leave Transaction Date as current date. c. Tab to the Document Reference Field. i. Enter a reference number associated with this asset. 1. Example I placed the P-Tag as my reference code. 4. Click Next Section. a. Type in the P-Tag that will be disposed. b. Tab to the Disposal Method. i. Examples of Disposal Methods are: XX Sold at Public or Private, LL Lost, DD Destroyed, VV Salvaged, EE Error, SS Surplus, and TT Traded In. 5. Click Next Section. Page 57

58 6. Write down the Document Code to future reference 7. In the Input box, click on the Complete Button 8. Go to FFAMAST. a. Type the disposed P-Tag. b. Select in the Action field Permanent Tag update Asset c. Click Next Section to the Master Information. d. On the right side of the page the System Status Code is D for deletion. Page 58

59 e. Click Next Section to the Acquisition Method. f. At the bottom of the form the disposal method and the disposal date will be displayed. g. Click Next Section to the Acquisition Method. h. At the bottom of the page it will display the disposal method and the disposal date. 9. This asset is now disposed in Banner. Page 59

60 Change Capitalization Amount Fixed Asset Module 1. On the Landing Page find the menu key in the upper left-hand corner of the screen or type in FFAADJF Fixed Asset Adjustment Form in the search box and Enter. a. Type Next in the Document Code field. b. Tab to the Function code. Select the function code GL Change-Cap Amount and click GO, c. Enter a description in the Description field. (for example Increase Capital Amount.) d. Leave Transaction Date as the current date. e. Document Reference is optional. The Asset Tag is what is commonly used. 2. Click Next Section. 3. Enter the Permanent Tag number of the asset that needs adjusting. Make a note of the Document Code the system assigned. 4. Click Next Section. Page 60

61 5. Enter the new amount. Fixed Asset Module 6. Click Next Section. 7. Press Complete to finish the amount change. 8. You can verify the change completed in FFAMAST Page 61

62 Reports and Queries Reports FFRAGRP Fixed Asset/Asset Group Report Allows you to select a specified asset master record or a group of asset master records that are associated as attachments or components. FFRDTGA Fixed Asset DTAG Aging Report This report displays the aging of Pending D-tags as of a given cutoff date. FFRDTGT Fixed Asset DTAG Transaction Report This report displays D-tag transaction information as specified in the parameters of the report. FFRMAST Fixed Asset Master Record Report This report produces a printed record of all of the data appearing on the Asset Master record for selected assets. FFRPROC Fixed Asset Procurement Report This report can be run to see if each campus has new O- Tags to turn into a P-Tag. FGRGLTA - The General Ledger Transaction Activity Report - This report displays by Chart of Accounts and by fund beginning/ending balances for general ledger accounts and all debit and credit activity against those accounts. FGRODTA - This report is sorted by account and fund within each organization. This report displays expenses, budget and encumbrance activity (operating ledgers record budget and encumbrance activity) within a specified period. Page 62

63 Queries Fixed Asset Module FAIINVE Invoice/Credit Memo Query Form This form shows the different screens for the Invoice/Credit Memo Form. This form is just Query only. There is no way to change any data within this form. FAIINVL Invoice/Credit Memo List Form This form shows the listing of all invoices listed in Banner. FFIFALV Fixed Asset List Form This form gives you a listing of all of the either by O-Tag or P-Tag. FFIPROC Fixed Asset Procurement Query Form This query shows the entire O-Tags ready to be converted to a P-Tag, but it also shows the O-Tags that already have been converted to a P-Tag. FGIDOCR Document Retrieval Inquiry Form This document shows the different documents that are out in Banner. FGITRND Detail Transaction Activity Form Enables you to display an online view of detailed transaction activity for operating ledger accounts. FOADOCU Document by User form This form will show what documents have been completed by a specific user. FOIDOCH Document History Form This form shows the different documents associated with a document type. Example: you can look for a PO by placing PO in the Document Type field, then you can key in the PO# in the Document Code field. This will show what documents are associated with that particular PO. Page 63