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The following file descriptions are the actual data names stored in the Common Data Dictionary Library (CDDL) used by the COBOL application programs that make up the EIS Software Package.

Each file description in this chapter has 3 sections. The first section gives a brief description of the purpose of the file, along with the name of the file, the record name, and the primary key name. The second is a table that indicates the picture and size of each data element. The third is a definition list that appears in a glossary type format and gives some indication of how the element will be used in the system and/or what may be contained within it.

List of the EIS Data Files

The following is a listing of all the EIS data files for which the file
layouts and data definitions are given:

EISACQ.IDX

Acquisition Transaction File

EISDAT.REL

Configuration Data File

EISDSP.IDX

Disposition Transaction File

EISITM.IDX

Item Inventory File

EISLOC.IDX

Locally-defined Codes File

EISPND.IDX

Inventory Pending File

EISTRN.IDX

Transfer Transaction File

Acquisition Transaction File (EISACQ.IDX):

The purpose of the acquisition transaction file is to store all of the purchase order information about an asset for the original purchase and subsequent updates to the original cost.

FILE NAME

EISACQ.IDX

RECORD NAME

ACQUISITION_RECORD

PRIMARY KEY NAME

ACQUISITION_KEY

CDD Name Picture Size

ACQUISITION_KEY

Group

24

INVENTORY_TAG

X(12)

12

ACQUISITION_TYPE

X(2)

2

ACQUISITION_DATE

X(8)

8

ACQUISITION_COUNTER

9(2)

2

PURCHASE_ORDER

Group

10

PURCHASE_ORDER_NO

9(8)

8

CHARGE_NO

9(4)

4

PURCHASE_ORDER-DATE

X(8)

8

ACQUISITION_AMOUNT

S9(9)V9(2) COMP-3

6

ASSET_FUNCTION

X(4)

4

ASSET_FUND

X(4)

4

ASSET_CLASS

X(4)

4

ACCOUNT

Group

28

TRANSACTION_INDICATOR

X(2)

2

FUND

X(3)

3

FUNCTION

X(4)

4

OBJECT

X(3)

3

SCC

X(4)

4

SUBJECT

X(6)

6

OPERATIONAL_UNIT

X(3)

3

INSTRUCTIONAL_LEVEL

X(2)

2

JOB

X(3)

3

VENDOR_NO

9(6)

6

GRANT_ID

X(12)

12

GRANT_PROJECT_YEAR

X(4)

4

ADJUST_ORIGINAL_COST

X(2)

2

ADJUSTMENT_FLAG

X(2)

2

CHECK_NO

9(6)

6

FILLER

X(8)

8

Definition List of EISACQ.IDX

ACQUISITION_KEY

Primary Key (Group) field. Subdivides into INVENTORY_TAG, ACQUISITION_TYPE, ACQUISITION_DATE, and ACQUISITION_COUNTER.

INVENTORY_TAG

A 12 character locally defined ID tag. Required for each item on the inventory file. Any physical tag placed on the asset should agree with this number.

ACQUISITION_TYPE

Code for the type of acquisition record. "A" = acquisition (needed for GAAP schedule), "P" = payment (information only).

ACQUISITION_DATE

Date the item is acquired. May not be in a future fiscal year as determined by the fiscal year closed flag on EISMNT/DATSCN.

ACQUISITION_COUNTER

Count of the number of acquisition records posted for an asset on the same day.

PURCHASE_ORDER

Group field. Subdivides into PURCHASE_ORDER_NO and CHARGE_NO.

PURCHASE_ORDER_NO

USAS p.o. number taken from the original purchase order.

CHARGE_NO

USAS p.o. item number. The item number on the original purchase order.

PURCHASE_ORDER_DATE

USAS p.o. date from the original purchase order.

ACQUISITION_AMOUNT

The dollar amount expended as shown on the original purchase order.

ASSET_FUNCTION

Item's function code carried over from EISSCN/ITMSCN record screen 1.

ASSET_FUND

Item's fund code carried over from EISSCN/ITMSCN record screen 1.

ASSET_CLASS

Item's asset class code carried over from EISSCN/ITMSCN record screen 1.

ACCOUNT

Group field. Subdivides into TRANSACTION_INDICATOR, FUND, FUNCTION, OBJECT, SCC, SUBJECT, OPERATIONAL_UNIT, INSTRUCTIONAL_LEVEL, and JOB. This is the source account from which the asset was purchased.

TRANSACTION_INDICATOR

USAS transaction indicator.

FUND

USAS transaction fund code.

FUNCTION

USAS transaction function code.

OBJECT

USAS transaction object code.

SCC

USAS transaction SCC code.

SUBJECT

USAS transaction subject code.

OPERATIONAL_UNIT

USAS transaction operational unit code.

INSTRUCTIONAL_LEVEL

USAS transaction instructional level code.

JOB

USAS transaction job code.

VENDOR_NO

USAS vendor number from which the asset was purchased.

GRANT_ID

The Catalog of Federal Domestic Assistance (CFDA) number as found on the grant papers, or a user supplied code to identify federal, state, or other grants.

GRANT_PROJECT_YEAR

The project year for the associated grant code.

ADJUST_ORIGINAL_COST

Flag to determine if this transaction is to update the asset's original cost. Enter "N" for a historical transaction where the amount is already a part of the original cost. Enter "Y" if this is an addition to the asset or an adjustment for an error. This flag is only meaningful for "acquisition" type transactions (ie. type = A).

ADJUSTMENT_FLAG

Enter "Y" if this is an adjustment for an error from a prior fiscal year, otherwise enter "N".

CHECK_NO

USAS check number used to pay for the item.

Configuration Data File (EISDAT.REL):

The purpose of the configuration data file is to store all of the information about the configuration of the EIS system including capitalization criteria, fiscal year closed flag, GAAP flag, and
district information.

FILE NAME

EISDAT.REL

RECORD NAME

CONFIGURATION_RECORD

CDD Name Picture Size

EISDAT_RECORD

X(80)

80

CONFIG_RECORD REDEFINES EISDAT_RECORD

CONFIG_RECORD

Group

80

CAPITAL_CRITERIA

Group

8

DOLLAR_LIMIT

S9(9)V99 COMP-3

6

LIFE_LIMIT

S9(4) COMP

2

PERCENT_FOUNDATIONS

S9(4)V99 COMP

4

GAAP_FLAG

X(2)

2

LAST_FISCAL_YEAR_CLOSED

X(4)

4

MONTH_TO_CLOSE_FY

X(2)

2

DISTRICT_NAME

X(30)

30

AUDIT_COUNTER

9(6)

6

DISTRICT_IRN

X(6)

6

USAS_FLAG

X(2)

2

TAG_NO

X(12)

12

DATE_FLAG

X

1

FILLER

X(3)

3

Definition List of EISDAT.REL

EISDAT_RECORD

Reserves an area of 80 characters.

CONFIG_RECORD

Group field. Subdivides into CAPITAL_CRITERIA, PERCENT_FOUNDATIONS, GAAP_FLAG, LAST_FISCAL_YEAR_CLOSED, MONTH_TO_CLOSE_FY, DISTRICT_NAME, AUDIT_COUNTER, DISTRICT_IRN, USAS_FLAG, TAG_NO, DATE_FLAG, and FILLER.

CAPITAL_CRITERIA

Group field. Subdivides into DOLLAR_LIMIT and LIFE_LIMIT. An asset must meet both criteria in order to be capitalized.

DOLLAR_LIMIT

A dollar threshold which sets the lowest dollar amount for assets to be capitalized. Set by board policy.

LIFE_LIMIT

A life threshold which sets the lowest useful life for assets to be capitalized. Set by board policy.

PERCENT_FOUNDATIONS

Used on the Insurable Values Report to determine the percent of building value to exclude as foundations. Determined by board in consultation with insurance company. Can contain the value 0.

GAAP_FLAG

Yes/No flag to indicate whether or not the district is on GAAP reporting. Set to "Y" by the system manager by running the GAAP startup program EISGAAP at the beginning of the first year the district goes on GAAP. Set to "N" for the pre-GAAP period. This field cannot be modified by users.

LAST_FISCAL_YEAR_CLOSED

The date of the last fiscal year closed. Must have a value in order to access item records. This value is initially set by the system manager when first starting up on EIS. Thereafter, it is updated annually by running the fiscal year closing program EISCLS. This field cannot be modified by users except by running the program EISCLS.

MONTH_TO_CLOSE_FY

The month in which you wish to close your fiscal year processing. This value is initially set by the system manager when first starting up on EIS. If this field is left blank, all programs associated with this field will assume June. This field cannot be modified by users.

DISTRICT_NAME

Name of the school district. Appears in the report headings.

AUDIT_COUNTER

A field which keeps track of the number of times the audit program EISRPT/EIS801 has been run using the "Official Report" option. Field is not visible to the user.

DISTRICT_IRN

District information retrieval number.

USAS_FLAG

Yes/No flag to indicate if the district intends to use the standard USAS codes for the EIS function/activity codes. It is not mandatory to use USAS codes for EIS reporting but most districts do.

TAG_NO

Stores the highest tag number currently in use on the inventory files. Initially this value may be set by the district. Thereafter, it is automatically updated when adding new items through EISSCN.

DATE_FLAG

Yes/No flag to indicate if the received date or the invoice date will be used for items entered from the pending file. If set to "Y", the received date will be pulled onto the pending file. If set to "N" or left blank, the invoice date will be pulled onto the pending file.

FILLER

Unused space. ****NOTE. Each of the above records (EISDAT_RECORD and CONFIG_RECORD) share the same record area. The CONFIG_RECORD structure contains the configuration information.

Disposition Transaction File (EISDSP.IDX):

The purpose of the disposition transaction file is to store all of the information about the disposal of items.

FILE NAME

EISDSP.IDX

RECORD NAME

DISPOSITION_RECORD

PRIMARY KEY NAME

TRANSACTION_KEY

CDD Name Picture Size

TRANSACTION_KEY

Group

24

INVENTORY_TAG

X(12)

12

TRANSACTION_TYPE

X(2)

2

TRANSACTION_DATE

X(8)

8

TRANSACTION_COUNTER

9(2)

2

DISPOSITION_CODE

X(2)

2

AUTHORIZED_BY

X(20)

20

DISPOSITION_AMOUNT

S9(9)V99 COMP-3

6

ITEMS_DISPOSED_OF

S9(9) COMP

4

ORIGINAL_COST_DISPOSED_OF

S9(9)V99 COMP-3

6

ASSET_FUND

X(4)

4

ASSET_FUNCTION

X(4)

4

ASSET_CLASS

X(4)

4

ADJUSTMENT_FLAG

X(2)

2

FILLER

X(16)

16

Definition List of EISDSP.IDX

TRANSACTION_KEY

Primary Key (Group) field. Subdivides into INVENTORY_TAG, TRANSACTION_TYPE, TRANSACTION_DATE, TRANSACTION_COUNTER.

INVENTORY_TAG

A 12 character locally defined ID tag. Required for each item on the inventory file. Any physical tag placed on the asset should agree with this number.

TRANSACTION_TYPE

Code for the type of record. The field contains the value, "DS" for disposition transaction type. The field is not visible to the user.

TRANSACTION_DATE

Date the transaction is posted. May not be in a future fiscal year as determined by the fiscal year closed flag on EISMNT/DATSCN.

TRANSACTION_COUNTER

The field value is set to "1". The field is not used. It is not visible to the user.

DISPOSITION_CODE

A 2 character locally defined code. Code is defined in the program EISMNT/DSPSCN.

AUTHORIZED_BY

The name of the person who gives authorization to dispose of this item.

DISPOSITION_AMOUNT

The amount the district received from a sale or from a trade-in.

ITEMS_DISPOSED_OF

Number of items with this tag number, taken from the ITMSCN record.

ORIGINAL_COST_DISPOSED_OF

Current original cost of the item, taken from the ITMSCN record.

ASSET_FUND

Item's fund code carried over from EISSCN/ITMSCN record screen 1.

ASSET_FUNCTION

Item's function code carried over from EISSCN/ITMSCN record screen 1.

ASSET_CLASS

Item's asset class code carried over from EISSCN/ITMSCN record screen 1.

ADJUSTMENT_FLAG

Error adjustment flag. Value = "Y" if this is an adjustment for an error made in a prior fiscal year. Otherwise, value = "N".

Item Inventory File (EISITM.IDX):

The purpose of the item inventory file is to store all of the basic information about each item in the fixed asset inventory, including: identification information, current information, acquisition information, depreciation information, maintenance contract information, and lease information.

FILE NAME

EISITM.IDX

RECORD NAME

ITEM_RECORD

PRIMARY KEY NAME

ITEM_KEY

CDD Name Picture Size

ITEM_KEY

Group

12

INVENTORY_TAG

X(12)

12

IDENTIFICATION_INFO

Group

188

SECONDARY_INVENTORY_TAG

X(12)

12

APPRAISAL_TAG

X(12)

12

COMPOSITE_ID

X(8)

8

ENTITY_ID

X(8)

8

DESCRIPTION_1

X(40)

40

DESCRIPTION_2

X(40)

40

SERIAL_NO

X(20)

20

MODEL_NO

X(20)

20

ACCESSORIES

X(20)

20

ITEM_CATEGORY

X(4)

4

ITEMS_IN_LOT

S9(9) COMP

4

CURRENT_INFO

Group

68

REPLACEMENT_COST

S9(9)V99 COMP-3

6

INSURABLE_VALUE

S9(9)V99 COMP-3

6

LOCATION

Group

8

LOCATION_CATEGORY

X(4)

4

LOCATION_NUMBER

X(4)

4

ORGANIZATIONAL_UNIT

X(4)

4

STATUS

X(2)

2

CONDITION

X(2)

2

PHYSICAL_DATE

X(8)

8

PHYSICAL_COMMENT

X(20)

20

ASSET_CLASS

X(4)

4

ASSET_FUNCTION

X(4)

4

ASSET_FUND

X(4)

4

MAINTENANCE_INFO

Group

48

MAINTENACE_VENDOR_NO

9(6)

6

MAINTENANCE_CONTRACT_ID

X(12)

12

MAINTENANCE_INCEPTION_DATE

X(8)

8

RENEWAL_DATE

X(8)

8

MAINTENANCE_EXPIRATION_DATE

X(8)

8

MAINTENANCE_COST

S9(9)V99 COMP-3

6

ACQUISITION_INFO

Group

22

ACQUISITION_DATE

X(8)

8

ACQUISITION_CODE

X(2)

2

ORIGINAL_COST

S9(9)V99 COMP-3

6

DISCOUNT

S9(9)V99 COMP-3

6

DEPRECIATION_INFO

Group

26

DEPRECIATION_METHOD

X(2)

2

DEPRECIATION_BEGIN_DATE

X(6)

6

LIFE

S9(4) COMP

2

SALVAGE_VALUE

S9(9)V99 COMP-3

6

DEPRECIATION_FACTOR

S9(4)V99 COMP

4

LIFE_TO_DATE_DEPRECIATION

S9(9)V99 COMP-3

6

LEASE_INFO

Group

36

LEASE_TYPE

X(2)

2

LEASE_VENDOR

9(6)

6

LEASE_PERIOD

X(2)

2

LEASE_INCEPTION_DATE

X(8)

8

LEASE_END_DATE

X(8)

8

LEASE_PAYMENT

S9(9)V99 COMP-3

6

LEASE_INTEREST_RATE

S9(4)V9(4) COMP

4

USER_DEFINED

Group

40

USER_MONEY

S9(9)V99 COMP-3

6

USER_DATE

X(8)

8

USER_CODE_1

X(2)

2

USER_CODE_2

X(2)

2

USER_CODE_3

X(2)

2

USER_DESCRIPTION

X(20)

20

BEGINNING_INFO

Group

20

BEGINNING_BALANCE

S9(9)V99 COMP-3

6

BEGINNING_FUND

X(4)

4

BEGINNING_FUNCTION

X(4)

4

BEGINNING_CLASS

X(4)

4

CAPITALIZED_BEGINNING_OF_YEAR

X(2)

2

FILLER

X(16)

16

Definition List of EISITM.IDX

ITEM_KEY

Primary Key (Group) field. Subdivides into INVENTORY_TAG.

INVENTORY_TAG

A 12 character locally defined ID tag. Required for each item on the inventory file. Any physical tag placed on the asset should agree with this number.

IDENTIFICATION_INFO

Group field. Subdivides into SECONDARY_INVENTORY_TAG, APPRAISAL_TAG, COMPOSITE_ID, ENTITY_ID, DESCRIPTION_1/_2, SERIAL_NO, MODEL_NO, ACCESSORIES, ITEM_CATEGORY, ITEMS_IN_LOT.

SECONDARY_INVENTORY_TAG

Similar to the tag number but used primarily to record tags supplied by the State of Ohio or the Federal Government to identify items purchased with matching state or federal dollars.

APPRAISAL_TAG

Supplied by an appraisal company. Not user modifiable.

COMPOSITE_ID

An 8 character code used if the item is a component of a larger asset. This identifier should be the same for all members of the composite item.

ENTITY_ID

An 8 character code used to identify different entities within the same reporting unit. This ID can be used to exclude all items belonging to a particular entity from the GAAP schedules or to generate schedules for just specific entities.

DESCRIPTION_1/_2

Two fields which contain one or two brief descriptions of the asset.

SERIAL_NO

The asset's serial number if applicable.

MODEL_NO

The asset's model number if applicable.

ACCESSORIES

A listing of any accessories or enhancements.

ITEM_CATEGORY

The item's category code as defined in EISMNT/CATSCN.

ITEMS_IN_LOT

Used to indicate the number of items considered as a lot and using the
same tag no.

CURRENT_INFO

Group field. Subdivides into REPLACEMENT_COST, INSURABLE_VALUE, LOCATION, ORGANIZATIONAL_UNIT, STATUS, CONDITION, PHYSICAL_DATE, PHYSICAL_COMMENT, ASSET_CLASS, ASSET_FUNCTION, and ASSET_FUND.

REPLACEMENT_COST

Estimated replacement cost. May be different from the original cost.

INSURABLE_VALUE

Estimated value for insurance purposes.

LOCATION

Group field. Subdivides into LOCATION_CATEGORY and LOCATION_NUMBER. Both members of the pair are need for the location of an asset.

LOCATION_CATEGORY

Is a 4 character code giving part of the location of an item. Frequently is used to identify the building where the item is located. Defined in EISMNT/LOCSCN.

LOCATION_NUMBER

Is a 4 character code giving the second part for the location of an item. Frequently is used to indicate the room where the item is located. Defined in EISMNT/LOCSCN.

ORGANIZATIONAL_UNIT

A 4 character code used to indicate the organizational unit/department responsible for the asset. Frequently the units are buildings. Defined in EISMNT/ORGSCN.

STATUS

Item's status code as given by one of the following state defined codes. Only items coded as A, N, EH, or EN will be considered for GAAP reports.

A-active
I-inactive
D-disposed of
N-new tag item
O-old tag item
EH-excess asset-hold for sale
EN-excess asset-not in use

CONDITION

Locally defined code to indicate the item's physical condition. Defined in EISMNT/CNDSCN.

PHYSICAL_DATE

Date of the last physical inventory.

PHYSICAL_COMMENT

Any notes on the last physical inventory. Frequently used to record the name of the person performing the physical inventory.

ASSET_CLASS

The item's asset class code as defined in EISMNT/CLSSCN.

ASSET_FUNCTION

The item's function/activity code as defined in EISMNT/FNCSCN.

ASSET_FUND

The item's fund code as defined in EISMNT/FNDSCN.

MAINTENANCE_INFO

Group field. Subdivides into MAINTENANCE_VENDOR_NO, MAINTENANCE_CONTRACT_ID, MAINTENANCE_INCEPTION_DATE, RENEWAL_DATE, MAINTENANCE_EXPIRATION_DATE, MAINTENANCE_COST.

MAINTENANCE_VENDOR_NO

USAS vendor number for the vendor who is contracted to maintain the
asset.

MAINTENANCE_CONTRACT_ID

A vendor or user supplied identifier for the maintenance contract.

MAINTENANCE_INCEPTION_DATE

Date for the beginning of the maintenance contract.

RENEWAL_DATE

Date for the renewal of the maintenance contract.

MAINTENANCE_EXPIRATION_DATE

Ending date of the contract.

MAINTENANCE_COST

The yearly maintenance contract cost.

ACQUISITION_INFO

Group field. Subdivides into ACQUISITION_DATE, ACQUISITION_CODE, ORIGINAL_COST, and DISCOUNT.

ACQUISITION_DATE

Date the item was received.

ACQUISITION_CODE

Item's acquisition method as given by one of the state defined codes.

D-donated
L-leased
O-other
P-purchased

ORIGINAL_COST

Original cost of the item as given on the purchase order(s) or the sum of all acquisition amounts for this tag no. Original cost includes shipping costs and any fees, but excludes any discounts or interest charges. Original cost for donated items is the estimated fair market value.

DISCOUNT

Any discount amount excluded from the original cost. For informational purposes only.

DEPRECIATION_INFO

Group field. Subdivides into DEPRECIATION_METHOD, DEPRECIATION_BEGIN_DATE, LIFE, SALVAGE_VALUE, DEPRECIATION_FACTOR, and LIFE_TO_DATE_DEPRECIATION.

DEPRECIATION_METHOD

Item's depreciation method as given by one of the following state codes.

D-declining balance
S-straight line
N-no depreciation

DEPRECIATION_BEGIN_DATE

Date to begin the depreciation.

LIFE

Life expectancy or the number of years the item is to be depreciated.

This value is also used to determine whether or not the item has met the capitalization life threshold if this threshold has been set in EISMNT/DATSCN.

SALVAGE_VALUE

Estimated value of the asset at the end of the depreciation period.

DEPRECIATION_FACTOR

A factor used in the declining balance method of depreciation. A number between 1 and 2.

LIFE_TO_DATE_DEPRECIATION

Total amount of the depreciation for the item from the beginning date of depreciation until June of the last fiscal year closed as determined by the flag on the EISMNT/DATSCN record. The EIS software computes and stores the value in this field.

LEASE_INFO

Group field. Subdivides into LEASE_TYPE, LEASE_VENDOR, LEASE_PERIOD, LEASE_INCEPTION_DATE, LEASE_END_DATE, LEASE_PAYMENT, and LEASE_INTEREST_RATE.

LEASE_TYPE

Item's lease type as given by state defined codes. Only capitalized leases appear on the GAAP schedules provided they meet the capitalization thresholds. Operating lease information is for user
information only. Types are:

C-capitalized
O-operating

LEASE_VENDOR

USAS vendor number from whom the asset is leased.

LEASE_PERIOD

Period of the lease payment. Choices are:

A-annually
S-semi-annually
Q-quarterly
M-monthly
W-weekly
D-daily

LEASE_INCEPTION_DATE

Date for the beginning of the lease.

LEASE_END_DATE

Date the lease expires or date the district takes full ownership of the asset.

LEASE_PAYMENT

Amount of the periodic lease payment.

LEASE_INTEREST_RATE

Rate of interest charged by the vendor.

USER_DEFINED

Group field. Subdivides into USER_MONEY, USER_DATE, USER_CODE_1/_2/_3, and USER_DESCRIPTION.

USER_MONEY

User defined dollar amount.

USER_DATE

User definable date.

USER_CODE_1/_2/_3

User defined codes, alphanumeric.

USER_DESCRIPTION

User defined description.

BEGINNING_INFO

Group field. Subdivides into BEGINNING_BALANCE, BEGINNING_FUND, BEGINNING_FUNCTION, BEGINNING_CLASS, and CAPITALIZED_BEGINNING_OF_YEAR. These fields which are on the item records are all hidden from the user. They are given initial values when the system manager runs the EISGAAP startup program, and are updated annually when the district is on GAAP and the EIS fiscal year end program EISCLS is run.

BEGINNING_BALANCE

The current original cost of the asset if included on the GAAP statements. Non-capitalized assets will have a beginning balance of zero.

BEGINNING_FUND

The current fund code of the asset.

BEGINNING_FUNCTION

The current function code of the asset.

BEGINNING_CLASS

The current asset class of the asset.

CAPITALIZED_BEGINNING_OF_YEAR

Flag to indicate whether or not the asset meets the capitalization thresholds at the beginning of the current year.

Locally-defined Codes File (EISLOC.IDX):

The purpose of the locally-defined codes file is to store all of the local codes including: condition code, disposition code, fund code, function/activity code, item category code, local asset class code, location code, and organizational unit code.

FILE NAME

EISLOC.IDX

RECORD NAME

LOCAL_CODE_RECORD

PRIMARY KEY NAME

LOCAL_CODE_KEY

CDD Name Picture Size

LOCAL_CODE_REC

Group

112

LOCAL_CODE_KEY

Group

10

RECORD_TYPE

X(2)

2

CODE

X(8)

8

CODE_TEXT

X(40)

40

FILLER

X(62)

62

ORGANIZATIONAL_REC REDEFINES LOCAL_CODE_REC

ORGANIZATIONAL_REC

Group

112

LOCAL_CODE_KEY#

Group

10

RECORD_TYPE#

X(2)

2

ORGANIZATIONAL_UNIT

X(4)

4

FILLER

X(4)

4

CODE_TEXT#

X(40)

40

FILLER

X(62)

62

DISPOSITION_REC REDEFINES LOCAL_CODE_REC

DISPOSITION_REC

Group

112

LOCAL_CODE_KEY#

Group

10

RECORD_TYPE#

X(2)

2

DISPOSITION_CODE

X(2)

2

FILLER

X(6)

6

CODE_TEXT#

X(40)

40

FILLER

X(62)

62

CONDITION_REC REDEFINES LOCAL_CODE_REC

CONDITION_REC

Group

112

LOCAL_CODE_KEY#

Group

10

RECORD_TYPE#

X(2)

2

CONDITION_CODE

X(2)

2

FILLER

X(6)

6

CODE_TEXT#

X(40)

40

FILLER

X(62)

62

LOCATION_REC REDEFINES LOCAL_CODE_REC

LOCATION_REC

Group

112

LOCAL_CODE_KEY#

Group

10

RECORD_TYPE#

X(2)

2

LOCATION_CATEGORY

X(4)

4

LOCATION_NUMBER

X(4)

4

CODE_TEXT#

X(40)

40

FILLER

X(62)

62

ITEM_CATEGORY_REC REDEFINES LOCAL_CODE_REC

ITEM_CATEGORY_REC

Group

112

LOCAL_CODE_KEY#

Group

10

RECORD_TYPE#

X(2)

2

ITEM_CATEGORY

X(4)

4

FILLER

X(4)

4

CODE_TEXT#

X(40)

40

INSURANCE_CLASS

X(2)

2

INFLATION_RATE

S9(4)V99

6

FILLER

X(54)

54

FUND_REC REDEFINES LOCAL_CODE_REC

FUND_REC

Group

112

LOCAL_CODE_KEY#

Group

10

RECORD_TYPE#

X(2)

2

ASSET_FUND

X(4)

4

FILLER

X(4)

4

CODE_TEXT#

X(40)

40

FUND_TYPE

X(2)

2

FUND_BALANCES_YR

Group. Occurs 5 times

20

FUND_BALANCES_YEAR

X(4)

4

FUND_BALANCES_BALANCE

Group. Occurs 5 times

30

FUND_BEGINNING_BALANCE

S9(9)V99 COMP-3

6

FILLER

X(10)

10

FUNCTION_ACTIVITY_REC REDEFINES LOCAL_CODE_REC

FUNCTION_ACTIVITY_REC

Group

112

LOCAL_CODE_KEY#

Group

10

RECORD_TYPE#

X(2)

2

ASSET_FUNCTION

X(4)

4

FILLER

X(4)

4

CODE_TEXT#

X(40)

40

FILLER

X(2)

2

FUNC_BALANCES_YR

Group. Occurs 5 times

20

FUNC_BALANCES_YEAR

X(4)

4

FUNC_BALANCES_BALANCE

Group. Occurs 5 times

30

FUNC_BEGINNING_BALANCE

S9(9)V99 COMP-3

6

FILLER

X(10)

10

CLASS_REC REDEFINES LOCAL_CODE_REC

CLASS_REC

Group

112

LOCAL_CODE_KEY#

Group

10

RECORD_TYPE#

X(2)

2

ASSET_CLASS

X(4)

4

FILLER

X(4)

4

CODE_TEXT#

X(40)

40

FILLER

X(2)

2

CLASS_BALANCES_YR

Group. Occurs 5 times

20

CLASS_BALANCES_YEAR

X(4)

4

CLASS_BALANCES_BALANCE

Group. Occurs 5 times

30

CLASS_BEGINNING_BALANCE

S9(9)V99 COMP-3

6

FILLER

X(10)

10

  1. Fields marked with the number sign are used on the record but are actually defined as filler in the record layouts. The field name from the LOCAL_CODE_REC is repeated here for ease in understanding the file structure and applicable fields for each record type.

Definition List of EISLOC.IDX

LOCAL_CODE_REC

Group field. Subdivides into LOCAL_CODE_KEY, CODE_TEXT, and FILLER. This is a "generic" record for the file and is redefined depending on the record type.

LOCAL_CODE_KEY

Primary Key (Group) field. Subdivides into RECORD_TYPE and CODE.

RECORD_TYPE

A 2 character code to determine the type of local code record. The codes are as follows:


Rec_type Description Format of Code


O

Organizational or Departmental Unit

X(04)


DS

Disposition Code

X(02)


C

Condition Code

X(02)


L

Location

X(04) + X(04)


I

Item Category

X(04)


FD

Fund

X(04)


FC

Function/Activity

X(04)


A

Local Asset Class

X(04)

CODE

Locally defined codes. Depends on the type of local code record.

CODE_TEXT

Description of code. Exists for all record types.

ORGANIZATIONAL_REC

Group field. This is the record layout for the Organizational Unit codes.

LOCAL_CODE_KEY#

Primary Key (Group) field. Subdivides into RECORD_TYPE and CODE.

RECORD_TYPE#

Record Type = "O" for the Organizational Unit codes

ORGANIZATIONAL_UNIT

Contains the locally defined Organizational Unit codes.

CODE_TEXT#

Description of the Organizational Unit codes.

DISPOSITION_REC

Group field. This is the record layout for the Disposition codes.

LOCAL_CODE_KEY#

Primary Key (Group) field. Subdivides into RECORD_TYPE and CODE.

RECORD_TYPE#

Record type = "DS" for the Disposition Code records.

DISPOSITION_CODE

Contains the locally defined Disposition codes.

CODE_TEXT#

Description of the Disposition codes.

CONDITION_REC

Group field. This is the record layout for the Condition codes.

LOCAL_CODE_KEY#

Primary Key (Group) field. Subdivides into RECORD_TYPE and CODE.

RECORD_TYPE#

Record type = "C" for the Condition code records.

CONDITION_CODE

Contains the locally defined Condition codes.

CODE_TEXT#

Description of the Condition codes.

LOCATION_REC

Group field. This is the record layout for the Location codes.

LOCAL_CODE_KEY#

Primary Key (Group) field. Subdivides into RECORD_TYPE and CODE.

RECORD_TYPE#

Record type = "L" for the Location code records.

LOCATION_CATEGORY

First part of the location code which identifies the building or center where the item is located.

LOCATION_NUMBER

Second part of the location code which identifies the room number where the item is located.

CODE_TEXT#

Description of the Location codes.

ITEM_CATEGORY_REC

Group field. This is the record layout for the Item Category codes.

LOCAL_CODE_KEY#

Primary Key (Group) field. Subdivides into RECORD_TYPE and CODE.

RECORD_TYPE#

Record type = "I" for the Item Category code records.

ITEM_CATEGORY

Contains the locally defined Item Category codes.

CODE_TEXT#

Description of the codes.

INSURANCE_CLASS

Contains a standard insurance classification code. Options are: B = buildings, C = contents, E = excluded, IM = inland marine (movable objects), V = vehicles, and P = property in the open.

INFLATION_RATE

Percentage to use to increase or decrease the replacement cost and/or insurable value of an asset. Obtain values from an insurance company or appraisal company.

FUND_REC

Group field. This is the record layout for the Fund codes.

LOCAL_CODE_KEY#

Primary Key (Group) field. Subdivides into RECORD_TYPE and CODE.

RECORD_TYPE#

Record type = "FD" for the Fund code records.

ASSET_FUND

Contains the locally defined Fund codes.

CODE_TEXT#

Description of the Fund codes.

FUND_TYPE

Contains a 2 character code. Options are: G = governmental fund, P = proprietary fund, and F = fiduciary fund.

FUND_BALANCES_YR

Group field which occurs 5 times. Contains FUND_BALANCES_YEAR.

FUND_BALANCES_YEAR

Not implemented.

FUND_BALANCES_BALANCE

Group field which occurs 5 times. Contains FUND_BEGINNING_BALANCE.

FUND_BEGINNING_BALANCE

Not implemented.

FUNCTION_ACTIVITY_REC

Group field. This is the record layout for the Function/Activity codes.

LOCAL_CODE_KEY#

Primary Key (Group) field. Subdivides into RECORD_TYPE and CODE.

RECORD_TYPE#

Record type = "FC" for the Function/Activity code records.

ASSET_FUNCTION

Contains the locally defined Function/Activity codes.

CODE_TEXT#

Description of the Function codes.

FUNC_BALANCES_YR

Group field which occurs 5 times. Contains FUNC_BALANCES_YEAR.

FUNC_BALANCES_YEAR

Not implemented.

FUNC_BALANCES_BALANCE

Group field which occurs 5 times. Contains FUNC_BEGINNING_BALANCE.

FUNC_BEGINNING_BALANCE

Not implemented.

CLASS_REC

Group field. This is the record layout for the Asset Class codes.

LOCAL_CODE_KEY#

Primary Key (Group) field. Subdivides into RECORD_TYPE and CODE.

RECORD_TYPE#

Record type = "A" for the Asset Class code records.

ASSET_CLASS

Contains the locally defined Asset Class codes.

CODE_TEXT#

Description of the Asset Class codes.

CLASS_BALANCES_YR

Group field which occurs 5 times. Contains CLASS_BALANCES_YEAR.

CLASS_BALANCES_YEAR

Not implemented.

CLASS_BALANCES_BALANCE

Group field which occurs 5 times. Contains CLASS_BEGINNING_BALANCE.

CLASS_BEGINNING_BALANCE

Not implemented.

Each of the above records (ORGANIZATIONAL_REC, DISPOSITION_REC, CONDITION_REC, LOCATION_REC, ITEM_CATEGORY_REC, FUND_REC, FUNCTION_ACTIVITY_REC, and CLASS_REC) share the same record
area. Which record structure used depends upon the record type code.

Fields marked with the number sign are used on the record but are actually defined as filler in the record layouts. The field name from the LOCAL_CODE_REC is repeated here for ease in understanding the file structure and applicable fields for each record type.

Inventory Pending File (EISPND.IDX):

The purpose of the inventory pending file is to store in a holding file some key information which at a later date will be used to select fixed assets on the USAS invoice file and transfer them to the EIS acquisition and item files.

FILE NAME

EISPND.IDX

RECORD NAME

PENDING_RECORD

PRIMARY KEY NAME

PENDING_RECORD_KEY

CDD Name Picture Size

PENDING_RECORD_KEY

Group

18

PURCHASE_ORDER_NO

9(8)

8

CHARGE_NO

9(2)

2

INVOICE_NO

X(8)

8

ADDED_TO_EIS

X(2)

2

FILLER

X(8)

8

Definition List of EISPND.IDX

PENDING_RECORD_KEY

Group field. Subdivides into PURCHASE_ORDER_NO, CHARGE_NO, and
INVOICE_NO.

PURCHASE_ORDER_NO

USAS purchase order number.

CHARGE_NO

USAS purchase order item number.

INVOICE_NO

USAS invoice number.

ADDED_TO_EIS

Not implemented.

Transfer Transaction File (EISTRN.IDX):

The purpose of the transfer transaction file is to store all of the information about the transfer of an asset from one asset class, fund, or function to another.

FILE NAME

EISTRN.IDX

RECORD NAME

TRANSACTION_RECORD

PRIMARY KEY NAME

TRANSACTION_KEY

CDD Name Picture Size

TRANSACTION_REC

Group

64

TRANSACTION_KEY

Group

24

INVENTORY_TAG

X(12)

12

TRANSACTION_TYPE

X(2)

2

TRANSACTION_DATE

X(8)

8

TRANSACTION_COUNTER

9(2)

2

FILLER

X(40)

40

TRANSFER_REC REDEFINES TRANSACTION_REC

TRANSFER_REC

Group

64

TRANSACTION_KEY#

Group

24

INVENTORY_TAG#

X(12)

12

TRANSACTION_TYPE#

X(2)

2

TRANSACTION_DATE#

X(8)

8

TRANSACTION_COUNTER#

9(2)

2

ADJUSTMENT_FLAG

X(2)

2

OLD_VALUE

X(8)

8

NEW_VALUE

X(8)

8

AMOUNT

S(9)V99 COMP-3

6

FILLER

X(16)

16

UNDEFINED_REC REDEFINES TRANSACTION_REC

UNDEFINED_REC

Group

64

TRANSACTION_KEY#

Group

24

INVENTORY_TAG#

X(12)

12

TRANSACTION_TYPE#

X(2)

2

TRANSACTION_DATE#

X(8)

8

TRANSACTION_COUNTER#

9(2)

2

UNDEFINED

X(40)

40

Fields marked with the number sign are used on the record but are actually defined as filler in the record layouts. The field name from the TRANSACTION_REC is repeated here for ease in understanding the file structure and applicable fields for each record type.

Definition List of EISTRN.IDX

TRANSACTION_REC

Group field. Subdivides into TRANSACTION_KEY.

TRANSACTION_KEY

Primary Key (Group) field. Subdivides into INVENTORY_TAG, TRANSACTION_TYPE, TRANSACTION_DATE, TRANSACTION_COUNTER.

INVENTORY_TAG

A 12 character locally defined ID tag. Required for each item on the inventory file. Any physical tag placed on the asset should agree with this number.

TRANSACTION_TYPE

Two character code for the type of transfer. FD = Fund transfer, FC = Function transfer, CL = Asset Class transfer, X?= Undefined record code.

TRANSACTION_DATE

Date the transaction is posted. May not be in a future fiscal year as determined by the fiscal year closed flag on EISMNT/DATSCN.

TRANSACTION_COUNTER

This works like the acquisition counter, ie. it is incremented if more than one transaction is posted for an item on the same day. The field is not visible to the user.

TRANSFER_REC

Group field. This is the record layout for the Transfer record.

TRANSACTION_KEY#

Primary Key (Group) field. Subdivides into INVENTORY_TAG, TRANSACTION_TYPE, TRANSACTION_DATE, TRANSACTION_COUNTER.

INVENTORY_TAG#

A 12 character locally defined ID tag. Required for each item on the inventory file. Any physical tag placed on the asset should agree with this number.

TRANSACTION_TYPE#

Contains one of the following transaction type codes. FD = Fund transfer, FC = Function transfer, CL = Asset Class transfer.

TRANSACTION_DATE#

Date the transaction is posted. May not be in a future fiscal year as determined by the fiscal year closed flag on EISMNT/DATSCN.

TRANSACTION_COUNTER#

This works like the acquisition counter, ie. it is incremented if more than one transaction is posted for an item on the same day. The field is not visible to the user.

ADJUSTMENT_FLAG

Error adjustment flag. Flag is set to "Y" if the transfer is to correct an error from a prior fiscal year. Otherwise, the flag is set to "N".

OLD_VALUE

Is the current asset class, fund, or function code for the item.

NEW_VALUE

Is the new asset class, fund, or function code for the item.

AMOUNT

Is the current original cost of the asset as given on the item record 2
EISSCN/ITMSCN.

UNDEFINED_REC

Group field. This is the record layout for the Undefined record.

TRANSACTION_KEY#

Primary Key (Group) field. Subdivides into INVENTORY_TAG, TRANSACTION_TYPE, TRANSACTION_DATE, TRANSACTION_COUNTER.

INVENTORY_TAG#

A 12 character locally defined ID tag. Required for each item on the inventory file. Any physical tag placed on the asset should agree with this number.

TRANSACTION_TYPE#

Transaction type = "X?".

TRANSACTION_DATE#

Date the transaction is posted. May not be in a future fiscal year as determined by the fiscal year closed flag on EISMNT/DATSCN.

TRANSACTION_COUNTER#

This works like the acquisition counter, ie. it is incremented if more than one transaction is posted for an item on the same day. The field is not visible to the user.

UNDEFINED

Area available for future applications.

Each of the above records (TRANSFER_REC, and UNDEFINED_REC) share the same record area. The transaction type determines which record structure is selected. The "X?" type will use
the UNDEFINED_REC structure.

Fields marked with the number sign are used on the record but are actually defined as filler in the record layouts. The field name from the TRANSACTION_REC is repeated here for ease in understanding the file structure and applicable fields for each record type.

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