ITMSCN is used to access the records of items on the inventory file. It is the program used to add new items, modify data on existing records, and delete item records.
The functionality of this module depends on the setting of the GAAP Flag found in the EISMNT/DATSCN configuration file.
- If the flag is set to "No", for non-GAAP, ITMSCN allows you to manually change the fund, function, asset class, and original cost of any item. You are also able to add items without being prompted for an acquisition transaction.
- If the flag is set to "Yes", you are limited to the manual modifications that can be made to item records. Specifically, the fund, function, class, and original cost of items are non-modifiable. Changes to these fields must be done by posting transactions via the other modules found under EISSCN. It also becomes necessary to post an acquisition transaction when adding a new item to the inventory.
accessing the program
This program may be executed by typing:
at the $ prompt, or in the menu system type:
and then selecting the ITMSCN option.
Select the number of the desired module on the menu line and press the [Accept] key. This may also be done by typing the module name on the menu line and pressing [Accept] or by pressing the [Tab] key until the cursor is next to the module desired and press [Accept].
ITMSCN Screen 1 of 3
Upon selecting the ITMSCN option, the first of 3 screens will appear. The first screen maintains information for two sets of data: Identification Information and Current Information.
Field Definitions - Screen 1
- Tag Number is the locally defined tag identification number. Each item on the item record file must have a tag number regardless of whether or not the item actually has a physical tag. These numbers can be up to 12 digits, alpha or numeric.
- Secondary Tag is similar to the tag number but is 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. These numbers can be up to 12 digits, alpha or numeric.
- Appraisal Tag is a tag number supplied by an appraisal company.
- Composite ID can be used to indicate the item is a component of a larger asset. This identifier should be the same for all members of the composite item and can be alpha or numeric.
- Entity ID is used to identify different entities within the same reporting entity. This ID can be used to exclude all items belonging to a particular entity from the GAAP schedules or to generate schedules for specific entities. This code can also be alpha or numeric.
- Description 1 & 2 is a brief description of the asset. When adding an item via the pending file, this is automatically brought over from the description on the purchase order.
- Serial No. is the item's serial number if applicable.
- Model No. is the item's model number if applicable.
- Accessories is a listing of accessories or enhancements for the item.
- Item Category is the item's category code as defined in EISMNT/CATSCN.
- No. of Items is used to indicate the number of items with the same tag number. When on GAAP this is brought over from the information entered on the acquisition transaction.
- Replacement Cost is the estimated cost to replace the item. This may be different than the original cost. This will default to the original cost as entered on the acquisition transaction when adding the item.
- Insurable Value is the estimated value of the item for insurance purposes. This will default to the original cost as entered on the acquisition record when adding the item.*
- Phys. Inv. Date is the date of the last physical inventory.
- Phys. Inv. Comment can be used to add any notes on the inventory.
- Location is the item's location category/number as defined in EISMNT/LOCSCN.
- Org. Unit is the organizational/department unit as defined in EISMNT/ORGSCN.
- Asset Class* is the asset class as defined in EIMSNT/CLSSCN.
- Status* is the item's status code as given by one of the following state defined codes: A-active, I-inactive, D-disposed of, N-new item, O-old tag item, EH-excess asset-hold for sale, EN-excess asset-not in use. Only items coded as A, N, EH, or EN will be considered for GAAP reports.
- Condition specifies the physical condition of the item as defined in EISMNT/CNDSCN.
- Function* is the item's function/activity code as defined in EISMNT/FNCSCN.
- Fund* is the item's fund code as defined in EISMNT/FNDSCN.
- Indicates GAAP required fields
ITMSCN Screen 2 of 3
The second screen of ITMSCN maintains information for three sets of data: Acquisition Information, Depreciation Information, and Maintenance Information.
Field Definitions - Screen 2
- Acquisition Date is the date the item was received, not the purchase order date.
- *Original Cost*is the cost of the item as given on the purchase order(s) or the sum of all acquisition amounts for the tag number. This automatically gets updated as acquisition transactions are posted for the item.
- Discount Amt. is any discount excluded from the original cost. This is for informational purposes only and does not affect GAAP schedules.
- Acq. Method is the item's method of acquisition as given by one of the following state defined codes: D-donated, L-leased, O-other, P-purchased.
- Dep. Method is the item's depreciation method as given by one of the following state defined codes: D-declining balance, S-straight line, N-no depreciation taken. 'S' is the default when adding new items to the inventory.
- Beginning Date is the date in which depreciation is to start.
- Salvage Value is the estimated value of the asset at the end of the depreciation period.
- Factor is a factor used in the declining balance method of depreciation.
- Life Expectancy is the number of years the item is to be depreciated. This is also used to determine whether or not an item has met the capitalization criteria if the life threshold has been set in EISMNT/DATSCN.
- LTD Depreciation is the Life-to-date depreciation. This is the total amount of depreciation for the item from the beginning depreciation date until the last fiscal year closed as determined by the flag on the EISMNT/DATSCN record.
- Vendor No. is the USAS vendor number for the vendor who is contracted to maintain the asset.
- Contract ID is a vendor or user supplied identifier for the maintenance contract.
- Maint. Cost is the yearly maintenance contract cost.
- Inception Date is the date for the beginning of the maintenance contract.
- Expiration Date is the ending date for the contract.
- Renewal Date is the renewal date for the contract.
- Indicates GAAP required fields
ITMSCN Screen 3 of 3
The third screen of ITMSCN maintains information for two sets of data: Lease Information and User Defined Information.
Field Definitions - Screen 3
- Lease Type is the item's lease type as given by the state defined codes of: C-capitalized or O-operating (please see Types of Leases" under Miscellaneous Notes at the end of this chapter for further explanation).
- Inception Date is the date the lease begins.
- Payment Amt. is the amount of the periodic lease payment.
- Period is the period of the lease payment: A=annually, M=monthly, D=daily, Q=quarterly, S=semi-annually, W=weekly.
- Ending Date is the date the lease expires or the date the district takes full ownership of the item.
- Interest Rate is the rate of interest charged by the vendor.
- Vendor is the USAS vendor number from whom the item is leased.
- Amount is a user defined dollar amount for the item.
- Date is a user defined date for the item.
- Code is a user defined code for the item.
- Description is a user defined description for the item.
ITMSCN Function Keys
Listed below is a brief description of the function keys available upon accessing ITMSCN.
- Top function key will display the first item record on file.
- Help function key will display on-line help pertaining to the field your cursor is positioned on.
- Exit function key will allow you to exit out of ITMSCN
- Next function key displays the next consecutive tag number on the screen.
- Find function key finds the tag number specified in the find field located at the top of the screen. After typing in the specified tag number, press the [Find] function key and ITMSCN loads all of the information associated with that tag number onto the screen. If the tag number can not be found, ITMSCN will load the next consecutive tag number.
- Add function key allows you to add a tag number and all of it's associated information. The procedure for adding new items is described later in this chapter.
- Delete function key deletes the item record that is currently being displayed. If on GAAP, you will be restricted to only deleting items that have been entered in the current fiscal year as determined by the last fiscal year closed in EISMNT/DATSCN.
- Modify function key allows you to make modifications to the item currently being displayed. You will only be allowed to modify certain fields if the GAAP flag is set to "Y" in EISMNT/DATSCN.
- Lockmode function key "locks" you into any of the major function keys available in ITMSCN, this includes the Add, Delete, and Modify functions. By pressing [Lockmode] and then another function key such as [Add], ITMSCN will allow you to keep adding new items without having to press the [Add] key for each new item.
- Set defaults function key allows you to establish preset values in the item screens' fields. These fields are then used when adding new items. These settings are removed upon exiting out of EISSCN.
- Next & Prev Screen function keys will take you to the next or previous screen of ITMSCN. If item screen number 3 is currently being displayed, pressing the [Previous Screen] function will take you back to item screen number 2.
- Go Screen 1 & Go Screen 3 function keys will take you to the corresponding item screen of the tag number that is currently being displayed. If on item screen 1, pressing the [Go Screen 3] function key will display the third ITMSCN screen for the current tag number.
- Split Lot function key allows you to "split" an item that is a lot (having more than a quantity of 1 in the "number of items" field) into sublots or individually tagged items. Please refer to the SPLIT chapter for information on performing this function.
- Switch function key allows you to switch between the ACQTRN, DSPTRN, TRNTRN, PENDING, and SPLIT programs. While in display mode in any of the EISSCN subprograms, if you select the
[Switch] function key, it will create a submenu of the EISSCN programs. At this point, you may either cancel the operation or "switch" to one of the programs by pressing the corresponding function key. The switch feature eliminates the need to go back to the EISSCN menu in order to access another EISSCN program.
ADDING A NEW ITEM
Use the following procedure to add an item to the inventory file:
- Press the [Add] function key. This will bring up a blank acquisition transaction screen.
- Enter the acquisition information. This can be done manually or if the item is included on the pending file, the [Get pending] function can be used to automatically pull the po information over from the USAS files.
If not on GAAP, items can be added without completing the acquisition record. You can simply press the [Finish Acq.] key twice to return to the ITMSCN to add the item without an acquisition record. However, it is recommended that acquisition records be created for all new items. If you are on GAAP, acquisition records must be created for each item added to the item file.
If manually entering the acquisition information:
- A tag number and acquisition amount must be entered. The next available tag number determined by EISMNT/DATSCN will appear by default. If this is not the tag number wanted, you may enter a different number.
- A USAS account code should be entered but is optional. When adding several items, the account code entered on the previously added item will be automatically defaulted onto the current acquisition record. Also, a warning message will appear if the code is not found on the district's master account file. This is just a warning and will not prevent you from posting the record.
- Enter any other information desired.
*If entering the acquisition information via the pending file:*
- If the purchase order, item, and invoice numbers are known, you can fill these in in the appropriate spaces at the top of the screen and press the [Get pending] function key. If these are not
known, press the [Get pending] key to display the pending file. You can then place your cursor on the item in the pending file and press the [Select Item] key. The information will be
automatically pulled over into the acquisition screen. The item will also automatically be removed from the pending file.
- Enter a tag number and any other additional information. The next available tag number determined by EISMNT/DATSCN will appear by default. If this is not the tag number wanted, you may enter a different number.
The following is a sample of the new item's acquisition screen after pulling the information from the pending file:
- If this is the only acquisition to be posted for the item, press the [Finish Acq.] function key to post the record and return to the ITMSCN. If you have additional acquisition records to post for
the item (for instance, shipping), press the [Add Acq.] function key. This will bring up another blank acquisition record. When all of the acquisition information is entered press the
[Finish Acq.] key to return to ITMSCN.
If you are positioned on a blank screen when you press the [Finish Acq] key (or if you did not enter an acquisition amount), you will receive a warning message. Simply press the
[Finish Acq.] key a second time to continue with adding the item.
The following is a sample of what will appear on ITMSCN after entering the acquisition transaction:
- Enter the appropriate information using the [Tab] key to move from field field. Valid codes must be entered for the Location and the Status fields in order for the record to be accepted. If on GAAP, the Asset Class, Fund, and Function Codes must also be entered. You will receive a warning message if any of the required fields are left blank or contain an invalid code. These will have to be corrected before you will be able to proceed with adding the item.
The Help function key will provide a list of the valid codes corresponding with the current field the cursor is positioned on. For example, with the cursor positioned on the Location field pressing the [Help] key will provide a list of all valid location codes.
You also have the option of setting "Toggle Tabs" in the add mode of ITMSCN. The "Toggle Tabs" function key allows you to skip a field that you are not using. For example, if you would
like to skip over all the fields between the Tag Number and the Item Category, press [Toggle Tab] while the cursor is on each of the fields. The cursor will then skip over these fields when adding a new item.
- When all information is correct press the [Add] or [Next Screen] key. Either one will take you to screen number 2 (ITMSCN will make you at least view each of the 3 screens before actually posting the record).
- Valid Acquisition and Depreciation Method Codes must be entered on screen 2 before you will be able to proceed to screen 3. All other information on screen 2 is optional.
The following is an example of screen 2:
- Press the [Add] or the [Next Screen] key to proceed to screen 3. Enter any information concerning leases and any user defined information. The User Defined fields are used to store any information which is not maintained in EIS but is considered important to the district. These fields are not needed for GAAP reporting.
- Press the [Add] key to finish adding the item and post the record. You will receive a message at the bottom of the screen stating the record was added.
MODIFY AN ITEM
Use the following procedure to modify an item on the inventory file:
- Display the item you want to modify by using the [Find] key.
- Press the [Modify] key.
- Select the screen(s) and modify the desired fields. The fields that you are able to modify will be highlighted. If on GAAP you will not be able to modify the original cost, fund, function, and class.
- Press the "Modify" key to update the item record.
DELETE AN ITEM
The delete option will be restricted to items entered in the current processing fiscal year if the GAAP flag is set to "Y". If the GAAP flag is set to "N", you may delete any item on the system.
Use the following procedure to delete an item:
- Display the item you want to delete by using the [Find] key.
- Press the [Delete] key. The tag number will be highlighted.
- Press the "Delete" key to confirm that the item will be deleted.
SPLIT A LOT
This option may be used to split an item that is currently a lot into more than one tag number. This can be used by choosing the Split function key from ITMSCN or by selecting the Split option from the main EISSCN menu. Please see the SPLIT chapter for more information on this option.
1. Display the item record you wish to split by using the [Find] key.
2. Press the [Split lot] key.
3. You will be taken to a screen such as the following:
- Enter the following:
4. The tag number of the item to split.
5. The beginning new tag number to generate.
6. The number of new tag numbers to generate.
7. Press the "Accept" key.
8. You will then be presented with a second screen containing one line for each of the new tag numbers generated. If the number of new tag numbers is less than the number of items in the original lot, you will have to enter the number of items in each of the listed sublots. You also have the option of entering some additional information for each of the split items, including the location.
9. Press the "Process" key to proceed with the split.
The original cost of an item should include any shipping and fees incurred in the purchase of the item. However, it should exclude any discounts or interest charges.
The original cost for items that have been donated should be set equal to the fair market value.
If the GAAP flag is set to "Y", the original cost can not be modified through ITMSCN. You will need to post an acquisition transaction for the difference and set the "Update original cost" flag to "Y" when posting the record.
Types of Leases
There are two types of leases, Capital and Operating. According to CPA Robert L. Snyder, in "Fixed Asset Accounting and Control System," a lease is considered a capital lease if it meets one or more of the following criteria, otherwise it is an operating lease.
- The lease transfers ownership of the property to the lessee.
- The lease contains a bargain purchase option.
- The lease term is equal to 75% or more of the estimated economic life of the leased property.
- The present value of the minimum lease payments (excluding executary costs) equals or exceeds 90% of the fair value of the leased property.
Capital leases are included on the GAAP schedules, while operating leases may optionally be kept on the system for the district's use if desired. For a capital lease, the original cost is the total present value at the time of inception. The total present value is the total of all lease payments LESS interest. Thus, the lease is capitalized once, not as payments are being made.
The important field for a lease is the lease type field. The state defined codes are C = Capital and O = Operating.
The item status can not be set to "D", Disposed of, by using ITMSCN. Disposition transactions must be posted to dispose of the item. Items that incorrectly have a status of "D" will either need to be reentered or the Disposition Transaction will need to be deleted.