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Listed below are a series of Frequently Asked Questions on the EIS programs/reports.  All of the following questions are based on the EIS GAAP flag being turned on.

  • Question: If incorrect data is posted to an item in ITMSCN, what the steps to correct it?
  • Answer: It depends if the ITMSCN field is modifiable.  Non-modifiable fields include: Asset Class, Function, Fund and Original Cost.  All other fields are modifiable.  If the asset class, fund or function is incorrect, a TRNTRN can be posted to correct it.  If the original cost is incorrect, an ACQTRN can be posted to change the original cost to the correct amount.  A side note.. if the error was found on an item posted in a prior year, when posting the TRNTRN or ACQTRN to correct it, the “error adjustment” flag should be set to “Y” to indicate the item was incorrectly coded and not a true transfer and/or acquisition for the current year.

  • Question: An Item was added twice.  How do I correct this?
  • Answer: If posted in the current FY, delete the extra item through ITMSCN. If added in prior year, post a disposition transaction (DSPTRN) for the extra item.  The error adjustment flag should be set to “Y” on the DSPTRN.

  • Question: An item was thought to be lost and disposed of in a prior year and now has been found.  How can the current status of the item be changed back to "active?"
  • Answer: A new tag will need to be added through ITMSCN for the item. The tag numbers are modifiable in ITMSCN so the tag number for the disposed of item can be modified to a dummy number freeing up the original number.  This allows the original tag number to be used for the new item. 

  • Question: How can I reduce the original cost of an item?
  • Answer: If the item was entered in the current fiscal year, the acquisition amount on the acquisition record in ACQTRN can be modified.  This will automatically update the original cost on the related ITMSCN record.  If the item was entered in a previous fiscal year, an additional ACQTRN must be added to reduce the original cost. The acquisition transaction should be for a negative amount equal to the difference and the "update original cost" and "error adjustment" flags must be set to “Y”. 

  • Question: What makes an item capitalized on the EIS system?
  • Answer: It must meet the capitalization criteria set in EISMNT's DATSCN.  If you only have a dollar capitalization limit specified, any items meeting that threshold will be capitalized regardless of useful life.  If you have both a dollar and a life limit set, items must meet or exceed both thresholds in order to be capitalized.

  • Question: I have items such as textbooks and desks on the system as capitalized lots.  If I breakdown a lot, each individual item would fall under the threshold amount.  GASB34 states lots can be excluded on GAAP schedules as long as they do not exceed 20% of your total capital assets. How can I keep them on file as a lot but off of my GAAP Schedules?
  • Answer: Bulk items can be kept off of the GAAP schedules by making use of the Entity ID field in EISSCN/ITMSCN. Enter an entity id such as NOGAAP for these items in ITMSCN.  Then when running the GAAP reports you have the option to exclude specified entity ID’s.  Choosing to exclude the entity NOGAAP will not include the lot amounts on your GAAP schedules.

  • Question: What makes up the Adjustments totals I’m getting on my EIS103 and 104 GAAP schedules?
  • Answer: ACQTRNs, DSPTRNs, or TRNTRNs posted with the error adjustment flag set to “Y”. These types of transactions indicate the item was incorrectly posted from the very beginning and should not be included as a true disposition, acquisition, or transfer on the change schedules.  Also any items that may have changed from capitalized to non-capitalized (or non-cap to cap) during the fiscal year will also be included as an adjustment.

  • Question: What is the difference between manually setting the GAAP flag to “Y” in DATSCN as opposed to having the  EISGAAP program run?
  • Answer: There is a BIG difference.... EISGAAP does more than simply switch the GAAP flag from “N” to “Y”.  Beginning balance fields used by the GAAP schedules are also set when this program is run.  If this program is not run the EIS103 will generate many errors when trying to close out the next fiscal year.

  • Question: What is the correct way to enter a donated item or an item that was purchased with a trade?
  • Answer: Donated items should be entered with an original cost equal to the current market value. Items purchased with a trade-in should also be added to the system with an original cost equal to the full purchase price

  • Question: We are getting errors on the EIS103.  What do they mean and what is the system looking at to generate these errors?
  • Answer: For a full explanation on the EIS103 errors, please refer to the "EIS103 Errors" screencasts from the following SSDT link: http://ssdt.oecn.k12.oh.us/screencasts/eis

  • Question: On some of the GAAP schedules, the terms “unclassified” and “unclassified function” appear.  What do they mean?
  • Answer: These terms appear when items have a missing asset class (“unclassified”), or missing asset function code (“unclassified function”) in ITMSCN.  To find the actual tag numbers, run an EIS304 report for capitalized items and status of A, N, EH, EN.  Scan down the asset class and function columns to find tags with missing codes.

  • Question: On the EIS101 GAAP schedule, there is a line entitled “prior to system start-up” with an amount.  What makes up this line and can we correct it?
  • Answer: The following reasons can make up the amount in the “prior to system startup” line:
    • Items that contain no acquisition transaction records
    • Items where the fund dimension on the acquisition record is missing
    • Items where the total amount of all acquisitions for that item is less than the item’s original cost
      For further information, please refer to the "EIS101 Errors and EISERR.TXT" screencast from the following SSDT link:http://ssdt.oecn.k12.oh.us/screencasts/eis

  • Question: On the EIS101, the terms “unknown fund type” appears on each of the governmental, proprietary and fiduciary fund pages. What do they mean and how can we correct them.
  • Answer: An item will end up on the “unknown fund type” if:
    • The item has no value in the “fund code” field in ITMSCN. In order to fix this, run an EIS304 for capitalized assets with A, N, EN, EH status and scan the fund column report for items with missing fund. Post transfer transactions (TRNTRN) for any tag with missing fund codes. 
    • Item has a fund code in ITMSCN but fund type code is blank in FNDSCN in EISMNT.  In order to correct this, check the fund codes in FNDSCN.  If they are missing, add them. 

  • Question: Auditor has requested the useful life for several items be changed.  What is the best way to do this?
  • Answer: Modify the useful life field in ITMSCN. Then re-calculate the life to date depreciation and modify in ITMSCN.  Recommend using the projection option of EISDEPR to let the system automatically calculate the new LTD depreciation. 

  • Question: A district wants to increase their capitalization threshold.  What do I run?
  • Answer: Run the EISCAP program.  This now means that some items capitalized at the beginning of the year will no longer be capitalized causing beginning balance amounts to decrease.  In either case the total balances for capitalized items at the end of the prior FY will NO longer match the balances for the beginning of the new FY.  AOS is fine with this but we strongly recommend district save their EISCAP.TXT generated from the EISCAP program because the auditors may asked for it (and an EISCAP run is not audited on the EIS system)