Before any items can be added to the inventory file, the district must define, and then use the program EISMNT to add a set of locally defined codes to a code file. This should be done before making a contract with an appraisal company and prior to conducting an appraisal. If this is not done before an appraisal, a considerable amount of manual cleanup may be required after the appraisal tape is received.
EISMNT Main Menu
EISMNT - Local Code Maintenance Main Menu
1. CATSCN - Maintain Local Item Categories
2. CLSSCN - Maintain Local Asset Classes
3. CNDSCN - Maintain Local Item Condition Codes
4. DATSCN - Maintain Local Configuration Data
5. DSPSCN - Maintain Local Disposition Codes
6. FNCSCN - Maintain Local Functions
7. FNDSCN - Maintain Local Funds
8. LOCSCN - Maintain Local Locations
9. ORGSCN - Maintain Local Organizational/Department Units
10. EXIT - Exit program
DATSCN - Configuration Data
Configuration data consists of information that controls some of the basic operations of the EIS system. The data is entered using the DATSCN option in EISMNT. The values which are entered are set by Board policy decisions. The following display shows the configuration screen with a description of the data fields.
____________________________________________________________________________ | | | Capitalization Criteria | | ----------------------- | | Dollar Limit : 1000.00 | | Life Limit : | | | | Foundations : 2.00% | | GAAP Flag : Y | | Fiscal Year Closed: 2009 Month to Close Fiscal Year: 6 | | | | District Name : SAMPLEVILLE SCHOOLS | | District IRN : 123456 | | Highest Tag No : 7009 | | Using USAS Function Codes? Y | | Using Received date? _ | | | | | | DATSCN - Maintain Configuration Data Program | | | |__________________________________________________________________________|
This data should be entered when the district first starts up on the EIS software. Changes can be made at a later point if necessary.
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You do not have direct control over the GAAP Flag or the Fiscal Year Closed fields.
CLSSCN - Asset Class
Asset Class codes are four digit numeric codes which are used to define broad class of fixed assets. GAAP reporting requires that each item be assigned an asset class. Items that do not contain an asset class will appear under an "undefined" class grouping on the GAAP schedules. ODE defines the first 2 digits (listed below):
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The second two digits may be used to further break down the asset classes if desired. Districts tend to leave the second two digits as 0's but the classes may be further subdivided. A good example of breaking down an asset class is as follows:
Land and some land improvements are not considered depreciable. These items could be assigned under asset class 0100. However, land improvements which are not permanent (i.e. walks, outside walls, driveways, parking lots, retaining walls, fencing and playground built-ins) are to be depreciated. These items could be "separated" from the non-depreciable by further dividing the asset class (i.e. 0101 Land Improvements)..
For further information on CLSSCN, please refer to the CLSSCN - Maintain Local Asset Classes chapter in the EIS Reference Manual.
Practice Exercise, Entering Asset Class Codes
Choose CLSSCN from EISMNT screen
Select the Maintain Local Asset Classes
Press ADD key
Add a new Asset Class
Add Asset Class: 0101
Enter Description: DEPRECIABLE LAND IMPROVEMENTS
Can be used in reports to explain an asset class code
Press ADD key
Accept the new Asset Class
Press EXIT key
Exit CLSSCN and return to main EISMNT menu
CATSCN - Item Category
Item Category Codes are four character codes consisting of letters and/or digits. They further subdivide asset classes into finer units. They are not required for GAAP reporting, but are extremely useful in generating reports on specific grouped items or update replacement costs/insurable values.
Alpha characters are easier to remember, and generally 20 or fewer categories are adequate. For example, you might use codes such as: AUDV for audio visual equipment, or COMP for computer equipment. Optionally, an insurance class and/or an inflation rate may be assigned to each item category. Insurance classes are used on the Insurance Values report (EIS401), while inflation rates may be used by EISCHG to update the replacement cost/insurable value of each item in a particular item category by that percentage. These rates are obtained from an insurance company or appraisal firm.
For further information on CATSCN, please refer to the CATSCN - Maintain Local Item Categories chapter in the EIS Reference Manual.
The following codes are used for the insurance classes:
B = BUILDINGS
C = CONTENTS
E = EXCLUDED
IM = INLAND MARINE
P = PROPERTY IN THE OPEN
V = VEHICLES
Note: The class, Inland Marine, refers to any items that "float" between buildings. For example, musical instruments.
EISMNT/CATSCN also allows you to assign each item category to the associated asset class. When the asset class is specified in CATSCN, the asset class will automatically be defaulted onto the item record when adding new items in ITMSCN.
Likewise useful life values may be specified for each item category in CATSCN as well. Specifying useful life values in CATSCN will cause those values to automatically default onto the item record when adding new items in ITMSCN. (Please note: useful life values in CATSCN are necessary if running the EISCHG Mass Change to Full Depreciation option.)
Practice Exercise, Entering Item Category Codes
1. Choose CATSCN from EISMNT screen
Select the Maintain Local Item Categories option
2. Press ADD key
Add a new Item Category
3. Add Item Category: 03PE
Add the Category, Phone System Equipment
4. Add Description: PHONE SYSTEM EQUIPMENT
5. Enter Asset Class: 0300
Assets in this item category belong to 0300 Asset Class
6. Enter Useful Life: 10
Specify the expected useful life of the assets in this Item Category
7. Press ADD key
Accept the new Item Category
8. Press EXIT key
Exit CATSCN option and return to main EISMNT menu.
FNDSCN - Fund Codes
Fund Codes are four character codes consisting of digits and/or letters used to define where the asset is currently being used. The fund code is not necessarily the source from which the item was purchased. Most districts use actual USAS fund numbers, such as, 001 (general fund) or 006 (food service). Fund codes are required for GAAP reports.
There are three types of funds employed in governmental accounting. The following fund type codes are required for printing the GAAP schedules.
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Many districts give the appraisal firm a diagram of district buildings and in each room write the primary fund for which assets in that room are being used.
If no fund type is specified, capitalized items under that fund will be improperly reported on the GAAP Schedules under "Unknown Fund Type".
For further information on FNDSCN, please refer to the FNDSCN - Maintain Local Fund Codes chapter in the EIS Reference Manual.
Practice Exercise, Entering Fund Codes
1. Choose FNDSCN from EISMNT screen
Select the Maintain Local Funds option
2. Press ADD key
Add a new Fund
3. Add Fund: 572
4. Add Description: Chapter I
Enter the description for the code
5. Enter Fund Type: G
Designate as a Governmental Fund
6. Press ADD key
Accept the new Fund
7. Press EXIT key
Exit FNDSCN option and return to the main EISMNT menu
FNCSCN - Function/Activity Codes
Function/Activity Codes are four character codes consisting of digits and/or letters and are used to define the current function or activity for which the asset is being used. Most districts use actual USAS function numbers, such as 1110 (elementary instruction) or 2220 (library). Function codes are required for GAAP reporting. If no function is specified, capitalized items under that function will appear under an undefined grouping on the GAAP schedules
Many districts give the appraisal firm a diagram of district buildings, and in each room write the primary function for which assets in that room are being used.
For further information on FNCSCN, please refer to the FNCSCN - Maintain Local Function-Activity Codes chapter in the EIS Reference Manual.
Practice Exercise, Entering Function Codes
1. Choose FNCSCN from EISMNT screen
Select the Maintain Local Functions option
2. Press ADD key
Add a new Function
3. Enter Function number: 2500
Functions to two significant digits are usually sufficient
4. Enter Description: Fiscal Services
Enter a description for the function
5. Press ADD key
Accept the new Function code
6. Press EXIT key
Exit FNDSCN and return to the main EISMNT menu
LOCSCN - Location Codes
The Location Codes define where the item is located and is required when adding an item but not required for GAAP reporting. Location codes consist of two parts - category and number. Each consists of four characters which may be either alphabetic or numeric. Generally the category identifies the building or department where the item is located, while the number identifies a specific room or location in a building.
Many districts give the appraisal firm a diagram of district buildings and in each room and corridor write the location code to be used for all assets at that location.
For further information on LOCSCN, please refer to the LOCSCN - Maintain Local Location Codes chapter in the EIS Reference Manual.
Practice Exercise, Entering Location Codes
1. Choose LOCSCN from EISMNT screen
Enter EIS code maintenance program
2. Press the ADD key
Selection option to add Location
3. Enter the Category: 100
The Category code generally identifies the building or department where the item is located.
4. Enter the Location Number: 117
The Number code identifies a specific room in a building.
5. Enter Description: Room 117
Enter a description of the location. Can be used in reports to explain a location code
6. Press the ADD key
To add the new location
7. Press EXIT key
Leave the LOCSCN option and return to the main EISMNT menu.
ORGSCN - Organizational Units
Organizational/department units are four character codes consisting of digits and/or letters to describe a building, department, or office that is responsible for the item. Some districts use the same organizational units as they have in the budget account structure for operational units (OPU's). If the organizational units are buildings, you can generate an insurance values report or a report showing assets per building. These codes are not required for GAAP reporting. For further information on ORGSCN, please refer to the ORGSCN - Maintain Local Organizational-Department Codes chapter in the EIS Reference Manual.
DSPSCN - Disposition Codes
Item Disposition Codes are two character codes consisting of letters and/or digits and are used to define the disposition method of an item whose status is "Disposed of". They are utilized when posting a transaction which tracks the disposing of an asset. For further information, please refer to the DSPSCN - Maintain Local Item Disposition Codes chapter in the EIS Reference Manual.
CNDSCN - Condition Codes
Item Condition Codes are two character codes consisting of letters and/or digits used to define the condition of an item. These are for optional use by a district and are not required for GAAP reporting. For further information, please refer to the CNDSCN - Maintain Local Item Condition Codes chapter in the EIS Reference Manual.
This report generates a list of all data maintained on the State code file, the local code file, and the configuration file. After the local codes have been entered through EISMNT, you should run this program to give you a hard copy of these codes to keep on hand for reference and to include in a board policy manual. You may select which portions of the report you want. All data maintained on file for a particular code type is included on the report. You would only need to re-run this report if any of the locally defined codes were changed, or new codes were added.
For further information on EIS001, please refer to the EIS001 - Code Listing Report chapter in the EIS Reference Manual.
Practice Exercise, Generating a Code Listing Report
1. Run OECN$EIS:EISRPT
Enter the EIS Report program
2. Choose EIS001
Select the Code Listing Report
3. Enter a ?
Displays all of the selection options that are available
4. Enter an *
Select all of the codes including the state defined codes
5. Enter the letter C or press RETURN for the default
Choose to continue and generate the report.
6. Press any key
To return to the main EISRPT menu
7. Type the command: EXIT or the number 17
Exit from EISRPT
Generates an EIS001 report.