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Table of Contents

GAAP Reports

EIS101---Schedule of Fixed Assets by Source

Info

For a screencast recording of an EIS101 sample run with narration, please refer to the following URL: +http://ssdt.oecn.k12.oh.us/screencasts/eis+ and click on the "EIS101 Report" video link.

The EIS101 provides a summary of the original cost of capitalized items by their source or the fund the items were originally charged to when purchased. This schedule uses the purchase order information from the acquisition record to identify the source fund used in purchasing capitalized items. The "where used" fund specified on ITMSCN of each item will determine what fund type the item will be reported under on the report.

Each fund type (governmental, proprietary, fiduciary) is printed on a separate page. An additional page is also printed for "Unknown Fund" type. Capitalized items without a fund in ITMSCN or fund type in EISMNT/FNDSCN will be reported under this "Unknown" fund type.

Listed below are some of the additional unique features of the EIS101 Schedule by Source:

Unordered List (ul)
List Item (li)
Only items which meet capitalization limits, and have a status of A, N, EH, or EN are included.
List Item (li)
Uses acquisition method and fund from the account code on the ACQTRN to determine what line the item should fall on.

List Item (li)
Acquisition methods - donated, leased, and other - each have their own line.
List Item (li)

Also contains the line "Acquisitions Prior to System Start-up" for each fund type. Amounts reported on this line are made up of capitalized items that:

  • are currently on file without an acquisition record.
  • do not have a specified source fund in the account code on ACQTRN.
  • the sum of the acquisitions on file is more than what is currently recorded as the original cost on ITMSCN. In this situation, the difference between the sum of the acquisitions and the original cost is reported on this line.
Info

Please click on the EIS101 - Schedule of Fixed Assets by Source chapter in the EIS Reference Manual for more information on the report program



Sample EIS101 Report

Code Block
Date: 02/10/11                SAMPLE CITY SCHOOLS                 Page:      1
Time:  9:50 am         Schedule of Fixed Assets by Source         (EIS101)
                                Fiduciary Funds
   Capital Leases                                                      .00
   Donations                                                           .00
   Other                                                               .00
   Acquisitions Prior to System Start-up                               .00
                                                        ------------------
      Total for Fiduciary Funds                                        .00


Date: 02/10/11                SAMPLE CITY SCHOOLS                 Page:      2
Time:  9:50 am         Schedule of Fixed Assets by Source         (EIS101)
                               Governmental Funds
   GENERAL (001)                                              2,794,623.82
   PERMANENT IMPROVEMENT FUND (003)                             469,577.95
   ATHLETIC (300)                                               261,283.00
   Capital Leases                                                      .00
   Donations                                                           .00
   Other                                                               .00
   Acquisitions Prior to System Start-up                               .00
                                                        ------------------
      Total for Governmental Funds                            3,525,484.27



Date: 02/10/11                SAMPLE CITY SCHOOLS                 Page:      3
Time:  9:50 am         Schedule of Fixed Assets by Source         (EIS101)
                               Proprietary Funds
   FOOD SERVICE (006)                                            43,861.23
   Capital Leases                                                      .00
   Donations                                                           .00
   Other                                                               .00
   Acquisitions Prior to System Start-up                               .00
                                                        ------------------
      Total for Proprietary Funds                                43,861.23



Date: 02/10/11                SAMPLE CITY SCHOOLS                 Page:      4
Time:  9:50 am         Schedule of Fixed Assets by Source         (EIS101)
                         Assets with unknown fund type
   Capital Leases                                                      .00
   Donations                                                           .00
   Other                                                               .00
   Acquisitions Prior to System Start-up                               .00
                                                        ------------------
      Total for Assets with unknown fund type                          .00


EIS101 Error Messages

Info

For a screencast explanation of possible EIS101 errors, please refer to the following URL: +http://ssdt.oecn.k12.oh.us/screencasts/eis+ and click on the ""EIS101 Errors and EISERR.TXT Report" video link.

The EIS101 generates an error report when items are found on the system with the original cost being less than the total dollar amounts posted on the acquisition transactions. When this happens, the original cost of the item will be incorrectly reported in the "Acquisitions prior to system start-up" line of the EIS101 report.

The following is a brief explanation of how these errors can be corrected:

If not on GAAP
The original cost can be manually increased by modifying the item record in EISSCN/ITMSCN, or decrease the amount on an acquisition transaction record depending on which would result in the correct value.


*If on GAAP*
If the original cost is found to be correct, you can post an acquisition transaction record with a negative for the difference between the acquisition total and the original cost and set the "update original cost?" flag to "N". This will lower the acquisition transactions' total amount without lowering the original cost stored on the item record. If the sum of the acquisition transactions is found to be correct, use the following procedure:

Ordered List (ol)






Post a new acquisition transaction record for the amount of the difference between the original cost and the acquisition total and set the update original cost flag to "Y".
*Note:* This will increase the original cost to the correct amount but also increases the acquisition transactions' total amount.
List Item (li)


Post another acquisition transaction record with a negative amount of the difference between the original cost and the acquisition total. The update original cost flag should be set to "N" on the acquisition transaction.

List Item (li)






Ordered List (ol)






EIS102---Schedule of Fixed Assets by Function and Class

Info

For a screencast recording of an EIS102 sample run with narration, please refer to the following URL: +http://ssdt.oecn.k12.oh.us/screencasts/eis+ and click on the "EIS102 Report" video link.

The EIS102 is a schedule of fixed assets by function and class used in GAAP reporting. The schedule can be generated by function and class, class, or a summary by function and class. The schedules are produced according to fund type: fiduciary, governmental, proprietary, and unknown. Amounts appearing under the "Unknown" fund type come from items on file without a fund specified on the item record or the use of a fund without a valid fund type specified in EISMNT/FNDSCN.

Listed below are additional features of the EIS102:

List Item (li)
Prints summaries of the original cost and/or book value of fixed assets by their function/activity and/or class.
List Item (li)
Separate pages are printed for each fund type (governmental, proprietary, fiduciary). The fund type is determined by looking up the fund type associated with the "current fund" on screen 1 of EISSCN/ITMSCN.
List Item (li)
Only items which meet capitalization limits and have a status of A, N, EH, or EN are included.
List Item (li)
Determines the appropriate line/column on the report by looking at the function/activity code and the asset class code on the 1st screen of EISSCN/ITMSCN.
List Item (li)

Produces three variations of the report:

  • Detailed Report by Function and Class (lists all asset classes, including sub-asset classes)
  • Summary Report by Function and Class (lists all functions, but only major asset classes)
  • Report by Class (gives summary by class only)
Ordered List (ol)


List Item (li)
The amounts for items with blank functions and/or activity or asset class codes in ITMSCN will be listed on a line titled "Unclassified" on the report.

Unordered List (ul)
Info

Please click on the EIS102 - Schedule of Fixed Assets by Function and Class chapter in the EIS Reference Manual for more information on the report program



Sample EIS102 Reports

Code Block
Date: 02/12/11                SAMPLE CITY SCHOOLS                  Page:      1
Time: 12:51 pm              Schedule of Fixed Assets               (EIS102)
                             by Function and Class
                               Governmental Funds
                                                        Original          Book
Function/Class   Description                              Cost           Value
 1100 REGULAR INSTRUCTION
      0300 FURNITURE,FIXTURES,EQUIPMENT               40,729.84        5,941.17
      0600 EDUCATIONAL, MEDIA BOOKS, TAPES, ETC        6,171.03        4,711.87
         Function 1100 Subtotals:                     46,900,87       10,653.04
 1110 ELEMENTARY
      0300 FURNITURE,FIXTURES,EQUIPMENT                7,831.39        5,382.38
         Function 1110 Subtotals:                      7,831.39        5,382.38
 1130 HIGH SCHOOL
      0100 LAND AND LAND IMPROVEMENTS                372,240.00      281,552.80
      0200 BUILDINGS AND BUILDING IMPROVEMENTS       961,678.70      581,740.83
      0300 FURNITURE,FIXTURES,EQUIPMENT              137,143.63        9,856.34
      0600 EDUCATIONAL MEDIA BOOKS, TAPES, ETC        81,280.67            0.00
         Function 1130 Subtotals:                  1,552,343.00      873,149.97
      1100 REGULAR INSTRUCTION Subtotals:          1,628,924.17      885,558.81
   1000 INSTRUCTION Subtotals:                     1,628.924.17      885,558.81
                                         .
                                         .
                                         .
                                         .
                                         .


Date: 02/12/11                SAMPLE CITY SCHOOLS                  Page:      3
Time: 12:51 pm              Schedule of Fixed Assets               (EIS102)
                             by Function and Class
                               Proprietary Funds
                                                        Original          Book
Function/Class   Description                              Cost           Value
  3100 FOOD SERVICE
       0300 FIXTURES, FURNITURE AND EQUIPMENT          43,861.23        9,896.91
          Function 3100 Subtotals:                     43,861.23        9,896.91
       3100 FOOD SERVICES OPERATIONS Subtotals:        43,861.23        9,896.91
    3000  OPERATION OF NON-INSTRUCTIONAL Subtotals:    43,861.23        9,896.91
Proprietary Fund Totals                                43,861.23        9,896.91

EIS103---Schedule of Changes in Fixed Assets

Info

For a screencast recording of an EIS103 sample run with narration, please refer to the following URL: +http://ssdt.oecn.k12.oh.us/screencasts/eis+ and click on the "EIS103 Report" video link.

The EIS103 is a schedule of changes in fixed assets. The EIS103 makes use of all acquisitions, dispositions, and transfer transactions posted during the current fiscal year. The data on these transactions is used in calculating the ending balances for the fiscal year.

The EIS103 creates three reports as listed below:

List Item (li)
EIS103S - summary report giving a summary schedule of changes in fixed assets.
List Item (li)
EIS103D - detailed schedule of changes listing any individual tag numbers that may have incurred acquisitions, dispositions, transfers, or adjustments. The detailed report provides backup for the figures calculated on the summary schedule.
List Item (li)
EIS103E - lists any tag numbers that may be causing errors. Please refer to the "EIS103 Error Messages" section for further details.
Unordered List (ul)

Separate schedules are generated for each fund type: fiduciary, governmental, proprietary, and undefined. Amounts appearing under the "Unknown" fund type come from items on file without a fund specified in ITMSCN or the use of a fund without a valid fund type in EISMNT/FNDSCN. As with the other GAAP reports, only capitalized items with a status of A, N, EH, or EN are used in calculating the balances on the Change Schedule. The equation used in determining the ending balance is:

Code Block
BEG. BALANCE + ACQUISITIONS - DISPOSITIONS + TRANSFERS IN - TRANSFERS OUT + ADJUSTMENTS = END. BALANCE

Where the:

Column

Definition

Beginning Balance

Total original cost amount at the beginning of the fiscal year.  Should equal the ending balance from the prior fiscal year.

Acquisitions

Total original cost amount of all capitalized items acquired during the current fiscal year.

Dispositions

Total original cost of all capitalized items (that were part of the beginning balance) but were disposed of during the current fiscal year

Transfers In

Total original cost of all capitalized items transferred into the corresponding code during the current fiscal year.

Transfers Out

Total original cost of all capitalized items transferred out of the corresponding code during the current fiscal year.

Adjustments

Total original cost of any transactions posted during the year with the error adjustment flag set to "Y".  Also includes amounts for any
items that may have changed from capitalized to non-capitalized or vice versa throughout the fiscal year.

Ending Balance

Total original cost amount at the end of the fiscal year


The schedule can be created by fund, function, or asset class. The EIS103 determines the appropriate line/column for the items on the report by looking at the fund, function/activity, or asset class code (depending on which report is being run) on the first screen of EISSCN/ITMSCN. Any capitalized items with a blank fund, function/activity, or asset class codes will be listed as "Unclassified" on the reports.

Info

Please click on the EIS103 - Schedule of Changes in Fixed Assets chapter in the EIS Reference Manual for more information on the report program


Sample Summary EIS103 Report

Code Block
Date: 02/10/11               Sample City Schools                     Page:      1
Time:  2:51 pm  Schedule of Changes in Fixed Assets by Function          (EIS103)
                              Governmental Fund

                        Beginning               Trans   Trans              Ending
Function/Description      Balance   Acq.  Disp.    In     Out   Adj.      Balance
1100 REGULAR INSTRUCT   46,900.87    .00    .00   .00     .00   .00     46,900.87
1110 ELEMENTARY          7,831.39    .00    .00   .00     .00   .00      7,831.39
1120 JUNIOR HIGH        21,848.91    .00    .00   .00     .00   .00     21,848.91
1130 HIGH SCHOOL      1552,343.00    .00    .00   .00     .00   .00   1552,343.00
2200 SUPPORT INSTRUCT  406,420.46    .00    .00   .00     .00   .00    406,420.46
2400 SUPPORT ADMINIST   13,079.70    .00    .00   .00     .00   .00     13,079.70
2700 SUPPORT OPERATIO   17,934.00    .00    .00   .00     .00   .00     17,934.00
2800 SUPPORT PUPIL TR  675,936.39    .00    .00   .00     .00   .00    675,936.39
4500 SPORT ACTIVITY    300,655.36    .00    .00   .00     .00   .00    300,655.36
5200 SITE IMPROVE       12,956.74    .00    .00   .00     .00   .00     12,956.74
5500 BLDG ACQUIS/CONT  455,052.88    .00    .00   .00     .00   .00    455,052.88
5600 BLDG IMPROVEMENT   14,525.07    .00    .00   .00     .00   .00     14,525.07
  Gov't Fund Totals:  3525,484.77    .00    .00   .00     .00   .00   3525,484.77

EIS103 Error Messages

Info

For a screencast explanation of possible EIS103 errors, please refer to the following URL: +http://ssdt.oecn.k12.oh.us/screencasts/eis+ and click on the specific error video link under "EIS103 errors".

This program will generate a separate error report displaying errors that may have been found in generating the change schedule. Following are the possible error messages that you may receive when running the EIS103.

Types of Errors/Warnings

List Item (li)

Ending balance amount not equal to original cost
In creating the change schedule, the total of all the acquisition transaction amounts for each capitalized item posted in the current fiscal year are added to the beginning balance amounts. These amounts are then compared to the original cost as found on the ITMSCN records. When the two amounts do not match, this error is generated for each item that is out of balance and the items are not included in the EIS103 report.

Info

If the difference is found to be less than one dollar, the error will be a warning only and read as follows: "WARNING: Ending balance not equal original cost by < $1.00." When the error is a warning only the associated item will be included on the EIS103 report. When this occurs you may notice slight differences in the ending balances reported on the EIS103 compared to the total original cost as reported on the EIS304 or EIS305. Differences due to rounding can be ignored. This would generally be caused by rounding differences incurred when splitting a lot into individual items.

List Item (li)
Ending balance amount not equal to zero
This error usually indicates a problem with items that have a status of "D," disposed of, on the ITMSCN record. For the change schedule, the ending balance for any items disposed of should be equal to zero. This is calculated by adding the total of all the acquisitions for the current year to the beginning balance of an item. This is then subtracted from the original cost as found on the ITMSCN record. This error is generated for each item that the sum is not equal to zero and the items will not be included in the EIS103 report.
List Item (li)
Transaction fund/function/class not equal to previous transaction
This error occurs when there has been an improper change of Fund, Function, or Asset Class code for an item. For instance, a date on a transfer transaction can not be prior to the actual acquisition date of an item.
Unordered List (ul)



 


Info

When running the EIS101, EIS102 & EIS103 reports at the end of the fiscal year, the totals should match by Fund Type from one report to the next.

EIS104---Schedule of Changes in Depreciation


Info

For a screencast recording of an EIS104 sample run with narration, please refer to the following URL: +http://ssdt.oecn.k12.oh.us/screencasts/eis+ and click on the "EIS104 Report" video link.


EIS104 creates two reports which give the changes in depreciation for all capitalized active items by fund, function, or asset class. One report is a summary of the accumulated depreciation at the beginning of the FY plus the depreciation for the current FY broken out for continuing items, acquisitions, dispositions, transfers, and net adjustments. The accumulated sum gives the total depreciation at the end of the current FY.


Separate schedules are generated for each fund type: fiduciary, governmental, proprietary, and unknown. Amounts appearing under the "Unknown" fund type come from items on file without a fund specified in ITMSCN or the use of a fund without a valid fund type specified in EISMNT/FNDSCN. As with the other GAAP reports, only capitalized items with a status of A, N, EH, EN are used in calculating the balances on the Change Schedule.

The second report generated by EIS104 is a detailed report by tag number for all items acquired, disposed of, transferred, or had a change in capitalization status during the current FY. Old items with no activity in the current FY are not included in this report.

EIS104 allows you to select items for a particular fund type when generating the reports. You are also given the options to include or exclude specific entities. If you choose to include specific entities, you will not be given the option to exclude entities. Up to ten entities may be include/excluded.

Also, as seen with the other GAAP schedules, capitalized items on file with an undefined function, fund, or asset class code will be reported under the title "Unclassified" on the report.


The change schedule contains the following columns:

Column

Definition

Beginning Depreciation

Value of life-to-date (LTD) depreciation for all items capitalized at the beginning of the FY.
Items that have been transferred are reported on the line for the original fund

Continuing Items

Fiscal-to-date (FTD) depreciation for items that were capitalized at the beg of the FY.

Acquisitions

FTD depreciation for acquisitions received during the current FY

Dispositions

Value of LTD + FTD depreciation for all capitalized items that were disposed of during the current FY

Transfers Out

LTD depreciation for items that were transferred out of this fund during the current FY

Transfers In

LTD depreciation of items that were transferred into this fund during the current FY

Adjustments

Net depreciation for acquisitions, dispositions, and transfer transactions coded with the error adjustment
flag set to "Y". Also contains LTD and FTD depreciation (+ or -) for items which have changed capitalization status during the current FY.

Ending Depreciation

Total depreciation amount at the end of the fiscal year


Table Cell (td)
(Beg Deprec.) + (Dep of Continuing Items) + (Dep of Acquis.) - (Dep of Dispos.) - (Dep of Trans Out) + (Dep of Trans In) +/- (Dep of Adjust.) = End Deprec.


Info

Please click on the EIS104 - Schedule of Changes in Depreciation chapter in the EIS Reference Manual for more information on the report program

Sample Summary EIS104 Report

Code Block
Date: 03/15/11                 SAMPLEVILLE SCHOOLS                           Page:      1
Time:  4:08 pm    Schedule of Changes in Depreciation by function                (EIS104)
                               Governmental Funds

                    Beginning   Continuing               Transfers                 Ending
Func/Desc        Depreciation        Items    Acq.   Disp.  In/Out     Adj.  Depreciation
1100 REG INST.      31,426.32     4,821.51     .00     .00     .00     .00      36,247.83
1110 ELEMENTARY      7,439.82       391.57     .00     .00     .00     .00       7,831.39
1120 JUNIOR HIGH    19,283.86       809.25     .00     .00     .00     .00      20,093.11
1130 HIGH SCHOOL   534,369.76   144,823.27     .00     .00     .00     .00     679,193.03
2200 SUPPORT INST  359,976.89     3,656.88     .00     .00     .00     .00     363,633.77
2400 SUPPORT ADMIN  11,444.76       653.98     .00     .00     .00     .00      12,098.74
2700 SUPPORT OPER    3,301.63     1,056.23     .00     .00     .00     .00       4,357.86
2800 SUPPORT PUPIL 520,648.50    14,639.24     .00     .00     .00     .00     535,287.74
4500 SPORT ACTIV.  113,218.15    27,607.73     .00     .00     .00     .00     140,825.88
5200 SITE IMPROVE      801.45       267.15     .00     .00     .00     .00       1,068.60
5500 BLDG ACQUIS     4,550.53     9,101.06     .00     .00     .00     .00      13,651.59
5600 BLDG IMPROV     2,236.19       989.15     .00     .00     .00     .00       3,225.34
 Gov't Fund Tot  1,608,697.86   208,817.02     .00     .00     .00     .00   1,817,514.88

The totals for the ending depreciation should match the total accumulated depreciation (LTD + FTD) on the EIS305, provided the capitalized and active status (A,N,EH,EN) options are selected for EIS305.

Info

For a screencast explanation of balancing EIS104 with the EIS305, please refer to the following URL: +http://ssdt.oecn.k12.oh.us/screencasts/eis+ and click on "Balancing EIS104 and EIS305 Reports" video link.

Non-GAAP Reports


EIS202 - Leased Asset Listing

If a district maintains information on leased assets, either capital or operating, then the EIS202 report will generate a listing of all leased items with the acquisition method "Leased" or with a "Lease Vendor Number".

This report would normally be generated at the end of each fiscal year, but could be produced at any time during the year (whether or not the district is on GAAP reporting) to obtain current lease information. The GAAP schedules will record the total original cost (present value) of any capital leases which meet the capitalization limit.

The following selection options are available:

V

Specific Lease Vendor Numbers

R

Range of Lease Ending Dates

N

No Selection Wanted


The following capitalization options are available:

C

Select Capitalized Leases Only

O

Select Operating Leases Only

B

Select Both Capitalized and Operating Leases


Info

Please click on the EIS202 - Leased Asset Listing chapter in the EIS Reference Manual for more information on the report program



Sample EIS202 Report



Code Block
Date: 04/29/11                    SAMPLE CITY SCHOOLS                      Page:      1
Time: 12:03 pm                   Leased Asset Listing                           (EIS202)
                                  Sorted by Location


Description                        Inception   Type                Rate
--------------------------------------------------------------------------------------------
Tag No.  Vendor                     Ending    Period             Location  Item Cat. Payment
--------------------------------------------------------------------------------------------
000013   SHEAR SPARTON DIARCO    04/01/00   C  = Capital            6.00
         614610 = LIBERTY PROMO  04/01/05   A  = Annually      10-1 0007   MSHP     167.00

000014   BOX AND PAN BRAKE       09/01/08   C  = Capital            5.00
         614610 = LIBERTY PROMO  09/01/08   S  = Semi-Annually 10-1 0007   MSHP     150.00

000016   BENDER DIARCO           05/01/02   C  = Capital            6.00
         614610 = LIBERTY PROMO  05/01/07   A  = Annually      10-1 0007   MSHP     130.00

000018   TABLE PTD MTL FRM PAINT 01/01/03   C  = Capital            5.00
         614610 = LIBERTY PROMO  01/01/08   A  = Annually      10-1 0007   MSHP      87.00

000043   OVEN LAB HYTHEREM CO    01/01/08   O  = Operating          6.00
         614610 = LIBERTY PROMO  01/01/08   A  = Annually      10-2 0043   MSHP     120.00

000046   DRILL PRESS ROCKWELL    10/01/00   O  = Operating          5.00
         614610 = LIBERTY PROMO  10/01/00   A  = Annually      10-2 0043   MSHP     350.00

                                                        Total Lease Cost:         1,004.00



EIS203 - Asset Listing by Grant/Source Report


This module is designed to generate a report listing acquisition transactions by source account code and/or by a grant identifier ID. The report contains much of the information found on the acquisition transaction record plus the location of the asset. Note---an item must have one or more acquisition transaction records to be included in this report.

The report can be run at any time to obtain acquisition transaction information. One use would be to produce a listing of all of the items purchased under a particular grant or set of grants.

You may choose to select by a range of acquisition dates.
You may also choose to make any of the additional selections listed below.

 1) Grant Identifiers
 2) Funds
 3) Operational Units
 4) Organizational Units
 5) Appropriation Accounts
 6) Budget Accounts
 *) No selections

The following capitalization options are available:

C

Select Capitalized Items Only

O

Select Non-Capitalized Items Only

B

Select both Capitalized and Non-capitalized Items

 
You may report only non-blank Grant ID Items.


Info

Please click on the EIS203 - Asset Listing by Grant-Source Report chapter in the EIS Reference Manual for more information on the report program


Sample EIS203 Report


Code Block
Date: 03/18/11                            SAMPLEVILLE SCHOOLS                   Page:  11
Time: 11:34 am                        Asset Listing by Source Report               EIS203
                                               Sorted by
                                                Location

Tag   Description                         Location  Org.  PO No.  Acq.   Original  Trans.
No.   Fnd Func Obj SCC Subject Opu IL Job Grant ID  Check No.     Date     Cost    Amount

10839 THIN CLIENT DSKTOP ENVIRONMENT      100 204   100  0111234 0001
      001 2967 640 0000 000000 100 00 000              011111   04/19/10  585.00   585.00
10840 THIN CLIENT DSKTOP ENVIRONMENT      100 204   100  00111234 0001
      001 2967 640 0000 000000 100 00 000              011111   04/19/10  585.00   585.00
10841 THIN CLIENT DSKTOP ENVIRONMENT      100 204   100  00111234 0001
      001 2967 640 0000 000000 100 00 000              011111   04/19/10  585.00   585.00
10842 THIN CLIENT DSKTOP ENVIRONMENT      100 204   100  00111234 0001
      001 2967 640 0000 000000 100 00 000              011111   04/19/10  585.00   585.00
10843 THIN CLIENT DSKTOP ENVIRONMENT      100 204   100  00111234 0001
      001 2967 640 0000 000000 100 00 000              011111   04/19/10  585.00   585.00
10844 THIN CLIENT DSKTOP ENVIRONMENT      100 204   100  00111234 0001
      001 2967 640 0000 000000 100 00 000              011111   04/19/10  585.00   585.00
                                                  .
                                                  .
                                                  .

12014  EASTMAN 4V TUBA 4/4                999 INST  100  00122395 0001
       300 4134 650 9440 000000 100 00 000             032333   11/11/08  995.00   995.00
                                              Subtotal for 999  INST            25,152.14
                                              Subtotal for 999                  25,152.14
                                              Grand Total:                   4,143,395.31

EIS302 - Location Worksheet

This module generates a report listing inventory items by their location category and number. By default this is a one-line per inventory item worksheet designed to be an aid in completing an inventory. However, you are given the option to print the second description line when generating the report.

The location worksheets generated by EIS302 are very useful to check on what items at a given location are actually stored on the system or to see if any items have been removed from a location. These could be used prior to an inventory or just after an inventory to check on the accuracy of the appraisal company. Many districts send out current location worksheets one or two times a year to those in charge of a location to do an annual or semi-annual inventory update. The worksheets contain a blank space to enter a comment about each item on the list.

You have the option to include or to exclude up to 10 specific item category codes. If you press the "?" key when prompted for the item category, you will be presented with a display of the currently defined item category codes. This and the next option is available only if you are selecting all tag numbers.

You also have the option to include or to exclude up to 10 specific asset class codes. If you press the "?" key when prompted for the asset class, you will be presented with a display of the currently defined asset class codes.

The specific selection options are as follows. These selections are available only if all tag numbers are selected.

L

Select Specific locations

O

Select Specific Organizational Units

N

No Specific Selections Wanted

 You will be asked if you wish to select items by original cost. This option allows you to select just those items whose original cost meets the threshold you enter.

Commands

Explanation

Run OECN$EIS:EISRPT

Enter the EIS Report Programs

Select option to generate Location Worksheets (EIS302)

 

Run a report selecting defaults

 

Exit the EISRPT program and view the EIS302.TXT report

 


Info

Please click on the EIS302 - Location Worksheet chapter in the EIS Reference Manual for more information on the report program

Code Block
Date: 06/21/11                         SAMPLEVILLE SCHOOLS                          Page:  6
Time:  2:21 pm                     Inventory Location Worksheet                     (EIS302)
                                            Sorted by
                                 Location/Item Category/Tag Number

Date ___/___/___                              Name:_________________________________________
 Tag Number   Count  Description               Serial No.  Model No.   Cat/Sts/Con  Comments
 001  100S = 100S 100 SUPERINTENDENT
 10009013         1  CHAIR EXEC OPEN ARM                               03AF A  G  __________
 11457            1  FILE LATERAL CABINET                              03AF A  G  __________
 11458            1  DESK EXECUTIVE CHERRY                             03AF A  G  __________
 11459            1  DESK WITH HUTCH CHERRY                            03AF A  G  __________
 13207            1  TABLE CHERRY 42-0                                 03AF A  G  __________
 11591            1  Dell Dimension 4100 system                        03CP A  G  __________
 12239            1  CISCO IP PHONE CP-7940                            03CP A  G  __________
                                                 .
                                                 .
                                                 .

EIS303 - Inventory Master Listing


This module generates a master listing of all data relative to an inventory item. This includes any data existing on the Items files, Transaction files, Acquisition files, and Disposition files. You can use the EIS303 program to produce information about a subset of the items on the inventory file or about all of the items. If choosing to print all items on the report, the report will be very large.  The EISCD program also includes a master copy of the EIS303.  The subsets include:

Specific Item Categories

Specific Locations

Specific Disposition Methods

Specific Asset Classes

Specific Funds

Specific Functions

Specific Organizational Units

Specific Acquisition Methods

Acquisition Date(s)

Disposition Date(s)

Specific Descriptions

You can also indicate which portions you want included on the report These include:

Portion

Explanation

Identification Information

Includes just "Identification Information" section from screen 1 of ITMSCN

Current Information

Includes just "Current Information" section from screen 1 of ITMSCN

Maintenance Information

Includes just "Maintenance Information" section from screen 2 of ITMSCN

Acquisition Information

Includes just "Acquisition Information" section from screen 2 of ITMSCN

Depreciation Information

Includes just "Depreciation Information" section from screen 2 of ITMSCN

Lease Information

Includes just "Lease Information" section from screen 3 of ITMSCN

User-defined Information

Includes just "User-Defined Information" section from screen 3 of ITMSCN

Acquisition/Purchase Transaction Information

Includes ACQTRN data

Disposition Transaction Information

Includes DSPTRN data

Transfer/Adjustment Transaction Information

Includes TRNTRN data

You will be asked if you wish to select items by original cost. This option allows you to select just those items whose original cost meets the threshold you enter.

Info

Please click on the EIS303 - Inventory Master Listing chapter in the EIS Reference Manual for more information on the report program

Sample EIS303 Report

Code Block
Date: 03/16/11                       SAMPLEVILLE SCHOOLS                          Page:    1
Time:  9:00 am                  Inventory Master Listing Report                     (EIS303)
                                          Sorted by
                                          Tag Number
Tag Number: 01879
Ident. Info : Secondary Tag:        First Desc. : TRACTOR                  Accessories:
              Appraisal Tag:        Second Desc.: JOHN DEERE               Serial#    :
              Composite ID :        Items in Lot:          1               Model#     : 750
              Entity ID    :        Item Category: 03MQ  MAINTENANCE EQUIPMENT
Curr. Info  : Replac Cost:  9799.00 Loc: 201 HGAR  Class: 0300 Fund: 001  Func: 1100 Stat: A
              Insur Value:      .00 Inv. Date:     Inv. Comment:          Org: 201   Cond:
Maint. Info : Cost :     .00        Contract ID:   Inception Date:        Expiration Date:
              Vendor: 000000                                             Renewal Date  :
Acq. Info   : Method: P   Date: 01/01/98  Original Cost:  9312.16  Discount:            .00
Depr Info: Method:S  Date:01/1998   Salvage:  .00  LTD Amt:  7760.13  Life: 15  Factor: .00
Lease Info: Type:     Period:            Inception Date:             Payment:           .00
              Vendor: 000000                Ending Date:                Rate:           .00
User-Defined Info: Date:        Desc:            Amount:   .00  Code 1:  Code 2:  Code 3:
Acquisition Transactions:
   Type: A  Date: 01/01/98  PO Number:           Account: 05 001     Acq. Amount:   9312.16
           Count: 1    PO Item# :0  Vendor#: 000000  Grant ID:   Grant Year:   Error Adj: N
          Check#: 000000  PO Date:  Fund: 001   Function: 1100  Class: 0300   Orig. Cost: Y
                                                             .
                                                             .
                                                             .
Report Totals
--------------------------------------------------------------------------------------------
Replacement Cost:             2897854.15     Insurable Value:              .00
Maintenance Cost:                    .00
Original Cost:                3569346.00     Discount:                     .00
Salvage Value:                       .00     LTD Depreciation:      1641097.15
Lease Payment:                       .00
User Defined Amount:                 .00
Acq. Transaction Amount:      3569346.00
Amount Received:                     .00     Cost Disposed of:             .00
Transfer Amount:                     .00
--------------------------------------------------------------------------------------------

EIS304 - Brief Asset Listing

This module generates a brief listing (one line per item) of all assets on the inventory file or a subset of these. The report may also be used
to generate an "additions report" listing assets added since a specified date, by selecting an acquisition date, or a "dispositions report" by selecting a range of disposition dates.

This is a very convenient report which will give you some of the essential information about assets in a very condensed form as compared with the master inventory listing which gives all of the details. The report is used as a balancing report for GAAP schedules when run for capitalized items only. The listing includes the item's asset class, fund, and function codes. This could be useful to find items on the inventory file which are missing one or more of these values which are required for GAAP reporting.

The following selection options are available provided you are using all tag numbers:

Specific Item Categories

Specific Locations

Specific Asset Classes

Specific Funds

Specific Functions

Specific Organizational Units

Specific Acquisition Methods

Acquisition Date(s)

Disposition Date(s)

No Specific Descriptions

You will be able to select capitalized items, non-capitalized items or both. You will be asked if you wish to select items by original cost. This option allows you to select just those items whose original cost meets the threshold you enter. You will also have the options to include or exclude any lot items by quantity, as well as include or exclude specific entity ID's.

Info

Please click on the EIS304 - Brief Asset Listing chapter in the EIS Reference Manual for more information on the report program

Practice Exercise, Generating a Brief Asset Listing Report

Commands

Explanation

RUN OECN$EIS:EISRPT

Enter the EIS report program. Note the options.

Select EIS304 option

Select the option to generate a Brief Asset Listing

Use the defaults "No" to include/exclude specific entities on the report

 

Accept the default "A" for all tag nos.

 

For the item status codes enter: ? to display all of the possible item status codes.  Use the default, "*".

 

Select Capitalized Assets Only "C"

 

For the prompt, to "Include or Exclude lots by quantity", use the default, "N".

The purpose of this prompt is to allow users to include/exclude lots of a specified size on the report

The next option is to make any specific selections. Enter 3 to select specific asset class. 

Note that you can select specific: item categories, locations, asset classes, funds, functions,
organizational units, acquisition methods, acquisition and/or disposition dates. These choices
make this report especially useful.

Enter 0400.

It will prompt you to enter up to 10 different asset classes.  If you aren't sure the exact class
number, enter ? to display the current asset classes

Hit Enter key twice.

Indicates that you have finished selecting asset classes as well as making any further selection options.

Accept the default "N" to select items by original cost

Use this option to select only those items whose original cost exceeds a given $ value

Enter: L,TN for sort options and default of "C" to continue with the report

You can enter ? to display all possible sorting options.

View the EIS304.TXT generated.

 

Sample Report - Brief Asset Listing - EIS304

Code Block
Date: 03/16/11                         SAMPLEVILLE SCHOOLS                         Page:     1
Time: 11:05 am                         Brief Asset Listing                           (EIS304)
                                            Sorted by
                                       Location/Tag Number

                       Item    Acq.          Org.             Item              Asset  Original
 Tag No. Description  Status   Date  Method  Unit  Location   Cat.  Fund  Func  Class    Cost
 101945  BUS  SCHOOL    A    01/01/88   P    998  998  VEH   04SB  001   2800  0400   47,123.78
 101948  BUS  SCHOOL    A    01/01/84   P    998  998  VEH   04SB  001   2800  0400   42,867.17
 101949  BUS  SCHOOL    A    01/01/86   P    998  998  VEH   04SB  001   2800  0400   44,390.40
 101950  BUS  SCHOOL    A    01/01/88   P    998  998  VEH   04SB  001   2800  0400   47,123.78
 101951  BUS  SCHOOL    A    01/01/91   P    998  998  VEH   04SB  001   2800  0400   52,217.27
 101952  BUS  SCHOOL    A    01/01/00   P    998  998  VEH   04SB  001   2800  0400   61,675.74
 101953  BUS  SCHOOL    A    01/01/98   P    998  998  VEH   04SB  001   2800  0400   60,345.17
 101954  BUS  SCHOOL    A    01/01/96   P    998  998  VEH   04SB  001   2800  0400   58,737.65
 101955  BUS  SCHOOL    A    01/01/01   P    998  998  VEH   04SB  001   2800  0400   62,169.43
 10622   BLUE BIRD      A    08/19/04   P    998  998  VEH   04SB  001   2800  0400   56,800.00
 1068190 2009 BUS       A    04/25/08   P    998  998  VEH   04SB  001   2800  0400   73,681.00
 10804   2002 PICKUP    A    04/23/07   P    998  998  VEH   04SV  001   2700  0400   10,635.00
 13011   BLUE BIRD      A    02/17/06   P    998  998  VEH   04SB  001   2800  0400   63,205.00
  Totals for Location 998  VEH :                                                     680,971.39
  Totals for Location 998 :                                                          680,971.39
  Grand Totals:                                                                      680,971.39

EIS305---Book Value Depreciation Report

The EIS305 is a book value depreciation report. EIS305 is located under the EISRPT main menu.

The book value report lists the original cost, salvage value, book value, percent of depreciation, and the last year of useful life of the selected items. Normally this would be run once a year to determine the book value of the assets stored on the inventory system. The report will only include those items for which depreciation information was entered on the EISSCN/ITMSCN record. This must include all capitalized items for GAAP reporting and may include other items for which depreciation is being tracked.

Although EIS305 is not an official GAAP Report, it contains all of the necessary information for tracking depreciation for GAAP purposes. You have the options to select capitalized items only as well as items with a status of A, N, EH, and EN when generating the report. You also have the option to select only items disposed of within a specified date range.

Info

Please click on the EIS305 - Book Value Report chapter in the EIS Reference Manual for more information on the report program

Sample EIS305 Report

Code Block
Date: 03/16/11                      SAMPLEVILLE SCHOOLS                           Page:     1
Time: 11:16 am                 Book Value Report for 06/2010                         (EIS305)
                              LTD Depreciation as of 06/30/2010
                                         Sorted by
                                        Asset Class
Tag No.  Type/Fund Func Class Location  Description                                 Last Yr.
Meth Start Rem. Useful  Original  Salvage    LTD      FTD       Total    %    Book   Useful
      Date  Life  Life     Cost    Value   Deprec.  Deprec.    Deprec.  Depr. Value   Life
102063  G 001  1130 0100  407 LIMP  PLAYGROUND EQUIPMENT
  S  01/96  5.5   20   27,646.00   .00   20,043.35    .00   20,043.35   73  7,602.65 2016
102064  G  001 1130 0100  100 LIMP  CHAIN LINK FENCING,BLEACHER,BENC
  S 01/96  5.5    20    6,886.00   .00    ,992.35     .00    4,992.35   73  1,893.65 2016
102067  G  001 1130 0100  100 LIMP  ASPHALT SURFACES APPROX:13965 SQ
   S 01/93  2.5   20    41,878.00  .00  36,643.25     .00   36,643.25   88  5,234.75 2013
102068  G  001 1130 0100  100 LIMP  CONCREATE SURFACES APPROX:7120 S
   S 01/93  2.5   20    27,230.00  .00  23,826.25     .00   23,826.25   88  3,403.75 2013
102109  G  001 4500 0100 409 LIMP  CHAIN LINK FENCING,SOCCER GOALS,
   S 01/01 10.5   20    15,868.00  .00   7,537.30     .00    7,537.30   48  8,330.70 2021
102127  G  001 1130 0100 995 LAND  55.83 ACRES
   N        0.0    0   268,000.00  .00        .00     .00         .00     268,600.00

Total for CLASS 0100:  651,064.74  .00 183,426.45     .00  183,426.45     467,638.29
 .
 .
 .

Comparing the EIS104 Report to the EIS305 Report

Info

For a screencast recording on how to balance the EIS104 with the EIS305, please refer to the following URL: +http://ssdt.oecn.k12.oh.us/screencasts/eis+ (http://ssdt.oecn.k12.oh.us/screencasts/eis\+) and click on the "Balancing EIS104 and EIS305 Reports" video link.

EIS401 - Insurance Values Report

The purpose of this module is to generate a summary or detail report of values for insurance purposes. The summary report will print a summary table of insurable value/replacement cost by organizational unit and insurance classification. The detail report will print detail information with insurable value and replacement cost for each item on the file.

This report could be used to produce annual information for the district's insurance company. It is recommended that a district insure its fixed assets for replacement cost value. The insurance company will need an annual update reflecting inflation for various categories of assets and broken out by building. If the replacement costs kept on screen 1 on the EISSCN/ITMSCN record are updated annually, then the EIS401 report can produce the information needed by the insurance company.

Important Points

List Item (li)

The insurable values given on this report reflect the insurance classification of an item. An insurance classification (which are listed below) is assigned to each item category (in EISMNT/CATSCN). So in order for an item to be included on this report, it must be associated with an item category and in turn, that item category must have some insurance classification associated with it. If either of these are not assigned, the item will be excluded from the insurance value report.
List of insurance classes used in this program:

B = Buildings

C = Contents

E = Excluded

IM = Inland Marine

P = Property in the Open

V = Vehicles


List Item (li)
The percentage for foundations which is entered on the configuration record in EISMNT/DATSCN plays a role in the insurance values report. In fact, its only function is to reduce the insurable value of assets which fall into the insurance class "Building" by the percentage given on the configuration record. The purpose is to exclude a certain percent for the foundation of a building from the insurable value of the building. This percent should be obtained from your insurance company. Some companies may not want to exclude the foundations, and so you would enter a blank or a zero in this field on the EISMNT/DATSCN record.
Ordered List (ol)






You have the option of choosing one of the following selection criteria:

Specific Item Categories
Specific Locations
Specific Organizational Units
Specific Insurance Classifications
No Specific Selection

The report can be sorted on the following options:

  • Tag Number
  • Location
  • Insurance Classification
  • Description
  • Item Category
  • Organizational/Departmental Unit

Sample EIS401 Report

Code Block
Date: 03/16/11                     SAMPLEVILLE SCHOOLS                            Page:  1
Time: 12:10 pm               Value for Insurance Summary Report                   (EIS401)
                                  by Organizational Unit
                                                      Replacement Cost    Insurable Value
Organizational Unit: 100  = SAMPLEVILLE SCHOOL
     *  Buildings                                           857,604.85         840,452.77
        Contents                                          1,586,025.80       1,586,025.80
        Excluded                                                   .00                .00
        Inland Marine                                              .00                .00
        Property in the open                                307,489.98         307,489.98
        Vehicles                                            204,954.90         204,954.90
             Total for 100 :                              2,956,075.53       2,938,923.45
             Total Less Excluded Property:                2,956,075.53       2,938,923.45
                                            .
                                            .
                                            .
Organizational Unit: 999  = MUSICAL INSTRUMENTS
     *  Buildings                                                  .00                .00
        Contents                                             27,379.00          27,379.00
        Excluded                                                   .00                .00
        Inland Marine                                              .00                .00
        Property in the open                                       .00                .00
        Vehicles                                                   .00                .00
             Total for 999 :                                 27,379.00          27,379.00
             Total Less Excluded Property:                   27,379.00          27,379.00
             Grand Total:                                 3,659,984.53       3,642,378.85
             Grand Total Less Excluded Property:          3,659,984.53       3,642,378.85

     * = Insurable value amount for buildings excludes  2.0 percent for foundations.

EIS501 - Pending Items List

This option generates a report of all items currently on the pending items file. The pending items report will contain all p.o. information available from USAS which applies to EIS, a blank space to enter the tag number, as well as the option to include blank lines for recording other information such as serial numbers and model numbers.

If tag numbers were being assigned by different organizational units, this report might be used to obtain the tag numbers for items which were waiting to be entered on the inventory file. When sorted by invoice date, the report could be used to see what items need to be entered in the current fiscal year and which should wait until the next fiscal year. The report could also be used to see if any of the items on the pending file should be deleted.

When generating the report you will be given the option to sort on one or more of the following fields in any order:

Fund

Function

Object

Special Cost Center

Operational Unit

PO Number

PO Item Number

Invoice Number

Invoice Date

Vendor Name

Vendor Number

Check Number


Sample EIS501 Report

Code Block
Date: 03/16/11                           SAMPLEVILLE SCHOOLS                             Page:     1
Time: 12:18 pm                        Pending Information Report                            (EIS501)
                                             Sorted by
                                        Invoice Date/PO Number

   PO#   Item  Inv.#  Check#  Description              PO Date   Inv. Date  Qty. Inv. Amt.Tag Number
                      Account Code
00110005 0001 0110005 REPLACE SIDEWALKS AND DRIVES   07/01/2010 08/01/2010   1   3350.00 ___________
                      05 003 5200 640 0000 010000 100 00 000  Vendor:  004085  SAMPLEVILLE CONSTRUC
00110131 0001 0110131 PROJECTOR/MOUNT/CABLE/SUPPLY   07/01/2010 08/01/2010   1   1249.50 ___________
                      05 001 1100 640 0000 000000 100 00 000  Vendor:  005356  SCHOOL ELECTRONICS
00110316 0001 0110316 84 PASSENGER BUS               07/19/2010 09/01/2010   1  74807.49 ___________
                      05 001 2840 760 0000 000000 100 00 000  Vendor:  000057  BUS SALES AND SERVICE
00110317 0001 0110317 84 PASSENGER BUS               07/19/2010 09/01/2010   1  74807.49 ___________
                      05 001 2840 760 0000 000000 100 00 000  Vendor:  000057  BUS SALES AND SERVICE
00110382 0001 0110382 CAMERA SYSTEM                  08/07/2010 09/07/2010   1   1400.00 ___________
                      05 001 2840 760 0000 000000 100 00 000  Vendor:  000057  BUS SALES AND SERVICE
00110492 0001 0110492 REMOTE CONTROL MIRRORS         09/07/2010 10/07/2010   1    593.00 ___________
                      05 001 2840 760 0000 000000 100 00 000  Vendor:  000057  BUS SALES AND SERVICE
00110631 0001 0110631 Stadium Lights - Electrical    02/07/2011 03/07/2011   1  18583.22 ___________
                      05 003 5200 640 0000 010000 100 00 000  Vendor:  004573  ELECTRIC BROS.
00110657 0001 0110657 HEATER FOR BUS GARAGE          02/07/2011 03/07/2011   1    845.00 ___________
                      05 003 5200 640 0000 010000 100 00 000  Vendor:  005372  WHOLESALERS
00110811 0001 0110811 VERTICAL/HORZ BAND SAW         03/07/2011 04/07/2011   1   1270.00 ___________
                      05 001 1100 640 0000 000000 100 00 000  Vendor:  005573  EQUIPMENT COMPANY
00110852 0001 0110852 REPLACE BOILER                 05/07/2011 06/07/2011   1    867.15 ___________
                      05 001 5600 620 0000 000000 100 00 000  Vendor:  005882  THERMAL EQUIPMENT COMPANY

EIS801 - EIS Audit Report

This module generates a report to track changes made to your EIS files. There are two types of reports that may be generated. The demand report allows sort and selection options and is basically for your use. The official report is used as the audit trail in your annual audit. Both of these reports could be used as soon as the district is up and running on the EIS system.

The demand report can be run any time you want to know what changes you have made to the files. You may select specific tags, range of dates, specific usernames and specific files which include:

ITM = EISITM.IDX
DSP = EISDSP.IDX
ACQ = EISACQ.IDX
TRN = EISTRN.IDX

Official Report

The official report should be run at convenient periods: monthly, quarterly, semi-annually, or annually depending on the volume of activity on the system. It was created to assist in your annual audit. There are no sort or selection options available. Each official report generated will be sequentially numbered and will contain all additions, deletions, and modifications made since the previous official report. An official report will not be generated if there are no records of any modifications on file. This report should be reviewed and signed by the treasurer. It MUST be kept for examination purposes.

Sample EIS801 Demand Report

Code Block
DATE: 03/16/11                          SAMPLEVILLE SCHOOLS                             PAGE:     1
TIME:  2:08 pm                        EIS Demand Audit Report                              (EIS801)
                                     Sorted by Tag Number/Date
                                 Program        Tag    Remaining
   Date   Time  Username     Op.  Name    File Number     Key    Field name           Field values
 03/16/11 12:14 SAMPLE_USER  Mod ITMSCN   ITM 10225              Org unit       Old: 997
                                                                                           New: 100
 03/16/11 12:15 SAMPLE_USER  Mod ITMSCN   ITM 10228              Org unit       Old: 997
                                                                                           New: 100
 03/16/11 12:15 SAMPLE_USER  Mod ITMSCN   ITM 10470              Org unit       Old: 997
                                                                                           New: 100
 01/06/11 13:17 SAMPLE_USER  Mod ITMSCN   ITM 10659              Item category  Old:
                                                                                          New: 03TQ
 01/06/11 13:17 SAMPLE_USER  Mod ITMSCN   ITM 10675              Item category  Old:
                                                                                          New: 03TQ