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The EISCHG program gives you the ability to mass change specific fields.  There are seven options to choose from on the EISCHG menu:

Ordered List (ol)
List Item (li)
Mass Change Item Category
List Item (li)
Mass Change Location Code
List Item (li)
Mass Change Function/Activity Code
List Item (li)
Mass Change Asset Class By Item Category
List Item (li)
Update Replacement Cost/Insurable Value by Inflation Rate
List Item (li)
Mass Change to Full Depreciation
List Item (li)
Mass Change Current Asset Function Based on Location Code

 For further information on the options of EISCHG, please refer to the EISCHG - EIS Mass Change Program chapter in the EIS Reference manual.

Mass Change Item Category

The mass change item categories option will change all inventory items which currently have an item category matching the old item category to the new item category entered. The new item category will be automatically added in CATSCN as well. You can also merge Item Categories (as shown in the example below). The primary purpose is to change item category codes assigned by appraisal companies to a more meaningful code which the district chooses. There can be up to 98 old and new item category categories changed for one run.

Sample Run


You have the option of making a projection only run or actually updating the files.

Projection only or Update files? (P,U,?): <P> _

You may enter up to 98 old and new item category codes to mass change.

Enter old and new item category codes:

Enter old code: < > ____
                             03FE
03FE = FIXED ATTACHED ITEMS OF EQUIPMENT

Enter new code: < > ____
                              03MS

New item category already exists on local code file.
Processing this change will cause the old and new codes
to be combined into one code.

Process this change? (Y,N,?): <Y> _

Old Code New Code

1) 03FE 03MS

Continue, Re-enter or Exit? (C,R,E,?) <C> _


Mass Change Location Codes Option

The mass change location codes option will change all inventory tags which currently have a location code matching the old location code to the new location code entered. It will also add or update the location code on LOCSCN. The primary purpose of this option is to change location category/number codes assigned by appraisal companies to the codes chosen by the district or if items from one location (room) have moved to another.

You have the option of making a projection only run or actually updating the files.

Sample Run


2) Mass change location codes

Projection only or Update files? (P,U,?): <P> _

You may enter up to 98 old and new location codes to mass change.

Enter old and new location codes:

Enter old location category: < > ____
                                                100

Enter old location number: < > ____
                                               131
100 131 = ROOM 131

Enter new location category: < > ____
                                                  100

Enter new location number: < > ____
                                                132

Continue, Re-enter or Exit? (C,R,E,?) <C>


Commands

Explanation

1. Run OECN$EIS:EISRPT

Access the report menu

2. Select EIS302 Report

Generate a Location Report for a specific room

3. Enter "L" for "Enter specific selection option" prompt

Prompt you to enter Location Category/Number

4 Enter Location code: 100 138

 

5. Review the EIS302.TXT report generated

Lists the items in room 100 138

6. Run OECN$EIS:EISCHG

Enter the mass change program. Note the options.

7. Select Option 2

Select the option to mass change location codes

8. Enter U for Update

 

9. Enter Old Location Category: 100 and Number: 138

Moving the items from Room 100 138

10. Enter New Location Category: 100 and Number: 139

Moving the items to Room 100 139

11. If no additional location categories need changed, hit "enter" twice

This indicates you have finished entering changes

12. Select default of "C"

This will mass change the items with the new location code

13. View the generated EISCHG.TXT

 

14. Access LOCSCN and update the description for the newly created location code as well as delete the old one

 

Mass Change Function/Activity Codes Option

The mass change function/activity codes option will change all inventory items which currently have the old function/activity code to the new function/activity code which is entered. If not on GAAP reporting, all items will be changed as well as the code in FCNSCN. If the district is on GAAP, you must choose the item status of the items you wish to change (disposed of, inactive, and old tag items CANNOT be changed) and transfer transactions will automatically be posted for each tag item where the function code has changed.

You have the option of making a projection only run or actually updating the files.

Mass Change Asset Class by Item Category Option

The mass change asset class by item category option changes all items with a specified item category to have a specified asset class. The primary purpose for this option is to allow districts with new appraisals to mass-change their asset class by item category in case it was coded incorrectly on the appraisal. If the district is not on GAAP, all items will be changed. If the district is on GAAP, you must choose the item status codes of the items you wish to change (you will NOT be able to change disposed of, inactive, or old tag items) and transfer transactions will automatically be posted for each tag item where the asset class has changed.

You have the option of making a projection only run or actually updating the files.

Update Replacement Cost and/or Insurable Value by inflation rate

This option allows you to increase/decrease the replacement costs and/or insurable value based on the inflation rate stored in CATSCN and is associated with the item category code of the item. You can enter which item status codes are to be changed. You can also select specific asset classes or specific item categories for the update.

Sample Run


Projection only or Update files? (P,U,?): <P> _

Update Replacement Cost, Insurable Value, or Both? (R,I,B,?) <B> _

Enter item status codes: <A,N,EH,EN > ___________________

Enter selection option: (A,I,N,?) <N> _
?
A = Select specific asset classes
I = Select specific item categories
N = No specific selections wanted

Enter selection option: (A,I,N,?) <N> _

You may enter up to 20 asset class codes to select for updating.

Enter the asset class: < > ____
                                        0300

Processing Completed!

DATE: 06/22/11                                             Sampleville Schools                                                   PAGE: 1
TIME: 8:27 am                        PROJECTED MASS CHANGE AUDIT TRAIL (EISCHG)
                                                   MASS CHANGE REPL. COST/INSUR. VALUE

FILE          TAG       OLD DATA                               NEW DATA
------           ------       -----------------------------                  ---------------------------
EISITM      05959     Replacement Cost: 8,550.38     Replacement Cost: 8,635.88
EISITM      05959     Insurable Value: 8,550.38          Insurable Value: 8,635.88
EISITM      00081     Replacement Cost: 1,199.00     Replacement Cost: 1,222.98
EISITM      00081     Insurable Value: 1,199.00          Insurable Value: 1,222.98
EISITM      01136     Replacement Cost: 700.00        Replacement Cost: 714.00
EISITM      01136     Insurable Value: 700.00            Insurable Value: 714.00
EISITM      01142     Replacement Cost: 3,995.00     Replacement Cost: 4,074.90
EISITM      01142     Insurable Value: 3,995.00          Insurable Value: 4,074.90

Mass Change to Full Depreciation Option

The mass change to full depreciation option will update the depreciation information on all the selected item records. The depreciation method, beginning depreciation date, and salvage value will all be updated based on the options chosen when running this option of EISCHG. The life to date depreciation will also be calculated and updated in ITMSCN.  In order for the items to be properly updated, it is necessary to have:

  • valid original cost
  • acquisition date
  • item category values in EISSCN/ITMSCN
  • useful life values entered into EISMNT/CATSCN. These useful life values will be used by EISCHG to update the useful life of each item. The useful life, or life expectancy, of each item will be determined by the associated item category and the useful life specified for that category in EISMNT/CATSCN. Errors will be generated on the EISCHG.TXT report indicating the life to date depreciation could not be calculated for items missing these values.

The mass change to full depreciation offers several options used in determining which items will be updated as well as how certain fields will be updated. You may choose to update all items or just those items that currently have the "Depreciation Method" set to "N". Likewise, you may choose to update only capitalized items, non-capitalized items, or both. You may also choose the straight line or declining balance method.

You have the option of making a projection only run or actually updating the files.

Sample Run


You should already have entered life expectancy value in EISMNT/CATSCN before running this option. You will need to do this before you continue.

Do you wish to continue? (Y,N,?): <Y> _

Projection only or Update files? (P,U,?): <P> _

Update all items or just those items with method = No? (A,N,?): <N> _

Update capitalized items, non-capitalized items, or both? (C,N,B,?): <B>

Depreciation method Straight-line or Declining Balance? (S,D,?): <S> _

Assign depreciation beginning date. (A,F,H,?): <A> _
                                                                           ?

A = Use item's acquisition date. F = Use July of FY item was acquired in.
H = Use July if item was purchased between July 1 - Dec 31;
Use Jan if items was purchased between Jan 1 - June 30.

Assign depreciation beginning date. (A,F,H,?): <A> _

Assign salvage value = Zero? (Y,N,?) <Y> _

Assign life expectancy for all items or only if blank? (A,B,?): <A> _

Processing Completed!


Mass Change Current Asset Function Based on Location Code

The mass change current asset function based on location code option will update all items with a specified location code to have a specified function/activity code. This option offers the ability to easily change the function of items in a certain room that may have been incorrectly coded by an appraisal company. Or, the functionality of a room may change and all the items stored in that room need to be updated to coincide with the new function/activity of the room. If not on GAAP reporting all items on file with the specified location will be updated to reflect the new function. If on GAAP reporting, you must choose the status of the items you wish to change. Items with a status of "disposed of", "inactive", and "old tag" CAN NOT be changed. Also transfer transactions will automatically be posted for each item changed.

You have the option of making a projection only run or actually updating the files.