Asset Processing

1. Asset Processing Property Control Website URL: http://intranet.hsc.unt.edu/departments/purchasing/propertycontrol/default.cfm

2. Property Control Asset Processing • Purpose for Identifying Assets • Tracking for Inventory Purposes • Spot Check Inventories (Target Assets) • Annual Inventory (All Assets) • Reporting to State Property Accounting (SPA) • Quarterly (Additions, Adjustments and Disposals) • Annual Financial Report Certification (Reconciliation) of SPA Balances (Capital Assets) • Annual Financial Report Note 2 • Depreciation • Annual Inventory Certification

3. Property Control Asset Processing Key Information for Property Control to Identify Assets • Purchasing Information. (Physical Data) • Asset Profile • EIS Alternate Account (Comptroller Object Codes) • Description • Purchase Value • Purchase DeptID • Capital/Controlled Indicators • Life of Asset • Voucher Information. (Financial Data) • Amount Paid to Vendor • Voucher (Invoice) Date • Voucher Posting Date

4. Property Control Asset Processing • Processing the Asset • Combine Physical and Financial data through the EIS Asset Management Preinterface run control. • Move the data to the Asset Management Consolidation run control for multiple asset lines on a Purchase Order. • Group the physical and financial data lines by tag number and move to the Asset Management Transaction Loader. • Enter the accountability DeptID in Asset Management. • Process a Property Acquisition Notice for review by the department for location, description, and serial number confirmation. • Enter in EIS Asset Management the location and any changes on the Property Acquisition Notice submitted by the department.

5. Property Control Asset Processing Run PO query for assets not identified by the category codes assigned profiles. PO Distribution Line reviewed for Comptroller Object codes changes. Assign tag number, cost type (C or I), and change profile if necessary in PO AM. Budget Check PO for changes to Alt Acct in the PO distribution line. Asset Received in Central Receiving. Assigned tag number carries over to receiver from PO. Multiple asset tag numbers added manually to the receiver. Serial number entered in receiver for the assets. CPU’s delivered to ITS. All other accessories delivered to the department. Asset tagged in Receiving and replaced in original container. Container marked with assigned tag number. Delivered to Department by Receiving. Letter to tag at a later date is attached to the container for assets that cannot be tagged at the time of processing. Continued

6. Property Control Asset Processing(Continued) Tagging documentation (receiver) submitted to Administrative Assistant for payment follow up. Run query to identify vouchers for payment of asset(s). Move physical and financial information to AM Consolidation for rollup of vouchered lines. Move physical (Receiver) and financial (Voucher) information from Purchasing and Accounting modules to Asset Management Preinterface. Initiate description changes and other necessary changes regarding asset. Consolidate physical and financial information to finalize asset information. Run Transaction Edit for system review. Run AM Transaction Loader to move consolidated physical and financial information to EIS AM Basic Add. Enter location, custodian and custodian DeptID in AM Basic Add. Create Property Acquisition Notice for department to review and initiate changes related to the asset. Maintain documentation in office files.