View Inventory - FAUTVI

The Fixed Assets (FA) View Inventory (FAUTVI) page is used to view uploaded information from a bar code scanner for purposes of inventory. Assets that do not exist in the FA database will be created when scanned into a bar code scanner. The top portion of the page identifies each separate asset that is to be recorded within the system. The Asset ID, Original ID, Ledger, Primary, Secondary, Quantity, Count, and Status fields are considered the parent fields on this page. This page contains additional tabs to record additional information about the asset: ID, PO Information, Location, and General.

Asset ID: This is a 12-character field recording the Asset ID or physical tag number assigned to the asset. Use the Lookup function, Ctrl+L or click on the ellipsis (…), to view existing Asset IDs.
Original ID: The original ID established when details were transferred to the FA subsystem. This is a system-generated field entry and is needed to undo transactions.
Ledger: Ledger associated with the asset. If blank, the default is the current ledger.
Primary: A code used to identify the primary classification of the asset. These codes are user-definable through the Fixed Assets Code Values (FAUPCD) page, with a Code ID = PC. Primary Class defaults defined are used to determine the depreciation entry to the Depreciation tab, when the Primary Class code is assigned to the asset.
Secondary: A code indicating the secondary classification of the asset. These codes are user-definable through FA Code Values, Code ID = SC.
Quantity: Total quantity of the asset.
Count: The Count field may be used where the quantity of the asset is made up of many items. For example: to keep track of an item like chairs where you only have a single asset record for all of the chairs, but you need to know how many actual chairs are included in that asset. So, if the asset record had a quantity of 1 and that was made up of 150 chairs, the count field would be set to 150.
Status: A code indicating the status of the asset. The codes "A" and "D" are required for depreciation. The status of "A" will correspond to "AC" (Active) in the FA Update (FAUPAS) page, while a status of "D" will correspond to a status of "DI". This status is not currently set up to make changes to the status in FA Update, as certain steps need to be taken to ensure the disposal process is properly recorded. This field can be used, however, in a report for example to find assets that are marked with a status of "D" so that someone can process disposal information in FA Update after inventory is completed.

Asset ID Tab

Purchase Order: The purchase order number on an AP invoice associated with the purchase of the asset.
Job Number: The job number established when details are transferred to the FA subsystem. This is needed to undo transactions. It is a system-generated field entry.
Purchase Amount: The value of the asset at the time of acquisition. This value is required if using the depreciation posting process.
Original cost: The original cost of the asset coming from the interface file.
Replacement Cost: The replacement cost of the asset.
In Service Date: The date the asset is put in service. Depreciation will be calculated based upon this date.
Process Date: The date when transfer took place.
Inventory Date: Inventory date from the interface file. This is the date that the inventory information was placed in Fixed Assets.

APPO Info Tab

The APPO Info tab is used to record all relevant accounting information for the asset.

Invoice Date: The date on an AP invoice associated with the purchase of the asset.
Vendor ID: The vendor ID on an AP invoice associated with the purchase of the asset.
Account: The GL/JL account used to pay an AP invoice associated with the purchase of the asset.

Location Info Tab

The location tab designates the physical location of the asset. The system is installed with four location designators: Department, Building, Room, and Location. The department and building fields are validated and require code values to be entered into the system. If more location parameters are required, the client may define additional attributes and associate them with the location tab. This is especially helpful for items (such as desks, chairs, etc.) which may be located in many locations but are grouped together as one asset.

Location: A code indicating the geographic location of the asset. These codes are user-definable through FA Code Values, Code D = LCTN.
Dept: A code indicating the department that owns the asset. These codes are user-definable through FA Code Values, Code ID = DEPT.
Responsible ID: A code indicating the person responsible for the asset. These codes are user-definable through FA Code Values, Code D = RPID.
Building: A code indicating the building that houses the asset. These codes are user-definable through FA Code Values, Code ID = BLDG.
Room: Up to four characters used to indicate the specific room in which the asset resides.

General Info Tab

Make: The make of the vehicle or manufacturer of the asset.
Model: The model of the vehicle or asset.
Serial No: The serial number of the asset or vehicle identification number (VIN) of the vehicle.
License: The license number of the vehicle.
Year: The year the asset or vehicle was made.