Enter New State-Tagged Equipment
Navigate to Eqp Inventory Entry:
OR
Use the Menu Path:
Module / Eqp Inventory / Eqp Inventory / Eqp Inventory Info / Eqp Inventory Entry
Note: This module will be used to record all State Tagged assets for the purpose of depreciation and
“small and attractive” tracking. An automatic sequential number will be assigned to each record. You
will also be required to enter your State Tag number. There is an additional tag # field available if your
campus has another layer of numbering within a department, (IT, Facilities, etc.)
Enter New Equipment User Guide
1
Eqp Inventory Entry screen will open for a new item with next ID number pre-populated:
Complete the following REQUIRED FIELDS on the General Tab:
Field Name
ID:
Date
Acquisition Date
State Tag
Quantity
Desc
Program
Unit Cost
Mfg
Model
Serial
Building
Room
Required Description
Automatically assigned by DirectLine
(records imported from FAE defaulted to state tag #)
R
Date of entry
R
Date equipment received on campus (this will be the date used for
depreciation)
R
State Tag # for this piece of equipment
R
# of units (probably 1)
R
Description of equipment – will be used in reports
R
Required by DirectLine (Default is NA)
R
Include tax, freight, installation, etc
R
(Recommended for best practice)
R
(Recommended for best practice)
R
(Recommended for best practice)
R
Identify what building the asset is located
R
Identify what Room the asset is located
Enter New Equipment User Guide
2
Ownership Status
R
1 – Owned by the institution
2 – Leased /purchased by the institution
3 – Leased or owned by the federal government
4 – Leased / rented by the college
5 – Other (Donation)
6 – Not owned, but available to the college at little or no cost
Note: If asset is leased, lessor contact information should be
completed on the FAE/Cost tab
The following fields are Optional or Conditional
Field Name
Portable
Shop-built
SD
Details
Federal Grant#
Federal Grant Terms
Federal Grant Condition
Campus
Wing
Department
Project
Account
Capital Purchase
Vendor
PO#
PO Date
Tag #
Custodian
Phone
Mobile
O = Optional
C = Conditional
O/C
Description
O
Could check for laptops, etc
O
O
Short description
O
More detailed info or notes regarding equipment
O
O
O
O
Used if college has more than one campus
O
Used to identify specific location in the building instead of room
O
Defined by college (Student Services, Finance, etc)
O
O
C
Check this box if equipment is less than $5,000 but should be
capitalized because part of larger purchase
O
O
O
O
Secondary number used by some campuses
O
Person or department contact item is assigned to
O
Custodian’s office phone
O
Custodian’s mobile plhone
Enter New Equipment User Guide
3
Click FAE/Cost radio button
Complete the following REQUIRED FIELDS on the FAE/Cost Tab:
NACUBO
Commodity
County Code
Utilization Code
R
R
R
R
Value Meth
R
Enter New Equipment User Guide
Use drop-down list
Use drop-down list
Use drop-down list
1 – Used on full-time basis
2 – Used on a part-time basis
3 – Excess to location but needed by agency
4 – Excess, to be surplused
5 – Surplused
1 – Purchased items (includes installation, freight, tax)
4
Fund/APPR
Cost
2 – Lease purchase (present value cost if equipment was purchased)
3 – Donated Assets (Fair market value at time of acquisition)
4 – Self-constructed (Direct cost of construction)
Must have at least one valid Fund
Can distribute purchase over multiple funds
R
R
The following fields are Optional or Conditional
Ref ID:
On Prim #
Subobject
SubSubObject
Local Data
Scrap Value
Order #
Program/Class
Organization Index
Dept
Name
Phone
E-mail
Address
Life Span
Comments
O
O
O
O
O
O
O
O
O
O
C
C
C
C
O
Enter New Equipment User Guide
Use State-provided drop-down list
Use college-defined codes
Enter if receive proceeds when surplus
Used if Ownership Status = 3,4,5,6,7
Used if Ownership Status = 3,4,5,6,7
Used if Ownership Status = 3,4,5,6,7
Used if Ownership Status = 3,4,5,6,7
Automatically populated based on Commodity Code
5
Lease / Warranty Screen
Lease Information:
This screen can be used to manage information for leased equipment such as copiers, vehicles, etc.
Lessor
Vendor
Start Date
Expiry Date
Payment # Times Yearly
@$
Total payments
Yearly Total
Lease total
Comments
O
O
O
O
O
O
Enter New Equipment User Guide
Begin date of the lease
End date of the lease
# of payments in one year
Payment amount
Calculated based on # payments/year and lease begin/end dates
Calculated based on # payments/year and lease begin/end dates
Calculated based on # payments/year and lease begin/end dates
6
Lease / Warranty Screen
Warranty information:
It’s also a great place to record warranty periods and contact information for electronics, etc.
Inventory Holder name
Service Provider
Phone
E-mail
Start Date
Expiry Date
Notes
Accessory/Parts List
O
O
O
O
O
O
O
O
Enter New Equipment User Guide
Staff member with custody of the item
Name of business and contact name
Warranty start date
Warranty expiration date
Hours of service, time zones, etc
Any consumable inventory parts associated with this piece of
equipment coming from warehouse inventory
7
Save your entry:
Return to Home Screen:
Enter New Equipment User Guide
8
Date
Current Author
Reviewed By
Approved By
2/22/2016
C Bivens
J Ginther
Revision History
Date
2/12/16
4/11/16
Description
Create procedure
Updated screen layouts and moved instructions to correct page
Enter New Equipment User Guide
Author
C. Bivens
C. Bivens
9