Asset ProcessingAsset Processing

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

Property Control Asset ProcessingProperty Control Asset Processing

Purpose for Identifying AssetsPurpose for Identifying Assets Tracking for Inventory PurposesTracking for Inventory Purposes

Spot Check Inventories (Target Assets)Spot Check Inventories (Target Assets) Annual Inventory (All Assets)Annual Inventory (All Assets)

Reporting to State Property Accounting (SPA)Reporting to State Property Accounting (SPA) Quarterly (Additions, Adjustments and Disposals)Quarterly (Additions, Adjustments and Disposals) Annual Financial Report Certification (Reconciliation) of Annual Financial Report Certification (Reconciliation) of

SPA Balances (Capital Assets)SPA Balances (Capital Assets)Annual Financial Report Note 2Annual Financial Report Note 2DepreciationDepreciation

Annual Inventory CertificationAnnual Inventory Certification

Property Control Asset ProcessingProperty Control Asset ProcessingKey Information for Property Control to Key Information for Property Control to

Identify AssetsIdentify Assets Purchasing Information. Purchasing Information. (Physical Data)(Physical Data)

Asset ProfileAsset Profile EIS Alternate Account (Comptroller Object Codes)EIS Alternate Account (Comptroller Object Codes) DescriptionDescription Purchase ValuePurchase Value Purchase DeptIDPurchase DeptID Capital/Controlled IndicatorsCapital/Controlled Indicators Life of AssetLife of Asset

Voucher Information. Voucher Information. (Financial Data)(Financial Data) Amount Paid to VendorAmount Paid to Vendor Voucher (Invoice) DateVoucher (Invoice) Date Voucher Posting DateVoucher Posting Date

Property Control Asset ProcessingProperty Control Asset Processing

Processing the AssetProcessing the Asset Combine Physical and Financial data through the EIS Asset Combine Physical and Financial data through the EIS Asset

Management Preinterface run control.Management Preinterface run control. Move the data to the Asset Management Consolidation run Move the data to the Asset Management Consolidation run

control for multiple asset lines on a Purchase Order.control for multiple asset lines on a Purchase Order. Group the physical and financial data lines by tag number and Group the physical and financial data lines by tag number and

move to the Asset Management Transaction Loader.move to the Asset Management Transaction Loader. Enter the accountability DeptID in Asset Management.Enter the accountability DeptID in Asset Management. Process a Property Acquisition Notice for review by the Process a Property Acquisition Notice for review by the

department for location, description, and serial number department for location, description, and serial number confirmation.confirmation.

Enter in EIS Asset Management the location and any changes Enter in EIS Asset Management the location and any changes on the Property Acquisition Notice submitted by the on the Property Acquisition Notice submitted by the department.department.

Property Control Asset ProcessingProperty Control Asset ProcessingPO Distribution Line reviewed for Comptroller Object codes changes.

Run PO query for assets not identified by the category codes assigned profiles.

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.

Asset tagged in Receiving and replaced in original container.Container marked with assigned tag number.Delivered to Department by Receiving.

CPU’s delivered to ITS. All other accessories delivered to the department.

Letter to tag at a later date is attached to the container for assets that cannot be tagged at the time of processing.

Continued

Property Control Asset Property Control Asset ProcessingProcessing

((Continued)Continued)Tagging documentation (receiver) submitted to Administrative Assistant for payment follow up.

Run query to identify vouchers for payment of asset(s).

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.

Run Transaction Edit for system review.

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.

Move physical and financial information to AM Consolidation for rollup of vouchered lines.

Consolidate physical and financial information to finalize asset information.

Run AM Transaction Loader to move consolidated physical and financial information to EIS AM Basic Add.