Assets

Assets

Description

This application is used to find assets using various search criteria. 

Navigation to Assets

  • Log in to CIS
  • Financial & Business Services pagelet
  • Resources & Information

Definitions

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Other Resources

The Financial & Business Services Index and Glossary has information about Assets: 

The Property Accounting Website is a good resource relating to Assets. 

Please visit the University Regulations Library for Policy 3-040: Property Accounting

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Asset Management Search

This system is designed to allow you to search for information about an asset based on the asset’s ID number, OrgID, Serial Number, or Source Document. The system requires that you enter the Business Unit and one other field. 

  • Business Unit – The Business Unit (BU) is the highest level at which transactions and processing rules can be grouped…more
    • 01-UNIV
    • 02-HOSP
    • 03-UNI
    • 04-UURF
    • 05-UUHN
  • Asset ID – Asset ID is six characters, and can include a letter as the first character.
  • OrgIDOrgID is five characters, all numbers.
  • Activity Number – Activity is the fourth chart field value, has (5) characters, and distinguishes business activities within the same fund…more
  • Serial Number – Serial Number can be up to 20 characters, and include both letters and numbers. You can enter a partial number in this field.
  • Source Document – Source Document is between five and 10 characters, all numbers. Source document numbers include a prefix, and you can narrow your search by selecting a prefix. However, you do not have to select a prefix. If no prefix is selected, the system will return a list of all assets associated with that source document number.
    • Prefix
      • 01-UNIV
      • 02-HOSP
      • 03-UNI
      • 04-UURF
      • 05-UUHN
    • Doc Number
  • Results Per Page – Select 100 or 1000
  • Search – Selecting Search opens up the Asset Selection table.
  • Reset Form – This will clear the form, so new criteria can be selected.

 

Asset Selection

Asset Selection is a table with information about the asset. Columns include: 

  • BU – The Business Unit (BU) is the highest level at which transactions and processing rules can be grouped…more
  • Asset ID – Selecting Asset ID link in the row, will open up the Asset Details for that asset.
  • Description – A short description of the asset is in this column.
  • OrgID – Selecting OrgID will open up Reporting Org Lookup of the Org for that asset.
  • Sub – Sub-Reporting Unit (SRU)
  • Serial Number – Serial Number can be up to 20 characters, and include both letters and numbers. You can enter a partial number in this field.
  • Src. Doc. – Source Document, usually the Purchase Order (PO) or Campus Order (CO) that was used to purchase the piece of equipment.
  • Cost – Total Acquisition Cost when the asset or equipment was placed in service.

 

Asset Details

The Asset Details screen has location and descriptive information about the asset. Fields include: 

  • Asset ID – Asset ID is six characters, and can include a letter as the first character.
  • Bus. Unit – The Business Unit (BU) is the highest level at which transactions and processing rules can be grouped…more
  • Source Document – Source Document, usually the Purchase Order (PO) or Campus Order (CO) that was used to purchase the piece of equipment.
  • Description – A short description of the asset is in this cell.
  • Model – A style or design of the asset.
  • Serial Number – Serial Number can be up to 20 characters, and include both letters and numbers. You can enter a partial number in this field.
  • Manufacturer – Name of the company that manufactured the asset.
  • Location – Building where asset is located
  • Room – Room in the building where asset is located.
  • Reporting Org – Selecting Reporting will open up Reporting Org Lookup of the Org for that asset.
  • Sub Rpt Unit – Sub-Reporting Unit (SRU)
  • Acquisition Date – date asset was acquired.
  • RT Number – Number from the Retirement/Transfer form.
  • Cost – Total Acquisition Cost when the asset or equipment was placed in service.
  • Go to Funding Source – This will open up another screen with more asset details;
    • Asset ID – Asset ID is six characters, and can include a letter as the first character.
    • Bus. Unit – The Business Unit (BU) is the highest level at which transactions and processing rules can be grouped…more
    • Source Document
    • Description – A short description of the asset is in this cell.
    • BU – The Business Unit (BU) is the highest level at which transactions and processing rules can be grouped…more
    • Org – The OrgID is the second chart field value listed in the string, is (5) characters long…more
    • Fund – The Fund identifies the source of funds…more
    • Activity – Activity is the fourth chart field value, has (5) characters, and distinguishes business activities within the same fund…more
    • Project – Project is the fifth value in the chart field string…more
    • Account – Account is the sixth value in the chart field string…more
    • A/U – Allowable/Unallowable is the seventh value in the chart field…more
    • Fiscal Year – The University Fiscal year is from July 1st through June 30th.
    • Cost – Total Acquisition Cost when the asset or equipment was placed in service.
    • Pre-PS Funding Source – Name of funding sources prior to PeopleSoft
    • Src. Doc. – Source Document, usually the Purchase Order (PO) or Campus Order (CO) that was used to purchase the piece of equipment.
    • Total – Total of all cost lines for a particular asset.

 

Reporting Org Lookup

The information for the Reporting Org is on this screen 

  • Reporting Org – The OrgID is the second chart field value listed in the string, is (5) characters long…more
  • Department Name – Name of the department where the assets resides.
  • Responsible Person – Security level needed access Activities and projects in CIS…more
  • Inventory Controller – the person responsible for the inventory.
  • Phone Number – Responsible Person phone number
  • Building – Physical location of the asset.
  • Address – Physical address of the asset.