AUTOMATED FIXED ASSET ACCOUNTING SYSTEM School Board Policy DID (1) (a) reads, “The Superintendent or designee shall do the following (a) Establish and maintain an adequate and accurate record of all items of tangible personal property in the school system having a capitalization value as specified in state statute”. The current capitalization value is $1,000 or more. All tangible personal property for the district is maintained in the SAP fixed asset accounting system. The Property Accounting department is responsible for maintaining this system. To access the Fixed Asset Menu you will need one of the following roles: OCPS Property Manager School or Dept or OCPS Property Custodian (Administrator/Principal) School or Dept.
OCPS: Property Manager - School or Dept: Users with this role have Fixed Asset update capability and can generate the following Fixed Asset reports for their work location. 1. ZAUL - Update Tag/Location (used for day-to-day maintenance of records) • NYT = Not Yet Tagged • All Active Items 2. ZAUI – Inventory (used only for site based annual inventory purpose
OCPS: Property Custodian (Administrator/Principal) - School or Dept: Users with this role DO NOT have Fixed Asset update capability; they can only generate and view the following Fixed Asset reports for their work location.
FIXED ASSET USER TRANSACTIONS CODES AND REPORTS SAP transactions codes will allow you to inquire on your property inventory information. 1. AS03 – Asset Master Record • Display only 2. ZF106 – Generate excel file of assets • Displays dollar value • Generates excel spreadsheet 3. ZF146 – Assets with selection by disposition • Generates “Titled” reports • No dollar value displayed • Excel spreadsheet is an option 4. ZF150 – Assets with same fund number • Use this report to display grant funded assets
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5. ZF158 – Assets Inventory List • Displays inventory value and inventory quantity • Report can be sorted by Group, Asset# or Location/Room • Excel option must be exported & saved to generate report 6. ZF168 – Assets with the same owner • Displays ownership such as Title 1 7. ZF174 – Fixed Assets with same serial number • Duplicate • Missing • By SN#
To display SAP technical transaction codes, i.e. ZF106, ZF146, etc.: 1. Click on “Extras”
2. On the drop down menu, click on “Settings” 3. Click on “Display technical names” and green check 4. This will display the technical transaction codes in your drop down menu.
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ZAUL – ASSET RECORDS UPDATE 1. Type ZAUL in the program text box.
2. 3. 4. 5.
Type in the asset location number. Select “All Active Items” for a list of all assets on inventory. Select “Not Yet Tagged” for a list of assets that need to be tagged and updated in SAP Click the “Display” button to view your active items or items to be tagged and updated for your work location. This will allow viewing only. 6. Click on “Maintain” to update asset master records.
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To Display “Change” Column
1. Some of the columns may not be viewable. The CHANGE column is used in this example. 2. Place the cursor between the Asset and Manufacturer columns allowing the double sided arrow to appear. 3. Click and drag the arrow to the right extending the column and allowing the entire heading of CHANGE to be viewed. 4. Notice the CHANGE column is expanded.
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Saving the “Change” column display Click the Table Settings icon in order to make the “change” column viewable at all times.
Click the Table Settings Icon Click the Save as.... icon Click the Save icon Click OK to acknowledge the Information message
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Sorting the list: The report is defaulted to sort by asset number. To sort the data differently, follow the instructions below using the ascending and descending icons: Highlight the column to be sorted by selecting the name of the column (Manufacturer was chosen for this example) Select the ascending or descending icon.
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Maintaining the All Active Items list: Click the Display Change icon In the CHANGED column, place a check in the box next to the asset that is being updated If the check box is not selected, the changes will not be saved. Enter the information to be updated. Only the fields with a white background can be changed.
Click on the save icon
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Once you click on “save” icon a drop down box will appear asking if you wish to save the changes, click “yes” Green arrow back to get back to the main menu.
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AS03 – DISPLAY ASSET MASTER RECORD The AS03 transaction will allow you to inquire about specific property inventory information for the details recorded in the asset master record. From the SAP Dynamic menu enter the SAP transaction code AS03, the system will display this screen. 1. Enter the fixed asset number that you want to display 2. OCPS Company Code = 0048 3. Click green check mark
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The asset master record contains seven tabs: general, time dependent, allocations, origin, net worth tax, insurance and depreciation area. Each tab contains various segments of the asset master data. To view data just click on the appropriate tab.
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ZF106 – GENERATE EXCEL FILE OF ASSETS Use this report to create a list of all assets either in the SAP format or in excel format. 1. Enter disposition 01 for only active assets 2. Enter work location # 3. Click execute if not needing an excel printout
Asset description and values can be viewed and printed but data cannot be manipulated in this format.
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To create an excel spreadsheet listing the assets. 1. 2. 3. 4.
Enter disposition 01 for all active assets Enter work location # Check Create EXCEL Execute
An EXCEL spreadsheet will populate allowing data to be sorted as needed.
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ZF146 – DISPOSITION OF ASSETS REPORT Use this report to obtain a list of assets by work location. You have the ability to create an excel file by selecting that option. Click “execute” 1. 2. 3. 4.
Enter Fiscal Year Enter Disposition 01 for all active assets Enter Asset Location (work location) Title Report
Use this report whenever needing to generate asset related reports such as: 1. Assets assigned to a specific department/room 2. Specific asset groups such as computers, band equipment, etc. 3. Missing asset tag numbers and needing duplicate tags
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ZF150 – ASSETS BY FUNDS/CENTER REPORT 1. 2. 3. 4.
Enter date range for acquisition Enter fund Enter asset location (work location). Execute to generate report. (See report below)
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ZF158 – FIXED ASSET INVENTORY LIST This report should be monitored periodically to ensure accuracy of inventory baseline data. Enter SAP transaction code ZF158, the system will display the screen displayed below. The report can be generated by group number, by location or by asset number. The report selection will default to generate by ID (asset) number. You can change to the sort version you want simply by clicking on it. Enter the fiscal year and the Work Location number then click the clock in the upper right corner the system will display the report below.
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The Fixed Asset Inventory List shows “active” property inventory for your work location only. The list is displayed in fixed asset number order. The report will show fixed asset number, fixed asset class, disposition, manufacturer, model number, serial number, Dept-Bldg-Room and description.
The report can only be viewed or printed. To sort the data, use SAP transaction ZF106 to convert this report to an excel file. When converted to excel you may then sort the report as needed.
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ZF168 ASSETS BY OWNER (Asset report by ownership code) TITLE 1 OWNERSHIP 1. Enter ownership code desired 2. Enter work location 3. Option to create an Excel spreadsheet by checking the box
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ZF174 – Fixed Assets with Same Serial Numbers This report is used to search asset master records by serial number, duplicate serial numbers and to view assets with missing serial numbers. To search for a specific serial number, enter the serial number in field and check the By Serial Number button. The system defaults to disposition “01”. It is recommended to change that to “*”. Execute.
To get a report of all active records missing serial numbers, click on Missing Serial Numbers use disposition 01
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