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When you enter a movable capital equipment object code in the "Object" field on the following financial documents

• Cash Receipt
• Distribution of Income/expense
• General Error Correction
• Internal Billing
• Service Billing

a dialog box (pictured below) will appear upon "tabbing" out of the "Object" field.

This dialog box is necessary to record the information required to update the capital asset management system (CAMS). If you use a movable capital equipment object code in one of these documents, you need to identify whether you will be creating a new asset (or assets) or adding payments to existing assets. If you have entered a movable capital equipment object code in error click on the "cancel" button to return to your original document and correct the object code.

After selecting "Modify existing asset," the following dialog window will appear>.

There are a number of "action" buttons in the top left corner of the dialog window. These function as follows:

Save	Back	Print

• The "disk" button saves your information.
• The "printer" button prints the screen.
• The "closed folder" button moves you back to the previous window.

To find the asset number or tag number, selecting the "Search" button (center, right of the "Assets to be Updated" window) will take you to the Capital Asset Lookup screen.

Once you have identified the asset number from a search, you can double click on the asset number in the "Search Results" zone, or place your cursor on the asset number and click the "OK" button. This action will take the asset number back to the "Assets to be Updated" window.

You can only modify one asset on a financial document. If you add an asset in error, place your cursor on that line and click on the "Remove" button.

Clicking on the "Save" button will then complete the process of modifying an asset and you will be taken back to the financial document you were processing.

After selecting "Create new asset," the following window ("Enter Pending Asset Information") will appear.

This form allows you to enter identifying information needed to create an asset. Once you have completed filling in the following information, you are ready to click on the "Save" button:

• Quantity: Enter the number of assets that need to be created.
• Vendor: Enter the acquisition source (i.e. from where the equipment was ordered).
• Asset Type: Enter the asset type code. This code groups the equipment by type and is used for depreciation. If you are unsure of the asset type code you can use a lookup table by double clicking in the field.
• Manufacturer: Enter the name of the manufacturer.
• Model Nbr: Enter the model number.
• Description: Enter a description that clearly describes the equipment.
• IU Tag Nbr: Enter an IU tag number, if you are pre-asset tagging. If you are not pre-asset tagging, you can enter "U" in this field.
• Serial Nbr: Enter a serial number if available.
• Campus: Enter the physical campus where the equipment is located
• Building: Enter the Building code. If you do not know the code you can use a lookup table by double clicking in the field.
• Room: Enter the Room number. If you do not know the room you can use a lookup table by double clicking in the field.
• Sub Room: Enter the sub room.

The value assigned to each asset will be (quantity/amount). If you need to create assets with different cost you need to initiate a document for each unit cost. The cost of an individual asset cannot be less than $1,000.00. Click on the "Save" button when you have completed the information.

Should you, at a later time, wish to check the "Asset to be Updated" or the "Enter Pending Asset Information" screens, go to the "Inquiries" menu and select "Asset Information". Your cursor must be on the object before you select Inquiries.

This will take you to the "Assets to be Updated" screen or "Enter Pending Asset Information".

1. Cash Receipt Document

The Cash Receipt document records refunds and credits for movable equipment. If you use a movable capital equipment object code on this document you will be modifying an existing asset.

2. Distribution of Income/Expense

The University Capital Asset office would prefer the use of the General Error Correction (GEC), because the Distribution of Income/Expense document is normally used to allocate sums of money from one account or object code. If you do use the Distribution of Income/Expense you will be required to identify the assets you will be affecting or supply information to create the assets.

When moving money between accounts or movable capital object codes you will always be "Modifying existing asset(s)." When moving money from one account to another account (if the object code is for movable capital equipment) post a negative payment to the asset the account is moving from, and a positive payment to the account the money is being moved. This is done by entering the asset number(s) on the "Assets to be Updated" screen from the "Modifying existing asset(s)" button.

If you move money from a non-capital object code to a movable capital equipment object code you will be capitalizing the expense for the first time, thus creating the asset(s). Therefore, moving money from one expense class (object code) to another should only be done on a GEC.