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Purchase Order information will be extracted from the TOPS system when the purchase order is created. The purchase order number, line number, quantity ordered, description, and vendor information will be uploaded into the Pre-asset tagging table for movable capital equipment.

Once the invoice is entered into the TOPS system, the asset will be created. When the asset is created, the Pre-asset tagging table will be checked to extract any tagging information available.

Organizations will have a window of opportunity to enter the tagging information before the asset is created. The window of opportunity is the time from which the asset is received to the time the invoice is entered into TOPS. If the asset is not tagged when the asset is created, a tagging sheet will be mailed to the organization.

To enter tagging information into the Capital Asset Database, select the button with the wrench and hammer icon in the FIS. Next select the "Pre-Asset Tagging" option from the type selection.

This form is a search screen. You may enter a Purchase Order number, and open the file by clicking on the "open folder" button. If the purchase order is not there you can enter it manually. To enter a purchase order manually, you must clear the screen, then select the "Add New or Modify Purchase Order" button.

The buttons in the top left corner of the above screen function as follows:

• The "open folder" button opens all purchase orders, unless you have entered a purchase order number then it opens just the individual purchase order.
• The "disk" button saves your information.
• The "printer" button prints the screen.
• The "white paper" button clears the screen.
• The "closed folder" button moves you back to the previous window.

Once you have opened your purchase order click on the "Add New or Modify Purchase Order" button. This will take you to the "Maintain Tags by Purchase Order/Line item" screen.

This screen allows you to enter identify information that should be gathered when the equipment is tagged. Where possible, information has been extracted from the TOPS system.

• PO Number: The purchase order number will be extracted from the TOPS file. This is a required field.
• Line Item Number: The line item number is extracted from the TOPS purchase order file. The purchase order number and line item number are combined to create a key for us to match when the asset is created. If the tag is not assigned to the correct line item number, an asset would be entered into the database with the incorrect information and cost. The line item number is a required field.
• Quantity Ordered: The quantity ordered is extracted from the TOPS purchase order file. Enter the tagging information for only those you have received. Do not enter tagging information until you have received the asset. The quantity ordered is a required field. When entering the tagging information it will allow you to insert as many tagging lines as was entered into the quantity.
• 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 look up table by double clicking in the field. This is a required field, and only valid values can be entered.
• Model Nbr: Enter the model number. This field is optional because not all equipment will have an identifiable model number.
• Manufacturer: Enter the name of the manufacturer. This field is required.
• Vendor: This field is extracted from the TOPS system, and is required.
• Org Description: Enter a description or note that helps you identify the equipment. This is an optional field to be used at the discretion of the organization.
• Inventory Name: The purchase order requestor is extracted from TOPS and put in this field. This information should be changed to help you group or sort your inventory. This is an optional field to be used at the discretion of the organization.
• Representative ID: If you would like to sort your inventory by a person name, you can use this field which validates against the universal user id table. Using this field will insure that the data is entered the same way every time. This is an optional field to be used at the discretion of the organization.
• Org Text: You may enter any information in this field. It is an optional field to be used at the discretion of the organization.
• TOPS Description: This description is extracted from the TOPS purchase order file and should not be changed.

After entering the asset information you are ready to select the "tag line item" button and the following screen will appear. On the "Pre-Asset Tagging: Maintain Tags by Purchase Order Number/Line Item" the asset information is view only. Enter the tagging information on this screen.

• Serial Nbr: Enter a serial number if available. This field is optional because not all equipment has a serial number.
• IU Tag Nbr: Enter the IU tag number that you have placed on the equipment.
• Campus: Enter the physical campus where the equipment is located
• Building: Enter the Building code. If you do not know the building code you can use a lookup table by double clicking in the field. This is a required field and only valid values can be entered.
• Room: Enter the Room number. If you do not know the room you can use a lookup table by double clicking in the field. This is a required field, and only valid values can be entered.
• Sub Room: Enter sub room number. This field is optional and can be used at the discretion of the organization

You can add or remove tagging lines as needed.

Once the pre-asset table is put into production CAMS will begin populating the table. If your organization is Pre-asset tagging today you may need to enter purchase orders into the table.

To enter a purchase order number go to the Pre-Asset Tagging screen and select the "Add New or Modify Purchase Order" button.

• PO Number: Enter the purchase order number.
• Line Item Number: Enter the line item number. The purchase order number and line item number are combined to create a key for us to match when the asset is created. If the tag is not assigned to the correct line item number, an asset would be entered into the database with the incorrect information and cost. The line item number is a required field.
• Quantity Ordered: Enter the quantity of the items you want to tag for this purchase order. Do not enter tagging information until you have received the asset.
• 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 look up table by double clicking in the field. This is a required field, and only valid values can be entered.
• Model Nbr: Enter the model number. This field is optional because not all equipment will have an identifiable model number.
• Manufacturer: Enter the manufacturer. The manufacturer field is a required field.
• Vendor: Enter the acquisition source (i.e. where the equipment was ordered from). The vendor is a required field.
• Org Description: Enter a description or note that helps you identify the equipment. This is an optional field to be used at the discretion of the organization.
• Inventory Name: This field can be used to sort or group your inventory. It is an optional field to be used at the discretion of the organization.
• Representative ID: If you would like to sort your inventory by a person name, you can use this field which validates against the Universal User ID table. Using this field will ensure that the data is entered the same way every time. It is optional to be used at the discretion of the organization.
• Org Text: You may enter any information in this field. It is an optional field and can be used at the discretion of the organization.
• TOPS Description: You may enter this, but you do not need to. We will extract the TOPS description when the invoice is created in the TOPS system.

To enter the tagging information, select the "Tag Line Item" button.

• Serial Nbr: Enter a serial number if available.
• IU Tag Nbr: Enter the IU tag number that you have placed on the equipment.
• Campus: Enter the physical campus where the equipment is located
• Building: Enter the building code. If you do not know the building code you can use a lookup table by double clicking in the field. This is a required field and only valid values can be entered.
• Room: Enter the room number. If you do not know the room you can use a lookup table by double clicking in the field. This is a required field, and only valid values can be entered.
• Sub Room: Enter the sub room number. This field is optional and can be used at the discretion of the organization

You can add or remove tagging lines as needed.

When you are ready to save, select the "Save" (disk) button. Once the information is saved, you are ready to click on the "back folder" button. At the "Pre-Asset Tagging: Add Purchase Order/Line Item," you can enter a new Line Item Number by clicking on the "New Line Item" button, or select the "Save" button to save your purchase order.