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general:assetmanagementsummary_quickchecklist

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general:assetmanagementsummary_quickchecklist [2022/02/21 21:41] – created emorenogeneral:assetmanagementsummary_quickchecklist [2022/02/22 16:54] (current) – emoreno
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-======Asset Management EOY Quick Checklist======+======Asset Management Summary Quick Checklist======
  
 <WRAP box #no-print>{{:images:printer2.jpg|printer icon}}[[general:assetmanagementsummary_quickchecklist?do=export_pdf&book_title=Asset Management EOY Quick Checklist| Click here to generate a PDF of this checklist]]. <WRAP box #no-print>{{:images:printer2.jpg|printer icon}}[[general:assetmanagementsummary_quickchecklist?do=export_pdf&book_title=Asset Management EOY Quick Checklist| Click here to generate a PDF of this checklist]].
 </WRAP> </WRAP>
  
-ASSET RECORD MAINTENANCE  (done throughout the year) +===== Asset Record Maintenance (done throughout the year) =====
-FINANCE MODULE  +
-□  Ensure all Object/SubObject codes are present in the Asset Management Cross-Reference Table +
-□  Execute Extract utility: 1) print PDF report and 2) save to file, recording filename for future step: +
- Finance Module Extract Filename: ______________________________________________ +
-ASSET MANAGEMENT MODULE   +
-□  Verify that “Automatic Item Numbering” is checked if this option is desired +
-□  Import any Asset items from the Finance Module using the Filename recorded above and manually      enter any other Asset items you wish to add  +
-□  Optional:  Run and distribute the Campus Room Inventory Report for hand notations  +
-□  Update any Asset items in the database with changes from the Inventory Report +
-□  Do a Mass Update of the “Last Inventory Date” +
  
-DEPRECIATION CALCULATION AND EOY REPORTS +==== Finance ==== 
-ASSET MANAGEMENT MODULE + 
-□  Run Report : Status Report to show any Asset items Entered in Error, for Sold, or Deleted  +
-□  Ensure required information for the sale of any Capital Assets is entered +
-□  Run Reports : Capital Assets/Inventory Listing, Auditor Analysis and Property Class Listing  +
-□  Verify the data and balances in the Reports; Totals should match  +
-□  If Report totals match, perform the Depreciation Calculations +
-□  Run Report: Depreciation Detail Schedule if desired or required by Auditor+
  
-PREPARE DATABASE FOR NEW YEAR PROCESSING +|VCV|Verify the necessary object/subobject codes exist in the Asset Management Cross-Reference table.| 
-ASSET MANAGEMENT MODULE +|VCV| Run the Extract to Asset Management utility to extract data from Finance to Asset Management.<div indent>Print the PDF report.\\  Save the file and record the file name as it is needed it in a later step.\\  Finance Module Extract File Name:       </div>| 
-□  Verify the current fiscal year 2015 and the next fiscal year 2016 are listed in the FY Table + 
-□  Copy Current FileID (C) into new FileID for history; ensure you are in FileID (C) for following: +====Asset Management==== 
-□  Rollover the Depreciation Distibution Funds  + 
-□  Perform a Mass Delete of all Asset Items that have status of Entered in Error, Deleted, or Sold +<WRAP center round alert> 
-□  After the Auditor has completed their review, perform the Initialize Audit Tables process  +**CAUTION**: Prior to initiating end-of-year procedures, use the Asset Management > Utilities > Export by File ID page to perform an export of all current year data. Do not proceed until a valid export of all current year data exists. 
-□  Do an Export  by FileID (C) to have a clean backup of the beginning new year database; give                                meaningful filename and record for future reference if needed: +</WRAP> 
- Export Asset Management Tables Filename:  i.e. “Export FileID(C) Beginning Year 21-22”    + 
 + 
 + 
 +|VCV| (Optional) Verify that **Automatic Item Numbering** is selected.| 
 +|VCV|Import asset items using the file that you previously created in Finance on the Extract to Asset Management pages. Or, manually add asset items as needed.|  
 +|VCV|(Optional) Generate and distribute the Campus Room Inventory Report.<div indent>Use the report to track and update asset changes in the system.\\  Perform a Mass Update to update the **Last Inventory Date** on the Inventory Records tab.</div>|  
 + 
 + 
 +=====Depreciation Calculations and EOY Reports===== 
 + 
 +====Asset Management==== 
 + 
 + 
 +|VCV|Generate the BAM1050 - Status Report to review any asset items that were sold, deleted, or entered in error.|  
 +|VCV|Verify that the required information is entered for the sale of any Capital Assets.| 
 +|VCV|Generate the following reports: <div indent>BAM1100 - Auditor Analysis Report\\  BAM1150 - Capital Assets/Inventory Listing\\  BAM1650 - Property Class Listing Reports</div>|  
 +|VCV|Verify the data and balances on the reports. The totals should match.|  
 +|VCV|If report totals match, perform the Depreciation Calculations.| 
 +|VCV|If requested by auditor, generate the Depreciation Detail Schedule report.| 
 + 
 + 
 + 
 +=====Prepare for New Year Processing===== 
 + 
 +====Asset Management==== 
 + 
 + 
 +|VCV|Verify the current and next fiscal years exist in the fiscal year table.| 
 +|VCV|Copy the current file ID (C) to a new file ID for historical purposes. | 
 + 
 +<WRAP center round important> 
 +Verify that you are in file ID C before completing the following steps. 
 +</WRAP> 
 + 
 +|VCV|Roll over depreciation distribution funds. | 
 +|VCV|Perform a Mass Delete of all asset items that have been deleted, sold, or entered in error. | 
 +|VCV|After the auditor has completed their review, run the Initialize Audit Tables utility. | 
 +|VCV|Create an export of file ID C for a clean backup of the beginning new year database. Save the file and record the file name for future reference if needed (e.g., Export File ID (C) Beginning Year XX-XX.|   
 + 
 +<WRAP center round info > 
 +After completing the above steps, you are now ready to begin the new fiscal year for Asset Management. 
 +</WRAP> 
 + 
  
general/assetmanagementsummary_quickchecklist.1645479696.txt.gz · Last modified: 2022/02/21 16:41 (external edit)

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