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 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 ASSET MANAGEMENT MODULE □ 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: □ Rollover the Depreciation Distibution Funds □ Perform a Mass Delete of all Asset Items that have status of Entered in Error, Deleted, or Sold □ After the Auditor has completed their review, perform the Initialize Audit Tables process □ 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:

Export Asset Management Tables Filename:  i.e. “Export FileID(C) Beginning Year 21-22”