Fixed Asset Acquisition (FA)

The Fixed Asset Acquisition (FA) document records newly acquired assets with both financial and descriptive information. When reversing a fixed asset acquisition, you can only enter data in Transaction Date , Accounting Period , Fixed Asset Number , Type , New/Cancellation [Action], and Purchasing Authority . Upon processing, this reversing transaction backs out the table and ledger updates that occurred upon entry of the original fixed asset.


Transaction Date	Defaults to the current date. Enter the effective date ( mm dd yy ) of the document.
Acctg Period	Defaults to the period in which the Transaction Date falls. Enter the accounting period to which the transaction is posted.
New/Cancellation [Action]	Defaults to New [E] . Valid values are: New [E] You are entering a new fixed asset. Cancellation [X] You are reversing an incorrectly entered fixed asset.
PV#	Required. Enter the payment voucher document number. See Open Payment Voucher by Document (OPVD) for valid values. Enter None if the asset is donated or confiscated.
Fixed Asset Number	Required. In combination with Type , this forms the unique identifier of the fixed asset.
Catalog	Optional. Enter the catalog code of commonly used assets. See Fixed Asset Catalog (FCLG) for valid values.
Type	Default is inferred from Fixed Asset Catalog (FCLG) if Catalog is entered. Otherwise, enter a valid type for this fixed asset. See Cost Type (CTYP) for valid values.

Descriptions View


Description
Asset Description	Default is inferred from Fixed Asset Catalog (FCLG) if Catalog is entered, or from the payment voucher if this Fixed Asset Acquisition (FA) is created automatically by a payment voucher document. Otherwise, enter a description of the fixed asset.
Room Number	Optional. Enter the room number associated with the fixed assets.
Units	Default is 1 . This field allows you to capitalize several identical fixed assets acquired at the same time in one entry. Enter the number of fixed assets recorded in this transaction.
Location	Required. Enter the location of the fixed asset. See Fixed Asset Location Inquiry (FALC) for valid values.
Asset Custodian	Optional. Enter the employee's name or the position number. If left blank, this field defaults to "None."
Funding Source	Optional. Enter a description of the funding source.
Surface Area	Conditional. Optional if Type is L (land), B (buildings ) , I (improvements) or C (construction). Enter the area (for example: 200 sq. ft.). Leave this field blank for all other types of fixed assets.
Manufacturer	Conditional. Optional if Type is E (equipment) or V (vehicle). Enter the manufacturer. Leave this field blank for all other types of fixed assets.
Plat Number	Conditional. Optional if Type is L (land), B (buildings ) , I (improvements) or C (construction). Enter the plat number. Leave this field blank for all other types of fixed assets.
Model Number	Conditional. Optional if Type is E (equipment) or V (vehicle). Enter the model number. Leave this field blank for all other types of fixed assets.
In Service Date	Optional. Enter the date ( mm dd ccyy ) that the fixed asset was entered into service used to determine the start date of depreciation. If blank, depreciation will start on the acquisition date..
Serial Number	Conditional. Optional if Type is E (equipment) or V (vehicle). Enter the serial number. Leave this field blank for all other types of fixed assets.
Group	Conditional. Required only for agencies using the asset hierarchy. Default is inferred from Fixed Asset Catalog (FCLG) if Catalog is entered. Otherwise, enter the fixed asset group. See Fixed Asset Group (FGRP) for valid values.
Type of Warranty	Optional. Enter the type of warranty obtained when the asset was acquired.
Duration in Days	Optional. Enter the duration in days of the warranty.
Agreement Number	Optional. Enter the maintenance number.
Effective Date	Optional. Enter the date on which the agreement goes into effect (mm dd ccyy).
Expiration Date	Optional. Enter the date on which the agreement expires (mm dd ccyy).
Commodity Code	Required. Enter the commodity code of the fixed assets. Data will carry over from Procurement Desktop (PD). If the FA Document is being generated, users must enter the Commodity Code or "None."
Insurance Policy Type	Required. Enter the insurance policy type of the fixed assets. See Insurance Policy Type (ITYP) table for valid values.
Cost Type	Required. Enter the cost type for the fixed assets. See Cost Type (CTYP) Table for valid values.

Acquisition/Valuation View


Acquisition
Acquisition Date	Required. Enter the date ( mm dd ccyy ) when the fixed asset was acquired. For depreciable assets, this is the date the depreciation process recognizes as the first day of the asset's useful life when the in service date is blank.
Acq Method	Required. Enter the method of acquisition. See Acquisition/Disposition (FADM) for valid values.
Purchasing Auth	Required. Enter the purchase order number used to purchase the fixed asset.
Vendor	Optional. Enter the vendor from whom the fixed asset was purchased. See Vendor Index (VEND) for valid values.
Name	Default is inferred from Vendor Inquiry (VEN2). Optional when miscellaneous vendor code is used.
Construction in Progress Reversal Entry	Default is cleared [ N ]. Select [ Y ] if the system needs to make a Construction In Progress (CIP) reversal entry to the project's Construction In Progress (CIP) balance sheet account for the proprietary, internal service, or enterprise fund.
Project	Not used in MARS.
Valuation
Valuation Date	Optional. Enter the date ( mm dd ccyy ) that the fixed asset was valued.
Valuation Amount	Conditional. Required if Valuation Date was entered; otherwise, leave this field blank. Enter the insurance or estimated value of the fixed asset.
Useful Life	Default is inferred from Fixed Asset Catalog (FCLG), if Catalog is entered. Required if Depreciation Indicator on FATP is set to [Y] and Type is NOT L (land) or C (construction); otherwise, leave this field blank. Enter the useful life of the fixed asset in years. This number is used by the depreciation process.
Closing Costs	Optional. If Type is E (equipment) or V (vehicle), leave this field blank. Otherwise, enter the portion of the acquisition cost that is associated with legal fees, commissions, etc.
Replacement Date	Optional. If a depreciation method is specified (SL, SY, DD, MC), enter the expected replacement date ( mm dd ccyy ) of the fixed asset.
Salvage Value	Optional. If Type is L (land) or C (construction), leave this field blank. Enter the salvage value of the asset. This number is used by the depreciation process.
Depr Method	Default is inferred from Fixed Asset Catalog (FCLG), if Catalog is entered. Required if Depreciation Indicator on FATP is set to [Y] and Type is not L (land) or C (construction), leave this field blank. If the Depreciation Indicator is set to [Y], the default is 'Straight Line'. Enter the depreciation method that is used by the depreciation process. Valid values are: SL Straight Line SY Sum of the Years Digits DD Double Declining Balance MC Manually Computed NA Not Applicable. If this field is blank, this field defaults to NA . nnn Where nnn is a declining balance rate (for example: 200 for a double declining balance rate)
Memo Disp Value	Optional. Enter the estimated value of the asset when it is disposed.
Total Asset Value	Required. Enter the sum of the asset values on the next screen.

Equity Distribution View


Equity Distribution
Equity Account (1)	If the Fund on the Responsibility Center Panel is established on Fund (FUN2) with a Fund Type of I,E,N,A , or P , then the Retained Earnings account from System Special Accounts (SPEC) is inferred. Otherwise, the Investments in General Fixed Assets account is inferred from System Special Accounts (SPEC).
Equity Account (2-8)	Enter a balance sheet account representing the ownership of the asset. Ensure that this account is valid on Balance Sheet Account Index (BACC) and has an account type of 03 (fund balance).
Asset Value (1-8)	Required. Enter the proportion of the total asset value in dollars associated with each equity account.
Description (1-5)	Optional. Enter descriptive text in the description fields.
Description (6)	Optional. Enter the vehicle plate number or agency internal ID/tag number.

Responsibility Center View


Responsibility Center
Fund	Required. Enter the appropriate proprietary or governmental fund. See Fund Index (FUND) for valid values.
Agency	Required. Enter the agency that is primarily responsible for the fixed asset. See Agency Index (AGCY) for valid values.
Org/Sub	Required. The agency/organization/fiscal year combination must exist on Organization (ORG2). Sub-Organization can only be entered if Organization is entered; otherwise it is blank. See Sub-Organization (SORG) for valid values.
Appr Unit	Required. Enter the Program Budget Unit element for the items listed on this voucher. See Program Reference Table (PRFT) for valid values. The Appropriation Program element and Allotment Program element will be inferred from PRFT based on Program Budget Unit.
Activity	Optional. Enter the activity that is primarily associated with the fixed asset. See Activity Index (ACTV) for valid values.
Function	Optional. See Function (FUNC) for valid values. If left blank, it is inferred from Organization (ORG2); or from Activity (ACT2), if a function code is not entered on Organization (ORG2).
Obj/Sub	Enter the object code on the acquisition, otherwise leave blank. See Object (OBJ2) for valid values. Sub-Object can only be entered if Object is entered; otherwise it is blank. See Sub-Object (SOBJ) for valid values.
Rev Srce/Sub	Conditional. Enter a revenue source on an internal refund transaction; otherwise, leave blank. When revenue source is entered, Object and Balance Sheet Account must be blank. See Revenue Source Index (RSRC) for valid values. Enter a sub-revenue source if Revenue Source is entered and Sub-Revenue Source Required is Yes [Y] on Revenue Source (RSR2). If Sub-Revenue Source Required is No [N], sub-revenue source is optional. See Sub-Revenue Source (SREV) for valid values.
Job Number	Conditional. Organizations and activities can be defined to require the entry of a job number. Refer to Organization (ORG2) or Activity (ACT2) for details. Otherwise, this field is optional. If Job Cost is Yes [Y] on System Control Options (SOP2), enter a job number. See Job Index (JOBT) for valid values. If Job Cost is No [N] on System Control Options (SOP2), enter a project number or general reporting category.
Rept Cat	Conditional. This field required on expenditure transactions if Reporting Category on Agency (AGC2) is Required on Expenditure Transactions [3]. This field is required on revenue transactions if Reporting Category Required on Revenue Transactions is Required [Y]. For transactions that require a balance sheet account code, this field is required if Reporting Category Option is Y (required) on Balance Sheet Account Index (BACC). Otherwise, this field is optional. See Reporting Category (RPTG) for valid values.
BS Account	Conditional. Enter a balance sheet account if this is an expense transaction (fixed assets) or if this transaction transfers funds between two balance sheet accounts. If the latter is the case, Object must be blank. See Balance Sheet Account Index (BACC) for valid values. You cannot enter a balance sheet account that is used as a default account on System Special accounts (SPEC). However, you can enter the default fund balance account.

Funding Source View


Funding Source View
Asset Line	Required. Enter the appropriate line number.
PV Line	Optional. Enter the line number of the referenced Payment Voucher. The line number must be a valid Payment Voucher line number. If the payment voucher is None , leave this field blank.
Fund	Required. Enter the appropriate fund. A maximum of 99 funding sources are allowed. See Fund Index (FUND) for valid values.
Agency	Required. Enter the code of the agency whose funds were used to purchase the asset listed in this document. See Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values.
Org/Sub	Optional. If entered, the agency/organization/fiscal year combination must exist on Organization (ORG2). Sub-Organization can only be entered if Organization is entered; otherwise it is blank. See Sub-Organization (SORG) for valid values.
Appropriation Unit	Required. Enter the Program Budget Unit element for the items listed on this voucher. See Program Reference Table (PRFT) for valid values. The Appropriation Program element and Allotment Program element will be inferred from PRFT based on Program Budget Unit.
Activity	Optional. Enter the activity that is primarily associated with the fixed asset. See Activity Index (ACTV) for valid values.
Function	Optional. See Function (FUNC) for valid values. If left blank, it is inferred from Organization (ORG2); or from Activity (ACT2), if a function code is not entered on Organization (ORG2).
Object/Sub	Enter the object code on the acquisition, otherwise leave blank. When Object is entered, Rev Srce and BS Acct must be blank. See Object (OBJ2) for valid values. Sub-Object can only be entered if Object is entered; otherwise it is blank. See Sub-Object (SOBJ) for valid values.
Rev Srce/Sub	Conditional. Enter a revenue source on an internal refund transaction; otherwise, leave blank. When revenue source is entered, Object and Balance Sheet Account must be blank. See Revenue Source Index (RSRC) for valid values. Enter a sub-revenue source if Revenue Source is entered and Sub-Revenue Source Required is Yes [Y] on Revenue Source (RSR2). If Sub-Revenue Source Required is No [N], sub-revenue source is optional. See Sub-Revenue Source (SREV) for valid values.
Job Number	Conditional. Organizations and activities can be defined to require the entry of a job number. Refer to Organization (ORG2) or Activity (ACT2) for details. Otherwise, this field is optional. If Job Cost is Yes [Y] on System Control Options (SOP2), enter a job number. See Job Index (JOBT) for valid values. If Job Cost is No [N] on System Control Options (SOP2), enter a project number or general reporting category.
Rept Cat	Conditional. This field required on expenditure transactions if Reporting Category on Agency (AGC2) is Required on Expenditure Transactions [3]. This field is required on revenue transactions if Reporting Category Required on Revenue Transactions is Required [Y]. For transactions that require a balance sheet account code, this field is required if Reporting Category Option is Y (required) on Balance Sheet Account Index (BACC). Otherwise, this field is optional. See Reporting Category (RPTG) for valid values.
BS Account	Conditional. Enter a balance sheet account if this is an expense transaction (fixed assets, consumption-based inventories, pre-paid items) or if this transaction transfers funds between two balance sheet accounts. If the latter is the case, Object must be blank. See Balance Sheet Account Index (BACC) for valid values. You cannot enter a balance sheet account that is used as a default account on System Special accounts (SPEC). However, you can enter the default fund balance account.
Asset Value	Required. Enter the proportion of the total asset value in dollars associated with each equity account. This value must equal Asset Value on the Acquisition/Valuation panel.