Header

For those fields found on both the header and the component tabs, the set on the header is primarily designed to capture information for composite assets where all components within the composite asset are treated as a single asset. For times when the asset is not a composite asset, these fields serve as a default to the field by the same name at the component tab to reduce data entry (for example, all components were disposed on the same day so the Disposal Date should be the same for all component lines).

The COA found on the Header tab are available to record one of two types of information:

In both cases, Department and Unit are required. When actual ownership is being defined, Fund is also required. The decision is made for either type 1 or 2 based on the Responsibility Center Posting value found on the Accounting Line. When set to true, the values on the header will be used for recording accounting events with the asset. The application will first start with the COA on the Accounting Line when creating a Posting Line but will then overlay with values from the Header. This will not occur in all cases. Pending Asset amounts previously recorded on a disbursement will be backed out using only the COA elements from the Accounting Line, but subsequent accounting will use the overlay.

Since COA elements from the Header are overlaying COA from the Accounting Line, a special value is allowed at the Header of BLNK. When this value is used, the corresponding COA field on the Posting Line will be cleared out. COA validation errors will be issued at the posting line level if the combination of COA from the Header and Accounting Line result in invalid codes. The most common scenario is the changing of Department at the Header without an overlay of another valid value or BLNK for COA fields keyed by Department that are used on the Accounting Line. The value of BLNK is not allowed for the fund, department and unit COA elements.

Refer to the "Accounting" topic in the Transactions User Guide for information on common COA fields. Refer to the following for information on fields that are unique to the Header of the Fixed Asset Transaction Type.

Based on the Transaction Code, the Header tab may contain the following actions/links/fields:

Fixed Asset Equity Sources - This action transitions to the Fixed Asset Equity Sources page where information can be recorded as policy or procedure requires

Auto Apply - This action exists on the Header of the FC Transaction Code. Select this action to retrieve values from the Fixed Asset Registry table for all components.

The Header tab contains descriptive fields and date information common to most transaction headers. In addition to these common fields are fields that are unique to the FA Transaction Type. Refer to the "Header" topic file in the Transactions User Guide for more information.

Field Name	Required?	Description
Acquisition Date	Conditionally Required	This date represents the date the asset was acquired or received. The date can be used as the starting date for depreciation if established to on the selected Fixed Asset Type.
Asset Impairment	Optional	When a composite asset is considered impaired, there are many choices are available to record that condition that are either temporarily or permanent. Note, once set, the field can only be changed to Not Applicable if the impairment no longer exists.
Asset Status Asset Status Name	Optional	A field to indicate the status of the asset for reporting purposes. The name of the status is inferred for informational purposes. Please see the Asset Status topic under Advanced – Setup for more information.
Asset Status Name	Inferred	Displays the name of the selected Asset Status.
Asset System Number Asset System Description	Optional	A field to relate an asset to a larger collection of assets for reporting purposes. The name of the system number is inferred for informational purposes. Please see the Asset System Number topic under Advanced – Setup for more information.
Assignee Employee Name	Optional	The name of the employee to whom the asset is assigned for tracking purposes. If the Advantage Employee ID is populated, the Employee First name and Last name will be stored in the Employee Name field.
Assignee Employee Number	Optional	This employee number of the person to whom the asset is assigned for tracking purposes. The field is free-form and not validated against the third-party HR system.
Advantage Employee ID	Optional	This is an optional field to record the Advantage HRM employee to whom the asset is assigned for tracking purposes. As this field and the one above are very similar, only one of the two should be visible.
Capitalize at Percent	Conditionally Required	For those Fixed Asset Intent records where the Capitalization Trigger is Percent Complete, that percentage is specified here.
Capitalization Trigger	Optional	For Fixed Asset Intent Types that generate automated Acquisition transactions, this field defines the desired setting that will trigger the Fixed Asset Intent process to select the Fixed Asset Intent record and generate the appropriate transaction based on one of these values: Blank - system processing will bypass the record Agreement Closed – system processing generates transactions only when the referenced Agreement is closed. Percent Complete – system processing generates transactions only when the referenced Agreements have a Closed Percentage value that is equal to the Percent Complete value defined for the intent. Anticipated In-Service Date - The Fixed Asset Intent job generates transactions only when the Application System Date is greater than or equal to this date.
Complex/ Building	Optional	In addition to Location and Sub Location, there is the Complex/Building description field to record additional location information. Unlike the other two, this field is a free-form field to capture any type of location information desired that does not fit into another location field.
Composite Asset	Optional	Setting this indication to true enables the system to treat all components as a single asset for depreciation purposes. When false, each asset component is depreciated separately using the depreciation attributes defined on each component line.
Custodian	Conditionally Required	In addition to or in lieu of using the Employee fields to define who is responsible for an asset, there is a Custodian field to capture an individual established on the Custodian (CUSD) reference page (see Advanced - Setup). A choice must be made when the Custodian indication on the Fixed Asset tab of the System Options (SOPT) page is set to Yes. Please see the Custodian and System Options topics under Advanced – Setup for more information.
Declining Rate	Conditionally Required & Prohibited	This rate defines the depreciation acceleration rate for a composite asset when the Depreciation Method is Declining Balance. Enter 150 for a rate that is 1.5 times the Straight Line rate and 200 for what is commonly called a ‘double declining rate’. This field is required if the Depreciation Method is Declining Balance and the Composite Asset indication is true. The field must remain blank in all other situations.
Depreciation Amount	Conditionally Required	A required amount when depreciating a composite asset. Typically entered only when the Depreciation Method is Manually Computed. When not a composite asset, the amount can be entered so that it can be allocated to each component line based on Net Book Value at the component. Please note if there is a mixture of Manually Computed and one or more of the automated Depreciation Methods on component lines, the header amount of depreciation will be allocated to only the Manually Calculated asset components.
Depreciation Method	Conditionally Required & Prohibited	Depreciation Method determines the manner in which the depreciation of the Asset gets calculated. The only valid option for a non-depreciable Fixed Asset Type is the Not Applicable choice. When depreciable, the remaining options are only valid if the corresponding ‘Allowed’ indication is true for the method for the Fixed Asset Type. The other options are Straight Line, Manually Computed, Modified, Declining Balance, and Sum-of-the-Years’-Digits. The field is only required when the Composite Asset indication is true. If not checked, the field must remain blank.
Depreciation Structure	Conditionally Required	When the Depreciation Method is Not Applicable, so too must this field. When the Depreciation Method is any other value, there are two valid choices: Funding Line - Depreciation posting lines will be generated using the COA elements entered on the Accounting Line. Responsibility Center – Depreciation posting lines will be generated using the COA elements entered in the Responsibility Center.
Disposition Authority	Optional	A field to record a name or other authority that is responsible for the disposal. When not a composite asset, the value defaults to each component line.
Disposition Code	Optional	A field to add information to the Disposition Method selected for a composite asset. When not a composite asset, any value entered will default to component lines.
Disposition Condition	Optional	A description to record information on the condition of the composite asset at time of disposal. When not a composite asset, the value defaults to each component line.
Disposition Date	Required	A field to record the date a composite asset was disposed. If left blank then it will default to the current application date, unless not a composite asset. If not a composite asset, but a date is entered, it will default to all component lines.
Disposition Method	Required	A selection that determines the type of gain or loss posting (revenue or expenditure) from the disposal of a composite asset. If not a composite asset the choice defaults to all component lines. Please see the Fixed Asset Acquisition Disposition topic under Advanced – Setup for more information.
Disposition Reason	Optional	A description to record information on the reason for the disposal of the composite asset. When not a composite asset, the value defaults to each component line.
Driver’s License Number	Optional	The driver’s license number of the person to whom the asset is assigned.
Final Accumulated Depreciation	Calculated	The sum of depreciation recorded as part of the current transaction and depreciation already recorded on the Fixed Asset Registry. This amount is subtracted from Historical Asset Cost to calculate Final Net Book Value.
Final Asset Value	Calculated	The sum of Final Component Value for all component lines.
Final Net Book Value	Calculated	The result of subtracting Final Accumulated Depreciation from Historical Asset Cost.
Fixed Asset Catalog	Conditionally Required	Fixed Asset Catalogs are defined to enforce or attempt to standardize values for Fixed Asset Type, Fixed Asset Group, Useful Life, and Depreciation Method attributes for similar fixed assets. A value is required if the Require Fixed Asset Catalog indication on the Fixed Asset tab of System Options (SOPT) is Yes. Please see the Fixed Asset Catalog and System Options topics under Advanced – Setup for more information.
Fixed Asset Description	Required except when the Event Category is Unpend	Each Fixed Asset Number must have an associated description. The field is not required if un-pending a fixed asset (see Event Type choices).
Fixed Asset Group	Optional	A further breakdown of a Fixed Asset Type for reporting purposes. Please see the Fixed Asset Group topic under Advanced – Setup for more information.
Fixed Asset Number	Required	Each Fixed Asset must be defined to a Fixed Asset Number for identification purposes. The field is not required if un-pending a fixed asset (see Event Type choices). The number can be assigned by the system by selecting the Generate Fixed Asset Number indication and entering a Prefix. When not creating a new fixed asset, an existing number must be entered or selected before taking the Auto Apply action.
Fixed Asset Quantity	Required	Represents the number of transactions the Fixed Asset Intent job will generate when Intent Type is Acquisition/Multiple Fixed Asset Transactions.
Fixed Asset Type	Required	Each asset must be assigned a Fixed Asset Type to enforce edits and enable the inference of several balance sheet accounts. Please see the Fixed Asset Type topic under Advanced – Setup for more information.
Generate Fixed Asset Number	Optional	When the generation of a Fixed Asset Number is desired, this indication must be true and a value entered in the Prefix in order for the system to retrieve the next number. Please see the Auto Fixed Asset Numbering topic under Advanced – Setup for more information.
Historic Asset Value	Inferred	When performing an internal sale, the Historic Asset Cost for the seller is displayed in this field for calculating the gain or loss for the seller.
In Service Date	Conditionally Required	A date that represents not when the composite asset was purchased but when it was put into service, which is when depreciation starts for those types of asset that depreciate because of use and not simply time. If not a composite asset the date will default to all component lines. The date will be required and used in the first calculation of depreciation of the Fixed Asset type that has Service Date as the Depreciation Date Indicator.
Intent Asset Action	Optional	When modifying a Fixed Asset Intent transaction, this field is displayed to define the action: Clear, Close, and Reopen.
Intent Type	Conditionally Required	A required indication on the Fixed Asset Intent (FN) transaction that controls the Fixed Asset Acquisition (FA) or Increase (FI) transactions generated by the Fixed Asset Intent system process.
Inventory Date	Optional	When an inventory of fixed assets is taken, the date of that event is recorded as this date.
Last Depreciation Date	System Set	When depreciation is recorded manually or automatically, the Depreciation Date / Depreciation End Date (respectively) is recorded as the Last Depreciation Date for use in the next depreciation.
Memo Asset	Optional	Assets may be tracked as part of the asset inventory without any accounting impact by setting this indication to true. Memo Assets have no net accounting impact and may be used to record assets that do not meet capitalization threshold requirements. When this indication is true the Fixed Asset Classification has to be Memo Asset.
Modified Method Accrual	Optional	For those composite assets with the Modified choice for Deprecation Method it is essential that the Actual Amount on the Fixed Asset Infrastructure Maintenance inquiry page is updated periodically to account for money spent to maintain a defined level of service for the asset. This amount field (also labeled New Actual Amount) is used to make that update.
Modified Method Estimation	Optional	For those composite assets with the Modified choice for Deprecation Method it is essential that the Estimated Amount on the Fixed Asset Infrastructure Maintenance inquiry page is updated periodically to estimate the amount of money required to maintain a defined level of service for the asset. This amount field (also labeled New Estimated Amount) is used to make that update.
Out-of-Service Date	Optional	An estimated date the fixed asset will be removed from service.
Police Report ID	Optional	An optional descriptive field used when a composite asset being disposed has a related police report related to the Disposal Condition. When not a composite asset, the value defaults to each component line.
Prefix	Conditionally Required	When generating a Fixed Asset Number, this field is required for the system to locate the Automatic Fixed Asset Numbering record. If a numbering record is established as the default, that prefix will default to the Fixed Asset Acquisition transaction if the field is left blank. Please see the Auto Fixed Asset Numbering section in Advanced – Setup for more information.
Property Survey Report ID	Optional	A descriptive field used when a piece of land is disposed to record an identification number to a survey. When not a composite asset, the value defaults to each component line.
Salvage Value	Conditionally Required	The estimated value of the composite asset at the end of the Useful Life after depreciation.
Security Incident Report ID	Optional	A descriptive field used when a composite asset being disposed has a related security incident related to the Disposal Condition. When not a composite asset, the value defaults to each component line.
Selling Price	Required	A required amount for a disposition or internal sale representing the amount received for a composite asset. When not a composite asset, an amount entered is allocated to each component line based on Net Book Value.
Summary Change in Selling Price	Calculated	The sum of Selling Price for all component lines.
Summary Salvage Value	Calculated	The sum of Salvage Value for all component lines.
Summary Valuation Amount	Calculated	The sum of Valuation Amount for all component lines.
Transaction Depreciation	Calculated	The sum of Depreciation for all component lines.
Transaction Total	Calculated	The sum of Component Total for all component lines.
Use Code	Optional	A descriptive field intended to describe how the asset is being used, whether it is being used, or any other type of usage information.
Useful Life	Conditionally Required	The time expressed in years for which the asset will be used, which is required by depreciable assets for the calculation of depreciation. The value has to be between 1 and 100. The value entered must meet or exceed any minimum capitalization criteria defined on Fixed Asset Capitalization Criteria (FACC). Useful Life is not allowed if the Asset Type is not depreciable. Please see the Fixed Asset Capitalization Criteria topic under Advanced – Setup for more information.
Valuation Amount	Optional	The estimated value of an asset as of the last Valuation Date. This type of estimate and calculation is a policy decision.
Valuation Date	Optional	This is the date on which the fixed asset was last valued. A date is required each time the asset Valuation Amount is changed.