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Equipment Adjustment Guide

The information in this guide will assist a UCSC staff member in completing a journal voucher (JV) to correct a purchase transaction involving equipment that was previously misclassified by FOAPAL either as inventorial equipment that should have been expensed (006xxx) or a non-inventorial purchase that should have been booked as equipment (007xxx).

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  • Overview

    Occasionally, there is a need to adjust information stored in the Equipment Administration's fixed asset database. The most common reason is a change in the FOAPAL to:

    • move items recorded initially as inventorial to non-inventorial
    • reverse items coded incorrectly on the original purchase order (PO) as non-inventorial to inventorial

    Updates are processed via a financial journal in FIS - Banner.


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  • Need for attention to detail

    Each sequence number and its corresponding amount must coincide with existing inventorial data that will be affected by the journal.

    Preparing the journal correctly allows Equipment Administration staff to apply system generated "Tags", which result from a journal posting.

    • All inventorial equipment is recorded using account codes in the 007xxx series.
    • Non-inventorial equipment is recorded using account codes in the 006xxx series.

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  • Before you start

    If you are looking at a monthly paper ledger, check the on-line ledger to confirm that the item has not already been corrected by Equipment Administration.

    • Often Equipment Administration will generate a journal voucher (JV) to correct the status of equipment.
    • Journals created by Equipment Administration must route through the department for approval and you may not be aware that this has occurred.

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  • Gather information

    Prior to preparing a correcting journal, gather all necessary information as follows:

    • If you already know the Property number, FFIMAST can be accessed directly.
      • You will need to know the Purchase Order and Property numbers (or Temp T-Tag numbers) to prepare the journal in all cases except Example # 3 below.
    • If you only know the Req, PO or Invoice number
      1. Review how the original invoice payment posted into the Inventorial Equipment (Fixed Asset) system by querying FOIDOCH in FIS-Banner
      2. View the "Asset Tag" block at the bottom of the page. It will list any property numbers generated by the payment.
      3. Click on the property tag number(s) to find which ones need to be changed.
      4. Go to "Options" in the toolbar to access FFIMAST
      5. 'Control - page down' to view the property number detail.

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  • Important information

    Note that the journal "Doc Ref" must be the original PO# and text should include the property numbers of all items of equipment.

    • Text should also include a clear description of why the journal is being done.
    • Use Rule Code XEQT

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  • Where to get help

    Contact Equipment Administration


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  • FOAPAL change

    A journal is processed to change the fund-org codes on two research vessels. The vessels are inventorial and have already been purchased, invoiced, paid for, and tagged with UC property numbers. This is an after-the-fact FOAPAL change.

    Because this transaction involves 2 items of inventorial equipment with different property numbers, the journal must be processed with 2 debit (DR) and 2 credit (CR) sequences. Do not combine the two amounts. The cost is being transferred from fund 18046 to fund 19900.

    Original PO quantity:
    2 research vessels @ $43,000 each
    Sequence DR/CR FOAPAL Cost Doc Ref
    Seq 1 CR 18046-722040-007010 $43,000 PO #
    Seq 2 DR 19900-722042-007010 $43,000 PO #
    Seq 3 CR 18046-722040-007010 $43,000 PO #
    Seq 4 DR 19900-722042-007010 $43,000 PO #

    Text: Include the 2 UC property numbers of the equipment and an adequate description of why the journal voucher is being prepared. If there are multiple asset numbers and/or multiple payments against the same PO, reference invoice numbers or PO line item numbers associated with the transfer(s).


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  • FOAPOL change with multiple items

    A journal voucher (JV) is processed to correct the account code on 3 inventorial computers and an inventorial printer purchased on the same PO. The original PO was incorrectly coded with 007010 (Inv EQ excluding Computer) instead of 007020. The equipment has been purchased, invoiced, paid for and tagged with UC property numbers. This is an after the fact FOAPAL change. Because the transaction involves 4 items of inventorial equipment, each with it's own property number, the journal voucher (JV) must be processed with DR and CR sequences that match the quantities and actual values of each. Do not lump sums together.

    Original PO quantity:
    2 computers @ $6,000 = $12,000
    1 computer @ $5,200 = $5,200
    1 printer @ $5,000 = $5,000
    Sequence DR/CR FOAPAL Cost Doc Ref
    Seq 1 CR 19900-722040-007010 $6,000 PO #
    Seq 2 DR 19900-722040-007020 $6,000 PO #
    Seq 3 CR 19900-722040-007010 $6,000 PO #
    Seq 4 DR 19900-722040-007020 $6,000 PO #
    Seq 5 CR 19900-722040-007010 $5,200 PO #
    Seq 6 DR 19900-722040-007020 $5,200 PO #
    Seq 7 CR 19900-722040-007010 $5,000 PO #
    Seq 8 DR 19900-722040-007020 $5,000 PO #

    Text: Include UC property numbers assigned to each piece of equipment and an adequate description of why the JV is being prepared. If there are multiple asset numbers and/or multiple payments against the PO, reference the individual invoice numbers associated with the transfer.


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  • Inventorial equipment recorded as non-inventorial

    Inventorial Equipment was purchased on a PO that did not use an inventorial account code (007xxx). As a result, when the invoice was paid, the financial entries were not captured appropriately by the fixed asset system. In this case, the correcting journal becomes the mechanism for getting the the value into inventory for each inventorial item.

    Original PO Quantity:
    5 centrifuges @ $7,000 = $35,000
    Sequence DR/CR FOAPAL Cost Doc Ref
    Seq 1 CR 19900-722040-006xxx $35,000 PO #
    Seq 2 DR 19900-722040-007xxx $7,000 PO #
    Seq 3 DR 19900-722040-007xxx $7,000 PO #
    Seq 4 DR 19900-722040-007xxx $7,000 PO #
    Seq 5 DR 19900-722040-007xxx $7,000 PO #
    Seq 6 DR 19900-722040-007xxx $7,000 PO #

    Desc Field: Should reflect description of item purchased (sample: "Centrifuge, Mfg., Model) because this is what will appear on the annual physical inventory report (EQ920)

    Text: Detail Custody Code, Building CAAN# and Room location where equipment resides and the condition if not new. Condition is presumed new unless specified otherwise.


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  • Non-inventorial equipment and supplies purchased using an inventorial account code 07xxx

    Non-inventorial equipment and supplies were purchased using an inventorial account code (007xxx) in error. Three printers at $200 each and two other supply items were acquired. When the invoice was paid it generated 5 inventorial property numbers in the fixed asset system. The correcting journal must itemize each, line by line, in order for Equipment Administration to be able to cancel the property numbers properly. Value can be combined on the non-inventorial entry for office supplies.

    Original PO quantity:
    3 printers @ $200 each = $600
    2 office supplies @ $30 each = $60
    Sequence DR/CR FOAPAL Cost Doc Ref
    Seq 1 CR 19900-722040-007xxx $200 PO #
    Seq 2 DR 19900-722040-006xxx $200 PO #
    Seq 3 CR 19900-722040-007xxx $200 PO #
    Seq 4 DR 19900-722040-006xxx $200 PO #
    Seq 5 CR 19900-722040-007xxx $200 PO #
    Seq 6 DR 19900-722040-006xxx $200 PO #
    Seq 7 CR 19900-722040-007xxx $30 PO #
    Seq 8 CR 19900-722040-007xxx $30 PO #
    Seq 9 DR 19900-722040-000030 $60 PO #

    Text: Include UC property numbers of equipment generated in error and adequate description of why the journal voucher (JV) is being prepared. If there are multiple asset numbers and/or multiple payments against the PO, reference the individual invoice numbers or PO line item numbers associated with each item.


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  • Purchase with freight, installation & warranty / extended service

    Inventorial equipment was coded as non-inventorial on PO. In addition to the main piece of equipment are associated items of freight, installation and warranty/extended service care. The journal must move each expense as itemized on the PO. DO NOT combine amounts.

    Original PO Quantity:
    Computer (1) $5,500
    Freight $89
    Installation $200
    Warranty/Extended Service $300
    Sequence DR/CR FOAPAL Cost Doc Ref
    Seq 1 CR 19900-722040-006090 $5,500 PO #
    Seq 2 DR 19900-722040-007020 $5,500 PO #
    Seq 3 CR 19900-722040-000300 $89 PO #
    Seq 4 DR 19900-722040-007020 $89 PO #
    Seq 5 CR 19900-722040-001260 $200 PO #
    Seq 6 DR 19900-722040-007020 $200 PO #

    Note: There is no correcting entry for warranty/extended service care because it is not considered part of the inventorial value.

    Desc Field: Should reflect description of item purchased (sample: "Computer, Mgf., Model) because this is what will appear on the annual physical inventory report (EQ920).

    Text: Detail Custody Code, Building CAAN# and Room location where equipment resides and the condition if not new. Condition is presumed new unless specified otherwise.


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