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Enter DirectLine Equipment Disposal Surplus List and Approval Process

Purpose: This user guide helps you through the process of creating an equipment surplus list for state-tagged items and obtaining management approval for disposal.

Audience: Users of DirectLine that maintain equipment records and supervisors that approve disposal lists.

Overview

  • If you are disposing of many items at once, include all items on one list.  
  • After list is created, secure management approval.  
  • If the items will be picked up by state surplus staff, enter the Department of Enterprise Services GA number on the surplus list.
  • If you are handling your own disposal process, create a unique number that will help you identify this list of equipment.  
  • Once the list is approved, status, disposal date, reason, and authorization number will be updated on each piece of equipment.

You will not be removing the asset record from DirectLine.  All records must be retained for at least six years beyond the disposal date for auditing and records retention purposes. The status will change from "In-Service" to "Retired" and disposal date, reason, and authorization number fields will be updated.

Select Items for Disposal

Navigation: Module / Eqp Inventory / Eqp Inventory / Eqp Inventory Disposal / Create Surplus List

  1. Under Module, select Eqp Inventory option.
  2. Under Eqp Inventory, expand the Eqp Inventory option by selecting the plus (+) sign.
DirectLine main menu and Equipment Inventory menu list
  1. Expand the Eqp Inventory Disposal option by selecting the plus (+) sign.
Equipment Inventory Disposal menu
  1. Select the Create Surplus List option.
Create Surplus List option highlighted

The Eqp Inventory Surplus List screen will display.

Note: The Close Date and Appr Date will be grayed out until the surplus list has been approved. The Status field will remain Pending until the approval workflow has been completed. The individual equipment records included in the surplus list will be updated when Status is changed to Closed.

  1. List ID is an auto-number field.  Don't change this.
  2. Enter today's date to help you retrieve the list later and create reports.
  3. Enter disposal authorization number if already known.  
  4. Enter comments to help you identify the contents on the list.  Comments could include types of equipment, location for pick-up, lost, stolen, or damaged circumstances.
Equipment Surplus List screen

Next, start gathering the pieces of equipment to be disposed.

  1. Open the Eqp Inventory Search screen to retrieve each equipment record.
  2. Populate any of the search fields to narrow your search.
  3. Select the OK button to retrieve search results.
Equipment Inventory Search screen
  1. Scan the search results and select the record(s) for disposal.
  2. Select the OK button.
Equipment search results screen
  1. Selected items will populate the surplus list. Don't update Condition or Disposal Reason yet, instead continue adding assets until your list is complete.
List of equipment selected for disposal

Once you've collected all the items for disposal:

  1. Click on the first row for Condition and select the appropriate code.
  2. Select the OK button.
Condition of disposed items
  1. When you see the question, "Do you want this value applied to all entries?" answer Yes or No.
Do you want this condition value applied to all entries?
  1. Click on the first row of Disposal Reason and select the appropriate code.
  2. Select the OK button.
Disposal reason choices
  1. When you see the question, "Do you want this value applied to all entries?" answer Yes or No.
Do you want this disposal reason value applied to all entries?

When you're satisfied all items have been listed with the appropriate condition and disposal reason:

  1. Enter a check mark in the Print on Save check box if you want a printed copy right now.
  2. Select the Save button from the list near the top of the page.

 

Home ribbon with SAVE feature highlighted

The printed Surplus List will include all the items and provide a signature and date line for management review.  This is also handy if you keep hard copy files.  

Sample Surplus List report

Management Approval Process

After the Surplus List has been saved, your campus assigned "Approver" needs to release this batch. The approver of your choice needs to be assigned FAE-APPROVER rights in DirectLine. This individual should be someone in the Finance division that has no direct contact with the assets or is not involved in the decision to surplus an asset.

With the FAE-APPROVER logged in under their own credentials:

  1. Enter the user password in the Approved by field.
  2. Select the Save button from the list near the top of the page to save the record.
Surplus list approval
  1. Once saved, the Status will change from Pending to Open. The Approved By and Appr. Date fields will be updated as well.
Top portion of Equipment Inventory List screen showing list status, approver, and approval date
  1. Make note of the List ID.
  2. Select the Surplus Transfer button.
List ID field highlighted and Surplus Transfer button at bottom of screen
  1. A  Surplus Eqp Inventory Transfer screen opens.
  2. The Transfer is automatically numbered. Don't change anything.
  3. Click the drop-down arrow beside the Surplus field.
  4. Select the appropriate Surplus List.
  5. Select the OK button.
Surplus Equipment Entry Transfer screen
  1. Enter a check mark into the Disposal check box.
  2. Select Disposal Reason from drop-down list.
Disposal reasons
  1. Click in the Disposal Date column in the first row of the equipment list.
  2. Enter the date equipment was actually disposed or picked up (not today's date).
  3. You'll be asked, "Do you want this date applied to all entries?" Select Yes or No.
Disposal date - Do you want this date applied to all entries?
  1. Approver enters their password in Approved by field.
  2. Select the Save button from the list near the top of the page to save the record.
Approved by field and Save button
  1. The Surplus Eqp Inventory Transfer screen is now updated with:
  • Approved by - approver user name
  • Date - today's date
  • Status - from PD (Pending) to CL (Closed)
Transfer screen showing updates to Approved by, Date, and Status
  1. You should now know your DES disposal authorization number.  Return to the Surplus List screen and enter that code in the Disp Auth field.
  2. Confirm Status is now CLOSED.
Surplus List screen with Disposal Authorization field highlighted
  1. You can check the status of the disposed equipment records from the Eqp Inventory Entry screen.
Equipment record showing updates to Status and Surplus List information
Equipment record showing disposal date, status, and disposal authorization number

Process complete.

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