Enter New State Tagged Equipment

Purpose: Use this document as a reference for how to enter new state-tagged equipment into DirectLine.

Audience: Facilities Staff

Direct Line Eqp Inventory Navigation

Note: This module will be used to record all State Tagged assets for the purpose of depreciation and “small and attractive” tracking.  An automatic sequential number will be assigned to each record.  You will also be required to enter your State Tag number.  There is an additional tag # field available if your campus has another layer of numbering within a department, (IT, Facilities, etc.)

Equipment Inventory Entry Screen - General Tab

  1. Eqp Inventory Entry screen will open for a new item with next ID number pre-populated.
EQP Inventory Entry page
  1. Complete the following REQUIRED (R) fields on the General screen.

Field Name

Required

Description

ID:

Automatically assigned by DirectLine

(records imported from FAE defaulted to state tag #)

Date

R

Date of entry

Acquisition Date

R

Date equipment received on campus (this will be the date used for depreciation)

State Tag

R

State Tag # for this piece of equipment

Quantity

R

# of units (probably 1)

Desc

R

Description of equipment – will be used in reports

Program

R

Required by DirectLine (Default is NA)

Unit Cost

R

Include tax, freight, installation, etc

Mfg

R

(Recommended for best practice)

Model

R

(Recommended for best practice)

Serial

R

(Recommended for best practice)

Building

R

Identify what building the asset is located

Room

R

Identify what Room the asset is located

Ownership Status

R

1 – Owned by the institution

2 – Leased /purchased by the institution

3 – Leased or owned by the federal government

4 – Leased / rented by the college

5 – Other (Donation)

6 – Not owned, but available to the college at little or no cost

Note: If asset is leased, lessor contact information should be completed on the FAE/Cost tab

The fields below are Optional (O) or Conditional (C).

O = Optional          C = Conditional

Field Name

O/C

Description

Portable

O

Could check for laptops, etc

Shop-built

O

SD

O

Short description

Details

O

More detailed info or notes regarding equipment

Federal Grant#

O

Federal Grant Terms

O

Federal Grant Condition

O

Campus

O

Used if college has more than one campus

Wing

O

Used to identify specific location in the building instead of room

Department

O

Defined by college (Student Services, Finance, etc)

Project

O

Account

O

Capital Purchase

C

Check this box if equipment is less than $5,000 but should be capitalized because part of larger purchase

Vendor

O

PO#

O

PO Date

O

Tag #

O

Secondary number used by some campuses

Custodian

O

Person or department contact item is assigned to

Phone

O

Custodian’s office phone

Mobile

O

Custodian’s mobile plhone

Equipment Inventory Screen - FAE/Cost Tab

  1. Click FAE/Cost radio button at the bottom of the General tab screen to move onto the FAE/Cost screen.
FAE/Cost Radio Button Image
  1. The FAE/Cost screen will open.
FAE/Cost page
  1. Complete the following REQUIRED (R) fields on the FAE/Cost screen.

NACUBO

R

Use drop-down list

Commodity

R

Use drop-down list

County Code

R

Use drop-down list

Utilization Code

R

1 – Used on full-time basis

2 – Used on a part-time basis

3 – Excess to location but needed by agency

4 – Excess, to be surplused

5 – Surplused

Value Meth

R

1 – Purchased items (includes installation, freight, tax)

2 – Lease purchase (present value cost if equipment was purchased)

3 – Donated Assets (Fair market value at time of acquisition)

4 – Self-constructed (Direct cost of construction)

Fund/APPR

R

Must have at least one valid Fund

Cost

R

Can distribute purchase over multiple funds

The fields below are Optional or Conditional.

Ref ID:

O

On Prim #

O

Subobject

O

Use State-provided drop-down list

SubSubObject

O

Use college-defined codes

Local Data

O

Scrap Value

O

Enter if receive proceeds when surplus

Order #

O

Program/Class

O

Organization Index

O

Dept

O

Name

C

Used if Ownership Status = 3,4,5,6,7

Phone

C

Used if Ownership Status = 3,4,5,6,7

E-mail

C

Used if Ownership Status = 3,4,5,6,7

Address

C

Used if Ownership Status = 3,4,5,6,7

Life Span

Automatically populated based on Commodity Code

Comments

O

Lease/Warranty Screen

Lease Information

  1. The Lease Information screen can be used to manage information for leased equipment such as copiers, vehicles, etc.
Lease Information Screen

The fields below are Optional (O) or Conditional (C).

Lessor

O

Vendor

O

Start Date

O

Begin date of the lease

Expiry Date

O

End date of the lease

Payment # Times Yearly

O

# of payments in one year

@ $

O

Payment amount

Total payments

Calculated based on # payments/year and lease begin/end dates

Yearly Total

Calculated based on # payments/year and lease begin/end dates

Lease total

Calculated based on # payments/year and lease begin/end dates

Comments

Warranty Information

  1. The Warranty screen is a great place to record warranty periods and contact information for electronics, etc.
Warranty Information Screen

The fields below are Optional (O) or Conditional (C).

Inventory Holder name

O

Staff member with custody of the item

Service Provider

O

Name of business and contact name

Phone

O

E-mail

O

Start Date

O

Warranty start date

Expiry Date

O

Warranty expiration date

Notes

O

Hours of service, time zones, etc

Accessory/Parts List

O

Any consumable inventory parts associated with this piece of equipment coming from warehouse inventory

  1. Click the Save button near the top left hand side of the Eqp Inventory screen to save your entry.
Save button on the Eqp Inventory screen
  1. Click the Return to Home Screen button near the top right hand side of the Eqp Inventory screen.
Return to Home Screen button on the Eqp Inventory screen

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