| PROCEDURE NUMBER: |
PMG-RECEIPT-3 |
| PROCEDURE TITLE: |
Documentation of Receipt of Property: |
| PURPOSE OF PROCEDURE: |
To properly identify fixed assets received
by the district for addition to the inventory in accordance
with the rules of the Auditor General. |
| |
|
| WHO: |
STEP |
ACTION: |
| Property Mgt. Specialist |
1 |
Review outstanding purchase orders every month
to determine if equipment has been received. |
| |
2 |
Once a month visit the facilities that have
equipment that needs to be tagged. |
| |
3 |
Print barcode asset label for all fixed assets
that need to be tagged. Assign asset numbers in numerical
order according to fund. Fund “0400” receives asset tags
starting with “4”. All other funds (0100 – 0300) receives
asset tags starting with”00”. |
| |
4 |
Take barcode asset label to the asset and place
in easy to view location. Mark asset number on back of equipment
with permanent marker as an additional safeguard |
| |
5 |
Input fixed asset equipment information in
to TERMS Fixed Asset screens. This information is required
for accurate record keeping and reporting.
- M204 TERMS Screen
- Insert the following information:
- Item Description Code
- Serial Number
- Model Number
- Description of Equipment
- Cost Center Number
- Bldg. Number
- Room Number
- Department Number
- Acquisition Date
- Purchase Order Number
- Check Number
- Original Cost
- Tagged “Y”
- Condition of Equipment
- Disposition “AC”
- Vendor Number
- M205 TERMS Screen
Enter General Ledger account number |
| |
|
END OF PROCEDURE |
| Status |
Dates |
Drafted or Reviewed by:
|
| 1st Draft Date |
11-1-00 |
Sandy Armstrong, John Klatt |
| Administrative Rev 1 |
|
To: |
| Exec. Director Rev. |
|
|
| Cabinet Review |
|
|
| Cabinet Approval |
|
|
