​Introduction

A multiple asset acquisition means that more than one asset in the FAS Property File will be created with the one transaction entered in STARS. Usually a multiple asset acquisition occurs when several products are purchased on one invoice.

When the same Property and Component Number is entered in STARS, STARS combines the separate asset transactions into one record. When that record reaches FAS, it must be split into separate records for each asset. In the STARS record, a generic Property and Component Number should be entered for the asset. This is referred to as either the parent record, the reference Property Number, or the trailer record.

There are two ways to process multiple asset acquisitions:

• Process the transactions from the FAS Hold File that originated in STARS.
• Delete the transaction from the FAS Hold File, then re-enter the information directly into FAS Data Entry screen S035.

It may help to keep track of your coding by doing the following:
 

1. Prepare spreadsheets to allocate Budget Unit, Fund, and Amount. For example:  If you  purchased 2 new computers x $10,000 each = $20,000

You may need to enter multiple transactions into FAS to fully allocate the asset amounts.

2. Log on to FAS.

3. Type 32 at the FAS Main Menu and press ENTER to open the Hold File.

4. Type R in the FUNCTION field and press ENTER to display a list of records.

5. Locate the asset record. To 'scroll' through the records, type N in the FUNCTION field and press ENTER.

6. Type S in the FUNCTION field then press TAB until the cursor is in the S/X column and next to the record.

7. Type either an S or an X in the space next to the record and press ENTER to open screen S033.

Enter Multiple Current Year Acquisitions in the STARS Generated to FAS Data Entry Screen (S033)

Note the highlighted REM AMT, the PROP NO, and the REF PROP fields.

S033 Example - STARS GENERATED TO FAS DATA ENTRY SCREEN

1. Type A in the FUNCTION field and enter the 'new' Property and Component Number for the asset being added.

2. Review the FAS TC (Transaction Code) to be sure it reflects the asset class of the asset. Only the transaction codes A01-A04 are used on screen S033.  If the Transaction Code is incorrect, change it by typing in the correct transaction code.

3. Do not change the REF PROP (Reference Property) number and the REF COMP (Reference Component) number.

• Reference Property and Component numbers are the numbers entered in STARS that are passed to the FAS Hold File. They help persevere the audit trail from the monies spent in STARS (e.g., REM AMT on the record – see below) to the values allocated to records in FAS.
• The Reference Numbers are required fields for transactions processed through S033 and are critical when processing multiple asset records. Note: The Reference Property and Component Number combination is also called the 'parent' or 'trailer' record. 

4. Type U in the STATUS field.

5. Type the ownership code in the OWNRSHP field.

6. Press TAB to go to ADT AMT and enter the acquisition amount.
Type the amount for each computer on each individual record, so that the entire remaining amount (REM AMT) on the record is not posted to just one asset.

7. Type the acquisition method in the ACQ MTH field.

8. Type the class code in the CLS CD field.

9. Type the current date in the ADT DATE. (Use the 'mmddyyyy' format.)

10. Type a value (usually 1000) in the RSK MG field. (Refer to FAS Descriptor Table 21 for details about the Risk Management Bill Code.)

11. Type the condition code in the COND CD.

12. Type a quantity in the QTY field.

13. Type the date that the asset was placed into service in the INSRV DT field. (Use the 'mmddyyyy' format.) NOTE: This could be the original acquisition date as long as it is in the current fiscal year.

14. The AGY MTH field will default to the method shown for your agency once the record is saved. Press TAB to move to the next field.

15. The U LIFE will be automatically generated with a default value based upon the class code. To change this, simply enter a value within the useful life range for the class as defined in FAS Descriptor Table 16.

16. Verify that the CAP IND (capital indicator) is correct. The capital indicator will be 'S' (Statewide when the ADT AMT is greater than $5,000 and the asset is owned by the State.), 'A' (Agency), or 'I' (Inventorial).

17. Type a QTY UNT (e.g., ACRE, SQFT, etc.) for real property, such as land, building, and improvements other than buildings. For personal property – machinery and equipment leave the QTY UNT field blank.

18. Type the replacement amount value in the RPLC AMT field. (For new purchases, the replacement value could be the same as the acquisition amount.).

19. Type the insurance indicator code in the INS IND field.

20. If needed, enter an amount for salvage value in the SAL VAL field. Salvage value is an optional field used if the item is expected to be sold for its salvage value. Salvage value is used in the calculation of statewide depreciation (on assets with an acquisition cost exceeding $5,000) - the overall depreciable value of the asset will be reduced by the amount of the salvage value. The asset’s book value will not fall below the salvage amount entered.

21. Type the Location 1 code in the LOCAT1 field. (Refer to FAS Descriptor Table 19 for your agency’s five-digit codes.)

22. Type a description in the DESC field if desired.

23. Fill in any other required fields (based on the Transaction Code entered). For example, vehicles require the SERIAL, LICENSE, MODEL YR, and MFR fields. You may also enter optional information as determined by your agency, such as responsible name fields.

24. Type up to eight characters in the CUR DOC field. (You may enter the current document number from the original STARS transaction.)

25. Press F7 to review the STARS to FAS Multiple Funding Sources (S034) screen and verify the Fund, Budget Unit, and Amount for the asset.

Two screens reflect the funding source - REQUIRED FUNDING SOURCES (S034) and OPTIONAL FUNDING SOURCES (S34A). Screen S034 contains Budget Unit, Fund, Fund Detail, and Amount, which are the only items you are required to use to reconcile when you split an extracted record into multiple property records.

Continuing, the S034 Funding Source screen for the  example of the purchase of two computers is shown below:

In this example, you would change the funding information to reflect the cost of each computer. Below is the example of the updated Funding Source screen for the purchase of one computer - Property Number 0000055551. Note that the information in the Source 2 and Source 3 fields has been deleted. (Use the DELETE or END key to delete the information in the fields.)

NOTE:  If your agency tracks assets by PCA, Index, Grant and Phase, or Project and Phase, press F8 and review the information on screen S34A. Screen S34A does not require reconciliation when splitting an extracted record into multiple property records. This is an optional screen where you may make changes if needed. Press F6 to return to the S033 screen.

26. Once all of the required and agency-selected optional information has been entered, press F1 or ENTER to post the record.

• If you do not have acquisition release authority, an 'INVALID APPROVAL LEVEL' message will display in the message section.
• If you have acquisition release authority, the 'REMAIN AMT NOT ZERO' message should display in the message section of the data entry, indicating that the amounts have not yet been fully allocated.
• With either message, the status of the FAS Hold File record will display an 'E' for error, until all transactions are entered (i.e., the remaining amount is fully allocated).

27. Repeat these steps for the remaining assets and funding source information.

Continuing the example above, the remaining amount (REM AMT) is $10,000 after Property Number 0000055551 is updated. This is the remaining amount for the second computer.

28. Once the REM AMT field is $0 and all Fund/Budget Unit remaining amounts are $0, you have successfully posted the last record. The FAS Hold File status will reflect 'P' for posted.

NOTE:  If you do not have acquisition release authority you will see an 'INVALID APPROVAL LEVEL' message. Exit the record and have the record released by a person with the appropriate approval level.