Reports
Data available on IBIS includes asset information such as property number, quantity, description, class code, location, dollar amounts, funding sources, etc., as well as filters for disposed assets and assets over $5,000. There is also a separate category for the FAS Hold File which contains information from the previous night of automated FAS system processing.
Figure 1 - FAS information on IBIS Query Studio
FAS Reports for Online Reporting can be requested by an agency and will run overnight and will be available the following day of the request.
Contact the DSA Helpline at servicedesk@sco.idaho.gov
Use the following to make a report request:
Report numbers (see below)
Report Request Frequency
Reporting Period Indicator
Report Level To Control Page Breaks
Filters to reduce the size of a report
Report Distribution Options
Agency name
Agency contact
Special instructions
Where the report will be printed or viewed
Number of copies
Control reports are static output reports built in to a system process. The control reports have a fixed design format and will only print when data is processed. These reports are referred to as ‘dailies’ because they generate from daily system processes. These are generated by FAS processes - no user intervention is required.
Requested reports can be requested by agencies. Some requested reports allow the user to define the format and filter the data while others have a fixed-design format.
There are four main reporting categories:
Financial - Information to properly report capital assets and depreciation.
Inventory - Descriptive information of asset condition, location, and ownership.
Insurance - Replacement value, condition, location, ownership, and insurance type.
Miscellaneous - Data control – i.e., transaction codes and descriptor tables.
The following table summarizes FAS reports by category and type with a brief description of reporting information. All reports begin with the letters ‘DAFR’ followed by a four-digit report number. The report number is unique to each report and is representative of the program or data source generating the information on the report.
Report Number
Title
Information in the Report
DAFR4461
FAS SYSTEM GENERATED TRANSACTIONS
Property number
Component number
Sequence number
FAS transaction code
Property type
Acquisition / disposition amount
Statewide accumulated depreciation
Agency accumulated depreciation
Replacement amount
Salvage amount
DAFR4471
FAS BATCH ERROR
Agency suffix
Class code / class code suffix
Capitalization indicator
Useful life
Acquisition method
Status code
Location 1
Error indicator
Transaction amount
Error code
Error message
DAFR4472
FAS BATCH POST REPORT
DAFR4473
FAS ONLINE POST
Description
Class code
In-service date
Current document
Disposition method
Disposition percentage
DAFR4474
FAS DELETED TRANSACTIONS
Acquisition / disposition date
Comments
DAFR4491
FAS REPLACEMENT VALUE REVALUATION
Generate indicator
‘+’ or ‘-‘ (signs)
Percent ‘%’
From value
To value
DAFR4492
FAS REPLACEMENT VALUE REVALUATION SUMMARY
DAFR4491 Summarized by Class Code
DAFR4492 prints at the end of the DAFR4491.
DAFR4492 totals the From values and To values.
DAFR4581
FAS GENERATED TO STARS ACCOUNTING TRANSACTION DETAIL
NOTE: Keep a copy of this report
FAS Information:
Fund / fund detail
General ledger account
STARS Information:
STARS transaction code
Reversal indicator
General ledger – debit
General ledger – credit
Budget unit
Expenditure sub-object
STARS effective date
DAFR4582
FAS GENERATED TO STARS ACCOUNTING TRANSACTION SUMMARY
DAFR4581 Summarized by FAS Generated STARS Batch Identification
DAFR4482 prints at the end of the DAFR4581.
DAFR4582 totals by batch amount.
DAFR4590
FAS NON-FINANCIAL CHANGES
Date
Element (i.e. serial number, description, name, etc.)
Change from
Change to
DAFR4550
ACTIVE PROPERTY BY AGENCY SUFFIX, LOCATION, RESPONSIBLE NAME
User-Defined Options – Report Levels:
Location
Responsible name
Static Elements:
Acquisition date
Serial number
Manufacturer
Model year
Status
License number
Ownership
Quantity
Condition
Last inventory date
DAFR4560
ACTIVE PROPERTY BY CLASS CODE, AGENCY SUFFIX, LOCATION, RESPONSIBLE NAME
Subtotals by Requested Report Level
Acquisition amount
DAFR4790
FAS RISK MANAGEMENT
Requested Fixed Design by:
Insurance indicator
Subtotals by:
Agency
Condition code
Current month replacement amount
DAFR0168
CAPITAL ASSET BY FUND TYPE
Only Assets with Capitalization Indicator of “S” (Statewide capitalized assets)
User-Defined Options:
Fund type
Asset class
Budget Unit
Beginning Balance
Adjusted Beginning Balance
Increase
Decrease
Ending Balance
DAFR0170
FAS ACFR ANNUAL COMPREHENSIVE FINANCIAL REPORT DEPRECIATION
Order by Prior Year Only
Fund
Statewide depreciation method
Adjusted total
Depreciation expense statewide
Accumulated depreciation statewide
Book value statewide
DAFR0182
CAPITALIZED ASSETS BY FUND TYPE, FUND, ASSET CLASS AND BUDGET UNIT
Depreciation Method
Useful Life
Ownership Code
DAFR4500
FAS DEPRECIATION
Agency depreciation method
Statewide depreciation expense
Statewide ending book value
Agency depreciation expense
Agency ending book value
DAFR4510
FAS HOLD FILE TRANSACTIONS
Keep a copy of this report each month.
Register number
Class code suffix
Location 2
Disposition ‘%’
Responsible last name
Comment
Grant / Grant Phase
Project / Project Phase
PCA
Index
Purchase order number
DAFR4520
STARS TO FAS FINANCIAL ACTIVITY
Fund / Fund Detail
Transaction identification
Budget fiscal year
Current document suffix Effective date
Component number Expenditure subobject Revenue subobject
Index PCA
Invoice description
Reverse indicator
Amount
DAFR4740
HOLD FILE DELETED RECORDS
Requested Fixed Design
Reference property number
Reference component number
DAFR4750
FAS PROPERTY BALANCES BY FUND AND ASSET CLASS
Fund detail
DAFR4760
PROPERTY BY AGENCY SUFFIX, LOCATION, RESPONSIBLE NAME, SELECT BY NAME
DAFR4630
FAS INDIVIDUAL DESCRIPTOR TABLES
Descriptor Table Id
Descriptor table identification (ID)
Descriptor table name
Table entry key
DAFR4640
FAS TRANSACTION CODE DECISION TABLE
Transaction code
Generated FAS transaction code
Coding requirements
Generated STARS transaction code
Transaction type
Updates to FAS financial fields
Required approval level
Transaction code description
The level of information you post to the following files determines the level of information available to you on reports:
Property File – asset records
The property file is the asset portfolio. This file contains information to support all four reporting categories
Location 1 – statewide table of land and building numbers
The Location 1 table identifies the size, geographical location, legal description, and state ownership by responsible agency for land and buildings.
Hold File – transactions in process
The hold file is a file of transactions in process. You can view some transactions using an on-line screen.
History file – transaction archive
The history file stores information from each transaction that posts to a property record. The file is large, and programmed-reports, currently, are the only way to access transaction history.
Transaction Code Decision Table – transaction requirements
The transaction code decision table defines the accounting and editing logic for each transaction.
Request frequency determines when your report will generate. Once the frequency is setup, your report will automatically generate when the report frequency switch matches the system date table. You can request one of the following indicators to have a report generate on a regular schedule:
Report Frequency
One-time
The only date you want to generate the report. To generate the report for the next business day, enter the current business date (i.e. today’s date).
Daily
The report will generate each processing night. Depending on the FAS processing schedule, processes may only run on Fridays.
Weekly
The report will generate at the end of each business week.
Period
The report will generate at the close of each period (quarter).
Monthly
The report will generate at the close of each month.
Quarterly
The report will generate at the close of each quarter (period).
Yearly
The report will generate at the close of the fiscal year.
The reporting period is the time period for data collected on a report. Not all reports accept reporting period indicators. Descriptor table reports, for example, do not require period indicators, whereas financial reports do require a period indicator. The following is a list of reporting period indicators:
Reporting period
CM – Current month
A report of data from the beginning of the fiscal year through the current date.
PM – Prior Month
A report of data from the beginning of the year through the close of the prior month.
CP – Current period
A report of data from the beginning of the current period (quarter) through the current date.
PP – Prior period
A report of data from the beginning of the prior period (quarter) through the end of the prior period.
PY – Prior year
A report of data from the beginning to the end of the prior fiscal year.