Property Control System Manual (PCS)

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Effective: 3/1/1984

Revised: 7/1/2012

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PCS 701: Records Maintained by Property Control

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Purpose

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To maintain accurate audit records for internal and external audit agencies and to provide departments with information about equipment

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Sources

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48 Code of Federal Regulations § 45
United States. Office of Management and Budget. OMB circulars A-21 and A-110
Property Control

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Policy

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ASU is required to keep and maintain property control records for all capital equipment in the Property Control database.

The following records are kept and maintained by Property Control. These lists represent the primary records databases and are not all-inclusive.


Property Control Records

  1. sponsor-owned equipment files
  2. equipment screening certifications
  3. “final” sponsored inventories
  4. gift-in-kind records for capital equipment
  5. interdepartmental transfers (IXs) for capital equipment
  6. journal entries for capital equipment
  7. Off-Campus Use of Equipment Authorization forms
  8. all changes recorded in Asset Update

Property Control Databases

  1. Asset
  2. Betterments
  3. Capital Asset
  4. Facility Betterments

The databases reflect general university asset information and are not all-inclusive.A chart defining the databases follows. D


Name Definition
Assets Table
PROPERTY_CONTROL_NUMBER A seven character field that shows the assets property control number
FACILITY_CODE A four character field that shows the building number of where the asset should be located
STATUS A one character field used to determine the status of an asset (Active, Missing, or Retired)
CLASSIFICATION_CODE A unique four character field that identifies a classification of equipment
HRMS_DEPARTMENT_CODE An eight character field that identifies the department that has custody of the asset
MANUFACTURER A thirty character field that shows the assets manufacturer
ROOM_NUMBER A six character field that shows the room number where the asset is supposed to be located
SUB_ROOM_NUMBER A six character field that shows the subroom number of where the asset is supposed to be located
SERIAL_NUMBER A thirty character field that shows the asset’s serial number
MODEL_NUMBER A thirty character field that shows the asset’s model number
VENDOR_NAME A sixty character field that describes the asset’s vendor
ASSET_DESCRIPTION A sixty character field that describes the asset
STATUS _DATE A date field to reflect the last time the status field was changed
UNKNOWN_MANUFAC_DESCRIPTION Used by student taggers to enter the correct manufacturer when not in mfg code table
CAPITAL_ASSET_FLAG A Y/N field to show whether an asset is a capital or non-capital asset
CAPITAL_ASSET_CHANGE_DATETIME The date and time a non-capital asset was changed to a capital asset
LAST_INVENTORY_DATE A date/time field that shows the last time the asset has been physically inventoried
ON_CAMPUS A Y/N to show if an asset is on campus or off campus
SPONSOR_PC_NUMBER A text field to enter sponsor and government property control tag numbers
SPECIAL_TYPE A look up field to show the type of equipment (STE, ST, PLANT, MATERIAL)
Capital Assets Table
PROPERTY_CONTROL_NUMBER A seven character field that shows the asset’s property control number
OWNERSHIP_CODE A two character field that shows who has title to the asset
CONDITION_CODE A two character field used to classify the condition of the property
PURCHASE_DOCUMENT_CODE A two character field that shows the purchase document code for the purchase order
PURCHASE_DOCUMENT_NUMBER An eleven character field that shows the purchase document number of the asset being purchased
PURCHASE_ORDER_DATE A date/time field that shows the date the purchase order was placed
OLD_PROPERTY_CONTROL_NUMBER A seven character field to contain the old property control numbers
REPLACEMENT_COST A dollar amount field to enter the replacement cost of assets
Betterments Table
SEQUENCE_NUMBER A number indicating the order of the rows when all the rest of the tables key is identical. For example, ADVISEMENT_NOTES indicates the order of the notes for a student for a semester. Wug meeting of December 1994
PROPERTY_CONTROL_NUMBER A seven character field that shows the assets property control number
ACCOUNT A unique seven character numeric code that identifies a cost or responsibility center in Advantage and HRMS, known as “AGENCY-ORG.” An account is established by Financial Services or by the Office of Sponsored Projects. In Advantage, the primary table for an account is the ORG1 screen: a combination of the agency and org codes. Query table ACCOUNT for values and associated description
SUB_ORG Identifies an optional two character alphanumeric field used in conjuction with an ACCOUNT to further break down expenditures or revenues related to a sub-group of the ACCOUNT. Defined by the ACCOUNT manager and established by Financial Services
PAYMENT_DOCUMENT_CODE A two character field to house the code for a payment document code
PAYMENT_DOCUMENT_NUMBER An eleven character field that shows the payment document number of the betterment
PAYMENT_DOCUMENT_DATE A date/time field that shows the payment date of the betterment
BALANCE_SHEET_CODE A four character field to roll up the classification of property
ACCOUNT_TYPE A two character field to determine the correct account (22 or 01)
COST_SHARE_FLAG A one character field (Y/N) that identifies whether or not the betterment transaction needs to be included (N) or excluded (Y) from the indirect cost calculation
ORIGINAL_CONTRACT_NUMBER A thirty character field that shows the original contract number on the betterment record
CURRENT_CONTRACT_NUMBER A thirty character field that shows the current contract number on the betterment record
CAPITAL_AMOUNT A money field that shows the amount of the asset’s betterment
NOTES A field containing additional information for an object. May include: Special Processing, Alias Names, Language Names, Vendor ID Information
PURCHASE_DOCUMENT_NUMBER An eleven character field that shows the purchase document number of the asset being purchased
Facility Betterments
SEQUENCE_NUMBER A number indicating the order of the rows when the rest of the tables key is identical. For example, ADVISEMENT_NOTES indicates the order of the notes for a student for a semester. Wug meeting of December 1994
FACILITY_CODE A seven character field that shows the asset’s property control number
ACCOUNT A unique seven character numeric code that identifies a cost or responsibility center in Advantage and HRMS, known as “AGENCY-ORG.” An account is established by Financial Services or by the Office of Sponsored Projects. In Advantage, the primary table for an account is the ORG1 screen: a combination of the agency and org codes. Query table ACCOUNT for values and associated description
SUB_ORG Identifies an optional two character alphanumeric field used in conjunction with an ACCOUNT to further break down expenditures or revenues related to a sub-group of the ACCOUNT. Defined by the ACCOUNT manager and established by Financial Services
PAYMENT_DOCUMENT_CODE A two character field to house the code for a payment document code
PAYMENT_DOCUMENT_NUMBER A eleven character field that shows the payment document number of the betterment
PAYMENT_DOCUMENT_DATE A date/time field that shows the payment date of the betterment
BALANCE_SHEET_CODE A four character field to roll up the classification of property
ACCOUNT_TYPE A two character field to determine the correct account (22 or 01)
COST_SHARE_FLAG A one character field (Y/N) that identifies whether or not the betterment transaction needs to be included (N) or excluded (Y) from the indirect cost calculation
CAPITAL_AMOUNT A money field that shows the amount of the asset’s betterment
NOTES A field containing additional information for an object. May include: Special Processing, Alias Names, Language Names, Vendor ID Information
PURCHASE_DOCUMENT_NUMBER An eleven character field that shows the purchase document number of the asset being purchased
PAYMENT_DESCRIPTION A text field that describes the payment
VENDOR A sixty character field that describes the asset’s vendor
endtable

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