Property Control System Manual (PCS)

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PCS 701 Table

The names and definitions of the databases are as follows:

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

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