| K12 and Higher Education Business Systems - Fixed
Assets |
| The APECS Fixed Asset module provides a full range of tools for
capturing, tracking, and reporting fixed asset activity. With simplified
data entry, bar-coded inventory procedures, and fully automated
change tracking, you will have total command of your institution's
substantial investment in property and equipment of all types. GASB
Statement 34 will bring a new set of requirements for fixed asset
tracking and depreciation. APECS will be ready, and so will you
with APECS. |
Features:
- Comprehensive record content for total asset tracking
- Automatic generation of records through Receiving
- Record linking through Assembly Number
- Three-level location tracking
- Guaranteed support for GASB 34 reporting
- Automatic tracking of changes to selected data fields
- Free-text notes at the individual item level
- Track capital and non-capital property
- Bar coding for highly efficient fixed asset inventory procedures
|
| DATA CONVERSION |
| ESD can convert your existing fixed asset data to get you started
in APECS. If you are having a physical inventory taken by an external
party, we will provide information to assure that you get the most
benefit from their work. We will be sure that the beginning balances
in APECS have been fully reconciled to balances drawn from the former
system. Our data format includes User Fields, which we can use for
information not otherwise defined in APECS |
| MASTER FILE DATA |
| The APECS Fixed Asset Master File has been developed to include
the most widely-used types of information, including data related
to the original acquisition, comprehensive item description, and
maintenance and depreciation detail. In addition, APECS accommodates
approximately 1600 characters of unedited "free text"
for further description of the item or tracking detail. All fields
are accessible for ad hoc reporting. |
| SKELETON RECORDS |
| When used with the full APECS Finance system, the Fixed Assets
module provides a mechanism for automated creation of "skeleton
records" through the Receiving process. Base records are created
with information available from the Purchase Order. These records
are expanded and completed online as additional information becomes
available. |
| DIRECT ENTRY |
| With or without APECS Finance, fixed asset records may be keyed
directly into the system or cloned from existing records. Institutionally-defined
defaults accelerate data entry. The free-text notes panel is also
available online at all times to maintain running notes on an asset's
acquisition, usage, maintenance, or disposition. |
| CHANGE TRACKING |
| Individual fields in the fixed asset record may be selected for
automatic change tracking. Whenever the content of a selected field
changes, an audit record is created. Audit records may be viewed
online or used in ad hoc reporting. Location changes may be recorded
automatically as a product of the bar-coded physical inventory process.
When the Assembly (group asset) feature is in use, an online change
to a "parent" record will automatically update the location
of all linked "child" records. |
| BAR CODING |
| ESD provides a full bar coding capability for fixed assets as
a separately-priced add-on to the standard data-capture and tracking
capability in APECS Finance. Bar Coding includes tools for initial
mass printing of asset and location labels, label-design templates,
programming for the hand-held scan unit, and programs for updating
the master file and reporting variances between scanned data and
master file data. The package includes technical support for startup
of bar coded operations, and training for customer personnel. |
| GASB STATEMENT 34 |
| Accounting for fixed assets becomes a significant requirement
under GASB Statement 34, which goes into effect in fiscal 2002 for
many institutions. High-level reporting for investment, depreciation,
and reserve accounts will become a standard part of published reports,
and APECS will provide the tools and reports you need to meet the
new requirements. |
