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EQUIPMENT PROCEDURES MANUAL - page 31 / 86

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NCCCS EQUIPMENT MANUAL

Action Code 3&4

Used when an item is transferred. (Use “3” when transferring to another community college, and “4” when transferring to a public school). Enter the community college unit’s number or appropriate DPI number in field 19. If money is received for an item, enter the amount in field 23 (Bid Amount). *Note: When an amount is entered in field 23, you must enter an Acquisition Code and Fund Source Code.

5

Used to delete items lost or stolen.

6

Used to delete items worn out.

7

Used to indicate items cannibalized.

8

Used for items sold.

STATE EQUIPMENT: Enter inventory number. Use Fund Source 1 or 5 (Field 13). 1 if it affects the 2-12, 5 if it does not affect 2-12. Enter Sale Bid Number in Bid Number (Field 22). Enter Buyers Cost in Bid Amount (Field 23).

When more than one item is sold together, the receipts should be prorated based on the acquisition cost of each item.

The receipts for items not on inventory, or without inventory numbers, should be entered in the monthly audit. (See Monthly Processing Menu, Item 2).

LOCAL EQUIPMENT: Same as State except use Fund Source 3.

FEDERAL AND DONATED EQUIPMENT: Same as State.

9

Other-Trade-In or Other - Enter trade-in amount in Bid Amount (Field 23) See note (*) above. Enter “T.I.” in Bid Number Field (Field 22)

Note: Cost Field (Field 7): Anytime this field is changed (adding a new item, changing the cost on an existing item, or entering a bid amount) you must keep in mind, when entering the acquisition and fund source code, whether or not it will affect the 2-12.

Fields 21 and 24 - 27 are optional user fields.

Field 21 is used for Maintenance Contracts. If you enter “Y” for field 21, the maintenance contract screen will be displayed. At this time, contract information may be entered.

Field 24 – 27 are user-defined fields. Each college decides if and how these fields are to be used. Example: one field can be used as an assignment field for equipment that is checked out to different people. The person whose name is in this field is the person responsible for the item.

Field 28 – Original Fund Source. This field is used to store an item’s original fund source, and is only changed in the event of a keying error.

Field 29 – Original Cost. This field is used to store an item’s original cost or fair market value, and can only be changed through keying error.

25

Oct.2001

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