M E M O R A N D U M NO. 010031
 

TO:	Fiscal Officers and Fixed Asset Users
FROM:	Zeke Partin, Assistant State Controller Office of the State Controller (OSC)
SUBJECT:	Fixed Asset (FA) Data Entry Deadline (08/03/2001) and Operations Schedule

The last day available for entering any fixed asset information for the year ending June 30, 2001 will be Friday, August 3, 2001.  This date is final and no extensions can be granted due to the Comprehensive Annual Financial Report (CAFR) reporting requirements.   It is crucial that all temporary assets existing in the Capitalized Asset (CAP) temporary level be processed before the August 3 deadline.  At the end of this business day, all temporary assets that remain in the CAP temporary level will be purged.  Afterwards, any assets must be added to the North Carolina Accounting System (NCAS) manually. While in the past OSC has not purged assets in the CAP temporary level, it has become necessary to purge them to allow for the new fiscal year interfaces to process correctly.  This new procedure of purging the CAP level will occur once per year, as part of the year-end process.  The Inventory (INV) temporary level will continue to be purged monthly, leaving 3 months of data available.

The following Year-end reports are available for your agency to run from the FAPUBLIC library in IE.  (Some of these fixed asset reports may be too large to view in RVLS, so if assistance is needed, please contact the OSC NCAS Helpdesk at 875-HELP):
 

1)	C-FA-FA755-GE5000 Active Asset Reconciliation Report for Assets Costing >/= $5000
2)	C-FA-FA755-ADD Active Asset Additions Report for Current Year Asset Additions Costing >/= $5000
3)	C-FA-RETIRED-DATE List of Fiscal 01 Retirements (all)
4)	C-FA-FA755-FXXX Active Asset Reconciliation Report for All Assets
5)	C-FA-FA755-RETIRE-GE5000 All Retired Assets with Cost >/=$5000
6)	C-FA-COST-ADJ Listing of Cost Increases/Decreases to Prior Year Asset Acquisitions
7)	C-FA-TRANSFERS-IN Listing of assets transferred into an agency
8)	C-FA-TRANSFERS-OUT Listing of assets transferred out of an agency
9)	C-U-FA-DEPRXX (This report can be run instead of the Expense Ledger which is not available for those agencies that depreciate for financial reporting purposes)

OSC will be running a final set of year end FA reports after the final day of data entry on August 3.  Therefore, we encourage agencies to periodically run these reports, as needed, to balance their fixed assets and to retain for audit purposes.

Both a valid RACF Password and NCAS ID are required to achieve access to the NCAS Fixed Asset System.  Please note that the RACF Password must be changed every 90 days or it will expire.  If your user’s RACF password expires, contact your agency's RACF Administrator to have this password reinstated.  If your user does not know the NCAS ID, contact the OSC NCAS Helpdesk.

The following schedule has been established for the Fixed Asset end of year processing:
 

July 6, Fri.	Master file will be updated.  Validation and Audit Ledger reports will be available July 9 at the I/O window.  Maintenance and Depreciation (MAD) controls will be reset on this day and depreciation calculated.  All depreciable assets must be entered by 7:00 p.m. on July 6, 2001 for depreciation to be calculated automatically by the system.  For assets entered after the monthly update depreciation cycle has been executed, the operator must manually calculate and enter the amount of applicable depreciation for fiscal year 2001 for the new asset in the “Year to Date Depreciation” and the “Life to Date Depreciation” fields on screen 260.
July 9, Mon. – Aug. 3, Fri.	Year-end reports will be available in the FAPUBLIC library to be run as needed.
July 9, Mon.	System available for all users.  Begin entering June 2001 Retirements.
July 9, Mon. –  Aug.3, Fri.	Fixed assets received in June, paid in July with an accrual indicator will be interfaced from AP to FA.  This activity is reflected on the daily AP to FA Interface reports in XPTR group MM132-1.  All accruals paid after July 31st will need to be added manually to the Fixed Asset module.
July 13, Fri.	All asset transfers for FY 2000/2001 must be received by OSC NCAS Helpdesk for data entry into the system.
Aug. 3, Fri.	Final day of data entry.  The final update process for Y/E 2001.  No more FA processing for 2001.  The year end reports will be available in XPTR group FAFIN-1, FAFIN-2, FAFIN-3.    All remaining temporary asset numbers in the CAP temporary level will be purged.
Aug. 6, Mon. - Aug 15, Wed.	Begin FA processing for fiscal year 2002.  Enter July 2001 asset information.
Aug. 6, Mon.	Fixed assets paid in July that are not June 2001 accruals (no accrual indicator) will be interfaced from AP to FA.  These reports will be located in XPTR group OSCOP* FAREL Release AP Invoices.
Aug. 15, Wed.	Booked through date set to 02-01.  July monthly production reports and        depreciation run.
Aug. 16, Thurs. - Aug. 31, Fri.	Enter August 2001 asset information.
Aug. 16, Thurs.	Fixed assets with a pay date of August 1st through August 16 will be interfaced. These reports will be located in XPTR group OSCOP* FAREL Release AP Invoices. Then, the nightly interface will resume.
Aug. 31, Fri.	Booked through date set to 02-02.  August monthly production reports and depreciation run.
Sept. 4, Tues.	Resume normal operations schedule, begin September activities.

To help your agency complete fixed asset processing requirements on a timely basis, the NCAS operating hours have been extended.  The system will be available from 6:00 A.M. to 7:00 P.M. Mondays through Fridays (except holidays).  Please consult the SIG for the latest schedule of system availability.  Watch your CICS signon screen and the SIG for special messages concerning system operations.

A copy of this memo and Fixed Asset Year-End Report Certification can be found in the SIG under New Bulletins/Important Memos/Current Memos/Memorandum No.01-0031.   Any questions regarding the Fixed Asset System, including IE report questions, may be directed to the NCAS Help Desk at 875-HELP.  The OSC appreciates your agency’s cooperation as we once again complete the fiscal year fixed asset processing.
 

ZP/ml