Managing Gifts of Equipment
- Former user (Deleted)
- Sarah Nguyen (Deactivated)
- Ashley Mattingly
Staff can create an asset for gifts of equipment through Kuali Financials (KFS).
Navigate to the Assets page.
Click on Asset Global (add).
You will be prompted to enter the Acquisition Type Code. To create an asset for Gifts, enter H.
Click Search.
In the search results, click on the Return Value link. You will be directed to the main screen for the Asset Global document.
In the Document Overview tab, enter a description of the document (e.g., Adding a Gift). Optionally, you may also enter an explanation and/or a PO # in the Organization Document Number field.
The Asset Acquisition Type tab is automatically filled out for you and simply shows that you have chosen H for Gifts. You can hide this tab.
In the Asset Detail Information tab, fill out all required fields (listed below). Most of these fields are denoted with an asterisk (*).
For this tab, the following fields are required:
Organization Owner Chart of Accounts Code: For this field, you will almost always enter UC.
Organization Owner Account Number: Enter your departmental account number.
Asset Status Code: Enter N for non-capital or A for capital.
Asset Condition: Select the condition of the asset.
Asset Description: Give a description of the asset (ex. Laptop Computer).
Asset Type Code: Select the appropriate category for the asset.
Vendor Name: Enter the vendor name.
Manufacturer: Enter the manufacturer name.
Create Date: This will automatically be filled in with the current date, but you can change it.
Other fields in this tab that you might wish to fill out but are not required are:
Owner: This will almost always be UConn.
Model: Give the model of the asset.
Organization Text: Record any pertinent notes about the asset.
The In-Service Date and Depreciation Date fields are not applicable to non-capital assets. You will not be able to edit these fields.
Note: Even though they do not have asterisks, Vendor and Manufacturer are also required fields.
Complete all required fields on the Location tab.
The following fields are required:
Campus: Enter your campus code (e.g., 01 = Storrs campus, 02 = Hartford campus, etc.).
Building Code: Enter the code for the building where the asset is located.
Building Room Number: Enter the number for the room in which the asset is located.
Quantity of Assets To Be Created: Enter the number of identical assets you are creating.
Note: This number is usually 1. However, if you, for example, have 6 Dell laptops with the same model number, you would type in 6. In the boxes that appear below, you would type in each individual serial number.
If the asset you are creating will be kept off campus, complete the off-campus location information fields.
Once you have filled in all required fields, click ADD at the bottom of the tab.
New fields will appear. The bottom field will have an asset number already filled in. Enter additional information into this field specifically.
Note: If you type into the New Asset Unique Information field, you will be creating an additional asset.To add the new asset, click ADD.
To delete an asset you have created, click DELETE at the bottom of the field(s) that contain an asset number.
Complete the New Asset Payment section.
For this tab, the following fields are required:
Chart Code: Always enter UC.
Account Number (Payment): Always enter 9077002.
Object Code: Enter the same equipment object code as if for purchasing.
Amount
After you have filled in the required fields, click ADD.
Note: Do not attach IRS Form #8283 (Non-Cash Charitable Contribution) to the eDoc. The signed form must be mailed to the Tax Office for processing.When you are finished adding assets and have added all the information necessary, click Submit at the bottom of the page. Your document will be routed through your Fiscal Officer and Inventory Control Manager.