Directly Enter a Current Year Asset into FAS
Typically, when an asset is purchased using STARS, Payment
Services, Purchasing, or P-Card, it may be put into the FAS Hold file automatically.
You select that asset in the Hold File, and then enter it in the STARS
Generated to FAS Data Entry Screen (S033).
However, you can enter an asset directly on the FAS Direct
Data Entry screen (S035).
When entered this way, the asset will be placed in the FAS
Hold File and will need to be released. After it is released, it will be
removed from the Hold File automatically during the nightly FAS processing.
See also this interactive video of adding an asset into FAS.
The fields that are required on the FAS Direct Data Entry
screen will depend on the transaction
code that you use, and the transaction code is based on the class of the asset (land, building,
etc.). The DAFR4640 report in Online Reporting will show you all of the required fields
for FAS transaction codes.
VERSION 3.1 FAS DIRECT DATA ENTRY S035
FUNCTION: (R=RECALL, A=ADD, C=CHANGE, D=DELETE,
AGENCY : PROP
NO: COMP NO: SEQ NO:
DSP MTH: ADT
AMT: ACQ MTH: CLS CD:
DISP % : ADT DATE: ST MTH:
RSK MG: COND CD:
INSRV DT: AGY
MTH: U LIFE: CAP IND:
QTY UNT: RPLC AMT: INS IND: SAL VAL:
LOCAT1 : DESC:
LOCAT2 : PO
NO : MODEL YR: MFR:
LAST NM: FIRST :
SERIAL : LICENSE: ODOMETER:
DEPR DT: ST DEPR: AGY DEPR:
POSTING STATUS: REQUIRED APPROVAL LEVEL:
in the FUNCTION field.
Enter your AGENCY number if it is not displayed.
Enter the PROP NO (property number) up to ten characters, and a
two-character COMP NO
(component number). You can use the same property number for more than one
asset as long as you use a different component number for each one (e.g., 01,
02, 03, etc.).
Enter the SEQ NO (sequence number). If this is the first record for a
given asset, use '0001'.
Enter a FAS TC (transaction code) for
acquisitions. Determine which transaction code to use based on the class of the
asset (land, building, etc.) being added. Some common transaction codes for
current year assets are:
You will need to enter the required fields that
are based on the Transaction Code and class of asset, and any other information
that might be required by your agency. Or, press the F1 key to display messages at the bottom of the data entry screen of the additional FAS elements required.
After entering all other required fields, enter
the funding sources:
Once all required information has been entered,
press F1 or ENTER to save the record. The asset
record will remain in the Hold File until it is released. It can be also be viewed
in the FAS Property File (S040).
The person with release authority will need
to do the following:
(FAS Hold File) at the FAS Main Menu and press ENTER.
in the FUNCTION field, enter the agency
number (if needed), and press ENTER
to recall the records. (You can enter the specific Property Number and Component
Number, and then press ENTER.)
Enter N in the FUNCTION field and
then press ENTER to 'scroll'
through the records.
Enter S in
the FUNCTION field then press TAB
until you reach the space in the S/X
column, next to the record you want.
Enter either an S or an X next to the
record and press ENTER to
display the record on the data entry screen.
Review the selected record.
The record will be put through FAS in the
to return to the Hold File, or press F2
to return to the FAS Main Menu. If you have more than one record to release
from the Hold File, Enter N in the FUNCTION
field and press ENTER for the
next group of records to appear.