Enter a Current Year Asset Purchased in STARS or Payment Services
When an asset is purchased in STARS, Payment Services, etc.,
FAS transactions and a record may be created in the FAS Hold File depending on
certain fiscal coding elements on the STARS or Payment Services transaction.
fiscal coding elements include Capital Outlay expenditure subobjects (6000 -
6999), which may require a Property and Component Number, and the one-character
Capitalization Indicator in STARS or Payment Services which, when manually
entered, will send a transaction to FAS.
Once the record is in the FAS Hold file, you can select it
and then enter the asset in FAS. If you do not need to enter it in FAS, you can
delete it from the Hold File.
1. Type 32 (FAS Hold File) at the FAS Main
Menu and press ENTER to open the
2. Type R in
the FUNCTION field and press
3. Locate the asset record. To 'scroll' to the next
page of records, type N in the FUNCTION field and then press ENTER.
4. Type an S
in the FUNCTION field,
then press TAB until the cursor
is in the S/X column and next to the record. (The SRC column will
display an ‘S’ if the record came
from STARS or Payment Services.)
5.Type either an S or an X next to the
record and press ENTER to open
the S033 screen as shown in the example below.
S033 Example - STARS Generated to FAS Data Entry Screen
VERSION 3.1 STARS GENERATED TO FAS DATA ENTRY
AGY: 200 PROP NO: 00COM33644
COMP NO: 00 SEQ NO: 0001 ADT AMT:
ADT DT: 02032005 BFY: 2005
STATUS: APP LVL: 0 REM AMT: 21476.00
A=ADD, C=CHANGE, D=DELETE, U=UNDO, N=NEXT, P=PREVIOUS,
AGENCY : 200 PROP NO: 00COM33644 COMP NO: 00 SEQ NO:
0001 AGY SFX:
FAS TC: A02
REF PROP: 00COM33644 REF CMP:
00 STATUS: OWNRSHP:
DSP MTH: ADT
AMT: 21476.00 ACQ MTH: CLS CD: CLS SFX:
DISP % : 000 ADT DATE: 02032005 ST
MTH: 1 RSK MG: COND CD:
QTY : 0000001 INSRV DT: AGY MTH: 1 U LIFE: CAP IND: S
QTY UNT: RPLC AMT: INS IND:
LOCAT1 : DESC: FOUNDATION/ERECTION 80FT TOWER
LOCAT2 : PO
NO : MODEL YR: MFR:
LAST NM: FIRST :
SERIAL : LICENSE: ODOMETER:
CURR DOC: P0502015
DEPR DT: ST DEPR: AGY DEPR:
2. Review the transaction code (FAS TC)
to be sure it matches the class of the asset (Land, Building, etc.).
Refer to the Transaction Codes Overview doucment for the Transaction Code description. Only transaction codes A01 - A04 are entered on the S033 screen.
3. Do not change the REF PROP (Reference Property) or REF COMP
(Reference Component) number. Reference Property and Component Numbers are
entered in STARS and copied to the FAS
The remaining fields that you will need to enter
are based on the Transaction Code and class of asset or other information as
required by your agency.
5. Press F7
to review the Funding Sources
and verify the Fund/Budget Unit/Amount to be applied to this asset. There are
two parts to the funding source – Required
Funding Sources (S034) and Optional
Funding Sources (S34A).
6. Press F6
to return to the S033 screen.
7. Once all required and agency-selected optional
information has been entered, press F1
or ENTER to post the record to
the FAS Property File. The asset record will remain in the Hold file until it
is released. You can view it in the FAS Property File (S040) and the Hold File.
If you have changed the Property or Component number, the original “parent”
record will be automatically removed from the Hold file after the new
Property/Component number has been released.
If you have corrected all problems related to error messages
but do not have acquisition release authority, an 'INVALID APPROVAL LEVEL'
message will be displayed and the STATUS field will display an ‘H’ for hold
status. The record will require a person with the appropriate approval level to
release the transaction.
If you do have acquisition release authority, the status of
the FAS Hold File record will show a 'P', for successfully posted (i.e., the
STATUS field in the reference area will be 'P').
A person with release authority will need to do the
1. Type 32
(FAS Hold File) at the FAS Main Menu and press ENTER.
2. Type R
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.)
To 'scroll' through the records, type N
in the FUNCTION field and then press ENTER.
4. Type S in
the FUNCTION field then press TAB until the cursor is in the S/X column and next to the record to
5. Type either an S or an X next to the
record and press ENTER.
6. Review the selected record.