PROPERTY

INVENTORY
ASSET TRACKING
JUNE, 2017
ACCOUNTABILITY MATTERS
PROPERTY INVENTORY ACCOUNTABILITY
TAX PAYERS

SCHOOL BOARD

SUPERINTENDENT

7 AREA SUPERINTENDENTS

PROPERTY CUSTODIANS/PROPERTY MANAGERS

275 WORK LOCATIONS WITH

24,000 EMPLOYEES AND 203,340 STUDENTS

68,000 FIXED ASSETS AND 76,000 DIGITAL DEVICES

 CAPITAL vs NON-CAPITAL
• CAPITALIZED EQUIPMENT: Capitalized equipment
includes all assets over $1000.00. Fixed asset barcode
tags are affixed to all capital assets and tracked in SAP

• NON-CAPITALIZED EQUIPMENT: Assets under $1000.00

are referred to as non-capital assets and are not tracked
in SAP, but still need to be accounted for.

• DIGITAL 1:1 DEVICES generally cost less than $1000.00,

but are required to be tracked. Devices have a bar code
tag affixed and are tracked in a software program outside
of SAP.
DEFINED FIXED ASSET INVENTORIES
• Site Based
• Conducted annually by work location
• District Audit
• Conducted by district auditors. This normally occurs whenever
there is a change in administration, requested by Administration,
or need arises
• Random Audit
• Conducted by district auditors. Sites are chosen at random,
based on last time district audit performed or other concerns .
• Validation Audit
• Conducted by outside agency to verify random sample results of
site based inventory
Property Forms
PROPERTY ACQUISITION FORM
PROP 2
• Prop 2
• Used to report
equipment purchased
through Internal
accounts, donated, or
RMA/Exchange by
vendor
• Backup invoices or
documentation must
be attached
 ROOM INVENTORY FORM
PROP 3
• Prop 3
• Used to maintain a
current record of all
items assigned to a
particular room or
person.
• For schools or
departments internal
use only.
PROPERTY RECEIPT FORM
PROP 4
DAMAGE AND/OR LOSS OF PROPERTY
PROP 5
SAP Transaction
Codes and Reports
 SAP TRANSACTION CODES

Property Property
SAP Transaction Code Custodian Manager Property Inventory Information
ZAUL- Update Location Used for day-to-day maintenance of records
a. Not Yet Tagged b. All Active Items X

ZAUI- Inventory X Used only during Site-Based annual inventory

Reports
AS03-Asset Master Record X X Display only
ZF106-Generate excel file of assets X X Displays dollar $ value; Excel spreadsheet option
ZF146-Assets with selection by disposition Generates "Titled/Named" report; No dollar $ value; Excel
X X spreadsheet option
ZF150-Assets with same fund number X X Use this report to display grant funded assets

ZF158-Asset Inventory List Displays inventory value and inventory quantity; Report can
X X be sorted by Group, Asset # or Location/Room
ZF168-Assets with the same owner X X Display ownership such as Title 1
Search Inventory for:
a. Duplicate Serial Number
ZF174- Report of FA’s with duplicate serial b. Missing Serial Number
numbers X X c. By Serial Number
 ZAUL- UPDATE LOCATION

• Type in the Asset Location

• Select Not Yet Tagged for a list
of assets that need to be
tagged and updated in SAP.
• Select All Active Items for a list
of all assets on inventory.
• Click the Display button to
view your active items or items
to be tagged and updated. This
will allow viewing only.
• Click on Maintain to update
asset master records.
AS03-DISPLAY ASSET MASTER RECORD
The AS03 transaction will
display specific property
inventory information for
details as recorded in SAP.
• Enter the fixed asset
number that you want to
display
• OCPS Company Code =
0048
• Click green check or
Enter key to execute
AS03-DISPLAY ASSET MASTER RECORD
• The asset master record
contains seven tabs:
• General
• Time dependent
• Allocations
• Origin
• Net Worth Tax
• Insurance
• Depreciation Area.
• Each tab contains various
segments of the asset master
data.
• Click the tab header to review
the data.
 ZF106 - EXCEL FILE OF ASSETS

Asset description and values can be viewed and printed and data can be manipulated if the
excel box is checked.
ZF158-FIXED ASSET INVENTORY
 ZAUI – SITE BASED
INVENTORY
FIXED ASSETS ONLY
 2016 INVENTORY SCHEDULE

Schedule FY 17 FIXED ASSET INVENTORY ACTIONS

All work locations should be reviewing their inventory
and updating in ZAUL the following information:
department, building number, room numbers, and serial
July 1 - Sept 30 numbers. Verify transferred property is no longer
showing on the inventory report.
ZAUL closes September 30.

ZAUI – Asset Update Inventory Program - Work

Locations begin on-line inventory verification and
Oct 3 – Dec 2 submit signed Inventory Certification Reports and all
supporting documentation to Property Accounting.

Dec 2, 2016 Posting Inventory Certification Reports closes at noon

 ZAUI – SITE BASED INVENTORY
• SAP transaction: ZAUI
Inventory
• Enter your work location
number in the ASSET
LOCATION box
• Click on the pencil to
begin updating your
inventory
 INVENTORY PROCESS
• All assets will be listed in
the NOT INVENTORIED
column.
• To update files, click on:
• INVENTORIED if the
asset has been verified
• NOT INVENTORIED if the
asset was not located
• TRANSFERRED
documented with a Prop
4 if the asset was
transferred to another
work location or Surplus
• STOLEN documented
with a Prop 5 and police
report.
• Update the building and
room numbers
• Click SAVE
 5 CERTIFICATION REPORTS
• Enter your Personal
Identification Number
(PIN) in the yellow box
• Check each of the 5
reports below.
• Click on the PRINT
CERTIFICATION
REPORTS box to print
out your reports for
review.
• NOTE:
• Desktop printer the OUTPUT DEVICE
should be LOCL
• Network copy machine, the OUTPUT
DEVICE should be LOCQ
• You will prompted to click print 6 times
 CERTIFICATION REPORTS
The following reports MUST be included with the signature page
when submitting the finalized report
1. UNLOCATED REPORT
2. TRANSFER REPORT
3. STOLEN REPORT
4. ADDITIONS REPORT
1. A Prop 2 needs to be attached for each donated or Internal Account
purchase with the details listed
5. RECOVERED/OVERAGES REPORT
1. Any asset previously reported as unlocated, but now located would
be hand-written as RECOVERED. Any assets located campus, with
fixed asset tags but not listed in your inventory, should be hand-
written as OVERAGES
6. DELETIONS REPORT
1. Assets listed on your inventory but should be removed may be
added to these pages. Attach all documents to verify the
transaction should be obsoleted.
 YTD LOSS REPORT
FY17 REPORTED LOSS % OF THE 67,331 ASSETS = 0.07

• School Board Policy DID limits controllable loss not to exceed 1%

• Loss percentage tied directly to principal’s assessment
• Failure to safeguard Board equipment and property will result in
disciplinary action up to and including termination.
DIGITAL DEVICE
REPORTS
DIGITAL DEVICE RESPONSIBILITIES
• Maintain and update the status of all digital devices
assigned to the school site.

• Perform periodic inventory of all digital devices for the

months of: August, January, and May

• Assess and collect fines as outlined in the Digital

Learning Agreement
 PURPOSE OF MONTHLY REPORTING
• The purpose of the monthly report is to have an accurate
accounting of all device movement for the month.

• Property Accounting emails the monthly report to the School

Digital Device Team for approval. Approval is needed by the:
• Media Specialist to confirm the number of devices checked in/out.
• Dean to confirm the number of missing/stolen devices reported and
recovered
• TSR to confirm the number of devices out for repair

• School principals are ultimately held accountable for the data

in their report
MONTHLY DIGITAL DEVICE REPORT
 PERIODIC INVENTORY

• The purpose of the PERIODIC INVENTORY is to

provide accountability for the devices at three
(3) specific intervals:

• August - Beginning of the school year check out

• January - Mid-year inventory
• May - Year-end check in

• The actual dates will vary depending on the school

calendar
PERIODIC INVENTORY REPORT
 YTD LOSS REPORT
FY17 REPORTED LOSS % OF THE 76,545 DEVICES = 0.53
ACCOUNTABILITY