Desk_Guide_-asset_manageme
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Asset Management Desktop
End-User Guide
Version: Rev 0
August 2008
Document History
Dat e Rev i s ion Au tho r Au tho r iz e d b y
J un e 1 2, 20 0 8 S he l l Cr ea t ed M ic h a e l S he n
J un e 1 7, 20 0 8 In i ti a l Dr af t M ic h a e l S he n
J u l y 14 , 2 00 8 Re v i e we d b y K e vi n L yn g , Bre n da
Cor e T r a i n er s B arb a
J u l y 17 , 2 00 8 Inc or por a te M ic h a e l S he n
Com m ents
J u l y 17 , 2 00 8 Pr om ote t o R e v M ic h a e l S he n
0
Development Sign -off
A ut ho r(s ): M ic h a e l S he n Da te :
Re v i e we d b y: T hom as B o o ne , Br e nd a B ar ba , K e v in
L yn g & P at H a r ger -W ei dm ann Da te :
Re v i e we d b y: T hom as B o o ne , Br e nd a B ar ba , K e v in
L yn g Da te :
Release Authorization
Re v i e we d b y: B ob H a ywar d, T ra in i n g L e ad Da te :
Re v i e we d b y: De n nis F or ne y, N A V S UP Pr ogr am Da te :
Ma n ag er O f f ic e ( P MO )
Re l eas e K ar e n M e l o y, N A V SU P Pr o gr am Da te :
A ut ho ri t y: Ma n ag er O f f ic e ( P MO )
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TABLE OF CONTENTS
1. INT RO D UCT IO N ................................................................ ................................ ...... 1
2. L ARG E PI CT UR E / O V ER V I EW ................................ ................................ ............... 2
Figure 2-1: NAVY ERP Processing ............................................................................................ 2
Figure 2-2: Asset Accounting End to End Process ................................................................. 3
3. O LD V S . N EW T E RM S ................................ ............................................................. 4
4. T R AN S ACT I O N CO D E S ................................ ................................ ........................... 6
5. BU SI N E S S RUL E S ................................................................ ................................ .. 8
6. ENT ER P RI S E H EL PF UL H I NT S ................................ ................................ ............. 1 1
Figure 6-1: Basic SAP Navigation ........................................................................................... 11
Table 6-1: Inventory Types ...................................................................................................... 12
Table 6-2: Asset Classes.......................................................................................................... 12
Table 6-3: Personal Property Categories ................................................................................ 13
Figure 6-2: General Fund Cost Center Numbering Scheme ................................................. 13
Figure 6-3: Working Capital Fund Cost Center Numbering Scheme .................................... 14
Table XX: Additional Resource Materials ............................................................................... 14
7. ACT I VIT Y L E V EL Q U I CK R EF E R EN C E ................................ ................................ . 1 5
Table 7-1: Navy Company Code .............................................................................................. 15
Table 7-2: Site Location Codes................................................................................................ 15
Table 7-3: NAVSUP WCF Activities ......................................................................................... 15
Table 7-4: NAVSUP GF Activities ............................................................................................ 16
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1. INTRODUCTION
This desktop guide has been developed to bridge the gap between the way NAVY ERP
and NAVSUP will utilize the SAP system. Use the standard NAVY ERP training materials
to gain a basic understanding of the SAP system, and then refer to this desktop guide for
more specific information on how NAVSUP operates SAP.
This desktop guide contains localized information for the procurement courses. When the
information refers to a specific course, that course will be identified. This guide is divided
into the following sections:
Introduction
Large Picture Overview
Old vs. New Terms
Transaction Codes
Business Rules
Enterprise Helpful Hints
Activity Level Quick Reference
This Sales and Distribution Desktop guide contains information on the following
courses/roles:
Course Title: Asset Accounting
Course Purpose: This course is intended to provide participants with the skills
to perform financial operations that track the acquisition, maintenance
and eventual disposal of Navy assets.
Course Objectives: Upon completing this course, participants will be able to:
o Create asset master records for tangible assets when they are
acquired by purchasing, transferring or constructing the assets
o Maintain asset master records to capture changes in the properties of
the assets over their lifespan
o Create asset transfer documentation
o Perform month-end and year-end closing activities
o Create financial documentation when an asset is sold or scrapped
Role Description: The Asset Accounting role, AM 55 will be responsible for
daily accounting of property Items throughout their lifecycle.
Course Title: Fixed Asset Physical inventory Activities
Course Purpose: This course is intended to provide participants with the skills in
Asset Management to conduct fixed assets physical inventory.
Course Objectives: Upon completing this course, participants will be able to:
o Conduct Asset Maintenance
o Perform Closing Operations
o Compare and Post Depreciation
Role Description: The Asset Authority Administration and Analysis role, AM
60 will record results of tri-annual inventory.
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2. LARGE PICTURE / OVERVIEW
Use this section to orientate yourself in the overall Navy ERP process. The subsequent
process flows will enable you to obtain a better understanding of the Controlling
processes.
Figure 2-1: NAVY ERP Processing
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Figure 2-2: Asset Accounting End to End Process
Dispose
Maintain Asset
Acquire Asset of
Master Record
Asset
Roles Roles Roles
• Asset • Asset • Asset
Accountant Accountant Accountant
• Fixed Asset • Fixed Asset • AM Fixed
Physical Physical Asset Custody
Inventory Inventory Transfer
• CPP Authority • Fixed Asset
Admin Physical
Analysis Inventory
Figure 2-3: Asset Creation Process
Receiving
Issue PO to Create Asset Deliver to
Document
Vendor Off’-Site Site
Entered
Receiving
Issue PO to Create Asset
Document
Vendor On-Site Create Asset
Entered
Master
Record
AS01
Create Asset Asset
Internally Complete
Asset Exists
Transfer Into
Outside
Navy ERP
Navy ERP
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3. OLD VS. NEW TERMS
The purpose of this section is to document SAP terms that may be difficult to understand
by identifying a current term that relates to the SAP terms and a description of the new
term.
New Term
Old Term New Term Description
(ERP)
The document number that supports the acquisition is entered
here. For assets created by the Asset Creation Program, the
SAP Purchase Requisition number is systematically recorded
Acquisition DOC NBR here.
A task in a work package, or network, that is planned for and
executed. Each activity has a unique network activity number.
Activity Activities are classified as internal, external, or general cost.
Main criterion for classifying a similar group of property items. It
is used to determine master data elements required for each
property item and general ledger account postings and in the
Asset class accounting system. Examples are Equipment and Software.
The data record for a specific tangible or intangible asset.
Asset Master Examples of asset master data are: date of acquisition,
Record N/A acquiring agency, and original cost.
The number which, together with the asset sub-number,
identifies a fixed asset in Asset Accounting automatically
Asset Number generated by Navy ERP.
A unique number, that in combination with the main asset
Asset Sub- number, identifies an asset in the Navy ERP
Number Component System/Component.
A number to which two or more individual assets can be
Asset super assigned (for example, a production line) for analysis and
number N/A reporting purposes
The process of reallocating an asset within or between
company codes to split up an asset or change master data, or
when its physical location or organizational structure is
Asset transfer Transfer changed.
Asset Under
Construction A fixed asset that is in the process of being completed at the
(AUC) time the balance sheet is being produced.
Asset Value Date Activation Date Date asset is put into use.
The reduction of the asset book value because of decline in
economic usefulness or because of legal requirements for
Depreciation Depreciation taxes.
Depreciation Depreciation Job Used to calculate and store different values in parallel for each
area Order fixed asset for a particular purpose.
Record of a business event that has occurred and has
processed in Navy ERP. Key which clearly identifies document.
A document is the link between the business transaction and
Document Effective Date the posting in accounting. A document consists of:
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New Term
Old Term New Term Description
(ERP)
An existing asset master record to be capitalized in asset
Existing asset accounting.
Intra-company A transfer of one asset master record to a target asset master
asset transfer Transfer record within a single company code.
Personnel A unique, eight-digit identification number for personnel
number HRH assigned by the system.
A business undertaking involving a predetermined goal to
achieve with prescribed funds and operating resources, to an
Project N/A agreed level of quality, and by a particular date.
The Project Builder is a user-friendly method of accessing the
Project System, which enables you to edit your projects quickly
Project Builder N/A and efficiently.
Retirement Decrease The removal of an asset from the asset portfolio.
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4. TRANSACTION CODES
This section contains a list of the NAVSUP SAP transactions by role. Depending on the
transaction, there can be multiple variations on how the transaction can be utilized. For an
example, the Create Purchase Requisition transaction can be used to create several
purchase requisition document types, which include Training Requests, Funding
Documents, SPS requisitions, and etc. For additional information about these transactions,
please refer to the appropriate work instructions, which are located at:
https://ep.erp.navy.mil/navyerphelp
Transaction Code Transaction Title
Asset Accounting
AB01 Create Asset Transactions
AB08 Reverse Asset Document Line Item
ABZE Acquisition From In-House Production
AB02 Change Asset Document
AB03 Display Asset Document
AS02 Change Asset Master Record
AS03 Display Asset Master Record
AS05 Block Asset Master Record
AS06 Delete Asset-Mark for Deletion
AW01N Asset Explorer
S_ALR_87012037 Changes to Asset Master Records
AS01 Create Asset Master Record
AS11 Create Asset Sub-Number
ZMON Interface Monitoring System
AS93 Display Old Legacy Asset Data
AR01 Call Asset List
AR30 Display Worklist
AUVA Incomplete Assets
ABNAN Post Capitalization
ABSO Miscellaneous Transaction
ABUMN Transfer within Company Code
S_ALR_87012054 Intracompany Asset Transfers
ABAON Asset Sale Without Customer
ABAVN Asset Retirement by Scrapping
ABST2 FI-AA Reconciliation Analysis
S_ALR_87011979 Physical Inventory List by Cost Center
S_ALR_87011963 Asset Balances by Asset Number
S_ALR_87011964 Asset Balances by Asset Class
S_ALR_87011965 Asset Balances by Business Area
S_ALR_87011966 Asset Balances by Cost Center
S_ALR_87011967 Asset Balances by Plant
S_ALR_87011968 Asset Balances by Location
S_ALR_87011980 Physical Inventory List by Location
S_ALR_87011981 Physical Inventory List by Asset Class
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Transaction Code Transaction Title
S_ALR_87011982 Physical Inventory List by Plant
S_ALR_87011990 Asset History Sheet
S_ALR_87012050 Asset Acquisitions
S_ALR_87012052 Asset Retirements
S_ALR_87012075 Asset History
Fixed Asset Physical Inventory Activities
S_ALR_87011945 List of Origins of Asset Charges
S_ALR_87011947 List of Origins by Cost Elements
AB03 Display Asset Document
AR01 Call Assets List
AS01 Create Asset Master Record
AS02 Change Asset Master Record
AS03 Display Asset Master Record
AS11 Create Asset Sub-Number
AUVA FI-AA Incomplete Asset
AW01N Asset Explorer
S_ALR_87012037 Changes to Asset Master Records
ZOSAM0001 Asset Physical Inventory Interface – Download
ZISAM0001 Asset Physical Inventory Interface – Upload Program
S_ALR_87011979 Physical Inventory List
ZRSAM0001 Triennial Physical Inventory Report
ZRSAM0002 Directory of Unposted Unbarcoded Assets
ZXSAM0001 Bar Code Generation and Printing
ZBSAM0003 Bar Code Deactivation
S_ALR_87011966 Asset Balances by Cost Center
S_ALR_87011967 Asset Balances by Plant
S_ALR_87011968 Asset Balances by Location
S_ALR_87011980 Physical Inventory List by Location
S_ALR_87011981 Physical Inventory List by Asset Class
S_ALR_87011982 Physical Inventory List by Plant
S_ALR_87011990 Asset History Sheet
S_ALR_87012052 Asset Retirements
S_ALR_87012075 Asset History
S_ALR_87011877 Asset History Sheet
S_ALR_87011926 Asset Transactions
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5. BUSINESS RULES
This section contains a list of the NAVSUP business rules by roles. Use these business
rules to help identify how you will be required to conduct your day-to-day tasks.
Asset Management (All Modules)
Current requirements state that any personal property assets that meet all of the
following requirements must be capitalized:
• Have a useful life of two years or more
• Are not intended for resale or in the ordinary course of operations
1.
• Are acquired or constructed with the intention of being used or available for
use by the entity
• Have an initial acquisition value (as defined in the regulations) that equals or
exceeds the DoD threshold which is currently $100,000.
The above capitalization threshold is outlined in Volume 4 Chapter 6, paragraph
0601013 of the DoD Financial Management Regulation. These requirements are also
2.
outlined on page 3, paragraph 2.b.1.a of the SECNAV 7320.10a. Please monitor the
above regulations for updates to these requirements.
Asset Master record description should match the National Stock Number (NSN)
description in the Material Master Record (This cannot be enforced in 100% of all
3.
cases; exceptions may include Capital Purchase Program (CPP) assets, assets taken
over from the legacy systems and donated assets that are manually created.
Asset master records may be manually created for 4 reasons:
Failure in the auto create program
4. Contributed Asset creation
Final fixed asset constructed on CPP projects
Inventory found
Sub assets, also referred to as components are used to record component assets as
5.
long as they are in the same asset class and have the same funding source.
When creating an asset sub-number, all master data except dollar amounts are copied
from the main number. However, sub number master data may be changed due to
6.
such things as different cost center, location, room, useful life, fund center and
functional location. Asset class and company code cannot be changed.
The system allows for the retirement of the main asset number without having to retire
7.
any of its sub-numbers.
8. The bar-code number of the asset is changed only when the UIC changes.
Every asset will be assigned to the cost center that benefit from its use. Asset values
and depreciation costs are collected by the cost center that derives the benefits from
9.
the assets, in order to comply with custody and accountability requirements and best
business practices for all asset categories.
The acquisition of the asset must be charged to a valid General Fund appropriation or
10. CPP authority of a Working Capital Fund (WCF) activity using the master record to
store that data in fund, fund center and functional area fields.
The user who creates the asset master record must know the category of asset and
11. property class that is being acquired in order to create the asset master record in the
correct asset class.
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In accordance with SECNAV 7320.10a, detail history for an asset must be maintained
12. for at least three years. Asset master records must not be deleted for at least three
years after the asset is retired.
Use AS02 for normal changes to the asset master record for on-going day to day
13.
transactions.
All users that have a property item(s) assigned to them can use transaction ZS02,
14.
Custody Transfer.
In asset accounting, the Document Date is the date on which the original document
15.
was created or entered into the system.
In asset accounting, the Posting Date is the date used to determine the posting period
16.
that the transaction’s effects post to the general ledger accounts.
In asset accounting, the Asset Value Date is the day that the asset values ($) begin to
17. affect the financial statements of the activity which owns it.
Use transaction AB01, Create Asset Document to manually post Assets Gained by
18. Inventory.
Use transaction ABZE, Acquisition From In-House Production, to record Gains by
19. inventory for Minor Property and Capital Assets.
Use transaction AB08, Reverse Asset Document, only to reverse an incorrectly posted
20. document.
Use depreciation key Z000 for property items that do not depreciate. These include
land, center-owned and sponsor-owned minor property items. Use the straight line
21. depreciation key ZSTR for all other assets.
Depreciation area 01 stores actual asset value data and posts to the general ledger.
Depreciation area 20 stores statistical asset value data and do not post to the general
ledger. These are configured in the system and cannot be changed by the end
22. user.
The PPM will capitalize and begin depreciating the asset in the month that the asset
23. becomes operational.
If there is a change of status of an asset from In Service to either (1) Not in Use or (2)
Awaiting Disposal use transaction ABUMN, Transfer within Company Code, to record
24. the transfer of the asset between the asset classes.
If a CPP or Sponsor Owned Equipment (SOE) asset is transferred or "pushed" to an
activity as a Contributed Asset (CA), use transaction ABAVN, Retirement by
Scrapping, to retire the asset from the sending asset class. Use transaction ABSO to
25. reacquire the asset in the receiving asset class.
If an asset is transferred to another site or activity, use transaction ABAON, Asset
Sale without Customer, to record the transfer. Examples of these are transfers from
one UIC to another UIC either within the Navy or to another Federal Agency outside of
the Navy. Use transaction ABSO to reacquire the asset if the receiving activity is
26. within the Navy ERP.
If an asset is removed from service and disposed of in accordance with Defense
Reutilization and Marketing Organization (DRMO) instructions, use transaction
27. ABAVN, Retirement by Scrapping, to record the transaction.
If the fund, fund center, or functional area of an asset master record, which has had
value posted to it, must be changed, the asset master record must be retired and a
new asset master record must be created with the new fund, fund center or functional
area. Use transaction ABAON to retire the old asset master record and use
28. transaction ABSO to reacquire the new asset master record.
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Asset management records must be up to date prior to completing the year end
29. closing.
Physical inventory results should be updated as soon as the physical inventory is
30. complete.
Maintain and update asset management records throughout the year so that asset
31. management records accurately reflect the true status of assets.
All purchased assets will be acquired through the use of a Purchase Requisition/Order
32. (PR/PO), found in the MM module.
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6. ENTERPRISE HELPFUL HINTS
To jump to the appropriate subsection, click on the following link:
Figure 6-1: Basic SAP Navigation
Table 6-1: Inventory Types
Table 6-2: Asset Classes
Table 6-3: Personal Property Categories
Figure 6-2: Cost Center Numbering Scheme
Figure 6-3: General Ledger (G/L) Account Numbering Scheme
Table XX: Additional Resource Materials
Figure 6-1: Basic SAP Navigation
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Table 6-1: Inventory Types
Inventory Type Description
An asset class is a 4 or 5 digit classification code created by Navy ERP utilizing
the asset class and the depreciation code. If it has 4 digits, the first 2 digit are
Asset Class
derived from the Asset Code and last 2 digits are derived from the depreciation
area code.
An area of responsibility for capturing costs. You can enter any cost center you
Cost Center
want to search. If this field was left blank, results would list all cost centers.
Crosswalk- 4 digit Plant = UIC. A physical address where inventory is managed
Plant and valued, production and maintenance work is performed. If this field was left
blank, results would list all plants.
Location is available as a drop-down field only. Only locations listed on the
database table are authorized. Request for new locations must be submitted to
Location
the Navy ERP Helpdesk. These locations request will be verified and if
approved will be added to the database.
The Employee ID report is not a canned report but one that can be created by
Employee ID the user. This Ad Hoc report is generated for equipment assigned to a specific
employee by Employee Identification Number.
Table 6-2: Asset Classes
Asset Depreciation DPAS Asset
Asset Class Short Description Comment
Class Area Code
All Equipment Minor Property Components of a
30 20 Components
Asset Codes Capital Asset
Property in on loan from outside
of MSC. Note: Also reported in
Depreciation Area 20. Not
Supported by DPAS – Asset
32 1 & 20 Loaned Assets K
loaned by owner (Type Funding
is Unknown), If In On Loan
Assets exist, will be reflected in
Asset Class 51
All Equipment All Non-Capital Property -
50 20 Minor Property
Asset Codes Owned
Funded by MSC, In Use/Ready
310 1 Transfer In Y
for Use
Funded by MSC, In Use/Ready
330 1 Capital Assets K for Use, Excludes IT Assets,
ACC <> K
IT Assets –
370 1 ADP Assets K Purchased/Contributed &
Regardless of Status – ACC = K
710 1 Software A (If dpr_ful_dpr_cd <> S)
750 20 Presentation Silver A (If dpr_ful_dpr_cd <> S)
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Table 6-3: Personal Property Categories
Asset Category Dollar Value Property System Requirement
Capital Asset
Mandatory: Financial Reporting and
$100K and above Accountability
Minor
$5,000 to $99.9K Mandatory: Accountability
No $ Value specified: Critical to
mission/business, Hard to repair or
Pilferable
replace, and convertible to personal
use Mandatory: Accountability
Sub-Minor
Under $5,000 and does not meet the
definition of pilferable Optional: Local control
Figure 6-2: General Fund Cost Center Numbering Scheme
230EJ21000 XXXXXXXXXXX
Org Code (zero filled to the right)
Sub Site Location Code
Parent Site Location Code
GF = 0 (Placeholder)
Last two digits of Company
Code (1723)
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Figure 6-3: Working Capital Fund Cost Center Numbering Scheme
82EK303100 XXXXXXXXXXX
Org Code (zero filled to the right)
Sub Site Location Code
Parent Site Location Code
Last two digits of Company
Code (1782)
Table XX: Additional Resource Materials
File Name (Click to Go to the File)
01_PP&E Flow Chart.doc
02_AACategory Codes For Fixed Assets.doc
03_Asset Class 6-16-08.xls
04_AM55 Asset Accounting 6-27-08.doc
05_ Acquire to Dispose_030707.pdf
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7. ACTIVITY LEVEL QUICK REFERENCE
Table 7-1: Navy Company Code
Company Code Description
1723 NAVSUP
1782 NAVSUP WCF
Table 7-2: Site Location Codes
Site Parent Site Code Sub Site Code
NAVSUP HQ A A
NAVICP Mechanicsburg C B
NAVICP Phil C C
NAVSISA D D
COMFISC E E
FISC Norfolk E K
FISC Jacksonville E M
FISC Yoko E J
FISC Sigonella E L
FISC Pear Harbor E H
FISC Puget Sound E G
FISC San Diego E F
NOLSC Norfolk N N
NOLSC Mechanicsburg N Q
NOLSC Ft Belvoir N P
NEXCOM Virginia Beach S S
NEXCOM Mechanicsburg S T
NEXCOM Natick S U
Table 7-3: NAVSUP WCF Activities
Plant Company Code Cost Center BA RIC UIC Name
CNNZ 1782 NAVSUP WCF 82EK000000 82CF NNZ N00189 FISC Norfolk WCF
CNDZ 1782 NAVSUP WCF 82EF000000 82CF NDZ N00244 FISC San Diego WCF
HQ12 1782 NAVSUP WCF 82DD900000 82SA N47 N00367 NAVSISA WCF
HQ10 1782 NAVSUP WCF 82CC000000 82IC NBJ N00391 NAVICP WCF
CNUZ 1782 NAVSUP WCF 82EG000000 82CF NUZ N00406 FISC Puget Sound WCF
CNPZ 1782 NAVSUP WCF 82EH000000 82CF NPZ N00604 FISC Pearl Harbor WCF
NOLSC DET NOR
HQ07 1782 NAVSUP NWCF 82OL N3661A (NWCF)
CF01 1782 NAVSUP WCF 82EE000000 82CF N40295 COMFISCS WCF
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Plant Company Code Cost Center BA RIC UIC Name
FISC Sigonella WCF (UIC
CNDK 1782 NAVSUP WCF 82EL000000 82CF NDK N40411 40059)
NAVSUP HQ WCF(UIC
HQ09 1782 NAVSUP WCF 82AA000000 82HQ N50061 N00023)
CNZZ 1782 NAVSUP WCF 82EJ000000 82CF NZZ N62649 FISC Yokosuka WCF
CNBZ 1782 NAVSUP WCF 82EM000000 82CF NBZ N68836 FISC Jacksonville WCF
Table 7-4: NAVSUP GF Activities
Plant Company Code Cost Center BA RIC UIC Name
HQ04 1723 NAVSUP GF 23HQ N22 N00023 NAVSUP HQ GF
NEXCOM Virginia
HQ08 1723 NAVSUP GF 230SS00000 23NX Q27 N00250 Beach GF
HQ11 1723 NAVSUP GF 230CC00000 23IC N00391 NAVICP GF (EMACS)
HQ06 1723 NAVSUP GF 23OL N3581A NOLSC Norfolk GF
not in
HQ05 1723 NAVSUP GF 23SA DPAS N50062 NAVSISA GF
not in
CF02 1723 NAVSUP GF 23CF DPAS N50063 COMFISCS GF
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Acquire to Dispose
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