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Tech Refresh Asset Transfer by eLBMC97

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									ASSET TRANSFER

Steps to Transfer an Asset:

    1. From the Asset Management menu, select the Transfer sub-menu option.




Select the "+"at the top left-hand corner of the screen to display instruction text.
Select the “-“ symbol to collapse instruction text.

The Asset Transfer Search Criteria screen is displayed.




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Fields and data are displayed in the following order. Data entry fields are optional:

       Radio Buttons (At top of screen) (For Type of Property)
            o   End Item (Returns only End Item records) (Default)
            o   Component (Returns only component records)

       Radio Buttons (On upper right of screen) (For Accountability of Property)
            o   Accountable Radio Button (For only Accountable property)
            o   Non-Accountable (For only Non-Accountable property)
            o   Both (For both Accountable and Non-Accountable property) (Default)

       Asset Id (Asset Identifier)

       Stock Nbr (Stock Number) (Browse button is available. Please refer to the Stock
        Number Browse Reference Document for further information).

       Serial Nbr (Serial Number)

       Custodian/Sub Custodian Nbr (Custodian/Sub Custodian Number) (Browse button
        is available. Please refer to the Custodian Number Browse Reference Document
        for further information).

       Loc (Location) (Browse button is available. Please refer to the Location Browse
        Reference Document for further information.)

       Lot Nbr (Lot Number) (For Bulk Assets only)
If the Lot Nbr is entered, do not enter the Serial Nbr and/or the Asset Id. Instead, enter data
in either the Serial Nbr or the Lot Nbr field.

    2. Highlight the radio button for the Type of Property from the following choices:

       End Item
       Component

    3. Highlight the radio button for the Accountability of Property from the following choices:

       Accountable
       Non-Accountable
       Both

    4. Select the Search button.




If no fields are selected, the Defense Property Accountability System (DPAS) searches
records available for transfer for:

       The UIC (Unit Identification Code) at the top of the screen
       Any End Item/Component asset(s) (Bulk assets cannot be identified as
        components.)
       Both Accountable/Non-Accountable property




The Asset Master records table for the Property Book is used to filter the search, using the
following specifications:

       Pending Transactions are excluded
       If all records found are on the Due-Out Pending Actions records table, a message is
        displayed that states, “The list below does not contain assets previously selected for
        Transfer. Refer to the Pending Transactions Table.”

If no records are found matching the search criteria, a message is displayed that states, “No
records match the search criteria or you do not have the appropriate security access.”

       The row(s) from the search results meet the following criteria: the Excess Status
        Code on the Asset Master table is set to Pre-Notification or Excess (‘P’ or ‘E’)
You must withdraw an Excess Pre-Notification transaction prior to performing an asset
transfer, and clear the transaction. Please refer to the Excess topics for further discussion.

All associated, accessible records are displayed in the Asset Transfer Search Results screen
according to your security profile.




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Fields and data are displayed in the following order. All fields are display only, with the
exception of the Select check-box)

       Select (Check-box)

       Qty (Quantity) (For Bulk assets only)

       Asset Id (Asset Identifier) (Hyperlink to the individual record’s End Item Details
        screen [Displayed on the next page of this document])

       Stock Nbr (Stock Number) (One of the possible default sorts. Can sort on column
        heading)

       Serial Nbr (Serial Number) (One of the possible default sorts. Can sort on column
        heading)

       Item Desc (Item Description)

       Cust Nbr (Custodian Number) (Can sort on column heading)

       Asset Lvl Cd (Asset Level Code) (For a Component only) (The Asset Lvl Cd column
        heading is a link to the Component Details screen [Displayed on the next page of this
        document])
        Value(s) displayed in the Asset Level Code column are:

            o   For an End Item with components: ‘EC’ (for the End Item Higher
                Assemblage)
            o   For a Component with a Component: ‘CC’
            o   For a Component: for a Higher Assemblage: ‘CL’

       Loc (Location) (Can sort on column heading)

       Lot Nbr (Lot Number) (For Bulk assets only) (One of the possible default sorts. Can
        sort on column heading)
       Suspt Loss Sts Cd (Suspected Loss Status Code)

       Non-Actbl (Non-Accountable)

       UII (Unique Item Identifier)

       Fund Cd/ASN (Fund Code/Appropriation Allotment Serial Number) (From
        Appropriation records table)

    5. Activate the Check-box for the row/asset(s) to transfer.




More than one row can be selected at a time.

    6. Select the Continue button to proceed with the transaction.




Additional buttons available to select are:

       Select All (Marks every check-box in the Select Check-box column)
       Deselect All (Clears every check-box in the Select Check-box column)
       Cancel (Displays the Asset Transfer Search Criteria screen)

To view/confirm details of an End Item asset record:




When the Asset Level Code of ‘EI’ (End Item) is selected for the individual End Item asset
record, the Asset Transfer Asset Detail screen is displayed.




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Fields and data are displayed in the following order. This screen is display-only:
All dates are in MM/DD/YYYY format.




      Stock Nbr (Stock Number)
      Item Desc (Item Description)
      Asset Id (Asset Identifier)
      UI (Unit of Issue)
      Loc (Location)
      Acq Cost (Acquisition Cost)
      Doc Nbr (Document Number)
      Asset Cd (Asset Code)
      Cond Cd (Condition Code)
      Lot Nbr (Lot Number)
      Loan Cd (Loan Code)
      Deprn Cd (Depreciation Code)
      Fund Cd/ASN(Fund Code/Appropriation Allotment Serial Number)
      Task Cd (Task Code)
      Deprn Cost Center (Depreciation Cost Center)
      Deprn Task Cd (Depreciation Task Code)
      Eff Dt (Effective Date)
      Attachments
      Mfr Name (Manufacturer Name)
      Mfr Part Nbr (Manufacturer Part Number)
      UII (Unique Item Identifier)
      Remarks

      Serial Nbr (Serial Number)
      Custodian Nbr (Custodian Number)
      Qty (Quantity)
      Sub Loc (Sub Location)
      Acq Dt (Acquisition Date)
      Contr/PO Nbr (Contract/Purchase Order Number)
      Sys Id (System Identification)
      Excs Actn Cd (Excess Action Code)
      Expr Dt (Expiration Date)
      Non-Actbl (Non-Accountable)
      Cost Center
      Job Order Nbr (Job Order Number)
      Deprn Job Order Nbr (Depreciation Job Order Number)
      Avail Dt (Available Date)
      Mfr Model (Manufacturer Model)
      CAGE Cd (Commercial and Government Entity Code)

   7. The only option on the Asset Transfer Asset Detail screen is to select the Cancel
      button. Select the Cancel button to return to the Asset Transfer Search Results
      screen.

To view/confirm details for a Component of an End Item asset:

When the Asset Lvl Cd (Asset Level Code) of ‘CC’ (Component with Components) or ‘CL’
(Component Higher Assemblage) is selected for the individual Component asset record, the
Asset Transfer Component Detail screen is displayed.
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Fields and data are displayed across the screen in the following order. This screen is display-
only:

       Asset Lvl Cd (Asset Level Code)
       Asset Id (Link to the End Item Asset Detail screen)
       Stock Nbr
       Serial Nbr
       Qty
       Item Desc

    8. The only option on the Asset Transfer Component Detail screen is to select the
       Cancel button. Select the Cancel button to return to the Asset Transfer Search
       Results screen.




If more than one row is selected on the Asset Transfer Search Results screen, the Asset
Transfer Selected Rows screen is displayed.




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Fields and data on the Asset Transfer Selected Rows screen are displayed in the following
order. All fields are display-only, with the exception of Trfr Qty (Transfer Quantity), which is
only available for Bulk assets:

       Qty (Quantity)
       Trfr Qty (Entry available for Bulk assets only)




The Trfr Qty cannot be > (greater than) the Qty on Hand (Quantity on Hand). In addition,
the Qty field itself cannot be changed. However, you can transfer partial bulk quantities by
entering the quantity to be transferred in the Trfr Qty field.
      Asset Id (Asset Identifier)
      Stock Nbr (Stock Number)
      Serial Nbr (Serial Number)
      Item Desc (Item Description)
      Cust Nbr (Custodian Number)
      Asset Lvl Cd (Asset Level Code)

(Continuation of fields and data displayed on the Asset Transfer Selected Rows screen)




If an End Item asset has a Component(s), the component(s) transfers/decreases with the
Higher Assemblage (End Item) asset. A component cannot be on the property of a different
Custodian Number than the End Item.

      Loc (Location)
      Lot Nbr (Lot Number)
      Suspt Loss Sts Cd (Suspected Loss Status Code)
      Non-Actbl (Non-Accountable)
      UII (Unique Item Identifier)
      Fund Cd/ASN (Fund Code/Appropriation Allotment Serial Number)

   9. For bulk assets only, enter the Qty being transferred. Values are not provided for
      serialized assets.

   10. Select the Continue button to proceed with the transfer transaction.




When the Continue button is selected, the Trfr Qty (Transfer Quantity) cannot be > (greater
than) the Qty on Hand (Quantity on Hand). If this occurs, an error message is displayed that
states, “Qty entered exceeds Qty on Hand.”

Upon selecting the Continue button on the Asset Transfer Selected Rows screen, the
Asset Transfer Destination screen is displayed.




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Fields and data on the Asset Transfer Destination screen are displayed in the following
order:

       FROM:
      Site Id (Site Identification) (Display-only)
      UIC (Unit Identification Code) (Display-only)
      Custodian/Sub Custodian Nbr (Custodian/Sub Custodian Number) (Display-only)
       (If the assets selected have multiple Custodian Nbrs. ‘MULTIPLE’ is displayed in the
       Custodian Nbr field.)
      Document Nbr (Document Number) (Browse/Data entry)

       TO:

      Site Id To (Drop-down list/data entry field) (Default is current Site Id)
      UIC To (Drop-down list/data entry) (Mandatory entry) (Must contain all UICs for the
       Site Id To. Default is current UIC)
      Custodian (and Sub Custodian) Nbr To (Drop-down list/data entry)




Please refer to the Document Number Browse Reference Document for further
discussion.

      Designate Only (Check-box)
       If checked, enter/select the Avail Dt (Available Date) (Must be >= [greater than or

       equal to] the current date) (Calendar      button available).




All dates are in MM/DD/YYYY format.

      Make Avail Gain Acty (Make Available Gaining Activity) (Check-box)
      Remarks

Processing Considerations for an Asset Transfer:

It is on the Asset Transfer Destination screen that the category or type of transfer being
performed is specified. These types are:

      Custodian to Custodian
      UIC to UIC
      Site Id to Site Id (The gaining Site Id does not necessarily have to be on the Defense
       Property Accountability System (DPAS), although if it is not, the asset drops off
       DPAS once the transaction is completed.)

Variations on these transfer categories also exist. For example, you may have access to the
gaining Site Id and UIC access, but no access to the gaining Custodian. Or, you may have
access to the Site Id To (gaining), UIC To and Custodian To, but not to Accountable property
for the gaining activity. Additionally, according to your access to the gaining and losing
Custodian/UIC/Site Id, you may only be able to designate property for transfer, as opposed to
completing the transaction.
For the purposes of this discussion, and in consideration of brevity, a Custodian to Custodian
transfer is explained briefly. More detailed discussions appear after the general explanation
through the completion of an asset transfer.

    11. Enter data, browse for or choose a value from the following fields to proceed with the
        transaction:

       Document Nbr (Document Number) (Not mandatory for Custodian to Custodian
        transfers, unless that Custodian is part of the gaining activity)
       Custodian (and Sub Custodian) Nbr To or Designate Only check-box (if your User
        Role access is limited by your security profile)




If the Site Id To (Site Identification To) and the UIC To (Unit Identification Code To) are
blank, the Custodian Nbr To (Custodian Number To) is mandatory. In addition, if the:

       Custodian Nbr To is entered and your security profile does not permit access to the
        Custodian Nbr To, the Designate Only check-box is mandatory
       Designate Only check-box is not checked, an error message is displayed stating, “Not
        authorized to transfer to gaining entity; the Designate Only check-box is mandatory.”

    12. Select the Continue button to proceed with the transfer.

You are directed to tabbed screens.

Steps to Transfer an Asset:

Depending on the type of transfer, the transfer transaction proceeds differently. For each type
of transfer, tabbed screens seen earlier in the Asset Receiving process are displayed;
however, not all tabbed screens are displayed for the specific type of transfer you are
performing.

The fields to enter on the tabbed screens are explained below in the separate sections for the
three asset transfer categories:

Transferring an Asset(s) from One Custodian to Another Custodian

Transferring an Asset(s) from One UIC to Another UIC

Transferring an Asset(s) from One Site Id to Another Site Id

Steps to Transfer an Asset:

Depending on the type of transfer, the transfer transaction proceeds differently. For each type
of transfer, tabbed screens seen earlier in the Asset Receiving process are displayed;
however, not all tabbed screens are displayed for the specific type of transfer you are
performing.

The fields to enter on the tabbed screens are explained below in the separate sections for the
three asset transfer categories:
Transferring an Asset(s) from One Custodian to Another Custodian

Let’s say that you have been asked to transfer a laptop computer from one Custodian to
another. You need to choose the drop-down listing for Custodian Nbr To (Custodian Number
To) in order to continue with the transfer process.

On the Asset Transfer Destination screen, once you:

  1) Choose the Custodian Nbr To (and Sub Custodian Nbr To) from the drop-down list
  2) Select the Continue button

the Asset Transfer Custodian to Custodian Transfer and Custodian to Sub-Custodian
Basic Tab screen is displayed with tabs for you to finish entering the asset(s) transfer data.
The two tabs displayed are the:

       Asset Transfer Custodian to Custodian Transfer and Custodian to Sub-
        Custodian Basic Tab
       Asset Transfer Agency Tab




A Document Number is not mandatory for Custodian to Custodian transfers, unless that
Custodian is part of the gaining activity.




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    A. The following fields and data are displayed/may be entered as needed on the Asset
       Transfer Custodian to Custodian Transfer and Custodian to Sub-Custodian
       Basic Data Tab screen:

       Transfer Type (Display-only)
       Document Nbr (Number)
       Loc (Location) (Browse)
       Higher Assemblage (Browse) (Only assets that are assigned to that Custodian are
        displayed)




Browse buttons are available. Please refer to the Higher Assemblage, Document Number
and/or Location Browse Reference Documents for further discussion.
      Sub Loc (Sub Location) (Data entry)
      Eff Dt (Effective Date) (Calendar      button/data entry available)




All dates are in MM/DD/YYYY format.

      Sys Id (System Identification)
      History Remarks (Data entry)




A Component cannot be on a different Custodian Nbr than the End Item.

   B. Select the Asset Transfer Agency Tab.




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   C. Only the Agency Defined fields (Data entry) (Up to five fields [As available]) are
      displayed/may be entered.




If there are no Agency Defined fields pre-established, an error message is displayed that
states, “Agency has no user defined fields.”

   D. Once finished with entering data on the Asset Transfer Agency Tab screen, select
      the Asset Transfer Custodian to Custodian Transfer and Custodian to Sub-
      Custodian Basic Tab button to complete the Custodian to Custodian Transfer and
      Custodian to Sub-Custodian transfer transaction.

The Asset Transfer Custodian to Custodian Transfer and Custodian to Sub-Custodian
Basic Tab screen is displayed.
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    E.   Select the Update button to complete the Custodian to Custodian Transfer and
         Custodian to Sub-Custodian transfer transaction.

The Asset Transfer Transaction Status screen is displayed.




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Processing Considerations Specific to a Custodian to Custodian Asset Transfer:

  i.     If the Site Id To (Site Identification To) and the UIC To (Unit Identification Code To)
         are blank, the Custodian Nbr (Custodian Number) is mandatory. However, if the
         Custodian Nbr To (Custodian Number To) is entered, and you do not have Security
         access to the gaining activity’s Custodian Nbr To, the Designate Only check-box is
         mandatory.
  ii.    You can select/create a Document Number to use if the:

        Site Id From (Site Identification From) is equal to the Site Id To
        UIC From (Unit Identification Code From) is equal to the UIC To
        Doc Nbr From (Document Number From) Browse button is selected

         Please refer to the Document Number Browse Reference Document for further
         discussion.

 iii.    If your User Role does not have Security access, the Designate Only check-box is
         mandatory if:

        UIC To is entered and the Custodian Nbr To is left blank
        UIC To and the Custodian Nbr To are entered

 iv.     If your User Role does not have Security access, the Designate Only check-box is
         mandatory If the following fields are entered:

        UIC To
        Custodian Nbr To
        Site Id To
  v.       If your User Role does not have Security access, the Designate Only check-box is
           mandatory if the Site Id To and UIC To are entered.
 vi.       The value for your Trfr Aut Cd (Transfer Authorization Code) determines whether the
           Designate Only check-box is mandatory.
vii.       The Avail Dt (Available Date) must be >= (greater than or equal to) the System
           Date. All dates are in MM/DD/YYYY format (Two digit numeric month, /, two digit
           numeric day, /, four digit numeric year).
viii.      If the Designate Only check-box is selected, the asset(s) goes into Pending Due-Out
           status, and the Asset Transfer Transaction Status screen is displayed.
 ix.       If the Make Avail Gain Acty (Make Available Gaining Activity) check-box is selected,
           the asset(s) goes into Pending Due-In status, and the Asset Transfer Transaction
           Status screen is displayed. In addition, the Designate Only check-box becomes
           mandatory in this case.
  x.       The Make Avail Gain Acty (Make Available Gaining Activity) check-box is disabled if
           you have a Custodian User Role:

          But you have no Security access to the gaining UIC To (Unit Identification Code To)
           and the Custodian Nbr To (Custodian Number To)
          Or the Custodian Nbr To is Blank

 xi.       If you select the Doc Nbr To (Document Number To) Browse button for a Custodian
           transfer, the Doc Nbr Type Cd (Document Number Type Code) for the document
           selected or added has a value of ‘CHG’ (Change).
xii.       If you select the Doc Nbr To Browse button for a UIC (Unit Identification Code) and
           Custodian transfer, the Doc Nbr Type Cd for the document selected or added has a
           value of ‘TRF’ (Transfer).
xiii.      A Management Message(s) generated for the transfer includes the following data:

          The Mgt Msg Typ Cd (Management Message Type Code) has a value of ‘CHG’
          The Msg Data (Message Data) states: “Assets exist for transfer for Document Nbr
           (Document Number) XXXXXXXXXXXXX” (where Xs are equal to the document number
           from the transaction)
          The User Id (MsgUsrId) is included in the Msg Usr Id (Message User Identification)
          Custodian Nbr


Transferring an Asset(s) from One UIC to Another UIC

Let’s say that you have been asked to transfer a server(s) from one UIC (Unit Identification
Code) to another. Choose the drop-down listing for UIC To (Unit Identification Code To) on
the Asset Transfer Destination screen in order to continue with the transfer process.

Once you:

   1) Choose the UIC To from the drop-down list
   2) Select the Continue button

the Asset Transfer UIC to UIC Transfer Basic Tab screen is displayed with tabs for you to
finish entering the asset(s) transfer data.




The TO Site Id (Site Identification) and the FROM Site Id are the same.
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Fields and data on the Asset Transfer UIC to UIC Basic Tab screen are displayed in the
following order. Only the following fields and data are displayed/may be entered:

       Transfer Type Cd (Transfer Type Code) (Display-only)
       Document Nbr (Document Number)(Data entry/Browse) (Mandatory)
       Loc (Location) (Browse)
       Sub Loc (Sub Location) (Data entry)
       Higher Assemblage (HA) Browse (Dependent on the Radio Button selected on the
        Asset Transfer Search Criteria screen) (Browse)
       HA Asset Id (Higher Assemblage Asset Identifier) (Browse)
       Eff Dt (Effective Date) (Calendar      button/data entry)

       Sys Id (System Identification)
       History Remarks (Data entry)




Browse buttons are available. Please refer to the appropriate Browse Reference Document(s)
as needed: Higher Assemblage, Document Number and/or Location Browse Reference
Documents. The Higher Assemblage Asset Identifier discussion is included in the Higher
Assemblage Browse Reference Document.

When selecting the Asset Transfer UIC to UIC Agency Tab:




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Only the Agency Defined fields (Up to five [As available]) may be entered.




If there are no user defined fields established, display ‘Agency has no user defined fields’ on
the Agency tab.
When selecting the Asset Transfer UIC to UIC Accounting Tab:




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Only the following fields and data are displayed/may be entered:

      Transfer Type Cd (Transfer Type Code) (Drop-down list)
       Values for the Transfer Type Code are:
          o Custodian Transfer
          o UIC (Unit Identification Code) Transfer
          o Site Id (Site Identification) Transfer
      Fund Cd/ASN (Drop-down list) (Fund Code/Appropriation Allotment Serial Number)
      Job Order Nbr (Data entry) (Job Order Number)
      Deprn Cost Center (Data entry) (Depreciation Cost Center)
      Deprn Task Cd (Data entry) (Depreciation Task Code)
      Trading Partner Nbr (Trading Partner Number) (Data entry)
      Cost Center (Data entry)
      Task Cd (Data entry) (Task Code)
      Deprn Job Order Nbr (Data entry) (Depreciation Job Order Number)

On the Asset Transfer Accounting Tab screen, once you finish your data entry, select the
Update button to complete the UIC to UIC transfer transaction.

The Asset Transfer Transaction Status screen is displayed.




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Processing Considerations Specific to Transferring an Asset(s) from One UIC to
Another UIC:

  i.   For Capital Assets (Depr Cd [Depreciation Code] has a value of ‘T’):

      A decrease accounting process on the losing UIC is performed for the asset(s)’s:
           o   Transfer Type Code
           o   Trading Partner Nbr
      An increase accounting process on the gaining UIC (Unit Identification Code) is
       performed for the asset(s)’s:
           o   Transfer Type Code
           o   Trading Partner Nbr
The Trading Partner Number requires a value of 'DOD' (Department of Defense) plus the
DODAAC (Department of Defense Activity Address Code) of the losing (primary) UIC.

  ii.     If the UIC and the Stock Number are UIT (Unique Item Tracking) reportable, the
          following information is sent to the UIT interface:

         UIC To
         UIC From
         Document Nbr To (Document Number To)
         Document Nbr From (Document Number From)
         Stock Nbr To (Stock Number To)
         Stock Nbr From (Stock Number From)
         DODAAC To
         DODAAC From
         Serial Nbr (Serial Number)
         Action Cd (Action Code)
         Qty (Quantity)




Please refer to the UIT Reporting Reference Document for further information.

 iii.     If the Suspected Loss Cd (Suspected Loss Code) does not have a value of Null, an
          error message is displayed stating, ‘Suspected Loss Assets cannot be transferred.’
 iv.      Mandatory entries for UIC (Unit Identification Code) to UIC transfers are the:

         Doc Nbr (Document Number)
         Transfer Type Cd (Transfer Type Code)
         Trading Partner Nbr (Trading Partner Number)

 v.       Management Message(s) generated include the following data:

         The Mgt Msg Typ Cd (Management Message Type Code) has a value of ‘TRF’
         Msg Data (Message Data) states: “Assets exist for transfer for Document Nbr
          XXXXXXXXXXXXX” (where Xs are equal to the document number from the transaction)
         The User Id (User Identification) has a value of ‘SYSTEM’ in the Msg Usr Id (Message
          User Identification)
         UIC
         The Custodian Nbr (Custodian Number) has a value of ‘Prop Custdn Nbr’ (Property
          Custodian Number)

      

Transferring an Asset(s) from One Site Id to Another Site Id
Let’s say that you have been asked to transfer a telecommunications router(s) from one Site
Id (Site Identification) to another. You need to choose the drop-down listing for Site Id To in
order to continue with the transfer process.

On the Asset Transfer Destination screen, once you:

  1) Choose the Site Id To from the drop-down list
  2) Select the Continue button

the Asset Transfer Site Id to Site Id Transfer Tab screen set is displayed with tabs for you
to finish entering the asset(s) transfer data. The first screen you see is the Asset Transfer
Basic Tab screen.




The TO Site Id and FROM Site Id cannot be the same.




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Only the following fields and data on the Asset Transfer Site Id to Site Id Basic Tab are
displayed/may be entered:

       Transfer Type (Display-only)
       Document Nbr (Document Number) (Data entry/Browse available)
       Loc (Location) (Browse button available)
       Higher Assemblage Browse (Dependent on Radio Button initially selected on
        Search Criteria screen) (Browse button may be available)
       HA Asset Id (Browse button available)




Browse buttons are available. Please refer to the Higher Assemblage, Document Number
and/or Location Browse Reference Documents for further discussion.

       Sub Loc (Sub Location) (Data entry)
       Eff Dt (Effective Date) (Calendar     button/data entry)

       Sys Id (System Identification) (Data entry)
       History Remarks (Data entry)

When selecting the Asset Transfer Site Id to Site Id Catalog Tab:
Click thumbnail to show/hide larger image.

Only the following fields and data are displayed/may be entered:

       Stock Nbr (Stock Number) (Browse button available)
       Asset Cd (Asset Code) (Drop-down list)
       Manufacturer Data (Browse button available)
           o Mfr Name (Manufacturer Name) (Display-only)
           o Model Nbr (Model Number) (Display-only)
           o Mfr Part Nbr (Manufacturer Part Number) (Display-only)
           o CAGE Cd (Commercial and Government Entity Code) (Display-only)
           o Non-Accountable (Display-only)

When selecting the Asset Transfer Site Id to Site Id Agency Tab:




Click thumbnail to show/hide larger image.

Only the Agency Defined fields (Data entry) (Up to five [as available]) are displayed/may be
entered.




If there are no user defined fields established, an error message is displayed that states,
“Agency has no user defined fields” on the Agency tab.

When selecting the Asset Transfer Site Id to Site Id Accounting Tab:




Click thumbnail to show/hide larger image.
Only the following fields and data are displayed/may be entered:

       Transfer Type Cd (Transfer Type Code) (Drop-down list)
        Values for the Transfer Type Code are:
           o Custodian Transfer
           o UIC (Unit Identification Code) Transfer
           o Site Id (Site Identification) Transfer
       Fund Cd/ASN (Drop-down list) (Fund Code/Appropriation Allotment Serial Number)
       Job Order Nbr (Data entry) (Job Order Number)
       Deprn Cost Center (Data entry) (Depreciation Cost Center)
       Deprn Task Cd (Data entry) (Depreciation Task Code)
       Trading Partner Nbr (Trading Partner Number) (Data entry)
       Cost Center (Data entry)
       Task Cd (Data entry) (Task Code)
       Deprn Job Order Nbr (Data entry) (Depreciation Job Order Number)

On the Asset Transfer Accounting Tab screen, once you finish your data entry, select the
Update button to complete the Site Id to Site Id transfer transaction.

The Asset Transfer Transaction Status screen is displayed.




Click thumbnail to show/hide larger image.

Processing Considerations Specific to Transferring an Asset(s) from One Site Id to
Another Site Id:

  i.    If the End Item Radio button is selected from the Asset Transfer Search Criteria
        screen, the Higher Assemblage fields are optional.
  ii.   When the Update button is selected:

       When the transferred asset(s) is a Capital Asset(s) :
            o   The losing asset(s) processes as an Accounting Transaction decrease(s)
            o   The gaining asset(s) processes as an Accounting Transaction
                increase(s)




You can select the Higher Assemblage Browse button. Please refer to the Higher
Assemblage Browse Reference Document as needed for further discussion.

 iii.   A Document Number is mandatory for UIC transfers.

UIT (Unique Item Tracking) Reporting occurs as necessary, and sends the following
information to the UIT interface:
          UIC To
          UIC From
          Document Nbr To (Document Number To)
          Document Nbr From (Document Number From)
          Stock Nbr To (Stock Number To)
          Stock Nbr From (Stock Number From)
          DODAAC To
          DODAAC From
          Serial Nbr (Serial Number)
          Action Cd (Action Code)
          Qty (Quantity)




Please refer to the UIT Reporting Reference Document for further information.

 iv.       The Transfer Type Cd (Transfer Type Code) is mandatory for Site Id (Site
           Identification) to Site Id transfers.
  v.       The Trading Partner Nbr (Trading Partner Number) is mandatory for Site Id to Site
           Id transfers.
 vi.       When the Mfr Data (Manufacturer Data) Browse button is selected, access to
           Accountable and/or Non-Accountable property is limited by your access.
vii.       If the Suspected Loss Cd (Suspected Loss Code) is not = (equal to) ‘Null’, an error
           message is displayed that states, “Suspected Loss Assets cannot be transferred.”
viii.      Management Message(s) generated include the following data:

          The Mgt Msg Typ Cd (Management Message Type Code) has a value of ‘TRF’
          Msg Data (Message Data) states: “Assets exist for transfer for Document Nbr
           (Document Number) XXXXXXXXXXXXX” (where Xs are equal to the document number
           from the transaction)
          The User Id (User Identification) has a value of ‘SYSTEM’ in the Msg Usr Id (Message
           User Identification)
          UIC (Unit Identification Code)
          The Custodian Nbr (Custodian Number) has a value of for the ‘Prop Custdn Nbr‘
           (Property Custodian Number)

 ix.       If the Site Id To and UIC To are blank, the Custodian Nbr is mandatory.

          If the Custodian Nbr To is entered and the user does not have Security access to the
           Custodian Nbr To, the Designate Only check-box is mandatory.
          If the Designate Only check-box is not checked, an error message is displayed that
           states, “Not authorized to transfer to gaining entity; the Designate Only check-box is
           mandatory.”
          You browse for a Doc Nbr From (Document Number From) if both the:
              o   Site Id From (Site Identification From) = (is equal to) the Site Id To
              o   UIC From (Unit Identification Code From) = the UIC To

  x.       The Designate Only check-box is mandatory if the:

          UIC To is entered and the Custodian Nbr To (Custodian Number To) is left blank
          UIC To and the Custodian Nbr To are entered and you do not have Security access
 xi.       If the UIC To, Custodian Nbr To and Site Id To are entered, and you do not have
           Security access, the Designate Only check-box is mandatory. If the Designate Only
           check-box is not checked, an error message is displayed that states, “Not authorized
           to transfer to gaining entity; the Designate Only check-box is mandatory.”
xii.       If the Site Id To is entered and the UIC To is entered and the user does not have
           Security access, then the Designate Only check-box is mandatory (since you are not
           authorized to transfer property to the gaining activity).
xiii.      The Avail Dt (Available Date) must be >= (greater than or equal to) equal to or
           greater than the current System Date.
xiv.       If the Designate Only check-box is selected, transactions are marked as ‘Pending’ on
           the Due-Out Pending Actions records table, and the Asset Transfer Transaction Status
           screen is displayed.
xv.        If the Make Avail Gain Acty (Make Available Gaining Activity) check-box is selected,
           transactions are sent to the Due-In Pending Actions records table. If not selected,
           selected rows are written to the Due-Out Pending Actions records table, and the Asset
           Transfer Transaction Status screen is displayed.
xvi.       If the Make Avail Gain Acty check-box is selected, the Designate Only check-box is
           mandatory, since you are not authorized to transfer property to the gaining activity.

           If you have a Custodian User Role, the Make Avail Gain Acty check-box is disabled
           when:

          The   Trf Aut Cd (Transfer Authority Code) for the Custodian Nbr To does not permit
           you   to transfer the asset, or you do not have Security access to the gaining UIC To
           and   Custodian Nbr To
          The   Custodian Nbr To is left blank

The Asset Transfer Custodian to Custodian Transfer and Custodian to Sub-Custodian
Basic Tab screen is displayed with tabs for you to finish entering the asset(s) transfer data.




Click thumbnail to show/hide larger image.

Two tabs displayed for a Custodian to Custodian transfer are the:

          Asset Transfer Custodian to Custodian Transfer and Custodian to Sub-
           Custodian Basic Tab
          Asset Transfer Agency Tab




The Catalog and Accounting Tabs screens are not displayed for Custodian to Custodian
transfers.

       13. The following fields and data are displayed on the Asset Transfer Custodian to
           Custodian Transfer and Custodian to Sub-Custodian Basic Data Tab screen:
      Transfer Type (Display-only at top of screen)
      Document Nbr (Number)
      Loc (Location) (Browse)
      Higher Assemblage (Browse) (Only assets that are assigned to that Custodian are
       displayed) (A Component cannot be on a different Custodian Nbr than the End
       Item.)




Browse buttons are available for some fields. Please refer to the Higher Assemblage,
Document Number and/or Location Browse Reference Documents for further discussion.

      Sub Loc (Sub Location) (Data entry)
      Eff Dt (Effective Date) (Calendar      button/data entry available)




All dates are in MM/DD/YYYY format.

      Sys Id (System Identification)
      History Remarks (Data entry)

   14. Enter or browse for data for the following fields:

      Document Nbr
      Loc (Browse button available)
      Higher Assemblage (Browse)




Browse buttons are available for the Higher Assemblage and/or Location. Please refer to
the appropriate Browse Reference Documents for further discussion.

      Sub Loc (Sub Location)

      Eff Dt (Effective Date) (Calendar        button/data entry available) (Must be <= [less
       than or equal to] the System Date.




All dates are in MM/DD/YYYY format.

   15. Select the Asset Transfer Agency Tab.
The Asset Transfer Agency Tab screen is displayed.




Click thumbnail to show/hide larger image.

Only any Agency Defined fields (Data entry) (Up to five fields [As available]) are
displayed/may be entered:

    16. As possible, select and enter the Agency Defined field(s) available.




If there are no Agency Defined fields pre-established, an error message is displayed that
states, “Agency has no user defined fields.”

    17. Once finished with entering data on the Asset Transfer Agency Tab screen, select
        the Asset Transfer Custodian to Custodian Transfer and Custodian to Sub-
        Custodian Basic Tab screen.


 The Asset Transfer Custodian to Custodian Transfer and Custodian to Sub-Custodian
Basic Tab screen is displayed.




Click thumbnail to show/hide larger image.

    18. Select the Update button to complete the Custodian to Custodian Transfer and
        Custodian to Sub-Custodian transfer transaction.




The Update button is displayed on the Asset Transfer Custodian to Custodian Transfer
and Custodian to Sub-Custodian Basic Tab screen for the Custodian to Custodian
transfers. For both UIC (Unit Identification Code) to UIC and Site Id (Site Identification) to
Site Id transfers, the Update button is displayed on the Asset Transfer Accounting Tab
screen (To be discussed below).

The Asset Transfer Transaction Status screen is displayed.
Click thumbnail to show/hide larger image.




When a record(s) is processed, the message ‘Updated Successfully’ is displayed on the Asset
Transfer Search Criteria screen with the data you entered.

    19. At this point, you can generate, view and/or print a DD 1150 form. However, if you
        wish to print the form, you must enter/create the Document Number during the
        transfer process. Please refer to the topic on the DD 1150 Form in Forms and
        Reports for further discussion.

Processing Considerations for All Transfer Types:

For all of the Transfer types, please pay attention to the following considerations:

  i.    For all of the Transfer types, please pay attention to the following considerations:

          1) Record is a Capital Asset (Depr Cd [Depreciation Code] = [equal to] ’T’)
          2) User’s Security Profile is set to ‘Custodial’
          3) Designate Only check-box is not selected

            the following message is displayed: “Custodians must request approval for transfer
        of Capital Assets.
            Select Designate Only to process.”

  ii.   If assets contain an Attachment File, the attachment data is moved/modified to
        remain with the asset in its new UIC/Site Id(Unit Identification Code/Site
        Identification).
 iii.   If the End Item Radio Button is selected on the Asset Transfer Search Criteria
        screen, the Higher Assemblage is optional.
 iv.    The following fields for a Component must match/be equal to the corresponding End
        Item asset field if the Component Radio button is selected:

       Custodian Nbr (Custodian Number)
       Custodian Nbr To (Of the Higher Assemblage Asset Id [Asset Identifier])
       Location/Sub Location
       Location To/Sub Location To (of Higher Assemblage Asset Id)
       Sys Id (System Identification)
       Sys Id To
       PIPC (Property in the Possession of a Contractor) Contract Number
       Loan Cd (Loan Code)
A leased component asset(s) must be only that assigned to the Higher Assemblage.

  v.    The Component Cost Embedded status cannot be changed on a transfer. However,
        for an asset(s) that is Cost Embedded, the Higher Assemblage is mandatory; if the
        asset(s) is not Cost Embedded, the Higher Assemblage is optional.

 vi.    If the Designate Only check-box is selected, selected records are placed on the
        Pending Actions records table and History Record is not created. If the Designate Only
        check-box is not selected, selected records are processed and a History Record is
        created.

vii.    An Effective Date entered must be <= (less than or equal to) the System Date).




All dates are in MM/DD/YYYY format.

viii.   The asset record cannot be updated if it has been changed since retrieving the record
        from the database. You must return to the Asset Transfer Search Criteria screen.

								
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