KUALICAPITAL ASSET MANAGEMENT

(CAM)

Business and Financial Services, Property ManagementPresented by: Suzanne Zimmerer 491-2040

Sign On to the Training Site

• Link: CSU CAP (CAMPUS ADMINISTRATION PORTAL)http://padroni.is.colostate.edu:7778/portal/page/portal/CSUCAP

• Non-production Applications:Training Kuali Financial System (KFS)

TAG NUMBER VS. ASSET NUMBER

• ASSET NUMBER: A SYSTEM ASSIGNED UNIQUE IDENTIFIER FOR THE PROPERTY RECORD.

• TAG NUMBER (DECAL): THE CSU NUMBER ON THE BARCODE LABEL FOUND ON THE ASSET

• NOTE: KUALI documents sometimes use the asset number rather than the tag number to identify the equipment. On each of the screens, click on the magnifying glass next to the asset number field. This will bring up the asset lookup screen. A tag number can be typed in here. Once you click on return value this search will input the asset number into the document.

ASSET LOOKUP

To go to the Asset Lookup Screen – Click the Asset link in the middle of the screen. Clicking on the magnifying glass on other documents will take you to the same screen.

ASSET LOOKUP

Any of these fields can be used to search for assets. Most often used are the Tag Number and Asset Description. To edit an asset click on edit after you have searched for an asset.

A = Active Assets

Wild Card Search use *

ASSET EDIT

These are the tabs that make up the Asset Record – On the ASSET EDIT document many fields in each of these tabs can be used to manage the asset.

Put in Surplus Dept. Account # 2288400 and the Asset Condition

ASSET EDIT

Some reasons to use the Asset Edit doc are to update the asset record, transfer the asset to surplus, complete a departmental transfer, or to change the location.

Asset Edit documents can also be used to change the Asset Representative the asset is assigned to. When sending an asset to Surplus, the location should be changed to where Surplus can find the asset when picked up at the department.

ASSET EDIT

Asset Edit documents should be used to input the routine maintenance or repair history on an asset. The incident date and problem must be entered. Remember to click on add otherwise the information will not be saved.

ASSET EDIT

You would want to use an Asset Loan document when an asset is being loaned out and will be located off campus. Search for the asset being loaned and click on the loan link.

ASSET LOAN DOCUMENT

• bullet 2• bullet 3• bullet 4• bullet 5

ASSET LOAN DOCUMENT

Loans are good for a maximum of two years. The Equipment Loans tab and Borrower’s Address tab must be completed in order to submit the document.

• bullet 2• bullet 3• bullet 4• bullet 5

To return a loaned asset, search for the asset that was loaned and click on the return link. You may also renew the existing loan if the asset is going to continue to be on loan.

ASSET LOAN DOCUMENT

Decals currently on Loan • 324150• 324152• 324211• 324222• 324231• 324278• 324314• 324315• 324316• 324317

• 324318• 325178• 325179• 325195• 325211• 325450• 325451• 325452• 325453• 325454

ASSET LOAN DOCUMENT - RETURN

Enter your description and the Loan Return Date, then submit the document.

ASSET LOAN DOCUMENT - RENEW

Enter your description and the Expected Return Date. The loan cannot be longer than two years. Submit the document.

ASSET RETIREMENT GLOBAL

Most Assets will be transferred to Surplus. Surplus will retire the asset once it is determined how the asset will be disposed. There are four reasons a department would retire an asset.

• Trade-In: When an asset is traded against the purchase of a new asset. Include the Requisition and or PO number on the Trade-In retirement document. On the Requisition include a note for the traded asset number.

• Lost: When as asset is written off after an inventory. Include a description of what is thought to have happened to the asset and how the department will change its procedures. The Department Head must be included as an approver.

• Theft: An asset is stolen. Include the Police Report number.

• External Transfer: Ownership of an asset is transferred to another university or governmental agency. This requires a letter of release from the Department Head and an letter of acceptance from the receiving agency. If the equipment is on an active research project, the OSP office must approve.

ASSET RETIREMENT GLOBAL

Click Return Value on the appropriate reason code link.

ASSET RETIREMENT GLOBAL

ASSET RETIREMENT GLOBAL – THEFT

ASSET RETIREMENT GLOBAL – TRADE IN

ASSET RETIREMENT GLOBAL – WRITE OFF

ASSET RETIREMENT GLOBAL – EXTERNAL TRANSFER

Property Management Contact Info

• Website: http://busfin.colostate.edu/prp.aspx

• Main Phone:491-2270

Questions?