Entering Departmental Assets

DABelow is a Step by Step guide in entering a departmental asset into the AIMS application.  REMEMBER:  In order to enter an asset you MUST have a blue inventory tag that is associated with the item.  Contact Property Accounting and they will send you as many blue tags as you need.
  1. While in the AIMS application, in the Command field type DAI with an Action of A (add) and press 'enter'.
  2. In the Tag No: field type the number that is on the blue tag that you will be affixing (or have affixed) to the item and press 'enter'
  3. The following screen will be presented:

    DAI Screen
  4. At this point, the following information is to be supplied on Screen 1  (if you are unsure of the field, press PF1 for help):
    • Description enter a short description of the asset. This description will be used on AIMS screens and in reports to aid in identifying the asset. 
    • Sub Code  is where you will specify whether or not the item is H (High Risk - asked to be tracked by Property Accounting) or D (Discretionary items to be tracked)
    • Tag Loc an optional notation used to identify where on an asset the ‘tag’ has been physically placed.      
    • Acquired  enter the date the asset was acquired or leave blank.  
    • Vendor enter the name of the vendor from whom the asset was acquired.
    • Acquisition Method    enter the method by which the asset was obtained. Press PF1 (Help) for a list of acquisition methods.
    • Cost enter the total cost of the asset including any proportional share of sales/use tax, freight or miscellaneous expense, or discount received.
    • Make   enter the brand or manufacturer of the asset or leave blank.
    • Model  enter the manufacturer’s assigned style, type, or version of the asset or leave blank.
    • Serial # enter the manufacturer’s assigned serial number or leave blank.
    • Item enter a classification that broadly identifies the asset. Press PF1 (Help) for a list of asset items. This field will default to Departmental Asset, if you don’t want to further classify your asset.
    • BU enter the budgetary unit assigned responsibility for the asset.
    • Room Tag enter the room tag number that is assigned to the room or other location where the asset is located. Press PF1 (Help) for a list of rooms for a specified building.  Most rooms have a bar code with this Room Tag Number affixed to the doorway. Note: please contact Property Accounting if the room does not have a bar code.
    • Off site location only use if the physical location of the asset is ‘off site’.  Use of the Off-Site Location is mutually exclusive with the Room Tag Number, which will be zero for an off site asset.
    • Responsible Employee enter the ID of the employee assigned responsibility of the asset.  Press PF1 ( Help) to find the employee’s ID using a name search. This individual may have a direct relationship with the asset (such as personal use of a laptop, PDA, or other piece of equipment) or indirectly assigned responsibility (such as a department head or manager of a department where the asset is used).
  5. Below is an example of the screen with the information filled in:

    DAI Screen 1
  6.   Press PF8(NextS) to complete your data entry on Screen 2.

    • Warranty Expiration enter the date that the warranty for the asset expires or leave blank.
    • Possessing BU enter the budgetary unit that actually possesses the asset versus the BU assigned management responsibility for the asset or leave blank if they are the same.
    • Asset Class enter a classification of the asset or leave blank. A department can create their own list of asset classifications that may be used for assets within their BU.
    • Image URL enter your departmentally maintained uniform resource locator for an image of the asset or leave blank.
    • Information Codes and Values enter up to 32 pairs of departmental information codes and values. Press PF8 (Info+) for additional information codes and values. Press PF7 (Info-) to return to previous codes and values.
      • The departmental code identifies a specific data item stored in an associated value field, i.e: OS (operating system), MEM (memory), or DLS (date last serviced) Press PF1 (Help) for possible codes.  Note:  These codes are maintened by Property Accounting and shared by all departments.  Requests for new codes are directed to Property Accounting
      •  The specific data value for an associated departmental information code.  This is the actual information being retained while the code identifies the type of information.  Dates are stored as YYYYMMDD, a numeric is stored with leading zeroes up to its maximum field size, and character data is stored in all upper case.

    Additional information may be added by pressing PF9(DDesc).

  7. Below is an example of the screen filled in:

    DAI Screen 2
  8. Press PF10 (Save) to submit the new departmental asset for approval

Your transaction will route to Property Accounting for approval along with your AIMS contact and Responsible Employee for your BU.  (Normally this will be the department head)