Acq Date

The date the Equipment Item becomes an active inventory item.

Acquisition

An acquisition is the action resulting in a department receiving an inventory item. Items may be acquired as a result of a purchase order, gift-in-kind, internal requisition, federal transfer, research agreement, loan agreement or a transfer from an outside source such an another university.

Amount

The dollar amount funded by the acquisition funding source for an Equipment Item.

Available

The Equipment Item is available to share with other departments. Values = Y or N.

Building Name

The name of the building assigned by the Space Management Office to the Facility Num.

Chapter

The chapter or unit to which the facility number refers. Value = A (Madison Campus)

Charge Back

Identifies Equipment Item is used in chargeback operation. Values = Y or N.

Con Num Decal Attached

Indicates if a decal identifying the configuration number is attached to one or more of the items in the configuration. Values = Y or N.

Condition

The current condition of an Equipment Item as reported by the using department.

Configuration

A Configuration is a collection of inventory items that have been grouped together.

Configuration Description or Config Description

Free-form text description of the configuration.

Configuration Number or Config#

A number used to uniquely identify a collection of Equipment Items.

Configuration Screen

Allows the user to view information about the Configuration and a summary list of Equipment Items contained in the Configuration

Current Status

A code indicating the current status of an Equipment Item. Values =A - Active, C - Cannibalized, D - Non-Capital Item, G - Lost, J - Junked, L - Stolen, N - Not in Use, P- Lease/Purchase, R - Software, S - Sold, T - Traded, U - Transferred to SWAP, V - Returned to Vendor, X - Transfer to Outside Institution, Y - Does Not Meet $5000 Capitalization Level, Z - Federal items under $1000. All codes, other than A, are disposal codes (inactive).

Current Status Date

The date on which the current Equipment Item status was entered.

Decal Attached

Indicates if a decal displaying the Equipment Item's inventory number is attached to the Equipment Item. Values = Y or N.

Deprct

Identifies whether an Equipment Item is to be depreciated. Values = Y or N.

Equipment Item Screen

Displays information for a single Equipment Item, including description and location.

Fabricated

An indicator identifying that an Equipment Item has been constructed by the University of Wisconsin-Madison campus. Values = Y or N.

Facility Num

A unique number assigned by the Space Management Office identifying a specific building. Part of the facility key.

Fair Market Value

The estimated current market value of an Equipment Item. This field is used when there is no expenditure of funds to acquire an Equipment Item. For example, a Gift-in-Kind or an Equipment Item furnished by the Government.

Fed Agency

The Federal agency that provided the funds to acquire an Equipment Item.

Federal Agency Award Number

The number used by a Federal Agency to uniquely identify a specific project from others funded by the same agency.

Fed Agency Decal Num or Fed Agency Decal

The decal number of the inventory tag issued by the Federal government for an item owned by the Federal Government.

Fed Xfer Order Num

The number assigned by the University of Wisconsin - Madison to a Federal Transfer Order requesting transfer of an Equipment Item from one Federal grant to another.

Followup Reqd

Indicates when follow-up for information from departments on an Equipment Item is required. Values = Y or N.

Fund

An independent fiscal and accounting entity with a self-balanced set of accounts and a stated purpose or set of objectives.

Funding Department or Funding Dept

UDDS which is the source of funding for an item.  You must use a leading ‘A’ for Madison campus.  Example.  A030100

Fiscal Year

Fiscal year which runs from July 1 through June 30

GIK Donor

The name of the donor who presented the Gift-in-Kind to the University.

GIK Num

A number assigned to identify the donation of a Gift-in-Kind.

Internal Req Num

The number of the request to purchase an Equipment Item within the University of Wisconsin System.

Inventory Item

An Inventory Item is a piece of equipment that has been acquired with capitalized funding.

Inventory Number or Inventory#

The number used to uniquely identify an Equipment Item.

Item Description

Free-form text description of the Equipment Item.

Journal Date

The date that the funding for this acquisition was posted to SFS.

Journal ID

The identifier of the journal containing the financial transaction for this acquisition.

Journal Line

The journal line number that corresponds to one funding split for the financial transaction pertaining to this acquisition.

Last Phys Inv Date

The date of the most recent physical inventory conducted for an Equipment Item.

Loan Agree Num

A number assigned to a Loan Agreement by the University when loaning University equipment to an outside institution.

Major Group

A code identifying a broad category of similar Equipment Items.

Manufacturer

A number used to identify the manufacturer of an Equipment Item, as well as the associated name of the manufacturer.

Mfr Model Num

The number assigned by the manufacturer identifying the style or design of an Equipment Item.

Mfr Serial Num

The number assigned by the manufacturer identifying the specific serial number of an Equipment Item.

Order Date

The date of the Purchase Order on which an Equipment Item was purchased.

Origin

The identifier number associated with the acquisition of an Equipment Item.

Origin Code (Item Origin Code)

A code defining how an Equipment Item was acquired by the University of Wisconsin - Madison. Values = P- Purchase Order, I- Internal Requisition, C- Internal Cash Transfer, G- Gift-in-Kind, F- Federal Transfer, R- Research Agreement, L- Loan from Outside University, X- Transfer from Outside Institution, U- Origin Unknown, V- Government Furnished, T- Title Transfer From Federal Government, D- Department Transfer at No Cost.

Original (Original Acquisition)

Indicates if the acquisition record is for the original acquisition of an Equipment Item. Values = Y or N.

Owner or Ownership

Identifies the entity that holds the legal or equitable title to an Equipment Item. Values = U- University Ownership, F- Government Ownership, D- Donor Ownership.

Primary Name

The generic name of the Equipment Item.

Program

A code identifying the general purpose for which the money is being spent.

Project ID

The identifier of a sponsored or non-sponsored project.

Property Admin

The person appointed by a department to act as the inventory liaison between the department and Property Control and who is responsible for the maintenance of inventory information for the Equipment Item.

Report

Indicates if the item is reportable according to federal guidelines. Values = Y or N.

Reqnum

The requisition number of the Purchase Order on which an Equipment Item was purchased.

Research Agree Num

The number of the agreement between a vendor and the University of Wisconsin-Madison making an Equipment Item available for University use in return for performing a service for the vendor.

Responsible Emp.

The person in a department who has direct responsibility for the equipment's use.

Room Space Num

The number assigned to a building room or other building space.

Secondary Name

More specifically describes a generic Equipment Item.

SFS Account

Account. Part of the accounting code. An identifier used for records that are organized by project rather than by organizational entity.

Status (Acquisition Status)

Identifies the status of the acquisition record as Active, Inactive or Pending. An Active acquisition record is one that represents the current acquisition of an Equipment Item. An Inactive acquisition indicates this acquisition record is no longer active and a subsequent acquisition has been recorded. A Pending acquisition record indicates that a Purchase Order has been printed for the Equipment Item, but the item has yet to be delivered. Values = A, I or P.

Total Funding Amount

The total amount of all funding lines for an item’s acquisition.

Total Item Amount

The total funding amount plus any “trade in credit” and “fair market value”.

Trade In Credit

The amount credited toward the purchase cost of an Equipment Item for the trade-in of another Equipment Item.

Trade In Info

Information about an Equipment Item that was traded in on the purchase of another Equipment Item to receive the indicated Trade-in Credit. The information would normally include either the Inventory Number or the serial number of the Trade-in Equipment Item.

UDDS

The code identifying unit, division, major department and subdepartment.

Using Department or Using Dept

UDDS of the department using an Equipment Item.

Vendname

Name of the vendor furnishing an Equipment Item.

Vendnum

Code identifying a vendor name in the Purchasing System.

Verified Off Campus

Indicates if a Federally Titled Equipment Item's location and use has been verified and a completed verification form received.

Wing

Part of Facility key. Values = Blank or suffix distinguishing one wing or section of a building from another.

Xfer From Outside Inst

Describes the source of an Equipment Item transferred to the University of Wisconsin-Madison from another institution. This would normally occur when a faculty member transfers to the University bringing equipment with them.