University of Wisconsin-Madison

Acct

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

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.

Acquisition/Funding Screen

Allows user to view the acquisitions and funding information for a specific Equipment Item. Access this screen by pressing the Acq/Fund push-button on the Equipment Item screen.

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 An Inactive acquisition indicates this acquisition record is no longer active and a subsequent acquisition has been recorded.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.

Activity

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

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.

Cash Xfer Voucher Num

Number of voucher used for a cash transfer.

Chapter

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

Chargeback

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

Free-form text description of the configuration.

Configuration Number

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, N- Not In Use, T- Traded, X- External Transfer, S- Sold, L- Stolen, C- Cannibalized, J- Junked, U- Transfer to Surplus, D- Deemed Non-Capital, V- Returned to Vendor, G- Lost, Y- No longer Meets $5000 Capitalization Level, Z- Federal items costing less than $1000, R-Software Not Inventoried, P-Lease/Purchase. All codes, other than A, are disposal codes (inactive).

Current Status Date

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

Depreciate

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

DOE Equipment Type

Code used by the Department of Energy to identify equipment type.

Equipment Item Screen

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

Exp Class

A minor class code used to classify financial transactions according to the object of the expenditure.

Fabricated

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

Facility Number

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.

Fed Agency Award Num

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

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.

Federal Agency Decal Num

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

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 UDDS

UDDS which is the source of funding for an item.

FYR

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 Number

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

Insurance Code

Designates the type of insurance converge for an Equipment Item.

Int Req Num

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

Inv Num Decal Attached

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

Inventory Item

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

Inventory Number

The number used to uniquely identify an Equipment Item.

Item Description

Free-form text description of the Equipment Item.

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.

Last Phys Inv Date

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

List of Values

An indicator that there is a list of values associated with the selected data field. The List of Values indicator will appear in the status line. You must be in the Enter-Query mode on the Equipment Item screen to activate the List of Values indicator.

Loan Agree Num

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

Loan Date End

The end date of a loan agreement.

Loan Date Start

The start date of a loan agreement.

Logon ID

Logon ID assigned to mainframe users by Division of Information Technology.

Main Menu Screen

The point of access for all other screens in the Capital Inventory System.

Major Group Code

A code identifying a broad category of similar Equipment Items.

Mfr Model Num

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

Mfr Name

The name of the manufacturer of an Equipment Item.

Mfr Num

A number used to identify the manufacturer 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 Number

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

Original Acq

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

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.

Person ID

IADS Appt Person ID.

PO Num

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

Primary Name

The generic name of the Equipment Item.

Property Administrator

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.

Query Screen

Allows the user to query the database using selected data elements.

Reqnum

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

Responsible Employee

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

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.

Room Space Num

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

Row Entry DTG

Date-Timestamp of the creation or most recent update of a data field or screen.

Row Entry Who

The Logon ID of the person who created or last updated a data field or screen.

Secondary Name

More specifically describes a generic Equipment Item.

Sponsor Name

The name of the donor who provides the funds to acquire an Equipment Item.

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 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.

Years Life

The useful life in years, as designated by System Administration, of an Equipment Item for depreciation purposes.

Query

Transfers the user to the Query screen. The Query screen allows the user to query the database using one of the following criteria: inventory number, configuration number, using department, origin number, federal award number, or any combination of the funding code. In addition, the user can specify which items they wish to retrieve based on their status.

Exit

Allows the user to exit the UW-Madison Capital Inventory System.

Inventory Number

The number used to uniquely identity an Equipment Item. Enter the entire Inventory Number, for example U0612345.

Configuration Number

A number used to uniquely identify a collection of Equipment Items. Enter the entire Configuration Number, for example U0612345. The Configuration Number can be the same as an Inventory Number.

Using Department

UDDS of the department using an Equipment Item.

Origin Number

The identifier number associated with the acquisition of an Equipment Item. Includes Purchase Order Number, Internal Requisition Number, Gift-in-Kind Number, Loan Agreement Number, or Federal Transfer Order Number.

Federal Agency Award Number

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

Fyr

Fiscal year which runs from July 1 through June 30.

Fund

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

Acct

Account. Part of the accounting string. An identifier used for records that are organized by project rather than by organizational entity. Normally used by gift and grant funds.

Activity

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

Funding UDDS

UDDS which is the source of funding for an Item.

Exp Class

A minor class code used to classify financial transactions according to the object of the expenditure.

Item Status

Gives user the ability to choose all current status codes or select a specific current status.

Query

Executes the query using the criteria that the user has entered.

Exit to Main Menu

Allows the user to exit to the Main Menu.

Owner

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

Inventory Number

The number used to uniquely identify an Equipment Item.

Configuration Number

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

Item Description

Free-form text description of the Equipment Item.

Current Status

A code indicating the current status of an Equipment Item. Values = A-Active, N-Not In Use, T-Traded, X-External Transfer, S-Sold, L-Stolen, C-Cannibalized, J-Junked, U-Transfer to Surplus, D-Deemed Non-Capital, V-Returned to Vendor, G-Lost, Y-No longer meets $5000 Capitalization Level, Z-Federal Items costing less than $1000, R-Software Not Inventoried, P-Lease/Purchase. All codes, other than A, are disposal codes (inactive).

Items with Current Status

Indicates the current status criteria selected from the Query Screen when running the query.

Using Dept

UDDS of the department using an Equipment Item.

Active Acquisition Total

The total acquisition cost of the active acquisitions for all Equipment Items resulting from the query.

Sort by Configuration #

Sorts the output of the query results by configuration number. The default sort is by Inventory Number.

Item Detail

When the user clicks on the Inventory Column in the grid, and selects a particular row (Equipment Item), then presses this push-button, the user is transferred to the Equipment Item screen. The information that will be displayed will be for the highlighted Equipment Item from this result screen.

Configuration Details

When the user clicks on the Configuration Column in the grid, and selects a particular row (equipment Item), then presses this push-button, the user is transferred to the Configurations screen. The information that will be displayed will be for the highlighted Configuration number from this result screen.

Enter Query Criteria

Returns the user back to enter a different query.

Exit to Main Menu

Allows the user to exit to the Main Menu.

Ownership

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

Inventory Num

The number to uniquely identify an equipment item.

Configuration Num

The number to uniquely identify a collection of equipment items.

Major Group

Identifies a broad category of similar equipment.

Primary Name

Identifies the generic name of the equipment item.

Secondary Name

More specifically describes a generic equipment item.

Item Description

Free-form text description of the equipment item.

Mfr Model Num

Number assigned by the manufacturer identifying the style or design of an equipment item.

Mfr Serial Num

Number assigned by the manufacturer identifying the serial number of an equipment item.

Mfr Num

Number used to identify the manufacturer of an equipment item.

Property Admin.

Person ID of person responsible for the maintenance of inventory information for the equipment item.

Responsible Emp

Person ID of the person using the equipment.

Chapter

Indicates the chapter or unit to which the facility number refers. Currently only the Madison and Milwaukee space management offices and the Madison accounting office.

Facility Num

Part of the facility key assigned by the Space Management office.

Wing

Part of the facility key. Blank or suffix distinguishing one wing or section of a building from another.

Room Space Num

Part of the physical RIF key. The number assigned to a building room or other building space.

Building Name

Name of the building as assigned by the Space Management Office

Available

The equipment item is available to share with other departments. Values = Y or N.

Verified Off Campus

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

Decal Attached

Indicates if the decal identifying the inventory number of an equipment item is attached to the equipment item. Values = Y or N.

Followup Reqd

Follow-up is necessary to gain additional information about the equipment item. Values = Y or N.

Current Status

A code indicating the current status of an Equipment Item. Values = A- Active, N- Not In Use, T- Traded, X- External Transfer, S- Sold, L- Stolen, C- Cannibalized, J- Junked, U- Transfer to Surplus, D- Deemed Non-Capital, V- Returned to Vendor, G- Lost, Y- No longer Meets $5000 Capitalization Level, Z- Federal items costing less than $1000, R-Software Not Inventoried, P-Lease/Purchase. All codes, other than A, are disposal codes (inactive).

Current Status Date

Date on which the current equipment item status was entered.

Condition

The condition of an equipment item as reported by the using department.

Fed Agency Decal

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

Last Phys Inv Date

Date of the most recent physical inventory conducted for an equipment item.

Charge Back

Identifies that equipment item is used in a chargeback operation. Values = Y or N.

Acq/Fund

Allows the user to access acquisition and funding information for the equipment item being shown on the screen.

Inventory Number

Number used to uniquely identify an equipment item.

Acq Date

The date the equipment item becomes an active inventory item.

Acq Status

Identifies the status of the acquisition record. Values = A- Active, I - Inactive, P - Pending.

Original Acq?

Indicates if the acquisition record is for the original acquisition of the equipment item. Values = Y or N.

Using Dept

UDDS of the department using the equipment item.

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 Federal Government.

Trade in Credit

The amount credited toward the cost of this equipment item for the trade-in of some other item.

Trade in Info

Information about an equipment item that was traded in to receive the indicated Trade-in credit.

Origin Code

The identifier number associated with the acquisition of an equipment item.

Reqnum

The requisition number of the Purchase Order on which this item was purchased.

Vendnum

Code identifying a vendor in the Purchasing System.

Order Date

Date of the Purchase Order on which this item was purchased.

Internal Req Num

The number of the request to purchase (internal transfer) an equipment item within the University of Wisconsin-Madison system.

G I K Num

The number identifying a donation of equipment.

G I K Donor

The name of the donor of an equipment item.

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.

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.

Loan Agree Num

Then number of the agreement for the loan of an equipment item.

Xfer From Outside Inst

Describes the source of an equipment item transferred from another institution.

Origin

A field displaying the description of the Origin Code.

Fyr

Fiscal year. Runs approximately July 1 through June 30 for the State of Wisconsin.

Fund

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

Acct

Account is part of the accounting code. An identifier used for records that are organized by project rather than by organizational entity. Normally used by gift and grant funds.

Funding UDDS

UDDS which is the source of funding for an item.

Activity

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

Exp Cls

A minor class code used to classify financial transactions according to the object of the expenditure.

Amount

The dollar amount funded by the acquisition funding source for an equipment item.

Deprct?

Identifies whether an equipment item is to be depreciated. Values = Y or N.

Cash Xfer Voucher Num

Number of voucher used for a cash transfer.

Fed Agency

The Federal agency that provided the funds to acquire an equipment item.

Fed Agency Award Num

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

Funding Total

The total cost of all funding expenditures for an acquisition used to acquire an equipment item.

Item Total

Reflects the total value of an equipment item. Includes the total of Fair Market Value plus Trade-In Credit plus Item Total.

Sponsor Name

The name of the entity providing non-Federal grant funds to acquire an equipment item.

Equipment Item

Allows the user to return to the equipment item screen.

Vendor Name

Allows the user to view the vendor name associated with the vendor number indicated.

Configuration Num

A number used to uniquely identify a collection of equipment items. May be identical to the Inventory Number.

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.

Fabricated

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

Fed Agency Decal Num

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

Config Description

Free-form text description of the configuration.

Owner

Identifies the entity that holds the legal or equitable title to an equipment item

Inventory Number

The number used to uniquely identify an equipment item.

Item Description

Free-form text description of the equipment item.

Current Status

A code indicating the current status of an Equipment Item. Values = A- Active, N- Not In Use, T- Traded, X- External Transfer, S- Sold, L- Stolen, C- Cannibalized, J- Junked, U- Transfer to Surplus, D- Deemed Non-Capital, V- Returned to Vendor, G- Lost, Y- No longer Meets $5000 Capitalization Level, Z- Federal items costing less than $1000, R-Software Not Inventoried, P-Lease/Purchase. All codes, other than A, are disposal codes (inactive).

Items with current status

Indicates the current status criteria selected from the query screen when running the query.

Active Acquisition Total

The total cost of the active acquisitions for the equipment items contained in the configuration selected in the query.

Item Detail

A push-button that allows user to view the equipment item screen for the equipment item highlighted.