You can change the ChartField or chartstring information of an asset in UGA Financial Management using the Basic Add screen.
Tutorial Resources
Account Codes for Equipment
In this article, you will learn how to change the custodial chartstring for an asset in the UGA Financial Management System.
First, log into the Financial Management System.
On the UGA Financial Management System homepage, click the Classic Home button.
To navigate to the Basic Add page, select:
Main Menu > Asset Management > Asset Transaction > Owned Assets > Basic Add
Click the Basic Add link.
The Asset Basic Information search page is displayed. On this page, you will enter search information to locate the asset for which you want to change the chartstring information.
The Business Unit field will default to the value defined in your User Preferences. For Asset Management the Business Unit will always be 18000.
The Tag Number is the six digit Control Number assigned to an asset on the Property Tag.
Enter the Tag Number into the Tag Number field.
Note : You can also search by Asset Identification if the tag is not known and the Asset ID has been assigned by the system .
Example shown here: " 680007 " in the Tag Number field.
Click the Search button.
The Asset General Information page is displayed. This page contains basic information about the asset.
To enter the transfer chartstring information, click the Manufacture/License/Custodian tab.
The Manufacturer/License/Custodian tab is displayed. Scroll down to view the Custodian Information section, which displays the current custodian and corresponding chartstring.
To add new information, click the [+] in the upper right corner of the Custodian Information section.
A new record is inserted with an Effective Date of today's date.
The remaining information (including Custodian, Empl ID, Authorization, and ChartFields) is carried over from the previous custodian information.
The Custodian field can be edited at the same time as the ChartFields, if needed.
Leave Empl ID and the Authorization fields (Status, Name, and Date) in their default values.
To transfer the asset to another custodial chartstring, enter the corresponding information in the Fund Code field.
Example shown here: " 14100 " in the Fund Code field.
Enter appropriate information into the Program field.
Example shown here: " 14400 " in the Program field.
Enter appropriate information into the Department field.
Example shown here: " 19003BOR " in the Department field.
Enter appropriate information into the Class Field field.
Example shown here: " 41500 " in the Class Field field.
With all the new chartstring information entered in the ChartFields, click the Save button.
The Manufacture/License/Custodian tab is updated to reflect the new ChartField information for the selected asset.