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SPA Process User's Guide

SPA Process User’s Guide – Appendix F – Data Dictionary

Data Name Description
Access The access column contains the following values: 0 – Maintain data for a single agency, 1 – Maintain data for multiple agencies, C – Comptroller staff.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: Yes
Action Description Description of the type of non-financial transaction that took place.
Derived: Yes
Stored: No
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: N/A
Default Value: No
Acquisition Cost
(Acq Cost)
Amount paid to purchase property and render it into to service.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 13
Default Value: None
Acquisition Method
(Acq Method)
The original funding source of the property acquired. This field is mandatory if adding or decreasing value to an accounting record that already exists or if adding value by adding a new accounting record (new fund). See Appendix B for more detail.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 2 (Must enter 2 digits for system to process.)
Default Value: None
Action Code Alpha code that represents the type of transaction made to the property record.

Transaction types:
A Add value to acquisition cost.
C Change non-financial information.
D Decrease acquisition cost or other financial information.
E Delete a property record (system-generated code).
F Add value on a property currently in suspense.
G Decrease value on a property currently in suspense/delete suspense record.
I Initial set-up (system-generated code) of property, component, location information of surplus process.
P Property number change.
R Recover deleted property.
T Transfer of property to another state agency.
V Physical deletion from the database of row/Stops surplus process with a user ID.
X Transfer complete. (Shows on receiving agency’s audit trail
Y Comptroller system change on the database.
Derived: Yes
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: Varies
A/D Indicates add (A) or decrease (D).
Derived: No
Stored: No
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: No
Address Line 1 The street address or post office box portion of the user’s address. Mandatory field on the Assign User Access (PAPMGR) screen.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 25
Default Value: None
Address Line 2 The location within the building or department name of the user’s address. Optional field on the Assign User Access (PAPMGR) screen.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 25
Default Value: None
Advertise Date Date that surplus property is advertised on the Surplus Property Web site.
Derived: Yes
Stored: Yes
Calculated: Yes
Alphanumeric: No
Numeric: Yes
Field Length: 10
Default Value: None
AFR Category AFR Category is what a class code rolls up to on the annual financial report. See Chapter 1 for AFR categories.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Agency Number
(Agency, Agy, Agency No.)
Unique number assigned to each agency of the State of Texas by the Comptroller’s office and listed in the USAS Agency Profile (DØ2). Each agency’s number defaults on the SPA online screens.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 3
Default Value: None
Agency Object Code
(Agency Obj, Agy obj)
Identifies the property (object) as an expenditure and must be listed in the USAS Agency Object Profile (D11) and on the USAS Comptroller Object Profile (D1Ø).
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 4
Default Value: None
Agency Open Date The earliest date an agency can post transactions against. Data field in Agency Information (PAAGIN).
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 4
Default Value: No
Agency Signature Name of Agency/Institution head or designee to certify the physical inventory.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 40
Default Value: No
Amount of Change
(Amt of Change)
Provides the actual amount of change in value when adding or decreasing value, or adding or deleting a component. Data field on the Non Financial History (PAHIST) and Financial History Inquiry (PAFHST) screen and Entry field on the Update Value (PAUVAL) screen.
Derived: No
Stored: Yes
Calculated: Yes/No
Alphanumeric: No
Numeric: Yes
Field Length: 16
Default Value: None
Amount Financed
(AMT FIN)
Cost of financing, which includes total principal plus any applicable service fee charged.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 13
Default Value: None
Appointment Required Indicator
(App Req Ind)
Indicates if prospective buyers must make an appointment to view surplus property for sale. Options: Y for yes and N for no.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: Yes
Valid Values: Y or N
Appraisal Method
(Appr Md)
Method by which an agency values gifts, donations, manufactured equipment and assets held in trust. This field is mandatory if Acquisition Methods 05 and 09.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: None
Valid Values:
1 Invoices or other documents stating original cost
2 Manufacturer price list
3 Distributor and supply company catalogs
4 Industry publications and trade journals
5 Public records and tax assessment records
6 Realtors, appraisers and bankers
7 Other
Appropriation Number
(Appropriation No, Appr No.)
Identifies appropriation used to acquire property. Must be listed in the USAS Appropriation Number Profile (20).
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 5
Default Value: None
Asking Price Asking price of surplus property for sale.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 13
Default Value: None
Balance The current value after the transaction takes place.
Derived: No
Stored: Yes
Calculated: Yes
Alphanumeric: No
Numeric: Yes
Field Length: 13
Default Value: No
Beginning Date  
Derived:  
Stored:  
Calculated:  
Alphanumeric:  
Numeric:  
Field Length:  
Default Value:  
CAFR Rpt Entity Indicates whether the agency’s capital assets are reported in the Comprehensive Annual Financial Report.
Derived: Yes
Stored: No
Calculated: Yes
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: No
Capitalization Indicator
(Capitalization IND)
(Cap Ind)
Indicates if any portion of a component meets or exceeds the property capitalization threshold. Capitalized property cannot have a quantity greater than 00001. A C indicates the property is a capitalized item and an I indicates the property is an inventoried item.
Derived: Yes
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: The system defaults to this value based on the financial transactions for the property.
Valid Values: C and I
Central Open Date The earliest date Comptroller staff can post transactions against.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 4
Default Value: No
Certification Date The date the agency’s annual physical inventory was certified to the Comptroller’s office.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 4
Default Value: Yes
Change To Provides the field data name of the entered transaction that has been changed.
Derived: Yes
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 18
Default Value: None
City The city of the user’s address. Mandatory field on the Assign User Access (PAPMGR) screen.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 20
Default Value: None
Class Code
(CLA)
Identifies asset type. See Appendix A for details.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 3
Default Value: None
Class Code Description
(Class Desc)
Description of class code, which automatically defaults to this field from the class code table.
Comment Agency comments that can be entered or updated for all property/disposal methods. On disposal method 08 or 09, it is preferred that agencies provide the name and location of the political subdivision or assistance organization that acquired the property. Mandatory for DM 28-30. If it already exists, the original comment is overwritten if new data/information is entered.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 30
Default Value: None
Commodity Code
(Commodity, Cmdty)
State purchasing code to identify the class and specific item acquired.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 14
Default Value: None
Component Description Description of a component that makes up a piece of property.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 40
Default Value: None
Component Number
(Component No, Component, CPNT, Cpnt no.)
Number assigned to one element of a single property record. The components of a property are treated as a single unit.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 2
Default Value: None
Valid Values: 01–99
Component Replacement Cost
(Repcost)
Dollar amount it would cost to replace the property.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 13
Default Value: None
Component Value Amount paid to purchase a component of a property item. Data field on the Property Totals (PATOTS), Update Fund Value (PAUVAL) and Update Property (PAPUPD) screens.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 13
Default Value: None
Comptroller Object Code
(Comptroller Obj, Comp Obj)
Expenditure object code is mandatory when Acquisition Method 02 – State Sources is used. Codes entered in this field must be valid numbers listed in the USAS Comptroller Object Profile (D1Ø).
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 4
Default Value: None
Condition
(Cond)
Indicates the physical condition of a piece of property. The field defaults to G. See Chapter 2 for complete explanations of the valid values.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: G for Good
Valid Values:
N New or Excellent
G Good
F Fair
P Poor
Contact Person The agency-designated individual responsible for personally showing surplus property to prospective buyers; the inspection person.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 24
Default Value: None
Controlled
(CNTRL)
Controlled assets are property classes that the Comptroller’s office has designated as high risk and requires an agency to report to SPA and all asset categories upon which the agency places local management control.
Derived: Yes
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: Yes
County Code
(County)
County in which the property is primarily located.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 3
Default Value: None
Valid Values: Valid county codes are listed in Appendices D and E.
Current Property No. The assets current Property Number.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 10
Default Value: No
Debt Finance Method
(Debt Md)
Debt financing instrument used to finance the property.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: None
Valid Values:
1 Capital Lease
2 Master Equipment Lease Purchase Program
3 Operating Lease
4 Revenue Bonds
5 General Obligation Bonds
6 Other Debt Instruments
7 Inactive
8 Line of Credit
Dependent Agency An agency that is set up in the governing table under another agency and dependent on the governing agency to maintain their property accounting records.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 3
Default Value: None
Depreciable Entity Fiscal Year The initial year the asset was placed in service or the year where value was added. Data field on Update Depreciation (PADPRE), Update Fund Value (PAUVAL) and Update Property (PAPUPD).
Derived: Yes (From Effective Date of Addition of Property/Value)
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 4
Default Value: None
Depreciation Indicator Indicates whether the asset should be depreciated over its useful life.
Derived: Yes
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: Yes
Designated Title Code Code used to identify the user’s level of authority. Field on the Assign User Access (PAPMGR) screen assigned by Comptroller Security Division.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: None
Valid Values:
H Agency Head
P Property Manager
A Alternate Property Manager
D Data Services
F SPA functional staff at Comptroller’s office
I Internal
S Security Coordinator
T Trainer
U User without any delegation of responsibility for all agency property.
Disposal Date
(date)
Date an agency initiates a disposal method. The disposal date defaults to the date of the transaction.
Derived: YES
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 10
Default Value: None
Effective Date
(Eff Date)
Date the transaction takes place in the Uniform Statewide Accounting System (USAS). This date should reflect the fiscal year in which the capital asset was received.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 10
Default Value: None
Email Address The internet address of the user. Mandatory field on the Assign User Access (PAPMGR) screen.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 50
Default Value: N/A
Ending Date  
Derived:  
Stored:  
Calculated:  
Alphanumeric:  
Numeric:  
Field Length:  
Default Value:  
Expected Date Indicates the date the next annual physical inventory will be taken.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 4
Default Value: Yes
Extension Phone extension number of user. Optional field on the Assign User Access (PAPMGR) screen.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 5
Default Value: None
Fax Number Fax number of the user. Optional field on the Assign User Access (PAPMGR) screen.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 10
Default Value: None
Finance Term
(Fin Term)
Length of time (in months) of debt payment for retiring the principal of the original purchase of the asset.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 3
Default Value: None
First Name First name of the SPA User.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 15
Default Value: None
Fiscal Year
(Fisc Yr)
State accounting period beginning Sept. 1 and ending Aug. 31. For example: Sept. 1, 1999 to Aug. 31, 2000 is Fiscal Year (FY) 2000.

The fiscal year the expenditures will be reported on the agency’s financial statements. The SPA system edits against a valid fiscal year on the USAS Fund Profile (D23).
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 4
Default Value: None
Fund The agency fund is an agency-defined field that allows agencies to choose the level of funds at which appropriations, agency budgets and cash controls are recorded. The SPA system edits fund against a valid number on the USAS Fund Profile (D23). Fund is required for all acquisition methods.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 4
Default Value: None
Fund Residual Value The fund value of an asset that is left over after it has been completely depreciated.
Derived: Yes
Stored: Yes
Calculated: Yes
Alphanumeric: No
Numeric: Yes
Field Length: 13
Default Value: No
Fund Value/Fund Balance Amount paid to purchase a component of a property item by a specific agency fund. Data field on the Property Totals (PATOTS) screen and Update Fund Value (PAUVAL).
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 13
Default Value: None
GAAP Function  
Derived:  
Stored:  
Calculated:  
Alphanumeric:  
Numeric:  
Field Length:  
Default Value:  
GAAP Function Title  
Derived:  
Stored:  
Calculated:  
Alphanumeric:  
Numeric:  
Field Length:  
Default Value:  
GAAP Fund Type Categorizes expenditures by the fund type as defined by USAS. Must be a valid number on the USAS GAAP Fund Profile (D21). GAAP fund type is not entered in SPA; it is referred from the USAS Fund Profile (D23).
Derived: Yes
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 2
Default Value: 13, if Higher Education agency
Grant Number
(Grant No, Grant)
Identifies the agency-defined grant number. Must be a valid number on the USAS Grant Number Profile (D47).
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 6
Default Value: None
Historical Indicator Indicates whether the item is a historical landmark or treasure.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: No
Inventory  
Derived:  
Stored:  
Calculated:  
Alphanumeric:  
Numeric:  
Field Length:  
Default Value:  
Inventory Start Date The date the agency’s annual physical inventory was started.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 4
Default Value: Yes
In-Service Date
(In-Serv Date)
Date property is placed in service. Field will default to value in RECEIPT DATE field if nothing is entered.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 10
Default Value: Receipt Date
Insured Value
(Amt Insured, Insured)
Value of a property covered by insurance in accordance with the terms of the insurance policy, bond covenant or other agreement.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 13
Default Value: None
Item/Lot Number
(Item/Lot No)
The sequential number assigned by your agency to a group of surplus items held for sale by auction. The grouped items may be like items, scrap or a collection of miscellaneous property.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 3
Default Value: None
Job title The title of the user’s job position. Mandatory field on the Assign User Access (PAPMGR) screen.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 30
Default Value: None
Last Name
(Last)
The last name of the SPA User.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 20
Default Value: None
Last Spa Training The last date the user received SPA training.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 8
Default Value: None
Lease Supplement Number
(Lease Supplement No.)
Unique number assigned by the Texas Public Finance Authority or vendor.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 10
Default Value: None
Valid Values: Use this format for Debt Finance Methods 4 and 5 (the first four digits should represent the year of issue, with 2003 as the first valid year. The fifth digit is agency-defined). Example: 2003x.
Location 1
(LOC 1)
First location field used to provide a detailed description of the exact location of the property.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 20
Default Value: None
Location 2 Second location field used provide a detailed description of the exact location of the property.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 20
Default Value: None
Location 3 Third location field used to provide a detailed description of the exact location of the property.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 20
Default Value: None
Mailcode Code used at an agency for distribution of mail. Optional field on the Assign User Access (PAPMGR) screen.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 10
Default Value: None
Manufacturer
(Manuf)
Company that actually produced the property.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 25
Default Value: None
Middle initial (Mid) Middle initial of the SPA user.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: None
Model Year
(Model Yr)
Year the manufacturer produced the property.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 4
Default Value: None
New Fund Balance Value of the component after the value is increased or decreased.
Derived: Yes
Stored: Yes
Calculated: Yes
Alphanumeric: No
Numeric: Yes
Field Length: 13
Default Value: No
New Prop Number
(New Prop No)
A property number assigned to an asset transferred and received by the receiving agency.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 10
Default Value: No
Nickname Familiar Name of the SPA User.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 15
Default Value: None
Number of Property Items Missing The number of property items found missing during the agency’s annual physical inventory.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 7
Default Value: No
Paid Off Effective Date
(ML-Pd-Off-Eff-Dt)
Date field used when the master lease for the property is paid off. This screen appears on the Debt Financed Property (PADEBT) inquiry screen and is a required field on the Update Debt Financed (PAMSTR) screen when PAID OFF field is changed from N to Y.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 10
Default Value: None
Paid-Off Flag Values are Y to indicate that lease amount is paid off and N to indicate that lease amount is not paid off. System will default to N. Do not change acquisition method or debt finance method when lease/debt is paid-off, only change paid-off flag to Y.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: N
Phone Number
(Contact Person)
Telephone number of the agency-designated individual responsible for personally showing surplus property on the surplus screens.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 10
Default Value: None
Phone Number Phone number of user. Mandatory field on the Assign User Access (PAPMGR) screen.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 10
Default Value: None
Phone Number
(Sale Person)
Telephone number of the agency-designated person responsible for surplus price and accounting information.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 10
Default Value: None
Previous Property Number
(Prev Prop No)
The property number the transferring agency assigned to the item being transferred. This number is used to verify that the receiving agency accepted the property transferred by the other agency.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 10
Default Value: None
Previous value
(Prev Value)
Provides the contents of the data field before its most recent change.
Derived: Yes
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 18
Default Value: None
Proceeds From Sale The amount received from the sale of property that has been deleted through surplus or salvage procedures.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 13
Default Value: None
Project Number
(Project No, Proj No)
Agency-defined project number. Must be in the USAS Project Number Profile (D42).
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 6
Default Value: None
Property Number
(Property No, Property #) (Property, Prop No)
Unique number assigned to a capital asset by an agency. All positions in this field are valid values. For example, Property 1 is separate and unique from Property 01.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 10
Default Value: None
Purchase Order Number
(Po No)
Agency purchase order number.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: Yes
Field Length: 12
Default Value: None
Quantity
(Qnty)
Number of items accounted for by one property number. If no value is entered, the field will default to 00001. Should only be used for group basis reporting.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 5
Default Value: 1
Reason for Change The reason for changing from current disposal method to new disposal method. Required field on Update Hard Disposal Methods (PAUHDM).
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 30
Default Value: None
Receipt Date
(Rec Date)
Date capital asset is received and accepted by the agency.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 10
Default Value: None
Recovery Date The Effective Date of the recovery.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 4
Default Value: Yes
Report The Report Number that has been requested.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 5
Default Value: No
Reporting Period  
Derived:  
Stored:  
Calculated:  
Alphanumeric:  
Numeric:  
Field Length:  
Default Value:  
Reporting status Indicates whether an agency is designated as a reporting entity or internal entity.
Derived: Yes
Stored: No
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: No
Requisition Number
(Req No)
Agency requisition number
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 11
Default Value: None
Residual Percent The percent of an asset’s value that is left over after it has been completely depreciated.
Derived: Yes
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 7
Default Value: Yes
Responsible First Name
(Resp First)
First name of the person responsible for the property.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 10
Default Value: None
Responsible Last Name
(Last)
Last name of the person responsible for the property.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 20
Default Value: None
Responsible Middle Initial
(Mid)
Middle initial of the person responsible for the property.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: None
Responsible Person Name of the person responsible for a piece of property.
Derived: Yes
Stored: No
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 31
Default Value: None
Sale/Auction Number
(#)
The number of the sale by auction provided by TFC.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 10
Default Value: None
Sale Person The agency-designated person responsible for surplus property price and accounting information; the person who handles the transfer documentation.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 24
Default Value: None
Search Description Keyword to search the description field.
Derived: No
Stored: No
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 25
Default Value: No
Serial Number
(Serial No, Serial)
Unique number assigned to a piece of property by its manufacturer.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 20
Default Value: None
Software Indicates software version for the Department of Information Resources (DIR).
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 10
Default Value: None
Sort by Fund Indicates that the data will be sorted by fund.
Derived: No
Stored: No
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: No
Special Indicator  
Derived:  
Stored:  
Calculated:  
Alphanumeric:  
Numeric:  
Field Length:  
Default Value:  
SSN The user’s Social Security number.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 9
Default Value: Yes
State The state of the user’s address. Mandatory field on the Assign User Access (PAPMGR) screen.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 2
Default Value: None
Subclass Code
(Sub)
Agency-defined field used to further categorize a piece of property.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 3
Default Value: None
Surplus Comment
(Surp Comment)
The user’s Social Security number.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 60
Default Value: None
Surplus Description
(Surp Descript)
The user’s Social Security number.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 400
Default Value: None
Surplus Location
(Surp Location)
Detailed description of the location of surplus property, such as street, city, county, building, division, floor and room number.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 79
Default Value: None
Surplus Prop Exempt Indicates whether the agency is exempt from the requirements of Texas Facilities Commission’s (TFC) surplus program.
Derived: Yes
Stored: No
Calculated: Yes
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: No
Sys Class Description Description of Class Code, which is system-generated from the Class Code table.
Derived: Yes
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 40
Default Value: No
Time Requested Timestamp indicating when the report was requested.
Derived: Yes
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 10
Default Value: Yes
Title The personal/courtesy title that precedes the name of the SPA User (examples: Mr., Ms., Mrs., Dr., etc.).
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 10
Default Value: None
Tot Cpnt Count Total number of components for a property number. Data field on the Property Totals (PATOTS) screen and Update Fund Value (PAUVAL) screen.
Derived: No
Stored: No
Calculated: Yes
Alphanumeric: No
Numeric: Yes
Field Length: 2
Default Value: None
Tot Fund Count Total number of funds used to purchase the property item. Data field on the Property Totals (PATOTS) screen and Update Fund Value (PAUVAL) screen.
Derived: No
Stored: No
Calculated: Yes
Alphanumeric: No
Numeric: Yes
Field Length: 2
Default Value: None
Total Property Value
(Tot Property Value)
Total amount paid to purchase the entire property item including all funds and components for the property number. Data field on the Property Totals (PATOTS) screen and Update Fund Value (PAUVAL) screen.
Derived: No
Stored: No
Calculated: Yes
Alphanumeric: No
Numeric: Yes
Field Length: 13
Default Value: None
Transaction Code Field used for batch processing and reporting. These are the transaction codes used online to add or update value or correct accounting information other than value.
Options:
A Add value to the acquisition cost of a piece of property.
B Trailer.
D Decrease value to the acquisition cost of a property.
E Delete a property record; disposal completed.
H Header.
I Initiate a new accounting record.
P Renumber property.
T Transfer property to another state agency.
W Suspense property.
Z Advertise surplus property.
Blank Correct/change information.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: None
Transaction Date System-generated date that indicates when the transaction processed.
Derived: Yes
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 10
Default Value: Date of Entry into SPA
Transaction processed Indicator Indicates whether the transaction passed (P) or failed (F) when loading data into SPA via batch. Last field in the Processed and Unprocessed Batch File, which mirrors the original input file a reporting agency sends to SPA to be processed with the Transaction Processed Indicator added at the end of each transaction.
Derived: Yes
Stored: No
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: No
Transaction Time System-generated time that indicates when the transaction processed. The format is military time: HH:MM:SS.
Derived: Yes
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 8
Default Value: System Time
Transferred From Agency
(Transfer Agency)
(Transfer Agy)
The user’s Social Security number.
Derived: Yes
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 3
Default Value: None
Transferred-To Agency
(Transfer-To)
Agency number of the agency receiving the transferred property.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 3
Default Value: None
Transfer Date Date transferring agency chooses as the transfer date (also known as the effective date). Field defaults to the current date if nothing is entered.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 10
Default Value: None
Useful Life Estimated time period that an asset can reasonably be expected to render service. This field will default to the class code numeric value on the Class Code table. However, the default life may be manually overridden by agencies based upon local experience.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 3
Default Value: Useful Life of Class Code Entered
User Active Code to denote if the user is active (Y) or inactive (N). Required field on the Assign User Access (PAPMGR) screen.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: N
User Code Indicates security level and user level assigned to SPA system users. Only SPA staff can update security levels. Required field on the Assign User Access (PAPMGR) screen.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 1
Default Value: None
Valid Values:
A State Auditor’s Office (SAO) staff who review and approve the disposal of missing/stolen property.
C Comptroller’s office SPA staff who maintain SPA data and assign all user levels.
G TFC staff who review/assist in the surplus of property.
T SPA Trainers who test training materials.
X No SPA access. In system for informational purposes only.
0 Users who maintain SPA data for a single agency.
1 Users who maintain SPA data for multiple agencies.
User ID Unique seven-character identification assigned to an individual employee by the Security Information Division at the Comptroller’s office.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 8
Default Value: None
Value of Property Items The value of the property items inventoried during the agency’s annual physical inventory.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 13
Default Value: N
Voucher Date
(Vouch Date)
May be used for USAS document/payment voucher date. Defaults to 01/01/9999. Purchase voucher or payment voucher.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: No
Numeric: Yes
Field Length: 10
Default Value: None
Voucher Number
(Voucher No., Vou no)
May be used for USAS document/voucher number.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 8
Default Value: None
Zip Code The “5-digit zip code plus 4” of the user’s address. Mandatory field on the Assign User Access (PAPMGR) screen.
Derived: No
Stored: Yes
Calculated: No
Alphanumeric: Yes
Numeric: No
Field Length: 9
Default Value: None