SPA Process User’s Guide –
Chapter 4 – Adding Property and Funds
Adding a New Property Record
The Add Property (PAPADD) screen allows agencies to add the following transactions to the SPA system: New Property, Surplus Property Not Tracked on SPA and Property Held in Suspense.
Note: The Add Property (PAPADD) screen is to be used for open years only. For closed years, use the Add PY Property (PAPPFY) screen.
The mandatory fields are: FUND
, REC DATE
, EFF DATE
, DESCRIP
, ACQ MD
, ACQ COST
, FISC YR.
, CLASS CODE
and LOC
(for internal agencies).
Note: Before adding a property record, obtain the necessary property and financial information from the agency’s accounting department or other appropriate source.
Procedure
- Access the Add Property (PAPADD) screen on the Main Menu.
- Verify the agency number in the
AGENCY
field.
The SPA system automatically defaults to the user’s agency number. If data is maintained by your agency for more than one agency, a different agency number may be entered by typing over the system-generated number. - Enter the property number in the
PROPERTY
field. - Enter the component number in the
COMPONENT
field. - Press Enter. The system tabs automatically to the
FUND
field. - Enter the agency fund in the
FUND
field. - Enter the receipt date in the
REC DATE
field (using MM-DD-YYYY format). - Enter the effective date in the
EFF DATE
field (using MM-DD-YYYY format). The effective date must correspond to the fiscal year in theFISC YR
field. See step 17. - Enter the voucher date in the
VOUCHER DATE
field (using MM-DD-YYYY format). - Enter the in-service date in the
IN-SERVICE DATE
field (using MM-DD-YYYY format). If left blank, the system populates the field with receipt date. The in-service date must correspond to the fiscal year in theFISC YR
field. See step 17. - Enter a description of the property in the
DESCRIP
field.Note: Agencies should create consistent descriptions for the property types they enter.
- Enter quantity in the
QNTY
field. If left blank, this field defaults to 1.Note: Due to SPA system limitations, if you enter a quantity other than 1 the asset will not be included on the CAAB capital asset reports. You may include the number of units purchased in the
COMMENT
field. - Enter the class code in the
CLA
field.Note: This entry must be a valid code. For a list of valid class codes, refer to Appendix A.
- Enter the acquisition method in the
ACQ MD
field.Note: For a list of acquisition methods, refer to Appendix B.
- Enter the acquisition cost in the
ACQ COST
field (using XX.XX format).Note: The system reads an entry of 100 as $100.00.
- The
USEFUL LIFE
field is a display only field populated from the useful life value on the class codes table in Appendix A. Useful life can be updated via the Update Depreciation [Depreciable Entities] (PADPRE) screen. - Enter the fiscal year in the
FISC YR
field (using YYYY format). The fiscal year must correspond to the effective date in theEFF DATE
field and in-service date in theIN-SERVICE DATE
field. See steps 8 and 10. - Enter the comptroller object number in the
COMPT OBJ
field.Note: This field is mandatory only when Acquisition Method 02 – State Sources is used. See Capital Asset Object Codes.
Special Note: The fields in steps 19-23 (below) are mandatory only when Acquisition Method 08 (Debt Financed Instruments) is used. Finance term is expressed in months.
- Enter the debt finance method in the
DEBT MD
field. - Enter the series/lease supplement number in the
LEASE NO
field. - Enter the finance term in the
FIN TERM
field. - Enter the amount financed in the
AMT FIN
field. This number can be different from the acquisition cost. - Enter the condition of the property in the
COND
field. See Chapter 2 for requirements in reporting asset condition. If left blank, the system defaults to G (good condition). - Enter one of the following appraisal methods in the
APPR MD
field:- Invoices and other documents stating original cost
- Manufacturer price list
- Distributor and supply company catalogs
- Industry publications and trade journals
- Public records and tax assessment records
- Realtors, appraisers and bankers
- Other
Note: This field is mandatory only when Acquisition Methods 05 – Gifts or Donations and 09 – Assets Held in Trust are used.
Special Note: The fields in steps 25–31 (below) are mandatory for internal agencies only.
- Enter a detailed description of the exact location of the property in the
LOC 1
field. - Enter a detailed description of the exact location of the property in the
LOC 2
field. - Enter a detailed description of the exact location of the property in the
LOC 3
field. - Enter the first name of the person responsible for a piece of property in the
RESPONSIBLE FIRST
field. - Enter the middle name of the person responsible for a piece of property in the
MIDDLE
field. - Enter the last name of the person responsible for a piece of property in the
LAST
field. - Press Enter. The message Information Has Been Added appears.