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SPA Process User’s Guide – Chapter 4 – Adding Property and Funds

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Adding a Property In Suspense Record

Property that has been received by an agency should immediately be given a property number and entered into the SPA system for tracking purposes. There are some instances where the acquisition cost or other accounting information is not available. However, this should not prevent an agency from assigning the item a property number. Agencies can give an item a property number without the necessary accounting information by entering acquisition method 13 on the Add Property screen.

The mandatory fields are REC DATE, EFF DATE, FUND, DESCRIP, ACQ COST, CLASS CODE and FISC YR.

Note: Property with an Acquisition Method of 13 does not appear on any SPA reports and cannot be transferred until accounting and acquisition information is entered on the Update Property in Suspense (PAACQU) screen, which then removes the property from suspense.

Procedure

  1. Access the Add Property (PAPADD) screen on the Main Menu.
  2. Verify the agency number in the AGENCY field.
    SPA automatically defaults to the user’s agency number.
  3. Enter the property number in the PROPERTY field.
  4. Enter the component number in the COMPONENT field.
  5. Press Enter.
  6. Enter the agency fund in the FUND field. The property should be assigned a fund where the asset renders the most service.
  7. Tab to the field(s) necessary to enter information for property.
  8. Enter of the date the property was received in the REC DATE field (using MM-DD-YYYY format).
  9. Enter an effective date in the EFF DATE field (using MM-DD-YYYY format).
  10. Enter a description of the property in the DESCRIP field.
  11. Enter the quantity in the QNTY field.
  12. Enter the class code in the CLA field.
  13. Enter acquisition method 13 in the ACQ METHOD field.
  14. Enter an estimate of the acquisition cost in the ACQ COST field.
  15. Enter the fiscal year in the FIS YR field (using YYYY format).

    Special Note: The fields in steps 16-21 (below) are mandatory for internal agencies only.

  16. Enter a detailed description of the exact location of the property in the LOC 1 field.
  17. Enter a detailed description of the exact location of the property in the LOC 2 field.
  18. Enter a detailed description of the exact location of the property in the LOC 3 field.
  19. Enter the first name of the person responsible for a piece of property in the RESPONSIBLE FIRST field.
  20. Enter the middle name of the person responsible for a piece of property in the RESPONSIBLE MIDDLE field.
  21. Enter the last name of the person responsible for a piece of property in the RESPONSIBLE LAST field.
  22. Press Enter. The message Information Has Been Added appears.

    Note: Property information must be updated in the Update Property in Suspense (PAACQU) screen when the financial information becomes available (invoice received). Acquisition Method 13 should be changed to the appropriate method; otherwise, the property will not be reflected on SPA reports used to prepare the capital asset note.