1. 6 th Annual Focus Users’ Conference 6 th Annual Focus Users’ Conference ERP Fixed Assets ERP Fixed Assets Presented by: Will Brock ERP Programmer PowerPoint by: C.J. Obartuck Software Trainer Presented by: Will Brock ERP Programmer PowerPoint by: C.J. Obartuck Software Trainer

2. Fixed Assets & Inventory Fixed Assets Highlights Provides secure asset tracking per district and facility Assures fiscal responsibility for all employees when dealing with district assets Tailored tracking for all capital and non-capital assets Minimum thresholds for capital equipment can be entered for state reporting Options to include tracking requirements for purchased items Create and track transfers made easy through integration with barcode scanners and inventory data View pending approvals and request history, no matter the status Complete control over inventory timelines and reports

3. Fixed Assets & Inventory Permissions Use the Profiles pull-down to modify permissions for selected profile(s) Scroll down to the Fixed Assets section to setup specific menu functionality per the selected profile(s)

4. Fixed Assets & Inventory Approval Flow & Permissions FOCUS uses an electronic approval flow instead of requiring signatures, which requires less paperwork There are three basic elements to establishing Approval Flows: Direction Nodes Approval Nodes Connectors (links) Select Asset Transfers from the Flow Type pull-down Use the Direction Nodes to setup Properties, which are the specific triggers for approval Use the Approval Nodes to define the group of users who can approve the specified action The Approval Permissions tab defines which user(s) are associated with each Approval Group Node setup in the Approval Flow

5. Fixed Assets & Inventory Manage Assets View information on existing Assets and add new Assets to the system District users with all-access (*) permissions can search district-wide; if not, searches are limited to facility and/or area of responsibility Use the search parameters to search by Facility, Barcode, and/or Serial # (1) The Transfer button (2) is used to initiate relocating an item to another facility Click the View button (3) to open an existing asset for review Certain district users, depending on permission level, can add assets to the districts inventory Be sure to click the Save button when complete

6. Fixed Assets & Inventory Depreciation In the Fixed Assets Menu, select Categories to input depreciation information such as Life Expectancy, Depreciation Amount, and Depreciation Period Divide the depreciable value by the asset’s life, or term of years that the asset will be kept and useful. The result is the amount of annual depreciation for that asset. It will be accrued each year over the life of the asset Assuming a purchase price of $1,000, salvage value of $200, and asset life of 5 years, the annual depreciation under this method would be $160 per year (1000 – 200 = 800; 800 / 5 = 160

7. Fixed Assets & Inventory Asset Transfer (Manage Assets, Transfer screen, or Transfer History) Create Transfer Requests to move assets from one facility to another Once submitted, it follows the Approval Flow setup by the district The Transfer History section will automatically update with details regarding the request The designated user in the Approval Flow, will automatically receive an Alert in their Task List upon signing into Focus The approver can view information about the request and Approve or Deny it from same screen. Once the transfer is approved the Request Status column will be updated from Pending to Approved.

8. Fixed Assets & Inventory Asset Report Use the report to create inventory records of inventoried or lost assets by fiscal year and facility Select the desired Facility and Fiscal Year, then press Run Report The Asset Report will display items based on the selected parameters Upon creating the preferred report, click the disk icon to save the report for future use. A pop-up window will appear, prompting the user to title the saved report Utilize the Export icons, Filters, and the scrollbar for in-depth control

9. Fixed Assets & Inventory Release Transfer & Release History Release an asset from its current location to another, documenting that item(s) have been released from the current facility. Once items are recognized as released in the system, the Receive Transfer feature opens From the Release Transfers screen, a list of assets approved for transfer is shown. Click the Release button to release individual items for transfer, or select Release All to do so en masse Once the item is released for transfer, it will be shown in the Receive Transfers section. From the Release History tab, the user can see the Destination Facility and Release Date, along side other details of the order.

10. Fixed Assets & Inventory Receive Transfer & Receive History Receive Fixed Assets that have been transferred from another facility The designated user in the Approval Flow, will receive an Alert in their Task List upon signing into Focus (clicking the alert, navigates to the Receive Transfers screen) The Receive Transfers screen shows a list of items that are pending transfer to a facility within the district and have been released from another facility. Click the Receive button. A Location Information pop-up will be displayed to gather information on how to store the new asset. Click the Submit button to finalize the receiving process. Once marked as received, the transfer will be realized in the Receive History tab. This will show the Destination Facility, Receive Date, and other asset details. Once an asset is designated as received, it is automatically added to the new facility’s inventory.

11. Fixed Assets & Inventory Schedule and Take Inventory Districts control scheduling which allows for efficient inventory management policies by defining Start and End Dates during which schools are to take inventory Scheduling inventory dates well in advance makes planning out the entire year manageable and flexible During the allotted timeframe, users can access the system as frequently as needed, giving each facility flexibility in implementing inventory efforts Inventory can only be taken during the defined timeframe, otherwise it is “Locked”

12. Fixed Assets & Inventory Taking Inventory Use barcode scanners or manually enter asset information When taking inventory, the system will automatically move an asset to the location where it is scanned (if it is in the correct facility) If items are scanned outside of the facility, the system will generate a transfer request to move it (according to the defined Approval Flow) Define inventory location, barcodes, and mark items as Inventoried or Lost

13. Fixed Assets & Inventory Fixed Asset Setup Track Capitalized and Non-Capitalized Codes by fixed asset cost strips These will only need to be setup once. Titles and object codes are defined by the state. To setup new categories, use the New Category button. Click the View button to modify Category Information Category Fields can also be defined

14. Fixed Assets & Inventory Fixed Asset Maintenance Maintain codes and locations of fixed assets Define the facility title, abbreviated building name, and any additional notes Define room codes and names Entering titles and codes for departments adds for another level of inventory control. Users can be assigned a department and can manage their assets no matter where they are located in the district.

15. 6 th Annual Focus Users’ Conference 6 th Annual Focus Users’ Conference Presented by: Will Brock ERP Programmer PowerPoint by: C.J. Obartuck Software Trainer

16. Thank You Please be sure to complete the comment card for this session and enjoy the rest of the Users’ Conference!