Fixed Asset Communicator Post

Post

Use this option to post asset records from the temporary Asset Upload table to the Assets table in the Fixed Assets system. In the Post Interface Records page, you can post records selectively by control number or post all records by leaving the Enter Control Number field blank.

Menu Path: Fixed Assets > Entry & Processing > Communicator > Post

Prerequisites

Before posting records to Fixed Assets, the following steps must be completed:

Print and review the post-log to find what information needs to be corrected. All updates and deletions should be completed before you post records to Fixed Assets.
Verify that all other users are logged out of Fixed Assets and Fixed Assets Communicator.
Run a backup of your Fixed Assets database. The backup enables you to restore your original

records if the posting has undesired results. Menu Path: System Administration > All > Administration > Backups to Disk > Backup Fixed Assets to Disk.

Menu Path: System Administration > All > Administration > Backups to Disk > Backup Fixed Assets to Disk.

Effects of Posting by Record Type

Posting from Communicator to Fixed Assets updates the Assets table by adding new records or changing existing records. It also updates fields in the gasb_fx and sourceamt tables based on record type. The gasb_fx

table is used for generating GASB reports, while the sourceamt table is used for generating Fixed Assets' Fund Source report .

Following are the effects of posting on the Assets table as determined by record type:

Recored Type	Description
N - New	Creates a new asset record in the Assets table.
C - Change	Updates fields that were changed in Communicator. All other fields retain their original values.
R -Renumber	Updates fields that were changed in Communicator and assigns a new Asset ID. The former ID moves to the Old Asset ID (User 5) field. All other fields retain their original values.
M -Missing	Applies to assets that were originally listed in the Assets table but that were not found during the inventory. These records will have their status changed to Missing in the Assets table and will be deleted from the Asset Upload table.

Posting asset records

Verify that the Prerequisites outlined above have been completed.
Select Fixed Assets.
Select Entry & Processing.
Select Communicator.
Select Post.
In the Post Interface Records page's Enter Control Number field:
- To reference a specific file in the Asset Update table, enter the file's control number.
- To reference multiple files in the table, insert the pipe symbol between control numbers
  - Example: 101219|102319|110519.
- To reference all files in the table, leave the Enter Control Number field blank.
Select OK to post the records.

Once all asset records are successfully posted to Fixed Assets, use the Asset Information option to review the records and update default values where needed.

The multiasset table is updated for N - New record types.
The table is updated for C - Change record types only if there is a single multi-asset record associated with the asset.

Posting Log and Error Messages

The posting generates the post_fai.log, which provides the status of the records posted and lists any errors encountered. Records that contain errors cannot be posted.

The following are the error messages that may appear in the posting log, along with explanations to help you resolve them.

Error Message	Details
CANNOT POST MISSING ASSET - ASSET NOT FOUND DURING INVENTORY. ASSET STATUS CHANGED TO MISSING	An asset record with the record type M - Missing, indicating it was not found during a physical inventory, will not post. Existing information on the asset in the Assets table will remain unchanged except for the status field which will be set to "MISSING."
CANNOT POST MISSING ASSET - ASSET NOT FOUND DURING INVENTORY. ASSET ID DOES NOT EXIST IN ASSETS TABLE EITHER	The asset has a record type of M - Missing, but in this instance, the asset was not found in the Assets table.
REPORTED AS HAVING CHANGED ID - ORIG. ID NOT IN ASSETS TABLE WILL BE PROCESSED AS A NEW RECORD	The asset has a record type of R - Renumbered but the original asset ID does not exist in the Assets table. In this case, the asset will be treated as a new asset.
REPORTED AS NEW ID - ASSET ID EXISTS IN ASSETS TABLE WILL BE PROCESSED AS A CHANGE RECORD	The asset has a record type of N - New, but its ID already exists in the Assets table. The record will be processed as a change, not as a new asset.
REPORTED AS A CHANGED ASSET - ASSET ID DOES NOT EXIST IN ASSETS TABLE WILL BE PROCESSED AS A NEW RECORD	The asset has a record type of C - Change, but its asset ID does not exist in the Assets table. The record will be processed as a new asset.
NO FUND SOURCE or INVALID FUND SOURCE.	Either the asset's source field is null or Fund Source table verification failed.
INVALID DEPARTMENT.	The value in the asset's Department field has failed table verification.
NO LOCATION CODE or INVALID LOCATION CODE.	Either the asset's Location field has no entry or its value failed table verification.
NO CATEGORY CODE or INVALID CATEGORY CODE.	Either the asset's Category field has no entry or its value failed table verification.
NO DEPRECIATION COST CENTER or INVALID DEPRECIATION COST CENTER.	Either no depreciation cost center was entered or the value failed table verification.
NO DEPRECIATION COST ACCOUNT or INVALID DEPRECIATION COST ACCOUNT.	Either no depreciation account was entered or the account value failed table verification. An account is not needed if the depreciation flag is set to N.
FUND TYPE FLAG CANNOT BE BLANK or INVALID FUND TYPE.	The fund type must be entered and must be valid (Government or Business).
FUNCTION CANNOT BE BLANK or INVALID FUNCTION.	The function must be entered and must be valid.
ACTIVITY CANNOT BE BLANK or INVALID ACTIVITY.	The activity must be entered and must be valid.
INVALID MULTIPLE FUNCTION ASSET.	The multiple function asset failed table verification
REPORTED AS HAVING CHANGED ID - ORIG. ID NOT IN ASSETS TABLE. NEW ASSET ID EXISTS IN THE ASSET TABLE - RECORD CANNOT BE POSTED.	The asset has a record type of R - Renumbered, but the original asset ID does not exist in the Assets table. The record cannot be posted.
REPORTED AS HAVING CHANGED ID - NEW ASSET ID ALREADY EXISTS IN THE ASSET TABLE - RECORD CANNOT BE POSTED.	The asset has a record type of R - Renumbered and its ID exists in the Assets table, but the new asset ID is already in use. The record cannot be posted.
FUNCTION/ACTIVITY CHANGE FOR ASSET WITH MULTIPLE ALLOCATIONS - FUNCTION/ACTIVITY MUST BE UPDATED MANUALLY.	The asset is updated with all changes except function or activity. You must update the function or activity in Fixed Assets.

Records that contain errors cannot be posted. Use the Review option to fix the errors indicated, and run the post option again.