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Office of Financial Services > Accounting Services

 Frequenty Asked Questions Property Control

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Asset Management SystemUse SHIFT+ENTER to open the menu (new window).
What is the CrossPointe Asset Management system?
This system is the software database that contains all of the property record information.  Each capital asset is identified by a property record number, or ‘asset’ number that matches the tag on the physical item.  All asset data is managed within this system including p.o. information, description, serial number, transfer information, location, etc.    
Asset Management SystemUse SHIFT+ENTER to open the menu (new window).
How do I obtain access to the Asset Management system?
Property custodians are automatically provided authorization to access and use the Asset Management system.  If the property custodian has chosen you to act as a property designee, he/she must send a request to the Help Desk to ask that a staff member become a property designee and receive access to Asset Management.  The staff member will then be contacted by Property Control to attend Asset Management training before being given property designee authorization in the system. 
Asset Management SystemUse SHIFT+ENTER to open the menu (new window).
My property custodian did not attend Asset Management training.  Does he/she have access to the Asset Management system?
Property custodians automatically receive access to the Asset Management system and do not have to attend a training session.
Asset Management SystemUse SHIFT+ENTER to open the menu (new window).
How do I search for property records?
Please refer to the CrossPointe Asset Management User’s Manual for detailed instructions.
Asset Management SystemUse SHIFT+ENTER to open the menu (new window).
Why aren't my 'D' tags in the Asset Management system?
‘D’ tags are given to donated assets with a value less than $1,000. For this reason they will not be in the Asset Management system.
Asset Management SystemUse SHIFT+ENTER to open the menu (new window).
Why does the original value still appear on property records when they are old and aren’t worth that amount anymore? 
Florida Statute 274.02 allows the Chief Finance Officer to establish the rule requirements for recording property.  According to rule 69I-73.003, each property record must be recorded at the original acquisition cost and that amount cannot be reduced by depreciation. 
Building/Room NumbersUse SHIFT+ENTER to open the menu (new window).
A building/room number is not appearing for my site in CrossPointe.  How do I add a new building/room number?
The building/room number data is driven from the A146 panel in AS400.  Schools and departments have different authorizations to update this panel.
• Schools – Each school has a person that handles student scheduling.  That person is authorized to add building/room numbers via the A146 panel.
• Departments – Currently, no authorizations have been granted for departments to update this panel, but a procedure has been written and testing has begun.  Until department designees are trained, please email the Manager of School Accounting and Property Control to request an addition.  
Building/Room NumbersUse SHIFT+ENTER to open the menu (new window).
The incorrect building/room numbers are assigned to my asset.  How do I change the building/room number to a different selection?
Please refer to the CrossPointe Asset Management User’s Manual for detailed instructions on how to change the building/room numbers for your assets.  Please refer to the question how to add a building/room number if the correct building/room is not an available choice.
DCR-1 FormsUse SHIFT+ENTER to open the menu (new window).
When should I use a paper DCR-1 form?
A paper DCR-1 form should be used to record the transfer of all property that is not a capital asset or for capital assets that are in the Asset Management system as retired (disposition code 99).  See the Property Tags section to determine if an item is a capital asset when there is no tag attached.
DCR-1 FormsUse SHIFT+ENTER to open the menu (new window).
What do I do with a paper DCR-1 form – which copies do I keep?
After the paper DCR-1 form is completed, the sending site should keep the goldenrod copy (bottom page) for their records along with any additional pages that the warehouse staff gives them at the time of pick-up.
DCR-1 FormsUse SHIFT+ENTER to open the menu (new window).
What should I do with my old DCR-1 paperwork?
You should save your DCR-1 paperwork until one year after the specific asset on the paperwork has been retired by the School Board. 
DCR-1 FormsUse SHIFT+ENTER to open the menu (new window).
How do I get a blank paper DCR-1 form?
Paper DCR-1 forms must be ordered from the Print Shop.
Disposing of PropertyUse SHIFT+ENTER to open the menu (new window).
Can I throw away property – tagged or not?
No.  According to School Board Administrative Procedure 7310 all property must be disposed of through the Surplus Warehouse. 
• If the item is a capital asset (a property record number was issued and a tag was provided, even if the tag is no longer legible or attached*), an online transfer must occur to transfer the item to the Surplus Warehouse.  * See the Property Tags section to determine if a property record number was issued for an item that does not have a tag attached.
• If the item is not a capital asset (no property record number was ever issued), a paper DCR-1 form can be used to transfer the property to the Surplus Warehouse
Donated PropertyUse SHIFT+ENTER to open the menu (new window).
Do I have to do anything when I receive donated property?
If the fair market value of the donated property is over $1,000 with a useful life greater than one year you must complete the Property Purchase Form found on the Accounting Services webpage under Property Control: Forms.  Please send the completed form to Property Control.  A property record will be created, a tag issued, and the tag will be sent to your property custodian.
Property Custodian/DesigneeUse SHIFT+ENTER to open the menu (new window).
Who is the property custodian of my school?
According to School Board Policy 7300, the Principal of the school is the property custodian of all property located at and charged to that school.
Property Custodian/DesigneeUse SHIFT+ENTER to open the menu (new window).
Who is the property custodian of my department?
According to School Board Policy 7300, the division or department head is the property custodian of all property purchased through or assigned to that department.  All department custodians hold a Director position or above.
Property Custodian/DesigneeUse SHIFT+ENTER to open the menu (new window).
Who is the property custodian of my alternative site?
According to School Board Policy 7300, the Principal, division head or department head can be the property custodian for such sites.   
Property Custodian/DesigneeUse SHIFT+ENTER to open the menu (new window).
How do I become a property designee for my site?
Only the property custodian can designate a staff member to act as a property designee.  The property custodian must send a request to the Help Desk to ask that a staff member become a property designee and receive access in Asset Management.  The staff member will then be contacted by Property Control to attend Asset Management training before being given property designee authorization in the system.  The property designee may be in charge of property for his/her specific site, but the property custodian is the person ultimately responsible for all property issues. 
Property from Grant PurchaseUse SHIFT+ENTER to open the menu (new window).
If I write a grant and purchase property with the grant money is the property mine to keep?
No.  According to Board Administrative Procedure 7300, all property purchased and/or acquired by the District is the property of Brevard Public Schools.  
Property from Internal FundsUse SHIFT+ENTER to open the menu (new window).
Do I have to do anything if my school purchases assets with internal funds?
If your school purchases an asset with internal funds that is over $1,000 with a useful life greater than one year you must complete the Property Purchase Form found on the Accounting Services webpage under Property Control: Forms.   Please send the completed form along with a copy of the check stub, p.o. and invoice to Property Control.  A property record will be created, a tag issued, and the tag will be sent to your property custodian.
Property on LoanUse SHIFT+ENTER to open the menu (new window).
Am I allowed to loan my property to another District site?
Yes, but please use the Property Loan Form found on the Accounting Services webpage under Property Control: Forms.
Property on LoanUse SHIFT+ENTER to open the menu (new window).
If an asset is used by an employee of the same site the asset is assigned to, but that employee is assigned to work off-site, do I need to have a Property Loan Form completed?
Typically, the Property Loan Form is for lending property between sites.  However, the Property Loan Form requires the borrower to identify where the asset will be located and holds the borrower accountable for expenses of loss or damage while in their possession.  If the employee works for the same site in which the asset is assigned, but is working outside of a District site, it is best practice to have a Property Loan Form completed. 
Property on LoanUse SHIFT+ENTER to open the menu (new window).
Where can I get a blank Property Loan Form?
The Property Loan Form can be found on the Accounting Services webpage under Property Control: Forms.
Property on LoanUse SHIFT+ENTER to open the menu (new window).
ET requires a Use Agreement Form to be completed when lending out mobile computing devices.  When I lend these out do I need to fill out the Property Loan Form and ET’s Use Agreement Form?
No.  In these cases, the Use Agreement Form may be used in replacement of the Property Loan Form.  You can find a copy of ET’s Use Agreement Form online in various locations:
• Within the Accounting Services webpage under Property Control: Forms (click on ET’s Use Agreement Form).
• Within the Accounting Services webpage under Internal Funds: Internal Funds Forms (click on ET’s Use Agreement Form).
• From BPS’s employee webpage, under Common Forms: Forms and Procedures, under the Property section (click on Mobile Computing Device Assignment and Use Agreement Form).
 
Property TagsUse SHIFT+ENTER to open the menu (new window).
My computer already has a yellow tag on it that reads “Brevard County Schools.” Isn’t that my property tag?  Why do I need two different tags?
GovConnection issues its own property tags for our computing equipment.  The yellow tag is GovConnection’s identifying tag, not Brevard Public School’s property tag.  If you receive a property tag from Property Control you must affix it to the asset.
Property TagsUse SHIFT+ENTER to open the menu (new window).
How are property tags assigned?
Property tags are assigned based upon the information provided in the purchase order.  When the purchase order includes a taggable object code and the item has been ‘received’ in AS400, a property record is created, a tag is issued, and the tag is sent to the property cutsodian.
Property TagsUse SHIFT+ENTER to open the menu (new window).
What do I do if the tag is no longer attached or legible?
Please contact Property Control via email to request a replacement tag. 
Property TagsUse SHIFT+ENTER to open the menu (new window).
How do I determine if an item is a capital asset if there is no tag attached?
Search for the serial number in the Asset Management system.  Please refer to the CrossPointe Asset Management User’s Manual for detailed instructions on how to search for an asset.  If the item is found, please contact Property Control via email to request a replacement tag. 
ReportsUse SHIFT+ENTER to open the menu (new window).
Why does the original value appear on reports when they are old and aren’t worth that amount anymore? 
Florida Statute 274.02 allows the Chief Finance Officer to establish the rule requirements for recording property.  According to rule 69I-73.003, each property record must be recorded at the original acquisition cost and that amount cannot be reduced by depreciation.  Each report contains different data, but if an amount is included there will be a column for either Acquired Amount, Original Value, Original Amount, or Current Value.
• The Acquired Amount, Original Value, or Original Amount will always show the original acquisition cost.
• The Current Value will take the original acquisition cost and reduce it by depreciation only if the asset was acquired in FY09 or later; otherwise the original acquisition cost will appear.  This has to do with the system not being placed into production until FY09.
ReportsUse SHIFT+ENTER to open the menu (new window).
What kind of property reports are available for me to run?
Please refer to the CrossPointe Asset Management User’s Manual for detailed instructions on available reports.
 
ReportsUse SHIFT+ENTER to open the menu (new window).
How do I run a report?
Please refer to the CrossPointe Asset Management User’s Manual for detailed instructions on how to run reports.
ReportsUse SHIFT+ENTER to open the menu (new window).
Can I convert the report I ran into Excel? How?
CrossPointe reports can be converted into Excel using the GUI printer.  Detailed instructions on how to install a GUI printer are on the Help Desk’s webpage.
Serial NumbersUse SHIFT+ENTER to open the menu (new window).
How do I add or change a serial number?
Adding and changing the serial number have two different procedures:
• Add a serial number – please refer to the CrossPointe Asset Management User’s Manual for detailed instructions (go to the Update Building/Room section).
• Change a serial number – only Property Control personnel are authorized to change a serial number.  If you notice an incorrect serial number on an asset record, please contact Property Control staff.
SoftwareUse SHIFT+ENTER to open the menu (new window).
Why is software on my inventory?
According to Statement No. 51 of the Governmental Accounting Standards Board (GASB), all intangible assets (software) should be classified as capital assets and accounted for in the same manner as tangible assets.
Transfers/DCR'sUse SHIFT+ENTER to open the menu (new window).
What should I do with my old DCR-1 paperwork? 
You should save your DCR-1 paperwork until one year after the specific asset on the paperwork has been retired by the School Board.
Transfers/DCR'sUse SHIFT+ENTER to open the menu (new window).
When transferring an item, how do I know when to use the online system or a paper DCR-1 form?
The method of transfer is dependent upon several factors.  First you must know if the item is a capital asset.  A property record number is issued for all capital assets and the item is affixed with a tag that contains that number.  If the item is tagged, it is a capital asset.   If the item is not tagged it may have fallen off.  Please see the Property Tags section to determine if a property record number was issued for an item that does not have a tag attached.
• If the item is an active capital asset (disposition code 10) an online transfer must occur to transfer the item to another site. 
• If the item is a retired capital asset (disposition code 99) a paper DCR-1 form can be used to transfer the item to another site.
• If the item is not a capital asset (it is not tagged and no property record number was found to be issued), a paper DCR-1 form can be used to transfer the item to another site.
Transfers/DCR'sUse SHIFT+ENTER to open the menu (new window).
Why aren’t my transfers showing up on the asset transfer list?
In order to make sure you are seeing all transfers, press the ‘Page Down’ key until the green information line (at the top and under the title) reads “No Additional Records.”
Transfers/DCR'sUse SHIFT+ENTER to open the menu (new window).
What does it mean if an asset transfer has a status of 'A'?
A status of ‘A’ on the View Pending Asset Transfer List panel indicates that the transfer has been approved by the sending site property custodian and is ready to be received upon and posted by the receiving site.
Transfers/DCR'sUse SHIFT+ENTER to open the menu (new window).
How do I transfer a tagged asset that is not on my inventory?
If you have a tagged asset that is not on your inventory you should search for the asset using the Search for Assets panel (J208) to determine if the asset is active on another site’s inventory or if it has been retired.
• If it is active on another site’s inventory you should contact that site to discuss a transfer of the property to your site.  Once the transfer to your site is complete, you can initiate a transfer to another site.
• If the asset has been previously retired (disposition code 99) you should use a paper DCR-1 form to transfer the asset.
Transfers/DCR'sUse SHIFT+ENTER to open the menu (new window).
How do I transfer an asset when the ‘Asset Number’ field is red-boxed?
Only active assets (disposition code 10) can be initiated through an online transfer.  When the ‘Asset Number’ field is red-boxed during a transfer this usually means that the asset you are trying to transfer is not in an active status.  If the disposition code is 99 (retired), you can use a paper DCR-1 form.  Otherwise, contact Property Control; the green information line (at the top and under the title) will provide an extension to call for assistance.
 
Transfers/DCR'sUse SHIFT+ENTER to open the menu (new window).
I need to transfer an asset to the Surplus Warehouse.  What is its department number?
9840
Transfers/DCR'sUse SHIFT+ENTER to open the menu (new window).
Should I receive on a transfer if I haven’t physically received the asset yet?
No.  You should wait until you physically have the asset before you receive on a transfer in the Asset Management system.
Transfers/DCR'sUse SHIFT+ENTER to open the menu (new window).
My property custodian is trying to post an asset transfer to our site, but the system is not allowing it.  Why?
There could be several reasons the system will not allow a transfer to be posted:
• If the View Pending Asset Transfer List shows the asset with a status of ‘P’ instead of ‘A’ it means the sending property custodian has not yet approved that the asset be transferred.  If your site has already physically received the asset, contact the sending site so that their property custodian can approve the transfer first.
• All of the receiving data may not have been filled in.  Make sure these boxes are filled in: Transfer Date, Building, Room, Receiving Designee (name) and date
Transfers/DCR'sUse SHIFT+ENTER to open the menu (new window).
Can my property custodian designate me to approve transfers?
No.  The property custodian is ultimately accountable for their site’s overall inventory; therefore, they must approve all property leaving or being added to their inventory.