Prepared by Department of Finance, Fiscal Systems and Consulting Unit 6/5/2018

Statement of Changes in Capital Asset Group of Accounts Year End Report 18

Purpose

Report 18, Statement of Changes in Capital Asset Group of Accounts, provides information regarding the acquisition and dispositions of capital assets acquired by Governmental Funds during the fiscal year. A Report 18 must be prepared for each fund within your department. The report will detail changes in capital asset balances.

Reference Documents

(and Tie Points)

Job Aid FI$Cal.231 – Year End Report 18 - Statement of Changes in Capital Assets Report 1.0

GL Trial Balance Report and Ledger Activity Report from the Accrual Adjustment Ledger

Subsidiary Reports from the Asset Management module SCO Year-End Financial Reports Procedure Manual (Budgetary/Legal) SAM sections 7977, 8652 and 8660 A Statement of Capital Assets Group of Accounts Report 18, Beginning

Balance Differential Report. https://www.sco.ca.gov/ard_reporting.html Chart of Accounts Crosswalk (Finance, FI$Cal Resources web page) Year-end Report Checklist for FI$Cal Departments

How to Prepare

The Statement of Changes in Capital Asset Group of Accounts is generated from FI$Cal. Follow the steps in Job Aid FI$Cal.231 to generate the report. Below is a summary of the criteria to run the report. Navigation: Main Menu FI$Cal Processes FI$Cal Report GL Reports Changes in Capital Assets

Parameters: Business Unit and Reporting Date. Note: Assets in FI$Cal are recorded in the fund and not in the General Fixed Asset Account Group, Fund 0997.

How to Validate

Validate the completeness and accuracy of the Statement of Changes in Capital Asset Group of Accounts:

1 - Review report header information, including the As of Date. 2 - Validate the BU and Fund number and name. 3 - Account numbers and titles must be in UCM values 4 – The Statement of Changes in Capital Assets pulls information from the

Accrual Adjustment (DEPTADJ) Ledger.

Prepared by Department of Finance, Fiscal Systems and Consulting Unit 6/5/2018

How to

Validate (cont’d)

The Asset Management (AM) module will provide the subsidiary data for Report 18. To reconcile data on the Statement of Changes in Capital Assets, run the following reports:

Trial Balance Report and General Ledger Activity Report from the

DEPTADJ ledger. Subsidiary Asset reports from the AM module, such as the Asset History

Sheet Summary report, which will provide asset detail data for total additions, deductions, beginning and ending balance reported on the Statement of Changes in Capital Asset report. Run Report for the “CAPITAL” book.

5 – The Beginning Balance on Report 18 must match the Beginning Balance

on the Trial Balance. Any differences must be documented and explained in the Report 18-Statement of Changes in Capital Assets, Beginning Differential Report, see page 6. An example of Report 18-Statement of Changes in Capital Assets, Beginning Differential Report can be found in SAM section 7977 illustration 2.

6 – Reconcile Additions to the Trial Balance and the Subsidiary Asset Report

from the AM Module. 7 – Reconcile Deductions to the Subsidiary Asset Report from the AM

Module. 8 – The Ending Balance on Report 18 must match the Ending Balance on the

Trial Balance.

Important

Notes/Tips

Departments must conduct property inventory at least once every 3 years.

See SAM section 8652.

Assets should be correctly converted in FI$Cal. Beginning capital asset balances to prior year ending balances as they were reported to SCO.

The asset beginning balances must agree with prior year ending balances.

See SAM section 8660.

The ending balances should equal the debit balances on Report 19 for each asset type.

Beginning Balance Additions Ending Balance

2,033,432.55 452,067.51 2,485,500.06

2,726,441.23 93,770.08 2,820,211.31

Fund:

Sub Fund:

REPORT 18 – STATEMENT OF CHANGES IN CAPITAL ASSETS

Department of Training - 1234

Fund 4321

Fiscal Year 2017-18

As of 06/30/2018

Business Unit: 1234 - Department of Training Report ID: RPTGL075

Fund: 4321 - Training Support Fund Run Date: 08/01/2018

Subfund: Run Time: 15:45:00

Account – Description Deductions

Tangible Assets

2341 - Equipment 0.00

Intangible Assets

2411 - Computer Software - Amortizabl 0.00

43214,759,873.78 545,837.59 0.00 5,305,711.37

1

2

3 5 6 7 8

Report ID: ZGL061

DEPARTMENT OF TRAINING Trial Balance

Business Unit 1234

Ledger: DEPTADJ

Fiscal Year: 2017 Period 1 to 12

Fund 4321 Training Support Fund (998)

ACCOUNT ACCOUNT_TITLE BEGINNING

BALANCE

DEBITS CREDITS ENDING

BALANCE

1605000 Equipment $2,033,432.55 $452,067.51 $0.00 $2,485,500.06

1605900 Accum Depreciation - Equipment ($1,525,608.75) $0.00 $245,700.15 ($1,771,308.90)

1620200 Computer Software - Amortizabl $2,726,441.23 $93,770.08 $0.00 $2,820,211.31

1620290 Accum Amorti - Comp Software ($1,665,386.16) $0.00 $418,675.86 ($2,084,062.02)

3903000 Fund Balance - Clearing $611,102.52 $0.00 $0.00 $611,102.52

5362399 Capitalized Equipment Purchase $0.00 $0.00 $452,067.51 ($452,067.51)

5362549 Cap Amortiza Intangi Asset Exp $0.00 $0.00 $93,770.08 ($93,770.08)

5424400 Depreciation - Equipment $0.00 $245,700.15 $0.00 $245,700.15

5424900 Amortization -Intangible Asset $0.00 $418,675.86 $0.00 $418,675.86

4

5

5

6

8

8

6

6

4

PeopleSoft AM

Report ID: AMASHIST ASSET HISTORY SHEET

Bus. Unit: 1234 Department of Training

Book: CAPITAL Capital Book

From FY 2017 Per 1 Thru YR 2017 Per 12

Account Cat Asset ID Description In Serv Cost Additions Retirements Recateg.

Accum Depr Depreciation Net Book Value

1605000 EQUI 7426 SAN iSCSI Storage Sy 6/30/2016 - 19,237.68 - -

320.63 320.63 18,917.05

1605000 EQUI 7427 FortiGate 1500D 6/30/2016 - 33,899.74 - -

565.00 565.00 33,334.74

1605000 EQUI 7428 FortiGate 1500D 6/30/2016 - 33,899.74 - -

565.00 565.00 33,334.74

1605000 EQUI 7429 FirtiSandbox 1000D 6/30/2016 - 22,315.85 - -

371.93 371.93 21,943.92

Total Category EQUIP 2,033,432.55 452,067.51 - -

1,772,061.63 245,700.15 713,438.43

65

(1) (2) (3) (4) (5) (6) (7) (8) (9)

Prior Year

Ending Balance

Current Year

Beginning

Balance

Difference Assets

unreported in

the prior year

Non-capitalizable

assets reported

as capital assets

in the prior year

Transfers from

other

departments

(at historical

cost/book value)

Other amounts

that make up the

difference

(provide

description):prior year asset

classification was

incorrrect

Other amounts

that make up the

difference

(provide

description):_Incorrect entry was

made in current year

balance

Restatement

Amount

(should agree to

the difference

calculated)

Tangible Assets -$ -$

Land (2310) 1,200,000 1,000,000 (200,000.00) (200,000) (200,000)

Buildings (2321) 1,661,000 1,861,000 200,000.00 200,000 200,000

Improvements Other Than Buildings (2331) 505,000 535,000 30,000.00 30,000 30,000

Equipment (2341) 335,600 325,600 (10,000.00) (1,000) 5,000 (14,000) (10,000)

Construction Work in Progress (2350) - -

Infrastructure - Depreciable (2362) - - -

Intangible Assets - -

Computer Software - Amortizable (2411) 129,000 125,000 (4,000.00) (4,000) (4,000)

Land Use Rights - Amortizable (2412) 100,000 100,000 - -

Patents, Copyrights, and Trademarks - Amortizable (2413) 50,000 50,000 - -

Other Intangible Assets - Amortizable (2414) - -

Land Use Rights - Non-Amortizable (2422) - -

Patents, Copyrights, and Trademarks - Non-Amortizable (2423) - -

Other Intangible Assets - Non-Amortizable (2424) - -

Internally Generated Intangible Assets in Progress (2430) 847,602 867,602 20,000.00 20,000 20,000

Total 4,828,202 4,864,202 36,000 20,000 (5,000) 5,000 0 16,000 36,000

Report Instructions:

Col. 1 - Enter Ending Balance from Prior Year Report 18.

Col. 2 - Enter Beginning Balance from Current Year Report 18.

Col. 3 - Compute difference between current year beginning balance and prior year ending balance.

Research posting and source documents to identify and explain the difference.

Col. 4 - 8 Breakdown and categorize the differences in columns 4 to 8.

Col. 9 - Compute the sum of columns 4 to 8. The amount should agree with the computed difference in column 3.

7977 Illustration 2

Breakdown of Difference:

Agency Name and Number

Statement of Changes in Capital Assets Group of Accounts (Report 18)

Beginning Balance Differential Report

Fund Name and Number

As of June 30, 20XX

5