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Acquisition of AssetsPurchase Orders & Procard
Inventory Services
The University of Texas at Austin
Objectives General Rules for Acquisition Tagging
When to tag an equipment Various types of tags Request tagging service Self-tagging
General Rules for Acquisitions
Installation, freight, and transportation charges associated with acquiring capital assets must be included in the asset’s value
All modifications, attachments, and accessories necessary to render the assets usable for service must also be included in the asset’s value
Warranty costs and service agreement costs are not included in the asset’s value unless you are unable to separate them from the asset value on the purchase order or vendor invoice
Acquisition Tracking Reports
There are two reports that can be used to track acquisitions: NU1- see what has already been paid for PointPlus – details on purchase orders and what is being
delivered Even if you are not self-tagging check these reports on a
regular basis to be certain that everything has been tagged For detailed instructions on how to run an NU1 or PointPlus
Report, refer to Tracking Assets - Helpful Tools training
When To Tag Equipment U.S. Government-owned Property: Within 10 days Capitalized/Controlled item: Within 30 days If self-tag, please email the self-tagging form to
[email protected] If not self-tag, please report incoming items that need
tagging by emailing [email protected] in a timely manner
Types of Tags
Type of Tags – Barcode Tag Assets that meet the capitalized or controlled threshold
need to have a barcode tag, unless identified with a “No Tag” indicator in DEFINE
Please email [email protected] to request tagging services
Self-tagging – Send an email to [email protected] with the following information to request a new supply of barcode tags Inventory Contact’s name 7-digit unit code Department name Estimated number of tags needed
Type of Tags – Blank Tag Metal tags that contain the University’s seal without an
inventory number Identify university-expensed property that does not meet
current thresholds Help avoid confusion as to whether the asset was
overlooked during the initial tag process These assets are not included in DEFINE, your NVP
reports, or FRMS
Type of Tags – Federal Tag Federal tags are needed in addition to university barcode
tag for all federally-owned items Federally-owned records are identified on DEFINE
command NV1 screen 1 by: Owner Code: F, and Federal Title-Held in Trust
Review and monitor items regularly; report any discrepancies to [email protected]
Ownership status may change depending on grant/contract terms at end of project
Type of Tags – Dell tag Computer PC or laptops purchased with a purchase order are
pre-tagged by Dell before shipment Dell provides Inventory Services a weekly tag report that
contains: Purchase order and serial number Barcode tracking number
No need for departments to attach a new barcode tag to the equipment if it is pre-tagged by Dell
Note: Dell does not pre-tag any special or customized orders
If the computer is federally-owned, a federal tag is required Dell tag should be scanned during the annual physical inventory
Tagging Request Email [email protected] to request tagging
services; please include: Purchase Order # or other purchasing document #
VP, VT, VC, etc. Responsible person Location (Building, Room, and Campus) Serial Number must be provided
If the item does not have a serial number, put “NSN”
Make sure the inventory item is tagged before it is deployed!
Self-Tagging: Process Run the NU1 and PointPlus reports, print out copies of the
purchasing documents, and highlight all items which need to be tagged
Compare the purchasing documents to the NU1 report If there are items on the NU1 report that do not need to be
tagged have the department purchaser change the object codes with a correction voucher (VT6)
Keep a running list of which POs (and Procard purchases) have already been taken care of as the same documents will often appear on the reports for several months
Self-Tagging: Tag Placement Ensure that the tag is affixed to the asset in an area that is easily
visible and accessible for scanning Do not place the tag underneath the equipment or a place where
the equipment must be removed from its rack in order to find the tag
Collect the serial number Find out where the item will be kept and who will be
responsible for it
Self-Tagging: How to Report Equipment Complete the self-tagging template
For procurement card purchases: VP7 Procard payment, Doc ID Items with incomplete data cannot be added
Send the template to [email protected] It is important to send tag information in a timely manner
so the University can comply with state requirements
