TO:             Chief Fiscal Officers
                   Fixed Asset Officers

FROM:        Chuck Cooper
                   Assistant State Controller

SUBJECT:   North Carolina Accounting System (NCAS) Fixed Asset

Conversion

The NCAS Fixed Asset conversion was placed in NCAS production the first of May, 1996. This process incorporated the new NCAS uniform chart of accounts and system enhancement for the NCAS Accounts Payable (AP) to Fixed Assets (FA) interface.

During the initial production run several issues were found with the AP to FA interface. The issues have now been resolved and OSC is refreshing the AP to FA reports from May 1, 1996. These reports will be rerun for all agencies and should be available in hard copy during the first part of the week of May 13, 1996.

It is very important that agencies review and analyze its reports (RMDS Group Name: MM132-1 AP to FA INTRFACE) to confirm that the information being passed to the FA is complete. The AP to FA interface can only pass AP information that is available. That may not represent all data that may be required for the FA system. For example, if a commodity code can not be matched to the current valid commodity code list in FA, the program will automate a 00001 in the standard description code. The FA officer must then replace 00001 with a valid commodity code description. Also, if an invoice is paid as a direct invoice with no quantity entered, then the fixed asset interface cannot determine a quantity. Again, it is always the FA officers responsibility to review and approve the ultimate data that will reside in the FA system.

The Office of the State Controller would like to thank all agencies for their assistance in the conversion/interface process. We apologize for any inconvenience that you may have experienced. Should you have any questions or concerns pertaining to the conversion or interface, please contact Pam White at 715-2877.