User-maintained balance sheet items are created in two parts. The two parts are the main info (this page) and line items (subs). This page will double as both an add and an edit page. If you are not sure what mode the page is in check the value of the main submit button.

Here is a list of the form fields on this page:

1. Item Number - This is an auto generated number that is controlled behind the scenes. This is the balance sheet item key id number.

2. Item Grouping - Choose a grouping from the list provided. Each grouping has a category, group, and sub group. This is how each balance sheet items gets put into the correct spot on the physical balance sheet report. In order to add/edit these groupings, go to the main balance sheet homepage and click on the manage balance sheet groupings link at the top of the page.

3. Item Name - Required. This is the physical name of the item. Max of 150 characters and a min of 2 characters.

4. Item Description - Required. This is where you put the item description. This is only visible from the view balance sheet item drill-down page (detail page). Max of 255 characters and a min of 2 characters.

5. In Date - Required. This is the purchase or acquire date of the item. The main function of this date is to help determine the age. Use the m/d/yy format on all dates.

6. Item Value - Required. This is one of three special value fields. This is the declared value or original value. If you choose to maintain an item without subs (line items), make sure and choose the option on the show amount (other field on this page) that deals with the assigned value. Think of this field as "what is it worth?"

7. Item Starting Date - Required. This is a special date that helps keep track of the subs or line items. Basically, this date should be set to when you started tracking this item in the Adilas application. Later on, if you choose, you may roll this date back. The other important part of the date is the item starting amount. These two fields work hand-in-hand to establish part of the running total (special calculation of the starting value and the sub of the line items that are greater than the given date.). Use the m/d/yy format for all dates.

8. Item Starting Amount - Required. This value (must be numeric), along with the starting date help in the running amount total for the balance sheet item. See the note above dealing with the item starting date for more info.

9. Item Running Amount - This field is handled behind the scenes and is a calculation that takes the starting value plus the sum of the line items that are after the starting date. This value is also an option for the show amount field (choose what value to use) below.

10. Show Amount - Choose an option from the list provided. These options allow a three-way switch for getting the balance sheet amount or "show value" correct. All this field deals with is how to calculate the math on the item. The option are: the item's value, the running amount (default), or the difference (value minus running amount). Once selected, that option (value, running, or difference) will have an "*" (asterisk) by it in the item detail page. This little switch is pivotal in how the main balance sheet items shows up for roll call. The default is the running amount as it allows for the greatest flexibility.

11. Location - Choose a location from the list provided. This is not required and is set to "all" locations by default.

12. Sort Order - This is the numeric sort order for the items. Please note that all system maintained items will show up before user-maintained items. Also, you may want to check the sort order of the item grouping to help move things around on the balance sheet.

13. Status - Required. Choose a status value from the list provided. Once an item gets turned "inactive", it will be hidden. To show an item again, make sure that the status is "active". Note: If you are looking for an inactive item and can't find it, use the link on the main balance sheet homepage to show both active and inactive items.

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