1. I received an error message. What do I do?
The message may provide the correct contact to resolve your issue. If the message does not contain contact instructions, contact Inventory Services for help with issues relating to Inventory items and status. For help with routing or desk/view issues, you may contact the Office of Accounting Helpline.
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Troubleshooting tip! Inventory item numbers may change. If you receive a general error message, check *DEFINE NV1 to be sure that the inventory number you have entered is current and valid. |
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Inventory Services 471-3838 | oa.inventory@austin.utexas.edu |
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Helpline 471-8802 | oa.askme@austin.utexas.edu |
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2. I received the error message:
"You are not authorized for the current desk of this document."
If you get an authorization error, "You are not authorized for the current desk of this document," check your desk/view configuration.
To view your current desk and view selections, click the desk/view link in the UT Austin tab of the navigation box to the left on the screen. Select the correct desk/view combination for working with NT1 documents as assigned by your office manager. Mark the desired selection and check to be sure the UT Component, Fiscal Year and Month are designated correctly. Then click the Update Authorizations button. Close the window and continue with your document.
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You cannot create NT1 documents from the Public desk. |
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3. I received the error message:
"NOT Authorized for transfer- NOTIFY - Click to send a message to the Owning Unit." What should I do?
If you think you have authorization to transfer the item, check that you are using the correct desk/view.
To view your current desk and view selections, click the desk/view link in the UT Austin tab of the navigation box to the left on the screen. Select the correct desk/view combination for working with NT1 documents as assigned by your office manager. Mark the desired selection and check to be sure the UT Component, Fiscal Year, and Month are designated correctly. Then click the Update Authorizations button. Close the window and continue with your document.
You may still initiate a transfer request if you are not authorized to transfer the item yourself using the Notify functionality. Click the NOT Authorized for transfer- NOTIFY - Click to send a message to the Owning Unit link to notify the owning unit that you are requesting a transfer. A Notify CCART that you create will remain on your CCART Listing page until someone in the owning unit creates an NT1 transfer document or deletes the CCART.
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Inventory item numbers may change. If you receive a general error message, check *DEFINE NV1 to be sure that the inventory number you have entered is current and valid. |
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4. I got an error on one item on the Item Entry List page, but why wasn't a CCART created for the other items on the list?
You must resolve all errors before a CCART can be created. Follow instructions to correct each item and click the Update Document button to clear each error message. When the last error is corrected and the Update Document button is clicked, your CCART(s) will be created.
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5. My department never used NT1. What do we need to do to get set up for CCART?
Routing and authorizations must be established for NT1 documents on the US1 screen in *DEFINE by the electronic office manager. Contact the Office of Accounting Helpline for assistance.
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Helpline 471-8802 | oa.askme@austin.utexas.edu |
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6. Can I transfer items that are written off because they do not meet current thresholds?
Items marked "Disposal method 27: Written off due to not meeting current thresholds" on *DEFINE are eligible for transfer on the CCART system. Items marked with other disposal codes will not be transferred and will generate a "Contact Inventory" error message.
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7. Can I transfer items that are not entered in the *DEFINE system, or that do not have tags?
An item that is not listed in the *DEFINE system or does not have a tag, must be evaluated to determine whether the item is a controlled or capitalized asset.
When it is determined that an item not listed in *DEFINE or an untagged item is neither a controlled or capitalized asset, it may be listed in the Notes portion of an existing CCART for transfer, as long as the originating unit and the destination unit are the same as the CCART items being transferred.
NOTE: If an item not listed in *DEFINE is determined to be controlled or capitalized it will need to be added to the departmental inventory. Please contact Inventory Services for assistance with untagged controlled and capitalized assets. All controlled and capitalized assets should be tagged. Surplus will not pick up untagged controlled assets.
8. Who can change the routing of my NT1 documents?
Document routing is established and managed on the US1 screen of *DEFINE by the electronic office manager. The Office of Accounting Helpline can provide support and assistance with this process.
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Helpline 471-8802 | oa.askme@austin.utexas.edu |
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When will I need to use the paper Request for Transfer of Equipment form?
Paper transfer forms are used only for transfers to other state agencies. Contact Inventory Services for assistance with other special circumstances.
10. I am creating a document with items that require special handling, and now I can't approve it. What do I do?
There are three possible values for special handling:
The creator of the CCART can designate which, if any, special handling is needed. If designated, it becomes the responsibility of the creator to ensure that the proper steps are taken. The document will not route forward until the designated special handling has been completed and the field has been updated.
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It is the responsibility of the document creator to ensure that special handling requirements are met. |
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Inventory Services 471-3838 |
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Environmental Health & Safety Office |
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Surplus Property |
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For hazardous material that requires special handling you may be required to fill out a Laboratory Equipment Decontamination Form. For further assistance contact Rachel Lebansky at 471-2031. |
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11. Can I access NT1 documents created in CCART from *DEFINE?
NT1 documents will only be accessible online via the Internet. You will see NT1 documents on the YB2 screen of *DEFINE, which is your *DEFINE in-box, but they will be preceded by an asterisk (*) which indicates that they are only available in the UT Direct document in-box.
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12. How do I manage missing or stolen designations in CCART?
If an item is marked as missing but has since been located, you will need to update the NV1 screen in *DEFINE. Return to CCART and reenter the item. Press the Update Document button to refresh your document. If an item is stolen, you will need to contact Inventory Services.
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Inventory Services 471-3838 | oa.inventory@austin.utexas.edu |
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13. Can I use CCART to transfer code 106 or 107 items?
Items with class codes 106 (handguns) and 107 (rifles) are not allowable transfers. You will need to contact UTPD for correct disposal procedures. These items
are not handled by Surplus and should not be sent to Surplus.
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UTPD Contact: Rupert Rodriguez 232-9620 |
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14. Can I process NT1 documents created in the old system in CCART?
You may view NT1 documents created prior to the implementation of CCART, but they cannot be updated within CCART. NT1 documents created with the previous system must be updated in the previous system. After the old NT1 system has been closed for processing those documents may be viewed but not updated.
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15. I received an email message titled "Notification of Inventory items that need attention." What should I do?
The email message indicates that a CCART user in another unit wishes to transfer an inventory item owned by your unit. You must decide whether you wish to transfer the item or not. Click the link in the email message to go to the CCART system, and follow the instructions in the CCART Tutorial for reviewing CCARTS and creating NT1 documents.
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CCART Tutorial |
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16. I received a message indicating that I must enter comments to justify my transfer. Why?
When you transfer inventory items with historical value over $75,000 or depreciated value over $10,000 to Surplus, you must provide written justification in the Comments section of the document. Scroll to the bottom of the NT1 document to add comments.
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17. Why did my NT1 document route to electronic office BUS.MGR.?
NT1 documents transferring inventory items with historical value over $75,000 or depreciated value over $10,000 to Surplus must be approved by the University's Property Manager (Controller), so these documents automatically route to electronic office BUS.MGR.
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18. I am trying to do a CCART document and I'm getting the error message “Fiscal Year closed for inventory work.” How can I create a CCART document?
You will need to update your fiscal year within your authorizations. To learn how, watch this video on Setting UT Direct Personal Authorizations.
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