Property 101 Paperless Transfers & Dispositions Using SAP & Trancollector in DCLink By Karen Kempf

Transcription

1 Property 101 Paperless Transfers & Dispositions Using SAP & Trancollector in DCLink By Karen Kempf

2 How Is Process Paperless? DCLink Trancollector Scripts/Programs in Scanners or Desktop Allow Data Entry SAP Workflow Secures Proper Authorization for Transfers & Dispositions Automatic Notifications (sent to Outlook ) Records History Revised March 5,

3 Fixed Asset Transfer Communication 1. Execute Trancollector Transfer Script 2. Receiving Property Clerk is Contacted 3. Physically Move Asset 4. Receiving Property Clerk Executes Receipt Transfer Script 3

4 Trancollector Fixed Asset Transfer Transfers & Receipt of Transfer Trancollector Program In This Section You will see how: A Paperless Transfer is Initiated & Approved How a Transferred Asset is Received See the Workflow History of Transactions Desktop Version: Menus Act Same as Scanner 4

5 Trancollector Fixed Asset Transfer Scanner Data Collection Device with DCLink Trancollector Ensure Network Connected - 2 Arrows Displayed Step 1. Ensure Connected to Network Step 2. Select Trancollector Step 3. Login to Trancollector 5

6 Trancollector Fixed Asset Transfer Step 4: From Main Menu Choose T1 F/A Transfer Real Time for Immediate Record Update 6

7 Trancollector Fixed Asset Transfer T1 Real Time Ready for Asset Number Entry 7

8 Trancollector Fixed Asset Transfer Step 5 Scan Tag (If manual entry is necessary, type number & press enter. Make sure you double check your entry or you could transfer the wrong asset!) If you get an Error Code it means Status field is not ACTV and you cannot initiate the transfer. If Status is MISS you must do a Cycle Count to update Status to ACTV. If Status is TRFR asset has not been approved by both directors (check workflow). If Status is TRFA you must do a Receipt of Transfer (slide 26). 8

9 Trancollector Fixed Asset Transfer Step 6 Enter Cost Center Press Esc Key, Select Display Cost Centers & OK. Select Cost Center you are Transferring TO. Cost Center List 9

10 Trancollector Fixed Asset Transfer Step 6 Continued - Press Enter to populate New Cost Center field Then Press enter key, or touch display twice 10

11 Trancollector Fixed Asset Transfer Step 7 Real Time Press Enter again. Trancollector is ready to accept New transfer Asset number. Repeat for multiple transfers or Press Esc Key for Menu and Select F10-Upload. Records Process. Exit Script. 11

12 What Happens in SAP Record As Trancollector Transfer Data is Entered? 12

13 SAP Asset Master Record When Scanned Last Scanned Date & Name of Person Scanning are updated as shown 13

14 SAP Asset Master Record Status Field Is changed to TRFR indicating a Transfer has been Requested 14

15 Transfer Workflow for Sender Section Administrator as shown in their SAP Inbox 15

16 Transfer Workflow for Receiver Section Administrator as shown in their SAP Inbox 16

17 SAP Asset Master Record After Both Transfer Approvals (Resp CC Changes to Receiver or new one) 17

18 SAP Asset Master Record After Both Transfer Approvals Status Changes to TRFA for Transfer Approved 18

19 SAP Workflow To Sender Property Clerk Note: This is shown in their SAP Inbox, but Also Goes To their Outlook Inbox. 19

20 Outlook The tells the initiating clerk the transfer is approved & to physically move the asset. A notification is also sent to the Receiving Clerk so they can perform the T3 (Receipt of Transfer) when they get the asset. END of Transfer Script 20

21 Trancollector Program Trancollector Receipt of Asset Transfer Step 1 Make sure you are connected to the Network and are at the Start Menu. Step 2 Click Trancollector from the Start Menu Step 3 Log in to Trancollector. 21

22 Trancollector Receipt of Asset Transfer Step 4 Choose T3 for Real Time Receipt of Transfer 22

23 Trancollector Receipt of Asset Transfer Step 5 Scan Tag (preferred) or type Asset Number of asset you received

24 Trancollector Receipt of Asset Transfer Step 6: Enter Location. Must match one from the drop down list in SAP on the Allocations tab, or there will be an error & update WILL NOT BE PROCESSED. B133 B133 24

25 Trancollector Receipt of Asset Transfer Step 7 T3 Real Time Enter End User Name. Sends data as soon as you enter this. May use abbreviations, name of room or group using asset, vehicle asset number, etc. as needed. Press Enter (Any Key). Escape to get back to main menu. To Exit Trancollector, Click App on Screen, Log Off & Exit. ETORRES 8 Character Notes may be added such as: ConfRm Cabinet JonSmith 25

26 Trancollector Receipt of Asset Transfer SAP Inbox - Transfer Receipt Receiver Cost Center Manager END of Transfer Receipt Script 26

27 SAP Workflow (Approvals) Step 1 - Click Here (White sheet) Step 2 Select Workflow (Not shown) Step 3 Select Workflow Overview (Not shown) 27

28 SAP Workflow Transfer Overview Three Transactions shown Each line will display workflow for that transaction 1) 2) 3) 28

29 SAP Workflow Transfer Receipt Record Overview Three Transactions shown Each line will display workflow for that transaction 1) 2) 3) 29

30 SAP History of Asset from AS03 Screen Step 1 - Click Environment Step 2 Select Change Documents (Not shown) Step 3 Select on Asset (Not shown) Used to see all changes made to asset record fields i.e. who did it, when 30

31 SAP Asset Change Record Overview WF-Batch & ZDCLink indicate Trancollector was used otherwise will show name of person who last updated record 31

32 Disposition of an Asset Process Trancollector Program In Trancollector Select D1 Disposition Real Time from the main menu Enter the Asset number to be disposed of Enter the method of disposition (4 characters) AUCT, CANN, DEST, DISP, DONA, RECY, RTV, SALE, SCRA, STOL, TRAD Workflow is automatically sent for authorization Notifications are sent out to clerk, asset mgt staff and Accounting once authorization is complete Asset is physically disposed of Depending on type of disposition, Accountant Deactivates Record upon receipt of notification or waits till confirmation is received i.e. Miscellaneous Cash Receipt, Return to Vendor Form, Recycle or Donation Receipt, etc. 32

33 Disposition of an Asset Using Trancollector & SAP Step 1 From Scanner - Make sure you are connected to the Network and are at the Start Menu. Step 2 Click Trancollector from the Start Menu Step 3 Log in to Trancollector. 33

34 Disposition of an Asset Trancollector 1. Select D-1 from the Main Menu 2. Enter the Asset Number 34

35 Disposition of an Asset Trancollector 3. Enter Four Character Type of Method of Disposition (Auction - AUCT, Cannibalize - CANN, Recycle - RECY, etc.) and Press Enter 35

36 Disposition of an Asset Trancollector 4. Press Any Key to get back to Blank F/A Disposition Real Time screen which is ready to accept a new Asset Number to process for disposition. 36

37 Disposition of an Asset SAP Workflow (Approvals & Notification Log) 1) 2) 3) 37

38 Disposition of an Asset in Trancollector SAP Asset Master Data 03/05/2012 Status changes as requested When Accountant receives approval notification, they enter Deactivation Date (end of life date) in record 38

39 Disposition of an Asset Asset Manager Physically Dispose of Asset 39

40 Questions? Contact Information Karen Kempf, Asset Management Supervisor South Florida Water Management District or