University of Wisconsin System SFS Business Process AM.1.01 Adding an Asset Online

Transcription

1 Contents Adding an Asset Online Overview... 1 Process Detail... 1 I. Introduction... 1 II. Asset Entry... 2 III. Express Add... 2 IV. Basic Add: Adding Physical Attributes... 5 V. Combination Editing VI. Review Audit Logs VII. Parent-Child Asset Relationship VIII. Add Asset with Multiple Funding Sources IX. Add Area ID to Asset Adding an Asset Online Overview Adding an asset in Asset Management can be done in different ways, the various ways to add and make changes to an asset are captured in the process details below. Process Frequency Dependencies Assumptions Responsible Parties Alternate Scenarios Process is done ad hoc whenever an asset needs to be added. Refer to Financial and Administrative Policy F33 to determine if the transaction should be capitalized The transaction meets the equipment capitalization requirements or you have opted to track the item as a Non-Capital item. Users at the individual institutions are generally responsible for this business process. However, the UWSA Problem Solvers may assist in troubleshooting. None Process Detail I. Introduction Asset Management stores two types of asset information: SFS_AM.1.01_Adding_an_Asset_Online.docx Page 1 of 29

2 Financial Information: Assets include accounting transactions of an asset such as cost, books, depreciation method, convention, and life. Physical Information: Assets include physical attributes such as tag number, manufacturer, specifications, location, custodian, image, and attachments. II. Asset Entry Asset entry workflow describes the steps to enter an asset into the Asset Management system. This workflow has been designed to accommodate the manual entry of an asset. Combinations of two add methods (Express Add and Basic Add) are used. 1. Express Add takes advantage of the system defaults to streamline entry. 2. Basic Add is the second type, which allows for entry of physical attributes about the asset. III. Express Add 1. Navigation: Select Asset Management WorkCenter title from the Home Page (Asset Management > Asset Transactions > Owned Assets > Express Add) SFS_AM.1.01_Adding_an_Asset_Online.docx Page 2 of 29

3 3. Under the Manage Assets click the Express Add menu 4. The Business Unit should default to your Business Unit based on your User Preference setup. SFS_AM.1.01_Adding_an_Asset_Online.docx Page 3 of 29

4 5. Asset Identification should be left as NEXT which will assign a new asset ID number by incrementing to next number when the asset is successfully saved. a. Note: Do not confuse the Asset Number with the Tag Number, as these are different fields. 6. Enter the Profile ID 7. Enter Cost and Quantity Click. The Cost/Asset Information page will appear: 1. Select a Profile ID from the lookup. 2. Click a. Two additional pages will appear: the Depreciation page and the Tax page. Information on these pages will default from the Profile ID. 3. Enter the Description of the asset. 4. Using the lookup, Enter the Location of the asset. SFS_AM.1.01_Adding_an_Asset_Online.docx Page 4 of 29

5 5. Enter the Tag Number. a. If you have a tag number associated with the asset for physical inventory purposes, enter it in this field. Several PeopleSoft delivered reports will show this information. 6. Enter the Trans Date. a. Typically, the Transaction Date is the date you actually acquired the asset. 7. Enter the Acctg Date. a. The Accounting Date is the date you want the transaction to post to the GL. b. Note: The Transaction Date cannot be later than the Accounting Date. The days between these two dates are booked to Prior Period Depreciation (PDP). c. Note: Depreciation expense starts with the accounting date. 8. Enter the Book Name. a. This defaults to CAPITAL. If entering a non-capital asset, select NONCAPITAL. 9. Enter the Quantity. a. Keep this number at 1 to keep each asset tied to a single Asset ID. 10. Enter the Cost. a. Enter the actual cost of the asset. Capital assets have a minimum cost of $5, Enter the Asset Category. a. Values include EQUIP, LEASE, and NCAP (non-capital equipment). Enter the appropriate category. 12. The Cost Type field is not used. 13. Enter the Accum Depr. a. If there is any accumulated depreciation associated with this asset, enter it here. 14. Enter the YTD Depr. a. If there is any accumulated depreciation, enter the amount for the current fiscal year. 15. Enter the Chartfields (Fund, Dept, Program Code, Class, Project): a. Enter the funding string that purchased the asset. b. Note: When entering the funding string, this is the funding where the acquisition and all future depreciation will be booked, so if the department or project is inactivated, the asset will need to be transferred. c. Note: This is different than the asset custodian asset, which can be entered later. 16. Click and an Asset ID will be assigned. Make note of the Asset ID number issued, as you will need it to add the physical information next. IV. Basic Add: Adding Physical Attributes Using Basic Add is the second step in the Asset Add Workflow. With Express Add, you have created, capitalized, and assigned an Asset ID to a new asset. The Basic Add functionality allows you to record additional physical attributes. 2. Navigation: Select Asset Management WorkCenter title from the Home Page (Asset Management > Asset Transactions > Owned Assets > Basic Add ) SFS_AM.1.01_Adding_an_Asset_Online.docx Page 5 of 29

6 3. Under the Asset Management WorkCenter click the menu Basic Add 4. Enter the Business Unit and the Asset Identification number assigned by the system. 5. Click, and Select the appropriate link in the results. The Asset Basic information appears: a. The Asset Basic Add consists of various tabs that capture different asset details. b. The important tabs related to AM 9.2 are captured below. General Information This page shows basic information about the asset entered earlier. Use this page to change information entered with the Express Add. Attachments can also be added on this page. SFS_AM.1.01_Adding_an_Asset_Online.docx Page 6 of 29

7 Book Page link: This hyperlink transfers you to a new page that shows the asset books to which this asset is assigned. The page shows the same books and field values that we specified on the Asset Profile Depreciation Attachments link: This functionality allows you to add file attachments to your asset. SFS_AM.1.01_Adding_an_Asset_Online.docx Page 7 of 29

8 Operation/Maintenance This tab is used to record physical information details such as manufacturer information. Asset Acquisition Detail: This tab is used to enter information about how the asset was acquired and keep track of the separate costs and acquisition amounts of components that comprise a capitalized asset. SFS_AM.1.01_Adding_an_Asset_Online.docx Page 8 of 29

9 Location/Comments/Attributes: This tab is used to record the asset s location, enter comments about it, and enter physical attributes, such as color, height, weight, or an image of the asset. The custom attributes is where each campus can enter specific custom attributes for an asset. SFS_AM.1.01_Adding_an_Asset_Online.docx Page 9 of 29

10 Manufacture/License/Custodian: This tab records custodial information, maintains license information, and keeps track of information about and from the manufacturer. 6. Enter the information needed in each of these pages. The more information is defaulted from the Asset Profile, the less that needs to be manually entered on these pages. Notice that there are many pages with the button, giving the ability to add multiple entries. For example, if there is a need to add a second comment, press and add a second comment. Be sure to the page when done entering the information on the asset. V. Combination Editing A new Combo Edit error message will appear when saving an Asset. If the funding string fails validation on ChartField combination, an additional Combo Edit page appears within the online component that displays the error message. SFS_AM.1.01_Adding_an_Asset_Online.docx Page 10 of 29

11 The following combination edit message will be generated when an invalid Chartfield funding string is provided on an asset. Tab shows Combo Edit Error message generated. VI. Review Audit Logs Click the Audit Logs hyperlink in the bottom of the General Informaion tab to open Search Audit Logs page with Asset Add audit log information. SFS_AM.1.01_Adding_an_Asset_Online.docx Page 11 of 29

12 The following example shows the audit log for adding an asset. SFS_AM.1.01_Adding_an_Asset_Online.docx Page 12 of 29

13 VII. Parent-Child Asset Relationship Some assets stand alone, while others are grouped together for ease of processing and reporting. Parent-child assets are assets that are grouped together. For example, a computer can be regarded as several separate assets such as a monitor, a CPU, and a printer. Two approaches you might use to add the computer as an asset are: Create a parent asset that is not an actual asset but rather a conceptual asset (for reporting purposes) that ties together the various asset components. This is referred to as a parent only asset. Use the asset ID to tie together all the components as child assets. Each component has its own cost basis, depreciation, and physical tracking information. Identify one of the asset's components as the parent when you enter it. SFS_AM.1.01_Adding_an_Asset_Online.docx Page 13 of 29

14 This is referred to as a parent component asset. Give it an asset ID, and use that ID to tie together the other components as child assets. Each component has its own cost basis, depreciation, and physical tracking information. This document focuses on the parent component Parent-Child Asset Relationship Parent-Child Asset Relationship: Adding Parent Asset Navigation: Navigator > Asset Management > Asset Management WorkCenter or select AM WorkCenter Title from your Home/Landing Page 1. The Business Unit should default to your Business Unit based on your User Preference setup. 2. Asset Identification should be left as NEXT which will assign a new asset ID number by incrementing to next number when the asset is successfully saved. a. Note: Do not confuse the Asset Number with the Tag Number, as these are different fields. 3. Click. 4. The Cost/Asset Information page will appear: SFS_AM.1.01_Adding_an_Asset_Online.docx Page 14 of 29

15 5. Select a Profile ID from the lookup. 6. Click a. Two additional pages will appear: The Depreciation page and the Tax page. Information on these pages will default from the Profile ID. 7. Enter the Description of the asset. 8. Using the lookup, Enter the Location of the asset. 9. Enter the Tag Number. a. If you have a tag number associated with the asset for physical inventory purposes, enter it in this field. Several PeopleSoft delivered reports will show this information. 10. Enter the Trans Date. a. Typically, the Transaction Date is the date you actually acquired the asset. 11. Enter the Acctg Date. a. The Accounting Date is the date you want the transaction to post to the GL. b. Note: The Transaction Date cannot be later than the Accounting Date. The days between these two dates are booked to Prior Period Depreciation (PDP). c. Note: Depreciation expense starts with the accounting date. 12. Enter the Quantity. a. Keep this number at 1 to keep each asset tied to a single Asset ID. 13. Enter the Cost. a. Enter the actual cost of the asset. Capital assets have a minimum cost of $5, Enter the Asset Category. a. Values include EQUIP, LEASE, and NCAP (non-capital equipment). Enter the appropriate category. 15. The Cost Type field is not used. 16. Enter the Accum Depr. a. If there is any accumulated depreciation associated with this asset, enter it here. 17. Enter the YTD Depr. a. If there is any accumulated depreciation, enter the amount for the current fiscal year. 18. Enter the Chartfields (Fund, Dept, Program Code, Class, Project): a. Enter the funding string that purchased the asset. b. Note: When entering the funding string, this is the funding where the acquisition and all future depreciation will be booked, so if the department or project is inactivated, the asset will need to be transferred. c. Note: This is different than the asset custodian asset, which can be entered later. 19. Select Parent/Child value Parent 20. Select Click and an Asset ID will be assigned. Make note of the Asset ID number issued, as you will need it to add to one or more child asset. a. Note: Parent ID field will be populated with the Asset ID. Parent-Child Asset Relationship: Adding Child Asset Navigation: Navigator > Asset Management > Asset Management WorkCenter or select AM WorkCenter Title from your Home/Landing Page SFS_AM.1.01_Adding_an_Asset_Online.docx Page 15 of 29

16 1. The Business Unit should default to your Business Unit based on your User Preference setup. 2. Asset Identification should be left as NEXT which will assign a new asset ID number by incrementing to next number when the asset is successfully saved. a. Note: Do not confuse the Asset Number with the Tag Number, as these are different fields. 3. Click. The Cost/Asset Information page will appear: 4. Select a Profile ID from the lookup. 5. Click a. Two additional pages will appear: The Depreciation page and the Tax page. Information on these pages will default from the Profile ID. 6. Enter the Description of the asset. 7. Using the lookup, Enter the Location of the asset. 8. Enter the Tag Number. a. If you have a tag number associated with the asset for physical inventory purposes, enter it in this field. Several PeopleSoft delivered reports will show this information. 9. Enter the Trans Date. a. Typically, the Transaction Date is the date you actually acquired the asset. SFS_AM.1.01_Adding_an_Asset_Online.docx Page 16 of 29

17 10. Enter the Acctg Date. a. The Accounting Date is the date you want the transaction to post to the GL. b. Note: The Transaction Date cannot be later than the Accounting Date. The days between these two dates are booked to Prior Period Depreciation (PDP). c. Note: Depreciation expense starts with the accounting date. 11. Enter the Quantity. a. Keep this number at 1 to keep each asset tied to a single Asset ID. 12. Enter the Cost. a. Enter the actual cost of the asset. Capital assets have a minimum cost of $5, Enter the Asset Category. a. Values include EQUIP, LEASE, and NCAP (non-capital equipment). Enter the appropriate category. 14. The Cost Type field is not used. 15. Enter the Accum Depr. a. If there is any accumulated depreciation associated with this asset, enter it here. 16. Enter the YTD Depr. a. If there is any accumulated depreciation, enter the amount for the current fiscal year. 17. Enter the Chartfields (Fund, Dept, Program Code, Class, Project): a. Enter the funding string that purchased the asset. b. Note: When entering the funding string, this is the funding where the acquisition and all future depreciation will be booked, so if the department or project is inactivated, the asset will need to be transferred. c. Note: This is different than the asset custodian asset, which can be entered later. 18. Select Parent/Child value Child 19. Select parent asset id from Parent ID field 20. Click and an Asset ID will be assigned. Parent-Child Asset Relationship: Review Parent-Child Page Use the Review Parent-Child page (PARENT_CHILDASSETS) to review an asset and any child assets associated with it. Navigation: Navigator > Asset Management > Asset Management Transactions > Parent-Child Relationship > Review Parent-Child VIII. Add Asset with Multiple Funding Sources Recording an Asset in Asset Management with multiple funding sources can be done in the following ways: Online asset additions in SFS. o Express Add Use Express Add if you Cost/Funding source chartfield values and your Acquisition Details chartfield values are the same SFS_AM.1.01_Adding_an_Asset_Online.docx Page 17 of 29

18 o Basic Add Use Basic Add if Cost/Funding source chartfield values and your Acquisition Details chartfield values are the same Note: Interfacing assets via PeopleSoft delivered Spreadsheet Upload Tool. This document focuses on Online addition in SFS Add Asset with Multiple Funding Sources: Express Add Navigation: Select AM WorkCenter Title from your Home/Landing Page OR Navigator > Asset Management > Asset Management WorkCenter 1. Select Express Add from Manage Assets Group 2. The Business Unit should default to your Business Unit based on your User Preference setup. 3. Asset Identification should be left as NEXT which will assign a new asset ID number by incrementing to next number when the asset is successfully saved. a. Note: Do not confuse the Asset Number with the Tag Number, as these are different fields. 4. Click. The Cost/Asset Information page will appear: SFS_AM.1.01_Adding_an_Asset_Online.docx Page 18 of 29

19 5. 6. Select a Profile ID from the lookup. 7. Click a. Two additional pages will appear: The Depreciation page and the Tax page. Information on these pages will default from the Profile ID. 8. Enter the Description of the asset. 9. Using the lookup, Enter the Location of the asset. 10. Enter the Tag Number. a. If you have a tag number associated with the asset for physical inventory purposes, enter it in this field. Several PeopleSoft delivered reports will show this information. 11. Enter the Trans Date. a. Typically, the Transaction Date is the date you actually acquired the asset. 12. Enter the Acctg Date. a. The Accounting Date is the date you want the transaction to post to the GL. b. Note: The Transaction Date cannot be later than the Accounting Date. The days between these two dates are booked to Prior Period Depreciation (PDP). c. Note: Depreciation expense starts with the accounting date. 13. Enter the Quantity. a. Keep this number at 1 to keep each asset tied to a single Asset ID. 14. Enter the Cost. a. Enter the actual cost of the asset. Capital assets have a minimum cost of $5, Enter the Asset Category. a. Values include EQUIP, LEASE, and NCAP (non-capital equipment). Enter the appropriate category. SFS_AM.1.01_Adding_an_Asset_Online.docx Page 19 of 29

20 16. The Cost Type field is not used. 17. Enter the Accum Depr. a. If there is any accumulated depreciation associated with this asset, enter it here. 18. Enter the YTD Depr. a. If there is any accumulated depreciation, enter the amount for the current fiscal year. 19. Enter the Chartfields (Fund, Dept, Program Code, Class, Project): a. Enter the funding string that purchased the asset. b. Note: When entering the funding string, this is the funding where the acquisition and all future depreciation will be booked, so if the department or project is inactivated, the asset will need to be transferred. c. Note: These chartfield values can be different from your Acquisition Detail chartfield values. 20. Click Plus in Asset Cost Information frame; a second Cost Asset Cost Information section will appear. SFS_AM.1.01_Adding_an_Asset_Online.docx Page 20 of 29

21 21. Enter Category and Chartfield values (Fund, Dept, Program Code, Class, Project) 21. Click and an Asset ID will be assigned. Add Asset with Multiple Funding Sources: Basic Add Navigation: Select AM WorkCenter Title from your Home/Landing Page OR Navigator > Asset Management > Asset Management WorkCenter SFS_AM.1.01_Adding_an_Asset_Online.docx Page 21 of 29

22 1. Select Basic Add 2. Select Add a New Value tab 3. The Business Unit should default to your Business Unit based on your User Preference setup. 4. Asset Identification should be left as NEXT which will assign a new asset ID number by incrementing to next number when the asset is successfully saved. a. Note: Do not confuse the Asset Number with the Tag Number, as these are different fields. 5. Click. The Basic Asset Component tabs appear: 6. Enter asset description 7. Select Profile Id 8. If applicable add attachment(s) 9. Select Asset Acquisition Detail tab 10. Enter asset description 11. Enter Amount 12. Select Acquisition Detail Chartfields perform this step if your cost/funding source chartfield values are not the same as your Acquisition Detail chartfield values) SFS_AM.1.01_Adding_an_Asset_Online.docx Page 22 of 29

23 13. Enter the Trans Date. a. Typically, the Transaction Date is the date you actually acquired the asset. 14. Enter the Acctg Date. a. The Accounting Date is the date you want the transaction to post to the GL. b. Note: The Transaction Date cannot be later than the Accounting Date. The days between these two dates are booked to Prior Period Depreciation (PDP). c. Note: Depreciation expense starts with the accounting date. 15. Select button 16. Asset Cost Information frame will appear 17. The Cost Type field is not used. 18. Enter the Accum Depr. a. If there is any accumulated depreciation associated with this asset, enter it here. 19. Enter the YTD Depr. SFS_AM.1.01_Adding_an_Asset_Online.docx Page 23 of 29

24 a. If there is any accumulated depreciation, enter the amount for the current fiscal year. 20. Enter the Chartfields (Fund, Dept, Program Code, Class, Project): a. Enter the funding string that purchased the asset. b. Note: When entering the funding string, this is the funding where the acquisition and all future depreciation will be booked, so if the department or project is inactivated, the asset will need to be transferred. c. Note: These chartfield values can be different from your Acquisition Detail chartfield values. 21. Click and an Asset ID will be assigned. 22. Click Plus button in Acquisition Details frame; a second Acquisition Details frame will appear. 23. Enter asset description 24. Enter Amount 25. Select Acquisition Detail Chartfields perform this step if your cost/funding source chartfield values are not the same as your Acquisition Detail chartfield values) 26. Enter the Trans Date. a. Typically, the Transaction Date is the date you actually acquired the asset. 27. Enter the Acctg Date. a. The Accounting Date is the date you want the transaction to post to the GL. b. Note: The Transaction Date cannot be later than the Accounting Date. The days between these two dates are booked to Prior Period Depreciation (PDP). c. Note: Depreciation expense starts with the accounting date. 28. Select button 29. Asset Cost Information frame will appear 30. The Cost Type field is not used. 31. Enter the Accum Depr. SFS_AM.1.01_Adding_an_Asset_Online.docx Page 24 of 29

25 a. If there is any accumulated depreciation associated with this asset, enter it here. 32. Enter the YTD Depr. a. If there is any accumulated depreciation, enter the amount for the current fiscal year. 33. Enter the Chartfields (Fund, Dept, Program Code, Class, Project): a. Enter the funding string that purchased the asset. b. Note: When entering the funding string, this is the funding where the acquisition and all future depreciation will be booked, so if the department or project is inactivated, the asset will need to be transferred. c. Note: These chartfield values can be different from your Acquisition Detail chartfield values. 34. Click 35. VERIFICATION a. Run Depreciation Calculation b. Verify there are two rows of depreciation for each period, one for each funding source. See example below IX. Add Area ID to Asset Navigation: Select AM WorkCenter Title from your Home/Landing Page OR Navigator > Asset Management > Asset Management WorkCenter SFS_AM.1.01_Adding_an_Asset_Online.docx Page 25 of 29

26 1. See SFS_AM.5.01_Addtion_Of_Area_ID a. Business Process outline how to create and Area ID 2. Select Basic Add 3. Select Add a New Value tab 4. The Business Unit should default to your Business Unit based on your User Preference setup. 5. Asset Identification should be left as NEXT which will assign a new asset ID number by incrementing to next number when the asset is successfully saved. a. Note: Do not confuse the Asset Number with the Tag Number, as these are different fields. 6. Click. The Basic Asset Component tabs appear: 7. Enter asset description 8. Select Profile Id 9. If applicable add attachment(s) 10. Select Asset Acquisition Detail tab 11. Enter asset description SFS_AM.1.01_Adding_an_Asset_Online.docx Page 26 of 29

27 12. Enter Amount 13. Select Acquisition Detail Chartfields a. Perform this step if your cost/funding source chartfield values are not the same as your Acquisition Detail chartfield values) 14. Enter the Trans Date. a. Typically, the Transaction Date is the date you actually acquired the asset. 15. Enter the Acctg Date. a. The Accounting Date is the date you want the transaction to post to the GL. b. Note: The Transaction Date cannot be later than the Accounting Date. The days between these two dates are booked to Prior Period Depreciation (PDP). c. Note: Depreciation expense starts with the accounting date. 16. Select button 17. Asset Cost Information frame will appear 18. The Cost Type field is not used. 19. Enter the Accum Depr. a. If there is any accumulated depreciation associated with this asset, enter it here. SFS_AM.1.01_Adding_an_Asset_Online.docx Page 27 of 29

28 20. Enter the YTD Depr. a. If there is any accumulated depreciation, enter the amount for the current fiscal year. 21. Enter the Chartfields (Fund, Dept, Program Code, Class, Project): a. Enter the funding string that purchased the asset. b. Note: When entering the funding string, this is the funding where the acquisition and all future depreciation will be booked, so if the department or project is inactivated, the asset will need to be transferred. c. Note: These chartfield values can be different from your Acquisition Detail chartfield values. 22. Select Asset Acquisition Detail tab 23. Enter Location Code 24. Enter Area ID 25. Click and an Asset ID will be assigned. Revision History Author Version Date Description of Change /03/2013 Final /13/2013 Final review /16/2013 Added Review Audit Logs section /17/2013 Final review SFS_AM.1.01_Adding_an_Asset_Online.docx Page 28 of 29

29 1.4 05/23/2013 Updated to add policy items /28/2013 Final with changes from Jon Ahola /29/2013 Final review and publish to website SFS_AM.1.01_Adding_an_Asset_Online.docx Page 29 of 29