RIT ORACLE CAPITAL EQUIPMENT PHYSICAL INVENTORY

Transcription

1 RIT ORACLE CAPITAL EQUIPMENT PHYSICAL INVENTORY

2 Table of Contents Overview... 2 FA Physical Inventory User Responsibility... 2 Fixed Asset Parent Departments... 2 Contact Information... 2 Inventory Cycles... 3 Excel Software Settings... 3 Physical Inventory Process... 3 Opening of Inventory... 3 Creating Physical Inventory Worksheets... 4 Options to Format Worksheet... 7 Potential Errors When Downloading... 7 Options for Managing Worksheets... 7 Performing Physical Inventory... 8 Using Excel ADI Worksheet... 8 Uploading Excel ADI Worksheet... 9 Inventory Completed During Oracle Sign On Session... 9 Inventory Completed After Oracle Sign On Session Potential Errors When Uploading Certification Process Assets Marked Missing Archiving Reports Oracle Alerts Requested Changes for Read Only Fields Page 1 Rev. November 2017

3 Overview All departments are required to perform a complete inventory of their capital equipment once per year. This process is an important control activity designed to safeguard the assets of the University. In addition, when all assets are correctly recorded in the University s record keeping system, the accuracy of the University s financial statements is enhanced. Oracle fixed asset Parent Departments are used to group related departments for physical inventory purposes. The Parent Department drives the issuance of inventory worksheets, inventory group names, as well as the Oracle alerts related to inventory. Each Fixed Asset Parent Department will have designated representatives who will be responsible for completing the capital equipment physical inventory and ensuring the certification form is submitted timely. Inventory representatives will access the new process via a custom responsibility created in Oracle. The new responsibility will be used to download equipment inventory data to an Excel spreadsheet using an Application Desktop Integrator Oracle (ADI) process. Inventory data will be updated as applicable and designation will be made that items were inventoried. When inventory representatives have completed necessary updates to the worksheets they will upload the (ADI) worksheet through Oracle and send a completed certification form to Property Accounting. Property Accounting will review completed inventory and only reach out to departments if there are any questions. Unfortunately at this time, this ADI process is not able to be used with Mac computers. A user will need to sign into Oracle using a PC, download the worksheet, save file on network accessible drive or the file to themselves to work on. File will need to be uploaded using PC under the users Oracle sign on. FA Physical Inventory User Responsibility Responsibility has access only to the fixed asset parent departments for which the user is designated as DIR (Department Inventory Representative) or DIR2. A user may have more than one fixed asset parent department assigned. Only one Oracle function contained in this responsibility, Download FA Physical Inventory Data Interface. Users needing this responsibility request via the Oracle Financial Applications Access Request form. Fixed Asset Parent Departments Format of Fixed Asset Parent Department Numbers: Range of F0000 F9999 Definition of number: o F = fixed asset inventory parent department o First three digits = First three digits of department area o Last digit = designates if there is more than one person responsible for department area (1,2,3 etc.) Contact Information Jane McGrath Briggs, Financial Analysist Fixed Assets Phone: jfmcto@rit.edu Page 2 Rev. November 2017

4 Inventory Cycles Cycle Period Inventory will be Taken Due Date A August September (inventories opened early August) 90 Days from open B October December (inventories opened early October) 90 Days from open C January March (inventories opened early January) 90 Days from open D April (inventories will be sent early April) 45 Days from open Excel Software Settings Prior to downloading the inventory spread sheet, users will need to verify certain settings in Microsoft Excel. The following steps will allow for Microsoft Excel to function with the ADI spreadsheet. Step 1: o Open Excel > Open Blank Workbook o Select File > Options o Select Trust Center > Trust Center Settings Select Macro Settings Make sure the box for Trust access to the VBA project object model is checked Step 2: o Open Excel > Open Blank Workbook o Go File > options > Trust Centre > Trust Centre Settings > Protected View o Uncheck all options Physical Inventory Process Opening of Inventory DIR and DIR2 receive from Oracle Workflow indicating their respective inventory groups are available to perform physical inventory at beginning of cycle. contains list of the inventory parent department(s). No response needed to . Page 3 Rev. November 2017

5 Creating Physical Inventory Worksheets Performing Oracle Capital Equipment Physical Inventory Log into Oracle Click the responsibility RIT FA Physical Inventory User on the navigator screen o If not automatically sent to Oracle viewer, click on Download FA Physical Inventory Data Interface Select Viewer choose your version of Excel from the drop down menu Leave Reporting box unchecked Click Next to content parameters page Content Parameters: Mapping select RIT FA Physical Inventory Mapping from dropdown menu Parent Department: o You must use a capital letter F when entering parent department. o Leave blank to obtain all parent departments assigned to DIR or DIR2 (based on Oracle user who is using system) or enter one parent department. o If you have more than one parent department, and field is left blank, all inventory items will be combined on one Excel worksheet. o Tip: If you are assigned more than one parent department and you prefer to give individual department groups their own Excel file to work from, enter each parent department separately. Click continue Document Creation Review screen will appear Page 4 Rev. November 2017

6 Creating Physical Inventory Worksheets (cont d) Document Creation Review: Verify information is correct Click create document once information is verified Create document: Prompt will appear to open Excel file Choose open and enable editing and content macros in Excel file Page 5 Rev. November 2017

7 Creating Physical Inventory Worksheets (cont d) Processing message in Oracle once macros are enabled. Performing Oracle Capital Equipment Physical Inventory Processing message in Oracle download complete. Excel ADI template file will be similar to below. Page 6 Rev. November 2017

8 Options to Format Worksheet Unprotect worksheet to allow Excel formatting options, ie: text color, cell shading, column width, and bold: Click on Review tab on top tool bar Click on Unprotect Sheet icon Edit formatting as desired Potential Errors When Downloading Oracle error message or blank Excel file o The specific fixed asset parent department entered is not assigned to user as either DIR or DIR2 Retry if number was entered incorrectly Contact property accounting to determine which user is assigned to specific fixed asset parent department, request change if applicable o The specific fixed asset parent department did not have assets, will result in a blank worksheet. Retry if number was entered incorrectly Contact property accounting to verify no assets are under parent department. Options for Managing Worksheets Complete inventory in single session of Oracle log in after downloading: o Do not close out Excel inventory template file. Complete inventory at later time after downloading: 1. Save ADI template to network drive where department inventory files are saved. o Make changes in worksheet as inventory is taken o Prepare to upload to Oracle when complete 2. Print out original Excel file and make notes off line on paper: o Use original Excel template make changes resulting from physical inventory o Prepare to upload changes in Oracle Saving Excel ADI Worksheet for Use Select File > Save As in Excel inventory ADI template Browse to network location you will save file Name file and change save as type to Excel Macro Enabled Workbook(*.xlsm) from drop down Page 7 Rev. November 2017

9 Performing Physical Inventory Using Excel ADI Worksheet Performing Oracle Capital Equipment Physical Inventory Utilize the parent department group inventory worksheet and locate the assets listed; noting correct location, description, manufacturer, model number, serial number and tag number. Columns shaded in blue are read only and cannot be modified. Do not add rows to worksheet. If any editable fields are either blank or have 00000, enter correct information to update in Oracle. Department number changes, tag number changes, splitting and merging of assets, and addition of assets will be addressed in next section. These functions cannot be performed on worksheet. Inventory Excel worksheet columns: o Upl flag icon will appear if line is updated (do not edit this cell manually) o Inventory Group parent department name plus date inventory was opened (read only) o Parent inventory parent department umber as described on page 2 (read only) o Entity RIT entity (read only) o Department Department number which the asset is currently recorded under (read only). Change in department numbers will be addressed separate from this Excel file. o Building Code for building location. Will be validated upon import, if unknown, follow process below: Look up valid building code by accessing Oracle > RIT Assets Reports & Inquiry > Financial Information > Find Assets > click on Location field s list of values button. Click on list of values button for building, then browse for correct code. o Room Code for room location. Will be validated upon import, if unknown, follow process below: Look up valid room code by accessing Oracle > RIT Assets Reports & Inquiry > Financial Information > Find Assets > click on Location field s list of values button. Click on list of values button for room, then browse for correct code. o Asset # Preassigned Oracle asset number (read only) o Description Current asset description listed in Oracle. Make necessary changes. o Category Assigned asset type category in Oracle (read only) o Manufacturer Current manufacturer name listed in Oracle. Make necessary changes. o Model Current model number listed in Oracle. Make necessary changes. o Serial # Current serial number listed in Oracle. Make necessary changes. o Tag # Current RIT inventory asset tag number in Oracle (read only). tag# changes to Property Accounting. o PO # Purchase order number associated with original asset purchase (read only) o Cost Current cost listed in Oracle Assets, based on original purchase (read only) o o o Retire Use this column to indicate if an asset is retired by changing to Y (default is N ) Missing Mark column Y if during physical inventory process you are not able to locate asset, but are aware of its existence. If asset is found before inventory group is closed by Accounting, this information can be updated so asset can be inventoried properly (default is N ). Inventoried User must take action on this field. When individual asset has been addressed (either located, retired or missing) user types Y in this field. If the field is not set to Y upon upload, Oracle will not recognize the asset as being inventoried and will trigger past due inventory alerts. Page 8 Rev. November 2017

10 Uploading Excel ADI Worksheet Performing Oracle Capital Equipment Physical Inventory Upon completion of physical inventory, the ADI worksheet will be uploaded to Oracle. Either the DIR or DIR2 will need to facilitate the process of the upload. Inventory Completed During Oracle Sign On Session Click the responsibility RIT FA Physical Inventory User o If window to create ADI template appears, click cancel and return back to navigation window Using the open Excel ADI inventory worksheet, select Add Ins on tool bar, Oracle drop down menu Select Upload o Upload parameter window Default: Flagged Rows, keep default value o These fields are validated prior to upload: Building & room Inventoried field is marked Y Click Upload as noted below Page 9 Rev. November 2017

11 Successful upload, you will see a message for the number of rows updated. Click on the Close Button. Green smiley faces will appear in messages column of Excel ADI file for lines of successful upload Continue to certification process. Inventory Completed After Oracle Sign On Session This process is meant for uploading an Excel inventory template previously saved. Go to Click on the Click here for WebADI button. Page 10 Rev. November 2017

12 Login using your RIT Computer Account user id and password, ( account). Install the DUO Application on your phone. Choose an authentication method. Accept the Push for secure authentication on your phone. A Viewer screen will open. o Select your version of Excel from the drop down list. o Leave the Reporting checkbox checked o Click the Next button. Page 11 Rev. November 2017

13 Leave None in the Content field and click the Next button. Click the Create Document button. Page 12 Rev. November 2017

14 An Information screen will open and you will be prompt to open or save the document. Click the Open button. Excel will open on your screen. Enable Editing. Enable Content. Page 13 Rev. November 2017

15 Click Close A blue template will open in Excel. Open the saved ADI inventory template that was created. Page 14 Rev. November 2017

16 Select a responsibility by clicking on the ADD INS tab and selecting Switch Responsibility from the Oracle drop down list. RIT FA Physical Inventory User Select Add Ins on tool bar, Oracle drop down menu Select Upload o Upload parameter window Default: Flagged Rows, keep default value o These fields are validated prior to upload: Building & room Inventoried field is marked Y Click Upload as noted below Successful upload, you will see a message for the number of rows updated. Click on the Close Button. Page 15 Rev. November 2017

17 Green smiley faces will appear in messages column of Excel ADI file for lines of successful upload Continue to certification process. Potential Errors When Uploading Oracle error message o ORA 20003: Unable to determine Location. Please contact Admin. The specific building or room entered is not set up in Oracle Look up valid building and room number using instructions in section Using Excel ADI Worksheet Lastly, contact Property Accounting if unable to find location in list of values o ORA 20003: You must mark Y for Inventoried. Change on inventory line, but inventoried flag is not set to Y Look at inventory line with error on Excel and correct inventoried field as applicable. Certification Process Departments are required to certify their annual capital equipment physical inventory. After inventory worksheets are successfully uploaded to Oracle and there are no missing assets (see Assets Marked Missing section): Obtain capital equipment physical inventory certification form from Controller s Office/Property Accounting website. Complete form and obtain approval signatures. completed form electronically to Property Accounting at acctg@rit.edu. Receipt of this form will initiate verification and completion process by Property Accounting. o Property Accounting will reach out to DIR s with any questions on inventory. o Department s inventories will be closed when no questions/issues exist. No formal notification is given to departments that inventory is closed. Page 16 Rev. November 2017

18 Assets Marked Missing When assets on inventory list are not able to be found during process, DIR can mark the item as missing through the ADI worksheet. Upon upload the asset status will be shown as missing. Every effort should be made to either locate item or determine if it has been retired. Department s inventory cannot be final closed if there are assets with status of missing. Resolution to missing assets: Asset found: o Property Accounting with asset number, tag number and inventory group number (parent department date inventory opened) and verify location. o Property Accounting will update status of asset. Asset not found: o property accounting to request change status of asset from missing to open o Download ADI worksheet for parent department asset is under (note, if asset status is missing it will not download to ADI, must be open or not received ) o Mark asset as retired and upload spreadsheet (if asset is disposed in one fiscal period and found next fiscal period, retirement cannot be undone) Archiving Reports Users should retain an original copy of downloaded Excel ADI inventory worksheet as well as the updated worksheet uploaded to system indicating successful upload and certification form. These Excel files do not need to be ed to Property Accounting. Oracle Alerts As in previous capital equipment physical inventory process, alerts will be sent to users, but now through Oracle Workflow. Alerts will flow as follows: Inventory opened to DIR, DIR2 and fiscal representative Due in 1 week to DIR, DIR2 and fiscal representative Overdue 1 week DIR, DIR2, supervisor and fiscal representative Overdue 2 weeks DIR, DIR2, supervisor, fiscal representative and manager accounting and internal controls Page 17 Rev. November 2017

19 Requested Changes for Read Only Fields Performing Oracle Capital Equipment Physical Inventory As noted in the Using Excel ADI Worksheet section, certain fields are read only. Changes are not allowed via the worksheet due to the complexity in Oracle functionality. Departments can change requests directly to Property Accounting for the following fields: Department If an asset has been transferred to new department; provide the following information: o Asset number o Tag number o Old department number o New department number o New Building and room location if not already changed on inventory worksheet. Tag Number If change in original tag number or providing missing tag number; provide the following information: o Asset number o New or revised tag number Splitting Single Asset into Multiple If an individual asset is actually two or more combined and department wants asset separated; provide the following information: o Asset or tag number o Identify how asset should be split (qty./cost per unit) Merge Several Assets into One If many assets should be combined into one asset; provide the following information: o Asset or tag numbers of assets to be combined o Identify how asset should be combined (qty./cost per unit) o Final tag number that will be used for combined asset Addition of Asset Not on Inventory Worksheet Capital asset that is not on department listing, these cannot be added to worksheet by department. Provide the following information in request: o Purchase order number, or o Purchase information from procurement card, Digital Den/Photo Shop Page 18 Rev. November 2017