Asset Management for Asset Processors. Core-CT 9.2 Finance Implementation

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1 Asset Management for Asset Processors Core-CT 9.2 Finance Implementation

2 Asset Management for Asset Processors INTRODUCTION 2

3 Today s Schedule Module Name Overview of Core-CT 9.2 Asset Processor 9.2 Upgrades Introduce Fluid UI Scan Asset Scan by Location Find Asset Review and Q&A Duration 15 minutes 30 Minutes 30 minutes 15 minutes 30 minutes 15 minutes 30 minutes 3

4 Learning Objectives At the end of this course, you will be able to: Describe Fluid Explain device and connectivity requirements for Fluid Understand the new functionality for Asset Management Processors Change Assets by Location Scan Assets Find Assets in Fluid Prepare for transition into Fluid 4

5 Asset Management for Asset Processors OVERVIEW OF CORE-CT 9.2 5

6 Upgrading to 9.2 Asset Management addition of the new Fluid User Interface. Eliminate a number of setup steps for physical inventory, thereby increasing efficiency. Centralize data access through the asset repository. Modernize technology through integration of new mobile scanning devices for physical inventory scanning. Functionality Enhancements WorkCenters Receiving Split Distributions Consolidation/Unitization Transaction Reversals 6

7 Core-CT 9.2 Upgrade Timeline User Acceptance Testing (UAT) began in mid-january. Go Live is scheduled for March 13. 7

8 Asset Management for Asset Processors ASSET PROCESSOR 9.2 UPGRADES 8

9 WorkCenters The Asset Management WorkCenter is a navigation center in Core-CT. Provides a single location to access frequently used pages and pagelets. Reduces navigation time by integrating daily, role-specific tasks into the WorkCenter. The WorkCenter has two main tabs: Main Contains the My Work and Links pagelets Reports / Queries Contains Reports and Processes and Queries 9

10 WorkCenters To access the WorkCenters, navigate to: Main Menu > Core-CT FIN > Asset Management > Asset Management WorkCenter The WorkCenter displays on the left side of the page. 10

11 WorkCenters Click the Identify Assets in PO link to review the asset purchase order information. 11

12 WorkCenters Click the Business Unit Transaction Loader link to review the pending transactions. 12

13 WorkCenters Select the Checkbox. Click the Load Transactions into AM button. 13

14 WorkCenters Click the Interface Lines in Error link to review these exceptions. ` 14

15 WorkCenters Click the Action link to review information about the line in error. ` 15

16 WorkCenters Select the desired asset(s) to take action on. Click the Return Transaction to Pending button. ` 16

17 WorkCenters UPK: Navigating the Asset Management WorkCenter This UPK will walk through the steps on navigating the Asset Management WorkCenter in Core-CT. Job Aid AM WorkCenter 17

18 Receiving Split Distributions All assets require a receiver, i.e. physical information related to an asset. Asset Processors must verify that the information is complete and accurate. In Core-CT 9.2: For serialized items, the split distributions receipt allocation type directs online receipts to split each asset across all the distributions according to the distribution percentage. Receipt Line Asset records reflect split distributions for each serial asset/item. Split distributions will be merged into the Interface AM Lines table. Asset Processors will assign Asset IDs, Tag IDs, and Serial IDs to the split distributions. 18

19 Receiving Split Distributions To receive an asset, navigate to: Main Menu > Core-CT FIN > Purchasing > Receipts > Add/Update Receipts Click the Add a New Value tab. Enter the Business Unit. Click the Add button. 19

20 Receiving Split Distributions Enter the appropriate search criteria. Click the Search button. 20

21 Receiving Split Distributions Select the appropriate asset to receive. Click the OK button. 21

22 Receiving Split Distributions The Receiving page displays. Click the Links and Status tab. 22

23 Receiving Split Distributions Click the Distribution icon. 23

24 Receiving Split Distributions The Receipt Distributions page displays. Click the Allocation Type drop down menu to select the Split Distributions allocation type. 24

25 Receiving Split Distributions Click the OK button. 25

26 Receiving Split Distributions The Receipt Lines tab displays. 26

27 Receiving Split Distributions Change the Receipt Qty to the desired amount. Click the Serial button. 27

28 Receiving Split Distributions Click the AM Status Pending link. 28

29 Receiving Split Distributions The Asset Management Information for Line 1 page displays. Click the View All link. 29

30 Receiving Split Distributions All of the assets display: the organization of the line details displays the split distributions. 30

31 Receiving Split Distributions Enter the appropriate Starting Tag Number and Starting Serial ID to apply to the assets. 31

32 Receiving Split Distributions Click the Apply button. The Tag Numbers and Serial IDs of the assets will automatically populate based on the values in the Starting Tag Number and Starting Serial ID fields. 32

33 Receiving Split Distributions Click the OK button. 33

34 Consolidation / Unitization Core-CT Asset Management allows consolidation or unitization of financial and physical load lines. In Core-CT 9.2: Consolidate and unitize interface lines with multiple ChartField distributions. Consolidate interface lines with different ChartFields to create a single asset ID with multiple ChartField distributions. Create individual Asset IDs with multiple ChartField distributions during unitization. The ChartField distributions from the source records remain intact, in addition to their quantity and amount allocations. Consolidate and unitize to an existing asset. Expand and populate the Asset Information, Acquisition- Related Fields, Cost Information, ChartFields, Custodian Information, Asset Location, and Manufacturer Information. 34

35 Consolidation To consolidate an asset, navigate to: Main Menu > Core-CT FIN > Asset Management > Send/ Receive Information > Load Transactions > Consolidate Assets Click the Add a New Value tab. 35

36 Consolidation Enter the appropriate search criteria. Click the Search button. 36

37 Consolidation The FROM Assets tab displays the assets. Review the appropriate assets for consolidation. Deselect checkboxes as necessary. 37

38 Consolidation Click the TO Assets tab. Notice the multiple ChartField distributions. 38

39 Consolidation After entering the appropriate fields for the consolidated asset, click the Save button at the bottom of the page.. 39

40 Consolidation UPK: Consolidate an Asset This UPK will walk through the steps on consolidating assets in Core-CT. UPK Consolidate Assets 40

41 Unitization To unitize an asset, navigate to: Main Menu > Core-CT FIN > Asset Management > Send/ Receive Information > Load Transactions > Unitize Assets Enter the appropriate search criteria. Click the Search button. 41

42 Unitization The FROM Asset page displays. Click the EZ Unitize button. 42

43 Unitization The Proportional Unitization Defaults page displays. Enter the desired Unitize Quantity. Click the OK button. 43

44 Unitization From the TO Assets tab, you can now validate or update the Asset Location field. Repeat this step for each interface line. 44

45 Unitization Click the Save button. 45

46 Unitization UPK: Unitize an Asset This UPK will walk through the steps on unitizing an asset in Core-CT. UPK Unitize Assets 46

47 Transaction Reversals Financial Asset Processors The Transaction Reversal feature automatically reverses the transaction last performed on the asset and provides an audit trail for each reversal. Reversals are permitted for Asset Addition, Asset Adjustments, ChartField Transfers, Recategorizations, and Interunit Transfers. Transaction reversals can only be performed on assets that have completed the depreciation process. Transaction reversals cannot be performed on leased assets, joint venture assets, group assets, or non-financial assets. Reversal of a transaction other than the initial asset addition results in reversing the cost of the transaction. 47

48 Transaction Reversals To reverse a transaction, navigate to: Main Menu > Core-CT FIN > Asset Management > Asset Transactions > Financial Transactions > Transaction Reversal Enter the appropriate asset details, click the Search button. The Transaction Reversal page displays. 48

49 Transaction Reversals Enter a Reversal Reason Code. 49

50 Transaction Reversals Click the Save button. 50

51 Transaction Reversals To review a transaction, navigate to: Main Menu > Core-CT FIN > Asset Management > Asset Transactions> Financial Transactions > Review Transaction Reversal Enter the appropriate asset details. Click the Search button. The Review Reversal Transactions page displays. 51

52 Asset Processor 9.2 Upgrade Job Aid AM WorkCenter Receiving an Asset Transaction Reversals UPK Consolidate Asset Unitize Asset 52

53 Asset Management for Asset Processors INTRODUCTION TO FLUID UI 53

54 What is Fluid? Fluid is a new interface that provides direct access to Core- CT through a connected mobile device. Fluid will seamlessly interact with the Asset Repository The connected devices communicate directly with the Asset Repository via the web. Data will not be saved on mobile devices, but will connect directly to Core-CT. Physical Inventory Processors will be using Core-CT to set up physical inventory while Asset Processors use Fluid to edit asset locations, and retrieve and display real-time asset information. 54

55 Fluid UI Video Asset Tracking 55

56 What is Fluid Asset Tracking? The Asset Tracking Homepage will be accessible from mobile devices / mobile scanning devices and will provide real time access to the Asset Repository. The Asset Tracking Homepage is comprised of four push button tiles. The Asset Processor will utilize a mobile device and scanner to: Scan assets by location Scan assets Find assets 56

57 Asset Tracking Fluid Homepage The Asset Tracking Homepage will be accessible after logging into Core-CT from the mobile device and following the appropriate navigation. There are four tiles on the Asset Tracking Homepage: Physical Inventory Scan Asset Scan by Location Find Asset Access to tiles on the Asset Tracking Homepage is determined by role. Asset Processors can: Make location changes with the Scan by Location tile. Retrieve information from assets in the repository with the Scan Asset and Find Asset tiles. 57

58 Asset Tracking Fluid Homepage 58

59 Logging into Fluid Asset Management for Asset Processors 59

60 Logging into Fluid Enter the assigned User ID and Password into the fields. Select the Sign In button. 60

61 Logging into Fluid In some devices, the Core-CT Homepage displays. To access the Asset Tracking Homepage, navigate to: Main Menu > Fluid Home If your device automatically navigated to the Asset Tracking Homepage, disregard this step. 61

62 Logging into Fluid The Asset Tracking Homepage displays. 62

63 Logging into Fluid Exercise 1: Logging into Fluid This exercise will walk through the steps on logging into Core-CT using your mobile device. Job Aid Utilizing Mobile Devices 63

64 Scan Asset Asset Management for Asset Processors 64

65 Overview of Scan Asset Use the Scan Asset tile to retrieve general information associated with a scanned asset. Asset information may be retrieved from the Asset Repository through scanning the barcode with a mobile device equipped with a scanner add on, or through manual search on the mobile device. The information retrieval occurs in real time, which is a unique feature of Fluid. It is important to note that asset information displayed on the Scan Asset page is not editable. 65

66 Scan Assets To access the Asset Tracking Homepage, navigate to: Main Menu > Fluid Home Select the Scan Asset Tile. 66

67 Scan Assets To scan the asset with the mobile device, select the Scan Value field. Ensure that the cursor is inside of the Scan Value field. Scan the Barcode with the mobile device. 67

68 Scan Assets The Assets tab displays, showing detailed information about the asset. 68

69 Scan Assets If a tag is scanned and found to be a duplicate with an existing tag, regardless of Business Unit, a warning message will display. Click the OK button. 69

70 Scan Assets To scan the asset through manual search, select the Side Arrow icon to display the Search Criteria. 70

71 Scan Assets Enter the appropriate search criteria, including: Unit Asset ID Tag Serial ID Mfg Name Model 71

72 Scan Assets Select the Search button. 72

73 Scan Assets Select the Asset in the Search Results section to display additional details. 73

74 Scan Assets The Assets tab displays, showing detailed information about the asset. 74

75 Scan Assets Exercise 2: Scan Assets This exercise will walk through the steps to retrieve asset information with the Scan Assets tile. 75

76 Scan by Location Asset Management for Asset Processors 76

77 Overview of Scan by Location Use the Scan by Location tile to scan assets within a specific location and build an audit history for assets in that location. Audit history is stored in the Scan History tables. Comments are also editable from the Scan by Location tile. The Scan by Location tile provides the ability to force update asset locations. This is useful when an asset s location differs from the scan location. Asset Processers should exercise caution as the location change immediately alters the asset location in Basic Add without an approval process. When the force update feature is deselected, Asset Processors can create a list of assets in a location without altering the asset details. 77

78 Scan by Location Select the Scan by Location Tile. 78

79 Scan by Location Enter the appropriate Scan Location in the Scan Location Field. Enter the appropriate Business Unit in the Business Unit field. Force Asset Location Update set to YES. 79

80 Scan by Location Select the Done button. 80

81 Scan by Location Select the Scan Value field. Scan the appropriate Tag Number. 81

82 Scan by Location The page confirms the asset s location change. 82

83 Scan by Location Select the Edit Comments button. 83

84 Scan by Location Select the Comments box. Enter the appropriate comment in the Comments box. 84

85 Scan by Location Select the Done button. 85

86 Scan by Location The page confirms that the comments were added to the asset. Comments are routed to the WorkCenter queries Asset Scan History and Asset Scan History Most Recent. 86

87 Scan by Location Exercise 3: Scanning Assets by Location This exercise will walk through the steps to update asset locations and edit comments with the Scan by Location tile. 87

88 Find Asset Asset Management for Asset Processors 88

89 Overview of Find Assets Use the Find Asset tile to retrieve information for assets without scanning a barcode. Enter search parameters, such as Business Unit and Asset ID, to retrieve information for scanned assets. Asset information displayed on this page is retrieved from the Asset Repository. 89

90 Find Assets To access the Asset Tracking Homepage, navigate to: Main Menu > Fluid Home Select the Find Asset Tile. 90

91 Find Assets Select the Side Arrow icon to display the Search Criteria. 91

92 Find Assets Enter the appropriate search criteria, including: Unit Asset ID Tag Serial ID Mfg Name Model 92

93 Find Assets Select the Search button. 93

94 Find Assets Select the Asset in the Search Results section to display additional asset details. 94

95 Find Assets The asset details page displays. 95

96 Find Assets Exercise 4: Finding Assets This exercise will walk through the steps to find assets, without scanning a barcode, in the Find Assets tile. 96

97 Asset Management for Asset Processors REVIEW AND Q&A 97

98 Questions? Q & A = 98

99 Summary Let s review our Learning Objectives: You should now be able to: Describe Fluid Explain device and connectivity requirements for Fluid Understand the new functionality for Asset Management Processors Change Assets by Location Scan Assets Find Assets in Fluid Prepare for transition into Fluid 99

100 Congratulations! You have now completed the Asset Management for Asset Processors course! Next Steps: Fill out the course evaluation. For additional help, utilize the following resources: o Utilize Footprints to log support tickets. 100

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