Asset Intermediate Manual

Asset Management
State of Indiana

Exclusively for the Use of the State of Indiana
Table of Contents
COURSE DESCRIPTION .................................................................................................................................... 1 CHAPTER 1: ASSET MANAGEMENT OVERVIEW ................................................................................................. 3 Describing the PeopleSoft Asset Management Major Functions ........................................................... 4 Describing the Integration of Asset Management with Other PeopleSoft Products ............................... 7 Chapter Review ...................................................................................................................................... 8 CHAPTER 2: INTEGRATING WITH PEOPLESOFT PROCUREMENT ......................................................................... 9 Procurement Integration ....................................................................................................................... 10 Procurement Integration Overview ....................................................................................................... 10 Interfacing Receipts .............................................................................................................................. 13 Interface Assets from Procurement to AM ..................................................................................... 13 Preview AP/PO Information (Optional) .......................................................................................... 15 Run Interface Loader ..................................................................................................................... 17 Verify Pre-Interface Status is Loaded (Optional) ........................................................................... 20 Review Physical Data (Optional) ................................................................................................... 22 Run Transaction Loader................................................................................................................. 24 Interfacing Vouchers ............................................................................................................................. 26 Interface Assets from AP to AM ..................................................................................................... 26 Review AP/PO Information (Optional) ........................................................................................... 28 Run Interface Loader ..................................................................................................................... 30 Verify Pre-Interface Status is Loaded (Optional) ........................................................................... 33 Review Financial Data (Optional) .................................................................................................. 35 Run Transaction Loader................................................................................................................. 37 Understanding the Consolidation and Unitization of Assets ................................................................ 39 Consolidating an Asset ......................................................................................................................... 40 Unitizing an Asset ................................................................................................................................. 44 Chapter Review .................................................................................................................................... 47 CHAPTER 3: ADDING ASSETS ........................................................................................................................ 49 Describing the A, B, C, and D Tables ................................................................................................... 50 State of Indiana Policy .......................................................................................................................... 52 8.2.1 Financial Reporting State CAFR ........................................................................................ 53 8.2.1.1 What are Capital Assets? .................................................................................................. 53 8.2.1.2 Asset Depreciation and Accounting .................................................................................. 53 8.2.1.2 Capital Asset Policy .......................................................................................................... 53 8.3 Internal Control......................................................................................................................... 54 Basic Add.............................................................................................................................................. 55 Adding Assets Using Basic Add ........................................................................................................... 55 Add a new Value ............................................................................................................................ 56 Asset Information 1 Page ............................................................................................................... 57 Asset Acquisition Detail Page ........................................................................................................ 59 Location/Comments/Attributes Page ............................................................................................. 62
Manufacture/License/Custodian Page ........................................................................................... 64 Submit for Workflow ....................................................................................................................... 65 Approve Asset ...................................................................................................................................... 67 Review Asset Approval ......................................................................................................................... 69 Copying Assets ..................................................................................................................................... 71 Updating an Assets Physical Attributes ............................................................................................... 74 Using the Asset Search Utility .............................................................................................................. 75 Chapter Review .................................................................................................................................... 78 CHAPTER 4: ADJUSTING, RECATEGORIZING AND TRANSFERRING ASSETS........................................................ 79 Financial Transactions .......................................................................................................................... 80 Add a new Value ............................................................................................................................ 81 Enter Dates / Cost Action ............................................................................................................... 82 Cost Action = Adjustment............................................................................................................... 83 Cost Action = Addition.................................................................................................................... 84 Cost Action = Recategorize ........................................................................................................... 85 Cost Action = Transfer ................................................................................................................... 86 Cost Action = InterUnit Transfer..................................................................................................... 87 Approve a Financial Transaction .......................................................................................................... 88 Finalize a Financial Transaction ........................................................................................................... 90 Review Approval Status ....................................................................................................................... 91 Viewing Asset Cost History .................................................................................................................. 93 State of Indiana Policy .......................................................................................................................... 95 8.4.2 Transfer/Disposal of Capital Assets ...................................................................................... 95 8.4.2.1 Transfer of Capital Assets to Another State Agency ......................................................... 95 8.4.2.2 Transfer by Sale of Capital Asset to Another State Agency .............................................. 95 Chapter Review .................................................................................................................................... 96 CHAPTER 5: RETIRING AND REINSTATING ASSETS .......................................................................................... 97 State of Indiana Policy .......................................................................................................................... 98 8.4.3 Retirement of Capital Assets ................................................................................................ 98 Defining the Different Types of Asset Retirements .............................................................................. 99 Retirement Actions ............................................................................................................................. 100 Retiring Assets.................................................................................................................................... 101 Retiring a Single Asset ....................................................................................................................... 101 Reinstating Assets .............................................................................................................................. 104 Approve Retirement/Reinstatement ................................................................................................... 106 Review Approval Status ..................................................................................................................... 108 Retiring Parent-Child Assets .............................................................................................................. 110 Retiring Assets using the Disposal Worksheet................................................................................... 113 Selecting the Assets for Disposal ................................................................................................ 113 Approving the Disposal Worksheet .............................................................................................. 117 Processing the Transaction Loader ............................................................................................. 119 Chapter Review .................................................................................................................................. 123
CHAPTER 6: PARENT CHILD ASSETS ......................................................................................................... 125 Grouping Assets ................................................................................................................................. 126 Single Asset with Multiple Acquisition Detail Lines ...................................................................... 126 Designate One Component as the Parent Asset ......................................................................... 127 Create a Parent Only Asset ......................................................................................................... 127 Adding Parent-Child Component Assets ............................................................................................ 128 Adding a Parent Only Asset ............................................................................................................... 129 Reviewing Parent-Child Assets .......................................................................................................... 132 Retiring Parent-Child Assets .............................................................................................................. 134 Chapter Review .................................................................................................................................. 135 CHAPTER 7: CORRECTING CHARTFIELD ERRORS ......................................................................................... 137 ChartField Errors ................................................................................................................................ 138 Chapter Review .................................................................................................................................. 141 APPENDIX A: IDENTIFYING ASSETS ON PROCUREMENT TRANSACTIONS ......................................................... 143 Requisition Asset Information ............................................................................................................. 144 Purchase Order Asset Information ..................................................................................................... 146 Receiver Asset Information ................................................................................................................ 147 Voucher Asset Information ................................................................................................................. 149
Course Description
This course teaches the fundamental concepts and features of the PeopleSoft Asset Management module. Users will gain an understanding of how to perform all essential Asset Transactions. Through classroom demonstrations and hands-on activities, users will learn how assets are created through Procurement Integration and on-line through Basic Add and the Copy Asset feature. Users will also learn how to perform both Physical and Financial Transactions. Physical transactions will include changing an asset description, tag number, manufacturer, serial number, location and custodian. Financial transactions will include entering asset adjustments, transfers, recategorizations, retirements and reinstatements. Finally, users will obtain an understanding of Parent-Child relationships as well as how to correct ChartField errors identified in the new ChartField Edit process.
Objectives
This course provides hands-on instruction on the intermediate level features of Asset Management. By the end of this course, users will be able to: Interface an Asset from Procurement and Accounts Payable to Asset Management Unitize and Consolidate Assets Create an Asset through Basic Add and Copy Perform Physical and Financial Asset Transactions Retire or Reinstate an Asset Understand AM Workflow rules Maintain Parent-Child Assets Correct ChartField Errors
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Chapter 1: Asset Management Overview

PeopleSoft Asset Management was designed to help businesses maintain physical control over the organizations assets, perform complex financial accounting, plan for future asset needs, calculate and maintain lease information, and be a central repository for complex asset information. By incorporating these functions into a single database, PeopleSoft Asset Management can reduce the associated maintenance, reconciliation, and data integrity problems.
Objectives
By the end of this chapter, users will be able to: Identify the major functions of PeopleSoft Asset Management Understand the Asset Management Process Flow Describe the integration between Asset Management and other PeopleSoft modules
Describing the PeopleSoft Asset Management Major Functions

The following Life Cycle diagram displays many of the common business functions supported by PeopleSoft Asset Management.
Plan Capital Acquisitions
Purchase, Lease or Build Asset with Acquisition Details
Capitalize Asset via Integration/ Interfacing
Retire and Dispose of Assets
Track and Manage Capital and Operating Leases
Perform Physical Inventory
Adjust and Transfer Assets
Track Physical Asset Location and Custodian
Perform Financial Accounting
Track Insurance Replacement Value
Perform Tax Calulations
Track Warranties and Maintenance
Track Regulatory Compliance
Produce Reports
Not all of these business functions will be utilized by all agencies or covered in this Intermediate Asset Management manual. This manual will focus primarily on: Purchasing Assets with Acquisition Details Capitalizing Asset via Integration/Interfacing Adjusting and Transferring Assets Retiring and Disposing of Assets PeopleSoft Asset Management is designed to be a central repository for complex asset information by maintaining a single database. The major benefits of PeopleSoft Asset Management are: Reduces the need to store redundant information Reduces maintenance Reduces data entry by creating assets via interfaces from Procurement and Accounts Payable Provides ease of reconciliation Eliminates data integrity problems Increases control over capital expenditures via custom workflow
Asset Management Process Flow

Online Entry
(Asset and Lease)
Interfaces
(ePro, PO, AP & PC
Asset Transaction Tables

A Asset Basic (Physical) B Asset Book (Depr Rules) C Asset Cost (Financial) D Asset Depreciation Depreciation Results
Load DEPR_REPT Table (AMDPREPT)
Process Depreciation Calculation (AMDPCALC)
Creating the Accounting Entries
Process Accounting Entries (AMAEDIST) ADD, ADJ, TRF, RCT & RET
Process Depreciation Close (AMDPCLOS) DPR, PDP & LPY
Populate DIST_LN Table (Debits & Credits)
Journal Generation
General Ledger
NOTE: Load DEPR RPT does not need to be run prior to AMAEDIST and AMDPCLOS unless there is a need to generate reports.
Asset Management Process Flow (continued)
The Asset Management Process Flow pictorially details the process flow involved with assets. Assets are created in Asset Management either via online entry or though the procurement interfaces. All assets, regardless of the source, are stored on the Asset Transaction tables. Once the assets exist in the Asset Management module, they can be adjusted, retired or reinstated, as the situation requires. Depreciation must be processed for financial assets. At a minimum, depreciation should be processed once per month. It is best if it is processed more frequently. Additionally, accounting entries must be created for all financial transactions. There are two types of accounting entries. The first type of accounting entry is for all transactions that take place within Asset Management. This includes additions, adjustments, transfers, retirements and reinstatements. At a minimum, this type of accounting entry should be processed once per month, if not more frequently. The second type of accounting entry is for depreciation. This should only be processed once per month, preferably either at the very end of the month or at the beginning of the month for the previous months activity. When accounting entries are created, they are stored in the DIST_LN table. The Journal Generator process will pull the journal entry information from the DIST_LN table to create journal entries in the General Ledger. Note: This Intermediate Class will go into greater detail as to how assets are added via the interfaces, added via online entry, added via the interfaces, adjusted, transferred, retired and reinstated. The Advanced Class will focus on Depreciation, Accounting Entries and Journal Generation.
Describing the Integration of Asset Management with Other PeopleSoft Products

There are many integration points within Asset Management. The State of Indiana integrates with the PeopleSoft ePro/Purchasing, Accounts Payable, Project Costing and General Ledger modules. Each integration point is discussed briefly below. The ePro/Purchasing and Accounts Payable integration points will be discussed in more detail in the Integration Chapter of this document. ePro/Purchasing Asset Management receives non-financial cost details (manufacturer, serial numbers, custodian, tag numbers, location, etc.) from the ePro/Purchasing module. Purchasing creates entries in the Pre-Interface table in Asset Management for assets that have been received. The Interface Loader (Payables/Purchasing Interface) and Transaction Loader in Asset Management create assets from the entries in the Pre-Interface table. Accounts Payable Asset Management receives financial cost details from the Accounts Payable module. Accounts Payable creates entries for assets associated with vouchers in the Pre-Interface table in Asset Management. The Interface Loader (Payables/Purchasing Interface) and Transaction Loader in Asset Management create assets from the entries in the Pre-Interface table. Project Costing Asset Management receives asset transaction information for capital projects when the project has been completed. Once the project has been completed, Asset Management will pull the project details through the standard interface tables and into Asset Management via the Transaction Loader process. General Ledger Asset Management creates entries which are processed through the Journal Generator to create journal entries for General Ledger. The next chapter will go into greater detail as to how ePro/Purchasing and Accounts Payable information is integrated into the Asset Management module.
Chapter Review
In this chapter, users have learned to: Identify the major functions of PeopleSoft Asset Management Understand the Asset Management Process Flow Describe the integration between Asset Management and other PeopleSoft modules
Chapter 2: Integrating with PeopleSoft Procurement

PeopleSoft Asset Management is a stand-alone application, allowing users to add assets online as well as to interface and receive asset information from other modules such as Purchasing and Accounts Payable. A majority of assets will be added to Asset Management by integrating with the Purchasing and Accounts Payable modules. Ideally, asset data should be included on a Requisition and a Purchase Order. Once the Purchase Order has the status of Dispatched, a receipt can be created. The receipt will add additional asset information including Tag Number, Serial ID, Custodian, Model and Manufacturer. Interfacing the receipt into the Asset Management module will populate the physical information of an asset. After the receiving process is completed, Accounts Payable can process the corresponding voucher. Interfacing the voucher into the Asset Management module will populate the financial information of an asset. Asset Management will receive the data from the receipt and the voucher through a series of batch processes that will process automatically and create the asset. This chapter will discuss, in detail, this integration process from the procurement modules into Asset Management.
Objectives
By the end of this chapter, user will be able to: Understand the Integration Process Integrate a Receipt into Asset Management Integrate a Voucher into Asset Management Consolidate and Unitize assets
Procurement Integration
There are many steps involved with the Procurement Integration process. To better understand the integration process, this chapter will first present an overview of the Integration process. This will be followed with detailed instructions on how to integrate a receipt into Asset Management as well as how to integrate a voucher into Asset Management. Finally the consolidation and unitization of an asset will be discussed. Appendix A will provide a brief overview of where asset information is stored on the Requisition, Purchase Order, Receipt and Voucher.
Procurement Integration Overview

The following diagram details the Procurement Integration process.
Step 1
Receipt
Step 2
Step 3
Step 4
Process RECVPUSH
Physical Interface Table

Review PreInterface Table Interface Loader Process AMPS1000 Trans Loader Process AMIF1000
Asset Table
PreInterface Table
Review
Consol. Unitize
Book Table
Process INTFAPAM
Financial Interface Table
Cost Table
Voucher
There are many steps involved with the Procurement Integration process. Most of the steps will run automatically as part of the batch processes (although each agency may initiate each process manually). The exception is the consolidation and unitization processes. To take advantage of these functions, each agency must process consolidation and unitization manually. Step 1 of the integration process is to push information from the procurement modules into Asset Management. Physical information is pushed from the receipt and financial information is pushed from the voucher. The information from the receipt is interfaced from procurement to Asset Management by the RECVPUSH process. The RECVPUSH process copies the receipt asset information into the PreInterface table (INTFC_PRE_AM).
10
Procurement Integration (continued)
The information from the voucher is interfaced from Accounts Payable to Asset Management by the INTFAPAM process. The INTFAPAM process copies the voucher asset information into the Pre-Interface table (INTFC_PRE_AM). Transactions are loaded into the Pre-Interface table (INTFC_PRE_AM) with a Pending load status. While in the pending status, values for this table can be reviewed and adjusted as necessary. While there are different processes for loading the receipts and the vouchers into the Pre-Interface table, all the remaining processes are the same, regardless if the receipt or voucher is being processed into Asset Management. However, the system assumes that the receipt will be processed prior to the voucher being processed. If the receipt and voucher are processed at the same time or the voucher is processed prior to the receipt for the remaining steps, errors will occur. Since all of the jobs related to these steps will process automatically, this should only be a problem on the very rare occasion when both the receipt and voucher are entered on the same day or when a user is manually running the processes. Step 2 of the integration process is the Interface Loader, process AMPS1000. This process moves the asset information from the Pre-Interface table (INTFC_PRE_AM) into the Transaction Loader tables. There are two Transaction Loader tables - Physical Interface table (INTFC_PHY_A) which contains the physical data (such as tag number, product specifications, location, custodian, manufacturer, etc.) and the Financial Interface table (INTFC_FIN) which contains the financial data (such as cost, books, depreciation method, depr convention, life, etc.). Note: Process AMPS1000 goes by many names. In addition to the name of Interface Loader, some of these names are the Payable/Purchasing Interface and the PO/AP/AM Interface process. For the sake of simplicity, the process will consistently be referred to as the Interface Loader in this document. Once the data has been successfully moved, the load status on the Pre-Interface table changes from Pending to Loaded. Once this status has changed, the information can be reviewed on the PreInterface table but it cannot be changed. The load status on Physical and Financial Interface tables is Pending. While in the pending status, values on this table can be reviewed and adjusted as necessary, if user preferences have been configured to allow the user to do so. Once the asset information is in the Transaction Loader tables, Step 3 of the integration process is to consolidate or unitize the assets. Consolidation allows the user to consolidate multiple line items into a single asset. This is frequently used with the purchase of vehicles. Unitization allows the user to break out an asset with multiple quantities into multiple assets with a single quantity. As an example, a computer with a quantity of two can be unitized into two computer assets each with a quantity of one. This unitization should have already been completed by the receiving individual when the receipt was entered. However, if the receiving individual did not break the assets into multiple assets with a quantity of one, the asset user can do so by using the unitization functionality. Note: Consolidation or Unitization must take place prior to processing the Transaction Loader. Step 4 of the integration process is to run the Transaction Loader, process AMIF1000. This process moves asset information from the Transaction Loader tables (Physical and Financial Interface tables) to the asset transaction tables. These asset transaction tables are the Asset, Book and Cost tables. These ABC tables will be discussed in greater detail in another chapter.
11
Procurement Integration (continued)
Prior to running the Transaction Loader (AMIF1000), the load status of the Physical and Financial Interface tables is Pending. After running the Transaction Loader the load status will change to Loaded. Below is a table which lists the four major steps just discussed in the interface process, the programs involved, a description of each program and how each program will process.
Step Instruction
1a Interface Asset from Procurement to AM Interface Asset from AP to AM Retrieve PO/AP information (Interface Loader) Consolidate or Unitize Asset Information Load Transactions into AM (Transaction Loader)
Program
RECVPUSH
Description
Program copies receipt asset information into the Pre-AM Interface table Program copies voucher asset information into the Pre-AM Interface table Program moves asset information from Pre-AM interface table into the Physical and Financial Interface tables User reviews Physical asset information and Consolidates or Unitizes asset info Program moves asset information from Physical and Financial Interface tables into master Asset tables
Process
Automatically
1b
INTAPAM
Automatically
AMPS1000
Automatically
On-line pages AMIF1000
Manually, As Needed Automatically
Steps 1, 2, and 4, along with the related review steps, will be discussed in detail on the following pages. Step 3, consolidation and unitization, will be discussed later in this chapter after the other interface steps have been reviewed. To Interface Procurement transactions into Asset Management, follow these procedures:
Interfacing Receipts: Step

1a Optional 2 Optional Optional 4
Interfacing Vouchers: Step

1b Optional 2 Optional Optional 4
Description
Interface Assets from Procurement to AM Preview AP/PO Information Run Interface Loader Verify Pre-Interface Status is Loaded Review Physical Data Run Transaction Loader
Description
Interface Assets from AP to AM Preview AP/PO Information Run Interface Loader Verify Pre-Interface Status is Loaded Review Financial Data Run Transaction Loader
12
Interfacing Receipts
Interface Assets from Procurement to AM
Step 1 in the Integration Process is to process the RECVPUSH program. This will move the physical information of the Asset from the Receipt to the Pre-Interface table (INTFC_PRE_AM). This process will run automatically. However, a user can manually execute the process at any time.
Navigation
Page Name
Process Receipts
Navigation
Purchasing > Receipts > Process Receipts
13
Interfacing Receipts, Interfacing Assets from Procurement to AM (continued)
Step Action
1 2 3 Add or Find a Run Control ID. Enter the Business Unit Enter the Receipt Number to be pushing into AM. Note: Leaving the Receipt Number blank with process all available receipts for the Receiving Business Unit. 4 5 6 7 8 9 Click Save. Click Run. Click the checkbox next to Receiver Interface Push. (Process = PO_RECVPUSH) Click OK to initiate the process. Click Process Monitor to view the status of the process. Click Refresh every 30 seconds until the Run Status has a value of Success and the Distribution Status has a value of Posted.
Once the process has completed successfully, the receipt will have been moved to the Pre-Interface Table (INTFC_PRE_AM). This can be confirmed by previewing the AP/PO Information. The procedure to preview the AP/PO information is detailed on the following pages.
14
Interfacing Receipts (continued)
Preview AP/PO Information (Optional)

The following pages discuss how to preview the AP/PO Information in the Pre-Interface table.
Navigation Page Name

Load Preview
Navigation
Asset Management > Send/Receive Information > Preview AP/PO Information
Step Action
1 2 Enter the AM Business Unit. Enter the Receipt Number. Note: If multiple receipts have been interface, the user can leave the Receipt Number blank and change the Load Status to Pending. This will display all transactions (receipts and vouchers) that have not yet been interface into the Transaction Loader tables. 3 Click Search. 15
Interfacing Receipts, Preview AP/PO Information (continued) All rows that meet the above entered criteria will be displayed. Click on one of the displayed lines to see the details associated with the line.
NOTE: If only one row matches the entered criteria, the details will automatically be displayed.
Step Action
4 Confirm that the Load Status is Pending.
NOTE: The user has the ability to change information displayed on this screen. Tag, EmpID, and Location can all be changed on this screen.
16
Run Interface Loader

Step 2 in the Integration Process is to process the Interface Loader program, AMPS1000. This will move data from the Pre-Interface table (INTFC_PRE_AM) to the Physical (INTFC_PHY_A) and Financial (INTFC_FIN) Interface tables. This step is the same whether Procurement or Accounts Payable information is being moved. The only difference is the information entered on the run control. This process will run automatically. However, a user can manually execute the process at any time.
Navigation
Page Name
Asset Management
Navigation
Asset Management > Send/Receive Information > Retrieve Info from AP/PO
17
Interfacing Receipts, Run the Interface Loader (continued)
Step
1 2 3 4 5
Action
Add or Find a Run Control ID. Enter a Request ID. (This is a required field but the value is not important.) Enter a Description. (This is a required field but the value is not important.) Change the Process Frequency to Always Process. Select a Process Option of Process Receiver. Note: To process all pending receipts and vouchers into the Interface tables, select Process Business Unit.
6 7
Enter the BU Recv (Receiving Business Unit). Enter the Receipt No to be pushed into Asset Management. Note: If several receipts need to be processed, they can be added by clicking on the right of the receipt value. to the
8 9 10 11 12 13
Click Save. Click Run. Click the checkbox next to PO/AP/AM Interface. (Process = AMPS1000). Click OK to initiate the process. Click Process Monitor to view the status of the process. Click Refresh every 30 seconds until the Run Status has a value of Success and the Distribution Status has a value of Posted. Click Details to view the Message Log. Click Message Log. Record the Interface ID associated with this process. (See the print screen below.) Note: The Interface ID will be used when processing the Transaction Loader.
14 15 16
18
Interfacing Receipts, Run the Interface Loader (continued)
Once the process has completed successfully, data from the receipt will have been moved from the PreInterface table (INTFC-PRE-AM) to the Physical Transaction table (INTFC_PHY_A). This can be confirmed by reviewing the Pre-Interface and the physical information. These procedures are detailed on the following pages.
NOTE: If an Interface ID cannot be located in the message log, review the Pre-Interface table. If the Load Status is Errored, log an issue with GMIS.
19
Verify Pre-Interface Status is Loaded (Optional)

The following pages discuss how to verify the information on the Pre-Interface table has been loaded.

Load Preview
Navigation
Asset Management > Send/Receive Information > Preview Info from AP/PO
Step
1 2 3
Action
Enter the AM Business Unit. Enter the Receipt Number. Click Search.
All rows that meet the above entered criteria will be displayed. Click on one of the displayed lines to see the details associated with the line.
NOTE: If only one row matches the entered criteria, the details will automatically be displayed.
20
Interfacing Receipts, Verify Pre-Interface Status (continued)
Step
4
Action
Confirm that the Load Status is Loaded. Note: If the Load Status is Errored, log an issue with GMIS.
The next step is to review the physical information in the Transaction Loader table (INTFC_PHY_A).
21
Review Physical Data (Optional)

The following pages discuss how to review the physical information in the Transaction Loader table (INTFC_PHY_A).

Asset Management
Navigation
Asset Management > Send/Receive Information > Approve Physical Information > Review A
Step
1 2 3 4
Action
Click Clear to remove any data that has been prepopulated. Enter the Interface ID recorded in Run Interface Loader, step 16. Click Search. Verify that this is the correct Interface ID or click on the appropriate Interface ID from the Search Results.
22
Interfacing Receipts, Previewing Physical Data (continued)
Step
5
Action
Verify the Load Status has a value of Pending. Note: Change the Load Status to On Hold to keep the transaction from being loaded into Asset Management by the Transaction Loader. This should only be done if the transaction needs to be consolidated or unitized. The Transaction Loader will process automatically on a schedule which will provide adequate time to complete all necessary consolidations or unitizations.
After confirming the Load Status is Pending, it is time to run the Transaction Loader to populate the Asset Management master tables.
23
Run Transaction Loader

Step 4 in the Integration Process is to process the Transaction Loader program, AMIF1000. This will move the physical information from the Physical Interface table into the Asset Management Master tables. This process will run automatically each month. It will be scheduled to be processed such that adequate time will be provided to the user to manually consolidate or unitize assets. Consolidation and Unitization must occur prior to running the Transaction Loader. These functions will be covered later in the chapter.
NOTE: Although processed automatically each month, a user can manually execute this process at any time.

Process Receipts
Navigation
Asset Management > Send/Receive Information > Load Transactions > Load Transactions into AM
24
Interfacing Receipts, Run the Transaction Loader (continued)
Step
1 2 3 4 5 6 7 8 9 10
Action
Add or Find a Run Control ID. Change the Process Frequency to Always. Enter the Interface ID recorded in the Run Interface Loader, step 16. Enter the To Interface ID (the same interface id entered in the previous step.) Click Save. Click Run. Click the checkbox next to Transaction Loader. (Process = AMIF1000) Click OK to initiate the process. Click Process Monitor to view the status of the process. Click Refresh every 30 seconds until the Run Status has a value of Success and the Distribution Status has a value of Posted.
Once the process has completed successfully, the asset will now exist in Asset Management with a Status of Received (Not in Service). The asset can be located by utilizing the Search for an Asset navigation and searching on the receipt number. (Search for an Asset is covered in Chapter 3 Adding Assets.) This completes the process of manually loading a receipt into Asset Management. As a reminder, these processes will happen automatically in the batch process. The Transaction Loader will process less frequently than the other jobs to provide adequate time for the user to consolidate or unitize assets prior to the Transaction Loader processing. The next section will cover the procedures used to interface a voucher into Asset Management.
25
Interfacing Vouchers
With the exception of the first step, the steps to be followed to interface Vouchers into Asset Management are almost identical to the procedures used to interface Receipts. The major differences are the source and type of data processed and the table being populated. On the following pages are the procedures to be followed to interface a voucher into Asset Management.
Interface Assets from AP to AM

Step 1 in the Integration Process is to process the INTFAPAM program. This will move the financial information about the Asset from the Voucher to the Pre-Interface table (INTFC_PRE_AM). This process will run automatically. However, a user can manually execute the process at any time.

Accounts Payable
Navigation
Accounts Payable > Batch Processes > Interfaces > Load Assets Request
26
Interfacing Vouchers, Interfacing Assets from AP to AM (continued)
Step
1 2 3 4 5
Action
Add or Find a Run Control ID. Enter a Request ID. (This is a required field but the value is not important.) Enter a Description. (This is a required field but the value is not important.) Change the Process Frequency to Always Process. Select a Process Option of Process Voucher. Note: When running the process manually, the most frequently used process option will be Process Voucher. If several vouchers need to be processed, they can be to the right of the voucher value or by selecting a Process added by clicking on the Option of Process Business Unit.
6 7 8 9 10 11 12 13
Enter the Business Unit. Enter the Voucher Number to be pushed into Asset Management. Click Save. Click Run. Click the checkbox next to Payables to Assets Interface. (Process = INTFAPAM). Click OK to initiate the process. Click Process Monitor to view the status of the process. Click Refresh every 30 seconds until the Run Status has a value of Success and the Distribution Status has a value of Posted.
Once the process has completed successfully, the voucher will have been moved to the Pre-Interface table (INTFC_PRE_AM). This can be confirmed by previewing the AP/PO information. The procedure to preview the information is detailed on the following pages.
NOTE: The following procedures are the same procedures that were detailed in the Receipt section of this chapter. The only difference is that information is being retrieved based on the Voucher ID rather than the Receipt Number.
27
Interfacing Vouchers (continued)
Review AP/PO Information (Optional)

The following pages discuss how to preview AP/PO Information in the Pre-Interface table (INTFC_PRE_AM).

Load Preview
Navigation
Step
1 2
Action
Enter the AM Business Unit. Enter the Voucher ID. Note: If multiple vouchers have been interface, the user can leave the Voucher ID blank and change the Load Status to Pending. This will display all transactions (vouchers and receipts) that have not yet been interface into the Transaction Loader tables.
Click Search.
All rows that meet the above entered criteria will be displayed. Click on one of the displayed lines to see the details associated with the line. NOTE: If only one row matches the entered criteria, the details will automatically be displayed.
28
Interfacing Vouchers, Review AP/PO Information (continued)
Step
4
Action
Confirm that the Load Status is Pending.
NOTE: The user has the ability to change information displayed on this screen. Tag, EmpID, and Location can all be changed on this screen.
29
Run Interface Loader

Step 2 in the Integration Process is to process the Interface Loader program, AMPS1000. This will move data from the Pre-Interface table (INTFC_PRE_AM) to the Physical (INTFC_PHY_A) and Financial (INTFC_FIN) Interface tables. This step is the same whether Procurement or Accounts Payable information is being moved. The only difference is the information entered on the run control. This process will run automatically. However, a user can manually execute the process at any time.

Asset Management
Navigation
Asset Management > Send/Receive Information > Retrieve Info from AP/PO
30
Interfacing Vouchers, Run the Interface Loader (continued)
Step
1 2 3 4 5
Action
Add or Find a Run Control ID. Enter a Request ID. (This is a required field but the value is not important.) Enter a Description. (This is a required field but the value is not important.) Change the Process Frequency to Always Process. Select a Process Option of Process Voucher. Note: To process all pending receipts and vouchers into the interface tables, select Process Business Unit.
6 7
Enter the AP Unit. Enter the Voucher ID to be pushed into Asset Management. Note: If several vouchers need to be processed, they can be added by clicking on the to the right of the Voucher ID.
8 9 10 11 12 13
Click Save. Click Run. Click the checkbox next to PO/AP/AM Interface. (Process = AMPS1000). Click OK to initiate the process. Click Process Monitor to view the status of the process. Click Refresh every 30 seconds until the Run Status has a value of Success and the Distribution Status has a value of Posted. Click Details to view the Message Log. Click Message Log. Record the Interface ID associated with this process. (See the print screen on next page) Note: The Interface ID will be used when processing the Transaction Loader.
14 15 16
31
Interfacing Vouchers, Run the Interface Loader (continued)
Once the process has completed successfully, data from the voucher will have been moved from the PreInterface table (INTFC-PRE-AM) to the Financial Transaction table (INTFC_FIN). This can be confirmed by reviewing the Pre-Interface and the financial information. These procedures are detailed on the following pages.
NOTE: If an Interface ID cannot be located in the message log, review the Pre-Interface table. If the Load Status is Errored, log an issue with GMIS.
32
Verify Pre-Interface Status is Loaded (Optional)

The following pages discuss how to verify the information on the Pre-Interface table (INTFC_PRE_AM) has been loaded.

Load Preview
Navigation
Step
1 2 3
Action
Enter the AM Business Unit. Enter the Voucher ID. Click Search.
All rows that meet the above entered criteria will be displayed. Click on one of the displayed lines to see the details associated with the line.
NOTE: If only one row matched the entered criteria, the details will automatically be displayed.
33
Interfacing Vouchers, Verify Pre-Interface Status is Loaded (continued)
Confirm that the Load Status is Loaded. If the Load Status is Errored, the data has not been populated in the Financial Transaction table (INTFC_FIN). Below are a few scenarios that could be the cause and the appropriate actions to be taken. The receipt and voucher were processed in the Interface Loader at the same time. When this occurs, the receipt typically has been loaded successfully and the voucher load status is Errored. In this scenario, change the voucher Load Status to Pending and process the Interface Loader for the voucher again. The voucher was processed prior to the receipt. In this scenario, process the receipt through all of the steps including the Transaction Loader. Change the voucher Load Status to Pending and process the Interface Loader for the voucher again. There is no receipt to process. In this scenario, enter the missing physical information to the voucher record (Tag, EmplID, and Location), change the voucher Load Status to Pending, and process the Interface Loader for the voucher again. If the Load Status is still Errored after trying the above steps, log an issue with GMIS. Once the Load Status is Loaded, the next step is to review the financial information in the Transaction Loader table (INTFC_FIN).
34
Review Financial Data (Optional)

The following pages discuss how to review the financial data in the Transaction Loader table (INTFC_FIN).

Asset Management
Navigation
Asset Management > Send/Receive Information > Approve Financial Information > Review
Step
1 2 3 4
Action
Enter the Interface ID recorded in the Run Interface Loader, step 16. Enter the Business Unit. Click Search. Verify that this is the correct Interface ID or click on the appropriate Interface ID from the Search Results.
35
Interfacing Vouchers, Review Financial Data (continued)
Step
5
Action
Verify that the Load Status has a value of Pending. Note: Change the Load Status to On Hold to keep the transaction from being loaded into Asset Management by the Transaction Loader. This should only be done if the transaction needs to be consolidated or unitized prior to processing by the Transaction Loader. The Transaction Loader will process automatically on a schedule to provide adequate time to complete all necessary consolidations or unitizations.
After confirming that the Load Status is Pending, it is time to run the Transaction Loader to populate the Asset Management transaction tables.
36

Step 4 in the Integration Process is to process the Transaction Loader program, AMIF1000. This will move the financial information from the Financial Interface table into the Asset Management Master tables of Asset, Book and Cost. This process will run automatically each month. It will be processed less frequently than the other processes to provide adequate time for the user to either consolidate or unitize assets. Consolidation and Unitization must occur prior to running the Transaction Loader. These functions will be covered later in the chapter. Although processed automatically each month, a user can manually execute the process at any time.

Process Receipts
Navigation
37
Interfacing Vouchers, Run the Transaction Loader (continued)
Step
1 2 3 4 5 6 7 8 9 10
Action
Add or Find a Run Control ID. Change the Process Frequency to Always. Enter the Interface ID recorded in the Run Interface Loader, step 16. Enter the To Interface ID (the same interface id entered in the previous step). Click Save. Click Run. Click the checkbox next to Transaction Loader. (Process = AMIF1000) Click OK to initiate the process. Click Process Monitor to view the status of the process. Click Refresh every 30 seconds until the Run Status has a value of Success and the Distribution Status has a value of Posted.
Once the process has completed successfully, the asset will be capitalized in Asset Management. The status of the asset will now be In Service. The asset can be located by utilizing the Search for an Asset navigation and searching on either the Receipt Number or Voucher ID. (Search for an Asset is covered in Chapter 3 Adding Assets.) This completes the process of manually loading a voucher into Asset Management. As a reminder, these processes will happen automatically in the batch process. The Transaction Loader will process less frequently than the other processes to provide adequate time for the user to consolidate or unitize assets prior to the Transaction Loader processing. The next section will cover consolidation and unitization of assets.
38
Understanding the Consolidation and Unitization of Assets

When the Transaction Loader is processed, each pending load line generates a unique asset in Asset Management. If multiple load lines are to be consolidated into a single asset, or if a load line is to be split into many assets (unitize), it must be done before running the Transaction Loader. Several load lines may exist that represent a single asset. An example would be a vehicle that was ordered with accessories such as specific tires and a trailer hitch. Each of these items would be separate line items on the requisition, purchase order, receipt and voucher. However, these lines represent a single asset. The consolidation functionality allows the user to consolidate the three line items into a single asset. Additionally, a load line may exist that actually represents several different assets. For example, 10 computers may be received on a single line without individual tag numbers being assigned to each computer. If the Procurement Interface is processed without unitizing, this single line becomes one pending load line for one asset and the quantity is equal to 10. To generate several assets, the user must first unitize the single load line into 10 separate lines. Then when the Transaction Loader is processed, each load line generates one asset. Specifically, 10 assets will be created, each having a quantity equal to one. Consolidation and Unitization is Step 3 in the Integration Process. This step must be completed prior to step 4, processing the Transaction Loader. The following pages will describe the consolidation and unitization procedures in detail.
39
Consolidating an Asset
This process will consolidate multiple load lines into a single asset. This is frequently used when purchasing a vehicle with additional accessories. Below is the procedure to consolidate an asset.

Consolidate Assets
Navigation
Asset Management > Send/Receive Information > Load Transactions > Consolidate Assets > Add a New Value
Step
1
Action
Click Add. Note: There is no need to enter an Interface ID. It will be automatically assigned.
40
Consolidating Assets (continued)
Step
2
Action
Select the Field Name to be consolidated. Note: There are several fields which can be used to select lines to be consolidated. The most popular choices will be PO Number, Receipt Number or Voucher ID. Select the proper field based on the information to be consolidated.
Enter the Value that corresponds to the Field Name selected in the previous step. If a field name of Voucher ID was entered, enter the Voucher ID to be consolidated. Click Search.
Step
5 6
Action
Click on the Cost tab. If more rows were displayed than should be consolidated, delete the excess rows by located at the right of the row. Continue to delete the excess rows until only clicking those lines to be consolidated are displayed. Click on the TO Asset tab.
41
Consolidating Assets (continued)
Step
8 9 10 11 12 13 14
Action
Enter/adjust the Description. Enter/adjust the Short Desc. Enter/adjust the Tag Number. Enter/adjust the Custodian. Enter/adjust the Location. Verify the Cost is the sum of the lines being consolidated. Adjust the Quantity to 1. Note: The Quantity will default to be the sum of the quantities consolidated.
15 16
Click Save. Click OK to the message, Warning -- The "To" quantity is not equal to the sum of the "From" quantities. Is this okay? Process the Transaction Loader for this Interface ID as described in Run Transaction Loader of this Chapter.
17
42
Consolidating Assets (continued) Once the Transaction Loader has been processed, a single consolidated asset will be created based on the information populated on the Consolidation pages. Note: When viewing the consolidated asset in Asset Management via the Basic Add pages, each of the load lines that were consolidated will have a value of Consolidated in the Capitalize field on the Asset Acquisition Detail page.
The full value of the asset will be displayed on the last row of the Asset Acquisition Detail page. This will have a value of Already Capitalized in the Capitalize field. This will be the amount of the ADD transaction on the Cost History Detail page.
NOTE: The Cost History Detail page will be discussed in Chapter 4, Adjusting, Recategorizing and Transferring Assets.
43
Unitizing an Asset
This process will convert an asset line with multiple quantities to multiple assets with a quantity of one. The unitizing should be completed by the receiving individual when the receipt is created. However, if it is not, the Asset User has the opportunity to unitize the asset within Asset Management. Below is the procedure to unitize an asset.

Unitize Assets
Navigation
Asset Management > Send/Receive Information > Load Transactions > Unitize Assets
Step
1 2
Action
Enter the Interface ID, Voucher ID or PO Number for the receipt/voucher to be unitized. Click Search.
44
Unitizing Assets (continued)
Step
3
Action
Click EZ Unitize.
Step
4 5
Action
Enter the Quantity of assets to be created. Enter a Profile ID, if the original Profile ID should be changed. Note: The Profile ID associated with the original transaction will be carried forward unless overridden here.
Enter a Description, if the original description should be changed. Note: The Description associated with the original transaction will be carried forward unless overridden here.
Click OK.
45
Unitizing Assets (continued)
NOTE: The TO Assets page has created the number of rows that was entered in the Quantity field on the Unitization Defaults page. Each row has copied the information from the original load line except it has adjusted the quantity and cost based on the quantity entered on the Unitization Defaults page.
Step
8
Action
Adjust the Tag Number so that each row has a unique tag number. Note: The tag number associated with the original load line will default.
9 10 11 12 13
Enter the Serial ID, if available. Adjust the Quantity, if necessary. Adjust the Cost, if necessary. Adjust the Descr, if necessary. Click to advance to the next row. Complete the above steps for each new asset row created. Click Save. Process the Transaction Loader for this Interface ID as described in Run Transaction Loader of this Chapter.
14 15
Once the Transaction Loader has been processed, multiple assets will be created based on the information populated on the Unitization pages.
46
Chapter Review
In this chapter, users have learned to: Understand the Integration Process Integrate a Receipt into Asset Management Integrate a Voucher into Asset Management Consolidate and Unitize assets
47
48
Chapter 3: Adding Assets

This chapter will explore the different ways of manually adding and viewing asset information. Asset Management stores two types of asset information: financial and physical. Financial information includes cost, books, depreciation method and convention, life, and so on. Physical information includes tag number, specifications, location, custodian, and manufacturer. Both financial and physical information will be covered in this chapter. Asset Management provides two ways to manually add assets: Basic Add and Copy. Basic Add provides multiple tabs on which to enter all required financial and physical information. The copy functionality is an easy to use tool that allows a user to create single or multiple copies of an existing asset. Note: Most assets will be added to the Asset Management module via the Integration process which was discussed in detail in the previous chapter. Only assets donated, acquired from surplus, or found in a physical inventory should be added manually.
Objectives
By the end of this chapter, the user will be able to: Describe the A, B, C, and D tables used in PeopleSoft Asset Management Add assets using Basic Add (Asset Basic Information) Copy Assets Update an Assets Physical Attributes Use the Asset Search Utility
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Describing the A, B, C, and D Tables

The following diagram depicts the flow of an asset transaction through PeopleSoft Asset Management.
The Asset Management Process Flow diagram was introduced in the Asset Management Overview chapter. Interfaces were discussed in the previous chapter. Now the user is ready to add assets via Online Entry. Before discussing manually adding assets, this chapter will review the tables that are populated when an asset is added. This will better help the user understand the data behind the transaction.
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Describing the A, B, C, and D Tables (continued)
The A, B, C, and D tables in PeopleSoft Asset Management store the critical asset information. When an asset is added to the Asset Management system and capitalized, the following four transaction tables are updated. Note: The D table is populated on an asset addition only when Accumulated Depreciation is entered at the same time as an asset is added (this is most common when converting assets from another system). Each table is briefly discussed below.
Component
Asset Basic Information
Table
Asset
Navigation to View
Asset Management > Asset Transactions > Owned Assets > Basic Add
Description
Physical information (nonfinancial) such as Description, Tag Number, Status, Manufacturer information Depreciation Rules, such as Method, Life, In Service Date, Convention
Asset Book Definition
Book
Asset Management > Asset Transactions > Owned Assets > Asset Book Information > Define Depr Criteria Asset Management > Financial Transactions > Asset Transfer/Adjust Asset Management > Review Cost/Depr Activity > Asset Depreciation
Asset Cost Adjust/Transfer
Cost
Financial information such as Cost, Quantity, ChartFields, Category Results of depreciation such as Accumulated Depreciation and Depreciation Adjustments
Asset Depreciation
Depreciation
NOTE: Any activity to the tables above (A, B, or C) created Open Transactions. Running Depreciation (AMDPCALC) updates the D table.
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State of Indiana Policy

In addition to PeopleSoft Asset Management required fields, the State of Indiana requires three additional fields for all assets $500 and greater. These fields are Tag Number, Location and Custodian. Although these fields are not required to be populated for assets less than $500, it is highly recommended that these fields be populated for all assets. Each of these three fields is discussed below. 1. Tag Number: The tag number is a numeric, Agency specific field. The first three digits of the Tag Number are the Agency ID (last three digits of the Business Unit). As an example, Auditor of State (AOS), Business Unit 00050, will have tag numbers that begin with 050. The remaining digits of the Tag Number correspond to the bar code tag number affixed to the asset. Do not include the first three numbers of the bar code tag number if this is the agency number. Tags may be purchased through a QPA in ePro.
2. Custodian: The custodian is the person who is responsible for the asset. For an automobile, this person would be the primary driver of the vehicle. The custodian must be an active employee on the EMPLID table. Generic custodian ids are no longer allowed. 3. Location: The location is a seven digit alpha-numeric field that identifies the location of the asset. The location is agency defined. It can be a room number, building, cubicle, etc. The first three characters of the location represent the Agency ID.
NOTE: If the proper asset location does not exist, GMIS must be contacted to add the location into PeopleSoft.
The State of Indiana also requires that all assets added via the Basic Add pages go through an approval process. Assets with a total cost value of under $20,000 only need agency approval. Assets with a total cost value of $20,000 or greater, must receive both agency approval and Auditor of State (AOS) approval. Workflow will be utilized to direct the approval to the appropriate individual and to track the progress. Approval is not required when changing the physical attributes of an asset (description, tag number, location, custodian, etc.).
52
State of Indiana Policy (continued)
8.2.1 Financial Reporting State CAFR

The State Comprehensive Annual Financial Report (CAFR) is compiled and audited in each fiscal year. This report is vital to the States bond rating and must be prepared in accordance with generally accepted accounting principles (GAAP), which requires capital assets to be included at cost or estimated cost and depreciated over the useful life of the asset. In order to obtain this financial information, each agency must maintain the required information in the Asset Management module of ENCOMPASS.
8.2.1.1 What are Capital Assets?

As defined in GASB 34, capital assets include all of the following, assuming a useful life of greater than one year: Land (including right of way, easements) Improvements to Land Infrastructure (roadways, bridges, etc.) Buildings Improvements Other than Buildings Transportation Equipment Machinery and Other Equipment Construction in Progress
8.2.1.2 Asset Depreciation and Accounting

Except for land, inexhaustible collections, certain infrastructure reported under the modified approach (see GASB 34) and construction in progress (which will be moved to an asset category when completed), assets are required to be depreciated over the useful life of the asset. Improvements and repairs which allow an asset to continue to be used during its originally established useful life are expensed as a maintenance expense rather than being capitalized (added to the asset value). Improvements and repairs which extend the useful life of an asset are called preservation costs and should be capitalized for all capital assets, with the exception of certain infrastructure which is reported under the modified approach. Additions and improvements which increase the capacity or efficiency of the asset should be capitalized for all assets, including all infrastructures. With a few exceptions, all depreciation set up and calculations will be run by AOS only.
8.2.1.2 Capital Asset Policy

The capital asset policy for Indiana State Government, which includes details of capitalization and depreciation, is maintained by the Auditor of State and can be found at http://auditor.in.gov/finance/capitalassetpolicy.htm
53
State of Indiana Policy (continued)
8.3 Internal Control

Agency personnel are responsible for accountability for all assets under their control, including capital assets. Adequate asset management staff should be assigned to record and maintain, on the ENCOMPASS financial system, a complete list of all capital assets with a cost greater than $500. Controls should be in effect to assure that additions, disposals, and transfers to other departments or agencies are recorded timely. Inventories of these assets should be performed each year in each department and compared to the ENCOMPASS listing. Results of inventories should be retained for audit purposes. Capital assets with a cost $500 or less may be included in ENCOMPASS Asset Management at the agencys option.
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Basic Add
The Basic Add component (also known as Asset Basic Information) is comprised of multiple pages that enable the asset user to add asset basic information manually or to modify existing physical information for the asset. It is important for the user to understand that the financial information (costs, chartfields, and category) displayed on the Basic Add pages is the original information entered. Any adjustments to the financial information after the asset has been capitalized will not be reflected on the Basic Add pages. To view the current financial information, the user should look at the Cost History. Reviewing Cost History will be described in detail in Chapter 4, Adjusting, Recategorizing, and Transferring Assets.
NOTE: The most current physical information can be viewed via the Basic Add pages.
Adding Assets Using Basic Add

A majority of assets will be added by interfacing receipts and vouchers into Asset Management. However, there will be instances when this is not possible. When the asset information cannot be interfaced into Asset Management, the asset should be added using the Basic Add component. Examples of when Basic Add should be used include recording donated assets, assets acquired from surplus, and assets found during an inventory. This chapter will walk the user through entering information onto the multiple pages of Basic Add. Each page will be discussed in turn. Additionally, approval workflow for Basic Add will be reviewed. To add an asset using Basic Add, follow these procedures: Add a New Value Asset Information 1 Page Asset Acquisition Detail Page Location/Comments/Attributes Page Manufacturer/License/Custodian Page Submit for Workflow Approve Asset Review Asset Approval
55
Basic Add (continued)
Add a new Value

On this page, the user enters the business unit and begins the Basic Add procedure.

Add a New Value
Navigation
Asset Management > Asset Transaction > Owned Assets > Basic Add > Add a New Value
Step
1 2
Action
Enter the Business Unit. The business unit represents the agency. The Asset Identification will default in as NEXT. When the asset is saved, the system will assign the next available asset number as the asset identification. Click Add.
56
Asset Information 1 Page

The Asset Information 1 page includes important information about the asset. This includes the asset description, tag number, acquisition date, placement date and profile. Note: Once entered, this information is rarely changed unless an error is discovered.

Asset Information 1
Navigation
Asset Management > Asset Transaction > Owned Assets > Basic Add > Asset Information 1
57
Basic Add, Asset Information 1 page (continued)
Step
1
Action
Enter the Description. The description is the description of the asset. This will appear on queries and reports. Enter the Tag Number. The tag number is the last three digits of the Agency ID plus the bar code number affixed to the asset. Enter the Acquisition Date. The acquisition date is the date the asset was acquired. The value entered here will default in as the effective date for the location and custodian. Note: Todays date will default into this field.
Enter the Placement Date. The placement date is the date the asset was placed into service. Note: Todays date will default into this field.
Enter the Acquisition Code. The acquisition code indicates how the asset was acquired. The default value is Purchased. Select one of the following options: Constructed Used for constructed assets Donated Used for donated assets Leased Used to tie an asset to a capital or operating lease. The capital or operating Lease Asset ID must also be specified (Lease Asset IDs are system generated). This option should only be used by those few individuals responsible for adding leases. Purchased Used for purchased assets. This is the default. Trade In This option is not valid for this page. You must add Trade Ins on the Asset Express Add page. Transferred Transferred either within the same business unit or to another business unit.
The Capitalized Asset box will be selected if this asset has already been capitalized. Note: This is a display only field.
If this is a parent or child asset, select the appropriate option in Parent/Child. If this is a child asset, enter the Parent Asset ID to which it is associated. Note: The default is None.
Enter the Profile ID. The profile ID will default in all depreciation information defined for the profile. Additionally, the profile will default in the Asset Class, Category and Description on the Asset Acquisition Detail page. Note: It is very important that the correct profile ID be entered. Changing the profile ID after the asset has been capitalized will require multiple adjustments to be made to several different pages.
Click on the Comments hyperlink to add any comments about the asset.
NOTE: If entering an asset purchased in a prior year, it is very important that the Acquisition Date and Placement Date contain the actual date the asset was acquired and placed into service.
58
Asset Acquisition Detail Page

Use the Asset Acquisition Detail page to enter information about how the asset was acquired and to keep track of the separate acquisition costs and acquisition details of components that comprise the asset.

Asset Acquisition Detail
Navigation
Asset Management > Asset Transaction > Owned Assets > Basic Add > Asset Acquisition Detail
59
Basic Add, Asset Acquisition Detail Page (continued)
Step
1
Action
Leave the Description on this page blank initially. Note: The description associated with the profile id will override any description entered here when the asset is capitalized. If the description must be changed, return to the asset after it has been capitalized and enter the new description.
Enter an appropriate System Source. When entering an asset manually, the appropriate system source will be AM Online Entry Page. Enter the Quantity. Enter the Amount. Sales tax, freight and any miscellaneous charges should be recorded in the respective fields. Verify the Capitalize field has defaulted to To Be Capitalized. Verify the Category field is blank. The Category associated with the profile will default in once the asset has been capitalized. Verify the Cost Type field is blank. If a value is entered in this field, an error will be received when the asset is saved due to a missing accounting entry template. Click on the Acquisition Detail Chartfields hyperlink. Enter the required ChartFields (Fund, Program, Department, Budget Reference). Enter the optional ChartFields, if utilized by your agency (Product, Project, Incident, Locality). Click OK. Enter the Trans Date. The transaction date represents the date the asset was placed into service. It defaults in as todays date. Generally, asset transactions are entered into AM sometime after the asset has been placed into service. For depreciation to be calculated properly, the date must be changed from the default of todays date to the date the asset was placed into service. (This is especially important if the asset was purchased in a prior year.) Note: If the Basic Add pages are left prior to submitting the asset to workflow, the Trans Date will once again default to todays date upon returning to the asset. Always verify the Trans Date represents the In Service date prior to submitting the asset to workflow.
3 4
5 6
8 9 10 11 12
13
Enter the Acctg Date. The accounting date represents the date the transaction will post to the general ledger.
60
Basic Add, Asset Acquisition Detail Page (continued)
NOTE: If the asset is to be charged against multiple ChartFields (Product, Project, Department, etc.), multiple Asset Acquisition Detail must be entered. This is accomplished by clicking on to the right of the Asset Acquisition Detail page. Remember to adjust the quantity appropriately such that the sum of the quantities of the multiple Asset Acquisition Detail lines equals the correct quantity of the asset. If there is a cost associated with a detail line there should also be a quantity, even if the quantity represents a fraction of the asset. (i.e., two detail lines, each representing half of the asset, would each have a quantity of .5. The quantity of the asset would be the sum of the two lines, quantity of 1.) All additional Acquisition Detail Line pages (after the first line) should have a Capitalized value of To Capitalize Later. Once the asset has been approved and the first acquisition detail line has been capitalized, each subsequent acquisition detail line must be capitalized manually. This is accomplished by changing the Capitalized value for each additional Asset Acquisition Detail Line from To Capitalize Later to To Be Capitalized and clicking on the Capitalize button.
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Location/Comments/Attributes Page
On this page, the user will record the asset's location. Additionally the user can store comments about the asset and record physical properties such as color, height, and weight.

Location/Comments/Attributed
Navigation
Asset Management > Asset Transaction > Owned Assets > Basic Add > Location/Comments/Attributes
62
Basic Add, Location/Comments/Attributes Page (continued)
Step
1
Action
Enter a Location. Locations are validated against the Location table and indicate the location as of the current effective dated row. Note: Locations are agency specific. If additional locations are required, log an issue with GMIS.
The user may also keep a record of the person authorizing the location by filling in the information in the Authorization section of the page. (Optional) Enter any Comments. Multiple comments stored by Date/Time and Name of person making the comments will be maintained. (Optional) Enter Physical Attributes about the asset such as Color, Height, Width, Length, Weight, Capacity, and Power Rating. (Optional)
63
Manufacture/License/Custodian Page
Use the Manufacture/License/Custodian page to record custodial information, maintain license information and to track information about the manufacturer.

Manufacturer/License/Custodian
Navigation
Asset Management > Asset Transaction > Owned Assets > Basic Add > Manufacturer/License/Custodian
Step
1 2 3
Action
Enter the Serial ID, if available. Enter any additional Manufacturer Information, if available. Enter the EmplID for the custodian or click on the magnifying glass to display a listing of valid employee ids. Note: Generic custodian IDs are no longer permitted. Only individuals who have been established as employees in the HR system may be selected as a custodian.
A record of the person authorizing the custodian can be tracked by entering the name in the Authorization information. (Optional) Click Save and note the Asset ID assigned.
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Submit for Workflow

Once the asset has been saved and assigned an Asset ID, the asset must be submitted into workflow for approval. If the total cost of the asset is less than $20,000, the asset only needs agency approval. All other assets need both agency and Auditor of State (AOS) approval. Once the final approval has been received, the asset will automatically be capitalized. Capitalization will default in values associated with the Profile ID. Capitalization will also populate the book and cost tables discussed earlier in this chapter. The Approval Status will have one of the following values: Open Workflow for approval has not yet been initiated Pending Approval is in progress Approved Asset has been approved Deny Asset has been denied

Asset Information 1
Navigation
Asset Management > Asset Transaction > Owned Assets > Basic Add > Asset Information 1
NOTE: Prior to submitting the asset into workflow, confirm that the Trans Date on the Asset Acquisition Detail page accurately reflects the date the asset was placed into service. (This is especially important if this asset was purchased in a prior year.) If the user left the Basic Add pages after the asset was saved and before the asset was submitted into workflow, the Trans Date with have changed to the default of Todays Date.
65
Basic Add, Submit for Workflow (continued)
Step
1
Action
Click on the Comments hyperlink to enter any comments. These comments will be visible to the approver. Click Submit Workflow.
66
Approve Asset
Once the asset has been submitted for workflow approval, it will appear on the worklist of the appropriate Financial Asset Manager. If the total cost of the asset is less than $20,000, the Financial Asset Manager is the final approver. If the total cost of the asset is $20,000 or greater, Auditor of State (AOS) will need to approve the asset after it has been approved by the Financial Asset Manager.
NOTE: It is the responsibility of the managers to review all information prior to approving or denying the asset.

Approval
Navigation
Asset Management > Asset Transaction > Owned Assets > Approve New Assets
67
Basic Add, Approve Asset (continued)
Step
1
Action
Review all of the information. Additional information can be viewed by clicking on the Asset Component hyperlink in the upper right hand corner of the screen. Select Approved or Deny. Note: If Denying the transaction, enter the reason for the denial in the newly opened Deny Reason comment box. This reason will be emailed to the Entry individual to provide notification of the denial.
Click Save.
NOTE: If the total cost of the asset is $20,000 or greater, the Financial Asset Manger will receive a message indicating the manger is not the final approval. The manager should click OK to send the approval to the worklist of AOS.
68
Review Asset Approval

At any time during the Basic Add process, the user can review the approval status of the asset. asset can be retrieved based on the Asset ID or the approval status. The

Review Approval
Navigation
Asset Management > Asset Transaction > Owned Assets > Review Approvals Additions
Step
1 2 3 4
Action
If information other than the Business Unit defaults into this screen, click Clear. Enter the Business Unit. Enter the Asset Identification, Tag Number or Select the appropriate Approval Status: Approved addition has received all necessary approvals and been capitalized. Deny addition has been denied by either the Financial Asset Manager or AOS. Open addition has not yet been submitted for approval. Pending addition has not received all necessary approvals.
5 6
Click Search. A listing of assets meeting the entered search criteria will display. Select the appropriate asset for review. 69
Basic Add, Review Asset Approval (continued)
The Approval Status for this asset is displayed at the top of the page in the middle of the screen. Additionally, the Approval History displays at the bottom of the screen. By reviewing the Approval History, the user can see who has already approved the asset and which approvals are still pending. The date/time of the approval is also displayed. The AOS Appr Stat will display as pending until the Financial Asset Manager has approved the transaction. When the Financial Asset Manager approves the transaction, the system will evaluate whether the AOS approval is needed. If needed, the Appr Stat will remain at pending. If AOS approval is not needed, the Appr Stat will change to Not Applicable.
70
Copying Assets
PeopleSoft Asset Management enables a user to copy an existing asset. To copy an existing asset, only the financial and/or physical information that is different needs to be changed. The system will automatically assign the new asset an Asset ID.

Asset Copy
Navigation
Asset Management > Asset Transaction > Owned Assets > Copy Existing Asset
NOTE: Child assets can be copied, but parent assets cannot be copied.
71
Copying Assets (continued)
Step
1
Action
Enter a Transaction Date. This represents the date the asset is placed into service. The transaction date will default to todays date. Enter an Accounting Date. This date determines when accounting entries will be journalized to the general ledger. The accounting date will default to todays date. Enter the Num of Asset Copies to Create. Select the Asset Copy Options. The asset, book, cost, custodian, and location information is copied automatically. The user can choose to copy all or some of the following additional asset information: Asset Acquisition Info Asset Comments Asset License/Registration Info Asset Non-Capitalized Cost Info Asset Attributes Info Asset Lease Info Asset Maintenance Info Asset Warranty Info Asset Insurance Info Asset Inspection Info
3 4
Click Create Assets.
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Copying Assets (continued)
For each new asset created:
Step
6 7 8 9 10 11 12 13
Action
Enter an asset Description. Enter the Tag Number. Enter the Serial ID, if available. Enter the Quantity. Enter the Cost. Verify the Category. Adjust the ChartFields, as necessary. Click Save.
Once the new assets have been created, they will need to go through workflow approval just like all assets that have been added manually. To accomplish this, the user will need to navigate to the Basic Add page and click on the Submit Workflow button for each new asset created via the copy function. Verify the transaction date accurately reflects the In Service Date prior to submitting the asset into Workflow.
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Updating an Assets Physical Attributes

PeopleSoft Asset Management enables a user to easily change the physical attributes of an asset as needed. Information that is the most frequently changed includes custodian, location, tag number, description and manufacturing information. All of these changes can be made via the Basic Add pages. These changes do not require workflow approval.

Basic Add
Navigation
Asset Management > Asset Transaction > Owned Assets > Basic Add
Step
1
Action
Navigate to the appropriate Basic Add page containing the information that needs to be updated. Location and Custodian are effective dated fields. When changing one of these values, click to insert a new effective dated row. (Note: The date will default to todays date.) on Change the effective date to be the date the change of location or custodian is to take effect. Note: It is important to insert a new effective dated row rather than just replacing the current value so that a history will be maintained within the system. Note: The original Location or Custodian will have an Effective Sequence of 0 or blank. If an Effective Sequence of 1 or higher is displayed, click dated rows (button located on the lower right of the page). to see all effective
Changes to the tag number, asset description and manufacturing information can be made on the proper pages without having to enter an effective date. Save the asset once changes have been made.
NOTE: The above changes do not require approval and will not need to go through workflow.
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Using the Asset Search Utility

PeopleSoft Asset Management provides a powerful search utility that enables the user to search for an asset using numerous search criteria. Any of the following search criteria can be used individually or in combination:
Business Unit Location Hazardous Asset PO Unit AP Unit
Serial ID Group ID Tag Number PO No. Voucher
Parent ID Asset ID Profile ID Receipt Unit Project Unit
Category Asset Status ChartFields Receipt No. Project ID
Once the asset or assets are displayed, the user is able to drill down to one of several different components. When a component is selected, a new window is opened. This leaves the results of the search intact so that the user could return to the search page to complete additional research on the same asset or on a different asset. Components that can be accessed from the search page include: Asset Accounting Entries Asset Basic Add Asset Cost History Asset Depreciation Asset Retirement Asset Transfer/Adjust Copy Asset Define Tax/Depr Criteria
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Using Asset Search Utility (continued)

Search for an Asset
Navigation
Asset Management > Search for an Asset
Step
1
Action
Enter the appropriate search criteria. The user can search on a specific attribute, such as Profile ID, or use a combination of attributes, such as Profile ID, location and partial tag number. Note: The Asset Status defaults in with a value of In Service. This value should be changed as needed.
Click Additional Search Criteria to search for an asset based on such information as asset type and employee id.
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Using Asset Search Utility (continued)
Step
3
Action
Click ChartField Search Criteria to search for an asset based on ChartField values.
Step
4
Action
In the Retrieve section, select the information to be retrieved and displayed in the search results below. Popular options include Cost Information, Acquisition Information, Location, and Custodian. Click Search. All assets that meet the search criteria will display on the lower portion of the page. Click on each of the tabs to view additional information about the assets retrieved. To view additional information about a specific asset, click on the radio button to the left of the asset. Then select the component to be accessed and click . This will open a new window displaying the component information selected while retaining the assets from the search criteria in the original window. When finished, close the new window that was opened.
5 6 7 8
To retrieve additional assets, click Clear to remove the current search criteria and to enter new criteria.
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Chapter Review
In this chapter, users have learned to: Describe the A, B, C, and D tables used in PeopleSoft Asset Management Add assets using Basic Add (Asset Basic Information) Copy Assets Update an Assets Physical Attributes Use the Asset Search Utility
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Chapter 4: Adjusting, Recategorizing and Transferring Assets

Periodically, financial changes will need to be made to asset records because of new information that has been received or errors that have been discovered. Financial changes cannot be made on the Basic Add pages once the asset has been capitalized. Instead, financial changes are entered as Financial Transactions. The financial transaction types available include asset adjustments, additions, recategorizations, transfers within a business unit and transfers between business units. Under ENCOMPASS, there are three procedures that must be followed in order to adjust the financial information of an approved asset. The three procedures are: Enter the Adjustment Approve the Adjustment Finalize the Adjustment
Until all three procedures are completed, the adjustment will not have updated the asset values and tables. This chapter will discuss each of the different types of Financial Transactions as well as the processes for the approval and finalization of the adjustments.
Objectives
By the end of this lesson, the user will be able to: Adjust asset quantity and/or cost Recategorize assets Transfer assets within a business unit Transfer assets between business units View asset cost history
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Financial Transactions
Periodically, financial changes will need to be made to asset records because of new information that has been received or errors that have been discovered. Financial changes are entered into the system as an asset adjustment. The types of adjustments available are adjustment, addition, recategorizations, transfer and interunit transfer. Each type of transfer must be added, approved and finalized. However, the cost information that is entered into the system is different based on the type of adjustment selected. (PeopleSoft refers to these types of adjustments as a Cost Action.) This document will walk the user through all the steps needed to add an adjustment. This will include walking through the cost information to be entered for each type of adjustment (cost action) as well as discussing the approval, finalization, and review of the approval status. To process an asset financial transaction, follow these procedures: Add a New Value Enter Dates / Cost Action Enter Cost Information based on Cost Action o o o o o Cost Action = Adjustment Cost Action = Addition Cost Action = Recategorize Cost Action = Transfer Cost Action = InterUnit Transfer
Approve a Financial Transaction Finalize a Financial Transaction Review Approval Status
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Financial Transactions (continued)
Add a new Value

To enter a Financial Transaction of any kind, the user begins by adding the financial transaction.

Add a New Value
Navigation
Asset Management > Asset Transactions > Financial Transactions > Asset Transfer/Adjust > Add a New Value
Step
1 2 3
Action
Enter the Business Unit. The business unit represents the agency. Enter the Asset Identification for the asset to be adjusted. Click Add.
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Enter Dates / Cost Action

Below is the Main Transaction page that displays once the financial transaction has been added.
Step
1
Action
Enter the Transaction Date. This is the date the financial transaction is to take place. Note: Todays date will default into this field.
Enter the Accounting Date. This is the date the transaction will journalize to the general ledger. Note: Todays date will default into this field.
Verify the Transaction Code is blank. If a value is entered in this field, an error will be received when the financial transaction is saved due to a missing accounting entry template. Select a Cost Action from the drop down arrow. Valid options include: Adjustment Adjusts cost and/or quantity Addition Adds a new cost row InterUnit Transfer Transfers an asset from one business unit to another Recategorize Changes an assets category and the associated account Transfer Transfers an asset within the same business unit. (This allows the user to change the ChartFields associated with an asset.) Note: Based on the Cost Action selected, the Edit Cost Information section of the page will change. The appropriate fields will be displayed and populated with the associated values.
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Cost Action = Adjustment

Select a Cost Action of Adjustment to adjust the quantity and/or amount of an asset (used to correct an error). After selecting Adjustment as the Cost Action, fields are populated with existing values and the quantity and cost fields are now available for data entry. Other fields on the page not associated with the Cost Action of Adjustment (such as ChartFields) are not available for data entry. NOTE: Transaction Type (Trans Type) for this Cost Action is ADJ.
Step
1
Action
Change the Adjusted Quantity, if necessary. This will be the asset quantity after the adjustment has been approved and processed. Enter the Adjusted Cost. This will be the asset cost after the adjustment has been approved and processed. Click Save. Click Submit Workflow.
3 4
NOTE: The fields Current Quantity and Current Cost (immediately below Adjusted Quantity and Adjusted Cost) display the current quantity and cost prior to the adjustment. These values will not be updated until the adjustment has been approved and finalized.
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Cost Action = Addition

Select a Cost Action of Addition to increase the quantity and/or amount of an asset by inserting a new cost row (used to increase the cost of an asset). After selecting Addition as the Cost Action, fields are populated with existing values and the quantity and cost fields are now available to be changed.
NOTE: Transaction Type (Trans Type) for this Cost Action is ADD.
Step
1
Action
Change the Adjusted Quantity, if necessary. This will be the asset quantity after the adjustment has been approved and processed. Enter the Adjusted Cost. This will be the asset cost after the adjustment has been approved and processed. Click Save. Click Submit Workflow.
3 4
NOTE: The fields Current Quantity and Current Cost (immediately below Adjusted Quantity and Adjusted Cost) display the current quantity and cost prior to the adjustment. These values will not be updated until the addition has been approved and finalized. If the ChartFields are to be different, this must be completed with a second adjustment where the Cost Action selected is Transfer. This second adjustment cannot take place until after the addition has been approved and finalized.
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Cost Action = Recategorize

Select a Cost Action of Recategorize to change the category and the account currently associated with the asset. After selecting Recategorize as the Cost Action, the category field is now populated with the existing value and is available to be changed. NOTE: Transaction Type (Trans Type) for this Cost Action is RCT.
Step
1 2 3 4
Action
Enter the new Category. Verify the Cost Type is blank. Click Save. Click Submit Workflow.
NOTE: The asset category determines the account that will be used when creating journal entries. If it is discovered that the wrong account is being used in the General Ledger, this is corrected by entering a recategorization in Asset Management. The corresponding accounting entries will create the correction in the General Ledger.
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Cost Action = Transfer

Select a Cost Action of Transfer to change the ChartFields currently associated with the asset. After selecting Transfer as the Cost Action, the ChartFields are populated with the existing values and are available to be changed. NOTE: Transaction Type (Trans Type) for this Cost Action is TRF.
Step
1 2 3
Action
Change the ChartFields, as needed. Click Save. Click Submit Workflow.
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Cost Action = InterUnit Transfer

Select a Cost Action of InterUnit Transfer to transfer the asset to another business unit. After selecting InterUnit Transfer as the Cost Action, the ChartFields are populated with the existing values and are available to be changed. NOTE: Transaction Type (Trans Type) for this Cost Action is TRF.
Step
1 2 3 4
Action
Enter the New Business Unit in the Enter New Business Unit Information section. Change the ChartFields to the values required by the new business unit. Click Save. Click Submit Workflow.
NOTE: See the State of Indiana policy regarding the transfer of Assets located at the end of this chapter.
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Approve a Financial Transaction

Once the financial transaction has been entered and submitted for workflow approval, it will appear on the worklist of the appropriate Financial Asset Manager. If the total cost of the asset is less than $20,000, the Financial Asset Manager is the final approver. However, if the total cost of the asset is $20,000 or greater, Auditor of State (AOS) will need to approve the asset after it has been approved by the Financial Asset Manager.
NOTE: It is the responsibility of the approver to review all information prior to approving or denying the adjustment.

Approval
Navigation
Worklist or Asset Management > Asset Transactions > Financial Transactions > Approve Asset Transfer/Adjust
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Financial Transactions, Approve a Financial Transaction (continued)
Step
1 2
Action
Review all of the information. Select Approved or Deny. Note: If Denying the transaction, enter the reason for the denial in the newly opened Deny Reason comment box. This reason will be emailed to the Entry individual to provide notification of the denial.
Click Save.
NOTE: If the total cost of the asset is $20,000 or greater, the Financial Asset Manager will receive a message indicating the manager is not the final approval. The manager should click on OK to send the approval to the worklist of AOS.
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Finalize a Financial Transaction

Once the final approval has been received, the Finalization job must be processed to update the assets with the approved adjustments. This job will process automatically. However, users have the opportunity to process the job themselves if they do not wish to wait for the automatic job to process.

Run Transfer Assets
Navigation
Asset Management > Asset Transactions > Financial Transactions > Run Asset Transfers/Adjust
Step Action
1 2 3 4 5 6 7 8 9 10 Change the Process Frequency to Always. Enter the Business Unit. Enter the From Asset ID or click on the magnifying glass to see a listing of available Asset IDs to process. Enter the To Asset ID or click on the magnifying glass to see a listing of available Asset IDs to process. Click Save. Click Run. Click the checkbox next to Run Asset Transfer/Adjust. Click OK to initiate the process. Click Process Monitor to view the status of the process. Click Refresh every 30 seconds until the Run Status has a value of Success and the Distribution Status has a value of Posted.
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Review Approval Status

At any time during the Asset Adjustment process, the user can review the approval status of the asset. The asset can be retrieved based on the Asset ID or on the approval status.

Review Approval
Navigation
Asset Management > Asset Transactions > Financial Transactions > Review Asset Transfers/Adj. Approvals
Step
1 2 3 4
Action
If information other than the Business Unit defaults into this screen, click Clear. Enter the Business Unit. Enter the Asset Identification or Select the appropriate Approval Status: Approved transfer/adjustment has received all necessary approvals but the finalization process has not been completed (asset has not yet been updated). Completed - transfer/adjustment has been finalized and the asset has been updated. Deny transfer/adjustment has been denied by either the Financial Asset Manager or AOS. Disposed not valid. Open transfer/adjustment has not yet been submitted for approval. Pending transfer/adjustment has not received all necessary approvals.
5 6
Click Search. A listing of assets meeting the entered search criteria will display. Select the appropriate asset for review.
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Financial Transactions, Review Approval Status (continued)
The Approval Status for this asset is displayed in the upper right hand corner. Additionally, the Approval History displays at the bottom of the screen. By reviewing the Approval History, the user can see who has already approved the asset and which approvals are still pending. The date/time of the approval is also displayed. The AOS Appr Stat will display as pending until the Financial Asset Manager has approved the transaction. When the Financial Asset Manager approves the transaction, the system will evaluate whether the AOS approval is needed. If needed, the Appr Stat will remain at pending. If AOS approval is not needed, the Appr Stat will change to Not Applicable.
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Viewing Asset Cost History

Once an asset has been capitalized, the proper pages to review cost transactions are the Cost History pages. After capitalization, any financial transactions or asset adjustments will not be reflected in the Basic Add pages for the asset. The adjustments will only be displayed on the Cost History pages. The Cost History component is comprised of four pages. Use these pages to view cost history for both capitalized and non-capitalized assets.

Cost History
Navigation
Asset Management > Asset Transactions > History > Review Cost > Cost History List
The Cost History List page shows a history of an assets transactions. The first tab displays Cost information; the second tab displays related ChartField information. To view more detail about a specific transaction, click Detail (located to the right of the Transaction) or click on the Cost History Detail page. The Transaction Type (Trans Type) indicates the type of transaction. ADD Addition ADJ Adjustment RCT Recategorization TRF Transfer or InterUnit Transfer (The In/Out column will contain an I for a Transfer In; it will contain an O for a Transfer Out). RET Retirement REI Reinstatement
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Viewing Asset Cost History (continued)
The Cost History Detail page displays detail information about a capitalized assets cost transactions. There will be one page of Cost History Detail for each line on the Cost History List page. If the transaction was an InterUnit Transfer, information regarding the asset on the other Agencys Business Unit will be located in the InterUnit Transfer Information box. Additionally, the system captures the User Id of the individual responsible for the transaction (preENCOMPASS implementation) or the User Id of the Approver (post-ENCOMPASS implementation). This is extremely helpful when researching the transactions for an asset. The Non Cap History List page provides a history of a non-capitalized assets transactions. The fields on this page are the same as those found on the Cost History List page. The Non-Cap History Detail page displays detail information about a non-capitalized assets cost transactions. The fields on this page are the same as those found on the Cost History Detail page.
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8.4.2 Transfer/Disposal of Capital Assets
All transfers, sales, retirements and other disposals of capital assets must be processed through and approved by the State Surplus Property division of IDOA by submitting Form 13812, Notification of Surplus State-Owned Property.
8.4.2.1 Transfer of Capital Assets to Another State Agency

If an asset is being transferred from one agency to another, the donator agency will generate the Transfer process in ENCOMPASS Asset Management. The receiving agency must manually assign a new asset tag number to the asset. The acquisition date and original cost for the asset do not change. The fund number for the asset must be changed to a receiving agency fund number. When the transfer is made, the asset cost and accumulated depreciation will be automatically transferred as well.
8.4.2.2 Transfer by Sale of Capital Asset to Another State Agency

A sale of an asset to another state agency must also be approved by State Surplus. In the case of motor vehicles, trailers, and INDOT road equipment, the sale must also be approved by the Motor Pool. State Surplus or Motor Pool will work with the agency to determine the type of sale, location, etc. Net proceeds, after costs of Surplus or Motor Pool, are credited to the selling agencys account.
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Chapter Review
In this chapter, users have learned to: Adjust asset quantity and/or cost Recategorize assets Transfer assets within a business unit Transfer assets between business units View asset cost history
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Chapter 5: Retiring and Reinstating Assets

Assets are retired when they are either disposed of or no longer in use. When an asset is retired, PeopleSoft Asset Management creates all of the necessary journal entries. When an asset is sold, the system calculates depreciation through the month following the sale (State of Indiana uses the following month convention), as well as any gain or loss (depending upon settings). In addition, journal entries corresponding to each of these events are created. Gains and losses are booked to separate accounts, allowing for flexibility in updating general ledger journals and balances. A retired asset can be reinstated at any time. When an asset is reinstated, the depreciation process starts again (if the asset has not already been fully depreciated).
Objectives
By the end of this lesson, the user will be able to: Define the different types of asset retirements Retire individual assets Reinstate individual assets Retire Parent-Child assets Use the Disposal Worksheet
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8.4.3 Retirement of Capital Assets
The Department of Administration establishes guidelines and requirements relating to the retirement of agency assets. Generally, surplus property may be disposed of in one of the following ways: Sent to the Surplus Property Division. Traded in on another asset from an outside party. Since a purchase is involved, IDOA Procurement must be involved as well as the Surplus Property Division. Requisitions for the new items must include the price without trade in, the trade in value, and the price with the trade in. Scrapped, when no other disposition is efficient or economical. Contact the Recycling Program Manager in the Operations Division of the Department of Administration prior to disposal. Sold at public auction or by sealed bid. The Surplus Property Division will determine the method of sale. Net proceeds, after costs of Surplus or Motor Pool, are credited to the selling agencys account. Sold to a local unit of government by sealed bid. The Surplus Property Division will assist with the sale. Net proceeds, after costs of Surplus or Motor Pool, are credited to the selling agencys account. Stolen assets should be reported to the Capital Police prior to processing an asset for retirement. All retirements, whether or not State Surplus is involved, must be recorded in the ENCOMPASS Asset Management System.
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Defining the Different Types of Asset Retirements

PeopleSoft Asset Management enables the user to fully or partially retire assets as a past, present, or future transaction. The three basic types of asset retirements are: Full Partial Prior Period
NOTE: Assets can be retired fully or retired partially by quantity or by cost. Retirement information can also be entered for assets that were physically retired in a prior accounting period.
Type
Full Retirement
Description
When all units and all costs of an asset are retired, the asset is considered fully retired. The asset is taken off of the agencys books after the retirement has been fully processed and accounting entries have been created. No further depreciation accrues. An asset can be partially retired by either quantity or cost. Depreciation continues to be processed for the amount that remains. (This type of retirement is not currently utilized by the State of Indiana.) To enter a retirement transaction for an asset that was actually retired in a prior accounting period, enter transaction and accounting dates that reflect the actual retirement and the accounting period in which the retirement should be posted.
Partial Retirement
Prior Period
NOTE: Reinstatements can occur at any time. Once reinstated, depreciation continues based on the remaining value. The depreciation job, AMDPCALC, must be processed to recalculate any depreciation.
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Retirement Actions
When retiring an asset, there are several actions or Retire As options that can be selected. The option selected will determine how information is stored and available for reporting as well as how gain or loss is handled. Below is a listing of the different retirement actions with an explanation of the usage as well as the gain/loss handling.
Action
Casualty Loss
Usage
Used when an asset is destroyed. The asset cannot be sold and removal costs will probably be incurred to dispose of it. Used when an asset has been stolen.
Gain/Loss
Accumulated depreciation is deducted from the retirement amount to determine a gain or a loss. Accumulated depreciation is deducted from the retirement amount to determine the amount of a loss. Accumulated depreciation is deducted from the retirement amount to determine the amount of a loss. Accumulated depreciation is deducted from the retirement amount to determine the amount of a loss. The proceeds from the sale less the net book value are used to determine a gain or a loss. Accumulated depreciation is deducted and the removal costs added in order to determine the amount of a loss. The proceeds less the commission cost of the sale are used to determine a gain or a loss.
Disposal Due to Theft
Duplicate Asset
Used when the asset was erroneously entered into Asset Management and needs to be removed. Used when an asset is missing.
Missing Asset
Retirement by Sale
Used when selling an asset.
Scrapped Assets
Used when the asset is no longer useful and has no resale value.
State Surplus
Used when formal approval has been obtained via Form 13812. Asset will be disposed for the Agency and all moneys will be returned less minor fees. Used when trading one asset for another.
Traded in for Another Asset
Accumulated depreciation is deducted from the retirement amount, treating proceeds and removal costs as appropriate, to determine the amount of gain or loss.
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Retiring Assets
An asset can be retired at any time provided the appropriate Department of Administration guidelines and requirements are followed. There are two methods of retiring assets. The first method is to retire each asset individually. The second method is to retire multiple assets by utilizing the Disposal Worksheet. The Disposal Worksheet allows a user to select assets to be retired based on various search criteria. The Disposal Worksheet will be discussed at the end of this chapter.
Retiring a Single Asset

Retire Assets
Navigation
Asset Management > Asset Transactions > Asset Disposal > Retire/Reinstate Asset
Step
1 2 3 4
Action
Enter the Business Unit. Enter the Asset Identification, Tag Number or other applicable search criteria. Click Search. A listing of assets meeting the entered search criteria will display. Select the appropriate asset to retire.
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Retiring a Single Asset (continued)
Step
5
Action
Select the appropriate Retire As option from the drop down. Note: The default is State Surplus.
Click Go. This will populate the Retirement Quantity and Retirement Amount with the total quantity and amount of the asset. Additionally, values for the Disposal Code, Trans Code and the other asset values in the Retirement section of the page will be populated. This will also open up fields for data entry. Enter the Trans Date. This is the date the retirement actually took place. This can be a past or future date. The transaction date, in combination with the depreciation convention, determines how much of the depreciation taken in PeopleSoft Asset Management has to be recovered. Note: Todays date will default into this field.
Enter the Acctg Date. This date determines the period in which the retirement will be journalized. The accounting date, in combination with the transaction date, will determine the amounts of the journal entry. Note: Todays date will default into this field.
9 10
Confirm the Trans Code field has a blank value. Delete any value in this field. Click Save.
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Retiring a Single Asset (continued) When the retirement is saved, it is automatically placed into workflow. No additional steps are required to initiate workflow. Like all other asset transactions, a retirement will require approval by the Financial Asset Manager. When the asset is saved, the status of the asset is immediately changed to Disposed. If the retirement is denied in the workflow process, the system does not automatically change the status of the asset back to In Service. As a result, if the retirement is denied, it is the responsibility of the asset entry individual to reinstate the asset. (Note: The asset entry individual will receive an email indicating the retirement has been denied.) Reinstating the asset will return the asset status to In Service. When an asset is reinstated, it will go through the same workflow approval process as the retirement of the asset. Retiring an asset will result in a RET transaction type being written to the cost table.
NOTE: After final approval of the retirement, depreciation must be processed to determine any gain or loss to be recognized by the retirement. Additionally, accounting entries must be created.
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Reinstating Assets
On occasion, an asset that had been retired may need to be reinstated. This is typically done to correct an error or to reinstate an asset when the retirement has been denied. When an asset is reinstated, all journal entries created by the retirement are reversed. Depreciation must be processed after reinstatement to calculate depreciation. The process to reinstate an asset is very similar to the process to retire an asset. Below is the process.

Retire Assets
Navigation
Asset Management > Asset Transactions > Asset Disposal > Retire/Reinstate Asset
Step
1 2
Action
Enter the Business Unit. Enter the Asset Identification, Tag Number, Asset Status or other applicable search criteria. Click Search. A listing of assets meeting the entered search criteria will display. Select the appropriate asset to retire.
3 4
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Reinstating Assets (continued)
Step Action
5 6 Select the Reinstate checkbox for the transaction to be reinstated. Click Reinstate. All fields are populated with the original values from the retirement and are unavailable for data entry. The transaction date is automatically set to the retirement date. Enter the Acctg Date. This date determines the period in which the reinstatement will be journalized. Note: Todays date will default into this field. 8 Click Save.
When the reinstatement is saved, it is automatically placed into workflow. No additional steps are required to initiate workflow. Like all other asset transactions, a reinstatement will require approval by the Financial Asset Manager. If the total cost of the asset is $20,000 or greater, the reinstatement will also require AOS approval. When the asset is saved, the status of the asset is immediately changed to In Service. If the reinstatement is denied, the system does not automatically change the status of the asset to Disposed. As a result, if the reinstatement is denied, it is the responsibility of the asset entry individual to retire the asset. (Note: The asset entry individual will receive an email indicating the reinstatement has been denied.) Retiring the asset will return the asset status to Disposed. Reinstating an asset will result in a REI transaction type being written to the cost table. After final approval of the reinstatement, depreciation must be processed. Additionally, accounting entries must be created. All journal entries created by the retirement will be reversed. NOTE: If depreciation has not been calculated after the asset retirement, selecting Reinstate will cause the retirement rows that were previously created to be purged from the system. This means the RET rows will not display on the Cost History pages and journal entries will not be created for either the retirement or reinstatement.
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Approve Retirement/Reinstatement
The approval process for retirements and reinstatements of a single asset is identical. Once the asset retirement or reinstatement has been entered and saved, it will appear on the worklist of the appropriate Financial Asset Manager. If the total cost of the asset is less than $20,000, the Financial Asset Manager is the final approver. If the total cost of the asset is $20,000 or greater, the Auditor of State (AOS) will need to approve the reinstatement of the asset after it has been approved by the Financial Asset Manager. AOS will not need to approve the retirement of an asset.
NOTE: It is the responsibility of the approver to review all information prior to approving or denying the retirement/reinstatement.

Approval
Navigation
Worklist or Asset Management > Asset Transactions > Asset Disposals > Approve Asset Retire/Reinstate
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Approve Retirement/Reinstatement (continued)
Step
1 2
Action
Review all of the information. Select Approved or Deny. Note: If Denying the retirement/reinstatement, enter the reason for the denial in the newly opened Deny Reason comment box. This reason will be emailed to the Entry individual to provide notification of the denial.
Click Save.
NOTE: If the total cost of the asset is $20,000 or greater, the Financial Asset Manager will receive a message indicating the manager is not the final approval. The manager should click on OK to send the approval to the AOS worklist.
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Review Approval Status

At any time during the retirement/reinstatement process, the user can review the approval status. The asset can be retrieved based on the asset id or the approval status.

Review Approval
Navigation
Asset Management > Asset Transactions > Asset Disposals > Review Retire/Reinstate Appr.
Step
1 2 3 4
Action
If information other than the Business Unit defaults onto this page, click Clear. Enter the Business Unit. Enter the Asset Identification or Select the appropriate Approval Status: Approved retirement/reinstatement has received all necessary approvals. Deny retirement/reinstatement has been denied by either the Financial Asset Manager or AOS. Pending retirement/reinstatement has not received all necessary approvals. Note: The other approval statuses displayed in the drop down are not valid for retirements/reinstatements.
5 6
Click Search. A listing of assets meeting the entered search criteria will display. Select the appropriate asset for review.
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Review Approval Status (continued)
The Approval Status for this asset is displayed in the upper right hand corner. Additionally, the Approval History displays at the bottom of the screen. By reviewing the Approval History, the user can see who has already approved the asset and which approvals are still pending. The date/time of the approval is also displayed. The AOS Appr Stat will display as pending until the Financial Asset Manager has approved the transaction. When the Financial Asset Manager approves the transaction, the system will evaluate whether the AOS approval is needed. If needed, the Appr Stat will remain at pending. If AOS approval is not needed, the Appr Stat will change to Not Applicable.
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Retiring Parent-Child Assets

Because of the link between Parent-Child assets, there are several different ways in which these assets can be retired: Retire the parent and all related child assets Retire the parent and some related child assets Retire all of the child assets Retire some of the child assets When the asset selected on the Retire Assets page is a parent component, the Child Assets page will be available. Use the Child Assets page to select the child assets to be included in the retirement process initiated for the parent.
Navigation
Page Name
Child Assets
Navigation
Asset Management > Asset Transactions > Asset Disposals > Retire/Reinstate Asset
After selecting the appropriate Retire As option and clicking Go, click on the Child Assets tab to identify which child assets, if any, are to be retired.
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Retiring Parent-Child Assets (continued)
Click on
to include all child assets with the parent in the retirement that has been initiated.
To include only some child assets, click the Selected check box for the specific child assets that are to be retired. The Include Parent Asset option is selected by default. Clearing it enables the user to retire all or selected child assets while leaving the parent asset out of the transaction. However, the transaction details must be specified on the Retire Assets page of the parent. Click the Child Details link to access the Child Asset Retirement Overrides page where overrides for the child asset can be specified for the transaction.
Here a separate Disposal Code, Removal Costs, Proceeds, Quantity and Retirement Amount can be identified for this specific Child asset.
NOTE: This link should only be used if the disposal information for the child is different than that identified on the Retire Asset page of the parent asset. Examples of when this link should be used include: Disposal Code is to be different than the one identified on the Retire Asset page for the parent There are Removal Costs or Proceeds association with the retirement of the child asset Only part of the child asset is to be retired
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Retiring Parent-Child Assets (continued)
Click the Asset Information link to open a new window which displays the Retire Assets page with just the child asset information populated.
NOTE: This is an alternative to clicking on the Child Details hyperlink to be able to enter different retirement information that was entered for the parent asset. It can also be used when the parent will not be retired.
As this section illustrates, there are several ways by which child assets can be retired.
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Retiring Assets using the Disposal Worksheet

The Disposal Worksheet allows a user to dispose of several assets at one time. For the Disposal Worksheet to be effective, all of the assets should have a common category, location, or other search criteria. When disposing of assets utilizing the Disposal Worksheet, there are three steps involved: 1. Selecting the Assets for disposal 2. Approving the Disposal Worksheet 3. Processing the Transaction Loader
Selecting the Assets for Disposal

Detailed below is the procedure for selecting the assets for disposal.

Disposal Worksheet
Navigation
Asset Management > Asset Transactions > Asset Disposals > Disposal Worksheet
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Disposal Worksheet, Selecting Assets for Disposal (continued)
Step
1 2
Action
Enter the Unit. Enter the appropriate search criteria. Common fields used are Category, Location, Partial Asset ID, Partial Tag Number, and Profile ID. Note: Assets may also be retrieved by ChartField values. Click More Filter Options to retrieve assets based on specific ChartField values.
Click Retrieve. This will display the first 100 assets that match the entered search criteria. Note: Click Retrieve Next to view the next 100 rows that match the search criteria.
Go to the Retirement Information tab.
114
Step
5
Action
Default Disposal Code, Retire Date and Accounting Date can be established for all assets to be disposed via the Disposal Worksheet. To utilize this functionality, enter the following information in the Asset Action section of the page. Enter the Disposal Code Enter the Retire Date Enter the Accounting Date Click Set All Note: Clicking Set All will change the values for all retrieved assets to the defaults just entered. A value can manually be changed for any individual asset.
Select the check box in the Dispose column for those assets that should be disposed.
For each asset selected for disposal:
Step
7 8 9
Action
Enter Proceeds, if the asset was sold or used as a trade in for another asset. Enter Removal Cost, if there were costs involved in the removal of the asset. Enter the Disposal Code. The disposal code will be used on reports to indicate why/how the asset was disposed. Enter the Retire Date. This is the date the asset was taken out of service. Click on the Optional Accounting Information page.
10 11
115
Step
12
Action
Enter the Accounting Date. This is the date the retirement will be recorded in the General Ledger. Leave the Trans Code blank. Click Submit for Disposal.
13 14
Like all other asset transactions, the Disposal Worksheet will require approval by the Financial Asset Manager.
NOTE: The asset status of selected assets on the Disposal Worksheet will remain In Service. The status does not change to Disposed until the final step (Transaction Loader) has been processed. .
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Disposal Worksheet (continued)
Approving the Disposal Worksheet

Once the Disposal Worksheet has been completed and submitted, it will appear on the worklist of the appropriate Financial Asset Manager. The entire Disposal Worksheet will be approved or denied. It is impossible to deny a single asset while approving all other assets.
NOTE: It is the responsibility of the approver to review all information prior to approving or denying the Disposal Worksheet.

Approval Disposals
Navigation
Worklist or Asset Management > Asset Transactions > Asset Disposal > Approve Disposals
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Approving the Disposal Worksheet (continued)
Step
1 2
Action
Review all of the information on all of the tabs. Click Approve All or Deny All. Note: The entire Disposal Worksheet will be approved or denied. It is impossible to deny a single asset while approving all other assets.
Click Submit.
The Approval Status for the assets in the Disposal Worksheet will reflect the last action on the Worksheet. Pending Approval/Denial has not yet been received Denied Worksheet has been denied Approved Final approval has been received
NOTE: When a Disposal Worksheet is denied, the user who submitted the Disposal Worksheet will receive an email listing the assets that have been denied.
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Processing the Transaction Loader

Detailed below is the procedure for finalizing the assets for disposal. The first step is to locate the Interface ID. The second step is to run the Transaction Loader process.
Locating the Interface ID Navigation Page Name

Review Financial Information
Navigation
Asset Management > Send/Receive Information > Approve Financial Information > Review
119
Disposal Worksheet, Locating the Interface ID (continued)
Step
1 2 3 4 5
Action
Enter the Business Unit. Enter a Trans Load Type of Asset Retirement. Enter a Load Status of Pending. Click Search. This will display all assets that match the entered search criteria. Verify all assets listed are assets that had been previously selected on the Disposal Worksheet. Record the Interface ID associated with the assets to be retired. Note: If the Disposal Worksheet contained assets both above and below $20,000, there will be two Interface IDs associated with the Disposal Worksheet. One Interface ID will contain the assets less than $20,000. The other Interface ID will contain the assets greater than $20,000.
Once the Interface ID has been located, it is time to run the Transaction Loader process.
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Run the Transaction Loader Process

The status of the asset does not change to Disposed until the Transaction Loader has been processed. Detailed below is the procedure to run the Transaction Loader process.

Navigation
121
Disposal Worksheet, Run the Transaction Loader Process (continued)
Step
1 2 3 4 5 6 7 8 9 10
Action
Find an Existing Run Control or Add a New Value. Enter a Process Frequency of Always. Enter the Interface ID recorded in the previous section. Enter the To Interface ID (same value entered in the previous step.) Click Save. Click Run. Click the checkbox next to Transaction Loader. (Process = AMIF1000) Click OK to initiate the process. Click Process Monitor to view the status of the process. Click Refresh every 30 seconds until the Run Status has a value of Success and the Distribution Status has a value of Posted.
Once the Run Status has a value of success, the asset status of all assets included in the Interface ID will be Disposed.
NOTE: After the Transaction Loader process has completed successfully, depreciation must be processed to determine any gain or loss to be recognized by the retirement. Additionally, accounting entries must be created.
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Chapter Review
In this chapter, users have learned to: Define the different types of asset retirements Retire individual assets Reinstate individual assets Retire Parent-Child assets Use the Disposal Worksheet
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124
Chapter 6: Parent Child Assets

Many assets stand alone while others are grouped together for ease of processing and reporting. ParentChild assets are assets that are grouped together. For example, a computer system can be considered a number of different assets (a CPU, a monitor, a printer) or as a single asset. In PeopleSoft Asset Management this type of asset can be added in several different ways, depending on the agencys business procedures.
Objectives
By the end of this lesson, the user will be able to: Define Parent and Child asset relationships Add Parent-Child component assets Add a Parent Only asset Review Parent-Child relationships Retire Parent-Child assets
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Grouping Assets
PeopleSoft Asset Management provides three different methods for grouping assets. These methods are: Create a single asset with multiple acquisition detail lines for each component Designate one component as the parent asset with the remaining assets as child assets Create a Parent Only asset with each component as a child asset Each of these three methods will be discussed using a computer system as an example of a single asset with a CPU, monitor and printer as the individual components comprising the computer system.
Single Asset with Multiple Acquisition Detail Lines

Asset ID XX1 Computer Total Cost $1,600
Asset ID XX1 Acquisition Detail Line Monitor $250
Asset ID XX1 Acquistion Detail Line Printer $350
Asset ID XX1 Acquisition Detail Line CPU $1,000
The computer system can be added as a single asset with separate acquisition detail lines to represent each of the component assets. This will result in the asset being capitalized with one cost, depreciated as a single unit, and physically tracked as one item.
NOTE: See Chapter 3, Adding Assets, for instructions.
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Grouping Assets (continued)
Designate One Component as the Parent Asset
Asset ID XXX Parent ID XXX CPU $1,000
Asset ID XXX1 Monitor $250
Asset ID XXX2 Printer $350
The computer system can be added with one of the assets components designated as the parent (also known as a parent component asset). The component is given an Asset ID and designated as the parent. The Parent Asset ID is used to tie together the other components as child assets. In this situation each component will have its own cost basis, depreciation, and physical tracking information.
Create a Parent Only Asset
Parent ID 2XXX Computer System not an asset no life, cost or depr
Asset ID 10XX Printer $350
Asset ID 20XX Monitor $250
Asset ID 30XX CPU $1,000
The computer system can be added by creating a parent that is not an actual asset but rather a conceptual asset for reporting purposes. The Parent Only asset will link together the various component child assets. Each component asset will have its own cost basis, depreciation, and physical tracking information. However, the parent will have no cost or depreciation associated with it directly as it exists in name only.
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Adding Parent-Child Component Assets

Parent and child assets are designated through the Basic Add component, Asset Information 1 page. The parent asset must be established prior to associating a child asset to it. On the Basic Add component, Use the Parent/Child drop down box to designate an asset as a Parent or Child. The drop down box is located on the left, near the bottom of the Asset Information 1 page. NOTE: Once an asset has been designated as a Parent or Child, the user will not be able to change this designation or change the Parent ID associated with a child unless the user has the security role that allows this access. This security role will be restricted in its use.

Basic Add
Navigation
Asset Management > Asset Transactions > Owned Assets > Basic Add > Asset Information 1
To designate an asset as a Parent Component asset, select Parent in the Parent/Child field. When Parent is selected, the Parent ID will automatically populate with the asset id of the current asset when the asset is saved.
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Adding Parent-Child Component Assets (continued) To designate an asset as a Child asset, select Child in the Parent/Child field. Selecting Child will result in the Parent ID field being available for entry. Enter the appropriate asset id in the Parent ID field or select from the available parent ids by clicking on the magnifying glass to the right of the Parent ID field. To separate a Child from a Parent asset, select None in the Parent/Child field. NOTE: The default value for the Parent/Child field is None. This designates that the asset is neither a parent nor a child but a stand-alone asset. When working with parent and child component assets, all of the child assets will have a cost basis and depreciation attributes independent of the parent asset.
Adding a Parent Only Asset

A Parent Only asset is used for reporting purposes only. The only information that is stored is a description, comments, and the associated Child assets. A Parent Only asset is not created via the Basic Add pages. It is added via the Parent Only page. For a parent asset that has already been created, the Asset Parent page can be used to add comments about it, delete it, or to hyperlink to a list of all its child assets.
NOTE: If the user is creating a Parent Only asset for manipulating child assets en masse, it is best to create a zero-cost parent component asset as opposed to a Parent Only asset.

Asset Parent
Navigation
Asset Management > Asset Transactions > Parent-Child Relationship > Create a Parent > Add a New Value
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Adding a Parent Only Asset (continued)
Step
1 2
Action
Enter the Business Unit. Click Add.
NOTE: The Parent ID is system generated. All Parent Only assets will begin with AMP. (AMP stands for Asset Management Parent. The AMP unique numbering scheme allows these assets to stand out from other assets.) Each asset id will be numbered sequentially. This asset will be used only as a reporting asset; therefore, it will not be possible to add cost or depreciation attributes.
Step
3 4
Action
Enter the Description. Enter any Comments regarding the Parent Only asset or the Child assets that will be associated to the Parent.
Click Save.
130
Adding a Parent Only Asset (continued) After the Parent Only asset has been saved, Child assets may now be associated with the Parent via the Asset Information 1 tab on the Basic Add page. (Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add) Parent Only Assets created on the Asset Parent page cannot have associated physical characteristics or costs. Therefore, Parent Only assets cannot be viewed through the Parent Child Basic Information component. Additionally, Parent Only assets cannot be viewed or transacted against in the Asset Cost Adjust/Transfers component or the Asset Retirements component.
NOTE: Parent Only assets can only be viewed on the Inquire Parent and Child Assets page.
To view all child assets related to this parent, click on the Child Assets hyperlink.
Scroll through the child assets to review basic information about them, including the Tag Number, Description, Child Asset ID, and Asset Status. Information cannot be added or changed here. Click on the Return button to return to the Asset Parent page.
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Reviewing Parent-Child Assets

Once two or more assets have been established with a Parent-Child relationship, they can be reviewed via the Review Parent-Child navigation.
Navigation
Page Name
Parent and Child Assets
Navigation
Asset Management > Asset Transactions > Parent-Child Relationship > Review Parent - Child
Step
1 2 3
Action
Enter the Business Unit. Click Search. Select the Parent asset to be reviewed from the Parent assets displayed in the search results.
132
Reviewing Parent-Child Assets (continued)
This page will list all child assets associated with a parent. Additionally, it allows the user to jump to another page to view additional information regarding either the parent asset or any listed child assets. When the user selects a component from the Go To drop down list (available both for the parent as well as for each child), a new window will open with the selected assets information. This works in a very similar fashion to the Search for An Asset functionality. Component choices available include: Asset Accounting Entries Asset Basic Information Asset Cost History Asset Depreciation Asset Retirements Asset Transfer/Adjust Copy Asset Define Tax/Depr Criteria Print an Asset
133
Retiring Parent-Child Assets

Because of the link between Parent-Child assets, there are several different ways in which these assets can be retired. The different ways are discussed in Chapter 5, Retiring and Reinstating Assets. Please refer to Chapter 5 for detailed instructions.
134
Chapter Review
In this chapter, users have learned to: Define Parent and Child asset relationships Add Parent-Child component assets Add a Parent Only asset Review Parent-Child relationships
135
136
Chapter 7: Correcting ChartField Errors

The State of Indiana has created a custom ChartField Edit process that runs after accounting entries have been created to ensure that accounting information sent to the General Ledger will contain valid ChartField information. It will be the responsibility of each agency to review and correct any identified ChartField errors by the end of the month.
Objectives
By the end of this lesson, the user will be able to: Review and correct ChartField errors
137
ChartField Errors
To ensure that accounting information sent to the General Ledger will contain valid ChartField information, the State of Indiana has created a custom ChartField Edit process which processes after Asset Management accounting entries have been created. This ChartField Edit process evaluates the validity of each ChartField value as well as each ChartField combination. If an accounting line is found to contain an invalid ChartField or an invalid ChartField combination, the line will be flagged as an error. Until the error is corrected, the lines accounting information will not be forwarded to the General Ledger. It will be the responsibility of each agency to review and correct any identified ChartField errors. At a minimum, each agency should review and correct ChartField errors at the end of each month. This custom process will be executed as part of the nightly batch process immediately after the Accounting Entry Creation program (AMAEDIST) has processed. The following pages discuss the procedure to review and correct ChartField errors.

CF Edit Summary
Navigation
Asset Management > Accounting Entries > Combination Edit Summary
Step
1 2 3
Action
Enter the Business Unit. Click Search. Click on the asset to be reviewed.
NOTE: If the message: No matching values were found is returned, the Business Unit does not have any ChartField errors.
138
ChartField Errors (continued)
The CF Edit Summary page will display each accounting line that contains an error. For each line, the page will display the accounting date, the distribution type, the transaction type, the date/time stamp of the transaction, the GL Unit, the field name with the error, and a description of the error. If errors are not corrected promptly, they will be repeated with each subsequent transaction conducted on the asset. As the above print screen shows, missing Budget Reference field on the addition transaction caused an error to also occur when depreciation was calculated as well as when the asset was transferred. Since the error was not corrected on the original transaction, it will now need to be corrected on all of the later transactions as well. The CF Edit Summary page will display three types of errors. They are: Field is required. The description will be: A ChartField value for <fieldname> is required. Invalid value for ChartField. The description will be: ChartField error for value <value> fieldname <fieldname>. ChartField combination error. The description will indicate there is a problem with the ChartField combination and will list the group which contains the rule with the error.
Step
4
Action
Click CF Edit Update.
139
ChartField Errors (continued)
On this page, the user can make the necessary adjustment to correct the identified error.
Step
5 6
Action
Enter or update the field value as indicated in the error description. Click Save.
Once the errors have been corrected and the ChartField Edit process has ran again, the accounting lines will no longer be flagged in error. The lines will be available to be sent to the General Ledger the next time that Journal Generator processes.
NOTE: Correcting the error on the CF Edit pages will allow the accounting information to move forward to the General Ledger. However, this has not resolved the source of the problem. To prevent further transactions on this asset from being flagged as error, the user must perform an asset transfer to change the ChartField value associated with the asset. (Navigation: Asset Management > Asset Transactions > Financial Transactions > Asset Transfer/Adjust). See Chapter 4, Adjusting, Recategorizing and Transferring Assets, for detailed instructions.
140
Chapter Review
In this chapter, users have learned to: Review and correct ChartField errors
141
142
Appendix A: Identifying Assets on Procurement Transactions

Asset information is identified within the Procurement modules in several different areas. This Appendix will give the Asset User a brief overview of where this information is stored on the Requisition, Purchase Order, Receipt and Voucher. For detailed instructions on how to enter the above mentioned procurement transactions, please refer to other training materials.
Objectives
By the end of this lesson, users will be able to identify asset information on: Requisitions Purchase Orders Receipts Vouchers
143
Identify Assets on Procurement Transactions

Assets are identified within the Procurement modules in several different areas. The next several pages will briefly identify where the asset information is entered for Requisitions, Purchase Orders, Receipts, and Vouchers. If this information is missing for an asset, communicate with the individuals creating the source documents (Requisitions, Purchase Orders, Receipts, Vouchers) and have them enter the required Asset Management information.
NOTE: See additional training materials for detailed instructions on how to enter each of these types of transactions into ENCOMPASS.
Requisition Asset Information

Create Requisition
Navigation
eProcurement > Create Requisitions > Review and Submit
144
Requisition Asset Information (continued)
When utilizing a Requisition to purchase an asset, four pieces of information need to be entered: The account must start with 55. This designates the purchase as an asset purchase. An AM Business Unit must be identified. The proper Profile Id must be entered. The EmplID must be identified. If the Asset User finds that assets are missing the above pieces of information, communicate with the individual creating the Requisition and have them add this information in all future Requisitions for assets. When the requisition is for parts and not an asset, the individual adding the Requisition should modify the account and remove the AM Business Unit and Profile ID so that an asset will not be created in Asset Management.
145
Purchase Order Asset Information

Maintain PO
Navigation
Purchase Order > Add/Update POs
When utilizing a Purchase Order to purchase an asset, four pieces of information need to be added: 1. The account must start with 55. This designates the purchase as an asset purchase. 2. An AM Business Unit must be identified. 3. The proper Profile Id must be entered. 4. The EmplID must be identified. If the Asset User finds that assets are missing the above pieces of information, communicate with the individual creating the Purchase Order and have them add this information in all future Purchase Orders for assets. When the Purchase Order is for parts and not an asset, the individual adding the Purchase Order should modify the account and remove the AM Business Unit and Profile ID so that an asset will not be created in Asset Management.
146
Receiver Asset Information

Add Receipts
Navigation
Purchase Order > Receipts > Add/Update Receipts
Once the purchased item is physically received, a receipt must be entered into the system. When recording the receipt, if the receipt represents an asset, verify that a Profile Id exists on the Asset Information page. If the Profile Id does not exist, the individual receiving the item should notify the Purchasing Agent so that the Purchase Order can be changed to include this information. Once the Purchase Order has been adjusted, the receipt can be created within the system. If the receipt must be created prior to the Purchase Order being changed, the Asset User should be notified to determine the proper course of action to be taken.
147
Receiver Asset Information (continued)
The information from the receipt is used to populate the physical information for the asset. The physical information includes asset description, tag number, location, custodian, serial number and other manufacturing information. If the Asset User finds that assets are not being created due to a missing Profile ID, communicate with both the individual creating the receipt and the individual creating the Requisition. The person creating the receipt should not do so if the receipt is for an asset and the Profile ID is missing. The individual creating the Requisition should include a Profile ID on all future Requisition for assets. If the Asset User finds that assets are being created for items such as parts or service (or any other item that should not be an asset), communicate with the individual creating the Requisition. The Requisition for these type of non-asset items should be modified to assign a non-asset account and the AM Business Unit and Profile ID should be removed so that an asset will not be created in Asset Management.
NOTE: If the receipt for an asset is added without the Profile ID, the accounts payable staff can add the Profile Id when entering a voucher. However, there will be errors when interfacing the voucher into Asset Management due to a lack of physical information (i.e., required tag number, location, and custodian values) that will need to be resolved in the interface tables prior to creating the asset.
148
Voucher Asset Information

Typically, asset information is entered at the time of procurement and receipt. If the voucher is created without copying the receipt, asset information can be entered on the voucher. However, there will be errors when interfacing the voucher into Asset Management due to a lack of physical information (i.e., required tag number, location, and custodian values) that will need to be resolved in the interface tables prior to creating the asset.

Accounts Payable
Navigation
Accounts Payable > Vouchers > Add/Update > Regular Entry
149
Voucher Asset Information (continued) When paying for an asset on a voucher, four pieces of information need to be verified: 1. The account starts with 55. This designates the purchase as an asset purchase. 2. The Asset checkbox has been activated. 3. An AM Business Unit has been identified. 4. The proper Profile Id has been entered. If any of the above information is incorrect, it can be modified to create the asset correctly. If the voucher has been flagged as an asset and it should not have been, the voucher entry individual should bring this to the attention of the Asset User. Together, they will determine the appropriate action to take. If the decision is made to remove the asset information from the Voucher, this is best accomplished by removing the check in the Asset Checkbox. This will clear the asset information from the voucher. If this course of action is taken, the account must also be changed so that it no longer starts with 55. Additionally, the asset created from the receipt (which currently has a status of Received, Not in Service), should be retired. If the asset information is missing, the required asset information should be added to create the asset correctly and the Asset User should be notified. When the asset information is added to the voucher, there will be errors when interfacing the voucher into Asset Management due to a lack of physical information (i.e., required tag number, location, and custodian values) that will need to be resolved in the interface tables prior to creating the asset. The information from the voucher is used to populate the financial information for the asset. This includes the amount actually paid for the asset.
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Asset Management

Exclusively for the Use of the State of Indiana

Exclusively for the Use of the State of Indiana

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Exclusively for the Use of the State of Indiana

Chapter 1: Asset Management Overview

Exclusively for the Use of the State of Indiana

Describing the PeopleSoft Asset Management Major Functions

Plan Capital Acquisitions

Purchase, Lease or Build Asset with Acquisition Details

Capitalize Asset via Integration/ Interfacing

Retire and Dispose of Assets

Track and Manage Capital and Operating Leases

Perform Physical Inventory

Adjust and Transfer Assets

Track Physical Asset Location and Custodian

Perform Financial Accounting

Track Insurance Replacement Value

Perform Tax Calulations

Track Warranties and Maintenance

Track Regulatory Compliance

Exclusively for the Use of the State of Indiana

Asset Management Process Flow

Asset Transaction Tables

Load DEPR_REPT Table (AMDPREPT)

Process Depreciation Calculation (AMDPCALC)

Creating the Accounting Entries

Process Depreciation Close (AMDPCLOS) DPR, PDP & LPY

Populate DIST_LN Table (Debits & Credits)

Exclusively for the Use of the State of Indiana

Asset Management Process Flow (continued)

Exclusively for the Use of the State of Indiana

Describing the Integration of Asset Management with Other PeopleSoft Products

Exclusively for the Use of the State of Indiana

Exclusively for the Use of the State of Indiana

Chapter 2: Integrating with PeopleSoft Procurement

Exclusively for the Use of the State of Indiana

Procurement Integration Overview

Physical Interface Table

Financial Interface Table

Exclusively for the Use of the State of Indiana

Procurement Integration (continued)

Exclusively for the Use of the State of Indiana

Procurement Integration (continued)

On-line pages AMIF1000

Manually, As Needed Automatically

Interfacing Receipts: Step

Interfacing Vouchers: Step

Exclusively for the Use of the State of Indiana

Exclusively for the Use of the State of Indiana

Interfacing Receipts, Interfacing Assets from Procurement to AM (continued)

Exclusively for the Use of the State of Indiana

Interfacing Receipts (continued)

Preview AP/PO Information (Optional)

Navigation Page Name

Exclusively for the Use of the State of Indiana

Exclusively for the Use of the State of Indiana

Interfacing Receipts (continued)

Run Interface Loader

Exclusively for the Use of the State of Indiana

Interfacing Receipts, Run the Interface Loader (continued)

Exclusively for the Use of the State of Indiana

Interfacing Receipts, Run the Interface Loader (continued)

Exclusively for the Use of the State of Indiana