PeopleSoft Financials Asset Management Users Guide

Transcription

1 PeopleSoft Financials Asset Management Users Guide

2 Asset Management Explained... 3 Tagging an Asset... 3 How to Determine What is an Asset... 4 Requisition Asset Information Entry... 5 Receiving Asset Information Entry... 7 Modifying Receiving Asset Information Transferring/Disposing Asset Form Reviewing Asset Information Adjustments Change Price Change Budget Code Modifying the location of an asset (Transfer) Modifying the Custodian of an Asset Disposals/Retirement Disposal/Retirement of Non-Capital Assets Add an Asset that did not come from the Purchasing Module Moving Voucher information to Asset Management Automated Correcting wrongly classified Assets (Capital vs Non-capital) Asset Reports

3 Asset Management Explained An Asset is an owned item of value. An asset is determined by its cost and physical properties. Asset Management is a PeopleSoft Module that stores required asset information in our Oracle database. It is comprised of converted assets and now automatically adds new assets obtained through our online purchasing system at Nassau BOCES. Asset Management stores the following types of asset information: Financial information includes details about cost, books, depreciation method and convention, and useful life. Physical information includes asset tag numbers, specifications, location, custodian, and manufacturer. The following guidelines have been established here at Nassau BOCES. There will be 2 groups of Assets that will be tracked: 1. Non-Cap Asset Any item who s unit cost is between the dollar amount of $ $ is coded to account code 0300, 0302, 0303 which is a physical part of the contents of an area in any BOCES location. Here are some examples: Computer (desktop or laptop), Printers, Typewriters, Furniture desks, bookcases, file cabinets etc, televisions, washers, dryers, Tools sanders, drill press, etc. 2. Capitalized Asset Any item who s unit cost is $1, or more and is coded to account code 0200 and is located or used for any BOCES location. We DO NOT track items in these categories that are purchased by us for school districts. Reminder equipment purchased for school districts should be coded to account code Tagging an Asset Tags will be supplied to all the contact people who receive petty cash for each BOCES location. Departments who do the most tagging will also be supplied with tags. Tags can be obtained from the main office where petty cash is kept for your location. Note: If you are in need of tags contact the Asset management staff in the Business Office at ext or ext

4 How to Determine What is an Asset Non-Capitalized Asset Any item who s unit cost is between the dollar amount of $ $ is coded to account code 0300, 0302, 0303 which is a physical part of the contents of an area in any BOCES location. Here are some examples: Computer (desktop or laptop), Printers, Typewriters, Furniture (desks, bookcases, file cabinets etc), televisions, washers, dryers, Tools (sanders, drill press, etc). These items are tracked but are not computed in the Asset Calculations. Use Profile id NONCAPASST for all Non capitalized assets. Capitalized Asset Any item who s unit cost is $1, or more and is coded to account code 0200 and is located or used for any BOCES location. These items are tracked and computed as the Assets of Nassau BOCES. Use proper Profile ID below for all Capitalized Assets see choices below Any questions regarding Assets should be addressed with the Business Office Staff at ext or ext

5 Requisition Asset Information Entry When entering a requisition you must determine if any of the items you are ordering are an asset by using the guidelines in this manual. If you are ordering an asset here are the steps you must take when you enter your requisition. Note: You must only enter this information to the appropriate line on the requisition not all the lines on the requisition if you have a mix of supply items and asset items. If every item on the requisition is an Asset you can enter the Asset information on the Requisition Default Page: See Below Click on the Asset Information Tab and enter the following: Business Unit = NCBOC Profile ID = appropriate selection to classify the type of asset. See the How to determine What is an Asset section of this manual (page 4) to make the correct choice. If only some lines on the requisition are an Asset see the following steps for entering the Asset Information: 5

6 Go to the line on the requisition that is the Asset and Click on the schedule icon This will bring you to the Schedule Page Click on the distribution icon This will bring you to the Distribution Page Click on the Asset Information Tab Enter the following information: Business Unit = NCBOC Profile ID = appropriate selection to classify the type of asset. See the How to determine What is an Asset section of this manual (page 4) to make the correct choice. 6

7 Receiving Asset Information Entry Tags can be obtained from the main office where petty cash is kept for your location. Enter the Tag number and attach the tag to the item. Note: When adding a receipt related to Assets all required Information must be entered or you will not be able to save the receipt. The Required Information is : Tag number, Serial ID, Custodian, Model and Manufacturer Note: If no Serial Id # is available for an item you will enter the Tag number. Navigate: Select Main menu Choose Purchasing -> Receipts -> Add/Update Receipts The screen below will appear click the ADD button. The screen below will appear enter PO # in the ID: box then click search button. 7

8 The search results will appear below the search button. Click select all then click the OK button. When clicking OK you are brought to the Maintain Receipts screen To enter the Asset information: Click on the Pending link to enter the required receipt information: Remember the required information must be completed or you will not be able to save the receipt. Required Information: Tag number, Serial ID, Model and Manufacturer The custodian field should be used when further instructions other than room location would help someone to find the asset or person whom uses the asset. (The custodian can be anyone not the necessarily the Custodian in the building.) Note: You can leave the Custodian field blank but you will receive a warning for each individual asset. Just click ok to the warning message(s) to save the receipt. You must also change the location to a designated Asset location, in your building, refer to your buildings Asset Location List. If you are not sure what room the Asset will be in you can leave the purchasing ship to location but you are responsible to update the location once the Asset is place in its permanent location. 8

9 When you are ordering a quantity greater than 1 separate detail lines will be provided for each asset, complete the information for each individual item. Click the More Details tab to enter the remaining required information. Once all required information is entered and you save the receipt you will receive the following message: Simply click on the OK button and your receipt is complete. The asset will be moved into the Asset Management module with the status of To be Capitalized and Received. 9

10 Modifying Receiving Asset Information Modifying Receipt information for an Asset can be changed by the Receipt Entry person only at the time the receipt is being entered and prior to it being saved. If the receipt has been saved and the AM Status is moved you will have to contact the Asset management staff in the Business Office at ext or ext to make the necessary corrections. Note: Unless you fill in all required information for an asset you will not be able to save your receipt. Transferring/Disposing Asset Form Fill out electronic form Transfer/Disposal of Fixed Assets Form. These forms can be accessed from the BOCES website from the employee section login then selec the FormHog link. Contact Business Services at ext for assistance. These forms should be used for the following transactions related to an Asset. Disposals disposing of an asset no longer using or no longer working (unrepairable). Theft asset has been stolen. Transfers All transfers should be updated in PeopleSoft. With the exception of Assets you are giving to another department and you do not know where the new location will be. In that case then fill out the electronic form. 10

11 Reviewing Asset Information Navigation: Main Menu ->Asset Management -> Search for an Asset Enter appropriate criteria then click the SEARCH button. The screen will display the Asset you requested below the SEARCH button, see below: Note: the Asset Status: defaults to In Service, Remove this criteria to search for new assets that have not been paid yet or for Disposed assets. A Drill down feature also becomes available to navigate you through different views and depending on your security access to modify information related to an asset. Let s look at these Drill-Down features in detail. 11

12 Note: When clicking the GO! Button a new window will open remember to close the window when you have completed your task. Select Asset Accounting Entries then click on the GO button. ASSET ACCOUNTING ENTRIES VIEW allows you to review the accounting lines related to an asset. Select Asset Basic Information then click on the GO button. ASSET BASIC INFORMATION depending on your security access allows you to view or update the Physical information related to the asset. 12

13 ASSET COST HISTORY depending on your security access allows you to view the cost history of an asset. ASSET DEPRECIATION depending on your security access allows you to view the depreciation schedule for an asset. PRINT AN ASSET depending on your security access allows you to print detailed information for an asset. 13

14 Adjustments/Transfer/Disposals of Fixed Asset Adjustments Follow these steps if you need to change price information or budget code for an asset: Navigate: Asset Management -> Search for an asset Enter the Asset id or whatever information you have to retrieve the asset, then click the search button. Select the asset by clicking the radio button next to the asset id. Then select Asset Cost Adjust/Transfers from the Drill-down menu and click on GO! A new window will open for you to do the adjustment. 14

15 Change Price Select action Adjustment and click the GO! Button: Enter the change in price in the Adjust Current Row by: box and click the Apply Button then click the Save button. Note: The original asset previewed in Asset basics will not reflect these changes. To review these adjustments you must look at the Asset Cost History. Navigate: Asset Management -> Search for an asset Then select Asset Cost History from the Drill-down menu and click on GO! A new window will open. 15

16 Change Budget Code Select action Transfer and click the GO! Button: Enter the change in budget code in the fields above and click the Apply Button then click the Save button. Note: The original asset previewed in Asset basics will not reflect these changes. To review these adjustments you must look at the Asset Cost History. Navigate: Asset Management -> Search for an asset 16

17 Then select Asset Cost History from the Drill-down menu and click on GO! A new window will open. If you click on the detail link you can see the details of the transfer of the budget code. You will have to click on the multiple screens to review the changes. See below 4 of 4 that s how you would view the multiple screens to view the history of the budget code changes. 17

18 Modifying the location of an asset (Transfer) Navigate: Asset Management -> Search for an asset Enter the Asset id or whatever information you have to retrieve the asset, then click the search button. Select the asset by clicking the radio button next to the asset id. Then select Asset Basic Information from the Drill-down menu and click on GO! A new window will open for you to do the transfer to new location. Click on the Location/ comments/attributes tab Click on the + button to insert a new effective date row which will have today s date see screen: Then change the Location to the new location code. Note: all Asset Location begin with a # use those only. When change has been completed click Save button. Review if custodian info must be corrected too. 18

19 Modifying the Custodian of an Asset Navigate: Asset Management -> Search for an asset Note: Custodian is the primary user of the asset not the Custodian of the building! Enter the Tag Number or whatever information you have to retrieve the asset, then, click the search button. Select the asset by clicking the radio button next to the asset id. Then select Asset Basic Information from the Drill-down menu and click on GO! A new window will open for you to add the new custodian info. Click on the Manufacture/License/Custodian tab Click on the + button to insert a new effective date row which will have the current date: Then change the Custodian information. When change has been completed click the SAVE button. 19

20 Disposals/Retirement Note: Disposals are handled by using the retirement process. Navigate: Asset Management -> Search for an asset Enter the Asset id or whatever information you have to retrieve the asset, then click the search button. Select the asset by clicking the radio button next to the asset id. Then select Asset Retirements from the Drill-down menu and click on GO! A new window will open for you to process the Retirement (Disposal of the asset). Select the Retire As: option that applies to this disposal. Then click the GO! Button. See options disposal codes explained below 20

21 Disposal codes reflect the Retire As action that is selected to initiate the retirement transaction. Asset Management calculates gain or loss amounts depending, in part, on the disposal code that you select. This table describes the available options in the Retire As field: Code Usage Gain/Loss Abandonment Cannibalize for Other Assets Casualty Loss Disappeared Assets Disposal Due to Theft Donated to External Group Like Kind Exchange Missing Asset Retirement by Sale Returned to Inventory Scrapped Assets Select when the asset has no resale value and it is left behind. Select when the asset has been dismantled and the parts are reused within the organization. Select when an asset is unintentionally destroyed. If the asset cannot be sold, you may incur removal costs disposing of it. Retiring an asset as a casualty may have tax consequences if you have tax credits and the asset is not fully depreciated. Select when an asset cannot be located and you are not sure whether the asset was abandoned or stolen. Disappeared assets have no proceeds or removal costs. Select when an asset has been stolen. Select when an asset is donated. You typically use this option when assets are donated to nonprofit organizations for tax purposes. Select to process like-kind exchanges under U.S. federal tax code. Select when an asset is missing. Missing assets have no proceeds and no removal costs. Select if you sell an asset. (If you sell the entity that owns the asset, you must retire all assets that are owned by the entity.) You can use the interface with Billing to generate the bill. Select when the asset is returned to a common internal pool where it is available for others to use. Select when the asset is no longer useful and has no resale value. Gain/loss calculations are based on the asset net book value. Gain/loss calculations are based on the asset net book value. Asset Management deducts the accumulated depreciation from the retirement amount and adds the removal costs to determine the amount of the casualty loss. Gain/loss calculations are based on the asset net book value. Stolen assets have no proceeds and no removal costs. Asset Management deducts the accumulated depreciation from the retirement amount, treating proceeds and removal costs as appropriate, to determine the gain or loss. See Like-Kind Exchange Processing later in this section. Gain/loss calculations are based on the asset net book value. The proceeds and removal cost from the sale, less the net book value of the asset, determines the gain or loss. Asset Management deducts the accumulated depreciation from the retirement amount, treating proceeds and removal costs as appropriate, to determine the gain or loss. The gain/loss calculations include removal costs; accumulated depreciation is deducted and then the removal costs are added to derive the amount of the gain or loss. 21

22 Code Usage Gain/Loss Traded In for Another Asset Use when you are trading one asset for another. See Processing Trade-Ins in this section. Asset Management deducts the accumulated depreciation from the retirement amount, treating proceeds and removal costs as appropriate, to determine the gain or loss. To review retirement information you must look at the Asset Cost History. Navigate: Asset Management -> Search for an asset Then select Asset Cost History from the Drill-down menu and click on GO! A new window will open so you can view the cost history of the asset. Detail links are available to see greater details of the transaction. 22

23 Disposal/Retirement of Non-Capital Assets Navigation: Asset Management ->Asset Transactions-> Asset Disposal -> Retire/Reinstate Non- Fin Asset Select Ret Type: Click on Retire and click on the Save button. Add an Asset that did not come from the Purchasing Module Navigation: Asset Management -> Asset Transactions -> Owned Assets -> Basic Add Click the ADD button Fill in the appropriate information about the Asset on all the related tabs. 23

24 STEP 1 ASSET ADD GENERAL INFORMATION TAB The Following fields must be completed: Description Describe the item Short Description Describe the item in 10 characters Tag Number - Official Nassau BOCES tag number Asset Type select appropriate type Asset Subtype select appropriate sub-type Acquisition Date will default to current date unless you change it Index Name select CPI Subindex Name select ALL Profile ID Select appropriate profile this # should match the Asset Subtype #. 24

25 STEP 2 ASSET ADD LOCATION/COMMENTS/ATTRIBUTES TAB The Following fields must be completed: Location Select the appropriate location To search for a specific location click on the Look up Icon next to the Location field If you enter the building number in the Location Code field it will bring up a listing with all the valid rooms in that building. If you need to add a new location or room fill out a Ship-to location form which you can get on the Nassau BOCES website Url

26 STEP 3 ASSET ADD MANUFACTURE/LICENSE/CUSTODIAN TAB The Following fields must be completed: Serial ID: Enter Serial # if no serial # exists use the Tag number as the Serial Id. Manufacturer Name: Enter the Manufacturer name of the product. Model: Enter the Model # of the product. Custodian Information: this represents the person using the item. Fund Code: Enter appropriate chartfield value. Department: Enter appropriate chartfield value. Program Code: Enter appropriate chartfield value. Project: Enter appropriate chartfield value. Product: Enter appropriate chartfield value. 26

27 STEP 4 ASSET ADD ASSET ACQUISITION DETAIL TAB Click on the Acquisition Detail Chartfields link to enter budget information The Following fields must be completed: System Source: select AM Online Entry Page. Quantity: Enter the Manufacturer name of the product. Amount: Cost of the Asset. Click on the Acquisition Detail Chartfields link and enter the following Information. Fund Code: Enter appropriate chartfield value. Department: Enter appropriate chartfield value. Program Code: Enter appropriate chartfield value. Project: Enter appropriate chartfield value. Product: Enter appropriate chartfield value. Then Click OK. Click on Capitalize button verify information that appears is correct then save the asset. Congratulations you have successfully added a new asset. 27

28 Moving Voucher information to Asset Management Explained THE STEPS BELOW EXPLAIN THE DELIVERED PROCESS THAT NEED TO RUN. WE CREATED A JOB THAT RUNS ALL THREE PROCESSES AUTOMATICALLY. SEE NEXT SECTION FOR ACTUAL PROCESSING INSTRUCTIONS. Navigate: Accounts Payable -> Batch Processes -> Extracts and Loads -> Load Assets Request Voucher information will be loaded to the Pre-Interface table. Process name is INTFAPAM This process will be run manually by the PeopleSoft Staff after Accounts Payable runs the Voucher post and Payment post after every check run. Each process must be completed prior to starting the next process. Navigate: Asset Management -> Send/Receive Information -> Retrieve Info from AP/PO Voucher information will be taken from the Pre-Interface table to the Financial Interface table. Process name is AMPS1000 This process will be run manually by the PeopleSoft Staff after they run Voucher post, Payment post, INTFAPAM. Navigate: Asset Management -> Send/Receive Information -> Load Transactions -> Load Transactions into AM Voucher information be loaded from the Financial interface table to Asset Managements. Process name is AMIF This process will be run manually by the PeopleSoft Staff after Accounts Payable runs Voucher post, Payment post, INTFAPAM, AMPS1000. The asset related items that are added will cause the status of the Asset to be Already Capitalized and In Service. This now makes the Asset eligible for depreciation processing. 28

29 Business Rule: Create job that can be run after every paycycle to process posted voucher assets. In order to create job we had to create runcontrols all with the same name B_AM_VCH with the specified parameters so that the job could sequentially run. These run controls were setup for the following operators. DSOTO, DRAMOS,VP1. CUSTOM JOB B_AM_VCH Asset Managment Vchr Process 29

30 Moving Voucher information to Asset Management Automated TO BE RUN BY PEOPLESOFT STAFF AFTER THE VOUCHER POST AND PAYMENT POST PROCESSES HAVE BEEN RUN SUCCESSFULLY AFTER EACH PAYCYCLE. Navigate: Accounts Payable -> Batch Processes -> Extracts and Loads -> Load Assets Request Click Run button Select Asset Management Vchr Process then click the OK button. 30

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32 Correcting wrongly classified Assets (Capital vs Non-capital) Assets obtain there classifications from the profile they are entered with. The profile cannot be changed once an asset is added to the system. The reason being is that the profile determines and causes all accounting transactions that are to occur when the asset is added to the system. In addition a tag is already assigned. To correct these situations this is the process that should be followed. 1. Dispose of the original Asset select abandonment. See Disposals on pages 19 for instructions. Once the Disposal is complete continue. 2. Add the Asset with the proper classification and information. See Add an Asset on page 22 for instructions. Note: you will not be able to enter the same tag number so add the tag number and put a capital R after the asset number. 32

33 Asset Reports Navigate: BOCES Options -> Asset Reports (General) Building # - Enter the first 4 digits of the location code to printout the asset listing for that building/program. If multiple buildings enter first 3 numbers and a percent sign. (i.e. 017%) Location Code - Enter a complete location code to printout the items in a particular room. Asset Category Select Category to limit list to Depreciable vs. Non Depreciable assets. Profile ID Enter profile ID to printout a particular group of assets. Tag Number Enter specific tag number to printout a report related to that tag number only. PO Number Enter specific purchase order number to printout a report related to that PO number only. Acq. Date Range Either leave default range to include all or enter a date range to view assets acquired during a specific time period. Report Descriptions Asset Verification Listing This report contains a listing of Assets with particular information necessary to complete verification. This report also has a page break by room version. Asset Detail by Location This report contains a detailed listing of Assets with all the detailed information for that asset. Asset Location Listing This report contains a list of the asset location codes for the agency. 33

34 Running Asset Reports Step 1:Navigation: BOCES OPTIONS-> Select Asset Reports (General) The run control id page for the report will appear. Step 2: CLICK SEARCH Step 3: SELECT REPORT other wise ENTER THE CRITERIA for the report you are running. Step 4: Click RUN button Process Scheduler Request Page will appear. Step 5: Select Appropriate Report. Step 6: Change Type to Window and Format to PDF Step 7: Click Processing Window will appear, once the process changes from Queued to Success Adobe Reader will launch and display the report. Use the Adobe features to print, or save the report. 34