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EAM - Asset Acquisition: Maintainance Item Concept
The purpose of this topic is to show the business process for asset acquisition and establishing the maintenance strategy through the use of templates. In addition, it is to demonstrate the integration to Oracle Assets (Fixed Assets) through Oracle Asset Tracking and the value that this solution provides in Asset Lifecycle Management.
User Name/Password Responsibilities
MNT/welcome or Operations/welcome Facility Operations, Vision Operations Enterprise Asset Management, Vision Operations Cost Management - SLA Vision Operations Asset Tracking Super User Maintenance Super User, Vision Operations FAC The following are examples that have been setup in Vision: Chevrolet Impala SS 2004 Chevrolet Malibu LT 2004 Dodge Ram 3500 2005 HVAC Asset Group Auto Haus Note: Supplier of your choice may be used. FleetStores
Organization Asset Group
Asset Acquisition Process
With R12, upon purchase order receipt, assets can be created in EAM and templates can be applied so that the maintenance strategy is established automatically. In this process, we will create and receive a PO for an Asset Group that has been setup with item attributes and maintenance templates to illustrate the automation in this process. Following receipt, we will review the asset definition and maintenance schedule in EAM. And will show the same Asset (item instance) from OAT. After receipt, the same asset can be interfaced to Fixed Assets, via concurrent processes. We will demonstrate the steps for this as well. There are several PreDemo Steps required in order for this process to work successfully, so be sure and follow these before attempting to demonstrate the FA integration. The Operating Unit used in this script is Vision Operations. The Asset Book is OPS CORP. And the eAM Organization is FAC.
Asset Acquisition Business Process
Action PreDemo Steps: Asset Acquisition Maintained Item 1) Set Profile Option: CSE: FA Book Type Code Select your demo instance Click the Apps Local Login button Login: profileoptions/sysadmin Query Profile: CSE: FA Book Type Code Edit Value in Site Column: OPS CORP for Vision Operations (used in this sample flow - applicable with eAM Organizations FAC, EM1 and H1) 2) Verify Depreciation is in the Current Period Login: MNT or Operations/welcome Responsibility: Facility Operations, Vision Operations (M) Fixed Assets > Set Up > Asset System > Book Controls Query Asset Book: OPS CORP Verify: Current Period & Current Fiscal Year Verify: Last Run Status=Completed IF NOT CURRENT 3) Run Depreciation (M) Fixed Assets > Depreciation > Run Depreciation Select Book: OPS CORP Enable: Close Period 4) Ensure Interface Managers are Running Verify Cost Manager is Active (M) EAM>Inventory>Set Up>Transaction>Interface Managers>Query Verify Material Transaction is Active IF NOT: Launch with Schedule for duration of Demo 5) Update Asset Group You can create a new Asset Group or used seeded examples after making the following update to the Asset Group. (M) Inventory > Items> Organization Items>Find Item: Dodge Ram 3500 2005 Purchasing: Select an Asset Category=VEHICLE-OWNED LIGHT TRUCK (or any category associated with FA BOOK=OPS CORP) Receipt Routing: User Selected - script uses Direct to minimize transactions. NOTE: Other seeded Asset Groups referenced above can be used after making the same update. Due to some pending transactions on existing eAM Assets, some Asset Groups in Vision CANNOT be used in this flow. Avoid Asset Groups for any of the Fleet Asset Groups that have Assets received into Inventory. Use only those Asset Groups referenced or create new values. Ensure that the following Item Attributes are enabled on your Asset Group, if you create new values:
Asset Acquisition Process
Step Action Inventory: Transactable, Serial Number Control=At Receipt Purchasing: Purchased & Purchasable, Asset Category=Select a value associated with FA BOOK Service: Track in IB, Track as Fixed Asset 6) Update Responsibility for User MNT: Responsibility: System Administrator > (M) Security > Users > Define Add Responsibility: Cost Manager SLA, Vision Operations
Asset Acquisition Business Process
Action Create & Approve a PO for the Asset Group. If you are not familiar with Purchasing, it is suggested that you attend the appropriate product training. For this flow, you will need to create & approve a PO with shipment to the EAM organization you are using. As with any purchase, settings on the supplier and item impact steps in PO creation, approval & receiving. The item attributes for Asset Group determines what happens down stream. In Vision, we have setup several Asset Groups enabled for Purchasing, Inventory, to create FA, Track in Install Base and with established PM and Meter Templates. When creating a PO, it may be more effective to purchase a quantity greater than one (1). In this way, you can show the benefits of maintenance templates that automatically enhance the setup each eAM Asset in the group.
Action We have created & approved a Standard PO in Vision Operations for an Asset Group with delivery to EAM Organization FAC. Page 6 . since these represent the types of assets that would be purchased in multiple quantities and where the automated process using templates can provide productivity improvements. We have used a Fleet type Asset Group for this process.Asset Acquisition Process Step 3.
In this case. if you are not familiar with the procurement process. so that we can demonstrate the process with a single receipt step. we will receive the PO. the PO has been defined with Direct Delivery. Page 7 .Asset Acquisition Business Process Step 4. please attend the appropriate product training. Again. Action Now.
Action Selection of Subinventory is necessary for the receipt: FleetStore YOU MUST select a Subinventory that has "Asset Subinventory" ENABLED. DO NOT select an Expense Subinventory.Asset Acquisition Process Step 5. You can enter the Subinventory on the PO. Select the Subinventory. keeping in mind the same requirement. Page 8 .
you can enter a range or individual numbers.Asset Acquisition Business Process Step 6. As with any serial controlled receipt. we are prompted to enter the SN's. Action Because the Asset Group has been defined as Serial Control upon Receipt. this is a perfect opportunity to capture the VIN for each vehicle. Page 9 . Choose the method that best meets your customer requirement. For fleet.
DEMO NOTE: We place this review here to allow time for the Inventory Transactions managers to process the receipt transaction. Action Now. Or you can View Requests and see that the Actual Cost Worker has completed. Page 10 . so we have scripted this in forms to allow the work around for this to be shown. Prior to interfacing to FA. If you are not familiar with Inventory and Material Transaction processing. We will search using the same Asset Group that was on the PO. To verify this.Asset Acquisition Process Step 7. there are several processes yet to run for the complete flow. it is recommended that you obtain the appropriate product training. there are some outstanding issues. Additionally. the receipt transaction must be costed. so this avoids too many changes in User Interface. you can view the Material Transactions and validate the Distributions. let's review the maintenance asset created as a result of the receipt. however. from EAM. You can perform some of these steps in the html UI. These steps have not been included in the script.
two new assets have been received and have been enabled for maintenance. Action The items that were received are now visible as EAM Assets. Page 11 .Asset Acquisition Business Process Step 8. In our example.
Next we will review the Meter that has been automatically created for the Asset. Select the Meters Button. DEMO NOTE: Change the Asset Number to match the Asset Serial Number & Save. Action The EAM Asset definition can be edited as needed to provide a complete maintenance setup for the asset. by adding a Parent Asset. Updating the EAM Asset information can now be performed as with any EAM Asset (as we have done in prior releases). Page 12 . Accounting Class and established the asset in the hierarchy. Area. See Demo Note in this Step before proceeding.Asset Acquisition Process Step 9. Department. we have added the Asset Category. There is a current GOTCHA when viewing Meters created from Templates (which we have in place for this Asset Group) and this work around avoids the issue. In this case. Additional data fields can be updated to support maintenance processes.
Action Using predefined Meter Templates. Close the Meters form and Select the Associate Activity Button. assigned to the Asset Group. the Meter is automatically established for the EAM Asset. Now we will review the Associated Activities for the Asset. Page 13 .Asset Acquisition Business Process Step 10.
Page 14 . Action Predefined Activity Templates result in the associated activities automatic assignment for the EAM Asset.Asset Acquisition Process Step 11.
Action The Location defaults from the receipt organization and subinventory.Asset Acquisition Business Process Step 12. Page 15 .
the Fixed Asset association has not been created. Page 16 . Templates have also been applied to automatically create the PM Schedule for these assets.Asset Acquisition Process Step 13. Action At this point. We will run the processes to do this following a review of the PM Schedule for the Asset.
Page 17 . Action You can search for PM Schedules as desired .Asset Acquisition Business Process Step 14. for consistency with the earlier queries and the PO.here we will use Asset Group.
Asset Acquisition Process Step 15. Action Note the Asset that we edited is displayed in the results as well as the other asset that we just received. Page 18 .
Asset Acquisition Business Process Step 16.ADS Vision object. Click the Oracle Applications . Page 19 . Action From here. let's review the details of the PM Schedule.
Asset Acquisition Process Step 17. Also take note that there are multiple activities on the schedule . Page 20 . Action Using PM Templates. Note that this is setup in the Set Name=Fleet. the schedule for this asset was created automatically upon receipt.another feature introduced in Vision with R12.
Asset Acquisition Business Process Step 18. Click the Meter Rules object. Page 21 . Action Using the Meter Template. the associated meter was created and will be used with the defined Rules for the PM Schedule.
Asset Acquisition Process Step 19. Click the Last Service Info object. Page 22 . the default reading for the service is zero (0). Since this asset has just been acquired. Action Service Date & Meter Reading information can also be viewed.
Page 23 . Here we can see those that we just received and updated in EAM. Action The same asset can be viewed from OAT. we will search for the Item Instances. the results include a number of instances. we will change responsibility to: Asset Tracking Super User. Click the Item Description link. As in the search from EAM.Asset Acquisition Business Process Step 20. The details for this instance can also be reviewed. To perform this. Using the same Asset Group (Item).
Also note that the Accounting Classification is Inventory. eAM Asset Description (Instance Name) display.Asset Acquisition Process Step 21. Page 24 . Click the Maintenance tab. This value will change after we create the Fixed Asset. In the General tab. the Organization. Action The details for the item instance are arranged within the tabs.
Note: Having content in this page. is another reason that we used forms for updating the Asset prior to showing this view.Asset Acquisition Business Process Step 22. Page 25 . Action A new Maintenance tab in OAT displays the EAM Asset information for maintenance.
Page 26 . Click the Counters tab. Action The EAM Meter (Counter) can also be viewed.Asset Acquisition Process Step 23.
Page 27 . Organization and Subinventory.Asset Acquisition Business Process Step 24. Click the Location link. Action The Location tab contains the specifics regarding the EAM Asset Location.
Page 28 .Asset Acquisition Process Step 25. Click the Transaction History link. Action The Transaction History provides the detailed transactions.
Action The transaction results show the PO Receipt and the Maintenance Asset Creation. Page 29 .Asset Acquisition Business Process Step 26.
OAT will reflect that the Fixed Asset record has not yet been created. Page 30 .Asset Acquisition Process Step 27. Click the Select to show Asset information link. Action Just as in the eAM Asset view.
we will return the transaction and flow it the rest of the way from Receipt to Fixed Assets. Page 31 . Action Last. Meters. Configuration History. Reminders: 1) The receipt transaction MUST BE Costed. Vision Operations. using the responsibility Maintenance Super User. Because it is inventoried. The asset has been established and now part of maintenance and work can be performed on the asset. Now.Asset Acquisition Business Process Step 28. You can review Details. After searching for the parent Asset associated with one of the newly purchased assets. 2) Depreciation must be processed to the Current Period. as you would for any eAM Asset. you can see that the EAM Asset & the VIN (entered as the SN for the asset at receipt) is now part of the hierarchy. etc. it can also be transferred to another EAM Organization should the asset change location or require service in another maintenance organization. we will review the Asset Hierarchy.
Demo Suggestion: Have another team member run these processes while you demonstrated the eAM Asset record in eAM and OAT. Action Change Responsibilities: Cost Manager .Asset Acquisition Process Step 29. the Subledger Accounting process is required to run. Click the Create Accounting object.SLA Vision Operations Once the Inventory Manager has run to cost the material receipt. Page 32 .
Asset Acquisition Business Process Step 30. Submit this process and allow it to complete before launching the next process. Page 33 . requiring the following parameters: Ledger: Vision Operations All other parameters default. Action The Create Accounting is a concurrent process.
Page 34 . Action Change Responsibility to: Asset Tracking Super User Click the Submit a New Request object.Asset Acquisition Process Step 31.
Asset Acquisition Business Process Step 32. Page 35 . This process will pass the Asset information to Oracle Assets. Action Select the process Create Assets: Interface Inventory Transactions to Oracle Assets.
Asset Acquisition Process Step 33.Facility Maintenance Operations Submit and Verify that the process Completes. Page 36 . Action Enter the following parameters for this process: Inventory Item: (Asset Group) Dodge Ram 3500 2005 Organization: FAC.
Now.Post Mass Addition. Page 37 .Asset Acquisition Business Process Step 34. the final step in the process can be run . from Fixed Assets. Action You can View Output to see that the transaction has been processed.
Asset Acquisition Process Step 35. Vision Operations Responsibility. Action From either Asset Tracking Super User or Facility Operations. Page 38 . Select the Post Mass Additions. run Post Mass Additions.
Page 39 . Action Enter the parameter: Asset Book: OPS CORP Click the OK button.Asset Acquisition Business Process Step 36.
Action Submit the process. Page 40 .Asset Acquisition Process Step 37.
Now we will return to eAM and OAT to confirm that the integrated process has synchronized the Maintenance Asset with the Fixed Asset. Here we see that 2 new Fixed Asset Numbers have been created. You can review this from html or forms . Action Once the process is completed. Page 41 . you can view the Mass Additions Posting Report.both will be shown here. but you can choose the interface that best meets your demonstration.Asset Acquisition Business Process Step 38.
we have used the Asset Group that was on the PO. Action From Forms. Again for consistency.Asset Acquisition Process Step 39. Page 42 . search for the Maintenance Asset.
The Synchronized checkbox has been enabled. Page 43 . Action Select the Asset and Open to view details. Select (T) Others and confirm that the Fixed Asset Category & Number and now linked to the Maintenance asset.Asset Acquisition Business Process Step 40.
Asset Acquisition Process Step 41. search for the Asset and confirm that the FA Number is associated to the Maintenance Asset. Action From eAM Maintenance Super User. Page 44 . Click the Fixed Asset Number link.
etc. including Books. Action The link for the FA Number will display the FA Information about this Asset. Finally. Assignments.Asset Acquisition Business Process Step 42. Page 45 . we will review the Asset from OAT and view Transaction History.
search for the Assets. Click the Description link. We have used the Item (Asset Group) again for consistency. Page 46 .Asset Acquisition Process Step 43. Action From the Asset Tracking Super User. Select an Asset to view.
Click the Assets link.Asset Acquisition Business Process Step 44. 45. just as we did from maintenance. From here you can also View the Asset information. Page 47 . Action Note that the Accounting Classification has changed from Inventory to Asset.
Page 48 . Action The Fixed Asset information is displayed with a link to the FA Number. Click the Asset Number link.Asset Acquisition Process Step 46.
Page 49 . Action The FA Information is displayed and you can drill into the Asset Book for additional information.Asset Acquisition Business Process Step 47. Click the OPS CORP link.
Demo Note: You might consider re-running depreciation for current month (without closing) to see depreciation value prior to drilling down to cost history. you can view this information as well as the Cost History. once the Asset has been Depreciated. Click the Cost History link. In addition. Action Here you can review the Transactions from an Asset perspective.Asset Acquisition Process Step 48. Page 50 .
Now we will view the Transaction History for the Asset to illustrate the complete integration in the process flow: Acquisition to Maintenance of a Fixed Asset. Select the View: Item Instance link.Asset Acquisition Business Process Step 49. Page 51 . Action The Cost History shows the Procurement Cost & Period for the Asset.
Action Click the Transaction History link.Asset Acquisition Process Step 50. Page 52 .
data accuracy and consistency as well as providing the single source of truth about the lifecycle of an Asset from Acquisition to Maintenance to Retirement. Summary This business process flow introduces the streamlined process and integration between Financials (Procurement & Assets). The FA integration provides an accurate link for maintenance and procurement. OAT and eAM. In this way. Or tracking of the lifecycle through OAT Transaction History. This reduces duplicate efforts while improving accuracy & visibility through transaction history.Asset Acquisition Business Process Step 51. Action Transaction History reflects the Application and Source for the Asset. The use of templates makes the maintenance definition more efficient and consistent. End of Procedure. This kind of integration in the Oracle enterprise solution adds value through efficient processing. Step 52. Each functional department has relevant data elements and transaction information for driving the respective processes . Now we have the Receipt into Inventory. the user has full visibility of asset lifecycle with views that are important to respective operations of the organization. Page 53 . the Maintenance Asset Creation and the Asset Tieback (synchronization between Oracle Assets & eAM Asset). Assets can more easily be created for maintenance as they are purchased.whether financial and tax information for FA or maintenance strategy and cost information in eAM for warranty and work management. Point to the Results. Supply Chain (Inventory).
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