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OFFICE OF THE COMPTROLLER

ORACLE FIXED ASSET TRAINING

TABLE OF CONTENTS
1. E-MAIL QUESTIONS/INQUIRIES TO:..................................................................................2
2. ORACLE-FA@UTPA.EDU................................................................................................2
3. 1. ASSET INQUIRY ........................................................................................................3
4. 2. TRANSACTION INQUIRY............................................................................................14
5. 3. VIEW CLASSROOM USAGE INFORMATION.................................................................19

6.

......................................................................................................................23

4. UTPA ASSET TRANSFER APPROVAL WORKFLOW..................................................24
Business Rules:........................................................................................................................................24
Process Flow:...........................................................................................................................................24
..................................................................................................................................................................25

7. 5. UTPA ASSET REMOVAL APPROVAL WORKFLOW....................................................34
Business Rules:........................................................................................................................................34
Process Flow............................................................................................................................................34

WORKFLOW PROCESS STEPS:.........................................................................34

8. 6.UTPA ASSET RETURN APPROVAL WORKFLOW.........................................................43
Business Rules:........................................................................................................................................43
Process Flow............................................................................................................................................43

WORKFLOW PROCESS STEPS:.........................................................................43

9. 7. CUSTOM FIXED ASSET REPORTS ............................................................................53
10. APPENDIX A – UTPA 2009 BUILDING LIST..................................................................63

ORACLE FIXED ASSETS

E-MAIL QUESTIONS/INQUIRIES TO:
ORACLE-FA@UTPA.EDU

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(N) Inquiry > Financial Information 2. Cost. Serial Number. Enter the Asset Number or any other parameter to query an asset (Ex. Category.ORACLE FIXED ASSETS 1. Select (B) Books to view the financial information. 4. Navigate to the Find Assets window. Go to (M) File and select the Close Form. PO Number. or Serial Number) and select (B) Find. Tag Number. 5. Asset inquiry is the process of finding out the details of the assets including the Description. you will learn how to inquire information on Assets. Page 3 of 67 . Location. Navigation: 1. Employee Name. Location. 3. ASSET INQUIRY Responsibility: UTPA Fixed Assets Inquiry Overview: In this session. Review the Asset Details and select (B) Assignments to view information on the Asset Location and Project Manager Information. Select (B) Source Lines to view the payment information. and the Project Manager the asset is assigned to. 6. Asset Key (Organization).

ORACLE FIXED ASSETS Example: 1. Navigate to the Find Assets window. (N) Inquiry > Financial Information Page 4 of 67 .

ORACLE FIXED ASSETS 2. Page 5 of 67 . Enter the Asset Number 0000016648 and select (B) Find.

Property Type and Property Class. Scroll to the right to review other information like Asset Key (Organization). Page 6 of 67 . Select the Asset Number to be reviewed.ORACLE FIXED ASSETS 3. Asset Type. To view the Asset Location and Account Manager details select (B) Assignments.

Page 7 of 67 .ORACLE FIXED ASSETS Review the Assignment details and close the window.

ORACLE FIXED ASSETS The screenshot above indicates that asset 0000016648 is under Pedro Martinez and is located at MAIN. a popup box will display with the location descriptions (See screenshot below) Note: The Expense Account is the Depreciation Account used internally by the Fixed Assets Department 4. To view what the location numbers represent. etc. PO Number. Page 8 of 67 .103.322. click on the location field and then click on the pencil (Edit Field) Icon. select (B) Source Lines in the Assets window. To view Payment information like Invoice Number.

ORACLE FIXED ASSETS Review the Source lines details. Scroll to the right to view all information and close the window. Page 9 of 67 .

ORACLE FIXED ASSETS 5. To view the financial information of the Asset select (B) Books in the Assets window. Page 10 of 67 .

Page 11 of 67 .ORACLE FIXED ASSETS Review the Financial Information of the asset. Click on the Cost History Tab to view additional financial information on asset selected. Note: The transaction button will be covered in more detail in the next section.

ORACLE FIXED ASSETS Page 12 of 67 .

Go to (M) File and select the Close Form. Page 13 of 67 .ORACLE FIXED ASSETS 6.

ORACLE FIXED ASSETS 2. The Transaction History window helps to review all the transactions from the UTPA FA BOOKS on any single asset or range of assets. The Transaction Detail window will show in detail any change that has been made to the Asset. Navigate to the Find Transactions Window. Example: 1. Enter Book and Asset Number and select (B) Find. Select the required Reference Number and select (B) Details. 4. 5. you will learn about inquiring the Transaction History of an asset. Go to (M) File and select Close Form. (N) Inquiry > Transaction History 2. Navigate to the Find Transactions Window. TRANSACTION INQUIRY Overview: In this task. Navigation: 1. Page 14 of 67 . Review the Transaction Details of the required Reference Number. 3.

Select the desired Reference Number and select (B) Details.ORACLE FIXED ASSETS (N) Inquiry > Transaction History 2. Page 15 of 67 . Enter the query parameters and then select (B) Find. Parameter Book Asset Number Value UTPA FA BOOKS 0000016648 3.

etc. Transaction Type: Addition (Used to view Financial Information. Review the Transaction Details of the Asset.ORACLE FIXED ASSETS 4.) Page 16 of 67 . Date Placed in Service.

changes in the Depreciation Account and changes in the Location of the Asset. Changes in Project Managers. Page 17 of 67 .) Note: Every time an asset is transferred to a different account manager or just to a new location there will be a new Transfer line added once the Assets Transfer Workflow has completed.ORACLE FIXED ASSETS Transaction Type: Transfer In (Used to see the first Employee (Project Manager) assigned to the Asset. Depreciation Account and Location) Transaction Type: Transfer (Used to see any changes made to the asset Ex.

ORACLE FIXED ASSETS 5. Go to (M) File and select Close Form. Page 18 of 67 .

4. Note: For information/questions on room type/classroom usage codes/building numbers visit THECB website http://www. Refer to Appendix A for a list of Building Numbers. Navigate to the Custom Room Info window. Page 19 of 67 . Review the Custom Room Info Details.us/InteractiveTools/FacInv/ or contact Assets Management @ 2993.state. VIEW CLASSROOM USAGE INFORMATION Overview: In this session.tx. Navigation: 1. you will learn how to review the Class Room Usage Information. Example: Example: 1. Enter the required Building number or select one from the LOV and press tab. Go to (M) File and select Close Form. 3.thecb. Navigate to the Custom Room Info window.ORACLE FIXED ASSETS 3. (N) Custom Room Info 2.

Page 20 of 67 .ORACLE FIXED ASSETS (N) Custom Room Info 2. Choose a building number from the list of values and press the tab key.

Review the Custom Room Info Details.ORACLE FIXED ASSETS 3. Page 21 of 67 .

ORACLE FIXED ASSETS Page 22 of 67 .

ORACLE FIXED ASSETS

Go to (M) File and select Close Form.

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ORACLE FIXED ASSETS

4. UTPA ASSET TRANSFER
APPROVAL WORKFLOW
In this session you will learn about the process of
transferring assets online from:
• Changing Locations (Building, Room)
• Changing Project Managers
• Department to Department
• Department to Surplus/Storage (Use
21CMPT038)
While transferring assets, you should consider the
following:
Business Rules:

An approval workflow will be sent to the destination
project manager

Time out on approvals = 5 days per approver

An approval notification will be sent to the Current
Project Manager, the New Project Manager and the FA
Department. The Requestor will receive an FYI
notification once the transfer is complete.

The System will automatically update the Asset
transfer to the New Manager and also the Asset Key is
updated based on the Organization of the New
Account Manager.

Process Flow:

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ORACLE FIXED ASSET TRAINING

Workflow Approval process:

Workflow approval process starts with transferring the asset information. It retrieves
all the information pertaining to the asset transfer. Department determines that asset
will be transferred (either to another department, location, project manager or to
surplus)

The process compares whether the asset transfer requestor is the current manager
or not. If both are the same then the workflow goes directly to “Notify New Manager”
for Approval.
o If the asset transfer requestor is not the current manager, then the approval
notification is sent to the “Current Project Manager” of the asset and a
notification will be sent to the requestor that the current manager rejected the
transfer.

A notification is then sent to the “New Project Manager“ about the asset transfer
o A notification is sent to the requestor if the new project manager rejects the
request for the transfer of the asset.

A notification is then sent to the “FA Department” for review after the approval of the
new account manager about the transfer of the asset.
o A notification is sent to the requestor if FA Department rejects the request for
the transfer of the asset.

The Transfer Asset Key (Organization) is updated once FA Department approves the
transfer of the asset.

Finally an FYI notification is sent to the Requestor that the transfer of the asset is
approved and the system has transferred the asset to the new destination.

If a notification is sent to the Requestor indicating to update the asset information
manually because the system failed to make the asset transfer automatically.
Contact Mary Lou at the FA department x2775. The FA Department will make the
manual change.

The Workflow process for the transfer of the asset ends.

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Select (B) Submit. Example: 1. Receive a Notification about the approval once the workflow is complete. (M) View > Requests 26 . Query Asset Number and view the details. Select UTPA Asset Transfer Approval Workflow and then select (B) OK. Review Transaction History 12. Navigate to the Find Requests window. 6.ORACLE FIXED ASSET TRAINING UTPA Asset Transfer Approval Workflow Navigation: 1. Select the required parameters and select (B) OK. Select Single Request option and then select (B) OK. Navigate to the Find Requests window. Enter Request Name as %Asset Transfer% and hit the Tab key. Navigate to Transaction History window. (M) View > Requests 2. Review Transaction Details 13. 3. 4. Select (B) Submit a New Request. 10. 5. 8. Go to (M) File and select Close Form. 11. 9. Only one asset at a time may be transferred. 7.

ORACLE FIXED ASSET TRAINING 2. Select (B) Submit a New Request. 27 .

28 .ORACLE FIXED ASSET TRAINING 3. Enter Request Name as “%Asset Transfer%” and hit the Tab key. Select Single Request option and then select (B) OK. 4. Select UTPA Asset Transfer Approval Workflow and select (B) OK. 5.

ORACLE FIXED ASSET TRAINING 6.SURPLUS 29 . Enter the following parameters and select (B) OK.284. Note: Use account 21CMPT038 to transfer assets to Surplus/Storage Parameters Asset Number New Account Number New Account Manager New Location Values 0000016687 21CMPT038 SURPLUS Account Barragan. Ms Karla Priscilla Auto populates OFF.

Select (B) Submit. 30 . Note: There will be NO Output for Workflow requests. A notification to transfer the asset will be sent to the current account manager and then to the new project manager for approval before it reaches the Fixed Assets manager for approval.ORACLE FIXED ASSET TRAINING 7.

Navigate to the Transaction History window.ORACLE FIXED ASSET TRAINING 8. 9. Parameters Book Asset Numbers (From & To) Values UTPA FA BOOKS 0000016687 31 . Enter the following parameters and select (B) Find. (N): Inquiry > Transaction History 10. At this point the requestor can log into Fixed Assets and verify that the asset has been transferred. Once all the approvals or rejections are received the Workflow ends and the requestor will get a FYI Notification.

32 . To view the details of the asset transferred select the last TRANSFER line and select (B) Details.ORACLE FIXED ASSET TRAINING 11. Review the Transaction History.

building) then the project manager will remain the same only the location field will change. If the transfer is just to change locations (room. Go to (M) File and select Close Form. Review the Transaction Details The Previous Project Manager will have a -1 and the new project manager will be listed second. 33 . 13.ORACLE FIXED ASSET TRAINING 12.

o A notification is sent to the requestor if the request is rejected. 34 . UTPA ASSET REMOVAL APPROVAL WORKFLOW In this session you will learn how to complete the Request to Remove State Property from Campus Online. • The process compares whether the requestor is the current account manager or not.ORACLE FIXED ASSET TRAINING 5. o A notification is sent to the requestor if his request is rejected by the current account manager. In order to meet this requirement a workflow has been developed to simplify the removal process of the assets. It retrieves all the Asset Removal Information. Keeping track of State Property that is removed from campus is a UTPA Policy. • The updating of the location of the asset is done by the system after the approval of the FA Manager. Process Flow Removal of State Property Workflow: WORKFLOW PROCESS STEPS: • The Workflow process starts as it gets the Asset Information. • A notification is sent to the “FA Manager” if the current account manager approves the request. Business Rules: • Time out on approvals = 5 days per approver • Two Approvals needed-Project Manager and one by Fixed Assets Manager (Fixed Assets Department). o If both are not same then the workflow notifies the current account manager about the request for the removal of the asset.

4. Select the required parameters and select (B) OK. Select Single Request option and then select (B) OK. Navigate to the Find Requests window. 11. Select (B) Submit a New Request. Query Asset Number and view the details. Enter Request Name as %Asset Removal% and select (B) Find. Select (B) Submit.ORACLE FIXED ASSET TRAINING • An FYI notification is sent to the Requestor that the request is approved and the system has transferred the asset to the destination. Current Account Manager will receive an Approval Notification for the Removal of the Asset. 9. 3. Go to (M) File and select Close Form. UTPA Asset Removal Approval Workflow Navigation: 1. 7. 8. 35 . 10. (M) View > Requests 2. Select (B) Assignments to view Location 12. • The Workflow process ends. Select UTPA Asset Removal Approval Workflow and then select (B) OK. 5. 6. Review Off campus location 13. Navigate to Financial Information window.

ORACLE FIXED ASSET TRAINING Example: 1. Navigate to the Find Requests window. (M) View > Requests 2. Select (B) Submit a New Request. 36 .

Select Single Request option and then select (B) OK. Enter Report Name as %Asset Removal% and then hit the Tab key. 37 . 5.ORACLE FIXED ASSET TRAINING 3. 4. Select UTPA Asset Removal Approval Workflow and select (B) OK.

ORACLE FIXED ASSET TRAINING 6. Miss Karina O OFF CAMPUS AUTOMATICALLY POPULATES Conference 38 . Parameters Asset Number Removal Date Employee Name Location Address Values 0000029582 01-MAR-2009 Esparza. Enter the following parameters and select (B) OK.

An approval notification to remove State Property will be sent to the Current Account Manager. The Requestor will receive a Notification of the Asset Removal once the approvals have been collected from the Current Project Manager and the FA Manager. 8.ORACLE FIXED ASSET TRAINING 7. 39 . Select (B) Submit. Note: No output is generated for workflow requests.

ORACLE FIXED ASSET TRAINING Once the asset removal has been approved by the project manager and the FA Department the requestor will receive a notification similar to the screen shot below: 40 .

Enter the Asset Number and select (B) Find.ORACLE FIXED ASSET TRAINING 9. (N): Inquiry > Financial Information 10. 41 . Navigate to the Financial Information to verify that the asset was removed.

42 . The location of the Asset is now ‘OFF CAMPUS’ in the Assignments window. 12. 13. Go to (M) File and select Close Form.ORACLE FIXED ASSET TRAINING 11. Select (B) Assignments in the Assets window to view Asset location.

It retrieves all the Asset Information. Process Flow Return of State Property Workflow: WORKFLOW PROCESS STEPS: • The Workflow process starts as it gets the Asset Information. 43 . o If both are not the same then the workflow notifies the current project manager about the request to return the asset o A notification is sent to the requestor if the request is rejected by the current project manager. In order to meet this requirement a workflow is developed to simplify the return process of the assets.UTPA ASSET RETURN APPROVAL WORKFLOW In this session you will learn about the ability to complete the Request to Return State Property to Campus online.ORACLE FIXED ASSET TRAINING 6. • An approval notification is sent to the “FA Manager ” if the current project manager approves the request. Keeping track of State Property that is removed from and/or returned to campus is a UTPA Policy. Business Rules: • Time out on approvals = 5 days per approver • Two Approvals needed-Project Manager and one by Fixed Assets Manager (Fixed Assets Department). • The process compares whether the requestor is the current project manager or not. o A notification is sent to the Requestor if the request is rejected.

Enter Request Name as %Asset Return% and hit the Tab key. Select UTPA Asset Return Approval Workflow and then select (B) OK. Navigate to the Find Requests window. 12. • An FYI notification is sent to the Requestor that the request is approved and the system has transferred the asset to the destination. 4. Go to (M) File and select Close Form. Navigate to Financial Information. 6. Current Account Manager will receive an Approval Notification for the Return of the Asset. • The Workflow process ends. 44 . 10. (M) View > Requests 2. 7.ORACLE FIXED ASSET TRAINING • The updating of the location of the asset is done by the system after the approval of the FA Manager. Select (B) Submit a New Request. 5. Query Asset Number. Select Single Request option and then select (B) OK. 9. 8. UTPA Asset Return Approval Workflow Navigation: 1. 11. Go to the Assignments button to view the change in location. Select (B) Submit. 3. Select the required parameters and select (B) OK.

Navigate to the Find Requests window. (M) View > Requests 2. 45 .ORACLE FIXED ASSET TRAINING Example: Asset is currently Off Campus: 1. Select (B) Submit a New Request.

46 .ORACLE FIXED ASSET TRAINING 3. Select Single Request option and then select (B) OK.

5. 47 . Enter Report Name as %Asset return% and hit the Tab key.ORACLE FIXED ASSET TRAINING 4. Select ‘UTPA Asset Return Approval Workflow’ and select (B) OK.

217B 48 .ORACLE FIXED ASSET TRAINING 6. Enter the following parameters and select (B) OK. Parameters Asset Number Return Date Return Location Values 0000017547 01-MAR-2009 MAIN.171.

ORACLE FIXED ASSET TRAINING 7. 49 . Select (B) Submit Click (B)‘Refresh data’ until the ‘Phase’ and ‘Status’ changes to ‘Completed’ and ‘Normal’ respectively.

An FYI Notification will be sent to the Requestor once the asset has been approved and the system has changed the status of the asset. Navigate to the Financial Information. (N): Inquiry > Financial Information. Enter the following parameter and select (B) Find. Once this notification has been approved the Requestor can log into UTPA Fixed Assets Inquiry and verify that the asset location has been updated. Parameters Asset Numbers (From & To) 50 Values 0000017547 . 9.ORACLE FIXED ASSET TRAINING 8. 10.

Select (B) Assignments. 51 .ORACLE FIXED ASSET TRAINING 11.

52 .ORACLE FIXED ASSET TRAINING 12. The Location should have changed from “OFF-CAMPUS” to location specified by Requestor. Review the Assignments information. 13. Go to (M) File and select Close Form.

CUSTOM FIXED ASSET REPORTS Responsibility: XXEIS Fixed Assets Reports 53 .ORACLE FIXED ASSET TRAINING 7.

so we use that date to be all inclusive.ORACLE FIXED ASSET TRAINING Custom Reports Section Select UTPA List of Assets by Project Manager Report – Revised Click on the Calendar Icon and select the Start Date and End Date Note: Always use 01-SEP-1900 as the Start Date Reason: To ensure that all assets are captured from the old FRS system. 54 . some of our assets date back to the 70s.

ORACLE FIXED ASSET TRAINING Click on the folder icon and search for Project Manager Enter the Last Name% and click Search Select name and click Add To List Note: If list if too long. Click Done 55 . click Clear and then check only the name(s) you wish to select.

Click View Requests 56 .ORACLE FIXED ASSET TRAINING Click Submit once all parameters are entered.

ORACLE FIXED ASSET TRAINING Wait until report completes Select Excel as the Output 57 .

ORACLE FIXED ASSET TRAINING Click Yes 58 .

Departments can save file to their computers and sort as desired. Choose the Home tab and select another report. Once the EIS Plug-In is installed the Report will open in Excel format.ORACLE FIXED ASSET TRAINING Note: In order to view output in Excel format the following program must be installed first EIS Plug-InContact your computer support staff or call x2020. To run another report go back to the screen below. 59 .

Rooms and Classroom Utilization 60 .ORACLE FIXED ASSET TRAINING Users also have access to running the UTPA Listing of Buildings.

61 .ORACLE FIXED ASSET TRAINING Enter the parameters for the new report. Once report has completed open the output in Excel format.

ORACLE FIXED ASSET TRAINING 62 .

ORACLE FIXED ASSET TRAINING APPENDIX A – UTPA 2009 BUILDING LIST The University of Texas-Pan American Building List.2009 Number 0060 Name UNIVERSITY CENTER 0061 STUDENT UNION 0065 UNIVERSITY BOOKSTORE 0070 EMILIA SCHUNIOR RAMIREZ HALL 0071 HERITAGE HALL 0075 BRONC VILLAGE COMPLEX A 0076 BRONC VILLAGE COMPLEX B 0077 BRONC VILLAGE COMPLEX C 0078 BRONC VILLAGE COMPLEX D 0079 BRONC VILLAGE COMPLEX E 0080 BRONC VILLAGE COMPLEX F 0095 CHILD DEVELOPMENT CENTER 0100 PHYSICAL SCIENCE BLDG 0105 SCIENCE BUILDING 0110 ACADEMIC SERVICES BUILDING 0115 ENGINEERING BUILDING 0120 LEARNING ASSISTANCE CENTER 0121 SOCIAL AND BEHAVIORAL SCIENCES 0122 COMMUNICATIONS ARTS AND SCIENCES 0125 INTERNATIONAL TRADE AND TECHNOLOGY 0130 STUDENT SERVICES BLDG 0141 H-E-B PLANETARIUM 0170 COMPUTER CENTER 0171 ADMINISTRATION BUILDING 0190 GROUNDS SHOP 0200 SOUTHWICK HALL 0201 DARREL K TROXEL RESIDENCE HALL 0205 UNITY HALL 0260 RESTROOMS PE 0274 UT-PAN AMERICAN BASEBALL OFFICES 63 .

COMPLEX 0331 HEALTH AND P E II 0340 EDUCATION COMPLEX 0341 HEALTH SCIENCES & HUMAN SERV.EAST 0350 BUSINESS ADMINISTRATION BUILDING 0355 MATHEMATICS & GENERAL CLASSROOM 0356 NEW COMPUTER CENTER 0360 LEARNING RESOURCE CENTER 0370 STARR COUNTY UPPER LEVEL CENTER 0380 VALLEY OUTREACH CENTER 0400 ACADEMIC AND ADMINISTRATING ANNEX 0401 LAMAR 0402 LAMAR A 0403 LAMAR B 0404 LAMAR C 0405 LAMAR D 0406 LAMAR E 0407 LAMAR F 0408 HUMAN RESOURCES BUILDING 0452 909 ELIZABETH-HUGHES L3 B4 0457 1008W SCHUNIOR-KRUEGER LT7#LK2 64 .ORACLE FIXED ASSET TRAINING 0275 UT-PAN AMERICAN CLUBHOUSE 0281 VAN WEEK OFFICE BLDG 0283 UTILITY PLANT 0284 HAGGAR BUILDING 0285 COMPOUND WAREHOUSE 0286 SUPPORT FACILITIES 0287 PHYSICAL PLANT STORAGE BUILDING 0288 LUMBER STORAGE BUILDING 0300 CHAPEL 0310 HEALTH SCIENCES/HUMAN SERVICES WEST 0311 BIOLOGY ANNEX 0312 COASTAL STUDIES LAB 0320 FINE ARTS BUILDING A 0321 FINE ARTS BUILDING B 0322 FINE ARTS BUILDING C 0323 FINE ARTS ANNEX 0330 HEALTH AND P.E.

ORACLE FIXED ASSET TRAINING 0459 1012 SCHUNIOR-KRUEGER L3 BLK 2 0462 1016 SCHUNIOR-KRUEGER L2 BLK 2 0463 VAN WEEK-KRUEGER L1 BLK 3 0464 WELLNESS & REC SPORTS COMPLEX 0465 STUDENT HEALTH CENTER 0703 EDINBURG REGIONAL ACAD HLTH CTR 65 .