1 - 0 - Oracle Fixed Asset Training Manual-REVISED FY2012

OFFICE OF THE COMPTROLLER
ORACLE -
FIXED ASSET TRAINING
ORACLE FIXED ASSET TRAINING
TABLE OF CONTENTS
1. ASSET INQUIRY ...................................................................................................................... 2

2. TRANSACTION INQUIRY .......................................................................................................... 7
3. UTPA ASSET TRANSFER APPROVAL WORKFLOW ............................................................... 11
4. UTPA ASSET TRANSFER TO SURPLUS WORKFLOW .............................................................. 19
5. UTPA ASSET REMOVAL APPROVAL WORKFLOW .................................................................. 28
6. UTPA ASSET RETURN APPROVAL WORKFLOW..................................................................... 36
7. CUSTOM FIXED ASSET REPORTS .......................................................................................... 44
E-MAIL QUESTIONS/INQUIRIES TO:

ORACLE-FA@UTPA.EDU
Page | 1
ASSET INQUIRY
Responsibility: UTPA Fixed Assets Inquiry
Overview:
In this section, you will learn how to inquire information on Assets. Asset inquiry is the process
of finding out the details of the assets including the Description, Tag Number, Category, Serial
Number, Asset Key (Organization), Location, PO Number, Cost, and the Project Manager the
asset is assigned to.
Navigation:
1. Navigate to the Find Assets window.

(N) Inquiry > Financial Information
2. Enter the Asset Number or any other parameter to query an asset (Ex.
Employee Name, Location, or Serial Number) and select (B) Find.
3. Review the Asset Details and select (B) Assignments to view information on the Asset
Location and Project Manager Information.
4. Select (B) Source Lines to view the payment information.
5. Select (B) Books to view the financial information.
6. Go to (M) File and select the Close Form.
Example:
1. Navigate to the Find Assets window.
(N) Inquiry > Financial Information
Page | 2
2. Enter the Asset Number 0000016648 and select (B) Find.
3. Select the Asset Number to be reviewed. Scroll to the right to review other information like
Asset Key (Organization), Asset Type, Property Type and Property Class.
To view the Asset Location and Account Manager details select (B) Assignments.
Page | 3
Review the Assignment details and close the window.
The screenshot above indicates that asset 0000016648 is under Carolina Huerta and is
located at MAIN.341.2.108. To view what the location numbers represent, click on the
location field and then click on the pencil (Edit Field) Icon; a popup box will display with the
location descriptions (See screenshot below)
Page | 4
Note:
The Expense Account is the Depreciation Account used internally by the Fixed Assets
Department
4. To view Payment information like Cost, Invoice Number, PO Number, etc. select (B) Source
Lines in the Assets window.
Review the Source lines details. Scroll to the right to view all information and close the
window.
Page | 5
5. To view the financial information of the Asset select (B) Books in the Assets window.
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.
6. Go to (M) File and select the Close Form.
Page | 6
TRANSACTION INQUIRY
Overview:
In this section, you will learn how to inquire on an Assets Transaction History. The Transaction
History window helps to view 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.
Navigation:
1. Navigate to the Find Transactions Window.
(N) Inquiry > Transaction History
2. Enter Book and Asset Number and select (B) Find.
3. Select the required Reference Number/Transaction Type and select (B) Details.
4. Review the Transaction Details of the required Reference Number.
5. Go to (M) File and select Close Form.
Example:
1. Navigate to the Find Transactions Window.
(N) Inquiry > Transaction History
2. Enter the query parameters and then select (B) Find.
Parameter Value
Book UTPA FA BOOKS
Asset Number 0000016648
Page | 7
3. Select the desired Reference Number/Reference Type and select (B) Details.
Page | 8
4. Review the Transaction Details of the Asset.

Transaction Type: Addition (Used to view Financial Information, Date Placed in Service,
etc.)
Transaction Type: Transfer In (Used to view 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. Changes in
Project Managers, changes in the Depreciation Account and changes in the Location of the
Asset.)
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.
Page | 9
Page | 10
UTPA ASSET TRANSFER APPROVAL WORKFLOW

In this section, you will learn how to transfer assets online. The following are examples of when
assets will need to be processed through the UTPA Asset Transfer Approval Workflow:
• Changing Asset Locations (Building, Room)

• Changing Project Managers
• Transfer from one Department to another Department
While transferring assets, you should consider the following:
Business Rules:
• Time out on approvals = 5 days per approver (calendar days)
• An approval notification will be sent to the Current Project Manager, the New Project
Manager and the FA Department Manager. The Requestor will receive an FYI notification
once the transfer is complete.
• The System will automatically update the Asset transfer to the New Project Manager, location
and also update the Asset Key (Organization) to those entered in the process parameters.
Workflow Approval process:
• Workflow approval process starts with the Requestor running the UTPA Asset Transfer
Approval Workflow where the asset will be transferred (either to another department,
location, project manager)
• The process compares whether the asset transfer requestor is the current project manager or
not. If both are the same then the workflow goes directly to notify “New Project Manager” for
Approval.
• If the Requestor is not the current project manager, then the approval notification is sent to
the “Current Project Manager” of the asset.
• If the “Current Project Manager” approves the notification it is sent to the “New Project
Manager” for approval.
• If the “New Project Manager” approves the notification it is then sent to the “FA Department
Manager” for review and approval of the asset transfer.
• Once “FA Department Manager” approves the transfer of the asset the new project manager,
new location and new asset key are updated in Oracle Fixed Assets.
• If at any time any of the approvers Rejects the notification, the Requestor will receive and FYI
notification notifying that the transfer has been rejected.
• If all approve the request an FYI notification is sent to the Requestor notifying 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
this is 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.
Page | 11
• The workflow UTPA Asset Transfer Approval Workflow process ends for this asset transfer.
UTPA Asset Transfer Approval Workflow
Navigation:
1. Navigate to the Find Requests window.
(M) View > Requests
2. Select (B) Submit a New Request.
3. Select Single Request option and then select (B) OK.
4. Enter Request Name as UTPA Asset Transfer% and hit the Tab key.
5. Select UTPA Asset Transfer Approval Workflow and then select (B) OK.
6. Select the required parameters and select (B) OK. Only one asset at a time may be
transferred.
7. Select (B) Submit.
8. Receive a Notification about the approval once the workflow is complete.
9. Navigate to Transaction History window.
10. Query Asset Number and view the details.
11. Review Transaction History
12. Review Transaction Details
Page | 12
Example:
(M) View > Requests
Page | 13
Page | 14
4. Enter Request Name as “UTPA Asset Transfer%” and hit the Tab key.
1. Select UTPA Asset Transfer Approval Workflow and select (B) OK.
6. Enter the following parameters and select (B) OK.
Parameters Values
New Account Manager Granado, Mr Esequiel Jr
New Organization (Asset Key) 30701 Comptroller
New Location MAIN.171.217B
Page | 15
A notification to transfer the asset will be sent to the current project manager and then to the
new project manager for approval before it reaches the Fixed Assets manager for approval.
Note: There will be NO Output for Workflow requests.
Page | 16
8. Once all the approvals or rejections are received the Workflow ends and the requestor will
get a FYI Notification. At this point the requestor can log into Oracle Fixed Assets and verify
that the asset has been transferred.
9. Navigate to the Transaction History window.
(N): Inquiry > Transaction History
10. Enter the following parameters and select (B) Find.
Parameters Values
Book UTPA FA BOOKS
Asset Numbers (From & To) 0000054552
Page | 17
11. Review the Transaction History. To view the details of the asset transferred select the last
TRANSFER line and select (B) Details.
12. Review the Transaction Details
The Previous Project Manager will have a -1 and the new project manager will be listed
second.
If the transfer is just to change locations (room, building) then the project manager will
remain the same only the location field will change.
Page | 18
UTPA ASSET TRANSFER TO SURPLUS WORKFLOW

In this section, you will learn how to transfer assets to Surplus by using the newly created UTPA
Asset Transfer to Surplus Workflow process. This process can only be run for assets that
will be transferred from:
• Department to Surplus
While transferring assets, you should consider the following:
Business Rules:
• Time out on approvals = 5 days (calendar days) per approver except for the Surplus Inventory
Clerks role which has no time out set.
• An approval notification will be sent to the Current Project Manager, the Central Scheduling
Specialist, Surplus Inventory Clerk and the FA Department Manager. The Requestor will
receive an FYI notification once the transfer to Surplus is complete.
• The System will automatically update the Asset to the New Project ManagerKarla P Loya the
new Asset Key (Organization) 30703 Assets Management and the asset location to
OFF.284.SURPLUS, which is the surplus location combination.
Workflow Approval process:
• Workflow approval process starts with the Requestor running the UTPA Asset Transfer to
Surplus Workflow process for assets that will be transferred to Surplus.
• An approval notification is sent to the “Current Project Manager” for approval of the asset
transfer.
• If the “Current Project Manager” approves the notification it is sent to the “Central Scheduling
Specialist” for approval.
• If the “Central Scheduling Specialist” approves the notification it is then sent to the “Surplus
Inventory Clerk” for approval.
• If the “Surplus Inventory Clerk” approves the notification it is sent to the FA Department
Manager for approval.
• Once the “FA Department Manager” approves the transfer to surplus the system will update the
asset information to the project manager for surplus (Karla P Loya), surplus location
(Main.284.Surplus) and surplus asset key (30703 – Assets Management).
• If at any time any of the approvers Reject the notification, the Requestor will receive an FYI
notification notifying that the transfer has been rejected.
• If all approve the request an FYI notification is sent to the Requestor notifying that the transfer
of the asset is approved and the system has transferred the asset to the new destination.
• The workflow UTPA Asset Transfer to Surplus Workflow process ends for this asset transfer.
Page | 19
UTPA Asset Transfer to Surplus Approval Workflow
Navigation:
(M) View > Requests
4. Enter Request Name as UTPA Asset Transfer% and hit the Tab key.
5. Select UTPA Asset Transfer to Surplus Workflow and then select (B) OK.
6. Select the required parameters and select (B) OK. Only one asset at a time may be
transferred.
8. Receive a Notification about the approval once the workflow is complete.
9. Navigate to Transaction History window.
11. Review Transaction History
12. Review Transaction Details
Page | 20
Example:
(M) View > Requests
Page | 21
4. Enter Request Name as “UTPA Asset Transfer%” and hit the Tab key.
Page | 22
5. Select UTPA Asset Transfer to Surplus Workflow and select (B) OK.
Parameters Values
PO Number (formally was Requisition Number)
Sanitization Method Degaussing
Sanitization Date 01-MAR-2011
When transferring assets to Surplus, departments must complete a Requisition/PO for Physical
Plant Services through iShopUTPA i.e. Work Order Request Form. The form is submitted
electronically through iShopUTPA. Departments must also process an asset transfer via the
automated workflow in Oracle for tagged items. For untagged items, departments can fill out
the Property Transfer Form.
As part of University policy, we have to track that all PC or other processing equipment have
been properly sanitized before assets are sent to surplus to accomplish this we have added the
Sanitization Method and Sanitization Date to the parameters.
Sanitization Methods include:
1. Degaussing- Exposing data storage device to a high magnetic field, making it

impossible to retrieve data stored.
2. Overwriting- Overwriting the data stored, device can be reused, as it is not destroyed in
the process.
3. Physical Destruction- Destroying the electronic data storage device, so that it can no
longer be used.
Page | 23
An approval notification will be sent to the Current Project Manager, the Central Scheduling
Specialist, Surplus Inventory Clerk and the FA Department Manager.
Note: There will be NO Output for Workflow requests.
Page | 24
The approval notification sent to the Current Project Manager will include an
Acknowledgement of Asset Sanitization as seen below. The Project Manager by selecting
Approve is acknowledging their responsibility in sanitizing assets sent to surplus.
8. Once all the approvals or rejections are received the Workflow ends, and the Requestor will
get a FYI Notification. At this point the requestor can log into Fixed Assets and verify that
the asset has been transferred.
9. Navigate to the Transaction History window.
(N): Inquiry > Transaction History
10. Enter the following parameters and select (B) Find.
Parameters Values
Book UTPA FA BOOKS
Page | 25
11. Review the Transaction History. To view the details of the asset transferred select the last
TRANSFER line and select (B) Details.
Page | 26
12. Review the Transaction Details
The Previous Project Manager will have a -1 and the new project manager will be listed
second.
If the transfer is just to change locations (room, building) then the project manager will
remain the same only the location field will change.
Page | 27
UTPA ASSET REMOVAL APPROVAL WORKFLOW

In this section, you will learn how to complete the Request to Remove State Property from
Campus Online. Keeping track of State Property that is removed from campus is UTPA Policy.
In order to meet this requirement the UTPA Asset Removal Approval Workflow has been
developed to simplify the removal process of the assets.
Business Rules:
• Two Approvals needed-Project Manager and one by Fixed Assets Manager.
Process Flow
Removal of State Property Workflow:
Workflow Process Steps:
• The Workflow process starts as it gets the Asset Information. It retrieves all the Asset
Removal Information.
• The process compares whether the requestor is the current project manager or not.
o If both are not same then the workflow notifies the current project manager about the
request for the removal of the asset.
o A notification is sent to the requestor if his request is rejected by the current project
manager.
• A notification is sent to the “FA Manager” if the current project manager approves the request.
o A notification is sent to the requestor if the request is rejected.
• The updating of the location of the asset is done by the system after the approval of the FA
Manager.
• An FYI notification is sent to the Requestor that the request is approved and the system has
transferred the asset to the destination.
• The Workflow process ends.
Page | 28
UTPA Asset Removal Approval Workflow
Navigation:
(M) View > Requests
4. Enter Request Name as UTPA Asset Removal% and select (B) Find.
5. Select UTPA Asset Removal Approval Workflow and then select (B) OK.
6. Select the required parameters and select (B) OK.
8. Current Account Manager will receive an Approval Notification for the Removal of the Asset.
9. Navigate to Financial Information window.
11. Select (B) Assignments to view Location
12. Review Off campus location
Page | 29
Example:
(M) View > Requests
Page | 30
4. Enter Report Name as UTPA Asset Removal% and then hit the Tab key.
5. Select UTPA Asset Removal Approval Workflow and select (B) OK.
Page | 31
Parameters Values
Removal Date 01-MAR-2011
Employee Name Esparza, Miss Karina O
Location OFF CAMPUS AUTOMATICALLY POPULATES
Address Conference
Page | 32
8. An approval notification to remove State Property will be sent to the Current Project
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.
Note: No output is generated for workflow requests.
Once the asset removal has been approved by the Project Manager and the FA Manager
the Requestor will receive a notification similar to the screen shot below:
Page | 33
9. Navigate to the Financial Information to verify that the asset was removed.
(N): Inquiry > Financial Information
10. Enter the Asset Number and select (B) Find.
11. Select (B) Assignments in the Assets window to view Asset location.
12. The location of the Asset is now ‘OFF CAMPUS’ in the Assignments window.
Page | 34
Page | 35
UTPA ASSET RETURN APPROVAL WORKFLOW

In this section, you will learn how to complete the Request to Return State Property to Campus
online. Keeping track of State Property that is removed from and/or returned to campus is UTPA
Policy. In order to meet this requirement the UTPA Asset Return Approval Workflow was
developed to simplify the return process of assets.
Business Rules:
• Two Approvals needed-Project Manager and one by Fixed Assets Manager.
Process Flow
Return of State Property Workflow:
Workflow Process Steps:
• The Workflow process starts as it gets the Asset Information. It retrieves all the Asset
Information.
• The process compares whether the requestor is the current project manager or not.
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.
• An approval notification is sent to the “FA Manager ” if the current project manager approves
the request.
o A notification is sent to the Requestor if the request is rejected.
• The updating of the location of the asset is done by the system after the approval of the FA
Manager.
• An FYI notification is sent to the Requestor that the request is approved and the system has
transferred the asset to the destination.
• The Workflow process ends.
Page | 36
UTPA Asset Return Approval Workflow
Navigation:
(M) View > Requests
4. Enter Request Name as UTPA Asset Return% and hit the Tab key.
5. Select UTPA Asset Return Approval Workflow and then select (B) OK.
6. Select the required parameters and select (B) OK.
8. Current Account Manager will receive an Approval Notification for the Return of the Asset.
9. Navigate to Financial Information.
10. Query Asset Number.
11. Go to the Assignments button to view the change in location.
Page | 37
Example:
Asset is currently Off Campus:
(M) View > Requests
Page | 38
Page | 39
4. Enter Report Name as UTPA Asset Return% and hit the Tab key.
5. Select ‘UTPA Asset Return Approval Workflow’ and select (B) OK.
Parameters Values
Return Date 01-MAR-2011
Return Location MAIN.171.217B
Page | 40
7. Select (B) Submit
Click (B)‘Refresh data’ until the ‘Phase’ and ‘Status’ changes to ‘Completed’ and ‘Normal’
respectively.
8. 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. Once this notification has been approved the
Requestor can log into UTPA Fixed Assets Inquiry and verify that the asset location has
been updated.
Page | 41
9. Navigate to the Financial Information.
(N): Inquiry > Financial Information.
10. Enter the following parameter and select (B) Find.
Parameters Values
Page | 42
11. Select (B) Assignments.
12. Review the Assignments information. The Location should have changed from “OFF-
CAMPUS” to location specified by Requestor.
Page | 43
CUSTOM FIXED ASSET REPORTS

Responsibility: XXEIS Fixed Assets Reports
Page | 44
Custom Reports Section
Select UTPA List of Assets by Account Manager – Revised
Click on the Calendar Icon and select the Start Date and End Date
Note: For a complete list of assets do not enter a date parameter.
Click on the folder icon and search for Project Manager
Page | 45
Enter the Last Name% and click Search
Select name and click Add To List
Note: If list if too long, click Clear and then check only the name(s) you wish to select.
Click Done
Click Submit once all parameters are entered.
Click View Requests
Page | 46
Wait until report completes
Select Excel as the Output
Page | 47
Click Yes
Page | 48
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.
Once the EIS Plug-In is installed the Report will open in Excel format.
Departments can save file to their computers and sort as desired.
To run another report go back to the screen below. Choose the Home tab and select another
report.
Page | 49

1 - 0 - Oracle Fixed Asset Training Manual-REVISED FY2012

Uploaded by

Document Information

Original Description:

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

1 - 0 - Oracle Fixed Asset Training Manual-REVISED FY2012

Uploaded by

Copyright:

Available Formats

OFFICE OF THE COMPTROLLER

1. ASSET INQUIRY ...................................................................................................................... 2

E-MAIL QUESTIONS/INQUIRIES TO:

1. Navigate to the Find Assets window.

1. Navigate to the Find Assets window.

(N) Inquiry > Financial Information

2. Enter the Asset Number 0000016648 and select (B) Find.

Review the Assignment details and close the window.

6. Go to (M) File and select the Close Form.

1. Navigate to the Find Transactions Window.

(N) Inquiry > Transaction History

2. Enter Book and Asset Number and select (B) Find.

4. Review the Transaction Details of the required Reference Number.

5. Go to (M) File and select Close Form.

1. Navigate to the Find Transactions Window.

(N) Inquiry > Transaction History

2. Enter the query parameters and then select (B) Find.

4. Review the Transaction Details of the Asset.

5. Go to (M) File and select Close Form.

UTPA ASSET TRANSFER APPROVAL WORKFLOW

• Changing Asset Locations (Building, Room)

While transferring assets, you should consider the following:

Workflow Approval process:

UTPA Asset Transfer Approval Workflow

1. Navigate to the Find Requests window.

(M) View > Requests

2. Select (B) Submit a New Request.

3. Select Single Request option and then select (B) OK.

7. Select (B) Submit.

8. Receive a Notification about the approval once the workflow is complete.

9. Navigate to Transaction History window.

10. Query Asset Number and view the details.

11. Review Transaction History

12. Review Transaction Details

13. Go to (M) File and select Close Form.

1. Navigate to the Find Requests window.

(M) View > Requests

2. Select (B) Submit a New Request.

3. Select Single Request option and then select (B) OK.

6. Enter the following parameters and select (B) OK.

7. Select (B) Submit.

Note: There will be NO Output for Workflow requests.

9. Navigate to the Transaction History window.

(N): Inquiry > Transaction History

10. Enter the following parameters and select (B) Find.

12. Review the Transaction Details

13. Go to (M) File and select Close Form.

UTPA ASSET TRANSFER TO SURPLUS WORKFLOW

While transferring assets, you should consider the following:

Workflow Approval process:

UTPA Asset Transfer to Surplus Approval Workflow

1. Navigate to the Find Requests window.

(M) View > Requests

2. Select (B) Submit a New Request.

3. Select Single Request option and then select (B) OK.

7. Select (B) Submit.

8. Receive a Notification about the approval once the workflow is complete.

9. Navigate to Transaction History window.

10. Query Asset Number and view the details.

11. Review Transaction History

12. Review Transaction Details

13. Go to (M) File and select Close Form.