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Asset Management
State of Indiana
     

  Exclusively for the Use of the State of Indiana

Table of Contents
COURSE DESCRIPTION .................................................................................................................................... 1  CHAPTER 1: ASSET MANAGEMENT OVERVIEW ................................................................................................. 3  Describing the PeopleSoft Asset Management Major Functions ........................................................... 4  Describing the Integration of Asset Management with Other PeopleSoft Products ............................... 7  Chapter Review ...................................................................................................................................... 8  CHAPTER 2: INTEGRATING WITH PEOPLESOFT PROCUREMENT ......................................................................... 9  Procurement Integration ....................................................................................................................... 10  Procurement Integration Overview ....................................................................................................... 10  Interfacing Receipts .............................................................................................................................. 13  Interface Assets from Procurement to AM ..................................................................................... 13  Preview AP/PO Information (Optional) .......................................................................................... 15  Run Interface Loader ..................................................................................................................... 17  Verify Pre-Interface Status is Loaded (Optional) ........................................................................... 20  Review Physical Data (Optional) ................................................................................................... 22  Run Transaction Loader................................................................................................................. 24  Interfacing Vouchers ............................................................................................................................. 26  Interface Assets from AP to AM ..................................................................................................... 26  Review AP/PO Information (Optional) ........................................................................................... 28  Run Interface Loader ..................................................................................................................... 30  Verify Pre-Interface Status is Loaded (Optional) ........................................................................... 33  Review Financial Data (Optional) .................................................................................................. 35  Run Transaction Loader................................................................................................................. 37  Understanding the Consolidation and Unitization of Assets ................................................................ 39  Consolidating an Asset ......................................................................................................................... 40  Unitizing an Asset ................................................................................................................................. 44  Chapter Review .................................................................................................................................... 47  CHAPTER 3: ADDING ASSETS ........................................................................................................................ 49  Describing the A, B, C, and D Tables ................................................................................................... 50  State of Indiana Policy .......................................................................................................................... 52  8.2.1 Financial Reporting – State CAFR ........................................................................................ 53  8.2.1.1 What are Capital Assets? .................................................................................................. 53  8.2.1.2 Asset Depreciation and Accounting .................................................................................. 53  8.2.1.2 Capital Asset Policy .......................................................................................................... 53  8.3 Internal Control......................................................................................................................... 54  Basic Add.............................................................................................................................................. 55  Adding Assets Using Basic Add ........................................................................................................... 55  Add a new Value ............................................................................................................................ 56  Asset Information 1 Page ............................................................................................................... 57  Asset Acquisition Detail Page ........................................................................................................ 59  Location/Comments/Attributes Page ............................................................................................. 62 
Exclusively for the Use of the State of Indiana

..4........................................................................ 93  State of Indiana Policy ................................................................................................................... 87  Approve a Financial Transaction .............................................2.................................................................................................................................1 Transfer of Capital Assets to Another State Agency ...... 79  Financial Transactions ......................................................................................................................................................................................3 Retirement of Capital Assets ............................................................. 91  Viewing Asset Cost History .................................................................. 88  Finalize a Financial Transaction ............................................................................................. 95  8...................................................... 123  ................................................................ 119  Chapter Review ........................................................................................................ 75  Chapter Review ............................................................................................... 65  Approve Asset .......................................................................................4..................................................................................................................................................................................................................................2.......................... 99  Retirement Actions ....................................................................................................................................................................................................................................................................2 Transfer by Sale of Capital Asset to Another State Agency ................................................. 67  Review Asset Approval ............................................................................................. 86  Cost Action = InterUnit Transfer............................................................................................................................ 83  Cost Action = Addition...................... 80  Add a new Value .................. 81  Enter Dates / Cost Action ............................................ 85  Cost Action = Transfer .. 117  Processing the Transaction Loader ................................................... 71  Updating an Asset’s Physical Attributes ................................4.. 95  8............ RECATEGORIZING AND TRANSFERRING ASSETS...................................................................................................................................................................................................................................... 96  CHAPTER 5: RETIRING AND REINSTATING ASSETS .................................. 82  Cost Action = Adjustment................................................................................................................................................................................................................................................ 110  Retiring Assets using the Disposal Worksheet................................................................................................ 64  Submit for Workflow ............................................................................................................................................................................................................................................................................................................ 98  8............................................. 74  Using the Asset Search Utility .......................................... 106  Review Approval Status .. 113  Selecting the Assets for Disposal ................................................................................................................................................................................... 101  Reinstating Assets ......................... 95  8................................................ 95  Chapter Review .................................................................................................................................. 101  Retiring a Single Asset ........................................................................................................................................................................................................ 98  Defining the Different Types of Asset Retirements ................................. 104  Approve Retirement/Reinstatement ............................ 108  Retiring Parent-Child Assets ......2 Transfer/Disposal of Capital Assets ......................................................................4...................................... 69  Copying Assets ........................................................................ 90  Review Approval Status ........................................................... 113  Approving the Disposal Worksheet ......................... 100  Retiring Assets.......................................................................................................................................................... 97  State of Indiana Policy ............................ 84  Cost Action = Recategorize ................................Manufacture/License/Custodian Page ...................................... 78  CHAPTER 4: ADJUSTING...........................................................................................................................................................................................................................

.................................................... 149  .................................... 134  Chapter Review ................................................... 138  Chapter Review ........................................................................................................................................................................................................................................................................................................................... 135  CHAPTER 7: CORRECTING CHARTFIELD ERRORS ....CHAPTER 6: PARENT – CHILD ASSETS .............................................................................................................................................. 132  Retiring Parent-Child Assets .................................................................................................................................................................................... 143  Requisition Asset Information ........................................................................ 129  Reviewing Parent-Child Assets ............................................................................. 137  ChartField Errors ............ 146  Receiver Asset Information ........................................................................................... 127  Create a Parent Only Asset ................ 141  APPENDIX A: IDENTIFYING ASSETS ON PROCUREMENT TRANSACTIONS ............................................................... 147  Voucher Asset Information ............................................. 128  Adding a Parent Only Asset ...... 127  Adding Parent-Child Component Assets ...... 126  Single Asset with Multiple Acquisition Detail Lines .......................................................................................................................................................................................................................... 144  Purchase Order Asset Information ............................................. 126  Designate One Component as the Parent Asset ....................................................................................................................................................................................................................................................................................................................................................................... 125  Grouping Assets .................................................................................

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serial number.Course Description This course teaches the fundamental concepts and features of the PeopleSoft Asset Management module. Users will gain an understanding of how to perform all essential Asset Transactions. recategorizations. tag number. Financial transactions will include entering asset adjustments. users will obtain an understanding of Parent-Child relationships as well as how to correct ChartField errors identified in the new ChartField Edit process. By the end of this course. Objectives This course provides hands-on instruction on the intermediate level features of Asset Management. Physical transactions will include changing an asset description. retirements and reinstatements. location and custodian. Users will also learn how to perform both Physical and Financial Transactions. transfers. Finally. manufacturer. users will be able to: Interface an Asset from Procurement and Accounts Payable to Asset Management Unitize and Consolidate Assets Create an Asset through Basic Add and Copy Perform Physical and Financial Asset Transactions Retire or Reinstate an Asset Understand AM Workflow rules Maintain Parent-Child Assets Correct ChartField Errors Exclusively for the Use of the State of Indiana 1 . Through classroom demonstrations and hands-on activities. users will learn how assets are created through Procurement Integration and on-line through Basic Add and the Copy Asset feature.

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By incorporating these functions into a single database. and be a central repository for complex asset information. calculate and maintain lease information. reconciliation. plan for future asset needs. Objectives By the end of this chapter. perform complex financial accounting. PeopleSoft Asset Management can reduce the associated maintenance. users will be able to: Identify the major functions of PeopleSoft Asset Management Understand the Asset Management Process Flow Describe the integration between Asset Management and other PeopleSoft modules Exclusively for the Use of the State of Indiana 3 . and data integrity problems.Chapter 1: Asset Management Overview PeopleSoft Asset Management was designed to help businesses maintain physical control over the organization’s assets.

Describing the PeopleSoft Asset Management Major Functions The following Life Cycle diagram displays many of the common business functions supported by PeopleSoft Asset Management. The major benefits of PeopleSoft Asset Management are: Reduces the need to store redundant information Reduces maintenance Reduces data entry by creating assets via interfaces from Procurement and Accounts Payable Provides ease of reconciliation Eliminates data integrity problems Increases control over capital expenditures via custom workflow Exclusively for the Use of the State of Indiana 4 . Plan Capital Acquisitions Purchase. This manual will focus primarily on: Purchasing Assets with Acquisition Details Capitalizing Asset via Integration/Interfacing Adjusting and Transferring Assets Retiring and Disposing of Assets PeopleSoft Asset Management is designed to be a central repository for complex asset information by maintaining a single database. Lease or Build Asset with Acquisition Details Capitalize Asset via Integration/ Interfacing Retire and Dispose of Assets Track and Manage Capital and Operating Leases Perform Physical Inventory Adjust and Transfer Assets Track Physical Asset Location and Custodian Perform Financial Accounting Track Insurance Replacement Value Perform Tax Calulations Track Warranties and Maintenance Track Regulatory Compliance Produce Reports Not all of these business functions will be utilized by all agencies or covered in this Intermediate Asset Management manual.

TRF.Asset Management Process Flow Online Entry (Asset and Lease) Interfaces (ePro. RCT & RET Process Depreciation Close (AMDPCLOS) DPR. AP & PC Asset Transaction Tables A – Asset Basic (Physical) B – Asset Book (Depr Rules) C – Asset Cost (Financial) D – Asset Depreciation – Depreciation Results Load DEPR_REPT Table (AMDPREPT) Process Depreciation Calculation (AMDPCALC) Creating the Accounting Entries Process Accounting Entries (AMAEDIST) ADD. PO. PDP & LPY Populate DIST_LN Table (Debits & Credits) Journal Generation General Ledger NOTE: Load DEPR RPT does not need to be run prior to AMAEDIST and AMDPCLOS unless there is a need to generate reports. Exclusively for the Use of the State of Indiana 5 . ADJ.

It is best if it is processed more frequently. added via online entry. Exclusively for the Use of the State of Indiana 6 . regardless of the source. Accounting Entries and Journal Generation. All assets. if not more frequently. depreciation should be processed once per month. preferably either at the very end of the month or at the beginning of the month for the previous month’s activity. The Journal Generator process will pull the journal entry information from the DIST_LN table to create journal entries in the General Ledger. this type of accounting entry should be processed once per month. retired or reinstated. The first type of accounting entry is for all transactions that take place within Asset Management. There are two types of accounting entries. Assets are created in Asset Management either via online entry or though the procurement interfaces. Note: This Intermediate Class will go into greater detail as to how assets are added via the interfaces. added via the interfaces. they can be adjusted. At a minimum. Once the assets exist in the Asset Management module. The second type of accounting entry is for depreciation. retirements and reinstatements. are stored on the Asset Transaction tables. transfers. This should only be processed once per month. they are stored in the DIST_LN table. accounting entries must be created for all financial transactions.Asset Management Process Flow (continued) The Asset Management Process Flow pictorially details the process flow involved with assets. At a minimum. transferred. Depreciation must be processed for financial assets. Additionally. This includes additions. retired and reinstated. The Advanced Class will focus on Depreciation. When accounting entries are created. as the situation requires. adjustments. adjusted.

The next chapter will go into greater detail as to how ePro/Purchasing and Accounts Payable information is integrated into the Asset Management module.) from the ePro/Purchasing module. location. Accounts Payable creates entries for assets associated with vouchers in the Pre-Interface table in Asset Management. Project Costing and General Ledger modules. ePro/Purchasing – Asset Management receives non-financial cost details (manufacturer. custodian. The Interface Loader (Payables/Purchasing Interface) and Transaction Loader in Asset Management create assets from the entries in the Pre-Interface table. General Ledger – Asset Management creates entries which are processed through the Journal Generator to create journal entries for General Ledger. Asset Management will pull the project details through the standard interface tables and into Asset Management via the Transaction Loader process. Exclusively for the Use of the State of Indiana 7 .Describing the Integration of Asset Management with Other PeopleSoft Products There are many integration points within Asset Management. The ePro/Purchasing and Accounts Payable integration points will be discussed in more detail in the Integration Chapter of this document. etc. tag numbers. Project Costing – Asset Management receives asset transaction information for capital projects when the project has been completed. Purchasing creates entries in the Pre-Interface table in Asset Management for assets that have been received. The Interface Loader (Payables/Purchasing Interface) and Transaction Loader in Asset Management create assets from the entries in the Pre-Interface table. Accounts Payable – Asset Management receives financial cost details from the Accounts Payable module. serial numbers. The State of Indiana integrates with the PeopleSoft ePro/Purchasing. Accounts Payable. Once the project has been completed. Each integration point is discussed briefly below.

Chapter Review
In this chapter, users have learned to: Identify the major functions of PeopleSoft Asset Management Understand the Asset Management Process Flow Describe the integration between Asset Management and other PeopleSoft modules

Exclusively for the Use of the State of Indiana

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Chapter 2: Integrating with PeopleSoft Procurement
PeopleSoft Asset Management is a stand-alone application, allowing users to add assets online as well as to interface and receive asset information from other modules such as Purchasing and Accounts Payable. A majority of assets will be added to Asset Management by integrating with the Purchasing and Accounts Payable modules. Ideally, asset data should be included on a Requisition and a Purchase Order. Once the Purchase Order has the status of Dispatched, a receipt can be created. The receipt will add additional asset information including Tag Number, Serial ID, Custodian, Model and Manufacturer. Interfacing the receipt into the Asset Management module will populate the physical information of an asset. After the receiving process is completed, Accounts Payable can process the corresponding voucher. Interfacing the voucher into the Asset Management module will populate the financial information of an asset. Asset Management will receive the data from the receipt and the voucher through a series of batch processes that will process automatically and create the asset. This chapter will discuss, in detail, this integration process from the procurement modules into Asset Management.

Objectives
By the end of this chapter, user will be able to: Understand the Integration Process Integrate a Receipt into Asset Management Integrate a Voucher into Asset Management Consolidate and Unitize assets

Exclusively for the Use of the State of Indiana

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Procurement Integration
There are many steps involved with the Procurement Integration process. To better understand the integration process, this chapter will first present an overview of the Integration process. This will be followed with detailed instructions on how to integrate a receipt into Asset Management as well as how to integrate a voucher into Asset Management. Finally the consolidation and unitization of an asset will be discussed. Appendix A will provide a brief overview of where asset information is stored on the Requisition, Purchase Order, Receipt and Voucher.

Procurement Integration Overview
The following diagram details the Procurement Integration process.

Step 1
Receipt

Step 2

Step 3

Step 4

Process RECVPUSH

Physical Interface Table
Review PreInterface Table Interface Loader Process AMPS1000 Trans Loader Process AMIF1000

Asset Table

PreInterface Table

Review

Consol. Unitize

Book Table

Process INTFAPAM

Financial Interface Table

Cost Table

Voucher

There are many steps involved with the Procurement Integration process. Most of the steps will run automatically as part of the batch processes (although each agency may initiate each process manually). The exception is the consolidation and unitization processes. To take advantage of these functions, each agency must process consolidation and unitization manually. Step 1 of the integration process is to push information from the procurement modules into Asset Management. Physical information is pushed from the receipt and financial information is pushed from the voucher. The information from the receipt is interfaced from procurement to Asset Management by the RECVPUSH process. The RECVPUSH process copies the receipt asset information into the PreInterface table (INTFC_PRE_AM).

Exclusively for the Use of the State of Indiana

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However. While in the pending status.) and the Financial Interface table (INTFC_FIN) which contains the financial data (such as cost. regardless if the receipt or voucher is being processed into Asset Management. custodian. In addition to the name of Interface Loader. errors will occur. This process moves the asset information from the Pre-Interface table (INTFC_PRE_AM) into the Transaction Loader tables. These asset transaction tables are the Asset. Step 3 of the integration process is to consolidate or unitize the assets. manufacturer. the information can be reviewed on the PreInterface table but it cannot be changed. Consolidation allows the user to consolidate multiple line items into a single asset. This unitization should have already been completed by the receiving individual when the receipt was entered. Note: Process AMPS1000 goes by many names. values on this table can be reviewed and adjusted as necessary. a computer with a quantity of two can be unitized into two computer assets each with a quantity of one.Procurement Integration (continued) The information from the voucher is interfaced from Accounts Payable to Asset Management by the INTFAPAM process. if the receiving individual did not break the assets into multiple assets with a quantity of one. While in the pending status. Unitization allows the user to break out an asset with multiple quantities into multiple assets with a single quantity.). some of these names are the Payable/Purchasing Interface and the PO/AP/AM Interface process. Transactions are loaded into the Pre-Interface table (INTFC_PRE_AM) with a “Pending” load status. Book and Cost tables. books. the load status on the Pre-Interface table changes from “Pending” to “Loaded”. life. etc. etc. the process will consistently be referred to as the Interface Loader in this document. Step 2 of the integration process is the Interface Loader. the asset user can do so by using the unitization functionality. Once this status has changed. Once the asset information is in the Transaction Loader tables. Note: Consolidation or Unitization must take place prior to processing the Transaction Loader. There are two Transaction Loader tables . This process moves asset information from the Transaction Loader tables (Physical and Financial Interface tables) to the asset transaction tables.Physical Interface table (INTFC_PHY_A) which contains the physical data (such as tag number. Once the data has been successfully moved. If the receipt and voucher are processed at the same time or the voucher is processed prior to the receipt for the remaining steps. For the sake of simplicity. depr convention. Step 4 of the integration process is to run the Transaction Loader. Exclusively for the Use of the State of Indiana 11 . Since all of the jobs related to these steps will process automatically. product specifications. all the remaining processes are the same. As an example. location. values for this table can be reviewed and adjusted as necessary. The load status on Physical and Financial Interface tables is “Pending”. depreciation method. However. the system assumes that the receipt will be processed prior to the voucher being processed. if user preferences have been configured to allow the user to do so. While there are different processes for loading the receipts and the vouchers into the Pre-Interface table. this should only be a problem on the very rare occasion when both the receipt and voucher are entered on the same day or when a user is manually running the processes. process AMPS1000. These ABC tables will be discussed in greater detail in another chapter. process AMIF1000. This is frequently used with the purchase of vehicles. The INTFAPAM process copies the voucher asset information into the Pre-Interface table (INTFC_PRE_AM).

and 4. Step Instruction 1a Interface Asset from Procurement to AM Interface Asset from AP to AM Retrieve PO/AP information (Interface Loader) Consolidate or Unitize Asset Information Load Transactions into AM (Transaction Loader) Program RECVPUSH Description Program copies receipt asset information into the Pre-AM Interface table Program copies voucher asset information into the Pre-AM Interface table Program moves asset information from Pre-AM interface table into the Physical and Financial Interface tables User reviews Physical asset information and Consolidates or Unitizes asset info Program moves asset information from Physical and Financial Interface tables into master Asset tables Process Automatically 1b INTAPAM Automatically 2 AMPS1000 Automatically 3 On-line pages AMIF1000 Manually. the programs involved. To Interface Procurement transactions into Asset Management. consolidation and unitization. Below is a table which lists the four major steps just discussed in the interface process. will be discussed later in this chapter after the other interface steps have been reviewed. follow these procedures: Interfacing Receipts: Step 1a Optional 2 Optional Optional 4 Interfacing Vouchers: Step 1b Optional 2 Optional Optional 4 Description Interface Assets from Procurement to AM Preview AP/PO Information Run Interface Loader Verify Pre-Interface Status is Loaded Review Physical Data Run Transaction Loader Description Interface Assets from AP to AM Preview AP/PO Information Run Interface Loader Verify Pre-Interface Status is Loaded Review Financial Data Run Transaction Loader Exclusively for the Use of the State of Indiana 12 . along with the related review steps. Step 3. a description of each program and how each program will process. After running the Transaction Loader the load status will change to “Loaded”. the load status of the Physical and Financial Interface tables is “Pending”.Procurement Integration (continued) Prior to running the Transaction Loader (AMIF1000). will be discussed in detail on the following pages. As Needed Automatically 4 Steps 1. 2.

However. This will move the physical information of the Asset from the Receipt to the Pre-Interface table (INTFC_PRE_AM). This process will run automatically. a user can manually execute the process at any time. Navigation Page Name Process Receipts Navigation Purchasing > Receipts > Process Receipts Exclusively for the Use of the State of Indiana 13 .Interfacing Receipts Interface Assets from Procurement to AM Step 1 in the Integration Process is to process the RECVPUSH program.

the receipt will have been moved to the Pre-Interface Table (INTFC_PRE_AM). 4 5 6 7 8 9 Click Save.Interfacing Receipts. The procedure to preview the AP/PO information is detailed on the following pages. Exclusively for the Use of the State of Indiana 14 . Interfacing Assets from Procurement to AM (continued) Step Action 1 2 3 Add or Find a Run Control ID. Click Process Monitor to view the status of the process. This can be confirmed by previewing the AP/PO Information. Click Run. Enter the Business Unit Enter the Receipt Number to be pushing into AM. Click Refresh every 30 seconds until the Run Status has a value of “Success” and the Distribution Status has a value of “Posted”. Once the process has completed successfully. Note: Leaving the Receipt Number blank with process all available receipts for the Receiving Business Unit. (Process = PO_RECVPUSH) Click OK to initiate the process. Click the checkbox next to Receiver Interface Push.

3 Click Search. Note: If multiple receipts have been interface. Navigation Page Name Load Preview Navigation Asset Management > Send/Receive Information > Preview AP/PO Information Step Action 1 2 Enter the AM Business Unit.Interfacing Receipts (continued) Preview AP/PO Information (Optional) The following pages discuss how to preview the AP/PO Information in the Pre-Interface table. 15 Exclusively for the Use of the State of Indiana . This will display all transactions (receipts and vouchers) that have not yet been interface into the Transaction Loader tables. the user can leave the Receipt Number blank and change the Load Status to “Pending”. Enter the Receipt Number.

Step Action 4 Confirm that the Load Status is “Pending”. NOTE: If only one row matches the entered criteria. Preview AP/PO Information (continued) All rows that meet the above entered criteria will be displayed. Click on one of the displayed lines to see the details associated with the line. the details will automatically be displayed. NOTE: The user has the ability to change information displayed on this screen.Interfacing Receipts. Exclusively for the Use of the State of Indiana 16 . EmpID. Tag. and Location can all be changed on this screen.

This process will run automatically. However. a user can manually execute the process at any time. This will move data from the Pre-Interface table (INTFC_PRE_AM) to the Physical (INTFC_PHY_A) and Financial (INTFC_FIN) Interface tables. Navigation Page Name Asset Management Navigation Asset Management > Send/Receive Information > Retrieve Info from AP/PO Exclusively for the Use of the State of Indiana 17 .Interfacing Receipts (continued) Run Interface Loader Step 2 in the Integration Process is to process the Interface Loader program. The only difference is the information entered on the run control. This step is the same whether Procurement or Accounts Payable information is being moved. AMPS1000.

select “Process Business Unit”. Select a Process Option of “Process Receiver”. Click Refresh every 30 seconds until the Run Status has a value of “Success” and the Distribution Status has a value of “Posted”. Click Message Log. Click OK to initiate the process. (This is a required field but the value is not important. they can be added by clicking on the right of the receipt value.Interfacing Receipts. Click Run. Enter a Request ID. Click Process Monitor to view the status of the process. Click the checkbox next to PO/AP/AM Interface. Click Details to view the Message Log. Note: If several receipts need to be processed. Record the Interface ID associated with this process. 6 7 Enter the BU Recv (Receiving Business Unit). Note: To process all pending receipts and vouchers into the Interface tables.) Note: The Interface ID will be used when processing the Transaction Loader. Enter the Receipt No to be pushed into Asset Management. (This is a required field but the value is not important. (See the print screen below. Run the Interface Loader (continued) Step 1 2 3 4 5 Action Add or Find a Run Control ID. 14 15 16 Exclusively for the Use of the State of Indiana 18 . to the 8 9 10 11 12 13 Click Save.) Enter a Description. (Process = AMPS1000).) Change the Process Frequency to “Always Process”.

This can be confirmed by reviewing the Pre-Interface and the physical information. Run the Interface Loader (continued) Once the process has completed successfully. NOTE: If an Interface ID cannot be located in the message log.Interfacing Receipts. review the Pre-Interface table. If the Load Status is “Errored”. log an issue with GMIS. data from the receipt will have been moved from the PreInterface table (INTFC-PRE-AM) to the Physical Transaction table (INTFC_PHY_A). These procedures are detailed on the following pages. Exclusively for the Use of the State of Indiana 19 .

Navigation Page Name Load Preview Navigation Asset Management > Send/Receive Information > Preview Info from AP/PO Step 1 2 3 Action Enter the AM Business Unit. All rows that meet the above entered criteria will be displayed. the details will automatically be displayed.Interfacing Receipts (continued) Verify Pre-Interface Status is Loaded (Optional) The following pages discuss how to verify the information on the Pre-Interface table has been loaded. Exclusively for the Use of the State of Indiana 20 . Click on one of the displayed lines to see the details associated with the line. Enter the Receipt Number. NOTE: If only one row matches the entered criteria. Click Search.

Verify Pre-Interface Status (continued) Step 4 Action Confirm that the Load Status is “Loaded”. log an issue with GMIS. Note: If the Load Status is “Errored”. The next step is to review the physical information in the Transaction Loader table (INTFC_PHY_A). Exclusively for the Use of the State of Indiana 21 .Interfacing Receipts.

Interfacing Receipts (continued) Review Physical Data (Optional) The following pages discuss how to review the physical information in the Transaction Loader table (INTFC_PHY_A). step 16. Enter the Interface ID recorded in “Run Interface Loader”. Click Search. Navigation Page Name Asset Management Navigation Asset Management > Send/Receive Information > Approve Physical Information > Review A Step 1 2 3 4 Action Click Clear to remove any data that has been prepopulated. Verify that this is the correct Interface ID or click on the appropriate Interface ID from the Search Results. Exclusively for the Use of the State of Indiana 22 .

Note: Change the Load Status to “On Hold” to keep the transaction from being loaded into Asset Management by the Transaction Loader. The Transaction Loader will process automatically on a schedule which will provide adequate time to complete all necessary consolidations or unitizations. Exclusively for the Use of the State of Indiana 23 . it is time to run the Transaction Loader to populate the Asset Management master tables. This should only be done if the transaction needs to be consolidated or unitized. Previewing Physical Data (continued) Step 5 Action Verify the Load Status has a value of “Pending”. After confirming the Load Status is “Pending”.Interfacing Receipts.

These functions will be covered later in the chapter.Interfacing Receipts (continued) Run Transaction Loader Step 4 in the Integration Process is to process the Transaction Loader program. It will be scheduled to be processed such that adequate time will be provided to the user to manually consolidate or unitize assets. This process will run automatically each month. This will move the physical information from the Physical Interface table into the Asset Management Master tables. a user can manually execute this process at any time. AMIF1000. Navigation Page Name Process Receipts Navigation Asset Management > Send/Receive Information > Load Transactions > Load Transactions into AM Exclusively for the Use of the State of Indiana 24 . Consolidation and Unitization must occur prior to running the Transaction Loader. NOTE: Although processed automatically each month.

Click the checkbox next to Transaction Loader. Change the Process Frequency to “Always”. Enter the To Interface ID (the same interface id entered in the previous step. these processes will happen automatically in the batch process. Click Process Monitor to view the status of the process. The next section will cover the procedures used to interface a voucher into Asset Management. Enter the Interface ID recorded in the “Run Interface Loader”.) This completes the process of manually loading a receipt into Asset Management.Interfacing Receipts. Exclusively for the Use of the State of Indiana 25 . The Transaction Loader will process less frequently than the other jobs to provide adequate time for the user to consolidate or unitize assets prior to the Transaction Loader processing. The asset can be located by utilizing the Search for an Asset navigation and searching on the receipt number. (Process = AMIF1000) Click OK to initiate the process. Run the Transaction Loader (continued) Step 1 2 3 4 5 6 7 8 9 10 Action Add or Find a Run Control ID. Once the process has completed successfully. (Search for an Asset is covered in Chapter 3 – Adding Assets. Click Refresh every 30 seconds until the Run Status has a value of “Success” and the Distribution Status has a value of “Posted”. As a reminder. step 16. the asset will now exist in Asset Management with a Status of “Received (Not in Service)”.) Click Save. Click Run.

This process will run automatically. However. On the following pages are the procedures to be followed to interface a voucher into Asset Management. a user can manually execute the process at any time.Interfacing Vouchers With the exception of the first step. Interface Assets from AP to AM Step 1 in the Integration Process is to process the INTFAPAM program. Navigation Page Name Accounts Payable Navigation Accounts Payable > Batch Processes > Interfaces > Load Assets Request Exclusively for the Use of the State of Indiana 26 . The major differences are the source and type of data processed and the table being populated. This will move the financial information about the Asset from the Voucher to the Pre-Interface table (INTFC_PRE_AM). the steps to be followed to interface Vouchers into Asset Management are almost identical to the procedures used to interface Receipts.

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

This will display all transactions (vouchers and receipts) that have not yet been interface into the Transaction Loader tables. Exclusively for the Use of the State of Indiana 28 . the user can leave the Voucher ID blank and change the Load Status to “Pending”. the details will automatically be displayed. Navigation Page Name Load Preview Navigation Asset Management > Send/Receive Information > Preview AP/PO Information Step 1 2 Action Enter the AM Business Unit. Click on one of the displayed lines to see the details associated with the line. 3 Click Search. Enter the Voucher ID.Interfacing Vouchers (continued) Review AP/PO Information (Optional) The following pages discuss how to preview AP/PO Information in the Pre-Interface table (INTFC_PRE_AM). Note: If multiple vouchers have been interface. NOTE: If only one row matches the entered criteria. All rows that meet the above entered criteria will be displayed.

Tag. EmpID. Review AP/PO Information (continued) Step 4 Action Confirm that the Load Status is “Pending”. and Location can all be changed on this screen. Exclusively for the Use of the State of Indiana 29 . NOTE: The user has the ability to change information displayed on this screen.Interfacing Vouchers.

Navigation Page Name Asset Management Navigation Asset Management > Send/Receive Information > Retrieve Info from AP/PO Exclusively for the Use of the State of Indiana 30 . This process will run automatically. The only difference is the information entered on the run control. This will move data from the Pre-Interface table (INTFC_PRE_AM) to the Physical (INTFC_PHY_A) and Financial (INTFC_FIN) Interface tables.Interfacing Vouchers (continued) Run Interface Loader Step 2 in the Integration Process is to process the Interface Loader program. a user can manually execute the process at any time. This step is the same whether Procurement or Accounts Payable information is being moved. AMPS1000. However.

Click Message Log.) Enter a Description. Select a Process Option of “Process Voucher”. Enter a Request ID. 14 15 16 Exclusively for the Use of the State of Indiana 31 . (This is a required field but the value is not important. Note: To process all pending receipts and vouchers into the interface tables. Enter the Voucher ID to be pushed into Asset Management. Click Details to view the Message Log. Note: If several vouchers need to be processed. Record the Interface ID associated with this process. Click Refresh every 30 seconds until the Run Status has a value of “Success” and the Distribution Status has a value of “Posted”. Click Run.Interfacing Vouchers. Run the Interface Loader (continued) Step 1 2 3 4 5 Action Add or Find a Run Control ID.) Change the Process Frequency to “Always Process”. they can be added by clicking on the to the right of the Voucher ID. select “Process Business Unit”. Click the checkbox next to PO/AP/AM Interface. 8 9 10 11 12 13 Click Save. 6 7 Enter the AP Unit. (Process = AMPS1000). Click Process Monitor to view the status of the process. Click OK to initiate the process. (See the print screen on next page) Note: The Interface ID will be used when processing the Transaction Loader. (This is a required field but the value is not important.

Run the Interface Loader (continued) Once the process has completed successfully. data from the voucher will have been moved from the PreInterface table (INTFC-PRE-AM) to the Financial Transaction table (INTFC_FIN). review the Pre-Interface table. Exclusively for the Use of the State of Indiana 32 . This can be confirmed by reviewing the Pre-Interface and the financial information. These procedures are detailed on the following pages.Interfacing Vouchers. NOTE: If an Interface ID cannot be located in the message log. log an issue with GMIS. If the Load Status is “Errored”.

Exclusively for the Use of the State of Indiana 33 .Interfacing Vouchers (continued) Verify Pre-Interface Status is Loaded (Optional) The following pages discuss how to verify the information on the Pre-Interface table (INTFC_PRE_AM) has been loaded. All rows that meet the above entered criteria will be displayed. NOTE: If only one row matched the entered criteria. the details will automatically be displayed. Click on one of the displayed lines to see the details associated with the line. Navigation Page Name Load Preview Navigation Asset Management > Send/Receive Information > Preview AP/PO Information Step 1 2 3 Action Enter the AM Business Unit. Enter the Voucher ID. Click Search.

change the voucher Load Status to “Pending” and process the Interface Loader for the voucher again. Change the voucher Load Status to “Pending” and process the Interface Loader for the voucher again. process the receipt through all of the steps including the Transaction Loader. enter the missing physical information to the voucher record (Tag. and process the Interface Loader for the voucher again.Interfacing Vouchers. and Location). Below are a few scenarios that could be the cause and the appropriate actions to be taken. If the Load Status is still “Errored” after trying the above steps. In this scenario. the receipt typically has been loaded successfully and the voucher load status is “Errored”. Once the Load Status is “Loaded”. The receipt and voucher were processed in the Interface Loader at the same time. The voucher was processed prior to the receipt. When this occurs. EmplID. log an issue with GMIS. the data has not been populated in the Financial Transaction table (INTFC_FIN). Verify Pre-Interface Status is Loaded (continued) Confirm that the Load Status is “Loaded”. There is no receipt to process. In this scenario. Exclusively for the Use of the State of Indiana 34 . If the Load Status is “Errored”. change the voucher Load Status to “Pending”. the next step is to review the financial information in the Transaction Loader table (INTFC_FIN). In this scenario.

Navigation Page Name Asset Management Navigation Asset Management > Send/Receive Information > Approve Financial Information > Review Step 1 2 3 4 Action Enter the Interface ID recorded in the “Run Interface Loader”. step 16.Interfacing Vouchers (continued) Review Financial Data (Optional) The following pages discuss how to review the financial data in the Transaction Loader table (INTFC_FIN). Exclusively for the Use of the State of Indiana 35 . Verify that this is the correct Interface ID or click on the appropriate Interface ID from the Search Results. Enter the Business Unit. Click Search.

The Transaction Loader will process automatically on a schedule to provide adequate time to complete all necessary consolidations or unitizations. Note: Change the Load Status to “On Hold” to keep the transaction from being loaded into Asset Management by the Transaction Loader. After confirming that the Load Status is “Pending”. Exclusively for the Use of the State of Indiana 36 . Review Financial Data (continued) Step 5 Action Verify that the Load Status has a value of “Pending”. This should only be done if the transaction needs to be consolidated or unitized prior to processing by the Transaction Loader. it is time to run the Transaction Loader to populate the Asset Management transaction tables.Interfacing Vouchers.

Although processed automatically each month.Interfacing Vouchers (continued) Run Transaction Loader Step 4 in the Integration Process is to process the Transaction Loader program. These functions will be covered later in the chapter. AMIF1000. It will be processed less frequently than the other processes to provide adequate time for the user to either consolidate or unitize assets. Consolidation and Unitization must occur prior to running the Transaction Loader. This will move the financial information from the Financial Interface table into the Asset Management Master tables of Asset. Book and Cost. a user can manually execute the process at any time. Navigation Page Name Process Receipts Navigation Asset Management > Send/Receive Information > Load Transactions > Load Transactions into AM Exclusively for the Use of the State of Indiana 37 . This process will run automatically each month.

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

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

Below is the procedure to consolidate an asset. Exclusively for the Use of the State of Indiana 40 . Note: There is no need to enter an Interface ID. This is frequently used when purchasing a vehicle with additional accessories. It will be automatically assigned.Consolidating an Asset This process will consolidate multiple load lines into a single asset. Navigation Page Name Consolidate Assets Navigation Asset Management > Send/Receive Information > Load Transactions > Consolidate Assets > Add a New Value Step 1 Action Click Add.

Consolidating Assets (continued)

Step
2

Action
Select the Field Name to be consolidated. Note: There are several fields which can be used to select lines to be consolidated. The most popular choices will be PO Number, Receipt Number or Voucher ID. Select the proper field based on the information to be consolidated.

3

Enter the Value that corresponds to the Field Name selected in the previous step. If a field name of Voucher ID was entered, enter the Voucher ID to be consolidated. Click Search.

4

Step
5 6

Action
Click on the Cost tab. If more rows were displayed than should be consolidated, delete the excess rows by located at the right of the row. Continue to delete the excess rows until only clicking those lines to be consolidated are displayed. Click on the TO Asset tab.

7

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Consolidating Assets (continued)

Step
8 9 10 11 12 13 14

Action
Enter/adjust the Description. Enter/adjust the Short Desc. Enter/adjust the Tag Number. Enter/adjust the Custodian. Enter/adjust the Location. Verify the Cost is the sum of the lines being consolidated. Adjust the Quantity to 1. Note: The Quantity will default to be the sum of the quantities consolidated.

15 16

Click Save. Click OK to the message, “Warning -- The "To" quantity is not equal to the sum of the "From" quantities. Is this okay?” Process the Transaction Loader for this Interface ID as described in “Run Transaction Loader” of this Chapter.

17

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Consolidating Assets (continued) Once the Transaction Loader has been processed, a single consolidated asset will be created based on the information populated on the Consolidation pages. Note: When viewing the consolidated asset in Asset Management via the Basic Add pages, each of the load lines that were consolidated will have a value of “Consolidated” in the Capitalize field on the Asset Acquisition Detail page.

The full value of the asset will be displayed on the last row of the Asset Acquisition Detail page. This will have a value of “Already Capitalized” in the Capitalize field. This will be the amount of the ADD transaction on the Cost History Detail page.

NOTE: The Cost History Detail page will be discussed in Chapter 4, Adjusting, Recategorizing and Transferring Assets.

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Unitizing an Asset
This process will convert an asset line with multiple quantities to multiple assets with a quantity of one. The unitizing should be completed by the receiving individual when the receipt is created. However, if it is not, the Asset User has the opportunity to unitize the asset within Asset Management. Below is the procedure to unitize an asset.

Navigation Page Name
Unitize Assets

Navigation
Asset Management > Send/Receive Information > Load Transactions > Unitize Assets

Step
1 2

Action
Enter the Interface ID, Voucher ID or PO Number for the receipt/voucher to be unitized. Click Search.

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Note: The Description associated with the original transaction will be carried forward unless overridden here. if the original description should be changed. 6 Enter a Description. Note: The Profile ID associated with the original transaction will be carried forward unless overridden here.Unitizing Assets (continued) Step 3 Action Click EZ Unitize. Exclusively for the Use of the State of Indiana 45 . 7 Click OK. Enter a Profile ID. Step 4 5 Action Enter the Quantity of assets to be created. if the original Profile ID should be changed.

if available. if necessary.Unitizing Assets (continued) NOTE: The TO Assets page has created the number of rows that was entered in the Quantity field on the Unitization Defaults page. multiple assets will be created based on the information populated on the Unitization pages. if necessary. Adjust the Descr. Exclusively for the Use of the State of Indiana 46 . Step 8 Action Adjust the Tag Number so that each row has a unique tag number. Complete the above steps for each new asset row created. if necessary. Click Save. Adjust the Cost. Each row has copied the information from the original load line except it has adjusted the quantity and cost based on the quantity entered on the Unitization Defaults page. Note: The tag number associated with the original load line will default. 9 10 11 12 13 Enter the Serial ID. Click to advance to the next row. Adjust the Quantity. Process the Transaction Loader for this Interface ID as described in “Run Transaction Loader” of this Chapter. 14 15 Once the Transaction Loader has been processed.

users have learned to: Understand the Integration Process Integrate a Receipt into Asset Management Integrate a Voucher into Asset Management Consolidate and Unitize assets Exclusively for the Use of the State of Indiana 47 .Chapter Review In this chapter.

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or found in a physical inventory should be added manually. Note: Most assets will be added to the Asset Management module via the Integration process which was discussed in detail in the previous chapter. location.Chapter 3: Adding Assets This chapter will explore the different ways of manually adding and viewing asset information. custodian. specifications. life. Objectives By the end of this chapter. and D tables used in PeopleSoft Asset Management Add assets using Basic Add (Asset Basic Information) Copy Assets Update an Asset’s Physical Attributes Use the Asset Search Utility Exclusively for the Use of the State of Indiana 49 . and so on. books. Basic Add provides multiple tabs on which to enter all required financial and physical information. and manufacturer. Asset Management provides two ways to manually add assets: Basic Add and Copy. The copy functionality is an easy to use tool that allows a user to create single or multiple copies of an existing asset. Financial information includes cost. the user will be able to: Describe the A. C. B. Physical information includes tag number. Asset Management stores two types of asset information: financial and physical. Only assets donated. acquired from surplus. depreciation method and convention. Both financial and physical information will be covered in this chapter.

Before discussing manually adding assets. Interfaces were discussed in the previous chapter. B. C.Describing the A. and D Tables The following diagram depicts the flow of an asset transaction through PeopleSoft Asset Management. Now the user is ready to add assets via Online Entry. Exclusively for the Use of the State of Indiana 50 . The Asset Management Process Flow diagram was introduced in the Asset Management Overview chapter. This will better help the user understand the data behind the transaction. this chapter will review the tables that are populated when an asset is added.

ChartFields. When an asset is added to the Asset Management system and capitalized. Each table is briefly discussed below. Category Results of depreciation such as Accumulated Depreciation and Depreciation Adjustments Asset Depreciation Depreciation NOTE: Any activity to the tables above (A. the following four transaction tables are updated. C. and D tables in PeopleSoft Asset Management store the critical asset information. Note: The D table is populated on an asset addition only when Accumulated Depreciation is entered at the same time as an asset is added (this is most common when converting assets from another system).Describing the A. Manufacturer information Depreciation Rules. In Service Date. such as Method. Tag Number. Life. Exclusively for the Use of the State of Indiana 51 . B. B. Convention Asset Book Definition Book Asset Management > Asset Transactions > Owned Assets > Asset Book Information > Define Depr Criteria Asset Management > Financial Transactions > Asset Transfer/Adjust Asset Management > Review Cost/Depr Activity > Asset Depreciation Asset Cost Adjust/Transfer Cost Financial information such as Cost. or C) created Open Transactions. Running Depreciation (AMDPCALC) updates the D table. Component Asset Basic Information Table Asset Navigation to View Asset Management > Asset Transactions > Owned Assets > Basic Add Description Physical information (nonfinancial) such as Description. Quantity. and D Tables (continued) The A. C. Status. B.

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

all depreciation set up and calculations will be run by AOS only. With a few exceptions.1 What are Capital Assets? As defined in GASB 34.in. This report is vital to the State’s bond rating and must be prepared in accordance with generally accepted accounting principles (GAAP). assuming a useful life of greater than one year: Land (including right of way. inexhaustible collections. with the exception of certain infrastructure which is reported under the modified approach. 8. is maintained by the Auditor of State and can be found at http://auditor. easements) Improvements to Land Infrastructure (roadways.2.2. capital assets include all of the following.2. each agency must maintain the required information in the Asset Management module of ENCOMPASS. Additions and improvements which increase the capacity or efficiency of the asset should be capitalized for all assets.2. which includes details of capitalization and depreciation. including all infrastructures.2 Capital Asset Policy The capital asset policy for Indiana State Government. Improvements and repairs which extend the useful life of an asset are called preservation costs and should be capitalized for all capital assets.gov/finance/capitalassetpolicy.1 Financial Reporting – State CAFR The State Comprehensive Annual Financial Report (CAFR) is compiled and audited in each fiscal year.2 Asset Depreciation and Accounting Except for land. Improvements and repairs which allow an asset to continue to be used during its originally established useful life are expensed as a maintenance expense rather than being capitalized (added to the asset value).1.htm Exclusively for the Use of the State of Indiana 53 . assets are required to be depreciated over the useful life of the asset.State of Indiana Policy (continued) 8. which requires capital assets to be included at cost or estimated cost and depreciated over the useful life of the asset.1.1.) Buildings Improvements Other than Buildings Transportation Equipment Machinery and Other Equipment Construction in Progress 8. etc. 8. In order to obtain this financial information. bridges. certain infrastructure reported under the modified approach (see GASB 34) and construction in progress (which will be moved to an asset category when completed).

3 Internal Control Agency personnel are responsible for accountability for all assets under their control. on the ENCOMPASS financial system. Inventories of these assets should be performed each year in each department and compared to the ENCOMPASS listing. Results of inventories should be retained for audit purposes. Capital assets with a cost $500 or less may be included in ENCOMPASS Asset Management at the agency’s option. Controls should be in effect to assure that additions. Adequate asset management staff should be assigned to record and maintain. a complete list of all capital assets with a cost greater than $500. Exclusively for the Use of the State of Indiana 54 . including capital assets. disposals. and transfers to other departments or agencies are recorded timely.State of Indiana Policy (continued) 8.

Recategorizing. When the asset information cannot be interfaced into Asset Management. Each page will be discussed in turn. To add an asset using Basic Add. It is important for the user to understand that the financial information (costs. However. chartfields.Basic Add The Basic Add component (also known as Asset Basic Information) is comprised of multiple pages that enable the asset user to add asset basic information manually or to modify existing physical information for the asset. Any adjustments to the financial information after the asset has been capitalized will not be reflected on the Basic Add pages. Reviewing Cost History will be described in detail in Chapter 4. the asset should be added using the Basic Add component. assets acquired from surplus. Adjusting. and assets found during an inventory. Adding Assets Using Basic Add A majority of assets will be added by interfacing receipts and vouchers into Asset Management. approval workflow for Basic Add will be reviewed. NOTE: The most current physical information can be viewed via the Basic Add pages. Examples of when Basic Add should be used include recording donated assets. and Transferring Assets. and category) displayed on the Basic Add pages is the original information entered. there will be instances when this is not possible. the user should look at the Cost History. To view the current financial information. Additionally. This chapter will walk the user through entering information onto the multiple pages of Basic Add. follow these procedures: Add a New Value Asset Information 1 Page Asset Acquisition Detail Page Location/Comments/Attributes Page Manufacturer/License/Custodian Page Submit for Workflow Approve Asset Review Asset Approval Exclusively for the Use of the State of Indiana 55 .

the user enters the business unit and begins the Basic Add procedure. The business unit represents the agency. Click Add.Basic Add (continued) Add a new Value On this page. the system will assign the next available asset number as the asset identification. The Asset Identification will default in as NEXT. When the asset is saved. 3 Exclusively for the Use of the State of Indiana 56 . Navigation Page Name Add a New Value Navigation Asset Management > Asset Transaction > Owned Assets > Basic Add > Add a New Value Step 1 2 Action Enter the Business Unit.

this information is rarely changed unless an error is discovered. acquisition date. Navigation Page Name Asset Information 1 Navigation Asset Management > Asset Transaction > Owned Assets > Basic Add > Asset Information 1 Exclusively for the Use of the State of Indiana 57 . placement date and profile. Note: Once entered. This includes the asset description.Basic Add (continued) Asset Information 1 Page The Asset Information 1 page includes important information about the asset. tag number.

The acquisition code indicates how the asset was acquired. 9 Click on the Comments hyperlink to add any comments about the asset. Enter the Acquisition Date. This option should only be used by those few individuals responsible for adding leases. The description is the description of the asset. Trade In – This option is not valid for this page. Select one of the following options: Constructed – Used for constructed assets Donated – Used for donated assets Leased – Used to tie an asset to a capital or operating lease. Note: Today’s date will default into this field. Purchased – Used for purchased assets. the profile will default in the Asset Class. The value entered here will default in as the effective date for the location and custodian. Note: This is a display only field. 5 Enter the Acquisition Code. Changing the profile ID after the asset has been capitalized will require multiple adjustments to be made to several different pages. The tag number is the last three digits of the Agency ID plus the bar code number affixed to the asset. Asset Information 1 page (continued) Step 1 Action Enter the Description. enter the Parent Asset ID to which it is associated. The default value is Purchased. Category and Description on the Asset Acquisition Detail page. Note: The default is None. If this is a child asset. 8 Enter the Profile ID. NOTE: If entering an asset purchased in a prior year. Exclusively for the Use of the State of Indiana 58 . You must add Trade Ins on the Asset Express Add page. This will appear on queries and reports. This is the default.Basic Add. select the appropriate option in Parent/Child. The placement date is the date the asset was placed into service. The profile ID will default in all depreciation information defined for the profile. The acquisition date is the date the asset was acquired. 7 If this is a parent or child asset. The capital or operating Lease Asset ID must also be specified (Lease Asset IDs are system generated). it is very important that the Acquisition Date and Placement Date contain the actual date the asset was acquired and placed into service. Note: Today’s date will default into this field. 2 3 4 Enter the Placement Date. Additionally. Transferred – Transferred either within the same business unit or to another business unit. Enter the Tag Number. 6 The Capitalized Asset box will be selected if this asset has already been capitalized. Note: It is very important that the correct profile ID be entered.

Navigation Page Name Asset Acquisition Detail Navigation Asset Management > Asset Transaction > Owned Assets > Basic Add > Asset Acquisition Detail Exclusively for the Use of the State of Indiana 59 .Basic Add (continued) Asset Acquisition Detail Page Use the Asset Acquisition Detail page to enter information about how the asset was acquired and to keep track of the separate acquisition costs and acquisition details of components that comprise the asset.

Verify the Capitalize field has defaulted to “To Be Capitalized”. Program. Verify the Cost Type field is blank. Exclusively for the Use of the State of Indiana 60 . Click OK.) Note: If the Basic Add pages are left prior to submitting the asset to workflow. Click on the Acquisition Detail Chartfields hyperlink. Enter the Trans Date. Project. Incident. (This is especially important if the asset was purchased in a prior year. Enter the required ChartFields (Fund. Verify the Category field is blank. Note: The description associated with the profile id will override any description entered here when the asset is capitalized. Always verify the Trans Date represents the In Service date prior to submitting the asset to workflow. For depreciation to be calculated properly. the Trans Date will once again default to today’s date upon returning to the asset. Asset Acquisition Detail Page (continued) Step 1 Action Leave the Description on this page blank initially. It defaults in as today’s date. asset transactions are entered into AM sometime after the asset has been placed into service. Enter the Quantity. Enter the optional ChartFields. freight and any miscellaneous charges should be recorded in the respective fields. the date must be changed from the default of today’s date to the date the asset was placed into service. Enter the Amount. Budget Reference). the appropriate system source will be “AM Online Entry Page”. If a value is entered in this field. Sales tax. Department. Generally. 2 Enter an appropriate System Source. if utilized by your agency (Product. If the description must be changed.Basic Add. Locality). When entering an asset manually. return to the asset after it has been capitalized and enter the new description. The accounting date represents the date the transaction will post to the general ledger. The transaction date represents the date the asset was placed into service. 3 4 5 6 7 8 9 10 11 12 13 Enter the Acctg Date. an error will be received when the asset is saved due to a missing accounting entry template. The Category associated with the profile will default in once the asset has been capitalized.

Basic Add, Asset Acquisition Detail Page (continued)

NOTE: If the asset is to be charged against multiple ChartFields (Product, Project, Department, etc.), multiple Asset Acquisition Detail must be entered. This is accomplished by clicking on to the right of the Asset Acquisition Detail page. Remember to adjust the quantity appropriately such that the sum of the quantities of the multiple Asset Acquisition Detail lines equals the correct quantity of the asset. If there is a cost associated with a detail line there should also be a quantity, even if the quantity represents a fraction of the asset. (i.e., two detail lines, each representing half of the asset, would each have a quantity of .5. The quantity of the asset would be the sum of the two lines, quantity of 1.) All additional Acquisition Detail Line pages (after the first line) should have a Capitalized value of “To Capitalize Later”. Once the asset has been approved and the first acquisition detail line has been capitalized, each subsequent acquisition detail line must be capitalized manually. This is accomplished by changing the Capitalized value for each additional Asset Acquisition Detail Line from “To Capitalize Later” to “To Be Capitalized” and clicking on the Capitalize button.

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Basic Add (continued)

Location/Comments/Attributes Page
On this page, the user will record the asset's location. Additionally the user can store comments about the asset and record physical properties such as color, height, and weight.

Navigation Page Name
Location/Comments/Attributed

Navigation
Asset Management > Asset Transaction > Owned Assets > Basic Add > Location/Comments/Attributes

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Basic Add, Location/Comments/Attributes Page (continued)

Step
1

Action
Enter a Location. Locations are validated against the Location table and indicate the location as of the current effective dated row. Note: Locations are agency specific. If additional locations are required, log an issue with GMIS.

2

The user may also keep a record of the person authorizing the location by filling in the information in the Authorization section of the page. (Optional) Enter any Comments. Multiple comments stored by Date/Time and Name of person making the comments will be maintained. (Optional) Enter Physical Attributes about the asset such as Color, Height, Width, Length, Weight, Capacity, and Power Rating. (Optional)

3

4

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maintain license information and to track information about the manufacturer. Enter any additional Manufacturer Information. (Optional) Click Save and note the Asset ID assigned. Navigation Page Name Manufacturer/License/Custodian Navigation Asset Management > Asset Transaction > Owned Assets > Basic Add > Manufacturer/License/Custodian Step 1 2 3 Action Enter the Serial ID. if available. 4 A record of the person authorizing the custodian can be tracked by entering the name in the Authorization information. Note: Generic custodian IDs are no longer permitted. Enter the EmplID for the custodian or click on the magnifying glass to display a listing of valid employee ids. 5 Exclusively for the Use of the State of Indiana 64 . if available. Only individuals who have been established as employees in the HR system may be selected as a custodian.Basic Add (continued) Manufacture/License/Custodian Page Use the Manufacture/License/Custodian page to record custodial information.

000. the asset must be submitted into workflow for approval. the asset will automatically be capitalized. Capitalization will also populate the book and cost tables discussed earlier in this chapter. confirm that the Trans Date on the Asset Acquisition Detail page accurately reflects the date the asset was placed into service. the asset only needs agency approval.) If the user left the Basic Add pages after the asset was saved and before the asset was submitted into workflow. The Approval Status will have one of the following values: Open – Workflow for approval has not yet been initiated Pending – Approval is in progress Approved – Asset has been approved Deny – Asset has been denied Navigation Page Name Asset Information 1 Navigation Asset Management > Asset Transaction > Owned Assets > Basic Add > Asset Information 1 NOTE: Prior to submitting the asset into workflow. (This is especially important if this asset was purchased in a prior year. If the total cost of the asset is less than $20. Once the final approval has been received. Exclusively for the Use of the State of Indiana 65 . the Trans Date with have changed to the default of Today’s Date. Capitalization will default in values associated with the Profile ID.Basic Add (continued) Submit for Workflow Once the asset has been saved and assigned an Asset ID. All other assets need both agency and Auditor of State (AOS) approval.

Click Submit Workflow. 2 Exclusively for the Use of the State of Indiana 66 . Submit for Workflow (continued) Step 1 Action Click on the Comments hyperlink to enter any comments. These comments will be visible to the approver.Basic Add.

it will appear on the worklist of the appropriate Financial Asset Manager. Auditor of State (AOS) will need to approve the asset after it has been approved by the Financial Asset Manager. Navigation Page Name Approval Navigation Asset Management > Asset Transaction > Owned Assets > Approve New Assets Exclusively for the Use of the State of Indiana 67 . the Financial Asset Manager is the final approver. If the total cost of the asset is less than $20.Basic Add (continued) Approve Asset Once the asset has been submitted for workflow approval.000.000 or greater. NOTE: It is the responsibility of the managers to review all information prior to approving or denying the asset. If the total cost of the asset is $20.

The manager should click OK to send the approval to the worklist of AOS. enter the reason for the denial in the newly opened Deny Reason comment box. 2 3 Click Save. Exclusively for the Use of the State of Indiana 68 . NOTE: If the total cost of the asset is $20. Additional information can be viewed by clicking on the Asset Component hyperlink in the upper right hand corner of the screen.Basic Add. Approve Asset (continued) Step 1 Action Review all of the information. Select Approved or Deny. the Financial Asset Manger will receive a message indicating the manger is not the final approval. This reason will be emailed to the Entry individual to provide notification of the denial. Note: If Denying the transaction.000 or greater.

Select the appropriate asset for review. the user can review the approval status of the asset. Deny – addition has been denied by either the Financial Asset Manager or AOS. A listing of assets meeting the entered search criteria will display. Pending – addition has not received all necessary approvals. 5 6 Click Search.Basic Add (continued) Review Asset Approval At any time during the Basic Add process. Enter the Business Unit. Enter the Asset Identification. asset can be retrieved based on the Asset ID or the approval status. Tag Number or Select the appropriate Approval Status: Approved – addition has received all necessary approvals and been capitalized. The Navigation Page Name Review Approval Navigation Asset Management > Asset Transaction > Owned Assets > Review Approvals – Additions Step 1 2 3 4 Action If information other than the Business Unit defaults into this screen. click Clear. Open – addition has not yet been submitted for approval. 69 Exclusively for the Use of the State of Indiana .

Basic Add. If AOS approval is not needed. When the Financial Asset Manager approves the transaction. The AOS Appr Stat will display as pending until the Financial Asset Manager has approved the transaction. the user can see who has already approved the asset and which approvals are still pending. the Appr Stat will remain at pending. the Appr Stat will change to Not Applicable. Exclusively for the Use of the State of Indiana 70 . The date/time of the approval is also displayed. By reviewing the Approval History. the system will evaluate whether the AOS approval is needed. Review Asset Approval (continued) The Approval Status for this asset is displayed at the top of the page in the middle of the screen. If needed. Additionally. the Approval History displays at the bottom of the screen.

only the financial and/or physical information that is different needs to be changed. Exclusively for the Use of the State of Indiana 71 . Navigation Page Name Asset Copy Navigation Asset Management > Asset Transaction > Owned Assets > Copy Existing Asset NOTE: Child assets can be copied. The system will automatically assign the new asset an Asset ID. but parent assets cannot be copied.Copying Assets PeopleSoft Asset Management enables a user to copy an existing asset. To copy an existing asset.

This represents the date the asset is placed into service. and location information is copied automatically. cost. The user can choose to copy all or some of the following additional asset information: Asset Acquisition Info Asset Comments Asset License/Registration Info Asset Non-Capitalized Cost Info Asset Attributes Info Asset Lease Info Asset Maintenance Info Asset Warranty Info Asset Insurance Info Asset Inspection Info 2 3 4 5 Click Create Assets. custodian. Enter an Accounting Date. Select the Asset Copy Options.Copying Assets (continued) Step 1 Action Enter a Transaction Date. The accounting date will default to today’s date. Exclusively for the Use of the State of Indiana 72 . book. The asset. The transaction date will default to today’s date. This date determines when accounting entries will be journalized to the general ledger. Enter the Num of Asset Copies to Create.

Exclusively for the Use of the State of Indiana 73 . Enter the Tag Number. Verify the transaction date accurately reflects the In Service Date prior to submitting the asset into Workflow. if available.Copying Assets (continued) For each new asset created: Step 6 7 8 9 10 11 12 13 Action Enter an asset Description. Enter the Cost. the user will need to navigate to the Basic Add page and click on the Submit Workflow button for each new asset created via the copy function. To accomplish this. Verify the Category. Adjust the ChartFields. Once the new assets have been created. Enter the Quantity. Click Save. as necessary. Enter the Serial ID. they will need to go through workflow approval just like all assets that have been added manually.

Information that is the most frequently changed includes custodian. Exclusively for the Use of the State of Indiana 74 . click to insert a new effective dated row. tag number. Navigation Page Name Basic Add Navigation Asset Management > Asset Transaction > Owned Assets > Basic Add Step 1 Action Navigate to the appropriate Basic Add page containing the information that needs to be updated. Location and Custodian are effective dated fields. 4 NOTE: The above changes do not require approval and will not need to go through workflow. (Note: The date will default to today’s date.) on Change the effective date to be the date the change of location or custodian is to take effect. These changes do not require workflow approval. If an Effective Sequence of 1 or higher is displayed. Save the asset once changes have been made. click dated rows (button located on the lower right of the page). description and manufacturing information.Updating an Asset’s Physical Attributes PeopleSoft Asset Management enables a user to easily change the physical attributes of an asset as needed. All of these changes can be made via the Basic Add pages. When changing one of these values. Note: The original Location or Custodian will have an Effective Sequence of 0 or blank. asset description and manufacturing information can be made on the proper pages without having to enter an effective date. Note: It is important to insert a new effective dated row rather than just replacing the current value so that a history will be maintained within the system. location. to see all effective 2 3 Changes to the tag number.

Any of the following search criteria can be used individually or in combination: Business Unit Location Hazardous Asset PO Unit AP Unit Serial ID Group ID Tag Number PO No. Voucher Parent ID Asset ID Profile ID Receipt Unit Project Unit Category Asset Status ChartFields Receipt No. When a component is selected. Components that can be accessed from the search page include: Asset Accounting Entries Asset Basic Add Asset Cost History Asset Depreciation Asset Retirement Asset Transfer/Adjust Copy Asset Define Tax/Depr Criteria Exclusively for the Use of the State of Indiana 75 . a new window is opened. the user is able to drill down to one of several different components.Using the Asset Search Utility PeopleSoft Asset Management provides a powerful search utility that enables the user to search for an asset using numerous search criteria. Project ID Once the asset or assets are displayed. This leaves the results of the search intact so that the user could return to the search page to complete additional research on the same asset or on a different asset.

such as Profile ID. Exclusively for the Use of the State of Indiana 76 . Note: The Asset Status defaults in with a value of In Service. 2 Click Additional Search Criteria to search for an asset based on such information as asset type and employee id.Using Asset Search Utility (continued) Navigation Page Name Search for an Asset Navigation Asset Management > Search for an Asset Step 1 Action Enter the appropriate search criteria. or use a combination of attributes. such as Profile ID. location and partial tag number. This value should be changed as needed. The user can search on a specific attribute.

click on the radio button to the left of the asset. Exclusively for the Use of the State of Indiana 77 . Then select the component to be accessed and click . select the information to be retrieved and displayed in the search results below. close the new window that was opened. Click on each of the tabs to view additional information about the assets retrieved. All assets that meet the search criteria will display on the lower portion of the page. When finished. Location. and Custodian. This will open a new window displaying the component information selected while retaining the assets from the search criteria in the original window. Step 4 Action In the Retrieve section. click Clear to remove the current search criteria and to enter new criteria.Using Asset Search Utility (continued) Step 3 Action Click ChartField Search Criteria to search for an asset based on ChartField values. To view additional information about a specific asset. Popular options include Cost Information. Click Search. 5 6 7 8 9 To retrieve additional assets. Acquisition Information.

B. users have learned to: Describe the A. C.Chapter Review In this chapter. and D tables used in PeopleSoft Asset Management Add assets using Basic Add (Asset Basic Information) Copy Assets Update an Asset’s Physical Attributes Use the Asset Search Utility Exclusively for the Use of the State of Indiana 78 .

the user will be able to: Adjust asset quantity and/or cost Recategorize assets Transfer assets within a business unit Transfer assets between business units View asset cost history Exclusively for the Use of the State of Indiana 79 . financial changes will need to be made to asset records because of new information that has been received or errors that have been discovered. the adjustment will not have updated the asset values and tables. The financial transaction types available include asset adjustments. Objectives By the end of this lesson. Financial changes cannot be made on the Basic Add pages once the asset has been capitalized. there are three procedures that must be followed in order to adjust the financial information of an approved asset.Chapter 4: Adjusting. financial changes are entered as Financial Transactions. Under ENCOMPASS. The three procedures are: Enter the Adjustment Approve the Adjustment Finalize the Adjustment Until all three procedures are completed. Instead. transfers within a business unit and transfers between business units. This chapter will discuss each of the different types of Financial Transactions as well as the processes for the approval and finalization of the adjustments. additions. Recategorizing and Transferring Assets Periodically. recategorizations.

Each type of transfer must be added. However. financial changes will need to be made to asset records because of new information that has been received or errors that have been discovered. To process an asset financial transaction. recategorizations. Financial changes are entered into the system as an asset adjustment.Financial Transactions Periodically. finalization. follow these procedures: Add a New Value Enter Dates / Cost Action Enter Cost Information based on Cost Action o o o o o Cost Action = Adjustment Cost Action = Addition Cost Action = Recategorize Cost Action = Transfer Cost Action = InterUnit Transfer Approve a Financial Transaction Finalize a Financial Transaction Review Approval Status Exclusively for the Use of the State of Indiana 80 .) This document will walk the user through all the steps needed to add an adjustment. transfer and interunit transfer. (PeopleSoft refers to these types of adjustments as a Cost Action. and review of the approval status. the cost information that is entered into the system is different based on the type of adjustment selected. The types of adjustments available are adjustment. addition. approved and finalized. This will include walking through the cost information to be entered for each type of adjustment (cost action) as well as discussing the approval.

Navigation Page Name Add a New Value Navigation Asset Management > Asset Transactions > Financial Transactions > Asset Transfer/Adjust > Add a New Value Step 1 2 3 Action Enter the Business Unit. Exclusively for the Use of the State of Indiana 81 . Click Add.Financial Transactions (continued) Add a new Value To enter a Financial Transaction of any kind. the user begins by adding the financial transaction. The business unit represents the agency. Enter the Asset Identification for the asset to be adjusted.

Note: Today’s date will default into this field.) Note: Based on the Cost Action selected. (This allows the user to change the ChartFields associated with an asset.Financial Transactions (continued) Enter Dates / Cost Action Below is the Main Transaction page that displays once the financial transaction has been added. 4 Exclusively for the Use of the State of Indiana 82 . an error will be received when the financial transaction is saved due to a missing accounting entry template. The appropriate fields will be displayed and populated with the associated values. 3 Verify the Transaction Code is blank. This is the date the transaction will journalize to the general ledger. Step 1 Action Enter the Transaction Date. If a value is entered in this field. Valid options include: Adjustment – Adjusts cost and/or quantity Addition – Adds a new cost row InterUnit Transfer – Transfers an asset from one business unit to another Recategorize – Changes an asset’s category and the associated account Transfer – Transfers an asset within the same business unit. the Edit Cost Information section of the page will change. This is the date the financial transaction is to take place. Select a Cost Action from the drop down arrow. 2 Enter the Accounting Date. Note: Today’s date will default into this field.

Click Submit Workflow. This will be the asset quantity after the adjustment has been approved and processed. Step 1 Action Change the Adjusted Quantity. Exclusively for the Use of the State of Indiana 83 . if necessary. Click Save. fields are populated with existing values and the quantity and cost fields are now available for data entry. Enter the Adjusted Cost. Other fields on the page not associated with the Cost Action of Adjustment (such as ChartFields) are not available for data entry. These values will not be updated until the adjustment has been approved and finalized. This will be the asset cost after the adjustment has been approved and processed. After selecting Adjustment as the Cost Action.Financial Transactions (continued) Cost Action = Adjustment Select a Cost Action of Adjustment to adjust the quantity and/or amount of an asset (used to correct an error). 2 3 4 NOTE: The fields Current Quantity and Current Cost (immediately below Adjusted Quantity and Adjusted Cost) display the current quantity and cost prior to the adjustment. NOTE: Transaction Type (Trans Type) for this Cost Action is “ADJ”.

These values will not be updated until the addition has been approved and finalized. This second adjustment cannot take place until after the addition has been approved and finalized. this must be completed with a second adjustment where the Cost Action selected is Transfer. Exclusively for the Use of the State of Indiana 84 . After selecting Addition as the Cost Action. Enter the Adjusted Cost. If the ChartFields are to be different. 2 3 4 NOTE: The fields Current Quantity and Current Cost (immediately below Adjusted Quantity and Adjusted Cost) display the current quantity and cost prior to the adjustment. NOTE: Transaction Type (Trans Type) for this Cost Action is “ADD”. fields are populated with existing values and the quantity and cost fields are now available to be changed. if necessary. Click Save. Click Submit Workflow. This will be the asset quantity after the adjustment has been approved and processed. This will be the asset cost after the adjustment has been approved and processed.Financial Transactions (continued) Cost Action = Addition Select a Cost Action of Addition to increase the quantity and/or amount of an asset by inserting a new cost row (used to increase the cost of an asset). Step 1 Action Change the Adjusted Quantity.

Verify the Cost Type is blank. After selecting Recategorize as the Cost Action. Step 1 2 3 4 Action Enter the new Category. the category field is now populated with the existing value and is available to be changed. If it is discovered that the wrong account is being used in the General Ledger. Exclusively for the Use of the State of Indiana 85 . Click Submit Workflow. this is corrected by entering a recategorization in Asset Management. The corresponding accounting entries will create the correction in the General Ledger. NOTE: Transaction Type (Trans Type) for this Cost Action is “RCT”. Click Save. NOTE: The asset category determines the account that will be used when creating journal entries.Financial Transactions (continued) Cost Action = Recategorize Select a Cost Action of Recategorize to change the category and the account currently associated with the asset.

Financial Transactions (continued) Cost Action = Transfer Select a Cost Action of Transfer to change the ChartFields currently associated with the asset. the ChartFields are populated with the existing values and are available to be changed. Click Save. NOTE: Transaction Type (Trans Type) for this Cost Action is “TRF”. Click Submit Workflow. Step 1 2 3 Action Change the ChartFields. as needed. After selecting Transfer as the Cost Action. Exclusively for the Use of the State of Indiana 86 .

Click Submit Workflow. Exclusively for the Use of the State of Indiana 87 . NOTE: Transaction Type (Trans Type) for this Cost Action is “TRF”. NOTE: See the State of Indiana policy regarding the transfer of Assets located at the end of this chapter.Financial Transactions (continued) Cost Action = InterUnit Transfer Select a Cost Action of InterUnit Transfer to transfer the asset to another business unit. the ChartFields are populated with the existing values and are available to be changed. After selecting InterUnit Transfer as the Cost Action. Click Save. Step 1 2 3 4 Action Enter the New Business Unit in the Enter New Business Unit Information section. Change the ChartFields to the values required by the new business unit.

it will appear on the worklist of the appropriate Financial Asset Manager.Financial Transactions (continued) Approve a Financial Transaction Once the financial transaction has been entered and submitted for workflow approval. NOTE: It is the responsibility of the approver to review all information prior to approving or denying the adjustment. If the total cost of the asset is less than $20.000.000 or greater. if the total cost of the asset is $20. the Financial Asset Manager is the final approver. Navigation Page Name Approval Navigation Worklist or Asset Management > Asset Transactions > Financial Transactions > Approve Asset Transfer/Adjust Exclusively for the Use of the State of Indiana 88 . However. Auditor of State (AOS) will need to approve the asset after it has been approved by the Financial Asset Manager.

000 or greater. Note: If Denying the transaction. enter the reason for the denial in the newly opened Deny Reason comment box. 3 Click Save. the Financial Asset Manager will receive a message indicating the manager is not the final approval. The manager should click on OK to send the approval to the worklist of AOS. Select Approved or Deny. NOTE: If the total cost of the asset is $20. Approve a Financial Transaction (continued) Step 1 2 Action Review all of the information. This reason will be emailed to the Entry individual to provide notification of the denial.Financial Transactions. Exclusively for the Use of the State of Indiana 89 .

Click Process Monitor to view the status of the process. the Finalization job must be processed to update the assets with the approved adjustments. However. Navigation Page Name Run Transfer Assets Navigation Asset Management > Asset Transactions > Financial Transactions > Run Asset Transfers/Adjust Step Action 1 2 3 4 5 6 7 8 9 10 Change the Process Frequency to Always. Click Run. Click OK to initiate the process. Click Refresh every 30 seconds until the Run Status has a value of “Success” and the Distribution Status has a value of “Posted”. This job will process automatically. Click Save. Click the checkbox next to Run Asset Transfer/Adjust. Exclusively for the Use of the State of Indiana 90 . Enter the To Asset ID or click on the magnifying glass to see a listing of available Asset IDs to process. users have the opportunity to process the job themselves if they do not wish to wait for the automatic job to process.Financial Transactions (continued) Finalize a Financial Transaction Once the final approval has been received. Enter the From Asset ID or click on the magnifying glass to see a listing of available Asset IDs to process. Enter the Business Unit.

Exclusively for the Use of the State of Indiana 91 . Open – transfer/adjustment has not yet been submitted for approval. Completed . Deny – transfer/adjustment has been denied by either the Financial Asset Manager or AOS. Disposed – not valid. Pending – transfer/adjustment has not received all necessary approvals. Navigation Page Name Review Approval Navigation Asset Management > Asset Transactions > Financial Transactions > Review Asset Transfers/Adj. Enter the Business Unit.transfer/adjustment has been finalized and the asset has been updated. Approvals Step 1 2 3 4 Action If information other than the Business Unit defaults into this screen. A listing of assets meeting the entered search criteria will display. The asset can be retrieved based on the Asset ID or on the approval status. the user can review the approval status of the asset.Financial Transactions (continued) Review Approval Status At any time during the Asset Adjustment process. Enter the Asset Identification or Select the appropriate Approval Status: Approved – transfer/adjustment has received all necessary approvals but the finalization process has not been completed (asset has not yet been updated). click Clear. 5 6 Click Search. Select the appropriate asset for review.

the Appr Stat will remain at pending. the Appr Stat will change to Not Applicable. The AOS Appr Stat will display as pending until the Financial Asset Manager has approved the transaction. Review Approval Status (continued) The Approval Status for this asset is displayed in the upper right hand corner.Financial Transactions. If AOS approval is not needed. the system will evaluate whether the AOS approval is needed. Exclusively for the Use of the State of Indiana 92 . If needed. the user can see who has already approved the asset and which approvals are still pending. Additionally. the Approval History displays at the bottom of the screen. By reviewing the Approval History. When the Financial Asset Manager approves the transaction. The date/time of the approval is also displayed.

the second tab displays related ChartField information. RET – Retirement REI – Reinstatement Exclusively for the Use of the State of Indiana 93 .Viewing Asset Cost History Once an asset has been capitalized. Navigation Page Name Cost History Navigation Asset Management > Asset Transactions > History > Review Cost > Cost History List The Cost History List page shows a history of an asset’s transactions. Use these pages to view cost history for both capitalized and non-capitalized assets. any financial transactions or asset adjustments will not be reflected in the Basic Add pages for the asset. To view more detail about a specific transaction. click Detail (located to the right of the Transaction) or click on the Cost History Detail page. After capitalization. ADD – Addition ADJ – Adjustment RCT – Recategorization TRF – Transfer or InterUnit Transfer (The In/Out column will contain an I for a Transfer In. The Cost History component is comprised of four pages. it will contain an O for a Transfer Out). The adjustments will only be displayed on the Cost History pages. The Transaction Type (Trans Type) indicates the type of transaction. The first tab displays Cost information. the proper pages to review cost transactions are the Cost History pages.

The Non-Cap History Detail page displays detail information about a non-capitalized asset’s cost transactions.Viewing Asset Cost History (continued) The Cost History Detail page displays detail information about a capitalized asset’s cost transactions. The fields on this page are the same as those found on the Cost History Detail page. If the transaction was an InterUnit Transfer. There will be one page of Cost History Detail for each line on the Cost History List page. This is extremely helpful when researching the transactions for an asset. The fields on this page are the same as those found on the Cost History List page. information regarding the asset on the other Agency’s Business Unit will be located in the InterUnit Transfer Information box. The Non Cap History List page provides a history of a non-capitalized asset’s transactions. the system captures the User Id of the individual responsible for the transaction (preENCOMPASS implementation) or the User Id of the Approver (post-ENCOMPASS implementation). Exclusively for the Use of the State of Indiana 94 . Additionally.

The acquisition date and original cost for the asset do not change. are credited to the selling agency’s account. State Surplus or Motor Pool will work with the agency to determine the type of sale. sales. Notification of Surplus State-Owned Property.2 Transfer by Sale of Capital Asset to Another State Agency A sale of an asset to another state agency must also be approved by State Surplus. trailers. 8. Net proceeds.2.State of Indiana Policy 8. the sale must also be approved by the Motor Pool. When the transfer is made.2 Transfer/Disposal of Capital Assets All transfers.4. The fund number for the asset must be changed to a “receiving” agency fund number. In the case of motor vehicles. 8.2. location. etc.4. and INDOT road equipment. after costs of Surplus or Motor Pool. retirements and other disposals of capital assets must be processed through and approved by the State Surplus Property division of IDOA by submitting Form 13812. The “receiving” agency must manually assign a new asset tag number to the asset.1 Transfer of Capital Assets to Another State Agency If an asset is being transferred from one agency to another. Exclusively for the Use of the State of Indiana 95 .4. the “donator” agency will generate the Transfer process in ENCOMPASS Asset Management. the asset cost and accumulated depreciation will be automatically transferred as well.

users have learned to: Adjust asset quantity and/or cost Recategorize assets Transfer assets within a business unit Transfer assets between business units View asset cost history Exclusively for the Use of the State of Indiana 96 .Chapter Review In this chapter.

the user will be able to: Define the different types of asset retirements Retire individual assets Reinstate individual assets Retire Parent-Child assets Use the Disposal Worksheet Exclusively for the Use of the State of Indiana 97 . journal entries corresponding to each of these events are created. Objectives By the end of this lesson. the system calculates depreciation through the month following the sale (State of Indiana uses the following month convention). Gains and losses are booked to separate accounts. In addition. A retired asset can be reinstated at any time. PeopleSoft Asset Management creates all of the necessary journal entries. allowing for flexibility in updating general ledger journals and balances. the depreciation process starts again (if the asset has not already been fully depreciated).Chapter 5: Retiring and Reinstating Assets Assets are retired when they are either disposed of or no longer in use. When an asset is retired. as well as any gain or loss (depending upon settings). When an asset is reinstated. When an asset is sold.

Sold to a local unit of government by sealed bid. Since a purchase is involved. after costs of Surplus or Motor Pool. Net proceeds. Stolen assets should be reported to the Capital Police prior to processing an asset for retirement. Scrapped. after costs of Surplus or Motor Pool. Sold at public auction or by sealed bid. Net proceeds. are credited to the selling agency’s account.3 Retirement of Capital Assets The Department of Administration establishes guidelines and requirements relating to the retirement of agency assets.4.State of Indiana Policy 8. Traded in on another asset from an outside party. the trade in value. Generally. The Surplus Property Division will determine the method of sale. Exclusively for the Use of the State of Indiana 98 . are credited to the selling agency’s account. Contact the Recycling Program Manager in the Operations Division of the Department of Administration prior to disposal. whether or not State Surplus is involved. Requisitions for the new items must include the price without trade in. surplus property may be disposed of in one of the following ways: Sent to the Surplus Property Division. All retirements. IDOA Procurement must be involved as well as the Surplus Property Division. and the price with the trade in. The Surplus Property Division will assist with the sale. must be recorded in the ENCOMPASS Asset Management System. when no other disposition is efficient or economical.

enter transaction and accounting dates that reflect the actual retirement and the accounting period in which the retirement should be posted. the asset is considered fully retired. The asset is taken off of the agency’s books after the retirement has been fully processed and accounting entries have been created. The three basic types of asset retirements are: Full Partial Prior Period NOTE: Assets can be retired fully or retired partially by quantity or by cost. or future transaction. Partial Retirement Prior Period NOTE: Reinstatements can occur at any time. present.) To enter a retirement transaction for an asset that was actually retired in a prior accounting period. depreciation continues based on the remaining value. AMDPCALC.Defining the Different Types of Asset Retirements PeopleSoft Asset Management enables the user to fully or partially retire assets as a past. Once reinstated. The depreciation job. Type Full Retirement Description When all units and all costs of an asset are retired. An asset can be partially retired by either quantity or cost. Depreciation continues to be processed for the amount that remains. No further depreciation accrues. (This type of retirement is not currently utilized by the State of Indiana. must be processed to recalculate any depreciation. Exclusively for the Use of the State of Indiana 99 . Retirement information can also be entered for assets that were physically retired in a prior accounting period.

Accumulated depreciation is deducted from the retirement amount to determine the amount of a loss. there are several actions or “Retire As” options that can be selected. Below is a listing of the different retirement actions with an explanation of the usage as well as the gain/loss handling. Accumulated depreciation is deducted from the retirement amount to determine the amount of a loss. Used when trading one asset for another. treating proceeds and removal costs as appropriate. The proceeds from the sale less the net book value are used to determine a gain or a loss. Traded in for Another Asset Accumulated depreciation is deducted from the retirement amount. Disposal Due to Theft Duplicate Asset Used when the asset was erroneously entered into Asset Management and needs to be removed. to determine the amount of gain or loss. The proceeds less the commission cost of the sale are used to determine a gain or a loss. Accumulated depreciation is deducted from the retirement amount to determine the amount of a loss. Asset will be disposed for the Agency and all moneys will be returned less minor fees. Action Casualty Loss Usage Used when an asset is destroyed. Accumulated depreciation is deducted and the removal costs added in order to determine the amount of a loss.Retirement Actions When retiring an asset. The asset cannot be sold and removal costs will probably be incurred to dispose of it. Scrapped Assets Used when the asset is no longer useful and has no resale value. State Surplus Used when formal approval has been obtained via Form 13812. Exclusively for the Use of the State of Indiana 100 . The option selected will determine how information is stored and available for reporting as well as how gain or loss is handled. Used when an asset has been stolen. Missing Asset Retirement by Sale Used when selling an asset. Gain/Loss Accumulated depreciation is deducted from the retirement amount to determine a gain or a loss. Used when an asset is missing.

Retiring a Single Asset Navigation Page Name Retire Assets Navigation Asset Management > Asset Transactions > Asset Disposal > Retire/Reinstate Asset Step 1 2 3 4 Action Enter the Business Unit.Retiring Assets An asset can be retired at any time provided the appropriate Department of Administration guidelines and requirements are followed. The Disposal Worksheet will be discussed at the end of this chapter. Tag Number or other applicable search criteria. Select the appropriate asset to retire. A listing of assets meeting the entered search criteria will display. Enter the Asset Identification. The second method is to retire multiple assets by utilizing the Disposal Worksheet. The Disposal Worksheet allows a user to select assets to be retired based on various search criteria. Click Search. Exclusively for the Use of the State of Indiana 101 . There are two methods of retiring assets. The first method is to retire each asset individually.

Retiring a Single Asset (continued) Step 5 Action Select the appropriate Retire As option from the drop down. Trans Code and the other asset values in the Retirement section of the page will be populated. Delete any value in this field. determines how much of the depreciation taken in PeopleSoft Asset Management has to be recovered. Enter the Trans Date. Note: The default is State Surplus. Note: Today’s date will default into this field. This is the date the retirement actually took place. in combination with the depreciation convention. 9 10 Confirm the Trans Code field has a blank value. Additionally. Click Save. Exclusively for the Use of the State of Indiana 102 . will determine the amounts of the journal entry. 6 Click Go. This will also open up fields for data entry. 7 8 Enter the Acctg Date. values for the Disposal Code. The transaction date. This date determines the period in which the retirement will be journalized. The accounting date. in combination with the transaction date. This will populate the Retirement Quantity and Retirement Amount with the total quantity and amount of the asset. This can be a past or future date. Note: Today’s date will default into this field.

No additional steps are required to initiate workflow. Retiring an asset will result in a RET transaction type being written to the cost table. If the retirement is denied in the workflow process. (Note: The asset entry individual will receive an email indicating the retirement has been denied. Additionally. it will go through the same workflow approval process as the retirement of the asset. it is the responsibility of the asset entry individual to reinstate the asset. Like all other asset transactions.) Reinstating the asset will return the asset status to “In Service”. As a result. accounting entries must be created. depreciation must be processed to determine any gain or loss to be recognized by the retirement. a retirement will require approval by the Financial Asset Manager. the system does not automatically change the status of the asset back to “In Service”. When the asset is saved. Exclusively for the Use of the State of Indiana 103 . When an asset is reinstated. it is automatically placed into workflow. if the retirement is denied. the status of the asset is immediately changed to “Disposed”.Retiring a Single Asset (continued) When the retirement is saved. NOTE: After final approval of the retirement.

Select the appropriate asset to retire. Tag Number. all journal entries created by the retirement are reversed. A listing of assets meeting the entered search criteria will display.Reinstating Assets On occasion. Navigation Page Name Retire Assets Navigation Asset Management > Asset Transactions > Asset Disposal > Retire/Reinstate Asset Step 1 2 Action Enter the Business Unit. Below is the process. When an asset is reinstated. Asset Status or other applicable search criteria. 3 4 Exclusively for the Use of the State of Indiana 104 . Enter the Asset Identification. The process to reinstate an asset is very similar to the process to retire an asset. an asset that had been retired may need to be reinstated. Click Search. This is typically done to correct an error or to reinstate an asset when the retirement has been denied. Depreciation must be processed after reinstatement to calculate depreciation.

if the reinstatement is denied. the reinstatement will also require AOS approval. selecting Reinstate will cause the retirement rows that were previously created to be purged from the system. Additionally. Like all other asset transactions. Exclusively for the Use of the State of Indiana 105 . This date determines the period in which the reinstatement will be journalized. depreciation must be processed. the system does not automatically change the status of the asset to “Disposed”.Reinstating Assets (continued) Step Action 5 6 Select the Reinstate checkbox for the transaction to be reinstated. Enter the Acctg Date. accounting entries must be created. All fields are populated with the original values from the retirement and are unavailable for data entry. a reinstatement will require approval by the Financial Asset Manager. Note: Today’s date will default into this field. NOTE: If depreciation has not been calculated after the asset retirement. If the reinstatement is denied. it is automatically placed into workflow. When the asset is saved. (Note: The asset entry individual will receive an email indicating the reinstatement has been denied. Click Reinstate. 8 Click Save. Reinstating an asset will result in a REI transaction type being written to the cost table. No additional steps are required to initiate workflow. The transaction date is automatically set to the retirement date. After final approval of the reinstatement. As a result. the status of the asset is immediately changed to “In Service”. 7 When the reinstatement is saved.) Retiring the asset will return the asset status to “Disposed”. it is the responsibility of the asset entry individual to retire the asset.000 or greater. If the total cost of the asset is $20. This means the RET rows will not display on the Cost History pages and journal entries will not be created for either the retirement or reinstatement. All journal entries created by the retirement will be reversed.

Approve Retirement/Reinstatement The approval process for retirements and reinstatements of a single asset is identical. the Financial Asset Manager is the final approver. AOS will not need to approve the retirement of an asset. Once the asset retirement or reinstatement has been entered and saved. If the total cost of the asset is $20.000. it will appear on the worklist of the appropriate Financial Asset Manager. If the total cost of the asset is less than $20. NOTE: It is the responsibility of the approver to review all information prior to approving or denying the retirement/reinstatement. Navigation Page Name Approval Navigation Worklist or Asset Management > Asset Transactions > Asset Disposals > Approve Asset Retire/Reinstate Exclusively for the Use of the State of Indiana 106 . the Auditor of State (AOS) will need to approve the reinstatement of the asset after it has been approved by the Financial Asset Manager.000 or greater.

The manager should click on OK to send the approval to the AOS worklist.000 or greater. Exclusively for the Use of the State of Indiana 107 . This reason will be emailed to the Entry individual to provide notification of the denial. the Financial Asset Manager will receive a message indicating the manager is not the final approval. Select Approved or Deny. Note: If Denying the retirement/reinstatement. NOTE: If the total cost of the asset is $20. enter the reason for the denial in the newly opened Deny Reason comment box. 3 Click Save.Approve Retirement/Reinstatement (continued) Step 1 2 Action Review all of the information.

Pending – retirement/reinstatement has not received all necessary approvals. Note: The other approval statuses displayed in the drop down are not valid for retirements/reinstatements. The asset can be retrieved based on the asset id or the approval status. Enter the Asset Identification or Select the appropriate Approval Status: Approved – retirement/reinstatement has received all necessary approvals. Enter the Business Unit. Navigation Page Name Review Approval Navigation Asset Management > Asset Transactions > Asset Disposals > Review Retire/Reinstate Appr. Step 1 2 3 4 Action If information other than the Business Unit defaults onto this page. click Clear. Select the appropriate asset for review. Deny – retirement/reinstatement has been denied by either the Financial Asset Manager or AOS. 5 6 Click Search. the user can review the approval status.Review Approval Status At any time during the retirement/reinstatement process. A listing of assets meeting the entered search criteria will display. Exclusively for the Use of the State of Indiana 108 .

Additionally. If needed. Exclusively for the Use of the State of Indiana 109 . When the Financial Asset Manager approves the transaction. If AOS approval is not needed. By reviewing the Approval History. the system will evaluate whether the AOS approval is needed. the Approval History displays at the bottom of the screen. The AOS Appr Stat will display as pending until the Financial Asset Manager has approved the transaction. The date/time of the approval is also displayed.Review Approval Status (continued) The Approval Status for this asset is displayed in the upper right hand corner. the Appr Stat will remain at pending. the user can see who has already approved the asset and which approvals are still pending. the Appr Stat will change to Not Applicable.

the Child Assets page will be available. click on the Child Assets tab to identify which child assets. Use the Child Assets page to select the child assets to be included in the retirement process initiated for the parent. there are several different ways in which these assets can be retired: Retire the parent and all related child assets Retire the parent and some related child assets Retire all of the child assets Retire some of the child assets When the asset selected on the Retire Assets page is a parent component. are to be retired.Retiring Parent-Child Assets Because of the link between Parent-Child assets. Navigation Page Name Child Assets Navigation Asset Management > Asset Transactions > Asset Disposals > Retire/Reinstate Asset After selecting the appropriate Retire As option and clicking Go. if any. Exclusively for the Use of the State of Indiana 110 .

Clearing it enables the user to retire all or selected child assets while leaving the parent asset out of the transaction. Here a separate Disposal Code. Click the Child Details link to access the Child Asset Retirement Overrides page where overrides for the child asset can be specified for the transaction. the transaction details must be specified on the Retire Assets page of the parent.Retiring Parent-Child Assets (continued) Click on to include all child assets with the parent in the retirement that has been initiated. The Include Parent Asset option is selected by default. Quantity and Retirement Amount can be identified for this specific Child asset. To include only some child assets. Proceeds. Examples of when this link should be used include: Disposal Code is to be different than the one identified on the Retire Asset page for the parent There are Removal Costs or Proceeds association with the retirement of the child asset Only part of the child asset is to be retired Exclusively for the Use of the State of Indiana 111 . Removal Costs. NOTE: This link should only be used if the disposal information for the child is different than that identified on the Retire Asset page of the parent asset. click the Selected check box for the specific child assets that are to be retired. However.

As this section illustrates.Retiring Parent-Child Assets (continued) Click the Asset Information link to open a new window which displays the Retire Assets page with just the child asset information populated. Exclusively for the Use of the State of Indiana 112 . NOTE: This is an alternative to clicking on the Child Details hyperlink to be able to enter different retirement information that was entered for the parent asset. It can also be used when the parent will not be retired. there are several ways by which child assets can be retired.

For the Disposal Worksheet to be effective. Approving the Disposal Worksheet 3. all of the assets should have a common category. there are three steps involved: 1. Selecting the Assets for disposal 2. Processing the Transaction Loader Selecting the Assets for Disposal Detailed below is the procedure for selecting the assets for disposal.Retiring Assets using the Disposal Worksheet The Disposal Worksheet allows a user to dispose of several assets at one time. or other search criteria. When disposing of assets utilizing the Disposal Worksheet. Navigation Page Name Disposal Worksheet Navigation Asset Management > Asset Transactions > Asset Disposals > Disposal Worksheet Exclusively for the Use of the State of Indiana 113 . location.

4 Go to the Retirement Information tab. Enter the appropriate search criteria. Note: Assets may also be retrieved by ChartField values. Note: Click Retrieve Next to view the next 100 rows that match the search criteria. Partial Tag Number. Selecting Assets for Disposal (continued) Step 1 2 Action Enter the Unit. Location. Exclusively for the Use of the State of Indiana 114 .Disposal Worksheet. Partial Asset ID. and Profile ID. Common fields used are Category. This will display the first 100 assets that match the entered search criteria. 3 Click Retrieve. Click More Filter Options to retrieve assets based on specific ChartField values.

if the asset was sold or used as a trade in for another asset.Disposal Worksheet. enter the following information in the Asset Action section of the page. Enter Removal Cost. Enter the Disposal Code Enter the Retire Date Enter the Accounting Date Click Set All Note: Clicking Set All will change the values for all retrieved assets to the defaults just entered. if there were costs involved in the removal of the asset. The disposal code will be used on reports to indicate why/how the asset was disposed. For each asset selected for disposal: Step 7 8 9 Action Enter Proceeds. 6 Select the check box in the Dispose column for those assets that should be disposed. This is the date the asset was taken out of service. 10 11 Exclusively for the Use of the State of Indiana 115 . Enter the Retire Date. A value can manually be changed for any individual asset. Enter the Disposal Code. Selecting Assets for Disposal (continued) Step 5 Action Default Disposal Code. Retire Date and Accounting Date can be established for all assets to be disposed via the Disposal Worksheet. Click on the Optional Accounting Information page. To utilize this functionality.

Exclusively for the Use of the State of Indiana 116 . 13 14 Like all other asset transactions.Disposal Worksheet. This is the date the retirement will be recorded in the General Ledger. Leave the Trans Code blank. Selecting Assets for Disposal (continued) Step 12 Action Enter the Accounting Date. The status does not change to “Disposed” until the final step (Transaction Loader) has been processed. Click Submit for Disposal. . NOTE: The asset status of selected assets on the Disposal Worksheet will remain “In Service”. the Disposal Worksheet will require approval by the Financial Asset Manager.

NOTE: It is the responsibility of the approver to review all information prior to approving or denying the Disposal Worksheet. It is impossible to deny a single asset while approving all other assets. Navigation Page Name Approval Disposals Navigation Worklist or Asset Management > Asset Transactions > Asset Disposal > Approve Disposals Exclusively for the Use of the State of Indiana 117 .Disposal Worksheet (continued) Approving the Disposal Worksheet Once the Disposal Worksheet has been completed and submitted. The entire Disposal Worksheet will be approved or denied. it will appear on the worklist of the appropriate Financial Asset Manager.

Click Approve All or Deny All. The Approval Status for the assets in the Disposal Worksheet will reflect the last action on the Worksheet. 3 Click Submit. Note: The entire Disposal Worksheet will be approved or denied.Approving the Disposal Worksheet (continued) Step 1 2 Action Review all of the information on all of the tabs. Exclusively for the Use of the State of Indiana 118 . It is impossible to deny a single asset while approving all other assets. Pending – Approval/Denial has not yet been received Denied – Worksheet has been denied Approved – Final approval has been received NOTE: When a Disposal Worksheet is denied. the user who submitted the Disposal Worksheet will receive an email listing the assets that have been denied.

Locating the Interface ID Navigation Page Name Review Financial Information Navigation Asset Management > Send/Receive Information > Approve Financial Information > Review Exclusively for the Use of the State of Indiana 119 . The first step is to locate the Interface ID. The second step is to run the Transaction Loader process.Disposal Worksheet (continued) Processing the Transaction Loader Detailed below is the procedure for finalizing the assets for disposal.

Enter a Load Status of “Pending”.000. Locating the Interface ID (continued) Step 1 2 3 4 5 Action Enter the Business Unit. Verify all assets listed are assets that had been previously selected on the Disposal Worksheet. 6 Once the Interface ID has been located. Exclusively for the Use of the State of Indiana 120 . there will be two Interface IDs associated with the Disposal Worksheet. The other Interface ID will contain the assets greater than $20. One Interface ID will contain the assets less than $20. Click Search. Enter a Trans Load Type of “Asset Retirement”. Note: If the Disposal Worksheet contained assets both above and below $20. This will display all assets that match the entered search criteria.000. it is time to run the Transaction Loader process. Record the Interface ID associated with the assets to be retired.000.Disposal Worksheet.

Navigation Page Name Run Transaction Loader Navigation Asset Management > Send/Receive Information > Load Transactions > Load Transactions into AM Exclusively for the Use of the State of Indiana 121 . Detailed below is the procedure to run the Transaction Loader process.Disposal Worksheet (continued) Run the Transaction Loader Process The status of the asset does not change to Disposed until the Transaction Loader has been processed.

Enter the To Interface ID (same value entered in the previous step. Run the Transaction Loader Process (continued) Step 1 2 3 4 5 6 7 8 9 10 Action Find an Existing Run Control or Add a New Value. Click Refresh every 30 seconds until the Run Status has a value of “Success” and the Distribution Status has a value of “Posted”. Additionally. Exclusively for the Use of the State of Indiana 122 . NOTE: After the Transaction Loader process has completed successfully. Click Run. Once the Run Status has a value of success.Disposal Worksheet. depreciation must be processed to determine any gain or loss to be recognized by the retirement. Click Process Monitor to view the status of the process.) Click Save. the asset status of all assets included in the Interface ID will be “Disposed”. (Process = AMIF1000) Click OK to initiate the process. Enter a Process Frequency of “Always”. Click the checkbox next to Transaction Loader. accounting entries must be created. Enter the Interface ID recorded in the previous section.

Chapter Review In this chapter. users have learned to: Define the different types of asset retirements Retire individual assets Reinstate individual assets Retire Parent-Child assets Use the Disposal Worksheet Exclusively for the Use of the State of Indiana 123 .

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a computer system can be considered a number of different assets (a CPU. In PeopleSoft Asset Management this type of asset can be added in several different ways.Chapter 6: Parent – Child Assets Many assets stand alone while others are grouped together for ease of processing and reporting. depending on the agency’s business procedures. ParentChild assets are assets that are grouped together. For example. the user will be able to: Define Parent and Child asset relationships Add Parent-Child component assets Add a Parent Only asset Review Parent-Child relationships Retire Parent-Child assets Exclusively for the Use of the State of Indiana 125 . a monitor. Objectives By the end of this lesson. a printer) or as a single asset.

600 Asset ID XX1 Acquisition Detail Line Monitor $250 Asset ID XX1 Acquistion Detail Line Printer $350 Asset ID XX1 Acquisition Detail Line CPU $1.Grouping Assets PeopleSoft Asset Management provides three different methods for grouping assets. depreciated as a single unit. monitor and printer as the individual components comprising the computer system. NOTE: See Chapter 3. for instructions. Adding Assets. and physically tracked as one item. Single Asset with Multiple Acquisition Detail Lines Asset ID XX1 Computer Total Cost $1. These methods are: Create a single asset with multiple acquisition detail lines for each component Designate one component as the parent asset with the remaining assets as child assets Create a Parent Only asset with each component as a child asset Each of these three methods will be discussed using a computer system as an example of a single asset with a CPU. Exclusively for the Use of the State of Indiana 126 . This will result in the asset being capitalized with one cost.000 The computer system can be added as a single asset with separate acquisition detail lines to represent each of the component assets.

and physical tracking information. cost or depr Asset ID 10XX Printer $350 Asset ID 20XX Monitor $250 Asset ID 30XX CPU $1. and physical tracking information. the parent will have no cost or depreciation associated with it directly as it exists in name only.Grouping Assets (continued) Designate One Component as the Parent Asset Asset ID XXX Parent ID XXX CPU $1. Create a Parent Only Asset Parent ID 2XXX Computer System not an asset no life. Each component asset will have its own cost basis. However. depreciation.000 Asset ID XXX1 Monitor $250 Asset ID XXX2 Printer $350 The computer system can be added with one of the asset’s components designated as the parent (also known as a parent component asset). The Parent Only asset will link together the various component child assets. Exclusively for the Use of the State of Indiana 127 . The component is given an Asset ID and designated as the parent. depreciation.000 The computer system can be added by creating a parent that is not an actual asset but rather a conceptual asset for reporting purposes. The Parent Asset ID is used to tie together the other components as child assets. In this situation each component will have its own cost basis.

the Parent ID will automatically populate with the asset id of the current asset when the asset is saved. NOTE: Once an asset has been designated as a Parent or Child. This security role will be restricted in its use. Exclusively for the Use of the State of Indiana 128 . The drop down box is located on the left. The parent asset must be established prior to associating a child asset to it. Navigation Page Name Basic Add Navigation Asset Management > Asset Transactions > Owned Assets > Basic Add > Asset Information 1 To designate an asset as a Parent Component asset. Use the Parent/Child drop down box to designate an asset as a Parent or Child. Asset Information 1 page. When “Parent” is selected.Adding Parent-Child Component Assets Parent and child assets are designated through the Basic Add component. select “Parent” in the Parent/Child field. On the Basic Add component. near the bottom of the Asset Information 1 page. the user will not be able to change this designation or change the Parent ID associated with a child unless the user has the security role that allows this access.

comments. A Parent Only asset is not created via the Basic Add pages. When working with parent and child component assets. Enter the appropriate asset id in the Parent ID field or select from the available parent ids by clicking on the magnifying glass to the right of the Parent ID field. It is added via the Parent Only page. For a parent asset that has already been created. Adding a Parent Only Asset A Parent Only asset is used for reporting purposes only. NOTE: If the user is creating a Parent Only asset for manipulating child assets en masse. select “Child” in the Parent/Child field. This designates that the asset is neither a parent nor a child but a stand-alone asset. select “None” in the Parent/Child field. all of the child assets will have a cost basis and depreciation attributes independent of the parent asset. the Asset Parent page can be used to add comments about it. Selecting “Child” will result in the Parent ID field being available for entry. and the associated Child assets. NOTE: The default value for the Parent/Child field is “None”. Navigation Page Name Asset Parent Navigation Asset Management > Asset Transactions > Parent-Child Relationship > Create a Parent > Add a New Value Exclusively for the Use of the State of Indiana 129 . it is best to create a zero-cost parent component asset as opposed to a Parent Only asset. or to hyperlink to a list of all its child assets.Adding Parent-Child Component Assets (continued) To designate an asset as a Child asset. The only information that is stored is a description. delete it. To separate a Child from a Parent asset.

(AMP stands for Asset Management Parent. This asset will be used only as a reporting asset. therefore. 5 Click Save.) Each asset id will be numbered sequentially. Click Add. NOTE: The Parent ID is system generated. All Parent Only assets will begin with “AMP”. Step 3 4 Action Enter the Description. Enter any Comments regarding the Parent Only asset or the Child assets that will be associated to the Parent. Exclusively for the Use of the State of Indiana 130 . it will not be possible to add cost or depreciation attributes.Adding a Parent Only Asset (continued) Step 1 2 Action Enter the Business Unit. The AMP unique numbering scheme allows these assets to stand out from other assets.

Description. Parent Only assets cannot be viewed or transacted against in the Asset Cost Adjust/Transfers component or the Asset Retirements component. Therefore. Parent Only assets cannot be viewed through the Parent Child Basic Information component. (Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add) Parent Only Assets created on the Asset Parent page cannot have associated physical characteristics or costs. Child assets may now be associated with the Parent via the Asset Information 1 tab on the Basic Add page. including the Tag Number.Adding a Parent Only Asset (continued) After the Parent Only asset has been saved. NOTE: Parent Only assets can only be viewed on the Inquire – Parent and Child Assets page. and Asset Status. Exclusively for the Use of the State of Indiana 131 . click on the Child Assets hyperlink. Click on the Return button to return to the Asset Parent page. Additionally. Information cannot be added or changed here. Child Asset ID. Scroll through the child assets to review basic information about them. To view all child assets related to this parent.

= Exclusively for the Use of the State of Indiana 132 . Navigation Page Name Parent and Child Assets Navigation Asset Management > Asset Transactions > Parent-Child Relationship > Review Parent .Reviewing Parent-Child Assets Once two or more assets have been established with a Parent-Child relationship.Child Step 1 2 3 Action Enter the Business Unit. they can be reviewed via the Review Parent-Child navigation. Select the Parent asset to be reviewed from the Parent assets displayed in the search results. Click Search.

Component choices available include: Asset Accounting Entries Asset Basic Information Asset Cost History Asset Depreciation Asset Retirements Asset Transfer/Adjust Copy Asset Define Tax/Depr Criteria Print an Asset Exclusively for the Use of the State of Indiana 133 . it allows the user to “jump” to another page to view additional information regarding either the parent asset or any listed child assets.Reviewing Parent-Child Assets (continued) This page will list all child assets associated with a parent. When the user selects a component from the Go To drop down list (available both for the parent as well as for each child). a new window will open with the selected asset’s information. This works in a very similar fashion to the Search for An Asset functionality. Additionally.

The different ways are discussed in Chapter 5.Retiring Parent-Child Assets Because of the link between Parent-Child assets. Please refer to Chapter 5 for detailed instructions. Exclusively for the Use of the State of Indiana 134 . Retiring and Reinstating Assets. there are several different ways in which these assets can be retired.

Chapter Review In this chapter. users have learned to: Define Parent and Child asset relationships Add Parent-Child component assets Add a Parent Only asset Review Parent-Child relationships Exclusively for the Use of the State of Indiana 135 .

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It will be the responsibility of each agency to review and correct any identified ChartField errors by the end of the month. the user will be able to: Review and correct ChartField errors Exclusively for the Use of the State of Indiana 137 .Chapter 7: Correcting ChartField Errors The State of Indiana has created a custom ChartField Edit process that runs after accounting entries have been created to ensure that accounting information sent to the General Ledger will contain valid ChartField information. Objectives By the end of this lesson.

each agency should review and correct ChartField errors at the end of each month. If an accounting line is found to contain an invalid ChartField or an invalid ChartField combination. Navigation Page Name CF Edit Summary Navigation Asset Management > Accounting Entries > Combination Edit Summary Step 1 2 3 Action Enter the Business Unit. This ChartField Edit process evaluates the validity of each ChartField value as well as each ChartField combination. the line will be flagged as an error. the line’s accounting information will not be forwarded to the General Ledger. Exclusively for the Use of the State of Indiana 138 .ChartField Errors To ensure that accounting information sent to the General Ledger will contain valid ChartField information. At a minimum. The following pages discuss the procedure to review and correct ChartField errors. It will be the responsibility of each agency to review and correct any identified ChartField errors. Until the error is corrected. This custom process will be executed as part of the nightly batch process immediately after the Accounting Entry Creation program (AMAEDIST) has processed. Click Search. Click on the asset to be reviewed. the Business Unit does not have any ChartField errors. the State of Indiana has created a custom ChartField Edit process which processes after Asset Management accounting entries have been created. NOTE: If the message: “No matching values were found” is returned.

Step 4 Action Click CF Edit Update. the field name with the error. the date/time stamp of the transaction. the GL Unit. they will be repeated with each subsequent transaction conducted on the asset. If errors are not corrected promptly. Exclusively for the Use of the State of Indiana 139 . The description will be: “ChartField error for value <value> fieldname <fieldname>. it will now need to be corrected on all of the later transactions as well. the distribution type.ChartField Errors (continued) The CF Edit Summary page will display each accounting line that contains an error. missing Budget Reference field on the addition transaction caused an error to also occur when depreciation was calculated as well as when the asset was transferred. The CF Edit Summary page will display three types of errors. For each line. ChartField combination error. Since the error was not corrected on the original transaction. the transaction type. The description will be: “A ChartField value for <fieldname> is required. As the above print screen shows. They are: Field is required. the page will display the accounting date. and a description of the error.” Invalid value for ChartField. The description will indicate there is a problem with the ChartField combination and will list the group which contains the rule with the error.

Exclusively for the Use of the State of Indiana 140 . for detailed instructions. Once the errors have been corrected and the ChartField Edit process has ran again.ChartField Errors (continued) On this page. the accounting lines will no longer be flagged in error. Step 5 6 Action Enter or update the field value as indicated in the error description. Adjusting. See Chapter 4. (Navigation: Asset Management > Asset Transactions > Financial Transactions > Asset Transfer/Adjust). this has not resolved the source of the problem. The lines will be available to be sent to the General Ledger the next time that Journal Generator processes. NOTE: Correcting the error on the CF Edit pages will allow the accounting information to move forward to the General Ledger. Recategorizing and Transferring Assets. the user must perform an asset transfer to change the ChartField value associated with the asset. the user can make the necessary adjustment to correct the identified error. To prevent further transactions on this asset from being flagged as error. Click Save. However.

users have learned to: Review and correct ChartField errors Exclusively for the Use of the State of Indiana 141 .Chapter Review In this chapter.

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

Receipts. communicate with the individuals creating the source documents (Requisitions. Purchase Orders. Vouchers) and have them enter the required Asset Management information. The next several pages will briefly identify where the asset information is entered for Requisitions. If this information is missing for an asset. Receipts.Identify Assets on Procurement Transactions Assets are identified within the Procurement modules in several different areas. and Vouchers. Purchase Orders. NOTE: See additional training materials for detailed instructions on how to enter each of these types of transactions into ENCOMPASS. Requisition Asset Information Navigation Page Name Create Requisition Navigation eProcurement > Create Requisitions > Review and Submit Exclusively for the Use of the State of Indiana 144 .

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

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

a receipt must be entered into the system. the Asset User should be notified to determine the proper course of action to be taken. Exclusively for the Use of the State of Indiana 147 . verify that a Profile Id exists on the Asset Information page. if the receipt represents an asset. If the receipt must be created prior to the Purchase Order being changed. Once the Purchase Order has been adjusted. the individual receiving the item should notify the Purchasing Agent so that the Purchase Order can be changed to include this information. the receipt can be created within the system.Receiver Asset Information Navigation Page Name Add Receipts Navigation Purchase Order > Receipts > Add/Update Receipts Once the purchased item is physically received. When recording the receipt. If the Profile Id does not exist.

the accounts payable staff can add the Profile Id when entering a voucher. there will be errors when interfacing the voucher into Asset Management due to a lack of physical information (i. location. location. If the Asset User finds that assets are being created for items such as parts or service (or any other item that should not be an asset).Receiver Asset Information (continued) The information from the receipt is used to populate the physical information for the asset. communicate with the individual creating the Requisition. tag number. The Requisition for these type of “non-asset” items should be modified to assign a non-asset account and the AM Business Unit and Profile ID should be removed so that an asset will not be created in Asset Management.e. The individual creating the Requisition should include a Profile ID on all future Requisition for assets.. communicate with both the individual creating the receipt and the individual creating the Requisition. and custodian values) that will need to be resolved in the interface tables prior to creating the asset. The physical information includes asset description. required tag number. The person creating the receipt should not do so if the receipt is for an asset and the Profile ID is missing. NOTE: If the receipt for an asset is added without the Profile ID. If the Asset User finds that assets are not being created due to a missing Profile ID. serial number and other manufacturing information. custodian. However. Exclusively for the Use of the State of Indiana 148 .

and custodian values) that will need to be resolved in the interface tables prior to creating the asset.Voucher Asset Information Typically. However. required tag number. Navigation Page Name Accounts Payable Navigation Accounts Payable > Vouchers > Add/Update > Regular Entry Exclusively for the Use of the State of Indiana 149 . If the voucher is created without copying the receipt.e.. location. there will be errors when interfacing the voucher into Asset Management due to a lack of physical information (i. asset information can be entered on the voucher. asset information is entered at the time of procurement and receipt.

Not in Service”). This designates the purchase as an asset purchase. The Asset checkbox has been activated. the voucher entry individual should bring this to the attention of the Asset User. If the voucher has been flagged as an asset and it should not have been. This will clear the asset information from the voucher. An AM Business Unit has been identified. Additionally. the account must also be changed so that it no longer starts with “55”.e. four pieces of information need to be verified: 1. they will determine the appropriate action to take. 3. If the decision is made to remove the asset information from the Voucher. Exclusively for the Use of the State of Indiana 150 . The proper Profile Id has been entered. the asset created from the receipt (which currently has a status of “Received. The account starts with “55”. there will be errors when interfacing the voucher into Asset Management due to a lack of physical information (i. The information from the voucher is used to populate the financial information for the asset. 4. 2. this is best accomplished by removing the check in the Asset Checkbox. If the asset information is missing.Voucher Asset Information (continued) When paying for an asset on a voucher. If this course of action is taken. should be retired. If any of the above information is incorrect. When the asset information is added to the voucher.. Together. and custodian values) that will need to be resolved in the interface tables prior to creating the asset. required tag number. the required asset information should be added to create the asset correctly and the Asset User should be notified. it can be modified to create the asset correctly. location. This includes the amount actually paid for the asset.