237170_1_0_oracle fixed asset training manual-revised fy2012

7/27/2019 237170_1_0_Oracle Fixed Asset Training Manual-REVISED FY2012

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OFFICE OF THE COMPTROLLER

ORACLE -

FIXEDASSET TRAINING


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ORACLE FIXED ASSET TRAINING

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TABLE OF CONTENTS

1. ASSET INQUIRY...................................................................................................................... 22. TRANSACTION INQUIRY .......................................................................................................... 73. UTPAASSETTRANSFERAPPROVAL WORKFLOW ............................................................... 114. UTPAASSET TRANSFER TO SURPLUS WORKFLOW .............................................................. 195. UTPAASSET REMOVALAPPROVAL WORKFLOW .................................................................. 286. UTPAASSET RETURNAPPROVAL WORKFLOW..................................................................... 367. CUSTOM FIXEDASSET REPORTS .......................................................................................... 44

E-MAIL QUESTIONS/INQUIRIES TO:[email protected]
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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ASSET INQUIRY

Responsibility: UTPA Fixed Assets Inquiry

Overview:

In this section, you will learn how to inquire information on Assets. Asset inquiry is the processof finding out the details of the assets including the Description, Tag Number, Category, SerialNumber, Asset Key (Organization), Location, PO Number, Cost, and the Project Manager theasset is assigned to.

Navigation:

1. Navigate to the Find Assets window.

(N) Inquiry > Financial Information2. Enter theAsset Numberor any other parameter to query an asset (Ex.

Employee Name, Location, or Serial Number) and select (B) Find.

3. Review the Asset Details and select (B) Assignments to view information on the Asset

Location and Project Manager Information.

4. Select (B) Source Lines to view the payment information.

5. Select (B) Books to view the financial information.

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

Example:

1. Navigate to the Find Assets window.

(N) Inquiry > Financial Information


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2. Enter theAsset Number 0000016648 and select (B) Find.

3. Select the Asset Number to be reviewed. Scroll to the right to review other information likeAsset Key (Organization), Asset Type, Property Type and Property Class.

To view the Asset Location and Account Manager details select (B)Assignments.


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Review the Assignment details and close the window.

The screenshot above indicates that asset 0000016648 is under Carolina Huerta and islocated at MAIN.341.2.108. To view what the location numbers represent, click on thelocation field and then click on the pencil (Edit Field) Icon; a popup box will display with thelocation descriptions (See screenshot below)


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Note:

The Expense Account is the Depreciation Account used internally by the Fixed AssetsDepartment

4. To view Payment information like Cost, Invoice Number, PO Number, etc. select (B) Source

Lines in the Assets window.

Review the Source lines details. Scroll to the right to view all information and close thewindow.


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5. To view the financial information of the Asset select (B) Books in the Assets window.

Review the Financial Information of the asset. Click on the Cost History Tab to viewadditional financial information on asset selected.

Note: The transaction button will be covered in more detail in the next section.

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


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TRANSACTION INQUIRY

Overview:

In this section, you will learn how to inquire on an Assets Transaction History. The TransactionHistory window helps to view all the transactions from the UTPA FA BOOKS on any single assetor range of assets. The Transaction Detail window will show in detail any change that has beenmade to the Asset.

Navigation:

1. Navigate to the Find Transactions Window.

(N) Inquiry > Transaction History

2. Enter Book andAsset Numberand select (B) Find.

3. Select the required Reference Number/Transaction Type and select (B) Details.

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

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

Example:

1. Navigate to the Find Transactions Window.

(N) Inquiry > Transaction History

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

Parameter Value

Book UTPA FA BOOKSAsset Number 0000016648


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3. Select the desired Reference Number/Reference Type and select (B) Details.


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4. Review the Transaction Details of the Asset.Transaction Type: Addition (Used to view Financial Information, Date Placed in Service,etc.)

Transaction Type: Transfer In (Used to view the first Employee (Project Manager) assignedto the Asset, Depreciation Account and Location)

Transaction Type: Transfer (Used to see any changes made to the asset Ex. Changes inProject Managers, changes in the Depreciation Account and changes in the Location of theAsset.)

Note: Every time an asset is transferred to a different account manager or just to a newlocation there will be a new Transfer line added once the Assets Transfer Workflow hascompleted.


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UTPAASSETTRANSFERAPPROVAL WORKFLOW

In this section, you will learn how to transfer assets online. The following are examples of whenassets will need to be processed through the UTPA Asset Transfer Approval Workflow:

Changing Asset Locations (Building, Room)

Changing Project Managers

Transfer from one Department to another Department

While transferring assets, you should consider the following:

Business Rules:

Time out on approvals =5 days per approver (calendar days)

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

once the transfer is complete.

The System will automatically update the Asset transfer to the New Project Manager, locationand also update the Asset Key (Organization) to those entered in the process parameters.

Workflow Approval process:

Workflow approval process starts with the Requestor running the UTPA Asset TransferApproval Workflow where the asset will be transferred (either to another department,location, project manager)

The process compares whether the asset transfer requestor is the current project manager or

not. If both are the same then the workflow goes directly to notify New Project Manager forApproval.

If the Requestor is not the current project manager, then the approval notification is sent tothe Current Project Manager of the asset.

If the Current Project Manager approves the notification it is sent to the New ProjectManager for approval.

If the New Project Manager approves the notification it is then sent to the FA DepartmentManager for review and approval of the asset transfer.

Once FA Department Manager approves the transfer of the asset the new project manager,new location and new asset key are updated in Oracle Fixed Assets.

If at any time any of the approvers Rejects the notification, the Requestor will receive and FYInotification notifying that the transfer has been rejected.

If all approve the request an FYI notification is sent to the Requestor notifying that the transferof the asset is approved and the system has transferred the asset to the new destination.

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


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The workflow UTPA Asset Transfer Approval Workflow process ends for this asset transfer.

UTPA Asset Transfer Approval Workflow

Navigation:

11.. Navigate to the Find Requests window.

(M) View > Requests

2. Select (B) Submit a New Request.

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

4. Enter Request Name as UTPA Asset Transfer% and hit the Tab key.

5. Select UTPA Asset Transfer Approval Workflow and then select (B) OK.

6. Select the required parameters and select (B) OK. Only one asset at a time may betransferred.

7. Select (B) Submit.

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

9. Navigate to Transaction History window.

10. QueryAsset Numberand view the details.

11. Review Transaction History

12. Review Transaction Details



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Example:

1. Navigate to the Find Requests window.

(M) View > Requests


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A notification to transfer the asset will be sent to the current project manager and then to thenew project manager for approval before it reaches the Fixed Assets manager for approval.

Note: There will be NO Output for Workflow requests.


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8. Once all the approvals or rejections are received the Workflow ends and the requestor willget a FYI Notification. At this point the requestor can log into Oracle Fixed Assets and verifythat the asset has been transferred.

9. Navigate to the Transaction History window.

(N): Inquiry > Transaction History

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

Parameters Values

Book UTPA FA BOOKSAsset Numbers (From & To) 0000054552


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UTPAASSET TRANSFER TO SURPLUS WORKFLOWIn this section, you will learn how to transfer assets to Surplus by using the newly created UTPA

Asset Transfer to Surplus Workf low process. This process can only be run for assets thatwill be transferred from:

Department to Surplus

While transferring assets, you should consider the following:

Business Rules:

Time out on approvals =5 days (calendar days) per approver except for the Surplus InventoryClerks role which has no time out set.

An approval notification will be sent to the Current Project Manager, the Central SchedulingSpecialist, Surplus Inventory Clerk and the FA Department Manager. The Requestor willreceive an FYI notification once the transfer to Surplus is complete.

The System will automatically update the Asset to the New Project Manager

Karla P Loya thenew Asset Key (Organization) 30703 Assets Management and the asset location toOFF.284.SURPLUS, which is the surplus location combination.

Workflow Approval process:

Workflow approval process starts with the Requestor running the UTPA Asset Transfer toSurplus Workflow process for assets that will be transferred to Surplus.

An approval notification is sent to the Current Project Manager for approval of the assettransfer.

If the Current Project Manager approves the notification it is sent to the Central SchedulingSpecialist for approval.

If the Central Scheduling Specialist approves the notification it is then sent to the SurplusInventory Clerk for approval.

If the Surplus Inventory Clerk approves the notification it is sent to the FA DepartmentManager for approval.

Once the FA Department Manager approves the transfer to surplus the system will update theasset information to the project manager for surplus (Karla P Loya), surplus location(Main.284.Surplus) and surplus asset key (30703 Assets Management).

If at any time any of the approvers Reject the notification, the Requestor will receive an FYI

notification notifying that the transfer has been rejected. If all approve the request an FYI notification is sent to the Requestor notifying that the transfer

of the asset is approved and the system has transferred the asset to the new destination.

The workflow UTPA Asset Transfer to Surplus Workflow process ends for this asset transfer.


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UTPA Asset Transfer to Surplus Approval Workflow

Navigation:


(M) View > Requests




5. Select UTPA Asset Transfer to Surplus Workflow and then select (B) OK.

6. Select the required parameters and select (B) OK. Only one asset at a time may betransferred.


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

9. Navigate to Transaction History window.

10. QueryAsset Numberand view the details.

11. Review Transaction History

12. Review Transaction Details



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Example:


(M) View > Requests


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5. Select UTPA Asset Transfer to Surplus Workflow and select (B) OK.

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

Parameters Values

Asset Number 0000065773PO Number (formally was Requisition Number)Sanitization Method DegaussingSanitization Date 01-MAR-2011

When transferring assets to Surplus, departments must complete a Requisition/PO for PhysicalPlant Services through iShopUTPA i.e. Work Order Request Form. The form is submittedelectronically through iShopUTPA. Departments must also process an asset transfer via theautomated workflow in Oracle for tagged items. For untagged items, departments can fill outthe Property Transfer Form.

As part of University policy, we have to track that all PC or other processing equipment have

been properly sanitized before assets are sent to surplus to accomplish this we have added theSanitization Method and Sanitization Date to the parameters.

Sanitization Methods include:

1. Degaussing- Exposing data storage device to a high magnetic field, making itimpossible to retrieve data stored.

2. Overwriting- Overwriting the data stored, device can be reused, as it is not destroyed inthe process.

3. Physical Destruction- Destroying the electronic data storage device, so that it can nolonger be used.


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An approval notification will be sent to the Current Project Manager, the Central SchedulingSpecialist, Surplus Inventory Clerk and the FA Department Manager.

Note: There will be NO Output for Workflow requests.


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The approval notification sent to the Current Project Manager will include anAcknowledgement of Asset Sanitization as seen below. The Project Manager by selectingApprove is acknowledging their responsibility in sanitizing assets sent to surplus.

8. Once all the approvals or rejections are received the Workflow ends, and the Requestor willget a FYI Notification. At this point the requestor can log into Fixed Assets and verify thatthe asset has been transferred.

9. Navigate to the Transaction History window.

(N): Inquiry > Transaction History

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

Parameters Values

Book UTPA FA BOOKSAsset Numbers (From & To) 0000065773


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11. Review the Transaction History. To view the details of the asset transferred select the lastTRANSFER line and select (B) Details.


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12. Review the Transaction Details

The Previous Project Manager will have a -1 and the new projectmanager will be listedsecond.

If the transfer is just to change locations (room, building) then the project manager will

remain the same only the location field will change.



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UTPAASSET REMOVALAPPROVAL WORKFLOW

In this section, you will learn how to complete the Request to Remove State Property fromCampus Online. Keeping track of State Property that is removed from campus is UTPA Policy.

In order to meet this requirement the UTPA Asset Removal Approval Workflow has beendeveloped to simplify the removal process of the assets.

Business Rules:

Time out on approvals =5 days per approver (calendar days)

Two Approvals needed-Project Manager and one by Fixed Assets Manager.

Process Flow

Removal of State Property Workflow:

Workflow Process Steps:

The Workflow process starts as it gets the Asset Information. It retrieves all the AssetRemoval Information.

The process compares whether the requestor is the current project manager or not.

o If both are not same then the workflow notifies the current project manager about therequest for the removal of the asset.

o A notification is sent to the requestor if his request is rejected by the current projectmanager.

A notification is sent to the FA Manager if the current project manager approves the request.

o A notification is sent to the requestor if the request is rejected.

The updating of the location of the asset is done by the system after the approval of the FAManager.

An FYI notification is sent to the Requestor that the request is approved and the system hastransferred the asset to the destination.

The Workflow process ends.


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UTPA Asset Removal Approval Workflow

Navigation:


(M) View > Requests



4. Enter Request Name as UTPA Asset Removal% and select (B) Find.

5. Select UTPA Asset Removal Approval Workflow and then select (B) OK.

6. Select the required parameters and select (B) OK.


8. Current Account Manager will receive an Approval Notification for the Removal of the Asset.

9. Navigate to Financial Information window.

10. Query Asset Number and view the details.

11. Select (B) Assignments to view Location

12. Review Off campus location



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Example:


(M) View > Requests



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4. Enter Report Name as UTPA Asset Removal% and then hit the Tab key.

5. Select UTPA Asset Removal Approval Workflow and select (B) OK.


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8. An approval notification to remove State Property will be sent to the Current ProjectManager.

The Requestor will receive a Notification of the Asset Removal once the approvals havebeen collected from the Current Project Manager and the FA Manager.

Note: No output is generated for workflow requests.

Once the asset removal has been approved by the Project Manager and the FA Managerthe Requestor will receive a notification similar to the screen shot below:


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9. Navigate to the Financial Information to verify that the asset was removed.

(N): Inquiry > Financial Information

10. Enter the Asset Number and select (B) Find.

11. Select (B)Ass ignments in the Assets window to view Asset location.

12. The location of the Asset is now OFF CAMPUS in the Assignments window.


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UTPA Asset Return Approval Workflow

Navigation:


(M) View > Requests



4. Enter Request Name as UTPA Asset Return% and hit the Tab key.

5. Select UTPA Asset Return Approval Workflow and then select (B) OK.

6. Select the required parameters and select (B) OK.


8. Current Account Manager will receive an Approval Notification for the Return of the Asset.

9. Navigate to Financial Information.

10. Query Asset Number.

11. Go to theAss ignments button to view the change in location.



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Example:

Asset is currently Off Campus:

11.. Navigate to the Find Requests window.

(M) View > Requests


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4. Enter Report Name as UTPA Asset Return% and hit the Tab key.

5. Select UTPA Asset Return Approval Workflow and select (B) OK.

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

Parameters Values

Asset Number 0000017547Return Date 01-MAR-2011Return Location MAIN.171.217B


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7. Select (B) Submit

Click (B)Refresh data until the Phase and Status changes to Completed and Normalrespectively.

8. An FYI Notification will be sent to the Requestor once the asset has been approved and thesystem has changed the status of the asset. Once this notification has been approved theRequestor can log into UTPA Fixed Assets Inquiry and verify that the asset location hasbeen updated.


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9. Navigate to the Financial Information.

(N): Inquiry > Financial Information.

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

Parameters Values

Asset Numbers (From & To) 0000017547


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11. Select (B) Assignments.

12. Review the Assignments information. The Location should have changed from OFF-CAMPUS to location specified by Requestor.



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Custom Reports Section

SelectUTPA List of Assets by Account Manager Revised

Click on the Calendar Icon and select the Start Date and End DateNote: For a complete list of assets do not enter a date parameter.

Click on the folder icon and search for ProjectManager


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Enter the Last Name% and click Search

Select name and clickAdd To Lis t

Note: If list if too long, click Clearand then check only the name(s) you wish to select.

Click Done

Click Submit once all parameters are entered.

Click View Requests


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Click Yes


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Note: In order to view output in Excel format the following program must be installed firstEISPlug-InContact your computer support staff or call x2020.

Once the EIS Plug-In is installed the Report will open in Excel format.

Departments can save file to their computers and sort as desired.

To run another report go back to the screen below. Choose the Home tab and select anotherreport.

237170_1_0_oracle fixed asset training manual-revised fy2012

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