1144322068 8_vs_9 0_

PeopleSoft Financials8.8 vs. 9.0 Delta Training

Event Details

Course Name

407DL91 PeopleSoft Financials 8.8 vs. 9.0 Delta Training

Time1:00 p.m. – 3:00 p.m., Tuesday June 11, 2008

Lesson Modules

PurchasingAccounts Payable/BankingAsset Management

Presenters

• Toni Kennelly – State Accounting Office - Training and Communications

• Jarnice Anderson – State Accounting Officer (Acting)/Director of Financials/HCM Systems

• Brian Hampton – State Accounting Office - Unit Manager of Financials Systems

Introduction

Welcome and Introduction

• You are integral to the success of the Upgrade

• Are we going to upgrade every year?

• Why are we upgrading now?

• Who is managing this Project?

• When will the Upgrade be implemented?

• Will the Upgrade impact year-end close for FY08?

Training Delivery

• We will use the Delta presentations to facilitate End User training.

• User Acceptance Testing (UAT) will take place after

the training and allow the users involved in testing to see the changes outlined in the Delta documents first hand.

Training Delivery Continued

• We created Changes/Delta Documents for All Financials Modules with changes and placed on the SAO Website.

http://sao.georgia.gov/02/sao/home/0,2474,39779022,00.html

• Delta Documents will include references to Navigation, UPK Modules Impacted down to the Lessons/Topics Level (For example, page changes in General Ledger for adding a journal entry will reference Module 6, Lesson 6.2, and Topic 6.2.1 of the UPKs).

Training Delivery Continued

• The Financials UPK topics will be updated after the 9.0 upgrade is completed due to the large number of topics and screenshots that are impacted by minor changes. For example:

– Page changes including changes to fields including…– Name changes – Placement of field changes– Removal of field changes– Additional tabs / pages

Collectively, these changes account for 90% of the UPK modifications caused by the Upgrade.

Modules to be Addressed in this Lesson

Lesson Modules

• Purchasing

• Accounts Payable/Banking

• Asset Management

Assumptions

Assumptions – All Modules

• Page and functionality changes documented will only be in reference to current business processes and will not reference functionality not currently used by the State of Georgia end users.

• If any Lessons or Topics are not referenced in this document, then no page changes exist.

Global Change

Global Change – All Modules

• Project Costing fields including Project Business Unit, Project, Activity, and Source Type are now Chartfields that are included on all distribution lines for Accounts Payable, General Ledger, etc. In order to enter Project information (where it is required), users will now enter the data on the Distribution line with other Chartfields rather than using a hyperlink.

Attention to all Webcast Participants

• During the Webcast Broadcast, Please forward all of your questions to:

SAO_Communications@sao.ga.gov

We will capture your questions throughout the program and answer them during the Question and Answer segment of the presentation.

THANK YOU!

Financials 9.0 UpgradeLesson One – Part I

Purchasing

Purchasing Module

What are the Changes?

• Global changes to the Purchasing Distribution pages

• Purchase Order Receipts Page Changes v8.8 to v9.0

Purchasing Module

Purchase Order and Requisition Changes

•Chartfields including Project Business Unit, Project, Activity, and Source Type will now be entered on the Distribution Line with other Chartfields

•Activity & Source Type Chartfields will be used exclusively by DOT in conjunction with Project Costing

Purchase Order Defaults – v8.8

In v8.8, users had to use a link in order to enter Project BU and Project #.

Navigation: Purchasing>Purchase Orders>Add/Update PO’s

UPK Topics impacted by change: 9.3.1, 9.3.2, 9.3.3, 9.3.5 & 9.3.7

Purchase Order Defaults – v9.0

In v9.0, the user will enter the Project BU and Project # directly on the chartfield line.

UPK Topics impacted by change: 9.3.1, 9.3.2, 9.3.3, 9.3.5 & 9.3.7

PO Distribution Schedule – v8.8

PO – Distributions Schedule – v9.0

In v9.0, PO Distributions Schedule, you must scroll to the right.

Navigation>Purchasing>Purchase Orders>Add/Update PO’s

Requisition Defaults – v8.8

Navigation: Requisitions>Add/Update Requisitions

UPK Topics impacted by change: 9.1.1, 9.1.2 & 9.1.4

Requisitions – Defaults – v9.0

In v9.0 Requisition Defaults – you must scroll to the right.

The user will enter the Project BU and Project # directly on the chartfield line.

Activity & Source Type to be used by DOT only.

UPK Topics impacted by change: 9.1.1, 9.1.2 & 9.1.4

Requisition Distributions – v8.8

Requisitions – Distributions- v9.0

In v9.0 Requisition Defaults – you must scroll to the right.

Users will enter the Project BU and Project # directly on the chartfield line.

Activity & Source Type are to be used by DOT only.

Purchase Order Receipts Changes

• The “Print Delivery Report” button has been moved to the Header section of the Maintain Receipts – Receiving Page in v9.0.

PO – Receipts – v8.8

The Print Delivery Report button was located below the Receipt Lines section.

Navigation: Purchasing>Receipts>Add/Update Receipts

UPK Topics impacted by change: 9.5.1 & 9.5.2

PO Receipts – v9.0

Expand the Header section to access the Print Delivery Report button now located in the Header section in v9.0.

Navigation: Purchasing>Receipts>Add/Update Receipts

PO Receipts – v9.0Navigation: Purchasing>Receipts>Reports > Receiving Copy of PO

The Receiving Copy of PO is a new feature that was not available in v8.8.

Financials 9.0 UpgradeLesson One – Part II

Accounts Payable/Banking

Accounts Payable

Accounts Payable Change Overview

• Global Change

• Page Changes

– Summary Tab

– Related Document Tab

– Invoice Information Tab

– Add a New Value Tab

Accounts Payable Change Overview Continued

• Create a PO Voucher from Receiver

• Copy Worksheet

• Create a Reversal Voucher

• Review and Correct Voucher Build Errors

• Close Voucher

Accounts Payable Change OverviewContinued

• Delete Voucher

• Online Budget Exception Inquiry

• Payment Inquiry/Voucher Inquiry

• Add Update Vendor

Accounts Payable Change OverviewContinued

• Review Vendor Balances

• Review Accounting Entries

Global Changes to the Accounts Payable Page – Project Costing Fields

Project Costing fields including Project Business Unit, Project, Activity, and Source Type are now Chartfields that are included on all distribution lines for Accounts Payable, General Ledger, etc. In order to enter Project information (where it is required), users will now enter the data on the Distribution line with other Chartfields rather than using a hyperlink.

Page Changes – Re-wording of Navigation/Pages or Adding New Fields

• In some instances, either the navigation or fields on a page have changed from the 8.8 version to 9.0. Please see the screen captures to view these page changes.

• The page changes will affect all UPK Lessons and Topics.

Add/Update Regular Voucher Regular Entry – The Summary Tab – v8.8Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Summary

UPK Topics Impacted by Change: 2.2.1, 2.3.2, 2.4.2, 2.5.2

The Summary tab has been reorganized in v9.0.

Budget Header Status and Non-Prorated Budget Status field names have changed in v9.0.

A View Related dropdown box has been added allowing the user to view pages related to the selected voucher.

Selecting Accounting Entries Inquiry from the dropdown and clicking on the ‘Go’ hyperlink, the user is directed to a new page automatically.

Add/Update Regular Voucher Regular Entry – The Summary Page – v9.0Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Summary

Review all accounting entry information on the new page.

Add/Update Regular Voucher Regular Entry –The Related Documents Tab – v9.0

Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Related Documents

The Related Documents Tab has been added in v9.0, allowing the user to access a wealth of information about the voucher. This is an entirely new page that did not exist in v8.8.

Add/Update Regular Voucher Regular Entry – The Related Documents Tab – v9.0Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Related Documents

Version 9.0 Screen Capture of the Related Documents Page displays a voucher copied from a PO receipt. Sections can be expanded to view the PO information and PO Receipt information.

Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v8.8Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information

The Invoice Information Tab layout has changed in v9.0.

The Copy from Source Document box has been moved from the bottom of the page to the top under the voucher header information in v9.0.

The ‘+’ and ‘-‘ symbols used to add a line or delete a line from the invoice section and/or the distribution section are moved from the far right to the far left in v9.0.

Add/Update Regular Voucher Regular Entry – The Invoice Information Tab – v9.0

Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information

Moving the Copy from Source Document box provides a more logical flow if copying the information from the PO Receipt, which will automatically fill the required fields below the box.

The payment due information has been reorganized and moved closer to the top of the page. A packing slip field has been added but this field is used for information only.

Applies to all voucher entry types.

The Non-Merchandized Summary and Session Defaults links are new and are not used in State business processes.

A print invoice button has been added to the window. This button may be implemented later.

A copy down check box has been added in v9.0 to allow the user to easily copy an existing distribution line down to a new one. In addition, the ‘+’ and ‘-‘ symbols used to add a line or delete a line from the invoice section and/or the distribution section are moved to the far left of the line in v9.0, rather than the far right as in v8.8.

The GL Chartfields 2 tab no longer appears in v9.0.

The chartfields in the distribution lines now include the PC Business Unit, Project, Activity, and Source Type. The user no longer has to click on the hyperlink to open a new window to view or enter these fields.

The budget date is now visible on the first tab of the distribution line section at the far right.

The invoice information has been grouped and summarized at the bottom of the page.

Add/Update Regular Voucher Regular Entry – Add a New Value Tab – v8.8

Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Add a New Value

New fields have been added to the Voucher page, Add a New Value tab

UPK Topics Impacted by Change: 2.2.1, 2.3.2, 2.4.2, 2.5.2, 2.9.2

Add/Update Regular Voucher Regular Entry – Add a New Value Tab – v9.0Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Add a New Value

Two new data fields were added in v9.0—Freight Amount and Misc Charge Amount.

Create a PO Voucher from Receiver

• The page changes for the Invoice Information data entry and creating new vouchers from PO Receipts are the same as discussed earlier with a previously saved voucher. The chartfields in the distribution lines now include the PC Business Unit, Project, Activity, and Source Type. The user no longer has to click on the hyperlink to open a new window to view or enter these fields.

• The ‘+’ and ‘-’ symbols used to add or delete invoice lines and

distribution lines to the voucher have been moved from the far right of the page to the far left of the page in v9.0. A copy down check box has been added to allow the user to copy distribution lines down.

• A packing slip field has been added.

Create a PO Voucher from Receiver (continued)

• A print invoice button has been added to the window so that the user can print the invoice/voucher information. This feature will be implemented at a later date.

• The budget date is now visible on the first tab of the distribution line section – the user no longer has to go to the GL Chartfields 2 tab to view the budget date, just scroll to the far right of the page.

• The Copy from Source Document box has been moved from the bottom of the page to the top under the voucher header information. This provides a more logical flow if copying the information from the PO Receipt, which will automatically fill the required fields below the box.

Create a PO Voucher from Receiver (continued)

• The payment due information has been reorganized and moved closer to the top of the page. The Non-Merchandized Summary and Session Defaults links have been added but are not used in State business practice.

Screenshot of v8.8 Regular Voucher Invoice Information tab.

UPK Topics Impacted by Change: 2.2.1, 2.3.2, 2.4.2, 2.5.2

Add/Update Regular Voucher – Create Voucher from Receiver – v8.8

The ‘+’ and ‘-’ symbols used to add or delete invoice lines and distribution lines to the voucher have been moved from the far right of the page to the far left of the page in v9.0.

Add/Update Regular Voucher – Create Voucher from Receiver – v9.0

Invoice Information TabCopy Worksheet – v8.8Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information>Copy Worksheet

When the user clicks on the Worksheet Copy option on the Invoice Information page, the user is navigated to the Copy Worksheet page.

UPK Topics Impacted by Change: 2.2.1, 2.10.2

Invoice Information TabCopy Worksheet – v9.0Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry>Invoice Information>Copy Worksheet

This page in v9.0 has more field options; Receipt Number From, Receipt Number To, Receiver Line From, and Line.

Create a Reversal Voucher – v8.8

Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry (choose Reversal as Voucher type)

The layout has changed between v8.8 and v9.0 but the functionality remains the same.

UPK Topics Impacted by Change: 2.3.3

The Copy from a Source Document box has been moved to the top of the page to keep consistent with the other Invoice pages.

The Payment information has been reorganized and moved underneath the Copy from box.

The Packing Slip field has been added at the bottom of the page in v9.0.

The Invoicing Summary section at the bottom of the page was added in v9.0.

Review and Correct Voucher Build Errors – v8.8Navigation: Accounts Payable>Vouchers>Maintain>Voucher Build Error Detail

The navigation remains the same in the two versions when reviewing and correcting errors resulting from the Voucher Build Process.

UPK Topics Impacted by Change: N/A – those users whose vouchers are entered offline and uploaded.

The User arrives at the Voucher Build Error Detail when clicking on one of the vouchers with an error. When the user clicks on the hyperlink to Correct Errors, the user is taken to the Quick Invoice Page. This page has many additions in v9.0.

A packing slip field and a print invoice button have been added to the page.

The Review Errors hyperlink exists on both pages though it has moved to the right side of the page. This link is clicked to access the cause of the error. From this window the user clicks on the Override Session Default link that returns the user to the Quick Invoice page in order to correct the error.

The Quick Invoice Page has additional fields and has been reorganized to make it more consistent with the other Invoice Page changes previously discussed.

Close Voucher – v8.8Navigation: Accounts Payable>Vouchers>Maintain>Close Voucher

The navigation to the Close Voucher window has changed between version 8.8 and 9.0.

Close Voucher – v9.0Navigation: Accounts Payable>Vouchers>Add/Update>Close Voucher

Only the navigation to the page has changed, the functionality is the same.

Delete Voucher – v8.8

Navigation: Accounts Payable>Vouchers>Maintain>Delete Voucher

Like the navigation to Close a Voucher, the navigation to Delete a Voucher has changed as well.

Delete Voucher – v9.0Navigation: Accounts Payable>Vouchers>Add/Update>Delete Voucher

Only the navigation to the page has changed, the functionality is the same.

Online Budget Exception Inquiry – v8.8

Navigation: Accounts Payable>Vouchers>Add Update>Regular Entry

There are changes in the navigation to reach the drill-down to the budget errors. The hyperlink is on a different page in v9.0.

Online Budget Exception Inquiry – v8.8Navigation: Accounts Payable>Vouchers>Add Update>Regular Entry

In v8.8, when online budget checking is run and an error results, the user clicks on the Invoice Information page to find the dropdown to Go To. The user selects Budget Exception to navigate to the Budget Exception page to determine why the voucher failed budget check.

Online Budget Exception Inquiry – v9.0Navigation: Accounts Payable>Vouchers>Add Update>Regular Entry>Summary>Exceptions

In v9.0, the user may drill down to online budget exceptions from the Voucher Summary Tab. If the voucher is budget checked and it errors, a hyperlink is available on the Summary Tab.

Online Budget Exception Inquiry – v9.0Navigation: Accounts Payable>Vouchers>Add Update>Regular Entry>Summary>Exceptions

When the Exceptions link is clicked, a new window will open to the Commitment Control > Review Budget Check > Accounts Payable > Voucher page automatically so that the user may determine why the voucher failed budget check.

Payment Inquiry – v8.8Navigation: Accounts Payable>Review Accounts Payable Info>Payments>Payment

The layout of the Payment Inquiry page has changed.

Payment Inquiry – v9.0Navigation: Accounts Payable>Review AccountsPayable Info>Payments>Payment

Rather than the columnar layout of v8.8, v9.0 has the fields represented in a vertical format with From and To columns in order that a range of payments may be searched for.

Voucher Inquiry – v8.8Navigation: Accounts Payable>Review Accounts Payable Info>Vouchers>Voucher

The layout of the Voucher Inquiry page has changed in the same manner as Payment Inquiry.

Rather than the columnar layout of v8.8, v9.0 has the fields represented in a vertical format with From and To columns in order that a range of vouchers may be searched for.

Voucher Inquiry page bottom view.

After selecting a voucher for Inquiry, icons are available to drill down to Accounting Entries and Payment Information from the Inquiry Page.

Add Update Vendor – v8.8Navigation: Vendors>Vendor Information>Add/Update>Vendor

A Create Bill to Customer box has been added to v9.0 Update Vendor page.

UPK Lesson Impacted by Change: 12.1

Add Update Vendor – v9.0Navigation: Vendors>Vendor Information>Add/Update>Vendor

This box contains a check box so that a Bill to Customer may be created in the event of an Interunit transaction.This functionality is not used in State business practices.

Review Vendor Current Balances – v8.8Navigation: Accounts Payable>Review Accounts Payable Info>Vendor>Current Balances

The layout of the page for Reviewing Vendor Current Balances has changed. UPK Topics Impacted by Change:

2.13.3, 2.13.5

Review Vendor Current Balances – v9.0Navigation: Accounts Payable>Review Accounts Payable Info>Vendor>Current Balances

The same fields are present, but a Max Rows return field was added to the page in version v9.0.

Review Accounting Entries – v8.8Navigation: Accounts Payable>Review Accounts Payable Info>Vouchers>Accounting Entries

The Chartfields tab of the Accounting Entries page has changed in v9.0.

Review Accounting Entries – v9.0Navigation: Accounts Payable>Review Accounts Payable Info>Vouchers>Accounting Entries

More fields are visible on the Chartfields tab of the Accounting Entries page. Since PC Business Unit, Project, and Activity are now Chartfields, they are visible on the Chartfields tab of the Voucher Accounting Entries page.

15 Minute Break

Financials 9.0 UpgradeLesson One – Part II

Continued Accounts Payable/Banking

BankingStreamlined &

Non Streamlined

Banking Streamlined and Non Streamlined Overview

• New Fields Added and Name Changes for:

▪ External Accounts

– Access may be determined by Security Role

▪ Automatic Reconciliation Link

▪ Exception Link

Banking Streamlined and Non Streamlined Overview Continued

▪ View Bank Statement Button

▪ Enter Bank Statement

▪ Semi- Manual Reconciliation

Bank Administration – v8.8Navigation: Banking > Banks Accounts > External Accounts

There are several field name changes in the External Accounts page. There are a few additional fields added to pages in External Accounts tab.

UPK Topic 18.1.2

Both Streamlined and Non Streamlined Banking

This Tab Name is changed in v9.0.

There are several field name changes in the External Accounts tab. There are a few additional fields added to pages in External Accounts tab.

UPK Topic 18.1.2

In v9.0 this tab is called Reconciliation.

UPK Topic 18.1.2

New field added – External Bank ID.

Bank Administration - v9.0Navigation: Banking > Banks Accounts > External Accounts

UPK Topic 18.1.2

External Bank ID field added.

New field added – External Bank ID.

Field added in v9.0 Account Reconciliation tab. The External Bank ID field is carried over on all the tabs for External Accounts.

UPK Topic 18.1.2

Field added (External Bank Statement Edits and Enforce UnReconciliation Edits in v9.0 Signatories tab. New field added – External Bank ID.

Selecting this option affects bank statement entry by displaying a warning message if the bank balance entry is missing an opening or closing balance (code 010 and 015). In addition, it displays a warning message if the sum of the bank transactions plus the opening balance does not match the closing balance.

Bank Administration - v8.8Navigation: Banking > Bank Accounts > External Accounts

Fields added in v9.0 Collection Methods tab

UPK Topic 18.1.2

Fields added in v9.0 Collection Methods tab- Value Date Days, Value Date and Payment Cutoff Times. New field added – External Bank ID.

UPK Topic 18.1.2

Fields moved and added in v9.0 to Payment Methods tab.

UPK Topic 18.1.2

Fields moved and added in v9.0 to Payment Method tab. New field added – External Bank ID.

UPK Topic 18.1.2

Bank Reconciliation - v8.8Navigation: Banking > Reconcile Statements > Reconciliation Manager—Automatic Reconciliation Link

A new field has been added in v9.0 – Date field. Also, some of the fields in the Bank Statement section have been renamed – e.g.. Stmt ID to Statement ID, Load Date and Time to As of Date, etc.

UPK Topic 18.1.3

Bank Reconciliation - v9.0Navigation: Banking > Reconcile Statements > Reconciliation Manager – Automatic Reconciliation Link

A new field has been added in v9.0 – Date field. Also, some of the fields in the Bank Statement section have been renamed – e.g.. Stmt ID to Statement ID, Load Date and Time to As of Date, etc.

UPK Topic 18.1.3

Bank Reconciliation - v8.8Navigation: Banking > Reconcile Statements > Reconciliation Manager – Automatic Reconciliation link – Exceptions Link

On the Automatic Reconciliation Exceptions tab, new fields were added and fields have been renamed.

UPK Topic 18.1.3

Bank Reconciliation - v9.0Navigation: Banking > Reconcile Statements > Reconciliation Manager – Automatic Reconciliation link – Exceptions Link

On the Automatic Reconciliation Exceptions tab, new fields were added (Currency Code) and fields have been renamed

UPK Topic 18.1.3

Field names have been renamed.

Review Bank Statement – v8.8Navigation: Banking > Bank Accounts > My Account Groups – View Bank Statement button

UPK Topic 18.1.5a

On the Bank Statement Manager page, the field Recon Status has been changed to Reconciliation Status.

Review Bank Statement - v9.0

UPK Topic 18.1.5a

On the Bank Statement Manager page, the field Recon Status has been changed to Reconciliation Status.

Navigation: Banking > Bank Accounts > My Account Groups – View Bank Statement buttonBoth Streamlined and Non Streamlined Banking

Review Bank Statement – v8.8Navigation: Banking > Bank Statements > Enter Bank Statements

UPK Topic 18.1.5a

On the Bank Transaction Entry tab, the field Recon Status has been changed to Reconciliation Status.

Review Bank Statement - v9.0Navigation: Banking > Bank Statements > Enter Bank Statements

UPK Topic 18.1.5a

On the Bank Transaction Entry tab, the field Recon Status has been changed to Reconciliation Status.

Bank Reconciliation - v8.8Navigation: Banking > Reconcile Statement > Semi-Manual Reconciliation

On the Semi-Manual Reconciliation page, new fields were added, fields have been renamed and a few fields have shifted slightly.

UPK Topic 18.1.3

Streamlined Banking Only

Bank Reconciliation - v9.0Navigation: Banking > Reconcile Statements > Semi-Manual Reconciliation

On the Semi-Manual Reconciliation page, new fields were added (Search By, Currency Code and Amount), fields have been renamed and a few fields have shifted slightly (Bank Date and Tran Date.

UPK Topic 18.1.3

Streamlined Banking Only

Financials 9.0 UpgradeLesson One – Part IIIAsset Management

Overview of Asset Management Changes

• Asset Management Main Menu

• Asset Addition Information Section

• Basic Add Page▪ General tab

▪ Location/Comments/Attributes tab

▪ Manufacture/License/Custodian tab

• Copy Existing Asset Page

Asset Management Module

Asset Management Main Menu

• The Asset Management main menu has a name change from Financial Management in v8.8 to Asset Transactions in v9.0

Financial Management – v8.8

Navigation: Asset Management > Financial Management

In v8.8, The Asset Management main menu was Financial Management

Asset Transactions – v9.0

In v9.0, the Asset Management Main Menu will be Asset Transactions

Navigation: Asset Management >Asset Transactions >Owned Assets >Express Add

UPK Topics impacted by change: Lessons 4.1 AM Fundamentals, Lesson 4.3 Manage Assets and Lesson 4.4 Inquire on Assets, Topics 4.4.3-4.4.7

Asset Addition Information Section

• New fields on the Asset Addition Information section of Express Add in v9.0 are Asset Type (which is populated based on profile ID) and Asset Subtype.

• The Asset Subtype field is new to v9.0; however it is not currently used but may be in the future.

Asset Additional Information – v8.8Navigation: Asset Management >Asset Transactions >Owned Assets >Express Add

Asset Additional Information – v9.0

In v9.0, the Express Add menu: Asset Type and Asset Subtype have been added and are updated by profile ID.

Navigation: Asset Management >Asset Transactions >Owned Assets >Express Add

UPK Topics impacted by change: Lessons 4.2 Add Assets, Topics 4.2.1, 4.2.2, 4.2.3, 4.2.4, 4.2.6 and 4.3.1

Basic Add Page• In the Basic Add menu, the first tab’s name has

changed from Asset Information in v8.8 to General Information in v9.0.

Asset Information – v8.8Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > Asset Information tab

In v8.8, Basic Add menu; the tab was Asset Information

General Information – v9.0

In v9.0, the Basic Add menu’s tab name has changed to General Information

Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > General Information tab

UPK Topics impacted by change: Lessons 4.2 Add Assets, Topics 4.2.3 and 4.2.4

In Basic Add on the General Tab there are new fields: Asset Type, Subtype, Placement Date, Fair Market Value, Region Code, and Composite Asset ID

• Asset Type is required by v9.0 and populates based on Profile ID.

• The new fields: Asset Subtype, Fair Market Value, Region Code and Composite Asset ID are not being utilized in v9.0 currently; but may be used in the future

• Placement Date is the date placed into service.• Fair Market Value is greyed out.• Region Code will not be implemented at this time.• Composite Asset ID is for Investment Assets and is not

required at this time.

Asset Information Tab – v8.8Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > Asset Information tab

In v8.8, the Asset Information tab contained these options

General Information Tab – v9.0Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > General Information tab

In v9.0, Asset Type, Subtype, Placement Date, Fair Market Value, Region Code and Composite Asset ID fields have been added.

UPK Topics impacted by change: Lessons 4.2 Add Assets, Topics 4.2.3, 4.2.4 and 4.2.6

Location/Comments/Attributes tab• In Basic Add on the Location/Comments/Attributes

tab, there is a new field called Area ID in v9.0. However, it is not currently being used, but may be in the future.

Location/Comments/Attributes – v8.8Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > Location/Comments/Attributes tab

In v8.8, the Location/Comments/Attributes tab contained these fields

Locations/Comments/Attributes – v9.0Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > Location/Comments/Attributes tab

UPK Topics impacted by change: Lesson 4.3 Manage Assets, Topic 4.3.1

In v9.0, the Location/Comments/Attributes tab contains a new field called Area ID which is not being currently used:

Location/Comments/Attributes tab • Also, in the Location section of the page, the

Physical Attributes section in v8.8 is now called Physical and Custom Attributes in v9.0. It has new fields, such as Attribute, Attribute Name, Value and UOM. These are currently not being used but may be required in the future.

In v8.8, the Location/Comments/Attributes tab contained a section called Physical Attributes

In v9.0, the Location/Comments/Attributes tab contains a new section called Custom Attributes with Attribute, Attribute Name, Value and UOM added as new fields.

UPK Topics impacted by change: Lesson 4.3 Manage Assets– Topic 4.3.1

Location/Comments/Attributes tab• Located below Custom Attributes section is a new

Detailed Description section where free form remarks may be added to give a description of the asset.

In v9.0, the Location/Comments/Attributes tab contains a new section called Detailed Description.

UPK Topics impacted by change: Lesson 4.3 Manage Assets– Topic 4.3.1

Manufacture/License/Custodian tab• In Basic Add on Manufacture/License/Custodian tab,

there is a new field called Manufacturer ID that may be required in the future (e-procurement?) in v9.0, also there is a new VIN field for vehicles, and a Renewal Date field for licenses.

Manufacture/License/Custodian – v8.8Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > Manufacture/License/Custodian tab

In v8.8, the Manufacture/License/Custodian tab contained these fields

Manufacture/License/Custodian – v9.0 Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add > Manufacture/License/Custodian tab

In v9.0, the Manufacture/License/Custodian tab contains new fields: Manufacture ID, VIN, and Renewal Date.

UPK Topics impacted by change: Lesson 4.3 Manage Assets – Topic 4.3.1

Create Asset Copies tab• In Copy Existing Asset menu there are several new

fields on the Create Asset Copies page: Acquisition Date, Asset Insurance Info, Asset Inspection Info, Asset Attribute Groups Info, Serial ID, and Physical Component Of. After selecting Create Assets button, the new Serial ID and Physical Component fields display for all created assets.

• The Physical Component of field is not currently being used in v9.0 but may be in the future.

Copy Existing Asset – v8.8Navigation: Asset Management > Asset Transactions > Owned Assets > Create Asset Copies tab

In v8.8, the Create Asset Copies contained these fields.

Copy Existing Asset – v9.0Navigation: Asset Management > Asset Transactions > Owned Assets > Create Asset Copies tab

In v9.0, the Copy Existing Asset contains these new fields: Acquisition Date, Asset Insurance Info, Asset Inspection Info, Asset Attribute Groups Info, Serial ID, and Physical Component of.

In v9.0, the Create Assets button allows the Serial ID and Physical Component to display for all created assets.

UPK Topics impacted by change: Lesson 4.2 Add Assets – Topic 4.2.2

Copy Existing Asset – v9.0 continued…

After clicking the Create Assets button the Serial ID and Physical Component of displays for all created assets in v9.0.

Navigation: Asset Management > Asset Transactions > Owned Assets > Copy Existing Asset

UPK Topics impacted by change: Lesson 4.2 Add Assets – Topic 4.2.2

Questions and Answers Segment

Please remember to complete the Delta 9.0 Training Survey before you leave.

THANK YOU!!!

Delta Documents as Job Aides

When using the 9.0 Delta Documents as reference documents after the training sessions are completed, please send questions to:

finacctg@sao.ga.gov for AM, GL, AR, Banking, or KK Questions

acctspay@sao.ga.gov for AP & PO Questions

• Delta Documents can be found at:

sao.georgia.gov

1144322068 8_vs_9 0_

review accountspayable

asset insurance

asset inspection

pc business

session defaults

reconcile

banks accounts

purchase ordersgt

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