L T Unitizing Asset Load Lines from Purchasing

Quick Steps L1, T4: Unitizing Asset Load Lines from Purchasing 1. 2. 3. This process flow shows, at a high level, how asset information goes from AP and PO to AM. In this topic, you will learn about unitizing asset load lines from PO. Unitizing Asset Load Lines From Purchasing: Process Flow If a single load line includes more than one asset, you need to unitize the load line before you run the Transaction Loader process. Unitizing a load line divides the line into more than one asset. You can decide if you need to unitize an asset load line by looking at the asset's physical information in the Interface table. You need to unitize any lines with a Quantity greater than one. 4. It is important to unitize assets because items are not always purchased in the same way that your agency needs to track them as assets. For example, if your agency purchases one hundred laptops on one line item and you do not unitize, your agency may end up with one hundred computers shown as only one asset in AM. 5. Begin by going to the Physical Transactions A page. Click the scrollbar to move down the page. 6. 7. 8. 9. 10. 11. Click the Asset Management link. Click the Send/Receive Information link. Click the Approve Physical Information link. Click the Review-A link to open the Load Preview – Physical A page. Click the Collapse Menu button. Use the Load Preview - Physical A page to search for the asset load lines you want to view. You may use any of the search fields on this page. You need to see all of the load lines which have a Load Status of Pending. This lets you check for load lines which need to be unitized when they are in the Interface table and before you run the Transaction Loader process. 12. Click the Load Status dropdown list. Date Created: 4/23/2008 Page 1 Quick Steps 13. Click an item in the dropdown list. For this scenario, click "Pending". 14. 15. Click the Search button to find the asset load lines you want to view. OAKS displays a list of load lines in Pending status. Look through this list to find any lines with a quantity of more than one. In this scenario, you know the Interface ID of the load lines which include the one you need to unitize. 16. Click the desired information in the Search Results table. For this scenario, click "1". Look at the Quantity field for this asset load line (one load line becomes one asset). Notice that this asset load line shows three computers as one asset. You need to unitize this asset so that each computer has separate asset information. 18. Go to the FROM Asset page to unitize assets. Click the Expand Menu button. 19. 20. 21. 22. 23. 24. Click the scrollbar to move up the side menu. Click the Load Transactions link. Click the Unitize Assets link. Click the Collapse Menu button. Use the Load – Unitize Assets page to search for the load lines that you want to unitize. Enter the desired information into the Business Unit field. For this scenario, enter a valid value e.g. "AGR01". 25. Click the Search button to find the load lines you want to unitize. 17. Page 2 Date Created: 4/23/2008 Quick Steps 26. In this scenario, you know you want to unitize the first asset load line with the Interface ID 10000020. Click the desired information in the Search Results table. For this scenario, click "1". 27. The FROM Asset page displays detailed information about the load line that you want to unitize. Check the Quantity here; you need it in the next step of unitizing this asset. 28. You can use the EZ Unitize button to go to the Proportional Unitization Defaults page. Click the EZ Unitize... button. Use the Proportional Unitization Defaults page to enter information that tells OAKS how to divide this asset load line into separate assets. When you unitize this asset, OAKS will divide this asset load line into equal pieces to become the new, separate assets (a proportional division). Use the Quantity field to divide the quantity and cost amount shown on the FROM Asset page into multiple assets. OAKS divides the load line into the number of assets that you enter in the Quantity field. The Quantity you enter on this page must match the quantity in the load line on the Physical Transactions A page. 31. Enter the desired information into the Quantity field. For this scenario, enter a valid value e.g. "3". 32. You need to enter information in the Profile ID and Description fields if the information for the unitized assets differs from what OAKS currently displays on the FROM Asset page for the single load line which you are unitizing. If the asset load line has a Cost greater than $15,000 and had a Profile ID that makes it a capital asset, make sure that the unitized assets will each still be capital assets if you leave them as capital assets. You may need to change the Profile ID from a capital asset Profile ID ("ending with "C") to a stewardship asset Profile ID (not ending in "C"). 33. Click the OK button to unitize the asset load line, breaking it into the number of assets load lines that you entered in the Quantity field. 29. 30. Date Created: 4/23/2008 Page 3 Quick Steps 34. Use the TO Assets page to enter details for each asset that you created by unitizing this load line. OAKS automatically fills in the information on this page. You can change the fields as necessary. 35. 36. For this scenario, you need to enter Tag Numbers and Serial IDs for each of the new assets. Enter the desired information into the Tag Number field. For this scenario, enter a valid value e.g. "EAGR029800". 37. The Serial ID is the manufacturer’s serial number and it is usually shown on the asset. Enter the desired information into the Serial ID field. For this scenario, enter a valid value e.g. "1234500000". 38. This computer already has the correct tag number on the TO Assets page. Look at the Quantity and Cost fields to make sure each asset has the appropriate Quantity and Cost after unitization. 39. Click the Show next row button to look at the information for the second computer. Enter the desired information into the Tag Number field. For this scenario, enter a valid value e.g. "EAGR029900". 41. Enter the desired information into the Serial ID field. For this scenario, enter a valid value e.g. "1234500001". 42. 43. Click the Show next row button to see the last new asset. Enter the desired information into the Tag Number field. For this scenario, enter a valid value e.g. "EAGR030000". 44. Enter the desired information into the Serial ID field. For this scenario, enter a valid value e.g. "1234500002". 45. 46. Click the scrollbar to move down the page. Click the Save button to save all three new assets and the asset information you entered for them on the TO Assets page. Click the scrollbar to move up the page. 40. 47. Page 4 Date Created: 4/23/2008 Quick Steps 48. 49. Now, you need to view the physical information in the Interface table for the asset load line that you just unitized. Begin by going to the Load Preview - Physical A table. Click the Expand Menu button. 50. Click the Approve Physical Information link. Click the Review-A link to go to the Load Preview – Physical A page. Click the Collapse Menu button. Use these search fields to display the assets you just unitized. You know the Interface ID for this group of assets. Enter the desired information into the Interface ID field. For this scenario, enter "10000020". 54. 55. Click the Search button to find the unitized assets. Notice the Load Status for Interface Line Number 1: Unitized. Click the 1 link to see the unitized asset load line. 56. 57. 58. OAKS displays the physical information for the asset load line you unitized. Click the Return to Search button to go back to the Search Results table. The Search Results table shows three new asset load lines with a Load Status of Pending (Interface Line Numbers 5-7). You created these asset load lines when you unitized the first asset load line of three computers. Click the 5 link to see the first new asset load line. 51. 52. 53. 59. Date Created: 4/23/2008 Page 5 Quick Steps 60. OAKS displays the Pending asset load line for one of the computers. Notice the Quantity is now "1" and the Amount is now a proportion of the original cost. In this scenario, you broke the original asset load line into three new assets, so the cost (and quantity) of each of the new assets is one-third the cost of the original asset load line. Also, you can see the Tag Number and Serial ID that you entered while you were unitizing the asset load line. 61. 62. 63. 64. 65. Click the Next in List button to see the next asset load line that you created. OAKS displays the second unitized computer asset load line. Click the Next in List button and check the third unitized asset. Congratulations! You have successfully unitized an asset load line in OAKS. Topic Discussion - What does it mean to unitize an asset load line? - Are you ready to try the training environment exercise? 66. Unitizing Asset Load Lines from Purchasing: Key Points - You can unitize a single asset load line from PO if it represents multiple assets. For example, if your agency purchased multiple computers on a single line item, you can unitize that line item into separate asset load lines for each computer. - You need to unitize assets while they are in the Interface table, before you run the Transaction Loader process. 67. - When you use Proportional Unitization, OAKS divides the original asset load line into equal parts. For example, if you use Proportional Unitization on an asset load line for five fax machines, each new asset that OAKS creates has one-fifth the cost and one-fifth the quantity of the original asset load line. - Carefully check the cost of the unitized assets to ensure that you assign the correct Profile ID to them. The original asset may have been a capital asset with a Profile ID which ends in “C”. However, after you unitize the asset, each new asset may have a cost under $15,000. If so, you must assign the new assets a Profile ID which does not end in “C”. - After you unitize an asset load line, the original asset load line has a Load Status of Unitized. Each of the new asset load lines has a Load Status of Pending. 68. Page 6 Date Created: 4/23/2008 Quick Steps 69. Topic Summary Discussion - What type of asset load lines from PO will you have to unitize for your agency? - Do you have any additional questions? 70. Great Job! You have completed the Unitizing Asset Load Lines from Purchasing topic. You are now ready to move on to Lesson 1, Topic 5: Running the Transaction Loader Process for PO Load Lines. End of Procedure. Date Created: 4/23/2008 Page 7