L T Consolidating Asset Load Lines from Accounts Payable

Quick Steps L1, T3: Consolidating Asset Load Lines from Accounts Payable 1. This process flow shows, at a high level, how asset information goes from AP to AM. In this topic, you will learn about consolidating asset load lines from AP in the Interface table. Consolidating Asset Load Lines: Process Flow If multiple load lines represent one asset, you need to consolidate them before you run the Transaction Loader process. You should look at the Interface table to decide if you need to consolidate any asset load lines. 4. Go to the Load Preview - Physical A page to begin. From this page, you can display each of the load lines to see the physical information for that asset. When you display the load line for an asset which you want to consolidate, you can go to the Load – Consolidate Assets page and do the consolidation. Click the scrollbar to move down the page. 5. 6. 7. Click the Asset Management link. Click the Send/Receive Information link. 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. First, you need to find the load lines which you need to consolidate. They are in the Interface table. In this scenario, you know the Interface ID for these load lines. Use the Interface ID to search so that your search results list is not too long and includes the load lines that you want to consolidate. Enter the desired information into the Interface ID field. For this scenario, enter "10000026". 11. Click the Search button to find the asset load lines you want to consolidate. 2. 3. 8. 9. 10. Date Created: 4/23/2008 Page 1 Quick Steps 12. Notice that the Load Status for the three asset load lines is Pending. If you see a Load Status of Errored, you can use the Errored Status in the Asset Integration Process job aid to fix the error. 13. OAKS displays a list of the asset load lines which meet your search request. In this scenario, OAKS displays the asset load lines for Interface ID 10000026. As you recall, the first item in this group is for three computers, and the second and third items are for the network print system. You need to consolidate the two items for the print system. Click the desired information in the Search Results table. For this scenario, click "2". 14. 15. For this scenario, OAKS displays the asset physical information for a network print server. Click the Next in List button to view the next asset load line from the Search Results table. For this scenario, the next asset load line is for printer cables. You want to consolidate the network print server and the printer cables into one asset. These three items (the network print server and the two printer cables) make up one network print system asset. Make a note of the Interface IDs and Profile IDs for the network print server and the printer cables. It may also be helpful to note the Interface Line Num. You need to know these to find the items when you consolidate them. 17. 18. 19. 20. 21. 22. To consolidate assets, you need to go to the Load - Consolidate Assets page. Click the Expand Menu button. Click the scrollbar to move up the side menu. Click the Load Transactions link. Click the Consolidate Assets link. Click the Collapse Menu button. 16. Page 2 Date Created: 4/23/2008 Quick Steps 23. If you need to make changes to an asset load line that has already been consolidated, use the Find an Existing Value tab. In this scenario, you need to create a new consolidated asset load line. Click the Add a New Value tab. 24. OAKS automatically enters the Interface ID for the consolidated asset load line for you. To allow OAKS to do this, you need to enter "0" in the Interface ID field. Enter the desired information into the Interface ID field. For this scenario, enter a valid value e.g. "0". 25. 26. Click the Add button to create a new consolidated asset. Use the FROM Assets page to select the asset load lines you want to consolidate. You must first select how you want to search for the asset load lines you are going to consolidate. Use the fields in the Search Criteria field area. 27. Use the Field Name dropdown list to enter search information for the asset load lines you want to consolidate. The choices include ChartFields and procurement information. Click the Field Name dropdown list. In this scenario, you have the OAKS voucher number for the items you need to consolidate, so you can display just those items by searching for that voucher ID. Click an item in the dropdown list. For this scenario, click "Voucher ID". 30. 31. Click the Look Up button next to the Value field to find and select a Voucher ID. Click the desired information in the Search Results table. For this scenario, click "00002323". 32. Click the Search button to find the asset load lines you want to consolidate. 28. 29. Date Created: 4/23/2008 Page 3 Quick Steps 33. OAKS displays the load lines which fit your search information. In this scenario, OAKS displays all of the load lines on this voucher. OAKS consolidates all of the asset load lines on the FROM Assets page when you click the Save button. If you do not want to consolidate all of the asset load lines on the page into one asset, you need to delete the load lines. In this scenario, OAKS displays the three asset load lines from the voucher on the FROM Assets page. You want to consolidate the items on lines 2 and 3. You need to delete line 1 (the computers) so that OAKS does not consolidate line 1 with the other two lines. 34. 35. Click the bottom scrollbar to move right on the page. Click the Delete button for the first row to delete the first asset load line from the FROM Assets page. Click the OK button to confirm that you are not consolidating this asset load line. Click the bottom scrollbar to move left on the page. You now see only the two lines for the print server and the printer cables. These are the lines which you need to consolidate. Notice that when you delete a line, OAKS renumbers the remaining lines. Now, you need to enter information for the new consolidated asset. 39. 40. 41. 42. Click the TO Asset tab. Use the TO Asset page to enter information for consolidating the load lines. The information on this page becomes the consolidated asset’s information. You can enter or update information about the consolidated asset on this page, if necessary. Use the Profile ID field to select the profile that contains typical information for the kind of consolidated asset you are entering. Make sure that you select the correct Profile ID for the consolidated asset. The Profile ID enters other information about the asset into OAKS such as the consolidated asset's useful life, class, acquisition code, and category. Note: If you enter a capital asset, make sure you always enter a Profile ID ending with a “C”. 36. 37. 38. Page 4 Date Created: 4/23/2008 Quick Steps 43. When you consolidate asset load lines, you need to think about the total cost of the asset when you combine the asset load lines. A group of asset load lines that are all under $15,000 individually may go over $15,000 when you consolidate them into one asset. Make sure to enter a Profile ID for a capital asset (ending with a "C") if the consolidated asset costs more than $15,000 and meets other State capital asset requirements. Enter the desired information into the Profile ID field. For this scenario, enter "5200". 45. Click the Look Up button next to the Profile ID field to find and choose a Profile ID. Click the desired information in the Search Results table. In this scenario, your consolidated asset costs more than $15,000 and is a capital asset, so you select a Profile ID which ends in “C.” For this scenario, click "5200C". 47. 48. OAKS displays the asset information from the asset load line with the Profile ID that you selected. The Asset ID field displays "NEXT". Do not change this field. 49. The Cost field shows the cost of all of the items that you are consolidating. The Quantity field shows the total quantity of items that you are consolidating. 50. 51. You need to change the Quantity to "1.000" because the consolidated asset load lines are always one asset. Enter the desired information into the Quantity field. For this scenario, enter a valid value e.g. "1". 52. 53. Look at the Description and Short Desc fields. Make sure these fields still describe the consolidated asset. Sometimes you may need to change these. Enter the desired information into the Tag Number field. For this scenario, enter a valid value e.g. "EAGR092100". 54. Enter the desired information into the Serial ID field. For this scenario, enter a valid value e.g. "1234567890". 55. Look at the Custodian, Location, Manufacturer, and Model fields to make sure the information still applies to the consolidated asset. Page 5 44. 46. Date Created: 4/23/2008 Quick Steps 56. 57. 58. 59. 60. Click the Save button to save the consolidated asset. Click the OK button to change the quantity of the consolidated asset. Now, you can go to the Physical Transactions A page to see that you have consolidated the asset load lines. Click the Expand Menu button. Click the Approve Physical Information link. 61. 62. 63. Click the Review-A link. Click the Collapse Menu button. You need to search for this asset. This asset is still in the Interface table, and you know the Interface ID for the items on this voucher. Enter the desired information into the Interface ID field. For this scenario, enter a valid value e.g. "10000026". 64. 65. Click the Search button to find the consolidated asset. OAKS displays the asset load lines for the Interface ID 10000026 on the Load Preview - Physical A page. Notice that two of the asset load lines have a Load Status of "Consolidat" for Consolidated. Also, the Interface ID now has four asset load lines. Before you consolidated the two asset load lines, the Interface ID had only three asset load lines. OAKS creates a new asset load line for the consolidated asset when you consolidate asset load lines. The asset load lines with a Load Status of Pending become the new assets in AM. The new asset load lines (with a Load Status of Pending) are always after the original asset load lines (with a Load Status of Consolidated) in the Search Results list. You can view the physical information for the asset load lines from this page. Page 6 Date Created: 4/23/2008 Quick Steps 66. Click the desired information in the Search Results table. For this scenario, click the link for Line 2, which has a Load Status of “Consolidat”. For this scenario, click "2". 67. 68. OAKS displays the first consolidated load line for the network print server. Click the Next in List button to see the other consolidated items, which are on Interface Line Number 3. OAKS displays the second consolidated load line. This line shows the printer cables that are now part of the network print server asset. Click the Return to Search button to go back to the Search Results table. Now, view the Pending asset load line that contains information for the consolidated network print server asset. In this scenario, the consolidated asset, which has a Load Status of "Pending", is on the new Interface line, Interface Line Number 4. Click the "4" link. 73. OAKS displays the new consolidated asset load line for the network print server asset. Notice that the information you entered when you consolidated this asset load line displays on this page. 74. 75. Congratulations! You have successfully consolidated asset load lines in OAKS. Topic Discussion - What does it mean to consolidate asset load lines? - What type of asset load lines from AP will you have to consolidate back at your agency? - Are you ready to try the training environment exercise? 69. 70. 71. 72. Date Created: 4/23/2008 Page 7 Quick Steps 76. Consolidating Asset Load Lines: Key Points - You can consolidate multiple asset load lines from AP if they represent a single asset. For example, if your agency purchases several components for a single computer on separate line items on a requisition; you can consolidate these asset load lines into a single asset. - You can consolidate items after you move them to the Interface table. You need to consolidate items before you run the Transaction Loader process. 77. - You can view load lines in the Interface table from the Load Preview – Physical A page. - On the FROM Asset page, when you click the Save button, OAKS consolidates all the assets on the page. If some of the assets displayed on this page do not belong in the consolidated asset, you must delete their load lines on this page before you click Save to create the consolidated asset. 78. - When you consolidate items, you need to change the quantity on the TO Asset page to “1” to show that the consolidated asset load lines are one asset. - On the Load Preview – Physical A page, OAKS creates a new load line for the consolidated asset. Only the asset load lines on this page with a Load Status of Pending will become new assets in AM. 79. - When you consolidate asset load lines, you need to think about the total cost of the asset when you combine the asset load lines. A group of asset load lines that are all under $15,000 individually may go over $15,000 when you consolidate them into one asset. Make sure to enter a Profile ID for a capital asset (ending with a "C") if the consolidated asset costs more than $15,000 and meets State requirements for capital assets. Topic Summary Discussion - How do you think your agency will help you know what purchases need to be consolidated? - Do you have any additional questions? 81. Great Job! You have completed the Consolidating Asset Load Lines topic. You are now ready to move on to Lesson 1, Topic 4: Unitizing Asset Load Lines. End of Procedure. 80. Page 8 Date Created: 4/23/2008