AM Adjusting and Transferring Assets by Ohio

VIEWS: 21 PAGES: 119

									     AM 220: Adjusting and
Transferring Assets Learner Guide




   OAKS: Ohio Administrative
      Knowledge System
OAKS Learner Guide > AM 220: Adjusting and Transferring Assets




We have tried to incorporate all applicable laws, rules, bargaining contract provisions, and
statewide policies and procedures; however, at times we may demonstrate OAKS functionality
that contradicts one of these restrictions. Please be aware that you will continue to be bound by
those standards regardless of what the OAKS system may be able to deliver.




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                          Table of Contents

Introduction ............................................................................. 4
Adjusting and Transferring Assets: Course Overview ............... 5
  Course Overview ................................................................................5
  Understanding Adjusting and Transferring Assets ................................. 15
Lesson 1: Adjusting and Transferring Assets .......................... 19
  Adjusting and Transferring Assets: Lesson Introduction ......................... 19
  L1, Topic 1: Adjusting an Asset's Cost or Quantity ................................ 22
  L1, Topic 2: Performing a Cost Addition ............................................... 43
  L1, Topic 3: Updating an Asset's ChartFields ........................................ 70
  L1, Topic 4: Performing a Recategorization .......................................... 88
  Adjusting and Transferring Assets: Lesson Summary .......................... 112
Adjusting and Transferring Assets: Course Summary ........... 116
  Course Summary............................................................................ 116




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Introduction
Adjusting and Transferring Assets

This course provides you with the knowledge and skills to successfully
change an asset's financial information. You can change an asset's financial
information after your agency has added an asset in OAKS Asset
Management (AM).

Before taking this course, you should have completed two prerequisite
courses:
• FIN 101 - OAKS in a Nutshell for Financials
• FIN 102 - Introduction to OAKS Financials

This course is critical for those who have the Agency Asset
Adjustment/Transfer Processor OAKS security role.




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Adjusting and Transferring Assets: Course
Overview
In this Course Overview lesson, you will:
• Get a high-level overview of how this course fits in the bigger picture
• Learn more about this course so you have a better idea of what to expect
from it
• Learn about some of the benefits to you, your agency, and/or the State of
Ohio of using these processes in OAKS
• Learn some new OAKS terms and important concepts that you’ll need in
this course



Course Overview
Overview of the Adjusting and Transferring Assets Course

This course has one lesson, Adjusting and Transferring Assets.




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    ID           Action
   1.            The Adjusting and Transferring Assets course, AM 220,
                 supports the AM module in OAKS.




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    ID           Action
   2.            Overview Flow Charts

                 This flowchart shows how Adjusting and Transferring Assets
                 fits into the overall AM workflow.




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    ID           Action
   3.            After your agency has acquired an asset and added it to AM, you
                 can follow the processes taught in this course to change its cost,
                 quantity, ChartFields, or category.




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         ID       Action
   4.             New terms for you to use in OAKS.




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        ID       Action
   5.            New terms for you to use in OAKS (continued).




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        ID       Action
   6.            New terms for you to use in OAKS (continued).




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         ID       Action
   7.             Asset Groupings




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    ID           Action
   8.            Asset Groupings

   9.            Outline of this Course

                 This course is divided into lessons and the lessons are divided
                 into topics. Each topic has a similar structure:
                 1. Overview
                 2. Process flow
                 3. Demonstration in the Try It simulation
                 4. Discussion
                 5. Practice exercise in the OAKS training environment
                 6. Summary

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    ID           Action
   10.           Your Learning Tools: In Class and After Class

                 - Course learner guide

                 - OAKS Training Online website: http://oakstraining.ohio.gov

                 - OAKS simulations

                 - OAKS practice environment (use it during and after class)

                 - Job aids (Handouts in class; also available on OAKS Training
                 Online)

                 Your learner guide is your most important resource. Take
                 notes in it and make it your own. This will help you when you
                 begin using OAKS on the job.
   11.           Good work! You've completed this course overview topic.

                 Next, you'll learn more about how these processes work in
                 OAKS, but still at a high level.




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Understanding Adjusting and Transferring Assets
This topic has a high level description of the Adjusting and Transferring
Assets processes and provides the background you need to learn more about
these processes in the next lesson.

At the end of this topic, you will be able to list and explain at a high level the
four financial actions you can do in OAKS AM.

Welcome to the overview of Adjusting and Transferring Assets.



    ID           Action
   1.            Key Terms
                 You will use these key terms in this course:

                 - AM Business Unit: Each agency has only one AM business
                 unit. Your AM business unit is your agency’s three-letter code
                 followed by “01”. For example, the Department of Agriculture’s
                 business unit is “AGR01”.
   2.            - Stewardship Asset: A state owned asset that meets the
                 Stewardship Reporting Criteria/Cost Threshold as defined in DAS'
                 State of Ohio Asset Management Policies and Procedures.
                 Stewardship assets are required to be inventoried and reported
                 to DAS.




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    ID           Action
   3.            - Capital Assets:
                   - Computer software (acquired by license or internally
                 produced), building renovations, and building improvements
                 assets with a cost greater than $100,000 each
                   - All land, external easements (land not owned by state), and
                 infrastructure assets regardless of cost
                   - All other assets that have a cost greater than $15,000 each,
                 this includes:
                     - Buildings
                     - Land improvements
                     - Personal property (machinery, equipment, furniture,
                 fixtures, individual works of art, and historical treasures)
                     - Licensed vehicles

                 This is a general definition only; for a more specific definition of
                 capital assets, refer to the OBM policy titled Financial Reporting
                 and Accounting Policies for Capital Assets.
   4.            Adjusting and Transferring Assets: Basic Concepts

                 - OAKS Asset Management is a tool to assist the State of Ohio
                 by:
                   - Maintain control over assets
                   - Plan for future asset needs
                   - Store asset information in a central, easy-to-use place

                 - State policies identifying what is a capital and stewardship
                 asset do not change with OAKS.

                 - OAKS Asset Management stores financial and physical
                 information for each asset.
   5.            Adjusting and Transferring Assets: Basic Concepts
                 (continued)

                 - Asset financial information includes details about cost, quantity,
                 depreciation method, useful life, and ChartFields.

                 - Changes to asset financial information are called adjustments
                 in AM.

                 - When you adjust an asset in AM, OAKS automatically changes
                 the asset’s depreciation and creates accounting entries for capital
                 assets.

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    ID           Action
   6.            Adjusting and Transferring Assets: Basic Concepts
                 (continued)

                 - Asset physical information includes tag number, location,
                 custodian, serial number, and manufacturer.

                 - Changes to asset physical information are called updates in
                 OAKS.

                 - When you update an asset in AM, physical changes do not
                 effect that asset’s depreciation.
   7.            Asset Transaction Types

                 You will learn about the following four asset transactions in this
                 course:

                 Adjustment (ADJ)– You do an Adjustment to correct an asset’s
                 cost or quantity when it was entered incorrectly to begin with.

                 Addition (ADD) – You do an Addition to enter an additional cost
                 for an asset.

                 Transfer (TRF) – You do a Transfer to change an asset’s
                 ChartFields, for example if you move an asset to another
                 Department.

                 Recategorization (RCT) – You do a Recategorization to change
                 an asset’s Category.
   8.            Asset Management Books

                 - Asset books store financial information about assets such as
                 cost, depreciation rules, and retirement information.

                 - OAKS AM keeps information about all of the State’s assets
                 (capital and stewardship) in the Stewardship Book, “STATE”.

                 - OAKS AM also keeps information about all of the State's capital
                 assets in the Capital Book, "CAPITAL”.

                 - For assets established in the Capital Book, transactions are
                 sent to OAKS General Ledger.


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    ID           Action
   9.            Common Errors

                 - The two most common errors when adjusting and transferring
                 assets are:
                   - You accidentally selected the wrong type of transaction to
                 change an asset’s information.
                   - You do not add a cost row when doing an Addition resulting in
                 the additional cost or quantity not being captured in a separate
                 row.
   10.           Understanding Adjusting and Transferring Assets:
                 Summary

                 - Adjustments are changes to an asset’s financial information.

                 - Updates are changes to an asset’s physical information (e.g.
                 tag number, location). You can learn about Updates in AM 201 –
                 Entering and Updating Assets.

                 - Adjusting financial information correctly ensures that OAKS
                 keeps a complete record of all transactions.
   11.           - Use an Addition when you need to record an additional cost
                 for an asset. Do not use an Addition to correct an input (typing)
                 error for the cost.

                 - Use an Adjustment when you correct an input error.
   12.           - You must use the correct type of transaction in OAKS when you
                 adjust an asset’s financial information because OAKS
                 automatically creates accounting entries and changes an asset’s
                 records based on the transaction type that you choose. Adjusting
                 asset financial information using the correct transaction type
                 ensures that the asset’s financial data in OAKS is correct.
   13.           Great Job! You've completed the Understanding Adjusting
                 and Transferring Assets topic.

                 You have also finished the Adjusting and Transferring Assets
                 course introduction.

                 Next, we'll begin Lesson 1: Adjusting and Transferring
                 Assets.




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Lesson 1: Adjusting and Transferring Assets
OAKS helps you adjust and transfer assets. Throughout the life of an asset,
you may need to adjust financial information about the asset such as cost,
quantity, ChartFields, and category. This course will explain how to make
these adjustments.



Adjusting and Transferring Assets: Lesson
Introduction
In this Adjusting and Transferring Assets lesson, you will learn to:

•   Adjust an asset's cost and quantity
•   Perform a cost addition
•   Update an asset’s ChartFields
•   Perform a recategorization



     ID          Action
     1.          Benefits of Adjusting and Transferring Assets

                 - OAKS maintains a history of the changes you make to an asset.
                 This makes it easy to find a particular change and to see the
                 complete history of changes.

                 - OAKS automatically creates the necessary accounting entries
                 when you make changes to a capital asset’s financial
                 information. This can save time and makes sure that accounting
                 entries are always made correctly.




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    ID           Action
   2.            This is the "big picture" process flow for Adjusting and
                 Transferring Assets in OAKS. In this lesson you will learn how
                 to do these transactions:
                 - Additions
                 - Adjustments
                 - Transfers
                 - Recategorizations
   3.            Congratulations! You have finished the Lesson 1 Adjusting
                 and Transferring Assets introduction.

                 Next, you will learn about Adjusting an Asset's Cost and
                 Quantity.

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L1, Topic 1: Adjusting an Asset's Cost or Quantity
You increase or decrease an asset’s cost and quantity by doing an
Adjustment. You should do an Adjustment when the cost or quantity was
entered incorrectly to begin with.

You should also do an Adjustment to change the Quantity of an asset back to
"1.0000" after your agency partially retired it or transferred part of the asset
to another agency.

In this topic, you will learn how to:
- Do an Adjustment
- Review the history of an Adjustment transaction

If a change has been made to an asset that increases its cost or quantity,
you should do a Cost Addition, which is discussed in the next topic.

Quick Steps:

Scenario
In this scenario, you are the Agency Asset Adjustment/Transfer Processor at
the Department of Agriculture. A computer at your agency was entered in AM
with the incorrect cost. You need to do an Adjustment to correct the cost for
this asset.




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     ID          Action
   1.            Adjusting an Asset's Cost or Quantity: Process Flow




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    ID           Action
   2.            Begin by going to the Asset Cost Adjust/Transfers page.

                 Click the Asset Management link.




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    ID           Action
   3.            Click the Financial Management link.

   4.            Click the Financial Transactions link.

   5.            Click the Cost Adjust/Transfer Asset link.




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    ID           Action
   6.            Click the Collapse Menu button to minimize the side menu so
                 you can see more of the OAKS page.

   7.            Click the Expand Menu button when you need to maximize the
                 side menu.
   8.            OAKS automatically fills in your business unit. In this scenario,
                 your business unit is "AGR01".




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    ID           Action
   9.            You can search for the asset which you need to correct using any
                 of these fields. In this scenario, you know the asset’s Tag
                 Number so you can search using it.

                 Click in the Tag Number field.

   10.           The naming convention for Tag Numbers does not change in
                 OAKS. Use the same rules for Tag Numbers that you previously
                 used in FAMS.

                 Enter the desired information into the Tag Number field.

                 For this scenario, enter "EAGR002700".
   11.           Click the Search button to locate the asset.




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    ID           Action
   12.           Use the Main Transaction page to select the type of transaction
                 and enter accounting and transaction dates.
   13.           When doing an Adjustment, the Transaction Date is the date
                 the incorrect information was originally entered in OAKS.

                 In this scenario, the incorrect cost for the laptop was entered in
                 OAKS on the current day (02/08/2008) and you are performing
                 this adjustment the same day. The Transaction Date field
                 automatically displays the current date, so you do not need to
                 change it.




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    ID           Action
   14.           The Accounting Date is the date you enter the transaction into
                 OAKS. The Accounting Date field automatically displays the
                 current date so you do not need to change it.
   15.           You use the Action dropdown list to select the type of
                 transaction that you want to do. You can adjust or transfer
                 assets by selecting the appropriate action.

                 The actions in the dropdown list that you can use in OAKS are:
                 - Addition
                 - Adjustment
                 - Transfer
                 - Recategorization

                 In this scenario, you need to adjust the asset cost. Therefore,
                 use the Adjustment action type.
   16.           Click the Action dropdown list.




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    ID           Action
   17.           Click an item in the dropdown list.

                 To change the cost or quantity of an asset which has been
                 incorrectly entered, click "Adjustment".

   18.           Do not change the information in the Copy to Other Books
                 Options field area.

                 These fields ensure both the Capital and Stewardship Book are
                 updated for capital assets.




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    ID           Action
   19.           Click the GO button to go to the Cost Information page and
                 enter information about the Adjustment.




    ID           Action
   20.           The Cost Information page allows you to adjust the total cost
                 or quantity of an asset.




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    ID           Action
   21.           You can use the Adjust All Rows By fields to change the cost
                 by a percentage, number, or dollar amount. If you adjust all
                 rows by a dollar amount, that amount will be divided across all
                 rows.

                 Use the Adjust All Rows By fields when an asset has multiple cost
                 rows. An asset may have multiple cost rows if it has already had
                 a Cost Addition or if it has split funding.

                 However, in this scenario, you don't need to use the Adjust All
                 Rows By fields because you need to adjust the cost for an asset
                 which has just one line item. When you adjust an asset which
                 has only one line item, you can use the Quantity and Cost fields
                 just below the Adjust All Rows By fields. These are the fields you
                 will use in this scenario.
   22.           When your agency partially retires or partially transfers an asset,
                 the quantity will decrease. When this happens, you should do an
                 Adjustment to change the quantity back to 1.000.

                 In this scenario, we are only changing the Cost.




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    ID           Action
   23.           Double-click in the Cost field to select the current information.

   24.           Enter the new total cost of the asset, not the amount of the
                 Adjustment, in the Cost field.

                 For this scenario, enter "999".
   25.           Click the Save button to save the Adjustment.

   26.           Now, you can go to the Cost History List page to check the
                 Adjustment you made.



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    ID           Action
   27.           Click the Expand Menu button to expand the side menu so you
                 can go to the Cost History List page.




    ID           Action
   28.           Click the History link.




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    ID           Action
   29.           Click the Review Cost link to go to the Asset Cost History
                 search page.




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    ID           Action
   30.           Click the Collapse Menu button.

   31.           Use the Find an Existing Value tab to find the asset for which
                 you want to review the cost history.
   32.           OAKS automatically fills in your business unit "AGR01".

   33.           In this scenario, you know the Tag Number of this asset.

                 Click in the Tag Number field.




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    ID           Action
   34.           Enter the desired information into the Tag Number field.

                 For this scenario, enter "EAGR002700".
   35.           Click the Search button to locate the asset.




    ID           Action
   36.           Use the Cost History List page to see the history of an asset's
                 transactions.




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    ID           Action
   37.           OAKS displays the current Total Cost of the asset in the Book
                 field area. In this scenario, the total cost of this asset is $999.00.
   38.           This first row of cost information shows when your agency added
                 (ADD) the asset to OAKS AM.
   39.           In this scenario, the second cost row on the Cost tab (in the
                 Book field area) shows the Adjustment (ADJ) you just made for
                 this asset.
   40.           Click the Cost History Detail tab to view additional information
                 about each cost row.




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    ID           Action
   41.           The Cost History Detail page automatically shows the first of
                 two rows of cost information. You know this because you see 1
                 of 2 in the blue bar at the top of the Cost field area.

                 Some assets have more than two rows of cost information.
   42.           This first cost row shows information about when your agency
                 added the asset to OAKS AM. You can tell this by the Trans
                 Type (ADD, Asset Addition) listed for this cost row.
   43.           Click the Show next row button in the blue bar at the top of the
                 Cost field area to view the second cost row.



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    ID           Action
   44.           In this scenario, the second cost row is for the Adjustment you
                 just made. You can tell this because the Trans Type is Asset
                 Cost Adjustment.
   45.           OAKS displays the amount of the Adjustment on the page in the
                 Cost row.

                 In this scenario, the Adjustment was $200.00.
   46.           The page also displays the User ID of the person who did the
                 Adjustment.

                 In this scenario, the User ID is OHTRAINEE01.

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    ID           Action
   47.           Congratulations! You have successfully done an Adjustment in
                 OAKS.
   48.           Topic Discussion

                 - When might you need to adjust the cost or quantity for an
                 asset?

                 - How will you know when you need to do an Adjustment in
                 OAKS?

                 - Are you ready to try the training environment exercise?
   49.           Adjusting an Asset’s Cost or Quantity: Key Points

                 - When the cost or quantity of an asset is wrong because it was
                 entered incorrectly in OAKS, you must correct it by doing an
                 Adjustment in OAKS.
   50.           - When you partially retire or transfer an asset, the quantity will
                 decrease. When this happens, you should do an Adjustment to
                 change the quantity back to 1.000. You will learn more about
                 transferring an asset to another agency in Lesson 1, Topic 4.
                 Agency Retirement Processors will learn about retiring assets in
                 AM 230 – Retiring and Reinstating Assets.
   51.           - If an asset has multiple cost rows, you can adjust the cost and
                 quantity for all rows by an amount or a percent. If you adjust all
                 rows by an amount (e.g. $100), OAKS will spread the total of
                 that amount across the rows (e.g. $50 and $50).

                 - Begin a cost or quantity Adjustment on the Asset Cost
                 Adjust/Transfers page.

                 - Use the Cost History List page to see all changes that your
                 agency has made to the cost of an asset.
   52.           Topic Summary Discussion

                 - What does your agency do when an asset’s cost or quantity has
                 been entered incorrectly? How will OAKS AM support this for
                 you?

                 - Do you have any additional questions?



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    ID           Action
   53.           Great Job! You have completed the Adjusting an Asset's Cost
                 or Quantity topic.

                 You are now ready to move on to Lesson 1, Topic 2: Performing
                 a Cost Addition.




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L1, Topic 2: Performing a Cost Addition
You increase an asset’s cost or quantity by doing a Cost Addition. You should
do a Cost Addition when some change has been made to an asset which
results in the cost or quantity of the asset increasing. Do not use a Cost
Addition when you need to correct an error made in the cost or quantity of
an asset. Use an Adjustment to correct entry errors in cost or quantity.

In this topic, you will learn how to:
- Do an Addition
- Review the history of an Addition transaction

Quick Steps:

Scenario
In this scenario, you are the Agency Asset Adjustment/Transfer Processor at
the Department of Agriculture. Your agency recently paid for the installation
of a network printing system. You need to include the cost of the installation
in the cost of the network printing system. You need to record this as a Cost
Addition.




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    ID           Action
   1.            Performing a Cost Addition Process Flow

   2.            You should do a Cost Addition when you need to keep the
                 original cost information in OAKS AM and you also need to have
                 an additional row with cost and ChartFields to represent an
                 additional cost for an asset.

                 If you entered the cost or quantity incorrectly to begin with, then
                 you only need to change the cost or the quantity; you don’t need
                 additional rows of cost and ChartFields. If so, then you need to
                 do an Adjustment (see Topic 1).


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    ID           Action
   3.            Begin by going to the Asset Cost Adjust/ Transfers page.

                 Click the Asset Management link.




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    ID           Action
   4.            Click the Financial Management link.

   5.            Click the Financial Transactions link.

   6.            Click the Cost Adjust/Transfer Asset link to go to the Asset
                 Cost Adjust/Transfers search page.




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    ID           Action
   7.            Click the Collapse Menu button.

   8.            OAKS automatically fills in your business unit "AGR01".

   9.            In this scenario, you are searching for a printer so you need to
                 search for an asset with the word “print” in its description.
   10.           Click the Description dropdown list.




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    ID           Action
   11.           You can use any of the choices in the dropdown list for your
                 search.

                 Click an item in the dropdown list.

                 For this scenario, click "contains".

   12.           Click in the Description field.




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    ID           Action
   13.           Enter the desired information into the Description field.

                 For this scenario, enter "print".
   14.           Click the Search button to locate the asset.




    ID           Action
   15.           Click the desired information in the Search Results table.

                 For this scenario, click "Network Printing System".



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    ID           Action
   16.           OAKS displays the Main Transaction page.

                 Use the Main Transaction page to select the type of transaction
                 and to enter accounting and transaction dates.
   17.           The Transaction Date is the date the addition occurred. For this
                 scenario, the addition occurred the same date you are entering it
                 into AM, so do not change it.
   18.           Do not change the information in the Copy to Other Books
                 Options field area.

                 These fields ensure both the Capital and Stewardship Book are
                 updated for capital assets.

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    ID           Action
   19.           You use the Action dropdown list to select the type of
                 transaction that you want to do. You can adjust or transfer
                 assets by selecting the appropriate action.

                 The actions in the dropdown list that you can use in OAKS are:
                 - Addition
                 - Adjustment
                 - Transfer
                 - Recategorization

                 In this scenario, you need to add to the asset cost. Therefore,
                 you need the action type Addition.
   20.           Click the Action dropdown list.




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    ID           Action
   21.           Click an item in the dropdown list.

                 For this scenario, click "Addition".

   22.           Click the GO button to go to the Cost Information page and
                 enter information about the addition.




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    ID           Action
   23.           The Cost Information page allows you to enter additional costs
                 or quantities based on quantity, dollar amount, or a percentage.




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    ID           Action
   24.           In order to keep an accurate record of an asset’s cost history, do
                 not change any information on the original cost row. You need to
                 add a new cost row to enter information about your cost
                 addition.

                 If you need to change a ChartField in the original cost row, do a
                 Transfer action so OAKS can accurately record the change. The
                 next topic tells you how to do a Transfer.

                 If you need to change the original cost or Quantity amount, do
                 an Adjustment action. Topic 1 teaches how to do an
                 Adjustment.
   25.           Click the Add a new row button in the Edit Cost Information
                 field area to add a new cost row where you can enter information
                 about a cost or quantity addition.




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    ID           Action
   26.           OAKS displays a second cost row in the Edit Cost Information
                 field area.

                 The Quantity field in the second cost row automatically displays
                 the amount “0.0000”. Quantity is a cumulative field. OAKS adds
                 the quantity from all of the cost rows to find the total asset
                 Quantity. Enter zero in the Quantity field in the new cost row if
                 you want the total asset Quantity to remain the same. If you
                 want to increase the total asset Quantity by 1, enter 1 in the
                 Quantity field in the new cost row.

                 For this scenario, you don't need to change the total asset
                 Quantity so you leave "0.0000" in the Quantity field of the
                 second cost row.
   27.           Just like the Quantity field, OAKS adds the costs from all of the
                 cost rows to find the total asset cost. Therefore, you enter only
                 the amount of the cost change in the Cost field of the second
                 row.

                 Use the Cost field to enter the amount of the cost addition.
   28.           Double-click in the Cost field to select the current information.

   29.           Enter the desired information into the Cost field.

                 For this scenario, enter "400".
   30.           When you change the cost or quantity of an asset, you must
                 always enter the Category.

                 The Category for the original cost row is "EQUIP". Use the same
                 Category for the new cost row.
   31.           Click the Look up Category button to find and choose a
                 Category for the cost addition.




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    ID           Action
   32.           Click the desired information in the Search Results table.

                 For this scenario, click "Machinery & Equipment".

   33.           You must enter ChartFields for the new cost row even if they are
                 the same as the original cost row.




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    ID           Action
   34.           Click in the Fund field.

   35.           Enter the desired information into the Fund field.

                 For this scenario, enter "GRF".
   36.           Click in the ALI field.

   37.           Enter the desired information into the ALI field.

                 For this scenario, enter "700321".



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    ID           Action
   38.           Click in the Dept field.

   39.           Enter the desired information into the Dept field.

                 For this scenario, enter "AGR106000".
   40.           Click in the Program field.

   41.           Enter the desired information into the Program field.

                 For this scenario, enter "2775B".
   42.           Click the Save button to save the Addition.

   43.           Now, you can go to the Asset Cost History page to view the
                 Addition you made.
   44.           Click the Expand Menu button to maximize the side menu so
                 you can go to the Review Cost page.




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    ID           Action
   45.           Click the History link.




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    ID           Action
   46.           Click the Review Cost link to go to the Asset Cost History
                 page.




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    ID           Action
   47.           Click the Collapse Menu button.

   48.           OAKS automatically fills in your business unit "AGR01".

   49.           You need to search for the asset for which you made the
                 addition. You know this asset’s Tag Number, so you can search
                 by the Tag Number.

                 Click in the Tag Number field.




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    ID           Action
   50.           Enter the desired information into the Tag Number field.

                 For this scenario, enter "EAGR002200".
   51.           Click the Search button to locate the asset in Business Unit
                 "AGR01" with Tag Number EAGR002200.




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    ID           Action
   52.           Use the Cost History List page to view the history of an asset's
                 transactions.
   53.           OAKS displays the current Total Cost of the asset on the page.

   54.           This first row of cost information shows when your agency added
                 the asset to OAKS AM.
   55.           OAKS records the Addition of $400.00 that you did as a
                 separate cost row for the asset.
   56.           Click the Chartfields tab to view ChartFields for each cost row.



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    ID           Action
   57.           The ChartField tab displays the ChartFields for each cost row.

                 Please check the ChartFields for your cost addition to make sure
                 you entered them correctly.
   58.           Click the Cost History Detail tab to view more information
                 about each cost row.




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    ID           Action
   59.           The Cost History Detail page automatically shows the first of
                 two rows of cost information. (In the blue bar at the top of the
                 Cost field area you see “1 of 2,” the first of two rows.)
   60.           This first cost row shows information about when your agency
                 added the asset to AM. You can tell this because it is the first row
                 and the Trans Type (ADD, Addition) listed for this cost row.
   61.           Click the Show next row button for the Cost field area to view
                 the second cost row for the asset.




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    ID           Action
   62.           The second cost row shows information about the Addition (ADD
                 Trans Type) you just did.
   63.           OAKS displays the cost of the addition on the page.

                 In this scenario, the addition is for $400.00.
   64.           OAKS displays the User ID of the person who did the Addition
                 on the page.

                 In this scenario, the person who created this cost row is
                 OHTRAINEE01.



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    ID           Action
   65.           Congratulations! You have successfully performed and checked
                 an Addition in OAKS.
   66.           Topic Discussion

                 - What types of assets at your agency might be upgraded with
                 additional parts, which would require you to do an Addition?

                 - How will you know when you need to do an Addition?

                 - Are you ready to try the training environment exercise?
   67.           Performing a Cost Addition: Key Points

                 - When the actual cost or quantity of an asset increases or
                 decreases, make this change using an Addition action in OAKS.

                 - Always add a new cost row when you do an Addition. (Do not
                 change any information on the original cost row for an Addition.)
   68.           - OAKS calculates the total cost and the total quantity of an
                 asset by adding together all of the cost rows. Therefore, when
                 you do an Addition you must enter only the amount of the
                 change in the Cost and Quantity fields.

                 - After you do an Addition, always go to the Asset Cost History
                 page and check that the addition is correct.
   69.           Topic Summary Discussion

                 - When will your agency perform Additions?

                 - How will doing Additions in OAKS AM help you and your
                 agency?

                 - Do you have any additional questions?
   70.           Great Job! You have completed the Performing a Cost
                 Addition topic.

                 You are now ready to move on to Lesson 1, Topic 3: Updating
                 an Asset's ChartField Values.




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L1, Topic 3: Updating an Asset's ChartFields
You change an asset’s ChartField values by doing a Transfer. When your
agency moves an asset to another department or program, or if other
ChartFields for the asset are incorrect, you should do a Transfer to change
the asset's ChartFields.

When you transfer an asset, OAKS automatically creates transactions. One
transaction takes the asset out of its old department or program, and the
other transaction puts the asset into its new department or program. When
you check the cost history of an asset which has been transferred, you see
both the transfer out and the transfer in transactions.

In this topic, you will learn how to do a Transfer and review the history of a
Transfer transaction.

Quick Steps:

Scenario
In this scenario, you are the Agency Asset Adjustment/Transfer Processor at
the Department of Agriculture. A computer was transferred to another
department within your agency. You must update the Department ChartField
for this change.




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    ID           Action
   1.            Updating an Asset's ChartFields: Process Flow

   2.            In OAKS, you update an asset's ChartFields by doing a Transfer
                 action. The Transfer action updates an asset's accounting
                 information.




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    ID           Action
   3.            Begin by going to the Asset Cost Adjust/Transfers page.

                 Click the Asset Management link.




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    ID           Action
   4.            Click the Financial Management link.

   5.            Click the Financial Transactions link.

   6.            Click the Cost Adjust/Transfer Asset link.




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    ID           Action
   7.            Click the Collapse Menu button.

   8.            OAKS automatically fills in your business unit "AGR01".

   9.            In this scenario, you know the Tag Number of the asset for which
                 you need to do a Transfer, so you can search for the asset by the
                 Tag Number.

                 Click in the Tag Number field.




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    ID           Action
   10.           Enter the desired information into the Tag Number field.

                 For this scenario, enter "EAGR011000".
   11.           Click the Search button to locate the asset.




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    ID           Action
   12.           Use the Main Transaction page to select the type of transaction
                 and to enter accounting and transaction dates.
   13.           Do not change the information in the Copy to Other Books
                 Options field area.

                 These fields ensure both the Capital and Stewardship Book are
                 updated for capital assets.




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    ID           Action
   14.           You use the Action dropdown list to select the type of
                 transaction that you want to do. You can adjust or transfer
                 assets by selecting the appropriate action.

                 The actions in the dropdown list that you can use in OAKS are:
                 - Addition
                 - Adjustment
                 - Transfer
                 - Recategorization

                 In this scenario, you need to change the ChartFields. Therefore,
                 use the Transfer action type.
   15.           Click the Action dropdown list.




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    ID           Action
   16.           Click an item in the dropdown list.

                 For this scenario, click Transfer.

   17.           Click the GO button to go to the Cost Information page and
                 enter the new ChartFields for this asset.




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    ID           Action
   18.           OAKS displays the current ChartFields for the asset on the page.

                 Use the Edit Cost Information field area to update any of the
                 ChartFields for this asset.
   19.           Do not change the original Fund and ALI of an asset unless the
                 original ones are incorrect.




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    ID           Action
   20.           You can only Transfer assets to Department and Program
                 ChartFields that are not "Budgetary Only".

                 Budgetary Only ChartFields can be used for budget purposes
                 only and are not available for recording actual transactional
                 entries.
   21.           Click in the Dept field.

   22.           Enter the code for the department which now has this asset into
                 the Dept field.

                 For this scenario, enter "AGR200000".
   23.           Click the Save button to save the transfer.


   24.           Now, you can go to the Asset Cost History page to view the
                 transfer you made.
   25.           Click the Expand Menu button so you can go to the Asset Cost
                 History page.




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    ID           Action
   26.           Click the History link.




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    ID           Action
   27.           Click the Review Cost link.




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    ID           Action
   28.           Click the Collapse Menu button.

   29.           For this scenario, OAKS automatically fills in your Business Unit
                 "ARG01".
   30.           Click in the Tag Number field.

   31.           Enter the desired information into the Tag Number field.

                 For this scenario, enter "EAGR011000".




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    ID           Action
   32.           Click the Search button.




    ID           Action
   33.           Use the Cost History List page to view the history of an asset's
                 transactions.
   34.           OAKS displays the current Total Cost of the asset on the page.

   35.           The first cost row always shows information about when your
                 agency first added the asset to OAKS.


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    ID           Action
   36.           Remember that when you transfer an asset, OAKS automatically
                 creates two transaction rows, one set to transfer the asset out of
                 its old set of Chartfields, and a second set of entries to transfer
                 the asset into its new set of Chartfields.

                 The second cost row shows the Transfer out of the old
                 ChartFields.
   37.           You know this row represents a Transfer out because there is
                 an "O" in the "In/Out" column and because there is a negative
                 number in the Quantity column.
   38.           The third cost row shows the Transfer into the new ChartFields.

   39.           You know this row represents a Transfer in because there is an
                 "I" in the "In/Out" column.
   40.           Click the Chartfields tab to view more information about the
                 ChartFields for each cost row.




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    ID           Action
   41.           The third cost row shows the Dept ChartField that you changed.
                 Check to make sure that the asset is now in the correct
                 department.
   42.           Congratulations! You have successfully done a Transfer in
                 OAKS.
   43.           Topic Discussion

                 - How will you know when you need to do a Transfer?

                 - Are you ready to try the training environment exercise?



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    ID           Action
   44.           Updating an Asset’s ChartField Values: Key Points

                 - If you need to change any of the ChartFields for an asset, do a
                 Transfer action.

                 - Do not change the original Fund and ALI of an asset unless
                 the original ones are incorrect.

                 - You can only transfer assets to Department and Program
                 ChartFields that are not “Budgetary Only”.
   45.           Topic Summary Discussion

                 - In what types of situations will your agency need to change the
                 ChartFields for an asset?

                 - Do you have any additional questions?
   46.           Great Job! You have completed the Updating an Asset's
                 ChartFields topic.

                 You are now ready to move on to Lesson 1, Topic 4: Performing
                 a Recategorization.




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L1, Topic 4: Performing a Recategorization
You change an asset’s category by doing a Recategorization. You should do a
Recategorization when you realize that an asset’s category was incorrectly
entered.

As with asset transfers (updating an asset's ChartFields), when you
recategorize an asset, OAKS automatically creates two sets of transaction
rows. One set takes the asset out of the incorrect Category, and the other
set of entries puts the asset into the correct Category. When you check the
cost history of an asset which has been recategorized, you see both the out
and the in transactions.

In this topic, you will learn how to recategorize an asset and how to review
the history of a Recategorization transaction.

Quick Steps:

Scenario
In this scenario, you are the Agency Asset Adjustment/Transfer Processor at
the Department of Agriculture. You accidentally categorized a land
improvement as a building. You must do a Recategorization in OAKS to
change the category for this asset.




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    ID           Action
   1.            Performing a Recategorization: Process Flow




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    ID           Action
   2.            A Recategorization changes an asset's Category. Asset
                 categories classify assets by type for accounting purposes.

                 The Categories in OAKS are:
                 - Buildings
                 - Machinery & Equipment
                 - Land Improvements (Depr)
                 - Land Improvements (Non-Depr)
                 - Infrastructure
                 - Land
                 - Leased Machinery & - Equipment
                 - Leased Vehicles
                 - Vehicles

                 Two common errors which you must correct with a
                 Recategorization are:
                 - Someone chose a Profile ID in the incorrect Category
                 - Someone entered an asset as a leased asset, but it is not
                 leased and vice versa. (Leased assets have their own
                 Categories.)
   3.            While you will probably very rarely do a Recategorization, it is
                 important to know the correct method for doing it.




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    ID           Action
   4.            Begin by going to the Asset Cost Adjust/Transfers page.

                 Click the Asset Management link.




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    ID           Action
   5.            Click the Financial Management link.

   6.            Click the Financial Transactions link.

   7.            Click the Cost Adjust/Transfer Asset link to go to the Asset
                 Cost Adjust/Transfers page.




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    ID           Action
   8.            Click the Collapse Menu button.

   9.            OAKS automatically fills in your business unit "AGR01".

   10.           In this scenario, you need to find external flood lights installed at
                 your location. Search for assets that have the word “light” in
                 their description.
   11.           Click the Description dropdown list.




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    ID           Action
   12.           Click an item in the dropdown list.

                 For this scenario, click "contains".

   13.           Click in the Description field.

   14.           Enter the desired information into the Description field.

                 For this scenario, enter "light".




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    ID           Action
   15.           Click the Search button to locate assets in Business Unit AGR01
                 that contain "light" in their description.




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    ID           Action
   16.           Click the desired information in the Search Results table.

                 For this scenario, click "External Flood Lights".




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    ID           Action
   17.           Use the Main Transaction page to select the type of transaction
                 and to enter accounting and transaction dates.
   18.           When doing a Recategorization, the Transaction Date is the
                 date the incorrect information was originally entered in OAKS.

                 In this scenario, the incorrect category for the External Flood
                 Lights was entered in OAKS on the current day (02/08/2008),
                 and you are performing this recategorization the same day. The
                 Transaction Date field automatically displays the current date, so
                 you do not need to change it.




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    ID           Action
   19.           You use the Action dropdown list to select the type of
                 transaction that you want to do. You can adjust or transfer
                 assets by selecting the appropriate action.

                 The actions in the dropdown list that you can use in OAKS are:
                 - Addition
                 - Adjustment
                 - Transfer
                 - Recategorization

                 In this scenario, you need to change the asset’s category.
                 Therefore, the action type is Recategorize.
   20.           Click the Action dropdown list.




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    ID           Action
   21.           Click an item in the dropdown list.

                 For this scenario, click "Recategorize".

   22.           Click the GO button to go to the Cost Information page and
                 enter the new Category for this asset.




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    ID           Action
   23.           OAKS displays the Cost Information page with the Edit Cost
                 Information field area.

                 Click the Look up Category button to find and choose the
                 correct new Category.




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    ID           Action
   24.           Click the desired information in the Search Results table.

                 For this scenario, click "Land Improvements (Depr)".




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    ID           Action
   25.           Click the Save button to save the new category.

   26.           You have successfully changed the Category.

                 Remember, the Category was incorrect because the asset had
                 an incorrect Profile ID.

                 You need to use the steps in the "Incorrect Profile ID" job aid
                 to correct the Profile ID and other incorrect information.
   27.           Now, you can go to the Asset Cost History page to view the
                 Recategorization you made.


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    ID           Action
   28.           Click the Expand Menu button to maximize the side menu so
                 you can go to the Asset Cost History page.

   29.           Click the History link.




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    ID           Action
   30.           Click the Review Cost link to go to the Asset Cost History
                 page.




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    ID           Action
   31.           Click the Collapse Menu button.

   32.           If you know the Tag Number of an asset, you can quickly display
                 an asset's information by searching by the Tag Number.

                 Click in the Tag Number field.

   33.           Enter the desired information into the Tag Number field.

                 For this scenario, enter "EAGR002300".



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    ID           Action
   34.           Click the Search button to locate the asset.




    ID           Action
   35.           Use the Cost History List page to view the history of an asset's
                 transactions.
   36.           The first cost row always shows information about when your
                 agency added the asset to OAKS.
   37.           The second and third cost rows show that your agency moved
                 the asset from one Category and placed it into another Category.

                 Notice the "O" (for out) and the negative quantity for the
                 transaction which removed the asset from its previous Category.


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    ID           Action
   38.           Click the Cost History Detail tab to view more information
                 about each cost row.




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    ID           Action
   39.           The page displays the first cost row for the asset. The first cost
                 row always shows the cost information for the asset when your
                 agency first entered the asset.
   40.           Click the Show next row button in the Cost blue bar to see the
                 second cost row for this asset.




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    ID           Action
   41.           The second cost row shows the transaction where you removed
                 the asset from the Category Buildings.
   42.           Click the Show next row button for the Cost field area to see
                 the third cost row for this asset.




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    ID           Action
   43.           The third cost row shows the transaction where you added the
                 asset to the Category Land Improvements (Deprc).
   44.           Congratulations! You have successfully recategorized an asset
                 in OAKS.
   45.           Discussion

                 - What can cause an asset to have the incorrect Category?

                 - Are you ready to try the training environment exercise?




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    ID           Action
   46.           Performing a Recategorization: Key Points

                 - A Recategorization changes an asset category. Asset categories
                 classify assets by type for reporting purposes.

                 - A common reason why an asset’s category could be incorrect is
                 if the asset has the incorrect Profile ID.
   47.           - Changing an asset's category does not automatically change
                 any other information about the asset. Refer to Incorrect Profile
                 ID job aid if other items need to be changed.
   48.           Topic Summary Discussion

                 - Can you think of any scenarios where you may choose a Profile
                 ID in the wrong Category?

                 - Do you have any additional questions?
   49.           Great Job! You have completed the Performing a
                 Recategorization topic.

                 You are now ready to move on to the summary for Lesson 1:
                 Adjusting and Transferring Assets




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Adjusting and Transferring Assets: Lesson Summary
In Lesson 1, you learned to:
• Adjust an asset's cost and quantity
• Perform a cost addition
• Update an asset’s ChartFields
• Perform a recategorization
• Review the transaction history of an asset

This lesson summary reviews our lessons learned and has a self-check for
your review.




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        ID       Action
   1.            Lessons Learned, Common and Critical Errors




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    ID           Action
   2.            Lessons Learned, Common and Critical Errors (continued)

   3.            Are you ready for the Lesson 1 Self-Check?




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    ID           Action
   4.            Lesson 1: Adjusting and Transferring Assets

                 1. If you enter an asset’s cost or quantity incorrectly when first
                 adding the asset to AM, you must do a ________ to fix the cost
                 or quantity.

                 2. You can review the history of financial transactions for an
                 asset on the _____ ______ page.

                 3. When is it acceptable to change the original Fund and ALI for
                 an asset?
   5.            4. Explain why OAKS creates one or two new cost rows for an
                 asset when you:
                 Transfer an asset to another department or program in your
                 agency
                 Recategorize an asset
   6.            Congratulations! You have completed Lesson 1, Adjusting
                 and Transferring Assets.

                 You are now ready to move on to the Course Summary.




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Adjusting and Transferring Assets: Course
Summary
In this course, you learned the specific transactions you use in OAKS to
adjust an asset’s financial information.

Now you can adjust assets in OAKS by:
• Adjusting an asset's cost or quantity to correct an error
• Performing a cost addition to change an asset's cost or quantity
• Updating an asset's ChartFields
• Performing a recategorization



Course Summary
Course Summary Exercises



    ID           Action
   1.            Course Summary Exercises

                 - Your instructor will now guide you through a series of practice
                 exercises which support the processes, procedures, and concepts
                 you have learned in this course.

                 - If you are not in an OAKS class, you may find these exercises
                 on the OAKS Training Online web site at
                 http://oakstraining.ohio.gov. Go to the Class Materials page for
                 this course. You can do these exercises in the practice
                 environment.
   2.            Let’s Brainstorm

                 1. Benefits for your agency of adjusting asset information in
                 OAKS

                 2. Key points from this course




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    ID           Action
   3.            Adjusting and Transferring Assets: Self-Check Questions

                 1. What is the difference between an Adjustment and an
                 Addition?

                 2. Someone gave an asset the wrong Profile ID. What do you
                 need to do?
   4.            3. Choose the correct Transaction Type (ADJ, ADD, TRF, or RCT)
                 for each OAKS Transaction listed below.

                 Adjustment:
                 Addition:
                 Transfer:
                 Recategorize:
   5.            Need Help? Don’t forget these resources:

                 - OAKS Training Online website:
                   - http://oakstraining.ohio.gov
                   - You can also go to OAKS Training Online from OAKS Help.

                 - Your agency Super User and others at your agency may be able
                 to help you with your question.
   6.            Need Help? Don’t forget these resources:

                 - Practice environment:
                   - Get your user ID and password from your agency or M-AIT
                 training coordinator (EUTC)
                   - Use the practice environment link on the home page of OAKS
                 Training Online
                   - Detailed job aids for using the practice environment are on
                 OAKS Training Online under FIN Job Aids. Do a search for
                 practice environment.
   7.            Need Help? Don’t forget these resources:

                 - Online Help in OAKS

                 - OAKS Help Desk: http://oaks.ohio.gov/helpdesk.stm




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    ID           Action
   8.            Class Evaluation

                 - Please complete the online class evaluation.

                 - Putting your name on the evaluation is optional.

                 - http://oakspmo.ohio.gov/oaks/training/Survey_Form_Relea
                 se_6/indexAM220.aspx

                 - Thank you for taking the time to complete this evaluation. We
                 will use this information to improve future OAKS training.
   9.            Great job! You have successfully completed the Adjusting and
                 Transferring Assets course.

                 The answers to all of the self-check questions in this course are
                 on the next pages.
   10.           Lesson 1, Adjusting and Transferring Assets: Answers to
                 Self-Check Questions

                 1. If you enter an asset’s cost or quantity incorrectly when first
                 adding the asset to AM, you must do a ________ to fix the cost
                 or quantity. Adjustment

                 2. You can review the history of financial transactions for an
                 asset on the _____ ______ page. Cost History

                 3. When is it acceptable to change the original Fund and ALI for
                 an asset? Only when the Fund or ALI were entered
                 incorrectly
   11.           4. Explain why OAKS creates one or two new cost rows for an
                 asset when you:
                 - Transfer an asset to another department or program in your
                 agency Two new rows, one row for the asset’s transfer out
                 of the old department or program and the second row for
                 the transfer of the asset into its new department or
                 program
                 - Recategorize an asset Two new rows, one row for the
                 asset’s transfer out of the old category, and the second
                 row for the transfer of the asset into its new category.)




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    ID           Action
   12.           Course Summary: Answers to Self-Check Questions

                 1. What is the difference between an Adjustment and an
                 Addition? You do an Adjustment to correct an input error.
                 You do an Addition to capture an additional cost for an
                 asset.

                 2. Someone gave an asset the wrong Profile ID. You do a
                 Recategorization for this asset and put it in the correct asset
                 category. What else do you need to do? You need to correct
                 the Profile ID. Use the Incorrect Profile ID job aid to learn
                 how to do this.
   13.           3. Choose the correct Transaction Type (ADJ, ADD, TRF, or RCT)
                 for each OAKS Transaction.

                 Adjustment: ADJ
                 Addition: ADD
                 Transfer: TRF
                 Recategorize: RCT
   14.           End of this learner guide




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