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LexisNexis UK–Training Manual

ASSET ADDITION IN AM

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ASSET PROCESSING IN AM

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Training Manuals

ASSET MANAGEMENT

Last Update : V1Author : Sunitha Rodrigues Date: 07/03/2007

Validation

Name Role Date

Ramdas NewalkarJean-Paul CamelbeekKatherine McCulloch

Change History

Date Author Version Change Reference

07/03/2007 Sunitha Rodrigues 1 Initial Version25/10/2007 Ramya Jayaraman 2 Modification12/02/2008 Ramya Jayaraman 3 Modification

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TABLE OF CONTENT

1. INTRODUCTION........................................................................................................................... 4

1.1 ASSUMPTIONS........................................................................................................................ 5

2. FUNCTONALITIES COVERED.....................................................................................................6

3. ASSET MANAGEMENT SETUP...................................................................................................7

3.1 BUSINESS UNIT DEFINITION.............................................................................................73.2 ASSET CLASS..................................................................................................................... 93.3 ASSET CATEGORY...........................................................................................................103.4 ASSET PROFILES.............................................................................................................113.5 ACCOUNTING ENTRY TEMPLATES................................................................................13

4. ASSET MANAGEMENT PROCESS – TECHNICAL OVERVIEW...............................................15

4.1 ASSET ADDITION IN AM........................................................................................................154.2 ASSET PROCESSING IN AM............................................................................................16

5. ASSET CREATION.....................................................................................................................17

5.1 ASSET CREATION -- EXPRESS ADD........................................................................................175.1.1 Step 1: Enter Asset Information......................................................................................175.1.2 Step 2: Asset Creation – Enter Cost/Asset Information..................................................185.1.3 Step 3: Asset Creation – Save the Asset........................................................................205.1.4 Adding Assets with Accumulated Depreciation..............................................................21

5.2 ASSET CREATION – BASIC ADD......................................................................................255.2.1 Step 1: Enter asset Information......................................................................................255.2.2 Step 2: Asset Creation – Enter Asset Information..........................................................265.2.3 Step 3: Asset Creation – Enter Asset Acquisition Detail.................................................285.2.4 Step 4: Asset Creation – Save the Asset........................................................................32

6. ASSET DEPRECIATION CALCULATION..................................................................................33

6.1 STEP1: ENTER RUN CONTROL ID..........................................................................................336.2 STEP 2: DEPRECIATION CALCULATION -- RUN DEPRECIATION CALCULATION.............................346.3 STEP 3: RUN DEPRECIATION CALCULATION – PROCESS SCHEDULER REQUEST.......................356.4 STEP 4: VERIFY DEPRECIATION IS CALCULATED AND AMOUNT IS CORRECT..............................36

7. ASSET ACCOUNTING ENTRIES CREATION............................................................................40

7.1 STEP I: ACCOUNTING ENTRY CREATION – RUN CONTROL.......................................................407.2 STEP 2: ACCOUNTING ENTRIES CREATION – ENTER PARAMETERS..........................................417.3 STEP 3: ACCOUNTING ENTRIES CREATION – PROCESS SCHEDULER REQUEST........................427.4 STEP 4: ACCOUNTING ENTRIES CREATION – PROCESS MONITOR............................................437.5 STEP 4: REVIEW ACCOUNTING ENTRIES.................................................................................45

8. ASSET COST ADJUSTMENTS..................................................................................................47

8.1 STEP 1: COST ADJUST/TRANSFER ASSET – ENTER ASSET INFORMATION.................................478.2 STEP 2: COST ADJUST/TRANSFER ASSET – MAIN TRANSACTION.............................................48

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8.3 STEP 3: COST ADJUST/TRANSFER ASSET – COST INFORMATION.............................................498.4 STEP 3: COST ADJUST/TRANSFER ASSET – SAVE THE CHANGES.............................................50

9. ASSET RECATEGORIZATIONS................................................................................................52

9.1 STEP 1: COST ADJUST/TRANSFER ASSET – ENTER ASSET INFORMATION.................................529.2 STEP 2: COST ADJUST/TRANSFER ASSET – MAIN TRANSACTION.............................................529.3 STEP 3: ACTION: COST ADJUST/TRANSFER ASSET – COST INFORMATION................................549.4 STEP 4: COST ADJUST/TRANSFER ASSET – SAVE THE CHANGES.............................................569.5 ASSET BOOK ADJUSTMENT (IF NECESSARY)...........................................................................57

10. PO-AP INTEGRATION.............................................................................................................61

10.1 ASSET CREATION – PURCHASING/ACCOUNTS PAYABLE INTEGRATION......................................6110.2 ASSET ADD – PO/AP INTEGRATION STEPS............................................................................61

11. ASSET TRANSFERS...............................................................................................................77

11.1 INTRA-UNIT TRANSFER..........................................................................................................7711.2 STEP 1: ENTER ASSET INFORMATION.....................................................................................7711.3 STEP 2: INTRA-UNIT TRANSFER - COST ADJUST/TRANSFER ASSET – MAIN TRANSACTION........7811.4 STEP 3: INTRA-UNIT TRANSFER - COST ADJUST/TRANSFER ASSET – COST INFORMATION........7911.5 STEP 4: INTRA-UNIT TRANSFER - COST ADJUST/TRANSFER ASSET – CHANGE LOCATION.........8011.6 STEP 5: SAVE THE INFORMATION...........................................................................................82

12. UNITIZE/CONSOLIDATION (OPTIONAL ACTIONS)..............................................................84

12.1 UNITIZE ASSETS...................................................................................................................8412.2 CONSOLIDATING ASSETS.......................................................................................................89

13. ASSET RETIREMENT..............................................................................................................95

13.1 STEP 1: ENTER ASSET INFORMATION.....................................................................................9513.2 STEP 2: ASSET RETIREMENT – RETIRE ASSETS.....................................................................96

14. ASSET REINSTATEMENT.....................................................................................................101

14.1 STEP 1: ENTER ASSET INFORMATION...................................................................................10114.2 STEP 2: ASSET REINSTATEMENT – RETIRE ASSETS -- REINSTATE..........................................10214.3 STEP 3: ASSET REINSTATEMENT – RETIRE ASSETS – SAVE THE INFORMATION.......................104

15. REPORTS............................................................................................................................... 106

15.1 RECONCILIATION AP/AM.....................................................................................................10615.2 Reports Used in Asset Management................................................................................114

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1. INTRODUCTION

PurposeThe purpose of this document is to help the users in understanding the various functionalities of the current Asset Management system of LexisNexis UK.

ScopeThis document specifies the step by step approach needed to run the custom as well as the delivered processes in AM system.

Glossary of Asset Management Terms:

Term DescriptionAccumulated Depreciation

The total depreciation for an asset since it was placed in-service

Actual day The Depreciation convention that means the depreciation start date is based on the day that the asset enters service. For example, for an asset that entered service on 26 June, calculations will be based on 5/30ths of a whole month of depreciation. Actual day processing in PeopleSoft has some serious problems associated with it.

Actual Month The Depreciation convention that means the depreciation start date is based on the month that the asset enters service. For example, an asset that entered service on 26 June, calculations will be based on a whole month of depreciation for June, rather than 5 days worth for Actual day.

Asset Anything owned by the company having a monetary value; e.g., 'fixed' assets like buildings, plant and machinery, vehicles (these are not assets if rented and not owned) and potentially including intangibles like trade marks and brand names, and 'current' assets, such as stock, debtors and cash.

Asset Book Used to store financial information about assets. Some companies will have more than one book, for example, one for accounting and one for taxation purposes. In addition, if a company operates in more than one country, they may need a separate book for each currency. It is when you associate the book with the business unit that you provide the rules and policies that make the system run as the users require it to. For example, you define whether to produce accounting entries or not by business unit / book.

Asset Category Used to group assets which require identical accounting entries. Examples of commonly used asset categories are Fixtures and Fittings, Computer Equipment, Automobiles. The combination of asset category and transaction code determines into which accounts an asset transaction is entered. The asset class field should be used to group assets for reporting purposes.

Asset Class Asset Class is used to group assets for reporting purposes. It can be used in combination with the Category Code to refine asset classification. For example, an executive desk is categorized as Furniture and Fixtures for the balance sheet. Within the broad category of furniture and fixtures, you can use an Asset Class code to identify it as a desk.

Asset Profile An asset profile is a template that contains standard depreciation criteria for an asset type and its corresponding asset books. The information set up in profiles can be used as default values when you are adding assets to the system. Profiles are recommended when you have a large number of assets of the same type—the defaults will minimize data entry and ensure accuracy.

Asset Transfer Refers to the change of account responsibility for an asset. Thus if an asset changes ownership from one department to another, even though the asset does not move, this is an asset transfer.

Calculation Type There are two calculation types in common use with PeopleSoft. Remaining

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Life and Life to Date.

Capitalise The cost of an asset is transferred from the Income & Expenditure section of the accounts (P&L) to the Balance Sheet. Then in each accounting period a depreciation charge is levied on the P&L to write off the cost. Items such as the cost of canteen meals or rail travel for people (usually consultants) working on specific capital projects are often capitalised!

Cost In economics, business, and accounting, a cost is a price paid, or otherwise associated with, a commercial event or economic transaction. An expression in money units of the effect of activating or consuming resources. This can include not only the price of the asset purchase, but also any expenditure related to installing, delivering or commissioning an asset.

Cost type Cost types represent different components of the cost of an asset, such as machinery, commissioning charges & transportation costs. Cost type, in combination with asset category and transaction code, determines into which accounts the costs are entered in the General Ledger.

Depreciation The apportionment of cost of a capital item over an agreed period, based on life expectancy or obsolescence. For example, a piece of equipment costing £10k having a nominal life of five years might be depreciated over five years at a cost of £2k per year. The asset may well last longer than that and still be providing economic benefit to the company after that time. An alternative definition states is the diminishing service, capacity, or utility of; the loss of usefulness of; or the wasting away of tangible asset during the periods of service life.

Depreciation convention

Depreciation conventions, in combination with an asset's in-service date, determine when depreciation will start. PeopleSoft supports several, but the implementation of Actual Day has significant errors. Actual Month works fine. See Actual Day / Actual Month.

In-service date The date that the asset started providing economic benefit for the company. A piece of machinery may be installed months before it is put into use, during which time the machine is tested. The in-service date is when the machine is used as a productive part of the business. Some equipment does not require commissioning and then, commonly, the in-service date is assumed to be the supplier invoice date. This is not by necessity the same as the depreciation start date – see Depreciation convention.

Net book value The historical cost of an asset less the accumulated depreciation.Residual Value The expected selling price of an asset at the end of its useful life.Straight-line depreciation

A computer expected to last three years might be written off on a 33.3% ‘straight line’ basis. This means its entire cost would be written off in equal amounts over a three year cycle.

1.1 ASSUMPTIONS

None

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2. FUNCTONALITIES COVERED

Functionalities covered in the Training Manual are as follows:

Functionalities

Asset Management Setup

Asset Management Process Technical Overview

Asset Creation

Asset Depreciation Calculation

Asset Accounting Entry Creation

Asset Cost Adjustments

Asset Recategorization

Asset Creation- PO-AP Integration

Asset Transfers

Asset Optional Actions- Unitize Asset/Consolidation

Asset Retirement

Asset Reinstatement

Reports

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3. ASSET MANAGEMENT SETUP

3.1 BUSINESS UNIT DEFINITION

Navigation: Home Asset Management Asset Definitions Center > Business Unit/Book Definition > Asset Management Definition

The default location for this Business Unit is ‘Tolley’ and the last auto generated Asset Id for the ‘UK001’ is ‘2954’.

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3.2 ASSET CLASS

Asset Class is used to group assets for reporting purposes. It can be used in combination with the Category Code to refine asset classification. For example, an executive desk is categorized as Furniture and Fixtures for the balance sheet. Within the broad category of furniture and fixtures, you can use an Asset Class code to identify it as a desk

Navigation: Home Asset Management Asset Definitions Center > Asset Controls > Asset Classes

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3.3 ASSET CATEGORY

Asset Category is used to group assets which require identical accounting entries.Used to group assets which require identical accounting entries? Examples of commonly used asset categories are Fixtures and Fittings, Computer Equipment, Automobiles. The combination of asset category and transaction code determines into which accounts an asset transaction is entered. The asset class field should be used to group assets for reporting purposes.

Navigation: Home Asset Management Asset Definitions Center > Asset Controls > Categories

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3.4 ASSET PROFILES

An asset profile is a template that contains standard depreciation criteria for an asset type and its corresponding asset books. The information set up in profiles can be used as default values when you are adding assets to the system. Profiles are recommended when you have a large number of assets of the same type—the defaults will minimize data entry and ensure accuracy.

Navigation: Home Asset Management Asset Definitions Center > Profiles > Asset Profiles

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3.5 ACCOUNTING ENTRY TEMPLATES

The Accounting Entry template is the central table used for creating accounting entries to general ledger journals. Each is defined by an accounting entry template ID. When an accounting entry template is added, Peoplesoft automatically populates it with standard accounting entry types, based on the asset category, cost type, and action specified. It also identifies each entry as either a debit or credit.

In LexisNexis UK, an accounting entry template is defined for each possible combination of asset category and transaction type.

Navigation: Home Asset Management Asset Definitions Center > Accounting Entry Templates

In the screen below, for the Asset Category FF the accounting entry templates are defined for all possible transaction types.

The accounting entry creation process creates accounting entries based on the account numbers specified in this page. If an asset is entered into the system for the combination of Asset category and transaction type for which no accounting entry template exists, the accounting entry process would fail.

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Whenever the account numbers present in the page above is changed, the next time the accounting entry creation process is run and an accounting entry is generated then it is done for the changed account number. For eg. If the Fixed Asset account number in the page above is changed from ‘073401’ to ‘073402’ then for all the new/existing assets belonging to the category ‘FF’ the Fixed Assets account ‘073402’ will be accounted by the accounting entry creation process.

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4. ASSET MANAGEMENT PROCESS – TECHNICAL OVERVIEW

4.1 ASSET ADDITION IN AM

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4.2 ASSET PROCESSING IN AM

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5. ASSET CREATION

Use Express Add to add assets using an Asset Profile for default book and depreciation information. Assets are capitalized, most of the critical information is derived from the asset profile by default, and detailed physical information can be entered at a later time.

5.1 ASSET CREATION -- EXPRESS ADD

Navigation: Home Asset Management Financial Management Owned Assets Express Add

5.1.1 Step 1: Enter Asset Information

1. “UK001” will be the default value for Business Unit. You can change the Business Unit if required.

2. “NEXT” will be the default Asset ID.

3. Click on .The Asset Entry page will be displayed.

Asset Creation – Asset ExpressAdd

Field Description Data

Business Unit The Business Unit under which this asset is defined

‘UK001’

Asset ID Select the default Next to allow the system to automatically assign the next

‘NEXT’

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available number.

5.1.2 Step 2: Asset Creation – Enter Cost/Asset Information

1. Enter the Asset Profile ID, Description, Chart fields, Location, Quantity and Cost of the Book.

2. Make sure Transaction date and Accounting date are correct. Change it if required.

Asset Creation –Express Add– Cost/Asset Information


Profile ID Enter a Profile ID. Asset profiles are set up in the Asset Profile component.

Select from a list of values

Description Asset Description Asset Description

Location Identify the Asset Location Location

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Cost Cost of the Asset Enter Cost of the

Asset

Transaction Date the Transaction Date represents the date you actually acquired the asset

Transaction Date

Accounting Date the Accounting Date represents the date you want this transaction posted to your general ledger

Accounting Date

3. Once you click all of the asset books and their respective depreciation rules are assigned to the asset.

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5.1.3 Step 3: Asset Creation – Save the Asset

1. Click on .New Asset ID will be generated for the Asset.

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2. Run the Depreciation Calculation process to create the detail within the Depreciation tables for this asset.

3. Run the Accounting Entry Creation process to create the accounting entries as a result of adding this asset.

5.1.4 Adding Assets with Accumulated Depreciation

It should be appreciated that we may face situations where we have to enter old assets in our system. Acquisition of a company is a good example for this. When we acquire a company we may have to enter their existing assets into our system. These assets would have an accumulated depreciation. Thus the assets should be added with an accumulated depreciation and such assets should start depreciating according to the LexisNexis depreciation policy.

Navigation: Home Asset Management Financial Management Owned Assets Express Add

There are four key date fields. The relevance of these date fields is explained below-

Transaction Date: The system calculates the depreciation of the asset from this date. If this is the current date, system would calculate depreciation from the current period. But if that is not the case then the Transaction date should be the date from which the user would want the system to calculate the depreciation. For eg. If the asset is entered in March 2008 and the accumulated depreciation includes the depreciation until February 2008, then the transaction date should be March 2008 so that the system adds the accumulated depreciation and calculates depreciation from March 2008. But if the accumulated depreciation does not include the January and February depreciation and is only until December 2007, then the transaction date should be January 2008. Thus the system would record the accumulated depreciation (which is until December 2007) calculate depreciation for January and February 2008 as Prior Period depreciation and depreciation from the current period - March in the normal fashion.

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Accounting Date: This should be the current date which is open in the Asset Management.

Acquisition Date: Original asset acquisition date

In Service Date: Original asset acquisition date

Asset Acquisition Date

Asset entered in the system on

Accumulated depreciation until

Transaction Date

Accounting Date

A 28th Feb 2008 1st March 2008 Feb 2008 1st March 2008 1st March 2008B 30 Dec 2007 1st March 2008 Dec 2007 1st Jan 2008 1st March 2008

In the table above, the accumulated depreciation of the Asset ‘A’ is until the previous period (February) and hence the system need not calculate any Prior Period Depreciation. Hence the Transaction date can be the current date. Whereas for the Asset B, the accumulated depreciation is only until December 2007. Hence the system should calculate the depreciation for the period January and February 2008. In order to do this the transaction date is entered as 1st Jan 2008.

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Asset Creation –Express Add– Cost/Asset Information & Depreciation Information





Location Identify the Asset Location Location

Cost Enter the original cost of the Asset Enter Cost of the Asset

Accum Depr Enter the accumulated depreciation Accumulated Depreciation

Transaction Date The Transaction Date represents the date you actually acquired the asset

Transaction Date

Accounting Date The Accounting Date represents the date you want this transaction posted to your general ledger

Accounting Date

Acquisition Date Enter the original acquisition date of the asset

Acquisition Date

In Service Date Enter the original acquisition date of the asset

Acquisition Date

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Note: Whenever the asset is saved with the accumulated depreciation, after the depreciation calculation process is run, the accumulated depreciation entered in the ‘Express Add’ page appears in the ‘Review Depreciation Information’ with an ‘ADD’ transaction type. And the system calculated depreciation (if any) would appear with a ‘PDP – Prior Period Depreciation’ transaction type.

5.2 ASSET CREATION – BASIC ADD

Use Basic Add when much of the physical information is readily available at the start, and then capitalize the asset immediately or later using the appropriate asset profile.

The Asset Basic Information (Basic Add) page enables you to enter and adjust assets, with the maximum amount of both financial and physical detail.

In LexisNexis UK, only the Express Add functionality is used.

Navigation: Home Asset Management Financial Management Owned Assets Basic Add

Steps:

Select the tab “Add a New Value”

5.2.1 Step 1: Enter asset Information

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1. Enter the Asset Management Business Unit .The default value for the Business Unit is

‘UK001’ which can be changed if needed.

2. “ NEXT “ is the default Asset ID

3. Click on . The Asset entry page will be displayed.

Asset Creation – Basic Add – Asset Basic Information



UK001

Asset ID Select the default Next to allow the system to automatically assign the next available number.

NEXT

5.2.2 Step 2: Asset Creation – Enter Asset Information

1. Field Asset Status is populated with the default value ‘In Service ‘, Field Acquisition Date is populated with the Default Date and Field Acquisition Code is populated with the default Value ‘Purchased’ which you can change if required.

2. Enter the Profile ID and Description.

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Asset Creation: Basic Add – Asset Information



UK001

Asset ID Select the default Next to allow the system to automatically

NEXT

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assign the next available number.


Select from the list of values

Description Asset Description Description of Asset

Asset Status Select the appropriate Asset Status

‘In Service’

Acquisition Date Enter the date when the asset was acquired. This field will be populated with a default value which can be changed if required

Select the appropriate Date from the calendar

Acquisition Code The Acquisition Code indicates how you acquired the asset

‘Purchased’ or Select from the list of values

Asset Class The Asset Class enables you to identify assets for reporting purposes


Transaction Date the Transaction Date represents the date you actually acquired the asset

Transaction Date

Accounting Date the Accounting Date represents the date you want this transaction posted to your general ledger

Accounting Date

5.2.3 Step 3: Asset Creation – Enter Asset Acquisition Detail

1. Click on the “ Asset Acquisition Detail “ tab 2. Enter the Quantity, Amount, Taxes and Freight (if applicable).

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Click on the “Acquisition Detail Chartfields” hyperlink if you want to enter the individual chartfields.

Click on the “Interfaces Info” hyperlink to manually enter additional acquisition information such as Purchase Order, Voucher, and Vendor information.

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3. Click on the pushbutton at the bottom of the page to default the profile information

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5.2.4 Step 4: Asset Creation – Save the Asset

1. Click on .New Asset ID will be created for the Asset.

2. Run the Depreciation Calculation process to create the detail within the Depreciation tables for this asset.

3. Run the Accounting Entry Creation process to create the accounting entries as a result of adding this asset.

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6. ASSET DEPRECIATION CALCULATION

PeopleSoft Asset Management allows you to allocate depreciation expenses or asset costs across multiple departments or ChartField combinations. The allocation may be divided equally among all departments or selected ChartField combinations, or it may be calculated on a factor appropriate to your business, such as a pro rata basis.

Navigation: Home Asset Management Depreciation Processing Calculate

6.1 Step1: Enter Run Control ID

Steps: 1. Populate the Run Control ID field. (You can select existing run control ID or add a new value)

2. Click on .The Run Depreciation Calculation page is displayed.

Depreciation Calculation Run Control Search


Run Control ID This is the process identification that is provided for any process to run.

Enter Any Value

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6.2 Step 2: Depreciation Calculation -- Run Depreciation Calculation

1. Populate the Request ID Field. 2. Populate the Business Unit Field. 3. Populate the Book Name Field or leave this field blank to calculate depreciation in all books.4. Give the Asset ID range.

5. Click on the button. 6. The Process Scheduler Request page will be displayed.

This process is normally run for the entire Business Unit ‘UK001’.

Depreciation Calculation – Run Depreciation Calculation


Request ID The identifier for the requestor User can give any value for this field

Unit The Business Unit for which the Depreciation Calculation should be run

UK001

Book Name The Book name to which the CORP

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asset is being depreciated – leave this field blank to calculate depreciation in all books.

From/To Asset ID Asset ID’s for which accounting entries will be created.

Asset ID

6.3 Step 3: Run Depreciation Calculation – Process Scheduler Request

1. Select PSNT/PSUNX to populate Server Name Field. 2. Click on Calculate Depreciation

3. Click on

Process Scheduler Request


Request ID Make sure to populate this field with PSNT

Any Value

Calculate Depreciation (SQR Process)

Select this box Select Checkbox

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6.4 Step 4: Verify Depreciation is calculated and Amount is correct

Navigation: Home > Asset Management > Depreciation > Review Depreciation Info > Asset Depreciation

Steps:

1. Enter the Business Unit of the Asset. Default value for BU will be UK001 which can be changed if required.

2. Enter the Asset ID for which the verification is to done.

3. Click on

Depreciation Verification-Asset Depreciation



‘UK001’

Asset Identification Enter the Asset ID for which you have to check the Depreciation Amount

Asset ID

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4. Click on the Tab

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5. Click on the Tab

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7. ASSET ACCOUNTING ENTRIES CREATION

Each financial transaction entered into PeopleSoft Asset Management can be used to generate balanced accounting entries. These entries in turn can be summarized and written to a journal, which can then be rolled up and posted to your general ledger system.

Navigation: Home Asset Management Accounting Entries Create Accounting Entries Use this page to enter a Run Control ID that will be used to execute the process.

7.1 Step I: Accounting Entry Creation – Run Control

Steps:

1. Populate the Run Control ID field

2. Click on .The ‘Create Accounting Entries‘page is displayed.

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Accounting Entry Creation Run Control


Run Control ID This is the process identification that is provided for any process run.

Any Value

7.2 Step 2: Accounting Entries Creation – Enter Parameters

1. Populate the Request ID Field. 2. Populate the Business Unit Field. 3. Populate the Book Name Field with the corporate book.4. Select the Asset ID range for which accounting entries will be created.5. Select “Always “for Process Frequency.

6. Click on the button. 7. The Process Scheduler Request page will be displayed.

This process is normally run for the entire Business Unit ‘UK001’.

Accounting Entries Creation-Create Accounting Entries

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Request ID The identifier for the requestor Any valueProcess Frequency Always Always

Business Unit The Business Unit for which the Accounting Entries should be created

UK001

Book Name The Corporate Book or book that sends entries to the General Ledger

CORP

From/To Asset ID Asset ID’s for which accounting entries will be created.

Select Range of Asset ID’s

7.3 Step 3: Accounting Entries Creation – Process Scheduler Request

1. Select PSNT/PSUNX to populate Server Name Field. 2. Click on Accounting Entry Creation or Accounting Entries Creation (In LexisNexis UK, the

AMAEJOB is run which includes the process AMAEDIST. This is to handle the inter/intra unit transfers)

3. Click on

Process Scheduler Request


Server Name Make sure to populate this field with PSNT PSNT or PSUNX

Accounting Entry Creation (SQR Process)

Select this box if there are no InterUnit Transfers for the entries to be calculated

Accounting Entries Creation (PSJob)

Select this box if there are InterUnit Transfers included

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7.4 Step 4: Accounting Entries Creation – Process Monitor

1. Click on the link Process Monitor

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7.5 Step 4: Review Accounting Entries

Navigation: Home Asset Management Accounting Entries Review Financial Entries

Steps:

1. Enter the Business Unit2. Enter the Asset Identification of the Asset whose Accounting Entries you want to review

3. Click on

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8. ASSET COST ADJUSTMENTS

Periodically, it is necessary to make changes to asset records in order to correct errors or add newly received information. Modifications can be made to any information that has been entered about assets, including cost, quantity, cost centre, depreciation rules, location, physical attributes and so on.

You can adjust the total cost of an asset by either a percentage of its original cost or by a specific cost amount.

Navigation: Home Asset Management Financial Management Financial Transactions Cost Adjust / Transfer Asset

8.1 Step 1: Cost Adjust/Transfer Asset – Enter Asset Information

Steps:

1. Populate the Business Unit of the Asset. 2. Populate the Asset Identification of the Asset to be adjusted.

3. Click on . The Cost Adjust/Transfer Asset page is displayed.

Asset Cost Adjustments-Asset Adjust/Transfers


Business Unit The Business Unit under UK001

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which this asset is defined

Asset Identification Enter the Asset ID of the Asset

Asset ID

8.2 Step 2: Cost Adjust/Transfer Asset – Main Transaction

1. Override the Transaction and Accounting dates if necessary.2. Select the Adjustment Action from the drop down box. 3. Click on “Copy Changes to Other Books “.(Not Applicable)

4. Click on

Asset Cost Adjustments-Main Transaction


Transaction Date Defaults to today’s date. Override today’s date with the actual date that the cost adjustment took place.

Transaction Date

Accounting Date Defaults to today’s date. Override today’s date with the date that the accounting entries that result from the cost

Appropriate Accounting Date from the calendar

Transaction Code Identifies the Transaction kind used, which ties back to the Accounting Entry Template and defines the accounting treatment for the

Leave this field blank

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transaction.

Action Identifies the type of this transaction. Click on the down arrow to display a list of transaction types available with this transaction.

Adjustment

8.3 Step 3: Cost Adjust/Transfer Asset – Cost Information

1. Enter the percentage amount or dollar amount that the cost should increase or decrease

Asset Cost Adjustments-Cost Information


Adjust all rows by: Percent Will increase or decrease Cost on each row by the percentage entered in this field.

Adjust all rows by: Quantity

Will increase or decrease Quantity on each row by the Quantity entered in this field.

Adjust all rows by: Cost Will increase or decrease Cost on each row by the amount entered in this field.

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Note: You have the option of changing the quantity or cost of each row by typing over the quantities and amounts that currently exist.

2. click on

8.4 Step 3: Cost Adjust/Transfer Asset – Save the changes

1. Click on . The Cost on each row of the asset will increase or decrease by the percentage or adjustment amount entered.

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2. Run the Depreciation Calculation process to update the Depreciation table with the cost adjustment data.

3. Run the Accounting Entry Creation process to generate accounting entries on the Distribution Line table that reflects the cost adjustment activity.

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9. ASSET RECATEGORIZATIONS

Navigation: Home Asset Management Financial Management Financial Transactions Cost Adjust / Transfer Asset

9.1 STEP 1: COST ADJUST/TRANSFER ASSET – ENTER ASSET INFORMATION

Steps:

1. Populate the Business Unit of the Asset. 2. Populate the Asset Identification of the Asset to be recategorized.

3. Click on . Asset Cost Adjust/Transfers Page is displayed.

9.2 STEP 2: COST ADJUST/TRANSFER ASSET – MAIN TRANSACTION

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1. Override the Transaction and Accounting dates if necessary.2. The Transaction Code field should be populated.3. Select the Recategorization Action from the drop down box. 4. Click on “Copy Changes to Other Books “.

5. Click on

Asset Recategorization – Main Transaction


Transaction Date Defaults to today’s date. Override today’s date with the actual date that the category change took place.

Select the appropriate Date from the Calendar

Accounting Date Defaults to today’s date. Override today’s date with the date that the accounting entries that result from the category change should be reflected in the General Ledger.

Select the appropriate Date from the Calendar

Transaction Code Identifies the Transaction kind used, which ties back to the Accounting Entry Template and defines the accounting treatment for the transaction.

Leave this field blank


Recategorize

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9.3 STEP 3: ACTION: COST ADJUST/TRANSFER ASSET – COST INFORMATION

1. Type in the new Category directly over the existing Category for each Asset row displayed. (Here it’s changed from COMP1 to AUTO)

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Asset Recategorization -- Cost Information


Category The current category is reflected on each asset row.


Quantity The current quantity

Cost The current Cost of the asset

Unit The BU in which the assets resides

Salvage Salvage Value is prorated based on a ChartField’s cost if Flat Amount has been selected and as a percentage of cost if Percentage has been selected.

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9.4 STEP 4: COST ADJUST/TRANSFER ASSET – SAVE THE CHANGES

1. Click on .

2. If the depreciation criteria for the new Category are different from the old Category, you must process a Book Adjustment. If the depreciation criteria remain the same, continue with the Depreciation Calculation and Accounting Entry Creation to complete the change.

3. Run the Depreciation Calculation process to update the Depreciation table with the cost adjustment data.


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9.5 ASSET BOOK ADJUSTMENT (IF NECESSARY)

Navigation: Home Asset Management Asset Book Information Define Tax/Depr Criteria

Steps:

1. Populate the Business Unit of the Asset. 2. Populate the Asset Identification of the Asset that has been recategorized.

3. Click on . The Book Information page is displayed.

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4. Change any field on the page by typing over the existing value.

5. Click on

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Book – Depreciation - Define Tax/Depr Criteria


Transaction Date Defaults to today’s date. Override today’s date with the actual date that the recategorization took place.

Select Transaction date

Accounting Date Defaults to today’s date. Override today’s date with the date that the accounting entries that result from the recategorization should be reflected in the General Ledger.

Select Accounting Date

Status Identifies whether the asset is Depreciable or Non-Depreciable

Depreciable

In-Service Date Identifies the date that the asset is placed in use.

Select Appopriate date

Method Identifies the depreciation method that will be used to calculate depreciation


Useful Life Identifies the life of the asset in months

Calculation Type Identifies whether the depreciation calculation should be based upon the remaining life and net book value of the asset or the asset cost and the asset life.


Convention Enter the Convention information. This field will contain a default value

Actual Month

4. Run the Depreciation Calculation process to update the Depreciation table with the book adjustment data.


When the depreciation attributes (useful life, method etc) are changed in this page, the depreciation needs to be recalculated. There are two kinds of calculation types – Remaining Value and Life to date.

The Remaining value method is used to deduct any accumulated depreciation from the cost and depreciate the remaining value over the remaining life of the asset. The depreciation for the remaining life is done according to the depreciation principles defined in the PeopleSoft. Most of the assets will be depreciation by this method.Whereas the Life-to-date method would calculate the difference between the depreciation charged till date ie., the accumulated depreciation and the depreciation allowed according to the new change. The difference amount (could be a debit or credit) is charged as a Prior Period Depreciation (PDP).

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For eg., The useful life of an asset that has been in use for past one year is increased by two years (from 3 years to 5 years)

Cost of the asset : £6000Useful Life : 3 yearsAccumulated Depreciation: £2000 (for one year)

If the calculation type is ‘Remaining Value’, the system would calculate the depreciation for the remaining life based on the changed useful life value. It would distribute the remaining Net Book Value across the remaining changed useful life of the asset ( 5 – 1 year ie., 4 years). There will not be any Prior Period Depreciation.

Net Book Value : £4000Depreciation per year according to the changed values : 4000/4 = £1000

If the calculation type is ‘Life to Date’ the system would calculate the depreciation till date according to the changed useful life, 5 years. This is compared against the actual depreciation charged so far and the difference is recorded as the Prior Period Depreciation (PDP).

Depreciation charged till date : £2000Depreciation per year according to the changed values: 6000/5 = 1200Excess depreciation charged (Difference) : £800

The excess depreciation will be recorded as Prior Period depreciation and henceforth the yearly depreciation allocation would be £1200

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10. PO-AP INTEGRATION

10.1 ASSET CREATION – PURCHASING/ACCOUNTS PAYABLE INTEGRATION

When an asset is purchased via the Purchase order process, the key asset information (AP/AM clearing account, Asset Business Unit, Asset profile id and capitalize option) are entered in the Purchase Order .

The above asset information present in the Purchase Order will flow through to the voucher, receiver and eventually the asset definition.

When the invoice is received, the voucher is created from data on the Purchase Order.

After the voucher is posted and matched, the Load Assets Process is run to update the Pre-AM Interface tables with Financial Information for the asset.

The AP/PO Interface Process is run to populate the Financial and Physical Interface Tables with the asset information (INTFC_FIN, INTFC_PHY_A, INTFC_PHY_B) which is followed by the Transaction Loader process which populates all of the main asset tables (ASSET, ASSET_ACQ, COST, ASSET_LOC, BOOK, etc.)

Depreciation rules that have defaulted from the asset profile can be modified as necessary after the asset has been created in the Asset Management system.

As with all asset financial transactions (additions, maintenance), the Depreciation Calculation and the Accounting Entry Creation processes must be run to complete the activity.

10.2 ASSET ADD – PO/AP INTEGRATION STEPS

Following steps can be carried out for PO-AP Integration

Step 1: Create Purchase Order from Requisition

It is the Buyers responsibility to check that Purchase Orders are correctly coded when purchasing items classified as assets.

All individual items of over £1000 and of a capital nature must be capitalized. Computer hardware/software if under this value may at the discretion of management, be capitalized. Capital items include computer hardware, software, plant equipment furniture and fittings and motor vehicles.

Items classified as assets should be coded to the General Ledger account 011204 and a valid department id should be included.

On the Purchase Order, the AM Unit and Profile ID must be filled in. Alternatively, if the AM Unit and Profile id are filled in, the Purchase Order line must be coded to 011204 and a valid department id.

Recently, a customisation is implemented that would validate the account and the asset details entered in the Purchase Order. If the account is 011204 and there are no asset details and vice versa the system would prompt the user to enter the appropriate information. (PSREQ 12276)

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Proc

To assign asset information to a Purchase Order you need to select the schedule button on the Purchase Order.

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From this menu you will need to select the Distribution/Chartfields button.

The following screen is displayed.

Within this screen you can see the Account code to which the goods are being charged

Within this screen you have to select the asset Information tab.

The asset information tab will be displayed.

Within this screen you have to populate the AM Unit the Profile ID and ensure the Capitalize check box is ticked.

The various Profile ID for assets is displayed by selecting the magnify glass in the profile ID field.

On completion the screen should look like the example below.

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Save and Dispatch the PO Step 2: Receive PO

When the item is received from the vendor, a Receipt is created as part of the receiving process.

Navigation: Home>>Purchasing>Receipts->Add/Update Receipt

Step 3: Create Voucher by Copying an PO

When the Invoice is received from the vendor, enter a voucher using the information

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

1. Enter the AP Business Unit, accept NEXT as the Voucher ID, Invoice Number and Date, Total Amount of the invoice and click on Add:

2. Enter PO Business Unit and PO ID and click on “Copy PO”

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Click on the Assets tab and ensure asset information like Asset Business Unit and Profile ID have been copied.

3. Mark Voucher for Posting.

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Save the voucher. Voucher ID ‘00085994’ has been generated.

Step 4: Post Voucher

Prior to this, the matching process is run and the voucher would go to a ‘Matched’ status when it is successfully matched.

Navigation: Accounts Payable Batch Processes Vouchers Vouchers Posting

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Click on ‘RUN’

Click on ‘OK’ button. Now, go to Process Monitor, click on refresh till process status changes to Success.

Step 5: Load the asset information from the voucher lines to the Pre-AM Interface Table.

Navigation: Accounts Payable > Batch Processes > Extracts and Loads > Load Assets Request

1. Click on the Add a New Value tab, enter a new Run Control ID and click on Add.

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This is normally run for the entire Business unit ‘UK001’.

2. Complete the Load Assets Request page as above and click on Run. Make sure that the server name is set to PSNT or PSUNX prior to submitting the process.

3. Click on ‘OK’ button. Go to Process Monitor, click on refresh button till process status changes to Success.

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Step 6: Run the query Lnukam_Preintfc_Accountingdt. This query is to ensure that the accounting date of all the lines in the interface table correspond to the current open period. If any of the interface line does not belong to the open period then those line details are returned by the query. Then the user navigates to the Load Preview – Pre-AM page and would change the accounting date.

Query: Lnukam_Preintfc_Accountingdt

In the page above, the query result has shown two lines that has the accounting date out of the current open period. These values should be changed.

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View the asset information loaded into the Pre-AM Interface Table:

Navigation: Asset Management > Send/Receive Information > Preview AP/PO Information

Enter the AP Business Unit and the Voucher ID and click on Search:

The AP information will be displayed:

The accounting date could be modified to be in synch with the current open period in the page above.

Step 7: Run the AP/PO Interface to create the Interface Financial and Physical transactions in Asset Management.

Navigation: Asset Management >Send/Receive Information -> Retrieve Information from AP/PO

Add a new Run Control ID or access an existing one:

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Enter the Asset Management Business Unit/Voucher ID and click on Run. Make sure

that the server name is set to PSNT or PSUNX prior to submitting the process.

Click on ‘OK’ button. Go to Process Monitor, click on refresh button till process status changes to Success.

Step 8: Optional Step - View the asset financial and physical interface transactions created.

Navigation: Asset Management > Send/Receive Information > Preview AP/PO Information

Enter the AM Business Unit and Voucher ID

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You will see that Load Status is changed from ‘Pending’ to ‘Loaded’ and Interface ID 10000056 is generated.

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Step 9: Run the query Lnukam_Asset_Unitize to identify the lines that needs to be split. When the voucher line has got a quantity more than 1, i.e, 5 then the AM process would create just one asset with the quantity 5. But if we need 5 assets (one for each quantity) in the place of 1 asset then the load lines should be unitized. In order to identify the lines that need to be split, the query below is run.

To learn more about the asset unitization, click here.

Step 9: Run the Transaction Loader process to update the main asset tables.

Navigation:

Asset Management >Send/Receive Information > Load Transactions >Load Transactions into AM

Select a Run Control ID and enter the range of Interface ID’s to process. Click on ‘Search’ buttonInterface Information grid will be populated with data.

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Click on Run to advance to the job execution page. Make sure that the server name is set to PSUNX prior to submitting the process.

Run the Transaction Loader process to update the main asset tables.

Click on ‘OK’ button. Go to Process Monitor, click on refresh button till process status changes to Success.

Step 10: Review Asset is created.

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Navigation:

Asset Management > Send/Receive Information > Approve Financial Information > Review

Enter interface ID.

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Asset ID 000000000955 has been generated.

Step 11 Run the Depreciation Calculation process to create the detail within the Depreciation

tables for this asset.

Step 12 Run the Accounting Entry Creation process to create the accounting entries as a result of adding this asset.

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11. ASSET TRANSFERS

Periodically, you’ll need to transfer assets from one department, product, or project to another. In addition to physically relocating the assets, you may need to change some of the ChartField elements in order to correctly allocate asset cost and depreciation expense. You can perform full, partial, or retroactive transfers.

11.1 INTRA-UNIT TRANSFER

Navigation:

Home Asset Management Financial Management Financial Transactions Cost Adjust/Transfer Asset

The Asset Cost Adjust/Transfers page is displayed.

11.2 STEP 1: ENTER ASSET INFORMATION

Steps:

1. Populate the Business Unit of the Asset to be transferred from. 2. Populate the Asset Identification of the Asset to be transferred.

3. Click on .

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Asset Transfers – Enter Basic Information


Business Unit Identifies the business unit of the financial transaction to be processed.

UK001

Asset ID Identifies the asset ID of the financial transaction to be processed.

11.3 STEP 2: INTRA-UNIT TRANSFER - COST ADJUST/TRANSFER ASSET – MAIN TRANSACTION

1. Override the Transaction and Accounting dates if necessary.2. Leave the Transaction Code field Blank.3. Select the Transfer Action from the drop down box.

4. Click on .

Asset Transfer - Main Transaction

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Transaction Date Defaults to today’s date. Override today’s date with the actual date that the transfer took place.

UK001

Accounting Date Defaults to today’s date. Override today’s date with the date that the accounting entries that result from the transfer should be reflected in the General Ledger.

Accounting Date

Transaction Code Identifies the Transaction kind used, which ties back to the Accounting Entry Template and defines the accounting treatment for the transaction.

blank


Transfer

Rate Type Defaults to AVG. Select From the list of values

11.4 STEP 3: INTRA-UNIT TRANSFER - COST ADJUST/TRANSFER ASSET – COST INFORMATION

1. Leave the Quantity and Cost fields as it is.2. Change only the chartfield values that are changing as a result of the transfer

If the Physical location of the asset is changing, click on the Change Location hyperlink.

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Asset Transfer – Cost Information

Cost Field Description Data

Quantity and Cost Leave these fields as is

Department Enter the Department to which this asset is being transferred. If the Department is not going to change, leave this field as is.

Product Enter the Product to which this asset is being transferred. If the Product is not going to change, leave this field as is.

Function Enter the Function to which this asset is being transferred. If the Function is not going to change, leave this field as is.

Project Enter the Project to which this asset is being transferred. If the Project is not going to change, leave this field as is.

Change Location Click this link to change the asset’s location.

11.5 STEP 4: INTRA-UNIT TRANSFER - COST ADJUST/TRANSFER ASSET – CHANGE LOCATION

1. If the Physical location of the asset is changing, click on the Change Location hyperlink.2. Type in the new Asset Location

3. Click to return to the Asset Cost Information page

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Asset Transfer – Asset Location Transfer


Location Change the location for an asset. Select from the list of values

4. Click on

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11.6 STEP 5: SAVE THE INFORMATION

1. Click on to save the transaction.

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2. Run the Depreciation Calculation process to update the Depreciation table with the transfer data.

3. Run the Accounting Entry Creation process to generate accounting entries on the Distribution Line table that reflects the transfer activity.

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12. UNITIZE/CONSOLIDATION (OPTIONAL ACTIONS)

12.1 UNITIZE ASSETS

Use Asset Unitization if you want to split a load line into many assets. Access the Unitize Assets - FROM Asset page. Verify that this is the line that you want to unitize, and then click EZ Unitize to access the Proportional Unitization Defaults page, where you can proportionally unitize.

Navigation:

Home Asset ManagementSend/Receive Information Load Transactions Unitize Assets

Step 1: Enter Voucher Information

Steps:

1. Enter the AM Business Unit 2. Enter the Voucher ID to be unitized.

Assets Optional Actions-Unitize Assets-Load Unitize Assets



‘UK001’

Voucher ID Enter the Voucher ID which you want to unitize

Voucher ID

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Step 2: Asset Unitization – FROM Asset – Click on EZ Unitize

1. Click on the pushbutton to break out the quantity and amounts evenly into individual assets.

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Step 3: Asset Unitization – Enter Proportional Unitization Defaults

1. Enter the Quantity you want, Profile ID and Description

2. Click on .

Assets Optional Actions-Unitize Assets-Proportional Utilization Defaults


Quantity Enter the Quantity QuantityProfile ID Enter a Profile ID. Asset profiles are

set up in the Asset Profile component.Select from the list of values


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Step4: Save the Information

1. Click on

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In the example, 4 individual assets each with a cost of $200 will be created by using the EZ Unitize function. The option exists to create each asset with a different cost by using the Transfer To panel:

12.2 CONSOLIDATING ASSETS

Use Asset Consolidation If you want to consolidate many load lines into a single asset.To complete the consolidation process, load the resulting load transaction by using the Transaction Loader.

Navigation: Home Send/Receive Information Load Transactions Consolidate Assets

Step 1: Click on the Tab “Add a New Value”

Click on the tab “ Add a New Value”

Step 2: Enter the Interface ID

1. Enter the Interface ID

2. Click on

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Asset Consolidation – Enter Basic Information


Interface ID Enter the Interface ID.Default Value will be zero which you can change if needed

Interface ID

Step 3: Enter Required Information

Enter the Field Name and Value

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Asset Consolidation – Enter Parameters for Search


Field Name Enter the identifying field such as Vendor ID to search for the lines to consolidate


Value Select a Value for the Field Name Chosen Select from the list of values

Click on

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Step 4: Enter Profile ID

1. Click on the Tab

2. Enter Profile ID. Fields Asset ID, Description, Short Desc., Cost, Quantity and Merchandise Amt will automatically get populated

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Asset Consolidation – ‘To Asset ‘Information





‘UK001’

Asset ID Select the default Next to allow the system to automatically assign the next available number.

‘NEXT’

Step 5: Save the Information

1. Click on

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13. ASSET RETIREMENT

Assets are retired when they are either disposed of or no longer in use. When you retire an asset, PeopleSoft Asset Management creates all the necessary journal entries. In addition, journal entries corresponding to each of these events are created. Gains and losses are booked to separate accounts, allowing for flexibility in updating general ledger journals and balances.

Navigation: Home Asset Management Financial Management Financial Transactions Asset Disposal -> Retire/Reinstate Asset


Steps:

1. Enter the Business Unit in the Field provided. 2. Enter the Asset ID in the field provided.

3. Click on The Asset Retirements page will be displayed.

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Asset Retirement – Enter Basic Information



UK001

Asset Identification Asset ID of the Asset which is to be Retired

Asset ID

13.2 STEP 2: ASSET RETIREMENT – RETIRE ASSETS

1. Populate the Retire As Field

2. Click on

In the LexisNexis UK, we use ‘Scrapped Assets’ and ‘Retirement by Sale’ options.

Scrapped Assets:This is used when the assets are entered incorrectly and user is attempting to remove the incorrect asset from the system and add it again.

Retirement By Sale:This is used when the asset is sold and the proceeds are realised.

Set Retire As to “Retirement by Sale”; Click GO.

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Set Proceeds to amount of cash to be received; Ship from Loc should be the current location of asset; uncheck Cust ID available ; Ship to Country to where asset is going.

Click VAT link (underlined and in blue).

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Click yellow tab Expand all Sections;Refer VAT Controls

Calculation type should be set to inclusive;

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Refer VAT Details

Applicability should be set to Exempt. Click Adjust Affected VAT Defaults & Save.

Save the changes.

1. Click on Tag will change from ‘ In Service ‘ to ‘ Disposed ‘.

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2. Run the Depreciation Calculation process to update the Depreciation table with the asset retirement.

3. Run the Accounting Entry Creation process to create accounting entries within the Distribution Line table as a result of the retirement.

4. After Depreciation Calculation process is run, the Gain/Loss on the Asset Disposal is reflected

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14. ASSET REINSTATEMENT

Retired assets can be reinstated at any time. Once reinstated, depreciation will start again for assets that are not fully depreciated. We have never used Asset Reinstatement in LexisNexis UK.

Navigation: Home Asset Management Financial Management Financial Transactions Retire/Reinstate Asset


Steps:

1. Enter the Business Unit in the Field provided. Default Value is UK001 which you can change if required.

2. Enter the Asset ID in the field provided.

3. Click on 4. The Asset Retirements page will be displayed.

Asset Reinstatement-Enter Basic Information

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UK001

Asset Identification Asset ID of the Asset which is to be Reinstated

Asset ID

14.2 STEP 2: ASSET REINSTATEMENT – RETIRE ASSETS -- REINSTATE

1. Click on the button

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Step 3: Asset Reinstatement – Retire assets – Enter Required Information

1. Populate the Accounting Date. Default Date will be given which you can change.

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Asset Reinstatement-Retire Assets


Accounting Date The accounting date determines when the retirement transaction is posted to your general ledger. it contains a default value that can be changed

Appropriate Date from the calendar

14.3 STEP 3: ASSET REINSTATEMENT – RETIRE ASSETS – SAVE THE INFORMATION

1. Click on Tag will Change from ‘Disposed ‘ to ‘ In Service ‘.

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2. Run the Depreciation Calculation process to update the Depreciation table with the asset reinstatement.

3. Run the Accounting Entry Creation process to create accounting entries within the Distribution Line table as a result of the reinstatement.

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15. REPORTS

PeopleSoft Asset Management reports are generated as the result of an asset management process or to respond to an ad hoc request for asset information. Processes and reports can be generated as part of scheduled batch activities or as one-time requests, all handled through the PeopleSoft Process Scheduler. The type of report generated is usually the result of how the data is to be presented or of the kind of processing required to produce the desired results.

15.1 RECONCILIATION AP/AM

This report is not currently being used in the UK.

Navigation: Home Asset Management Financial Reports Cost and Depreciation Reconciliation AP/AM

Step 1: Enter the Run Control ID

Steps:

1. Enter the Run Control ID.You can Add new Run Control ID Or select Run Control ID from the list of values

2. Click on

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Reconciliation AP/AM - Run Control Search


Run Control ID This is the process identification that is provided for any process to run.

Enter New Value or select from the list of values

Step 2: Enter the Required Parameters

1. Select the Language from the list of values2. Enter the fields Business Unit, AP Business Unit, From Date and Through Date.

3. Click on

Reconciliation AP/AM – Enter Parameters


Language Select the Language for the Report. Default Language is English which


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you can change if needed

Business Unit Enter the Business Unit UK001AP Business Unit Enter the AP Business Unit UK001From Date, Through Date Select the Range of Dates for which

you want to run the Process Appropriate Dates

Step 3: Process Scheduler Request

1. Select the Server Name from the list2. Click on the Select checkbox to select the process

3. Click on

Step 4: Process Monitor1. Click on the link

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Step 5: View Details

1. Click Refresh button until Run Status become Success and Distribution Status becomes Posted.

2. After Successful completion of process Click link Details.

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Step 6: View Log/Trace

1. If process fails click Details Message Log (It will give the reason of failure).2. Click on the link View Log/Trace

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Step 7: View the Report in PDF Format

1. Click on the link AMDE5001 177887.PDF to view the Reconciliation AP/AM report in PDF Format

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15.2 REPORTS USED IN ASSET MANAGEMENT

Reconciliation Queries:

Lnukam_011204_Noasset – Identifies the vouchers where the account number is 011204 and the asset flag is not ticked.

Lnukam_AP_Not_Sent_To_AM - Identifies the vouchers not distributed to AM.

Lnukam_Open_Trans - This query is to ensure that there is no asset in the system for which the Depreciation calculation and the accounting entry creation is 'Pending'.

Lneclaam_Ap_Rec - This query provides a list of all transactions that has gone from AP to AM and their respective status for a particular Business Unit and accounting date range.

Ln_Nbv - Depreciation details for AM assets for a particular fiscal year and accounting period.

Lnukam_Depr_In_Gl - Depreciation transactions in GL for a particular fiscal year and accounting period.

Ln_Depr_In_Gl_Summary - This query would provide the Depreciation opening, activity and closing account balances in GL

Ln_Fa_In_Gl – This query would provide the Fixed Asset additions in AM.

Ln_Fa_In_Gl_Summary - This query would provide the Fixed Asset additions account summary in AM

Though there are several reports delivered by Peoplesoft, only the Net Book Value report is used currently.

Field Description Navigation

Reconciliation AP/AM (AMDE5001)

Reconciles AP Asset Vouchers with AM asset transaction information. (Crystal)

Asset Management, Financial Reports, Cost and Depreciation, Reconciliation AP/AM

Cost Activity (AMAS2000) Sorts cost activity by ChartField, by Category, or by Account (SQR). Use the PeopleSoft Asset Management report formatting features to include/exclude data and append suffixes to identify report types.

Asset Management, Financial Reports, Cost and Depreciation, Cost Activity Report

Depreciation Activity (AMDP2000)

Sorts cost activity by ChartField. (SQR), by Category, or by Account. Use the PeopleSoft Asset Management report formatting features to include/exclude data and append suffixes to identify report types.

Asset Management, Financial Reports, Cost and Depreciation, Depreciation Activity

Depreciation by Fiscal Year(AMDP2300)

Sorts assets by fiscal year depreciation at asset, category, project, department, or book levels.

Asset Management, Financial Reports, Cost and Depreciation, Depreciation by Fiscal Year

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(SQR) Use the PeopleSoft Asset Management report formatting features to include/exclude data and append suffixes to identify report types

Depreciation by Period (AMDP2200)

Sorts assets by period depreciation at asset, category, department, book, or project levels. (SQR) Use the PeopleSoft Asset Management report formatting features to include/exclude data and append suffixes to identify report types

Asset Management, Financial Reports, Cost and Depreciation, Depreciation by Period

Asset Net book Value (AMDP2100)

Sorts cost activity by ChartField, by Category, Location, or by Account (SQR). Use the PeopleSoft Asset Management report formatting features to include/exclude data and append suffixes to identify report types.

Asset Management, Financial Reports, Cost and Depreciation, Asset Net Book Value

AM/GL and NBV (AMGL1000) Reconciles AM to GL by ChartField. (Crystal)

Asset Management, Financial Reports, Cost and Depreciation, AM/GL and NBV Reports

Asset Transfer (AMAS2300) Lists asset transfers transactions ordered by ChartField. (SQR)

Asset Management, Financial Reports, Cost and Depreciation, Asset Transfers

Reclassification (AMAS2400) Lists asset recategorizations ordered by ChartField. (SQR)

Asset Management, Financial Reports, Cost and Depreciation, Asset Reclassifications

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documentam

Documents

asset processing

asset retirement

asset reinstatement

asset class

asset transfers

asset category

asset profiles

asset recategorizations