atlas asset management user guide - undp :: popp · web viewunder ipsas all asset transactions...

ATLAS ASSET MANAGEMENT MODULE USER GUIDE FOR SYSTEM TASKS AVAILABLE TO BUSINESS

UNITS

EFFECTIVE DATE: JANUARY 2012

ATLAS asset management module user guide for system tasks available to business units

USER GUIDE REVIEW AND APPROVAL

NAME TITLE DATE

Author: Vera Kirienko Fixed Assets Management Associate

25st April 2012

Review: Mary Mugambi Manager Operations, OSS 3rd May 2012

Approved by : George Peradze Chief of ASD11th May

2012

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This User Guide shall be used for the following operations in the ATLAS Assets Management Module:

1. Change of TAG number;

2. Change of In-service date (asset status);

3. Change of custodian;

4. Change of asset’s location;

5. Adding a new location;

6. Inactivating an existing location.

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CONTENTS

PREFACE............................................................................................................................................. 5

1. CHANGE OF ASSET’S IN-SERVICE DATE/STATUS...........................................................................6

2. CHANGE OF TAG/SERIAL NUMBER............................................................................................10

3. CHANGE OF CUSTODIAN........................................................................................................... 12

4. CHANGE OF ASSET LOCATION...................................................................................................14

5. ADDING A NEW ASSET LOCATION.............................................................................................16

6. INACTIVATING EXISTING ASSET LOCATION................................................................................19

7. HOW TO REGISTER SALE PROCEEDS WHEN ASSET IS DISPOSED BY MEANS OF SALE...................22

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PREFACE

Under IPSAS all asset transactions in the Asset Management Module (AM) except for those listed in the User Guide will be carried out by the Global Shared Services Center (GSSC).

All Business units (HQ & CO) should submit requests via the Document Management System (DMS) to the GSSC for the following operations in AM module in ATLAS:

- Basic Add (manually adding an asset that did not interface through procurement module e.g. donated asset);

- Assets transfer between Project, Business Units, etc;

- Adjusting cost of an asset, e.g. adding delivery, freight and/or installation costs;

- Asset disposal (sale, write-off, discard, etc.).

For more details on how to use the DMS to submit transaction requests, please refer to DMS User Guide.

In line with these changes, new role profiles have been created in AM - “Asset Focal Point” and “Asset Manager”. Only Users with these roles will be able to use the DMS and work with AM Module in ATLAS.

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https://intranet.undp.org/global/documents/finance/AM/assetmanagement/Forms/AllItems.aspx


1. CHANGE OF ASSET’S IN-SERVICE DATE/STATUS

In the newly configured AM, the default In-Service date is the ATLAS: receiving date. In situations where the date the asset was put In-Service is significantly (say more than one month) different from the receipting date e.g. when Incoterms is Free on Board (FOB) or when assets are held in stock for some time before being distributed then the In-Service date needs to be changed in AM to ensure depreciation is accurate.

* Asset’s In-Service Date can only be changed if depreciation has not been run for that asset. Once depreciation calculation has been run it is not possible to change the In-Service Date.

a) Click on the Asset Management Menu.

b) From the right hand menu selects ‘Owned Assets‘ sub-menu under ‘Asset Transaction’ menu

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c) From the right hand menu selects ‘Basic Add ‘sub-menu under ‘Owned Assets’ menu.

d) On the ‘Find an Existing Value’ screen fill in the Business Unit and Asset Identification fields. Check the ‘Correct history’ box and click on the yellow ‘Search’ button.

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e) Go to the ‘Asset Information’ tab.

f) Change the defaulted ‘In-Service Date:’ to the asset’s revised In-Service date.

When an asset is not in service and should not be depreciated, select ‘Received (not in service’ status)’ from the drop down menu of ‘*Asset Status’ field.

Please note that both options will be grayed out once depreciation has been run on the asset.

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g) Then select the yellow ‘Save’ button.

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2. CHANGE OF TAG/SERIAL NUMBER

a) Find an existing asset in the system by following steps a) to d) under process #1.

b) Select the ‘Asset Information’ tab on the new screen.

c) On the new screen change the tag or serial number in the respective fields. Try and use a tagging conversion that is unique, e.g. AFGFF050 for the 50th furniture item in Afganistan.

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d) Scroll down the page and select the yellow ‘Save button’.

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3. CHANGE OF CUSTODIAN


b) On the new screen select ‘Asset Information’ tab.

c) On the new screen scroll down to the ‘Custodian’ information section.

Using the magnifying glass under “Employee ID” field, select a new custodian by typing the last name or employee ID and searching.

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d) Scroll to the bottom of the page and select the yellow ‘Save’ button to save changes.

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4. CHANGE OF ASSET LOCATION


b) On the new screen select the ‘Location/Comments/Attributes’ tab.And then click on ‘+’ sign.

c) Using the magnifying glass selects the correct date in ‘Effective date’ field and the new location in ‘Location’ field. The system defaults the effective date to the current calendar date and defaults location to the current asset location.

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d) Click on ‘Save’ button at the bottom of the screen upon completion of changes.

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5. ADDING A NEW ASSET LOCATION

a) Navigate to Set up Financial Supply Chain - from the left hand menu. Then select ‘Common Definitions’ option.

b) On the right hand Menu under ‘Common Definitions’ select ‘Location’ sub-menu.

c) On the new screen select the ‘Add new Value’ tab. of 24


d) Fill in ‘SetID’ and ‘Location code’ as per below instructions. Then click the yellow ‘Add’ button at the bottom of the screen.

SetID should always be UNDP1

Location code – the code you create for the new location

e) On the new screen fill in the following fields:

- Effective date

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- Description

- Address (city, street, etc)

Then select ‘Save’ button at the bottom of the screen.

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6. INACTIVATING EXISTING ASSET LOCATION* Before inactivating a location all assets assigned to the location to be inactivated must be transferred to a new active location.

a) Navigate to Set up Financial Chain Menu – from the left hand menu select ‘Common Definitions’ menu.

b) On the right hand Menu select ‘Location’ sub-menu.

c) On the new screen select ‘Find Existing Value’ tab.

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Fill in the following fields:

SetID – always UNDP1

Location code – location code you want to de-activate. You can search for the location code by location code itself or description of the location.

d) On the new screen you will see the details of this location code populated by the system.

Click on the ‘+’ sign.

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Then click on the ‘View all’ hyperlink.

e) On the new screen a new section will be opened beneath the separation line at the bottom of the screen.

The upper part is the mirrored version of the beneath part.

The lower part reflects the original details of the location. This part should not be changed.

In order to deactivate the location one must change the upper part.

The date in the upper part is defaulted to the current calendar date. Change this date to the actual deactivation date. Select an ‘Inactive’ status from the drop down menu and then click on the yellow ‘Save’ button. This location is now deactivated.

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Do not change this part

Make changes in this part


7. HOW TO REGISTER SALE PROCEEDS WHEN ASSET IS DISPOSED BY MEANS OF SALE

When Business Unit (HQ & CO) sells one of its assets to the 3rd party and receives cash, the proceeds from sale needs to be registered in Atlas.

To register the proceeds from sale in Atlas, BU needs to create A/R Deposit and marked it as ‘Journal Direct’ to register selling proceeds.

Deposit ID should be referred to in DMS Disposal request form for GSSC to be able to finalize disposal transaction in Atlas.

To Create Deposit:

a) Navigate to Accounts Receivable. Select “Payments” menu and then select “Online Payments” sub-menu. On the right hand menu select “Regular Deposit”

b) Select “Add new item” menu.

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Fill in “Deposit Unit” and click on “Add” button.

c) On the new screen fill in “Bank Code”, “Bank Account”, “Deposit Type’, “Control Currency” and “Control Total Amount” fields. Please use magnifying glass to search options available.

Once all required information is entered, click on the “Payments” tab.

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d) On the new screen fill in “Payment ID”, “Amount”, “Currency”, “Payment Method”, “Deposit Description” and click on the “Journal Direct”.

Once all fields are completed click on the yellow “Save” button.

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