Adding and Maintaining Assets

This chapter provides an overview of adding and maintaining assets and discusses how to:

• Add and maintain asset information.

• Maintain asset meters.

• Maintain warranties.

• Maintain asset book information.

• Add assets with the Asset ExpressAdd component.

• Copy an asset.

• View the component asset hierarchy.

• Manage the component asset hierarchy.

• Create parent-child asset relationships.

• Calculate asset replacement costs.

• Define asset operational information.

• Search for assets.

• Print asset information.

• Add assets with the Excel to Component Interface utility.

Understanding Adding and Maintaining Assets

PeopleSoft Asset Management stores the following types of asset information:

• Financial information includes details about cost, books, depreciation method and convention, and useful life.

• Physical information includes asset tag numbers, specifications, location, custodian, and manufacturer.

Oracle's PeopleSoft Asset Lifecycle Management (ALM) solution provides complete access to the entire asset portfolio, regardless of asset class, and featuring visibility into total cost of ownership by enabling cost tracking associated with acquisition as well as lifetime maintenance and performance.

Working with other products within the PeopleSoft ALM solution, including PeopleSoft IT Asset Management, PeopleSoft Maintenance Management and PeopleSoft Real Estate Management, PeopleSoft Asset Management provides functionality for the completeplan to retire business process, from the initial planning and acquisition of assets to the end-of-life disposal of assets.

PeopleSoft Asset Management provides a common Asset Repository Manager (ARM), accessible to all PeopleSoft ALM products and other PeopleSoft integrated products, which stores all asset data. The repository provides a single source for all physical, financial or operational asset data.

Adding Assets

After you establish PeopleSoft Asset Management foundation tables, you can add assets. This section discusses the different ways to add assets. The approach that you use depends on the needs of your organization and how much information is available when the assets are added.

To add assets, you can:

• Use Express Add to add assets using an asset profile for default book and depreciation information.

  When assets are capitalized, most of the critical information is derived from the asset profile by default, and detailed physical information can be entered later.

• Use Basic Add when much of the physical information is readily available at the start. You can capitalize the asset immediately or later using the appropriate asset profile.

• Use Define Asset Operational Info to add non-financial assets.

• Use Excel to CI to add assets by uploading asset information from PeopleSoft's integrated Excel spreadsheet component interface. This process enables you to add multiple assets to generate PeopleSoft-formatted data from a predefined Excel asset template.

The PeopleSoft system enables asset receiving when you use PeopleSoft Purchasing, PeopleSoft Payables or PeopleSoft Project Costing. You can initially add an asset with only its physical information and then capitalize the asset when you receive financial information from the invoice. Conversely, you can initially add the asset's financial information when you order it and then add the physical information once it is received; or you can enter all the information at once.

You can also add assets through PeopleSoft Project Costing, along with all of the pertinent project information.

See Setting Up and Using Express Capitalization.

PeopleSoft Asset Management enables you to use transaction currencies for multinational transactions. This allows you to maintain a base or local currency and conduct transactions with foreign entities by selecting a transaction currency for individual transactions. By establishing an exchange rate to convert the currencies, you can complete transactions in multiple currencies and convert them back to the base currency as needed.

Document Sequencing

Statutory requirements in some countries require that all financial transactions (documents) be classified into different transaction types, and that within each transaction type, all documents entered be numbered sequentially. The document sequencing feature helps you maintain established business practices by meeting both of these requirements.

Document sequencing is available for transactions that you create either online or through background (batch) processing. When you activate document sequencing, the system automatically assigns a sequence number to each document (invoice, voucher, journal, and so on) that you create. You can also enter sequence numbers manually. When you delete, change, or unpost a document, the system may generate additional document sequence numbers, as appropriate.

The document sequence page (AM_DOC_SEQ) is used throughout the PeopleSoft Asset Management application where a financial transaction occurs: Express Add, Basic Add, Cost Adjustment and Transfer, Leases, Copy Assets, Adjust Accumulated Depreciation, Update/Delete Pending Transactions, Impairment, and Retirement. Each page displays a document sequencing tab for the entry and allows you to view, enter or override document sequence information.

See Defining Document Sequencing.

Component Changeout

When you integrate PeopleSoft Asset Management with PeopleSoft Maintenance Management, component changeout functionality (swapping of older or broken components for newer replacement components) is enabled. The component changeout feature enables you to manage asset component swapping when failure or replacement is required to maintain an asset. A component is replaced with a “like-component” and the characteristics and attributes of the new component are associated with the overall larger asset. A component can be removed from one asset and marked for reuse in another asset. A component can also be served by parts. PeopleSoft Asset Management enables you to maintain an equipment parts list and associate it with an asset.

The Asset Repository manages the complete setup for component changeout functionality with predefined defaulting component hierarchy, and makes this information available to the work order operator to facilitate completion of the tasks associated with component changeout transactions.

The component changeout transaction installs, replaces, removes and disposes component assets within the Asset Repository. The process allows asset transfer and disposal transactions which are then passed to PeopleSoft Asset Management via the Transaction Loader process.

When the option to remove assets for reuse is selected, you map the ChartField accounts to be used for the transfer by entering the information on the Warehouse Mapping page via the Transaction Loader process. When the option to replace assets is selected, the transferred assets are updated with new replacement asset information via the Transaction Loader.

Meters and Warranties

Some assets are delivered with warranties or other maintenance contracts. As well, some assets may be insured where replacement of parts or service is covered under the insurance contract. PeopleSoft Asset Management enables you to track warranty, maintenance and insurance information associated with assets.

Some assets make use of meters to track usage for maintenance or billing purposes. Asset Management provides meter types and meter reading pages to monitor asset usage for these purposes.

See Managing Asset Maintenance, Repair, Warranties, and Insurance.

Adding and Maintaining Asset Information

This section discusses how to:

• Add asset basic information.

• Enter asset details.

• Enter asset acquisition details.

• View asset tax information.

• Enter document sequencing information.

• Enter asset location, comments and attributes information.

• Enter custodial, license, and manufacturer information.

• Enter property assets.

• Enter property taxes.

• Enter asset supplemental data.

• Enter attachments.

Pages Used to Add or Change Asset Information

Adding Asset Basic Information

Access the General Information page.

Unit	Displays the business unit in which the asset is defined.
Asset ID	Select the default Next to have the system automatically assign the next available number. You can also enter an alphanumeric value of your own. Note. When entering joint venture assets that are shared among several business units, it is recommended that you assign a unique asset ID. This ensures that the assets created at the participant level all have the same ID as the assets created at the joint venture business unit level. For example, you might use the prefix JV, which would generate an asset ID such as JV000022.
Tag	Displays the tag number for assets already entered.
Asset Status	Displays of the current status of the asset, such as In Service.
Description and Short Description	Enter identifying and descriptive information about the asset. The Short Description can be an abbreviated description.
CAP # (capital acquisition plan number) and Seq # (sequence number)	Enter a CAP #(capital acquisition plan number) and associated sequence number, if applicable. The CAP # ties the asset to a Capital Acquisition Plan. Only valid numbers set up in the Capital Acquisition Plan table are accepted. The sequence number defines the detailed elements of the capital acquisition plan.
Taggable Asset and Tag Number	If you use tags to track assets, enter the Tag Number assigned to the asset. This automatically selects the Taggable Asset check box. Asset Management performs physical inventory using the asset tag number. If the business unit for this asset is set up to allow a default tag number based on the Asset ID, the default tag number appears here. Note. You must use tag numbers to perform physical inventory with the Asset Management physical inventory application. See Performing Asset Physical Inventory.
Asset Class	If you use classifications to define assets within categories, enter the Asset Class code here. The Asset Class enables you to identify assets for reporting purposes. The asset class is also used as a VAT driver.
Asset Type	Select a value to indicate a type of asset. The available options are: Equipment Facility Fleet Furniture Hardware Intangible Machinery Other Property Software
Asset Subtype	Select a value to indicate a subset of asset type. Subtypes are optionally user-defined and directly related to the Asset Type. Only asset subtypes of the selected asset type are available when defining the asset.
Asset Status	Select the appropriate Asset Status from the following options: Budgeted: Asset is budgeted but not placed in service. Work in Progress: Asset is acquired for a project under way. Requisitioned: Necessary paperwork has been completed for acquisition. Commitment: Budget has been approved and the asset is being acquired. Received (not in service): Asset has been received but not yet placed in service. In Service: Indicates the date the asset is available for use. The transaction date is the default. Disposed: Asset has been disposed of. Transferred: The Asset has been transferred from one business unit to another. Suspended: Depreciation has been suspended for the asset.
Acquisition Date	Enter the date when the asset was acquired. This field is automatically populated if the asset was added from a feeder system, such as Purchasing or Payables.
Placement Date	Enter the date that the asset is placed in service for physical purposes.
(JPN) Collateral Asset	Japanese accounting principles require that assets offered as collateral be treated according to financial reporting regulations under the commercial law. If this asset is such a collateral asset, select one of the available options that comply with Japanese requirements. See (JPN) Using PeopleSoft Asset Management Options to Meet Japanese Requirements.
Acquisition Code	The Acquisition Code indicates how you acquired the asset. Select one of the following options: Donated: Use for donated assets. Constructed: Use for constructed assets. Leased: Use to tie an asset to a capital or operating lease. You must also specify the capital or operating Lease Asset ID. Like Exchange: This option is not valid for this page. You must add like exchanges in the Asset ExpressAdd component. Purchased: This option is used for purchased assets. This is the default. Trade In: This option is not valid for this page. You must add traded-in assets in the Asset ExpressAdd component. Transferred: Transferred, either within the same business unit or to another business unit.
FERC Code (Federal Energy Regulatory Commission code)	The FERC Code is used to identify depreciation according to FERC guidelines. This field is used in the U.S., usually to identify group assets, such as telephone poles, highway signs, or other assets used in mass quantities.
Financing Code	Enter the code as you have defined it. Financing codes enable you to analyze debit and credit relationships for capital-intensive and government projects.
Fair Market Value	This display-only field indicates the fair market value (FMV) of the asset as updated from the Fair Market Value page. The FMV is used in the calculation of asset revaluation. Note. The Fair Market Value and related fields are not visible in Add mode.
Appraisal Date	This display-only field indicates the date when the current FMV was updated. When the asset is added to the database, the appraisal date is the same as the acquisition date by default.
Fair Market Value Details	Click to access the Fair Market Value page to update the fair market value details associated with an asset.
Replacement Cost	Indicates how much it would cost to replace the asset. When the asset is added to the database, the replacement cost is equal to the total base cost of the asset by default. The replacement cost can be derived by associating the asset to a cost index, such as the consumer price index (CPI) or inflation index. The association of the replacement cost index can be applied by default from the asset profile; the replacement cost is then calculated considering the base cost and the index amounts. The result is displayed here.
Last Update	If you are calculating the replacement cost using an index, the date that you performed the last update appears here. When the asset is added, this date the accounting date.
Index Name and Subindex Name	Enter the adjustment of the replacement cost using an index, such as the consumer price index. When you calculate the replacement cost, the original replacement cost is adjusted by the index and subindex that you specify. Enter valid codes. These are established on the Indexes page during implementation.
Parent/Child and Parent ID	For a parent or child asset, select the appropriate option in the Parent/Child field. If it is a child asset, enter the parent ID with which it is associated. The default is None. Parent and child assets cannot also be composite or group assets.
Profile ID	Enter a profile ID. Asset profiles are set up in the Asset Profile component.
(JPN) Reporting Life	Enter the reporting life for Japanese composite assets. This life is used for calculating average life of the Composite Asset
Set R and D Info (set research and development information)	Click to access the Asset R&D Information page, where you can enter identifying information for the asset.
(JPN) Local Tax Information	Click to access the Local Tax Return page. See (JPN) Using PeopleSoft Asset Management Options to Meet Japanese Requirements.
Asset Warehouse Mapping	Click to access the Warehouse Mapping page.
Auction Status	Displays the status of an asset that has been submitted to Strategic Sourcing for auction.
Region Code	Select a region to categorize property assets by regions. Used for reporting.
Capitalized Asset	Indicates whether the asset has been capitalized. This check box is display-only.
New Asset	Select if this is a new asset.
Available For Use	Select if the asset is available to be used.
Composite Asset and Composite Asset ID	Composite asset processing enables you to group assets so that their total cost is carried by one asset and depreciated that way. By selecting this option, you indicate that this single asset is a composite asset, and associated assets are known as composite members. This feature is frequently used by utility companies, and it meets the requirements to use the Japanese Composite Depreciation Method. When you select the Composite Assetcheck box on the Asset Information page, an Asset ID field appears. Associate the composite member by selecting the asset ID of a composite asset. See Using Composite Asset Processing.
(AUS) Schedule Type Code	If this is an Australian business unit, select a schedule type code.
(AUS) Calculate Last Date of Review	Click to generate the last date of mandatory review for the asset. Note. You cannot access the Schedule Type Code field, the Calculate Last Date of Review button or the Last Date of Mandatory Review field if the last date of mandatory review has already been calculated, unless you are in correction mode.
(AUS) Last Review DT	Displays the last date of mandatory review for the asset. The last date of mandatory review is stored at the asset level. See (AUS) Using PeopleSoft Asset Management Options to Meet Australian Requirements.
Book Page	Click to save the component and access the Book (ASSET_BOOK_01) page.

(AUS) Identifying R&D Assets

Access the Asset R&D Information page.

Asset Management enables you to identify assets for the purpose of calculating research and development deductions.

See (AUS) Using PeopleSoft Asset Management Options to Meet Australian Requirements.

(JPN) Creating a Local Tax Return

Access the Local Tax Return page.

Asset Management enables you to calculate and run reports as required by Japanese local tax laws, including all required information for the local depreciable asset tax return. When the Localization Country field in Overall preferences is set to Japan,the Establish Business Units component for PeopleSoft Asset Management includes the Business Unit Info for Japan page. If you select Use JPN Local Tax on this page, you enable access to the Local Tax Return page from the General Information page.

Complete the fields as necessary to generate the Japanese local tax return.

See (JPN) Using PeopleSoft Asset Management Options to Meet Japanese Requirements.

Using Asset Warehouse Mapping

Access the Warehouse Mapping page.

Default Mapping from Asset	Select to apply the asset ChartFields, location and custodian from the asset ID. The option displays as not selected (unchecked) by default. If the option is not selected, the system will use the ChartFields mapped at the business unit level.
Operating Unit, Fund Code, Department, Program Code, Class Field, Budget Reference, Product, Project	Displays the ChartField account codes to be used for the transferred component (asset). Only the active ChartFields for your system display.
Location Code	Select the Location Code where the replaced or transferred asset will be physically stored.
Custodian	Select the custodian or physical “owner” of the asset.
EmplID	Enter the employee ID assigned to the asset.

Entering Asset Details

Access the Operation/Maintenance page.

Asset Structure

This section discusses how to define the asset structure. Assets may be catalogued as assets of a certain type, with sequential subtypes, assets that are components of a higher level asset, or clustered assets, multiple assets that combine to establish a whole asset.

Manufacturer Information

This section provides information to define asset manufacturer information.

Asset Resource Information

This section provides information to define the asset as a resource.

Maintenance Information

This section provides maintenance information about the assets.

Other Information

IT Asset Related Information

This section discusses how to define IT asset related information.

Using Work Order Options for Components

Access the Work Order Management page.

This page defines the transfer include and exclude rules for components swapped out and Interunit transfer options. It is available when PeopleSoft Maintenance Management is installed. It is also available on the business unit, asset type and subtype pages. You can define the rules at this level as an exception. If the Default Rules from Asset check box is not selected, the options are grayed out as the options will be taken from other levels unless you specifically check the option to use it at the asset level.

Using Hazardous Asset Codes

Access the Hazardous Asset Codes page.

When an asset is defined as hazardous, describe it by selecting at least one hazardous code from the list. This feature supports U.S. FSC codes, which are delivered with PeopleSoft Asset Management. When you mark an asset as hazardous and associate a descriptive code with it, you can also provide additional information about its location and custodian and other pertinent data (in the Basic Add component). You can use this information to generate a report to monitor or track hazardous assets.

Entering Asset Acquisition Details

Access the Asset Acquisition Detail page.

Use the Asset Acquisition Detail page to enter costs before they have been approved for capitalization. Once they are approved, you can then capitalize them. The total capitalizable costs entered here appear by default in the Capitalize Information collapsible section.

Enter the following information for each acquisition detail line:

Capitalization Information and Non Capitalization Information

Use the Capitalization Information section to capitalize assets using the book information provided by the asset profile. Enter cost information into asset books.

Use the Non Capitalization section to add non-capitalized costs associated with an asset at book level.

Local tax legislation may require capital gains tax in relation to the disposal of assets. Non-capitalized costs may need to be included in resultant capital gain (or loss) calculations.

Note. As long as all acquisition detail lines are for the same set of ChartFields (Product, Project, Department) and for the same category and cost type, you can enter them all at once and capitalize them later by clicking the Capitalize button. However, if you enter acquisition detail lines for more than one set of ChartFields and for more than one category and cost type, you must enter and capitalize the acquisition detail lines for each set of ChartFields and for each category and cost type separately.

See Also

Setting Up Asset Profiles

Viewing Tax Information

Access the Tax page.

Enter tax information for the asset.

Note. This information is optional except where VAT is applied. The system only validates the tax amounts entered; it does not store them.

See Also

Defining VAT Defaults

Working with VAT

Entering Document Sequencing Information

Access the Doc Sequencing page.

Document sequencing is enabled at the general ledger business unit level. Rows are editable or not depending upon the Keep Ledgers in Sync option defined at ledger group level. If it is enabled, then only the primary ledger is editable; if it is not enabled, all the books that post entries to GL are editable.

See Also

Defining Document Sequencing

Entering Location, Comments, and Attributes Information

Access the Location/Comments/Attributes page.

Record an asset's location and physical properties (such as color, height, weight), enter comments, a detailed description, and associate user-defined custom attributes. You can also use this page to attach and view a stored image of the asset.

Entering Manufacture, License, and Custodian Information

Access the Manufacture/License/Custodian page.

Record custodial information, maintain license information, and keep track of manufacturer-related information.

Entering Property Assets

Access the Asset Property page.

Property Information

Hierarchy

Note. The last hierarchical definition for a property is Space. The space property ID is the same as the Property ID and is not displayed at this level.

Attributes

When no hierarchy is established, the default values for Unit of Measure is Feet, for Occupancy, Occupied, and for Ownership is Owned.

When a parent property ID is established, then Unit if Measure, Occupancy and Ownership values are inherited from the parent property.

When the parent property ID changes, however, only the Unit of Measure is inherited from the parent. This is because ownership and occupancy values do not usually change from parent to parent asset. For example, if Property A is leased but the parent ID changes, the property does not change ownership. It is still leased. Likewise, if a parent property changes, it does not automatically change from occupied to vacant.

Note. If you have defined custom attributes on the Asset Attributes page to be associated with an asset, the asset attributes will display with a unit of measure field. You may select the appropriate attributes from your user-defined attributes for this property as needed.

Description

This section is available only if the asset is a property defined as a Site or Building.

Entering Property Taxes

Access the Record Property Taxes page.

If the asset property is defined as Site or Building, the Enter Property Taxes link is available from the Asset Property page. Click on the link to display the Record Property Taxes page where informational data can be entered for taxes applicable to the property.

Entering Asset Supplemental Data

Access the Asset Supplemental Data page.

Supplemental data is used within PeopleSoft Maintenance Management for additional asset attribute details. The attribute groups displayed for each asset depend upon the values that are selected for Asset Type, Asset Subtype, Manufacturer, Model and Business Unit. The attributes displayed are user-defined and reflect how the attribute groups work.

See Defining Asset Attributes.

See Using Supplemental Data.

Adding Attachments

Access the Attachments page.

Maintaining Asset Meters

This section provides an overview of using asset meters and discusses how to maintain asset meters.

Understanding Asset Meters

Meters associated with assets are used to monitor asset usage and can trigger maintenance tasks based on the statistical units, such as mileage, measured by the meter. For example, a common asset meter is the odometer installed in a company vehicle that measures the number of miles the vehicle has traveled. For this type of asset, it is common for certain maintenance activities to be performed on it based on the number of miles traveled by the vehicle since the last maintenance event.

A less common, but familiar application, involves public utilities. State and local agencies use asset monitoring devices such as a water or electric meters attached to a home or commercial entity to measure the amount of water or electricity consumed by the entity. The units consumed are measured on a routine basis and the occupant is usually billed for the units consumed. The maintenance events associated with these types of meters may not have anything to do with the number of units measured since the meter was last read and other maintenance plans will have to be affected.

PeopleSoft uses meters to both measure asset usage and to trigger preventive maintenance tasks. Asset meter activities are performed within PeopleSoft Asset Management and PeopleSoft Maintenance Management applications. To enable meters, you must first define asset meter types. The meter types are associated with specific asset IDs.

Pages Used to Maintain Asset Meters

Associating Meters with Assets

Access the Asset Meters page.

Meter Type	Select the meter type to be associated to this asset.
Copy to Comp. (copy to component)	Check if this meter should also be associated to any asset components associated with this asset (optional). This enables the component asset to use the same meter reading variations entered for its higher-level component assets. The meter reading inheritance rules are as follows: The subcomponent inherits the reading from its immediately higher level component. If the higher component is also enabled to copy readings, the asset continues escalating to higher levels until finding the asset that is not enabled to inherit readings, or the parent asset. The inherited reading is derived from this asset. The inherited reading is recorded in the component when it is saved at the higher asset level. Components cannot inherit readings from upper levels if any intermediate level has its inherit reading option turned off. Example: assume three levels of components: grand parent, parent, child. All use an odometer as the meter ID type but the parent asset has the copy option unselected. In this example, the child cannot inherit its grand parent’s odometer reading. Note. The example is used to describe the physical inheritance rules of meter readings and has no relationship to the Parent-Child financial transaction in Asset Management. Components cannot inherit readings from upper levels if any intermediate level does not have the same meter type defined across the different levels. For example: An asset has three levels of components, A, B and C. A meter type is associated with asset A and C but not B; in this case; in this case, C would not inherit its meter reading from A. As assets B and C are both components of asset A, then B must also inherit readings from AOR neither asset Bnor C may inherit readings from A.
Est. Daily Avg. (estimated daily average)	Displays the estimated average based on the actual readings taken when the number of readings specified to calculate the daily average has not been reached. The field is available when the meter type is enabled to maintain daily average. Estimated daily average is always a positive value.
Override Avg. (override average)	Select to override the actual daily average. The field is available when the meter type is enabled to override the actual daily average.
Act. Daily Avg. (actual daily average)	Displays the system calculated actual daily average. It can be zero or greater than zero. You can edit the value if the Override Avg. option is selected, but a new average is calculated when a new meter reading is entered. The field is available when Maintain Average option is enabled for the meter type.
Required for Work Order	Select to override a meter as required for any kind of work order as a condition to change its status to complete. This option defaults from the Meter Type Definition page and can be overridden here on the Asset Meters page. This field only displays if PeopleSoft Maintenance Management is installed.

Entering Meter Readings

Access the Enter Meter Readings page.

Select the edit icon to activate entries for that row. Enter current reading information in the work area.

The following validations occur when the page is saved:

• The meter type entered cannot be duplicated for the same date and time or the system generates an error message.

• The reading/variation field must be completed or the system generates an error message.

• The accumulated reading or variation and the reading fields must be completed when the replaced option is selected or the system generates an error message.

• Readings must fall into the lower and upper limit range established at the meter type definition level or the system generates an error message.

• If the meter type is increasing or decreasing and the user enters a lower or greater reading than the prior reading, the system will generate an error message. If the meter type is increasing or decreasing and defined to allow rollover, the message warns that the rollover option must be selected before saving.

When you save the page, the meter readings entered become part of the meter history.

Using the Prior Reading tab, you can view the last entry made for the meter type. It also displays rollover or replacement activity from the prior meter reading.

You may enter comments related to a meter reading using the Comments link.

Updates to meter readings can be entered to modify existing readings. When making changes to meter readings, the change impacts not only the variation/reading of the changed meter reading but also the variation of the immediately following reading. You can modify the meter reading dates; this may cause meter readings that do not follow the rules of variations for increasing type of readings and conversely for decreasing type of readings as we have outlined on the enter readings page. Daily average will only be recalculated if the change affects the last n numbers of readings where n is the number of readings established at Meter Type definition level. Modifying meter reading dates could end up in having meters out of sequence that is, not entered and listed from the oldest to the newest). For auditing purposes, check the option to keep track of that out-of-sequence entries.

Reviewing Meter Reading History

Access the Meter Readings History page.

Search for and review meter readings history by business unit and asset ID. You can further refine the results by entering a meter type and date range. The results display the following information.

Maintaining Warranties

This section provides an overview of asset warranties and discusses how to associate warranties to assets.

Understanding Asset Warranties

Many assets are acquired with a standard manufacturer's warranty that the asset is free of defects and what remedies are available to you if the asset manifests a warranted defect during normal use, such as eligibility for a replacement asset, or a loaner while the warranted asset is repaired. The warranty often defines the period for which the asset is warranted, the maintenance and repair responsibilities of the owner, and the procedures for making a claim in the event a defect in the asset is discovered.

Warranties are sometimes available for extension. This may involve the issuance of a separate warranty that becomes active when the original warranty expires. Or it may warrant components of the asset that the standard warranty excludes. A warranty may contain different expiry dates for different components of the asset. It may provide for on-site repairs, may require return material authorizations (RMA), and may or may not be transferable.

PeopleSoft provides the ability to set up standard warranties and associate a warranty to an individual asset and provides warranty templates to apply a standard warranty to multiple assets at one time.

Pages Used to Maintain Asset Warranties

Maintaining Asset Book Information

Add books to assets either by entering the assets through the Asset ExpressAdd component or capitalizing them on the Asset Information page of the Asset Basic Information component.

The pages in the Asset Book Definition component enable you to enter book information that is different from that in your asset profile IDs.

This section discusses how to:

• Identify asset books and other depreciation information.

• Add depreciation details.

• Add tax information for the book.

Pages Used to Maintain Asset Book Information

Identifying Asset Books and Other Depreciation Information

Access the Book - Depreciation page.

In Service Date	Enter the date that the asset was made available for use from a financial standpoint. This date and the depreciation convention determine when depreciation starts for this book. This date is reflected in the Begin Depr Date field.
Depreciate When In Service	Select to allocate annual depreciation as of the date that you placed the asset in service. If you do not select this option, PeopleSoft Asset Management allocates annual distribution as of the date determined by the depreciation convention. This option is valid only in the year that the asset was acquired.
Convention	Enter the convention that the system uses to prorate depreciation for the asset. Asset Management is delivered with most standard depreciation conventions set up in the Depreciation Conventions table. The system derives the beginning depreciation date from the convention and the placed-in-service date. For example, if you began using an asset on May 3, 2006, and selected Actual Month as the depreciation convention, PeopleSoft Asset Management would begin depreciating this asset on May 1, 2006. If you selected Following Month as the convention, depreciation would begin on June 1, 2006.
Adjust Convention	Enter the adjustment convention that the system uses to prorate cost adjustments for the asset.
Retirement Convention	Enter the retirement convention that the system uses to prorate retirement for the asset.

Select a depreciation method in the Depreciation Method field. Some depreciation methods require you to enter additional information. Depending on the method that you select, additional fields will display as needed, and as described in the following table:

The following table defines the additional fields:

Note. Using the flat rate depreciation method causes any depreciation to be posted to the end of the calendar. If this is not the intention, you must enter a low limit of .01 when you first select the depreciation method in the Asset Book Definition component for the asset. If you have not already done this, update the Depreciation Method field by selecting Flat Rate and entering .01 in the Low Limit field that appears.

See Also

Setting Up Depreciation Processing

Adding Depreciation Details

Access the Depreciation Method Information page.

Select one of the following accounting method options:

Additional fields are provided to comply with the depreciation methods used in countries other than the U.S. If your current depreciation method requires these fields, enter Special Terms, Accel Terms (accelerated terms), Initial Terms, andIncr Rate (increased rate).

When you use additional terms, they affect depreciation calculations as follows:

The Year of Change field is available only if the depreciation method is Japan-Change DB to SL. Enter the year of the change in calculation methods.

See Defining Depreciation Terms and Rates.

Adding Tax Information for the Book

Access the Book - Tax page.

Tax

Tax Credits Options

The rate and amount of the tax credit are based on federal tax law and determined by the qualified investment code, tax credit type, tax credit code, and the basis reduction option in Asset Management.

Asset Management calculates the percentage and computation amount based on the following calculations:

(Book Cost) × (Qualified Investment Percentage) = (Amount Qualifying for Tax Credit)

(Amount Qualifying) × (Tax Credit Percentage) = (Amount of Tax Credit)

(Amount of Tax Credit) × (Basis Reduction Percentage) = (Amount That Basis Is Reduced)

Adding Assets with the Asset ExpressAdd Component

The Asset ExpressAdd component is a series of pages that enable you to add owned assets quickly and efficiently. Assets added with the Asset ExpressAdd component are capitalized automatically when you save, and most of the information in the pages can be defaulted from an asset profile. This component also enables you to enter accumulated depreciation for assets.

When entering joint venture assets that are shared among several business units, it is best to assign a unique asset ID. This ensures that the assets created at the participant level have the same ID as the asset created at the joint venture business unit level. You can make these asset IDs easy to identify by including the prefix JV—for example, you might create the asset ID JV000022.

When entering assets that have a Parent/Child relationship, you must first enter a Parent ID on the Cost/Asset Information page before assigning the Profile ID default.

Add assets with the Asset ExpressAdd component as follows:

1. Enter information about how the asset will be capitalized. (If you are adding Parent/Child assets, you must specify the Parent ID in this step.)

2. Assign a profile ID.

3. Identify the asset’s books and information needed for calculating depreciation.

4. Specify property type and tax depreciation criteria.

See Also

Working With Leased Assets

Pages Used to Add Assets with the Asset ExpressAdd Component

Capitalizing Assets

Access the Cost / Asset Information page.

Asset Information

Note. When working with Parent/Child assets, you must go to the Asset Additional Information section and enter the Parent ID before you select Default Profile.

Asset Cost Information

Enter one row of cost information before populating fields with the default information from the asset profile.

Note. After you save this page, you cannot change the asset information here. To modify the information, you must use the Asset Cost Adjust/Transfer page or the Basic Add page. When working with Parent/Child assets, remember to designate the Parent ID before you continue.

Asset Additional Information

Note. Parent and child assets cannot also be group assets or collateral assets.

Copying an Asset

This section discusses how to copy an asset.

Page Used to Copy an Asset

Copying an Asset

Access the Create Asset Copies page.

Note. Child assets can be copied, but parent assets cannot.

Asset Copy Options

Select or deselect the data to be included in the copy

Asset

The next available Asset ID will be assigned. Enter the additional asset attributes for the copy.

Book

See Also

Adding and Maintaining Asset Information

Viewing and Managing the Component Asset Hierarchy

This section provides an overview of and discusses how to view and manage component asset hierarchies.

Understanding Component Asset Hierarchies

Assets can be considered as components of other assets of a higher level. For example, when you acquire specialized heavy duty equipment, such as cranes, tractors, or construction vehicles, it may be practicable to view specific elements of the asset as individual “sub-assets” that serve the overall asset it is a part of. A crane may use a specialized extension for larger projects, but the extension device must be attached to a crane before it is useful. In this case, the extension can be considered a component of the crane. It is, however, an expensive piece of equipment with a separate depreciable life from the crane and you would, therefore, want to maintain it as an asset rather than an expendable part of the crane.

In turn, the extension may also be used to support another component of itself, an optional set of hooks or lifters, for example. In such a case, the lifters are a component of the extension and the extension is a component of the crane. In this way, you may have multiple assets that serve one another as components of an asset at a higher level or that create a component hierarchy.

PeopleSoft Asset Management enables you to view and manage up to nine levels of asset component relationships from the Asset Component Hierarchy page. Move assets within the hierarchy as needed, view those changes through the Summary of Changes page and run a report to view changes within asset components for all assets, financial assets or non-financial assets.

Pages Used to View and Manage the Asset Component Hierarchy

Viewing the Asset Component Hierarchy

Access the Asset Component Hierarchy page from the View Component Hierarchy menu.

This page appears as display only. Review the details within the Asset Component Hierarchy.

Note. The View Component Hierarchy provides a subset of actions that are available within the Manage Component Hierarchy.

Managing the Asset Component Hierarchy

Access the Asset Component Hierarchy page from the Manage Component Hierarchy menu.

Select component assets and move them within the hierarchy. The Asset Component Hierarchy page displays up to nine levels. If the hierarchy of asset components is more than nine levels deep, you can manipulate the whole hierarchy by focusing on specific branches of the component tree.

Note. Property asset types are not editable. When you enter a property type of asset, after pressing the Search button, the page will display as if the View Component Hierarchy was used.

Operation/Maintenance Tab

This page displays only if PeopleSoft Maintenance Management is installed. It provides the Operation/Maintenance details for the assets such as Custodian, Asset Criticality, Repairable Flag, Repair Status, VIN, Serial ID, EmplID, Department, Location Code, and Area ID.

Providing Comments

Provide comments with a detailed explanation of the change.

When a component is removed from the hierarchy, you must indicate a reason for this action. This comment page is automatically displayed and contains a reason drop down list in addition to the comment entry field. Both Reason and Comment are mandatory in the case of a removal from the hierarchy.

Reviewing Changes Made to the Asset Hierarchy

Access the Summary of Changes page by clicking the Review Changes link.

Reporting Changes to the Hierarchy

Access the Asset Component Hierarchy Move run control page

Type of Report

Select to run the report for All assets, Financial Assets or Non Financial Assets. When you select Financial Assets, the financial asset parameters appear.

Creating Parent-Child Asset Relationships

This section provides an overview of parent-child asset relationships and discusses how to:

• Create an asset parent.

• View child assets.

• Add parent and child component assets.

• Use the Child Inherits Life of Parent feature.

• Update parent-child basic information.

• Select child assets.

• View parent and child assets.

Understanding Parent-Child Asset Relationships

Some assets stand alone, while others are grouped together for ease of processing and reporting. Parent-child assets are assets that are grouped together. For example, a computer can be regarded as several separate assets such as a monitor, a CPU, and a printer.

Three approaches you might use to add the computer as an asset follow:

• Add the computer as a single asset.

  You use this approach to capitalize the asset with one cost, depreciate it as a single unit, and physically track it as one item.

• Create a parent asset that is not an actual asset but rather a conceptual asset (for reporting purposes) that ties together the various asset components.

  In Asset Management, this is referred to as a parent onlyasset. Use the asset ID to tie together all the components as child assets. Each component has its own cost basis, depreciation, and physical tracking information.

• Identify one of the asset’s components as the parent when you enter it.

  In PeopleSoft Asset Management, this is referred to as a parent component asset. Give it an asset ID, and use that ID to tie together the other components as child assets. Each component has its own cost basis, depreciation, and physical tracking information.

Note. Group assets or members cannot be used as parent-child assets.

Pages Used to Create Parent-Child Asset Relationships

Creating an Asset Parent

Access the Asset Parent page.

Parent assets created on this page cannot have associated costs and physical characteristics. Therefore, you cannot view them in the Parent-Child Basic Information component. Also, you cannot view them or perform transactions on them in the Asset Cost Adjust/Transfers component, the Asset Retirements component, or the Parent-Child NBV component. You can, however, view them on the Inquire - Parent and Child Assets page.

Viewing Child Assets

Access the Child Assets page.

You can use this page to view a child asset if you have added it with future transaction and accounting dates that have not yet passed. You cannot view such an asset on the Inquire - Parent and Child Assets page.

Adding Parent and Child Component Assets

You can add parent and child assets by using the Asset Basic Information component or the Asset ExpressAdd component. Before you can identify a child asset of a parent, you must first identify the parent asset.

Using the Child Inherits Life of Parent Feature

When you use parent-child component assets, all child assets have their own cost basis and depreciation attributes that are independent of the parent asset. Because the child's asset life may differ from the life of the parent asset, you may need to specify that a new child asset of a parent component asset inherit the remaining life of the parent asset. For example, suppose that a car is depreciated using a five-year life. After two years, a CD player is added as a child asset to the car (which is the parent asset). You can depreciate the CD player over the remaining depreciable life of the car—that is, three years. The child asset then takes on the remaining life of the parent component asset. You can also override the child’s asset life with a different life, if necessary.

Setting Up the Child Inherits Life of Parent Feature

You must select the Child Inherits Parent’s Life option on the following two pages before you can use it:

• On the Asset Management page of the Installation Options component.

• On the Business Unit/Book Feature page of the Asset Management Business Unit Definition component.

Applying the Child Inherits Life of Parent Feature to a Child Asset

To apply the Child Inherits Parent’s Life feature to a child asset:

1. Add the child asset using the Cost / Asset Information page of the Asset ExpressAdd component, and enter the cost.

2. Expand the Asset Additional Information group box. From the Parent-Child drop-down list box, select Child to indicate that this is a child asset. Select an ID for the parent asset in the Parent ID field. You must enter a Parent ID before you select Default Profile.

3. From the Asset Cost Information group box, enter asset cost information for the child asset as it applies. Click the Default Profile button to capitalize the asset and create all the corresponding asset books.

4. When prompted, click Yes to have the system recalculate the book's asset life based on the parent's remaining life.

5. Access the Depreciation Information page, and click the Default Parent's Life button to view or recalculate the child asset’s life.

   The Default Parent’s Depr Attributes page appears. The Parent Depreciation Attributes section shows the asset life information for the parent asset. The Child Depreciation Attributes section shows the asset life information for the child asset that Asset Management calculates from the remaining life of the parent asset.

6. Examine the calculated remaining life information, and either accept the remaining life for the child asset or change it by entering a new life

Note. Remember when working with Parent/Child assets, you must go to the Asset Additional Information section and enter the Parent ID before you select the Default Profile button.

Updating Parent-Child Basic Information

Use the pages within the Parent-Child Basic Information component to update basic information about a parent and its child assets.

Note. Parent assets created on the Asset Parent page (parent-only assets) do not have cost or basic information. They cannot be viewed in the Parent-Child Basic Information component. Also you cannot view them or perform transactions on them in the Cost Adjust/Transfer Asset component; the Retire/Reinstate Asset component; or the Review Parent-Child NBV component. If you want to use a parent asset as an umbrella asset for reporting purposes only and access these components to manipulate child assets in mass, you can create a 0-cost parent asset as opposed to a parent-only asset.

Any adjustments made to parent assets are not made to the associated child assets. To make a change to an associated child asset, select the child asset on the Child Assets page.

Details entered on the Location/Comment/Attributes page or the Manufacture/License/Custodian page are not automatically copied from a parent to its child assets.

See Also

Adding and Maintaining Asset Information

Selecting Child Assets

Access the Child Assets page.

To include a child asset, select the check box in the Selected column.

Note. If you select the Include Parent Asset check box and the transaction is complete, the pages continue to show the parent asset as retired, transferred, or recategorized. The retained parent values are not displayed until you save and exit the pages and then access the component again.

Viewing Parent and Child Assets

Access the Parent and Child Assets page.

If the status of a parent asset is Retired or Disposed and the asset has child assets that are still in service, the child assets are orphaned. If you have added a child asset and given it future transaction and accounting dates that have not yet passed, you cannot view that child asset on this page. However, you can view it by clicking the link for the child asset on Asset Parent page.

Calculating Asset Replacement Costs

This section provides an overview of asset replacement cost and discusses how to calculate replacement cost.

Understanding Asset Replacement Cost

Your tangible working assets are one of the greatest investments made in any enterprise. As certain assets approach the end of their useful lives, you need to be able to anticipate expenditures to replace these assets. You may need to get a replacement cost as you explore insurance coverage for property, equipment, computers and other assets. Likewise, you may need to replacement calculate the cost in the event of an unforeseen loss, such as when plants or equipment are destroyed in a fire or a natural disaster.

PeopleSoft Asset Management provides the Calculate Replacement Cost application engine (AMRCCAL) that will make a replacement cost calculation of all assets, assets with new activity, or a selected range of assets, based on an index that you apply to the equation, such as the consumer price index (CPI) or other indexes you maintain.

Page Used to Calculate Replacement Cost

Defining Asset Operational Information

The Asset Operational Information component provides an efficient way to add and maintain non-financial assets. The operational and maintenance fields are available as they are in the Basic Add component but without the financial fields. From this component, however, you can access both financial and non-financial assets.

This component also provides a Maintenance Workbench to more easily access other areas of interest within the Service and Maintenance component. The Maintenance Workbench includes links to asset insurance, warranties, inspection, checkout, maintenance history, meter reading and service and repairs.

Note. Group Assets, Composite Assets and Parent/Child Assets are not created through this component.

Pages Used to Add and Maintain Asset Operational Information

Adding Operational Non-Financial Assets

Access the Define Asset Operational Information - Asset Information page.

The Define Asset Operational Information page provides an efficient way of capturing data for physical operators who do not handle financial information. However, you can review both financial and non-financial assets from this page. You can make changes to the attributes; however, there are no financial implications.

Any changes you make, such as custodian or location, appears as a new entry rather than an update to the existing entry. The effective date is the system date. The Profile ID is editable only when adding a new asset.

See Adding Asset Basic Information.

Customizing the Asset Operational Information Page Layout

Access the Customize Page Layout page.

Searching for Asset Information

This section discusses how to search for an asset.

Page Used to Search for Asset Information

Searching for an Asset

Access the Search for an Asset page.

Note. The asset search utility includes searching by the Description field. If processing is very slow, PeopleSoft recommends that an index of the DESCR field be created for the ASSET table to improve performance.

Enhancing Search Performance

When an organization maintains a high volume of property assets, it is recommended that you create new indexes and alternate search keys to enhance search performance.

Alternate search keys should be created for the following fields:

1. Table ASSET_SITE change Record Definition to include PROPERTY_NM as an Alternate Search Key field.

2. Table ASSET_BLDG change Record Definition to include PROPERTY_NM as an Alternate Search Key field.

3. Table ASSET_FLOOR change Record Definition to include PROPERTY_NM as an Alternate Search Key field.

4. Table ASSET_AREA change Record Definition to include PROPERTY_NM as an Alternate Search Key field.

The following new indexes should be created on the ASSET_PROPERTY table:

1. PS_ASSET_PROPERTY(BUSINESS_UNIT,SITE_PROPERTY_ID).

2. PS_ASSET_PROPERTY(BUSINESS_UNIT,BLDG_PROPERTY_ID).

3. PS_ASSET_PROPERTY(BUSINESS_UNIT,FLOOR_PROPERTY_ID).

4. PS_ASSET_PROPERTY(BUSINESS_UNIT,AREA_PROPERTY_ID).

5. PS_ASSET_PROPERTY(IS_LEASED, BUSINESS_UNIT, SITE_PROPERTY_ID, BLDG_PROPERTY_ID, FLOOR_PROPERTY_ID, AREA_PROPERTY_ID).

Asset Search Criteria

Use the Asset Search Criteria, Acquisition Details, and Retrieve group boxes to establish the search criteria. Each group box enables you to confine the search to specific tables according to the following rules:

• Asset table information is always retrieved.

• Cost information is retrieved if any of the cost fields is used in the search criteria, or the Cost Information check box is selected.

  For example, if you enter a category and the asset is capitalized, the cost information for the asset is retrieved regardless of whether the cost information check box is selected. However, if you don’t populate any of the cost fields in the search criteria, you need to select the cost information check box. If you don’t need to view cost data, leave the check box blank.

• Asset acquisition information is retrieved if any of the fields in the Acquisition Details group box are used in the search criteria, or if the Acquisition Information check box is selected.

• Location code is retrieved if the location field is used to retrieve asset information or if the Location check box is selected.

• The Non Capital Asset check box is used only when the Acquisition Information and Cost Information check boxes are selected, or when fields from the Asset Search Criteria and Acquisition Details group boxes are specified.

Click the Hint link for additional information when selecting criteria.

Search Results - Select One Asset to Continue

Search results display with details available from these tabs:

• Asset Information: This tab shows business unit, asset ID, description, asset type, asset subtype, tag number, serial ID and status.

• Asset Cost Information: This tab shows business unit, asset ID, description, ChartFields, cost type, quantity, cost and currency.

• Acquisition Detail: This tab shows business unit, asset ID, description, PO business unit, PO number, receiving business unit, receipt number, AP business unit, voucher ID, PC business unit, project ID, and activity.

• Owner/Custodian: This tab shows business unit, asset ID, description, employee ID, custodian, asset custodian department ID, and offsite status.

• Work Maintenance: This tab shows business unit, asset ID, description, use-as-tool option, schedulable option, capitalized asset option, overbooking option, work order location, work order business unit, work order shop, and VIN.

• More: This tab shows business unit, asset ID, description, profile ID, parent ID, group ID, location, lease end date, manufacturing ID, model, and replacement cost.

Display all columns by clicking theShow all Columnsicon.

You can sort options to arrange the asset list order. For example, if you click Asset ID, assets are ordered according to the asset number assigned in either ascending or descending order.

Note. Some results may contain multiple ChartFields. To display them, click either the Asset Cost Information tab or the Show all Columns icon.

Drill-Down To

The drill-down functionality enables you to review detailed information about a selected asset within different Asset Management components. You can also use the drill-down functionality to copy or print an asset. Select one of the following options to view detailed asset information in a new window:

• Asset Accounting Entries.

• Asset Basic Information.

• Asset Cost Adjust/Transfers.

• Asset Cost History.

• Asset Depreciation.

• Asset Retirements.

• Copy Asset.

• Define Tax/Depr Criteria (define tax and depreciation criteria).

• Print an Asset.

• View Component Hierarchy.

Printing Asset Information

This section lists the page used to print asset information.

Page Used to Print Asset Information

Adding Assets with the Excel to Component Interface Utility

The PeopleTools Excel to Component Interface utility enables you to add assets from a predefined spreadsheet template. You can use the utility to upload new asset information during a conversion or when adding assets acquired from an acquisition or merger. You can add financial data and physical data. Once the data is uploaded, it is available for the Transaction Loader process to process the asset additions as financial add transactions (FAD).

Note. The amount of data that can be uploaded from a spreadsheet is limited by the spreadsheet utility. Consequently, this method of conversion is inappropriate for large-volume data conversions.

This section provides an overview of how to import asset information with the Excel to Component Interface utility and discusses how to:

• Enter data to import assets.

• Preview the data to be imported through a spreadsheet.

See Also

Enterprise PeopleTools 8.48 PeopleBook, PeopleSoft Component Interfaces

Understanding How to Import Asset Information with the Excel to Component Interface Utility

The PeopleSoft system provides a template to import and add transactions financial data from the spreadsheet to Asset Management tables INTFC_FIN and INTFC_PHY_A with the Excel to Component Interface utility.

Here is an overview of the steps to add assets using import data from an Excel spreadsheet:

1. Connect to the database by entering the database connect information on the template Connect Information tab.

   You need the PeopleSoft web server name, port, PeopleSoft Pure Internet Architecture or portal name, and default local node.

2. Select the predefined component interface (INTFC_FINPHY_SS_A) to populate the template on the Template tab.

3. Select the fields that are used to enter data.

   Select New Data Input to format the Data Input tab with the selected data fields for the component interface.

4. Input data for all identified and selected record levels on the Data Input tab.

5. Stage the input data to the Stage & Submit Data tab.

6. Review the data that is ready for staging on the Stage & Submit Data tab.

   Submit data for error-checking and transmission to the database, if successful.

7. Errors are returned to the Stage & Submit Data tab; select the Post Results option to return processing errors to the Data Input tab for reworking.

8. Submit data to the PeopleSoft Asset Management database as needed to successfully transmit all input data to Asset Management.

9. Preview the financial and physical data, using the menu option for importing data through a spreadsheet.

10. Run the Transaction Loader process to add assets to the database.

Pages Used to Add Assets with the Excel to Component Interface Utility

Entering Data to Import Assets

Access the Excel to Component Interface spreadsheet (ExcelToCI.xls).

Connect and select the component interface to be used for the asset upload: INTFC_FINPHY_SS_A. Select the data fields to be entered and format the Data Input tab by selecting New Data Input. Access the Input Data page of the Excel to Component Interface utility. The following table describes the entries for required fields to upload asset FAD transactions. Many other data fields are available to enter data through the template in addition to the ones described here; these are not required or key fields.

Record Level 000 identifies the common key field values to be shared by INTFC_FIN and INTFC_PHY_A. Record level 100 contains data fields for the INTFC_FIN table and record level 200 identifies the data fields for the INTFC_PHY_A table.

Here is a portion of the input page:

When the data input is complete, stage the data to the Stage & Submit tab. Data is transmitted to the database from the Stage & Submit page.

Previewing the Data to Be Imported Through a Spreadsheet

Access the Import Data Via Spreadsheet page.

Select the FIN and PHY data to be uploaded from the Excel to Component Interface utility. Enter search criteria. You can search by interface ID, interface line number, business unit, transaction load type, system source, auto-approval status, load status, asset identification, and asset book name. Preview the data before running the Transaction Loader process. If you need to enter changes, you must return to the Excel to Component Interface utility to make them or update them in preview pages depending upon user permissions