This chapter covers the following topics:
Oracle iAssets provides an easy-to-use system that provides powerful query functionality and automates most transfer events. Oracle iAssets allows you to find assets easily, enter the transfer information, and enter the approval information for the request. Oracle iAssets also allows you to automatically update Oracle Assets with the transfer information after the approval process.
Oracle iAssets comes with a built-in automated approval process using Oracle Approvals Management (AME). Oracle iAssets also comes with a built-in email notification system using Oracle Workflow.
Oracle iAssets includes a powerful search tool you can use to find any assets that are available in the Oracle Assets system. Oracle iAssets includes two types of search mechanisms:
Simple Search: The Simple Search page allows you to search by asset number, description, serial number, tag number, employee name, and location.
Advanced Search: If you want to search using additional criteria, you can use the Advanced Search. The Advanced Search page allows you to search for specific assets or for many assets containing the same criteria. By default, the Advanced Search page allows you to search by asset number, description, tag number, and serial number. Users can add additional search criteria from a list of values.
Note: The assets you can query are determined by your security options setup. See: Security.
When you find assets, you have the option to add them to an asset list. You can search for more assets, save the asset list for later use, or use the asset list to create transfer requests.
Note: Before creating a transfer request, you must first create an asset list containing the assets you want to transfer.
Oracle iAssets allows the following types of self-service asset transfers:
Transfer assets from one cost center, company, or any other predetermined accounting segment to another cost center, company, or accounting segment.
Transfer assets from one location to another.
Re-assign assets from one employee to another when the employee is terminated or relocated.
Oracle iAssets provides the following seeded responsibilities:
Most users will use this responsibility to search for assets and create transfer requests. Users can also monitor the status of their transfer requests from this responsibility, and can receive notifications and perform approval actions.
iAssets Setup Administrator responsibility
This responsibility is used by the iAssets system administrator to set up and manage iAssets rules.
iAssets Manager responsibility
This responsibility is usually used by the fixed asset manager (Oracle iAssets manager). The Oracle iAssets manager can view all pending requests and assets. The Oracle iAssets manager can view all information regarding a transfer request, and change the transfer date, posting status, and destination details for each asset. The Oracle iAssets manager can also schedule requests.
Oracle iAssets provides the following types of security:
Security by Accounting Segment: When this option is enabled on the Create Rule page, users can view, query, or update only the segments that have been enabled by the Oracle iAssets system administrator.
Security by Cost Center: When the Enforce Security by Cost Center check box is checked on the Create Rule page, users will only be able to query and transfer assets that are currently assigned to his or her cost center.
Note: The cost center of the asset is the cost center in the expense account that is assigned to the asset. The cost center of the employee is the cost center of the default purchase account.
Search Options: When the Restrict users to only search for their saved requests check box is checked on the Create Rule page, users are able to see only their own requests.
Security by Corporate Book: Users will have access only to assets that are in the assigned corporate book.
For more information on setting up security options, see: Defining Rules.
Oracle iAssets integrates with the Oracle Human Resources Management System. This integration is executed through Oracle Approvals Management (AME). Non-Oracle Human Resources applications can also use AME to identify an approver or verify an approver's authority.
Note: If you use a non-Oracle Human Resources application to interface with Oracle Approvals Management, you must still set up employees in Oracle Human Resources.
Every company has their own specific processes for defining approvals. Oracle iAssets allows companies to define individual approval rules through the AME approvals setup process.
The approval process is based on AME and Workflow. AME and Workflow regulate the emails and the sequence of approvers. Approvers log into the application to view notifications and perform approval actions.
The iAssets Manager responsibility allows you to log in and view all asset transfer requests and all assets and their transfer information for these requests. Users logged into this responsibility have the ability to change the transaction date, posting status, and the destination employee location and expense account of asset lines before they are posted to the Oracle Assets system. Users will also be able to view the approval history of requests. Usually the fixed assets manager has access to the iAssets Manager responsibility.
If the Require iAssets Manager approval before applying any self-service transfers check box has been checked on the Create Rule page, the iAssets manager is required to approve all asset lines before posting. The iAssets manager must set each asset line to Post before transfers will be applied to the system by the Post Asset Transfer Requests program. If the Require iAssets Manager approval before applying any self-service transfers check box is checked, a status of Pending appears for each asset line on the View Request page. If the check box is not checked, the status is automatically set to Post after approval. In this case, approval by the iAssets Manager is optional.