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Oracle iAssets User Guide
Release 12.1
Part Number E13435-03
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Using Oracle iAssets

This chapter covers the following topics:

Using Oracle iAssets

You can use Oracle iAssets to search for assets or initiate a transfer request.

Related Topics

Oracle iAssets Home Page

Using iAssets to Search for Assets

Viewing Saved Requests

Creating an Asset List

Viewing Asset Details

Create Transfer Request: Request Details

Create Transfer Request: Releasing Details

Create Transfer Request: Destination Details

Oracle iAssets Home Page

The Oracle iAssets home page opens when you log into Oracle iAssets. On this page is a list of the following:

From this page, you can also use the tabs to search for assets or view saved requests.

Using iAssets to Search for Assets

Simple Search

Use the Simple Search page to search for assets. You must enter at least one of the search criteria listed on the simple search page, but can enter as many as you like. The more information you enter, the more precise your search results will be.

Advanced Search

The Advanced Search page allows you to enter more specific information about assets than does the Simple Search page. You can search on any of the fields listed on the page, as well as add additional fields on which to conduct your search by choosing additional fields from the Add Another list. You can also narrow your search for each field. For example, if you search by asset number, you can search for a specific asset number, or an asset number that contains, starts with, or ends with a particular set of numbers.

Viewing Saved Requests

From the Saved Requests page, you can search for your saved requests by request number, requester, preparer, or purpose.

Creating an Asset List

You create an asset list by searching for assets and adding them to an asset list. On the Asset List page, you can continue searching for additional assets, remove assets from the list, save the list for later use, or create a transfer request.

Viewing Asset Details

This page contains details of the selected asset, including description, type, number of units, category, and whether the asset is owned or leased.

Create Transfer Request: Request Details

This is the first step of the transfer request process. The following table shows the field and button names on this page, along with their descriptions:

Field or Button Description
Preparer This field shows the person who is logged into Oracle iAssets, and is always read only.
Requester The person for whom this transfer request is being created. For example, the user may be submitting a request for his or her manager. The value defaults to the preparer.
Effective Transfer Date You can enter a date in this field if it has been configured by the Oracle iAssets system administrator. You can enter the current date or a past date within the current fiscal year. Future dates are not allowed. If this field has not been configured by the iAssets system administrator, it is read only and always says Upon Approval.

Note: If you do not enter a date in this field, the value defaults to the system date. When the system date is later than the current open period of the asset book, then the transfer will be treated as a future period transaction. The future period transaction can be posted only when the period in which this date falls is opened in the asset book.

Purpose The reason for creating the transfer request. This field is required.

Create Transfer Request: Releasing Details

This is the second step of the transfer request process. This page shows details of the request, and contains a Releasing Approver field. The releasing approver may be defaulted and may be required, based on how the iAssets system administrator has set up the approval rules.

Note: This step is applicable only if the approval type is set up to require a releasing approver.

Releasing Details: Update Releasing Approver

This page appears when you choose the Update as Group option on the Create Transfer Request: Releasing Details page. From here you enter a single releasing approver to update the releasing approver for all assets in the asset list.

Create Transfer Request: Destination Details

This is the third step of the transfer request process. This page shows request information at the top, and a table with updatable fields to enter the destination information. You can change the information in the Expense Account, Location, and Employee fields. You must change the information in at least one of these fields and enter a receiving approver.

Note: This step is applicable only if the approval type is set up to require a destination approver.

Destination Details: Update Details

This page appears when you choose the Update as Group option on the Create Transfer Request: Destination Details page. From here you enter a single destination approver to update the destination approver for all assets in the asset list.

Create Transfer Request: Review

This is the fourth and final step of the transfer request process. On this page, you can review the changes you have made through the transfer process. If you are not satisfied with the changes, you can click on the Back button to return to previous pages and make additional changes.

Each combination of releasing and destination approvers must contain a different transfer request number, so if your request contains more than one combination, the page will show multiple request numbers. If this request was based on a previously saved request, the original request number will be reused and new numbers will be generated for the new requests.

iAssets Manager Home Page

The iAssets Manager home page opens when you log in the iAssets Manager responsibility. The iAssets Manager home page lists the latest ten pending or approved transfer requests by default. The iAssets manager can sort the requests by any of the columns on the home page, for example, by employee or location.

The iAssets manager can set the status of the approved asset lines to Post, Onhold, Review, and Rejected. Asset lines with a status other than Post are not picked up by the Post Asset Transfer Requests concurrent program. If the status of all the asset lines is set to Post in a transfer request, then the status of the transfer request is set to Approved. If only some of the asset lines are set to Post then the transfer request status is set to Partially Approved. The Post Asset Transfer Requests program will process asset lines with a status of Post as long as the Transfer Request status is either Approved or Partially Approved.

Transfer Request Page

From the iAssets home page, the iAssets Manager can click on any of the listed requests to view the request details listed on the Transfer Request page. If the request header has a status of Approved, then further action is required by the iAssets Manager.

The iAssets Manager can view the releasing details by clicking on the Show link next to each asset number or by clicking on the Show All Details link found at the top of the table. The iAssets Manager can update the receiving expense account, receiving location, transaction date, status, and note.

The iAssets Manager can set the status of the request to:

The iAssets Manager cannot set the asset line status to New, Error, Posted, or Pending.

If all the asset lines are set to Post then the request header status becomes Post. If all the asset lines are set to Rejected then the request header status becomes Rejected. If some asset lines are set to Post then the request header status becomes Partial Post. The iAssets Manager cannot set the request header status. This is set automatically based on the status of the asset lines.

The iAssets Manager can also approve multiple requests at once by selecting more than one request from the home page. In this case, the Transfer request will display the request number and the total number of requests (for example, Request 1 of 3). After completing work on the first request the iAssets Manager clicks the Next button to go to the next request.

Update Assets as Group Page

If the receiving information is common across the asset lines, the iAssets Manager can update multiple asset lines in a single action by selecting all of the assets and clicking the Update as Group button. The iAssets Manager can update the Status, Transaction Date, Employee, Note, Expense Account, and Location.

Requests Page

This page allows the iAssets manager to search for transfer requests by Request Number, Requestor, Preparer, Purpose, Creation Date, and Status, such as Approved, Rejected, Pending, or Completed with Errors.

Schedule Request Page

From the Schedule menu, choose Post Asset Transfer Requests to run this program. You must enter a value for the Book parameter using the list of values. Follow the steps to schedule your request. You can review the request before submitting it.