Working with Assets

This section discusses how to:

Search for, edit, and display assets.
Add assets to the budget.
Analyze asset budgets.

See Understanding Planning and Budgeting Activities.

Pages Used to Work with Assets

Page Name	Definition Name	Navigation	Usage
Asset Overview	BP_ASSET_OVERVIEW	select Planning and Budgeting, then select Activity Preparation, then select My Planning Workspace Click the Edit link to update or the View link for read-only access.	Search for, edit, and display assets meeting your criteria. You can also access the following pages: Asset Data, Asset Analysis, Capital Acquisition Planning Details, Asset Catalog, and Asset Budgeting Defaults.
Asset Data	BP_ASSET_DATA	Click the Add Asset button on the Asset Overview page or select one of the existing assets to edit or review.	Enter details about a new asset, update an asset already added, or review the details of an in-service asset.
Asset Analysis	BP_AST_INQUIRY	Click the Asset Budgeting Analysis link on the Asset Overview page.	Enter selection criteria to find the asset data that you want to analyze or download to a Microsoft Excel spreadsheet.
Asset Analysis	BP_AST_INQUIRY2	Click Run on the Asset Analysis page.	View results of the asset data analysis process.
Capital Acquisition Planning Details	BP_CAP_DETAILS	From the View Asset Defaults dropdown list box on the Asset Overview page, select `Capital Acquisition Plan,` and then click Go.	Displays defaults for capital acquisition plans.
Asset Catalog	BP_ASSET_CATALOG	From the View Asset Defaults dropdown list box on the Asset Overview page, select `Asset Catalog,` and then click Go.	Displays defaults defined for the asset catalog.
Asset Budgeting Defaults	BP_ASSET_OPTIONS	From the View Asset Defaults dropdown list box on the Asset Overview page, select `Asset Budgeting Defaults,` and then click Go.	Displays defaults defined for asset budgeting.
Asset Budgeting Defaults - Asset Accounts	BP_ASSET_ACCOUNT	Click the Asset Accounts link on the Asset Budgeting Defaults page.	Displays the accounts that you can use while adding or updating assets.
Asset Budgeting Defaults - Depreciation Accounts	BP_DEPR_ACCOUNT	Click the Depreciation Accounts link on the Asset Budgeting Defaults page.	Displays the accounts that you can use while adding or updating assets and lets you override settings related to asset life, salvage value, and depreciation method.

Asset Overview Page

Use the Asset Overview page (BP_ASSET_OVERVIEW) to search for, edit, and display assets meeting your criteria.

You can also access the following pages: Asset Data, Asset Analysis, Capital Acquisition Planning Details, Asset Catalog, and Asset Budgeting Defaults.

Navigation

select Planning and Budgeting, then select Activity Preparation, then select My Planning Workspace

Click the Edit link to update or the View link for read-only access.

Image: Asset Overview page

This example illustrates the fields and controls on the Asset Overview page. You can find definitions for the fields and controls later on this page.

Action Menu

Add Asset

Click to select an asset profile from the catalog and access the Asset Data page to add a new asset.

See Asset Data Page.

Asset Budgeting Analysis

Click to access the Asset Analysis page and enter selection criteria to find the asset data that you want to analyze or download to a Microsoft Excel spreadsheet.

See Asset Analysis Page.

View Asset Defaults

Select the desired asset default type, and then click Go. Values are:

Capital Acquisition Plan to access the Capital Acquisition Planning Details page and display defaults for capital acquisition plans.
Asset Catalog to access the Asset Catalog page and display defaults defined for the asset catalog.
Asset Budgeting Defaults to access the Asset Budgeting Defaults page and display defaults defined for asset budgeting.

The asset budgeting defaults are defined at the coordinator level.

See Understanding Asset Budgeting Setup.

Search Criteria

Asset ID, Asset Account, Depreciation Account, Catalog Item, Capital Acquisition Plan #, and Capital Acquisition Plan Seq

Enter your search criteria, and then click Search to display in the Assets group box the assets meeting your criteria.

Asset Status

Select the desired asset status. Values are:

Budgeted: Assets that are entered in Planning and Budgeting.
In-Service: Assets that are entered in Asset Management.

Show Excluded Assets

Select to expand your search results to include assets that are excluded from budget calculations.

Note: To exclude an asset from budget calculations, use the Asset Data page.

Click to display in the Assets group box the assets meeting your criteria.

Assets

Asset ID

Click to access the Asset Data page and edit the asset (budgeted assets only) or display the asset (only assets that are in service).

Don't Unlock

Click to return to the My Planning Workspace page for this activity scenario without releasing the lock so that others cannot edit this planning center for this activity scenario.

Unlock

Click to return to the My Planning Workspace page for this activity scenario after releasing the lock so that others can edit this planning center for this activity scenario.

Asset Data Page

Use the Asset Data page (BP_ASSET_DATA) to enter details about a new asset, update an asset already added, or review the details of an in-service asset.

Navigation

Click the Add Asset button on the Asset Overview page or select one of the existing assets to edit or review.

Image: Asset Data page

This example illustrates the fields and controls on the Asset Data page . You can find definitions for the fields and controls later on this page.

Planning Center

Asset ID

Displays DEFAULT when you first add an asset before saving, and displays the system-generated asset identifier after you save the asset record.

Exclude from Budget Calc (exclude from budget calculation)

Select to withhold the asset from line item budget calculations.

The asset's attributes remain in the activity scenario.

Asset Information

Catalog Item

Select an asset catalog item with which to associate the asset ID.

If you access this page from the Asset Overview page, the selected catalog item on the Asset Overview page displays here.

Asset Account and Depreciation Account

Displays values based on the selected asset catalog item defined by the coordinator using the Asset Catalog page.

Cash Account

Enter the desired cash account.

The coordinator uses the Asset Budgeting Defaults page to define default and override capability. You can override the account value if override capability is enabled at the coordinator level.

Budget Period

Select when the asset will be acquired.

Quantity

Enter the number or units of assets.

Cost

Enter the cost per unit.

Purchase Price

Displays the total price based on quantity multiplied by cost.

Note: If you use a multiple currency planning model and you modify the Currency Code, click Refresh to display the translated cost, salvage value, and total price amounts.

Depreciation Information

Useful Life

Enter the useful life in years.

You can enter a partial year.

Based on the selected asset catalog item (defined by the coordinator using the Asset Catalog page), you can override this value if you enabled override capability on the Depreciation Accounts page.

Salvage Value

Displays the salvage value.

Depreciation Method

Select a different depreciation method (based on the asset catalog item selected by the coordinator using the Asset Catalog page) if the coordinator enabled override capability on the Depreciation Accounts page. Values are:

Straight Line
Sum of the Years' Digits
Declining Balance
Double Declining Balance
None

Budget Period From

Select a depreciation start period for depreciation calculations.

Note: If you specify a depreciation start period, the system calculates the depreciation based on the specified cost, depreciation method, useful life, and budget period from. If you use a multiple-year budget, the system calculates the depreciation for all remaining periods within the budget, taking into account the life of the asset.

If you do not want the system to calculate depreciation in the current budget year, do not enter a value into this field. Alternatively, select the None option for depreciation method. If you use a multiple year budget, specify a start period for a year subsequent to the acquisition year as long as the period is contained within the proposed budget.

Capital Acquisition Plan Information

Capital Acquisition Plan # (capital acquisition plan number)

Enter a different value to identify the plan row if the coordinator enabled override capability and defined defaults at the coordinator level using the Asset Budgeting Defaults page.

Note: If the Capital Acquisition Plan Number Req option is selected on the Asset Budgeting Defaults page, you must enter a capital acquisition plan number to save.

Capital Acquisition Plan Seq (capital acquisition plan sequence)

Enter a different value to identify the plan row if the coordinator enabled override capability and defined defaults at the coordinator level using the Asset Budgeting Defaults page.

ChartField Distribution

Account and Currency Code

Displays the account and currency code value defaults based on the selected asset catalog item defined by the coordinator using the Asset Catalog page. If the coordinator included other dimensions (ChartFields) in the asset activity in the planning model, you can use them during data entry.

Note: New assets that you add are associated with the planning center in which they were created. You cannot distribute or split the amounts for a single asset ID across additional planning centers or dimension values.

Depreciation Details

Budget Period and Depreciation Amount

Displays the depreciation rows that you add.

The sum of these depreciation amounts corresponds to the depreciation amount displayed on the Asset Overview page for this asset.

Note: To ensure that the per-period depreciation value equals the annual depreciation total, the system adds or deducts the variance from the last period when the life of the asset has ended.

Note: The system does not apply any ChartField validation rules when saving assets. The validation for assets occurs in the parent line item activity if you select Enforce Budget for the line item activity.

Note: If you add an asset for a dimension combination that did not previously exist in the line item activity, it is possible that the new row will not immediately appear in the line item until you run the planning model recalculation application engine process at the coordinator level. To view the new asset line items immediately, add the dimension combination first in line item budgeting, select the ASSET method, and then create the assets for that combination.

Asset Analysis Page

Use the Asset Analysis page (BP_AST_INQUIRY) to enter selection criteria to find the asset data that you want to analyze or download to a Microsoft Excel spreadsheet.

Navigation

Click the Asset Budgeting Analysis link on the Asset Overview page.

Image: Asset Analysis page

This example illustrates the fields and controls on the Asset Analysis page. You can find definitions for the fields and controls later on this page.

Role Name

Select the planning and budgeting role associated with the asset activity that you want to analyze.

Business Unit, Planning Model ID, Activity, Scenario, and Planning Center

Enter values associated with the asset activity that you want to analyze.

Budget Version

Select the budget version associated with the asset that you want to analyze.

Labels

Select the desired label display option. Values are:

Code
Code and Description
Description

Run

Click to review the results of your search.

Note that the New Cost data pertains only to new assets and does not include in-service assets, while the Purchase Price column reflects both the new assets and in-service assets.

The Purchase Price reflected for the in-service assets on the report will only show up in a line item activity that allows balance sheet planning. When using the asset activity in conjunction with a line item activity for balance sheet planning, the asset's original purchase price will appear in the starting balance column for the corresponding asset account row.