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.
Add attachments.

Pages Used to Add or Change Asset Information

Page Name	Definition Name	Navigation	Usage
General Information	ASSET_GENERAL_01	select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add	Add asset basic information manually, or modify existing asset information.
Cost History	COST_HISTORY2	select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add Click the Related Content button, then click Cost History.	To view complete asset cost history information.
Asset R&D Information (asset research and development information)	ASSET_RD_SP	Click the Set R and D Info link on the General Information page.	Enter information about R&D assets. In Australia, this information is used for tax reporting purposes; otherwise, it is informational only.
Warehouse Mapping	AM_WH_MAP_ASSET	Click the Asset Warehouse Mapping link on the General Information page.	Enter transfer information defaults for assets used in component changeout for PeopleSoft Maintenance Management. This page is used by PeopleSoft IT Asset Management and PeopleSoft Maintenance Management to transfer assets to a defined warehouse. Custodian, Location, and Employee ID are also available. Custodian will inherit the ChartFields defined for the warehouse.
Asset Management - Attachments	AM_ADD_ATTACH_SEC	Click the Attachments link on the General Information page.	Add relevant supporting documents to an asset transaction.
Fair Value	AM_FMV_DEFN	Click the Fair Value Details link on the General Information page.	Update fair value (FV) information for each asset. The data is stored on the AM_FMV record and is used for revaluation of the asset in accordance with statutory requirements.
(JPN) Local Tax Return	LTAX_ADD_INFO_SEC	Click the Local Tax Information link on the General Information page.	Enter local tax information when you acquire depreciable fixed assets. Report local tax return information for Japan.
Operation/Maintenance	ASSET_GENERAL_02	select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select Operation/Maintenance	Enter detailed physical information
Work Order Management	AM_WOM_OPT_ASSET	Click the Work Order Options for Components link on the Operation/Maintenance page.	Enter Work Order–related information relevant to the asset.
Hazardous Asset Codes	ASSET_FSC	Click the Hazardous Code Info link on the Operation/Maintenance page.	When an asset is defined as hazardous, describe it by selecting at least one hazardous code from the list.
Asset Acquisition Detail	ASSET_ACQ_DETAIL	select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select Asset Acquisition Detail	Store information about how the asset was acquired and keep track of the separate costs and acquisition details of components that make up an asset. If PeopleSoft Asset Management is integrated with PeopleSoft Payables, PeopleSoft Receivables, PeopleSoft Purchasing, or PeopleSoft Project Costing, these source systems will enter the information automatically.
Acquisition Details	ASSET_ACQ_DET_AP	Click the Interfaces Info link on the Acquisition Detail page.	View or enter information about assets acquired through other PeopleSoft applications. If Asset Management is integrated with other PeopleSoft applications, the source systems send the asset information through delivered interfaces. If not, you can add the information here.
Acquisition Detail Chartfields	ASSET_ACQ_DET_CF	Click the Acquisition Detail Chartfields link on the Asset Acquisition Detail page.	Enter acquisition ChartField details for the asset.
Doc Sequencing (document sequencing)	AM_DOC_SEQ	select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select Doc Sequencing	Enter document sequencing information.
Tax	ASSET_ACQ_DET_VAT	Click the Tax link on the Asset Acquisition Detail page.	Enter tax information for the asset. This feature is available only if the business unit is activated for value-added tax (VAT) processing.
Location/Comments/Attributes	ASSET_IMAGE	select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select Location/Comments/Attributes	Record the location and physical properties of the asset (such as color, height, and weight) and store comments about it; view a stored image of the asset.
Assets by Location - Parameters	RUN_AMAS2200	select Asset Management, then select Financial Reports, then select Asset Details, then select By Location	Generate a report of assets sorted by location.
Manufacture/License/Custodian	ASSET_CUSTODIAN	select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select Manufacture/License/Custodian Or click the More Manufacturer Info link on the Operation/Maintenance page.	Record custodial information, maintain license information, and store manufacturer-related information.
License Address	ASSET_LIC_ADDR_SEC	Click the Address button on the Manufacture/License/Custodian page in the License Information group box.	Enter address information associated with an asset license.
License Information - Parameters	RUN_AMAS1700	select Asset Management, then select Service and Maintenance, then select Reports, then select License Information	Generate a report of asset licenses.
Asset Property	ASSET_PROPERTY	select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select Asset Property	Enter details to manage property assets and to maintain property-specific attributes such as identifying information, asset hierarchy, area and occupancy, and legal descriptions. This page tab appears when the asset type of `Property` is selected; however, if Lease Administration is not a selected product within Installation Options and Space Management Installed is not selected within the Asset Management Installation Options, the Property page is disabled.
Record Property Taxes	ASSET_PROP_TAX	Click the Enter Property Taxes link on the Asset Property page.	Enter property tax details including due dates, taxing authorities, and payments.
Asset Supplemental Data	AM_ASSET_SD	select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select Asset Supplemental Data	Record additional data based upon asset business unit, asset type, subtype, manufacturer, and model.

General Information Page

Use the General Information page (ASSET_GENERAL_01) to add asset basic information manually or modify existing asset information.

Navigation

select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select General Information

Image: Basic Add - General Information page

Basic Add - General Information page

Unit

Displays the business unit in which the asset is defined.

Asset ID

Select the default value 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.

(AUS) Asset R&D Information Page

Use the Asset R&D Information (asset research and development information) page (ASSET_RD_SP) to enter information about R&D assets.

In Australia, this information is used for tax reporting purposes; otherwise, it is informational only.

Navigation

Click the Set R and D Info link on the General Information page.

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

R and D Plant (research and development plant)

Select to identify the asset as specifically allocated for research and development.

R and D Start Date (research and development start date)

Enter the start date for the asset.

Use NBV (use net book value)

Select to use net book value for your tax reporting purposes. Click the OK button to return to the Asset Information page.

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

(JPN) Local Tax Information Page

Use the (JPN) Local Tax Return page (LTAX_ADD_INFO_SEC) to enter local tax information when you acquire depreciable fixed assets.

Navigation

Click the Local Tax Return link on the General Information page.

Image: Local Tax Information page

This example illustrates the fields and controls on the Local Tax Information page. You can find definitions for the fields and controls later on this 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 on the User Preferences - Overall Preferences page is set to JPN,the Establish Business Units component for PeopleSoft Asset Management includes the Business Unit Info for Japan page. If you select Use JPN Local Tax from the AM Business Unit Definition page (JPN Info link) , 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.

Warehouse Mapping Page

Use the Warehouse Mapping page (AM_WH_MAP_ASSET) to enter transfer information defaults for assets used in component changeout for PeopleSoft Maintenance Management.

This page is used by PeopleSoft IT Asset Management and PeopleSoft Maintenance Management to transfer assets to a defined warehouse. Custodian, Location, and Employee ID are also available. Custodian will inherit the ChartFields defined for the warehouse.

Navigation

Click the Asset Warehouse Mapping link on the General Information page.

Image: Warehouse Mapping page

This example illustrates the fields and controls on the Warehouse Mapping page. You can find definitions for the fields and controls later on this 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, and Project

Displays the ChartField account codes to be used for the transferred component (asset). Only the active ChartFields for your system appear.

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 (employee ID)

Enter the employee ID assigned to the asset.

Asset Management – Payment Worksheet Attachments Page

Use the Asset Management - Payment Worksheet Attachments page (AM_ADD_ATTACH_SEC) to add relevant supporting documents to an asset transaction.

Navigation

Click the Attachments link on the General Information page.

Image: Asset Management - Attachments

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

Asset Management - Payment Worksheet Attachments page

Add Attachment

Click this button to attach files as supporting documentation for an asset. Supply a description of the file or files that you attach.

User, Name, and Date/Time Stamp

Once you add attachments and save the asset, the User, Name and Date/Time Stamp related to the user who added the attachments are automatically supplied.

Delete

Click to delete an attachment.

Fair Value Page

Use the Fair Value page (AM_FMV_DEFN) to update fair value (FV) information for each asset.

The data is stored on the AM_FMV record and is used for revaluation of the asset in accordance with statutory requirements.

Navigation

Click the Fair Value Details link on the General Information page.

Image: Fair Value page

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

Fair value is used in establishing revaluation of assets. PeopleSoft Asset Management stores this information for each asset and allows you to add a new fair value (FV) on a regular basis, leave it blank, or let it stay as original cost, depending upon your business requirements.

See Capturing and Maintaining Asset Fair Value.

Search Audit Logs Page

Navigation

Access the Search Audit Logs page (click the Audit Logs link on the General Information page).

Image: Search Audit Logs page

This example illustrates the fields and controls on the Search Audit Logs page. You can find definitions for the fields and controls later on this page.

The Audit Logs link on the General Information page appears only if you have enabled audit logging for Asset Management and after you have saved the asset. Click the link to access the audit logs that pertain to this particular asset. The search results present all events for this asset that you have selected for tracking when you enabled audit logging.

See Setting Up Financials Audit Framework (Audit Logging).

Cost History Page

PeopleSoft delivers the ability to view complete asset cost history information for an asset from the Basic Add component. Access any page of the Basic Add component and click the Related Content Button and select the Cost History link.

A collapsible Related Content section appears at the bottom of the Asset Acquisition Detail page for the selected asset:

Image: Related Content Cost History Page

This example illustrates the fields and controls on the Related Content Cost History Page. You can find definitions for the fields and controls later on this page.

For more information regarding these pages, see Viewing Archived Data

To manage related content, see Managing Related Content in Asset Management

See also PeopleTools 8.52 Documentation: PeopleTools Portal Technologies, Developing and Configuring Related Content Services.

Operation/Maintenance Page

Use the Operation/Maintenance page (ASSET_GENERAL_02) to add or update:

Manufacturer information
Resource information
Maintenance information
Hazardous materials information

Navigation

select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select Operation/Maintenance

Image: Operation/Maintenance page

This example illustrates the fields and controls on the Operation/Maintenance page. You can find definitions for the fields and controls later on this page.

Asset Structure

This section discusses how to define the asset structure. Assets can 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.

Asset Type

Displays the asset type for this asset from a list of valid definitions.

Asset Subtype

Displays the asset subtype to this asset type. Only one asset subtype can be applied to an asset type.

Component Of

Enter the asset ID that this asset is a component of.

Begin Date

Enter the date when the relationship begins. This field is only visible when a component is assigned or updated.

Clustered Asset

Select to indicate that the asset is part of a larger entity or cluster. A clustered asset is similar to a group asset. This field is used for reporting purposes only.

Work Order Options for Components

Go to the Work Order Options for Components page to define options for work orders.

Manufacturer Information

This section provides information to define asset manufacturer information.

Serial ID

Enter the asset serial number ID, if available. The serial ID is required for asset type hardware.

Mfg ID (manufacturing ID)

Enter the asset manufacturing ID, if available.

Model

Enter the asset model information or ID, if available.

Version

Enter the asset version information or ID, if available.

More Manufacturer Info (more manufacturer information)

Click this link to go to the Asset Manufacture/License/Custodian (ASSET_CUSTODIAN) page.

Asset Resource Information

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

Schedulable

Select if the asset can be scheduled by users. For example, a crane extension can be used on multiple cranes at multiple project sites. It may require separate inspections and certifications from the crane. It could be used to replace a similar extension in use on another crane that must be taken out of service for repairs or inspection. Because it can be used on more than one crane, it may be considered a schedulable asset. Only schedulable assets can be checked out using the asset checkout feature.

Allow Overbooking

Select if the asset schedule of the asset can be overbooked.

Use As Tool

Select if the asset is used as a tool in another event. This requires that an asset subtype be associated with the asset.

Charge Back

Select if the asset can be charged back to a department, operating unit, project or other cost expensing entity.

WO Unit (work order unit)

Enter the associated work order business unit accessing the asset. This option is available if PeopleSoft Maintenance Management is installed.

Shop

This option is available if PeopleSoft Maintenance Management is installed. It is used for defaulting the location where the asset needs to be worked on during repair.

Crew

Select the crew name from the list of crews associated with the work order unit and shop that you previously selected.

Note: This option is available if PeopleSoft Maintenance Management is installed.

Maintenance Information

This section provides maintenance information about the assets.

Repairable

Select if the asset can be repaired as needed.

Repair Status

Select a repair status of the asset. This field is available when the Repairable option is selected.

Values are Needs Repair, In Repair, and None. Repair status can be updated from PeopleSoft Maintenance Management if the Repairableoption is selected.

Parts List

Select a corresponding equipment parts lists (EPL) established for this asset. It is important to be sure that all the criteria match in order to assign an EPL template to the asset (Asset Type, Subtype, Manufacturer ID, Model, and Product Version.)

WO Location (work order location)

Select the work order location for the asset. This location designates where the repair will take place. The values are Asset, Shop or Other.

Criticality

Select the appropriate level of criticality for the asset. Criticality levels are defined on the Asset Criticality page (AM_CRIT_LVL). Select select Set up Financials/Supply Chain, then select Product Related, then select Asset Management, then select Service and Repair, then select Criticality Code. You can establish meaningful levels of criticality for your organization when defining the criticality code and associated description.

See Defining Asset Attributes.

Offline

Designate whether the asset is available or offline. (The field is informational only.)

Other Information

Hazardous Asset

Select if the asset is considered a predominant or significant hazardous material.

Note: The federal government of the United States defines hazardous materials and waste to include: "Solid, liquid, or gaseous waste, or combination of these wastes, which because of its quantity, concentration or physical, chemical, or infectious characteristics may cause significantly to an increase in mortality or an increase in serious irreversible or incapacitating illness or pose a substantial present or potential hazard to human health or the environment when improperly treated, stored, transported, disposed of, or otherwise managed."

Hazardous Code Info (hazardous code information)

Click to access the Hazardous Code Information page, where you can indicate hazardous material information by selecting assigned codes. The PeopleSoft system is delivered with the U.S. Federal Supply Class (FSC) codes, or you can select from codes that are created during implementation to suit your specific needs.

See Hazardous Codes Page.

Non-Owned Asset

Select if this asset is not owned.

Replacement Asset and Asset ID

Select if this is a replacement asset. When an asset (or asset component) has been replaced by another in PeopleSoft Maintenance Management, this field automatically displays the associated new asset ID.

Note: The asset ID displayed here shows the replaced asset ID. The new asset that replaced this asset has a new asset ID on the General Information page.

Asset is Available, Contact, and Phone # (phone number)

Select and complete contact information if the asset is available for reassignment to another person.

Linear Asset

Identify an asset as linear within the Asset Repository. These are assets that have coordinates for their start and end points, such as a pipeline, train track, or a highway. You can identify linear assets at the asset subtype level when defining subtypes. In this way, when you select a subtype for the asset, the Linear Assetcheck box automatically inherits the designation that was made for the asset subtype. You can, however, override the subtype linear designation here at the individual asset level.

Note: Identification of linear assets facilitates potential integrations with third-party products.

IT Asset Related Information

This section discusses how to define IT asset–related information.

IP Address

Enter the IP address of the asset.

CPU

Enter the CPU identifier.

Work Order Management Page

Use the Work Order Management page (AM_WOM_OPT_ASSET) to enter Work Order–related information relevant to the asset.

Navigation

Click the Work Order Options for Components link on the Operation/Maintenance page.

Image: Work Order Management page

This example illustrates the fields and controls on the Work Order Management page. You can find definitions for the fields and controls later on this 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 unavailable for selection as the options will be taken from other levels unless you specifically select the option to use it at the asset level.

Default Rules from Asset

Check to enable rules from asset. If you leave this check box deselected, the system will take the default from a higher level and the other two fields will be unavailable for selection.

Retire Assets Components

Select to allow asset subcomponent disposal when the asset component is retired.

Transfer Out Asset Components for Reuse

Select to allow transfer of subcomponents when the asset component is transferred.

Asset Warehouse Mapping

Click to view the Warehouse Mapping page.

InterUnit Transfer Defaults Options

Select the asset information to include with the transfer when there is an interunit transfer.

Hazardous Asset Codes Page

Use the Hazardous Asset Codes page (ASSET_FSC) to when an asset is defined as hazardous, describe it by selecting at least one hazardous code from the list.

Navigation

Click the Hazardous Code Info link on the Operation/Maintenance page.

Image: Hazardous Asset Codes page

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

Hazardous Code

Select a code number.

Hazardous Type and Items Contained

These fields display the values contained in the definition for the code from the Hazardous Codes table established at implementation.

Asset Acquisition Detail Page

Use the Asset Acquisition Detail page (ASSET_ACQ_DETAIL) to store information about how the asset was acquired and keep track of the separate costs and acquisition details of components that make up an asset.

You can 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.

You can enter multiple transactions and adjustments for an asset without exiting the component. When you enter the first acquisition line, the page displays the Capitalize button once the To be Capitalized field value is selected as the Capitalize option. Click the Capitalize button and save. Without leaving the page, click the Add a New Row button (plus button) to add the next transaction: You may also add a noncapital transaction for the next row. Once you select the Never Capitalize field value, the Non-Capitalize button appears. Click the Non-Capitalize button and save the transaction.

For additional information on entering multiple adjustments for an asset, see Entering Multiple Cost Adjustments. Understanding Adjusting, Transferring, and Evaluating Assets, “Entering Multiple Cost Adjustments”.

Navigation

select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select Asset Acquisition Detail.

Image: Asset Acquisition Detail page

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

You can enter multiple transactions and adjustments for an asset without exiting the component. When you enter the first acquisition line, the page displays the Capitalize button once the To be Capitalized field value is selected as the Capitalize option. Click the Capitalize button and save. Without leaving the page, click the Add a New Row button (plus sign) to add the next transaction: You may also add a noncapital transaction for the next row. Once you select the Never Capitalize field value, the Non-Capitalize button appears. Click the Non- Capitalize button and save the transaction.

See For more information on entering multiple adjustments for an asset, see Note ID 1357360.1 on My Oracle Support website (https://support.oracle.com).

Enter the following information for each acquisition detail line:

Asset ID

This is the asset value that was entered on the General Information page (or Express Add page) when adding the asset.

System Source

This field indicates the source system from which the acquisition detail was derived for PeopleSoft Asset Management. The default system source value when entering assets manually is AM Online Entry Page. This applies to the Express Add component, the Define Asset Operational Information component, as well as the Basic Add component .that you enter must be valid in the PeopleSoft Financials and Distribution Source table, and is typically Purchasing (PO), Payables (AP), or Project Costing (PC).

Incentive ID

Enter an investment incentive ID. This field is informational only.

Capitalize

This field indicates the capitalization status of an existing asset. or Select the intended capitalization action when adding an asset. The possible values are:

Already Capitalized
Already Non Capitalized
Consolidated
Never Capitalize
To Capitalize Later
To be Capitalized

If an asset has not already been capitalized, you can assign it a status of To be Capitalized or Never Capitalize. PeopleSoft Asset Management enables you to associate books with non capitalized assets with the Never Capitalize status. Based on the option that you select, either the Capitalization Information section or the Non Capitalization Information section appears on the page.

Interfaces Info (interfaces information)

Click to access a separate page where you can enter acquisition details information.

Acquisition Detail Chartfields

Click to access a separate page for storing ChartField information. Enter the operating unit, department, product, and project ID that you want to associate with the acquisition detail line.

Acquisition Details Page

Use the Acquisition Details page (ASSET_ACQ_DET_AP) to view or enter information about assets acquired through other PeopleSoft applications.

If Asset Management is integrated with other PeopleSoft applications, the source systems send the asset information through delivered interfaces. If not, you can add the information here.

Navigation

select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select Asset Acquisition Detail. Click the Interfaces Info link.

Image: Acquisition Details Page

This example illustrates the fields and controls on the Acquisition Details Page. You can find definitions for the fields and controls later on this page.

Procurement Group

Procurement Group ID

Displays the Procurement Group ID for the asset. A procurement group ID is an identifier that is used to associate multiple related purchased items for an asset. The Procurement Group ID can be assigned to a group of procurement transaction lines on a single purchase order or across multiple purchase orders. See Consolidating Requisition and Purchase Order Lines for Asset Components.

Seq (sequence)

Displays the Procurement Group Sequence number. Each transaction within a procurement group ID is assigned a procurement group sequence number.

Primary Unit

Displays the item that is the designated primary unit for the asset. The primary unit for the procurement group ID is assigned on the Procurement Group page. When an item is flagged as a primary item, a separate transaction is inserted into INTFC_PRE_AM in increments of the unit allocation quantity or amount and has its own sequence number.

Acquisition Detail Chartfields Page

Use the Acquisition Detail Chartfields page (ASSET_ACQ_DET_CF) to enter acquisition ChartField details for the asset.

Navigation

Click the Acquisition Detail Chartfields link on the Asset Acquisition Detail page.

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. This section only displays when adding an asset.

Use the Non Capitalization Information section to add non capitalized costs associated with an asset at book level. This group box displays only when selecting the Never Capitalize option for the Capitalize field.

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

Profile ID

Identifies a profile that is set up in the Asset Profile table. The current asset automatically displays all financial and tax depreciation information defined in that profile. You must enter a profile ID for each asset that you capitalize.

Accum Depr in Current Pd (accumulated depreciation in current period)

Select and add accumulated depreciation for the asset to be booked to the current period. Otherwise, accumulated depreciation is booked to the previous period. This check box appears only if you are capitalizing an asset.

Transaction Date and Accounting Date

By default, these fields display the current date or the dates specified as user defaults. Transactions in Asset Management are entered after they have occurred. The Transaction Date field reflects the accrual date that the event took place, while the Accounting Date field reflects when it was booked or sent to accounting in the system. The transaction date must be earlier than or equal to the accounting date. For capitalized assets, note that any difference between accounting and transaction dates affects depreciation as well as posting or booking.

Transaction Code

Identifies which accounting entry template is used for the asset. The system accepts only a valid combination of asset category, transaction code, cost type, and transaction type for which accounting entry templates exist.

Capitalize

Click the Capitalize button to capitalize the asset and add cost rows for all books in the profile ID. The cost rows that appear by default equal the total of all capitalizable acquisition detail rows. You can change this amount. The Capitalize button is no longer present once all of the To be Capitalized lines are capitalized.

If one of the To be Capitalized lines is not yet capitalized, the Capitalize button is still visible and available. If you try to save the asset when there are amounts that have not yet been capitalized, you receive a warning; you can save anyway and capitalize the amount remaining to be capitalized at a later time.

Non-Capitalize

Click the Non-Capitalize button to add rows for all books in the profile ID. The cost rows that appear by default equal the total of all noncapitalizable acquisition detail rows. This button appears only when the Never Capitalize field value is selected from the Capitalize options.

If one of the non capital lines still has a status of Never Capitalize, the Non-Capitalize button is still visible and available.

Left to Capitalize

After capitalization, all capitalizable cost rows on the Asset Acquisition Detail page are marked as capitalized. Therefore, the amount left to be capitalized is 0 until you add more capitalizable cost rows to the Asset Acquisition Detail page.

Left to Non Capitalize

After capitalization, all noncapitalizable cost rows on the Asset Acquisition Detail page are marked as noncapitalized. Therefore, the amount left to be noncapitalized is 0 until you add more noncapitalizable cost rows to the Asset Acquisition Detail page.

Accum Depr(accumulated depreciation)

For capitalized assets, enter the amount of depreciation already recognized. If you are adding assets that have depreciation from prior years or prior periods, enter that amount in this field.

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.

Asset Acquisition Detail Page – Entering Multiple Cost Adjustments

To enter multiple transactions and adjustments for an asset without exiting the component, access the Asset Acquisition Detail Page.

Navigation

Asset Management, Asset Transactions, Owned Assets, Basic Add, Asset Acquisition Detail.

Image: Asset Acquisition Detail (1 of 6)

This example illustrates the fields and controls on the Asset Acquisition Detail (1 of 6). You can find definitions for the fields and controls later on this page.

In the example pictured, the first acquisition line is entered (ACQ1 in this example). The page displays the Capitalize button once the To be Capitalized field value is selected as the Capitalize option.

Click the Capitalize button and save. Without leaving the page, click the Add a New Row button to add the next transaction:

Image: Asset Acquisition Detail (2 of 6)

This example illustrates the fields and controls on the Asset Acquisition Detail (2 of 6). You can find definitions for the fields and controls later on this page.

Add a non-capital acquisition line for the asset (ACQ2 in this example) as follows:

Image: Asset Acquisition Detail (3 of 6)

This example illustrates the fields and controls on the Asset Acquisition Detail (3 of 6). You can find definitions for the fields and controls later on this page.

Once you select the Never Capitalize field value, the Non-Capitalize button appears. Click the Non-Capitalize button and save the transaction:

Image: Asset Acquisition Detail (4 of 6)

This example illustrates the fields and controls on the Asset Acquisition Detail (4 of 6). You can find definitions for the fields and controls later on this page.

Add a third transaction row, to be capitalized. Stay on the page and click the Add a New Row button. For the third row (ACQ3 in this example), select the To be Capitalized field value. Note that the Capitalize button is available, and the Left to Capitalize amount correctly reflects the amount remaining to capitalize for the asset:

Image: Asset Acquisition Detail (5 of 6)

This example illustrates the fields and controls on the Asset Acquisition Detail (5 of 6). You can find definitions for the fields and controls later on this page.

Click the Capitalize button and save:

Image: Asset Acquisition Detail (6 of 6)

This example illustrates the fields and controls on the Asset Acquisition Detail (6 of 6). You can find definitions for the fields and controls later on this page.

In this example, if one of the To be Capitalized lines were not yet capitalized, the Capitalize button is visible and available. If you proceed to save, you are presented with a warning reminding you that you have amounts to be capitalized that have not yet been capitalized. You can choose to save anyway or go back and capitalize those amounts.

If one of the non capital lines still has a status of Never Capitalize, the Non-Capitalize button is visible and available.

Tax Page

Use the Tax page (ASSET_ACQ_DET_VAT) to enter tax information for the asset.

This feature is available only if the business unit is activated for value-added tax (VAT) processing.

Navigation

Click the Tax link on the Asset Acquisition Detail page.

Note: This link appears only when the business unit is activated for value-added tax (VAT) processing.

Image: Tax page

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

Doc Sequencing Page

Use the Doc Sequencing (document sequencing) page (AM_DOC_SEQ) to enter document sequencing information.

Navigation

select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select Doc Sequencing

Image: Doc Sequencing page

This example illustrates the fields and controls on the Doc Sequencing page. You can find definitions for the fields and controls later on this 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 the 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 General Ledger are editable.

Location/Comments/Attributes Page

Use the Location/Comments/Attributes page (ASSET_IMAGE) to record the location and physical properties of the asset (such as color, height, and weight) and store comments about it; view a stored image of the asset.

Navigation

select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select Location/Comments/Attributes

Image: Location/Comments/Attributes page (1 of 2)

This example illustrates the fields and controls on the Location/Comments/Attributes page (1 of 2). You can find definitions for the fields and controls later on this page.

Image: Location/Comments/Attributes page (2 of 2)

This example illustrates the fields and controls on the Location/Comments/Attributes page (2 of 2). You can find definitions for the fields and controls later on this page.

Record an asset's location and physical properties (such as color, height, and 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.

Map It

Click the Map It button from the Location/Comments/Attributes page to view the location of the asset on a map.

This button appears on this page when you select the GIS Integration Enabled check box from the Installation Options - Overall page and enable the integration at the Asset Management business unit level from the Asset Management Definition – Interface Options page. Once enabled you can map assets using the Asset Map Dashboard and from the Basic Add component.

Note: PeopleSoft does not automatically update the Latitude or Longitude fields in the location definition. These must be entered manually.

Map It - Asset Location Map

Visual assistants, such as maps, significantly improve the performance of locating and viewing assets for planning maintenance and deployment. Integration with ESRI ArcGIS Online enables the display of assets on a map from the Basic Add - Location/Comments/Attributes page. Access the Asset Location Map by clicking the Map It button:

Image: Map It - Asset Location Map

This example illustrates the fields and controls on the Map It - Asset Location Map. You can find definitions for the fields and controls later on this page.

A callout box appears when you click the location dot in the modal window (once you click the Map It button). This callout shows asset information and a link where you can access the Express Work Order page to create an express work order for the asset, if needed.

To enable the map functionality, see the Map It field description on the Location/Comments/Attributes page. The GIS integration uses ArcGIS Web Mapping JavaScript APIs to embed maps in PeopleSoft. The ArcGIS JavaScript API is owned by ESRI and is subject to Terms of Use.

Manufacture/License/Custodian Page

Use the Manufacture/License/Custodian page (ASSET_CUSTODIAN) to record custodial information, maintain license information, and store manufacturer-related information.

Navigation

select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select Manufacture/License/Custodian

Or click the More Manufacturer Info link on the Operation/Maintenance page.

Image: Manufacture/License/Custodian page (1 of 2)

This example illustrates the fields and controls on the Manufacture/License/Custodian page (1 of 2). You can find definitions for the fields and controls later on this page.

Image: Manufacture/License/Custodian page (2 of 2)

This example illustrates the fields and controls on the Manufacture/License/Custodian page (2 of 2). You can find definitions for the fields and controls later on this page.

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

Asset Property Page

Use the Asset Property page (ASSET_PROPERTY) to Enter details to manage property assets and to maintain property-specific attributes such as identifying information, asset hierarchy, area and occupancy, and legal descriptions.

This page tab appears when the asset type of Property is selected; however, if Lease Administration is not a selected product within Installation Options and Space Management Installed is not selected within the Asset Management Installation Options, the Property page is disabled.

Navigation

select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select Asset Property

Image: Asset Property page

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

Property Information

This page appears when the asset type of Property is selected; however, if Lease Administration is not a selected product within Installation Options or Space Management Installed is not selected within the Asset Management Installation Options, the Property page does not appear.

Property ID

The property asset ID is displayed after the record is saved.

Property Class

Select the property class from the available options. PeopleSoft delivers the following hierarchy of property classes:

Site

Building

Floor

Area

Space

Property Subclass

Select the property subclass from the available user-defined options, if any.

Property Name and Description

Enter the property name and descriptions. If these are entered on the General Information page, they will follow to this page.

Hierarchy

Parent Property

Select the parent property ID. Only the property asset IDs within this business unit are available.

Site ID

Enter the site property ID.

Building ID

Enter the building property ID. The field is available when the site property ID has been populated. The system performs an edit to check that higher level hierarchical fields are populated.

Floor ID

Enter the floor property ID. The field is available when the site property ID and the building property ID have been populated. The system performs an edit to check that higher level hierarchical fields are populated.

Area ID

Enter the area property ID. The field is available when the site property ID, building property ID, and floor property ID have been populated. The system performs an edit to check that higher level hierarchical fields are populated.

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

Total Area

Enter the total measurement of the area of the property.

Unit of Measure

Enter the unit of measure for the total area. If this field is unavailable for selection, the unit of measure is populated by default from the information selected when the asset was entered.

Occupancy

Select the occupancy status of the property from the available values: Occupied or Vacant.

Current Occupancy

Enter the current number of occupants for the property.

Ownership

Select the ownership status of the property from the available options: Owned or Leased.

Maximum Occupancy

Enter the maximum number of occupants for the property. This may be a legal definition.

Occupants Information

Click this link to access the Maintain Property Occupants page. On this page, you can add property occupant details such as occupant type, occupant ID, move in and move out dates, as well as asset components.

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 of 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. Similarly, 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 can 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.

Parcel Number

Enter the parcel number, usually provided within the grant or deed of trust.

Lot Number

Enter the lot number, usually provided within the grant or deed of trust.

Block Number

Enter the block number, usually provided within the grant or deed of trust.

Legal Description

Enter the legal description, usually provided within the grant or deed of trust.

Record Property Taxes Page

Use the Record Property Taxes page (ASSET_PROP_TAX) to Enter property tax details including due dates, taxing authorities, and payments.

Navigation

Click the Enter Property Taxes link on the Asset Property page.

Image: Record Property Taxes page

This example illustrates the fields and controls on the Record Property Taxes page. You can find definitions for the fields and controls later on this page.

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

Asset Supplemental Data Page

Use the Asset Supplemental Data page (AM_ASSET_SD) to record additional data based upon asset business unit, asset type, subtype, manufacturer, and model.

Navigation

select Asset Management, then select Asset Transactions, then select Owned Assets, then select Basic Add, then select Asset Supplemental Data

Image: Asset Supplemental Data page

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