Setting Up and Using Manual Capitalization

To set up and use manual capitalization, use these components:

Asset Profile (PROFILE_PC).
Project Costing Options (PC_BUS_UNIT_OPT).
Project General (PROJECT_GENERAL).
Activity General (PROJECT_ACTIVITY).
Project Costing Asset Definition (PC_AM_DEFN)
Relate Assets by Project ID (PC_PCAM_DEFN)
Assign Resources to an Asset component (PC_AM_RESOURCES)
Selection Criteria component (PC_SEL_CRITERIA)

This topic discusses how to:

Define asset profiles if you do not use PeopleSoft Asset Management.
Define asset integration rules for manual capitalization.
Define project assets.
Capitalize assets in the early phases of projects.
Relate assets to projects and activities for manual capitalization.
Relate projects and activities to assets for manual capitalization.
View assets and profiles related to projects.
Assign transactions to assets.
Define date, activity, and transaction filter criteria.
Define department, location, and asset profile criteria.
Define custom filter criteria.

Pages Used to Set Up and Use Manual Capitalization

Page Name	Definition Name	Navigation	Usage
Asset Profile	PROFILE_DEFN_PC	select Set Up Financials/Supply Chain, then select Product Related, then select Project Costing, then select General Options, then select Asset Profile, then select Asset Profile	Create asset profiles in PeopleSoft Project Costing if you do not use PeopleSoft Asset Management.
Project Costing Options - Asset Integration Rules	PC_AM_RULE_BU	select Setup Financials/Supply Chain, then select Business Unit Related, then select Project Costing, then select Project Costing Options Select the Asset Integration Rules tab.	Set up integration with PeopleSoft Asset Management at the business unit level.
Project Definitions - Asset Integration Rules	PC_AM_RULE_PRJ	select Project Costing, then select Project Definitions, then select General Information Select the Asset Integration Rules tab.	Set up integration with PeopleSoft Asset Management at the project level.
Activity Definitions - Asset Integration Rules	PC_AM_RULE_ACT	select Project Costing, then select Activity Definitions, then select General Information Select the Asset Integration Rules tab.	Set up integration with PeopleSoft Asset Management at the activity level.
Define Assets	PC_AM_DEFN	select Project Costing, then select Assets, then select Define Assets, then select Define Assets	Specify basic information about a project asset.
Relate by Project	PC_PCAM_DEFN	select Project Costing, then select Assets, then select Relate by Project, then select Relate by Project	Associate assets with a specific project.
Assign Transactions to Assets	PC_AM_RES_SUM	select Project Costing, then select Assets, then select Assign Transactions to Assets, then select Assign Transactions to Assets	You can view the list of assets or profiles that are related to a project, and drill down into the asset or profile to assign transactions.
Assign Transactions	PC_AM_RESOURCES	Click the Assign Transactions link on the Assign Transactions to Assets page after you save the row.	Assign or clear transactions to a profile or asset. View transactions that are eligible for asset assignment.
Define Filter Criteria - Standard 1	PC_SEL_CRITERIA1	Click the Define Filter Criteria link on the Assign Transactions page.	Define selection criteria for date, activity, and transaction fields.
Define Filter Criteria - Standard 2	PC_SEL_CRITERIA2	Select the Standard 2 tab on the Define Filter Criteria - Standard 1 page.	Define selection criteria for department, activity location, and asset profile. This is an extension of the Define Filter Criteria - Standard 1 page.
Define Filter Criteria - Custom	PC_SEL_CRITERIA3	Select the Custom tab on the Define Filter Criteria - Standard 1 or Standard 2 page.	Include or exclude transaction fields from the criteria definition.

Asset Profile Page

Use the Asset Profile page (PROFILE_DEFN_PC) to create asset profiles in PeopleSoft Project Costing if you do not use PeopleSoft Asset Management.

Navigation

select Set Up Financials/Supply Chain, then select Product Related, then select Project Costing, then select General Options, then select Asset Profile, then select Asset Profile

Define templates that contain standard depreciation criteria for an asset type and its corresponding asset books.

Asset profiles are discussed in the Asset Profiles and the .Asset Profile Page topics.

Project Costing Options - Asset Integration Rules Page

Use the Project Costing Options - Asset Integration Rules page (PC_AM_RULE_BU) to set up integration with PeopleSoft Asset Management at the business unit level.

Navigation

select Setup Financials/Supply Chain, then select Business Unit Related, then select Project Costing, then select Project Costing Options

Select the Asset Integration Rules tab.

To enable the manual asset integration processes to create assets from the business unit's project activities:

Select Enable Integration in the Asset Integration Defaults group box.
Select an integration type of Capitalization.
Select an asset identification rule of Manual Identification.

After you select the manual identification rule on the Asset Integration Rules page you will perform other manual steps to define assets, relate assets to projects, and assign transactions to assets. After those manual steps are complete, the values that you specify on this page for timing triggers, asset location source, destination of asset rows, and asset adjustment rules can be used for the manual capitalization process.

Define Assets Page

Use the Define Assets page (PC_AM_DEFN) to specify basic information about a project asset.

Navigation

select Project Costing, then select Assets, then select Define Assets, then select Define Assets

Image: Define Assets page

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

Some of the fields that appear in this topic are defined in the Common Elements Used to Manage Assets topic.

Note: PeopleSoft Project Costing can create capitalized rows and distribute them without integrating with PeopleSoft Asset Management. You can use the PeopleSoft Asset Management Loader tables, but you must create a custom process that PeopleSoft does not support to extract data from the tables.

When an asset definition is created in PeopleSoft Asset Management, information such as depreciation method, useful life, category, or group asset ID are inherited from the asset profile. You can override default values from the profile on this page.

Transaction Date

Enter the date that the asset transaction occurs. This date is used as the default value for the transaction date override on the Manual Capitalization Review page.

The transaction date of an adjustment that you make after an asset is created must be equal to or greater than the previous transaction date.

Accounting Date

Enter the date for which the asset transaction is accounted. This date is used as the default value for the accounting date override on the Manual Capitalization Review page.

Parent Asset

Select to indicate the asset as a parent asset.

Cost Type

Enter the cost type for the asset. The Cost Type field (COST_TYPE) resides in the Project Transaction table as well as in the PeopleSoft Payables and PeopleSoft Purchasing systems that feed data to PeopleSoft Project Costing. Breakdown by cost type can occur for assets that are created from those transaction rows if the installation option Cost Type from Transaction is selected.

If the Cost Type from Transaction installation option is not selected, only the cost type that you enter in this field is included with the asset.

Note: To ensure data integrity in PeopleSoft Asset Management, after you specify the Cost Type from Transaction option during installation, do not change it.

Model

Enter the model identifier that is assigned to the asset.

Load Type

Displays the transaction load type that PeopleSoft Asset Management uses to determine the types of transactions that occur when the Load Transaction into Asset Management process loads rows into the Asset transaction tables.

Interface Status

Displays the status of the integration from PeopleSoft Project Costing to Asset Management, such as Pending or Generated.

Enable Book Processing

Select to enable the asset's transaction costs to be tracked by book in the PeopleSoft Asset Management system.

Capitalizing Assets in the Early Phases of Projects

Costs that a project incurs can be depreciated during the early phases of a project's life cycle even before you know exactly what assets the project will create. By using the Summarize by Profile feature in PeopleSoft Project Costing to integrate with PeopleSoft Asset Management, the system automatically reverses profile summaries and creates permanent assets when you process the actual asset information.

To set up this integration process:

Create a project and a work breakdown structure (WBS) that contains one or more activities.

You must select an asset identification rule of Manual Identification on the Asset Integration Rules page.
Define a temporary asset by using the Define Assets page.

When you define the permanent asset, assign the same asset profile to the permanent asset as you assign to the temporary asset.
Relate the temporary asset to the appropriate project activities.

You must select a Summarization Type of By Profile on the Relate by Project page or Relate by Asset page.
Accumulate transaction costs against the project activities.

Transactions with an analysis type that belongs to the PRECL (PC to AM Profile Summary) analysis group are eligible for assignment during this process.
Assign transactions to the temporary asset.

You must select an Assign Type of Profile on the Assign Transactions to Assets page.
Run the Send to Asset Management process.

You must select a Summarize Type of By Profile on the Send to Asset Management page.

Use the manual capitalization process when you are ready to capitalize the permanent asset. On the Relate by Project page, select a summarization type of By Asset.On the Assign Transactions to Assets page, select an assign type of Asset.

Before you run the Send to Asset Management process you must change the accounting date of the temporary asset to match the accounting date of the permanent assets. Additionally, you must change the transaction date of the permanent assets to match the original transaction date of the temporary asset. This ensures that the system reverses the temporary asset capitalized value and uses the correct final capitalized amount to create the permanent assets.

Relate by Project Page

Use the Relate by Project page (PC_PCAM_DEFN) to associate assets with a specific project.

Navigation

select Project Costing, then select Assets, then select Relate by Project, then select Relate by Project

Note: You can relate a single asset to multiple projects and activities.

Image: Relate by Project page

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

This page displays a project's view of the data. Add rows to associate the project activity with additional assets.

Summarization Type

Select whether to summarize By Asset or By Profile.

Relate by Asset

Click the Relate by Asset link after saving a row to access the Relate by Asset page, which provides a different view of the relationship between the project and asset.

Assign Transactions to Assets

Click to access the Assign Transactions to Assets page, which contains a list of assets for assignment to transactions.

Relate by Asset Page

Use the Relate by Asset page to relate projects and activities for manual capitalization.

Navigation

select Project Costing, then select Assets, then select Relate by Project, then select Relate by Project

(click the Relate by Asset link on the Relate by Project page

Note: You can relate a single asset to multiple projects and activities.

Image: Relate by Asset page

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

This page displays an asset's view of the data and it is used to associate an asset with project activities. Add rows to associate the asset with additional project activities.

Assign Transactions to Assets

Click to access the Assign Transactions to Assets page, which contains a list of assets for assignment to transactions. This link appears when you save the row.

Assign Transactions to Assets Page

Use the Assign Transactions to Assets page (PC_AM_RES_SUM) to view the list of assets or profiles that are related to a project, and drill down into the asset or profile to assign transactions.

Navigation

select Project Costing, then select Assets, then select Assign Transactions to Assets, then select Assign Transactions to Assets

Image: Assign Transactions to Assets page

This example illustrates the fields and controls on the Assign Transactions to Assets page. You can find definitions for the fields and controls later on this page.

Projects appear on this page if the project's asset identification rule is Manual Identification on the Asset Integration Rules page.

Assign Type

Select Asset or Profile. These options determine the fields that appear on the asset list rows.

Retire appears as the assign type if the project has an integration type of Retirement on the Asset Integration Rules page.

Book Processing

Displays the value that is inherited from the Enable Book Processing field on the Define Assets page.

Save

Click to enable the Assign Transactions link.

Assign Transactions

Click to access the Assign Transactions page where you can complete the transaction assignment process. This link is available after you save the row.

Assign Transactions Page

Use the Assign Transactions page (PC_AM_RESOURCES) to assign or clear transactions to a profile or asset.

View transactions that are eligible for asset assignment.

Navigation

Click the Assign Transactions link on the Assign Transactions to Assets page after you save the row.

Image: Assign Transactions page

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

Use this page to:

Assign a group of transactions to a profile or an asset.
Clear a group of transactions from the profile or asset.
View transactions that are eligible or ineligible for asset assignment based on specific criteria.
Selectively override the criteria for individual transactions.

Criteria ID

Select a value or create a new criteria ID. To create a new ID, either enter a new ID or keep the default value of NEXT and let the system assign the criteria ID.

Define Filter Criteria

Click to access the Selection Criteria component (PC_SEL_CRITERIA), where you can view and edit existing filter criteria that determine which project activity costs to include in the asset.

Note: The system determines which transactions are eligible for assignment based on the filter criteria and the value of the Asset Management Distribution Status field (AM_DISTRIB_STATUS). Only transactions that have not been distributed to PeopleSoft Asset Management are eligible for assignment by using the Assign Transactions page. Transactions with an Asset Management distribution status value of D (distributed) are not eligible for assignment.

Activity

Enter an activity to display only the transactions that are associated with the specified activity. To display all transactions that are associated with the project, leave the Activity field blank.

Max Rows (maximum rows)

Enter the maximum number of rows to appear in the Transactions grid. This may result in fewer rows appearing in the grid than the number of transactions that are actually assigned to the asset.

Include Type

Select a filter that operates in conjunction with the Activity and Max Rows fields to determine the rows that appear in the grid. This field also works with the Action field, which can affect which transactions that appear in the grid are actually processed.

Available options are:

All Excluded Rows: Displays transactions that do not meet the criteria or are manually excluded and are not to be processed.

All Included Rows: Displays transactions that meet the selection criteria and any manually included rows to be processed.

Manually Excluded Rows: Displays transactions where the Action field is manually changed to Exclude.

Manually Included Rows: Displays only transactions where the Action field is manually changed to Include.

Click to retrieve all transactions that match the selected criteria and Include Type option.

Note: The Activity, Max Rows, and and Include Type fields define only which rows appear in the grid. These fields are used for viewing only, whereas the Criteria ID field is used to filter rows. For example, assume that the filter criteria returns transaction rows with activities of PLAN, DEVELOP, and BUILD. You can enter a value of PLAN in the Activity field to view only the transaction rows in the PLAN activity. If you click the Assign Transactions button, the system stamps the asset information on all transactions from the PLAN, DEVELOP, and BUILD activities that the system returned based on the criteria ID.

Action

Select an action to override individual rows that meet the selected criteria. This field works with the Include Type field to specify which transactions in the grid to process. Available options are:

Clear: When the include type is Manually Included Rows or Manually Excluded Rows, the Clear action removes the manual override. The transactions are processed by the selection criteria and may be included or excluded based on the selection criteria.

Exclude: When the include type is All Included Rows or Manually Included Rows, the Exclude action overrides the selection criteria for this row.

Include: When the include type is All Excluded Rows or Manually Excluded Rows, an action of Include overrides the selection criteria for this row.

None: No action is taken and rows appear in the grid based on the option that is selected in the Include Type field. This is the default value.

Save

Click to store the selections that are on this page.

Warning! You must save the selections on this page before you click the Assign Transactions or Clear Assignments buttons. Otherwise, you will lose any unsaved actions when the assign or clear event occurs.

Assign Transactions

Click to assign and stamp an asset business unit, profile ID, and asset ID in the Project Transaction table for eligible transactions. This process defines how the system distributes project costs to assets.

Note: When you click the Assign button, the system stamps and assigns all eligible rows, not just rows that are visible in the Transactions grid. You must relate assigned rows to the asset before they can be used to create an asset. You can assign a row then relate it to the asset after the asset is already created. Rows that are sent to an existing asset are treated as adjustments in the asset management system.

Clear Assignments

Click to clear the asset business unit, profile ID, and asset ID from the grouped transactions.

Note: If an activity has transactions with a pending action, no additional transactions can be assigned to that activity until the pending transactions are interface to Asset Management. In other words, you must interface pending transactions to Asset Management before assigning additional transactions to the same activity.

Define Filter Criteria - Standard 1 Page

Use the Define Filter Criteria - Standard 1 page (PC_SEL_CRITERIA1) to define selection criteria for date, activity, and transaction fields.

Navigation

Click the Define Filter Criteria link on the Assign Transactions page.

Image: Define Filter Criteria - Standard 1 page

This example illustrates the fields and controls on the Define Filter Criteria - Standard 1 page. You can find definitions for the fields and controls later on this page.

Define criteria to determine what transactions are eligible to select transactions for asset assignment. You must define filter criteria each time that you create a new project for the manual capitalization process. The system stores manual capitalization filters at the project level, and the express capitalization filters at the project business unit level.

Type (criteria)

Choose to Include or Exclude transactions that meet the criteria.

Sequence

Enter the sequence number. A row that does not meet the criteria that is in sequence 1 is still included if it meets the criteria in a subsequent sequence.

For each sequence, all field values must be met for the system to include a transaction row.

Type (date)

Select Accounting Date, Transaction Date, or the default value of All.

= or <>

Choose the operand to specify if transactions are included in the selection criteria if their date is equal to (=) or not equal to (<>) the selected date range.

From Date and Through Date

Select a date range if the date type is Accounting Date or Transaction Date. These fields are not available if you select a date type of All.

Activity, Source Type, Category, and Subcategory

Select operands and enter valid values for this project.

Define Filter Criteria - Standard 2 Page

Use the Define Filter Criteria - Standard 2 page (PC_SEL_CRITERIA2) to define selection criteria for department, activity location, and asset profile.

This is an extension of the Define Filter Criteria - Standard 1 page.

Navigation

Select the Standard 2 tab on the Define Filter Criteria - Standard 1 page.

Image: Define Filter Criteria - Standard 2 page

This example illustrates the fields and controls on the Define Filter Criteria - Standard 2 page. You can find definitions for the fields and controls later on this page.

Description (criteria)

Enter a description in the field or leave the default description from the Define Filter Criteria - Standard 1 page.

Department

Select from the list of departments that are defined for this business unit and project.

Location

Specify the location of each activity when defining the activity. This field refers to the location of the activity, not the location of the asset in PeopleSoft Asset Management. If you exclude location from the selection criteria, the system excludes all transactions that are associated with the activity.

Asset Profile

Select from the list of asset profiles that are based on the value in the Asset Business Unit field.

Define Filter Criteria - Custom Page

Use the Define Filter Criteria - Custom page (PC_SEL_CRITERIA3) to include or exclude transaction fields from the criteria definition.

Navigation

Select the Custom tab on the Define Filter Criteria - Standard 1 or Standard 2 page.

Image: Define Filter Criteria - Custom page

This example illustrates the fields and controls on the Define Filter Criteria - Custom page. You can find definitions for the fields and controls later on this page.

Custom Field Name

Select a field from the drop-down list box that is unique from the fields that are available on the Define Filter Criteria - Standard 1 and Standard 2 pages.

Valid Field Values

Select the operand to specify if the field name and its associated value is included (=) or excluded (<>) from the definition.