Adding Group Member Assets
PeopleSoft Asset Management links each group asset to an asset profile. After the profile is linked to the asset, any group members that are added using that profile are automatically linked to that group asset. Much of the book information appears by default from the profile, as well.
To add group member assets:
Add a profile for the group member assets.
Be sure to associate this profile with the group asset processing books. Remember, each asset profile that you use for adding group member assets must be used by a single business unit. If you have multiple business units that perform group asset accounting, each one must have a unique set of asset profiles for adding group member assets. In this case, you may want to add a business unit identifier to the asset profile ID to facilitate recognition.
Using the ExpressAdd component, add a group asset ID.
Use the group asset profile to display the default book information for the asset. Do not add any cost information. Be sure to enter transaction and accounting dates that cover all group member assets. In the Group Flag field, select Group ID.
Link the group asset ID to the group member profile.
Return to the profile that you created. On the Depreciation page, select the Group Asset ID field. A list appears with all group assets for the business unit. Select the group asset (and all related group members) to link to this profile. You can override the default and enter a different group asset when you add the group members.
Next, add group member assets. Do this online or in a background process. It is recommended that you add group member assets using a background process. This reduces the likelihood of errors, frees up human resources, and saves time.
Add group member assets by using background processing if the assets originated in another system. In that case, all asset data exists in either relational tables or a flat file format. To load the asset data into PeopleSoft Asset Management, you perform the steps discussed here.
To add group member assets with background processing:
Add a value for the PROFILE_ID field to each asset record.
Set the value of the PROFILE_ID field to equal the asset profile on which you want to base the group member assets.
Information in the profile populates the GROUP_ASSET_ID field and GROUP_ASSET_FLAG field in the Asset Management loader tables.
Note: The GROUP_ASSET_FLAG field must be set to M, and the GROUP_ASSET_ID field must be populated with the ID of a group asset. If these aren't set properly, group asset accounting does not work.
The next step depends on whether the data resides in relational tables or in flat files.
Relational Table Data
If the data resides in relational tables, write a Structured Query Report (SQR) to transfer the data to the PeopleSoft Asset Management loader tables. Then run the Transaction Loader process to transfer the load lines into PeopleSoft Asset Management as open transactions.
Note: Follow the same procedure outlined within the Custom SQR Conversion section in the Converting to PeopleSoft Asset Management topic.
Add group member assets online using the Asset ExpressAdd component.
When you add a group member asset online, remember that you must enter a group member profile ID for the asset. The group member profile automatically associates the group member with a particular group asset, flags it as a group member asset, and links it to a group asset processing book (or books). Remember, you must select a profile ID that is unique to the business unit.
Make sure that the Group Asset Flag field is set to Grp Member in the ExpressAdd component.