Understanding the Asset-Loading Process

This section discusses the following:

  • Eligibility criteria for distribution to PeopleSoft Asset Management.

  • Interface types.

  • Discounts earned or lost.

  • Technical details of the Payables to Assets Interface process.

  • Return to Vendor transaction processing.

PeopleSoft Payables can be integrated with PeopleSoft Asset Management and PeopleSoft Purchasing. The interface between the applications eliminates the need for dual maintenance of receipts and vouchers and their corresponding asset data, and it provides the following benefits:

  • PeopleSoft Payables and Purchasing applications send all asset additions, adjustments, and retirements to PeopleSoft Asset Management. Asset Tag and Serial Numbers are populated at the voucher distribution line level through regular voucher.

  • PeopleSoft Asset Management receives information from both systems in a consistent manner.

  • PeopleSoft Purchasing can simultaneously send receipts to PeopleSoft Asset Management as either capitalized or noncapitalized assets.

    If noncapitalized assets are created in PeopleSoft Purchasing, these assets can be capitalized when the voucher information comes from PeopleSoft Payables.

Another advantage of this interface is flexibility. You can:

  • Establish the point in the purchase process when you send information to PeopleSoft Asset Management.

    You can share data when the merchandise is received, or you can communicate the data at the time of payment.

  • Provides the ability for requesters and buyers to group requisition and purchase order lines that correspond to a single asset using a Procurement Group ID. Procurement Group Inquiry pages are provided within Payables, Purchasing, and Asset Management to review procurement group status. See Consolidating Requisition and Purchase Order Lines for Asset Components

  • Unitize or consolidate assets from subsystems.

    You can unitize one load line into many, or you can consolidate many load lines into one in the Interface Asset Information component in PeopleSoft Asset Management.

PeopleSoft Payables and PeopleSoft Purchasing pass asset acquisition information to PeopleSoft Asset Management, including processing changes to assets if receivers or vouchers are modified or if subsequent receivers or vouchers are added for existing assets.

For asset-applicable adjustment vouchers, authorized users can easily identify related assets and apply the voucher adjustment within Payables.  This eliminates extensive manual intervention by Payables or Asset Management to allocate adjustments to the proper assets after the fact. See Creating Asset-Applicable Vouchers

Provides email notification of asset-applicable credit memos to improve visibility to credit transactions that may require further review or action. See Sending Voucher Information to PeopleSoft Asset Management

For example, PeopleSoft Payables creates new voucher accounting lines when a voucher for an asset is posted or unposted and subsequently distributes the accounting information to PeopleSoft Asset Management. Posting the voucher creates voucher accounting lines, and unposting the voucher creates reversal entries. The Payables to Assets Interface Application Engine process (INTFAPAM) distributes the information to PeopleSoft Asset Management from PeopleSoft Payables through the Load Assets Request page.

New accounting entries are also made during payment posting for discounts that are earned or lost. If the original accounting entries were asset-applicable, then the new entries are distributed to PeopleSoft Asset Management as well.

Vouchers must meet the following conditions before you can send voucher information to PeopleSoft Asset Management:

  • Vouchers must have at least one asset applicable distribution line to be selected for processing by the Payables to Assets Interface process.

    The asset-applicable voucher distribution lines and any discounts earned or lost for those vouchers are sent to PeopleSoft Asset Management.

  • If matching is required for a voucher, it must have a match status of Matched or Overridden before it can be selected for processing by the Payables to Assets Interface process.

    The associated receiver (if applicable) must also have a partially or fully matched status.

  • All vouchers must be posted in PeopleSoft Payables before running the Payables to Assets Interface process.

    This is because the information distributed to PeopleSoft Asset Management is obtained from the voucher accounting entries.

  • Voucher accounting lines are flagged for distribution to PeopleSoft Asset Management whenever an asset-applicable voucher is posted and whenever one is reposted after being unposted:

    1. If a voucher has previously been distributed to PeopleSoft Asset Management and it is then unposted, the unposting process creates reversal entries for the voucher accounting lines. The voucher accounting lines are sent to PeopleSoft Asset Management with the interface type RET (retirement).

    2. If a voucher is posted and subsequently unposted without being distributed to PeopleSoft Asset Management, the unposting process still creates reversal entries for the voucher accounting lines. However, no asset is created because the two transactions cancel out each other. The voucher is not distributed to PeopleSoft Asset Management until it has been reposted.

  • Voucher accounting lines are flagged for distribution to the PeopleSoft Asset Management system when discounts are earned or lost, when there are late charges, or when vouchers are closed.

    Warning! If the profile ID, Asset Management business unit, or ChartFields are changed after a voucher has already been distributed to PeopleSoft Asset Management, the system does not automatically handle the asset transfer. You must make this change manually in the PeopleSoft Asset Management system.

This table describes the interface types for which PeopleSoft Payables sends voucher accounting entries to PeopleSoft Asset Management:

Interface Type

Criteria

Description

RET

AM_DISTRIB_STATUS = 'M'

Retirement. This interface type occurs when a voucher is unposted.

CLS

AM_DISTRIB_STATUS = 'N' and CLOSE_STATUS = 'C'

Closed. This interface type occurs when a voucher is posted that is marked for closure.

ADJ

AM_DISTRIB_STATUS = 'N' and CLOSE_STATUS <> 'C' and DST_ACCT_TYPE IN ('DSE', 'DSL', 'DSEM', 'DSLM', 'LAT')

Discount Lost/Earned. This interface type occurs when a voucher is posted with a discount earned or lost or with late charges.

PeopleSoft Payables sends information about discounts earned or lost to PeopleSoft Asset Management so that PeopleSoft Asset Management can add or subtract the amount from the asset cost. The following examples illustrate this process.

In these scenarios, assume the following facts:

  • The voucher gross amount is 2000.00 USD.

  • The potential discount (if paid within discount period) is two percent.

  • The possible discount earned or lost (or not taken) is 40.00 USD.

You run the Payables to Assets Interface process to send information to PeopleSoft Asset Management after voucher posting and again after payment posting. The following information is sent to record INTFC_PRE_AM after each of these posting processes.

Note: These entries are generated during each posting process and do not depend on whether the voucher is paid before or after voucher posting.

Example of Accounting at Net

This example shows accounting at net:

  • Discount available at voucher posting.

    DSCNT_AMT holds the discount available at voucher posting:

    INTFC_TYPE

    COST

    MERCHANDISE_AMT

    DSCNT_AMT

    Null - No Entry

    1960.00

    2000.00

    40.00

  • Discount taken at payment posting.

    If the voucher is paid within the discount period, or if discount was taken manually, the Payables to Asset Interface process does not process this voucher as the system has already accounted for the discount.

    INTFC_TYPE

    COST

    MERCHANDISE_AMT

    DSCNT_AMT

    Null - No Entry

    N/A

    N/A

    N/A

  • Discount lost at payment posting.

    If the voucher is either not paid within the discount period, or if the discount is not taken, the Payables to Assets Interface process sends a cost of 40.00 USD to PeopleSoft Asset Management to adjust for the discount lost:

    INTFC_TYPE

    COST

    MERCHANDISE_AMT

    DSCNT_AMT

    ADJ

    40.00

    2000.00

    0.00

Example of Accounting at Gross

This example shows accounting at gross:

  • Discount available at voucher posting.

    The DSCNT_AMT is zero:

    INTFC_TYPE

    COST

    MERCHANDISE_AMT

    DSCNT_AMT

    Null - No Entry

    2000.00

    2000.00

    0.00

  • Discount taken at payment posting.

    If the voucher is paid within the discount period or manually taken after the discount period, the discount is taken and the Payables to Assets Interface process sends a cost of -40.00 USD to PeopleSoft Asset Management to adjust for the discount taken:

    INTFC_TYPE

    COST

    MERCHANDISE_AMT

    DSCNT_AMT

    ADJ

    -40.00

    2000.00

    0.00

  • Discount lost at payment posting.

    If the voucher is either not paid within the discount period, or if the discount is not taken, the Payables to Assets Interface process does not need to process the discount for the voucher. There is no entry for record INTFC_PRE_AM:

    INTFC_TYPE

    COST

    MERCHANDISE_AMT

    DSCNT_AMT

    Null - No Entry

    N/A

    N/A

    N/A

Note: The system does not track rebates lost or taken, and these are not sent to PeopleSoft Asset Management.

The Payables to Assets Interface process selects all voucher accounting lines with these values:

Field

Description

Value

Definition

VCHR_ACCTG_LINE.ASSET_FLG

Asset.

Y

Yes.

Note: The value must be Y for each accounting entry to be distributed to PeopleSoft Asset Management.

VCHR_ACCTG_LINE.AM_DISTRIB_STATUS

Asset Management distribution status.

N or M

N (not yet distributed to asset management): The Voucher Posting process creates voucher accounting lines with this status, which indicates that the accounting lines have been posted.

M (modified): The Voucher Unposting process creates reversal entries with this status, which indicates that the accounting lines have been unposted.

VCHR_ACCTG_LINE. POST_STATUS_AP

Account Payable Posting Status

P

Posted.

VCHR_ACCTG_LINE.PRIMARY_LEDGER

Primary ledger.

Y

Yes.

Note: The value must be Y for each accounting entry to be distributed to PeopleSoft Asset Management.

Note: For vouchers with receiving required, only vouchers with fully matched receivers are sent to PeopleSoft Asset Management.

The Payables to Assets Interface process copies the following information from the voucher distribution level in PeopleSoft Payables to the preinterface table (INTFC_PRE_AM) in PeopleSoft Asset Management:

Description

Field Name

Transaction date.

VOUCHER.INVOICE_DT

Accounting date.

VCHR_ACCTG_LINE.ACCOUNTING_DT

Purchase order (PO) keys, if the voucher is a PO voucher:

• PO business unit.

VCHR_ACCTG_LINE.BUSINESS_UNIT_PO

• PO ID.

VCHR_ACCTG_LINE.PO_ID

• PO line number.

VCHR_ACCTG_LINE.LINE_NBR

• PO schedule number.

VCHR_ACCTG_LINE.SCHED_NBR

• PO distribution line number.

VCHR_ACCTG_LINE.PO_DIST_LINE_NUM

Receiver keys:

• Receiver business unit.

VCHR_ACCTG_LINE.BUSINESS_UNIT_RECV

• Receiver ID.

VCHR_ACCTG_LINE.RECEIVER_ID

• Receiver line number.

VCHR_ACCTG_LINE.RECV_LN_NBR

• Receiver ship sequence number.

VCHR_ACCTG_LINE.RECV_SHIP_SEQ_NBR

• Receiver distribution line number.

VCHR_ACCTG_LINE.RECV_DIST_LINE_NUM

Payables business unit.

VCHR_ACCTG_LINE.BUSINESS_UNIT

Voucher ID.

VCHR_ACCTG_LINE.VOUCHER_ID

Voucher line number.

VCHR_ACCTG_LINE.VOUCHER_LINE_NUM

Voucher distribution line number.

VCHR_ACCTG_LINE.DISTRIB_LINE_NUM

Asset Management business unit.

VCHR_ACCTG_LINE.BUSINESS_UNIT_AM

Asset ID.

VCHR_ACCTG_LINE.ASSET_ID

Profile ID.

VCHR_ACCTG_LINE.PROFILE_ID

Cost type.

VCHR_ACCTG_LINE.COST_TYPE

ChartFields.

Note: Available ChartFields include ACCOUNT, ALTACCT, BOOK_CODE, ADJUST_TYPE, CATEGORY, ACTIVITY, SCENARIO, STATISTICS_TBL, OPERATING_UNIT, DEPTID, PRODUCT, PROJECT_ID, FUND_CODE, CLASS_FLD, PROGRAM_CD, BUDGET_REF, AFFILIATE, AFFILIATE_INTRA1, AFFILIATE_INTRA2, CHARTFIELD1, CHARTFIELD2, CHARTFIELD3.

VCHR_ACCTG_LINE."ChartField"

Note: Because ChartFields are configurable, they are mapped to their respective ChartField name. For example, department ID is mapped to VCHR_ACCTG_LINE.DEPTID.

Description.

VCHR_ACCTG_LINE.DESCR

Supplier ID.

VOUCHER.VENDOR_ID

Voucher quantity.

VCHR_ACCTG_LINE.QTY_VCHR

Cost in General Ledger business unit's base currency.

MONETARY_AMOUNT + FREIGHT_AMT_NP_BSE + MISC_AMT_NP_BSE + SALETX_AMT_NP_BSE + USETAX_AMT_NP_BSE + DSCNT_AMT_BSE.

If VOUCHER.VAT_NRCVR_PRO_FLG = 'N', then MONETARY_AMOUNT + FREIGHT_AMT_NP_BSE + MISC_AMT_NP_BSE + SALETX_AMT_NP_BSE + USETAX_AMT_NP_BSE + DSCNT_AMT_BSE + (A.VAT_INV_AMT_BSE + A.VAT_NONINV_AMT_BSE - A.VAT_RCVRY_AMT_BSE - A.VAT_REBATE_AMT_BSE). Note that all fields are from VCHR_ACCTG_LINE.

Note: Monetary amount is calculated as follows: Merchandise Amount + Sales Tax (if prorating sales tax) + Use Tax (if prorating use tax) + Freight (if prorating freight) + Miscellaneous Charges + Nonrecoverable Prorated VAT − Discount (if accounting at net).

Transaction cost in transaction currency.

FOREIGN_AMOUNT + FREIGHT_AMT_NP + MISC_AMT_NP + SALETX_AMT_NP + USETAX_AMT_NP + DSCNT_AMT.

If VOUCHER.VAT_NRCVR_PRO_FLG = 'N' then TXN_COST = FOREIGN_AMOUNT + FREIGHT_AMT_NP + MISC_AMT_NP + SALETX_AMT_NP + USETAX_AMT_NP + DSCNT_AMT + (VAT_INV_AMT + VAT_NONINV_AMT − VAT_RCVRY_AMT - VAT_REBATE_AMT). Note that all fields are from VCHR_ACCTG_LINE.

Sales tax amount in General Ledger business unit's base currency.

SALETX_AMT_BSE + SALETX_AMT_NP_BSE

Sales tax code.

VOUCHER.SALETX_CD

Use tax amount in General Ledger business unit's base currency.

USETAX_AMT_BSE + USETAX_AMT_NP_BSE

Use tax code.

VOUCHER.USETAX_CD

Freight amount in General Ledger business unit's base currency.

FREIGHT_AMT_BSE + FREIGHT_AMT_NP_BSE

Note: If VOUCHER.FRGHT_PRORATE_FLG is 'N', FREIGHT_AMT_NP_BSE is not 0 while FREIGHT_AMT_BSE is 0.

Discount amount.

VCHR_ACCTG_LINE.DSCNT_AMT

Invoice ID.

VOUCHER.INVOICE_ID

Procurement Group ID

PO_GROUP_ID

Tag Number

TAG_NUMBER

Serial ID

SERIAL_ID

Distribution Sequence Number

DISTRIB_SEQ_NUM

General Ledger business unit's base currency code.

VCHR_ACCTG_LINE.CURRENCY_CD

Transaction currency code.

VCHR_ACCTG_LINE.FOREIGN_CURRENCY

Project Costing business unit.

VCHR_ACCTG_LINE.BUSINESS_UNIT_PC

Activity ID.

VCHR_ACCTG_LINE.ACTIVITY_ID

Analysis type.

VCHR_ACCTG_LINE.ANALYSIS_TYPE

Resource type.

VCHR_ACCTG_LINE.RESOURCE_TYPE

Resource category.

VCHR_ACCTG_LINE.RESOURCE_CATEGORY

Resource subcategory.

VCHR_ACCTG_LINE.RESOURCE_SUB_CAT

Merchandise amount.

VCHR_ACCTG_LINE.MERCH_AMT_VSE

VAT invoice amount.

VCHR_ACCTG_LINE.VAT_INV_AMT_BSE

VAT recovery amount.

VCHR_ACCTG_LINE.VAT_RCVRY_AMT_BSE

VAT nonrecoverable amount.

VAT_INV_AMT_BSE + VAT_NONINV_AMT_BSE -.VAT_RCVRY_AMT_BSE − VAT_REBATE_AMT_BSE. Note that all fields are from VCHR_ACCTG_LINE.

Note: After the system copies the voucher information to the Pre-interface table, the Payables to Assets Interface process sets the AM_DISTRIB_STATUS field on the voucher accounting line for all the selected vouchers to D (distributed).

Once the voucher has been preloaded into the Pre-interface table using the Payables to Assets Interface process, you can view the information on the Load Preview - Pre-AM - Financial page and Pre-AM Physical page. See Processing Purchasing and Payables Transactions with Asset Management

Next, you complete the asset-loading process by running the Payables/Purchasing Interface Application Engine process (AMPS1000), which automatically calls the Transaction Loader Application Engine process (AMIF1000). The Payables/Purchasing Interface process creates interface IDs. The Transaction Loader process uses the interface IDs and creates an acquisition row for each asset. After you run the two processes, you can view the asset cost on the Asset Cost Adjust/Transfer page.

Defined RTV adjustment options determine whether the PeopleSoft Payables or Purchasing applications generate asset retirement transactions that are sent to PeopleSoft Asset Management for processing (INTFC_PRE_AM). You can specify these adjustment options as defaults at the PeopleSoft Payables business unit level (using the Payables Definition - Voucher Build page), which you can override at the Purchasing RTV voucher defaults level (using the RTV Defaults page).

Note: PeopleSoft Purchasing's RTV Reconciliation Application Engine process (PO_RTVRECON) processes RTV information for use in PeopleSoft Asset Management only when a PeopleSoft Payables adjustment voucher will not be created.