Processing PeopleSoft Payables Transactions with Asset Management

Asset Management enables you to add assets en masse directly from existing accounts payable vouchers. To do so, accounts payable voucher information is loaded into Asset Management by using the Payables/Purchasing Interface.

Note:

If you are using Project Costing to capture data on your asset-related purchase orders and receipts, the system passes purchasing and receipts data through the Projects to Asset Management interface rather than the Payables/Purchasing Interface. In this way, the PeopleSoft system provides the navigation from the Asset Acquisition Detail page to purchase orders and receipts, as well as the associated projects.

To send asset information from Payables to Asset Management:

1. Identify the voucher lines as asset-related in Payables.

   This enables you to enter asset information on the Voucher Invoice Information page.

   You do not need to enter the asset ID on the receiver or voucher pages unless you want to:

   • Specify your own, unused asset ID on the receiver or voucher instead of using the NEXT asset ID available in PeopleSoft Asset Management.

     If split-funding is enabled for the batch process, the asset ID is appended with a sequence number to identify multiple distribution lines to a single asset for cost and depreciation allocation.

   • Add additional cost to an existing asset.

     For example, suppose that the receiving clerk enters an unused asset ID on a receipt unbeknownst to the payables clerk entering the voucher. The payables clerk leaves the asset ID as NEXT on the voucher, and the asset ID entered in Receiving is carried through to PeopleSoft Asset Management.

     In most cases, the most reliable practice is to leave the asset ID as NEXT on the receiver and voucher pages, and PeopleSoft Asset Management assigns the next asset ID when the Transaction Loader is run.

     For example, suppose that you create a purchase order (PO) and receive 10 computers. The computer is a serialized item and the PO Business Unit option is set to not capitalize at the point of receipt. When you select Create Assets in Receiving, you see 10 lines on the receiver page; 10 interface lines are then sent to Asset Management. If these lines are fully processed into Asset Management, 10 nonfinancial assets would be created from Receiving, and the Transaction Loader would have assigned the next 10 unused asset IDs for the AM business unit. Generally, when you create a voucher for 10 computers, you commonly enter one line with a quantity equal to 10, unless the computers are going to different departments. Because the receiver or PO is copied onto the voucher, the PO and receiver entries are sent to Asset Management when the voucher data is sent. Sending these receiver and PO entries enables the single line from Payables to match and capitalize the 10 assets created earlier, because the PO and receiving keys are stored in acquisition detail. Oracle recommends that you copy the receiver onto the voucher for more information available to match the PO and AP data; doing so allows for a more detailed navigation from the Asset Acquisition Detail page. Oracle also recommends copying the receiver onto the voucher when multiple receivers exist for a PO, and doing this is essential when you are matching multiple vouchers to a PO.

     If, as in the preceding example, the receiving and voucher data is processed and transferred to AM at the same time, the 10 lines from Purchasing Receiving and the single line from Payables are grouped together for matching in AM processing to create 10 financial assets from Payables. Follow these steps:

2. Save and approve the voucher.

3. Run matching (depending on your setup options), and post the voucher to accounts payable.

   WARNING:

   If the voucher data being sent to Asset Management relates to previous assets that were created from Purchasing, the voucher must be matched to the PO and receiver. There can be no overrides with respect to receivers or receiver quantities exceptions. If encountered, Accounts Payable Receiver Match Exceptions RULE_R500 or RULE_R600 must not be overridden on asset-related vouchers; this interface cannot properly match up PO, receiver, voucher, and asset data with receiver match exceptions that have been overridden. Duplicate assets may result.

   Note:

   If matching is not required for the supplier, you cannot use the Copy Receiver function when copying to a voucher. You can use only the Copy PO function to copy PO distribution lines. Oracle recommends that when creating vouchers for asset-related items, you copy the voucher information from the receiver, with the understanding that in some cases only the PO is available in Payables. If only the PO is copied onto the voucher, Payables must associate receivers with the vouchers.

4. Run the Load Assets Application Engine process (INTFAPAM) to populate the Asset Management Pre-Interface Loader table (INTFC_PRE_AM).

   The Pre-Interface Loader determines the appropriate type of asset transactions to be loaded into the Asset Management Loader Tables, based on the voucher information and comparing it to the receiving information.

   You can process adjustments by first unposting the vouchers, making changes to them, and then reposting and sending the adjustments to Asset Management. Rematching, if applicable, is also required.

   When a voucher that was already sent to Asset Management is closed, the asset that was originally created by the voucher results as a negative addition, retirement, or no transaction. The appropriate action is defined during system setup on the Establish Business Units, Interface Options page.

   If the initial posting and unposting are processed in the same run of AMPS1000, no asset is created because the two transactions cancel each other out. Load status for the first posting entry is set to Consolidated; load status for the unposting and closing entry is set to Done.

   When a voucher that has previously been distributed to Asset Management is unposted and the ChartFields are changed, corresponding asset transfers are not handled. Asset transfers can be made only in the Asset Management system. In addition, once an asset has been capitalized from the PO, you cannot change the profile on the receiver or voucher pages, nor can you create a subsequent voucher to affect this asset with a new profile. Ensure that profiles are correct on the PO and in the item master catalog.

5. Preview the data in the Pre-Interface table, and make corrections as needed.

   See Pre-AM Financial Page

6. Run the Payables/Purchasing Interface process (AMPS1000_RQST) from Asset Management, Send/Receive Information, Retrieve Info from AP/PO.

   This process loads the Transaction Loader tables (INTFC_FIN and INTFC_PHY_A). Every voucher line becomes a Pending Asset Load transaction, with book and cost information entered automatically according to the asset profile ID, cost, and quantity on the voucher. If your profile ID uses multiple books, then multiple book and cost information is generated. If an existing asset ID is specified on a voucher, then the cost associated with that voucher is added to the existing asset as a cost adjustment transaction.

   Asset Management assigns asset cost as:

   (Asset Cost) = (Sum of Item Costs) + (Use Tax) + (Sales Tax) + (Freight) + (Miscellaneous Charges)+(Nonrecoverable VAT)

7. Preview data in the loader tables, and approve load lines.

8. Run the Transaction Loader (AMIF1000) to load these transactions into the Asset Management tables.

   Note:

   Because the Payables Interface sets the default profile switch to Yes in the load tables, all books on the Transaction Loader asset profile automatically appear by default for each asset. In addition, all lines appear as automatically approved.

   WARNING:

   Ensure that if any of the assets that you are adding through the Payables/Purchasing interface include references to foreign currency, the exchange rate for that currency is defined in the currency exchange rate tables. If an exchange rate has not been defined, the assets will not populate the PS_COST table.

   See Application Fundamentals: Journal Source - Currency Options Page.

Note:

1. You can enable PeopleSoft Payables to provide automatic email notification of asset-applicable credit memos to the Property Office when an asset is returned.created in PeopleSoft Payables are not sent to PeopleSoft Asset Management by way of the Payables Application Engine. The asset manager should make these adjustments manually in the Cost Adjust/Transfer component This improves visibility to credit transactions that may require further review or action. See PeopleSoft Payables: Load Assets Request Page. See also Interface Options Page

2. AMPS1000 interprets asset sequence numbers when assigning NEXT asset ID. Asset IDs for split-funded assets using the asset ID sequence number to associate multiple distribution lines to a single asset ID are assigned in this step of the interface process.

3. Each distribution line entered in Payables for a split-funded asset will become a different cost line in Asset Management. If the same ChartFields are used for the different lines, the integration process will not consolidate the Cost lines.