Segregation of Transaction Entry and Posting Duties

You can configure the application so that one type of user prepares and enters transactions, and another type of user reviews and posts the transactions.

If your business practices require that users who review and post asset transactions are different from those who create the transactions, segregating the duties for these two types of users helps enforce this requirement.

Using this feature is optional. You can use the predefined roles and privileges for some users and restrict the roles for other users. For example, you can configure the application so that:

• Some users have either transaction preparer privileges or transaction reviewer privileges.
• Other users have access to both transaction preparer and reviewer functions.

Using this feature also helps:

• Eliminate errors when recording transactions because they're prepared and reviewed by two different users.
• Ensure that transactions are verified and reviewed before they're posted.
• Enable easy preparation and review of a large volume of transactions using an ADFdi spreadsheet.

This table lists the duties that can be performed by each user:

User Type	Duties
Transaction Preparer	Create all types of asset transactions in draft mode, including additions, adjustments, transfers, and retirements. Set the status to Review. Create impairment and revaluation transactions and set the posting status to Review after the transactions have been previewed. Note: The Submit button is disabled for the transaction preparer.
Transaction Reviewer	Review transactions in Read Only mode. Post all types of asset transactions, including additions, adjustments, transfers, retirements, impairments, and revaluations. Review and post suspend or resume depreciation transactions only through an ADFdi spreadsheet. Send a transaction back to the preparer if it requires corrections by changing the queue status to New. Note: Transaction reviewers can't create or edit transactions.

For Add to Asset cost adjustments, the transaction reviewer can review and post these transactions only after the transaction preparer changes the posting status to Review. Before changing the posting status to Review, the transaction preparer must first add the asset addition line to an existing asset by clicking the Add to Asset button in the Assets landing page or the Prepare Source Lines page.

For mass transactions done through a File-Based Data Import (FBDI) template, the transaction must be entered in the template and reviewed thoroughly before importing it into Oracle Assets. The transaction preparer loads the transaction data in Post status and the transaction reviewer can simply run the post process.

You can't segregate duties between the transaction preparer and transaction reviewer for these types of transactions:

• Adjust retirement, transfer reserve, and other group asset transactions
• Capitalize CIP assets
• Change descriptive details
• Delete assets

To use this feature, you must first opt into the Segregation of Asset Transaction Entry and Transaction Posting Duties feature.

Define Roles for Transaction Preparers

This task shows you how to set up roles for users who are designated as transaction preparers.

1. Create a custom job role by copying the predefined Asset Accounting Manager job role (ORA_FA_ASSET_ACCOUNTING_MANAGER_JOB).
2. Delete the predefined duty role Fixed Asset Transaction Management from the copied custom job role.
3. Create the Custom Asset Transaction Entry Duty custom duty role by copying the predefined Fixed Asset Transaction Management duty role (ORA_FA_FIXED_ASSET_TRANSACTION_MANAGEMENT_DUTY).
4. Remove the following functional privileges for the Custom Asset Transaction Entry Duty role to disable post privileges:
   • Post Fixed Asset Online Transactions (FA_POST_FIXED_ASSET_ONLINE_TRANSACTIONS)
   • Post Mass Fixed Asset Financial Transactions (FA_POST_MASS_FIXED_ASSET_FINANCIAL_TRANSACTIONS)
   • Post Mass Fixed Asset Retirement (FA_POST_MASS_FIXED_ASSET_RETIREMENT)
   • Post Mass Additions (FA_POST_MASS_ADDITIONS)
   • Post Mass Fixed Asset Assignment (FA_POST_MASS_FIXED_ASSET_ASSIGNMENT)
5. Add the custom duty role Custom Asset Transaction Entry Duty to the custom job role.

Define Roles for Transaction Reviewers

This task shows you how to set up roles for users who are designated as transaction reviewers.

1. Create a custom job role by copying the predefined Asset Accounting Manager job role (ORA_FA_ASSET_ACCOUNTING_MANAGER_JOB).
2. Create a custom duty role called Custom Asset Transaction Review Duty.
3. Add the following functional privileges for the Custom Asset Transaction Review Duty user:
   • View Fixed Asset Addition (FA_VIEW_FIXED_ASSET_ADDITION_PRIV)
   • View Fixed Asset Adjustment (FA_VIEW_FIXED_ASSET_ADJUSTMENT_PRIV)
   • View Fixed Asset Transfer (FA_VIEW_FIXED_ASSET_TRANSFER_PRIV)
   • View Fixed Asset Retirement FA_VIEW_FIXED_ASSET_RETIREMENT_PRIV)
4. Add the custom duty role Custom Asset Transaction Review Duty to the custom job role.

Create and Enable the Asset Impairment Preparer Profile Option

For impairment transactions, the transaction preparer role is identified through a profile option and not through the Custom Asset Transaction Entry Duty custom duty role.

To restrict impairment transactions for the transaction preparer, you must create a new Asset Impairment Preparer profile option:

1. Sign in as the Application Implementation Consultant.
2. In the Setup and Maintenance work area, go to the Manage Profile Options task.
3. On the Manage Profile Options page, click Actions > New.
4. Enter these details on the Create Profile Option page:

   Field	Value
   Profile Option Code	FA_IMPAIRMENT_PREPARER
   Profile Display Name	Asset Impairment Preparer
   Application	Assets
   Module	Assets
   Start Date	Enter the date when this profile option is effective.

5. Click Save and Close.
6. On the Manage Profile Options page, search for the Asset Impairment Preparer profile option.
7. In the Profile Option Levels section, select the Enabled and Updatable check boxes in the User row.
8. Click Save and Close.
9. From the Setup and Maintenance work area, navigate to the Manage Fixed Assets Profile Options page.
10. Search for the profile option code FA_IMPAIRMENT_PREPARER.
11. In the Profile Values section, click the Add icon.
12. Select User for the profile level.
13. Select the transaction preparer user in the User Name field and set the profile value to Y.
14. Click Save and Close.