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LexisNexis UKTraining Manual

ASSET ADDITION IN AM

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LexisNexis UKTraining Manual

ASSET PROCESSING IN AM

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LexisNexis UKTraining Manual

Training Manuals
ASSET MANAGEMENT
Last Update
Author
07/03/2007

: V1
: Sunitha Rodrigues

Date:

Validation
Name

Role

Date

Ramdas Newalkar
Jean-Paul Camelbeek
Katherine McCulloch
Change History

Date

Author

07/03/2007
25/10/2007
12/02/2008

Sunitha Rodrigues
Ramya Jayaraman
Ramya Jayaraman

Version
1
2
3

Change Reference
Initial Version
Modification
Modification

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TABLE OF CONTENT
1.

INTRODUCTION......................................................................................................................................
1.1

ASSUMPTIONS...................................................................................................................................

2.

FUNCTONALITIES COVERED................................................................................................................

3.

ASSET MANAGEMENT SETUP..............................................................................................................


3.1
3.2
3.3
3.4
3.5

4.

ASSET MANAGEMENT PROCESS TECHNICAL OVERVIEW..........................................................


4.1
4.2

5.

BUSINESS UNIT DEFINITION........................................................................................................


ASSET CLASS................................................................................................................................
ASSET CATEGORY......................................................................................................................
ASSET PROFILES.........................................................................................................................
ACCOUNTING ENTRY TEMPLATES............................................................................................
ASSET ADDITION IN AM....................................................................................................................
ASSET PROCESSING IN AM.......................................................................................................

ASSET CREATION.................................................................................................................................
5.1
ASSET CREATION -- EXPRESS ADD...................................................................................................
5.1.1
Step 1: Enter Asset Information................................................................................................
5.1.2
Step 2: Asset Creation Enter Cost/Asset Information.............................................................
5.1.3
Step 3: Asset Creation Save the Asset..................................................................................
5.1.4
Adding Assets with Accumulated Depreciation.........................................................................
5.2
ASSET CREATION BASIC ADD.................................................................................................
5.2.1
Step 1: Enter asset Information.................................................................................................
5.2.2
Step 2: Asset Creation Enter Asset Information.....................................................................
5.2.3
Step 3: Asset Creation Enter Asset Acquisition Detail............................................................
5.2.4
Step 4: Asset Creation Save the Asset..................................................................................

6.

ASSET DEPRECIATION CALCULATION..............................................................................................


6.1
6.2
6.3
6.4

7.

ASSET ACCOUNTING ENTRIES CREATION.......................................................................................


7.1
7.2
7.3
7.4
7.5

8.

STEP1: ENTER RUN CONTROL ID.....................................................................................................


STEP 2: DEPRECIATION CALCULATION -- RUN DEPRECIATION CALCULATION.......................................
STEP 3: RUN DEPRECIATION CALCULATION PROCESS SCHEDULER REQUEST..................................
STEP 4: VERIFY DEPRECIATION IS CALCULATED AND AMOUNT IS CORRECT.........................................
STEP I: ACCOUNTING ENTRY CREATION RUN CONTROL..................................................................
STEP 2: ACCOUNTING ENTRIES CREATION ENTER PARAMETERS.....................................................
STEP 3: ACCOUNTING ENTRIES CREATION PROCESS SCHEDULER REQUEST...................................
STEP 4: ACCOUNTING ENTRIES CREATION PROCESS MONITOR.......................................................
STEP 4: REVIEW ACCOUNTING ENTRIES............................................................................................

ASSET COST ADJUSTMENTS.............................................................................................................


8.1
8.2
8.3

STEP 1: COST ADJUST/TRANSFER ASSET ENTER ASSET INFORMATION............................................


STEP 2: COST ADJUST/TRANSFER ASSET MAIN TRANSACTION........................................................
STEP 3: COST ADJUST/TRANSFER ASSET COST INFORMATION........................................................

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8.4
9.

STEP 3: COST ADJUST/TRANSFER ASSET SAVE THE CHANGES........................................................

ASSET RECATEGORIZATIONS............................................................................................................
9.1
9.2
9.3
9.4
9.5

10.

STEP 1: COST ADJUST/TRANSFER ASSET ENTER ASSET INFORMATION............................................


STEP 2: COST ADJUST/TRANSFER ASSET MAIN TRANSACTION........................................................
STEP 3: ACTION: COST ADJUST/TRANSFER ASSET COST INFORMATION...........................................
STEP 4: COST ADJUST/TRANSFER ASSET SAVE THE CHANGES........................................................
ASSET BOOK ADJUSTMENT (IF NECESSARY)......................................................................................
PO-AP INTEGRATION........................................................................................................................

10.1
10.2
11.

ASSET TRANSFERS..........................................................................................................................

11.1
11.2
11.3
11.4
11.5
11.6
12.

INTRA-UNIT TRANSFER.....................................................................................................................
STEP 1: ENTER ASSET INFORMATION................................................................................................
STEP 2: INTRA-UNIT TRANSFER - COST ADJUST/TRANSFER ASSET MAIN TRANSACTION...................
STEP 3: INTRA-UNIT TRANSFER - COST ADJUST/TRANSFER ASSET COST INFORMATION...................
STEP 4: INTRA-UNIT TRANSFER - COST ADJUST/TRANSFER ASSET CHANGE LOCATION....................
STEP 5: SAVE THE INFORMATION......................................................................................................
UNITIZE/CONSOLIDATION (OPTIONAL ACTIONS)..........................................................................

12.1
12.2
13.

STEP 1: ENTER ASSET INFORMATION................................................................................................


STEP 2: ASSET RETIREMENT RETIRE ASSETS................................................................................

ASSET REINSTATEMENT................................................................................................................

14.1
14.2
14.3
15.

UNITIZE ASSETS..............................................................................................................................
CONSOLIDATING ASSETS..................................................................................................................

ASSET RETIREMENT.........................................................................................................................

13.1
13.2
14.

ASSET CREATION PURCHASING/ACCOUNTS PAYABLE INTEGRATION.................................................


ASSET ADD PO/AP INTEGRATION STEPS.......................................................................................

STEP 1: ENTER ASSET INFORMATION..............................................................................................


STEP 2: ASSET REINSTATEMENT RETIRE ASSETS -- REINSTATE.....................................................
STEP 3: ASSET REINSTATEMENT RETIRE ASSETS SAVE THE INFORMATION..................................

REPORTS..........................................................................................................................................

15.1
15.2

RECONCILIATION AP/AM................................................................................................................
REPORTS USED IN ASSET MANAGEMENT.........................................................................................

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1. INTRODUCTION
Purpose
The purpose of this document is to help the users in understanding the various functionalities of the
current Asset Management system of LexisNexis UK.
Scope
This document specifies the step by step approach needed to run the custom as well as the delivered
processes in AM system.
Glossary of Asset Management Terms:
Term
Accumulated
Depreciation
Actual day

Actual Month

Asset

Asset Book

Asset Category

Asset Class

Asset Profile

Asset Transfer
Calculation Type

Description
The total depreciation for an asset since it was placed in-service
The Depreciation convention that means the depreciation start date is
based on the day that the asset enters service. For example, for an asset
that entered service on 26 June, calculations will be based on 5/30ths of a
whole month of depreciation. Actual day processing in PeopleSoft has some
serious problems associated with it.
The Depreciation convention that means the depreciation start date is
based on the month that the asset enters service. For example, an asset
that entered service on 26 June, calculations will be based on a whole
month of depreciation for June, rather than 5 days worth for Actual day.
Anything owned by the company having a monetary value; e.g., 'fixed'
assets like buildings, plant and machinery, vehicles (these are not assets if
rented and not owned) and potentially including intangibles like trade marks
and brand names, and 'current' assets, such as stock, debtors and cash.
Used to store financial information about assets. Some companies will have
more than one book, for example, one for accounting and one for taxation
purposes. In addition, if a company operates in more than one country, they
may need a separate book for each currency. It is when you associate the
book with the business unit that you provide the rules and policies that
make the system run as the users require it to. For example, you define
whether to produce accounting entries or not by business unit / book.
Used to group assets which require identical accounting entries. Examples
of commonly used asset categories are Fixtures and Fittings, Computer
Equipment, Automobiles. The combination of asset category and
transaction code determines into which accounts an asset transaction is
entered. The asset class field should be used to group assets for reporting
purposes.
Asset Class is used to group assets for reporting purposes. It can be used
in combination with the Category Code to refine asset classification. For
example, an executive desk is categorized as Furniture and Fixtures for the
balance sheet. Within the broad category of furniture and fixtures, you can
use an Asset Class code to identify it as a desk.
An asset profile is a template that contains standard depreciation criteria for
an asset type and its corresponding asset books. The information set up in
profiles can be used as default values when you are adding assets to the
system. Profiles are recommended when you have a large number of
assets of the same typethe defaults will minimize data entry and ensure
accuracy.
Refers to the change of account responsibility for an asset. Thus if an asset
changes ownership from one department to another, even though the asset
does not move, this is an asset transfer.
There are two calculation types in common use with PeopleSoft. Remaining

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Capitalise

Cost

Cost type

Depreciation

Depreciation
convention
In-service date

Net book value


Residual Value
Straight-line
depreciation

1.1

Life and Life to Date.


The cost of an asset is transferred from the Income & Expenditure section
of the accounts (P&L) to the Balance Sheet. Then in each accounting period
a depreciation charge is levied on the P&L to write off the cost. Items such
as the cost of canteen meals or rail travel for people (usually consultants)
working on specific capital projects are often capitalised!
In economics, business, and accounting, a cost is a price paid, or otherwise
associated with, a commercial event or economic transaction. An
expression in money units of the effect of activating or consuming
resources. This can include not only the price of the asset purchase, but
also any expenditure related to installing, delivering or commissioning an
asset.
Cost types represent different components of the cost of an asset, such as
machinery, commissioning charges & transportation costs. Cost type, in
combination with asset category and transaction code, determines into
which accounts the costs are entered in the General Ledger.
The apportionment of cost of a capital item over an agreed period, based on
life expectancy or obsolescence. For example, a piece of equipment costing
10k having a nominal life of five years might be depreciated over five years
at a cost of 2k per year. The asset may well last longer than that and still
be providing economic benefit to the company after that time. An alternative
definition states is the diminishing service, capacity, or utility of; the loss of
usefulness of; or the wasting away of tangible asset during the periods of
service life.
Depreciation conventions, in combination with an asset's in-service date,
determine when depreciation will start. PeopleSoft supports several, but the
implementation of Actual Day has significant errors. Actual Month works
fine. See Actual Day / Actual Month.
The date that the asset started providing economic benefit for the company.
A piece of machinery may be installed months before it is put into use,
during which time the machine is tested. The in-service date is when the
machine is used as a productive part of the business. Some equipment
does not require commissioning and then, commonly, the in-service date is
assumed to be the supplier invoice date. This is not by necessity the same
as the depreciation start date see Depreciation convention.
The historical cost of an asset less the accumulated depreciation.
The expected selling price of an asset at the end of its useful life.
A computer expected to last three years might be written off on a 33.3%
straight line basis. This means its entire cost would be written off in equal
amounts over a three year cycle.

ASSUMPTIONS

None

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2. FUNCTONALITIES COVERED
Functionalities covered in the Training Manual are as follows:
Functionalities
Asset Management Setup
Asset Management Process Technical Overview
Asset Creation
Asset Depreciation Calculation
Asset Accounting Entry Creation
Asset Cost Adjustments
Asset Recategorization
Asset Creation- PO-AP Integration
Asset Transfers
Asset Optional Actions- Unitize Asset/Consolidation
Asset Retirement
Asset Reinstatement
Reports

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3. ASSET MANAGEMENT SETUP

3.1

BUSINESS UNIT DEFINITION

Navigation: Home Asset Management Asset Definitions Center > Business Unit/Book Definition
> Asset Management Definition
The default location for this Business Unit is Tolley and the last auto generated Asset Id for the
UK001 is 2954.

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3.2

ASSET CLASS

Asset Class is used to group assets for reporting purposes. It can be used in combination with the
Category Code to refine asset classification. For example, an executive desk is categorized as
Furniture and Fixtures for the balance sheet. Within the broad category of furniture and fixtures, you
can use an Asset Class code to identify it as a desk
Navigation: Home Asset Management Asset Definitions Center > Asset Controls > Asset
Classes

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3.3

ASSET CATEGORY

Asset Category is used to group assets which require identical accounting entries.
Used to group assets which require identical accounting entries? Examples of commonly used asset
categories are Fixtures and Fittings, Computer Equipment, Automobiles. The combination of asset
category and transaction code determines into which accounts an asset transaction is entered. The
asset class field should be used to group assets for reporting purposes.
Navigation: Home Asset Management Asset Definitions Center > Asset Controls > Categories

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3.4

ASSET PROFILES

An asset profile is a template that contains standard depreciation criteria for an asset type and its
corresponding asset books. The information set up in profiles can be used as default values when you
are adding assets to the system. Profiles are recommended when you have a large number of assets
of the same typethe defaults will minimize data entry and ensure accuracy.
Navigation: Home Asset Management Asset Definitions Center > Profiles > Asset Profiles

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3.5

ACCOUNTING ENTRY TEMPLATES

The Accounting Entry template is the central table used for creating accounting entries to general
ledger journals. Each is defined by an accounting entry template ID. When an accounting entry
template is added, Peoplesoft automatically populates it with standard accounting entry types, based
on the asset category, cost type, and action specified. It also identifies each entry as either a debit or
credit.
In LexisNexis UK, an accounting entry template is defined for each possible combination of asset
category and transaction type.
Navigation: Home Asset Management Asset Definitions Center > Accounting Entry Templates
In the screen below, for the Asset Category FF the accounting entry templates are defined for all
possible transaction types.

The accounting entry creation process creates accounting entries based on the account numbers
specified in this page. If an asset is entered into the system for the combination of Asset category and
transaction type for which no accounting entry template exists, the accounting entry process would
fail.

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Whenever the account numbers present in the page above is changed, the next time the accounting
entry creation process is run and an accounting entry is generated then it is done for the changed
account number.
For eg. If the Fixed Asset account number in the page above is changed from 073401 to 073402
then for all the new/existing assets belonging to the category FF the Fixed Assets account 073402
will be accounted by the accounting entry creation process.

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4. ASSET MANAGEMENT PROCESS TECHNICAL OVERVIEW

4.1

ASSET ADDITION IN AM

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4.2

ASSET PROCESSING IN AM

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5. ASSET CREATION
Use Express Add to add assets using an Asset Profile for default book and depreciation information.
Assets are capitalized, most of the critical information is derived from the asset profile by default, and
detailed physical information can be entered at a later time.

5.1

ASSET CREATION -- EXPRESS ADD

Navigation: Home Asset Management Financial Management Owned Assets Express Add

5.1.1 Step 1: Enter Asset Information


1. UK001 will be the default value for Business Unit. You can change the Business Unit if
required.
2. NEXT will be the default Asset ID.
3. Click on

.The Asset Entry page will be displayed.

Asset Creation Asset ExpressAdd


Field

Description

Data

Business Unit

The Business Unit under which this asset


is defined
Select the default Next to allow the
system to automatically assign the next

UK001

Asset ID

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available number.

5.1.2 Step 2: Asset Creation Enter Cost/Asset Information


1. Enter the Asset Profile ID, Description, Chart fields, Location, Quantity and Cost of the
Book.
2. Make sure Transaction date and Accounting date are correct. Change it if required.

Asset Creation Express Add Cost/Asset Information


Field

Description

Data

Profile ID
Description

Enter a Profile ID. Asset profiles are set up


in the Asset Profile component.
Asset Description

Select from a list of


values
Asset Description

Location

Identify the Asset Location

Location

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Cost

Cost of the Asset

Enter Cost of the


Asset

Transaction Date

the Transaction Date represents the date


you actually acquired the asset
the Accounting Date represents the date
you want this transaction posted to your
general ledger

Transaction Date

Accounting Date

Accounting Date

3. Once you click


all of the asset books and their respective depreciation
rules are assigned to the asset.

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5.1.3 Step 3: Asset Creation Save the Asset


1. Click on

.New Asset ID will be generated for the Asset.

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2. Run the Depreciation Calculation process to create the detail within the Depreciation tables
for this asset.
3. Run the Accounting Entry Creation process to create the accounting entries as a result of
adding this asset.

5.1.4 Adding Assets with Accumulated Depreciation


It should be appreciated that we may face situations where we have to enter old assets in our system.
Acquisition of a company is a good example for this. When we acquire a company we may have to
enter their existing assets into our system. These assets would have an accumulated depreciation.
Thus the assets should be added with an accumulated depreciation and such assets should start
depreciating according to the LexisNexis depreciation policy.
Navigation: Home Asset Management Financial Management Owned Assets Express Add
There are four key date fields. The relevance of these date fields is explained belowTransaction Date: The system calculates the depreciation of the asset from this date. If this is the
current date, system would calculate depreciation from the current period. But if that is not the case
then the Transaction date should be the date from which the user would want the system to calculate
the depreciation.
For eg. If the asset is entered in March 2008 and the accumulated depreciation includes the
depreciation until February 2008, then the transaction date should be March 2008 so that the system
adds the accumulated depreciation and calculates depreciation from March 2008. But if the
accumulated depreciation does not include the January and February depreciation and is only until
December 2007, then the transaction date should be January 2008. Thus the system would record
the accumulated depreciation (which is until December 2007) calculate depreciation for January and
February 2008 as Prior Period depreciation and depreciation from the current period - March in the
normal fashion.

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Accounting Date: This should be the current date which is open in the Asset Management.
Acquisition Date: Original asset acquisition date
In Service Date: Original asset acquisition date
Asset

Acquisition
Date

Asset entered in
the system on

A
B

28th Feb 2008


30 Dec 2007

1st March 2008


1st March 2008

Accumulated
depreciation
until
Feb 2008
Dec 2007

Transaction
Date

Accounting Date

1st March 2008


1st Jan 2008

1st March 2008


1st March 2008

In the table above, the accumulated depreciation of the Asset A is until the previous period
(February) and hence the system need not calculate any Prior Period Depreciation. Hence the
Transaction date can be the current date. Whereas for the Asset B, the accumulated depreciation is
only until December 2007. Hence the system should calculate the depreciation for the period January
and February 2008. In order to do this the transaction date is entered as 1 st Jan 2008.

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Asset Creation Express Add Cost/Asset Information & Depreciation Information


Field

Description

Data

Profile ID
Description

Enter a Profile ID. Asset profiles are set up


in the Asset Profile component.
Asset Description

Select from a list of


values
Asset Description

Location

Identify the Asset Location

Location

Cost

Enter the original cost of the Asset

Enter Cost of the


Asset

Accum Depr

Enter the accumulated depreciation

Transaction Date

The Transaction Date represents the date


you actually acquired the asset
The Accounting Date represents the date
you want this transaction posted to your
general ledger
Enter the original acquisition date of the
asset
Enter the original acquisition date of the
asset

Accumulated
Depreciation
Transaction Date

Accounting Date
Acquisition Date
In Service Date

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Accounting Date
Acquisition Date
Acquisition Date

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Note: Whenever the asset is saved with the accumulated depreciation, after the depreciation
calculation process is run, the accumulated depreciation entered in the Express Add page appears in
the Review Depreciation Information with an ADD transaction type. And the system calculated
depreciation (if any) would appear with a PDP Prior Period Depreciation transaction type.

5.2

ASSET CREATION BASIC ADD

Use Basic Add when much of the physical information is readily available at the start, and then
capitalize the asset immediately or later using the appropriate asset profile.
The Asset Basic Information (Basic Add) page enables you to enter and adjust assets, with the
maximum amount of both financial and physical detail.
In LexisNexis UK, only the Express Add functionality is used.
Navigation: Home Asset Management Financial Management Owned Assets Basic Add
Steps:
Select the tab Add a New Value

5.2.1 Step 1: Enter asset Information

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1. Enter the Asset Management Business Unit .The default value for the Business Unit is
UK001 which can be changed if needed.
2. NEXT is the default Asset ID
3. Click on

. The Asset entry page will be displayed.

Asset Creation Basic Add Asset Basic Information


Field

Description

Data

Business Unit

The Business Unit under which this asset is


defined
Select the default Next to allow the system
to automatically assign the next available
number.

UK001

Asset ID

NEXT

5.2.2 Step 2: Asset Creation Enter Asset Information


1. Field Asset Status is populated with the default value In Service , Field Acquisition Date
is populated with the Default Date and Field Acquisition Code is populated with the default
Value Purchased which you can change if required.
2. Enter the Profile ID and Description.

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Asset Creation: Basic Add Asset Information


Field

Description

Data

Business Unit

The Business Unit under which


this asset is defined
Select the default Next to allow
the system to automatically

UK001

Asset ID

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Profile ID
Description
Asset Status
Acquisition Date

Acquisition Code
Asset Class
Transaction Date
Accounting Date

assign the next available number.


Enter a Profile ID. Asset profiles
are set up in the Asset Profile
component.
Asset Description
Select the appropriate Asset
Status
Enter the date when the asset
was acquired. This field will be
populated with a default value
which can be changed if required
The Acquisition Code indicates
how you acquired the asset
The Asset Class enables you to
identify assets for reporting
purposes
the Transaction Date represents
the date you actually acquired the
asset
the Accounting Date represents
the date you want this transaction
posted to your general ledger

5.2.3 Step 3: Asset Creation Enter Asset Acquisition Detail


1. Click on the Asset Acquisition Detail tab
2. Enter the Quantity, Amount, Taxes and Freight (if applicable).

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Select from the list of values


Description of Asset
In Service
Select the appropriate Date from the
calendar
Purchased or
Select from the list of values
Select from the list of values
Transaction Date
Accounting Date

LexisNexis UKTraining Manual

Click on the Acquisition Detail Chartfields hyperlink if you want to enter the
individual chartfields.

Click on the Interfaces Info hyperlink to manually enter additional acquisition


information such as Purchase Order, Voucher, and Vendor information.

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3. Click on the
information

pushbutton at the bottom of the page to default the profile

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5.2.4 Step 4: Asset Creation Save the Asset


1. Click on

.New Asset ID will be created for the Asset.

2. Run the Depreciation Calculation process to create the detail within the Depreciation tables
for this asset.
3. Run the Accounting Entry Creation process to create the accounting entries as a result of
adding this asset.

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6. ASSET DEPRECIATION CALCULATION


PeopleSoft Asset Management allows you to allocate depreciation expenses or asset costs across
multiple departments or ChartField combinations. The allocation may be divided equally among all
departments or selected ChartField combinations, or it may be calculated on a factor appropriate to
your business, such as a pro rata basis.
Navigation: Home Asset Management Depreciation Processing Calculate

6.1

Step1: Enter Run Control ID

Steps:
1. Populate the Run Control ID field. (You can select existing run control ID or add a new value)
2. Click on

.The Run Depreciation Calculation page is displayed.

Depreciation Calculation Run Control Search


Field

Description

Data

Run Control ID

This is the process identification


that is provided for any process to
run.

Enter Any Value

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6.2

Step 2: Depreciation Calculation -- Run Depreciation Calculation


1.
2.
3.
4.

Populate the Request ID Field.


Populate the Business Unit Field.
Populate the Book Name Field or leave this field blank to calculate depreciation in all books.
Give the Asset ID range.

5. Click on the
button.
6. The Process Scheduler Request page will be displayed.
This process is normally run for the entire Business Unit UK001.

Depreciation Calculation Run Depreciation Calculation


Field
Description

Data

Request ID

The identifier for the requestor

User can give any value for this field

Unit

The Business Unit for which the


Depreciation Calculation should
be run
The Book name to which the

UK001

Book Name

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From/To Asset ID

6.3

asset is being depreciated leave


this field blank to calculate
depreciation in all books.
Asset IDs for which accounting
entries will be created.

Asset ID

Step 3: Run Depreciation Calculation Process Scheduler Request


1. Select PSNT/PSUNX to populate Server Name Field.
2. Click on Calculate Depreciation
3. Click on

Process Scheduler Request


Field

Description

Data

Request ID

Make sure to populate this


field with PSNT
Select this box

Any Value

Calculate Depreciation (SQR


Process)

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Select Checkbox

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6.4

Step 4: Verify Depreciation is calculated and Amount is correct

Navigation: Home > Asset Management > Depreciation > Review Depreciation Info > Asset
Depreciation
Steps:
1. Enter the Business Unit of the Asset. Default value for BU will be UK001 which can be
changed if required.
2. Enter the Asset ID for which the verification is to done.
3. Click on

Depreciation Verification-Asset Depreciation


Field

Description

Data

Business Unit

The Business Unit under which this asset


is defined
Enter the Asset ID for which you have to
check the Depreciation Amount

UK001

Asset Identification

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Asset ID

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4. Click on the Tab

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5. Click on the Tab

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7. ASSET ACCOUNTING ENTRIES CREATION


Each financial transaction entered into PeopleSoft Asset Management can be used to generate
balanced accounting entries. These entries in turn can be summarized and written to a journal, which
can then be rolled up and posted to your general ledger system.
Navigation: Home Asset Management Accounting Entries Create Accounting Entries
Use this page to enter a Run Control ID that will be used to execute the process.

7.1

Step I: Accounting Entry Creation Run Control

Steps:
1. Populate the Run Control ID field
2. Click on

.The Create Accounting Entriespage is displayed.

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Accounting Entry Creation Run Control

Field

Description

Data

Run Control ID

This is the process identification that is


provided for any process run.

Any Value

7.2

Step 2: Accounting Entries Creation Enter Parameters

1.
2.
3.
4.
5.

Populate the Request ID Field.


Populate the Business Unit Field.
Populate the Book Name Field with the corporate book.
Select the Asset ID range for which accounting entries will be created.
Select Always for Process Frequency.

6. Click on the
button.
7. The Process Scheduler Request page will be displayed.
This process is normally run for the entire Business Unit UK001.

Accounting Entries Creation-Create Accounting Entries

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Field

Description

Data

Request ID
Process Frequency

The identifier for the requestor


Always

Any value
Always

Business Unit

The Business Unit for which the Accounting


Entries should be created
The Corporate Book or book that sends entries
to the General Ledger
Asset IDs for which accounting entries will be
created.

UK001

Book Name
From/To Asset ID

7.3

CORP
Select Range of Asset IDs

Step 3: Accounting Entries Creation Process Scheduler Request


1. Select PSNT/PSUNX to populate Server Name Field.
2. Click on Accounting Entry Creation or Accounting Entries Creation (In LexisNexis UK, the
AMAEJOB is run which includes the process AMAEDIST. This is to handle the inter/intra
unit transfers)
3. Click on

Process Scheduler Request


Field

Description

Data

Server Name

Make sure to populate this field with PSNT

PSNT or PSUNX

Accounting Entry
Creation (SQR
Process)
Accounting Entries
Creation (PSJob)

Select this box if there are no InterUnit Transfers


for the entries to be calculated
Select this box if there are InterUnit Transfers
included

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7.4

Step 4: Accounting Entries Creation Process Monitor

1. Click on the link Process Monitor

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7.5

Step 4: Review Accounting Entries

Navigation: Home Asset Management Accounting Entries Review Financial Entries

Steps:
1. Enter the Business Unit
2. Enter the Asset Identification of the Asset whose Accounting Entries you want to review
3. Click on

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8. ASSET COST ADJUSTMENTS


Periodically, it is necessary to make changes to asset records in order to correct errors or add newly
received information. Modifications can be made to any information that has been entered about
assets, including cost, quantity, cost centre, depreciation rules, location, physical attributes and so on.
You can adjust the total cost of an asset by either a percentage of its original cost or by a specific cost
amount.
Navigation: Home Asset Management Financial Management Financial Transactions
Cost Adjust / Transfer Asset

8.1

Step 1: Cost Adjust/Transfer Asset Enter Asset Information

Steps:
1. Populate the Business Unit of the Asset.
2. Populate the Asset Identification of the Asset to be adjusted.
3. Click on

. The Cost Adjust/Transfer Asset page is displayed.

Asset Cost Adjustments-Asset Adjust/Transfers


Field

Description

Data

Business Unit

The Business Unit under

UK001

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Asset Identification

8.2

which this asset is defined


Enter the Asset ID of the
Asset

Asset ID

Step 2: Cost Adjust/Transfer Asset Main Transaction

1. Override the Transaction and Accounting dates if necessary.


2. Select the Adjustment Action from the drop down box.
3. Click on Copy Changes to Other Books .(Not Applicable)
4. Click on

Asset Cost Adjustments-Main Transaction


Field

Description

Data

Transaction Date

Defaults to todays date. Override todays date


with the actual date that the cost adjustment took
place.
Defaults to todays date. Override todays date
with the date that the accounting entries that
result from the cost
Identifies the Transaction kind used, which ties
back to the Accounting Entry Template and
defines the accounting treatment for the

Transaction Date

Accounting Date
Transaction Code

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Appropriate
Accounting Date from
the calendar
Leave this field blank

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transaction.
Action

8.3

Identifies the type of this transaction. Click on


the down arrow to display a list of transaction
types available with this transaction.

Adjustment

Step 3: Cost Adjust/Transfer Asset Cost Information

1. Enter the percentage amount or dollar amount that the cost should increase or decrease

Asset Cost Adjustments-Cost Information


Field
Description
Adjust all rows by: Percent

Adjust all rows by:


Quantity
Adjust all rows by: Cost

Will increase or decrease Cost on each


row by the percentage entered in this
field.
Will increase or decrease Quantity on
each row by the Quantity entered in this
field.
Will increase or decrease Cost on each
row by the amount entered in this field.

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Data

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Note: You have the option of changing the quantity or cost of each row by typing over the
quantities and amounts that currently exist.
2. click on

8.4

Step 3: Cost Adjust/Transfer Asset Save the changes

1. Click on
. The Cost on each row of the asset will increase or decrease by the
percentage or adjustment amount entered.

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2. Run the Depreciation Calculation process to update the Depreciation table with the cost
adjustment data.
3. Run the Accounting Entry Creation process to generate accounting entries on the Distribution Line
table that reflects the cost adjustment activity.

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9. ASSET RECATEGORIZATIONS
Navigation: Home Asset Management Financial Management Financial Transactions Cost
Adjust / Transfer Asset

9.1

STEP 1: COST ADJUST/TRANSFER ASSET ENTER ASSET INFORMATION

Steps:
1. Populate the Business Unit of the Asset.
2. Populate the Asset Identification of the Asset to be recategorized.
3. Click on

9.2

. Asset Cost Adjust/Transfers Page is displayed.

STEP 2: COST ADJUST/TRANSFER ASSET MAIN TRANSACTION

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1.
2.
3.
4.

Override the Transaction and Accounting dates if necessary.


The Transaction Code field should be populated.
Select the Recategorization Action from the drop down box.
Click on Copy Changes to Other Books .

5. Click on

Asset Recategorization Main Transaction


Field
Transaction Date

Accounting Date

Transaction Code

Action

Description
Defaults to todays date. Override todays
date with the actual date that the category
change took place.
Defaults to todays date. Override todays
date with the date that the accounting entries
that result from the category change should be
reflected in the General Ledger.
Identifies the Transaction kind used, which ties
back to the Accounting Entry Template and
defines the accounting treatment for the
transaction.
Identifies the type of this transaction. Click on
the down arrow to display a list of transaction
types available with this transaction.

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Data
Select the appropriate Date
from the Calendar
Select the appropriate Date
from the Calendar

Leave this field blank

Recategorize

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9.3

STEP 3: ACTION: COST ADJUST/TRANSFER ASSET COST INFORMATION

1. Type in the new Category directly over the existing Category for each Asset row displayed.
(Here its changed from COMP1 to AUTO)

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Asset Recategorization -- Cost Information


Field
Category

Description

Quantity

The current category is reflected on each


asset row.
The current quantity

Cost

The current Cost of the asset

Unit

The BU in which the assets resides

Salvage

Salvage Value is prorated based on a


ChartFields cost if Flat Amount has been
selected and as a percentage of cost if
Percentage has been selected.

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Data
Select from the list of
values

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9.4

STEP 4: COST ADJUST/TRANSFER ASSET SAVE THE CHANGES

1. Click on

2. If the depreciation criteria for the new Category are different from the old Category, you must
process a Book Adjustment. If the depreciation criteria remain the same, continue with the
Depreciation Calculation and Accounting Entry Creation to complete the change.
3. Run the Depreciation Calculation process to update the Depreciation table with the cost
adjustment data.
4. Run the Accounting Entry Creation process to generate accounting entries on the Distribution
Line table that reflects the cost adjustment activity.

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9.5

ASSET BOOK ADJUSTMENT (IF NECESSARY)

Navigation: Home Asset Management Asset Book Information Define Tax/Depr Criteria
Steps:
1. Populate the Business Unit of the Asset.
2. Populate the Asset Identification of the Asset that has been recategorized.
3. Click on

. The Book Information page is displayed.

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4. Change any field on the page by typing over the existing value.
5. Click on

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Book Depreciation - Define Tax/Depr Criteria


Field
Transaction Date

Accounting Date

Status
In-Service Date
Method
Useful Life
Calculation Type

Convention

Description

Data

Defaults to todays date. Override todays


date with the actual date that the
recategorization took place.
Defaults to todays date. Override todays
date with the date that the accounting entries
that result from the recategorization should be
reflected in the General Ledger.
Identifies whether the asset is Depreciable or
Non-Depreciable
Identifies the date that the asset is placed in
use.
Identifies the depreciation method that will be
used to calculate depreciation
Identifies the life of the asset in months

Select Transaction date

Identifies whether the depreciation calculation


should be based upon the remaining life and
net book value of the asset or the asset cost
and the asset life.
Enter the Convention information. This field
will contain a default value

Select from the list of


values

Select Accounting Date

Depreciable
Select Appopriate date
Select from the list of
values

Actual Month

4. Run the Depreciation Calculation process to update the Depreciation table with the book
adjustment data.
5. Run the Accounting Entry Creation process to generate accounting entries on the Distribution
Line table that reflects the cost adjustment activity.

When the depreciation attributes (useful life, method etc) are changed in this page, the
depreciation needs to be recalculated. There are two kinds of calculation types Remaining Value
and Life to date.
The Remaining value method is used to deduct any accumulated depreciation from the cost and
depreciate the remaining value over the remaining life of the asset. The depreciation for the
remaining life is done according to the depreciation principles defined in the PeopleSoft. Most of
the assets will be depreciation by this method.
Whereas the Life-to-date method would calculate the difference between the depreciation charged
till date ie., the accumulated depreciation and the depreciation allowed according to the new
change. The difference amount (could be a debit or credit) is charged as a Prior Period
Depreciation (PDP).

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For eg., The useful life of an asset that has been in use for past one year is increased by two years
(from 3 years to 5 years)
Cost of the asset
: 6000
Useful Life
: 3 years
Accumulated Depreciation: 2000 (for one year)
If the calculation type is Remaining Value, the system would calculate the depreciation for the
remaining life based on the changed useful life value. It would distribute the remaining Net Book
Value across the remaining changed useful life of the asset ( 5 1 year ie., 4 years). There will not
be any Prior Period Depreciation.
Net Book Value
: 4000
Depreciation per year according to the changed values
: 4000/4 = 1000
If the calculation type is Life to Date the system would calculate the depreciation till date according
to the changed useful life, 5 years. This is compared against the actual depreciation charged so far
and the difference is recorded as the Prior Period Depreciation (PDP).
Depreciation charged till date
: 2000
Depreciation per year according to the changed values: 6000/5 = 1200
Excess depreciation charged (Difference)
: 800
The excess depreciation will be recorded as Prior Period depreciation and henceforth the yearly
depreciation allocation would be 1200

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10.

PO-AP INTEGRATION

10.1

ASSET CREATION PURCHASING/ACCOUNTS PAYABLE INTEGRATION

When an asset is purchased via the Purchase order process, the key asset information
(AP/AM clearing account, Asset Business Unit, Asset profile id and capitalize option) are
entered in the Purchase Order .

The above asset information present in the Purchase Order will flow through to the voucher,
receiver and eventually the asset definition.

When the invoice is received, the voucher is created from data on the Purchase Order.

After the voucher is posted and matched, the Load Assets Process is run to update the PreAM Interface tables with Financial Information for the asset.

The AP/PO Interface Process is run to populate the Financial and Physical Interface Tables
with the asset information (INTFC_FIN, INTFC_PHY_A, INTFC_PHY_B) which is followed
by the Transaction Loader process which populates all of the main asset tables (ASSET,
ASSET_ACQ, COST, ASSET_LOC, BOOK, etc.)

Depreciation rules that have defaulted from the asset profile can be modified as necessary
after the asset has been created in the Asset Management system.

As with all asset financial transactions (additions, maintenance), the Depreciation


Calculation and the Accounting Entry Creation processes must be run to complete the
activity.

10.2

ASSET ADD PO/AP INTEGRATION STEPS

Following steps can be carried out for PO-AP Integration


Step 1: Create Purchase Order from Requisition
It is the Buyers responsibility to check that Purchase Orders are correctly coded when purchasing
items classified as assets.
All individual items of over 1000 and of a capital nature must be capitalized. Computer
hardware/software if under this value may at the discretion of management, be capitalized. Capital
items include computer hardware, software, plant equipment furniture and fittings and motor
vehicles.
Items classified as assets should be coded to the General Ledger account 011204 and a valid
department id should be included.
On the Purchase Order, the AM Unit and Profile ID must be filled in. Alternatively, if the AM Unit and
Profile id are filled in, the Purchase Order line must be coded to 011204 and a valid department id.
Recently, a customisation is implemented that would validate the account and the asset details
entered in the Purchase Order. If the account is 011204 and there are no asset details and vice
versa the system would prompt the user to enter the appropriate information. (PSREQ 12276)

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Proc

To assign asset information to a Purchase Order you need to select the schedule button on the Purchase Order.

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From this menu you will need to select the Distribution/Chartfields button.
The following screen is displayed.
Within this screen you can see the Account code to which the goods are being charged

Within this screen you have to select the asset Information tab.
The asset information tab will be displayed.
Within this screen you have to populate the AM Unit the Profile ID and ensure the Capitalize check
box is ticked.
The various Profile ID for assets is displayed by selecting the magnify glass in the profile ID field.
On completion the screen should look like the example below.

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Save and Dispatch the PO


Step 2: Receive PO
When the item is received from the vendor, a Receipt is created as part of the receiving process.
Navigation: Home>>Purchasing>Receipts->Add/Update Receipt
Step 3: Create Voucher by Copying an PO
When the Invoice is received from the vendor, enter a voucher using the information
Navigation: Home> Accounts Payable Vouchers Add/Update Regular Entry Add a New
Value
1. Enter the AP Business Unit, accept NEXT as the Voucher ID, Invoice Number and Date, Total
Amount of the invoice and click on Add:

2. Enter PO Business Unit and PO ID and click on Copy PO

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Click on the Assets tab and ensure asset information like Asset Business Unit and Profile ID have
been copied.

3. Mark Voucher for Posting.

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Save the voucher. Voucher ID 00085994 has been generated .

Step 4: Post Voucher


Prior to this, the matching process is run and the voucher would go to a Matched status when it is
successfully matched.
Navigation: Accounts Payable Batch Processes Vouchers Vouchers Posting

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Click on RUN

Click on OK button. Now, go to Process Monitor, click on refresh till process status changes to
Success.

Step 5: Load the asset information from the voucher lines to the Pre-AM Interface Table.
Navigation: Accounts Payable > Batch Processes > Extracts and Loads > Load Assets Request
1. Click on the Add a New Value tab, enter a new Run Control ID and click on Add.

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This is normally run for the entire Business unit UK001.

2. Complete the Load Assets Request page as above and click on Run. Make sure that the server
name is set to PSNT or PSUNX prior to submitting the process.

3. Click on OK button. Go to Process Monitor, click on refresh button till process status changes to
Success.

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Step 6: Run the query Lnukam_Preintfc_Accountingdt. This query is to ensure that the accounting
date of all the lines in the interface table correspond to the current open period. If any of the interface
line does not belong to the open period then those line details are returned by the query. Then the
user navigates to the Load Preview Pre-AM page and would change the accounting date.
Query: Lnukam_Preintfc_Accountingdt

In the page above, the query result has shown two lines that has the accounting date out of the
current open period. These values should be changed.

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View the asset information loaded into the Pre-AM Interface Table:
Navigation: Asset Management > Send/Receive Information > Preview AP/PO Information
Enter the AP Business Unit and the Voucher ID and click on Search:
The AP information will be displayed:

The accounting date could be modified to be in synch with the current open period in the page above.
Step 7: Run the AP/PO Interface to create the Interface Financial and Physical transactions in Asset
Management.
Navigation: Asset Management >Send/Receive Information -> Retrieve Information from AP/PO
Add a new Run Control ID or access an existing one:

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Enter the Asset Management Business Unit/Voucher ID and click on Run. Make sure
that the server name is set to PSNT or PSUNX prior to submitting the process.

Click on OK button. Go to Process Monitor, click on refresh button till process status changes to
Success.
Step 8: Optional Step - View the asset financial and physical interface transactions created.
Navigation: Asset Management > Send/Receive Information > Preview AP/PO Information
Enter the AM Business Unit and Voucher ID

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You will see that Load Status is changed from Pending to Loaded and Interface ID 10000056 is
generated.

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Step 9: Run the query Lnukam_Asset_Unitize to identify the lines that needs to be split.
When the voucher line has got a quantity more than 1, i.e, 5 then the AM process would create just
one asset with the quantity 5. But if we need 5 assets (one for each quantity) in the place of 1 asset
then the load lines should be unitized. In order to identify the lines that need to be split, the query
below is run.

To learn more about the asset unitization, click here.


Step 9: Run the Transaction Loader process to update the main asset tables.
Navigation:
Asset Management >Send/Receive Information > Load Transactions >Load Transactions into AM

Select a Run Control ID and enter the range of Interface IDs to process. Click on Search button
Interface Information grid will be populated with data.

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Click on Run to advance to the job execution page. Make sure that the server name is set to PSUNX
prior to submitting the process.

Run the Transaction Loader process to update the main asset tables.
Click on OK button. Go to Process Monitor, click on refresh button till process status changes to
Success.
Step 10: Review Asset is created.

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Navigation:
Asset Management > Send/Receive Information > Approve Financial Information > Review

Enter interface ID.

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Asset ID 000000000955 has been generated.


Step 11

Run the Depreciation Calculation process to create the detail within the Depreciation
tables for this asset.

Step 12

Run the Accounting Entry Creation process to create the accounting entries as a
result of adding this asset.

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11.

ASSET TRANSFERS

Periodically, youll need to transfer assets from one department, product, or project to another. In
addition to physically relocating the assets, you may need to change some of the ChartField elements
in order to correctly allocate asset cost and depreciation expense. You can perform full, partial, or
retroactive transfers.

11.1

INTRA-UNIT TRANSFER

Navigation:
Home Asset Management Financial Management Financial Transactions Cost
Adjust/Transfer Asset
The Asset Cost Adjust/Transfers page is displayed.

11.2

STEP 1: ENTER ASSET INFORMATION

Steps:
1. Populate the Business Unit of the Asset to be transferred from.
2. Populate the Asset Identification of the Asset to be transferred.
3. Click on

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Asset Transfers Enter Basic Information


Field

Description

Data

Business Unit

Identifies the business unit of the financial


transaction to be processed.
Identifies the asset ID of the financial
transaction to be processed.

UK001

Asset ID

11.3
STEP 2: INTRA-UNIT TRANSFER - COST ADJUST/TRANSFER ASSET MAIN
TRANSACTION
1. Override the Transaction and Accounting dates if necessary.
2. Leave the Transaction Code field Blank.
3. Select the Transfer Action from the drop down box.
4. Click on

Asset Transfer - Main Transaction

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Field

Description

Data

Transaction Date

Defaults to todays date. Override todays date with


the actual date that the transfer took place.
Defaults to todays date. Override todays date with
the date that the accounting entries that result from the
transfer should be reflected in the General Ledger.
Identifies the Transaction kind used, which ties back to
the Accounting Entry Template and defines the
accounting treatment for the transaction.
Identifies the type of this transaction. Click on the
down arrow to display a list of transaction types
available with this transaction.
Defaults to AVG.

UK001

Accounting Date

Transaction Code

Action

Rate Type

Accounting Date

blank

Transfer

Select From the list of


values

11.4 STEP 3: INTRA-UNIT TRANSFER - COST ADJUST/TRANSFER ASSET COST


INFORMATION
1. Leave the Quantity and Cost fields as it is.
2. Change only the chartfield values that are changing as a result of the transfer
If the Physical location of the asset is changing, click on the Change Location hyperlink.

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Asset Transfer Cost Information


Cost Field

Description

Quantity and Cost


Department

Leave these fields as is


Enter the Department to which this asset is being
transferred. If the Department is not going to
change, leave this field as is.
Enter the Product to which this asset is being
transferred. If the Product is not going to change,
leave this field as is.
Enter the Function to which this asset is being
transferred. If the Function is not going to change,
leave this field as is.
Enter the Project to which this asset is being
transferred. If the Project is not going to change,
leave this field as is.

Product

Function

Project

Change Location

Data

Click this link to change the assets location.

11.5 STEP 4: INTRA-UNIT TRANSFER - COST ADJUST/TRANSFER ASSET


CHANGE LOCATION
1. If the Physical location of the asset is changing, click on the Change Location hyperlink.
2. Type in the new Asset Location
3. Click

to return to the Asset Cost Information page

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Asset Transfer Asset Location Transfer


Field

Description

Data

Location

Change the location for an asset.

Select from the list


of values

4. Click on

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11.6

STEP 5: SAVE THE INFORMATION

1. Click on

to save the transaction.

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2. Run the Depreciation Calculation process to update the Depreciation table with the transfer data.
3. Run the Accounting Entry Creation process to generate accounting entries on the Distribution
Line table that reflects the transfer activity.

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12.

UNITIZE/CONSOLIDATION (OPTIONAL ACTIONS)

12.1

UNITIZE ASSETS

Use Asset Unitization if you want to split a load line into many assets. Access the Unitize Assets FROM Asset page. Verify that this is the line that you want to unitize, and then click EZ Unitize to
access the Proportional Unitization Defaults page, where you can proportionally unitize.
Navigation:
Home Asset ManagementSend/Receive Information Load Transactions Unitize Assets

Step 1: Enter Voucher Information


Steps:
1. Enter the AM Business Unit
2. Enter the Voucher ID to be unitized.

Assets Optional Actions-Unitize Assets-Load Unitize Assets


Field

Description

Data

Business Unit

The Business Unit under which this asset


is defined
Enter the Voucher ID which you want to
unitize

UK001

Voucher ID

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Step 2: Asset Unitization FROM Asset Click on EZ Unitize

1. Click on the
into individual assets.

pushbutton to break out the quantity and amounts evenly

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Step 3: Asset Unitization Enter Proportional Unitization Defaults


1. Enter the Quantity you want, Profile ID and Description
2. Click on
.

Assets Optional Actions-Unitize Assets-Proportional Utilization Defaults


Field

Description

Data

Quantity
Profile ID

Enter the Quantity


Enter a Profile ID. Asset profiles are
set up in the Asset Profile component.
Asset Description

Quantity
Select from the list of values

Description

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Step4: Save the Information


1. Click on

In the example, 4 individual assets each with a cost of $200 will be created by using the EZ Unitize
function. The option exists to create each asset with a different cost by using the Transfer To panel :

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12.2

CONSOLIDATING ASSETS

Use Asset Consolidation If you want to consolidate many load lines into a single asset.To complete
the consolidation process, load the resulting load transaction by using the Transaction Loader.
Navigation:
Home Send/Receive Information Load Transactions Consolidate Assets
Step 1: Click on the Tab Add a New Value
Click on the tab Add a New Value

Step 2: Enter the Interface ID


1. Enter the Interface ID
2. Click on

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Asset Consolidation Enter Basic Information


Field

Description

Data

Interface ID

Enter the Interface ID.Default Value will be


zero which you can change if needed

Interface ID

Step 3: Enter Required Information


Enter the Field Name and Value

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Asset Consolidation Enter Parameters for Search


Field

Description

Data

Field Name

Enter the identifying field such as Vendor


ID to search for the lines to consolidate

Select from the list of values

Value

Select a Value for the Field Name Chosen

Select from the list of values

Click on

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Step 4: Enter Profile ID


1. Click on the Tab
2. Enter Profile ID. Fields Asset ID, Description, Short Desc., Cost, Quantity and
Merchandise Amt will automatically get populated

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Asset Consolidation To Asset Information


Field

Description

Data

Profile ID

Enter a Profile ID. Asset profiles are


set up in the Asset Profile component.
The Business Unit under which this
asset is defined
Select the default Next to allow the
system to automatically assign the
next available number.

Select from a list of values

Business Unit
Asset ID

Step 5: Save the Information


1. Click on

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13.

ASSET RETIREMENT

Assets are retired when they are either disposed of or no longer in use. When you retire an asset,
PeopleSoft Asset Management creates all the necessary journal entries. In addition, journal entries
corresponding to each of these events are created. Gains and losses are booked to separate
accounts, allowing for flexibility in updating general ledger journals and balances.
Navigation: Home Asset Management Financial Management Financial Transactions
Asset Disposal -> Retire/Reinstate Asset

13.1

STEP 1: ENTER ASSET INFORMATION

Steps:
1. Enter the Business Unit in the Field provided.
2. Enter the Asset ID in the field provided.
3. Click on

The Asset Retirements page will be displayed.

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Asset Retirement Enter Basic Information


Field

Description

Data

Business Unit

The Business Unit under which this


asset is defined
Asset ID of the Asset which is to be
Retired

UK001

Asset Identification

13.2

Asset ID

STEP 2: ASSET RETIREMENT RETIRE ASSETS


1. Populate the Retire As Field
2. Click on

In the LexisNexis UK, we use Scrapped Assets and Retirement by Sale options.
Scrapped Assets:
This is used when the assets are entered incorrectly and user is attempting to remove the incorrect
asset from the system and add it again.
Retirement By Sale:
This is used when the asset is sold and the proceeds are realised.

Set Retire As to Retirement by Sale;


Click GO.

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Set Proceeds to amount of cash to be received; Ship from Loc should be the current location
of asset; uncheck Cust ID available ; Ship to Country to where asset is going.
Click VAT link (underlined and in blue).

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Click yellow tab Expand all Sections;


Refer VAT Controls

Calculation type should be set to inclusive;

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Refer VAT Details

Applicability should be set to Exempt.


Click Adjust Affected VAT Defaults & Save.

Save the changes.


1. Click on

Tag will change from In Service to Disposed .

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2. Run the Depreciation Calculation process to update the Depreciation table with the asset
retirement.
3. Run the Accounting Entry Creation process to create accounting entries within the
Distribution Line table as a result of the retirement.
4. After Depreciation Calculation process is run, the Gain/Loss on the Asset Disposal is
reflected

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14.

ASSET REINSTATEMENT

Retired assets can be reinstated at any time. Once reinstated, depreciation will start again for assets
that are not fully depreciated. We have never used Asset Reinstatement in LexisNexis UK.
Navigation: Home Asset Management Financial Management Financial Transactions
Retire/Reinstate Asset

14.1

STEP 1: ENTER ASSET INFORMATION


Steps:
1. Enter the Business Unit in the Field provided. Default Value is UK001 which you can
change if required.
2. Enter the Asset ID in the field provided.
3. Click on
4. The Asset Retirements page will be displayed.

Asset Reinstatement-Enter Basic Information

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Field

Description

Data

Business Unit

The Business Unit under which this


asset is defined
Asset ID of the Asset which is to be
Reinstated

UK001

Asset Identification

14.2

Asset ID

STEP 2: ASSET REINSTATEMENT RETIRE ASSETS -- REINSTATE


1. Click on the button

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Step 3: Asset Reinstatement Retire assets Enter Required Information


1. Populate the Accounting Date. Default Date will be given which you can change.

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Asset Reinstatement-Retire Assets


Field

Description

Data

Accounting Date

The accounting date determines when the


retirement transaction is posted to your general
ledger. it contains a default value that can be
changed

Appropriate Date
from the calendar

14.3 STEP 3: ASSET REINSTATEMENT RETIRE ASSETS SAVE THE


INFORMATION
1. Click on

Tag will Change from Disposed to In Service .

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2. Run the Depreciation Calculation process to update the Depreciation table with the asset
reinstatement.
3. Run the Accounting Entry Creation process to create accounting entries within the Distribution
Line table as a result of the reinstatement.

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15.

REPORTS

PeopleSoft Asset Management reports are generated as the result of an asset management process
or to respond to an ad hoc request for asset information. Processes and reports can be generated as
part of scheduled batch activities or as one-time requests, all handled through the PeopleSoft Process
Scheduler. The type of report generated is usually the result of how the data is to be presented or of
the kind of processing required to produce the desired results.

15.1

RECONCILIATION AP/AM

This report is not currently being used in the UK.


Navigation:
Home Asset Management Financial Reports Cost and Depreciation Reconciliation AP/AM
Step 1: Enter the Run Control ID
Steps:
1. Enter the Run Control ID.You can Add new Run Control ID Or select Run Control ID from
the list of values
2. Click on

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Reconciliation AP/AM - Run Control Search


Field

Description

Data

Run Control ID

This is the process identification that is


provided for any process to run.

Enter New Value or select from the list


of values

Step 2: Enter the Required Parameters


1. Select the Language from the list of values
2. Enter the fields Business Unit, AP Business Unit, From Date and Through Date.
3. Click on

Reconciliation AP/AM Enter Parameters


Field

Description

Data

Language

Select the Language for the Report.


Default Language is English which

Select from the list of values

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Business Unit
AP Business Unit
From Date, Through Date

you can change if needed


Enter the Business Unit
Enter the AP Business Unit
Select the Range of Dates for which
you want to run the Process

Step 3: Process Scheduler Request


1. Select the Server Name from the list
2. Click on the Select checkbox to select the process
3. Click on

Step 4: Process Monitor


1. Click on the link

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UK001
UK001
Appropriate Dates

LexisNexis UKTraining Manual

Step 5: View Details


1. Click Refresh button until Run Status become Success and Distribution Status becomes
Posted.
2. After Successful completion of process Click link Details.

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Step 6: View Log/Trace


1. If process fails click Details Message Log (It will give the reason of failure).
2. Click on the link View Log/Trace

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Step 7: View the Report in PDF Format


1. Click on the link AMDE5001 177887.PDF to view the Reconciliation AP/AM report in PDF
Format

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15.2

REPORTS USED IN ASSET MANAGEMENT

Reconciliation Queries:
Lnukam_011204_Noasset Identifies the vouchers where the account number is 011204 and the
asset flag is not ticked.
Lnukam_AP_Not_Sent_To_AM - Identifies the vouchers not distributed to AM.
Lnukam_Open_Trans - This query is to ensure that there is no asset in the system for which the
Depreciation calculation and the accounting entry creation is 'Pending'.
Lneclaam_Ap_Rec - This query provides a list of all transactions that has gone from AP to AM and
their respective status for a particular Business Unit and accounting date range.
Ln_Nbv - Depreciation details for AM assets for a particular fiscal year and accounting period.
Lnukam_Depr_In_Gl - Depreciation transactions in GL for a particular fiscal year and accounting
period.
Ln_Depr_In_Gl_Summary - This query would provide the Depreciation opening, activity and closing
account balances in GL
Ln_Fa_In_Gl This query would provide the Fixed Asset additions in AM.
Ln_Fa_In_Gl_Summary - This query would provide the Fixed Asset additions account summary in
AM
Though there are several reports delivered by Peoplesoft, only the Net Book Value report is used
currently.
Field

Description

Navigation

Reconciliation AP/AM
(AMDE5001)

Reconciles AP Asset Vouchers with


AM asset transaction information.
(Crystal)

Asset Management, Financial


Reports, Cost and Depreciation,
Reconciliation AP/AM

Cost Activity (AMAS2000)

Sorts cost activity by ChartField, by


Category, or by Account (SQR). Use
the PeopleSoft Asset Management
report formatting features to
include/exclude data and append
suffixes to identify report types.

Asset Management, Financial


Reports, Cost and Depreciation, Cost
Activity Report

Depreciation Activity
(AMDP2000)

Sorts cost activity by ChartField.


(SQR), by Category, or by Account.
Use the PeopleSoft Asset
Management report formatting
features to include/exclude data and
append suffixes to identify report
types.

Asset Management, Financial


Reports, Cost and Depreciation,
Depreciation Activity

Depreciation by Fiscal Year


(AMDP2300)

Sorts assets by fiscal year


depreciation at asset, category,
project, department, or book levels.

Asset Management, Financial


Reports, Cost and Depreciation,
Depreciation by Fiscal Year

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Depreciation by Period
(AMDP2200)

Asset Net book Value


(AMDP2100)

(SQR) Use the PeopleSoft Asset


Management report formatting
features to include/exclude data and
append suffixes to identify report
types
Sorts assets by period depreciation
at asset, category, department, book,
or project levels. (SQR) Use the
PeopleSoft Asset Management
report formatting features to
include/exclude data and append
suffixes to identify report types
Sorts cost activity by ChartField, by
Category, Location, or by Account
(SQR). Use the PeopleSoft Asset
Management report formatting
features to include/exclude data and
append suffixes to identify report
types.

Asset Management, Financial


Reports, Cost and Depreciation,
Depreciation by Period

Asset Management, Financial


Reports, Cost and Depreciation, Asset
Net Book Value

AM/GL and NBV (AMGL1000)

Reconciles AM to GL by ChartField.
(Crystal)

Asset Management, Financial


Reports, Cost and Depreciation,
AM/GL and NBV Reports

Asset Transfer (AMAS2300)

Lists asset transfers transactions


ordered by ChartField. (SQR)

Asset Management, Financial


Reports, Cost and Depreciation, Asset
Transfers

Reclassification (AMAS2400)

Lists asset recategorizations ordered


by ChartField. (SQR)

Asset Management, Financial


Reports, Cost and Depreciation, Asset
Reclassifications

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