Finance Offshore Desktop

Procedure
Population of FA data in Oracle

Final

Hardcopy printouts of this file should be treated as reference only. It is the users responsibility to validate that
the hardcopy represents the most current revision by consulting the online reference or the relevant documentation
center.

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DOCUMENT REVISION HISTORY

Revision No.

Draft
Draft
2.0
2.1
2.2
3.0
3.1
3.2

Revision Details
Draft initial document
Review initial document
Peer Review
Supervisors Review
Finalized
Finalization Review
Update to Current State
Edit title page

Date
Author
5/18/2012 Krystel
5/22/2012 Krystel
8/03/2012 Krystel
Krystel
Krystel
Krystel

Approver

Rinel
Rolly
Arvin
Kevin

Please highlight using different colors for any changes made or new chapters or paragraph inserted in the document details. Then
update revision series number, the revision details, the date, your name as author and approver. Kindly Attach latest Email approval.

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Population of FA data in Oracle

System Access Required:
On Base, Excel, Outlook, Oracle Fixed Assets Super User
Objectives/Policy Statement:
This is a part of the Mass addition process where in information found in the FAS form will
then be populated in Oracle. The process covers merging & splitting of invoice lines,
changing queue status from New, to On hold, Post & Delete.
This phase also includes review, if the asset is for posting, cost adjustment & deletion.
Event Driver:
This process is performed on a daily basis until COB of day (-3) of the closing schedule
Glossary Terms:
Asset Key
Find Mass Additions
Fixed Assets Clearing Account
Mass Addition Create
Mass Addition Create Report
Mass Addition Summary
Acronyms:
AP Accounts Payable
CER- Capital Expenditure Request
FAS Fixed Asset System
GL General Ledger
PO Purchase Order
Index Keywords:
FAS forms, copy of Invoices, email attachments & CER

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POPULATE DATA IN ORACLE

I.

Oracle Work list

A. In Navigator List: CLICK: SITEL FA-USER

B. Go to MASS ADDITIONS
C. Click PREPARE MASS ADDITIONS

B
C

II.

Window Name: Find Mass Additions

A. Go to Invoice: provide Invoice #_Example: XFR4PFFK2
B. CLICK: Find

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III. Window Name: Mass Additions Summary

A. CLICK: Open
B. CHANGE: QUEUE from NEW to ON HOLD
C. Fill in: Same information needed as indicated in DTP# 01.2-FA-Prepare Mass
Addition: Creation of FAS form_ I. ASSET ADDITION DATA_B.
B
c.1
c.2

c.3

c.4

c.5

c.6

c.1 CATEGORY
c.2 EXPENSE
ACCOUNT
c.3 DATE IN SERVICE
c.4 LOCATION
c.5 COST
c.6 COMMENTS

Its the Asset Type

the coding string of the asset
can be a past, current, or future date; invoice date
Site as to which physical asset is located
Total amount of the asset
General description of the asset or status why asset is On

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hold
Please see example below of description of the Asset that you can
provide in Comment Field:
Computer
Equipment
Furniture &
Fixtures
SERVER
A/C
CHAIR
LAPTOP
CCTV SYS.
TABLE
DESKTOP COMPUTER
MONITOR
ROUTER

CENTRALIZED UPS SYS.

GENERATOR
PRINTER
PROJECTOR
SCANNER
PAPER SHREDDER

Tele
IP PHONE
FAX
MACHINES

CABINET
LOCKER

D. CLICK: Asset Details

E. Fill In:
e.1 SERIAL NUMBERS is a unique sequence of numbers and/or letters;
Provide if stated in invoice Example: service tags, s/n, serial#
e.2 MANUFACTURER
provide if stated in invoice or you can research on the internet
e.3 DESCRIPTION
indicates details of asset like units, brand, & model; usually
indicated in the invoice copy
e.4 ASSET KEYAlso called CER#; field required in Oracle.
Number given on a specified project which cost is more than
$10,000.00
e.5 UNITS:
states number of assets purchase; should be equal to the total
units of the invoice
*be reminded that in terms of items that has no specific
quantitative value like LHIM & BLDI use (1) as unit
e.6 MODEL NUMBER
is used to differentiate one product in a series from another;
Provide if stated in the invoice

e.3
e.1

e.2

e.4
e.5

e.6
F

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F. CLICK: DONE
If an invoice line is more than 1; the following lines should be merged
or split depending on type of asset. Please see DTP Merged and Split
Mass Additions for Details.
G. CLICK: Merge
H. CLICK:
Icon; once selected Queue will be changed from NEW to
MERGE
I. CHECK: Total Merged Cost if its equal total invoice amount in FAS forms
J. CLICK: Done

K
I

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K. CLICK: Save
Youll then forward completed FAS forms to your Senior Accountant
for review, once checked queue status will then be changed from ON
HOLD to POST
Please see DTP for Deletions & Mass Deletions for items that would
be consider for deletions in FAS
Once all of the submitted FAS forms have been reviewed, by day -3 of
closing schedule you can now run DTP#03-FA-Post Mass Additions
End of procedure

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