ASSET  MANAGEMENT    End  User  Inquiry  Guide    

           

The  Spectrum  Plus  System    PeopleSoft  Financials    

Version  9.2  

             

ASSET  MANAGEMENT  OVERVIEW.................................................................................................................3 ASSET  MANAGEMENT  INQUIRY.....................................................................................................................5 SEARCHING  FOR  AN  ASSET.................................................................................................................................5    REVIEWING  AN  EXISTING  ASSET..........................................................................................................................9    REVIEWING  ASSET  COST  HISTORY.....................................................................................................................21    PRINTING  ASSET  INFORMATION........................................................................................................................24    REPORTS  AND  QUERIES................................................................................................................................26 RUNNING  AN  ASSET  DETAIL  REPORT..................................................................................................................26    

RUNNING  AN  EXISTING  QUERY.........................................................................................................................31  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Asset  Management  Overview    The   Asset  Management  module  was   designed   to   help   institutions  maintain   physical   control   over  their   organization’s   assets,   perform   complex   financial   accounting,   enable   them   to  plan   for   future  asset   needs,   and   provide   a   central   repository   for   complex   asset   information.   This   module   can  reduce   the   associated  maintenance,   reconciliation,   and   data   integrity   problems   by   incorporating  these  functions  into  a  single  database.      Assets  are   those   items  valued  at  or  above  $5,000,  and  must  be   tracked   in   the  AM  module.  Small  Value  Property  (SVP)  items  are  those  items  valued  between  $3,000  and  $4,999.99.  SVP  items  must  be  also  be   tracked,  but  with   an   SVP  profile.   In   addition,   some   items  with   acquisition   costs  under  $3,000,  such  as  firearms,  must  be  tracked  for  regulatory  reasons.  These  items  will  also  be  tracked  with  the  SVP  profile.      The  entire   life  of   an  asset   can  be   tracked   in   the  AM  module.  Users   can  add  assets   in   the   system  manually,   or   most   often   by   adding   them   through   interfaces   from   the   Purchasing   and   Accounts  Payables   modules.   After   assets   are   added   into   the   system,   institutions   can   then   maintain   them  through   adjustments   or   transfers.   Additionally,   asset   depreciation   is   managed   in   this   module.  Depreciation  can  be  run  on  a  range  of  assets  or   just  one  asset.  Finally,   the  retirement  of  an  asset  must  be  recorded.      The   Asset   Management   module   was   designed   to   work   directly   with   other   PeopleSoft   modules.  Receipts  from  the  Purchasing  module  and  Vouchers  from  the  Payables  module  can  be  moved  into  Asset  Management   through   the   Payables/Purchasing   Interface.   Purchasing   and  Accounts   Payable  are   the   dual   points   of   entry   for   an   asset   to   be   entered   into   the   Asset   Management   Module.  Therefore,  assets  must  be  identified  as  such  in  the  Purchasing  and  the  Accounts  Payable  module  in  order   for   the   asset   record   to   be   fed   into   the   Asset   Management   module.   The   item   should   be  marked  as  an  asset  on  the  purchase  order  when  it  is  purchased,  on  the  receiver  when  it  is  received,  and  on  the  voucher  when  it  is  paid.  This  item  will  then  be  loaded  from  the  Purchasing  and  Accounts  Payable   modules   into   the   Asset   Management   pre-­‐interface   tables   using   the   Process   Receipts  process  in  Purchasing  and  the  Load  Assets  process  in  Accounts  Payable.  Following  these  processes,  Property  Accounting  will  run  the  Payables/Purchasing  interface  and  the  Transaction  Loader  to  load  the   assets   into   Asset   Management.   Once   the   item   is   in   the   Asset   Management   tables,   you   can  review  the  information  related  to  a  Purchase  Order,  Receiving  Document  and/or  a  Voucher.  Finally,  accounting   entries   are   created   during   asset   processing,   such   as   additions,   transfers,   and  depreciation.                        

                             

Asset  Management  Inquiry    Asset  Management  Module  provides  a  search  utility  that  enables  you  to  search  for  an  asset  using  multiple  search  criteria.  After  you  find  the  asset,  you  can  review  and  print  detailed  information  for  the  asset,  to  include  the  cost  history,  under  different  Asset  Management  components.    Upon  completion  of  these  inquiry  topics  you  will  be  able  to:    

•  Search  for  an  asset.    •  Review  asset  information.    •  Review  asset  cost  history.    •  Print  asset  information.    •  Utilize  an  asset  Information  report.    

 

Searching  for  an  Asset      

1. Begin  by  navigating  to  the  Search  for  an  Asset  page.      

               

The  Search  for  an  Asset  page  enables  you  to  search  for  an  asset  based  on  the  specified  criteria  such  as   category,   tag   number   asset   ID,   location,   profile   ID,   serial   ID,   purchase   order   no.,   receipt   #,  voucher  ID  and/or  project  ID.      The  page  displays  a   list  of  the  assets  that  meet  your  search  criteria.  Notice  that  the  page  displays  tabs  that  enables  you  to  view   information,  such  as  cost   information  and  acquisition  details   for  an  asset.      The   Drill-­‐Down   To   field   enables   you   to   review   detailed   information   about   a   selected   asset   for  different   Asset   Management   components,   such   as   Asset   Accounting   Entries,   Asset   Basic  Information,  etc.      Use  the  drop  down  window  to  select  your  drill  down  component.          

 

                       

Reviewing  an  Existing  Asset    

Begin  by  navigating  to  the  Basic  Add  page.      

   

The  business  unit  defaults  to  GSUFS.  Enter  the  Asset  ID  Number.  Click  the  Search  button.      

   

The  General  Information  page  enables  you  to  view  the  following  asset  information,  the  description,  tag  number,  asset  type,  asset  status,  acquisition/placement  dates,  profile  ID,  etc.      

 The  Description  of  the  asset  describes  the  purchase.      The  Short  Description  for  the  asset  is  populated  it  by  using  the  first  10  characters  of  the  Description  field.      Taggable  Asset   -­‐   You   associate   a   tag   number  when   an   asset   is   added   to   the   Asset  Management  (AM)  module.  A  tag  number  enables  you  to  keep  track  of  assets.      The   Asset   Type   field   to   classify   assets   for   reporting   purposes,   (i.e.   equipment,   fleet,   furniture,  machinery,   other).   This   function   is   new   to   the  Asset  Management  Module.   An   asset   type   can  be  used  in  combination  with  asset  category  to  refine  asset  classification.      The   Asset   Status   field   specifies   the   status   of   the   asset,   such   as   In   Service,   Auction,   Budgeted,  Disposed,  or  Received.      Acquisition  Code  helps  you  define  how  the  asset  was  acquired.  Some  of  the  valid  acquisition  codes  are  Purchased,  Constructed,  Donated,  Leased,  and  Transferred.      The   Profile   ID   field   provides   the   profile   that   contains   default   financial   and   tax   depreciation  information  for  your  asset.  (i.e.  VEH10YR,  COMP05YR).    

SetID   Asset  Profile  ID   Description   Capitalized  Asset  

GSUFS   AV05YR   Audio-­‐Visual  Equip  5  YR   Y  

GSUFS   AV10YR   Audio-­‐Visual  Equip  10  YR   Y  

GSUFS   BBI10   Building/Building  Imprv  10  YR   Y  

GSUFS   BBI15   Building/Building  Imprv  15  YR   Y  

GSUFS   BBI20   Building/Building  Imprv  20  YR   Y  

GSUFS   BBI5   Building/Building  Imprv  5  YR   Y  

GSUFS   BLDG10   Building  10  Year   Y  

GSUFS   BLDG12   Building  12  Year   Y  

GSUFS   BLDG20   Building  20  Year   Y  

GSUFS   BLDG28   Building  28  Year   Y  

GSUFS   BLDG30   Building  30  Year   Y  

GSUFS   BLDG40   Building  40  Year   Y  

GSUFS   COMM05YR   Communications  Equip  5  YR   Y  

GSUFS   COMM10YR   Communications  Equip  10  YR   Y  

GSUFS   COMP03YR   Computers  3  Year   Y  

GSUFS   COMP05YR   Computers  5  Year   Y  

GSUFS   EQ_M_LAB   Medical  Lab  Equipment   Y  

GSUFS   FACIMP10   Facility  &  Othr  Imprvmnt  10  YR   Y  

GSUFS   FACIMP15   Facility  &  Othr  Imprvmnt  15  YR   Y  

GSUFS   FACIMP20   Facility  &  Othr  Imprvmnt  20  YR   Y  

GSUFS   FACIMP25   Facility  &  Othr  Imprvmnt  25  YR   Y  

GSUFS   FACIMP5   Facility  &  Other  Imprvmnt  5  YR   Y  

GSUFS   INFR15   Infrastructure  15  Year   Y  

GSUFS   INFR20   Infrastructure  20  Year   Y  

GSUFS   INFR25   Infrastructure  25  Year   Y  

GSUFS   LAND   Land   Y  

GSUFS   LBLDG40   Leased  Building  40  Year   Y  

GSUFS   LC   Library  Collections   Y  

GSUFS   LEASEIMP05   Leasehold  Improvements  -­‐  5  YR   Y  

GSUFS   LEASEIMP15   Leasehold  Improvements  -­‐  15  YR   Y  

GSUFS   LEASEIMP40   Leasehold  Improvements  -­‐  40  YR   Y  

GSUFS   LINFR15   Leased  infrastructure  15  Year   Y  

GSUFS   LINFR25   Leased  infrastructure  25  Year   Y  

GSUFS   LM&E05   Leased  Machinery  &  Equip  5  Yr   Y  

GSUFS   LMACH   Leased  Machinery  &  Equipment   Y  

GSUFS   MAINFARM5   Maintenance  &  Farm  Equip  5  YR   Y  

GSUFS   OFFFUR10YR   Office  Furniture  10  YR   Y  

GSUFS   OFFFUR15YR   Office  Furniture  15  YR   Y  

GSUFS   OFFFUR20YR   Office  Furniture  20  YR   Y  

GSUFS   OFFMCH05YR   Office  Mach  &  Equip  5  YR   Y  

GSUFS   OFFMCH10YR   Office  Mach  &  Equip  10  YR   Y  

GSUFS   OTHEQ05YR   Other  Equipment  5  YR   Y  

GSUFS   OTHEQ10YR   Other  Equipment  10  YR   Y  

GSUFS   OTHEQ15YR   Other  Equipment  15  YR   Y  

GSUFS   OTHEQ20YR   Other  Equipment  20  YR   Y  

GSUFS   SVP_C   Small  Value  Property-­‐Computers   Y  

GSUFS   SVP_E   Small  Value  Property-­‐Equp/Furn   Y  

GSUFS   VEHIC04YR   Vehicle  4  Year   Y  

GSUFS   VEHIC10YR   Vehicle  10  Year   Y  

GSUFS   WOARTD40YR   Works  of  Art  40  Year   Y  

 

   The   Operation/Maintenance   page   contains   additional   detail   about   an   asset,   such   as   how   to  structure  the  asset  and  provides  the  ability  to  designate  the  asset  as  a  resource.  You  can  also  record  manufacturer  and  maintenance  information  for  the  asset.    

                   

The  Asset  Acquisition  Details  tab  specifies  information  about  how  you  acquired  the  asset.  It  is  also  used  to  specify  the  cost  and  acquisition  details  of  the  components  that  comprise  an  asset.  

 The  System  Source  field  specify  process  in  which  the  asset  was  created  (i.e.  basic  add  or  integration  for  another  module).  The  Amount  field  lists  the  cost  of  the  asset    The   Location/Comments/Attributes  page   provides   location   information,   comments,   and   physical  attributes  for  an  asset.      

           

The   Manufacture/License/Custodian   page   provides   custodial   information,   maintain   license  information,  and  keep  track  of  information  about  and  from  the  manufacturer.  

   Reviewing  Asset  Cost  History    Begin  by  navigating  to  the  Review  Cost  page.        

 

Use  the  Cost  History  List  page  to  view  a  history  of  an  asset's  transactions.  The  page  displays  the  total  quantity  and  cost  detail  for  an  asset.      

   

           

The  Fund  Code   is  designated  by  a  five  digit  numeric  code.  This  classification  is  used  to  denote  the  specific  source  of  funding  for  both  Revenues  and  Expenditures.      The  Program/Class  field(s)  is  used  to  denote  the  specific  source  of  funding  for  both  Revenues  and  Expenditures.      The   Budget   Reference   is   the   budget   year   in   which   revenues,   expenses,   and   encumbrances  originate.      The  Project   ID   is   used   for   identifying   sponsored   projects/grants.   The   Project   Indicator   should   be  used  in  Revenue  and  Expenditure  coding  for  sponsored  transactions.          

   Printing  Asset  Information    Begin  by  navigating  to  the  Print  an  Asset  page.      The  printable  view  of  an  asset  is  displayed.  You  can  use  this  page  to  generate  a  printed  copy  of  the  asset  basic  information,  default  book  and  depreciation  attributes,  and  asset  cost  information  for  the  default  book.  

   

             

Running  an  Existing  Query    Begin  by  navigating  to  the  Query  Viewer  search  page.    Click  the  Reporting  Tools  link.  Click  the  Query  Viewer  link.    Type  in  the  desired  query  name.  “BOR_AM”  will  display  all  queries  beginning  with  those  characters.    

 Click  the  HTML,  Excel,  XML  or  Schedule  link  to  run  the  query.