Asset Management Integration Training State of Indiana Instructor: Lynne Lewis

Expectations Using the system: –Primary focus will be on the ENCOMPASS system and changes to Assets –Training database used for demos / exercises 2

Training Materials Presentation Exercises Participant Data sheet Training Manual Materials available on ENCOMPASS website: –ENCOMPASS Documents > Training > Asset Management Class 3

Ground Rules for Training Please be on time Put cell phones on vibrate Forget about the “office” Stay focused on “Learning the System” –No reading of s Ask questions Limit sidebar conversations 4

Integration Points eProcurement (Requisitions / Purchase Orders) −Sends key information: Category Code, Profile ID PO Receipts −S ends non-financial information: Tag Number, Location, Custodian, Serial Number, Manufacturer ID, Model Number Accounts Payable −Sends financial information: Acquisition Date, Cost, Chartfield Values Projects −Sends Asset Transactions for Capital Projects General Ledger −Receives input from AM to create Journal Entries for: Additions, Adjustments, Retirements, Depreciation 5

Chapter 2 Integrating with PeopleSoft Procurement

Asset Details Asset Information Tab can be found on: –Requisition, Purchasing, Receiving and Accounts Payable pages Asset Information Tab contains: –Business Unit, Asset ID and Profile ID PO Receipt pages contains: –Tag Number, Location and Custodian Note – Asset Information will default in from the interfacing modules. However, interfaced data can be overwritten. 7

Appendix Asset manual contains an appendix detailing where Asset Information is located for: –Requisition –Purchase Order –Receipt –Voucher Asset manual is located on the ENCOMPASS Website, along with the other training materials: – –AP Training documents: ENCOMPASS > ENCOMPASS Documents > Training > Asset Management Class > AM Course Manuals 8

Interfaces Asset Status created by the Interface: –PO Receipt adds the Asset Status of “Received (Not in Service)” –AP Voucher automatically capitalizes the asset for the voucher amount and changes the Asset Status to “In Service” Interfaces process –AM Entry Users process the interfaces manually Four steps to interface Receipts/Vouchers into Asset Management: –Pre-Interface tables, Interface Loader, Consolidate / Unitize, and Transaction Loader 9

Integration Process Flow 10

Integration Four integration steps involved: –Step 1 involves pushing the Receipt or Voucher information from Procurement into AM. It will process automatically. –Step 2 is the Interface Loader. It pulls information from the Pre-Interface table and populates the Physical and Financial tables. It will process automatically. –Step 3 is Consolidation/Unitization. This is manually controlled and must be processed prior to Step 4. –Step 4 is the Transaction Loader. It creates the asset. This is a manually controlled process. 11

Receiver Voucher Push Step 1 in the Integration Process is to process the RECVPUSH program. This will move the physical information of the Asset from the Receipt to the Pre-Interface table. This process will run automatically. However, a user can manually execute the process at any time. This can be confirmed by previewing the AP/PO Information. 12

Interface Loader Step 2 in the Integration Process is to process the Interface Loader program, AMPS1000. This will move data from the Pre-Interface table to the Physical and Financial Interface tables. This step is the same whether Procurement or Accounts Payable information is being moved. The only difference is the information entered on the run control and whether you get Physical only or Physical and Financial Information. This process will run automatically. However, a user can manually execute the process at any time. This can be confirmed by reviewing the Pre-Interface and the physical and/or financial information. 13

Consolidate / Unitize Step 3: Consolidation is used to combine several components into a single asset. Unitization is used to convert asset lines from PO Receipts or Vouchers with multiple asset quantities into separate assets having a quantity of one. Consolidation / Unitization must be completed prior to processing the Transaction Loader. 14

Transaction Loader Step 4 in the Integration Process is to process the Transaction Loader program, AMIF1000. This will move the physical and/or Financial information from the Physical and/or Financial Interface table into the Asset Management Master tables. This process will need to be run manually and all items on the Interface tables will need to be loaded into AM before the AM accounting period is closed each month. Once the process has completed successfully, the asset will now exist in Asset Management with a Status of “Received (Not in Service)” if the load was for the Receiver and “In Service” if the load was for the voucher. 15

Demo and Exercises Are there any questions? Demonstration Receiver/Voucher Push, Interface Loader and Transaction Loader Exercises –Exercise Interface Loader –Exercise Transaction Loader 16

Support –“Report an Issue” link on the Sign In page –“Report an Issue” link under the ENCOMPASS menu –Call HELP to create a helpdesk ticket Encompass Website – –AP Training documents: ENCOMPASS > ENCOMPASS Documents > Training > Asset Management Class 17

Evaluations Course evaluation –Please be honest –Provide suggestions for improvements –Evaluations are used to adjust the class 18

19