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Nassau BOCES PeopleSoft Financials v 9.1 PeopleSoft Financials Asset Management Users Guide NASSAU BOCES PEOPLESOFT FINANCIALS HELP DESK EXT. 2574 1

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  • Nassau BOCES PeopleSoft Financials v 9.1

    PeopleSoft Financials Asset Management

    Users Guide

    NASSAU BOCES PEOPLESOFT FINANCIALS HELP DESK EXT. 2574

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  • Nassau BOCES PeopleSoft Financials v 9.1

    NASSAU BOCES PEOPLESOFT FINANCIALS HELP DESK EXT. 2574

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  • Nassau BOCES PeopleSoft Financials v 9.1

    Asset Management Explained ..................................................................................... 4 Tagging an Asset ............................................................................................................. 4 How to Determine What is an Asset ........................................................................... 5 Requisition Asset Information Entry .......................................................................... 6 Receiving Asset Information Entry ............................................................................. 8 Modifying Receiving Asset Information .................................................................. 11 Reviewing Asset Information ..................................................................................... 12 Adjustments .................................................................................................................... 15 Change Price .................................................................................................................. 16 Change Budget Code ................................................................................................... 17 Modifying the Location of an Asset (Transfer) ...................................................... 19 Modifying the Custodian of an Asset (Transfer Continued) .............................. 20 Disposal Approval Request ........................................................................................ 21 Approving Disposal Requests ................................................................................... 23 Asset Disposal Page Features ................................................................................... 24 Notify Feature ................................................................................................................. 24 Disposals/Retirement ................................................................................................... 26 Disposal/Retirement of Non-Capital Assets ........................................................... 29 Asset Retirement Email Notifications ...................................................................... 30 Moving Voucher information to Asset Management Automated ..................... 38 Correcting wrongly classified Assets (Capital vs Non-capital) ........................ 39 Asset Warranties ........................................................................................................... 40 Asset License ................................................................................................................. 43 Asset Meters ................................................................................................................... 44 Entering Meter Readings ............................................................................................. 45 Asset Reports ................................................................................................................. 48 Appendix A Authorized Users Approval Route as of 4/8/13 .......................... 50 Asset Disposal Quick Reference Guide .................................................................. 54

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  • Nassau BOCES PeopleSoft Financials v 9.1

    Asset Management Explained An Asset is an owned item of value. An asset is determined by its cost and physical properties.

    Asset Management is a PeopleSoft Module that stores required asset information in our Oracle database. It is comprised of converted assets and now automatically adds new assets obtained through our online purchasing system at Nassau BOCES. Asset Management stores the following types of asset information:

    Financial information includes details about cost, books, depreciation method and convention, and useful life.

    Physical information includes asset tag numbers, specifications, location, custodian, and manufacturer.

    The following guidelines have been established here at Nassau BOCES. There will be 2 groups of Assets that will be tracked:

    1. Non-Cap Asset Any item whos unit cost is between the dollar amount of $500.00 - $999.99 is coded to account code 0300, 0302, 0303 which is a physical part of the contents of an area in any BOCES location. Here are some examples: Computer (desktop or laptop), Printers, Typewriters, Furniture desks, bookcases, file cabinets etc, televisions, washers, dryers, Tools sanders, drill press, etc.

    2. Capitalized Asset Any item whos unit cost is $1,000.00 or more and is coded to account code 0200 and is located or used for any BOCES location.

    We DO NOT track items in these categories that are purchased by us for school districts. Reminder equipment purchased for school districts should be coded to account code 0210.

    Tagging an Asset Tags will be supplied to all the contact people who receive petty cash for each BOCES location. Departments who do the most tagging will also be supplied with tags. Tags can be obtained from the main office where petty cash is kept for your location. Note: If you are in need of tags contact the Asset management staff in the Auditors Office at ext. 2217.

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  • Nassau BOCES PeopleSoft Financials v 9.1 How to Determine What is an Asset

    Non-Capitalized Asset Any item whos unit cost is between the dollar amount of $500.00 - $999.99 is coded to account code 0300, 0302, 0303 which is a physical part of the contents of an area in any BOCES location. Here are some examples: Computer (desktop or laptop), Printers, Typewriters, Furniture (desks, bookcases, file cabinets etc), televisions, washers, dryers, Tools (sanders, drill press, etc). These items are tracked but are not computed in the Asset Calculations.

    Use Profile id NONCAPASST for all Non capitalized assets.

    Capitalized Asset Any item whos unit cost is $1,000.00 or more and is coded to account code 0200 and is located or used for any BOCES location. These items are tracked and computed as the Assets of Nassau BOCES.

    Use proper Profile ID below for all Capitalized Assets see choices below

    Any questions regarding Assets should be addressed with the Auditors Office Staff at ext. 2217.

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  • Nassau BOCES PeopleSoft Financials v 9.1 Requisition Asset Information Entry When entering a requisition you must determine if any of the items you are ordering are an asset by using the guidelines in this manual. If you are ordering an asset here are the steps you must take when you enter your requisition. Note: You must only enter this information to the appropriate line on the requisition not all the lines on the requisition if you have a mix of supply items and asset items. If every item on the requisition is an Asset you can enter the Asset information on the Requisition Default Page: See Below

    Click on the Asset Information Tab and enter the following: Business Unit = NCBOC Profile ID = appropriate selection to classify the type of asset. See the How to determine What is an Asset section of this manual (page 4) to make the correct choice. If only some lines on the requisition are an Asset see the following steps for entering the Asset Information: NASSAU BOCES PEOPLESOFT FINANCIALS HELP DESK EXT. 2574

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  • Nassau BOCES PeopleSoft Financials v 9.1

    Go to the line on the requisition that is the Asset and Click on the schedule icon

    This will bring you to the Schedule Page

    Click on the distribution icon

    This will bring you to the Distribution Page Click on the Asset Information Tab

    Enter the following information: Business Unit = NCBOC Profile ID = appropriate selection to classify the type of asset. See the How to determine What is an Asset section of this manual (page 4) to make the correct choice.

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  • Nassau BOCES PeopleSoft Financials v 9.1 Receiving Asset Information Entry Tags can be obtained from the main office where petty cash is kept for your location. Enter the Tag number and attach the tag to the item. Note: When adding a receipt related to Assets all required Information must be entered or you will not be able to save the receipt. The Required Information is : Tag number, Serial ID, Custodian, Model and Manufacturer Note: If no Serial Id # is available for an item you will enter the Tag number. Navigate: Select Main menu Choose Purchasing -> Receipts -> Add/Update Receipts

    The screen below will appear click the ADD button.

    The screen below will appear enter PO # in the ID: box then click search button.

    The search results will appear below the search button. Click select all then click the OK button. NASSAU BOCES PEOPLESOFT FINANCIALS HELP DESK EXT. 2574

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  • Nassau BOCES PeopleSoft Financials v 9.1

    When clicking OK you are brought to the Maintain Receipts screen

    To enter the Asset information: Click on the Pending link to enter the required receipt information: Remember the required information must be completed or you will not be able to save the receipt. Required Information: Tag number, Serial ID, Model and Manufacturer The custodian