Asset Management Tips and Tricks

Agenda: Asset Management

• Introductions of Asset Management Team– Charlotte Homer– Wilma Hays– Bob Kreyenhagen

• Demonstration of Tips and Tricks

Tips and Tricks

• General Information– Create Asset Master Shells outside of the Purchase

Requisition– DO NOT select an Asset Number from the dropdown

box on the Requisition or P-Card– Create an Asset Master Shell for each and every asset

(i.e. 5 Computers = 5 Asset Master Shells)– Establish one Asset Master Shell when purchasing a

system (i.e. Computer with Standard Equipment)– Establish sub-numbers for assets funded with multiple

funding sources (0 = default for one funding source)

Tips and Tricks

• General Information– Print Screens

• Click on the multi-colored icon…………………………

Tips and Tricks

• AS01- Create Asset Master Shell– Have the following required information ready

• Asset Class• Description of Asset• Cost Center• Responsible Cost Center• Fund• Functional Area• Grant (If Applicable)• Building / Room #

Tips and Tricks

• AS01- Create Asset Master Record– Asset Class

• Selecting the correct asset class is extremely important– If the wrong asset class is selected when creating the asset master

shell, you cannot go into the asset master shell and change the asset class – you will be required to create a new Asset Master Shell

In addition…» If a Requisition or Purchase Order has already been issued

with the incorrect asset number, you will be required to process a Change Order

» If the Invoice has already been posted an Asset Transfer Transaction will be required

Tips and Tricks

• AS01- Create Asset Master Record– Asset Description

• Enter Generic Description in the 1st Line of Description (General Tab)

– i.e. Computer or Computer System, Data Projector– Do not enter descriptions such as part numbers or model numbers

• Enter Model Number in the 2nd Line of Description (General Tab)– i.e. Model 125B

Tips and Tricks

• AS01- Create Asset Master Record– Asset Description

• Additional Information in Long Text (General Tab)– i.e. Computer for Student Labs

Tips and Tricks

• AS01- Create Asset Master Record– Fields derived from the Purchase Order

• DO NOT enter anything in the Quantity fields of the Asset Master Shell (General Tab)

Tips and Tricks

• AS01- Create Asset Master Record– Fields derived from the Purchase Order

• DO NOT enter anything in the Vendor fields of the Asset Master Shell (Origin Tab) unless the purchase is being made outside the Purchase Order (i.e. P-Card, A114 or Bookstore Order)

Tips and Tricks

• AS01- Create Asset Master Record– Accounting information (Time Dependant Tab) must be in the SAP

Validation Table otherwise you will get a Validation Error• Correct Combination - Cost Center / Fund / Functional Area / Grant (if applicable)

Tips and Tricks

– AS01- Create Asset Master Record• Building / Room # (Time Dependant Tab) must be in the Space Management System

to be valid– Click on Building dropdown

– Click on the small gray down arrow located on the thin bar directly above the initial list of building / room numbers

Tips and Tricks

• AS01- Create Asset Master Record• Enter the room number in the room number field (this will generate a list of all the

buildings with that particular room number)

• Double Click on the correct Building / Room Number Combination

Tips and Tricks

• AS01- Create Multiple Asset Shells Simultaneously– All Assets MUST be for the same Asset Class – All Data will be duplicated in each Asset Master Shell

• Can change selected data (other than asset class) via the AS02 transaction after the asset shell is created

– i.e. Cost Center / Fund / Building & Room

Tips and Tricks

• AS01 – Create Asset Shells By Reference– All Assets MUST be for the Same Asset Class – All Data from referenced Asset will be duplicated in new Asset Master Shell

• Can change selected data (other than asset class) without going to the AS02 transaction

– i.e. Cost Center / Fund / Building & Room

Tips and Tricks

• Creating AuC – Departmental Asset Master Shells– Create two Asset Master Shells

• AuC – Departmental (Asset Class 44200)• Real Asset (Asset Class of Asset to be Constructed

– Submit Asset Acquisition (web form) to Asset Management with required information

– Reference the AuC Asset Number on all purchases required to build the asset

– Notify Asset Management when the construction is complete and in service - the AuC costs will now be settled to the Real Asset

Tips and Tricks

• Creating Non-UC Titled Asset Master Shells– Create the Asset Master Shell with Asset Class “49700” no

matter what type of asset is being purchased• Identify the Asset on line 1 of the Description (General Tab)

– Reference this one Asset Master Number / Sub Number on all purchases required to build the asset if a Non-UC Titled Asset is being built.

• Identify the Asset being built on line 1 of the Description • All costs will be detailed in this one Asset Master Record for

external reporting purposes• These costs will not be reflected on the University Financial

Statements as UC Assets

Tips and Tricks

• Purchase Requisitions– By creating the Asset Master Shell outside the Purchase

Requisition, the only asset information you will be required to enter in “Account Assignment” section of the Purchase Requisition for each asset being purchased is:

• Quantity• Asset / Sub Number

Tips and Tricks

• P-Card Asset Purchases– Create the Asset Master Shell before attempting to

allocate costs. You will be required to enter the asset number / sub-number for assets purchased

– Submit the “Asset Acquisition” (web form) to Asset Management with required information

• Go to the Asset Management Web Site through the Portal

Tips and Tricks

• Bookstore Asset Purchases – Create the Asset Master Shell– Submit the “Asset Acquisition” (web form) to Asset

Management with required information• Asset Management will process the accounting transaction

required to link the asset cost to the asset master record

• A114 Asset Purchases– Create the Asset Master Shell– Enter the Asset Number / Sub-Number on the A114– Submit the “Asset Acquisition” (web form) to Asset

Management with required information• Asset Management will process the accounting transaction

required to link the asset cost to the asset master record

Tips and Tricks

• Asset Transfers / Disposals – Receiving Department must create an Asset Master

Shell (by reference) in order to receive the asset– Transferring Department must submit the Asset

Disposition (web form) to Asset Management– Asset Management will process the accounting

transaction to transfer the asset from the Transferring Department to the Receiving Department

This includes asset transfers to SURPLUS

Tips and Tricks

• Helpful Asset Reports– Standard SAP Reports

• S_ALR_87011963 – Asset Balances• S_ALR_87012056 – Directory of Unposted Assets

– BW Reports• De-Central

– AA310 – Asst Detail Report• Public

– AA150 – Search by Tag Number

Asset Management Demonstration

• Create an Asset Master Shell (Record) / AS01• Change an Asset Master Record / AS02• Create Asset Sub-Numbers / AS11• Create Purchase Requisition / ME51N • SAP Standard Reports• BW Reports• Asset Management Web Site

Asset Management

Questions & Answers