R12 x Oracle Asset Management Fundamentals Student Guide Vol 1

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R12.x Oracle Asset Management Fundamentals Volume 1- Student Guide D59987GC10 Edition 1.0 March 2010 D64875 Copyright © 2008, 2010, Oracle and /or its affiliates All rights reserved Disclaimer This document contains proprietary information and is protected by copyright and other intellectual property laws You may copy and print this document solely for your own use in an Oracle training course The document may not be modified or altered in any way Except where your use constitutes "fair use" under copyright law, you may not use, share, download, upload, copy, print, display, perform, reproduce, publish, license, post, transmit, or distribute this document in whole or in part without the express authorization of Oracle The information contained in this document is subject to change without notice If you find any problems in the document, please report them in writing to: Oracle University, 500 Oracle Parkway, Redwood Shores, California 94065 USA This document is not warranted to be error-free Restricted Rights Notice If this documentation is delivered to the United States Government or anyone using the documentation on behalf of the United States Government, the following notice is applicable: U.S GOVERNMENT RIGHTS The U.S Government’s rights to use, modify, reproduce, release, perform, display, or disclose these training materials are restricted by the terms of the applicable Oracle license agreement and/or the applicable U.S Government contract Trademark Notice Oracle and Java are registered trademarks of Oracle and/or its affiliates Other names may be trademarks of their respective owners Author Gail D’Aloisio, Brent A Bosin, Paul Scott, Assad Akhavan Technical Contributors and Reviewers Kathy Wohnoutka, Ruth Kukla, Jan Quist, JongSung Ahn, Chris Rudd, Som Viswapathy, Bruce Isner, Ivy Farren, Bruce Ingram This book was published using: oracletutor Table of Contents Overview of Oracle Asset Management .1-1 Overview of Oracle Asset Management 1-3 Objectives 1-4 Agenda 1-5 Overview of Oracle Assets 1-6 E-Business Suite Integration 1-7 Implementation Considerations for Oracle Financials 1-8 The Best Project Team for the Job 1-9 Critical Implementation Issues 1-10 Oracle Assets Setup Steps .1-12 Oracle Assets Key Flexfields .1-13 Implementing Oracle Assets 1-14 Asset Books Positioning 1-15 Asset Categories Positioning 1-17 Asset Life Cycle 1-18 Adding Assets Manually .1-19 Mass Asset Additions Process .1-21 Quiz .1-23 Adding and Capitalizing a CIP Asset 1-24 Acquire and Build CIP Assets .1-25 Asset Adjustments 1-26 Asset Adjustment Overview 1-27 Performing Physical Inventory 1-28 Elements of Depreciation 1-30 Basic Depreciation Calculation .1-32 Tracking Asset Retirements 1-34 Assets Journal Entries Flow 1-35 Default Account Generator Process for Oracle Assets 1-37 Reconciling Data in Oracle Assets 1-38 Viewing Asset Information Online 1-39 Oracle Assets Reporting 1-40 Assets Reports Groupings 1-41 Creating a Tax Book 1-42 Entering Information in Tax Books .1-43 Transaction APIs 1-45 Business Events .1-47 Asset Business Event Triggers 1-48 Quiz .1-49 Summary 1-50 Asset Controls Setup .2-1 Asset Controls Setup .2-3 Objectives 2-4 Agenda 2-6 Oracle Assets Setup Steps .2-7 Setup Steps Flow 2-8 Quiz .2-11 Setup Steps Flow 2-12 Oracle Assets Key Flexfields .2-16 Setting Up Key Flexfields .2-17 Asset Category Key Flexfield 2-18 Location Key Flexfield 2-19 Asset Key Key Flexfield 2-20 Copyright © Oracle, 2010 All rights reserved R12.x Oracle Asset Management Fundamentals Table of Contents i Creating Key Flexfield Combinations 2-21 Specifying System Controls 2-22 QuickCodes 2-24 Available QuickCodes 2-27 Defining Fiscal Years and Calendars 2-35 Setting Up Fiscal Years 2-36 Setting Up Asset Calendars 2-37 Sharing Calendars 2-38 Defining Price Indexes 2-39 Profile Options .2-41 Asset Insurance 2-47 Entering Asset Insurance Information 2-49 Implementing Oracle Assets 2-50 Planning Implementation .2-51 Key Flexfields Planning Considerations 2-53 The Key Flexfields Planning Phase .2-55 Implementing Oracle Assets 2-57 Convert Existing Asset Information 2-59 Using the FA_MASS_ADDITIONS Table for Conversion 2-61 Implementing Oracle Assets 2-63 Post Conversion Reconciliation 2-64 Other Conversion Issues 2-65 Maintaining an Audit Trail 2-66 Maintaining Audit Trails .2-67 Defining Asset Warranties 2-69 Creating Leases .2-70 Quiz .2-71 Summary 2-72 Asset Books .3-1 Asset Books 3-3 Objectives 3-4 Agenda 3-5 Asset Books Positioning 3-6 Quiz .3-8 Asset Books Regions .3-9 Calendar Region 3-11 Accounting Rules Region 3-13 Natural Accounts Region .3-15 Security by Book 3-17 Organizations and Security by Book .3-18 How Security by Book Is Used within Process Flow 3-19 Security by Book Setup Steps 3-20 Quiz .3-24 Troubleshooting Security by Book 3-25 Implementation Considerations for Security by Book 3-27 Summary 3-28 Asset Categories .4-1 Asset Categories 4-3 Objectives 4-4 Agenda 4-5 Asset Categories Positioning 4-6 Quiz .4-7 Asset Categories Regions 4-8 Asset Categories Setup 4-9 Summary 4-17 Copyright © Oracle, 2010 All rights reserved R12.x Oracle Asset Management Fundamentals Table of Contents ii Manual Asset Additions 5-1 Manual Asset Additions 5-3 Objectives 5-4 Agenda 5-6 Asset Life Cycle 5-7 Adding Assets Manually .5-8 Quiz .5-10 Asset Additions Required Data .5-11 QuickAdditions 5-12 Quiz .5-15 Detail Asset Additions 5-16 Detail Additions - Asset Details Window 5-18 Quiz .5-20 Detail Additions - Books Window .5-21 Asset Cost Terminology 5-23 Accumulated Depreciation Considerations 5-24 Depreciate Checkbox Actions .5-26 Detail Additions - Assignments Window 5-27 Detail Additions - Source Lines Window 5-28 Manual Asset Additions Journal Entries .5-29 Group Depreciation .5-30 Group Depreciation in the Global Market .5-32 Group and Member Asset Rules 5-33 Set Up Group Assets 5-35 Assigning Member Assets to Group Assets 5-37 Group Asset Reserve Transfer .5-39 Quiz .5-40 Energy Assets 5-41 Summary 5-43 Mass Asset Additions .6-1 Mass Asset Additions 6-3 Objectives 6-4 Agenda 6-6 Mass Asset Additions Process .6-7 Using the Mass Additions Interface Table 6-9 Adding Assets from Invoice Distribution Lines 6-10 Quiz .6-11 The Mass Additions Process 6-12 Step Mass Additions Create 6-14 Requirements to Create Mass Addition Lines .6-16 Tracking Expensed Items in Oracle Assets 6-18 Other Mass Additions Considerations 6-19 Quiz .6-21 Step Prepare Mass Additions 6-22 Required Fields and Mass Additions .6-23 Automatic Preparation of Mass Additions 6-24 Automatic Preparation of Mass Additions Process .6-25 Mass Addition Queues 6-27 Changing Asset Information 6-28 Merging Mass Addition Lines .6-29 Splitting Mass Addition Lines .6-30 Merging Then Splitting Functionality 6-31 Adding a Mass Addition Line to an Existing Asset .6-32 Accounting for Cost Adjustments Example 6-33 Step Post Mass Additions 6-34 Effect of Post Mass Additions on Queue Names 6-35 Copyright © Oracle, 2010 All rights reserved R12.x Oracle Asset Management Fundamentals Table of Contents iii Step Delete Mass Additions 6-36 Purge Mass Additions 6-37 Future Transactions .6-38 Quiz .6-41 View Pending Transactions 6-42 Quiz .6-43 Creating Assets Using Web ADI 6-44 Web ADI Upload to Oracle Assets 6-46 Summary 6-48 CIP Asset Additions .7-1 CIP Asset Additions 7-3 Objectives 7-4 Agenda 7-5 Adding and Capitalizing a CIP Asset 7-6 Acquire and Build CIP Assets .7-7 Automatically Adding CIP Assets to Tax Books 7-8 Quiz .7-10 Modifying the Cost of CIP Assets 7-11 Recording a CIP Asset Addition 7-13 Capitalizing a CIP Asset 7-14 Quiz .7-15 Reversing a Capitalized Asset .7-16 Updating Asset Fields When Capitalizing CIP Assets 7-17 Updating Transaction Types When Capitalizing CIP Assets 7-18 Recording a Capitalization - Adding and Capitalizing in the Same Period 7-19 Recording a Capitalization - Adding and Capitalizing in Different Periods 7-20 CIP Assets and Oracle Projects .7-22 Tracking Capital Projects in Oracle Projects 7-23 Capital Projects Flow Integration 7-24 Creating Mass Additions from Oracle Projects .7-25 Integrating Oracle Projects with Oracle Assets .7-27 Summary 7-29 Asset Adjustments and Maintenance 8-1 Asset Adjustments and Maintenance 8-3 Objectives 8-4 Agenda 8-6 Asset Adjustments 8-7 Quiz .8-8 Asset Adjustment Overview 8-9 Single Asset Reclassification .8-10 Mass Reclassification 8-11 Quiz .8-12 Inheriting Depreciation Rules 8-13 Copying Category Descriptive Flexfield Information 8-15 Mass Transactions Process 8-16 Recording a Reclassification 8-17 Adjusting Units 8-18 Adjusting Financial Information 8-19 Choosing to Expense or Amortize Depreciation Adjustments 8-20 Amortizing Adjustments Using a Retroactive Start Date 8-22 Using Mass Changes .8-23 Single Asset Transfers 8-24 Mass Asset Transfers 8-26 Asset Revaluation 8-28 Quiz .8-30 Scheduling Asset Maintenance 8-31 Copyright © Oracle, 2010 All rights reserved R12.x Oracle Asset Management Fundamentals Table of Contents iv Performing Physical Inventory 8-32 Entering Physical Inventory 8-34 Physical Inventory Comparison 8-35 Physical Inventory Reconciliation 8-37 Integrating Web ADI with Physical Inventory 8-38 Summary 8-40 Depreciation .9-1 Depreciation 9-3 Objectives 9-4 Agenda 9-5 Elements of Depreciation 9-6 Depreciation Setup Areas 9-8 Basic Depreciation Calculation .9-9 Depreciation Methods 9-11 Using the Life-Based Method 9-12 Life-Based Method Terms 9-13 Life-Based Method Example .9-14 Using the Flat-Rate Method 9-15 Flat-Rate Method Example 9-17 Using the Units-of-Production Method 9-19 Quiz .9-20 Units-of-Production Method Example 9-21 Entering Production Information 9-22 Units-of-Production Method Production Amount Restrictions .9-24 Units-of-Production Method Restrictions 9-25 Units-of-Production Capacity Restrictions 9-26 Prorate Conventions 9-27 Run Depreciation Process 9-28 Quiz .9-30 Depreciation Program Processes 9-31 Projecting Depreciation for an Asset 9-32 Defining a Projection 9-33 Quiz .9-34 Depreciation Forecasts 9-35 Using Depreciation Override .9-36 Useful Depreciation Reports 9-38 Summary 9-40 Asset Retirements 10-1 Asset Retirements 10-3 Objectives 10-4 Agenda 10-5 Tracking Asset Retirements 10-6 Overview of Retiring an Asset 10-7 Restrictions on Retirements and Reinstatements 10-8 Quiz .10-10 Fully Retiring Assets .10-11 Partially Retiring Assets 10-12 Mass Asset Retirements .10-14 Quiz .10-16 External Retirements .10-17 Reinstating Retired Assets 10-19 Calculate Gains and Losses Program 10-20 Retirement Processing Flow 10-21 Processing a Pending Retirement and Reinstatement 10-22 Calculating Depreciation for the Period Retired 10-23 Recording Retirements and Reinstatements 10-24 Copyright © Oracle, 2010 All rights reserved R12.x Oracle Asset Management Fundamentals Table of Contents v Recording Retirements 10-25 Recording a Retirement on Multiple Accounts 10-27 Retirement Journal Entries Example .10-28 Recording Prior Period Reinstatement Entries 10-29 Retirement Reports 10-30 Summary 10-33 Asset Accounting 11-1 Asset Accounting 11-3 Objectives 11-4 Agenda 11-5 Setting Up Asset Accounting .11-6 Assets Journal Entries Flow 11-8 Oracle Subledger Accounting 11-10 Accounting Event Entities and Classes 11-11 Create Accounting – Assets Program 11-13 Journal Entries Created 11-14 Quiz .11-16 Reconciling Data in Oracle Assets 11-17 Generating Reports to Reconcile to the General Ledger .11-18 Reconciling an Asset Cost Account .11-19 Reconciling Asset Cost Accounts 11-20 Reconciling a CIP Cost Account 11-21 Reconciling a Reserve Account 11-22 Reconciling Depreciation Expense 11-24 Reconciling Mass Additions 11-25 Quiz .11-27 Summary 11-28 Asset Inquiry & Reporting .12-1 Asset Inquiry & Reporting 12-3 Objectives 12-4 Agenda 12-5 Viewing Asset Information Online 12-6 Types of Asset Inquiries 12-7 Asset Inquiry Options 12-8 iAssets Search for Assets .12-9 Viewing Financial Information 12-11 Viewing Transaction History .12-13 Viewing Transaction Accounting 12-14 Quiz .12-15 Viewing Subledger Accounting Transactions .12-16 iAssets 12-17 iAssets Setup Steps 12-18 Oracle Assets Reporting 12-20 Assets Reports Groupings 12-22 Variable Format Reports .12-23 Assets Reports Using XML Publisher 12-24 Summary 12-25 Tax Accounting 13-1 Tax Accounting .13-3 Objectives 13-4 Agenda 13-6 Creating a Tax Book 13-7 Asset Books Regions .13-8 Prerequisites for Setting Up Tax Book Asset Categories 13-10 Quiz .13-11 Copyright © Oracle, 2010 All rights reserved R12.x Oracle Asset Management Fundamentals Table of Contents vi Entering Information in Tax Books .13-12 Quiz .13-14 Populating the Tax Book by Initial Mass Copy 13-15 Populating the Tax Book .13-17 Populating the Tax Book by Periodic Mass Copy 13-18 Updating a Tax Book Manually 13-20 Quiz .13-21 Tax Book Upload Interface 13-22 Discussing Tax Rules 13-24 Deferred Depreciation 13-26 Calculating Deferred Depreciation 13-27 Adjusting Accumulated Depreciation 13-28 Adjusting Depreciation Reserve for a Single Asset .13-29 Adjusting Depreciation Reserve for All Assets .13-31 Controlling Mass Depreciation Adjustment 13-32 Calculating Mass Depreciation Adjustment 13-33 Automatically Adding CIP Assets to Tax Books 13-34 General Tax Reports 13-36 Special Tax Reports .13-37 Depreciation Adjustment Reports 13-38 Summary 13-39 Copyright © Oracle, 2010 All rights reserved R12.x Oracle Asset Management Fundamentals Table of Contents vii Step Delete Mass Additions Step Delete Mass Additions (N) Mass Additions > Delete Mass Additions • In the Mass Additions form, place lines that should not become assets in the DELETE queue • Run the Delete Mass Additions program to remove unwanted mass addition lines • All lines in the DELETE, POSTED and SPLIT queues are removed from the FA_MASS_ADDITIONS table SPLIT parents are removed if the split children have been posted or deleted • The program archives mass additions in the DELETE queue to an audit trail table, FA_DELETED_MASS_ADDITIONS only Lines assigned to the DELETE queue are not journalized; clear these with a manual journal entry Copyright © Oracle, 2010 All rights reserved Mass Asset Additions Chapter - Page 36 Purge Mass Additions Purge Mass Additions From the Fixed Assets Administrator Responsibility (N) Purge > Mass Additions • Purge Mass Additions is only available under the Fixed Assets Administrator responsibility • Run the Purge Mass Additions program to remove mass additions from the archive table FA_DELETED_MASS_ADDITIONS • Purging Effects: - The program purges all mass additions you marked for deletion and removed from the Mass Additions form using Delete Mass Additions - Purging the archive table frees hardware resources - You cannot restore information after purging Copyright © Oracle, 2010 All rights reserved Mass Asset Additions Chapter - Page 37 Future Transactions Future Transactions Oracle Assets supports one open asset accounting period However, Oracle Assets allows you to enter transactions for future accounting periods When you enter a future transaction, it is temporarily stored in the FA_MASS_ADDITIONS interface table This pending transaction does not become effective until the transaction date for the transaction is within the current open period in Oracle Assets For example, if the current open period is May 2000, and you enter an adjustment transaction with a transaction date of 01–Sep–2000, the transaction does not become effective until Sep–2000 is the current open period When you open a new accounting period, the Process Pending Transactions concurrent program runs and automatically processes all pending transactions with a transaction date that falls within the open period You not need to enter any further transaction detail to complete the transaction in the effective open period The Process Pending Transactions program looks up the transaction date of each pending transaction If the transaction date falls within the current open period of the corporate book, the program processes that transaction Any exceptions are written to the log file It is not necessary to enter future transactions in chronological order The Process Pending Transactions program automatically processes pending transactions in chronological order Copyright © Oracle, 2010 All rights reserved Mass Asset Additions Chapter - Page 38 You can also add assets from invoice lines from Oracle Payables, and provide a future date placed in service These invoices must first be posted to future General Ledger periods from Oracle Payables and satisfy all other mass addition criteria to be successfully interfaced from Oracle Payables to Oracle Assets Entering Future Transactions (N) Mass Additions > Prepare Mass Additions (B) New Enter the corporate depreciation book to which the asset will be added Select a Queue Name from the list of values Enter the transaction date for this addition The date must be a future date In other words, the date must be later than the last day of the current open period Enter the number of units Note: Before running the Process Pending Transaction process, you must set the queue name to POST Otherwise, the addition will not be processed in the appropriate period Process Pending Transactions • When you open a new accounting period, the Process Pending Transactions concurrent program runs and automatically processes all pending transactions with a transaction date that falls within the open period You not need to enter any further transaction detail to complete the transaction in the effective open period - The Process Pending Transactions program looks up the transaction date of each pending transaction If the transaction date falls within the current open period of the corporate book, the program processes that transaction Any exceptions are written to the log file - It is not necessary to enter future transactions in chronological order The Process Pending Transactions program automatically processes pending transactions in chronological order Creating Future Transactions in Oracle Payables • Oracle Payables allows you to enter invoices with a future date placed in service However, you cannot post these invoices to General Ledger until the period is open Invoices that are not yet posted to Oracle General Ledger cannot be transferred to Oracle Assets • Normally, the Mass Additions Create program in Oracle Payables forces the date placed in service to be in the current open period, even if the General Ledger date and invoice date are in the future To use Oracle Assets to process future invoice additions, you must set the FA: Default DPIS to Invoice Date profile option to Yes This allows you to default the date placed in service to the invoice date, even though the • invoice date is in a future accounting period To review future mass additions lines: Mass Additions > Prepare Mass Additions Enter the selection criteria for the mass additions lines (B) Find Highlight the desired invoice line and select Open Review the future mass addition Copyright © Oracle, 2010 All rights reserved Mass Asset Additions Chapter - Page 39 When you are ready to run the Process Pending Transactions process, change the queue name to POST for any future transactions that need to be processed The date placed in service, or transaction date, defaults to the invoice date However, you can overwrite the transaction date Copyright © Oracle, 2010 All rights reserved Mass Asset Additions Chapter - Page 40 Quiz Answer: Copyright © Oracle, 2010 All rights reserved Mass Asset Additions Chapter - Page 41 View Pending Transactions View Pending Transactions When you enter a future transaction, the system assigns a transaction type as an audit trail Available transaction types are: • FUTURE ADD –– manual or invoice addition of asset • FUTURE ADJUST – a manual or invoice adjustment • FUTURE CAPITALIZE – capitalization of current or future CIP assets You should view all pending transactions for an asset before performing adjustments and other future transactions Copyright © Oracle, 2010 All rights reserved Mass Asset Additions Chapter - Page 42 Quiz Answer: Copyright © Oracle, 2010 All rights reserved Mass Asset Additions Chapter - Page 43 Creating Assets Using Web ADI Create Assets Using Web ADI Use Web ADI to create assets additions through the Additions Integrator The Additions Integrator provides a spreadsheet-based interface to simplify asset creation • Use the Additions Integrator to automatically build personalized asset entry spreadsheets based on the information required by your organization's specific implementation of Oracle Assets • You can enter your asset data manually, use the list of values, and take advantage of Excel's data entry shortcuts • You can also map data files from legacy systems or third party payables applications into the asset worksheet • When you are satisfied with the worksheet, the Upload feature automatically uploads the data into Oracle Assets Web ADI comes seeded with five layouts, but you can also create your own custom layouts The seeded layouts are as follows: • Add Assets – Default • Add Assets – Detailed Copyright © Oracle, 2010 All rights reserved Mass Asset Additions Chapter - Page 44 • • • Add Assets from Supplied Invoices Add CIP Assets Add Leased Assets Copyright © Oracle, 2010 All rights reserved Mass Asset Additions Chapter - Page 45 Web ADI Upload to Oracle Assets Web ADI Upload to Oracle Assets After creating asset data in an asset spreadsheet, you must upload them to Oracle Assets Uploading is a two-step process First, you must upload your asset data to the interface table Second, you must post the asset data from the interface table to Oracle Assets You can select from the following options to control uploading and importing: • Rows to Upload: Controls which rows in the asset worksheet to upload Select: - All Rows > to upload all rows in your worksheet, regardless of whether changes have been made - Flagged Rows > to upload only those rows that are marked with a flag character in the upload column of your worksheet - Note: The Upload process validates all asset data, verifying field type and length Web ADI also performs flexfield validation, cross-validation and segment security checking • Create Assets: Check this check box to start the Create Assets process and create assets automatically after the upload completes Copyright © Oracle, 2010 All rights reserved Mass Asset Additions Chapter - Page 46 - If you choose to start the Create Assets process automatically, Web ADI will the following after the upload completes: Submit your Create Assets request Display a form showing: Number of errors in the upload to the interface table Post Mass Additions request ID A message indicating that a concurrent request has been submitted for the Post Mass Additions Mass Additions Posting Report request IDs Copyright © Oracle, 2010 All rights reserved Mass Asset Additions Chapter - Page 47 Summary Copyright © Oracle, 2010 All rights reserved Mass Asset Additions Chapter - Page 48 Summary Copyright © Oracle, 2010 All rights reserved Mass Asset Additions Chapter - Page 49 Copyright © Oracle, 2010 All rights reserved Mass Asset Additions Chapter - Page 50
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