Asset Management Training

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Asset Management Training

  1. 1. Shared Financial System Capital Asset Management for the Accounting User DRAFT WORKING DOCUMENT
  2. 2. Still Shared Financial System DRAFT Table of Contents Still Shared Financial System DRAFT......................................1 Introduction.......................................................................................2 The Big Picture..................................................................................2 Your Operator Preferences..............................................................3 Still Shared Financial System DRAFT......................................3 Still Shared Financial System DRAFT......................................6 Key Tables.........................................................................................6 Asset Profile........................................................................................................7 Asset Classes....................................................................................................13 Adding and Maintaining Capital Assets........................................16 Asset Entry Workflow........................................................................................16 Adding a New Capital Asset using Asset ExpressAdd.....................................17 ...................................................................................................................................18 Adding Physical Attributes using Basic Information..........................................26 Still Shared Financial System DRAFT.......................................i Appendix.............................................................................................i Appendix A: Getting Set-Up on the Production System....................................ii Still Shared Financial System DRAFT......................................ii Appendix B: Template for New Asset Entry.....................................................vi Still Shared Financial System DRAFT....................................vii Appendix C: Month-End Asset Management Procedures + Tips.....................xii Appendix D: SFS Asset Management Matrix.................................................xvii Appendix E: Glossary......................................................................................xix ............................................................................................................................... 05/04/00 Page 1
  3. 3. Still Shared Financial System DRAFT Introduction The purpose of this training manual is to familiarize you with options and terminology used in the SFS Asset Management module. It is also intended to guide you through the transaction processing procedures to enter assets. Prerequisites: Familiarity and comfort with Windows 95, SFS General Introductory Training. The Big Picture The SFS Asset Management module is integrated with other SFS financial applications. To thoroughly understand the Asset Management module, it is important to understand the possible points of integration with other SFS financial modules. Purchase General Order Ledger Asset Physical Info Management Accounting Entries Asset Asset Cost & Management Depreciation rules Asset Financial Info used for what -if budget scenarios Accounts Project Costing Payable Budgets Projects 05/04/00 Page 2
  4. 4. Still Shared Financial System DRAFT Your Operator Preferences Each person with access to the SFS Asset Management module has a three character Operator ID. Each Operator ID has associated Operator Preferences. Activity: Review Your Operator Preferences Navigation: Go, Define Business Rules, Define General Options, Use E-P, Operator Preferences, Overall Preferences. The following window is returned. • Enter your three character Operator ID. • Click OK The Overall Preferences Panel displays. This panel establishes preferences that will be in effect for all SFS modules that you use. 06/12/00 Page 3
  5. 5. Still Shared Financial System DRAFT Review the following: Operator ID Displays your three-character operator ID and the name associated with the Operator ID. Business Unit The Business Unit should be set to your campus's five character Business Unit. Your default Business Unit will appear on many of the Asset Management panels as you work SetID The SetID should be set to your campus's five character Business Unit. As of Date The date when you last changed your Operator Preferences. Localization Country Should be USA. • Click Asset Management Tab or <F2> 06/12/00 Page 4
  6. 6. Still Shared Financial System DRAFT The Asset Management Panel displays. This panel is Asset Management specific and determines parameters for transaction processing and date defaults for transaction and accounting dates. . Review the Following: Open Transaction This setting indicates when the system will Processing process asset management open transactions such as depreciation and accounting entries. Open transactions are stored in a table until processed. Make sure the setting is Process Later. The system holds your transaction request until you initiate a request via the Process Scheduler. Open Trans ID Information only. Lists your latest ID number. Auto Increment Open Should be checked. Trans ID Provides reference for transaction ID's that are attached to operators. Date Default Values Date Default Values are generally left blank. If entering numerous transactions with the same dates, temporarily enter dates here. 06/12/00 Page 5
  7. 7. Still Shared Financial System DRAFT Key Tables The SFS Asset Management module has many tables that store information used to define assets. Having information in tables ensures consistency and accuracy when you add or maintain an asset. Information that is defaulted from tables makes data entry easier and more efficient. The following is a review of two key Asset Management Tables that you will use when you are adding an asset. Table Ownership Description How Used Asset Profile Each Business A template that When you add a purchased asset, Unit has its contains standard you select an Asset Profile for the own set of depreciation asset that matches the asset life. Asset Profiles. criteria for a type Singular profiles are used for of asset. leases and noncapital additions. Asset Class Shared by all Asset Classes When you add an asset, you must Business correspond to select an Asset Class to assign to Units property types. the asset. Asset Class classifies assets for reporting purposes. SFS Asset Classes align with property types as listed in the UW Financial and Administrative Policy. 06/19/00 Page 6
  8. 8. Still Shared Financial System DRAFT Asset Profile Asset Profiles function as templates to provide a quick way to enter asset information, especially depreciation criteria. Rather than enter the book, method, convention, and life, information each time you add an asset, you can use the asset profile to default that information. When entering assets, you specify the profile ID. The Asset Profiles for SFS Asset Management match the major asset categories you track on your books. Activity: Review an Asset Profile: Navigation: Go, Define Business Rules, Establish Asset Processing, Use A-M, Asset Profile, Definition, Update/Display • Enter your SetID and Click OK A list of Asset Profiles displays. • Scroll down and Highlight the Asset Profile Fire/Elect/Misc • Click Select. The Asset Profile - Definition Panel displays. 06/19/00 Page 7
  9. 9. Still Shared Financial System DRAFT Review the following: Profile ID Profile ID is the identifier for the Asset Profile. SFS Profile ID's are named to correspond to the depreciable lives for the type of asset. Example: EQ12 means this Asset Profile contains criteria to depreciate an asset over 12 periods. [Asset Description] Intentionally blank so the user remembers to enter the proper asset description. 06/19/00 Page 8
  10. 10. Still Shared Financial System DRAFT Asset Level Defaults: All of the following defaults can be overwritten when you add an asset. Asset Description The Asset Description default is intentionally blank. This is to help ensure that the actual asset description is entered when an asset is added Asset Class Asset Class is not defaulted by the Asset Profile. Asset class is selected from a drop down list when you add the asset. Acquisition Code Describes how the asset was acquired. Taggable Asset Indicates if the asset should be tagged. Capitalized Asset Indicates if the asset will be capitalized. • Click Book - General 1 tab or <F2> 06/19/00 Page 9
  11. 11. Still Shared Financial System DRAFT Asset Profile - Book - General 1 Panel This panel identifies the Asset Books that will be used to book the depreciation for assets added using this Asset Profile. Asset Books contain financial data such as cost, depreciation rules, and retirement details. Review the following: Book Name Identifies the Asset Book (Capital or Noncapital) for this Asset Profile. Depreciation Attributes for the Book: Effective Date The date the Depreciation Attributes can be used. Asset Category The default category assigned for reporting and accounting entry purposes. Currency Code: Always USD - US Dollars. Depreciation Status Depreciable must be checked for Capital and Noncapital Profiles. • Click Book - General 2 tab or <F2> 06/19/00 Page 10
  12. 12. Still Shared Financial System DRAFT Asset Profile Book - General 2 Panel This panel continues to define information that will be used in depreciation calculations. Review the following: (Only fields to be entered are listed.) Depreciation Attributes 2 Convention Default for the depreciation convention. Assets begin depreciating based on the date specified by the convention and the date you place the asset in service. Example AM: Actual Month - The asset will depreciate beginning on the first of the actual month the asset was placed in service. 06/19/00 Page 11
  13. 13. Still Shared Financial System DRAFT Retirement Convention Default for retirement convention. Same as depreciation convention but applies to time that the asset was retired. Depreciation Method Default for the Depreciation Method. Depreciation Method is the equation by which depreciation is calculated. Example: Straight-Line method calculates depreciation by dividing the adjusted basis of a property by the estimated number of years of remaining useful life. 06/19/00 Page 12
  14. 14. Still Shared Financial System DRAFT Asset Classes Asset Classes are used to sort assets for reporting purposes. SFS Asset Classes align with property types as listed in the UW Financial and Administrative Policy. Each time you add an asset, you will assign an Asset Class from this table. Activity: Review the Defined Asset Classes Navigation: Go, Define Business Rules, Establish Asset Processing, Use A-M, Asset Class, Update/Display • Select SetID of Share. Click OK A list of all classes and their descriptions will display. • Scroll down and Highlight the class TRUCKAIRCR Trucks Aircraft and Other Vehicles • Click Select. 06/19/00 Page 13
  15. 15. Still Shared Financial System DRAFT Asset Class Panel Review the following: SetID All UW Business Units share the Asset Class table. Asset Class The ID for the Asset Class. Effective Date Date the Asset Class can be used. 06/19/00 Page 14
  16. 16. Still Shared Financial System DRAFT Status Choices are active and inactive. Description A long description for the Asset Class. The first two to three characters define a depreciation period. This will assist you in finding the correct class when you add an asset and verify the proper Asset Profile life was selected. SFS Asset Classes align with the property type as listed in the UW Financial and Administrative Policy. 06/19/00 Page 15
  17. 17. Still Shared Financial System DRAFT Adding and Maintaining Capital Assets Asset Management stores two types of asset information - financial and physical. Financial information includes cost, books, depreciation method and convention, life and so on. Physical information includes such things as tag number, specifications, location and custodian. Asset Entry Workflow Asset Entry workflow describes the steps to enter an asset into the Asset Management system. This workflow has been designed to accommodate the manual entry of asset information. (Asset information can also come directly from SFS Purchase Order and Accounts Payable modules.) Combinations of two add methods are used. The ExpressAdd takes advantage of defaults to streamline entry of basic information. The second step uses Basic Add to enter any physical attributes you want to record about the asset. The Asset Add Basic Financial Info Step 1 Such as: Asset Acquisition Date ExpressAdd Asset Description Asset ID ChartField Distribution Cost Tag Number Asset is capitalized upon Save. Add Additional Step 2 Physical Attributes Asset Such as: Basic Add Detail Location, Dimensions, Registration, Index, Comments 06/19/00 Page 16
  18. 18. Still Shared Financial System DRAFT Adding a New Capital Asset using Asset ExpressAdd The Asset ExpressAdd uses a series of panels that enables you to add assets quickly and efficiently. Assets added with ExpressAdd are capitalized automatically and most of the information in the panels can be defaulted from an Asset Profile. Activity: Add an Asset Navigation: Go, Manage Assets, Manage Assets, Use, Asset ExpressAdd, General 1 The following window appears: • Enter your Business Unit ID. Leave Asset ID as NEXT • Click OK Asset Management will assign the next ID number to your asset when you save your work. The General 1 Panel will display. 06/19/00 Page 17
  19. 19. Still Shared Financial System DRAFT ExpressAdd - General 1 Panel Use the General 1 Panel to add information about how this asset will be capitalized. Enter the following: (Only fields to be entered are listed.) • Select Profile ID Select a Profile ID from the drop down list. • Click Default Profile Fills in defaults from the Asset Profile. button You can override any of these defaults. • Enter Asset Description Enter specific description of the asset. In our example the specific description for the asset is Big Red Fire Truck. 06/19/00 Page 18
  20. 20. Still Shared Financial System DRAFT v EXCEPTION PROCESSING: If the Transaction Date or Accounting Date for this asset add transaction is other than the current date: • Click the ETI button The Transaction Information window displays. • Change the dates if not using current date. Typically Transaction Date is the date you actually acquired the asset. Transaction Date defaults into the Acquisition Date. Accounting Date is the date you want this transaction to post to the General Ledger. DO NOT enter dates in which the General Ledger is closed. Transaction Code is not used. NOTE: Trans Date cannot be later than the Acctg Date. The days between Trans Date and Acctg Date are booked to Prior Period Depreciation (PDP). Depreciation expense starts with the accounting date. The asset acquisition code drives depereciation start date. 06/19/00 Page 19
  21. 21. Still Shared Financial System DRAFT Back to the General 1 Panel. Enter the following: (Only fields to be entered are listed.) Note the defaults supplied by the Asset Profile. Description Required, Enter a specific description of the asset. Accum Depr in Current Pd Leave unchecked unless adding assets with previous period transaction date and the corresponding accounting periods are closed. Tag Number Required Taggable Asset Defaults from Asset Profile Location Required. Select from drop-down list. Locations will typically be buildings. Book Name Defaults from Asset Profile 06/19/00 Page 20
  22. 22. Still Shared Financial System DRAFT Organization Required Sub Class Optional BY (Budget Year) Required Project/Grant Optional Category Defaults from Asset Profile Accum Depreciation Typically used only for loading initial assets. Quantity Required - defaults to 1 Cost Required • Click General 2 Panel Tab or <F2> 06/19/00 Page 21
  23. 23. Still Shared Financial System DRAFT ExpressAdd - General Panel 2 Use the General Panel 2 to indicate asset status and acquisition information. Enter the following: (Only fields to be entered are listed.) Asset Class Required. Select from drop down list. Used to classify assets for reporting purposes. Asset Status Required. Select from drop down list. Usually “In Service” Acquisition Date Required. Defaults from transaction date. Date indicates the beginning of depreciable life. Acquisition Code Required. Select from drop down list Describes how you acquired the asset. Usually "Purchased". Serial ID Optional • Click Book - General 1 Tab or <F2> 06/19/00 Page 22
  24. 24. Still Shared Financial System DRAFT ExpressAdd Book - General 1 The book General 1 panel identifies the asset's books and some of the information needed to calculate depreciation. Book information defaults from the Asset Profile. Enter the Following (note defaults): Book Name Defaults from Asset Profile Depreciation Status Required. Usually "Depreciable", including noncapital NOTE: Normally the user does not need to visit this panel. All Asset Profile defaults provide proper information. • Click Book - General 2 Tab or <F2> 06/19/00 Page 23
  25. 25. Still Shared Financial System DRAFT ExpressAdd Book - General 2 Panel Use Book - General 2 Panel to specify the depreciation method and convention that applies to the asset. Enter the following: (Only fields to be entered are listed.) In Service Date Defaults from transaction date. The date the asset was made available for use and represents the depreciation start date for this book. Depreciate When in Usually NOT checked. Service Turn on “Depreciate When In Service” to allocate annual depreciation as of the date you placed the asset in service. If you don’t turn this check box on, PeopleSoft Asset Management will allocate annual distribution as of the date determined by the depreciation convention. This option is valid only in the year acquired. Convention Defaults from Asset Profile. 06/19/00 Page 24
  26. 26. Still Shared Financial System DRAFT Useful Life Defaults from Asset Profile. Expressed in periods. For example the useful life of a five-year asset is 60 periods. Calculation Type Defaults from Asset Profile. Determines the formula to calculate depreciation. Usually "Remaining Value" Depreciation Method Defaults from Asset Profile. • SAVE your work. The Asset ID is assigned when the asset is saved. The Asset ID appears on the panel. Asset ID  Leave the ExpressAdd panels open and proceed to the next step - adding physical attributes to the asset using the Basic Add function. 06/19/00 Page 25
  27. 27. Still Shared Financial System DRAFT Adding Physical Attributes using Basic Information Basic Add is the second step in our asset-add workflow. With ExpressAdd you've just created, capitalized and assigned an ID to a new asset. Using the Basic Add function panels, you can record additional physical attributes about the asset. Activity: Update asset with physical attributes Navigation: Go, Manage Assets, Manage Assets, Use, Asset Basic Information, General Info 1, Update/Display or Correction NOTE: To make changes to a row in an effective dated panel, you must use Correction mode. Location and Custodian are the only effective dated panels in this panel group. If in Update mode, a row should be inserted to make changes. New rows allow you to track location changes over time. The General Info 1 Panel displays for the asset you just added with ExpressAdd. • Click General Info 2 tab or <F2> The General Info 2 Panel displays. The indexes specified on this panel are used to calculate replacement costs. 06/19/00 Page 26
  28. 28. Still Shared Financial System DRAFT Enter the following: (Only the fields to be entered are listed.) Index Name Used for adjusting the replacement cost using an index. When you calculate the replacement cost, the original replacement cost will be adjusted by the index and sub index specified. Select CPI (Consumer Price Index) from drop down box. SubIndex Name Select CPI (Consumer Price Index) from drop down box. The information on the following panels is not required to add new asset. Review these panels and add any information useful to you. Image Panel Store an image of your asset. Attributes Panel Keep a record of the asset's physical properties such as color, height, weight and so on. Comments Panel Keep an on-going record of commentary about the asset. Location Panel ExpressADD provides original location information. • Click the Custodian tab. The Custodian Panel displays. This panel records custodial information about the asset. 06/19/00 Page 27
  29. 29. Still Shared Financial System DRAFT Enter the following: (Only fields to be entered are listed.) Custodian Generally, the Custodian field is used to enter the location of an asset within the building. The information must be entered as two words separated by a comma. (This is the required format because the system was designed as a last,first name field.) For the Fire Truck Example: Garage12,Stall 10 Information in the remaining panels is not required to add a new asset, but review these panels and record any information that will be useful to you. License/Register Allows storing license or registration information required to Panel use this asset. Manufacturer Panel Enables you to track information about and the manufacturer, such as serial number, model, contact, etc. 06/19/00 Page 28
  30. 30. Still Shared Financial System DRAFT Acquisition Detail 1 ExpressADD already added acquisition Detail 1 information. Panel Acquisition Detail 2 If the asset was originally entered in Accounts Payable of Panel Purchase Order, the information is provided here. If the asset was added in Asset Management, you may enter the voucher information here. Capitalize Panel Don't use. Asset was capitalized in ExpressAdd. • Save your work. 06/19/00 Page 29
  31. 31. Still Shared Financial System DRAFT Appendix Appendix i
  32. 32. Still Shared Financial System DRAFT Appendix A: Getting Set-Up on the Production System Step 1: Change and Confirm Your New Password Navigation: Start, Programs, PeopleSoft, Peopletools SFS The following Sign on window appears. Enter the Following: Application Server Name Should default to SFS If not, select SFS from drop-down menu. Operator ID Enter your (3270) three-character ID Password Enter your Operator ID twice. In this example, the password is PKAPKA. • Click Set Password You should change your password during your first logon. The SFS security administrator will disable any users that have not changed their passwords after one week. Appendix ii
  33. 33. Still Shared Financial System DRAFT The following window displays: Do the Following: New Password Enter a new password. The Password should be at least 5 characters long. Confirm Password Re-enter your new password. • Click OK You will enter into PeopleSoft Financials Note: This password will NEVER expire. Take note of your new password. Appendix iii
  34. 34. Still Shared Financial System DRAFT Step 2: Choose Start-Up Default - Initial Window and Operator ID Navigation: Edit, Preferences, Configuration, Startup The following panel appears: Enter or Verify the Following: Application Name Ensure value is SFS. Initial Window Replace what appears in this window with MANAGE_ASSETS • Operator ID Enter your three character (3270) Operator ID - this will be the default when you logon. • Click OK Step 3: Verify New Password and Initial Window Appendix iv
  35. 35. Still Shared Financial System DRAFT Ensure you are logged-off PeopleSoft Financials. Navigation: Start, Programs, PeopleSoft, Peopletools SFS The following window appears. Enter the Following: Operator ID Operator ID should default to your (3270) three character ID. Password Enter your new password. • Click OK You should enter into PeopleSoft Financials. Verify that the Initial Window that appears matches the Initial Window you selected in the previous step. If your initial window does not match what you entered in step 2, re-do step 2 making sure you check your entry for spelling errors. Appendix v
  36. 36. Still Shared Financial System DRAFT Appendix B: Template for New Asset Entry The template describes the required and optional fields when entering a new asset using the ExpressAdd or Basic Add function. Navigation: Go, Manage Sales Activity, Enter Billing Information, Use, Bill Entry, Bill Header - General Info 1, Add Asset Management - ExpressAdd (Add Only) Panel Field Notes General 1 Profile ID Required Click Default Profile button Fills in defaults from Profile Click ETI button Change dates if not using current date Exchange Rate Type Defaults from AM-BU Description Required Accum Depr in Current Pd Leave unchecked unless adding assets with previous period transaction date Tag Number Required Taggable Asset Defaults from Profile Location Required Cap # Not Used Book Name Defaults from Profile Organization / Dept Required Fund Required Sub Class Recommended for Building Location BY (Budget Year) Required Program Required Project/Grant Optional Category Defaults from Profile Cost Type Not Used Accum Depreciation Optional Quantity Required - defaults to 1 Cost Required General 2 FERC Code Not Used, Applies to Utility Companies Asset Class Required Asset Status Required, Usually “In Service” Acquisition Date Required, Defaults from Transaction Date Acquisition Code Required, Usually "Purchased" Serial ID Optional Parent/Child Asset Currently not used Composite Asset Not Used, Applies to Utility Companies Book - Book Name Defaults from Profile General 1 Group Asset ID Not Used, Applies to Utility Companies Cost Basis Limit Not Used Salvage Value Not Used Depreciation Code Limit Not Used Depreciation Status Required, Usually "Depreciable" Appendix vi
  37. 37. Still Shared Financial System DRAFT Asset Management - ExpressAdd (Add Only) Panel Field Notes Book - In Service Date Defaults from transaction date General 2 Depreciate When in Service Usually NOT checked Convention Defaults from Profile Useful Life Defaults from Profile Begin Depr Date Not Used Averaging Option Not Used Calculation Type Defaults from Profile Depreciation Method Defaults from Profile Book Tax Not Used Book - Tax Not Used Credits Appendix vii
  38. 38. Still Shared Financial System DRAFT Asset Management - ExpressAdd (Add Only) SUMMARY OF FIELDS REQUIRING USER ACTION Panel Field Notes General 1 Profile ID Required Click Default Profile button Fills in defaults from Profile Click ETI button Change dates if not using current date Description Required Tag Number Required Location Required Organization / Dept Required Fund Required BY (Budget Year) Required Program Required Quantity Required - defaults to 1 Cost Required General 2 Asset Class Required Appendix viii
  39. 39. Still Shared Financial System DRAFT Asset Management - Basic Add (Add, Update/Display, Correction) Panel Field Notes x = populated by Expr Add General Info 1 x Description Required Short Defaults from first 10 characters of Description. Can be changed. x Tag Number Required Taggable Asset Defaults from Profile Cap # Not Used x Asset Class Required x Asset Status Required, Usually “In Service” x Acquisition Date Required, Populated by Transaction Date x Acquisition Code Required, Usually “Purchased” Composite Asset Not Used, Applies to Utility Companies [Composite] Asset ID Not Used, Applies to Utility Companies Parent/Child Currently Not Used Group Asset Flag Not Used, Applies to Utility Companies General Info 2 FERC Code Not Used, Applies to Utility Companies Financing Code Not Used Replacement Cost Optional, Calculated by the PS index process Last Update Required, (of replacement cost) if you entered a replacement cost Index Name Optional Sub Index Name Optional •New Asset Optional, default is new •Replacement Asset Optional •Asset is Available Optional Image Optional Attributes Color Optional Height / Units Optional Width / Units Optional Length / Units Optional Weight / Units Optional Capacity / Units Optional Power Rating / Units Optional Comments Date/Time Default is Current Date and Time. Name Optional, must be in last,first name format Comments Optional Location Effective Date Current Date is default. x Location Required. Effective Sequence Supposed to be populated by PS Location Details… Defaults from Location Document Not Used •Authorized Not Used •Authorized Pending Not Used Appendix ix
  40. 40. Still Shared Financial System DRAFT Asset Management - Basic Add (Add, Update/Display, Correction) Panel Field Notes x = populated by Expr Add •Not Authorized Not Used Name Not Used Date Not Used Custodian Effective Date: Current Date is default. This Asset is Offsite Optional, but unlikely Custodian Optional, use last,first name format EmplID Optional Organization Not Used, no attached functionality Project/Grant Not Used, no attached functionality •Authorized Not Used •Authorized Pending Not Used •Not Authorized Not Used Name Not Used Date Not Used License/ Agency ID Optional Register Or Vendor ID Optional – recommended Req # Optional Issue Date Optional Expiration Date Optional Req Name Optional Address 1 Not Used Address 2 Not Used Address 3 Not Used City Not Used Comment Not Used Country Not Used State Not Used Postal Code Not Used Comment Not Used Manufacturer Serial ID Optional - recommended Manufacturer Name Optional Model Optional Product Version Not Used Production Date Not Used Plant Not Used Contact Optional Acquisition x Description Required Detail 1 System Source Defaulted by system x Amount Required x Quantity Required Sales Tax Not Used Use Tax Not Used Appendix x
  41. 41. Still Shared Financial System DRAFT Asset Management - Basic Add (Add, Update/Display, Correction) Panel Field Notes x = populated by Expr Add Sales Tax Code Not Used Use Tax Code Not Used Freight Optional Currency Defaults from AM-BU x Category Required, Defaults from Profile Cost Type Not Used •Capitalization Status Required. Select one. x Fund Code Required x Organization Required x Program Code Required x Sub-Cls Optional x Budget Year Required x Project/Grant Optional Acquisition Acquisition Detail Descr Defaults from Acquisition Detail 1 Detail 2 Payables Info…. Recommended PO/Recv Info… Optional Projects Info… Not Used Capitalize x Profile ID Required Exchange Rate Type Defaults from AM-BU Accum Depr in Current Period Optional, use for assets with prior period transaction dates Click ETI Button Change if Transaction date or Accounting Date are not the current date Click Capitalize button x Fund Code Required x Organization Required x Program Required x Sub-Cls Optional x BY (Budget Year) Required x Project/Grant Optional x Category Required, Defaults from Profile x Book Name Required, Defaults from Profile Cost Type Not Used Accum Depr Optional Quantity Required - default is 1 Cost Required Non-Capitalize Not Used by UW Not Used Panel Appendix xi
  42. 42. Still Shared Financial System DRAFT Appendix C: Month-End Asset Management Procedures + Tips Month-End Procedures Menu Process 1. Calculate Depreciation MA-Pr-Depreciation AMDPCALC • Be sure to select transactions by operator since there are no AM-BU Calculation parameters • Should be run daily after asset adds, adjustments, transfers & retirements 2. Create Accounting Entries MA-Pr-Accounting AMAEDIST • Be sure to select transactions by operator since AM-BU parameters are Entry Creation not effective • Entries my be reviewed at MA-Use-Asset Accounting Entries or Asset Depreciation • Send to file since printer prepares a long awful edit report • May prefer to process Calculate Depreciation & Create Accounting Entries daily 3. Close Depreciation Period – Month-End Only MA-Pr-Depreciation AMDPCLOS • Run after all accounting entries for period are created Close • Regarding Rerun depreciation close box  turn this switch on to delete all existing accounting entries for depreciation expense and lease payments for the specified business unit, book, fiscal year, and period, and rerun the depreciation close process. You cannot rerun depreciation close for accounting entries that have already been processed by the journal generator. 4. Create GL Journal Entries – from AM accounting entries PFI-Process PSPGJGEN • Select AMDEFN Accounting Definition Name to limit entries to AM Journals-Pr-Journal • Limit BU selection to your business unit Generator • May prefer to process weekly or daily 5. Edit, Budget Check & Post Journals PFI-Process GLJEDBCP • Processes may be done individually with similar parameters from the Journals-Pr-Journal GLPJEDIT process menu or each journal entry can be opened and posted via the Edit, Budget, Post FSPBBCH icons K • Limit Edit Request parameter to your GL-BU, REPORTS Ledger and GLPPPOS XXX Source T • At Budget Check choose SetID MODEL, Definition JOURNALS, Header Field Name BUSINESS_UNIT and Value with your 5-digit BU name • Post parameters mirror Edit Request 6. Close AM Accounting Period MA-Use-Close Not • Upon becoming satisfied with journal entries close the period Accounting Period Applicable • Select period to close and save the panel. • To view closed AM accounting periods follow Establish Business Units, AM Definition, BU/Book Accounting Entry Notes: • MA = Manage Assets • Pr = Process • PFI = Process Financial Information • ALLJOBS run control ID may be used for all process listed below. • All of these processes may be sent to a file since there is no usable print output Appendix xii
  43. 43. Still Shared Financial System DRAFT Problem Prevention Tips: • Budget Years/Periods cannot be mixed within an asset or processing problems will result. Thus adjustments and transfers may require year adjustment in the ChartField rows. • The number of ChartField strings per asset must be limited to a maximum of two. The AM module is not programmed to handle more than one ChartField string (cost row) on a reliable basis until the release following 7.5. Use parent-child relationships to assign more than two ChartField strings. • Edits to prevent ETI Accounting Dates from being placed in closed accounting periods are nonexistent or ineffective. Asset Express Add does not prevent ETI Accounting Dates from being entered into the most recent closed asset period. Lease additions have no date edits. No depreciation or lease payment journal entries are recorded for the closed periods. • Make sure you clean up after combo-edit errors. To cure a combo error an asset transfer is necessary. • Abandonment is the agreed upon sole retirement disposal code that may be used. Due to the debit and credit accounts being identical depreciation calculation / accounting entry processes error out if “trade in or retirement for sale” disposal codes are used. Reason for retirement can be entered in the reference code field on the second retirement panel. • Be sure to save and run depreciation calculation after each ChartField and cost change in Asset Adjust/Transfers since unbalance accounting entries will result. • To change asset life, use the asset book definition panel general 2 and remember to verify the ETI dates. You should not change the profile after original asset save. Profile changes do not change the depreciable periods. All leases in which lease periods do not equal depreciable life, the asset life must be changed at book definition • Review ETI date propriety by scanning Transaction Date & Accounting Date list at Manage Assets – Inquire – Open Transactions. Narrowing parameters such as limiting asset ID to groups of 100 will be necessary. • Before running depreciation close [AMDPCLOS], make sure no open transactions are pending. To verify, go to Manage Assets – Inquire – Open Transactions. Enter AM-BU & pending depreciation then OK. Enter AM-BU & pending distribution then OK. • Depreciation close [AMDPCLOS] rerun works only if journal generator and ‘use’ close accounting period have not been done. • Do not rely upon cost amounts in AM acquisition reports for assets that have been adjusted or transferred. • Do not use ETI accounting dates prior to July 1, 2000 for Phase 2 or July 1, 2001 for Phase 3. • PS-AM erroneously allows you to save asset additions (lease & purchase) without entering a fund, or organization, which results in unbalanced accounting entries. • Use the proper Profile & Category. Accounting entries fail when lease/purchase tables are reversed. EQ## Profiles are for purchases. Lease Profile covers all leases. • Do not forget to click default profile. Asset Express Add function allows saving new assets without clicking default profile. Other Tips • New users may receive this error message upon saving an Express Add Asset “Save edit error. Correct highlighted fields if any, and unhighlighted field: Record PRCSRUNCNTL, Field RUN_CNTL_ID” This problem happens because the user has never run a process. To Appendix xiii
  44. 44. Still Shared Financial System DRAFT resolve the issue complete the new user checklist or add a new process, ALLJOBS, and run Depreciation Calculation to the PSUNX server and file. • The AJL080 nVision report in the journal detail workbook tab with 4% account parameter may be beneficial for determining what asset expenditures are in the actuals ledger. • Some reports are under an AM tab in the nVision workbook and in query with a UW_AM_(prefix). • ETI accounting dates cannot be backed into closed asset periods. Adding Parent-Child – Parent has asset cost • Before saving an Asset ExpressAdd, assign the asset as a parent in the options section of the General 2 panel. This is the only opportunity to assign a cost value parent. • To assign children to a parent go into Use Asset Basic Information General Info 1 and change the parent/child field from none to child. Now select the appropriate parent from the newly visible list box and save. Setting an asset as a parent in this panel does not make it available to the parent list. Adding Parent-Child – Parent has no asset cost • Follow Use Asset Parent Assets Add and give the asset an appropriate ID and description. The next asset number is not operable in this panel. • To assign children to a parent go into Use Asset Basic Information General Info 1 and change the parent/child field from none to child. Now select the appropriate parent from the newly visible list box and save. Initial Asset Load Options: Option 1  Do not enter PDP (prior period depreciation) from prior system. • PS-AM will calculate all PDP. • Transaction Date = Acquisition Date = Depreciation In Service Date. 07/01/1950 is the earliest allowed Transaction Date. Acquisition dates can be earlier than 1950. • Accounting Date = Cut off date between booking PDP in production & depreciation expense starting. • Use depreciation calculation type life to date that can default from the profile. • Option 1 has less data entry & less risk for errors. Option 2  Enter accumulated depreciation in Express Add. • Transaction Date = Accounting Date = PDP entered cutoff date. • Change defaulted Acquisition Date & Depreciation In Service Date to = purchase date. • To emulate prior depreciation methodology make the depreciation in service date = to the first fiscal day of the purchase year. • Use depreciation calculation type remaining value that can default from the profile. • Assuming old asset listing has fiscal year end 2000 accumulated depreciation, enter old assets with 7/1/2000 phase 2 - 7/1/2001 phase 3 accounting date. Close July and Aug to GL. • Option 2 provides net asset totals closer to the previous system. Entering Old & New Capital Leases: • Only Option 1 style entry of having PS-AM calculate prior depreciation works PS-AM because ignores PDP entered when calculating PDP. Appendix xiv
  45. 45. Still Shared Financial System DRAFT • Transaction Date = Acquisition Date = Depreciation In Service Date = Lease Inception Date • Accounting Date = Cut off date between booking PDP (prior depreciation) in production & depreciation expense starting. • Depreciation periods default from the lease term, not the estimated life or profile. If the depreciable life does not equal the lease term, you must go to Asset Book Definition and adjust the depreciable life before running depreciation calculation. This applies to new leases also. • Transaction Date drives the lease payment schedule inception date.  Changing the lease inception date at Use-Asset Leases does not change the payment schedule.  No lease payment entries are made for closed asset management periods. Example: • Copier lease inception date and in service date = 01/01/2000 • Currently in accounting period 1 of fiscal period ‘2001/July 2000 = period to be closed next • Copier depreciable life = 60 months/periods • Copier lease life = 48 month/periods At Use - Lease ExpressAdd • Enter 01/01/2000 for Transaction Date & 07/01/2000 for Accounting Date and use Lease Profile. • Enter lease term = 48 periods = life of lease payments.  This defaults into the depreciable life under Asset Book Definition. • Enter estimated life = 60 periods.  This is used only for calculating capital vs. operating leases. • Enter implicit interest rate and payment schedule AA ID. • Enter either minimum rental payment or cost on the Cost Info tab and PS-AM will calculate the opposite field.  Many other Lease Term field entry options are available. This is a common entry example. • Enter ChartFields on Cost Info tab. Do not enter accumulated depreciation amount. • Click calculate, review and save. At Use - Asset Book Definition – General 2 tab (easiest to leave saved Lease ExpressAdd panel open) • Correct the use life (depreciation periods) if asset life differs from lease term.  This step applies to all capital leases.  This entry adds a new transaction ID labeled book adjustment. At Use – Asset Basic Information, Enter remaining physical attributes • General Info 1, Enter Asset Class • Location, Enter Location • Custodian, Enter detail location in name format (Ivy,Hall room 222) • Note no leased asset values can be entered in the Acquisition Detail 1, 2 & Capitalize panels. • Now, you may run Process Deprecation Calculation and Process Accounting Entry Creation.  The Deprecation Close process creates the lease payment entries. Appendix xv
  46. 46. Still Shared Financial System DRAFT  If the Transaction Date & Accounting Date are in a closed asset period, asset and depreciation entries are correct, but lease payments are not made for the closed period. Primary AM Tables • ASSET [1] • BOOK [1] • COST [1] • DEPRECIATION [1] • DIST_LN • OPEN_TRANS [1] indicates these tables populate the DIST_LN table. Secondary AM Tables • ASSET_ACQ_ DET • ASSET_LOCATION • RETIREMENT Appendix xvi
  47. 47. Still Shared Financial System DRAFT Appendix D: SFS Asset Management Matrix This matrix relates profiles to classes to accounts in ACTUALS and REPORTS Ledgers for the Shared financial Systems implementation of Asset Management. Appendix xvii
  48. 48. Still Shared Financial System DRAFT Capital Exp Capital Depr Exp Accum Depr Categ ory Asset Class = ACTUALS REPORTS REPORTS REPORTS Description Property Types ID Property Type Life Profile 4420 6600 3996 6690 Equipment Livestock EQUIP LIVESTOCK 3 EQ03 4604 6600 3996 6690 Equipment Remote Broadcast Production Eq EQUIP REMOTEPROD 4 EQ04 4604 6600 3996 6690 Equipment Food Services Eq/Appliances EQUIP APPLIFOOD 5 EQ05 4604 6600 3996 6690 Equipment Photographic Equipment EQUIP PHOTOEQUIP 5 EQ05 4604 6600 3996 6690 Equipment Cleaning Equipment EQUIP CLEANEQUIP 5 EQ05 4620 6600 3996 6690 Equipment Data Processing Hardw are EQUIP DATAPROCSG 5 EQ05 4604 6600 3996 6690 Equipment Communications Equipment EQUIP COMMUEQUIP 6 EQ06 4604 6600 3996 6690 Equipment Office Machines/Equipment EQUIP OFFICEMACH 6 EQ06 4652 6600 3996 6690 Equipment Automobiles EQUIP AUTOMOBILE 6 EQ06 4660 6600 3996 6690 Equipment Trucks,Aircraft.OtherEquipmt EQUIP TRUCKOTHVH 6 EQ06 4604 6600 3996 6690 Equipment Hardw are, General EQUIP HARDWGENRL 7 EQ07 4604 6600 3996 6690 Equipment Audio/Video Production Brdcst Eq EQUIP AUDIOVIDEO 8 EQ08 4604 6600 3996 6690 Equipment Engineering Test Equipment EQUIP ENGINRTEST 8 EQ08 4604 6600 3996 6690 Equipment Classroom/Laboratory Equipment EQUIP LABORCLASR 8 EQ08 4604 6600 3996 6690 Equipment Agricultural/Farm Equipment EQUIP AGRICFARM 10 EQ10 4604 6600 3996 6690 Equipment Athletics/Recreational Equipment EQUIP ATHLERECRE 10 EQ10 4604 6600 3996 6690 Equipment Medical Equipment EQUIP MEDICEQUIP 10 EQ10 4604 6600 3996 6690 Equipment Microfilm/fiche Equipment EQUIP MICROMICRO 10 EQ10 4604 6600 3996 6690 Equipment Musical Instruments EQUIP MUSICINSTR 10 EQ10 4604 6600 3996 6690 Equipment Furniture and Furnishings EQUIP FURNIFURNI 10 EQ10 4640 6600 3996 6690 Equipment Wood Furniture/Furnishings EQUIP WOODFURNTR 10 EQ10 4660 6600 3996 6690 Equipment Agricultural/Farm Equipment EQUIP AGRICTRUCK 10 EQ10 4604 6600 3996 6690 Equipment Printing/Binding Equipment EQUIP PRINTBOOKB 11 EQ11 4604 6600 3996 6690 Equipment Signs, Badges, Tags EQUIP BADGEMEDAL 12 EQ12 4604 6600 3996 6690 Equipment Drafting/Surveying Equipment EQUIP DRAFTSURVE 12 EQ12 4604 6600 3996 6690 Equipment Electrical Apparatus EQUIP ELECTAPPAR 12 EQ12 4604 6600 3996 6690 Equipment Industrial/Construction Equipment EQUIP INDUSCONST 12 EQ12 4604 6600 3996 6690 Equipment Miscellaneous Equipment-NCE EQUIP MISCPRODCT 12 EQ12 4604 6600 3996 6690 Equipment Police/Firefighting Equipment EQUIP POLICEFIRE 12 EQ12 4604 6600 3996 6690 Equipment Broadcast Transmission Equipment EQUIP BROADTRANS 15 EQ15 Lease Codes 4605 6605 3996 6695 Equipment-Cap Lease Equipment-Capital Lease LEASE LEASE 4625 6605 3996 6695 Comp Equip-Cap Lease Computer Equip-Capital Lease LEASE LEASE 4655 6605 3996 6695 Autos-Capital Lease Automobiles-Capital Lease LEASE LEASE 4665 6605 3996 6695 OthVeh-Capital Lease Trucks-OthVeh-Capital Lease LEASE LEASE Special Accounts to RPT Ledger Only Purpose Account Descripton 3810 Lease Interest Interest Expense 3999 Trade-in Required Template Acct 3999 Gain/Loss Required Template Acct 3999 Removal Contra Required Template Acct 3999 Proceeds Required Template Acct 3999 Lease Guarantee Required Template Acct 4605 Lease Interest Contra Equipment-Capital Lease 4605 Lease Obligation Contra Equipment-Capital Lease 7700 Lease Obligation Capital Lease Obligations 8210 Contra Asset Investment in Fixed Assets Asset Related Accounts Not Currently Used by PS-AM 4400 WARF Capital encumbrances 4401 Capital default Clearing Account 4480 Land 4485 Land Capital Lease 4490 Land Improvements 4520 Building & Attached Fixtures - not capitalized 4540 Architect/Consulting-Indiv 4620 Computer Equipment-DP - Merged w /DP Hardw are 4630 Softw are Purchase >$5000 - Not capitalized 4680 Capital Purchases IIA Appendix xviii
  49. 49. Still Shared Financial System DRAFT Appendix E: Glossary A Accounting Entry A set of related debits and credits. An Accounting Entry is made up of multiple Accounting Lines. In most PeopleSoft applications, accounting entries are always balanced (debits = credits). Accounting entries are created to record accruals, payments, payment cancellations, manual closures, project activities in general ledger, and so forth (depending on the application). Accounting Date The date that a transaction is recognized as opposed to the date the transaction actually occurred—the transaction date (although the two dates can be the same). The accounting date determines the period in the general ledger to which the transaction is to be posted. You can only select an accounting date that falls within an open period in the ledger to which you are posting. The accounting date for an item is normally the invoice date. In PeopleSoft Asset Management, the difference between accounting date and transaction date determines whether prior period depreciation must be calculated, and how much. Accounting Date must be later than or equal to Transaction Date. Accumulated Depreciation Any depreciation recognized before the asset is added into PeopleSoft Asset Management. Accumulated depreciation is applied to either the current accounting period or the previous period. Accounting Entry Template A user-defined table that controls the use of system-generated accounting lines in the posting processes. Asset Category A standard group of assets. Typical asset categories include Furniture and Fixtures, Machinery and Equipment, Land, Buildings, Leasehold Improvements, and the like. These generally correspond to General Ledger asset accounts. Assets in one category usually share some depreciation characteristics, such as estimated service life and depreciation limits. Asset Class An asset group used for reporting purposes. It can be used in conjunction with Category to refine asset classification. Asset Profile Appendix xix
  50. 50. Still Shared Financial System DRAFT A template that contains standard depreciation criteria for an asset type and its corresponding asset books. You can use the information in asset profiles as default values when adding assets. Asset Status An identifier that classifies an asset by its position in the asset life cycle: budgeted, commitment, requisitioned, received, in service, disposed, transferred. B Background Process In a client/server environment, any task or process that is grouped with another and runs in the background. Background processes are usually scheduled to run on a regular basis. All background processes are executed through process-specific COBOL programs. Begin Calc Date The date on which PeopleSoft Asset Management begins to deduct from an asset's life. Begin Depr Date The date on which PeopleSoft Asset Management begins to calculate depreciation for an asset. Begin Depr Date is calculated using In-Service Date and Prorate convention. Book A data location storing financial information—like cost, depreciation attributes, and retirement information—on assets. Business Unit A corporation or an organizational entity that maintains its own business activity. PeopleSoft General Ledger business units typically comprise individual entities for accounting purposes. PeopleSoft Payables business units are either Vouching (have payables accrued to them) or Charge to (have voucher expense distributions charged to them), and pass journals to general ledger units. PeopleSoft Purchasing business units share vendor, purchase order, and receiving information with PeopleSoft Payables units in the same SetID. C Calculation Type An identifier determining how prior period depreciation will be allocated; either Remaining Value or Life-to-Date. Capital Lease Appendix xx
  51. 51. Still Shared Financial System DRAFT A leased asset that PeopleSoft Asset Management treats as financial. Criteria for capital leases are set forth in FASB Statement No. 13. ChartField A field in the chart of accounts, resources, and so on, depending on the PeopleSoft application. ChartField values represent individual account numbers, department codes, and so forth. ChartField Combination Edit Also called Combo Edit. The process of editing journal lines for valid ChartField combinations based on user-defined rules. Closed Period A period for which period depreciation accounting entries have been generated. A period can be closed only once. Currency Code An identifier for any monetary type. D Default An attribute assigned to a transaction by virtue of its association with a larger group that determines such attributes—that is, the value the system automatically assigns. Depreciable Status A category that determines whether depreciation will be calculated for an item. Depreciate When in Service A switch that indicates whether PeopleSoft Asset Management should allocate depreciation as of the date an asset was placed in service. This is valid only in the year the asset was acquired. Depreciation Allocation The amount of yearly depreciation to be allocated to an accounting period. Depreciation Attribute A rule according to which depreciation is calculated. Some depreciation attributes include depreciation method, prorate convention, calculation type, depreciate while in service switch, and depreciation limit. Depreciation Limit The maximum amount of depreciation that can be expensed on an asset for each year of its life. Appendix xxi
  52. 52. Still Shared Financial System DRAFT Drilldown The act of moving from the general to the specific. By drilling down you can examine the data underlying any summarized form of information in your PeopleSoft system. You can also drill down from one PeopleSoft system to other systems from which information was received. E Edit Table A table on the database that has its own record definition, such as the Department table. As fields are entered into a PeopleSoft application, they can be validated against an edit table to ensure data integrity throughout the system. Effective Date A method of dating information in your system. You can predate information to add historical data to your system, or postdate information in order to enter it before it actually goes into effect. Entry Type Any activity that creates or updates an item. F Fully Reserved The status of an asset that has been fully depreciated. G Gain/Loss The difference between the sum of an asset's total accumulated depreciation, salvage value, and removal costs, and its depreciable basis at the time of the asset's retirement. General Ledger Distribution The process and guidelines by which accounting information is transferred from your PeopleSoft Receivables system to a general ledger system. I Appendix xxii
  53. 53. Still Shared Financial System DRAFT In-Service Date The date upon which an asset is placed in service. In-service date is used in conjunction with an asset's prorate convention to determine Begin Depr Date. InterUnit Transfer A transfer that occurs between different business units. IntraUnit Transfer A transfer that occurs within one business unit. J Journal A batch of accounting entries entered online or input from a feeder system (payables, receivables, asset management, and so on) to the general ledger. Consists of multiple journal lines and one Journal Header, identified by the Journal ID. Information about the journal as a whole is stored in the Journal Header table. Journal Generator Template A table containing defaults to be used in journal generation. PeopleSoft Asset Management requires one journal generator template for each transaction type. Journal Line A record storing a double-sided, balanced entry for a given journal. A single journal usually includes multiple lines. The sum of the monetary amounts for the journal lines in one journal totals zero (debits = credits). L Ledger A set of posted balances that represent a set of books for a business unit. PeopleSoft General Ledger supports detail, multiple, and summary ledgers. Life-to-Date Calculation A calculation of the difference between the depreciation allowed and the depreciation taken. The difference is expensed as an adjustment to accumulated depreciation in the current period. Typically used after a change in accounting principle Loader Table Any table in PeopleSoft Asset Management used to store load lines before they are loaded into the system as open transactions. The loader tables comprise INTFC_FIN, INTFC_PHY_A, and INTFC_PHY_B. Appendix xxiii
  54. 54. Still Shared Financial System DRAFT Location Locations enable you to indicate the different types of addresses a company has—for example, one to receive bills, another for shipping, a third for postal deliveries, and a separate street address. Each of these addresses has a different location number. Location Code Locations enable you to indicate the different types of addresses a company has—for example, one to receive bills, another for shipping, a third for postal deliveries, and a separate street address. Each of these addresses has a different location number. Every customer role must have a primary location, which will be used throughout the system on all panels that display a customer address. The primary location—indicated by a 1—is the address you use most often when contacting the customer, and may be different from the customer's main address. M Mass Change A user-configurable entity that defines the movement of data between the tables that store your business information. Mass Changes enable you to define the criteria by which you move or replace data in your tables. Based on the configuration of your system, Mass Change dynamically builds data access and gives you complete control over your system processing. N Net Book Value The net value carried on an asset book for an asset. An asset's NBV can be different on different books. nPlosion A PS/ nVision feature that enables you to expand rows and columns in your spreadsheet to underlying details, as in drilldown. O Origin An entry point for transactions into a PeopleSoft system. Origins can designate both online and background interfaces and can be defined to have their own editing and default options. Appendix xxiv
  55. 55. Still Shared Financial System DRAFT Open Period An accounting period for which period depreciation accounting entries have not yet been generated. Open Transaction A transaction that has not yet been processed in PeopleSoft Asset Management. P Period Allocation The percentage of yearly depreciation to be expensed to an accounting period. Physical Inventory Process In PeopleSoft Asset Management, the process by which you extract asset data from the Asset Management database to load into your bar code scanning device. You then scan the assets and load the data gathered during the actual physical inventory into Asset Management, enabling you to generate physical inventory results for review. You perform matching and generate transactions to reconcile the data in Asset Management with the results of your physical inventory. Prior Period Depreciation Any depreciation for the prior period that must be expensed to the current period. This is calculated when the transaction date is earlier than the accounting date for an asset transaction. Process Instance The number the system assigns each job that runs in background processing. Process Scheduler A process that performs tasks behind the scenes of your application. It can run several kinds of processes—COBOL, crystal—on a regular schedule or at your request, at your workstation or on a server. Prorate Convention The convention used to prorate depreciation for an asset. It is used in conjunction with In-Service date to calculate Begin Depr Date. R Record Definition A logical grouping of data elements. Appendix xxv
  56. 56. Still Shared Financial System DRAFT Remaining Value Calculation A depreciation calculation wherein the system deducts any accumulated depreciation from the depreciable basis and expenses the remaining value over the life of the asset. Report Scope A feature that creates multiple instances of an nVision report using a single report request. Each instance contains data specific to an individual ChartField, such as a business unit or department, or for a group of ChartFields, such as all sales departments. Using Scope, each report instance can share the same layout while containing data unique to these particular ChartFields. Run Control ID Process run controls enable you to predefine parameters that are later used to a given process request. S SetID The label that identifies a TableSet. Source The Source table stores valid journal entry and posting sources. These can include job titles (such as CFO), operator IDs (such as CLERK123). Structured Query Report (SQR) A type of printed or displayed report generated from data extracted from PeopleSoft. PeopleSoft applications provide a variety of standard SQRs that summarize table information and data. You can use these reports as is, customize them, or create your own. SubCustomer Qualifier A value that groups customers into a division for which you can generate detailed history, aging, events, and profiles. T Table The underlying format in which data is stored by columns (fields) and rows (records, or instances). TableSet A group of rows across control tables identified by the same SetID. Appendix xxvi
  57. 57. Still Shared Financial System DRAFT Transaction Code In PeopleSoft Projects, an additional field on each resource transaction that is used in conjunction with accounting entry templates. Transaction codes enable you to deal with exceptions to your accounting entry templates without having to create additional transaction types. You can set up separate accounting entry templates for resource transactions containing the transaction codes you create. The accounting entry templates for those resource transactions lines can then use the same transaction types, but specify different accounts. In PeopleSoft Asset Management, transaction codes identify special asset transactions and are used in conjunction with transaction type to create accounting entries. Transaction Date The date a transaction actually occurred as opposed to the date the transaction is recognized—the accounting date (although the two dates can be the same). Transaction Type The building blocks of accounting entry templates in PeopleSoft Asset Management and Project Costing. For each transaction type you create you define specific transaction lines. The transaction lines are then transferred into accounting entry templates. In the accounting entry templates each transaction line is assigned a specific general ledger account. U Unit of Measure (UOM) A type of unit used for quantifying in PeopleSoft systems. Depending on the application, units of measure might describe dimensions, weights, volumes, or amounts of locations, containers, or business activities. Examples include inches, pounds, work hours, and standard cost dollars. Unitize Assets The process of unitizing a single load line, usually originating from a different application, into multiple assets in PeopleSoft Asset Management. W Workflow The background process that creates a list of administrative actions based on your selection criteria and specifies the procedure associated with each action. Appendix xxvii

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