Oracle Asset Tracking Create and Retire and Asset for a Normal Item (Without Projects) Test Case

________________________________________________ Overview
Normal items are inventory items that get purchased from a supplier and issued to field location. These items can be capitalized when the item is installed and put in service. Moreover, the asset for a normal item can be created in Oracle Assets and tracked in Oracle Asset Tracking either with or without going through Projects. Once the asset for a normal item is put in service, it starts depreciating. The following test case shows how to create then retire an asset for a normal item, which is purchased from a supplier and issued to field location without going through or using Projects. The test case will mainly cover the following business flows: Inventory Setup a serialized normal item Purchasing Purchase the item Receivables Create a Receipt to receive the item Inventory Issue item to Field Location (deploy item and put it In-Service) Cost Management SLA Create Accounting for receiving and issue transactions Asset Tracking Interface inventory transactions to Oracle Asset Tracking Fixed Assets Create the asset (capitalize asset and put it In-Service) Inventory Receive item from Field Location back to Inventory Location Asset Tracking Interface Move Transactions to Oracle Assets Inventory Issue item from Inventory Location Asset Tracking Interface Move Transactions to Oracle Assets Fixed Assets Retire the asset

Setup
You will need to setup the following: 1. Oracle Asset Tracking Profile Setup (R) System Administrator (N) System Profiles - Verify that profile option 'CSE: FA Book Type Code' = OPS CORP This profile option can be set at Site or Organization level based on business requirement. 2. Confirm Inventory Managers status (R) Inventory, Vision Operations (USA) (N) Setup > Transactions > Interface Managers - Select M1 Seattle Manufacturing in the organizations window. - Confirm that the following Inventory Managers are Active: Cost Manager Lot Move Transaction Material Transaction Move transaction - If any of these managers are Inactive, then click on Tools and Launch Manager - Schedule managers to run every 5 minutes. 3. Confirm Depreciation Period status (R) Assets, Vision Operations (USA) (N) Setup > Asset System > Book Controls - Verify Last Run Date is in the current open period and Status = Completed. (N) Depreciation > Run Depreciation - Enter OPS CORP in the Book field. - Ensure that current depreciation period is the current month (e.g. Mar-2011) - Run Depreciation (with close Period is checked) if the period is not the same as your current month. 4. Confirm Periods status (R) Asset Tracking Super User (N) Inventory > Accounting Close Cycle > Inventory Accounting Periods - Ensure that Inventory period is open for the current month. (N) Payables > Accounting > Control Payables Periods - Ensure that Payables period is open for the current month. (N) Purchasing > Setup > Financials > Accounting > Control Purchasing Periods - Ensure that Purchasing period is open for the current month. (N) General Ledger > Setup > Financials > Accounting > Open and Close periods - Ensure that GL period is open for the current month.

Test Case Steps:

Instance: VISCRM08 User: OAT_SUPP

Step 1: Setup a serialized normal item

(R) Asset Tracking Super User (N) Inventory > Items > Master Items - Select the V1 Vision Operations in organizations window. - Created a normal item Wael_OAT_nor_serial_item - a copy from standard vision item CM34305 as shown below: - In Main tab, ensured that User Item Type = Purchased Item.

- In Inventory tab, ensured that following attributes are checked: Inventory Item Stockable Transactable Revision Control Reservable Serial Generation = At Receipt

In Costing tab, ensured the following costing flags are set: - Click the Costing Enabled option - Click the Inventory Asset Value option

In purchasing tab, ensured that the following attributes are set: Asset Category = PROJECT-ASSET. It can be any other valid Asset Category. Purchased and Purchasable attributes are checked.

In Invoicing Tab: Click the Invoiceable Item option. Click the Invoice Enabled option.

In Service tab: Check the Track in Installed Base Flag Ensure that Create Fixed Assets flag is not checked as normal items can be capitalized only when the item is Installed and Put in Service.

(M) Tools > Organization Assignment Ensure that the item is assigned to M1 Seattle Manufacturing organization.

(R) Asset Tracking Super User (N) Inventory > Costs > Item Costs - Select M1 Seattle Manufacturing in organizations window. - Search for item Wael_OAT_nor_serial_item and click Find button.

- Enter item Cost details as shown below:

(R) Asset Tracking Super User (N) Inventory > Setup > organizations > Parameters - Select M1 Seattle Manufacturing in organizations window. - Click on Costing Information tab, Costing Method used by this organization is Standard as shown below:

(N) Inventory > Costs > Standard Cost Update > Update Costs - Run Update Standard Costs program to update new costs entered for the item as shown below:

Step 2: Purchase the item

(R) Asset Tracking Super User (N) Purchasing > Purchase Orders > Purchase Orders - Created PO 6120, entered PO details (ie) Supplier, Item, Quantity, Need-By date as shown below:

- Click on Shipments button:

- Click on Distributions button to enter Deliver-To, Subinventory, and PI Charge Account

- Save, and Submit for Approval and Forward the PO to get approved by Pat Stock.

- Login as Operations user which is Application login for Pat Stock. (R) Workflow Administrator Web Applications (N) Administrator Workflow > Notifications - Open the notification for related to PO 6120 approval as shown below:

- Click on Approve button.

- Now, PO 6120 is Approved as shown below:

Step 3: Create a Receipt

(R) Asset Tracking Super User (N) Purchasing > Receiving > Receipts - Select the M1 Seattle Manufacturing Organization. - Enter PO 6120 and click Find button

- Miminize Receipt Header form:

- Click the Select Line option and ensure that the Subinventory is entered as "FGI".

- Click Lot-Serial button and enter OATN14 in the Start Serial Number. Notice that End Serial Number field based on Quantity Entered field (5 items).

- Click Done button, then Save. Maximize the Receipt Header form, now it shows receipt number as 23771 as shown below:

Step 4: Issue to Field Location (deploy item and put it In-Service)

(R) Asset Tracking Super User (N) Inventory > Transactions > Miscellaneous Transaction - Select M1 Seattle Manufacturing Organization. - Enter "eIB Issue to Field Location" in the Type field

- Click the Transaction Lines button to issue one normal item to Field Service. - Enter transaction Line details such as item = Wael_OAT_nor_serial_item, revision = A, Subinventory = FGI, Quantity = 1, Account Alias = 'Miscellaneous', Location Code = HZ-V11. - Click on Lot-Serial button, enter 'OATN14' in Starting Serial Number field, press tab. - Click done button, then save.

View the Item Instance in Asset Tracking

(R) Asset Tracking Super User (N) Assets > Item Instances - Search for item = Wael_OAT_nor_serial_item and Serial Number = OATN14 - One row is returned showing that item instance 3604803 has been created.

- Click on OAT_normal_serial_item link, notice that item is deployed and put in service as Accounting Classification = Inventory and Operational Status Code = In Service

- Click on Transaction History link, notice that Issue to Field Location Transaction status is PENDING as shown below:

Step 5: Create Accounting for receiving and issue transactions

(R) Cost Management - SLA (N) SLA > Create Accounting. - Run Create Accounting Cost Management program as shown below:

- Verify that program output file shows that the transaction has been processed. NOTE: If the transaction is not picked then re-run the Create Accounting - SLA program. If Create Accounting - SLA program is not run properly, the transaction will be in PENDING status.

View Journal Entries Created for receiving and issue transactions

(R) Cost Management - SLA (N) SLA > Inquiry > Journal Entries - Enter Vision Operations (USA) in Ledger field and From GL Date field. - Click Go button, following Journal Entries have been for receiving transactions:

- Following journal is related for Issue to Field transaction in this test case:

Step 6: Interface inventory transactions to Oracle Asset Tracking

(R) Asset Tracking Super User (N) Requests > Run - Run 'Create Assets: Interface Inventory Transactions to Oracle Assets' program.

- Verify the output of the program, it should show the following:

View the Item Instance in Asset Tracking

(R) Asset Tracking Super User (N) Assets > Item Instances - Search for item = Wael_OAT_nor_serial_item and Serial Number = OATN14.

- Click on OAT_normal_serial_item link, notice that asset is deployed and put in service as Accounting Classification = Asset and Operational Status Code = In Service

- Click on Transaction History link, notice that Issue to Field Location Transaction status is COMPLETE as shown below:

- Also, you will notice one more transaction is created Instance Asset Tieback and has status as COMPLETE. - Click on Assets link, notice that Asset has not been created yet. Asset will create the asset after running Post Mass Additions.

Step 7: Create the asset (capitalize asset and put it In-Service)

(R) Asset Tracking Super User (N) Fixed Assets > Mass Additions > Post Mass Additions - Run Post Mass Additions program for Book = OPS CORP

View the Asset in Asset Tracking

(R) Asset Tracking Super User (N) Assets > Item Instances - Search for item = Wael_OAT_nor_serial_item and Serial Number = OATN14.

- Click on OAT_normal_serial_item link.

- Click on Assets link, notice that Asset Number 113606 has been created with Quantity = 1.

- Click on Asset Number 113606 link, you will notice that the Asset has now been Capitalized with cost = 1000.

- Now, after the asset has been created with the right cost, I will show to retire this asset.

Step 8: Receive item from Field Location back to Inventory Location

(R) Asset Tracking Super User (N) Inventory > Transactions > Miscellaneous Transaction - Select M1 Seattle Manufacturing Organization. - Enter "eIB Receipt from Field" in the Type field.

- Click the Transaction Lines button to issue one normal item to Field Service. - Enter transaction Line details such as item = Wael_OAT_nor_serial_item, revision = A, Subinventory = FGI, Quantity = 1, Account Alias = 'Miscellaneous', Location Code = HZ-V11. - Click on Lot-Serial button, enter 'OATN14' in Starting Serial Number field, press tab. - Click done button, then save.

Step 9: Interface Move Transactions to Oracle Assets

(R) Asset Tracking Super User (N) Requests > Run - Run 'Interface Move Transactions to Oracle Assets' program.

- Check the output of the Interface Move Transactions program and ensure that the transaction has been processed.

Step 10: Issue item from Inventory Location

(R) Asset Tracking Super User (N) Inventory > Transactions > Miscellaneous Transaction - Select M1 Seattle Manufacturing Organization. - Enter "Miscellaneous Issue" in the Type field

Step 11: Interface Move Transactions to Oracle Assets

(R) Asset Tracking Super User (N) Requests > Run - Run 'Interface Move Transactions to Oracle Assets' program.

- Check the output of the Interface Move Transactions program and ensure that the transaction has been processed.

Step 12: Retire the asset in Fixed Assets

(R) Asset Tracking Super User (N) Fixed Assets > Mass Transactions > Retirements > Post - Run Post Mass Retirements program for Book = OPS CORP

- Check the output of the Post Mass Retirements program and ensure that the retirement transaction has been processed successfully.

(R) Asset Tracking Super User (N) Fixed Assets > Depreciation > Retirements > Calculate Gains and Losses - Run Calculate Gains and Losses program for Book = OPS CORP

- Check the output of the Calculate Gains and Losses program and ensure that the retirement transaction has been processed successfully.

(R) Asset Tracking Super User (N) Fixed Assets > Inquiry > Transaction History - Search for Asset number 113606

- All asset transactions for Asset 113606 are shown:

- Select the row for FULL RETRIEMENT transaction and click Details button, you can see that Retirement process has status Processed.

NOTE: At Asset Workbench form, there is no option to see the exact asset status. Above steps show on how to ensure that the asset is retired in Fixed Assets.

View the Item Instance in Asset Tracking

(R) Asset Tracking Super User (N) Assets > Item Instances - Search for item = Wael_OAT_nor_serial_item and Serial Number = OATN14, the search will not return any rows as Asset 113606 has been retired and no longer been tracked in Oracle Asset Tracking.

Troubleshooting and Tips

Q1. How to get details about the PO raised against the normal item?

A. You can run the following SQL:

SELECT PO_HEADERS_ALL.PO_HEADER_ID , PO_HEADERS_ALL.SEGMENT1 PO_NUMBER , PO_HEADERS_ALL.AUTHORIZATION_STATUS, PO_HEADERS_ALL.APPROVED_FLAG , PO_HEADERS_ALL.APPROVED_DATE , PO_LINES_ALL.PO_LINE_ID , PO_LINES_ALL.LINE_NUM , PO_LINES_ALL.ITEM_ID , PO_LINES_ALL.ITEM_DESCRIPTION , PO_LINES_ALL.LIST_PRICE_PER_UNIT , PO_LINES_ALL.QUANTITY , PO_LINES_ALL.PROJECT_ID , PO_LINES_ALL.TASK_ID FROM PO_LINES_ALL, PO_HEADERS_ALL WHERE PO_HEADERS_ALL.SEGMENT1 = &PO_NUMBER AND PO_LINES_ALL.PO_HEADER_ID = PO_HEADERS_ALL.PO_HEADER_ID ORDER BY PO_LINES_ALL.PO_LINE_ID;

Q2. How to check if the receiving material transaction has been costed by Cost Manager?

A. You can run the following SQL to check that:

select transaction_id, transaction_date, organization_id, transaction_source_id, transaction_quantity , primary_quantity, subinventory_code , inventory_item_id , transaction_action_id , transaction_source_type_id , transaction_type_id , costed_flag , shipment_costed , transaction_group_id , transaction_cost , new_cost, prior_cost, actual_cost, transportation_cost , encumbrance_amount , variance_amount , currency_code, currency_conversion_rate , currency_conversion_type, acct_period_id, prior_costed_quantity, cost_group_id , to_char(creation_date, 'dd-mm-yyyy hh24:mi:ss') creation_date, to_char(last_update_date, 'dd-mm-yyyy hh24:mi:ss') last_upd_date from mtl_material_transactions where transaction_id in (select transaction_id from mtl_material_transactions where transaction_source_id = (select po_header_id from po_headers_all where segment1 ='&po_number'));

Check the COSTED_FLAG value. If it is 'N', that means transaction is waiting for Cost Manager to process it. Once processed, Cost Manager sets the COSTED_FLAG to null (i.e. costed) for material transactions. If it is E, that means Cost Manager has error costing this transaction. More troubleshooting steps can be found in How to resolve Pending or Error Cost Manager or Cost Worker (Doc ID 748704.1). Also, run the following SQL to check if accounts have been created for this transaction:
select transaction_id, organization_id, transaction_source_type_id, transaction_date, reference_account, accounting_line_type, basis_type, transaction_value, base_transaction_value, primary_quantity, rate_or_amount, resource_id, inventory_item_id, cost_element_id, currency_code, currency_conversion_date, currency_conversion_type, currency_conversion_rate, to_char(creation_date, 'dd-mm-yyyy hh24:mi:ss') creation_date,

to_char(last_update_date, 'dd-mm-yyyy hh24:mi:ss') last_upd_date from mtl_transaction_accounts where transaction_id in ( select transaction_id from mtl_material_transactions where transaction_source_id = (select po_header_id from po_headers_all where segment1 ='&po_number'));

Hint: Make sure that both receiving and issue transactions have been costed successfully by Cost Manager before you run the Create Accounting SLA program. Q3. The output file for the 'Create Assets: Interface Inventory Transactions to Oracle Assets' program shows the following: Transactions :Total : 1 Processed : 0 Failed : 1 csi_transaction_id error_text ------------------ ---------3663623 Unable to derive accounts from sub ledger accounting for the material transaction How to fix this error? A. This error means that Create Accounting SLA program did not run successfully. Hence re-run the Create Accounting - SLA program. Also, see setup needed in CSEINVFA Errors With Unable To Derive Accounts From Sub Ledger Accounting For The Material Transaction (Doc ID 787099.1) Q4. How to check if the fixed asset is created after Post Mass Additions is run ? A. You can run the following SQL:
SELECT fad.asset_id, fad.asset_number, fad.asset_category_id, fad.asset_key_ccid, fad.tag_number, fad.description, fad.manufacturer_name, fad.serial_number, fad.model_number, fad.current_units, fb.book_type_code, fb.date_placed_in_service, fb.cost, cia.instance_asset_id FROM fa_books fb, fa_additions fad, csi_i_assets cia, csi_item_instances cii WHERE fb.asset_id = fad.asset_id AND fb.date_ineffective is null AND cia.fa_asset_id = fad.asset_id AND cii.instance_id = cia.instance_id AND fb.book_type_code = &fa_book' AND cii.inventory_item_id = & inventory_item_id ORDER BY fb.date_placed_in_service desc, fad.asset_id desc;

Q5. What to do if the fixed asset is not found? A. Look for pending mass addition using the following SQL:
SELECT fma.mass_addition_id, fma.posting_status, fma.model_number, fma.serial_number, fma.manufacturer_name, fma.description, fma.tag_number, fma.asset_key_ccid, fma.asset_category_id, fma.asset_number, fma.date_placed_in_service, fma.reviewer_comments, fma.feeder_system_name, cia.instance_asset_id FROM fa_mass_additions fma, csi_i_assets cia, csi_item_instances cii WHERE cia.fa_mass_addition_id = fma.mass_addition_id AND cii.instance_id = cia.instance_id AND fma.book_type_code = &fa_book AND cii.inventory_item_id = &inventory_item_id ORDER BY fma.date_placed_in_service desc, fma.mass_addition_id desc;

If posting_status = 'POSTED' then, mass addition record is created. If not, then run Post Mass Addition or check log file for errors.

Q4. How to check transaction details related to asset retirement ? A. You can run the following SQL:
select instance_asset_id, instance_id, fa_asset_id, fa_book_type_code, fa_location_id, asset_quantity, update_status, active_start_date, active_end_date, creation_date, fa_sync_flag, fa_mass_addition_id, creation_complete_flag from csi_i_assets where instance_id = &instance_number order by creation_date asc;

Note the new record created for receiving transaction from Field Location and just after running the Interface Move Transactions to Oracle Assets. You will notice that Asset_Quantity will be updated to zero for the record related to creating the asset in HZ Location and a new record is created with Asset_Quantity = 1 for the Inventory Location. Also, the following SQL can all transaction history for the assets (including retirement transactions):
select instance_asset_history_id, instance_asset_id, transaction_id, old_instance_id, new_instance_id, old_fa_asset_id, new_fa_asset_id, old_asset_quantity, new_asset_quantity, old_fa_book_type_code, new_fa_book_type_code, old_fa_location_id, new_fa_location_id, old_update_status, new_update_status, old_active_start_date, new_active_start_date, old_active_end_date, new_active_end_date, creation_date, new_fa_sync_flag, new_fa_mass_addition_id from csi_i_assets_h where instance_asset_id in (select instance_asset_id from csi_i_assets where instance_id = &instance_number) order by creation_date asc ;

Further Reading
Oracle Asset Tracking User's Guide Release 12.1 - Part No. E13672-05 Oracle Asset Tracking Implementation Guide Release 12.1 - Part No. E13691-05 Oracle Install Base Product Information Center (Doc ID 1275326.1)