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REVISION HISTORY
Document Title: Fixed Asset User Manual Document
Version Issue Date Change Details Owner Approved By Remarks
No.
1.0 19th July 2013 No Previous Document Sneha
10.0 14th October Reviewed Version 1.0 and Sneha
2014 made the applicable
changes
20.0 23rd May 2015 Reviewed Version 10.0 and Sneha
made the following changes:
1. Changed the URL of
the instance (Page
11)
2. Changed the Group
Id concept in buyback
solution.(Page 75)
DISTRIBUTION
Copy No. Name Location
8 Dr. Sudeep Marwaha, Sr.Scientist, Co-PI Project, IASRI IASRI, New Delhi
9 Dr. Shashi Dahiya, Scientist, Co-PI Project, IASRI IASRI, New Delhi
10 Dr. Soumen Pal, Scientist, Co-PI Project, IASRI IASRI, New Delhi
Table of Contents
INTRODUCTION ....................................................................................................................................................... ERROR! BOOKMARK NOT DEFINED.-7
ABOUT THIS DOCUMENT....................................................................................................................................................... ERROR! BOOKMARK NOT DEFINED.-7
1. 1 ASSET PROCESS OVERVIEW DESCRIPTION ............................................................................................................................................................ 8-9
1.2 LOGGING INTO ORACLE APPLICATIONS .................................................................................................................................................................... 10
1.3 MANUAL ASSET ADDITION ..................................................................................................................................................................................... 11-19
1.4 ASSET ADDITION-PROCUREMENT PROCESS..... .20-33
1. 5 CIP ASSETS CAPITALIZATION ................................................................................................................................................................................ 34-41
1. 6 BUSINESS PROCESS ASSET RETIREMENT PROCESS .................................................................................................................................... 42-52
1.7 ASSET TRANSFER (FROM ONE INSTITUTE TO OTHER INSTITUTE) .................................................................................................................. 53-65
1.8 BUSINESS PROCESS: BUYBACK PROCESS.......................................................................................................................................................... 66-81
1. 9 RUNNING VARIOUS REPORTS IN FIXED ASSET MODULE .................................................................................................................................. 82-95
1.10 RUNNING DERPRECIATION 96-97
1.11 ADD TO ASSET ..98-104
1.12 SPLIT ASSET .105-112
Introduction
About this document
This document covers the above mentioned contents of the following module:
Fixed Asset
The document has been developed by the IBM Team based on the inputs from the ICAR Team.
LOV is a UI component that facilitates the completion of a text entry field when there are numerous values that may be
assigned. LOVs are a useful alternative to drop-down lists, particularly in cases where displaying a long list of selections in a
drop-down list would require excessive scrolling.
2. Assets without Bills: These are assets which are received as Gift/Donation or Asset Transfers from other ICAR Institutes).
These assets will not have PO and Bills and these assets will be directly capitalized in Assets module.
Assets are classified based on the nature and the depreciation percentage.
Depreciation would be automatically calculated by the system periodically.
Assets can be retired in the system and system will calculate the gain/losses automatically.
Accounting Impact shall be done by the system and the entries shall get transferred and posted in General Ledger.
Assets can be bought back and new assets in place of the retired ones shall be created.
Asset reports will be generated.
Asset Process
Overview Diagram
Automatic Asset Capitalization Manual
Process Provision of manually addition of assets has been provided for certain cases such as assets added through donation, Gifts, Trans
Overview
Description User would need to capture basic details of assets such as its cost, category, depreciation method and depreciation rate etc in sy
while adding assets in case of gifts, transfers or donations.
To perform Manual asset addition in system, steps are mentioned herein.
Screenshot
Click on Asset
Workbench
Screenshot Once you click on Asset Workbench, the Find Assets screen will open.
Enter the Book Name and Click on Additions.
Click on
Additions
Filling the On clicking Additions button, Asset Details form will open.
Asset Details Description: Enter the description of the Asset to be added in the Description field. Description is free field where you can enter th
of the Asset to be added.
Asset Type: Select the asset type as capitalized as you are adding a new asset to the organization.
Category: Select the category of the asset from the List of Values provided. Select both the major and minor category.
Source of Funds: Enter the Source of Fund field with the fund where the asset is going to be capitalized, scheme code in case the
type is plan and the type of procurement i.e. whether it is purchase, gift etc and in case it is case of gift or transfer, enter the sourc
institute code as well.
Filling the
Asset Details
Upon Capturing
above mentioned
fields, Press
continue button
Entering Once you click on Continue, a form named Book will open.
other details Here on this screen, enter the Book Name first and press Tab button.
while
capitalizing Current Cost: Enter the Cost of the Asset being added in this field.
Salvage Value Type: Select the type of the Salvage Value being added i.e. whether you are adding the Salvage Value as amoun
percentage.
Salvage Value: Enter the Salvage Value if there is any Salvage value of the asset being added.
Recoverable Cost: This value shall be system generated. You cannot modify it.
Net Book Value: This value shall be system generated. You cannot modify it.
YTD Depreciation: In case of Assets acquired as gifts or transfers, enter the depreciation amount which has been already claime
previous institute.
Accumulated Depreciation: In case of Assets acquired as gifts or transfers, enter the depreciation amount which has been alrea
claimed by the previous institute.
Method Depreciation: The Depreciation rate shall default. Check if it is correct, else enter the correct amount.
Date in Service: Enter the Date from when the asset is capitalized. This date shall be the date from which the depreciation shall g
calculated.
Click on Continue.
Filling asset
details
Click on continue
Button
Assigning the Once you click on continue, the system will take you to Assignment screen.
asset to the
employee Book: Book Name shall be default from the system.
and location
Comments: Here you can enter any comment you want to attach with the asset. It is not a mandatory field.
Unit Change: enter the number of unit assigned in this field. In case you want to remove the asset from a particular employee, use
negative sign in the unit change field.
Employee: Enter the name of the employee to whom you want to assign the asset. You can select the employee name from the li
values attached.
Depreciation Account: Enter the relevant depreciation account with respect to the asset.
You can assign the asset to multiple employees by entering more lines.
Filling the
Assignment
Information
Enter the
Units to be
assigned to
the specific
employee.
Click on
Done
Once you click on Done, the system will generate an asset number for the said asset
Click on
Requests Button
Running the Once you click on Requests, the following Screen opens
Mass Click on Submit a New Request As shown in 1
addition Click on Single Request and then click on Ok
request
2. Click on
Single Request
and then OK
1. Click on Submit a
New Request.
Once Mass Addition Create is Run, come back to the Navigator screen by clicking on the HAT Sign.
Nav : IARI Asset for Store responsibility- Mass Addition-> Prepare Mass Addition
Click on
HAT Sign to
change your
responsibility
Once you click on Prepare Mass Addition, Find Mass Addition Screen opens.
Enter the Book Name and Queue as NEW and click on Find Button.
Once you click on Find, the following screen opens where you can see the Bill imported through Mass Addition Create Program.
Click on Open.
Click on open
button
Cost: Cost of the Asset shall also default from the Bill.
All the other details will default from the PO and the bill.
Once the Source Tab is done , Click on the asset details tab.
In Asset Details Tab, you need to enter the Asset Description and units.
Rest all the things in it will default from the PO and the Bill.
Change the
Queue to Post
Enter the
Location of
the asset
Once Source
Tab is done,
Click on Asset
details tab
Click on Asset Details Tab. Once you click on Asset Details, the following screen opens.
Enter the Description.
As soon as you click on Source of Funds field, it will default.
Click on Depreciation Tab to ensure whether all the Depreciation Information have defaulted properly.
Enter the
description
and source
will default
Post Mass Once the Prepare Mass Addition is done, Go back to the Navigator Screen.
Addition Navigation: IARI Asset for Store-Mass Addition->Post Mass Addition
Navigation
Post Mass
Addition
Post Mass Once you click on Post Mass Addition, the following screen opens.
addition In the parameter screen, specify the corporate book.
process Once the process has been completed, the system will automatically run the Mass Additions Posting report.
Click on Submit Button and you can see the Mass addition Posting report.
Mention the
Parameters as
Corporate Book
Running and Once you have done Post Mass Addition, run the Mass Addition Posting report.
viewing Mass This Report will show the Asset Posted against your bill.
Addition Navigation: View->Requests->Submit a New Request
Posting
Report Mass Additions Posting report
Navigation IARI Asset for Store- >Mass Addition-> Prepare Mass Addition
Screenshot Once you click on prepare mass addition, the following screen opens
Enter the Book in which CIP asset invoice has been created
Enter the Invoice Number in the respective field
Click on Find
Screenshot Once you click on open, the Mass addition screen opens
Change the Queue to POST
Click on Asset
Details Tab
Screenshot In asset Detail Tab, description and source will default be from the invoice
The asset type shall be CIP
Go on Depreciation tab to see if the rate of depreciation applicable is correct
Click on Done
CIP Asset
Capitalizatio
n
Capitalize
CIP asset
Place a check on
the asset you want
to capitalize.
Click on
capitalize
A transaction will be entered for retirement in Oracle Assets, recording the proceeds of sale and cost of removal.
The Calculate Gain/Loss Program will be run to calculate the gain/loss on sale.
Oracle Assets will automatically pass entries for the retirement to Oracle General Ledger, taking into account the depre
according to the Retirement Convention.
Assets can be retired based on the cost or based on the Units. Apart from full retirement, partial retirement can also be
Liability and Payment to vendor in Oracle Payables for cost of removal payable at the time of sale.
Process
Flow
Diagram
Start
Stop
Asset
Retirement
Process
Screenshot
and Steps
Click on Asset
workbench
Asset
Retirement
Process
Screenshot
and Steps
Click on
Find button
Click on retirement
button
Click on Done
Asset
Retirement
Process
Asset After giving all the details, save the retirement information (Transaction completed: 1 record applied and saved). Oracle
Retirement Assets assigns each retirement transaction a unique Reference Number that you can use to track the retirement. Retire
Process Status will be PENDING at this moment.
Screenshot
and Steps
After Since the asset is retired, run Calculate Gain or Losses Program.
Retirement This program calculates the overall gain or loss on the retirement of the asset and updates the Gain/Loss informatio
,running Retirements Window and also updates the Current Cost, YTD Depreciation and Accumulated Depreciation in th
Calculate Window of the Assets Workbench.
Gain/Loss Once this program is completed verify the Gain/Loss amount in the Retirements window for the retired asset.
Program Now the Status of the Asset in the retirement window will be displayed as PROCESSED.
Note: When the depreciation program is submitted at the month end, the system automatically runs the Calculate Gains and L
program for calculating the gain or loss on retirement / reinstatement transaction during the month
Viewing the Once you have retired the asset, run calculate gains and losses and you can view its financial enquiry and can see
Financial NBV has become 0 now.
Enquiry after Query the retired asset in Asset Workbench and find the asset and click on financial inquiry as shown below.
retirement
First query the asset you have retired on Asset Workbench and click on Find.
The Following screen opens.
Viewing
Financial
Enquiry
Financial Inquiry
Viewing Once you click on Financial Information, the following screen opens which will reflect the Financial Information relate
Financial asset.
Information You can view the entire asset history on this screen.
of the retired Now the current cost after retirement shall be zero.
asset You can also view the financial information of an existing asset by following the same procedure.
Financial
Information
shows the Full
Retirement of the
asset
Process
Start Asset in source institute
Flow
Diagram
Stop
Navigation Navigation Assets Asset Workbench (query with your asset number which is going to be Retired and then click on
button)
Select financial information
Look for the Net Book Value of the Asset going to be retired.
The same value shall be entered at the time of retiring the asset in the Proceed of Sale field.
Since the asset is going to be transferred, no proceed of sale shall be recovered from the transferee institute, hence in
to bring the current cost of the asset to zero, we will enter the NBV of the asset in the Proceed of Sale field.
Go to the financial enquiry screen of the asset to be retired as shown in retirement process.
Asset
Transfer
from one
institute to Net Book Value
which shall be entered
another as the proceeds of
sale
Retiring the Once you click on Find, the following screen opens showing the asset number you queried.
Asset
Click on Retirements button.
Click here
Retiring the Once you click on retirement, the following screen opens.
Asset
Fill all the yellow fields like Book Name, Sanction Number, Retire Date, Retirement Type, Cost to be retired which s
the actual cost and Proceeds of Sale which shall be the Net Book Value.
Fill the DFF with the institute detail where the asset is to be transferred and click on Done.
Ente
the a
retire
of sa
Fill th
with t
institu
the as
be tra
Click on DONE
Navigation For Capitalizing the Transferred Asset in the other Institute. Go back to the Navigator.
Responsibility: IARI Asset
Navigate to asset workbench window.
Nav Assets Asset workbench
Capitalizing
the asset in
other institute
Click on Asset
Workbench
Transferred Once you click on Asset Workbench, the Find Asset screen opens.
asset
Click on Additions
button
form in the Category: Enter the category of the asset in which it is to be capitalized.
New Source of Fund: Enter the Source of Fund under which the asset is going to be capitalized as shown in the screensho
Institute below. Enter the Source of Fund, Scheme, Mode of acquisition and the Institute from where the asset is coming.
Asset Details
Form
Screenshot
Continue
Click on
Continue button
Screenshot Once you click on continue, the assignment screen opens where you can assign the asset to some employee. Once yo
entered all the information as explained above in manual asset addition, click on Done.
Once you click on Done button and save your transactions, you will get transaction complete message and the asset
as well.
After the bill has been accounted, the Create Mass Addition program shall be run .
After that Prepare and Post Mass addition will be done and the new asset will be added to the system.
Process
overview
diagram
Finding the
asset to be
replaced in
buyback
Click on Find
Retiring the Once you click on Find, the following screen opens.
existing Click on Retirement.
asset
Click on Retirements
button
Book: Enter the Book Name here in which the asset to be retired is there.
Screenshot
Click on Done
Screenshot
Screen shot After creating PO, Run ICAR PO BUDGET PROGRAM from purchasing responsibility
for PO After this Program Import Journals from general ledger to increase funding budget of buyback amount
Budget
Program Note: This process shall be done by Stores Department.
Click on Submit
After PO Program, Import Journal Program shall be run by the Accounts Department.
Then click on Submit button.
Glimpses Responsibility IARI Payable Manager
of Bill NavigationBill Entry Bills
Creation In Accounts Department, Bill shall be created against the buyback PO
by DDO NOTE: This activity shall be done by the DDO Assistant and the process is there in AP User manual.
Assistant
Enter negative
amount line
Preparing Once the Bill is created, Mass Addition Create Program shall be run by the Accounts Section as explained above in
Mass Asset Addition Process.After that, Prepare Mass addition will be done.
addition
Responsibility IARI Assets
for
buyback Prepare Mass Addition from Fixed Asset.
asset Navigation: Mass Addition Prepare Mass Addition
Click on Prepare
Mass Addition
Preparing Search for the asset with its Bill number and queue as NEW
Mass
addition
for the
newly
created
asset
Preparing Once you click on Find, the following screen opens. Click on Open
Mass
Addition
Preparing Once you click on Open, the Mass Addition screen opens.
Asset Change the Queue to Post. Category and Expense Account shall default from PO and Bill creation.
Date of Installation and location of the asset have to be entered.
Once all the information in Source, Asset and Depreciation tab have been verified, click on Done.
Click on
Done
Post Mass After Prepare mass Addition, go to the navigator and select post mass addition option
Addition Run Post Mass Addition for the corporate book to create asset.
Navigation: Mass Addition Post Mass Addition
The asset will get created and you can search the asset with the Bill Number from the asset
Workbench.
Enter the
Parameters
as Corp
Book
Once Post Mass addition is done, you can query the asset with the Invoice number from Asset Workbench as
shown in above processes
asset
(b) ICAR Asset Transfer In Register: This Report will show the assets which the institute has received from outside the
institute.
asset in
(c) ICAR Asset Transfer Out Register: This report will show the assets which have been transferred out of the Institute
asset out
(d) ICAR Fixed Asset Register Report: This Report will show the Asset Categories alongwith their original cost, accumulated
depreciation, location of the asset, gain or loss on sale of asset, reason of disposal of asset.
register
(e) ICAR Fixed Asset Schedule Report: This Report will display the Schedule 5. This Report will be run with the parameter
as Book Name. The Report can be run Fund Type Wise.
schedule
Screenshot
Screenshot
Click on
OK
Click on
Submit
Click on
OK
Click on
Submit
Click on View
Output
Click on Run
Depreciation
Running Once you click on run Depreciation, the following screen shall open.
Depreciation Upon clicking on the Book LOV, Institute will default.
Once you click on Run, your request to run depreciation will get submitted and a request number will get generated.
You can go to financial inquiry screen to see the impact of depreciation.
1.11 Add to Asset Functionality
Process In cases where you want to add a particular asset to an existing asset, you can use this functionality.
Overview This can also be used in the case of CIP asset capitalization where you want to add the new asset to the same asset.
Description
Click on Prepare
mass addition
Screenshot Once you click on Prepare Mass Addition, the Find Mass addition screen shall open
Enter the name of the Book and queue as NEW .
Enter the Invoice number for which mass addition is to be done
Click on Find
Enter the
Queue as
NEW
Screenshot Once you click on Find, The Mass Additions Summary screen opens
It will show the Invoice number you queried
Click on Add to Asset
Screenshot Once you click on add to asset, the Find Asset window opens
Enter the asset number in which you want to add the particular asset
Click on find
Click on
Find
Click on
Done
Screenshot Once you have click on Done , the Mass Additions Summary screen opens.
Click on Open to prepare the asset for addition
Click on Open
Add to Asset Once you click on Open, the following screen opens
Screenshot Change the queue to Cost adjustment as it is a cost adjustment entry.
Enter all the information like category,location in the source tab as explained above in prepare mass addition
process Change the
queue to cost
adjustment
Assets User Manual Version 20.0 104 of 114
Assets User Manual Version 20.0
Click on
Done
Once you click on Done, the asset will get added to the said asset and you can query the same from the asset workbench.
Process Payables might be sending clubbed information to Assets i.e. one mass addition line might ultimately give rise
Overview to more than 1 asset. Mass Addition line originates from a manually entered distribution line in Payables, it
description comes with Unit = 1 In that case, before creating the asset out of the mass addition line, that line has to be
split into the required number of lines for creating the assets. Suppose, the mass addition line has 4 Units and
Cost 1000. If this line is split, it will give rise to 4 lines, each of 1 unit and Cost 250. The number of lines, which
gets generated in a split transaction, is equal to the number of units of the original line; the cost is also
distributed equally.
Navigation IARI Asset for Store Responsibility->Mass Addition->Prepare Mass Addition
Screenshot
Screenshot Once you click on Prepare Mass Addition, the Find Mass Addition screen opens
Enter the book name and the Invoice number which you want to find.
Enter the Queue as New and click on find
Change the
queue as NEW
Enter the Book
Name
Click on
Find
Split asset Once you click on Find, the following screen opens
Click on Open
Click on
Open
Split Asset Once you click on Assignment, the following screen opens.
Assign the asset to the employees and to location
Enter the Unit to be assigned, employee name, depreciation account and location.
Click on Done
Split Asset Once you click on Done, the Mass Addition Summary screen opens.
It will show the Queue as On Hold as we have changed the unit
Place the cursor on the invoice number and click on Split asset
Again query the asset with the invoice number and queue status as ON HOLD
Split Asset Once you click on Find, the Mass Addition Summary Screen opens.
It will show 5 lines against the same invoice RAV3 because now we have split it into 5 units
Open each of the lines and change the status to POST and enter the required information
Split asset Change the status of the Asset as Post and enter all the required information and click on Done
This way complete all the split assets
Run post mass addition
Now these assets can be queried from the asset workbench.
All the assets have different asset number.
Same way change the
status of all the asset
and enter all the
information.
After this run post mass
addition program