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Nishant Parihar
Nishant Parihar

The document provides tips and tricks for asset management. It introduces the asset management team and demonstrates how to create asset master shells, purchase requisitions, and utilize helpful asset reports. Key recommendations include creating asset master shells outside of requisitions with all required information, not selecting asset numbers from dropdowns, and submitting asset acquisitions via a web form.

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Asset Management Tips and Tricks
Agenda: Asset Management Introductions of Asset Management Team Charlotte Homer Wilma Hays Bob Kreyenhagen Demonstration of Tips and Tricks
Tips and Tricks General Information Create Asset Master Shells outside of the Purchase Requisition DO NOT select an Asset Number from the dropdown box on the Requisition or P-Card Create an Asset Master Shell for each and every asset (i.e. 5 Computers = 5 Asset Master Shells) Establish one Asset Master Shell when purchasing a system (i.e. Computer with Standard Equipment) Establish sub-numbers for assets funded with multiple funding sources (0 = default for one funding source)
Tips and Tricks General Information Print Screens Click on the multi-colored icon
Tips and Tricks AS01- Create Asset Master Shell Have the following required information ready Asset Class Description of Asset Cost Center Responsible Cost Center Fund Functional Area Grant (If Applicable) Building / Room #
Tips and Tricks AS01- Create Asset Master Record Asset Class Selecting the correct asset class is extremely important If the wrong asset class is selected when creating the asset master shell, you cannot go into the asset master shell and change the asset class you will be required to create a new Asset Master Shell In addition 損 If a Requisition or Purchase Order has already been issued with the incorrect asset number, you will be required to process a Change Order 損 If the Invoice has already been posted an Asset Transfer Transaction will be required
Tips and Tricks AS01- Create Asset Master Record Asset Description Enter Generic Description in the 1st Line of Description (General Tab) i.e. Computer or Computer System, Data Projector Do not enter descriptions such as part numbers or model numbers Enter Model Number in the 2nd Line of Description (General Tab) i.e. Model 125B
Tips and Tricks AS01- Create Asset Master Record Asset Description Additional Information in Long Text (General Tab) i.e. Computer for Student Labs
Tips and Tricks AS01- Create Asset Master Record Fields derived from the Purchase Order DO NOT enter anything in the Quantity fields of the Asset Master Shell (General Tab)
Tips and Tricks AS01- Create Asset Master Record Fields derived from the Purchase Order DO NOT enter anything in the Vendor fields of the Asset Master Shell (Origin Tab) unless the purchase is being made outside the Purchase Order (i.e. P-Card, A114 or Bookstore Order)
Tips and Tricks AS01- Create Asset Master Record Accounting information (Time Dependant Tab) must be in the SAP Validation Table otherwise you will get a Validation Error Correct Combination - Cost Center / Fund / Functional Area / Grant (if applicable)
Tips and Tricks AS01- Create Asset Master Record Building / Room # (Time Dependant Tab) must be in the Space Management System to be valid Click on Building dropdown Click on the small gray down arrow located on the thin bar directly above the initial list of building / room numbers
Tips and Tricks AS01- Create Asset Master Record Enter the room number in the room number field (this will generate a list of all the buildings with that particular room number) Double Click on the correct Building / Room Number Combination
Tips and Tricks AS01- Create Multiple Asset Shells Simultaneously All Assets MUST be for the same Asset Class All Data will be duplicated in each Asset Master Shell Can change selected data (other than asset class) via the AS02 transaction after the asset shell is created i.e. Cost Center / Fund / Building & Room
Tips and Tricks AS01 Create Asset Shells By Reference All Assets MUST be for the Same Asset Class All Data from referenced Asset will be duplicated in new Asset Master Shell Can change selected data (other than asset class) without going to the AS02 transaction i.e. Cost Center / Fund / Building & Room
Tips and Tricks Creating AuC Departmental Asset Master Shells Create two Asset Master Shells AuC Departmental (Asset Class 44200) Real Asset (Asset Class of Asset to be Constructed Submit Asset Acquisition (web form) to Asset Management with required information Reference the AuC Asset Number on all purchases required to build the asset Notify Asset Management when the construction is complete and in service - the AuC costs will now be settled to the Real Asset
Tips and Tricks Creating Non-UC Titled Asset Master Shells Create the Asset Master Shell with Asset Class 49700 no matter what type of asset is being purchased Identify the Asset on line 1 of the Description (General Tab) Reference this one Asset Master Number / Sub Number on all purchases required to build the asset if a Non-UC Titled Asset is being built. Identify the Asset being built on line 1 of the Description All costs will be detailed in this one Asset Master Record for external reporting purposes These costs will not be reflected on the University Financial Statements as UC Assets
Tips and Tricks Purchase Requisitions By creating the Asset Master Shell outside the Purchase Requisition, the only asset information you will be required to enter in Account Assignment section of the Purchase Requisition for each asset being purchased is: Quantity Asset / Sub Number
Tips and Tricks P-Card Asset Purchases Create the Asset Master Shell before attempting to allocate costs. You will be required to enter the asset number / sub-number for assets purchased Submit the Asset Acquisition (web form) to Asset Management with required information Go to the Asset Management Web Site through the Portal
Tips and Tricks Bookstore Asset Purchases Create the Asset Master Shell Submit the Asset Acquisition (web form) to Asset Management with required information Asset Management will process the accounting transaction required to link the asset cost to the asset master record A114 Asset Purchases Create the Asset Master Shell Enter the Asset Number / Sub-Number on the A114 Submit the Asset Acquisition (web form) to Asset Management with required information Asset Management will process the accounting transaction required to link the asset cost to the asset master record
Tips and Tricks Asset Transfers / Disposals Receiving Department must create an Asset Master Shell (by reference) in order to receive the asset Transferring Department must submit the Asset Disposition (web form) to Asset Management Asset Management will process the accounting transaction to transfer the asset from the Transferring Department to the Receiving Department This includes asset transfers to SURPLUS
Tips and Tricks Helpful Asset Reports Standard SAP Reports S_ALR_87011963 Asset Balances S_ALR_87012056 Directory of Unposted Assets BW Reports De-Central AA310 Asst Detail Report Public AA150 Search by Tag Number
Asset Management Demonstration Create an Asset Master Shell (Record) / AS01 Change an Asset Master Record / AS02 Create Asset Sub-Numbers / AS11 Create Purchase Requisition / ME51N SAP Standard Reports BW Reports Asset Management Web Site
Asset Management Questions & Answers

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Assets managment slide

  • 1. Asset Management Tips and Tricks
  • 2. Agenda: Asset Management Introductions of Asset Management Team Charlotte Homer Wilma Hays Bob Kreyenhagen Demonstration of Tips and Tricks
  • 3. Tips and Tricks General Information Create Asset Master Shells outside of the Purchase Requisition DO NOT select an Asset Number from the dropdown box on the Requisition or P-Card Create an Asset Master Shell for each and every asset (i.e. 5 Computers = 5 Asset Master Shells) Establish one Asset Master Shell when purchasing a system (i.e. Computer with Standard Equipment) Establish sub-numbers for assets funded with multiple funding sources (0 = default for one funding source)
  • 4. Tips and Tricks General Information Print Screens Click on the multi-colored icon
  • 5. Tips and Tricks AS01- Create Asset Master Shell Have the following required information ready Asset Class Description of Asset Cost Center Responsible Cost Center Fund Functional Area Grant (If Applicable) Building / Room #
  • 6. Tips and Tricks AS01- Create Asset Master Record Asset Class Selecting the correct asset class is extremely important If the wrong asset class is selected when creating the asset master shell, you cannot go into the asset master shell and change the asset class you will be required to create a new Asset Master Shell In addition 損 If a Requisition or Purchase Order has already been issued with the incorrect asset number, you will be required to process a Change Order 損 If the Invoice has already been posted an Asset Transfer Transaction will be required
  • 7. Tips and Tricks AS01- Create Asset Master Record Asset Description Enter Generic Description in the 1st Line of Description (General Tab) i.e. Computer or Computer System, Data Projector Do not enter descriptions such as part numbers or model numbers Enter Model Number in the 2nd Line of Description (General Tab) i.e. Model 125B
  • 8. Tips and Tricks AS01- Create Asset Master Record Asset Description Additional Information in Long Text (General Tab) i.e. Computer for Student Labs
  • 9. Tips and Tricks AS01- Create Asset Master Record Fields derived from the Purchase Order DO NOT enter anything in the Quantity fields of the Asset Master Shell (General Tab)
  • 10. Tips and Tricks AS01- Create Asset Master Record Fields derived from the Purchase Order DO NOT enter anything in the Vendor fields of the Asset Master Shell (Origin Tab) unless the purchase is being made outside the Purchase Order (i.e. P-Card, A114 or Bookstore Order)
  • 11. Tips and Tricks AS01- Create Asset Master Record Accounting information (Time Dependant Tab) must be in the SAP Validation Table otherwise you will get a Validation Error Correct Combination - Cost Center / Fund / Functional Area / Grant (if applicable)
  • 12. Tips and Tricks AS01- Create Asset Master Record Building / Room # (Time Dependant Tab) must be in the Space Management System to be valid Click on Building dropdown Click on the small gray down arrow located on the thin bar directly above the initial list of building / room numbers
  • 13. Tips and Tricks AS01- Create Asset Master Record Enter the room number in the room number field (this will generate a list of all the buildings with that particular room number) Double Click on the correct Building / Room Number Combination
  • 14. Tips and Tricks AS01- Create Multiple Asset Shells Simultaneously All Assets MUST be for the same Asset Class All Data will be duplicated in each Asset Master Shell Can change selected data (other than asset class) via the AS02 transaction after the asset shell is created i.e. Cost Center / Fund / Building & Room
  • 15. Tips and Tricks AS01 Create Asset Shells By Reference All Assets MUST be for the Same Asset Class All Data from referenced Asset will be duplicated in new Asset Master Shell Can change selected data (other than asset class) without going to the AS02 transaction i.e. Cost Center / Fund / Building & Room
  • 16. Tips and Tricks Creating AuC Departmental Asset Master Shells Create two Asset Master Shells AuC Departmental (Asset Class 44200) Real Asset (Asset Class of Asset to be Constructed Submit Asset Acquisition (web form) to Asset Management with required information Reference the AuC Asset Number on all purchases required to build the asset Notify Asset Management when the construction is complete and in service - the AuC costs will now be settled to the Real Asset
  • 17. Tips and Tricks Creating Non-UC Titled Asset Master Shells Create the Asset Master Shell with Asset Class 49700 no matter what type of asset is being purchased Identify the Asset on line 1 of the Description (General Tab) Reference this one Asset Master Number / Sub Number on all purchases required to build the asset if a Non-UC Titled Asset is being built. Identify the Asset being built on line 1 of the Description All costs will be detailed in this one Asset Master Record for external reporting purposes These costs will not be reflected on the University Financial Statements as UC Assets
  • 18. Tips and Tricks Purchase Requisitions By creating the Asset Master Shell outside the Purchase Requisition, the only asset information you will be required to enter in Account Assignment section of the Purchase Requisition for each asset being purchased is: Quantity Asset / Sub Number
  • 19. Tips and Tricks P-Card Asset Purchases Create the Asset Master Shell before attempting to allocate costs. You will be required to enter the asset number / sub-number for assets purchased Submit the Asset Acquisition (web form) to Asset Management with required information Go to the Asset Management Web Site through the Portal
  • 20. Tips and Tricks Bookstore Asset Purchases Create the Asset Master Shell Submit the Asset Acquisition (web form) to Asset Management with required information Asset Management will process the accounting transaction required to link the asset cost to the asset master record A114 Asset Purchases Create the Asset Master Shell Enter the Asset Number / Sub-Number on the A114 Submit the Asset Acquisition (web form) to Asset Management with required information Asset Management will process the accounting transaction required to link the asset cost to the asset master record
  • 21. Tips and Tricks Asset Transfers / Disposals Receiving Department must create an Asset Master Shell (by reference) in order to receive the asset Transferring Department must submit the Asset Disposition (web form) to Asset Management Asset Management will process the accounting transaction to transfer the asset from the Transferring Department to the Receiving Department This includes asset transfers to SURPLUS
  • 22. Tips and Tricks Helpful Asset Reports Standard SAP Reports S_ALR_87011963 Asset Balances S_ALR_87012056 Directory of Unposted Assets BW Reports De-Central AA310 Asst Detail Report Public AA150 Search by Tag Number
  • 23. Asset Management Demonstration Create an Asset Master Shell (Record) / AS01 Change an Asset Master Record / AS02 Create Asset Sub-Numbers / AS11 Create Purchase Requisition / ME51N SAP Standard Reports BW Reports Asset Management Web Site