Asset Management Tips and Tricks

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Asset Management Tips and Tricks

• Presented by
• Charlotte A. Homer

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Agenda Asset Management

• Introductions of Asset Management Team
• Charlotte Homer
• Wilma Hays
• Bob Kreyenhagen
• Demonstration of Tips and Tricks

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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)

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Tips and Tricks

• General Information
• Print Screens
• Click on the multi-colored icon

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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

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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
• If a Requisition or Purchase Order has already
  been issued with the incorrect asset number, you
  will be required to process a Change Order
• If the Invoice has already been posted an Asset
  Transfer Transaction will be required

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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

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Tips and Tricks

• AS01- Create Asset Master Record
• Asset Description
• Additional Information in Long Text (General Tab)
• i.e. Computer for Student Labs

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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)

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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)

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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)

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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Asset ManagementQuestions Answers