FA MASS ADDITIONS INTERFACE

1
FA MASS ADDITIONS INTERFACE

• Brad Angelbeck
• [phone]
• bradley_at_anet.com

2
Fa Mass Additions

• FA mass additions interface
• Brad Angelbeck, Consultant
• 12 years oracle database experience
• 8 years oracle applications experience

3
Mass Additons

• Main interface program for fixed assets
• Primarily used for adding assets to the system

4
Uses of Mass Additions

• Create assets
• Cost adjust assets
• Create CIP assets
• Cost adjust CIP assets
• Use only with CORPORATE book

5
Data Sources

• Oracle accounts payable
• Oracle projects
• Oracle ADI
• Integrated payables system
• Legacy fixed assets system
• Asset transfers ( company merger, acquisition etc
  )

6
Plan of attack

• General information
• set-up
• mass addition components, etc...
• Discuss legacy asset conversion using mass
  additions.
• Discuss feed from Accounts Payable using mass
  additions.
• Discuss missing features

7
Required Setup

• Fixed assets corporate book
• Calendar
• Book controls
• Categories
• Asset keys
• Locations
• Follow oracle assets reference manual

8
Components

• Mass additions create program ( in oracle
  payables)
• Mass additions create program ( in oracle
  projects)
• Mass additions prepare screen
• Mass additions posting program
• Mass additions delete program
• Mass additions purge program

9
FA MASS ADDITIONS

• LEGACY ASSET CONVERSION

10
What Makes up an Asset
11
What Makes up an Asset Continued...
12
Database Components

• Fa_mass_additions table
• main interface table, can be used exclusively if
  all assets have one and only one distribution.
• fa_massadd_distributions
• secondary table, only needed if an asset has more
  than one distribution.

13
Database Components, cont...

• Triggers for auto population of
  fa_massadd_distributions table
• fa_mass_additions_insert_dist
• fa_mass_additions_update_dist
• fa_mass_additions_delete_dist
• fa_mass_additions_insert_name ( used with
  distribution sets ).

14
Key fields

• Represented in fa_mass_additions as numeric id
  fields, NOT CHARACTER
• Lookup of ID needed for
• category
• location
• asset key
• payables clearing account
• depreciation expense account

15
Category

• There is no character field for category code in
  mass additions table.
• There is a numeric field, category_id in mass
  additions table
• Category_id can be looked up from the
  fa_categories table

16
Asset Key

• There is no character field for asset key in mass
  additions table.
• There is a numeric field, asset_key_ccid in mass
  additions table
• Asset_key_ccid can be looked up from the
  fa_asset_keywords table

17
Location

• There is no character field for location in mass
  additions table.
• There is a numeric field, location_id in mass
  additions table
• location_id can be looked up from the
  fa_locations table

18
Depreciation Expense Account

• There is no character field for depreciation
  expense account in mass additions table.
• There is a numeric field, expense_code_combination
  _id in mass additions table
• expense_code_combination_id can be looked up from
  the gl_code_combinations table

19
Payables Clearing Account

• There is no character field for payables clearing
  account in mass additions table.
• There is a numeric field, payables_code_combinatio
  n_id in mass additions table
• payables_code_combination_id can be looked up
  from the gl_code_combinations table

20
Mass Additions Accounting

• When invoiced in AP
• DR Payables Clearing Account
• CR AP Trade Account
• When added via mass additions post
• DR Asset Cost Account (from category)
• CR Payables Clearing Account

21
Mass Additions Accounting ...

• When depreciated in Fixed Assets
• DR Depreciation Expense Account
• CR Total Reserve Account (from category)

22
Fields with dollar values

• Cost
• fixed_assets_cost
• payables_cost
• Depreciation
• deprn_reserve
• ytd_deprn
• Salvage Value

23
Posting_status field

• Used to determine if an mass addition line has
  been processed. Possible values
• NEW
• POST
• POSTED

24
Queue_name field

• Used to control how the mass addition line is to
  be handled by the mass additions posting program.
  Possible values
• NEW
• ON HOLD
• POST
• POSTED

25
Queue_name field cont...

• More possible values
• DELETE
• ADD TO ASSET
• SPLIT
• MERGE

26
Fields derived from category

• Depreciation method
• Asset life
• Prorate convention
• If default values from category are not desired,
  an update to the asset after the mass additions
  post program is needed.

27
The complete process
28
Set up system

• Set up Fixed Assets system
• Add code_combinations
• Add location keys
• Add categories
• Add asset keys

29
Load mass additions table

• Look up key IDs, ie code_combinations,
  location_id etc
• can be looked-up prior to loading into
  fa_mass_additions.
• A shadow mass_additions table such as
  convert_mass_additions can be created.
• Add fields like category_code, location_code etc
  to table and write separate sql to stamp the id
  fields, ie location_id

30
Load Mass Adds Cont...

• Insert into fa_mass_additions table using custom
  program or sqlloader.
• If any assets require multiple distributions, add
  records to fa_massadd_distributions.
• Tie-out to Legacy system by checking total cost,
  depreciation reserve, YTD depreciation and
  salvage value.

31
Run Mass Additions Post

• Run Mass Additions Post program from application
• Check output from program to check if any errors
  occurred
• Fix errors in Prepare Mass Additions screen
• Re-run Mass Additions Post program

32
Run Mass Additions Post ...

• The Mass Additions Post Program only prints the
  mass_additions_id for erred records. Difficult
  to use.
• You can run a query in the Prepare Mass Additions
  screen where QUEUE equals POST. This will locate
  records which still have not posted.

33
Run Mass Additions Post ...

• If this problem persists while you are in
  production, have developers write shell script to
  list asset number, invoice number etc of mass
  additions reported in the report file.

34
After the Mass Additions Post

• Update assets with correct depreciation method,
  asset life and prorate convention ( through the
  Asset Workbench screen or a custom program).
• Tie-out dollars ( use Asset Additions Report )
• total cost
• total reserve
• total ytd depreciation

35
Tax Book Caveat

• The mass additions interface does not support
  inserting into TAX books. The Tax books can get
  populated by the Mass Copy Program after your
  CORP book close. But, there is no way of getting
  historical depreciation methods, lives, prorate
  conventions, reserve and ytd numbers into the tax
  book record. This must be done manually through
  the Asset Workbench or through a custom program.

36
FA MASS ADDITIONS

• Using Mass Additions with Oracle Payables

37
Key Points

• Oracle Payables has a Create Mass Additions
  program which populates the fa_mass_additions
  table.
• Payables cannot populate all of the necessary FA
  fields such as category, depreciation expense
  account, descriptive flexfields etc
• An invoice line interfaces into mass additions if
  it is keyed to an asset clearing account and it
  is flagged to interface to FA.

38
Simple Transactions

• Create a new asset number
• Cost adjust an existing asset number
• Create or cost adjust a CIP asset number
• Expense the invoice line
• Delete the record in mass additions ( could
  create an out of balance situation ).

39
NOT SO Simple Transactions

• Split invoice line into 2 or more mass addition
  lines.
• Merge invoice line into one mass addition line.

40
FA MASS ADDITIONS

• Summary

41
General Uses

• Interface Legacy assets
• Integrates AP and FA
• OR, Integrates PA and FA
• Interface bought/used assets

42
Missing Features

• No support for TAX BOOK information
• Difficult to fix interface errors due to poor
  reports
• No batch functionality, users must post their
  assets together.

43
Keep in mind

• The Mass Additions Post program is a report set.
  You can add your own cost programs to this report
  set.
• When interfacing legacy assets, be careful to tie
  out all dollar fields throughout the entire
  process. Once you run the depreciation program,
  you are stuck with the results.

44
FA MASS ADDITIONS

• ANY QUESTIONS ?