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Asset Management Tips and Tricks Part III

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Tips and Tricks Part III. Asset Transfers to Surplus Equipment Management (SEM) ... Tips and Tricks Part III. Reminders: Building / Room must be in the ... – PowerPoint PPT presentation

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Title: Asset Management Tips and Tricks Part III


1
Asset Management Tips and Tricks Part III
  • April 11, 2006
  • April 13, 2006
  • Presented by
  • Charlotte A. Homer / Bob Kreyenhagen

2
Agenda Tips and Tricks Part III
  • Updates to Previous Tips and Tricks
  • Review of
  • Creating and changing Asset Master Records (AS01
    and AS02)
  • Creating Asset Sub-Numbers (AS11)
  • Creating Asset Master Records by Reference
  • New and improved way to record the transfer of
    assets
  • Allocating a PCard transaction for an asset
  • FV50 transactions involving assets
  • Creating BW Reports for assets
  • Creating R/3 Reports for assets
  • Preparing for the Asset Management Audit

3
Tips and Tricks Part III
  • Updates to Previous Tips and Tricks
  • Tips and Tricks Part I (August 2005)
  • PCard
  • Change
  • Can now enter the asset number directly in the
    PCard transaction without submitting web form
  • Asset Transfers
  • Changes
  • No need to create another asset master shell
  • No need to submit a web form unless the transfer
    is to Surplus Equipment Management

4
Tips and Tricks Part III
  • Updates to Previous Tips and Tricks
  • Tips and Tricks Part II (October 2005)
  • Surplus Equipment Management (SEM)
  • Change No need for Receiving Asset Number on
    Disposition to Surplus Request form.

5
Tips and Tricks Part III
  • Demonstration of
  • Creating Asset Master Records (AS01)
  • Non-Capital
  • Capital
  • AuC (Asset Under Construction Departmental)
  • By Reference
  • Changing Asset Master Records (AS02)
  • Responsible Cost Center
  • Creating Asset Sub-Numbers (AS11)
  • Multiple Funding Sources

6
Tips and Tricks Part III
  • Asset Transfers within UC
  • Transfer to another Responsible Cost Center by
    changing the Asset Master Record (AS02)

7
Tips and Tricks Part III
  • Asset Transfers to Surplus Equipment Management
    (SEM)
  • Change Responsible Cost Center (4555004001)
  • Change Building/Room (CSB / 100A)
  • Submit New Asset Disposition Web Form

8
Tips and Tricks Part III
  • Allocating a PCard transaction for an asset
  • Locating Training Documentation in UCFlex
  • Log onto Portal
  • Help
  • Accounts Payable
  • Course
  • PCard
    Processing
  • Post
    PCard Asset Transaction
  • Demonstration
  • Post PCard Asset Transaction (ZFAP_PCARD_LIST)

9
Tips and Tricks Part III
  • FV50 transactions involving assets
  • Accounting string change in current fiscal year
  • Contact Asset Management for processing
    transaction
  • New Asset Master Record (Created by Dept)
  • FB50 Complex Posting (Created by Asset Mgmt)

10
Tips and Tricks Part III
  • BW Report Demonstration
  • Review fields available in the Asset Detail
    Report (AA310)
  • URL Samples (Audit Report)
  • Responsible Cost Center vs Cost Center
  • Assets with and without value

11
Tips and Tricks Part III
  • R/3 Report Demonstration
  • (S_ALR_87011963 Asset Balances)
  • Finding a legacy asset
  • Searching by Purchase Order Number
  • Finding Assets Created By ________
  • Administrative Data

12
Tips and Tricks Part III
  • Preparing for the Asset Audit
  • Confirm the staff member assigned to assist with
    the audit has access to asset transactions and
    reports
  • Verify the accuracy of your capital asset
    inventory by performing a physical inventory
    prior to the Asset Management Audit
  • Create a system to quickly identify the capital
    assets as each room is audited
  • Run BW Report AA310 Asset Detail Report
  • Verify Asset Location (Building / Room)
  • Change Asset Master Record if necessary
  • Verify Inventory Tags are visible on each asset
  • Request Replacement Tags if necessary
  • Verify Responsible Cost Center
  • Change Asset Master Record if necessary

13
Tips and Tricks Part III
  • Preparing for the Asset Audit (continued)
  • Submit the appropriate Asset Acquisition and/or
    Disposition Web Forms
  • Must submit to Asset Management no later than two
    days prior to the audit (this will allow update
    to the BW Reports)

14
Tips and Tricks Part III
  • Audit Findings Grid

If there is a combination of no tag and wrong
location for an asset only the wrong location is
used in determining the overall problem totals
.
15
Tips and Tricks Part III
  • Reminders
  • Building / Room must be in the Space Management
    System
  • Furniture is not inventoried
  • When purchasing multiple assets an asset master
    record must be created for each asset
  • Referenced assets must be in same asset class

16
Asset ManagementTips Tricks Part
IIIQuestions Answers
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