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Asset Management and eProcurement

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Title: Asset Management and Eprocurement Last modified by: jgeer Created Date: 8/16/2006 12:00:00 AM Document presentation format: On-screen Show – PowerPoint PPT presentation

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Title: Asset Management and eProcurement


1
Asset Management and eProcurement
  • Fred Van Dorp
  • AM Analyst
  • Auditor of the State
  • fvandorp_at_auditor.in.gov
  • 234-1667

2
Before we begin
  • 30 Minute Presentation
  • Follow up discussion from 1 4 pm
  • IGCS Room 15
  • More comprehensive examples
  • Provide tips, hints, and troubleshooting
  • IDOA Website http//www.in.gov/idoa/2342.htm
  • Presentation will be posted
  • ePro and Asset related documents
  • Assets on Requisitions and Purchase Orders 
  • Receiving Against an ePro Purchase Order

3
Why are we here?
  • To examine the relationship between ePro and AM
  • Explain how the asset designation is populated on
    requisitions, POs, and receipts
  • Demonstrate how to correct system (asset)
    defaults on requisitions and POs

4
Why are we here?
  • Asset Management is being overrun by
  • misidentified assets from ePro.

5
What should I take away from this presentation?
  • 1.) AM is populated, almost exclusively, by
    information provided by ePro.
  • 2.) Encompass considers every PO line that has an
    asset profile to be an asset.
  • 3.) The requisitioner and the unspec code control
    the default asset status of every line of every
    requisition.
  • 4.) Every line of every requisition can be
    flagged like an asset to PeopleSoft.
  • 5.) The default asset status, like the account
    code, can be overridden by the requisitioner and
    the buyer.
  • 6.) The ability to tell if a requisition line, PO
    line, or receiver line has been identified as an
    asset to PeopleSoft.
  • 7.) The asset information can reviewed using two
    newly developed public queries.

6
Assets and Requisitions(Special Request)
7
Assets and Requisitions(Special Request)
8
Assets and Requisitions(Special Request, cont.)
9
Assets and Requisitions(Special Request, cont.)
10
Assets and Requisitions(Special Request, cont.)
11
Assets and Requisitions(Special Request, cont.)
12
Assets and Requisitions(Special Request, cont.)
13
Assets and POs
14
Assets and POs
15
Assets and POs
16
Assets and POs
17
Receivers and Asset Management
18
Receivers and Asset Management
19
Receivers and Asset Management
20
SOIPO Public Queries
  • SOIPO_ASSET_FLAGGED_POS
  • Will list every PO line that has been assigned a
    profile ID. You should confirm that these
    flagged lines are assets that should be in AM,
    or remove the flag.
  • SOIPO_ACCOUNT_55X
  • Will list every PO line that has an account of
    55X. These purchases, if over 500, will cause an
    error message in accounts payable that will
    trigger the voucher to move into AM.

21
What should I take away from this presentation?
  • 1.) AM is populated, almost exclusively, by
    information provided by ePro.
  • 2.) Encompass considers every PO line that has an
    asset profile to be an asset.
  • 3.) The requisitioner and the unspec code control
    the default asset status of every line of every
    requisition.
  • 4.) Every line of every requisition can be
    flagged like an asset to PeopleSoft.
  • 5.) The default asset status, like the account
    code, can be overridden by the requisitioner and
    the buyer.
  • 6.) The ability to tell if a requisition line, PO
    line, or receiver line has been identified as an
    asset to PeopleSoft.
  • 7.) The asset information can reviewed using two
    newly developed public queries.

22
Questions
23
Asset Definition from the Accounting Manual
  • 8.2.1.1 What are capital assets?
  • As defined in GASB 34, capital assets include all
    of the following, assuming a useful life of
    greater than one year
  • Land (including right of way, easements)
  • Improvements to Land
  • Infrastructure (roadways, bridges, etc.)
  • Buildings
  • Improvements Other than Buildings
  • Transportation Equipment
  • Machinery and Other Equipment
  • Construction in Progress

24
Graph of the Relationship between Purchasing,
Accounts Payable, and Asset Management
EPRO
ASSET MANAGEMENT
Physical Information- Tag Number and
Custodian Financial Information - Cost
INTERFACE
ACCOUNTS PAYABLE
INTERFACE
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