Asset Management Configuration Document Created - 3/6/2003 ...dev · Asset Management Configuration...

Asset Management Configuration Document Created - 3/6/2003 Current - 3/17/2003

PeopleSoft Financials Release 8.4

Table of Contents

AM_Configuration Guide_03-06-03 University of Florida

Page i Created: 3/6/2003 Printed: 5/9/2003

1 Background and Overview............................................................................................................................................ 1

2 Asset Management Processes Overview .................................................................................................................... 1

3 Module Integration Map................................................................................................................................................. 3

4 Security Needs and Philosophy ................................................................................................................................... 3

5 Configuration Assumptions.......................................................................................................................................... 4

6 Scope Modifications / Change Orders ......................................................................................................................... 4

7 Table Configuration Details .......................................................................................................................................... 5

7.1 Installation Options – Asset Management ................................................................................................................ 5 7.2 Asset Management Business Units........................................................................................................................... 8 7.3 Asset Management Business Unit / Book Definition ............................................................................................. 11 7.4 Location...................................................................................................................................................................... 13 7.5 Detail Calendar – Depreciation................................................................................................................................. 15 7.6 Journal Source .......................................................................................................................................................... 17 7.7 Accounting Entry Definition ..................................................................................................................................... 18 7.8 Journal Generator Template..................................................................................................................................... 20 7.9 Categories .................................................................................................................................................................. 22 7.10 Cost Types ................................................................................................................................................................. 24 7.11 Transaction Codes .................................................................................................................................................... 26 7.12 Accounting Entry Template IDs ............................................................................................................................... 28 7.13 Accounting Entry Templates.................................................................................................................................... 29 7.14 Asset Books............................................................................................................................................................... 31

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7.15 Capitalization Limits.................................................................................................................................................. 33 7.16 Depreciation Convention Builder............................................................................................................................. 34 7.17 Depreciation Convention Definition......................................................................................................................... 37 7.18 Depreciation Schedules............................................................................................................................................ 39 7.19 Depreciation Limits ................................................................................................................................................... 41 7.20 Depreciation Terms Definition ................................................................................................................................. 42 7.21 Depreciation Rate – User Defined............................................................................................................................ 44 7.22 Multi-Shift Codes ....................................................................................................................................................... 45 7.23 Tax Classes................................................................................................................................................................ 47 7.24 Tax Credit Status ....................................................................................................................................................... 50 7.25 Tax Credits ................................................................................................................................................................. 51 7.26 Qualified Investments ............................................................................................................................................... 53 7.27 Business Tax by Location ........................................................................................................................................ 55 7.28 Asset Classes ............................................................................................................................................................ 56 7.29 License / Registration Agencies .............................................................................................................................. 58 7.30 Asset Profiles – Definition ........................................................................................................................................ 60 7.31 Asset Profiles – Depreciation................................................................................................................................... 62 7.32 Asset Profiles – Tax .................................................................................................................................................. 70 7.33 Maintenance Types ................................................................................................................................................... 73 7.34 Financing Codes........................................................................................................................................................ 74 7.35 C.A.P. Types............................................................................................................................................................... 75 7.36 Payment Schedules................................................................................................................................................... 76

Table of Contents


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7.37 Joint Venture Allocation ........................................................................................................................................... 78 7.38 Retirement Basis Reduction..................................................................................................................................... 79 7.39 Indexes ....................................................................................................................................................................... 80 7.40 InterUnit Transfer Definition..................................................................................................................................... 81 7.41 Units of Production ................................................................................................................................................... 84 7.42 Maintenance Contracts ............................................................................................................................................. 86 7.43 Transaction Groups .................................................................................................................................................. 88 7.44 Allocation Basis Definition ....................................................................................................................................... 89 7.45 Allocation Basis Definition – Allocations................................................................................................................ 91 7.46 Define Asset Allocations .......................................................................................................................................... 93

University of Florida bridges

AM Configuration Document - 5/9/2003

AM_Configuration Guide_03-06-03 Page 1 of 95 Created: 3/6/2002 University of Florida Printed: 5/9/2003

1 Background and Overview

The University of Florida (UF) is moving from its existing FLAIR accounting system to PeopleSoft Financials 8.4 and will be implementing the Asset Management Module.

This document details the configuration data of the Asset Management Control Tables, which contains the non-transactional information such as Asset Categories and Depreciation Conventions, for UF.

The key sections of this document include:

• Asset Management Processes Overview: Examines the key Asset Management processes that will be used by UF.

• Module Integration Map: Provides an overview of the integration points between Asset Management and other PeopleSoft modules.

• Security Needs and Philosophy: Lists the security parameters that will be enforced in the UF production environment.

• Configuration Assumptions: Documents high-level configuration information and assumptions that affect multiple Tables.

• Scope Modifications / Change Orders: Details any specific changes in project scope or Change Order items.

• Table Configuration Details: Provides the detailed configuration information for each Control Table in the Asset Management module, including access paths, Table names, and field definitions.

For Control Tables with large number of fields, the actual configuration values are omitted in this document. Please see the associated UF configuration documents for a complete listing of all configuration values. Asset Management Configuration Values

2 Asset Management Processes Overview

The most common transactions performed by users in the Asset Management module are:

• Add Assets

• Transfer Assets

• Adjust Assets

• Retire / Reinstate an Asset




Each time a new Asset Management action is performed, an Open Transaction is generated. The system tracks the status of three states for each Open Transaction:

1. Depreciation Calculation

2. Accounting Entry Creation

3. Reporting

The general workflow for each transaction is as follows:

Depreciation must be calculated for each Open Transaction before Accounting Entries can be created. This is due to the fact that most, if not all, transactions affect the depreciation amount and/or schedule of the assets involved.

Accounting Entries can be created only for the default Asset Book. Once Accounting Entries have been created, the Report status tracks whether or not a given transaction has been exported to a reporting table.

In order to improve efficiency and minimize rework due to data entry errors, all asset transactions (including additions, transfer, adjustments, and retirements) should be completed for the accounting prior to running the Depreciation Calculation process.

It is recommended that depreciation be calculated only for the Default Asset Book when closing an accounting period. Depreciation for the Tax Asset Books should only be calculated prior to closing the fiscal year, when the tax depreciation information is needed.

For the month-end close, the typical steps to be followed are depicted in the diagram to the right.

3. Calculate DepreciationSchedule for GAAP AssetBook only

Add New Assets

Asset ManagementModule

General LedgerModule

Maintain Assets(Transfer, Adjust,

Retire)

JournalGenerate

Journal Post

1. Add all new assets to bebooked in current period

CalculateDepreciation

Create AssetAccounting

Entries

CreateDepreciationAccounting

Entries

Edit JournalEntries

2. Perform any necessarymaintenance, includingTransfer, Cost Adjustments,and Retirements

4. Create Accounting Entriesfor current period fromGAAP Asset Books

5. Generate DepreciationAccounting Entries for allexisting assets

6. Generate and Post JournalEntries to General Ledger

Process: DEPRCALC

Process: AMAEDIST

Process: DEPRCLOS




3 Module Integration Map

Currently, the Asset Management module is integrated with the General Ledger, Purchasing and the Payables modules.

General LedgerAssetManagementPayables

Create/Adjust Assetfrom

Receiving Info

Asset AccountingJournal Entries

Sample Fields:Asset ID

Acquisition DateCost

Location

Purchasing

• Purchasing: Asset Management can import the asset physical information contained in the Purchasing receivers and PO.

• Payables: Asset Management can import the asset financial information contained in Payables vouchers.

• General Ledger: Accounting entries created for the Default Asset Book will be sent to the General Ledger through the Journal Generation and Posting processes.

4 Security Needs and Philosophy

The security policy in Asset Management is being implemented as a part of the overall PeopleSoft security configuration. Enforcement of the security policy is maintained on two separate levels:

• By Function / Menu Item

• By Business Unit

THE DIFFERENT LEVELS OF SECURITY ARE STILL BEING DETEMINED.

In addition, every user is assigned to one or more Business Unit lists. Each user can only see and access the Business Units to which they are assigned.




One of the outstanding security issues involves the access to Payables Business Units for importing assets. It has been decided that Asset Management users should be responsible for executing the Payables export process that sends the asset information from the AP vouchers to the Pre-AM table.

5 Configuration Assumptions

• For this implementation, the only SetID that will be used is UFLOR.

• The immediate intent is to replicate the functionality of FLAIR, while enhancing the overall AM module design.

• The Asset Management Team should ensure all locations are entered into PeopleSoft, as the AM team will assume ownership of the Location table. An integration with the existing UF Space System will aid in this requirement.

• The assets stored in the FLAIR database will be cleansed in the FLAIR system prior to conversion into PeopleSoft.

• The AM Reporting Team will perform all modifications to reports for Asset Management.

6 Scope Modifications / Change Orders




7 Table Configuration Details

7.1 Installation Options – Asset Management Path: Setup Financials/Supply Chain > Install > Installation Options > Asset Management

Object Name(s): INSTALLATION_AM

7.1.1 Prerequisites / Related Configuration

7.1.2 Description

• This page is used to establish system-wide options for the Asset Management module. The majority of the field values should not be changed.

7.1.3 UF’s Situation and Requirements

• The Transaction Type and Accounting Entry Template ID fields are left unmodified from the default values.

• The Last Interface ID and Last Pre-Interface ID fields are left blank to allow the system to restart the numbering.

• Joint Venture Processing, Group Asset Processing, Child Inherits Parent’s Life, and Inflation Processing checkboxes are all left unchecked, as none of these features will be used. A child asset will maintain its own Useful Life durations separate from that of its parent’s.




7.1.4 Configured Values

• The Transaction Types are system defaults and should not be changed.

• Last Interface ID and Last Pre-Interface ID fields, start with 1. These fields are used to import asset information from the Payables module invoices.

• The Account Entry Template ID should remain as DEFAULT.

• Joint Venture Processing should only be selected if any of the General Ledger and/or Asset Management business units will be designated as joint ventures.

• Group Asset Processing allows for multiple assets to be treated as a single entity for the purpose of depreciation only. This ability is mainly for use by the utilities industry, where assets numbering in the thousands like utility poles can be depreciated in one single journal entry. For all purposes other than depreciation, the components are treated as individual assets. In this implementation for UF, this feature should be disabled.

• Child Inherits Parent’s Life will not be used. The default option is for child assets to inherit the remainder of its parent’s useful life at the time of the parent’s retirement. UF does not treat assets in this manner.

• Select the Inflation Processing checkbox to enable adjustments to asset values based on the rate of inflation. Transactions for these adjustments would be recorded with the Inflation Transaction code.

Field Name System-Wide Value Last Interface ID 1

Last Pre-Interface ID 1

Account Entry Template ID DEFAULT

Joint Venture Processing No

Group Asset Processing No

Child Inherits Parent’s Life No

Inflation Processing No

Inflation Transactions No




7.1.5 Approvals

Project Engagement Manager: Date:

UF Project Manager: Date:




7.2 Asset Management Business Units Path: Setup Financials/Supply Chain > Business Unit Related > Assets > AM Business Unit Definition

Object Name(s): BUS_UNIT_TBL_AM / AM_VAT_BU_DFLTS


• Required: Asset accounting books must be defined first on the Asset Book page of the Establishing Asset Processing component before the business units can use them.

7.2.2 Description

• This page is used to create Asset Management business units and specify their default processing options.

• An AM business unit must be created for each General Ledger business unit that contains assets.


• UF will maintain one Asset Management Business Unit.

• UFL01 – Assets-University of Florida

• The Location indicates the physical location of the Business Units.

• The Last Asset ID Used fields are initially set to ‘0’ for all Business Units.

• UFL01 Business Unit has two (2) Asset Books defined, which is defined on the organizational structure of the Business Units.

o The Default Book for all Business Units is the ACTUAL book.

o US Tax (UBIT) Asset Book for the Fed Book will be used for departments that are considered part of UF’s Unrelated Business Income Tax calculation.




• The InterUnit Account fields are set to 1XXXXX (the AP/AM Clearing Account) for all Business Units.

• All of the InterUnit Transfer Defaults Options are turned on by default.

• The VAT Options will not be used. All fields should be blank.

• The Keep all books in synch field is turned on to maintain consistency across all asset books.

• The Default tag # from asset ID field is turned off to allow UF to enter the legacy tag numbers of the assets.

• The Allow duplicate tag numbers fields are turned off to ensure the tag numbers are unique.

• The Auto Increment Open Trans ID field is turned on to enable easy differentiation of new open transactions. The Open Transaction ID field is left blank.


• See the Asset Management Configurations Values document for the list of field values to be configured.

• The Business Unit code field can only be five characters long.

• The Asset Books are defined in the Asset Book table.

• The Location table defines the Location field values.

• PeopleSoft automatically assigns incremental Asset ID numbers, starting from the Last Asset ID Used.

• Business Unit, the Last Asset ID Used will be set to ‘0’.

• Each business unit must have at least one Asset Book defined. A single Asset Book may be used for recording multiple books.

• Select Keep all books in synch to tell the system to default adds, changes, and retirements made in any one book to all other books in the same business unit.

• Joint Venture BU will not be used.

• Select Default tag # from Asset ID to have the system automatically use the Asset ID entered as the tag number. (may use)

• Select Allow duplicate tag numbers to enable the system to maintain duplicate tag numbers. UF will not use this function




• Under InterUnit Transfer Processing Options, select the appropriate type(s) of information to be transferred as part of an InterUnit Transfer.

• The Open Transaction Processing Options page allows users to use Open Trans ID to track the status of open transaction processing. The Auto Increment Open Trans ID field should be deselected if, for instance, the user would like the processing of multiple depreciation calculations to be grouped under a single Open Trans ID.

7.2.5 Approvals






7.3 Asset Management Business Unit / Book Definition Path: Setup Financials/Supply Chain > Business Unit Related > AM Business Unit Definition

Object Name(s): BU_BOOK_DEFN_01


• Required: Asset accounting books to be used must be defined on the Asset Book page

• Required: Initial AM Business Unit Definition page must be completed

7.3.2 Description

• For each Asset Management business unit, at least one Asset Book must be defined. This page specifies the book and accounting entry options for each of these Asset Books.


• For the UFL01 AM Business Unit, UF will maintain two (2) sets of books: ACTUAL and UBIT.

• The Currency type, Calendar, and Capitalization Limit varies depending on the Business Unit and the Asset Book.

• Store Depreciation By Period should be turned off for each and every Business Unit and Asset Book.

• The Rounding Rule and Type should be set as “Natural Rounding” and “Currency” for all Business Units and Asset Books.

• The ACTUAL asset book in the UFL01 Asset Management Business Unit will generate journal entries for the corresponding General Ledger Business Unit. The ACTUAL book will therefore be linked to the Actuals Ledger in the Actuals Ledger Group. The Budgets Ledger Group and Ledger not be used at this time, but may be added later.

• Retirements by Disposition Code will not be required for all Retirement transactions, this may impact the Accounting Entry Templates that may need to be created.





• See the Asset Management Configuration Values document for the list of field values to be configured.

• The Book Type determines the specific tax processing rules and information tracking capabilities of this asset book for the AM business unit. Check the Book is Required box to add the book to every asset in this business unit.

• A Currency and conversion Rate Type must be established for the book, even if only a single currency is to be used.

• The Calendar controls the depreciation and financial processing for the business unit / book.

• The capitalization cost limit can be specified by actual Amount or be determined from a Capitalization Limit table.

• Similarly, a minimum can be supplied for leased assets in the Lease Cap field.

• Group Asset Processing allows multiple assets to be treated as a single entity for the purpose of depreciation only in this book. For this implementation, UF will have this feature disabled.

• Select Store Depr by Period to ensure that depreciation transactions are stored for each period for the current fiscal year. Please note that depreciation entries for future years are still stored by fiscal year. UF will not use this feature.

• Select Child Inherits Parent’s Life if the default option is for child assets to inherit the remainder of its parent’s useful life at the time of the parent’s retirement. This will only be displayed if the option is turned on at the General Options level. UF will not use this feature.

• On the Round Type options page, specify the currency rounding options to be used for the current book.

• If the current book will be generating accounting entries, check the Create Accounting Entries box. For transaction postings to the General Ledger, enter the name of the General Ledger Unit. Also specify the Ledger Group and Ledger if necessary. The GASB book will be the only book posting to the GL.

• Select Retirements by Disposal Code to post retired assets to specific books.

Approvals






7.4 Location Path: Setup Financials/Supply Chain > Common Definition > Location > Location

Object Name(s): LOCATION_TBL / LOCATION_TBL2


7.4.2 Description

• For Asset Management, the Location is used to specify the physical location of the asset.


• University Property Services will assume ownership of updates to the location table. The locations must be standardized between PeopleSoft’s AP and AM Module. The existing Space Management system will be designated as the “official” system for all university locations. An interface will need to be developed to update PeopleSoft from the Space system. Investigation into the feasibility for the HR system to use these locations will also be needed.





• See Asset Management Configuration Values for details.

• The AM Team will enter the locations into PeopleSoft.






7.5 Detail Calendar – Depreciation Path: Setup Financials/Supply Chain > Common Definition > Calendars/Schedules > Detail Calendar

Object Name(s): DETAIL_CALENDAR1 / DETAIL_CALENDAR2


7.5.2 Description

• Once the detail periods have been defined for calendar, it can be specified whether a particular calendar is to be used for depreciation allocation.


• AM will use the calendars that have been established by the GL Team expanding the calendars if needed. A half year convention calendar will be needed for UBIT calculations.


• For each period defined in the calendar, review the depreciation amounts automatically allocated and modify as necessary.

• Check the Used for depreciation box if the calendar will be used to calculate depreciation for assets. Enter any Comments if so desired.

• For each period in the calendar, specify the Allocation of Yearly Depreciation for each.




7.5.5 Approvals



PeopleSoft Center: Date:




7.6 Journal Source Path: Setup Financials/Supply Chain > Common Definition > Journals > Source

Object Name(s): SOURCE_TBL


• See General Ledger Design document for details.

7.6.2 Description

• Journal Source is assigned to a journal during Journal Generation and appears on the journal header line. It identifies the feeder application from which the journal originated.




• See University General Ledger Design document for details.

7.6.5 Approvals

• See University General Ledger Design document for required approvals.




7.7 Accounting Entry Definition Path: General Ledger > Journals > Subsystem Journals > Accounting Entry Definition

Object Name(s): JRNL_GEN_ACCTG_DEF



7.7.2 Description


• Accounting Entry Definitions are used by Journal Generator to define the process by which accounting entries are passed from the source system, including Asset Management, to the General Ledger. Each entry defines the system source, the accounting entry tables to be used and updated, and the mapping of the source system record data fields to their corresponding journal line fields.



• Many of these tables are pre-defined by PeopleSoft, and each have been validated by the AM Team.






7.7.5 Approvals

• See General Ledger Design document for required approvals.




7.8 Journal Generator Template Path: General Ledger > Journals > Subsystem Journals > Journal Generator Template

Object Name(s): JRNL_GEN_APPL_ID



7.8.2 Description


• Journal Generator uses templates to structure the journals it creates. Each template defines the journal numbering scheme, the data options, and the summarization rules to follow for each journal created using the template.

• A Journal Generator Template needs to be created for each basic Transaction Type.



• No additional transaction types are being built. This means that the default transaction types should be are




already set-up, but should be validated for accuracy.

• The transaction types used for Journal Generator Templates that were created according to system defaults are:

o Asset Additions (ADD)

o Asset Adjustment (ADJ)

o Asset Transfers (TRF)

o Capital Lease Payables (LPY)

o Depreciation (DPR)

o Prior Period Depreciation (PPD)

o Asset Re-categorizations (RCT)

o Asset Retirements and Reinstatements (RET)

• Transactions for which no General Ledger transactions need to be generated, and hence no required Journal Generator Templates, are:

o GL Account #741000 Attractive Assets (Tracking Purposes Only)

o Transactions to Asset Management BU - AMNUF



7.8.5 Approvals






7.9 Categories Path: Setup Financials/Supply Chain > Product Related > Assets > Profile > Asset Categories

Object Name(s): CATEGORY_DEFN


• Capitalization Limits

• Asset Classes

7.9.2 Description

• Categories are used to classify assets by type for accounting entry purposes, usually reflect how assets are grouped on the balance sheets. Each asset added to the system must be identified with a category. Categories and transaction types are required for accurate posting to the GL.


• UF has established the following asset Categories:

• Land • Artwork-Nondepreciable

• Buildings • Software

• Furniture & Equipment • Livestock

• Infrastructure • Leased Assets

• Construction WIP • Library Resources

• Artwork-Depreciable • Non-Depreciable

• Separate Asset Classes (sub-categories) should be defined for certain categories. Some examples are shown below. For a listing of the

Asset classes refer to the ‘Asset Classes’ section of this document.




o Personal Computers – Pentium Based Laptops

o Desks, Credenzas, Tables, (Not Classroom)

• Categories of Land, Artwork-Nondepreciable and Construction-WIP are considered Non-Depreciable and Tangible. All others are considered Depreciable and Tangible


• See Asset Management Configuration Values for details.

• The Depreciable Status specifies whether the asset is Depreciable or Non Depreciable. The status entered here will be compared to the status specified for the asset book.

• Select Leased Assets if the category covers assets that are leased rather than owned.

7.9.5 Approvals






7.10 Cost Types Path: Setup Financials/Supply Chain > Product Related > Assets > Financials > Cost Types

Object Name(s): COST_TYPE_DEFN


• Categories

• Transaction Code

7.10.2 Description

• Cost Types represent different components of the cost of an asset (e.g., materials, labor, and overhead). For example, allocating the cost of production to one cost type can differentiate the cost of building an asset and its market value, and the margin of profit to another cost type.

• Cost Type can be used in conjunction with Asset Category and Transaction Code to determine which accounts the costs are entered in the General Ledger. (For example, Allowance for Adv. Depreciation, Margin, Revaluation, Sales of Assets, etc.)

• To record the cost details of an asset without affecting the General Ledger, use the Acquisition Details page to categorize the costs as ones that cannot be capitalized.


• UF will not be using Cost Types.


• 1 - Historical Cost

• 2 – Fair Market Value




7.10.5 Approvals






7.11 Transaction Codes Path: Setup Financials/Supply Chain > Product Related > Assets > Transaction Codes

Object Name(s): TRANSACTION_CODE


• None

7.11.2 Description

• A Transaction Code identifies special asset transactions. These codes are used in combination with Actions to create accounting entries.

• When defining accounting entry options for a book, the user can elect to distribute by Disposal Code. If this option is chosen, the transaction code will default to the Disposal Code.


• UF does not currently plan to use this table. No additional data other than the default set listed below will be entered into the Control Table.


• The following standard Actions are pre-defined: Add, Adjustment, Depreciation, Prior Period Depreciation, Transfer In, Transfer Out, Retire, and Reinstate.

• For each new Transaction Code, enter the Description and the Short Description if desired.

7.11.5 Approvals





7.12 Accounting Entry Template IDs Path: Setup Financials/Supply Chain > Common Definitions > Accounting Entry Templates > Template

Object Name(s): AMAE_TMPL_ID_PNL


• Accounting Entry Templates

7.12.2 Description

• The Accounting Entry Template IDs are typically used in situations with multiple SetIDs to group the Accounting Entry Templates for use within different SetIDs.


• For UF’s current situation, the only Accounting Entry Template ID needed is Default.


• For any additional Accounting Entry Template IDs, enter an appropriate Description.

Field Name AET ID 1 SetID* UFLOR

Accounting Entry Template ID* DEFAULT

Description* Default value for processing

7.12.5 Approvals






7.13 Accounting Entry Templates Path: Setup Financials/Supply Chain > Common Definitions > Accounting Entry Templates > Accounting Entry Templates

Object Name(s): DIST_TEMPLATE_DEFN


• Required: Asset Category must exist before Accounting Entry Templates can be created for the category

• Required: General Ledger Accounts must be created before they can be referenced

• Accounting Entry Template IDs

7.13.2 Description

• Accounting Entry Template is the primary table used for creating accounting entries from AM, which are the basis for General Ledger journals. Each template defines accounting entry types based on asset category, cost type, transaction type, and transaction code. Each accounting entry type specifies the Accounts used during accounting entry and the Journal Template used for recording actual transactions.

• For each possible Category / Transaction Type combination, an accounting entry template must be created before the transaction can be utilized.


• For each of the pre-defined asset Categories, the basic set of Accounting Entry Templates that should be created include those for the following transactions:




• Additions (ADD) • Lease Payments (LPY) • Retirements (RET)

• Adjustments (ADJ) • Prior Period Depreciation (PPD) • Transfers (TRF)

• Depreciation Expense (DPR) • Re-Categorizations (RCT)

• For UF, Accounting Entry Templates will be created for all transactions types identified. The accounts for PPD transactions are identical to that of DPR.

• A set of Accounting Entry Templates will need to be created for both Asset Management Business Units.



• An accounting entry template must be established for each Category / Transaction Type combination. The same Accounting Entry Template must be created separately for each Business Unit.

• Enter the appropriate set of Account Numbers and transaction type (DR or CR) for each transaction.

7.13.5 Approvals






7.14 Asset Books Path: Setup Financials/Supply Chain > Product Related > Assets > Financials > Asset Books

Object Name(s): BOOK_DEFN


• None

7.14.2 Description

• This page is used to define the set of accounting books to be used by the Asset Management business units.

• Each AM business unit requires at least one asset book. An unlimited number of asset books can be created for each business unit.


• UF will maintain two (2) sets of books: ACTUAL and UBIT (Tax)


• See Asset Management Configuration Values document for the list of field values to be configured.

• Enter a short Description of the book for use in search boxes.

• The Country of the Asset Book will determine the specific tax-related fields to be displayed for an Asset Book.

• Enter Comments to describe its intended use.




7.14.5 Approvals






7.15 Capitalization Limits Path: Setup Financials/Supply Chain > Product Related > Asset Management > Financials > Capitalization Limits

Object Name(s): DEPR_CAP_LIMIT


• Required: Currency Codes must be defined before they can be used on the page.

7.15.2 Description

• During Business Unit set-up, each Asset Book in the Business Unit indicates whether it should validate the cost limit against a fixed value or against a step limit table. The step limit table is stored in the Capitalization Limits table. This can be used to accommodate the processing requirements of specific countries.


• UF will not use this feature.


• For each Cost Limit Code, enter an appropriate Description.

7.15.5 Approvals






7.16 Depreciation Convention Builder Path: Setup Financials/Supply Chain > Product Related > Asset Management > Deprecation > Convention Builder

Object Name(s): CONV_BLDR_PNL


• Required: Monthly calendars enabled for depreciation scheduling must be configured

• Depreciation Conventions

• Depreciation Schedules

7.16.2 Description

• This page is used to generate depreciation conventions based on monthly accounting calendars.


• UF requires no additional conventions. The following are conventions will be used:

• Actual Month (AM) – ACTUAL Book

• Half Year (HY) – UBIT Book


• Select a Calendar that has been enabled to generate depreciation scheduling.




• Enter a two-letter code for the name of the Convention.

• Check the System Maintained box to use standard depreciation conventions that are delivered with the system and maintained by PeopleSoft.

• Select a Period Option, either Mid Period or Days. Days will begin depreciation based on the value specified in the Which Day field. Use Mid Period for mid month and mid quarter conventions.

• Select a Convention Type, and the system will automatically populate the Which Day, Which Month, and Summary Periods fields. These default values may be overwritten for certain convention types. The following table summarizes how the system determines the Begin Depreciation Date for each Convention Type:

Convention Type Begin Depreciation Date

Mid Month Which Day defaults to 15; Begin Depreciation Date is day 15 of the calendar period. You can override Which Day.

End of Month Uses the end date of the month as the Begin Depreciation Date. You cannot override this.

End of Quarter Uses the end date of the quarter as the Begin Depreciation Date. You cannot override this.

End of Year Uses the end date of the year as the Begin Depreciation Date. You cannot override this.

Following Month Adds one day to the end day of the month and identifies this as the Begin Depreciation Date. You cannot override this.

Full Year Uses the current day of the current month as the Begin Depreciation Date. You cannot override this.

Half Year Which Day defaults to 1; Which Month defaults to 7, so day 1 of period 7 in the calendar is the Begin Depreciation Date. You can override Which Day and Which Month.




Convention Type Begin Depreciation Date

Mid Quarter Which Day defaults to 15; Which Month defaults to 2, so day 15 of the second month in the quarter is the Begin Depreciation Date. You can override Which Day only.

User Defined No defaults are provided. Specify Which Day, Which Month and Summary Periods.

• Select a Calendar Option. Choose the Portion of Calendar option and specify the From Year and the To Year if only part of the selected calendar will be used.

7.16.5 Approvals






7.17 Depreciation Convention Definition Path: Setup Financials/Supply Chain > Product Related > Asset Management > Depreciation > Convention Definition

Object Name(s): CONVENTION_DEFN


• Required: Monthly calendars enabled for depreciation scheduling must be configured

• Depreciation Convention Builder


7.17.2 Description

• This page is used to modify previously built depreciation conventions or to enter new conventions and all associated dates manually.

• The Depreciation Convention Builder may also be used to generate conventions based on monthly accounting calendars.


• UF does not require any additional conventions, and will use the pre-defined conventions provided by PeopleSoft.

o Actual Month

o Half Year





• The following Depreciation Conventions tied to the default calendar are delivered with the system:

• Actual Day • Full Year • Half Year

• Actual Month • Mid-Month • Life to Date

• Following Month • Mid-Quarter • Modified Half-Year

• Select a Calendar that has been enabled to generate depreciation scheduling.

• Enter a two-letter code for the name of the Convention.

• Check the System Maintained box to use standard depreciation conventions that are delivered with the system and maintained by PeopleSoft.

• Select a Period Option, either Mid Period or Days. Days will begin depreciation based on the value specified in the Which Day field. Use Mid Period for mid month and mid quarter conventions.

• For each convention, the From Dates and To Dates define the periods for which depreciation is prorated. The Begin Depr Date determines when depreciation calculations will start.

7.17.5 Approvals






7.18 Depreciation Schedules Path: Setup Financials/Supply Chain > Product Related > Asset Management > Depreciation > Schedules

Object Name(s): DEPR_SCHEDULE_DEFN



7.18.2 Description

• PeopleSoft Asset Management depreciation schedules are based on the percentage depreciation tables found in IRS Publication 534, including:

o Declining Balance with Straight-Line Switch: 200%, 175%, 150%, 125%

o Sum-of-the-Years’ Digits

o MACRS (GDS and ADS)

o ACRS (GDS and ADS)

• This page is used to review or modify existing depreciation tables or to add new ones.

• Straight-Line Depreciation does not require the construction of Depreciation Schedules.





• UF will be using the standard Depreciation Schedules delivered by PeopleSoft. No other custom Depreciation Schedules need to be defined. Additional Schedules will only need to be created as regulatory entities create specific methods of depreciation. Any changes in depreciation performed by GAAP or Tax authorities will be updated in future PeopleSoft releases.


• Select the Specific Convention box if a particular depreciation Convention is to be used. Once the box is checked, the Convention may be selected from the existing list.

• Enter the In Service Period, the Year of Life, and the annual allowed Depreciation Percent as appropriate. The Schedule Periods should reflect the periods set up in the calendar.

7.18.5 Approvals






7.19 Depreciation Limits Path: Setup Financials/Supply Chain > Product Related > Asset Management > Depreciation > Limits

Object Name(s): DEPR_LIMIT_DEFN




7.19.2 Description

• The Depreciation Limits page is used to specify the maximum amount of depreciation that can be expensed for each year of an asset’s life.

• The tax authorities typically specify these limits. PeopleSoft delivers limits based on U.S. tax law.


• UF does not currently use Depreciation Limits. Consequently, there will be no Depreciation Limits defined for this table.


• The Last Year Using Limit field specifies the year of expiration for the limits table.

• For each Year of Life, either Amount or Percentage can specify the limits.

7.19.5 Approvals






7.20 Depreciation Terms Definition Path: Setup Financials/Supply Chain > Product Related > Asset Management > Depreciation > Terms Definition

Object Name(s): DEPR_TERMS_DEFN




7.20.2 Description

• The Depreciation Terms page is used to define special terms that will be applied to depreciation in a global environment. Terms stored can be selected when specifying depreciation methods and have enabled global options. These terms will be used to alter depreciation calculations so that they comply with specific country requirements.


• There are no special Depreciation Terms in use by UF. All the depreciation terms in the standard PeopleSoft load will meet all UF’s business requirements. No additional terms will be defined in this table.


• For each Depreciation Term, enter the Depreciation Percent and the Year of Life for which it should apply. Specify terms for as many Year of Life as necessary.

• The terms defined affect depreciation calculations as follows:




Term Depreciation

Special Depreciation * Rate

Accelerated Depreciation * Rate

Initial Cost * Rate

Increase Depreciation * Rate

7.20.5 Approvals






7.21 Depreciation Rate – User Defined Path: Setup Financials/Supply Chain > Product Related > Asset Management > Depreciation > Rate-User Defined

Object Name(s): UD_DEPR_RATE_TBL



7.21.2 Description

• Use this page to create custom depreciation methods.


• There are no User-Defined Depreciation Rates identified by UF. No rates will be defined in this table.


• For each custom defined Method, enter an Effective Date when the sub-table of Useful Life and the corresponding depreciation Rates are to be used.

7.21.5 Approvals






7.22 Multi-Shift Codes Path: Setup Financials/Supply Chain > Product Related > Asset Management > Depreciation > Multi-Shift Codes

Object Name(s): MULTI_SHIFT_DEFN


• Other Depreciation Tables

7.22.2 Description

• Multi-Shift Codes are use to increase the amount of annual depreciation up to the legally allowed limits for assets used across multiple production shifts.

• Codes can be established for each additional shift to indicate the rate by which annual depreciation should increase.


• Under UF’s current business model, the Multi-Shift depreciation option will not be used.


• For each Multi-Shift Code defined, both the Description and the Effective Date fields are required.

• Enter the percentage rate by which depreciation should be increased for Two Shifts Factor, Three Shifts Factor, and Four Shifts Factor.

• For each Fiscal Year, indicate the Number of Shifts that will be used.




7.22.5 Approvals






7.23 Tax Classes Path: Setup Financials/Supply Chain > Product Related > Asset Management > Taxes > Classes

Object Name(s): TAX_CLASS_DEFN


• Tax Credit Status

• Tax Credits

7.23.2 Description

• Tax Class determines the period over which tax depreciation will be expensed.

• Tax Class is informational only and is not used in any calculations.


• PeopleSoft delivers the standard tax guideline classes as defined by the U.S. tax laws. UF does not require any additional guideline classes beyond the ones delivered at this time.

• The specific tax guideline classes that UF will be using include:

Term Depreciation Term Depreciation

00.11 Office Furniture, Fixtures, and Equipment 01.1 Agriculture




Term Depreciation Term Depreciation

00.12 Information Systems 01.21 Cattle

00.13 Data Handling Equipment, except Computers

01.3 Buildings

00.21 Airplanes 20.4 Manufacture of Other Food and Kindred Products

00.22 Automobiles, Taxis 27.0 Printing

00.23 Buses 48.121 Comp-based Telephone Cntrl Offc Switching Equip

00.241 Light General Purpose Trucks 48.2 Radio and Television Station Equipment

00.242 Heavy General Purpose Trucks 48.31 Electric Power Generating and Distribution

00.27 Trailers 79.0 Recreation

00.28 Boats 99.9 Qualified Technological Equipment


• Standard IRS Tax Classes as stated above.

7.23.5 Approvals





7.24 Tax Credit Status Path: Setup Financials/Supply Chain > Product Related > Asset Management > Taxes > Credit Status

Object Name(s): TAX_CR_STATUS


• Tax Classes

• Tax Credits

7.24.2 Description

• This page is used to set status for tax credits by country.


• UF will not use the Tax Credit Status table. No data will be inserted into the table.


• Select the Country for which the Tax Credit Status is applicable.

• Define the Tax Credit Status code and enter its Description. Provide additional Comments if necessary.

7.24.5 Approvals






7.25 Tax Credits Path: Setup Financials/Supply Chain > Product Related > Asset Management > Taxes > Credits

Object Name(s): TAX_CREDIT


• Tax Class

• Tax Credit Status

7.25.2 Description

• This page is used to define new tax credit tables or modify existing tables.

• PeopleSoft delivers only three business incentive tax credits: Energy Tax Credit, Regular Investment Tax Credit, and Rehabilitation Tax Credit. Any other required tax credits need to be defined manually.


• UF currently qualifies for no tax credits. No data will be populated in this table.


• The Country field specifies the country for which the tax credit is applicable.

• Select one of the three pre-defined or the User-Defined Tax Credit Types.

• For User-Defined Tax Credit Types, Custom Credit Codes may be defined by the users.




• The Reduction Type indicates whether a reduction in the cost basis is required: Basis Reduction, Percentage Rate Reduction, or No Reduction.

• The Effective date and the Status determines when the credit is available.

• The rate of the credit is entered in Credit Rate, and the corresponding rate that reduces the basis is entered in Basis Reduction Rate. A Basis Reduction Rate of 100% means that there will be no reduction in the Cost Basis of the asset to which Tax Credit Rate is applied.

7.25.5 Approvals






7.26 Qualified Investments Path: Setup Financials/Supply Chain > Product Related > Assets > Financials > Qualified Investments

Object Name(s): QUAL_INV




7.26.2 Description

• When one or more tax credits are taken for an asset, the basis of the asset may need to be adjusted before additional credits can be calculated. These Qualified Investment Codes are used to determine the portion of the asset’s basis qualified for the tax credit.

• In addition to tax credits, standard Qualified Investment Codes corresponding to a specific tax system and life are included with the delivered TableSet. The eligibility of these codes is based on the code’s effective date and the placed-in-service date of the asset.


• UF does not own any Qualified Investments. No data will be entered into the table.


• When adding a new code, enter a unique ID and the life expressed as periods in Compare Life. This value entered is validated against the asset’s useful life.

• Enter the Effective Date, the Status, and the percentage rate to be applied against the asset’s cost in Qual Inv Rate.

7.26.5 Approvals





7.27 Business Tax by Location Path: Setup Financials/Supply Chain > Product Related > Asset Management > Taxes > Business Tax by Location

Object Name(s): ASSET_LOC_RATE


• Required: Countries must be defined before Location and tax rates can be assigned.

• Required: Location must be defined before a tax rate can be assigned.

7.27.2 Description

• Use the Business Tax by Location page to enter and store tax rates by location. The rates stored will be used to calculate and report business taxes assessed on the gross value of fixed assets in certain countries.


• UF does not plan to utilize this feature to track Business Tax by Location.

7.27.4 Configured Values • Tax rates are stored by Country for each Fiscal Year. • Each Location Code can be assigned its own Business Tax Rate.

7.27.5 Approvals






7.28 Asset Classes Path: Setup Financials/Supply Chain > Common Definitions > Accounting Entry Templates > Asset Classes

Object Name(s): ASSET_CLASS_DEFN


• Categories

7.28.2 Description

• This page is used to maintain Asset Classes. The Asset Class field is used to classify assets for reporting purposes, and can be used in conjunction with asset Categories to refine asset classification.


• The following are examples of Asset Classes that will be created for the specific Asset Categories:

o Airplane, Land, Telecommunications Equipment, Software



• Asset Classes are defined at the TableSet level.

• Be sure each name is unique in the Asset Class field.

• Enter the date the class becomes effective in Effective Date, a Status, its Description, and any Comments.




7.28.5 Approvals






7.29 License / Registration Agencies Path: Setup Financials/Supply Chain > Product Related > Asset Management > Profiles > Agencies

Object Name(s): AGENCY_DEFN


• None

7.29.2 Description

• The Agencies table is used to track an asset’s registration and licenses information. Only the Agency IDs set up through this page can be entered in the Asset License / Registration page.


• UF has interaction with multiple agencies:

o Florida Department of Highway Safety and Motor Vehicles

o Florida Department of Natural Resources

o Florida Department of Insurance

• May use to identify and track interaction with federal agencies.





• For each Agency ID, enter its Effective Date and Status.

• Provide additional information for each Agency if desired, including the full Agency Name, the Name of its primary contact, as well as its Address, Phone, Fax, and any Comments.

7.29.5 Approvals






7.30 Asset Profiles – Definition Path: Setup Financials/Supply Chain > Product Related > Asset Management > Profiles > Asset Profiles

Object Name(s): PROFILE_DEFN


• Required: Asset Books must be created before they can be referenced in Profiles

• Required: Categories must be created before profiles based on them can be established

• Required: Depreciation Methods must be created to be used in association with the Asset Books

• Asset Class

7.30.2 Description

• An Asset Profile is a template that contains standard depreciation criteria for an asset type and its corresponding Asset Books. The information set up in profiles is used as default values to populate most fields, but can be changed by the user when adding assets to the system. These Profiles are used to minimize data entry and ensure accuracy.

• At least one Asset Profile must be set up before any assets can be added to the system. Profiles may contain as much or as little details as the user desires, although certain fields are required.

• An Asset Profile can contain an unlimited number of Asset Books. When a profile is used to populate fields for a new asset, the system pulls only the data needed by the Asset Books of the destination Business Unit.





• Each profile contains (5) Asset Books as defined in the Asset Books table.

• The Acquisition Code is set to “Purchased” for all assets

• All assets will receive physical tags except Software and Livestock.

• The R&D fields are not used and should be left blank.



• Next to Profile ID, fill in the long description for the profile.

• The minimum information required for a Profile is Profile ID, Asset Category, Asset Book Name, and Depreciation Method.

• Enter the Asset Class, if desired, for the type of assets covered by the profile.

• Enter the Asset Description and the Acquisition Code for the profile.

• Check the Taggable Asset box to indicate that the asset can be physically tagged with an ID number. This must be checked in order to use the Physical Inventory function in the AM module (future functionality).

• Check the Capitalized Asset box to indicate whether the profile will be used for assets with associated cost and depreciation.

7.30.5 Approvals






7.31 Asset Profiles – Depreciation Path: Setup Financials/Supply Chain > Product Related > Asset Management > Profiles > Asset Profiles

Object Name(s): PROFILE_BK_01 / PROFILE_DEPR_DETL / SALVAGE_OPTION_SEC (Salvage Rounding Options)


• Required: Asset Books must be created before they can be referenced in Profiles

• Required: Categories must be created before profiles based on them can be established

• Required: Depreciation Convention and Depreciation Methods must be created to be used in association with the Asset Books

• Asset Class

7.31.2 Description

• This screen specifies the depreciation information for the asset books attached to an asset profile. Each asset and asset profile can report to multiple books and have multiple depreciation attributes for each book.


• Multiple sets of profiles are defined for each asset Category and potential useful lifes.

• Each profile contains both Asset Books as defined in the Asset Books table.

• All relevant Depreciation Attributes – including the Currency Code, Convention, Method, and Calculation Type – are set according to the applicable regulations per UF.




o The Retirement Convention is always identical to the Convention field.

Asset Category/ Dep. Convention

GASB UBIT

Land AM HY

Buildings AM HY

Furniture & Equipment AM HY

Infrastructure AM HY

CWIP AM HY

Artwork-Depreciable AM HY

Artwork-Nondepreciable AM HY

Software AM HY

Livestock AM HY

Library Resources AM HY

Capitalized Leases AM HY




o “Remaining Value” is the only Calculation Type used by UF.

o The Depreciation Methods used by UF will be Straight Line (SL)

Asset Category / Dep. Method

GASB UBIT

Land N/A N/A

Buildings SL N/A

Furniture & Equipment SL MACRS

Infrastructure SL N/A

CWIP N/A N/A

Artwork-Depreciable SL N/A

Artwork-Nondepreciable N/A N/A

Software SL MACRS

Livestock SL N/A

Library Resources SL N/A

Capitalized Leases SL N/A

• The Low Value and Special Depreciation) switches are left off for all Profiles.

• The Useful Life field in each profile is set with the default value that is appropriate for the assets based on its physical location.




• No Depreciation Limit or Cost Basis Limit will be established for any of the Profiles. The Salvage Option is set to None for all.

Asset Category / Useful Life

GASB UBIT

Land 50 yrs. 50 yrs.

Buildings

5 yrs. 10 yrs. 15 yrs. 20 yrs. 25 yrs. 30 yrs. 40 yrs. 50 yrs.

5 yrs. 10 yrs. 15 yrs. 20 yrs. 25 yrs. 30 yrs. 40 yrs. 50 yrs.

Furniture & Equipment 7 yrs. 10 yrs. 15 yrs.

3 yrs. 5 yrs. 7 yrs.

10 yrs.

Infrastructure

5 yrs. 10 yrs. 20 yrs. 25 yrs. 30 yrs. 50 yrs.

5 yrs. 10 yrs. 20 yrs. 25 yrs. 30 yrs. 50 yrs.

CWIP 50 yrs. 50 yrs.

Artwork-Depreciable 15 yrs. 15 yrs.

Artwork-Nondepreciable 15 yrs. 15 yrs.




Asset Category / Useful Life

GASB UBIT

Software 5 yrs. 3 yrs.

Livestock 5 yrs. 5 yrs.

Library Resources 10 yrs. 10 yrs.

Capitalized Leases 7 yrs. 10 yrs. 15 yrs.

7 yrs. 10 yrs. 15 yrs.



• For each Book Name, indicate the Effective Date of the depreciation attributes. The Effective Date indicates when the Convention and Depreciation Method take effect. If a history of changes made to a profile is to be maintained, be sure to add new rows to the table and use effective dating to update profiles rather than making changes to the initial row.

• The Asset Category defines the category of an asset (e.g., Furniture & Equipment, etc.). The available category codes are the ones entered on the Category Code table. In general, these will correspond to the GL asset accounts.

• Set the Depreciation Status. An asset is either Depreciable or Non-Depreciable. If Non-Depreciable is selected, values must still be entered for Useful Life and Convention, but the rest of the Asset Profiles pages can be ignored.

• Enter an appropriate Currency Code. Ensure that the effective date for the profile is valid for the currency code specified for the profile.

• Select the Depreciation Convention and Retirement Convention defaults for the profile.

• Certain Depreciation Methods require additional information to be entered. For Flat Rate, Declining Balance, and Manual methods for tax books, the recovery life should also be entered.

• Depending on the method selected, additional fields will be displayed:




Method Fields That Display

Straight Line No additional fields display

MACRS No additional fields display

• Select a Calculation Type. Use Remaining Value to deduct any accumulated depreciation from the cost basis and expense the remaining value over the remaining life of the asset. All assets will be depreciated using this option.

• Select Low Value to identify assets with costs below a certain level for special depreciation processing. This is a requirement for some countries.

• Enter a Useful Life in number of periods. This is used to perform the depreciation calculations for the financial book(s).

• Enter an End Depr Date to cease depreciation at a particular time. At the End Depr Date the remaining asset basis will be taken in depreciation and the asset will be fully reserved.

• PeopleSoft Asset Management calculates and stores depreciation until the end of the asset's life. However, for optimal processing performance and greater table efficiency, a fixed number of years can be specified for which depreciation is calculated and stored. To do so, enter a number for Future Depr Yrs (Future Depreciation Years.) PeopleSoft strongly recommends using the Future Depreciation Years option if Group Assets is being used.

• Select Special Dpr and click Special Terms to open the Profiles Depreciation Details page to select special terms for depreciation. This is typically used to meet specific country requirements. Select one of the following Acct Mthd (Accounting Method) options:

Allowance When this is used, special depreciation amounts are not booked with the standard depreciation amounts. Journal entries are generated that will include only the standard depreciation. PeopleSoft Asset Management does not support automatically generating journal entries for the special depreciation allowance accounting method. Two reports may need to be run: Reserve for Special Depreciation and Reversal for Special Depreciation, and then the journal entries generated manually into the General Ledger system.




Expense When this is used, total amounts of special depreciation and standard depreciation are booked and journal entries are generated that will include the total of standard and special depreciation amount.

Reserve When this is used, special depreciation amounts are not booked with the standard depreciation amounts. Journal entries are generated that will include only the standard depreciation. PeopleSoft Asset Management does not support automatically generating journal entries for the special depreciation allowance accounting method. Two reports may need to be run: Reserve for Special Depreciation and Reversal for Special Depreciation, and then the journal entries generated manually into the General Ledger system.

• Enter a Depr Limit (Depreciation Limit Code) that relates to a specific dollar amount limitation on depreciation for each year of life. Although this can be used for financial depreciation, it is commonly used for U.S. Tax purposes, since such depreciation limits exist for items such as luxury automobiles.

• The Cost Basis Limit is the limit on the depreciable basis of this asset. If the actual cost of an asset is greater than its depreciable basis, the difference will result in a gain when the asset is retired.

• Select a Salvage Option. If Flat Amt is selected, enter the Amount. If Percent is selected, enter a percentage of the cost in % of Cost. PeopleSoft Asset Management will calculate the appropriate salvage value based on these fields.

• If Multi-Shift codes are being used, select the appropriate Multi-Shift Code and enter the Number of Shifts.

• If this profile will be used to enter group member assets, enter the Group Business Unit that owns this asset profile and select a Group Asset ID to tie to this profile and all group members added using it. This default can be overridden and a different Group Asset ID can be entered when group members are being added.

• Click Salvage Rounding Options to access the Salvage Rounding Options page where the rules PeopleSoft Asset Management will use to round salvage values. Select a Rounding Rule, which determines the type of rounding that will be performed:

Up Rounds amounts up.

Nat Rnd Conventional arithmetic rounding using the midpoint to determine whether an amount should be rounded up or down.




Down Rounds amounts down.

Select a Rounding Type:

Currency Uses the decimal conventions of a specific currency to round amounts.

Generic Uses the Round Precision value you specify.

• Round Precision is the number of places to the right or left of the decimal point to which the amount or number will be rounded. If the Round Type is selected as Currency, the system will automatically determine Round Precision from the Currency Code.

• Rounding Factor is the number to which the amount will be rounded. For example, if Nat Rnd is selected as the Rounding Rule, and a Rounding Factor of 25 is entered, amounts will be rounded to the nearest multiple of 25, so that an amount of 130 will be rounded to 125, and an amount of 140 will be rounded to 150. If the Round Type is selected as Currency, the system will automatically determine the Rounding Factor from the Currency Code.

• The Truncation Precision Flag works with the Round Precision value. When selected, amounts that contain many decimal places will be truncated to one decimal place to the right of the rounding precision position before rounding is performed. If not selected, the entire amount will be rounded.

7.31.5 Approvals






7.32 Asset Profiles – Tax Path: Setup Financials/Supply Chain > Product Related > Assets > Profiles > Asset Profiles

Object Name(s): PROFILE_BK_03 / ASSET_LISTPROF_SEC (Listed Property Information)


• Required: Asset Books must be created before they can be used.

• Tax Credits

7.32.2 Description

• The Asset Profiles – Tax page is used to specify property type and tax depreciation criteria and to identify the tax credits to be used by the profile.


• Each profile contains both books as defined in the Asset Books table.

• The Property Types for Land, Buildings, CWIP and Infrastucture are Real. All others are Personal.

• The Regulation, Recovery Life, and Guideline Class are determined according to tax rules per IRS for each asset type.




Asset Category / Regulation

GASB UBIT

Land N/A MACRS

Buildings N/A MACRS

Furniture & Equipment N/A MACRS

Infrastructure N/A MACRS

CWIP N/A MACRS

Artwork-Depreciable N/A MACRS

Artwork-Nondepreciable N/A MACRS

Software N/A MACRS

Livestock N/A MACRS

Library Resources N/A MACRS

Capitalized Leases N/A MACRS

• No Qualified Investments, Tax Credits, or Reduction Options are defined for any of the Profiles at this time.

• None of the assets are Listed Property (for both personal as well as business use) and should be left blank.



• The Property Type and Property Code determine the amount of gain treated as ordinary income on the disposition of an asset.




• The Regulation identifies the depreciation system selected for this asset:

Accelerated Cost Recovery System (ACRS) Asset Depreciation Range (ADR)

Conventional / Facts & Circumstance Asset Class Guideline

Modified Accelerated Cost Recovery (MACRS)

• For reporting purposes, the asset can be further classified by specifying the Recovery Life (expressed in years), the Recovery Subtype, and the Guideline Class.

• Select Corporation Sec. 291 if the company is a corporation to ensure the gains are accurate reflected according to the AMTX3210 tax reporting standards.

• Select the Business Tax check box if the assets using the profile are subject to a business tax.

• Click on Listed Property Information to open the listed property page. Check the Listed Property? Box if appropriate. (Listed Property are certain kinds of assets that are conducive to mixed business/personal use.) If the asset is a listed property, choose the appropriate Listed Property Type and enter the percentage amount of the business use in Business Use %.

• Tax Credits are based on federal tax laws and determined by the Qualified Investment Code, Tax Credit Type and Code, and the Basis Reduction Option. The pre-defined values for these fields include:

o Qual Inv: A – Accelerated Cost Recovery System, D – Asset Depreciation Range, F – Conventional Facts and Circumstances, G – Guideline, M – Modified Accelerated Cost Recovery.

o Credit Type: R – Rehabilitation Credit, E – Energy Credit, I – Regular Investment Credit, U – User-defined.

o Basis Reduction Option: B – Basis Reduction, P – Percentage Rate Reduction, N – No Reduction.

7.32.5 Approvals






7.33 Maintenance Types Path: Setup Financials/Supply Chain > Product Related > Assets > Maintenance Types

Object Name(s): MAIN_TYPE_DEFN


• None

7.33.2 Description

• Maintenance Type identifies the required maintenance and procedures that should be followed for an asset.


• UF will use the Maintenance Types table initially to identify and track assets that are on the UF Equipment Maintenance program. Additional Maintenance Types may be defined after the system enters production.



• For each Maintenance Type, specify the Effective Date, Status, Description, and the relevant Maintenance Service Procedures involved.

7.33.5 Approvals






7.34 Financing Codes Path: Setup Financials/Supply Chain > Product Related > Assets > Depreciation > Period Allocation

Object Name(s): FINANCING_CD


• None

7.34.2 Description

• Financing Codes are defined to help with the analysis of the debit/equity relationships for capital-intensive and government projects (e.g., codes can be set up to identify types of bonds).


• UF will not use the Financing Types table. No data will be entered into the system.


• For each Financing Code, enter an Effective Date and Status.

• Provide the Description and Short Description that will be used in dialog boxes. Enter any Comments for the specific Codes.

7.34.5 Approvals






7.35 C.A.P. Types Path: Setup Financials/Supply Chain > Product Related > Assets > Profiles > Capital Acquisition Plan Types

Object Name(s): CAP_TYPE


• PeopleSoft Budgets Module

7.35.2 Description

• The Capital Acquisition Planning (C.A.P.) Type codes are used primarily with the Capital Acquisition Planning function in association with Asset Management budgeting.


• UF will not use the C.A.P. Types table.


• For each Capital Acquisition Plan Type, enter an Effective Date, Status, and the appropriate Description.

• Need to build tables.

7.35.5 Approvals






7.36 Payment Schedules Path: Setup Financials/Supply Chain > Product Related > Assets > Payment Schedules

Object Name(s): LEASE_SCH_ID


• None

7.36.2 Description

• At least one Payment Schedule must be defined before leased assets can be added to the Asset Management system. This page is used to add or modify the lease Payment Schedules.


• UF is determining which Payment Schedules need to be built or whether to use PeopleSoft default payment schedule.


• PeopleSoft Asset Management is delivered with one default payment schedule. This schedule contains payments on the first of each month from January 1960 to December 2025.

• Enter a unique Payment Schedule ID and the associated Payment Schedule Name for each new payment schedule.

• Specify the total Number of Payments per Year and a Description of the Payment Schedule.

• Specify either the Begin Date and End Date pair or the Lease Term and Payment Frequency. PeopleSoft can calculate the full Payment Schedule from the given data.




• The Payment Frequency types can be one of the following: Monthly, Annually, Semi-annually, and Quarterly.

• If the End of Month Due Date? Is selected, the payment will be scheduled on the last day of the month, regardless of the date entered in Begin Date.

• Click on the Populate hyperlink and PeopleSoft will automatically fill in the Payment Dates for the time periods defined.

7.36.5 Approvals






7.37 Joint Venture Allocation Path: Setup Financials/Supply Chain > Product Related > Assets > Financials > Joint Venture Allocation

Object Name(s): JV_BUS_ALLOC


• Asset Management Business Unit

7.37.2 Description

• To utilize the Joint Venture Processing capabilities of Asset Management, the asset ownership allocation percentage for each participant joint venture business unit must be set with this page.


• UF will not use joint venture. No set-up for Joint Venture Allocation will be needed


• For each “parent” joint venture Business Unit, enter the participant Business Units and its Allocated % of equity in the shared assets. The sum of these percentages must equal 100%.

• The Joint Venture Allocation tables affect only newly added assets. Changes made to this page will not affect existing assets. To change ownership percentages of existing assets, the Mass Change process must be used.

7.37.5 Approvals






7.38 Retirement Basis Reduction Path: Setup Financials/Supply Chain > Product Related > Assets > Financials > Retirement Basis Reduction

Object Name(s): TRAN_EXCLUDE_TBL


• Required: Transaction Codes must be defined before they can be used on this page.

7.38.2 Description

• Retirement Basis Reduction codes are used when assets are to be retired using its original cost basis adjusted by all non-excluded transactions. (For example, any indexed revaluation adjustments can be excluded.)


• UF does not plan to re-index or reevaluate the cost basis of assets. Therefore, no Retirement Basis Reduction need to be defined. This table will be left empty.


• For each Basis Reduction Code, enter its Basis Reduction Description.

• Select all Transaction Codes to be excluded using this Basis Reduction Code.

7.38.5 Approvals






7.39 Indexes Path: Setup Financials/Supply Chain > Product Related > Assets > Financials > Indexes

Object Name(s): AM_INDEX_TBL


• Categories

7.39.2 Description

• Indexes are used to revalue assets according to set percentages. When the asset is retired, its gain or loss is calculated using the resulting net book value. These revaluation indexes are usually maintained by regulatory agencies.


• UF does not currently re-index or re-evaluate the cost basis of assets. Therefore, no Indexes need to be defined.


• For each index, enter its Index Name, Description, and an Effective Date.

• Each index consists of several SubIndexes, each of which has a separate index amount. Each Asset Category would usually require its own SubIndex, with amounts that correspond to the inflation percentages for that year.

• It is useful, but not necessary, to define a base year with an Index Amount of 100%.

7.39.5 Approvals






7.40 InterUnit Transfer Definition Path: Setup Financials/Supply Chain > Product Related > Assets > Profiles > InterUnit Transfer Definition

Object Name(s): IU_TRF_DEFN_TBO


• Required: Asset Management Business Units must be defined before they can be referenced for the Transfer From and Transfer To fields.

• Required: Asset Books must be defined before they can be assigned to the AM Business Units.

7.40.2 Description

• InterUnit Transfer Definitions inform the system which books exist for the Transfer From and Transfer To Business Units as well as the type of transactions the InterUnit transfer will be generated for each book.

• An InterUnit Transfer Definition template needs to be defined for each pair of Transfer From / Transfer To Business Units before assets can be transferred.


• InterUnit Transfer Definitions will be defined at this time. All possible combinations of Business Unit InterUnit transfers will be set-up for this implementation. The justification is that assets may flow between the two (2) AM Business Units at UF.



• Specify the Business Unit from and the To Unit between which assets will be transferred.

• Click on the Get ”To” Books hyperlink to retrieve the books used by the Transfer To business unit.

• For each of the To Unit books, choose the corresponding book from the originating Business Unit. Choose the appropriate action (either Add or Transfer) for the book sets. Typically, the Transfer action will be used if corresponding books exist in both Business Units.




• When transferring from a Business Unit with more books than the destination Business Unit, enter the information into the extra To book using Add or Transfer actions.

• The transactions generated to pass book information for InterUnit transfers differ depending on how many To books a From book is passing information to, and whether it is passing the information using a Transfer or Add action.

• Assets that are transferred to new business units using the Add action will have a cost row of zero on the new business unit until Depreciation Calculation SQR (AMDPCALC) is ran. Running this process updates the asset’s cost row with its Net Book Value from the From book.

• When a From book is used only once, an Add action generates a retirement for the From book and an Add to the To book. A Transfer action generates a Transfer Out for the From book and a Transfer In for the To book.

• An asset that is retired will receive an asset Status of Disposed.

• Assets that are transferred between books using the Transfer action will receive Status of Transferred.

• When a From book is used for two or more Transfer actions, only one Transfer Out transaction is generated. Since this takes care of the cost on the From book, no additional Transfer Out transactions will be generated for the affected book.

• When a From book is used for both a Transfer and an Add, a Transfer Out is generated for the Transfer book. Since this takes care of the cost on the From book, the Add does not generate a retirement for the book.

• When a From book is used for two or more Add actions, a Retirement is generated for the first Add book. Since this takes care of the cost on the From book, no further retirements will be generated.

• When transferring assets from a business unit with three books to a business unit with only two books, the cost information on the extra From book is automatically retired. No action (neither Add nor Transfer) need to be entered.

• Assets that are retired receive Status of Disposed.




Field Name Transfer 1 Business Unit* (From)

To Unit* (To BU)

From Book (From BU)

Add / Transf [A | T] (Transfer)

7.40.5 Approvals






7.41 Units of Production Path: Setup Financials/Supply Chain > Product Related > Assets > Depreciation > Units of Production

Object Name(s): UOP_DEFN


• None

7.41.2 Description

• Assets may be depreciated using the Units of Production method, whereby the number of product units that can be produced by each asset determines the depreciation. To utilize a depreciation method, the maximum and periodic number of units that can be produced by an asset need to be defined with this page.


• None of the assets currently owned and tracked by UF will be using this depreciation method. Therefore, the Units of Production page will not be used.


• Provide an unique Units of Production ID and a Description.

• Enter the In Service Date, Max Units, and the Unit of Measure the system should use.

• In the Production Unit section, enter the number of UOP Units produced for each period and the Posting Date of the production.

• Click on the Calculate Total Units button to sum up the total UOP Units.




Field Name Unit 1 SetID* (SHARE)

Units of Production ID* (Not Used)

Description (Not Used)

In Service Date (Not Used)

Max Units* (Not Used)

Unit of Measure (Not Used)

Posting Date* (Not Used)

UOP Units* (Not Used)

7.41.5 Approvals






7.42 Maintenance Contracts Path: Assets > Service Repair > Maintenance Contract Terms

Object Name(s): MAINT_CONTRACT_01 / MAINT_CONTRACT_02


• Required: Vendor ID from PeopleSoft Payables module must contain values for it to be referenced on this page.

7.42.2 Description

• Use the Detail page to add or modify Maintenance Contracts for assets.

• Use the Coverage page to enter the terms and coverage details of the Maintenance Contracts.


• Specialty Underwriter’s Maintenance Contract with UF will be entered after the system enters production. No existing Maintenance contracts are to be converted or entered into the system at this time.



• Select the provider of the contract from the list of Vendor IDs and enter the Contract Number.

• Multiple records can be added for any contract. By creating separate records with different dates in the Effective Date field, a history can be maintained for when the contract was first issued as well as any subsequent renewals.

• To identify the contract currently in use, mark its Status as Active.

• Enter the rest of the contract details.




• In the Coverage field, enter any information about the coverage provided under each maintenance contract, the cost of the coverage, or any other contract-related information.

7.42.5 Approvals






7.43 Transaction Groups Path: Setup Financials/Supply Chain > Product Related > Assets > Transaction Groups

Object Name(s): TRANS_GROUP_PNL


• Transaction Codes

7.43.2 Description

• Transaction Groups are defined to consolidate specific transaction types together for the purpose of allocating depreciation. For example, Depreciation (DPR) and Prior Period Depreciation (PDP) may be treated identically for allocations so they can be combined into one Transaction Group.


• Group Asset Processing is not enabled for any of UF’s AM Business Units. For Go-Live, the only Transaction Groups needed will be DPR to be used for the Allocation process.


• For each Transaction Group, enter a Description and the Transaction Types to be included in this group.

7.43.5 Approvals






7.44 Allocation Basis Definition Path: Setup Financials/Supply Chain > Product Related > Assets > Financials > Allocation Basis Definition

Object Name(s): ALLOC_BASIS_PNL


• Required: At least one Transaction Group must be defined before allocations can be made.

• Units of Measure

7.44.2 Description

• Certain depreciation expenses may need to be allocated to multiple departments or ChartField combinations other than those assigned to an asset’s cost. To do so, the allocation basis which determines how and in what proportion the journal line amounts should be distributed to various targets need to be defined. This is accomplished on this page.


• None of UF’s assets need to have their depreciation expenses allocated to more than a single department. No Allocation Basis Definition needs to be defined.


• For each Allocation Basis ID, enter its Description.

• Select an Effective Date and assign its Status, either Active or Inactive.

• Select a Transaction Group that combines depreciation types for allocating expenses.

• Select one of the following Allocation Types:




Pro rata Distributes the Total Allocation Units as specified in the Allocation Destination grid.

Evenly Distributes the Total Allocation Units equally among the Allocation Destinations.

Copy Enables values to be "overridden" so that ownership can be assigned to one department while expense is charged to another department, for example.

• If Pro rata is selected as the allocation type, enter the Unit of Measure and Total Allocation Units.

Field Name Allocation 1 SetID* (Not Used)

Basis ID* (Not Used)

Description* (Not Used)

Effective Date* (Not Used)

[Active | Inactive] (Not Used)

Transaction Group (Not Used)

Allocation Type [C | E | P] (Not Used)

Unit of Measure (Not Used)

Total Allocation Units (Not Used)

7.44.5 Approvals






7.45 Allocation Basis Definition – Allocations Path: Setup Financials/Supply Chain > Product Related > Assets > Financials > Allocation Basis Definition

Object Name(s): ALLOC_BASIS1_PNL


• Required: At least one Transaction Group must be defined before allocations can be made.

• Categories

• Cost Type

• General Ledger Tables: Operating Units, Departments, Products, and (Alternate) Accounts

• PeopleSoft Projects Module: Project ID

7.45.2 Description

• After the Allocation Basis has been defined, this page is used to specify the Sources and Destinations for the allocation.


• No Allocation Basis Definition will be defined at this time. UF may have a need to have their depreciation expenses allocated to more than a single department in the future. Initially, there will not be any allocations set-up for Go-Live.






• Select the ChartField combinations from which the depreciation or costs are to be distributed: Operating Unit, Department, Product, Project ID, Account, Alternate Account, Category, and/or Cost Type.

• Select the ChartfField combinations to which the depreciation or costs are to be distributed: Operating Unit, Department, Product, Project ID, Account, Alternate Account, Category, and/or Cost Type.

• If a Pro rata allocation is being used, enter the Allocation Units for each destination.

7.45.5 Approvals






7.46 Define Asset Allocations Path: Setup Financials/Supply Chain > Product Related > Assets > Financials > Asset Allocations

Object Name(s): ALLOC_DEFN_PNL


• Required: Business Unit must be defined for each allocation.

• Required: The Asset ID must be exist in order to it to be allocated.

• Required: Allocation Basis ID must be defined to specify how the Asset is to be allocated.

• Categories

• Asset Books

• Cost Type

• General Ledger Tables: Operating Units, Departments, and Products

• PeopleSoft Projects Module: Project ID

7.46.2 Description

• After the Allocation Basis has been defined, this page can be used to associate the assets of specific Business Units to particular Allocation Basis IDs. This will allow for the assets’ depreciation or costs to be allocated according to the definition specified by the Allocation Basis ID.





• No Allocation Basis Definition will be defined at this time. UF may have a need to have their depreciation expenses allocated to more than a single department in the future. Initially, there will not be any allocations set-up for Go-Live.



• For each desired Business Unit, specify an Allocation ID to describe the allocation definition.

• Specify the criteria for the allocation by selecting the associated ChartFields. The Allocation Basis ID will be the default basis for this allocation.

• In addition to defining allocation for the entire Business Unit, specific Asset IDs can be associated with Allocation Basis IDs for more granular control at the bottom of the page.

7.46.5 Approvals



Asset Management Configuration Document Created - 3/6/2003 ...dev · Asset Management Configuration...

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Transcript of Asset Management Configuration Document Created - 3/6/2003 ...dev · Asset Management Configuration...