Understanding Physical Inventory (Job Aid) · Understanding Physical Inventory (Job Aid) Step...
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Job Aid Date Created: 1/30/2017 4:36:00 PM Page 1 Understanding Physical Inventory (Job Aid) Step Action 1. This section will describe how to define the inventory occurence. Navigation: Core-CT Financials > Asset Management> Physical Inventory > Define Inventory Occurrence> Transaction Defaults
Transcript of Understanding Physical Inventory (Job Aid) · Understanding Physical Inventory (Job Aid) Step...
Job Aid
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Understanding Physical Inventory (Job Aid)
Step Action
1. This section will describe how to define the inventory occurence.
Navigation: Core-CT Financials > Asset Management> Physical Inventory > Define
Inventory Occurrence> Transaction Defaults
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Step Action
2. Click the Add a New Value tab.
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Step Action
3. The PI ID can NOT contain spaces.
Enter a valid value e.g. "CLASSICTST" in the Physical Inventory ID field.
Step Action
4. Click the Add button.
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Step Action
5. Use the Definition page to specify data for each occurrence of physical inventory.
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Step Action
6. Use the PI Name field to define the physical inventory name.
Enter a valid value e.g. "92 CLASSIC TEST" in the PI Name field.
Step Action
7. Enter a valid value e.g. "OSCM1" in the Business Unit field.
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Step Action
8. Click the Enter Criteria link.
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Step Action
9. Enter a valid value e.g. "OSCM1" in the Business Unit field.
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Step Action
10. Enter a valid value e.g. "AOSC000001" in the Location Code field.
Step Action
11. Enter a valid value e.g. "OSCM1" in the Business Unit field.
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Step Action
12. Enter a valid value e.g. "AOSC000001" in the Location Code field.
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Step Action
13. Use the Vertical Scrollbar to navigate to the bottom of the page.
Click the Vertical Scrollbar.
Step Action
14. Enter a valid value e.g. "OSCM1" in the Business Unit field.
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Step Action
15. Enter a valid value e.g. "AOSC000098" in the Location Code field.
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Step Action
16. Enter a valid value e.g. "OSCM1" in the Business Unit field.
Step Action
17. Enter a valid value e.g. "AOSC000007" in the Location Code field.
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Step Action
18. Click the Transaction Defaults link.
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Step Action
19. Use the Transaction Defaults page to specify the defaults for any transactions that are
generated from the physical inventory.
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Step Action
20. Select the Approve option to have the system automatically approve the transactions that
are generated from the inventory. It is strongly recommended that you pre-approve all
transactions that are generated during the physical inventory process before you load them
into Asset Management.
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Step Action
21. Use the options in the Transactions Enabled group box to select the types of transactions
that you want to generate.
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Step Action
22. Use the Transaction Date field to specify the date when you actually acquired the asset.
Use the Transaction Date field to specify the date when you actually acquired the asset.
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Step Action
23. Use the Accouinting Date field to specify the date when you actually post the inventory
results.
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Step Action
24. Click the Save button.
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Step Action
25. By default, the system populates the Interface ID and Open Transaction ID fields with the
next available values (only after saving).
When you post the generated transactions using the Transaction Loader, (AMIF1000) refer
to the interface ID on this page.
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Step Action
26. This section will describe how to create the extract file.
Navigation: Core-CT Financials > Asset Management > Physical Inventory >
Load/Match/Reconcile PI Info
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Step Action
27. Click the Add a New Value tab.
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Step Action
28. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies
the process you are running. The Run Control ID defines parameters that are used when a
process is run. This ensures that when a process runs in the background, the system does
not prompt you for additional values.
Enter a valid value e.g. "AM.04.02" in the Run Control ID field.
Step Action
29. Click the Add button.
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Step Action
30. This step executes the actual data extract from PeopleSoft Asset Management. When you
extract data, you do not need to enter a file name or file type. The data is saved in a
relational table called PI_EXTRACT.
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Step Action
31. Use the PI ID field to define the physical inventory control ID that you have assigned to
the physical inventory that you want to process. This particular ID was created during the
Define Inventory Occurence process.
Enter a valid value e.g. "CLASSICTST" in the Physical Inventory ID field.
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Step Action
32. Click the Run button.
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Step Action
33. Click the Server Name dropdown.
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Step Action
34. Click the PSUNX dropdown option.
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Step Action
35. Click the OK button.
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Step Action
36. The Load/Match/Reconcile PI Info page redisplays.
Note the Process Instance number. This number identifies the process run when checking
the status on the Process Monitor page.
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Step Action
37. Click the Process Monitor link.
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Step Action
38. Click the Refresh button until the Run Status displays as Posted with a Distibution
Status of Success.
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Step Action
39. Click the Go back to Physical Inventory link.
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Step Action
40. The last PI Step executed has now been set to 1. There are five transactional steps for
processing the inventory on this page. In addition there is a sixth step that is completed for
final posting. The Last PI Step Executed will always display what step you are on.
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Step Action
41. Next run the second step to Generate the Extract File.
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Step Action
42. Click the Run button.
Step Action
43. Click the Server Name dropdown.
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Step Action
44. Click the PSNT dropdown option.
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Step Action
45. Click the OK button.
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Step Action
46. Click the Process Monitor link.
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Step Action
47. Click the Refresh button until the Run Status displays as Posted with a Distibution
Status of Success.
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Step Action
48. Click the Go back to Physical Inventory link.
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Step Action
49. The extract file has now been successfully created. Notice that the PI Step has now been
incremented to 2.
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Step Action
50. The Extract file has to be viewed and saved.
Click the View/Download link.
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Step Action
51. Click the Right Hand Tab to display the Save menu.
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Step Action
52. Save the file to your PC or network, giving it a meaningful name.
Click the Save as menu.
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Step Action
53. Enter the desired File name information into the field.
Enter a valid value e.g. "OSC CORE EXTRACT" in the field.
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Step Action
54. Click the Save button.
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Step Action
55.
You have successfully created the Extract file.
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Step Action
56. This section will describe how to load the scan file.
Navigation: Core-CT Financials > Asset Management > Physical Inventory >
Load/Match/Reconcile PI Info
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Step Action
57. Enter a valid value e.g. "AM.04.02" in the Run Control ID field.
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Step Action
58. Click the Search button.
Step Action
59. After completing the physical inventory with the scanning system, download the scanner
data into a workstation or network server so that it can be converted back into PeopleSoft
Asset Management
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Step Action
60. Click the Add Attachment button.
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Step Action
61. Click the Browse... button.
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Step Action
62. Click the OSC CORE EXTRACT list item.
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Step Action
63. Click the Open button.
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Step Action
64. Click the Upload button.
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Step Action
65. Click the Run button.
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Step Action
66. Click the OK button.
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Step Action
67. Click the Process Monitor link.
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Step Action
68. Click the Refresh button until the Run Status displays as Posted with a Distibution
Status of Success.
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Step Action
69. Click the Go back to Physical Inventory link.
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Step Action
70. The scan file has now been successfully loaded Notice that the PI Step has now been
incremented to 3.
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Step Action
71. This section describes how to verify the scanned data.
Navigation: Core-CT Financials > Asset Management > Physical Inventory > Verify
Scanned Data
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Step Action
72. Enter a valid value e.g. "CLASSICTST" in the Physical Inventory ID field.
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Step Action
73. Click the Search button.
Step Action
74. Click the 0267 link.
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Step Action
75. Use the Verify Scanned Data page to review the scanned data.
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Step Action
76. To view additional scanned assets:
Click the Next in List button.
Step Action
77. This section describes how to view the inventory can data report.
Navigation: Core-CT Financials > Asset Management > Physical inventory > Run
Physical Inventory Reports
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Step Action
78. Enter a valid value e.g. "AM.04.02" in the Run Control ID field.
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Step Action
79. Click the Search button.
Step Action
80. Click the Run button.
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Step Action
81. Click the Server Name dropdown.
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Step Action
82. Click the PSNT dropdown option.
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Step Action
83. Select the PI Scan Data checkbox.
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Step Action
84. Select the PI Results -- Unders box.
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Step Action
85. Select the PI Results -- Overs box.
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Step Action
86. Click the OK button.
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Step Action
87. Click the Process Monitor link.
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Step Action
88. Click the Refresh button until the Run Status displays as Posted with a Distibution
Status of Success.
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Step Action
89. Click the Details link.
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Step Action
90. Click the View Log/Trace link.
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Step Action
91. Click the AMPI2100_8506.PDF link.
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Step Action
92. This section describes how to view scans with duplicate tags.
Navigation: Core-CT Financials > Asset Management > Physical Inventory > View
Duplicate Tags
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Step Action
93. Enter a valid value e.g. "CLASSICTST" in the Physical Inventory ID field.
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Step Action
94. Click the Search button.
Step Action
95. No duplicate tag entries are returned.
It is very common for an asset to be scanned multiple times during physical inventory, thus
creating more than one entry with the same tag or serial number. In order for PeopleSoft
Asset Management to perform inventory reconciliation, each tag or serial number must be
unique. Therefore, it is extremely important that you identify and resolve any duplicate
entries. If any duplicate entries exist when results are generated, these entries are marked
as errors and are not processed any further.
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Step Action
96. This section describes how to view scans with duplicate serial IDs.
Navigation: Core-CT Financials > Asset Management > Physical Inventory > View
Duplicate Serial ID
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Step Action
97. Enter a valid value e.g. "CLASSICTST" in the Physical Inventory ID field.
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Step Action
98. Click the Search button.
Step Action
99. No duplicate serial IDs are returned.
The Duplicate Serial Number page is similar to the Duplicate Tags page except that you
are reviewing created records that have a duplicate Serial ID number. Identification of
duplicate serial IDs within the same physical inventory ID.
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Step Action
100. This section describes how to generate the matching results.
Navigation: Core-CT Financials > Asset Management > Physical Inventory >
Load/Match/Reconcile PI Info
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Step Action
101. Enter a valid value e.g. "AM.04.02" in the Run Control ID field.
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Step Action
102. Click the Search button.
Step Action
103. Click the Run button.
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Step Action
104. Click the Server Name dropdown.
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Step Action
105. Click the PSUNX dropdown option.
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Step Action
106. Click the OK button.
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Step Action
107. Click the Process Monitor link.
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Step Action
108. Click the Refresh button until the Run Status displays as Posted with a Distibution
Status of Success.
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Step Action
109. Click the Go back to Physical Inventory link.
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Step Action
110. The PI results have now been successfully generated Notice that the PI Step has now been
incremented to 4.
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Step Action
111. This section describes how to review the matching results.
Navigation: Core-CT Financials > Asset Management > Physical Inventory > Review
Matching Results
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Step Action
112. Enter a valid value e.g. "CLASSICTST" in the Physical Inventory ID field.
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Step Action
113. Click the Search button.
Step Action
114. Use the vertical scrollbar to display the bottom of the page.
Click the Vertical Scrollbar.
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Step Action
115. Click the CLASSICTST link.
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Step Action
116. Use the Previous in List and Next in List buttons to view additional Matching Results.
Click the Next in List button.
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Step Action
117. This section describes how to view the inventory results reports.
Navigation: Core-CT Financials > Asset Management > Physical Inventory > Run
Physical Inventory Reports
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Step Action
118. Enter a valid value e.g. "AM.04.02" in the begins with field.
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Step Action
119. Click the Search button.
Step Action
120. Click the Run button.
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Step Action
121. Select the PI Results -- Inventoried checkbox.
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Step Action
122. Select the PI Results -- Overs checkbox.
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Step Action
123. Select the PI Results -- Unders checkbox.
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Step Action
124. Click the OK button.
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Step Action
125. Click the Process Monitor link.
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Step Action
126. Click the Refresh button until the Run Status displays as Posted with a Distibution
Status of Success.
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Step Action
127. To view the inventoried report:
Click the Details link.
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Step Action
128. Click the View Log/Trace link.
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Step Action
129. Click the AMPl221_4636.PDF link.
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Step Action
130. Repeat the steps Details > View Logs/Trace > .PDF to view the remaining inventoried
reports for the last two proceses.
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Step Action
131. This section describes how to Generate Transactions.
Navigation: Core-CT Financials > Asset Management > Physical Inventory >
Load/Match/Reconcile PI Info
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Step Action
132. Enter a valid value e.g. "AM.04.02" in the Run Control ID field.
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Step Action
133. Click the Search button.
Step Action
134. Click the Run button.
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Step Action
135. Click the OK button.
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Step Action
136. Click the Process Monitor link.
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Step Action
137. Click the Refresh button until the Run Status displays as Posted with a Distibution
Status of Success.
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Step Action
138. Click the Go back to Physical Inventory link.
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Step Action
139. The transactions have now been successfully generated Notice that the PI Step has now
been incremented to 5.
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Step Action
140. This section describes how to Load Transactions.
Navigation: Core-CT Financials > Asset Management > Send/Receive Information >
Load Transactions > Load Transactions into AM
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Step Action
141. Enter a valid value e.g. "AM.04.02" in the begins with field.
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Step Action
142. Click the Search button.
Step Action
143. Click the System Source list.
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Step Action
144. Click the AM Batch list item.
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Step Action
145. Click the Load Type list.
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Step Action
146. Click the Inventory History Insert list item.
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Step Action
147. Click the Physical Records option.
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Step Action
148. Click the Search button.
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Step Action
149. Copy the Interface ID.
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Step Action
150. Paste the Interface ID from the Interface Information section into the Interface ID and
To Interface ID in the Run Control Parameters section.
Step Action
151. Click the Run button.
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Step Action
152. Click the OK button.
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Step Action
153. Click the Process Monitor link.
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Step Action
154. Click the Refresh button until the Run Status displays as Success with a Distribution
Status of Posted.
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Step Action
155.
End of Procedure.
