Invoicing with other Procurement applications

Attaching an asset template to a Procurement Record

Use this procedure to attach an asset template to a procurement record.

When the record becomes a released invoice, the Asset Management application has all the information it needs to create an asset.

1. Access any of these forms at the appropriate step in the process and select an asset template.
   Note: All these forms let you select an asset template or an asset number. You can specify one or the other — not both. To interface records to Asset Management, you must select an asset template and leave the asset number field blank. The Asset Management application assigns asset numbers automatically when assets are created from the interfaced records.

   Task	To select the asset template:
   Specifying a requisition	Access Requisitions (RQ10.1) Select the Lines tab. On the Line Detail tab, select an asset template.
   Specifying a purchase order	You can associate an asset template on five purchase order entry forms: On Line Defaults (PO20.4), you can select an asset template that will default to all the item lines. To access PO20.4, access Purchase Order Entry (PO20.1), and click the Default button. On Purchase Order Entry (PO20.1), you can select an asset template for each purchase order line that you define. To access the asset template field, select the Activity, Asset tab. Note: The asset template you select here overrides the default asset template you selected on PO20.4.
   Specifying a purchase order (cont.)	On Account Distribution (PO21.3), you can select an asset template for each distribution you define for the purchase order line. To access PO21.3: Access Purchase Order Entry (PO20.1) Define a purchase order line for a depreciable asset. The Mult button appears on both the Detail tab and the Activity, Asset tab. Click the Mult button. On Miscellaneous Add-On Costs (PO21.4), you can select an asset template for a purchase order add-on cost. To access PO21.4, access Purchase Order Entry (PO20.1), click the Header button, then click the Miscellaneous Add-On Cost button. On Item Add-On Cost (PO21.5), you can select an asset template for a purchase order line item add-on cost. To access PO21.5, access Purchase Order Entry (PO20.1), click the More button for the line you want to add an add-on cost to, then click the Item Add-On Cost button.
   Specifying a GL distribution	On GL Distribution (MA 43.9), you can select an asset template for each of the distribution lines you create for an invoice line number. To access MA43.9, access Invoice Line Detail (MA43.1), and click the Dist button for the invoice line for which you want to define GL distributions.

Adding default asset information to a purchase order line

When you associate a purchase order line with an asset template on the Activity, Asset tab of Purchase Order Entry (PO20.1), you have the option to provide asset defaults which override and supplement the information provided by the asset template.

If detail asset lines are created later in the process, the default values are assigned to each line, with the possibility of overriding them.

1. Access Purchase Order Entry (PO20.1).

2. Define a purchase order line with an asset template selected in the Asset Template field.

   The Asset Defaults button appears next to the Asset Template field.

3. Click the Asset Defaults button to access PO Line Asset Defaults (AM17.1).

4. On PO Line Asset Defaults (AM17.1), define the asset line default values.

   None of the fields on these forms are required. Values you select are interfaced to Asset Management along with the invoiced purchase order line, unless they are overridden later in the process.

   Specify this information:

   Asset tab:

   Asset Description

   You can specify an asset description.

   This is an optional field at this point, but a description will need to be added for an asset to be created in Asset Management

   Tag

   You can specify a tag that will help you locate the asset after it is created.

   Asset Management assigns numbers to assets automatically and some users find it useful to have a meaningful name attached to the asset.

   Asset Group

   You can specify or select an asset group. An asset group is a label used to group an asset with other assets that have the same label for processing or reporting purposes.

   If the asset group that you specify in does not already exist, it is created automatically

   Accounting Unit Group

   If you select an accounting unit group in this field, it will override the accounting unit group associated with the template.

   Depr Expense Activity

   You can select an activity and account category to associate with the depreciation expense for the prospective asset.

   If you select values in these fields, they will override the depreciation expense activity and account category values associated with the asset template (if present).

   Combine

   To combine this purchase order line with other interfaced purchase order lines to be treated as a single asset, specify a one-word combine label on each of the lines you want to be combined. Ensure the label is identical for all the lines you want combined.

   Combining multiple interface records

   Hold

   Select Yes in this field to hold the creation of an asset until all the components of the asset have been invoiced. The default is No.

   The asset line is interfaced when the invoice line is released. Asset Management will not be able to create an asset from this distribution until the Hold value is changed to No.

   Item tab:

   Item Number

   You can specify an asset item number for this purchase order line.

   Item Description

   You can specify an asset item description for this item

   Model Number

   If the model number of the purchased item is available at this point, you can specify it in this field.

   Purchase Date

   You can specify a purchase order date in the format MMDDYYYY.

   In-Service Date

   You can specify the item's in-service date, which is the date on which depreciation will start, in the format MMDDYYYY. This date can be different from the purchase date.

   Location tab:

   Location

   You can select an asset location.

   Location

   Division

   You can select an asset division.

   Division

   Location Detail

   You can select the item location detail.

   The location detail is usually used for physical inventory, in conjunction with bar coding. You must select a location before you can select a location detail.

Adding detail asset information to a procurement record

If a purchase order line has a quantity higher than one, you can split the line into its component items and define asset information for each component.

Use PO Line Asset Detail (AM19.1) to split a purchase line order into detail records and define or update asset information for each detail line while a purchase order is being processed.

If you do not use this capability, you can still define asset detail in the Asset Management application after you have interfaced and generated the assets. If you use this feature, you must mark the status of each detail line appropriately as it progresses through the purchase order and invoicing process.

You can access PO Line Asset Detail (AM19.1) only if all the records on the purchase order line have been associated with an asset template.

1. Access PO Line Asset Detail (AM19.1).

   You can access this form directly or at one of these stages:

   Stage	To access PO Line Asset Detail (AM19.1)
   After defining a receiver	Note: For more information on receiving a purchased item, see the Purchase Order User Guide. Access PO Receiving (PO30.1). Add a receiver document for the appropriate purchase order line. On the Details tab for the PO line you want to receive click the Asset Detail button.
   After defining a return	Note: For more information on returning a purchased item, see the Purchase Order User Guide. Access Vendor Return (PO31.1). Add a return document for the appropriate purchase order line. On the Line tab for the PO line you want to return, select the Accounts tab and click the Asset Detail button.
   After defining an adjustment	Note: For more information on adjusting a received item, see the Purchase Order User Guide. Access Receiving Adjustment (PO33.1). Add an adjustment for the appropriate receiver. On the Detail tab for the adjustment line you want to adjust, click the Asset Detail button.
   After defining an inspection document	Note: For more information on inspecting a received purchase order, see the Purchase Order User Guide. Access Inspection Accept or Reject (PO34.1). Add an inspection document for the appropriate receiver line. On the Detail tab for the line you want to adjust, click the Asset Detail button.
   After invoicing a PO line detail	Note: For more information on invoicing PO line details, see the Invoice Matching User Guide. Access Invoice Line Detail - Purchase Order (MA43.1). Create an unmatched invoice for the purchase order and inquire on the invoice detail lines. Click the AM button for the line for which you want to create asset detail.
   When adjusting invoice distributions in Accounts Payable	Note: For more information on adjusting invoice distributions, see the Accounts Payable User Guide. Access Distribution Adjustments (AP30.2) and display an invoice distribution. On the distribution line for which you want to define asset detail, click the AM button. PO Line Asset Details (AM19.1) displays only if the invoice is associated with a PO number the PO line is associated with an asset template. If the invoice is an expense invoice, you are transferred to Asset Management (AP22.2) instead.

2. If the asset detail record does not exist yet:

   1. Use the Inquire action to display PO Line Asset Detail Creation (AM19.2).

      The system displays the number of asset detail records to be created. The number of records to be created are the greater of:

      The PO line quantity

      or

      the quantity received, adjusted, or invoiced (depending at what stage you create the asset detail).

      For example, if your purchase order line has a quantity of 3, but the receiver for that line (PO30.1) has a quantity of 5, five detail lines are created.

   2. Click OK to create the records.

      If asset defaults were specified onPurchase Order Entry (PO20.1) , the detail tabs for each line are populated with the default information. You can override that information. You can also specify asset default information at this point by clicking the Asset Defaults button. An asterisk denotes that asset defaults already exist.

3. If you have a large quantity of detail lines, you can reduce the number of displayed lines by clicking the Filter button to access Asset Book Filter (AM19.4).

   Only the asset lines meeting the criteria you select on Asset Book Filter (AM19.4) are displayed.

   To enable the filter, you must select Y in the Enable Filter field.

4. Update the asset detail information as needed.

   Specify this information:

   FC

   Use this field to add or change asset detail data and update the asset detail line status.

   If you create an asset detail field from a Purchase Order document (receiver, return, and so on), you must manually update the status of the detail lines to match the status and total quantities of the detail items on the corresponding Purchase Order document.

   Note: You may have more detail lines than you mark up.

   You must first mark up as many detail lines as have been received as Received. Then, as the purchase order moves through the process, you must mark up the appropriate number of detail lines as returned, rejected, canceled, invoiced and so on.

   Details on valid status values are found elsewhere in this user guide.

   You are not required to create an asset detail. If you do, you will not be able to release a receiver, a return, an inspection, or an adjustment unless the marked up asset detail lines match the totals and statuses of the corresponding document.

   For example if you ordered 4 items received 6, and returned 2, if you create an asset detail for the return page, you must first mark 6 detail lines as received, then two of those lines as Returned before you can release the return.

   Details on valid status values are found elsewhere in this user guide.

   Bar Code

   If your organization uses bar-coding, you can specify a bar code number for the asset item.

   Note: The bar code must be unique within the Asset Management application.

   Serial Number

   You can specify the item's serial number.

   Asset tab:

   Distribution Company

   You can select a distribution company for the asset line that is different from the Purchase Order company.

   Asset Template

   If you select an asset template, it will override the asset template selected on the Purchase Order for this line only.

   Asset Description

   You can specify an asset description.

   This is an optional field at this point, but a description will need to be added for an asset to be created in Asset Management

   Hold

   Select Yes in this field to hold the creation of an asset until all the components of the asset have been invoiced. The default is No.

   The asset line is interfaced when the invoice line is released. Asset Management will not be able to create an asset from this distribution until the Hold value is changed to No.

   Tag

   You can specify a tag that will help you locate the asset after it is created.

   Asset Management assigns numbers to assets automatically and some users find it useful to have a meaningful name attached to the asset.

   Combine

   To combine this purchase order line with other interfaced purchase order lines to be treated as a single asset, specify a one-word combine label on each of the lines you want to be combined. Ensure the label is identical for all the lines you want combined.

   Combining multiple interface records

   Accounting Unit Group

   If you select an accounting unit group in this field, it will override the accounting unit group associated with the template or asset default.

   Asset Group

   You can specify or select an asset group. An asset group is a label used to group an asset with other assets that have the same label for processing or reporting purposes.

   If the asset group that you specify does not already exist, it is created automatically

   Depr Expense Activity

   You can select an activity and account category to associate with the depreciation expense for the prospective asset.

   If you select values in these fields, they will override any depreciation expense activity and account category values defaulted from the asset template or asset defaults.

   Item tab:

   Item

   You can specify an asset item number and description for this line.

   Model Number

   If the model number of the purchased item is available at this point, you can specify it in this field.

   Purchase Date

   You can specify a purchase order date in the format MMDDYYYY.

   In-Service Date

   You can specify the item's in-service date, which is the date on which depreciation will start, in the format MMDDYYYY. This date can be different from the purchase date.

   Invoice

   When an invoice is created for this item, you can specify the invoice number in this field.

   Location tab:

   Location

   You can select an asset location.

   Location

   Division

   You can select an asset division.

   Division

   Location Detail

   You can select the item location detail.

   The location detail is usually used for physical inventory, in conjunction with bar coding. You must select a location before you can select a location detail

5. To view a summary of the total quantities selected (received, rejected, returned, invoiced, assets created, and cancelled), click the Totals button.

6. Return to the Purchase Order or Invoice Matching form from which you updated AM19.1, and release the receiver, adjustment, return, inspection, or invoice match.

Asset detail status values

Because you are not required to create an asset detail record, you can delete the asset detail at any time by choosing the Delete special action. You might want to do this if you have trouble releasing the appropriate PO document. You can always re-create the asset detail from scratch.

You can select these statuses. The application will only let you select statuses that are valid for the current status of the received items.

• Select the Change status only to modify data without changing the status of the line.

• Select Delete to delete a detail line. This function is used only to delete lines when too many asset details were created and the quantity is later adjusted down.

• Select Receive to mark a detail line as Received. You must mark a detail line as Received before you can change its status to any other. If you adjust a received quantity up, you must mark a corresponding number of additional detail lines as Received. If you adjust the received quantity down, you must delete the extraneous received asset detail lines.

• Select Reject to mark a detail line as Rejected. The number of lines you mark as Rejected must match the number of rejected items on the inspection document.

• Select Return to mark a detail line as Returned. The number of lines you mark as Returned must match the quantity returned on the return document.

• Select Cancel to mark a detail line as Canceled. The number of lines you mark as Canceled must match the PO Cancel quantity.

  Note:  The Receive, Return, Adjust, and Reject functions will concurrently change the status of the line and save any changes to the data.
  Note: The number of Invoiced asset detail lines does not have to match the number of invoiced items on the invoice line.

• Select Invoice and specify the invoice number on the Item tab to mark a detail line as Invoiced.

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