Using Asset Management Reporting Options

This chapter provides an overview of Asset Management reporting options and discusses how to use:

Flexible reporting and formats
Online reports.
Charting for financial data.

Understanding Asset Management Reporting Options

PeopleSoft delivers several kinds of report options within Asset Management. This section discusses:

Reporting and formatting options.
Online reporting via inquiry pages.
Asset management financial chart generation.

Reporting and Formats

Asset Management reports are generated as the result of an asset management process or in response to an ad hoc request for asset information. Processes and reports can be generated as part of scheduled batch activities or as one-time requests, all of which are handled through the Process Scheduler. The type of report that is generated is usually the result of how the data is to be presented or of the kind of processing that is required to produce the desired results.

Asset Management provides reports to aid in tracking and reconciling asset transactions, capital acquisition planning, depreciation, account activity, accounting entries, physical inventory, asset disposal and retirement, and to meet tax reporting requirements. Reports supporting these same asset management activities on the global level as well as statutory requirements are also available for Australia, Canada, France, Germany, Italy, India, and Japan. All of the available reports that are associated with asset management are listed in Appendix: Asset Management Reports in this PeopleBook.

Most of the reports that are used for different functions within Asset Management make use of the same data but report it from a different perspective. For example, depreciation is often reviewed by ChartField activity. It is, however, also useful to review depreciation based on a category or location. To that end, you may use a report template that enables you to define the reporting-by method to be used.

PeopleSoft delivers a report template that can be shared by all users but that can be defined by you to include or exclude information of your choosing. The template controls the report title,Report By field name, sort order, field length to display, field label overrides, amount field length, and sub-totaling. To accommodate the varying needs of many users, the report can be generated using Report By as the key, with a report suffix added to the report ID to indicate what value is used for Report By.

Asset Management also provides the tools to produce reports in user-defined formats. Using report IDs or user IDs as keys to reporting templates, multiple groups or individuals use the same general information provided in a report but receive it in a dynamically defined format addressing the particular needs of the group or individual.

Online Reporting

Asset Management provides online inquiries of the depreciation reporting table (DEPR_RPT), which displays high level summary data for a period with details available via drill down functions that are defined at the business unit/book definition level. When enabled for online reporting, selection criteria includes Business Unit, Book, Fiscal Year, Period, Asset Category, Profile ID and ChartFields. The drill down feature provides the option to view the data presented to the lowest level available.

Asset Management Charts

Asset Management provides the ability to display some financial data in 2-D, or stacked bar charts. This option is available for generating data comparisons (for example, depreciation per operating units or by book). By selecting the values to be compared, a full color coded chart is generated, which provides an at-a-glance depiction of financial data.

Prerequisites

To use Asset Management reporting options, you must have:

Established business units and book definitions.

The online reporting option is established at the business unit/book definition level. You must have enabled this option for each business unit and each book that is associated with that business unit for which you want to view online inquiries with drill down capability.
Established ChartFields.

Report suffix is appended to the run control ID for a report and defaults to a ChartField order. If additional ChartFields are to be defined, the new ChartFields must be included.

Online reporting selects data based on ChartFields:
Defined drill down fields.

Online reporting enables users to view details of costs and depreciation from high level summary views to the lowest reporting level available for reporting periods. Once you have defined the drill down fields, you can view the details in finer granularity.

Using Flexible Reporting and Formats

PeopleSoft enables you to generate reports and print them using your report format templates for the following reports:

Cost Activity (RUN_AMAS2000)
Depreciation Activity (RUN_AMDP2000)
Asset Net Book Value (RUN_AMDP2100)
Asset Reclassifications (RUN_AMAS240)
Asset Transfers (RUN_AMAS2300)
Asset Acquisitions (RUN_AMAS2100)

Pages Used to Run Reports With Format Templates

Page Name	Object Name	Navigation	Usage
Parameters	RUN_*	Asset Management, Financial Reports	Select a report and apply a report format template in the Report Print Options group box or update or add a report format template.
Report Format Template	RPT_FMT_TMPL_SBP	Click the Update/Add Template link in the Report Print Options group box.	Update or add new report format templates.

Running Flexible Reporting and Formats

Select Asset Management, Financial Reports, then select the report to be generated. Select the Run Control ID associated with your report or create a new one.

Access the run control page for the report to be formatted with user-defined parameters and expand the Report Print Options group box.

Note. Not all Asset Management reports are enable with the flexible report format template feature.

Report Print Options

Report By	Select from the valid Report By values by which data is to be reported for this report type. For example, the report may use ChartFields and the information in the report can be presented by any ChartField value. If you select DEPTID, the data is grouped by department ID. If you select ACCOUNT, the same information is retrieved but is grouped by account. The purpose or audience for your report drives your selection.
Template Id	Select the template ID for this report from the saved templates by clicking the drop down arrow. Click theUpdate/Add Template link to go to the Report Format Template page where you can add a new template or update an existing template. The template contains the report format you have defined. For example, perhaps you need a list of departments and expense totals for a period. You can limit your report to include only the relevant fields for your task and save the selected options as a template for future use. Note. To add a new template ID, the Template Id field must be blank before you select the Update/Add Template link.
Title Override	Enter the title for the report. This field enables you to enter a meaningful report title for this run of the report. If you do not enter a title, the system selects a default value from the string table value of the technical value for the report. Instead, it is useful to name your report based on the current reason, date, or requester for the report.
Amount Length	Enter the maximum number of spaces that are required for the Amount fields to display. The default is 23 digits.
Update/Add Template	Click this link to update or add a new report format template.

Report Format Template

Access the Report Format Template page.

Using Online Reporting

To use online reporting in Asset Management, you must first enable the option on the Asset Management Business Unit/Book Definition page. You may optionally use drill down features and link group IDs to user IDs to use with online reporting.

Page Used to Generate Online Reports

Page Name	Object Name	Navigation	Usage
Cost and Depreciation	AM_REPORT1	Asset Management, Financial Reports, Cost and Depreciation Summary	View summarized depreciation activity, cost activity and net book value from reporting tables and drill down to details.

Generating Online Reports

You can define the drill down functions for online inquiries of the depreciation reporting table (DEPR_RPT). The report displays high level summary data for a period with details available for drill down to the lowest available level. The drill down definition is set up at the business unit, book definition level in the Financial Reports component.

Access the Cost and Depreciation page.

Selection Criteria

Business Unit, Book Name,Fiscal Year, and Currency

All of these values are required.

The business unit is based on the user ID options.

The book name is the default book for the business unit, if the business unit is not blank.

The fiscal year uses today's date from the calendar table, if the book name is not blank.

CurrencyThe system uses the business unit, book name base currency for the default currency.

Period

Enter the period when the expected data is of high volume and selection criteria is entered. If you leave the field blank, all periods display after performing your search.

Group Type

This field is used only when the business unit/book name uses group assets. If group assets is not defined at the installation level, Group Type will not display. Select Group Asset, Group Member, or None.

Secondary Selection Criteria

Select any secondary criteria to further narrow the report results. The available options reflect the ChartFields, asset category, asset profile ID, and cost type.

After you have entered the selection criteria and performed the search, the resulting data is summarized by period. You can now drill down on any asset to the lowest level of data that can be viewed. This option is set when you create the group ID definition. Drill down enables bidirectional summary data, so that you can drill down and go back to a previous level of data. The system displays breadcrumbs to manage your drill down layers.

Related amounts are grouped and viewed in separate tabs.

Net Book Value

Net book value includes period depreciation, year-to-date (YTD) depreciation, LTD depreciation, cost, salvage value and net book value.

Special term depreciation

Includes special depreciation, accelerated depreciation, increase depreciation, standard depreciation, and initial depreciation.

Note. When no special term depreciation is tracked, this tab is hidden.
ChartFields

Includes ChartFields that are available for drill down when the All Assets option is selected.
Other Information

Includes profile ID, location, fixed asset account, and accumulated depreciation account when the All Assets option is selected.

Depreciation Activity

Depreciation activity includes accumulated depreciation for additions, transfers, re-categorization, retirements, reinstatements, and prior depreciation.

Note. When the group type Group Member is selected, depreciation activity is hidden.

Cost Activity

Cost activity includes cost addition, adjustment, transfer, re-categorization, retirement, and reinstatement.

Note. When Group Type is Group Asset, Cost Activity is hidden.

Charting Financial Data

When using Asset Management charting features, you select your criteria and view the resulting online chart output.

Page Used to Chart Financial Data

Page Name	Object Name	Navigation	Usage
Selection Criteria	AMCHART1	Asset Management, Financial Reports, Generate AM Charts	Select criteria and create and view online charts of financial data.

Using Asset Management Financial Charts

Access the Selection Criteria page.

The Selection Criteria page defines the parameters for the chart. Values are derived to compare business units, books, ChartFields, and totals for cost, accumulated depreciation, and net book value, and are depicted in the resulting chart.

Compare Data

Compare	Select the values you want to compare in the chart. For example, if business unit is selected, you must select the business units to compare. The chart depicts the comparison between the business unit values that you enter.
Cost,Accumulated Depr, (accumulated depreciation), Net Book Value	Select the summary totals to be compared. For example, to create a what-if scenario of business units for Germany and France operations, select Accumulated Depr to compare that value for each business unit. You must select at least one summary total to compare or any combination of the three. Note. When using reporting functions that report multiple currencies, the comparison is always reported in the frombusiness unit currency.
ChartField Selection Criteria	Further define the chart to display subtotals by ChartField.
From Yearand To Year	Enter the range of fiscal years to include in the chart.
Chart Type	Select the type of chart you want to assemble. The valid choices are 2-D Horizontal Bar or Stacked Bar.

When you have selected all the appropriate criteria, gather the data by clicking the Searchbutton. The data summary totals display, with one row for each fiscal year requested and one column for each field and value selected. Before you can view the chart, you must press the Generate Chart button.

The chart image displays automatically on a second page tab. A legend is included in the chart for each color-coded bar in the chart. A summary of the chart totals displays in the Chart Creation Data group box.

This illustration depicts a summary of the chart totals: