Sending Information to Asset Management

This chapter provides an overview of the asset-loading process and discusses how to:

• Create asset-applicable vouchers.

• Send voucher information to Asset Management.

Understanding the Asset-Loading Process

This section discusses the following:

• Eligibility criteria for distribution to PeopleSoft Asset Management.

• Interface types.

• Discounts earned or lost.

• Technical details of the Payables to Assets Interface process.

• Return to Vendor transaction processing.

Payables can be integrated with Asset Management and Purchasing. The interface between the applications eliminates the need for dual maintenance of receipts and vouchers and their corresponding asset data, and it provides the following benefits:

• Payables and Purchasing applications send all asset additions, adjustments, and retirements to Asset Management.

• Asset Management receives information from both systems in a consistent manner.

• Purchasing can simultaneously send receipts to Asset Management as either capitalized or noncapitalized assets.

  If noncapitalized assets are created in Purchasing, these assets can be capitalized when the voucher information comes from Payables.

Another advantage of this interface is flexibility. You can:

• Establish the point in the purchase process when you send information to Asset Management.

  You can share data when the merchandise is received, or you can communicate the data at the time of payment.

• Unitize or consolidate assets from subsystems.

  You can unitize one load line into many, or you can consolidate many load lines into one in the Interface Asset Information component in Asset Management.

Payables and Purchasing pass asset acquisition information to Asset Management, including processing changes to assets if receivers or vouchers are modified or if subsequent receivers or vouchers are added for existing assets.

For example, Payables creates new voucher accounting lines when a voucher for an asset is posted or unposted and subsequently distributes the accounting information to Asset Management. Posting the voucher creates voucher accounting lines, and unposting the voucher creates reversal entries. The Payables to Assets Interface Application Engine process (INTFAPAM) distributes the information to Asset Management from Payables through the Load Assets Request page.

New accounting entries are also made during payment posting for discounts that are earned or lost. If the original accounting entries were asset-applicable, then the new entries are distributed to Asset Management as well.

See Also

Integrating Asset Management with Other Products

Eligibility Criteria for Distribution to Asset Management

Vouchers must meet the following conditions before you can send voucher information to Asset Management:

• Vouchers must have at least one asset applicable distribution line to be selected for processing by the Payables to Assets Interface process.

  The asset-applicable voucher distribution lines and any discounts earned or lost for those vouchers are sent to Asset Management.

• If matching is required for a voucher, it must have a match status of Matched or Overridden before it can be selected for processing by the Payables to Assets Interface process.

  The associated receiver (if applicable) must also have fully matched status.

• All vouchers must be posted in Payables before running the Payables to Assets Interface process.

  This is because the information distributed to Asset Management is obtained from the voucher accounting entries.

• Voucher accounting lines are flagged for distribution to Asset Management whenever an asset-applicable voucher is posted and whenever one is reposted after being unposted:

  1. If a voucher has previously been distributed to Asset Management and it is then unposted, the unposting process creates reversal entries for the voucher accounting lines. The voucher accounting lines are sent to Asset Management with the interface type RET (retirement).

  2. If a voucher is posted and subsequently unposted without being distributed to Asset Management, the unposting process still creates reversal entries for the voucher accounting lines. However, no asset is created because the two transactions cancel out each other. The voucher is not distributed to Asset Management until it has been reposted.

• Voucher accounting lines are flagged for distribution to the Asset Management system when discounts are earned or lost, when there are late charges, or when vouchers are closed.

  Warning! If the profile ID, Asset Management business unit, or ChartFields are changed after a voucher has already been distributed to Asset Management, the system does not automatically handle the asset transfer. You must make this change manually in the Asset Management system.

Interface Types

This table describes the interface types for which Payables sends voucher accounting entries to Asset Management:

Discounts Earned or Lost

Payables sends information about discounts earned or lost to Asset Management so that Asset Management can add or subtract the amount from the asset cost. The following examples illustrate this process.

In these scenarios, assume the following facts:

• The voucher gross amount is 2000.00 USD.

• The potential discount (if paid within discount period) is two percent.

• The possible discount earned or lost (or not taken) is 40.00 USD.

You run the Payables to Assets Interface process to send information to Asset Management after voucher posting and again after payment posting. The following information is sent to record INTFC_PRE_AM after each of these posting processes.

Note. These entries are generated during each posting process and do not depend on whether the voucher is paid before or after voucher posting.

Example of Accounting at Net

This example shows accounting at net:

• Discount available at voucher posting.

  DSCNT_AMT holds the discount available at voucher posting:

  INTFC_TYPE	COST	MERCHANDISE_AMT	DSCNT_AMT
  Null - No Entry	1960.00	2000.00	40.00

• Discount taken at payment posting.

  If the voucher is paid within the discount period, or if discount was taken manually, the Payables to Asset Interface process does not process this voucher as the system has already accounted for the discount.

  INTFC_TYPE	COST	MERCHANDISE_AMT	DSCNT_AMT
  Null - No Entry	N/A	N/A	N/A

• Discount lost at payment posting.

  If the voucher is either not paid within the discount period, or if the discount is not taken, the Payables to Assets Interface process sends a cost of 40.00 USD to Asset Management to adjust for the discount lost:

  INTFC_TYPE	COST	MERCHANDISE_AMT	DSCNT_AMT
  ADJ	40.00	2000.00	0.00

Example of Accounting at Gross

This example shows accounting at gross:

• Discount available at voucher posting.

  The DSCNT_AMT is zero:

  INTFC_TYPE	COST	MERCHANDISE_AMT	DSCNT_AMT
  Null - No Entry	2000.00	2000.00	0.00

• Discount taken at payment posting.

  If the voucher is paid within the discount period or manually taken after the discount period, the discount is taken and the Payables to Assets Interface process sends a cost of -40.00 USD to Asset Management to adjust for the discount taken:

  INTFC_TYPE	COST	MERCHANDISE_AMT	DSCNT_AMT
  ADJ	-40.00	2000.00	0.00

• Discount lost at payment posting.

  If the voucher is either not paid within the discount period, or if the discount is not taken, the Payables to Assets Interface process does not need to process the discount for the voucher. There is no entry for record.INTFC_PRE_AM:

  INTFC_TYPE	COST	MERCHANDISE_AMT	DSCNT_AMT
  Null - No Entry	N/A	N/A	N/A

Note. The system does not track rebates lost or taken, and these are not sent to Asset Management.

Technical Details of the Payables to Assets Interface Process

The Payables to Assets Interface process selects all voucher accounting lines with these values:

Note. For vouchers with receiving required, only vouchers with fully matched receivers are sent to Asset Management.

The Payables to Assets Interface process copies the following information from the voucher distribution level in Payables to the preinterface table (INTFC_PRE_AM) in Asset Management:

Note. After the system copies the voucher information to the Pre-interface table, the Payables to Assets Interface process sets the AM_DISTRIB_STATUS field on the voucher accounting line for all the selected vouchers to D (distributed).

Once the voucher has been preloaded into the Pre-interface table using the Payables to Assets Interface process, you can view the information on the Load Preview - Pre-AM - Pre-AM 1 page.

Next, you complete the asset-loading process by running the Payables/Purchasing Interface Application Engine process (AMPS1000), which automatically calls the Transaction Loader Application Engine process (AMIF1000). The Payables/Purchasing Interface process creates interface IDs. The Transaction Loader process uses the interface IDs and creates an acquisition row for each asset. After you run the two processes, you can view the asset cost on the Asset Cost Adjust/Transfer page.

See Also

Integrating Asset Management with Other Products

Adjusting, Transferring, and Evaluating Assets

Defining Cross-Application User Preferences

Creating Vouchers Online

Return to Vendor Transaction Processing

Defined RTV adjustment options determine whether the Payables or Purchasing applications generate asset retirement transactions that are sent to Asset Management for processing (INTFC_PRE_AM). You can specify these adjustment options as defaults at the Payables business unit level (using the Payables Definition - Voucher Build page), which you can override at the Purchasing RTV voucher defaults level (using the RTV Defaults page).

Note. Purchasing’s RTV Reconciliation Application Engine process (PO_RTVRECON) processes RTV information for use in Asset Management only when a Payables adjustment voucher will not be created.

See Also

Setting Voucher Build Options

Setting Up RTV Processing Options

Entering RTV Defaults

Creating Asset-Applicable Vouchers

This section discusses how to:

• Use the Assets tab to create asset-applicable vouchers.

• Copy asset-applicable vouchers from purchase orders and receivers.

Understanding Asset-Applicable Vouchers

You create asset-applicable vouchers on the Invoice Information page. If the voucher is created by copying from a purchase order or receipt, the asset information is also copied. If asset information was not entered on the purchase order or receipt, then it must be entered manually during voucher creation. Regardless of how you create the voucher, you must access the Assets tab to make the voucher asset-applicable.

You can also create asset-applicable vouchers by entering data on the Quick Invoice page.

Note. When a voucher is created by copying from another voucher or template voucher, the asset information is also copied from the source voucher.

Note. The Assets tab is not enabled for journal vouchers. This is because journal vouchers do not retrieve distribution line information for the related voucher (which includes asset information). Without distribution line information, the asset information cannot be included on this page.

See Also

Creating Vouchers Online

Using Quick Invoices

Pages Used to Create Asset-Applicable Vouchers

Using the Assets Tab to Create Asset-Applicable Vouchers

Access the Assets tab on the Distribution Lines grid on the Invoice Information page or the Quick Invoice page. Some of the fields described below are available only on the Invoice Information page.

Note. If you copy the voucher information from the purchase order or receiver, these fields might be populated with information from the purchase order or receiver line.

Copying Asset-Applicable Vouchers from Purchase Orders and Receivers

If the voucher data you send to Asset Management relates to previous assets that are created in Purchasing, the voucher must be matched to the purchase order and receiver. When you create vouchers for asset-related items, copy the voucher information from the receiver. The Payables to Assets Interface process will only send receiver information to Asset Management if the receiver information exists on the voucher.

Note. The Receiver Interface Push Application Engine process (PO_RECVPUSH) must be run to send receiver information related to a purchase order to Asset Management. Both the Receiver Interface Push process and the Payables to Assets Interface process must be run when the voucher is created from a PO.

If asset information has been specified on a purchase order or receiver, you can:

• Copy purchase order and receiver information to the voucher using the worksheet copy option on the Invoice Information page or the Quick Invoice page.

• Copy the entire purchase order or receiver, or use the PO Lookup Criteria page or the Receiver Lookup Criteria page to select specific information to copy onto the voucher.

• Process the data through the Voucher Build Application Engine process (AP_VCHRBLD) and the Matching Application Engine process (AP_MATCH).

The Matching process attempts to find receiver information for a voucher that contains only purchase order information. However, it can only do so if there is a one-to-one relationship between the purchase order and the receiver. Multiple receipts that sum to the voucher total can be associated by the Matching process. Partial receipts must be associated manually. If there are multiple receivers for the purchase order, the Payables to Assets Interface process obtains the receiver information from the PO_LINE_MATCHED table, which is populated by the Matching process.

See Also

Processing Asset Management, Purchasing, and Payables Transactions

Using the Receiver Interface Push Application Engine Process (PO_RECVPUSH)

Sending Voucher Information to Asset Management

This section discusses how to run the Payables to Assets Interface process.

Pages Used to Send Voucher Information to Asset Management

Running the Payables to Assets Interface Process

Access the Load Assets Request page.

See Also

Previewing Data in the Loader Tables