Asset Management Integration Training

State of Indiana

Instructor: Lynne Lewis

Expectations

• Using the system:– Primary focus will be on the ENCOMPASS system

and changes to Assets– Training database used for demos / exercises

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Training Materials• Presentation• Exercises• Participant Data sheet• Training Manual

• Materials available on ENCOMPASS website:– ENCOMPASS Documents > Training > Asset

Management Class

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Ground Rules for Training

• Please be on time• Put cell phones on vibrate• Forget about the “office”• Stay focused on “Learning the System”

– No reading of emails• Ask questions• Limit sidebar conversations

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Integration Points• eProcurement (Requisitions / Purchase Orders)

− Sends key information: Category Code, Profile ID• PO Receipts

− Sends non-financial information: Tag Number, Location, Custodian, Serial Number, Manufacturer ID, Model Number

• Accounts Payable− Sends financial information: Acquisition Date, Cost, Chartfield

Values• Projects

− Sends Asset Transactions for Capital Projects• General Ledger

− Receives input from AM to create Journal Entries for: Additions, Adjustments, Retirements, Depreciation

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Chapter 2Integrating with PeopleSoft Procurement

Asset Details• Asset Information Tab can be found on:

– Requisition, Purchasing, Receiving and Accounts Payable pages

• Asset Information Tab contains:– Business Unit, Asset ID and Profile ID

• PO Receipt pages contains:– Tag Number, Location and Custodian

Note – Asset Information will default in from the interfacing modules. However, interfaced data can be overwritten.

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Appendix

• Asset manual contains an appendix detailing where Asset Information is located for:– Requisition– Purchase Order– Receipt– Voucher

• Asset manual is located on the ENCOMPASS Website, along with the other training materials:– https://myshare.in.gov/sba/encompass/default.aspx– AP Training documents: ENCOMPASS > ENCOMPASS

Documents > Training > Asset Management Class > AM Course Manuals

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Interfaces• Asset Status created by the Interface:

– PO Receipt adds the Asset Status of “Received (Not in Service)”

– AP Voucher automatically capitalizes the asset for the voucher amount and changes the Asset Status to “In Service”

• Interfaces process– AM Entry Users process the interfaces manually

• Four steps to interface Receipts/Vouchers into Asset Management:– Pre-Interface tables, Interface Loader, Consolidate /

Unitize, and Transaction Loader

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Integration Process Flow

InterfaceLoaderProcess

AMPS1000

TransLoaderProcess

AMIF1000

Consol.Unitize

PhysicalInterface

Table

FinancialInterface

Table

AssetTable

BookTable

CostTable

Step 2 Step 4Step 3

Review

Process INTFAPAM

ProcessRECVPUSH

Voucher

Receipt

Review Pre-

InterfaceTable

Pre-Interface

Table

Step 1

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Integration

• Four integration steps involved:– Step 1 involves pushing the Receipt or Voucher

information from Procurement into AM. It will process automatically.

– Step 2 is the Interface Loader. It pulls information from the Pre-Interface table and populates the Physical and Financial tables. It will process automatically.

– Step 3 is Consolidation/Unitization. This is manually controlled and must be processed prior to Step 4.

– Step 4 is the Transaction Loader. It creates the asset. This is a manually controlled process.

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Receiver Voucher Push

• Step 1 in the Integration Process is to process the RECVPUSH program. This will move the physical information of the Asset from the Receipt to the Pre-Interface table.

• This process will run automatically. However, a user can manually execute the process at any time.

• This can be confirmed by previewing the AP/PO Information.

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Interface Loader• Step 2 in the Integration Process is to process the

Interface Loader program, AMPS1000. This will move data from the Pre-Interface table to the Physical and Financial Interface tables. This step is the same whether Procurement or Accounts Payable information is being moved. The only difference is the information entered on the run control and whether you get Physical only or Physical and Financial Information.

• This process will run automatically. However, a user can manually execute the process at any time.

• This can be confirmed by reviewing the Pre-Interface and the physical and/or financial information.

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Consolidate / Unitize

Step 3:• Consolidation is used to combine several

components into a single asset. • Unitization is used to convert asset lines from

PO Receipts or Vouchers with multiple asset quantities into separate assets having a quantity of one.

• Consolidation / Unitization must be completed prior to processing the Transaction Loader.

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Transaction Loader• Step 4 in the Integration Process is to process the

Transaction Loader program, AMIF1000. This will move the physical and/or Financial information from the Physical and/or Financial Interface table into the Asset Management Master tables. This process will need to be run manually and all items on the Interface tables will need to be loaded into AM before the AM accounting period is closed each month.

• Once the process has completed successfully, the asset will now exist in Asset Management with a Status of “Received (Not in Service)” if the load was for the Receiver and “In Service” if the load was for the voucher.

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Demo and Exercises

• Are there any questions?

• Demonstration Receiver/Voucher Push, Interface Loader and Transaction Loader

• Exercises– Exercise Interface Loader– Exercise Transaction Loader

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Support

• Support– “Report an Issue” link on the Sign In page – “Report an Issue” link under the ENCOMPASS menu – Call 317-234-HELP to create a helpdesk ticket

• Encompass Website– https://myshare.in.gov/sba/encompass/default.aspx– AP Training documents: ENCOMPASS > ENCOMPASS

Documents > Training > Asset Management Class

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Evaluations

• Course evaluation– Please be honest– Provide suggestions for improvements – Evaluations are used to adjust the class

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