Oracle Assets Release 12 Mass Additions - Chi-Star Tech

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Oracle Assets Release 12Mass Additions

Presented by

Instructor: Brian Bouchard

Date Recorded: June, 2009

Copyright © 2009 Chi-Star Technology SM

Oracle AssetsCopyright © 2009 Chi-Star Technology SM 2 CST Education Network

Table of Contents

Table of Contents ............................................................................................................................... 2INTRODUCTION.................................................................................................................................3

Objectives ........................................................................................................................................... 4New Functionality ..............................................................................................................................4Fixed Assets Application Overview ...................................................................................................9

MASS ADDITIONS ........................................................................................................................... 12

Mass Additions Overview ................................................................................................................13Create Mass Additions .....................................................................................................................14

R12 Enhancements That Impacts Mass Additions ................................................................................................................. 15

Prepare Mass Additions................................................................................................................... 17Create Single Asset from a Single Invoice Line .....................................................................................................................18Create Single Asset from Multiple Invoice Lines – Merge....................................................................................................18Create Multiple Assets from a Single Invoice Line – Split....................................................................................................19Create Multiple Assets from a Multiple Invoice Lines – Merge Then Split......................................................................... 20Add an Invoice Line to an Existing Depreciating Asset – Add to Asset...............................................................................21Unmerge Invoice Lines.............................................................................................................................................................22Unsplit Invoice Line .................................................................................................................................................................23Remove an Invoice Line added to an Existing Depreciating Asset.......................................................................................24

Post Mass Additions......................................................................................................................... 25Delete Mass Additions...................................................................................................................... 26Mass Additions Reports................................................................................................................... 27

MASS ADDITIONS LABS ................................................................................................................ 28Exercise 16.0 Entering Invoices ....................................................................................................... 29Exercise 16.1 Entering Invoices....................................................................................................... 32Exercise 17.0 Mass Additions .......................................................................................................... 34Exercise 17.1 Mass Additions .......................................................................................................... 38

MASS ADDITIONS ASSESSMENT ................................................................................................. 42MASS ADDITIONS ASSESSMENT KEY ........................................................................................ 47


Introduction


ObjectivesAt the end of this course, you should be able to demonstrate knowledge of:

o Mass Additions

o Create Mass Additions

o Prepare Mass Additions

Add an Asset

Merge Invoice Lines

Split Invoice Line

Merge then Split Invoice Lines

Add to Asset

Unmerge Invoice Lines

Unsplit Invoice Lines

Remove Invoice Line from an asset

o Post Mass Additions

o Delete Mass Additions

New FunctionalityRelease 10.6.0.8 Smart Client:

o View Source Lines – View source line information in the View Source Line window bychoosing the Source Lines button from the View Assets inquiry window.

Release 10.6.0.11 Smart Client:

o Attachments – Attach text, images, or OLE objects such as spreadsheets and word-processingdocuments, to Oracle Assets data.


o View Assignments – View assignment information in the View Assignments window bychoosing the Assignments button from the View Assets inquiry window.


o Unplanned Depreciation – Use this feature to adjust the net book value and accumulateddepreciation amounts of an asset without affecting the cost of an asset.



o Asset Salvage Value as a Percentage of Cost – Default the salvage value of assets as apercentage of cost, according to percentages defined for each category and book.

o Depreciate Assets Beyond the Useful Life – Depreciated an asset in the years following itsuseful life if the asset uses a straight-line or flat rate depreciation method.

o Integration with Oracle projects – Create capitalized assets from capital asset lines in OracleProjects. When Interface Assets process is ran, Oracle Projects sends valid asset lines to aninterface table in Oracle Assets. Review these mass addition lines in Oracle Assets anddetermine whether to create assets from any of the mass additions. View project informationassociated with a mass addition by choosing the Project Details button from the Mass Additionswindow.

o Mass Retirements – Retire a group of assets at one time. Oracle Assets will allow an undoretirement or reinstatement of a group of assets.

o Lease Analysis – Define and analyze leases in Oracle Assets using the Lease Details and LeasePayments forms.

o Lease Details form – Define a lease and test to determine whether to capitalize ordepreciate assets assigned.

o Lease Payment form – Define a payment schedule for a lease, and calculate the presentvalue of the lease payments (manually maintained).

o Distribution Sets – Automatically assign distributions to a new asset or mass addition quicklyand accurately by using a predefined distribution set.

o Mass Additions –o Two methods to enter distributions enter distributions at the header of the form (one

distribution for the line) or enter multiple distribution lines through the Assignmentbutton on the form.

o Assign multiple distributions, or change existing distributions before posting the massaddition lines.

o Oracle Assets allows to combine features during the prepare mass additions process,Merging invoice lines and then splitting them to create multiple assets.

Release 11 NCA:

o Physical Inventory – Enter physical inventory information, such as data from a bar code readerinto Assets through an open interface. Run comparison reports and reconcile discrepancies.Transfer asset that are recorded at the wrong distribution, retire assets that could not be found,and reinstate asset that were retired incorrectly.

o What-if Depreciation Analysis – Perform analysis to optimize the management of depreciationstrategies for your assets. Simulate multiple depreciation scenarios using different combinationsof depreciation methods, asset lives, and prorate conventions. Analyze the financial impact ofexpensing versus amortizing depreciation adjustments.

o Report eXchange (RX) – Use this feature to download standard reports into a desktopspreadsheet application. Prior to downloading the report, specify and sort the columns to appearin the report. Select the format of the report: ASCII Text, Excel, HTML, or Tab Delimited.

o Application Desktop Integrator (ADI) – Provides an easy upload interface facilitating the flowof data from the desktop to the Oracle Asset system. ADI supports the uploading of MicrosoftExcel files into the interface. Includes a Mass Additions, Physical Inventory, and capital BudgetWizards.

o Mass Additions Upload – Load asset data into the FA_MASS_ADDITIONS interfacetable.


o Physical Inventory Upload – Load raw physical inventory data into theFA_INV_INTERFACE table.

o Capital Budget Upload – Load capital spending information into theFA_BUDGET_INTERFACE table.

o Multiple Reporting Currencies (MRC) – Maintain and Report assets at the transaction level inmore than one functional currency.

o Dated Adjustments (Enhancement) – Perform backdated amortized adjustments.o Lease Amortization Schedule (Enhancement) – View principal and interest portions of the

minimum lease payments in the lease amortization schedule.o Asset Warranties – Define and track descriptive information on manufacturer and vendor

warranties.o Depreciate Assets Beyond Useful Life – Depreciate the salvage value of an asset following the

asset’s useful life, which was specified when the asset was added. Set up salvage valuedepreciation for the asset over a specified number of years.

o Mass Retirement (Enhancement) – Expanded selection criteria (Asset Cost, Asset Net BookValue, and Asset Type now includes Expensed Assets).

o Financial Inquiry (Enhancement) – Additional viewing capabilities (Remaining Life of anasset)

o Assignment Window (Enhancement) – Additional viewing capabilities (Unit of Measure).o Mass Change (Enhancement) – Allows amortized adjustments for a group of assets.o Account Generator – Replaces Flexbuilder. Graphical tool used to define rules to create valid

account combinations for Assets.o Viewing Concurrent Manager – Different navigation paths, but all paths can perform the same

functions. New button to refresh data and submit a new request. Reprint option under theSpecial pull down menu.

Release 11i:

o Asset Maintenance – Record maintenance history of assets and schedule future maintenanceevents.

o Security by Book – Secure data access by depreciation book and create hierarchy of assetsecurity. Assign a depreciation book to responsibilities to limit access to viewing and transactingon assets in a secured book.

o Support for Short Tax Year – When a merger or acquisition takes place and the companiesmaintained their tax records on different fiscal years, a short tax year scenario is created. Usingformula-based depreciation methods, this feature can handle the depreciation reportingrequirements of a short tax fiscal year.

o Depreciation (Enhancement) – This enhancement will now allow depreciation to be runmultiple times during a given period.

o Run Depreciation Multiple Times before Closing the Period – When runningdepreciation choose to close the period or to leave it open. Once you choose to close theperiod it cannot be reopened. This enhancement will allow for last minute adjustmentsof additions prior to closing the period.

o Formula-based Depreciation – Customize depreciation calculations using a flexibleformula. Define formulas using an intuitive calculator-like window. Use combinationsfor constant and variables such as life of the assets and remaining life of the asset.

o Rollback Depreciation – With the enhancement to allow running depreciation multipletimes, a new feature to rollback the depreciation calculation was created. Prior to re-running depreciation in a given month, this feature would be run to rollback thedepreciation in order to allow for another calculation of depreciation.


o Journal Entries (Enhancement) – With the enhancement to allow running depreciation multipletimes and creating journal entries multiple times during a given period, a new feature to rollbackthe prior journal entries to allow creating new journal entries for the same given period.

o Mass Reclassification – Reclassify a group of assets using flexible criteria. During this function,choose to have the assets inherit the depreciation rules of the new category.

o Maintain CIP Assets in Tax Books – This feature allows for CIP asset to be maintained on taxbooks. This is primarily used in Europe and Latin America.

o Maintain Asset Insurance Values – Manage the risk of loss and damage to your capital assetsby tracking their insurance values, thus enabling you to file timely and accurate insurance claims.

o Value as New – Asset acquisition cost is used to determine its insurance value.o Current Market – Net book value of the asset can be used to determine the asset

insurance value.o Manual Value –Manually enter an insurance value for the asset.

o View Accounting Lines – Oracle allows you to view the accounting behind transactionsperformed in the Asset system.

o View Accounting Lines window – View detail accounting lines on transactions. Viewthe accounts (debit account and credit account), amounts (debit amount and creditamount), transaction reference and other relevant accounting information generatedbehind-the-scenes by AutoAccounting.

o T-Account window – View accounting entries in a graphical T-account format.o Drilldown from General Ledger – Drilldown from Oracle General Ledger into Oracle

Assets to view the individual assets that made up the particular journal entry that wascreated by Oracle Assets in Oracle General Ledger.

o MRC Transaction Upgrade Utilities – Use this utility to convert open transactions from yourprimary functional currency to your reporting functional currencies. Run other upgrade utilitiesto perform the same conversion in other Oracle subledgers that support MRC and to initializeGeneral Ledger account balances in your reporting sets of books.

o Multiple Language Support – View data in client’s language, other than English. EnterQuickCodes values in client’s language, other than English.

o Improved Exception-handling During Depreciation – This feature will streamline thedepreciation process during execution of the process. The program will process all valid assetsin one operation and flags any exceptions in the log file. View the log and systematically correctexceptions before re-running the depreciation program to process the remaining assets.

o Mass Transfers (Enhancement) – Expanded selection criteria (high-low range capability on thedepreciation expense account, cost center, company, and other segments of the accountingflexfield). Also specify a transfer date in a prior period and Assets will adjust the resultingdepreciation expense appropriately.

o What-if Depreciation Analysis on Hypothetical Assets – Analyze what-if scenarios for futureassets, making it possible to select the optimal depreciation strategy for your capital assets evenbefore you add them to the system.

Release 12:

o Subledger Accounting – Oracle Subledger Accounting provides tools that allow users to meetmulli-GAAP, corporate, and fiscal accounting requirements. With this flexible tool, users candetermine the accounts, lines, descriptions, summarizations, and dates of their journal entries.

o Enhanced Mass Additions Interface for Legacy Conversions – Additional attributes areavailable in the Mass Additions interface table to ease the legacy data conversion process. (Forexample):

o Asset life


o Depreciation Methodo Prorate Conventiono Bonus Rule Ceiling Nameo Depreciation Limit

o Automatic Preparation of Mass Additions – A set of extensible public API’s is available toautomatically prepare a mass addition line for all required attributes such as depreciation expenseaccount, asset category, location, etc. with the goal of minimizing manual intervention by theuser in the mass additions workbench.

o Enhanced Functionality for Energy Industry –o Asset Impairment – Impairment is used to reduce the carrying value of a producing

asset. Basically this is unplanned depreciation.o Energy Units of Production Method – In the oil & gas industry, asset properties may

include fields, leases, and wells. These assets are typically associated with units ofproduction (UOP) and are depreciated using a special UOP depreciation method. Unitsof production are entered on the group asset for calculating depreciation and thenallocated down to the member assets.

o Energy Straight Line Method –In the oil & gas industry, non-producing assets aredepreciated using the energy straight-line method based on the asset’s net book value.

o Flexible Reporting Using XML Publisher – Oracle Assets leverages the Oracle XML Publishertechnology to support major asset transaction reports. With XML Publisher, you can displayreports in variable formats by creating your own templates using familiar tools such as Acrobat,Word, and Excel.

o Automatic Depreciation Rollbacks – Since 11i, users have been able to run depreciation for anasset book without closing the period. If additional adjustments are required in the currentperiod, then the user submits a process to roll back depreciation for the entire book. In R12 theintermediate manual step of rolling back depreciation for the entire book in order to processfurther adjustments on selected assets is no longer necessary. The system will automaticallyrollback depreciation on the impacted assets to allow for adjustments in the current period.

o Enhanced Logging for Asset Transactions and Programs – Through the common loggingarchitecture, Oracle Assets ensures a common repository for all log messages within and outsidethe product. This reduces usage on the file system for excessively large log files.


Fixed Assets Application OverviewUnderstanding the process flow of data in Oracle Assets is key to understanding the functionality used toprocess data. The figure below displays the process flow of your Oracle Assets application.

When adding an asset to the system, there are three required types of information. The requiredinformation is entered in one of three forms. See the chart below to view the required information, formsand tables that the data is housed.


Interfaces

Oracle Assets have 5 open interface tables to allow you to upload data directly into Oracle:

1. Mass Additions – upload converted assets and used by Payables and Projects

2. Tax – upload tax details to update tax assets

3. ACE – upload ACE tax details

4. Production – upload units of production details used for depreciation

5. Budget – upload budget details

Key Flexfields

To have a better understanding of where information is coming from in the system, an understanding ofthe Key Flexfield is in order and an understanding of what other information is attached to key flexfielddata.

o Asset Category

o Required to be setup and used

o 7 segments / each having 30 characters

o One segment must be qualified as ‘Major’

o Used for accounting to account for the following:

Asset Cost Account

Asset Clearing Account

Depreciation Expense Account

Accumulated Depreciation Account

CIP Cost Account

CIP Clearing Account

o Defaults the following depreciation rules

Depreciable

Depreciation Method

Depreciable Life

Prorate Convention


o Location

o Required to be setup and used


o One segment must be qualified as ‘State’

o Used to identify the physical location of your assets

o Used for property tax reporting

o Asset Key

o Required to be setup, but not used


o Used to group assets together without having financial impact

Project Number


Mass Additions


Mass Additions Overviewo Mass Additions Integration With Other Applications:

4 Steps to the Mass Additions Process:

o Create Mass Additions

o Prepare Mass Additions

o Post Mass Additions

o Delete Mass Additions


This process is Queue Name driven:

o New – Oracle driven, used when invoice lines have been created and not yet touched in FA.

o On Hold – Oracle and User driven, once a New line has been touched, Oracle will update thequeue name to On Hold. In order to update or change data on an invoice line the user mustchange the queue name to On Hold.

o Split - Oracle driven, given to any invoice line that the split was performed on.

o Merged – Oracle driven, given to any invoice lines that were combined into another invoice line.

o Cost Adjustment – Oracle driven, given to any invoice line that an Add to Asset was performedon after the user changes the queue name to Post.

o Post – User driven, given to any invoice lines that has been prepared for capitalization. (Nochanges can be made while in Post queue name).

o Posted – Oracle driven, given to all Post, Merged, and Cost Adjustment queue names during thePost Mass Additions process.

o Delete – User driven, given to any invoice lines that do not need to be processed.

Create Mass Additionso Create – Invoice Lines are created by AP or Projects into Mass Additions.

o Account Payables - Run a process called "Mass Additions Create" to create invoice linesin FA.

o AP = Criteria that must be met prior to invoices being created in FA.

The Invoice Lines must be distributed to a Fixed Asset Clearing Account

OR

The Invoice must be manually checked “Track As Asset”.

The Invoice must be approved in AP.

AP must transfer the Invoice to the General Ledger.

To Create Invoices in FA run the process “Mass Additions Create” from AP.

o Projects – Run a process called “Interface Assets” to create lines in FA.


R12 Enhancements That Impacts Mass Additions

Changes in AP that influences the Mass Additions Process

Oracle updated the Enter Invoice form to now include a data tier between Invoice Header andInvoice Distributions. This new tier is called the Invoice Lines. Invoice Lines include data fieldsthat if populated in Payables will flow into Assets during the Mass Additions Create process.These new fields include:

o Manufacturer

o Model

o Serial Number

o Warranty Number

o Asset Book

o Asset Category

NOTE: On the line tier the field Distribution Account is the expense account for the invoice line.Same as the Account field on the Distribution tier.


Changes in Assets that influences the Mass Additions Process

Oracle introduce a new feature - Automatic Preparation of Mass Additions – A set of extensiblepublic API’s is available to automatically prepare a mass addition line for all required attributessuch as depreciation expense account, asset category, location, etc. with the goal of minimizingmanual intervention by the user in the mass additions workbench.

Out-of-the-box, this feature will act as follows:o Automatically assign the asset categoryo Automatically assign the depreciation expense account

This is how the above new features automatically assigns values for the desired field:

Asset Category - this will be automatically assigned based on the asset clearing accountthat Payables books the invoice to. The clearing account and asset category must have a1 to 1 relationship in order for this process to work. Therefore in order for this to work,every asset category must have its own asset / cip clearing account that is not shared withany other asset category.

Depreciation Expense Account - this will be automatically assigned based on the assetcategory that has been assigned. Oracle will simply take the clearing account codecombination that Payables books the invoice to and change the account segment value tothe defined depreciation expense account value defined for the asset category this processassigns. Therefore, Oracle is taking a balance sheet account and changing it into a P&Laccount by just changing the account value. If your company have different rules for BSaccounts versus P&L accounts, then this will not work out-of-the-box. This process willonly work for companies/organizations that have the same rules for both BS accounts andP&L accounts.


Prepare Mass AdditionsNavigation Path: Navigate, Mass Additions, Prepare Mass Additions

Navigation Path: Navigate, Mass Additions, Prepare Mass Additions, (Button) Open

o Oracle has made this process almost too easy; meaning that in order to perform the followingfunctions, all you have to do is check a box or click a button.

o Create Assets from Invoice Lines by using the following functionality:


Create Single Asset from a Single Invoice LineNavigation Path: Navigator, Mass Additions, Prepare Mass Additions, [Query Invoice], (Button) Open

o Prepare an invoice line for capitalization – make sure that the invoice line has descriptive,financial, and distribution information, change the queue Name to POST.

Create Single Asset from Multiple Invoice Lines – Merge

Navigation Path: Navigator, Mass Additions, Prepare Mass Additions, [Query Invoice], (Button) Merge

o Merge Invoice Lines – you can combine multiple lines form the same invoice or differentinvoices to create one asset.

o When merging:

Highlight the invoice line with the description that will become the descriptionfor the asset.

Click on the Merge button. (Oracle will take you to the Merge screen where thetop portion of the screen represents the highlighted invoice line, automaticallyOracle will list invoice lines referencing the same invoice number from thehighlighted line in the bottom portion).

If merging invoice lines from different invoices, in the bottom portion of thescreen, query (F11) the invoice you wish to merge and execute the query (CTRL+ F11).

Simply check the Merge Box to merge the invoice lines.

Notice that the Queue Name will now be MERGED for those invoice linesmerged.

Notice the Total Merged cost will become the total for all merged invoice lines.



Create Multiple Assets from a Single Invoice Line – Split

Navigation Path: Navigator, Mass Additions, Prepare Mass Additions, [Query Invoice], (Button) Split

o Split Invoice Lines – you can create multiple assets from one invoice line by splitting the invoiceinto multiple lines.

o When splitting:

Highlight the invoice line with units of greater than one.

Click on the Split button. (Oracle will create new lines equal to the number ofunits, the invoice line that was split will remain, but in a queue name of SPLIT).

Notice that Oracle will evenly split the cost.

It is recommended to prepare the invoice line prior to splitting, so that theinformation is copied to the new lines, thus reducing data entering.



Create Multiple Assets from a Multiple Invoice Lines – Merge Then SplitNavigation Path: Navigator, Mass Additions, Prepare Mass Additions, [Query Invoice], (Button) MergeTHEN (Button) Split

o Merge Then Split – you can now merge lines and then spilt these same lines to create assets.

o When merging:

Highlight the invoice line with the description that will become the descriptionfor the asset.

Click on the Merge button. (Oracle will take you to the Merge screen where thetop portion of the screen represents the highlighted invoice line, automaticallyOracle will list invoice lines referencing the same invoice number from thehighlighted line in the bottom portion).

If merging invoice lines from different invoices, in the bottom portion of thescreen, query (F11) the invoice you wish to merge and execute the query (CTRL+ F11).

Simply check the Merge Box to merge the invoice lines.

Notice that the Queue Name will now be MERGED for those invoice linesmerged.

Notice the Total Merged cost will become the total for all merged invoice lines.

THEN

o When splitting:

Highlight the invoice line with units of greater than one.

Click on the Split button. (Oracle will create new lines equal to the number ofunits, the invoice line that was split will remain, but in a queue name of SPLIT.All MERGED invoice lines will also be split).

Notice that Oracle will evenly split the cost.

It is recommended to prepare the invoice line prior to splitting, so that theinformation is copied to the new lines, thus reducing data entering.



Add an Invoice Line to an Existing Depreciating Asset – Add to Asset

Navigation Path: Navigator, Mass Additions, Prepare Mass Additions, [Query Invoice],(Button) Add to Asset

o Add to Asset – you can add an invoice line to an asset that was already created.

o When adding to an existing asset:

Highlight the invoice line you wish to add.

Click on the Add to Asset button. (Oracle will bring up a Find Asset window;find the asset you want to add the invoice line to).

Change the Queue Name to POST; Notice that Oracle will update the QueueName to COST ADJUSTMENT.

Notice that you will not have to prepare this invoice line; it will take on thecharacteristics of the asset you are adding it to. Meaning that it will depreciateover the same time frame as the asset it was added to and the distribution will bethe same as the asset it was added to.

Choose to Expense or Amortize the catch up depreciation.


Unmerge Invoice LinesNavigation Path: Navigator, Mass Additions, Prepare Mass Additions, [Query Invoice], (Button) Merge

Prior to processing invoices and creating assets by running the Post Mass Additions process, you canunmerge invoice lines.

o When unmerging:

Highlight the invoice line that invoice lines were merged into.

Click on the Merge button. (Oracle will take you to the Merge screen where thetop portion of the screen represents the highlighted invoice line, automaticallyOracle will list invoice lines that have been merged into the highlighted invoiceline in the bottom portion).

Simply uncheck the Merge Box to unmerge the invoice lines.

Notice that the Queue Name will now be revert back to what it was prior to themerge function taking place.

Notice that the Total Merged Cost will be reduced by the amount that wasunmerged.


Unsplit Invoice Line

Navigation Path: Navigator, Mass Additions, Prepare Mass Additions, [Query Invoice],(Button) Undo Split

Prior to processing invoices and creating assets by running the Post Mass Additions process, you canundo split invoice lines.

o When undo split:

Highlight the invoice line in the Queue Name of SPLIT.

Click on the Undo Split button. (Oracle will remove the newly created invoicelines and change the Queue Name of the highlighted invoice line from SPLIT towhat it was prior to the split function being performed).


Remove an Invoice Line added to an Existing Depreciating Asset

Navigation Path: Navigator, Mass Additions, Prepare Mass Additions, [Query Invoice],(Button) Remove

o When removing an invoice line:

Highlight the invoice line in the Queue Name of COST ADJUSTMENT.

Click on the Remove button. (Oracle will change the Queue Name from COSTADJUSTMENT back to what it was prior to the Add to Asset being performed).


Post Mass AdditionsNavigation Path: Navigate, Mass Additions, Post Mass Additions

o Process invoice lines that have been prepared. This process will copy the invoice from theFA_MASS_ADDITIONS table to the FA_ADDITIONS, FA_BOOKS, andFA_DISTRIBUTION_HISTORY tables.

o Enter the parameters for this process = Book

o Queue Names impacted by this process:

o New – No impact.

o On Hold – No impact.

o Split – No impact.

o Merged – Oracle updates queue name to POSTED if processed, will be processed if theinvoice line that the MERGED lines are merged into are also processed. If the invoiceline that has the MERGED lines merged into it is not processed, then this will not beimpacted.

o Cost Adjustment – Oracle updates queue name to POSTED if processed, otherwiseremains in the queue name of COST ADJUSTMENT.

o Post – Oracle updates queue name to POSTED if processed, otherwise remains in thequeue name of POST.

o Posted – No impact.

o Delete – No impact.


Delete Mass AdditionsNavigation Path: Navigate, Mass Additions, Delete Mass Additions

o This process will delete invoice lines from your Mass Additions Interface table. Process willremove invoice lines from the FA_MASS_ADDITIONS table and copy them to theFA_DELETED_MASS_ADDITIONS table.

o Enter the parameters for this process = Book

o Queue Names impacted by this process:

o New – No impact.

o On Hold – No impact.

o Split – Oracle removes these invoices in the queue name to SPLIT if all of the “children”have been processed. If any “children” have not been processed, then this invoice willnot be impacted.

o Merged – No impact.

o Cost Adjustment – No Impact.

o Post – No Impact.

o Posted – Oracle removes all invoices in this queue name.

o Delete – Oracle removes all invoices in this queue name.


Mass Additions Reports

o Delete Mass Additions Preview Reporto Mass Additions Delete Report

o Mass Additions Create Report

o Mass Additions Invoice Merge Report

o Mass Additions Invoice Split Report

o Mass Additions Posting Report

o Mass Additions Purge Report

o Mass Additions Report

o Mass Additions Status Report

o Unposted Mass Additions Report

*** See Appendix A for a full listing of Oracle Standard Reports ***


Mass Additions Labs


Exercise 16.0 Entering Invoices

Lab Description

The purpose of this Lab is to create invoice lines in Oracle Payables that will be selected by theMass Additions Create process. Invoices entered into Oracle Payables must be approved andsent to Oracle General Ledger via the “Payables Transfer to General Ledger” program beforethey can be considered for selection. Please remember the purpose of this Lab is to create datato be used in Oracle Assets, not to gain full understanding of Oracle Payables.

Scenario

Create invoice in order to perform the Mass Additions functions in Oracle Assets.

Field Data

Responsibility: Payables Vision Operations (USA)

Navigation: Invoices > Entry > Invoices

Enter the following three invoices with the listed distribution: (Note> XX = your initials)

1. Invoice Header:Invoice Type = StandardSupplier = Stargate Ltd.

Invoice Number = INV1XX

Invoice Date = First Day of Current FA Period

Amount = $58,000

Distributions: Line Number = 1

Type = Item

Amount = $4,171.69

Account = 01.000.1570.0000.000

Description = Sales Tax

Line Number = 2

Type = Item

Amount = $2,828.31

Account = 01.000.1570.0000.000

Description = Dealer Prep


Line Number = 3

Type = Item

Amount = $51,000

Account = 01.000.1570.0000.000

Description = Truck




Amount = $120,000

Distribution: Line Number = 1

Type = Item

Amount = $120,000

Account = 01.000.1570.0000.000

Description = Design Fees




Amount = $24,000


Type = Item

Amount = $24,000

Account = 01.000.1570.0000.000

Description = 4 Laptops





Amount = $7,000


Type = Item

Amount = $7,000

Account = 01.000.1570.0000.000

Description = Alpine Stereo System

Approve all three invoices – Wait for further instructions.

Run the “Payables Transfer to General Ledger” and the “Mass AdditionCreate” processes.


Exercise 16.1 Entering Invoices

Lab Description

The purpose of this Lab is to create invoice lines in Oracle Payables that will be selected by theMass Additions Create process. Invoices entered into Oracle Payables must be approved andsent to Oracle General Ledger via the “Payables Transfer to General Ledger” program beforethey can be considered for selection. Please remember the purpose of this Lab is to create datato be used in Oracle Assets, not to gain full understanding of Oracle Payables.

Scenario

Create invoice in order to perform the Mass Additions functions in Oracle Assets.

Field Data

Responsibility: Payables Vision Operations (USA)

Navigation: Invoices > Entry > Invoices

Enter the following three invoices with the listed distribution: (Note> XX = your initials)


Invoice Number = INVXX


Amount = $600,000

Distributions: Line Number = 1

Type = Item

Amount = $8,500

Account = 01.000.1570.0000.000

Description = Oak Desk

Line Number = 2

Type = Item

Amount = $3,500

Account = 01.000.1570.0000.000

Description = Leather Chair


Line Number = 3

Type = Item

Amount = $1,000

Account = 01.000.1570.0000.000

Description = Tax

Line Number = 4

Type = Item

Amount = $500,000

Account = 01.000.1570.0000.000

Description = Chip Place Machine

Line Number = 5

Type = Item

Amount = $87,000

Account = 01.000.1570.0000.000

Description = 3 Network Servers

Approve all three invoices – Payables Transfer to General Ledger – Run Mass AdditionsCreate


Exercise 17.0 Mass Additions

Lab Description

The following invoices were recorded in Oracle Payables and then transferred to theFA_MASS_ADDITIONS Table via the Mass Additions Create process.

Scenario

Process invoices received from Payables.

Field Data

Responsibility: Individual User Responsibility

Navigation: Mass Additions > Prepare Mass Additions

Scenario 1 (Merge)

Find Mass Additions

Invoice Number: INV1XX

Find (Button)

Prepare the following invoice in Mass Additions.

Merge lines 1 & 2 into line 3. Prepare line 3 for posting

Let the system assign the asset number Use Category: VEHICLE.OWNED HEAVY Assign the Truck to Donald Gray Charge Depreciation to 01.110.7350.0000.000 Location flexfield is USA.CA.SAN FRANCISCO.100

Save by clicking the Done (Button)


Scenario 2 (Split)

Find Mass Additions


Find (Button)


Prepare line 1 for posting

Let the system assign the asset number Change the Description to “Laptop” Use Category: COMPUTER.PC Change the number of units to “4” Save by using the ‘CTL + S’ key Assign all 4 units to Brian Adams Charge Depreciation to 01.120.7360.0000.000 Location flexfield is USA.CA.SAN FRANCISCO.100


Choose invoice INV3XX in the Mass Additions Summary Form and perform aSPLIT on the line.

Change the Queue to POST for all lines with a status of ON HOLD for thisinvoice using the POST ALL function from the TOOLS menu option.

Save you work

Scenario 3 (Add to Asset)

Find Mass Additions


Find (Button)


From the Mass Additions Summary Window, choose Line 1 and click on the button “Addto Asset”.

Add the line to Asset #1 you created in Lab #1.0 (CHEVY BLAZER) by keying in thatasset number in the Find Window.

Do not check the “Amortize Adjustment” or “New Category & Description” boxes.



From the Mass Additions Summary window, choose Line 1 for invoice INV4XX, open theline and change the queue to POST (the system should save the line as a COSTADJUSTMENT)


Scenario 4 (Undo-Merge)

Find Mass Additions


Find (Button)


Un-merge line 1from line 3 Make sure that the Truck is still in the Queue name of POSTSave by clicking the Done (Button)

Scenario 5 (Undo-Split)

Find Mass Additions


Find (Button)


Undo the split of these asset lines Make sure that the Queue name is ON HOLD

Scenario 6 (Merge then Split)

Find Mass Additions


Find (Button)


Merge these Laptops with line 1 from invoice INV1XX.


Save by clicking the Done (Button).

Choose line 1 for invoice INV3XX and perform a SPLIT on the line. Using the POST ALL function from the TOOLS menu option.

Save your work

Scenario 7 (Remove & Add to Asset)

Find Mass Additions


Find (Button)


From the Mass Additions Summary Window click the button “Add to Asset” Add the line to Asset #2 you created in Lab #1 by keying in that asset number in the Find

Window Do not check the “Amortize Adjustment” or “New Category or Description” boxes.Save by clicking the Done (Button).

From the Mass Additions Summary window, choose invoice INV2XX, open the line andchange the queue to POST (the system should save the line as a COST ADJUSTMENT)

Save by clicking the Done (Button).

Oops! This line should be added to a different asset. Select Remove (Button) Make sure the queue name is ON HOLD


Exercise 17.1 Mass Additions

Lab Description

The following invoices were recorded in Oracle Payables and then transferred to theFA_MASS_ADDITIONS Table via the Mass Additions Create process.

Scenario

Process invoices received from Payables.

Field Data

Responsibility: Individual User Responsibility

Navigation: Mass Additions > Prepare Mass Additions

Scenario 1 (Merge)

Find Mass Additions

Invoice Number: INVXX

Find (Button)


Merge lines 2 & 3 into line 1. Prepare line 1 for posting

Let the system assign the asset number Use Category: FURNITURE.DESKS Assign the Furniture to Donald Gray Charge Depreciation to 01.110.7340.0000.000 Location flexfield is USA.CA.SAN FRANCISCO.100 Change the Queue to “POST” and Save/Done



Scenario 2 (Split)

Find Mass Additions


Find (Button)


Prepare line 5 for posting

Let the system assign the asset number Change the Description to “Network Server” Use Category: COMPUTER.PC Change the number of units to “3” Save by using the ‘CTL + S’ key Assign all 3 units to Brian Adams Charge Depreciation to 01.120.7360.0000.000 Location flexfield is USA.NY.NEW YORK.300


Choose Line 5 for invoice INVXX in the Mass Additions Summary Form and performa SPLIT on the line.

Change the queue to POST for all lines with a status of ON HOLD for this invoiceusing the POST ALL function from the TOOLS menu option. (Note: In order to usethe POST ALL function, you need to requery only line 5 on the invoice).

Save you work.

Scenario 3 (Add to Asset)

Find Mass Additions


Find (Button)


From the Mass Additions Summary Window, choose Line 4 and click on the button “Addto Asset”.

Add the line to Asset #2 you created in Lab #1.1 by keying in that asset number in theFind Window.

Do not check the “Amortize Adjustment” or “New Category & Description” boxes.



From the Mass Additions Summary window, choose Line 1 for invoice INVXX, open theline and change the queue to POST (the system should save the line as a COSTADJUSTMENT)


Scenario 4 (Undo-Merge)

Find Mass Additions


Find (Button)


Un-merge line 3 from line 1 Make sure that the Oak Desk is still in the Queue name of POSTSave by clicking the Done (Button)

Scenario 5 (Undo-Split)

Find Mass Additions


Find (Button)


Undo the split of these asset lines Make sure that the Queue name is ON HOLD

Scenario 6 (Merge then Split)

Find Mass Additions


Find (Button)


Merge these Network Servers with line 3 from invoice INVXX.Save by clicking the Done (Button).


Choose line 5 for invoice INVXX and perform a SPLIT on the line. Using the POST ALL function from the TOOLS menu option.

Save your work

Scenario 7 (Remove & Add to Asset)

Find Mass Additions


Find (Button)


Oops! Line 4 should be its own asset. Select Remove (Button) Make sure the queue name is ON HOLD


Mass Additions Assessment


1. Which if the following are the four steps to the Mass Additions Process?

a. Create, Prepare, Review, Delete

b. Create, Prepare, Delete, Purge

c. Create, Prepare, Post, Delete

d. None of the above

2. You can undo a merged asset…

a. After posting the merged parent

b. Before posting the merged parent

c. Both a and b

d. Neither a nor b

3. What process is run to create new mass addition lines, add mass addition lines to an existing assetas a cost adjustment, and creates new assets from a mass addition line?

a. Prepare Mass Additions

b. Post Mass Additions

c. Merge Mass Additions

d. Purge Mass Additions

4. You cannot merge split mass additions lines, however you can split merged mass addition lines.

a. True

b. False

5. When performing a Add to Asset – You change the queue name to Post, But Oracle does what tothe queue name?

a. Changes it to Split

b. Changes it to Cost Adjustment

c. Leaves it as Post

d. Changes it to On Hold


6. Only invoices distributed to an asset clearing account can be passed to Assets.

a. True

b. False

7. An invoice must be paid prior to being created in Assets.

a. True

b. False

8. You can still correct an asset that was processed incorrectly via Mass Additions.

a. True

b. False

9. You can split an asset with 1 unit.

a. True

b. False

10. When merging, what is the difference between the Line Amount and Total Merged Cost?

a. Line Amount will be the amount shown on the Source Lines, Total Merged Cost will be

the asset cost

b. Line amount will be the asset cost, Total Merged Cost will be the amount shown on the

Source Lines

c. Line Amount is for CIP and Total Merged Cost is the Capitalized amount

d. Line Amount is the amount expensed and Total Merged Cost is the asset cost

11. When performing a Cost Adjustment, Oracle will always amortize the adjustment.

a. True

b. False

12. What queue names are processed during the Post Mass Additions Process?

a. Post, Merged, Split, Cost Adjustment

b. Post, Cost Adjustment

c. Posted, Delete, Split


13. What queue names are processed during the Delete Mass Additions Process?




14. The Delete Mass Additions process removes processed items form the system.

a. True

b. False

15. When performing an Add to Asset, the invoice takes on the characteristics for the asset it is beingadded to.

a. True

b. False

16. Oracle allows you to merge invoice lines from different invoices.

a. True

b. False

17. What needs to be checked in AP for an invoice to come to Assets if it is not distributed to an assetclearing account?

a. Expensed Asset

b. Track As Asset

c. Send to Assets

18. The process Projects runs to interface lines to Assets?

a. Create Mass Additions

b. Projects Release to FA

c. Interface Assets

d. Mass Additions Create


19. The actual number of units is derived from Purchasing during the invoice match process.

a. True

b. False

20. Manually added invoices without a PO (no matching) are created in Assets with how many units?

a. What ever is assigned in AP

b. 0 – AP does not assign units

c. 1

d. What ever is on the PO

21. Mass Additions relies on queue names for each process.

a. True

b. False

22. Invoices must be approved in AP prior to being created in Assets.

a. True

b. False

23. The Merge feature allows you to add cost to an existing asset.

a. True

b. False

24. The Split queue name is deleted during the Delete Mass Additions process regardless of the statusof the children?

a. True

b. False

25. Invoices must be transferred and posted in GL prior to being created in Assets.

a. True

b. False


Mass Additions AssessmentKey


1. Which if the following are the four steps to the Mass Additions Process?

a. Create, Prepare, Review, Delete

b. Create, Prepare, Delete, Purge

c. Create, Prepare, Post, Delete

d. None of the above

2. You can undo a merged asset…

a. After posting the merged parent

b. Before posting the merged parent

c. Both a and b

d. Neither a nor b

3. What process is run to create new mass addition lines, add mass addition lines to an existing assetas a cost adjustment, and creates new assets from a mass addition line?

a. Prepare Mass Additions

b. Post Mass Additions

c. Merge Mass Additions

d. Purge Mass Additions

4. You cannot merge split mass additions lines, however you can split merged mass addition lines.

a. True

b. False

5. When performing an Add to Asset – You change the queue name to Post, But Oracle does whatto the queue name?

a. Changes it to Split

b. Changes it to Cost Adjustment

c. Leaves it as Post

d. Changes it to On Hold


6. Only invoices distributed to an asset clearing account can be passed to Assets.

a. True

b. False – you can also check the Track As Asset box

7. An invoice must be paid prior to being created in Assets.

a. True

b. False – payment has no impact on when the invoice is created in Assets

8. You can still correct an asset that was processed incorrectly via Mass Additions.

a. True – Asset Adjustments, Transfers, Source Line Transfers, ect.

b. False

9. You can split an asset with 1 unit.

a. True

b. False – only split lines with a unit value greater than 1

10. When merging, what is the difference between the Line Amount and Total Merged Cost?

a. Line Amount will be the amount shown on the Source Lines, Total Merged Cost will

be the asset cost

b. Line amount will be the asset cost, Total Merged Cost will be the amount shown on the

Source Lines

c. Line Amount is for CIP and Total Merged Cost is the Capitalized amount

d. Line Amount is the amount expensed and Total Merged Cost is the asset cost

11. When performing a Cost Adjustment, Oracle will always amortize the adjustment.

a. True

b. False – Oracle is defaulted to Expense, but you can choose to amortize

12. What queue names are processed during the Post Mass Additions Process?





13. What queue names are processed during the Delete Mass Additions Process?




14. The Delete Mass Additions process removes processed items form the system.

a. True

b. False – items are still in system just moved to another table

15. When performing an Add to Asset, the invoice takes on the characteristics for the asset it is beingadded to.

a. True – Depreciation attributed, descriptive attributes, distribution attributes, etc.

b. False

16. Oracle allows you to merge invoice lines from different invoices.

a. True

b. False

17. What needs to be checked in AP for an invoice to come to Assets if it is not distributed to an assetclearing account?

a. Expensed Asset

b. Track As Asset

c. Send to Assets

18. The process Projects runs to interface lines to Assets?

a. Create Mass Additions

b. Projects Release to FA

c. Interface Assets

d. Mass Additions Create


19. The actual number of units is derived from Purchasing during the invoice match process.

a. True

b. False

20. Manually added invoices without a PO (no matching) are created in Assets with how many units?

a. What ever is assigned in AP

b. 0 – AP does not assign units

c. 1

d. What ever is on the PO

21. Mass Additions relies on queue names for each process.

a. True

b. False

22. Invoices must be approved in AP prior to being created in Assets.

a. True

b. False

23. The Merge feature allows you to add cost to an existing asset.

a. True

b. False – Add to Asset allows you to add an invoice line to an existing asset

24. The Split queue name is deleted during the Delete Mass Additions process regardless of the statusof the children?

a. True

b. False – deleted only if all children have been processed and posted

25. Invoices must be transferred and posted in GL prior to being created in Assets.

a. True

b. False – only transferred, not posted

Oracle Assets Release 12 Mass Additions - Chi-Star Tech

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