Asset Flow

Go with the Flow: Asset Management (PO to Assets)
Brian Bouchard CEO Chi-Star Technology brian_bouchard@chistartech.com http://www.chistartech.com Session: 5
Agenda
Introduction
About the Presenter About Chi-Star Technology Business Flow Overview Procure to Pay Overview Business Case Overview Previous CS Presentations
Copyright 2011 Chi-Star Technology
Agenda
Assets Overview Mass Additions Overview Asset Dependant Data Elements Assets Integration Overview Assets and Purchasing Integration Overview Assets and Payables Integration Overview Assets and Projects Integration Overview Assets and General Ledger Integration Overview Q&A
Objectives
The intention of these sessions is to promulgate the focus on process based thinking to ensure that each of the modules that work together are shown as a whole rather than as a piece meal offering. The Special Interest Groups on their own do a great job of bringing together conditions and resolutions that effect their individual products, but this is not how business works! Business looks at a requirement and manages to fulfill the requirement through a series of steps that become cogs in a wheel part of a process that flows from beginning to end. We are proposing to make this a regular feature at conferences and on webinars to assist users in understanding the intricacies and interdependencies of these module and how they are inter-linked with configurations, data flow, and results from one process step leading to a specific way the next process step has to consume data.
Objectives
These set of sessions will provide a look into the Procure-to-Pay (P2P) process. We have planned to have a set of 6 sessions to cover this topic. To ensure that we cover an entire process flow from cradle to grave we have prepared a business case and we will process that thru the P2P process. There will be sidebars when we approach a topic that has multiple facets to it and we will highlight these as topics we will cover in subsequent webinars or sessions. Your involvement in this is paramount to help us understand if we are progressing in the right direction. Please participate and complete the surveys that will be part of the sessions with your comments/feedback. <This session is going to cover an overview of the asset process, the touchpoints between the financial modules, and the impact to assets based on what modules have been implemented.>
About the Presenter

Brian Bouchard
Financials
20 years Oracle Experience as an end user and implementation consultant Over 20 Full Cycle Implementations Chief Executive Office at Chi-Star Technology Serves as the OAUG Asset SIG Coordinator
Prior Presentations:
How to facilitate the transfer of assets across Corporate Books AUSOUG 07 Oracle with 20:20
Foresight
Oracle Assets Release 12 Enhancements NCOAUG 08 - Winter R12 Assets A Look Inside NCOAUG 08 Summer Reporting Reconciling Assets NCOAUG 09 - Winter Event Accounting Impacts to R12 Assets Collaborate 10 Whos Booking To My Account Collaborate 10 Why Move Away From Account Generator Collaborate 10 I Hate Tax Books! Do they have to be so hard to define & maintain? Oracle Open World 10 Managing Assets in a Global Environment Collaborate 11 Understanding Fixed Assets Key Setup Steps Collaborate 11
About Chi-Star Technology

Developed Bolt-on Oracle Assets products
AssetCross Automates the transferring of assets between corporate depreciation books AssetTie Automates the reconciliation between Assets and General Ledger and Corporate and Tax books
eLearning Service Offerings

Video training
Oracle Assets Data Conversion Asset Technical Training - Tables
Webinar Sessions
Procure to Pay
Start
Material Passes Inspection
Supplier Return to Replacement
Analyze to Agreement Requisition to Receipt Inspection to Disposition
Y
Supplier Invoice to Payment
N
Supplier will provide replacement?
Y A Receipt to Asset Subledger to Post End
Supplier Return to Debit
Where are we in the integrated business flow?

Procure to Pay
Where are we now?

Start
Material Passes Inspection
Supplier Return to Replacement
Analyze to Agreement Requisition to Receipt Inspection to Disposition
Y
Supplier Invoice to Payment
N
Supplier will provide replacement?
Y A Receipt to Asset Subledger to Post End
Supplier Return to Debit
Procure-to-Pay Webinar Series

1. Procure-to-Pay Introduction and Master Data
Session: August 18, 2011 Presented by Hans Kolbe
2. Analyze to Agreement
Session: August 25, 2011 Presented by Thomas Simkiss
3. Requisition to Receiving
Session: September 1, 2011 Presented by Thomas Simkiss
Previous CS Presentations
4. Invoicing to Payments
Session: September 8, 2011 Presented by Paul Kirch
5. Asset Management (PO to Asset)

Session: September 15, 2011 Presented by Brian Bouchard
6. Accounting (Subledger to GL)

Session: September 22, 2011 Presented by Mohan Iyer
Oracle Assets Overview
Mass Additions Overview
Asset Record Requirements

Descriptive Information
Description (Items, PO, AP, FA) [Asset Details Tab] Asset Category (Items, AP, FA) - [Header] Asset Key (FA) [Asset Details Tab] Units (PO, AP, FA) [Asset Details Tab] Asset Type (Items, PO, AP, FA) [Asset Details Tab]
Financial Information
Book (AP) [Header] Cost (AP, FA) [Header] Date Placed in Service (AP, FA) [Header] Depreciation Method and Life (FA) [Depreciation Tab] Depreciate Flag (FA) [Header]
Asset Record Requirements

Distribution Information
Employee (PO, AP, FA) [Header or Assignments Button] Depreciation Expense Account (FA) [Header or Assignments Button] Location (FA) [Header or Assignments Button]
Assets Dependent Data Elements

Items Suppliers Employees Asset Categories Asset Key Location Depreciation Books Projects Purchase Orders Invoices Accounts Ledgers Chart of Accounts GL Calendars Currencies Subledger Accounting Method
Assets Setup Flow

Ledger
Subledger Accounting
Oracle Assets Integration Overview
Oracle Assets and Purchasing

Purchase Order Asset related Item Purchase Order Asset related PO without Item
Oracle Assets and Purchasing (Item Master)
Fixed Assets Related Item

Define Asset Category for each capital item and assign the Asset or CIP Clearing account as the Expense Account
Fixed Assets Related PO w/ Item
Oracle Assets and Purchasing
Fixed Assets Related PO w/o Item

Account and Quantity information
Fixed Assets and Payables

Invoice matched to a PO with an asset related item Invoice matched to a PO without an item Invoice directly entered into AP asset related
Oracle Assets and Payables

Integration: Payables can integrate with either Oracle Assets or Oracle Projects or both. Oracle Assets: Interface invoices that are not related to projects. Identified by the Project and Task field must be blank. Oracle Projects: Interface invoices that are related to projects. Identified by the Project and Task field must be populated. Both Oracle Assets & Oracle Projects: The flow of data is not an all or nothing flow, invoices depending upon data entered in Payables can flow to either Assets or Projects. Many companies will force all asset related invoices through Projects even if they are not associated to a true project.
Oracle Assets and Payables (Match)
Fixed Assets Related Invoice (Match)

Invoice Line

Invoice Distribution

Mass Additions
Oracle Assets and Payables (Match)

Invoice Line


Mass Additions
Oracle Assets and Payables (Direct)
Fixed Assets Related Invoice (Direct)

Invoice Line

Fixed Assets Related Invoice (Direct)

Mass Additions

Data Flow Options:
Invoices Directly Entered into Payables:
Invoice are entered directly into Payables with no matching to a Purchase Order. When an invoice is entered directly into Payables without matching, the units that get interfaced to Oracle Assets will be set to 1 regardless of how many units were invoiced.

Invoice Header: Defines the common information about the invoice: invoice number and date, supplier information, remittance information, and payment terms. Information specified at the invoice header level defaults down to the line level, but can be overridden.
Invoice Lines:
Defines the details of the goods and services as well as tax, freight, and miscellaneous charges invoiced by a supplier. There can be multiple invoice lines for each invoice header. The Lines Tab of the invoice Workbench captures all of the details for the invoice line necessary for accounting, as well as for cross-product integration with other Oracle EBS applications, such as Assets, Grants Accounting, Inventory, Projects, Purchasing, Property Manager, and Receivables. Invoice Distributions: Defines the source for an accounting entry generated from the invoice.

Invoice Lines:
New in R12 allows Payables to enter additional information about the item purchased that may be Project or Asset related. Information entered would be integrated to other applications. Note: Need to have a good understanding of the purpose for each field, they might seem to have a purpose other than what they actual have.
Distribution Account = the expense account to be charged for the item (i.e. Asset Clearing Account)

Sample Invoice:

Sample Invoice: - Option 1 Enter details distribution level (as prior to R12) [Red = 11 lines] Total invoice amount to be entered at line level.
Fixed Assets Related Invoice

Option 1: Invoice Distribution

Sample Invoice: - Option 2 Enter details line level [Red = 11 lines]

Option 2: Invoice Line

Sample Invoice: - Option 3 Enter details LINE level [Blue = 6 lines]

Option 2: Invoice Distribution

Option 2: Invoice Line

Sample Invoice: - Option 4 Enter as line details with distribution details

Option 2: Invoice Line & Distributions

Sample Invoice: - Option 1 Enter details distribution level (as prior to R12) [Red = 11 lines] Total invoice amount to be entered at line level.
Sample Invoice: Interfaced to Assets

Sample Invoice: - Option 2 Enter details LINE level [Blue = 6 lines] Sample Invoice: Interfaced to Assets

Sample Invoice: - Option 3 Enter as line details with distribution details Sample Invoice: Interfaced to Assets

Invoice Lines: Asset related fields to interface
Oracle Assets and Projects

Capitalized Assets in Projects:

Fixed Assets:
Oracle Assets and General Ledger
Oracle Assets and General Ledger

Create Accounting: New process in R12 to generate accounting entries in Assets
Up Next:
Go with the Flow Accounting (Subledger to GL)
September 22, 2011 2:00 3:30 PM EDT
Presenter: Mohan Iyer
Q&A
Presenter: Brian Bouchard Email: brian_bouchard@chistartech.com
Website: http://www.chistartech.com

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Go with the Flow: Asset Management (PO to Assets)

Brian Bouchard CEO Chi-Star Technology brian_bouchard@chistartech.com http://www.chistartech.com Session: 5

Copyright 2011 Chi-Star Technology

Copyright 2011 Chi-Star Technology

Copyright 2011 Chi-Star Technology

About the Presenter

Copyright 2011 Chi-Star Technology

About Chi-Star Technology

eLearning Service Offerings

Supplier Return to Replacement

Analyze to Agreement Requisition to Receipt Inspection to Disposition

Y A Receipt to Asset Subledger to Post End

Supplier Return to Debit

Where are we in the integrated business flow?

Copyright 2011 Chi-Star Technology

Where are we now?

Supplier Return to Replacement

Analyze to Agreement Requisition to Receipt Inspection to Disposition

Y A Receipt to Asset Subledger to Post End

Supplier Return to Debit

Procure-to-Pay Webinar Series

Copyright 2011 Chi-Star Technology

5. Asset Management (PO to Asset)

6. Accounting (Subledger to GL)

Copyright 2011 Chi-Star Technology

Oracle Assets Overview

Copyright 2011 Chi-Star Technology

Mass Additions Overview

Copyright 2011 Chi-Star Technology

Asset Record Requirements

Copyright 2011 Chi-Star Technology

Asset Record Requirements

Copyright 2011 Chi-Star Technology

Assets Dependent Data Elements

Copyright 2011 Chi-Star Technology

Assets Setup Flow

Copyright 2011 Chi-Star Technology

Oracle Assets Integration Overview

Copyright 2011 Chi-Star Technology

Oracle Assets and Purchasing

Copyright 2011 Chi-Star Technology

Oracle Assets and Purchasing (Item Master)

Copyright 2011 Chi-Star Technology

Fixed Assets Related Item

Copyright 2011 Chi-Star Technology

Fixed Assets Related PO w/ Item

Copyright 2011 Chi-Star Technology

Oracle Assets and Purchasing

Copyright 2011 Chi-Star Technology

Fixed Assets Related PO w/o Item

Copyright 2011 Chi-Star Technology

Fixed Assets and Payables

Copyright 2011 Chi-Star Technology

Oracle Assets and Payables

Copyright 2011 Chi-Star Technology

Oracle Assets and Payables (Match)

Copyright 2011 Chi-Star Technology

Fixed Assets Related Invoice (Match)

Copyright 2011 Chi-Star Technology

Fixed Assets Related Invoice (Match)

Copyright 2011 Chi-Star Technology

Fixed Assets Related Invoice (Match)

Copyright 2011 Chi-Star Technology