CHAPTER 2-ADVANCE SHIPPING NOTE

Fixed Assets Hub

This section describes on the Fixed Assets Hub business component and its activity Fixed Assets Hub.

Fixed Assets Hub - A summary of the activity

Assets can be created, amended using Asset Capitalization component. For creating Asset, Amending Asset multiple screens have to be visited. Fixed Asset Hub serves as a one stop place for creating, authorizing and amending them. Also it shows visibility on how many documents are pending for capitalization. An asset can be created directly without source documents also.

Key Features

ØAuthorize, amend already created Assets.

ØCreate Asset Record for pending capitalization documents.

ØCreate Asset directly by crediting Asset/Expense Account.

Fixed Assets hub

Fixed Asset Hub provides the ability to authorize, amend already created Assets and to Create Asset Record for pending capitalization documents.

Ø Select the “Fixed Assets Hub” activity under the “Fixed Assets Hub” business component.

The “Fixed Assets Hub” page appears.

Asset Review

On launch of the Hub, by default the “Asset Review” tab remains selected.

Ø Enter the following fields in the “Asset Search Options” section

Ø Select the “Asset Tree” tab to specify the basis on which you wish to retrieve details in the List Of Assets” multiline~~________~~.

Ø Select the “Search” tab to perform ~~_________~~specific search.

Ø Enter the following field in the “Asset Search Options” section

Viewing Asset Tree tab

Asset Class

Use the drop-down list box to specify the basis on which you wish to view list of assets in the multiline. The system lists the following options:

· Asset Class – Select this option if you wish view all the Asset Classes that are in ‘active’ status as defined in the ‘Asset’ master in the Asset Tree structure.

· Asset Group – Select this option if you wish to view all the ‘active’ asset groups as defined in the ‘Asset’ master in the Asset Tree structure

· Cost Center – Select this option if you wish to view all the Cost Centers which are available in the Asset record only.

· Analysis Code - Select this option if you wish to view all the Analysis Codes which are available in the Asset record only.

By default the system displays “Asset Class’ in this field.

Viewing Search details tab

Ø Enter the following field in the “Asset Search Options” section

Finance Book	Use the drop-down list box to select the code identifying the asset class. The system lists all the “active” asset classes defined in the “Create Asset Class” activity of the “Asset Type Definition” business component along with the value “All”. The system displays the value “All” by default, on launch of the page.
Asset Class	Use the drop-down list box to select the code identifying the asset class. The system lists all the “active” asset classes defined in the “Create Asset Class” activity of the “Asset Type Definition” business component along with the value “All”. The system displays the value “All” by default, on launch of the page.
Dep. Category	Use the drop-down list box to select the depreciation category. The system lists all the depreciation categories defined in the “Create Depreciation Setup” activity of the “Asset Depreciation Setup” business component. The system displays the first value by default on launch of the page.
Asset Group	The type of classification of the asset. Help facility available
Asset #	The unique number identifying the asset. Help facility available

Ø Select the “Get” pushbutton to _retrieves list of asset in the multiline based on the specified filter criteria.

Ø Click the “Advanced Search” to view list of assets with advanced filter criteria. Click here to know more.

Advanced Search[FJ1]

Ø Enter the following fields in the “Advanced Search” popup screen

Proposal #	The number identifying the asset proposal based on which the invoice has been raised. The asset proposal must have been defined in the “Create Asset Proposal” activity of the “Asset Planning” business component. Help facility available
Doc. Type / Doc. #	Use the drop-down list box to specify the type of the document.
	In the editable field alongside, enter the document number.
Date Based	Use the drop-down list box to specify a date criteria.. You can select from the options: · In service date · Capitalization date
From	The starting date in the range of dates in-service / capitalization dates based on the Date Based selected, from which the asset details must be retrieved
	The ending date in the range of dates in-service / capitalization dates based on the Date Based selected, until which the asset details must be retrieved
Search On	Use the drop-down list box to specify the search criteria. The system lists the values “Supplier Code” and “Board Reference”. · Supplier Code – Displays Document details and Asset Info details of the specified Supplier. · Board Reference – Displays Document details and Asset Info details whose proposal has the specified Board Reference.
	Use the drop-down list box to specify – based on location
	In, the editable field alongside, In the editable field alongside, the value of the Supplier Code can be entered.
Marked for Retirement?	Check this check box if you wish to retrieve details of assets that are marked for retirement only.
Unmapped Assets	Check this checkbox if you wish to retrieve details of assets unmapped to part-serial.

Ø Select the “Get” pushbutton to retrieve the details based on the advanced search criteria options specified.

Asset Details multiline

This section provides details of Balance Summary of Assets

The system displays the following columns in the “Asset List” multiline:

Asset #	The unique number identifying the asset.
Tag #	The number identifying the asset tag.
Asset Description	The description pertaining to the asset number.
Tag Description	The description pertaining to the asset tag.
Total Asset Cost	Total cost of the asset.
Total Dep.	Total depreciation of asset.
Total Book Value	Book value of the asset
Cost Center	The code identifying the cost center under which the assets are physically or logically grouped.
Analysis Code	The analysis code of the asset.
Finance Book	The finance book in which the assets belongs to.
Asset Class	The code identifying the asset class.
Asset Group	A unique code identifying the asset group
Asset Cost	The cost of the asset.
CME Cost	The cost of Capital Maintenance Expenditures
Asset Dep.	The description pertaining to the asset number
CME Dep.	Depreciation value of Capital Maintenance Expenditure
Asset Book Value	The book value of the asset.
CME Book Value	Book Value of Capital Maintenance Expenditure
Tag Status	The status of the asset tag. If all the capitalization entries for the tag number are reversed, then the ‘Tag Status’ will be “Reversed”, else the status will be “Active”.
In-Service Date	The date on which the asset is put in use.
Useful Life (In Months)	The number of months for which the asset - tag can be put to use.
Useful Life Expires On	The date on which the asset life expires.
Dep. Category	The category to which the depreciation belongs
Tag Cost	The cost of the asset tag. The total of the tag cost in the multiline must be equal to the asset cost.
Cum. Dep.	The total depreciation processed for the asset tag as on the current system date.
Book Value	The difference between the “Asset Cost” and the “Cumulative Depreciation” for the asset.
Dep. Category CME	The depreciation category CME.
CME – Cost Tag	Tag cost of Capital Maintenance Expenditure
CME Cum. Dep.	Cumulative Depreciation value of Capital Maintenance Expenditure
CME – Book Value Tag	Book value of Capital Maintenance Expenditure of the Tag
Asset Location Code	The code identifying the asset location in which the assets are physically located.
Inventory Cycle	Indicates the frequency in which the assets are to be physically verified, which could be "Monthly", "Quarterly", "Half Yearly"," Yearly" or ”Not Required".
Salvage Value	The scrap value of an asset.
View Asset Details	Select the icon in this column to launch the ‘View Asset Record screen’ – asset capitalization
View Doc. Details	SHyperlink launches view asset record – clikc link
View Acc. Info	Accounting detail of the assets
Capitalization Vchr. #	Capitalization voucher for the particular asset
Upload Documents	Upload necessary docs. related to the asset
View Documents	View the documents which are all attached against the corresponding assets
Dep. YTD	The depreciation year to date of the particular asset
Current Location	The current location of the asset
Reference	Trading partner of the asset.
Addl. Ref.	Reference doc. # of the asset
Marked for Retirement?	Indicates whether the asset is marked for retirement, which could be ‘Yes’ or ‘No’.
Part #	The code identifying the part mapped to an asset
Part Desc.	A brief note on the part.
Serial #	The serial number of the asset.
Component ID	Component Id associated to the asset.
Part Type	The type of the part, which could be “Component” or “Expendable”.
Part Classification	The classification to which the part belongs, which could be “Rotable”, “Controllable” and “Repairable”.
Stock Status	The remnant quantity of stock.
Asset Account Code	The account code belonging to the asset.
Asset Account Desc.	Account code desc. of the asset belongs to
Depreciation Asset Desc.	Dep. Asset desc. of the asset belongs to
Source Doc. Type	~~The s~~Source doc. type of the asset.
Source Doc. #	Source Doc. # of the Asset.
Source Ref. Doc. Type	Type of source ref. doc.
Source Ref. Doc.	Source Ref. Doc. of the asset
Proposal #	Proposal no. of the asset which is capitalized

The system displays the following color codes:

Fresh -– Grey Color, Asset is in Fresh Status.

Active – Green Color, Asset is in Active Status.

Inactive -– Orange ColorGray, Assets which are all Inactive.

To proceed further.

Ø Select the “Capitalization” tab to perform Pending Capitalization, Pending Authorization and Pending Amendment.

Ø Select the “Capitalization – Non Doc Based” tab to perform Direct Capitalization.

Capitalization

The system displays the following tiles:

Pending Cap.	The total number of documents GI/Order based Invoice/Item Invoice / SWO / AME document for which Asset # has not yet been generated.
Pending Auth.	The number of Asset # that are in 'Fresh' which needs to be Authorized.
Pending Amend Auth.	The number of Asset # which has been Amended but pending authorization of Asset #.

Ø Enter the following in the “Search” group box:

Document Type	Use the drop-down list box to select the document type. The system lists the following values along with the value “All”: · A/C Maint. Exe. Ref # · Direct Invoice · Goods Inward · Order Based Invoice/Goods Inward (based on the set option Capitalization Reference for Asset Purchase) · Shop Work Order– Job Types The system displays the value “All”, by default.
Document # from/to	The starting number in the range of document numbers for which the details are to be retrieved. The system lists all the document numbers that are greater than or similar to the value entered here. The ending number in the range of document numbers for which the details are to be retrieved. The system lists all the document numbers that are lesser than the value entered here. The number entered here must be greater than the number entered in the “Document No. From” field.
Document Date from/to	The starting date in the range of document dates from which the document details must be retrieved. The system lists all the documents that are raised later than this date. The ending date in the range of document dates until which the details must be retrieved. The system lists all the documents that are raised earlier than this date.
Proposal #	The number identifying the asset proposal based on which the invoice has been raised. The asset proposal must have been defined in the “Create Asset Proposal” activity of the “Asset Planning” business component. Help facility available.
Finance Book/ Asset Class	Use the drop-down list box to select the code identifying the finance book to which the accounting entries are to be posted. The system lists all the finance books mapped to the organization unit. The finance book must have been defined in the “Create Finance Book” activity of the “Organization Set Up” business component. Use the drop-down list box to select the code identifying the asset class. The system lists all the “active” asset classes defined in the “Create Asset Class” activity of the “Asset Type Definition” business component along with the value “All”. The system displays the value “All” by default, on launch of the page.
Search On	Use the drop-down list box to specify the search criteria. The system lists the values “Supplier Code” and “Board Reference”. § Supplier Code – Displays Document details and Asset Info details of the specified Supplier. § Board Reference – Displays Document details and Asset Info details whose proposal has the specified Board Reference. In the editable field alongside, the value of the Supplier Code can be entered.
Non – Capital?	Check this box to retrieve the non-capital documents for capitalization.
Root Exe. Doc.	Use the drop-down list box to specify the root execution document type for which details must be retrieved. The system lists the following values along with the value “Blank”: · A/C Maint. Exe. Ref # · Shop Work Order The system leaves the field blank, by default. In the editable field alongside, the number identifying the execution document corresponding to the entered root execution document type can be entered.

Note: The above two search fields appear along with other search fields only for ‘Pending Cap.’ Tile.

In addition, the system displays the following search fields for ‘Pending Auth.’ and ‘Pending Amend Auth.’ tiles:

Asset #

The number identifying the Asset.

Help facility available.

Capitalization No.

The number identifying the Asset Capitalization.

Ø Click the “Search” pushbutton to retrieve the details in the multiline.

Ø Select the “Asset Info.” Tab to record the Asset details.

Ø Select the “Doc. Line Info.” Tab to record the Document details.

Note: This tab appears by default, on selecting the ‘Pending Cap.’ tab. On creation of the Asset ID, asset details are retrieved in the “Asset Info.” Tab.

Capitalization – Non Doc. Based

The system displays the ~~following~~ Dir. Capitalization tile:

~~Direct Cap.~~

~~The total number of Assets that~~

Ø Select the “Asset Info.” Tab to record the Asset details.

To proceed, carry out the following:

Actions~~Links~~:

This section comprises of the next possible action links for the fixed asset details. This section enables the user to navigate to the required screen.

Reports:

This section comprises of links to view the report for the fixed asset details.

Recording Asset Info. Details

~~The “Asset Info.” Tab appears by default.~~ This tab enables to record the asset details.

The system displays the following fields in the “Asset Info.” tab:

Indicates whether the Asset # is Created using Direct Capitalization Card. The system displays the following options:

· Y – If the Asset # is Created using Direct Capitalization Card

· ~~C - If the Asset # is Created using Capitalization~~

· ~~E- If the Asset # Created is Error~~

· N – If the Asset # is created based on a Document~~For all other cases~~.

Indicates whether the Asset # is Capitalized or Amended. The system displays the following options:

· C – If the Asset # is Capitalized

· A – If the Asset # is Amended

Ø Enter the following field:

Account Code

The account to which the transaction has been posted.

Help facility available.

The system displays the following field:

Account Desc.

The description of the account.

Ø Enter the following fields:

~~Cost Center~~	~~The~~ ~~cost center mapped to the account code.~~ ~~Help facility available.~~
~~Analysis #~~	~~The~~ ~~analysis code to which the selected account is mapped in the "Assign Analysis Code" activity of the "Account Based Budgeting" business component.~~ ~~Help facility available.~~
~~Sub Analysis #~~	~~The~~ ~~sub-analysis code, which is mapped to the analysis code in the "Assign Sub Analysis Code" activity of the "Account Based Budgeting" business component.~~
Cap. Amt.	The document amount to be capitalized.

Note: The fields ‘Account Code’, ‘Account Desc.’~~, ‘Cost Center’, ‘Analysis #’, ‘Sub Analysis #~~’ and ‘Cap. Amt.’ fields appear only for the “Direct Capitalization” assets in the “Capitalization-Non Doc. Based” tab.

Ø Enter the following fields in the multiline:

Proposal #	The number identifying the asset proposal based on which the invoice has been raised. The asset proposal must have been defined in the “Create Asset Proposal” activity of the “Asset Planning” business component. Help facility available.
Finance Book	Use the drop-down to select the code identifying the finance book to which the document details are posted. The system lists all the “active” finance books mapped to the login organization unit defined in the “Create Finance Book” activity of “Organization Setup” business component. The system displays the first value, by default on launch of the page.
Asset Class Code	Use the drop-down to select the code identifying the asset class. The system lists all the “active” asset classes defined in the “Create Asset Class” activity of the “Asset Type Definition” business component.
Asset #	The unique number identifying the asset.
Asset Description	The description pertaining to the asset number.

The system displays the following field:

Tag #

The number identifying the asset tag.

Ø Enter the following field in the multiline:

Tag Description

The description pertaining to the asset tag.

The system displays the following field:

Asset Cost

The cost of the asset.

Ø Enter the following fields in the multiline:

Asset Group Code	The code identifying the asset group code. The asset group must have been defined in the “Create Asset Group” activity of the “Asset Type Definition” business component. Help facility available.
Asset Cost Center	The code identifying the cost center under which the assets are physically or logically grouped. The cost center must have been defined in the “Create Cost Center/Unit” activity of the “Cost Setup” business component. Help facility available.
Asset Analysis #	The analysis code of the asset. Help facility available. Note: If CIM interaction between ‘Asset Proposal’ and ‘Account Based Budget’ does not exist, then “Analysis #” should not be entered.
Asset Sub Analysis #	The sub analysis code of the asset. Help facility available. Note: If CIM interaction between ‘Asset Proposal’ and ‘Account Based Budget’ does not exist, then “Sub Analysis #” should not be entered.
Dep. Category	Use the drop-down list box to select the depreciation category. The system lists all the depreciation categories defined in the “Create Depreciation Setup” activity of the “Asset Depreciation Setup” business component. The system displays the first value by default on launch of the page.

The system displays the following field:

Status

The status of the asset which could be “Fresh” or “Active”.

· Fresh – Indicates a newly created asset. Only the assets in “Fresh” status can be modified.

· Active – Indicates that the asset is authorized. The accounting entries are posted after authorization.

Ø Enter the following fields in the multiline:

Capitalization Date	The date on which the assets are capitalized. The system updates the capitalization date to the in-service date, if the in-service date is not different from the capitalization date.
In Service Date	The date on which the asset is put in use.
Useful Life (In Months)	The number of months for which the asset - tag can be put to use.
Useful Life expires on	The date on which the asset life expires.
Business Use %	The usage of the asset in the business. The value entered here must be between 0 and 100.
Tag Cost	The cost of the asset tag. The total of the tag cost in the multiline must be equal to the asset cost.
Transfer to CME	Amount to be Transferred to Capital Maintenance Expenditure, to be depreciated based on the usage of the Asset.
Dep. Category – CME	Use the drop-down list box to select the depreciation category CME. The system lists all the Depreciation categories CME in ‘Active’ status defined in the “Create Depreciation Setup” activity of the “Asset Depreciation Setup” business component. The system displays the Depreciation Category CME saved for the Asset # in the Multiline, by default.
Asset Location Code	The code identifying the asset location in which the assets are physically located. The asset location must have been defined in the “Create Asset Location” activity of the “Asset Location” business component. Help facility available.
Auto MAT Map?	Use the drop-down list box to specify whether the Asset is automatically mapped. The system lists the options ‘Yes’ and ‘No’. The system displays the Auto Mat Map option saved for the Asset # in the Multiline, by default.
Inventory Cycle	Use the drop-down list box to specify the frequency in which the assets are to be physically verified. The system lists the values "Monthly", "Quarterly", "Half Yearly"," Yearly" and” Not Required".
Salvage Value	The scrap value of an asset.
Maint. Int.	The Maintenance Interval of the Asset.
Manufacturer	The company or the maker who manufactured the asset.
Barcode No.	The barcode number of the asset.
Serial No	The serial number of the asset.
Warranty No.	The number identifying the warranty issued by the manufacturer.
Model	The model number of an asset.
Custodian	The name of the supervisor of assets.

The system displays the following fields:

Capitalization No.	The unique number identifying the asset capitalization. This number is generated at the time of creating the asset based on the numbering type selected.
Acc. Info.	Click the ~~Link~~hyperlink to view the Accounting Information screen.
Original Proposal #	The original Proposal # with which the Asset # was created for the first time.

Ø Enter the following fields in the multiline:

Ref. #

The reference number of the asset.

Remarks

Any remarks pertaining to the asset.

Expense Classification

The expense classification of the asset.

Help facility available.

Note: The field ‘Expense Classification” ~~appear~~appears for the “Direct Capitalization” assets in the “Capitalization-Non Doc. Based” tab.

The system displays the following field:

Error Msg

The error message pertaining to the Asset capitalization.

Ø Click the “Get Proposal Info.” pushbutton to retrieve the proposal information.

Ø Click the “Save” pushbutton to save the asset details.

Ø Click the “Authorize” pushbutton to authorize the Asset.

Ø Click the “Delete” pushbutton to delete the Asset.

Recording Doc. Line Info. Details

This tab enables to record the Document and line details.

Ø Click the “Doc. Line Info.” Tab in the “Fixed Assets Hub” page.

The system displays the following fields:

I.	Indicates whether the Asset # is Ccapitalized or Aamended. The system displays the following options: · C – If the Asset # is Ccapitalized · A – If the Asset # is Aamended.
Doc. Type	The type of the document.
Doc. #	The hyperlinked document number.
Doc. Date	The date on which the document was raised.
Ref. Doc. Info./Supplier Name	The reference document details or the name of the supplier who raised the invoice.
~~Task~~ Seq. ~~No.~~#/~~Doc.~~ Line #	Indicates the sequence number / line number of the task in the SWO.
Doc. Amt.~~ount~~	The document amount.
Line Amt.	The amount of the individual item.
Pend. Cap. Amt.	The difference between the amount for the Capital Items in the Reference Documents and the total of Asset Cost of all the Asset # for the Reference Document.

Ø Enter the following fields in the “Doc. Line Info.” Multiline:

Cap. Am~~oun~~t.	The document amount to be capitalized.
Asset #	The unique number identifying the asset. Help facility available.
Tag #	The number identifying the asset tag.
~~Asset Grouping~~	~~The code identifying the asset group.~~
~~Tag Group~~	~~The tag group which constitute of one asset tag.~~
No. of Tags	The total number of tags to be appended to the asset.
Tag Group	The tag group which constitute of one asset tag.

The system displays the following fields:

Root Exec. Doc. Type	The type of the root work order which could be AME or SWO.
Root Exec. Doc. No.	The number identifying the execution document corresponding to the entered root execution document type.
Part #	The number identifying the part.
Part Description	The part description.
Serial#/ Lot#	The serial number or lot number of the part.
Component ID	The code identifying the component.
Qty.	Number of Qquantity ordered.

Ø Enter the following fields:

Asset Grouping

The code identifying the Asset Group.

Proposal #

The number identifying the asset proposal based on which the invoice has been raised. The asset proposal must have been defined in the “Create Asset Proposal” activity of the “Asset Planning” business component.

Help facility available.

Write off Remarks

The remarks pertaining to the write-off of ~~doubtful debts~~Assets.

The system displays the following fields in the multiline:

Asset Class Code	The code identifying the asset class.
Account Code	The account code from where balance will be transferred to Asset Account.
Account Desc	The description pertaining to the Asset Account.
~~Error Msg~~Write-off JV	The ~~error message pertaining to the document.~~journal voucher number created during write-off of Assets.

Ø Click the “Compute” pushbutton to compute the total capitalization amount for the selected lines.

The system displays the following field:

Total Asset Cost

The total capitalization amount for the selected lines.

Ø Click the “Save” pushbutton to save the Document details.

Ø Enter the following field:

Asset Gen. Option

Use the drop-down list box to specify the asset generation option. The system lists the following values:

§ Blank – If this option is selected, Asset will be generated and the user can manually enter the Asset # in the ‘Asset Info’ tab

§ Single – If this option is selected, one Asset ID will be generated for the selected lines.

§ Multiple – If this option is selected, multiple Asset IDs will be generated for the selected lines.

Note: The system defaults the value based on the process parameter “Default Asset Gen. Option in FA Hub” set under Parameter Level ‘Company Level’, Business Process ‘Fixed Assets Management’ and Category ‘Asset Capitalization’ set in the “Set Finance Process Parameters” activity of the “OU Parameter Setup” business component.

a) If the process parameter is set as ‘0’, then the system leaves the field blank.

b) If the process parameter is set as ‘1’, the system defaults the value ‘Single’.

c) If the process parameter is set as ‘2’, the system defaults the value ‘Multiple’.

Number of Assets to be created, if the ‘Asset Gen. Option’ is selected as ‘Multiple’.

Ø Click the “Create Asset ID” pushbutton to create the Asset.

Ø Click the “Amend Asset ID” pushbutton to amend the Asset.

Ø Enter the following field:

Wr. off date

The write off date of the asset.

Note: “Wr. off date” should not be later than the current date.

Ø Click the “Write -off” pushbutton to write-off the Asset.

On click of the “Write -off” pushbutton, a journal voucher will be created for the given write off date and the details will be displayed in the multiline.

Note: The “Create Asset ID”, “Amend Asset ID” and “Write off” pushbuttons appear only inthe “Pending Capitalization” tab.