Creating simple asset

This page allows you to create the simple asset. Tell me more.

Select the “Create Simple Asset” link under the “Asset Capitalization” business component.

The “Create Simple Asset” page appears.

- Clicking this icon available near certain fields takes you to the help page of the respective field.

Enter the following fields in the “Search Criteria” group box to search for the documents:

Note: The data entry in the “Search Criteria” group box is mandatory, if you want to create the simple asset based on the documents. Otherwise you can directly specify the document and the asset information.

Doc. Type	Use the drop-down list box to select the document type. You can select from "Delivery Charges Invoice", "Direct Expense Invoice", "Direct Item Invoice”,"Inventory Issue", "PO Based Invoice", “Sundry Payment” or “All”. The system lists document types based on the integration, in the ascending order and displays "ALL" by default on launch of the page.
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 finance books mapped to the login organization unit in the ascending order for selection. The finance book must have been defined in the “Create Finance Book” activity of “Organization Set Up” business component. The system displays the first value by default on launch of the page.
Supplier Code	The code identifying the supplier who raised the invoice (Alphanumeric, 32). The supplier code must have been defined in the “Create Supplier” activity of the “Supplier” business component.
Doc. Date From	The starting date in the range of invoice dates from which the document details must be retrieved (Date Format). The system lists all the documents that are raised later than the date entered here.

Note: The date entered here must be less than the date entered in the “To” field.

If this field is left blank and the “To” field is entered, then the system retrieves all the document starting from the first document till the documents raised on the date specified in the “To” field.

To	The ending date in the range of document dates until which the details must be retrieved (Date Format). The system lists all the documents that are raised earlier than the date entered here.

Note: If this field is left blank and “Document Date From” field is entered, then the system retrieves all the documents raised on the date specified in the “Document Date From” field till the last invoice.

Proposal No.

The number identifying the asset proposal based on which the capital purchase order has been raised (Alphanumeric, 18). The asset proposal must have been defined in the “Create Asset Proposal” activity of the “Asset Planning” business component.

Note: The “Asset Planning” business component must also be installed, if document details are retrieved based on the proposal number.

Doc. No. From

The starting number in the range of document numbers whose details are to be retrieved (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system lists all the document numbers that are greater than or similar to the value entered here.

Note: If this field is left blank and the “To” field is entered, then the system retrieves the documents starting from the first document till the document specified in the “To” field.

To	The ending number in the range of document numbers whose details are to be retrieved (Alphanumeric, 18). 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.
Project Code	The project code with which the documents created is displayed.

Note: If this field is left blank and the “Document No. From” value is entered, then the system retrieves the documents starting from the number specified in the “Document No. From” field till the last document.

Click the “Search” pushbutton to retrieve the details.

The system displays the following in the “Search Results” multiline:

Doc. Type	The document type.
Doc. Date	The date on which the document was raised.
Doc. No.	The number identifying the document.
Supplier Name	The name of the supplier who raised the document.
Doc. Amount	The total amount of the document.
Pending Capitalization	The total amount of the document that has to be capitalized.
Project Code	The project code with which the documents created is displayed.

Note: For capitalizing the simple asset, the entire value of the document must be taken for capitalization.

Check the box in the “Select” column of the multiline to mark the documents for calculating asset cost.

Note: Atleast one row in the “Search Results” multiline must be selected.

Click the “Calculate Asset Cost” pushbutton to calculate the cost of the asset to be capitalized.
The system retrieves the proposal number and defaults it in the “Asset Information” group box, if this business component is mapped to the “Asset Planning” business component.
If the document type specified is “Order Based Invoice”, the system defaults the respective finance book in which the GR has been made at the “Document Information” group box.
The system sums up the pending capitalization amount for all the selected document and displays in the “Asset Cost” field in the “Asset Information” group box.

The system displays the following in the “Doc. Information” group box:

Capitalization No.	The unique number identifying the asset capitalization. This number is generated at the time of creating the simple asset based on the selected numbering type.
Status	The status of the asset which could be “Fresh”, “Active” or “Amend”.
	Fresh – indicates the addition of assets. Only the assets in “Fresh” status can be modified.
	Active – indicates that the asset has bee authorized. The accounting entries are posted after authorization. The assets are authorized in the “Authorize Asset” activity of this business component.
	Amend – indicates that the asset/tag values are added after capitalization. The assets are amended in the “Amend Asset” activity of this business component.

Enter the following fields:

Capitalization Date	The date on which the assets are capitalized (Date Format). Mandatory. The system updates the capitalization date to the in-service date, if the in-service date is not different from the capitalization date.
Finance Book	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 the finance book 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.

Note: If the integration between this business component and the invoicing components is available, then no values will be available for selection in this field on launch of the page.

The value of the finance book that has been specified in the document will be available for selection in this field by clicking “Calculate Asset Cost” pushbutton.

Status	The status applicable for the transaction as per workflow configuration
Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Asset Capitalization” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays the first value by default on launch of the page.

Enter the following fields in the “Asset Information” group box:

Asset Class Code

The code identifying the asset group (Alphanumeric, 32). The asset group must have been defined in the “Create Asset Group” activity of the “Asset Type Definition” business component.

Note : You can use list edit to select "Asset Group"

Note: If the integration between this business component and the invoicing components is available, then no values will be populated in this combo on launch of the page.

The value of the asset class codes that has been specified in the document will be populated in this combo on clicking “Calculate Asset Cost” pushbutton.

Asset Group Code	The code identifying the asset group (Alphanumeric, 32). The asset group must have been defined in the “Create Asset Group” activity of the “Asset Type Definition” business component.
	Help facility available.

Note: You can use list edit to select "Asset Group".

Cost Center	The code identifying the cost center in which the assets are physically or logically grouped (Alphanumeric, 5). The cost center must have been defined in the “Create Cost Center/Unit” activity of “Cost Setup” business component.
Asset No.	The unique number identifying the asset (Alphanumeric, 18). Mandatory.

Asset number generation

The system generates the asset number based on the parameters set in the “Company Parameter” business component. If the parameter value “Automatic Creation of Asset ID (Part A)” has been set to “Yes”, then the asset number is created as asset class specified followed by a running serial number separated with ‘-‘. Otherwise, the asset number entered by the user is taken as it is.

Asset Desc.	The description pertaining to the asset number (Alphanumeric, 40). Mandatory.
	Zoom facility available.
Asset Cost	The cost of the asset (Decimal). Mandatory. The asset cost entered here must be greater than zero.

Note: The system displays the total of the pending capitalization amount of the selected document, if the asset is created based on the invoice.

Asset Location Code	The code identifying the asset location in which the assets are physically located (Alphanumeric, 20). The asset location must have been defined in the “Create Asset Location” activity of the “Asset Location” business component.
Depreciation Category	Use the drop-down list box to select the depreciation category. The system lists the depreciation category 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 if this business component is not integrated with the “Asset Depreciation Setup” business component.

Note: If the integration between this business component and the invoicing components is available, then no values will be available for selection on launch of the page.

The depreciation category that is applicable for the asset class specified in the document will be available for selection on clicking “Calculate Asset Cost” pushbutton.

Salvage Value	The scrap value of an asset (Decimal). The value entered in this field must be greater than zero, and less than the asset cost. The system displays zero by default on launch of the page.
Proposal No.	The number identifying the asset proposal (Alphanumeric, 18). The asset proposal must have been defined in the “Create Asset Proposal” activity of the “Asset Planning” business component.

Enter the following fields. Data Entry in the following fields is optional:

Business Use %	The usage of the asset in the business (Decimal). The value entered here must be between 0 and 100.
Inventory Cycle	The frequency in which the assets are to be physically verified. The inventory cycles available are "Monthly", "Quarterly", "Half Yearly"," Yearly" and " Not Required". The system displays the first value by default on launch of the page.

Note: This business component must have been mapped to the “Asset Inventory” business component.

Custodian	The name of the supervisor of assets (Alphanumeric, 20).
Model	The model number of an asset (Alphanumeric, 40).
Manufacturer	The company or the maker who manufactured the asset (Alphanumeric, 60).
Serial No.	The serial number of the asset (Alphanumeric, 18).
Warranty No.	The number identifying the warranty issued by the manufacturer (Alphanumeric, 18).
Barcode No.	The barcode number of the asset (Alphanumeric, 18).

Click the “Create Simple Asset” pushbutton to create the simple asset.
The system generates a unique capitalization number based on the numbering type selected.
The system generates a unique asset identification number based on the parameter setting in the “Company Parameter Setup” business component.
The system generates a unique asset number and a tag number that are unique to every asset number.
The system updates the capitalized amount as utilized against the asset proposal used.
The system updates the status of the asset to “Fresh”.
The system updates the login ID of the user and the system date along with the asset details.

The system displays the following:

Created By	The login ID of the user who created the simple asset.
Created Date	The date on which the assets are capitalized.

To proceed, carry out the following

Select the “Additional Details” link at the bottom of the page to enter the additional details.
Select the “Create Bulk Tags” link at the bottom of the page to create the bulk asset tags.
Select the “Attach Notes” link at the bottom of the page to record observations.
Select the “Accounting Information” link at the bottom of the page to view the account posting information.
Select the “Edit Asset” link at the bottom of the page to edit the assets.
Select the “View Asset Details” link at the bottom of the page to view the asset.
Select the “Authorise Asset Details” link at the bottom of the page to Authorise the simple asset created.
Select the “Collaborate” link at the bottom of the page to record or to view the observations or comments or discussions regarding the document.

Creating simple asset – An overview

The simple assets can be created based on the invoice or sundry payments. More than one document can be used for simple asset details. You can also create the simple asset by directly specifying the asset information without any documents forming the basis, if integration with “Payables Management” module is not available.

Asset creation based on invoices

You can carry out the search for the documents using the document type, finance book, supplier code, the date on which the documents were raised, the proposal number and the document number. The documents, which can be used for creating the simple assets, are “Supplier Order Based Invoice”, “Supplier Direct Invoice” and the “Sundry Payment”. The system retrieves the document details along with the amount to be capitalized. You can specify the date on which the assets are to be capitalized and the asset information details like the asset number, the description of the asset, asset cost, depreciation category and create the simple asset.

Asset creation without document reference

If this component does not interact with the “Payables Management” module then, you can also create the assets without any documents. You can directly enter the document information like the capitalization date, finance book and the numbering type based on which the system generates the capitalization number. You can capture the asset information like asset class code, asset group code, cost center code. You can provide unique number identifying the asset, asset description and the cost of the asset. You can also specify the asset location, the depreciation category, the salvage value and the proposal number, if this business component is mapped to the “Asset Planning” business component.

On creation, the system updates the status of the asset/Tag to “Fresh”. The system generates a unique capitalization number on creation of the asset. The system also generates the asset number based on the parameters set in the “Company Parameter” business component. If the parameter “Automatic Creation of Asset ID (Part A)” has been set to “Yes”, then the asset number is created as asset class specified followed by a running serial number separated with ‘-‘. Otherwise, the asset number entered by the user is taken as it is. The system updates the login ID of the user and the system date along with the simple asset details.

What you can do in this page

Retrieve documents based on the type

Set the “Document Type” field to “Order Based Invoice” to retrieve the order based invoice.
Set the “Document Type” field to “Direct Invoice” to retrieve the direct invoice for asset creation.
Set the “Document Type” field to “Sundry Payment” to retrieve the sundry payment invoice for asset creation.

Prerequisites

“Finance Book” must have been defined in the “Organization Set Up” business component.
“Numbering Type” must have been defined in the “Document Numbering Class” business component.
“Asset Class Code” must have been defined in the “Asset Type Definition” business component.
“Cost Center” must have been defined in the “Cost Setup” business component.
If the simple is created based on documents then this business component must have been mapped to the corresponding invoicing business components.
“Proposal No.” must have been defined in the “Asset Planning” business component if this business component has been associated to it.