Import Asset Add (40.1.1)
- 10 Jun 2024
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Import Asset Add (40.1.1)
- Updated on 10 Jun 2024
- 10 Minutes to read
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Business Process Overview
Import Asset Add business subprocess uses templates to create mass asset records in Asset Management (AM). The Asset Profile defines criteria for an asset type that AM uses as default values when adding assets. AM uses financial details from Accounts Payable (AP), such as Asset Profile ID, acquisition date, and cost, to create asset records. Import Asset Add also creates asset records in mass through an interface flat file and Excel to AM interface. A predefined Excel spreadsheet is used to upload details into AM to create asset records. Online Asset Add (40.1.2) business subprocess creates individual asset records from details through direct input in AM. Both business subprocesses invoke data edits that reject invalid data, produce error messages, and allow correction.
The Agency AM Spreadsheet Upload Processor role will be responsible for uploading the predefined Excel spreadsheet used via the Inbound Asset Spreadsheet Upload process. The spreadsheet will be approved by an agency-designated approver before the upload occurs.
Business Process Diagram
Business Roles
The Business Process Flow Diagrams use horizontal swim lanes to depict where activities are performed by different parties or systems. Each swim lane is titled with a role, either agency-based or within DFS, and in some cases, are representative of an external entity or system. The swim lanes may change from page to page within a single business subprocess as more or fewer roles are required to execute sections of the business subprocess.
- Agency AM Asset Processor: agency role responsible for creating and maintaining asset records in Florida PALM
- Agency AM Spreadsheet Upload Processor: agency role responsible for uploading inbound asset spreadsheets (role not shown as a swim lane on flow diagram).
- Agency AM Sensitive Asset Processor: agency role responsible for updating the asset sensitive drop down list, and the asset sensitive data elements.
Business Process Flows Details
The tables below describe steps in each business subprocess as reflected on the Business Process Flow Diagrams. The tables also reflect information associated with each step describing the intent of the specific process. Florida PALM screenshots are included within the sections to allow connections to be made from specific business subprocess steps to screens within Florida PALM. This information should be read in conjunction with the Business Process Flow Diagrams.
Process Step ID | Process Step Title | Description of Process |
|---|---|---|
1 | Inbound Asset Additions, Adjustments, and Physical Updates (AMI006) | The Agency AM Asset Processor identifies a large volume of newly acquired assets (not integrated through AP) and elects to use an interface to input assets in Florida PALM. The Agency AM Asset Processor identifies a large volume of cost additions, cost adjustments, or physical information updates, and elects to use an interface to input or update the asset transactions in Florida PALM. The Inbound Asset Additions, Adjustments, and Physical Updates interface can be used to trigger the Sensitive Data dropdown list. The Interface type must be Asset Addition (FAD). The user submitting the interface must have the Agency AM Sensitive Asset Processor business role and the Sensitive Data Security (FLP_AM_SENS_PROCESSOR) system role. |
2 | Inbound Asset Spreadsheet Upload (AMI007) | The Agency AM Asset Processor identifies a large volume of newly acquired assets (not integrated through AP). The Agency AM Asset Processor determines the Inbound Asset Spreadsheet Upload is the appropriate tool to input the assets in Florida PALM. The Custodian or agency-designated personnel authorizes using the Inbound Asset Spreadsheet to input the assets in Florida PALM. The Agency AM Spreadsheet Upload Processor uses a predefined spreadsheet to organize and upload information required to create mass asset records. This step uses the same data edits enforced when entering assets via online entry. |
3 | Perform Interface Error Checking | Edit validations are performed on each interface before the data is allowed to load to the Asset Management staging tables. If the file is rejected, all transactions in the file are rejected and the file must be resubmitted once the issue is resolved. If the file is not rejected, edit validations are performed on each transaction before the data is allowed to load for processing in the Asset Management module. Additional edits will be performed during the transaction life cycle. Rejected transactions are managed through the 120.1 Interface Error Handling Process. |
4 | AP Integration | Assets are acquired through MyFloridaMarketPlace (MFMP) and Agency Business Systems All asset acquisition payments are processed through the Florida PALM AP module. Florida PALM AP and AM modules are integrated to create new asset records or update existing asset records in AM. This integration would also be applicable for Encumbrances that include asset related data elements and were vouchered through AP. Asset-related Vouchers processed in the AP module must include basic data elements such as: AM Business Unit (BU), Asset Profile ID, Quantity, and Acquisition Merchandise Amount (Cost) to establish an asset record in AM. The Asset ID must be included on the voucher for updates to existing asset records. AP integration constitutes two distinct processes: Pre-Interface and Interface. The Load Asset Process (INTFAPAP) transfers data from Accounts Payable to the Asset Management pre-interface table. Agency AM Asset Processor can view the AM Pre-Interface Table to validate transactions pending inclusion on the Interface Table for processing. |
5 | AP to AM Process | Integration of asset data from AP to AM is automatically initiated by Florida PALM. The Asset Management Payables/Purchasing Interface (AMPS1000) transfers data from the pre-interface table to the AM interface tables. |
6 | Load Staging Tables | Load Staging Tables houses the AP integrated data, Spreadsheet Upload data, and interfaced data. Data in the physical and financial tables is used to automate asset creation. |
7 | Review/Update/Approve Information | The Agency AM Asset Processor uses the staging table to perform a review of data before a new asset is established, or updates to existing assets occur. Upon review, the Agency AM Asset Processor may exclude a transaction or update the asset physical information, such as Custodian, location, and acquisition date. The asset Profile ID may also be updated on the staging table. However, the asset Profile ID cannot be changed after the Run Transaction Loader Process occurs. Elements controlled by the asset Profile ID such as estimated useful life and asset category can be updated after the asset record is created. The Asset Staging Report can also be used to identify corrections needed. |
8 | Unitize Assets | The Agency AM Asset Processor can unitize grouped assets imported as a single line item. Unitize means converting a group of assets listed as a single line item on a Voucher into individual assets in Florida PALM with unique Asset IDs. This step is used if the assets are identical in cost (homogeneous). |
9 | Run Transaction Loader Process | Florida PALM or the Agency AM Asset Processor executes the Transaction Loader Process, which selects data from Transaction Loader tables (interface tables) and populates core Asset Management tables. |
10 | Establish Asset | Florida PALM creates new asset records, each with a unique, system-generated, numeric Asset ID. New Assets Report and Assets Purchased Reports are used to list assets established. Figure 1 (Asset Add, General Information Tab) represents the asset physical information Florida PALM after the imported asset record has been created. Figure 2 (Asset Add, Acquisition Detail Tab) represents the asset financial information in Florida PALM after the imported asset record has been created. |
11 | Calculate Depreciation | If the asset is depreciable, Florida PALM initiates the Calculate Depreciation process based on an established schedule. This process calculates the depreciation for an asset for its entire useful life based on the depreciation attributes selected for the Asset – cost, salvage value, and useful life. Calculate Depreciation may also be initiated on demand for individual asset transactions. This process must be run when core asset transactions are processed such as:
If the asset is non-depreciable, Florida PALM bypasses the Calculate Depreciation process and completes the Create Accounting Entries process. |
12 | Complete Creation of Asset | After the Depreciation Calculation process is successfully executed against each Asset, Florida PALM (per enterprise schedule), runs the following core processes to acquire updated Asset information and create accounting transactions. The Agency AM Asset Processor may also run these processes on demand. Load Depreciation Reporting Table process - This process loads the Depreciation Reporting table (DEPR_RPT) with life-to-date depreciation expense data. Content of DEPR_RPT table provides the basis for most depreciation reports. Load Asset Net Book Value Process - This process loads the Asset Net Book Value table (ASSET_NBV_TBL) with data used for Asset Net Book Value reports. Depreciation Close - This process generates period depreciation accounting entries for all depreciable assets in a particular accounting period. The process should be run for an accounting period that has not yet been closed. Create Accounting Entries - This process generates accounting entries for all financial transactions unrelated to depreciation. Examples of accounting entries are asset cost, increase of asset cost, and transfer of assets. Depreciation Allocation - This process allocates asset cost and/or depreciation expense from the Governmental Fund to the Ownership Fund, if applicable. Governmental funds account for one fiscal year of information and cannot own assets with a useful life greater than one year. An ownership fund is a long-term account that represents the entity in which assets are maintained for governmental funds. |
13 | Generate GL Journals | Journal Generator (JGEN) processes posted accounting entry data from the Florida PALM source modules, summarizes the data, and creates journals in the General Ledger. The Journal Generator process will edit, Budget Check, and post the journal entries created during the process. Please see 10.2 Enter and Process Journals for more information on source module journal entries. |
14 | Outbound Asset Extract (AMI003) | Florida PALM provides an outbound file with data on asset additions, updates, transfers, and disposals. The Outbound Asset Extract includes asset records marked as Fully Sensitive and asset records marked as Partially Sensitive. |
Figure 1: Import Asset Add, General Information Tab
Figure 2: Import Asset Add, Asset Acquisition Detail Tab
Accounting Events
Accounting events originate during transaction processing in the applicable source module. The accounting events impact the source module, Commitment Control ledgers, and the General ledger (Actuals).
- Source Module accounting entries require user input (I) of the primary line (i.e., expenditure, revenues) with an automated (A) system offsetting line (i.e., payable, receivable) during transaction entry. The source model transaction must pass Edit Check, Budget Check, and Cash Check (on applicable entries) prior to posting the transaction.
- The Run Budget Check (Commitment Control) process automatically affects balances in the appropriate budget ledger (i.e., appropriation, spendable cash) if the transaction passes the budget check process.
- After the transaction is posted in the source module, an automated system process summarizes and posts the entries in the General Ledger module to the Actuals Ledger.
The table below provides the most common accounting events applicable to this business process.
Reports
Key Reports are displayed as icons with the Report Number on the Business Process Flow Diagrams. The table below provides the reports identified to be produced at a particular process step or is used to support the completion of a process step.
Report Number | Report RICEFW ID | Report Description | Report Source | Report Frequency | Audience |
|---|---|---|---|---|---|
R1 | AMR040 | Asset Exception Report – identifies Asset related Vouchers with incomplete information | Data Warehouse | Periodic | Agency |
R2 | AMR042 | Asset Staging Report – a list of asset records ready to be processed since last inventory date | Data Warehouse | Periodic | Agency |
R3 | AMR043 | New Assets Report – a list of asset records created | Data Warehouse | Periodic | Agency |
R4 | AMR026 | Total Assets Purchased Report - a report that lists the total amount of fixed asset purchases by agency/division | Data Warehouse | Periodic | Agency |
Note: A complete list of reports may be found in the Reports Catalog.
Interfaces
The table below provides the Interface IDs for each interface identified on the Business Process Flow Diagrams.
Interface Number | Interface Description | Interface Frequency | Source | Target |
|---|---|---|---|---|
AMI006 | Inbound Asset Additions, Adjustments and Physical Updates – Inbound interface to load new asset data, as well as adjustments and physical updates | Daily | Agency Business Systems | Florida PALM |
AMI003 | Outbound Asset Extract – Outbound asset extract file containing both physical and cost information | Daily | Florida PALM | Agency Business Systems |
AMI007 | Inbound Asset Spreadsheet Upload – Inbound interface to load new asset data via spreadsheet (Excel) upload | Daily | Agency Business Systems | Florida PALM |
Note: A complete list of interfaces may be found in the Interface Catalog.
Forms
The table below provides the Form Numbers for any forms identified on the Business Process Flow Diagrams.
Form Number | Form Description | Audience |
|---|---|---|
N/A |
Workflows
The table below provides the Workflow Numbers for any workflows identified on the Business Process Flow Diagrams.
Workflow Number | Workflow Description | Audience |
|---|---|---|
N/A |
Version History
Date | Revision Description |
|---|---|
12/22/2023 | Original Version |
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