Inbound Asset Additions, Adjustments, and Physical Updates (AMI006)
  • 19 Jul 2024
  • 12 Minutes to read
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Inbound Asset Additions, Adjustments, and Physical Updates (AMI006)

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Article summary

Interface Description

Inbound interface to add the new fixed/owned assets, adjust the cost of the existing assets, or update the physical information of the existing assets in Florida PALM. Only the valid asset details provided by agencies are used for creating, adjusting, or updating assets in the Florida PALM.

Click below to view the interface file layout and sample data file.

Business Process Model

This interface can be found in the following business processes:

Interface Selection Criteria

The following selection criteria can filter the interface data:

Data Field

Data Field Details

N/A


File Layout

The layout of the interface is listed below. 

Data Field
Record Type
Data Field Description

Record Code

Asset Financial Information

Record Code identifying the information on the record for:                                                          
 F-Asset Financial Information,

Interface Type

Asset Financial Information

Type of asset transaction being requested:
 addition of new asset, adjustment to asset financial information,  or update of physical information

Business Unit

Asset Financial Information

Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions.

Asset Identification

Asset Financial Information

Florida PALM generated Asset ID.

Chartfield Sequence Number

Asset Financial Information

The Chartfield Sequence Number determines which asset Chartfield row should be added during an asset addition or updated for a cost adjustment.

Organization

Asset Financial Information

Organization ChartField tracks information according to a breakdown of your organization.

Fund

Asset Financial Information

Segregates and captures specific activities or classifies certain objectives in accordance with special regulations, restrictions, or limitations.

Budget Entity

Asset Financial Information

Budget Entity ChartField represents organizations and/or functions to which appropriations are made and typically represents a program.

Category

Asset Financial Information

Category ChartField represents both appropriation categories and revenue source codes.

State Program

Asset Financial Information

State Program is used to identify the plan for an organization and use of resources to meet specified objectives of the State.

Grant

Asset Financial Information

Grant ID value used to track financial assistance that provides support or stimulation to accomplish a public purpose. 

Contract

Asset Financial Information

Contract ChartField captures expenditure and revenue transactions for two party agreements.

OA1

Asset Financial Information

OA1 is a flexible ChartField reserved for tracking for optional reporting or specific use.

OA2

Asset Financial Information

OA2 is a flexible ChartField reserved for tracking for optional reporting or specific use.

PC Business Unit

Asset Financial Information

Used to define an organization or organizational subset that is independent with regards to one or more accounting or operational functions for Project related ChartFields.

Project

Asset Financial Information

Project ChartField is used to capture a planned undertaking of something to be accomplished or produced, having a beginning and ending date, for which expenditures/costs and revenues are to be tracked.

Activity

Asset Financial Information

Tracks specific tasks that make up a Project and records transactional details; a Project must have at least one associated Activity ID.

PC Source Type

Asset Financial Information

Source types identify the purpose or origin of a transaction.

PC Category

Asset Financial Information

Project Category provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project.

PC Subcategory

Asset Financial Information

Subcategories provides more flexibility and granularity in tracking and analyzing financial activity associated with a Project.

Auto Approval Status

Asset Financial Information

Interface Lines Auto Approval Status

Cost Type

Asset Financial Information

Cost Type Chartfield used to establish acquisition of the asset in Florida PALM. Cost types represent different capitalizable  cost components of an asset. 

Transaction Code

Asset Financial Information

Transaction Code Chartfield used to establish acquisition of the asset in Florida PALM. Transaction Code identifies special accounting treatment for the transaction.  Value used will depend on type of Assets being added to Florida PALM

Transaction Date

Asset Financial Information

The date the asset was purchased.

Accounting Date

Asset Financial Information

The Accounting Date is the date which determines the Accounting Period in which the asset is posted.

In Service Date

Asset Financial Information

The date the asset was placed in service. This field is used in conjunction with the convention to determine the begin depreciation date. This field only relates to depreciable assets.    

Cost

Asset Financial Information

Asset Cost is amount used to establish acquisition of the asset in Florida PALM. Cost represents asset acquisition cost (the funds disbursed to acquire the asset such as price, installation cost, freight, etc).

Salvage Value

Asset Financial Information

Salvage amount assigned to the asset. The Salvage Value is subtracted from Acquisition Cost to determine Depreciable Cost of the asset in Florida PALM. 

Operator ID

Asset Financial Information

User ID who is adding or adjusting or updating the asset.

Filler1

Asset Financial Information

This field is reserved for future use in Florida PALM

Filler2

Asset Financial Information

This field is reserved for future use in Florida PALM

Filler3

Asset Financial Information

This field is reserved for future use in Florida PALM

Filler4

Asset Financial Information

This field is reserved for future use in Florida PALM

Filler5

Asset Financial Information

This field is reserved for future use in Florida PALM

Record Code

Asset Physical Information-A

Record Code identifying the information on the record for:  
 A - Asset Physical Information

Tag Number

Asset Physical Information-A

The agency unique tag number that is assigned to this asset.

Description

Asset Physical Information-A

Long description of the asset.

Short Description

Asset Physical Information-A

Short description of the asset.

Source System ID

Asset Physical Information-A

Source System Asset Identifier.

Acquisition Date

Asset Physical Information-A

Asset Acquisition Date to be reflected on this asset record in Florida PALM. This field is memo-only and is not used for any calculations.

Financing Code

Asset Physical Information-A

Financing code     indicates how asset acquisition is financed. Financial Code should be a valid value in the FINANCE_CD_ TBL.

Asset Profile ID

Asset Physical Information-A

Asset Profile ID identifies the Accounting Template that determines financial, depreciation and retirement attributes of asset being added.  

Manufacturer ID

Asset Physical Information-A

Manufacturer ID of the asset being recorded in Florida PALM.

Manufacturer Name

Asset Physical Information-A

Name of manufacturer of the asset being recorded in Florida PALM.

Serial ID

Asset Physical Information-A

Serial number of asset being recorded in Florida PALM.

Acquisition Descr

Asset Physical Information-A

Describes the acquisition detail for this transaction

Asset Custodian Effective Date

Asset Physical Information-A

Asset Custodian Effective Date represents the date the Custodian assumed management responsibility of this asset.

Asset Custodian Employee ID

Asset Physical Information-A

The Employee ID of the custodian responsible for  this asset. A Custodian Identification Number (CID) Code is used to identify a particular Property Custodian within an agency. A CID is assigned to each asset record.

Location

Asset Physical Information-A

The location of this asset. Location code per Florida PALM configuration Workbook to indicate physical location of an asset (usually BU main location or primary safe-keeping address).

Area ID

Asset Physical Information-A

Agency administered field that identifies a more specific area within the location that houses the asset.

VIN

Asset Physical Information-A

Vehicle Identification Number of asset (if applicable)

Property Description

Asset Physical Information-A

Property Description (Real Property) of asset with Asset Type of Property.  Field should be populated ONLY for assets with Asset Type of 'Property'

Property Name

Asset Physical Information-A

Property Name (Real Property)  of asset Property with Asset Type of Property.   Field should be populated ONLY for assets with Asset Type of 'Property'

Total Area

Asset Physical Information-A

Field should be populated ONLY for assets with Asset Type of 'Property'.  Enter total area (numeric value) measure of the property

Space Unit of Measure

Asset Physical Information-A

Space Unit of Measure field represents how total area of asset (Real Property) is measure.     Field should be populated ONLY for assets with Asset Type of 'Property'.  Enter total area measure of the property

Current Occupancy

Asset Physical Information-A

Number of Full-time equivalent (FTE) assigned to a location/building.

Maximum Occupancy

Asset Physical Information-A

Number of individual, or units authorized by the regulatory agency to occupy the asset (Real Property). Field should be populated ONLY for assets with Asset Type of 'Property'

Occupancy Status

Asset Physical Information-A

Occupancy Status field represents status of asset (Real Property) occupancy.  Field should be populated ONLY for assets with Asset Type of 'Property'

Ownership Status

Asset Physical Information-A

Ownership Status field indicates if asset (Real Property) is State owned.  Field should be populated ONLY for assets with Asset Type of 'Property'

IDLE

Asset Physical Information-A

IDLE
 Used to indicate property (land) utilization. 

Valuation Method

Asset Physical Information-A

The basis for acquisition cost

Acquisition Code

Asset Physical Information-A

Code that signifies the method used to acquire an asset (e.g., Donated Federal Asset, Donated, Government Surplus, Purchased, Federally Donated)

Asset Condition

Asset Physical Information-A

Refers to the physical condition of an asset.

Availability Contact

Asset Physical Information-A

Availability Contact (This represents the availble contact phone number)
 Contact Information of employee that has pertinent information regarding the asset.

Surplus Asset

Asset Physical Information-A

A State-owned asset that is designated to be certified or has been certified Surplus by the Agency Surplus Board

Surplus Asset Condition

Asset Physical Information-A

Refers to the physical condition of a Surplus asset.

Model Year

Asset Physical Information-A

The model year of an asset as assigned by the manufacturer 

Model Name

Asset Physical Information-A

Model Name of an asset.

Asset On Loan

Asset Physical Information-A

Indicates asset managed by an agency but owned by a different agency (borrowed/loaned asset).

Threshold ID

Asset Physical Information-A

The Threshold ID is used to identify the asset record as an 'Attractive Item' and the asset will not be capitalized.

Legal Description

Asset Physical Information-A

Legal Description of an asset.

Filler1

Asset Physical Information-A

This field is reserved for future use in Florida PALM

Filler2

Asset Physical Information-A

This field is reserved for future use in Florida PALM

Filler3

Asset Physical Information-A

This field is reserved for future use in Florida PALM

Filler4

Asset Physical Information-A

This field is reserved for future use in Florida PALM

Filler5

Asset Physical Information-A

This field is reserved for future use in Florida PALM

Record Code

Asset Physical Information-B

Record Code identifying the information on the record for:                                                              
 B - Asset Physical Information 

Asset Color

Asset Physical Information-B

Asset Color represents the color of the asset. This is the physical information which can be provided for the asset.

Asset Weight

Asset Physical Information-B

Asset Weight represents the weight (numeric value) of the asset. This is the physical information which can be provided for the asset.

Asset Weight Unit of Measure

Asset Physical Information-B

Asset Weight Unit of Measure represents the unit of measure used for the asset weight. 

Asset Height

Asset Physical Information-B

Asset Height represents the height (numeric value) of the asset. This is the physical information which can be provided for the asset.

Asset Height Unit of Measure

Asset Physical Information-B

Asset Height Unit of Measure represents the unit of measure used for the asset height.

Asset Width

Asset Physical Information-B

Asset Width represents the width (numeric value) of the asset. This is the physical information which can be provided for the asset.

Asset Width Unit of Measure

Asset Physical Information-B

Asset Width Unit of Measure represents the unit of measure used for the asset width.

Asset Length

Asset Physical Information-B

Asset Length represents the length of the asset. This is the physical information which can be provided for the asset.

Asset Length Unit of Measure

Asset Physical Information-B

Asset Length Unit of Measure represents the unit of measure used for the asset length.

Asset Capacity

Asset Physical Information-B

Asset Capacity represents the capacity of the asset. This is the physical information which can be provided for the asset.

Asset Capacity Unit of Measure

Asset Physical Information-B

The unit of measure used for the asset capacity.

Comments

Asset Physical Information-B

The comments associated with the assets that will appear on the asset record. This is a free text field (50-character).

License Number

Asset Physical Information-B

A professional license number assigned to an employee.

License Effective Date

Asset Physical Information-B

Date the license was assigned to the employee.

License Expiry Date

Asset Physical Information-B

Expiry Date of license.

Asset License Comments

Asset Physical Information-B

Free text field (50 character)  used to enter comments about the license or registration associated with this asset.

Asset Warranty Effdt

Asset Physical Information-B

Asset Warranty Effective Date represents the date the current asset warranty becomes enforceable or voidable.

Status as of Effective Date

Asset Physical Information-B

This field represent the status of the warranty as of the effective date.

Warranty Supplier ID

Asset Physical Information-B

Supplier ID of entity providing the warranty for this asset. Warranty  Supplier ID must be a valid Supplier ID in PALM

Warranty Number

Asset Physical Information-B

Warranty Number that identifies the  warranty associated with this asset.

Warranty Duration (months)

Asset Physical Information-B

The number of periods (months) warranty coverage is provided by this warranty agreement.

Warranty Coverage

Asset Physical Information-B

This is a free text field (50-character) used to enter details of the warranty agreement.

Filler1

Asset Physical Information-B

This field is reserved for future use in Florida PALM

Filler2

Asset Physical Information-B

This field is reserved for future use in Florida PALM

Filler3

Asset Physical Information-B

This field is reserved for future use in Florida PALM

Filler4

Asset Physical Information-B

This field is reserved for future use in Florida PALM

Filler5

Asset Physical Information-B

This field is reserved for future use in Florida PALM

Record Code

Supplemental Data

Record Code identifying the information on the record for:                                                              
 S - Supplemental Data 

Improvement Date

Supplemental Data

Represents the date when asset  improvement was completed

Improvement Description

Supplemental Data

Description of Capital Improvement performed on asset.
 This is a free text field (30)

Delivery Date

Supplemental Data

Date on which an asset is delivered to an agency.

ALN

Supplemental Data

CFDA Number(s) associated with Federal financing of an asset.

Fed Participate

Supplemental Data

The amount of federal monies used to purchase the land.

State Participate

Supplemental Data

The amount of state monies used to purchase the land.

Emp Effective Date

Supplemental Data

Date the assignment of the asset to the employee becomes effective.

Assigned Empl ID

Supplemental Data

Assigned Empl ID

Escrow Balances

Supplemental Data

Escrow balance recorded on a contract that should be included in asset purchase price (e.g., land and buildings).

CSFA

Supplemental Data

The Catalog of State Financial Assistance (CSFA) Number (s) associated with financing an asset.

Sensitive Asset

Supplemental Data

Indicates if asset record should be identified as Sensitive 

Occur/Discovery Dt

Supplemental Data

Date of Occurrence/Discovery
 Date asset becomes missing or stolen. Date asset is discovered missing or stolen. 

Disposal Doc Num

Supplemental Data

Number assigned to asset disposal transactions.

Disposition Date

Supplemental Data

Date of asset disposition.

Report Individual ID

Supplemental Data

Employee ID of the individual reporting an asset lost or stolen.

Agency Code

Supplemental Data

This field will be used to house miscellaneous asset data elements.

Filler1

Supplemental Data

This field is reserved for future use in Florida PALM

Filler2

Supplemental Data

This field is reserved for future use in Florida PALM

Filler3

Supplemental Data

This field is reserved for future use in Florida PALM

Filler4

Supplemental Data

This field is reserved for future use in Florida PALM

Filler5

Supplemental Data

This field is reserved for future use in Florida PALM

Record Code

Asset Attribute

Record Code identifying the information on the record for:                                                              
 C - Asset Custom Attribute Information 

AGENCY1

Asset Attribute

Agency user defined attribute.

AGENCY2

Asset Attribute

Agency user defined attribute.

CID1

Asset Attribute

User defined attribute representing the Custodian ID.

CID2

Asset Attribute

User defined attribute representing the Custodian ID.

CID3

Asset Attribute

User defined attribute representing the Custodian ID.

Filler1

Asset Attribute

This field is reserved for future use in Florida PALM

Filler2

Asset Attribute

This field is reserved for future use in Florida PALM

Filler3

Asset Attribute

This field is reserved for future use in Florida PALM

Filler4

Asset Attribute

This field is reserved for future use in Florida PALM

Filler5

Asset Attribute

This field is reserved for future use in Florida PALM


Version History

Date

Revision Description

12/01/2023

Original Version

04/26/2024  Administrative and design updates. See DDID#s 0528, 0529, 0530.
7/8/2024
Updates for DD#0687- Clarified Chartfield Sequence Number processing rules.

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