Automated Entry into FA

The automated entry into the Fixed Assets database consists of a series of steps, first within the Purchasing (PO) module, then the Accounts Payable (AP) module.

PO Steps

1. Create a Purchase Requisition for the Fixed Asset. Two tabs will need to be completed in POUPPR. BusinessPlus requires a PR# and Vendor ID on this page.

2. Define the line item(s) on the purchase request using the Items tab in POUPPR. The field on this page that will need to be populated for the FA Interface is the "FA" field. If object codes are being used to automatically flag a Purchase as a Fixed Asset, this field will have a default value in it.

AP Steps

1. Create an AP set to pay for the goods. In the AP set, use extraction to pull up the PO information (PO #, Type, Invoice #, Invoice date). It is at this time that shipping charges can be split among the items on the PO and have the price plus the percentage of shipping for that item carry over to FA by entering a code (defined in common code APSP/SF) plus the shipping amount. Save the set.

2. Run APOHBTBPto proof the set. A Batch Proof listing will be produced for verification of correct amounts, accounts, etc. If this batch is correct, then distribute the batch (APOHBTDS).

3. Select the batch that was created for payment using APOHPPSP. Select entries to let the system know that these invoices are ready for payment.

4. To report on the selection for payment just entered, run APOHPPRP. This will give a listing of what has been selected for payment.

5. Run the check printing process in APOHPPPA.

6. After the check printing process has completed the AP/PO information will have been copied into the FA database (FAUPAS, Components tab).

After completion of these steps, the automated process is finished. Two pages have been created in the FA database, without the PO/AP staff having any significant extra work.