FA Interface Process

When creating a purchase order (POUPPR), use the Items tab to define the items on the PO. If using the POFA/CONTROL common code and the GL object, object group or item amount fall into the criteria defined in the common code, the Fixed Asset field on the page will be flagged with a "Y." The field can be manually entered if the common code is not being used, or other criteria exist. This FA flag is used later during the receiving process.

During the receiving process (POUPRC), "Fixed Asset" is displayed in the Tag Number field to remind the receiver that this item is a fixed asset. At this time, a tag number or "ADD" should be entered into the field. Upon pressing Enter to receive the item, the asset will be created in the Fixed Assets subsystem with either the tag number given or the system-generated number and the description, coming from the first line of the item description within purchasing. This constitutes the creation of the Asset ID page.

After the item has been received, Accounts Payable extracts the receiving information into a set, based on PO number (APOHBTUB). The set is subsequently distributed to OH and GL (APOHBTDS). The select entries for payment is done (APOHPPSP) and then the payment of selected entries is run (APOHPPPA). It is during this payment process that the Fixed Assets subsystem is updated with the Asset AP PO information (FAUPAS page, Components tab). The invoice date, item amount, invoice number, PO number, check number, vendor ID and expense account number are recorded for the asset.

The fixed asset then needs to be manually updated with more detailed information concerning model number, manufacturer, location, depreciation schedule, etc.

Creating Multiple Fixed Assets with One Receiving Record

If a PO item has been created with a quantity greater than one and you want the multi-item to have individual assets created for it, follow these steps:

1. Receive multi-item with a quantity 1 receiving record. This creates one asset record that represents the multi-item. Note that the POUPRC page only allows 1, 0, or -1 quantities.
2. Use Fixed Assets pages to fill/enter information about the asset created.
3. Use the FA copy utility to duplicate that asset as many times as quantity used in multi-item.

The advantage to this process is that you enter FA information (classification, site info, etc.) just once. The disadvantage is that AP information will only populate the original asset in Fixed Assets, not the copies.