Potential Assets - FAUPPA
The Fixed Assets (FA) Potential Assets (FAUPPA) page is used to create fixed asset records.
Column Fields
Status (status_cd): FA Potential Asset (FAUPPA) page has two fields with the title Status. The first Status references the status_cd column within the fa_appo table. The values within the drop-down list are based on codes defined in the FA Code Values (FAUPCD) page, Code ID of APPOSTAT, such as ON HOLD or ASSIGNED. Spelling of the Status is important for processing Potential Assets from FA Potential Asset page into FA Update page. The other STATUS is for making the FAID active, inactive, and so on, within the header.
Selected: A flag for the Create Asset tool. A checked box tells the system that the record is ready to become an asset. Once the record's various columns are updated, merged, split, and as desired, update the status manually to ON HOLD. Check the box within the Selected column. Save the record. Then the record will be flagged for further processing.
Invoice Number: The number on an AP invoice associated with the purchase of the asset. A line item on a Purchase Order will be flagged as an asset per the NU Common Code with a Code Category/Value of POFA/CONTROL. The object code referenced within this common code tells BusinessPlus that the line item is an asset. Process the PO as usual using PO Extract within an AP page. Upon Distribution of the payable, the record inserts into FAUPPA. At that time, the AP record's Invoice number will insert into this column. The Asset ID will not be assigned until a user verifies the asset, updates information as needed, such as merge or split, and completes the steps for migrating the asset into FAUPAS.
Units: Quantity of the potential asset as stated within the purchase order.
Tools
Tools for asset components (AP and PO Info).
Merge
The Merge tool is used to flag multiple invoice lines that will be combined into a single asset record. This allows the user to combine things like freight charges, handling fees, associated components, etc. with an invoice line item for a product so that all of their costs are rolled into the asset record to be created. Invoice lines for multiple POs may also be combined to create a single asset. The system allows up to 30 lines onto a single asset. For example, a school bus was purchased on one PO and a wheelchair lift that will be installed on the bus is purchased on a different PO, they may be combined into a single asset record. The table below offers a step-by-step overview of the merge process.
Step | Summary | Detail |
|---|---|---|
1 | Identify records to be Merged | To begin the Merge process the user should Find and select the records to be combined. Switch to Find Mode by pressing Ctrl+F or by clicking the Find icon and selecting the Find Record option. While in Find Mode, enter values in one or more fields to tell the system which records you would like to view. For example, search for records associated with a specific invoice or PO number. |
2 | Update records Status to ON HOLD | The next step is to change the status of each record that will be merged into one to ON HOLD. To perform this operation, click the drop-down list for the STATUS field and select ON HOLD. Press Enter to save the selection. This operation must be performed on each record that will be worked on. |
3 | Select fields | Flag the records that will be combined into a single asset record. This is done by clicking in the Selected field so that a check mark is displayed in the field and then saving the record. This must be done for each record to be combined. (For example, if four records were placed in ON HOLD status but only two of the four records will be combined into one asset, the two records that will be combined would have the Selected field checked.) |
4 | Highlight the records | The next step is to select which record will be the primary record that the asset will be created from. This is done by just clicking anywhere on that record so that it becomes the highlighted record in yellow. |
5 | Select the Merge tool | Click on the Merge tool in the list of available tools. A Webpage Dialog window will pop up. In the popup window, click on the Merge button. A message will be displayed to indicate the Merge operation was completed. Click on the Close button to close the popup window. |
Undo Merge
There may be times when the user discovers that they have merged the wrong records together and needs to reverse this process. As long as the records have not yet been assigned an asset ID they may be unmerged using the Undo Merge tool on the Tool panel. To use this utility click on the primary record that still has the Status of ON HOLD so that it is the highlighted record. (Use a Find operation to locate the records if they are not still visible on the page.) Click on the Tools button in the Navigation panel on the left edge of the page and then click on the Undo Merge option in the list of available tools. In the popup window click on the Undo button. A message will display to indicate that the undo operation is completed. Click on the Close button to close the popup window. The records will be unmerged and display a Status of ON HOLD again.
These records may now be selected and used in another Merge operation.
Split
In some cases, an invoice line item may have a quantity greater than one. In the method of creating asset records that utilized the PO receiving function, each receiving transaction would have to be entered individually with a quantity of one and be assigned an asset ID number. This could be quite tedious if the invoice quantity was a large value such as 50 or 100 because 50 or 100 different transactions would need to be entered. The FAUPPA page provides a tool to allow the invoice line item to be split into individual records and then create the asset record for all of the records in a single operation.
There are two basic scenarios that the split operation will be performed with. The first scenario is when you are splitting a single record that has not been merged with any other records. The second scenario is when you are splitting merged records. If invoice lines need to be merged and split, the merge operation will need to be performed first and then the split operation may be performed. When splitting records, the system makes copies of the original record that will be split. For example, if the invoice line to be split has a quantity of 15 and a unit cost of $100.00, the split operation will make 15 copies of that record, each with a quantity of 1 and a unit cost of $100.00. The original line will be retained and marked with a status of SPLIT. If all of the split records will have the same values in some of the other asset record fields, such as Make, Model, Primary Class, Secondary Class, Tertiary Class, etc., these values may be assigned to the record to be split prior to the use of the Split tool. This will cause all of the created records to have the same value for that field. Fields unique to each asset, such as the serial number, would not be populated prior to the split but could be populated after the split has been performed and prior to the creation of the asset record.
Editing Data to be Copied to Split Lines
If a record to be split has not been merged, and will not be merged, then the values that should be applied to all of the records created by the Split tool should be edited to provide the desired values. If multiple records have been merged, only the primary record that is still in ON HOLD status will be updated and split. To edit the record to be split, select the record by clicking on it to highlight it and then use the horizontal scroll bar to scroll through the available fields until the field to be updated is visible. Type the desired value into the field or select a value for the field from the drop-down list of available values for that field. Once all of the appropriate fields have been updated, the record is saved by pressing the Enter key. Now the record may be split and all of the values will be copied to all of the new records created.
Undo Split
There may be times when the user discovers that they have split the wrong record and needs to reverse this process. As long as the records have not yet been assigned an asset ID, the split operation may be reversed using the Undo Split tool on the Tool panel. There are two basic scenarios that the Undo Split operation will be performed with:
Single Record (Not Merged) — Undo a split for a single record that was not merged with any other records. Steps:
Select the primary record that still has the Status of SPLIT.
Select the Undo Split tool.
Click the Undo button in the dialog window. A message will appear that indicates that the undo operation was completed.
Click on the Close button to close the popup window.
The copied record(s) that were in ON HOLD status will have been removed and the original record that was in SPLIT status will be changed to have a status of ON HOLD.
Merged Records — Undo a split that was performed on merged records. Steps:
Select the primary record that still has the Status of SPLIT.
Click the Undo button in the dialog window. A message will appear that indicates that the undo operation was completed.
Click on the Close button to close the popup window.
The records copied from the primary record that were in ON HOLD status will have been removed and the original record that was in SPLIT status will be changed to have a status of ON HOLD.
The records copied from the merged record will also have been removed and the original merged record will remain and will still have a status of MERGED.
Create Asset
Once all of the Merge and Split operations have been performed, the records are ready to be assigned an Asset ID and have the asset records created. Only records that have a Status of ON HOLD may be assigned an Asset ID and have an asset record created. To tell the system which records to assign an asset ID to and create the asset records for, the Selected field will be utilized. On each record that will be assigned an asset ID and an asset record created, place a check mark in the Status field and save the change to the record by pressing the Enter key on your keyboard. The Create Asset tool may be used on one record at a time by selecting a single record or on multiple records that have been selected. When all records to create assets from have been selected, click the Tools button in the Navigation pane at the left edge of the page and then click on the Create Asset option in the list of available tools. A Webpage Dialog popup window will appear. Click the Create button to create the records.