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Asset Management: Tips, Techniques, and Reconciliation
Georgia KnaussSr. Support EngineerSupport and Delivery
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Setup
Processing:
– Tips and procedures
– Edits and trouble shooting
– Month-end Procedures
Advanced functionality
Reconciliation and Reporting
What we will cover …
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AdditionEntered
Transfer in Progress
Disposal in Progress
Adjustmentin Progress
ProcessingReleaseReleased
DepreciationCalculationand Listing
Released
Period CloseReleased
Reinstatement in Progress
Asset Status by Process
Monthly Processing
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System Options (AM16)
Default options by company for processing
assets.Knowledge Base: 130497
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System Options
AM 16 Calculate Remaining Life = Y
Adjustment Compute Y
Only
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AM 16 Display Journal Entries = Y
System Options
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Quick addition (AM20.1)
Single asset Addition (AM20.2)
Interface asset addition (AM15, AM115)
– AMINTER / DBAMAMI
Conversion asset addition (AM500)
– No Journal entries
Reports:
– Reports: AM220 / AM223 / AM275
Asset Additions
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Quick Additions
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Quick Additions: Items
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Quick Additions: JE
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Interfaced Assets AP / AC
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Selection OptionsMore Selection OptionsAlso See KB 136042
Mass Addition (AP / AC Assets)
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Account Edits
Activity Edits
Date Edits
– Accounts, activity and dates are edited during all processes.
– This is our opportunity to make sure data is intact for update jobs
Edits and Checks
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Additions
Depr Expense Activity:Determines by Asset
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Activity used whenever type is used
Activity used whenever Account Group
is used Blank Accounting Units Substituted by AM20.2
Def Accounting Unit
Defaults: Account and Activity
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Tips
Account Edit
– GL00.3, GL00.4, GL00.5 Chart Values
– GL20.2, GL20.3 Detail Account Values
Activity Edit
– AC00, AC10 Activity Group and Activity Edit
– AC06, AC08 Account Category Edit
– AC07, Account Edit
Activity Account Category can default from GL00.4, GL00.5, GL20.3, or AC10
Account and Activity Edits
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Journal Entry Edits Date
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Tips
Option 1
– Change Date on AM20.5
– Date must be inside Valid Entry Dates on GL01.
Option 2
– Turn Control off (GL01) and / or open GL Period for Back Posting
– Posting period closed: first open period substituted
Date Edits
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Adjustments
– Single asset adjustment (AM20.2 to AM20.5)
Change many things for one asset
– Mass Adjustments (AM25 / AM125)
Change one thing for many assets
– Reports: AM225 / AM275
Transfers
– Single and partial asset transfer (AM30)
– Mass asset transfer (AM35 / AM135)
– Reports: AM230 / AM235 / AM275
Adjustments and Transfers
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Adjustments VS TransfersChange Adjust Transfer Journal Entry?
Company X Yes
Location / Division X X No
Account information - Type X X Asset / Accumulated Depreciation
Accounting Unit Group or Def Accounting Unit
X X Asset / Accumulated Depreciation
Item changes X Amounts
Book changes X Posting book Amount
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Tips
– Can reset single asset adjustment on AM20.2 before AM170 update.
– Can delete mass asset changes before AM170 update (AM125: Release = Delete)
– AM25 filter options
– Narrow selection more – use same to and from change on AM125.
– Remember: Set Posting Entries flag on AM125 to Y
Adjustments
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Tips
– Can delete single asset transfer on AM30 before AM170 update.
– Can delete mass asset transfers before AM170 update (AM135: Release = Delete)
– AM35 filter options
– For inter-company transfers all books on the from and to company must have the same calendar set up
– Remember: Set Posting Entries flag on AM135 to Y
Transfers
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Disposals
– Single and Partial asset disposal (AM40)
– Mass asset disposal (AM45 / AM145)
– Reports: AM240 / AM245 / AM275
Reinstatements
– Single asset reinstatement of a full disposal only (AM41)
– Reports: AM241 / AM275
Disposals and Reinstatements
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Tips:
– Can delete single asset disposal on AM40 before AM170 update.
– Can delete mass asset disposals before AM170 update (AM145: Release = Delete)
– Use the “purge” type disposal if no gain or loss should be calculated.
– Remember: Set Posting Entries flag on AM145 to Y
Disposals
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Tips
– Reinstate full disposals only
– Reinstatement must be during the same year of disposal.
– All disposal records are deleted. (Except transactions)
– After update with AM170 asset returns to a live asset with a released status
Reinstatements
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All Processes create transactions where applicable
– Additions / Adjustments: AM20.5
– Transfers: AM30.3
– Disposals: AM40.4
– Reinstatements: AM41.2
Used for reconciliation / update to GL
Used for history creation
Reports:AM275 / AM270
Posting Book - Transactions
AMTRANS
DBAMAMT
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Processing Release Tips (Version 8.0)
– Prior to AM170 in update:AM275 for all books for journal entry / audit record review
Tips (Version 8.1 and 9.0)
– Prior to AM170 in update: AM170 in non-release for posting book journal entry
review
AM275 for non-posting book(s) for audit record review
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Tips (Continued – all versions)
– Run for selected processes
– Update creates released journal entriesGeneral Ledger (GL45 – Released entry)
Activity Management (AC45 – Released entry)
– Prepares system for Depreciation Calculation
Processing Release
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Tips
– Calculates Current Period depreciation
– No update to YTD, LTD or remaining life
– No journal entry creation
– Can be run multiple times
– Reports:AM260, AM280
Preliminary close option to include calculated amount in YTD and LTD
All Assets
Depreciation Calculation
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Tips
– Run in non-update and verify journal entries
– Verify AM01 calendar before close
– Verify AM01 calendar after close
– Run in detail format for easy reconciliation
– Error: Period or year end incomplete
– Creates released AM, GL and AC transactions
Period Close
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Programs that can speed up processing or help out with “what if” situations.– Depreciation History Rebuild and Balance Creation
AM310 / AM320 / AM501
– Asset Book CopyAM120
– Book / History PurgeAM310
– Disposal Asset PurgeAM330
Other Programs
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If you want to reconcile AM260, AM280, AM220, AM230, AM240, AM241
To General Ledger
Make sure you have a journal entry to reflect the change /
process for the asset.
You have to
Reconcile AM to GL…
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Account Balance Report - AM270
– Released transactions
Transaction Report – AM275
– Released or Unreleased transactions
Reconciliation Reports
Source:
AMTRANSUMM / DBAMATS – Balances (AM99)
AMTRANS / DBAMAMT – Posting Book Transactions
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Beginning balance:
– AM99 record (AMTRANSUMM) from prior year-end
– Add Transactions (AMTRANS) from prior year end to beginning date requested for report.
Content:
– All AMTRANS records with dates between the requested dates
Ending Balance:
– Sum of Beginning Balance and Content
– This is a calculated amount – from this report
Logic of AM270
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Asset Report - AM260
Current Year Depreciation Report - AM280
Addition Report – AM220
Transfer Report – AM230
Disposal Report – AM240
Reinstatement Report AM241
Source: AMASTBOOK / DBAMASB (AM20.4)
Source: AMASTBKTRF /DBAMABT, AMASTBKDSP / DBAMABD, AMASTBKRIN / DBAMRIB
Other Reports
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When you make a change on AM20.4 (AMASTBOOK / DBAMASB)
ThenMake sure that you have:
A transaction to reflect the change Accepted by the user
(AMTRANS / DBAMAMT)
Released AM transactions = Released GL transactionsBecause
In other words…
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Tips AM260 / AM280 Consider:
– Disposal assets
– Fully depreciated assets
– Preliminary close option
AM99 beginning and ending balance corrections
– KB articles 72290 and 85817
AM275 for detail transactions by asset
Attribute lists by creation date
Reconcile AM to GL transactions: KB article 69513
Reconciliation
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Questions?
Thanks for attending!