Oracle Asset Tracking PO Receipt of non-serial depreciable item - non project -

Test Case ________________________________________________ Overview This flow describes asset creation process from the moment depreciable non-serial item is received into Inventory through Purchase Order, until asset is created and retired in Fixed Assets module, and shows the data created in Install Base and Asset Tracking during this flow. Setup You will need to setup the following, assuming Asset Tracking application is configured: 1. Define depreciable item

If Asset Tracking module is not configured, following setups need to be done as per OAT Implementation Guide: 1. Install required Oracle application modules 2. Define users with required responsibilities 3. Define system profile options for Oracle Asset Tracking (R) System Administrator (N) System Profiles - Verify that profile option 'CSE: FA Book Type Code' = OPS CORP This profile option can be set at Site or Organization level based on business requirement. 4. Define system profile options for all the dependent responsibilities 5. Define Oracle Inventory parameters (R) Inventory, Vision Operations (USA) (N) Setup > Transactions > Interface Managers

- Select „M1 Seattle Manufacturing‟ in the organizations window. - Confirm that the following Inventory Managers are Active: < Cost Manager

< Lot Move Transaction

< Material Transaction

< Move transaction

- If any of these managers are „Inactive‟, then click on Tools and Launch Manager - Schedule managers to run every 5 minutes. 6. Define Oracle Purchasing parameters 7. Define Oracle Payables parameters 8. Define Oracle Projects parameters 9. Define Oracle Assets parameters 10. Perform Oracle Install Base setup tasks 11. Set Up Internal Orders for Assets 12. Set Up Workflow Notification Options

Confirm Depreciation Period status (R) Assets, Vision Operations (USA) (N) Setup > Asset System > Book Controls - Verify Last Run Date is in the current open period and Status = Completed. (N) Depreciation > Run Depreciation - Enter “OPS CORP” in the Book field. - Ensure that current depreciation period is the current month (e.g. Mar-2011) - Run Depreciation (with close Period is checked) if the period is not the same as your current month. Confirm Periods status (R) Asset Tracking Super User (N) Inventory > Accounting Close Cycle > Inventory Accounting Periods - Ensure that Inventory period is open for the current month. (N) Payables > Accounting > Control Payables Periods - Ensure that Payables period is open for the current month. (N) Purchasing > Setup > Financials > Accounting > Control Purchasing Periods - Ensure that Purchasing period is open for the current month. (N) General Ledger > Setup > Financials > Accounting > Open and Close periods - Ensure that GL period is open for the current month. Dependencies 1. Oracle Inventory

2. Oracle Purchasing

3. Oracle Order Management

4. Oracle Payables

5. Oracle Assets

Test Case Steps:

Instance: VISCRM08, http://celalnx51.us.oracle.com:10507

User: oat_supp/oracle

1. Create non-serial depreciable item

(R) Inventory, Vision Operations (USA)

(N) Items > Master Items > define item

Below are the most important tabs for the depreciable item:

Inventory tab: Note serial generation has no value, which means item is not serialized

Costing tab: Item is Cost Enabled

Purchasing tab: Expense Account is entered and Asset Category is PROJECT-ASSET

Service tab: IB Trackable, note Create Fixed Asset is checked, which means item is

depreciable

Assign item to organizations:

2. Add cost to the item

(R) Manufacturing and Distribution Manager

(N) Inventory > Costs > Item Costs

a. Select Organization M1 – Seattle manufacturing

b. Enter item oat-depreciable-non-serial > press Find button

c. Enter Item Cost

d. Inventory > Setup > Organizations > Parameters Select organization M1 - Seattle Manufacturing

Click on Costing Information tab, Costing Method used by this organization is „Standard‟ as

shown below:

e. Inventory > Costs > Standard Cost Update > Update Costs

- Run „Update Standard Costs‟ program to update new costs entered for the item:

3. Create Purchase Order

3.1. Create Purchase Order

(R) Purchasing, Vision Operations (USA)

(N) Purchase Orders > Purchase Orders

3.2 Approve Purchase Order

On Purchase Order form press Approve button

Note: if the environment is not set to automatically approve PO, do the following in the

Approve form:

1. Check Approve checkbox

2. Check Forward checkbox

3. Select Approval Path = Vision Services Material

4. Select Forward To = Stock, Ms. Pat <- this is the user for Operation user.

5. Open another browser and login as operation user

6. Go to Workflow Administrator Web Applications responsibility > Notifications

7. Open the notification related to your PO number and click Approve button.

8. PO is now approved.

4. Receive the item in Inventory

(R) Purchasing, Vision Operations (USA)

(N) Receiving > Receipts

Search by PO number, go to Receipts form, enter subinventory where depreciable item will

be received (here is FGI).

Note that on Receipts form Lot/Serial button will be disabled, as this is non serialized item.

This is the result in Install Base: one item instance will be created, with received quantity

(10 quantity) with Account Classification as Inventory:

(R): Oracle Installed Base Agent User

(N): Item Instances > Search by item oat-depreciable-non-serial

5. Run the program, Create Accounting - Cost Management

(R): Cost Management - SLA

(N): Requests > Submit New Request > Ran Create Accounting - Cost Management

program

6. Run the program, Create Assets: Interface Inventory Transactions to Oracle Assets

(R) Asset Tracking Super User

(N) Request > Run

Pass inventory item oat-depreciable-non-serial as parameter to the concurrent request.

Result in Install Base:

(R): Oracle Installed Base Agent User

(N): Item Instances > Search by item oat-depreciable-non-serial

a. Account Classification of the instance will change from Inventory to Asset

b. Transaction History page has second entry with Source transaction type: Instance asset

tieback

c. One record will be inserted into csi_i_assets table – note that fa_asset_id has no value, as

asset has not been created yet

7. Run program Run Post Mass Additions to create the asset in Fixed Assets module

(R) Assets, Vision Operations (USA)

(N) Mass Additions > Post Mass Additions

Pass Book OPS CORP as parameter to the concurrent request

After Post Mass Additions program completes, this is the result in Install Base:

a. one asset will be created and attached to the instance created at point 4

b. fa_asset_id will be populated in csi_i_assets table.

8. Retire the asset

8.1 Issue item from Inventory Location (R) Asset Tracking Super User (N) Inventory > Transactions > Miscellaneous Transaction

- Select „M1 Seattle Manufacturing‟ Organization. - Enter "Miscellaneous Issue" in the Type field

Go to Transaction Lines and enter item: oat-depreciable-non-serial, quantity = 10,

Subinventory = FGI >Save

In Install Base, as a result of miscellaneous issue transaction, the instance is expired and

has 0 quantity:

(R): Oracle Installed Base Agent User

(N): Item Instances > Search by PO Number 6121

But asset is still linked to expired instance:

8.2. Run Interface Move Transactions to Oracle Assets (R) Asset Tracking Super User (N) Requests > Run - Run 'Interface Move Transactions to Oracle Assets' program.

Check the output of the Interface Move Transactions program and ensure that the

transaction has been processed.

8. 3 Retire the asset in Fixed Assets (R) Asset Tracking Super User (N) Fixed Assets > Mass Transactions > Retirements > Post

- Run „Post Mass Retirements‟ program for Book = „OPS CORP‟

- Check the output of the Post Mass Retirements program and ensure that the retirement

transaction has been processed successfully.

(R) Asset Tracking Super User (N) Fixed Assets > Depreciation > Calculate Gains and Losses

- Run „Calculate Gains and Losses‟ program for Book = „OPS CORP‟

- Check the output of the Calculate Gains and Losses program and ensure that the

retirement transaction has been processed successfully.

(R) Asset Tracking Super User (N) Fixed Assets > Inquiry > Transaction History - Search for Asset number 113544

- Select the row for „FULL RETRIEMENT‟ transaction and click „Details‟ button, you can

see that Retirement process has status Processed.

NOTE: On Asset Workbench form, there is no option to see the exact asset status. Above

steps show on how to ensure that the asset is retired in Fixed Assets.

8.4. View the Item Instance in Asset Tracking

(R):Oracle Installed Base Agent User

(N): Item Instances > Search for Instance Number 3632827 > Enable Show Expired

Instances checkbox

Go to Assets page > no asset will be displayed:

Troubleshooting and Tips

During this flow, Create Assets: Interface Inventory Transactions to Oracle Assets program

completed with error:

‘Encountered an error while deriving LOCATION for CSI_TRANSACTION_ID : 3665623.’

This error was caused by missing location mapping.

Error can be troubleshooted by running these queries:

SELECT LOCATION_ID FROM csi_inst_txn_details_v WHERE transaction_id = 3665623

----

2512

SELECT * FROM csi_a_locations WHERE location_id =

--

no rows

If the second query does not return any value, than location mapping is missing, which was

the case here.

If the second query returns rows, then further investigation is needed, as location mapping is

done.

To map locations, these steps can be followed:

(R): Asset Tracking Super User

(N): Setup > Asset Location Mapping

a. Choose Location Source as "HR Locations" and enter Physical/HR location, which should

be the location where item was received in Inventory (FGI in this case)

b. Choose FA Location, which need to map to Physical/HR location in field FA Location and

save.

c. Re-run Create Assets: Interface Inventory Transactions to Oracle Assets program

Q1. How to get details about the PO raised against the normal item?

A. You can run the following SQL:

SELECT PO_HEADERS_ALL.PO_HEADER_ID , PO_HEADERS_ALL.SEGMENT1 PO_NUMBER , PO_HEADERS_ALL.AUTHORIZATION_STATUS, PO_HEADERS_ALL.APPROVED_FLAG , PO_HEADERS_ALL.APPROVED_DATE , PO_LINES_ALL.PO_LINE_ID , PO_LINES_ALL.LINE_NUM , PO_LINES_ALL.ITEM_ID , PO_LINES_ALL.ITEM_DESCRIPTION , PO_LINES_ALL.LIST_PRICE_PER_UNIT , PO_LINES_ALL.QUANTITY , PO_LINES_ALL.PROJECT_ID , PO_LINES_ALL.TASK_ID FROM PO_LINES_ALL, PO_HEADERS_ALL

WHERE PO_HEADERS_ALL.SEGMENT1 = „&PO_NUMBER‟ AND PO_LINES_ALL.PO_HEADER_ID = PO_HEADERS_ALL.PO_HEADER_ID ORDER BY PO_LINES_ALL.PO_LINE_ID; Q2. How to check if the receiving material transaction has been costed by Cost Manager?

A. You can run the following SQL to check that:

select transaction_id, transaction_date, organization_id, transaction_source_id, transaction_quantity , primary_quantity, subinventory_code , inventory_item_id , transaction_action_id , transaction_source_type_id , transaction_type_id , costed_flag , shipment_costed , transaction_group_id , transaction_cost , new_cost, prior_cost, actual_cost, transportation_cost , encumbrance_amount , variance_amount , currency_code, currency_conversion_rate , currency_conversion_type, acct_period_id, prior_costed_quantity, cost_group_id , to_char(creation_date, 'dd-mm-yyyy hh24:mi:ss') creation_date, to_char(last_update_date, 'dd-mm-yyyy hh24:mi:ss') last_upd_date from mtl_material_transactions where transaction_id in (select transaction_id from mtl_material_transactions where

transaction_source_id = (select po_header_id from po_headers_all where segment1

='&po_number'));

Check the COSTED_FLAG value. If it is 'N', that means transaction is waiting for Cost Manager to process it. Once processed, Cost Manager sets the COSTED_FLAG to null (i.e. costed) for material transactions. If it is „E, that means Cost Manager has error costing this transaction. More troubleshooting steps can be found in How to resolve Pending or Error Cost Manager or Cost Worker (Doc ID 748704.1). Also, run the following SQL to check if accounts have been created for this transaction: select transaction_id, organization_id, transaction_source_type_id, transaction_date, reference_account, accounting_line_type, basis_type, transaction_value, base_transaction_value, primary_quantity, rate_or_amount, resource_id, inventory_item_id, cost_element_id, currency_code, currency_conversion_date, currency_conversion_type, currency_conversion_rate, to_char(creation_date, 'dd-mm-yyyy hh24:mi:ss') creation_date, to_char(last_update_date, 'dd-mm-yyyy hh24:mi:ss') last_upd_date from mtl_transaction_accounts where transaction_id in ( select transaction_id from mtl_material_transactions where transaction_source_id = (select po_header_id from po_headers_all where segment1 ='&po_number')); Hint: Make sure that both receiving and issue transactions have been costed successfully by

Cost Manager before you run the Create Accounting – SLA program.

Q3. How to check if the fixed asset is created after Post Mass Additions is run?

A. You can run the following SQL:

SELECT fad.asset_id, fad.asset_number, fad.asset_category_id, fad.asset_key_ccid, fad.tag_number, fad.description, fad.manufacturer_name, fad.serial_number, fad.model_number, fad.current_units, fb.book_type_code, fb.date_placed_in_service, fb.cost, cia.instance_asset_id FROM fa_books fb, fa_additions fad, csi_i_assets cia, csi_item_instances cii WHERE fb.asset_id = fad.asset_id AND fb.date_ineffective is null AND cia.fa_asset_id = fad.asset_id AND cii.instance_id = cia.instance_id AND fb.book_type_code = „&fa_book' AND cii.inventory_item_id = & inventory_item_id ORDER BY fb.date_placed_in_service desc, fad.asset_id desc; Q4. What to do if the fixed asset is not found?

A. Look for pending mass addition using the following SQL:

SELECT fma.mass_addition_id, fma.posting_status, fma.model_number, fma.serial_number, fma.manufacturer_name, fma.description, fma.tag_number, fma.asset_key_ccid, fma.asset_category_id, fma.asset_number, fma.date_placed_in_service, fma.reviewer_comments, fma.feeder_system_name, cia.instance_asset_id FROM fa_mass_additions fma, csi_i_assets cia, csi_item_instances cii WHERE cia.fa_mass_addition_id = fma.mass_addition_id AND cii.instance_id = cia.instance_id

AND fma.book_type_code = „&fa_book‟ AND cii.inventory_item_id = &inventory_item_id ORDER BY fma.date_placed_in_service desc, fma.mass_addition_id desc; If posting_status = 'POSTED' then, mass addition record is created. If not, then run Post

Mass Addition or check log file for errors.

Q5. How to check transaction details related to asset retirement?

A. You can run the following SQL:

select instance_asset_id, instance_id, fa_asset_id, fa_book_type_code, fa_location_id, asset_quantity, update_status, active_start_date, active_end_date, creation_date, fa_sync_flag, fa_mass_addition_id, creation_complete_flag from csi_i_assets where instance_id = &instance_number order by creation_date asc;

Also, the following SQL can all transaction history for the assets (including retirement transactions): select instance_asset_history_id, instance_asset_id, transaction_id, old_instance_id, new_instance_id, old_fa_asset_id, new_fa_asset_id, old_asset_quantity, new_asset_quantity, old_fa_book_type_code, new_fa_book_type_code, old_fa_location_id, new_fa_location_id, old_update_status, new_update_status, old_active_start_date, new_active_start_date, old_active_end_date, new_active_end_date, creation_date, new_fa_sync_flag, new_fa_mass_addition_id from csi_i_assets_h where instance_asset_id in (select instance_asset_id from csi_i_assets where instance_id = &instance_number) order by creation_date asc ;

Further Reading

• Oracle Asset Tracking User Guide:

http://download.oracle.com/docs/cd/B40089_03/current/acrobat/120cseug.pdf

• Oracle Asset Tracking Implementation Guide:

http://download.oracle.com/docs/cd/B40089_03/current/acrobat/120cseig.pdf