FA MASS ADDITIONS INTERFACEBrad Angelbeck(847) 875-0309bradley@anet.com

Fa Mass AdditionsFA mass additions interfaceBrad Angelbeck, Consultant12 years oracle database experience8 years oracle applications experience

Mass AdditonsMain interface program for fixed assetsPrimarily used for adding assets to the system

Uses of Mass AdditionsCreate assetsCost adjust assetsCreate CIP assetsCost adjust CIP assetsUse only with CORPORATE book

Data SourcesOracle accounts payableOracle projectsOracle ADIIntegrated payables systemLegacy fixed assets systemAsset transfers ( company merger, acquisition etc )

Plan of attackGeneral informationset-upmass addition components, etc...Discuss legacy asset conversion using mass additions.Discuss feed from Accounts Payable using mass additions.Discuss missing features

Required SetupFixed assets corporate bookCalendarBook controlsCategoriesAsset keysLocationsFollow oracle assets reference manual

ComponentsMass additions create program ( in oracle payables)Mass additions create program ( in oracle projects)Mass additions prepare screenMass additions posting programMass additions delete programMass additions purge program

FA MASS ADDITIONSLEGACY ASSET CONVERSION

What Makes up an Asset

Asset number

Description

Category

Asset cost

Payables clearing account

Depreciation Expense Account

Asset key flexfield

Location flexfield

Date placed in service

Units (quantity)

Book code (CORPORATE)

Feeder System Name

Depreciate Flag

Asset Type

What Makes up an Asset Continued...

Depreciation Reserve

YTD Depreciation

Tag Number

Serial Number

Descriptive flexfields

Database ComponentsFa_mass_additions tablemain interface table, can be used exclusively if all assets have one and only one distribution.fa_massadd_distributionssecondary table, only needed if an asset has more than one distribution.

Database Components, cont...Triggers for auto population of fa_massadd_distributions tablefa_mass_additions_insert_distfa_mass_additions_update_distfa_mass_additions_delete_distfa_mass_additions_insert_name ( used with distribution sets ).

Key fieldsRepresented in fa_mass_additions as numeric id fields, NOT CHARACTERLookup of ID needed forcategorylocationasset keypayables clearing accountdepreciation expense account

CategoryThere is no character field for category code in mass additions table.There is a numeric field, category_id in mass additions tableCategory_id can be looked up from the fa_categories table

Asset KeyThere is no character field for asset key in mass additions table.There is a numeric field, asset_key_ccid in mass additions tableAsset_key_ccid can be looked up from the fa_asset_keywords table

LocationThere is no character field for location in mass additions table.There is a numeric field, location_id in mass additions tablelocation_id can be looked up from the fa_locations table

Depreciation Expense AccountThere is no character field for depreciation expense account in mass additions table.There is a numeric field, expense_code_combination_id in mass additions tableexpense_code_combination_id can be looked up from the gl_code_combinations table

Payables Clearing AccountThere is no character field for payables clearing account in mass additions table.There is a numeric field, payables_code_combination_id in mass additions tablepayables_code_combination_id can be looked up from the gl_code_combinations table

Mass Additions AccountingWhen invoiced in APDRPayables Clearing AccountCRAP Trade AccountWhen added via mass additions postDRAsset Cost Account (from category)CRPayables Clearing Account

Mass Additions Accounting...When depreciated in Fixed AssetsDRDepreciation Expense AccountCRTotal Reserve Account (from category)

Fields with dollar valuesCostfixed_assets_costpayables_costDepreciationdeprn_reserveytd_deprnSalvage Value

Posting_status fieldUsed to determine if an mass addition line has been processed. Possible values:NEWPOSTPOSTED

Queue_name fieldUsed to control how the mass addition line is to be handled by the mass additions posting program. Possible values:NEWON HOLDPOSTPOSTED

Queue_name field cont...More possible values:DELETE ADD TO ASSETSPLIT MERGE

Fields derived from categoryDepreciation methodAsset lifeProrate conventionIf default values from category are not desired, an update to the asset after the mass additions post program is needed.

The complete process

Set up systemSet up Fixed Assets systemAdd code_combinationsAdd location keysAdd categoriesAdd asset keys

Load mass additions tableLook up key IDs, ie code_combinations, location_id etccan be looked-up prior to loading into fa_mass_additions.A shadow mass_additions table such as: convert_mass_additions can be created.Add fields like category_code, location_code etc to table and write separate sql to stamp the id fields, ie: location_id

Load Mass Adds Cont...Insert into fa_mass_additions table using custom program or sqlloader. If any assets require multiple distributions, add records to fa_massadd_distributions.Tie-out to Legacy system by checking total cost, depreciation reserve, YTD depreciation and salvage value.

Run Mass Additions PostRun Mass Additions Post program from applicationCheck output from program to check if any errors occurredFix errors in Prepare Mass Additions screenRe-run Mass Additions Post program

Run Mass Additions Post ...The Mass Additions Post Program only prints the mass_additions_id for erred records. Difficult to use.You can run a query in the Prepare Mass Additions screen where QUEUE equals POST. This will locate records which still have not posted.

Run Mass Additions Post ...If this problem persists while you are in production, have developers write shell script to list asset number, invoice number etc of mass additions reported in the report file.

After the Mass Additions PostUpdate assets with correct depreciation method, asset life and prorate convention ( through the Asset Workbench screen or a custom program).Tie-out dollars ( use Asset Additions Report )total costtotal reservetotal ytd depreciation

Tax Book CaveatThe mass additions interface does not support inserting into TAX books. The Tax books can get populated by the Mass Copy Program after your CORP book close. But, there is no way of getting historical depreciation methods, lives, prorate conventions, reserve and ytd numbers into the tax book record. This must be done manually through the Asset Workbench or through a custom program.

FA MASS ADDITIONSUsing Mass Additions with Oracle Payables

Key PointsOracle Payables has a Create Mass Additions program which populates the fa_mass_additions table.Payables cannot populate all of the necessary FA fields such as: category, depreciation expense account, descriptive flexfields etcAn invoice line interfaces into mass additions if it is keyed to an asset clearing account and it is flagged to interface to FA.

Simple TransactionsCreate a new asset numberCost adjust an existing asset numberCreate or cost adjust a CIP asset numberExpense the invoice lineDelete the record in mass additions ( could create an out of balance situation ).

NOT SO Simple TransactionsSplit invoice line into 2 or more mass addition lines.Merge invoice line into one mass addition line.

FA MASS ADDITIONSSummary

General UsesInterface Legacy assetsIntegrates AP and FAOR, Integrates PA and FAInterface bought/used assets

Missing FeaturesNo support for TAX BOOK informationDifficult to fix interface errors due to poor reportsNo batch functionality, users must post their assets together.

Keep in mindThe Mass Additions Post program is a report set. You can add your own cost programs to this report set.When interfacing legacy assets, be careful to tie out all dollar fields throughout the entire process. Once you run the depreciation program, you are stuck with the results.

FA MASS ADDITIONSANY QUESTIONS ?