fi$cal.101 asset management frequently asked … · web view 19 can departments access the...

Asset Management Frequently Asked Questions (FAQ) 2.0Supplemental Job Aid

Date: 12/27/2017

Revision HistoryDate Version Location Update Description

7/13/2014 1.0 Original

12/27/2017 2.0 Added more questions

Target Audience: FI$Cal AM Users

Purpose: This Supplemental Job Aid answers Frequently Asked Questions (FAQ) for Asset Management.

Asset Management Frequently Asked Questions (FAQ)

Question Answer1 What happens if an

asset is not identified on a purchase order and the receiver performs the receipt transaction and it doesn’t get sent to AM? How do I fix this?

Manually enter the asset in Express Add. Then go into the Basic Add, Location/Comments/Attributes tab and enter the purchase order ID in the “Comments” field advising that the PO copy is attached. Finally, attach the PO in the General Information tab in Basic Add.

2 What happens if the asset is correctly identified in the PO, however, the receiver forgets to click the Interface Receipt box? How do I fix this?

As long as the receipt has not been vouchered, the receiving role can go back into the receipt. Click the Interface Receipt box, and then Save it again. This will start the process to send to AM.If the receipt has been vouchered, manually enter the asset in Express Add.

Then go into the Basic Add, Location/Comments/ Attributes tab and enter the purchase order ID in the “Comments” field advising that the PO copy is attached. Finally, attach the PO in the General Information tab in Basic Add.

3 What happens if the Perform a cost adjustment of the asset to FI$Cal.101 - Asset Management Frequently Asked Questions (FAQ) 2.0Updated 12/27/2017 of 18

receiver forgets to click the Serialization box for multiple assets, clicks the Interface Receipt box, and now it has been sent over to AM as a single asset? How do I fix this?

make the total cost $0.00, and then update the reason for the retirement in the Basic Add, Location/Comments/ Attributes tab. Next retire the asset. (See Job Aid FI$Cal.092). Manually enter the assets one by one in Express Add by copying from the first asset added using Express Add.

Then go into the Basic Add, Location/Comments/ Attributes tab and enter the purchase order ID in the “Comments” field advising that the PO copy is attached. Attach the PO in the General Information tab in Basic Add.

4 How do I copy a single asset into several?

Create an asset in Express Add. Navigate to the Copy Existing Asset page: Main Menu > Asset Management > Asset Transactions > Owned Assets > Copy Existing Asset > Find an Existing Asset.Enter the existing Asset ID then click the Search button.

In the Create Asset Copies page, enter the amount of assets to be created in the Number of Asset Copies to Create field. Enter information pertinent to each asset such as Description and Tag Number. Click the Save button.

5 How is Asset Appreciation handled in FI$Cal?

When an asset appreciates in value, attach any documentation (such as appraisals, etc.) in the General Information tab in Basic Add. Enter comments and any other documentation in the Comments and Detailed Description sections.Update the cost adjustment by navigating to the Cost/Adjust/Transfer Asset page: Main Menu > Asset Management > Asset Transactions > Financial Transactions > Cost Adjust/Transfer Asset. In the Main Transaction tab, use the drop down arrow in the Action field to select Adjustment. Click the GO button.The Cost Information tab page displays. In the Edit Cost Information section, enter the dollar amount of the increase in the blank

FI$Cal.101 - Asset Management Frequently Asked Questions (FAQ) 2.0Updated 12/27/2017 of 18

Cost field. Click the Apply button to the right of the Cost field. Click the Save button.See UPK AM122 – Adjusting, Transferring, and Retiring Assets for details.

6 Our department has concerns regarding confidential assets particularly firearms. Is there a viable solution that FI$Cal has decided on this?

The Department of Justice (DOJ) collaborated with FI$Cal on the solution to mask Vehicle Identification Numbers (VIN) when a vehicle is being added to FI$Cal, so that only a user with a AM Confidential User role can view the VIN after the vehicle has been added. In addition, DOJ helped FI$Cal solution for the optional use of the Asset Class field that can be utilized for confidential asset reporting purposes and also be used to identify an asset that a department does not want users of their system to know what it is. An example would be to enter “Gun” in Asset Class, which is viewable by only a user with an AM Confidential User role, but in the Description that everyone sees it can be something generic such as, “Equipment”. That way only an AM Confidential User would know that asset is actually a gun. Asset Class will enable the user to refine Asset Management reports. It can be used to provide a more detailed classification for the asset than what is currently defined for the Asset Type and Asset Subtype. Asset Class is considered a department specific, optional, confidential field in FI$Cal. Only users with an AM Confidential User role will be able to view and select the data values in this field.

7 Are weapons considered Confidential assets?

No, FI$Cal does not consider weapons to be Confidential assets.

8 Our department has special authority to procure land on behalf of another department using our funds. The land is titled to the other department and title

The land asset will initially be with your department. An Inter-Unit Transfer should be performed to reflect a change in title from your department to the other department. Once the Inter-Unit transfer is complete, the land will become the other department’s asset.See FI$Cal.177 Inter-Unit Asset Transfer


fees usually less than $5,000 are paid for by the other department. There is no transfer of these funds. Under whom would these land assets reside?

2.0 job aid for details.

9 Can the AM Processor enter asset information and choose not to depreciate it?

The AM Processor cannot choose whether or not to depreciate an asset. All assets valued at $5,000 and above are considered Capital assets and will automatically be run in a batch process where the depreciation process occurs. Assets valued at less than $5,000 are considered Non-Capital assets and will not depreciate.

10 FI$Cal is the book of record for Assets. Does this include tracking custodianship for all assets?

A Custodian can be assigned to an asset if a department chooses to do so. It is optional, not mandatory. Custodian fields are located in Basic Add within both the Asset Information tab and the Manufacture/License/Custodian tab.

11 Where multiple identical assets are purchased on a single line in a Purchase Order (PO), can separate asset ID’s – including property tag numbers and custodian assignments – be made for each individual asset on the PO?

Yes, these assets can be set up with individual Asset ID’s with separate asset records. This is called Serialization/Unitization. The PO line must be identified with an Asset BU and Profile ID. During the Receipt transaction, the assets will need to be interfaced, serialized, and tagged.Unitizing allows multiple, identical assets, (such as 30 laptops of the same Model Number, purchased on the same PO) to be separated out as individual assets, with their own tag number, custodian assignment, location, etc.

12 Can asset inventory (accountability) reports be run and stored in FI$Cal?

Yes, asset inventory reports can be run in FI$Cal. The reports would need to be stored outside of FI$Cal.

13 Would inventory history be appended to the asset record (indicating dates when the asset was physically counted)?

Physical inventory dates will not be appended to the asset record in FI$Cal


14 If a department wishes to deploy a bar coding solution for its assets, what additional purchases would be required beyond the basic tools available in FI$Cal (e.g., scanners, software)?

Please Note: FI$Cal is currently in the process of developing a solution for the use of scanners and software for AM.

15 Once an asset has been added into the system and is saved, the cost field becomes un-editable.How can we adjust the cost after this happens?

Cost adjustment of an asset must be performed in the Cost Adjust/Transfer Asset page.See UPK AM122 – Adjusting, Transferring, and Retiring Assets for details.

16 Our department is considering purchasing Asset Scanners. Does FI$Cal have compatibility with scanners?

FI$Cal has an inventory interface that can be used to interface with a departments scanners. It is recommended that you check with the manufacturer to see if they are compatible with PeopleSoft and Asset Advantage.

17 We hear FI$Cal has scanners that they recommend using.

FI$Cal has six (6) Intermac CN70e scanners that are compatible with PeopleSoft and Asset Advantage, (purchased through HL Group, Inc.). Departments can purchase their own scanners if they choose to. We are still in the testing phase with the scanners at this time. The plan is to loan these scanners to Departments that want to use them once testing is complete. If Departments already have their own scanners, they should check with the manufacturer to see if they are compatible with PeopleSoft and Asset Advantage. Physical Inventory can also be done manually in PeopleSoft without scanners. This process is detailed in UPK AM142 – Physical Inventory.

18 Do we have to use FI$Cal. We know there are several

Per GC15849-22 yes, you have to use FI$Cal unless you are a deferred or exempt department.


other departments that have been deferred or exempt from using this system. Our current systems work just fine and to change would mean a tremendous workload for our staff.

http://codes.findlaw.com/ca/government-code/gov-sect-15849-22.html

19 Can Departments access the Maintenance Workbench and the associated seven hyperlinks under the Asset Information tab in Basic Add?

No, the Maintenance Workbench functionality is inactive and not available at this time.

20 I have a Non-Cap asset that has the “Capitalized” box checked in Basic Add. Is this correct?

Yes, any asset that has financial information associated with it in PeopleSoft, e.g., cost, chartfield information, will have the “Capitalized” check box checked. This is a PeopleSoft “out of the box” default. This does not mean that the asset is a Capital Asset. The cost of the asset, (greater than or less than $5,000), is what determines whether an asset is categorized as Non-Cap or Cap.

21 What does it mean when the “In Physical Use” check box is checked in Basic Add?

PeopleSoft uses this check box for IT Hardware assets only. Departments should ignore it, as the box being checked or not does not affect anything.

22 Will FI$Cal be able to track maintenance/servicing of assets? Will it also track consumables such as medications?

The tracking of maintenance/servicing of assets as well as consumables is not in scope of the Asset Management module. The AM module is primarily an asset accounting system.

23 Is the real estate (land) procurement and maintenance functionality available in FI$Cal?

FI$Cal is the procurement Book of Record. All procurement and contracting conducted by FI$Cal departments, must be entered into FI$Cal. Maintenance Management (Work Orders, Preventative Maintenance, maintenance tracking and scheduling, etc.)


is not a component of FI$Cal.24 Is land procurement

considered an asset?Yes, reference the State Administrative Manual (SAM) for policy questions as this is not a function of FI$Cal to provide policy guidance, information, or oversight.

25 Should lease contracts or lease agreements be entered into FI$Cal?

Yes. They will need to be entered as Procurement Contracts and Purchase Orders to encumber the funds.

26 Departments in the current world do not have a fully executed agreement but go ahead and encumber the funds for the agreement. The agreement is fully executed later before the payments are made. This is due to the elaborate negotiation and approval processes that are required for certain agreements. Can this still be done this way in FI$Cal?

The Purchase Order is currently the only encumbrance mechanism in FI$Cal. It requires a vendor/supplier in order to create, budget check/encumber, and approve. If another encumbrance mechanism is needed by this department, please raise this to the GL team.

27 What are the pros and cons to using the Asset Class field?

Asset Class is used for reporting purposes only. Asset Class will enable the user to refine Asset Management reports. It can be used to provide a more detailed classification for the asset than what is currently defined for the Asset Type and Asset Subtype. It is considered an optional, department-specific, confidential field in FI$Cal. Only users with an AM Confidential User role will be able to view and select the data values in this field.

28 How does Departmental staff know when an Asset has flowed from the PO to the AM Module?

Running the Asset Audit Report on a daily basis is the best way to be kept apprised and alerted that an asset is in the process of being procured by the PO staff.Note: If the department buyer does not use the correct accounting codes for assets, these will not show up on this Asset Audit


Report.29 For depreciation, how

is the “useful life” period of an asset determined?

An asset’s “useful life” is based on its Profile ID. SCO makes the determination of what each Profile ID useful life time period is.For a list of the Profile ID’s and their associated useful life see FI$Cal.002 Correctly Classifying Items as Assets in FI$Cal 1.0 job aid.

30 How are fixed assets vs sensitive assets separately accounted for? And how do they show up report wise?

Sensitive assets are not completely masked in FI$Cal. However, there are two areas (see below) in the Asset Management Module where specific asset information can be masked in FI$Cal:

DOJ collaborated with FI$Cal on the solution to mask Vehicle Identification Numbers (VIN) when a vehicle is being added to FI$Cal, so that only a user with a AM Confidential User role can view the VIN after the vehicle has been added.

In addition, DOJ helped FI$Cal solution for the optional use of the Asset Class field that can be utilized for confidential asset reporting purposes and also be used to identify an asset that a department does not want users of their system to know what it is. An example would be to enter “Gun” in Asset Class, which is viewable by only a user with an AM Confidential User role, but in the Description that everyone sees it can be something generic such as, “Equipment”. That way only an AM Confidential User would know that asset is actually a gun. Asset Class will enable the user to refine Asset Management reports. It can be used to provide a more detailed classification for the asset than what is currently defined for the Asset Type and Asset Subtype. It is considered a department specific, optional, confidential field in FI$Cal. Only users with an AM Confidential User role will be able to view and select the data values in this field.

31 In error, we entered an asset with a Non-

You are able to make the correction in the Basic Add page. Navigate to the Basic Add


Capitalized ID even though the cost exceeds the dollar threshold of $5,000.00 for capitalized assets. How can we fix this?

page: Main Menu > Asset Management > Asset Transactions > Owned Assets > Basic Add > Find an Existing Asset, then enter the search criteria. Click the Asset Acquisition Detail tab. If the Capitalize button is greyed out, you cannot correct the Profile ID.If the Capitalize button is available, exit the page and perform the search again. In the General Information tab, correct the Profile ID to a Capitalized Profile ID. Then click the Asset Acquisition Detail tab and click the Capitalize button, then click the Save button.Note: If the Capitalized button is greyed out, it is too late to make the correction and it will be necessary to retire the asset. See FI$Cal.092 Retiring an Erroneously Entered or Duplicate Asset job aid for more details.

32 What are the Reports 18 and 19 called in FI$Cal?

In FI$Cal, the Year End Report 18 is called the Statement of Changes in Capital Assets report. Year End Report 18 - Statement of Changes in Capital Assets Report 1.0In FI$Cal, the Year End Report 19 is called the Statement of Capital Assets report. Year End Report 19 - Statement of Capital Assets Report 1.0

33 A department has a lot of assets acquired before 2006. The information about the funds used to acquire these assets, how much the assets cost or when they were acquired may not be available; what should the department do about these assets that were acquired before 2006?

When using the CNVAM001 Asset Conversion file, if the Acquisition and In-Service dates are unknown, 07/01/1906 can be entered for both. If the cost is unknown, $.01 can be entered. It is highly recommended that whenever possible, as much asset information as is available be entered in the file.


http://www.fiscal.ca.gov/access-fiscal/documents/FISCal.230StatementofCapitalAssetsJobAid_000.docx

http://www.fiscal.ca.gov/access-fiscal/documents/FISCal.230StatementofCapitalAssetsJobAid_000.docx

http://www.fiscal.ca.gov/access-fiscal/documents/FISCal.231StatementofChangesinCapitalAssetsJobAid_000.docx



34 A department currently owns software applications (e.g. C-cubed) and these require maintenance from time to time. How should these be identified in FI$Cal as an asset?

Computer software is considered an Intangible Asset and should be listed as an asset in FI$Cal. SAM Chapter 8615 has more information related to Intangible Assets.

35 A department has several old assets for conversion that may not have Serial Numbers. How should CDFA enter the Serial ID (Column N of the CNVAM001 Asset Conversion file) for these type of assets. A Serial ID is required for IT Hardware.

A department can use any numbering/labeling convention will work best for them, as long as each Serial ID is unique and does not exceed 20 characters. A possible suggestion would be to reference the asset Tag Number (from Column E of the CNVAM001 Asset Conversion file) followed by a brief description that the Serial Number is unknown. This would satisfy the requirement for the Serial ID to be unique, and would also reference that the Serial Number is unknown.Example Serial ID: 122345_SN_UNK

36 Can a department add asset subtypes?

Asset Subtypes cannot be added to the system without going through SCO/DOF. If the department is requesting a new asset subtype, they need to go through the FSC to initiate the process through an ODMF, which is highly unlikely to be added. A recommendation/alternative is to add those values to Asset Class.


37 Once Locations, Area ID’s, and Descriptions have been configured in FI$Cal, can the information be uploaded into something like an Excel spreadsheet?

In regards to getting the location information, the department can put in a request to the FSC to get an extract of their location data from Production. The extract should contain the information they are looking for, including Location ID’s and accompanying Area ID’s.

38 How are revisions made to Location and Area ID information after it has been configured in FI$Cal?

Through the Configuration Modification Request (CMR) process. Additional CMR information is available on the FI$Cal website. The FSC can provide further details regarding the process.

39 When performing an Inter-Unit asset transfer, why do you “retire” the asset from the donating Business Unit? If an asset is retired, wouldn’t that require a reinstatement of that asset in the new Business Unit?

The reason the asset is retired (or disposed, donated, etc.) from the donating/outbound Business Unit is because once the Inter-Unit Asset Transfer process is complete that asset no longer belongs to the donating/outbound Business Unit and needs to be removed from their books.

As part of the process, the asset is then assigned a new, different Asset ID number and becomes an “In-Service” asset for the receiving/inbound Business Unit.

40 Upon reviewing the job aid for “PO to Accounts Payable to Asset Management for Capital Asset”, the department AM Processor will load the asset into service AFTER AP has issued a voucher. How will this information flow to our AM Processor?

The AM Processor should run the Asset Audit Report daily to stay abreast of assets that are being added. In addition, departmental AP and AM units should be in constant communications with one another.

FI$Cal does not send a notification as part of this process.


Will he receive a notification with the voucher number in order to complete the process?

41 What is the difference in the way Capital Assets vs. Non-Capital Assets will be recorded in FI$Cal?

Before Go-live, a department will initially list both Capital and Non-Capital information for its existing assets in the CNVAM001 Conversion File, where it will be recorded and uploaded into FI$Cal. After Go-Live, when transacting in FI$Cal, new assets will be added automatically during the Procurement (PO) process. In addition, assets can be added manually directly into FI$Cal through the Basic Add and Express Add processes in the AM Module.Additional information can be found in AM Job Aid FI$Cal 002 – Correctly Classifying Items as Assets in FI$Cal.

42 Will depreciation occur on Capital Assets only, or Non-Capital assets as well?

Depreciation will occur on Capital Assets only, those with a cost of $5,000.00 or more.

43 In what cases will assets be directly added to AM?

If the asset isn’t assigned a Profile ID during the PO or Voucher process, it must be manually added through Basic Add. Also, when an asset is acquired outside of the PO process, i.e., through a donation, the asset will be added manually in Basic Add.

44 What defines “Confidential Asset Data?”

There are two types of Confidential Asset Data in AM:

1. A Vehicle Identification Number (VIN) becomes confidential after it has been initially entered in FI$Cal and is viewable only by a person who is mapped with the AM Confidential User role. This is mandatory in FI$Cal. The VIN field is encrypted/masked for all other AM users.

2. Asset Class is an optional, confidential field that can be used to further define an asset for grouping


and departmental internal reporting purposes. The Asset Class field is also only viewable by a person who is mapped with the AM Confidential User role. The Asset Class field is encrypted/masked for all other AM users.

45 Will Accounting or Business Services be responsible for Asset depreciation General Ledger entries?

Accounting is responsible for Month-End General Ledger entries. Asset depreciation is an automatic process that runs in a nightly batch process.

46 Will we know when assets are automatically added in AM and when they aren’t?

If the person receiving the asset is unable to interface the receipt during the receiving process, the asset will not be assigned an Asset ID Number and will not automatically flow into AM. The receiver should then communicate this issue to AM. An AM Processor will then need to manually add the asset in the AM Module via Basic Add. The Asset Audit Report should be run daily to keep abreast of newly added assets. If an asset is listed on an Asset Audit Report without a Profile ID, that asset will need to be manually added in the AM Module via Basic Add.

47 Will our physical asset tag ID #’s have to coincide with the Asset ID #’s generated in FI$Cal?

No.

48 When does the asset categorization (Capitalized, non-Cap Sensitive) get entered into FI$Cal?

A correct Profile ID is very important for proper asset categorization. Profile ID determines the Asset Types and Subtypes that can be used to further categorize the asset. In addition, the assigned Profile ID will set the Useful Life and depreciation accounting values for the asset. When the Profile ID is entered during the procurement of an asset, once the receipt is interfaced during the receiving process, the asset will


automatically flow from the PO Module to the AM Module with an assigned Asset ID Number and all Useful Life and depreciation accounting values in place. When assets are directly added manually into FI$Cal through the Basic Add and Express Add processes in the AM Module, the Profile ID is entered during that process.

49 Will asset units get split into components? (e.g., desktops units become monitors, towers, keyboards, mice) If so, at which stage of AM?

FI$Cal does not recognize “asset units”. It is a Departmental decision of how granular to be when listing assets. Each component can be listed as an individual asset if that’s what the Department chooses to do. FI$Cal is in accordance with SAM. See SAM Chapter 8600 - Property Accounting - for details.For existing assets, both Capital and Non-Capital assets are initially recorded in FI$Cal through the CNVAM001 Conversion File, where various asset information is entered by the Department and then uploaded into FI$Cal. After Go-Live, when transacting in FI$Cal, new assets will be added automatically during the Procurement (PO) process. In addition, assets can be added manually directly into FI$Cal through the Basic Add and Express Add processes in the AM Module.Additional information can be found in AM Job Aid FI$Cal 002 – Correctly Classifying Items as Assets in FI$Cal.

50 Does FI$Cal have physical inventory requirements?

FI$Cal follows what is stated in SAM Section 8652 regarding physical inventory requirements. FI$Cal itself does not have specific physical inventory requirements. A department may perform their physical inventory count and keep their physical inventory records in a legacy system outside of FI$Cal. However, as of July 1, 2017, FI$Cal is the state Book of Record for assets within departments transacting Live in FI$Cal.

51 How should donated property that the State acquired at no cost be

Property of any kind (artifacts, buildings, land, etc.) that is donated at no cost to the State, should not be listed on Report 18 or


accounted for in FI$Cal? Is tracking and reporting for donated property optional in FI$Cal?

19. Therefore, it is optional that donated property be tracked and inventoried in FI$Cal.

However, if a Department chooses to track this property as part of their inventory in FI$Cal, it should be profiled as a NONCAP asset, with a cost of $.01. Additional information, such as documents, pictures, comments, etc. can be attached in Basic Add under the Asset Information tab.

52 Is land procurement considered an asset?

Yes.

53 Is the Maintenance functionality available in FI$Cal AM?

No, Maintenance Management (Work Orders, Preventative Maintenance, maintenance tracking and scheduling, etc.) is not an active component of FI$Cal.

54 How are fixed assets vs sensitive assets separately accounted for? And how do they show up report wise?

Sensitive assets are not completely masked in FI$Cal. However, there are two areas (see below) in the Asset Management Module where specific asset information can be masked in FI$Cal:

DOJ collaborated with FI$Cal on the solution to mask Vehicle Identification Numbers (VIN) when a vehicle is being added to FI$Cal, so that only a user with a AM Confidential User role can view the VIN after the vehicle has been added.

In addition, DOJ helped FI$Cal solution for the optional use of the Asset Class field that can be utilized for confidential asset reporting purposes and also be used to identify an asset that a department does not want users of their system to know what it is. An example would be to enter “Gun” in Asset Class, which is viewable by only a user with an AM Confidential User role, but in the Description that everyone sees it can be something generic such as,


“Equipment”. That way only an AM Confidential User would know that asset is actually a gun. Asset Class will enable the user to refine Asset Management reports. It can be used to provide a more detailed classification for the asset than what is currently defined for the Asset Type and Asset Subtype. It is considered a department specific, optional, confidential field in FI$Cal. Only users with an AM Confidential User role will be able to view and select the data values in this field.

55 Does depreciation show on the Cost History Detail page in AM?

No, only cost transactions such as adding an asset, cost adjustment, retire, etc. are shown on the Cost History Detail page.

Depreciation details can be viewed on the Asset Depreciation page. Details include Net Book Value, Period Depreciation, Fiscal Year Depreciation, Accumulated Depreciation, etc.Path: Asset Management>Depreciation>Review Depreciation Info>Asset Depreciation

56 How can I get a list of values from various drop-down fields? Is there a Job Aid type of document?

The best way to get a list of values from drop-down fields would be to take screenshots of those lists you want when you are in the system. There is not a Job Aid for this. The Conversion Configuration Workbook also has information for some fields.

57 Does the system let you do reports by tag number or license plate for vehicles?

A request would need to be submitted to the FI$Cal Service Center to build a query (or queries) to enable reporting by tag numbers or license plate numbers.

58 If we purchase an asset with a P-Card, how will FI$Cal tie the procurement information to the asset?

Users will need to identify the asset in the Purchase Order (on the Asset Information Tab in Basic Add) tied to a P-Card. The P-Card PO would need to be received and interfaced to AM. This places the asset in Received (Not in Service) status. The AM Processor will have to update the Asset ID


in Basic Add as In-Service since there wouldn’t be a regular voucher tied to the asset since it is being paid by US Bank.

59 I have a Non-Cap asset that has the “Capitalized” box checked in Basic Add. Is this correct?

Yes, any asset that has financial information associated with it in PeopleSoft, e.g., cost, chartfield information, will have the “Capitalized” check box checked. This is a PeopleSoft “out of the box” default. This does not mean that the asset is a Capital Asset. The cost of the asset, (greater than or less than $5,000), is what determines whether an asset is categorized as Non-Capital or Capital.

60 What does it mean when the “In Physical Use” check box is checked in Basic Add?

PeopleSoft uses this check box for IT Hardware assets only. This is a PeopleSoft “out of the box” default. Departments should ignore it, as the box being checked or not does not affect anything.

61 Is there a module for facilities (leases); or is facilities part of assets?

10/27/17 – Leased facilities will be handled through Procurement Contracts and Purchasing. If it is a Capital Lease, we are currently working on the solution for this.

62 What Chartfields should a department use when converting an asset into FI$Cal if they cannot use the Clearing Account?

The clearing program is only a pass-through budget string. Departments should allocate the asset to the appropriate budget string that ultimately funded the asset. Chartfields used should be: Fund, Account, Enactment Year, Appropriation Reference, and Program.

63 What should be used in the conversion if the fund that an asset was originally purchased under has been abolished?

If a fund has been abolished, the asset should be transferred to a new fund. The department should have this information.

64 What should be done if an asset Serial ID number is longer than the 20 character limit in the Serial ID field?

Any value provided for Serial ID from a department that is over 20 characters in length must be truncated to the last (right justified) 19 characters. An asterisk (*) should be entered in the first character position to indicate that a truncation has occurred. For example, a truncated value


will appear as: *48661-02A-0M9A-A03

The Comment or Long Description fields under the Location/Comments/Attributes tab in Basic Add can be utilized to enter the complete Serial ID if necessary.

65 We have a question regarding asset type of 060 – Fleet. We have many vehicular items that we consider Fleet, like golf carts and forklifts. These items do not have VIN numbers. Should we be changing the asset type to 040 – Equipment with a subtype of Vehicular?

Departments should use Asset Type 060 – Fleet and use the same information for VIN that they use when reporting to DGS Fleet Asset Management System (FAMS).

66 Can departmental assets with pre-existing Parent/Child relationships be converted into FI$Cal with their Parent/Child relationship intact?

These assets cannot be converted into FI$Cal with their Parent/Child relationship intact. However, once the department is Live in FI$Cal, the Parent/Child relationship can be entered manually for these assets in Basic Add, under the General Information tab. For a parent or child asset, select the appropriate option in the Parent/Child field. If it is a child asset, enter the parent ID with which it is associated. The default value is None.


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