Loading Legacy Assets and Other FAM Topics

Version 1.0 | October 22, 2019

Overview
The “Loading Legacy Assets and Other Topics” session at the 2019 PeopleSoft will present the process of
loading legacy assets using the import data feature in PeopleSoft Financial Asset Management. It will also
present the different district experiences in doing the Integration process.

 Asset Management WorkCenter

 Load Legacy Assets

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WorkCenter

Overview
WorkCenters are a set of conveniently clustered job-based links and alerts related to a PeopleSoft module.
They can contain information about your specific work activity, alert you to tasks that may need to be performed,
and provide access to the most commonly used screens, queries, and reports.

Advantages:
 One-stop shop for performing routine and/or daily tasks.
 Streamlines training.
 Improves customer efficiency (less clicks and navigation), reducing the need for Favorites.
 Overall simplification of customer experience in PeopleSoft.

All WorkCenters are designed and organized to function in the same way. If you have access to several
modules that have WorkCenters, the way they are used is the same.

Finance Module WorkCenters

Finance WorkCenter Name Navigation (NavBar)

Accounts Payable Accounts Payable WorkCenter Accounts Payable > Accounts Payable
WorkCenter

Asset Management Asset Management WorkCenter

Asset Management > Asset Management
WorkCenter

Purchasing Buyer WorkCenter Purchasing > Buyer WorkCenter

General Ledger General Ledger WorkCenter

General Ledger > General Ledger
WorkCenter

Travel and Expenses Travel & Expenses WorkCenter Travel and Expenses > Travel & Expenses
WorkCenter

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WorkCenter Navigation
Navigation in the WorkCenter is performed through “live” links. If a link is not active, then there is nothing to
view, and clicking will not produce any information or open any screens.

Click the Field Name to open the screen to the right within the WorkCenter. Click the New Window icon to the
left of the name to open the screen in a new tab.

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WorkCenter Structure
There are four sections to each WorkCenter, divided into two tabs, Main and Queries/Reports. Your access in
the WorkCenter will depend on the security roles you have been assigned by your district.

Main Tab Queries/Reports

The Main tab contains My Work and Links.

The Queries/Reports tab contains links to common
In the top half of the pane, view details of your work. In Queries and Reports/Processes.
the bottom half of the pane, select links to screens
used to do common tasks. When you click any link, In the top half of the pane, run queries which you can
information appears on the right side of the screen. view as HTML or export to Excel for filtering. In the
bottom half of the pane, run reports or processes
using your own run controls.

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Asset Management WorkCenter
Here is the list of the screens available from the Asset Management WorkCenter. This table lists the navigation
and brief description on what the page is used for.
Links
Query – Steps 5, 6A, 8, 11,
13, 15
Step 6B - Exclude (from PO)
Step 6B - Unitize (from PO)
Step 6B - Consolidate (from
PO)
Step 7 - Load PO into AM
Step 10 - Load Asset Rqst
(Voucher data)
Step 12 - Retrieve info from
AP/PO
PeopleSoft User’s Conference 2019 | 10/24/2019
Navigation (NavBar)
Reporting Tools > Query > Query
Viewer
Main Menu > Asset Management >
Send/Receive Information >
Approve Physical Information >
Review-A
Main Menu > Asset Management >
Send/Receive Information >
Interface Transactions > Unitize
Main Menu > Asset Management >
Send/Receive Information >
Interface Transactions >
Consolidate
Main Menu > Asset Management >
Send/Receive Information >
Interface Transactions > Load into
AM
Main Menu > Accounts Payable >
Batch Processes > Extracts and
Loads > Load Assets Request
Main Menu > Asset Management >
Send/Receive Information >
Retrieve Info from AP/PO
Session D – Loading Legacy Assets and Other Topics | 5
Brief Description
Run the query based on where you
are at the integration process.
Use the Flowchart: Integrating Assets
in conjunction with these links.
Verify and review the physical
information from the PO page.
Separates a single asset into multiple
assets. Example: A 10-pack of iPads
can be unitized into 10 individual
iPads.
Combines multiple assets into a
single asset. The items are now in the
Interface stage. An interface ID has
been assigned after the Retrieve Info
from AP/PO process run successfully
This process moves the assets
information from the interface tables
to asset core tables. The Asset ID is
assigned as a result of this process.
This process takes the asset
transactions from AP module into the
Pre-interface tables.
This process moves the voucher data
from the pre-interface into the
interface table.
 Links Navigation (NavBar)
Main Menu > Asset Management >
Send/Receive Information >
Approve Financial Information >
Step 13B - Exclude (from
Review
Voucher)
Main Menu > Asset Management >
Step 13B - Unitize (from
Send/Receive Information >
voucher)
Interface Transactions > Unitize
Main Menu > Asset Management >
Step 13B - Consolidate (from Send/Receive Information >
voucher) Interface Transactions >
Consolidate
Main Menu > Asset Management >
Step 14 - Load Voucher Send/Receive Information >
Trans into AM Interface Transactions > Load into
AM
Link Navigation (NavBar)
Search for an Asset Asset Management > Search for an Asset
Basic Add Asset Management > Asset Transactions >
Owned Assets > Basic Add
Express Add Asset Management > Asset Transactions >
Owned Assets > Express Add
Copy Existing Asset Asset Management > Asset Transactions >
Owned Assets > Copy Existing Asset
Parent & Child Assets Asset Management > Asset Transactions >
Owned Assets > Basic Add
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Brief Description
Verify and review if the financial
information from the Voucher page.
Edit the status, if needed. The items
are now in the Interface stage. An
interface ID has been assigned after
the Retrieve Info from AP/PO process
run successfully.
Do this process if unitizing from direct
voucher
Do this process if consolidating
vouchers.
This process moves the assets
information from the interface tables
to asset core tables. Asset ID is
assigned in this process.
Brief Description
Use this page to search for assets
using different search criteria. Drill
down to a specific page from here.
Use this page to add or edit any
asset record.
Use this page to add an asset with
the minimum requirements.
This page allows you to create an
asset(s) by copying an existing one.
This is the page where you can
create a parent asset and assign a
child asset.
 Cost Adjust/Transfer Asset Management > Asset Transactions > Use this page to adjust the cost
Asset Financial Transactions > Cost and/or change the ChartString of a
Adjust/Transfer Asset capital asset.

Review Cost Asset Management > Asset Transactions > This allows you to view the cost
History > Review Cost information and/or adjustments made
to an asset.

Update Non- Asset Management > Asset Transactions > Use this page to update the cost of a
Capitalized Cost Financial Transactions > Update Non- non-capitalized item.
Capitalized Cost

Calculate Asset Asset Management > Depreciation > To run the calculate asset
Depreciation Processing > Calculate depreciation process.

Adjust Accumulated Asset Management > Depreciation > To adjust the accumulated
Depr Processing > Adjust Accumulated Depr depreciation of an asset.

Review Asset Asset Management > Depreciation > To review the depreciation
Depreciation Review Depreciation Info > Asset information of a capital asset
Depreciation

Retire/Reinstate Asset Management > Asset Transactions > This page is used to retire/reinstate
Capital Asset Asset Disposal > Retire/Reinstate Asset capital assets.

Retire/Reinstate Non- Asset Management > Asset Transactions > This page is used to retire/reinstate
Capital Asset Asset Disposal > Retire/Reinstate Non-Fin non-capital assets.
Asset

Reports/Processes Navigation (NavBar) Brief Description

Acquisitions Asset Management > Financial Reports > This report can be run by ChartFields
Asset Details > Acquisitions or In Service date displaying
acquisition details such as
Description

By Location Asset Management > Financial Reports > Run this report to list assets by
Asset Details > By Location location.

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 Load Depr Reporting Asset Management > Financial Reports > Run this process to load data for the
Table Load Reporting Tables > Depr Reporting reports
Table

Depreciation by Asset Management > Financial Reports > This report displays the capital
Period Cost and Depreciation > Depreciation by assets by depreciation period
Period

Depreciation by Asset Management > Financial Reports > This report displays the capital
Fiscal Year Cost and Depreciation > Depreciation by assets by fiscal year
Fiscal Year

Depreciation Activity Asset Management > Financial Reports > This report displays the depreciation
Cost and Depreciation > Depreciation activity such as any additions,
Activity transfers or retire amount.

Asset Transfers Asset Management > Financial Reports > This report displays any asset
Cost and Depreciation > Asset Transfers transfers.

Retirement Activity Asset Management > Financial Reports > This report displays all retired capital
Retirement > Retirement Activity assets including the retire date.

Retirement Asset Management > Financial Reports > This report displays all retired capital
Information Retirement > Retirement Information assets with ChartString information.

Define/Download Set Up Financials/Supply Chain > Product Use this page to define and/or
Template Related > Asset Management > Import download the template that you
Spreadsheet Setup > Define Spreadsheet would like to use
Template

Upload Spreadsheet Asset Management > Send/Receive This page allows you to upload your
Data Information > Import Data via Spreadsheet data into the FAM interface table.
> Upload Spreadsheet Data

Edit Process Asset Management > Send/Receive Run this process to validate loading
Information > Interface Transactions > Edit information such as Location codes.

Load into AM Asset Management > Send/Receive Run this process to create the Asset
Information > Interface Transactions > IDs for the items you have loaded
Load into AM into the FAM.

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Loading Legacy Assets
Here are the main steps in importing your data using the spreadsheet feature.

 Define/Download spreadsheet template

 Fill in the template with your asset data to load
 Upload Spreadsheet
 Run Edit process
 Edit any errors, if any
 Run Load into AM process

Define/Download Template
1. Navigate from NavBar: FSCM > Set Up Financials/Supply Chain > Product Related > Asset Management >
Import Spreadsheet Setup > Define Spreadsheet Template

To create a template
2. Click on Add a New Value tab. Assign a template ID and click Add.
3. Fill in the description field.
4. Select a transaction to use: Add Assets, Add Assets with Accum Depr and Add Non Capitalized Assets
5. Asset Fields grid displays all fields. ChartStrings are not selected by default. Select or de-select fields you
wanted to use.
6. Click on Create Template. The View/Download Template link displays.
7. Click on the View/Download template link, when ready for download, a dialog box will display to allow you to
download the template.
8. This automatically save your template ID.

To download an existing template

9. On the Find an Existing Value tab, click Search. Click on the Template ID.
10. Click on the View Download Template link, when ready for download, a dialog box will display to allow you
to download the template.

Fill the template with asset data to load

1. Keep in mind the value format for the fields.
 Must be in text format: Business Unit should be in five-digit format, Location code must have zeroes in
the front.
 Date format
2. Be sure that the data exists in PeopleSoft such as the location, profile ID and the ChartField values

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Upload Spreadsheet
1. Navigate from NavBar: FSCM > Asset Management > Send/Receive Information > Import Data via
Spreadsheet > Upload Spreadsheet Data.
2. Add or find a run control ID.
3. In the Upload Spreadsheet Data, select a Template ID.
4. Click on Select File.
5. Click on Choose File.
6. Find and select your template. Click Open. Click Upload.
7. The Import File Name displays and the Row Count. It will display the error count, if any.
8. Assign an interface ID. This is an 8-digit number. Use the first two digit as your district number. For
subsequent numbers, start with 1 at the end. Example: 21000001.
9. In the View Spreadsheet Data grid, a red X in circle displays if there is any errors. For any errors, review
and correct. Then re-upload.
10. Click Run. Process name Load Spreadsheet Data AM_LOAD is selected by default. Click OK.
11. Check Process Monitor if process completed successfully.

Run the Edit process

This is to validate data such as the location code, profile ID, ChartFields.

1. Navigate from NavBar: FSCM > Asset Management > Send/Receive Information > Interface Transactions >
Edit
2. Add or find a run control ID.
3. In the Edit screen, fill in the fields:
 Request ID: Leave default as 1
 Process Frequency: Select Always.
 Interface ID and To Trans Load ID: Fill in the fields with interface ID from the upload spreadsheet
page
 System Source: Select Load Data From Spreadsheet
 AM Business Unit: Enter or select your district number
4. In the Interface Edit Options section, leave all checkboxes selected.
5. Click on the Chartfields link, select or de-select the ChartField values that apply to your district. Click OK.
6. Click Run. Click OK. Click on Process Monitor link to see if it has processed successfully.
7. Click on Details link. Click on View Log/Trace link. Click on the “amifedit_XXXXXX.out” file to check for any
invalid information such as Location code. To fix a few records, go to the next section. Otherwise, fix the
spreadsheet data and re-load the template.

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Edit any errors
Fix any data such as Location, Profile ID, and/or ChartFields.

1. Navigate from NavBar: FSCM > Asset Management > Send/Receive Information > Interface Transactions >
Review
2. Search for the record to fix. Filter by Error load status.
3. Go to the record and fix any data accordingly. If there are more than 10 records to fix, it is better to redo the
upload.

Run Load into AM

1. Navigate from NavBar: FSCM > Asset Management > Send/Receive Information > Interface Transactions >
Load into AM.
2. Add or find a Run Control ID:
 Add a Run Control ID. Click on Add a New Value tab. Type LOAD_TRANS_IMPORT in the run control
ID field. Click Add.
 Find a Run Control ID. Click on Find an Existing Value tab. Type LOAD_TRANS_IMPORT in the run
control ID field. Click Search.
3. In the Run Control Parameters section, fill in the fields with appropriate values:
 Request ID: Defaults to 1. Leave this field with the default.
 Process Frequency: Select Always.
 Interface ID and To Interface ID: Fill in both fields with specific interface ID.
 AM Business Unit: Enter or select your district number.
 System Source: Select Load Data from Spreadsheet.
4. Click Run. In the Process Scheduler Request page, the Transaction Loader process (AMIF1000) is selected
by default. Click OK.
5. Click on Process Monitor link to view if the process has ran and posted successfully.

PeopleSoft User’s Conference 2019 | 10/24/2019 Session D – Loading Legacy Assets and Other Topics | 11