Asset Management AP/PO Entry (Not Recommended)

Purpose:  Use this document as a reference to help with Asset Management AP/PO Entry in ctcLink.

Audience:  Finance and/or Asset Management Staff/Supervisors.

You must have at least one of these local college managed security roles:

  • ZZ AM Interface Processing

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

AM AP-PO Processing Checklist Document

The link below provides access to an Asset Management Processing Checklist in ctcLink. It provides a basic guide to interface processes, core processes, and other resources. Some of the document formatting may be lost in the preview mode. To view document in its entirety, select the download icon (down arrow with a line underneath) on the right side of the document to download and/or edit the processing guide. 

AM Processing Checklist

Sending Asset Information to the PreAM Interface Table

After you create purchase orders & vouchers, use the Load Assets Request process to send asset information from ctcLink Payables to Pre-AM Interface table.

Navigation: Accounts Payable > Batch Processes > Extracts and Loads > Load Assets Request

  1. The Load Assets Request search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA020_LOAD_ASSETS (College, Process).
  3. The Load Assets Request page displays. Enter in locally defined values:
    1. Request ID.
    2. Enter a meaningful Description.
    3. Select Process Frequency to = Always Process.
    4. Select Process Option to = Process Business Unit.
  4. In the Details section, enter or lookup your Business Unit.
  5. Select the Run button.
Load Assets Request page
  1. The Process Scheduler Request page displays confirming if you would like to run the Payables to Assets Interface process. Select the OK button. For more information please see the QRG Process Scheduler/Process Monitor.
  2. Process Complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Sending Asset Information to the PreAM Interface Table. This link will open in a new tab/window.

Loading Data from AP/PO into Asset Management

Asset Interface Review and Processing

Details for assets that were acquired through the Procure-to-Pay process are transferred to the Pre-AM staging tables by the Load Assets Request explained in the QRG Sending Asset Information to the PreAM Interface Table.

First, let's review the Pre-AM Interface Table for pending assets.

Pre-AM Interface Table Review Screen

Navigation: Asset Management > Send/Receive Information > Preview AP/PO Information

  1. The Load Preview - Pre-AM search page displays.  Enter or lookup your college’s AM Business Unit.
  2. Select the Load Status to = Pending. Select the Search button.
Load Preview - pre-am page
  1. If Pending items exist, they will display at the bottom of the page, so you can run the Retrieve Info from AP/PO process as described below.

If Pending items do not exist, we're done! Process complete.

Retrieve Information from AP/PO Staging Process

You must have at least one of these local college managed security roles:

  • ZZ AM Interface Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Asset Management > Send/Receive Information > Retrieve Info from AP/PO

  1. The Payables/Purchasing Interface run control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA020_RETRIEVE_AP_PO (College, Process).
  3. The Retrieve Info From AP/PO page displays.  Use it to enter the request parameters that will define the processing rules and data to be included when the process is run.
  4. Enter an appropriate value in the Request ID field.
  5. Enter an appropriate description in the Description field (located to the right of the Request ID field).
  6. Select the Process Frequency drop-down arrow to select Always Process.
  7. Select the Process Option drop-down arrow to select Process All Pending Entries.
  8. Select Run.

This process will move any Pending items in the Pre-AM interface table to the AM Interface Staging table.  The following steps show it being run for all pending transactions.  

Retrieve Info from AP/PO page
  1. The Process Scheduler Request page displays confirming that you would like to run the PO/AP/AM Interface process. Select the OK button. The Process Scheduler Request page disappears. The updated Retrieve Info from AP/PO page displays. Note the Process Instance number. Select Process Monitor. For more information, please refer to the QRG Process Scheduler/Process Monitor.

Note: A Process Instance number appears when the screen refreshes to the run control page. This number helps you identify the process you have run when you check its status.

Process monitor and process instance

After the Retrieve Info from AP/PO process runs to success, review the staged assets in the asset interface tables, and, if they are correct, complete the Load Transactions into AM process to create the assets in AM as explained in the QRG Review and Load AM Interface Data.

  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Retrieve Information from AP/PO Staging Process. This link will open in a new tab/window.

Consolidating Asset Data in the AM Interface staging Table - As Needed

Navigation: Asset Management > Send/Receive Information > Interface Transactions > Consolidate Assets

  1. The Load - Consolidate Assets page displays. Select the Add a New Value tab to open up to a new tab search page.
Load Consolidate Assets page
  1. The FROM Assets tab displays. Use it to search for and select multiple staged asset records you want to consolidate into a single asset.
  2. Enter or lookup Business Unit. Optional to enter additional search criteria to refine results.
  3. Select the Search button.

Use the FROM Assets search page to search for and select multiple staged asset records you want to consolidate into a single asset.

From Assets search page
  1. By selecting the Search button, the page collapses the search criteria section and displays your search results. By default, all search results get selected for consolidation.
  2. Select the Consolidate check boxes to identify the staged asset line items you want to merge into a single Asset.
  3. Select the TO Asset tab to specify the details that will be associated with your new consolidated asset.
search results and select assets to consolidate
  1. The TO Asset tab displays. Enter the desired information into the Tag Number field.
  2. Optional to enter additional information in the Detailed Description. Or expand the Acquisition Related Fields or Cost Information.  
  3. Select the Save button.
To Asset page
  1. Process complete.
Unitizing Asset Data in the AM Interface Staging Table - As Needed

Navigation: Asset Management > Send/Receive Information > Interface Transactions > Unitize Assets

  1. The Load - Unitize Assets search page displays. Enter Business Unit.
  2. Optional to enter additional Search Criteria to identify your assets or refine search.
  3. Select the Search button.
Load - Unitize Assets page
  1. The FROM Asset tab on the Unitize Assets page displays.  Use it to review the information for the single staged asset record that you want to unitize into multiple assets.
  2. Select the EZ Unitize button.
FROM Asset page, select EZ Unitize button
  1. The Proportional Unitization Defaults window displays. Fields may populate depending upon the asset selected.
  2. Enter Quantity.
  3. Enter Description/Detailed Description.
  4. Select the OK button.
Proportional Unitization Defaults
  1. The Proportional Unitization Defaults window disappears. This action opens the TO Assets tab, which now shows separate asset records based on the provided Unitize Quantity.
  2. Expand the arrow icons to view/update additional information. You can use the record selectors to switch between asset entries and update each as needed.
  3. Select the Save button to save changes.
TO Assets page
  1. Section complete.
Review and Load AM Interface Data

Purpose: Use this document to review and edit data, and then load AM Interface Data from external sources, such as AP/PO, in ctcLink PeopleSoft.

Audience: Finance and/or Asset Management Staff/Supervisors.

Review AM Interface Table Data

Navigation: Asset Management > Send/Receive Information > Interface Transactions > Review Interface Transactions

  1. The Review Transactions search page displays. Enter or lookup your Business Unit.
  2. Select the Load Status drop-down arrow to Pending.
  3. Select the Search button.
Review Transactions search page
  1. The Review page displays. It allows you to review the asset entry’s information in the AM Interface Staging tables; these are the final staging tables data resides in prior to being created as Asset entries in the AM module. Use the arrow icons to expand each section to review/edit as needed.
  2. Review and update/edit the page as needed. Select the Save button.
Review interface transactions page
Load Transactions into AM Staging Process

This process will move any Pending items from the AM Interface Staging table to the AM Module as Asset entries.

Navigation: Asset Management > Send/Receive Information > Interface Transactions > Load into AM

  1. The Transaction Loader run control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA020_LOAD_ASSETS (College, Process).
  3. The Load into AM page displays. Use it to enter the request parameters that will define the processing rules and data to be included when the process is run.
    1. Enter an appropriate value in the Request ID field.
    2. In the Process Frequency drop-down arrow select the Always Process option.
    3. Enter the Interface ID and To Interface ID values from the Find Trans Load ID section.
    4. Optional to use the Find Trans Load ID (optional) search criteria.
    5. Enter or lookup your AM Business Unit.
  4. Select the Run button.

The Find Trans Load ID (optional) section provides various search criteria fields to search for pending Interface IDs. Enter search criteria and select the Search button to populate results below.

Load into AM page
  1. The Process Scheduler Request window displays. Selecting the OK button will confirm to run the Transaction Loader process.
  2. A process instance number displays on the updated Load to AM page. Select the Process Monitor link. For more information, please refer to the QRG Process Scheduler/Process Monitor.

Note: A Process Instance number appears when the screen refreshes to the run control page if no errors occur. This number helps you identify the process you have run when you check its status. If no process instance appears, there are errors you must correct for the assets to load.

  1. Process complete.
Troubleshooting Errors

If no Process Instance number appears, that means you have errors to correct.

  1. From the Review Interface Transactions page, select the blue hyperlink to the right of the Load Status to determine what the Error is.
  2. Correct the error as needed.
  3. Once error has been resolved, change the Load Status to Pending and select the Save button.
  4. Rerun the Load Transactions into AM Staging Process.
  5. Review the Interface table again, to ensure that the assets loaded.
  6. The Interface Load number can help you find the Asset ID assigned by the process.
  7. For all assets, follow the appropriate QRGs:
    1. Calculate Depreciation
    2. Create Accounting Entries
    3. Close Depreciation at Month and Year End
  8. Process complete.

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