9.2 Upload Assets and Data through Interface Transactions

Purpose: Use this document as a reference to review and load AM Interface Data from external sources, such as the Excel to CI Asset Upload.

Audience: Finance Staff.

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.

Please use the Excel to CI Asset Upload Excel template to add multiple assets.

Email the completed spreadsheet to [email protected], who will place the data into Review Interface Transactions. In ctcLink, the college will review, correct (as needed), and upload the data into AM.

Review Interface Transactions

Reviewing the Interface Table data allows end users to review and/or update data prior to loading the data into Asset Management.

Warning: Once data is uploaded into AM, some asset data cannot be edited. AM functionality that modifies asset data, such as Adjust Cost/Transfer Assets, must be used to change data after it is uploaded into AM. Correct all the data possible BEFORE it is uploaded into AM.

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

  1. The Review Transactions search page displays.
  2. Enter the Business Unit.
  3. In the Search Criteria, select “Pending” as the Load Status in the drop-down menu, to correct Asset Information before uploading data using Load into AM.
  4. Select Search.
  5. Optional to change the Load Status to"blank" if the Interface number wanted is not visible when Load Status = "Pending".
    1. Once the load status of the Interface Number is visible, enter that status or interface number into the Search, to minimize the interface numbers viewed.
    2. Select Search.
  6. Select one of the Search Results hyperlinks to navigate to the review the data.
  7. The Review Interface Transactions page displays.

The Review Interface Transactions page allows you to review the asset information in the AM Interface Staging tables. These are the final staging tables where data resides prior to being created as Asset entries in the AM module. Review/Edit the following sections, changing and adding information, as needed:

  • Asset Information: Asset ID, Tag Number, Serial ID, Profile ID, and Descriptions.
  • Cost Information: Transaction Date = In-Service Date, Accounting Date in current period, costs, and depreciation.
  • Distribution: ChartFields (Fund = 997 or begins with a “4” or “5”, remove Appropriation and/or Project, and State Purpose = “N”) and Cost (Quantity, Transaction Cost, Asset Category, and Cost Type) tabs.
  • Custodian Information: Employee ID
  • Asset Location: Location
  • Manufacturer Information: Manufacturer ID, Model, and Production Version.
  1. Select the Save button. Note or write down the Interface ID. You will use it to run the Load Transactions into AM Staging Process.
  2. Section complete.
Review Interface Transactions
Load Data into Asset Management

Warning: Make sure to Review Interface Transactions before running the Load into AM process. Sometimes data loads differently than when you entered it, such as leading zeroes being dropped from a Profile ID, etc. Make sure to save each asset after you review it, to make sure no combo edit errors, etc. are present.

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

  1. The Transaction Loader 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., WA010_LOAD_INTO_AM (College, Process).
  3. The Load into AM page displays.
  4. In the Find Trans Load ID (optional) section, enter or lookup the AM Business Unit.
  5. Select the Search button. Search results will populate below in the Interface Information section.
Load into AM page, select search to find interface info
  1. In the Run Controls Parameters section, select the Process Frequency to “Always”.
  2. Enter the Interface ID range from the Interface(s) shown in the Interface Information section results towards the bottom of the page.
  3. Enter the AM Business Unit.
  4. Select Save.
  5. Select the Run button.
enter run control parameters and select save then run
  1. The Process Scheduler Request window displays. Select OK to run the Transaction Loader process. For more information on the status of this process, please refer to QRG Process Scheduler/Process Monitor.
process scheduler

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