Loading Data from AP/PO into Asset Management

Purpose:  Use this document as a reference for how to create assets from Purchase Orders and Vouchers.

Audience:  Finance or Staff responsible for creating or maintaining Assets in Asset Management

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

  • ZZ AM Interface Processing
  • ZZ Receipt Entry
  • ZZ Voucher 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.

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.

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