Excel to CI Asset Upload

Purpose:  Use this document as a reference for reviewing and loading AM Interface Data from external sources, such as AP/PO.

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 utilize the Excel to CI Template - Asset Additions for adding multiple assets.

Review AM Interface Table Data

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

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

  1. The Review Transactions search page displays.
  2. Enter Business Unit.
  3. In the Search Criteria, select the one of the following search options for the Load Status;
    • Select "Pending" in the drop-down menu, to correct Asset Information before uploading data using Load into AM.
    • Change the Load Status to "blank", if you are unsure of the Load Status of your asset or when you cannot see the asset if you search with Load Status = "Pending".
  4. Select Search. 
Review Transactions search page
  1. The Review page displays.  
  2. Review and update the page as needed.  
  3. Select Save.
  4. Note or write down the Interface ID. You will use it to run the Load Transactions into AM Staging Process.

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:

  • Asset Information: Asset ID, Tag Number, Serial ID, Profile ID, Descriptions.
  • Cost Information: Acquisition Date, costs, depreciation.
  • Distribution: Chartfields, Cost, Acquisition Details, Document Details tabs.
  • Custodian Information: Employee ID, Custodian.
  • Asset Location: Location or Area ID.
  • Manufacturer Information: Manufacturer ID, Model, Production Version.
Review Interface Transactions page
  1. Section complete.
Load Transactions into AM Staging Process

This process will move any Pending items in the AM Interface Staging table to the AM module as Asset entries. Make sure to review and edit all asset data carefully, by navigating to Asset Management > Send/Receive Information > Interface Transactions > Review Interface Transactions BEFORE you load them into AM.

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

Once AM Data is Loaded, Asset Information cannot be edited in Review Interface Transactions.

  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., WA020_LOAD_ASSETS (College, Process).
  3. The Load into AM page displays.  Use it to enter the Run Control parameters that will select the processing rules and data to be included in AM, once Load to AM is run. You can use the Find Trans Load ID section to search for pending Interface IDs.
  4. Enter an appropriate value in the Request ID field. It may default to the next number.
  5. Select the Process Frequency drop-down button to select the ‘Always’ option.
  6. Enter the Interface ID and To Interface ID value(s) you wrote down or found using the Find Trans Load ID section below. Optional to enter a range of IDs.
  7. Enter or select your AM Business Unit.
  8. Optional to use the Load Type feature to specify the assets to load into AM.
  9. Select the Run button.
Load into AM run control parameters
  1. The Process Scheduler Request page displays.
  2. Select the OK button. Please refer to the Process Schedule Request steps for further instructions.

On the Load into AM page, please note the Process Instance Number. Write it down to identify the processes that have run. If you cannot see the number, please research which error(s) occurred.

Process instan ce number
  1. You can use the Interface ID from the run control to review the Interface table and find the Asset ID assigned by the process.
  2. Process complete.
What to do if the Load Status Errored?
  1. From the Review Transactions search page, enter the Business Unit.
  2. Select the Load Status of "Errored".
  3. Select the Search button, and select the Interface ID in error.
  4. The Review Transactions page displays.
  5. Next to the Load Status "Errored", select the blue Error hyperlink.
Select the Error hyperlink
  1. The AM Interface Error Message window displays.
  2. Review the error message. Select OK to close out the window.
  3. Return to the Review Transaction to make corrections.
Error message window
  1. Section complete.

Please follow the appropriate QRGs:

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 Excel to CI Asset Upload. This link will open in a new tab/window.

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