FA MASS ADDITIONS INTERFACE

Brad Angelbeck (847) 875-0309 bradley@anet.com

Fa Mass Additions
FA mass additions interface Brad Angelbeck, Consultant 12 years oracle database experience 8 years oracle applications experience

Mass Additons
Main interface program for fixed assets Primarily used for adding assets to the system

Uses of Mass Additions

Create assets Cost adjust assets Create CIP assets Cost adjust CIP assets Use only with CORPORATE book

Data Sources
Oracle accounts payable Oracle projects Oracle ADI Integrated payables system Legacy fixed assets system Asset transfers ( company merger, acquisition etc )

Plan of attack
General information
set-up mass addition components, etc...

Discuss legacy asset conversion using mass additions. Discuss feed from Accounts Payable using mass additions. Discuss missing features

Required Setup
Fixed assets corporate book
Calendar Book controls Categories Asset keys Locations Follow oracle assets reference manual

Components
Mass additions create program ( in oracle payables) Mass additions create program ( in oracle projects) Mass additions prepare screen Mass additions posting program Mass additions delete program Mass additions purge program

FA MASS ADDITIONS
LEGACY ASSET CONVERSION

What Makes up an Asset

Asset number Category Payables clearing account Asset key flexfield Date placed in service Book code (CORPORATE) Depreciate Flag Description Asset cost Depreciation Expense Account Location flexfield Units (quantity) Feeder System Name Asset Type

What Makes up an Asset Continued...

Depreciation Reserve YTD Depreciation Tag Number Serial Number Descriptive flexfields

Database Components
Fa_mass_additions table
main interface table, can be used exclusively if all assets have one and only one distribution.

fa_massadd_distributions
secondary table, only needed if an asset has more than one distribution.

Database Components, cont...

Triggers for auto population of fa_massadd_distributions table
fa_mass_additions_insert_dist fa_mass_additions_update_dist fa_mass_additions_delete_dist fa_mass_additions_insert_name ( used with distribution sets ).

Key fields
Represented in fa_mass_additions as numeric id fields, NOT CHARACTER Lookup of ID needed for
category location asset key payables clearing account depreciation expense account

Category
There is no character field for category code in mass additions table. There is a numeric field, category_id in mass additions table Category_id can be looked up from the fa_categories table

Asset Key
There is no character field for asset key in mass additions table. There is a numeric field, asset_key_ccid in mass additions table Asset_key_ccid can be looked up from the fa_asset_keywords table

Location
There is no character field for location in mass additions table. There is a numeric field, location_id in mass additions table location_id can be looked up from the fa_locations table

Depreciation Expense Account

There is no character field for depreciation expense account in mass additions table. There is a numeric field, expense_code_combination_id in mass additions table expense_code_combination_id can be looked up from the gl_code_combinations table

Payables Clearing Account

There is no character field for payables clearing account in mass additions table. There is a numeric field, payables_code_combination_id in mass additions table payables_code_combination_id can be looked up from the gl_code_combinations table

Mass Additions Accounting

When invoiced in AP
DR CR DR CR Payables Clearing Account AP Trade Account Asset Cost Account (from category) Payables Clearing Account

When added via mass additions post

Mass Additions Accounting ...

When depreciated in Fixed Assets
DR CR Depreciation Expense Account Total Reserve Account (from category)

Fields with dollar values

Cost
fixed_assets_cost payables_cost

Depreciation
deprn_reserve ytd_deprn

Salvage Value

Posting_status field
Used to determine if an mass addition line has been processed. Possible values:
NEW POST POSTED

Queue_name field
Used to control how the mass addition line is to be handled by the mass additions posting program. Possible values:
NEW ON HOLD POST POSTED

Queue_name field cont...

More possible values:
DELETE ADD TO ASSET SPLIT MERGE

Fields derived from category

Depreciation method Asset life Prorate convention If default values from category are not desired, an update to the asset after the mass additions post program is needed.

The complete process

Set up system
Set up Fixed Assets system Add code_combinations Add location keys Add categories Add asset keys

Load mass additions table

Look up key IDs, ie code_combinations, location_id etc
can be looked-up prior to loading into fa_mass_additions. A shadow mass_additions table such as: convert_mass_additions can be created. Add fields like category_code, location_code etc to table and write separate sql to stamp the id fields, ie: location_id

Load Mass Adds Cont...

Insert into fa_mass_additions table using custom program or sqlloader. If any assets require multiple distributions, add records to fa_massadd_distributions. Tie-out to Legacy system by checking total cost, depreciation reserve, YTD depreciation and salvage value.

Run Mass Additions Post

Run Mass Additions Post program from application Check output from program to check if any errors occurred Fix errors in Prepare Mass Additions screen Re-run Mass Additions Post program

Run Mass Additions Post ...

The Mass Additions Post Program only prints the mass_additions_id for erred records. Difficult to use. You can run a query in the Prepare Mass Additions screen where QUEUE equals POST. This will locate records which still have not posted.

Run Mass Additions Post ...

If this problem persists while you are in production, have developers write shell script to list asset number, invoice number etc of mass additions reported in the report file.

After the Mass Additions Post

Update assets with correct depreciation method, asset life and prorate convention ( through the Asset Workbench screen or a custom program). Tie-out dollars ( use Asset Additions Report )
total cost total reserve total ytd depreciation

Tax Book Caveat

The mass additions interface does not support inserting into TAX books. The Tax books can get populated by the Mass Copy Program after your CORP book close. But, there is no way of getting historical depreciation methods, lives, prorate conventions, reserve and ytd numbers into the tax book record. This must be done manually through the Asset Workbench or through a custom program.

FA MASS ADDITIONS
Using Mass Additions with Oracle Payables

Key Points
Oracle Payables has a Create Mass Additions program which populates the fa_mass_additions table. Payables cannot populate all of the necessary FA fields such as: category, depreciation expense account, descriptive flexfields etc An invoice line interfaces into mass additions if it is keyed to an asset clearing account and it is flagged to interface to FA.

Simple Transactions
Create a new asset number Cost adjust an existing asset number Create or cost adjust a CIP asset number Expense the invoice line Delete the record in mass additions ( could create an out of balance situation ).

NOT SO Simple Transactions

Split invoice line into 2 or more mass addition lines. Merge invoice line into one mass addition line.

FA MASS ADDITIONS
Summary

General Uses
Interface Legacy assets Integrates AP and FA OR, Integrates PA and FA Interface bought/used assets

Missing Features
No support for TAX BOOK information Difficult to fix interface errors due to poor reports No batch functionality, users must post their assets together.

Keep in mind
The Mass Additions Post program is a report set. You can add your own cost programs to this report set. When interfacing legacy assets, be careful to tie out all dollar fields throughout the entire process. Once you run the depreciation program, you are stuck with the results.

FA MASS ADDITIONS
ANY QUESTIONS ?