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Assets User Manual Version 20.

FIXED ASSETS USER MANUAL


Implementation of Management Information System (MIS)
Including Financial Management System (FMS)
ICAR
Version No.: 20.0
Prepared by
IBM Project Team

INDIAN AGRICULTURAL STATISTICS RESEARCH INSTITUTE


(INDIAN COUNCIL OF AGRICULTURAL RESEARCH)
LIBRARY AVENUE, PUSA, NEW DELHI 110 012
www.iasri.res.in
2013

Assets User Manual Versions 20.0


Assets User Manual Version 20.0

DOCUMENT RELEASE NOTICE

Fixed Asset User Manual Document

Version no: 20.0

Release no: All Releases

Date of Release : 19th July 2013

Client : Indian Council of Agricultural Research

Project : FMS & MIS Implementation

Author : Sneha Yadav

Reviewer : Amarnath Vankadara Date:

Approved by : Date:

Control Assurance by : Date:

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Assets User Manual Version 20.0

REVISION HISTORY
Document Title: Fixed Asset User Manual Document
Version Issue Date Change Details Owner Approved By Remarks
No.
1.0 19th July 2013 No Previous Document Sneha
10.0 14th October Reviewed Version 1.0 and Sneha
2014 made the applicable
changes
20.0 23rd May 2015 Reviewed Version 10.0 and Sneha
made the following changes:
1. Changed the URL of
the instance (Page
11)
2. Changed the Group
Id concept in buyback
solution.(Page 75)

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DISTRIBUTION
Copy No. Name Location

1 Sh Devendra Kumar, Dir(Finance) ICAR HQ

2 Sh. G.P. Sharma, Dy. Director(F) ICAR HQ

3 Ms Rashmi R. Rao, Dy. Director(F) ICAR HQ

4 Sh. Radhey Sham, Comptroller, IARI, New Delhi New Delhi

5 Sh SK Pathak, Dy. Director(F) ICAR HQ

6 Ms. Sunita Arya, Sr. F&AO. ICAR Hq. ICAR HQ

7 Dr. Alka Arora, Sr. Scientist, IASRI IASRI, New Delhi

8 Dr. Sudeep Marwaha, Sr.Scientist, Co-PI Project, IASRI IASRI, New Delhi

9 Dr. Shashi Dahiya, Scientist, Co-PI Project, IASRI IASRI, New Delhi

10 Dr. Soumen Pal, Scientist, Co-PI Project, IASRI IASRI, New Delhi

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Table of Contents
INTRODUCTION ....................................................................................................................................................... ERROR! BOOKMARK NOT DEFINED.-7
ABOUT THIS DOCUMENT....................................................................................................................................................... ERROR! BOOKMARK NOT DEFINED.-7
1. 1 ASSET PROCESS OVERVIEW DESCRIPTION ............................................................................................................................................................ 8-9
1.2 LOGGING INTO ORACLE APPLICATIONS .................................................................................................................................................................... 10
1.3 MANUAL ASSET ADDITION ..................................................................................................................................................................................... 11-19
1.4 ASSET ADDITION-PROCUREMENT PROCESS..... .20-33
1. 5 CIP ASSETS CAPITALIZATION ................................................................................................................................................................................ 34-41
1. 6 BUSINESS PROCESS ASSET RETIREMENT PROCESS .................................................................................................................................... 42-52
1.7 ASSET TRANSFER (FROM ONE INSTITUTE TO OTHER INSTITUTE) .................................................................................................................. 53-65
1.8 BUSINESS PROCESS: BUYBACK PROCESS.......................................................................................................................................................... 66-81
1. 9 RUNNING VARIOUS REPORTS IN FIXED ASSET MODULE .................................................................................................................................. 82-95
1.10 RUNNING DERPRECIATION 96-97
1.11 ADD TO ASSET ..98-104
1.12 SPLIT ASSET .105-112

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Introduction
About this document

This document covers the above mentioned contents of the following module:

Fixed Asset

The document has been developed by the IBM Team based on the inputs from the ICAR Team.

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Important Keyboard shortcut

Function/Purpose Keyboard Shortcut


Enter into query mode F11
Query with partial information Prefix or suffix with %
Execute query CTRL + F11
Close/Exit screen F4
Invoke List of Values CTRL + L
Insert duplicate field SHIFT +F5
Insert duplicate record SHIFT +F6

To query the form:

1. For query, first press F11.


2. Execute the query by pressing CTRL and F11.

List of Value (LOV)

LOV is a UI component that facilitates the completion of a text entry field when there are numerous values that may be
assigned. LOVs are a useful alternative to drop-down lists, particularly in cases where displaying a long list of selections in a
drop-down list would require excessive scrolling.

Search within LOV list

1. Click on the LOV icon.


2. The list of LOV is displayed.
3. If short list then scroll and select the required value. Press OK.
4. If the LOV list is long, then enter any partial/full value and suffix with the % in the Find field. The % as prefix and
suffix is also used where the subsequent word(s) of the total value is used for query.
5. Then click Find button.
6. This displays a shortened list of values that will match the query submitted.
7. Select the value desired and click OK. The original text entry screen is populated.

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1. 1 Asset Process Overview Description


Description Capital Assets can be classified into two types:
1. Assets purchased from Vendors: As a part of ICAR routine process, assets are procured from vendors for which proper
Purchase Order (PO) and bills are created. These assets are linked with stores and bills payable modules. Asset capitalization
process starts from bills creation module by running a program called Create mass Addition.

2. Assets without Bills: These are assets which are received as Gift/Donation or Asset Transfers from other ICAR Institutes).
These assets will not have PO and Bills and these assets will be directly capitalized in Assets module.

Assets are classified based on the nature and the depreciation percentage.
Depreciation would be automatically calculated by the system periodically.

Assets can be retired in the system and system will calculate the gain/losses automatically.
Accounting Impact shall be done by the system and the entries shall get transferred and posted in General Ledger.
Assets can be bought back and new assets in place of the retired ones shall be created.
Asset reports will be generated.

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Asset Process
Overview Diagram
Automatic Asset Capitalization Manual

Asset procured and Manual creation


received in system (Gift/Donation/ Asset
Transfers)

Invoice received and


matched with Receipt
Asset Maintenance/
Depreciation/
Invoice accounted and Retirement/
Transferred to GL Transfer

Run Create mass


addition process

Asset entries posted in


Prepare & Post Mass
General Ledger
addition for the asset to be
capitalize

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1.2 Logging into Oracle Applications


Navigation Open the link for the Oracle Instance http://icarerp.iasri.res.in/
Enter the Username and password as provided (individual user name/password to be used). Password needs to be changed on
first time login.
Screenshots and
Steps

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1.3 Manual Asset Addition

Process Provision of manually addition of assets has been provided for certain cases such as assets added through donation, Gifts, Trans
Overview
Description User would need to capture basic details of assets such as its cost, category, depreciation method and depreciation rate etc in sy
while adding assets in case of gifts, transfers or donations.
To perform Manual asset addition in system, steps are mentioned herein.

Navigation Oracle Home Screen-> IARI Asset-> Asset Workbench

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Screenshot

Click on Asset
Workbench

Click here IARI


Assets Responsibility

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Screenshot Once you click on Asset Workbench, the Find Assets screen will open.
Enter the Book Name and Click on Additions.

Enter the name of the book


in which you want to add
the asset

Click on
Additions

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Filling the On clicking Additions button, Asset Details form will open.
Asset Details Description: Enter the description of the Asset to be added in the Description field. Description is free field where you can enter th
of the Asset to be added.
Asset Type: Select the asset type as capitalized as you are adding a new asset to the organization.
Category: Select the category of the asset from the List of Values provided. Select both the major and minor category.
Source of Funds: Enter the Source of Fund field with the fund where the asset is going to be capitalized, scheme code in case the
type is plan and the type of procurement i.e. whether it is purchase, gift etc and in case it is case of gift or transfer, enter the sourc
institute code as well.

Once you click on source


of fund, this screen opens.
Mention the source of
Mention the mode of fund and scheme
acquisition. In case it is
Gift, source institute shall
remain zero and in case of
transfer mention the
source institute

Units: Enter the number of units to be procured.


Note: The fields in yellow colour are mandatory fields and are to be necessarily entered without which system will not allow you to pro
After entering all the fields, press continue button

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Filling the
Asset Details

Enter the Tag


Number for the
asset wherever
applicable

You can enter the


manufacturer detail
as well

Upon Capturing
above mentioned
fields, Press
continue button

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Entering Once you click on Continue, a form named Book will open.
other details Here on this screen, enter the Book Name first and press Tab button.
while
capitalizing Current Cost: Enter the Cost of the Asset being added in this field.
Salvage Value Type: Select the type of the Salvage Value being added i.e. whether you are adding the Salvage Value as amoun
percentage.
Salvage Value: Enter the Salvage Value if there is any Salvage value of the asset being added.
Recoverable Cost: This value shall be system generated. You cannot modify it.
Net Book Value: This value shall be system generated. You cannot modify it.
YTD Depreciation: In case of Assets acquired as gifts or transfers, enter the depreciation amount which has been already claime
previous institute.
Accumulated Depreciation: In case of Assets acquired as gifts or transfers, enter the depreciation amount which has been alrea
claimed by the previous institute.
Method Depreciation: The Depreciation rate shall default. Check if it is correct, else enter the correct amount.
Date in Service: Enter the Date from when the asset is capitalized. This date shall be the date from which the depreciation shall g
calculated.
Click on Continue.

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Filling asset
details

Click on continue
Button

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Assigning the Once you click on continue, the system will take you to Assignment screen.
asset to the
employee Book: Book Name shall be default from the system.
and location

Comments: Here you can enter any comment you want to attach with the asset. It is not a mandatory field.

Unit Change: enter the number of unit assigned in this field. In case you want to remove the asset from a particular employee, use
negative sign in the unit change field.

Employee: Enter the name of the employee to whom you want to assign the asset. You can select the employee name from the li
values attached.

Depreciation Account: Enter the relevant depreciation account with respect to the asset.

Location: Enter the location of the asset where it will be located.

You can assign the asset to multiple employees by entering more lines.

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Filling the
Assignment
Information

Enter the
Units to be
assigned to
the specific
employee.

Click on
Done

Once you click on Done, the system will generate an asset number for the said asset

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1.4 Asset Addition - Procurement Process (Mass Additions)


Process For Purchased Assets, Purchase Order shall be created by the stores department
overview The Asset will be billed by the accounts department.
Once Bill for Asset is created in Payables Department (As shown in Payables Manual), Create Accounting Program will be run by the
Accounts Department.
Create accounting Program will Account for the Bill Created for the Asset purchase.
After Running Create Accounting Program, Mass Addition Create Program will be run for Transferring the asset lines to FA Module.
Mass additions can be created from the Oracle Payables module.
Mass additions can be created as many times as desired during a period.
Once the additions are created, you can view them in the Mass Additions window.
Now the Bill can be searched with the Bill Number in Asset Workbench.
Asset will be prepared for addition by entering the details such as Date of Capitalization, Employee to whom it is assigned etc. Also while
preparing the asset the queue status shall be changed to POST.
Run the Post Mass Additions program in Oracle Assets.
The program would select the Mass Additions lines with a Queue Status of POST.
Successful completion of the program will create the Asset in Oracle Assets using the data entered in Mass Additions window.

Navigation To run Mass Additions Create:


IARI Payable Audit &Account Responsibility View Requests Submit a New Request

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Click on
Requests Button

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Running the Once you click on Requests, the following Screen opens
Mass Click on Submit a New Request As shown in 1
addition Click on Single Request and then click on Ok
request

2. Click on
Single Request
and then OK

1. Click on Submit a
New Request.

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Once you click on OK, the following screen appears.


Enter the name of the report as Mass Addition Create
Enter the parameters as GL Date and Book Name.

Enter the GL date


and Book Name
and Click on
OK button

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Once Mass Addition Create is Run, come back to the Navigator screen by clicking on the HAT Sign.
Nav : IARI Asset for Store responsibility- Mass Addition-> Prepare Mass Addition

Click on
HAT Sign to
change your
responsibility

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Once you click on Prepare Mass Addition, Find Mass Addition Screen opens.
Enter the Book Name and Queue as NEW and click on Find Button.

Click on find button

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Once you click on Find, the following screen opens where you can see the Bill imported through Mass Addition Create Program.
Click on Open.

Click on open
button

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Once you click on OPEN, the Mass Additions Screen opens.

In the Source Tab, you need to enter the following details.

Queue: Queue at first will be NEW. Change the Queue to POST.

Category: Category of the asset shall default from the PO created.

Expense Account: It will also be a default item

Location: Enter the location of the Asset

Cost: Cost of the Asset shall also default from the Bill.

All the other details will default from the PO and the bill.

Once the Source Tab is done , Click on the asset details tab.

In Asset Details Tab, you need to enter the Asset Description and units.

Rest all the things in it will default from the PO and the Bill.

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Change the
Queue to Post

Enter the
Location of
the asset
Once Source
Tab is done,
Click on Asset
details tab

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Click on Asset Details Tab. Once you click on Asset Details, the following screen opens.
Enter the Description.
As soon as you click on Source of Funds field, it will default.
Click on Depreciation Tab to ensure whether all the Depreciation Information have defaulted properly.

Enter the
description
and source
will default

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Once you click on depreciation tab, the following screen opens.


Verify whether all the depreciation details appear properly else change the rate of depreciation and click on Done.

Click on Done after


verifying the
Depreciation rate
and method

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Post Mass Once the Prepare Mass Addition is done, Go back to the Navigator Screen.
Addition Navigation: IARI Asset for Store-Mass Addition->Post Mass Addition
Navigation

Post Mass
Addition

Click on Post Mass


Addition

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Post Mass Once you click on Post Mass Addition, the following screen opens.
addition In the parameter screen, specify the corporate book.
process Once the process has been completed, the system will automatically run the Mass Additions Posting report.
Click on Submit Button and you can see the Mass addition Posting report.

Mention the
Parameters as
Corporate Book

Click on Submit button

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Running and Once you have done Post Mass Addition, run the Mass Addition Posting report.
viewing Mass This Report will show the Asset Posted against your bill.
Addition Navigation: View->Requests->Submit a New Request
Posting
Report Mass Additions Posting report

Asset 235 capitalized


worth 50000

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1.5 CIP Assets Capitalization


Process Newly created Mass Addition lines in Mass Additions table with Asset Type Capitalized will be reviewed.
Overview
Description FA Cell / Audit and Accounts Section will prepare the Asset by giving relevant details (Asset Category, Location, Employee Assign
Date of Capitalization, etc.).
The FA Cell / Audit and Accounts Section will change the Queue Status to POST.
Then, FA Cell / Audit and Accounts Section will run the Post Mass Additions program in Oracle Assets.
The program would select the Mass Additions lines with a Queue Status of POST.
Successful completion of the program will create the Asset in Oracle Assets using the data entered in Mass Additions window.
For Oracle Projects to send asset lines to Oracle Assets, the asset line must meet these specific conditions:
The actual date in service must fall in the current or a prior Oracle Assets accounting period
The CIP costs for summarized asset lines must be interfaced to Oracle General Ledger
The CIP costs for supplier bill adjustments must be interfaced to Oracle Payables
CIP asset must be associated with the asset line

Navigation IARI Asset for Store- >Mass Addition-> Prepare Mass Addition

Screenshot Once you click on prepare mass addition, the following screen opens
Enter the Book in which CIP asset invoice has been created
Enter the Invoice Number in the respective field
Click on Find

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Screenshot Once you click on Find, the following screen opens.


Click on Open

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Screenshot Once you click on open, the Mass addition screen opens
Change the Queue to POST

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Category, Expense Account shall default from the Invoice.


Enter the Date of Installation
Enter the Location of the asset
After filling all details in source tab, click on asset Details Tab

Click on Asset
Details Tab

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Screenshot In asset Detail Tab, description and source will default be from the invoice
The asset type shall be CIP
Go on Depreciation tab to see if the rate of depreciation applicable is correct
Click on Done

Asset type should


be CIP

Once you click on Done, the system will generate a message


Once this is done, run post mass addition as shown in Mass Addition Process

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Navigation for Responsibility: IARI Asset


Capitalizing
CIP Asset Navigate to capitalize CIP Assets screen
Nav Assets Capitalize CIP Assets

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CIP Asset
Capitalizatio
n

Capitalize
CIP asset

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CIP Asset Choose the CIP asset(s) you want to capitalize


Capitalisatio Enter the Date Placed in Service. This date will be considered for calculating depreciation.
n Process
Once you click on capitalize, the asset will get capitalized and you can query it from the workbench.

Place a check on
the asset you want
to capitalize.

Click on
capitalize

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1.6 Business Process Asset Retirement Process


Process On receiving the information on sale/disposal of assets with relevant details, the Audit and Accounts Section will perform the
Overview following transactions

A transaction will be entered for retirement in Oracle Assets, recording the proceeds of sale and cost of removal.

The Calculate Gain/Loss Program will be run to calculate the gain/loss on sale.

Oracle Assets will automatically pass entries for the retirement to Oracle General Ledger, taking into account the depre
according to the Retirement Convention.

Assets can be retired based on the cost or based on the Units. Apart from full retirement, partial retirement can also be

Miscellaneous Receipt in Oracle Receivables to record receipt of money for sale.

Liability and Payment to vendor in Oracle Payables for cost of removal payable at the time of sale.

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Process
Flow
Diagram
Start

Identify Asset to be Retired

Retire the Asset

Miscellaneous Receipt for Proceeds of sale

Stop

Navigation IARI Asset Responsibility->Asset->Asset Workbench

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Asset
Retirement
Process
Screenshot
and Steps

Click on Asset
workbench

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Asset
Retirement
Process
Screenshot
and Steps

Click on
Find button

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Asset Once you click on find, the following screen opens.


Retirement
Click on Retirements for the respective asset.
Process
Screenshot
and Steps

Click on retirement
button

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Asset Once you click on retirement, the following screen opens.


Retirement
Process
Screenshot Book: Enter the name of the Book
and Steps
Sanction Number: Enter the Sanction Number.

Retire Date: Enter the Date of retirement.

Unit: Enter the units to be retired.

Cost to be retired: Enter the Cost to be retired.

Proceeds of Sale: Enter the Proceed of Sale.

Cost of Removal: If there is some cost of removal, enter that.

Click on Done

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Asset
Retirement
Process

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Asset After giving all the details, save the retirement information (Transaction completed: 1 record applied and saved). Oracle
Retirement Assets assigns each retirement transaction a unique Reference Number that you can use to track the retirement. Retire
Process Status will be PENDING at this moment.
Screenshot
and Steps

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After Since the asset is retired, run Calculate Gain or Losses Program.
Retirement This program calculates the overall gain or loss on the retirement of the asset and updates the Gain/Loss informatio
,running Retirements Window and also updates the Current Cost, YTD Depreciation and Accumulated Depreciation in th
Calculate Window of the Assets Workbench.
Gain/Loss Once this program is completed verify the Gain/Loss amount in the Retirements window for the retired asset.
Program Now the Status of the Asset in the retirement window will be displayed as PROCESSED.

Note: When the depreciation program is submitted at the month end, the system automatically runs the Calculate Gains and L
program for calculating the gain or loss on retirement / reinstatement transaction during the month

Viewing the Once you have retired the asset, run calculate gains and losses and you can view its financial enquiry and can see
Financial NBV has become 0 now.
Enquiry after Query the retired asset in Asset Workbench and find the asset and click on financial inquiry as shown below.
retirement

Navigation Navigation Assets Asset workbench

First query the asset you have retired on Asset Workbench and click on Find.
The Following screen opens.

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Viewing
Financial
Enquiry

Financial Inquiry

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Viewing Once you click on Financial Information, the following screen opens which will reflect the Financial Information relate
Financial asset.
Information You can view the entire asset history on this screen.
of the retired Now the current cost after retirement shall be zero.
asset You can also view the financial information of an existing asset by following the same procedure.

Financial
Information
shows the Full
Retirement of the
asset

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1.7 Asset Transfer (from one institute to other Institute)


Overview First Retire the asset in the source Institute.
At the time of selecting retirement type as TRANSFER, you should enter the destination Institute Descriptive Flex Fi
(DFF)
Depreciation without closing the period
Re-capitalize the asset in the destination Institute by using asset workbench

Process
Start Asset in source institute
Flow
Diagram

Identify Asset (which is transfer to


Other Institute)

Retire the Asset (Note: Asset type should be TRANSFER


and descriptive flex field (DFF) should be Target Institute

Reassign to other Institute using Asset workbench

Stop

Navigation Navigation Assets Asset Workbench (query with your asset number which is going to be Retired and then click on

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button)
Select financial information
Look for the Net Book Value of the Asset going to be retired.
The same value shall be entered at the time of retiring the asset in the Proceed of Sale field.
Since the asset is going to be transferred, no proceed of sale shall be recovered from the transferee institute, hence in
to bring the current cost of the asset to zero, we will enter the NBV of the asset in the Proceed of Sale field.
Go to the financial enquiry screen of the asset to be retired as shown in retirement process.

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Asset
Transfer
from one
institute to Net Book Value
which shall be entered
another as the proceeds of
sale

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Navigation Responsibility: Oracle IARI Assets


For retiring
Navigation Assets Asset workbench
the asset
Query with asset number to be retired and book then click on find button

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Retiring the Once you click on Find, the following screen opens showing the asset number you queried.
Asset
Click on Retirements button.

Click here

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Retiring the Once you click on retirement, the following screen opens.
Asset
Fill all the yellow fields like Book Name, Sanction Number, Retire Date, Retirement Type, Cost to be retired which s
the actual cost and Proceeds of Sale which shall be the Net Book Value.
Fill the DFF with the institute detail where the asset is to be transferred and click on Done.

Ente
the a
retire
of sa

Fill th
with t
institu
the as
be tra

Click on DONE

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Navigation For Capitalizing the Transferred Asset in the other Institute. Go back to the Navigator.
Responsibility: IARI Asset
Navigate to asset workbench window.
Nav Assets Asset workbench

Capitalizing
the asset in
other institute

Click on Asset
Workbench

Transferred Once you click on Asset Workbench, the Find Asset screen opens.
asset

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Capitalization Enter the Asset Book and click on Additions.


Screenshot

Click on Additions
button

Filling the Enter here mandatory information denoted by yellow fields.


asset
Description: Enter the description of the asset added.
addition

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form in the Category: Enter the category of the asset in which it is to be capitalized.
New Source of Fund: Enter the Source of Fund under which the asset is going to be capitalized as shown in the screensho
Institute below. Enter the Source of Fund, Scheme, Mode of acquisition and the Institute from where the asset is coming.

Once you click on Source of


Fund, You need to enter the
parameter for the same.

Once you have entered all the details, click on continue.

Asset Details
Form
Screenshot

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Select here sour


institute.156 is f
IARI

Continue

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Screenshot Once you click on Continue, the following screen opens.


Current Cost: Enter the cost of the asset which was the cost to the previous institute.
YTD Depreciation and Accumulated Depreciation: The depreciation already claimed by the previous institute. Enter
date placed in service. Check for the rate of Depreciation.
Enter the amount of depreciation
charged in source institute.

Cost shall be the


cost to the
previous institute

Verify if the default Enter the da


method and rate of
placed in se
depreciation is correct
else you can modify
it.

Click on
Continue button

Screenshot Once you click on continue, the assignment screen opens where you can assign the asset to some employee. Once yo

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entered all the information as explained above in manual asset addition, click on Done.
Once you click on Done button and save your transactions, you will get transaction complete message and the asset
as well.

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1.8 Business Process: Buyback Process


Process Buyback means when we are replacing some old assets with the new assets for a Particular corporate book. Here the
Overview value of the old asset should be adjusted when we are invoicing and paying for the bill.

For buyback you need to retire the asset in the system.

The stores Department will create a PO with the buyback amount.

The Bill will be created for the said PO.

After the bill has been accounted, the Create Mass Addition program shall be run .

After that Prepare and Post Mass addition will be done and the new asset will be added to the system.

Process
overview
diagram

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Navigation Responsibility IARI Asset for Stores Asset Workbench


Find Asset to replace: Asset Number

Finding the
asset to be
replaced in
buyback

Click on Find

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Retiring the Once you click on Find, the following screen opens.
existing Click on Retirement.
asset

Click on Retirements
button

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Retirement Once you click on retirement the following screen opens.


Process

Book: Enter the Book Name here in which the asset to be retired is there.

Retire Date: Enter the date of Retirement.

Retirement Type: Retirement Type shall be selected as Buyback.

Proceed of Sale: Enter the proceeds of sale.

Once you have entered the entire information, click on Done.

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Screenshot

Enter the Retirement


Type as Buyback

Click on Done

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Navigation Glimpses of PO Creation Process.


for PO For Responsibility India Local Purchasing
Buyback Nav Purchase orders Purchase orders
Raise PO with buyback option (DFF at line level) and approve it from Purchasing responsibility
NOTE: this process will be done by Purchase Department.

Screenshot

The PO shall be DFF


created with the
Buyback amount.

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Screen shot After creating PO, Run ICAR PO BUDGET PROGRAM from purchasing responsibility
for PO After this Program Import Journals from general ledger to increase funding budget of buyback amount
Budget
Program Note: This process shall be done by Stores Department.

Click on Submit

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After PO Program, Import Journal Program shall be run by the Accounts Department.
Then click on Submit button.

Insert the Group Id of


the Institute

Glimpses Create Receipt from Purchasing Responsibility


of Receipt
NavigationIndia Local Purchasing Responsibility-> Receiving Receipts
creation

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by Stores NOTE: This activity shall be done by the Purchase Department.


Glimpses Responsibility IARI Payable Manager
of Bill NavigationBill Entry Bills
Creation In Accounts Department, Bill shall be created against the buyback PO
by DDO NOTE: This activity shall be done by the DDO Assistant and the process is there in AP User manual.

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Assistant

Enter negative
amount line

Preparing Once the Bill is created, Mass Addition Create Program shall be run by the Accounts Section as explained above in
Mass Asset Addition Process.After that, Prepare Mass addition will be done.
addition
Responsibility IARI Assets
for
buyback Prepare Mass Addition from Fixed Asset.
asset Navigation: Mass Addition Prepare Mass Addition

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Click on Prepare
Mass Addition

Preparing Search for the asset with its Bill number and queue as NEW
Mass
addition
for the
newly
created
asset

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Enter the Book Name and


Find the bill Number
created and click on Find

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Preparing Once you click on Find, the following screen opens. Click on Open
Mass
Addition

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Preparing Once you click on Open, the Mass Addition screen opens.
Asset Change the Queue to Post. Category and Expense Account shall default from PO and Bill creation.
Date of Installation and location of the asset have to be entered.
Once all the information in Source, Asset and Depreciation tab have been verified, click on Done.

Click on
Done

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Post Mass After Prepare mass Addition, go to the navigator and select post mass addition option
Addition Run Post Mass Addition for the corporate book to create asset.
Navigation: Mass Addition Post Mass Addition
The asset will get created and you can search the asset with the Bill Number from the asset
Workbench.

Enter the
Parameters
as Corp
Book

Once Post Mass addition is done, you can query the asset with the Invoice number from Asset Workbench as
shown in above processes

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1.9 Running various Reports in Fixed Asset Module


Reports By Using Oracle Fixed Asset Module, you can get all the Reports related to Fixed Assets
The Reports which can be generated include:
(a) ICAR Asset Issue Report: This Report will show the asset number and asset description and to whom it has been issued
alongwith the date of purchase and date of issue.

asset

(b) ICAR Asset Transfer In Register: This Report will show the assets which the institute has received from outside the
institute.

asset in

(c) ICAR Asset Transfer Out Register: This report will show the assets which have been transferred out of the Institute

asset out

(d) ICAR Fixed Asset Register Report: This Report will show the Asset Categories alongwith their original cost, accumulated
depreciation, location of the asset, gain or loss on sale of asset, reason of disposal of asset.

register

(e) ICAR Fixed Asset Schedule Report: This Report will display the Schedule 5. This Report will be run with the parameter
as Book Name. The Report can be run Fund Type Wise.
schedule

Navigation Procedure to run all the Reports


IARI asset Responsibility

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View-Request- >Submit a New Request

Screenshot

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Once you click on Request, this


window will open.
Click on Submit a New Request.

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Screenshot

Select the name of the Report


to be run out of the given list
of reports

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Running For example, we select ICAR Fixed Asset Schedule Report:


Reports

Enter the Parameters for


the respective reports.

Click on
OK

Click on
Submit

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Screenshot Procedure to run all the Reports


IARI asset Responsibility
View->Request-> Submit a New Request

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Once you click on Request, this


window will open.
Click on Submit a New Request.

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Once you click on Submit a New


Request, another window opens.
Click on Single Request.

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Select the name


of the Report to
be run out of
the given list of
reports

Lets say we select ICAR Fixed Asset Schedule Report

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Enter the Parameters for


the respective reports.

Click on
OK

Click on
Submit

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System will generate the


Request ID and will ask if you
want to submit another
request.
Click on No

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Once you Click on No, the following


screen opens.
Click on Find to Find the Report
request submitted by you.

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Click on View
Output

1.10 Running Depreciation

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Navigation Responsibility IARI Assets-> Depreciation- >Run Depreciation


Process and
Screenshot

Click on Run
Depreciation

Running Once you click on run Depreciation, the following screen shall open.
Depreciation Upon clicking on the Book LOV, Institute will default.

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Latest Open Period shall be default


You can either close the period along with running depreciation or can run depreciation without closing the period.
Click on Run

Once you click on Run, your request to run depreciation will get submitted and a request number will get generated.
You can go to financial inquiry screen to see the impact of depreciation.
1.11 Add to Asset Functionality

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Process In cases where you want to add a particular asset to an existing asset, you can use this functionality.
Overview This can also be used in the case of CIP asset capitalization where you want to add the new asset to the same asset.
Description

Navigation Responsibility IARI Asset for Store


Mass Addition->Prepare Mass addition
Screenshot

Click on Prepare
mass addition

Screenshot Once you click on Prepare Mass Addition, the Find Mass addition screen shall open
Enter the name of the Book and queue as NEW .
Enter the Invoice number for which mass addition is to be done

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Click on Find

Enter the
Queue as
NEW

Screenshot Once you click on Find, The Mass Additions Summary screen opens
It will show the Invoice number you queried
Click on Add to Asset

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Click on add to asset

Screenshot Once you click on add to asset, the Find Asset window opens
Enter the asset number in which you want to add the particular asset
Click on find

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Enter the Asset


Number
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Click on
Find

Screeshot Once you click on Find, the following screen opens


Click on Done and the asset will be added to the said asset

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Click on
Done

Screenshot Once you have click on Done , the Mass Additions Summary screen opens.
Click on Open to prepare the asset for addition

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Click on Open

Add to Asset Once you click on Open, the following screen opens
Screenshot Change the queue to Cost adjustment as it is a cost adjustment entry.
Enter all the information like category,location in the source tab as explained above in prepare mass addition
process Change the
queue to cost
adjustment
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Check for the depreciation rates in depreciation tab.Click on Done

Click on
Done

Once you click on Done, the asset will get added to the said asset and you can query the same from the asset workbench.

1.12 Split Asset

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Process Payables might be sending clubbed information to Assets i.e. one mass addition line might ultimately give rise
Overview to more than 1 asset. Mass Addition line originates from a manually entered distribution line in Payables, it
description comes with Unit = 1 In that case, before creating the asset out of the mass addition line, that line has to be
split into the required number of lines for creating the assets. Suppose, the mass addition line has 4 Units and
Cost 1000. If this line is split, it will give rise to 4 lines, each of 1 unit and Cost 250. The number of lines, which
gets generated in a split transaction, is equal to the number of units of the original line; the cost is also
distributed equally.
Navigation IARI Asset for Store Responsibility->Mass Addition->Prepare Mass Addition

Screenshot

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Screenshot Once you click on Prepare Mass Addition, the Find Mass Addition screen opens
Enter the book name and the Invoice number which you want to find.
Enter the Queue as New and click on find

Change the
queue as NEW
Enter the Book
Name

Enter the Invoice


Number

Click on
Find

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Split asset Once you click on Find, the following screen opens
Click on Open

Click on
Open

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Once you click on open, the following screen opens.


Enter all the information
In asset detail tab, change the unit to the number of assets you want it to be split into. Lets say we change
the number of units to 5.
Click on Assignment tab to assign the 5 assets

Change the number


of units

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Split Asset Once you click on Assignment, the following screen opens.
Assign the asset to the employees and to location
Enter the Unit to be assigned, employee name, depreciation account and location.
Click on Done

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Split Asset Once you click on Done, the Mass Addition Summary screen opens.
It will show the Queue as On Hold as we have changed the unit
Place the cursor on the invoice number and click on Split asset
Again query the asset with the invoice number and queue status as ON HOLD

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Split Asset Once you click on Find, the Mass Addition Summary Screen opens.
It will show 5 lines against the same invoice RAV3 because now we have split it into 5 units
Open each of the lines and change the status to POST and enter the required information

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Split asset Change the status of the Asset as Post and enter all the required information and click on Done
This way complete all the split assets
Run post mass addition
Now these assets can be queried from the asset workbench.
All the assets have different asset number.
Same way change the
status of all the asset
and enter all the
information.
After this run post mass
addition program

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