GeorgiaFIRST Financials
How to Better Manage Your
Assets in PeopleSoft 9.2
Wanda Aldridge, ITS
Christy Todd, ITS
Agenda
• The Upgrade Process -- where we are today
• The Upgrade Process -- upcoming activities
• Changes in Version 9.2
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Dropped reports and pages
Handling of Federally Funded Assets
Handling of Missing Assets
File Attachments
Asset Acquisition Detail
New Reports
Other New Features
The Upgrade Process
• Reviewed new functionality available in 9.2
• Completed Fit/Gap sessions
– Reviewed each modification to see if it was still necessary or if
there was an acceptable workaround
• Why reduce modifications?
• Presented Decisions to Chief Accounting Officers for their
approval
• Currently creating functional specifications for
modifications; development work
• Currently reviewing configuration
Upcoming Activities
• System Testing – testing of delivered
functionality, modifications being carried
forward, new modifications
• Clean-up Tasks
– Interface Items in a status of Pending
• User Acceptance Testing
• Documentation
Changes in Version 9.2
• Dropped Reports*
– AM to Journal Audit Report
– Asset PO Voucher Compare Report
– Physical Inventory Report modifications
*reports were dropped primarily due to reporting metrics that
indicated very little usage
Changes in Version 9.2
• Dropped Pages/Processes
– Custom values and custom page related to
Federally funded assets
– Custom values and custom page related to Missing
assets
– DOAS Inventory Interface – no longer required
Federally Funded Assets
• Handling of Federally Funded Assets
– Currently we have custom values in the Acquisition
field and a custom page that tracks attributes
– In version 9.2, we will be using PeopleSoft delivered
field, Asset Class to identify federally funded assets.
We will also use the delivered asset attribute fields.
• Will modify the Federal Asset report to refer to the new
fields.
Federally Funded Assets–Version 8.9
Federally Funded Assets – Version 8.9
Federally Funded Assets – Version 9.2
Federally Funded Assets – Version 9.2
Missing Assets
• Missing Assets
– Currently there is a modification that adds the value
“Missing” to the Asset Status drop-down box.
Additionally, there is a custom field, Missing Date, that
writes to a separate BOR created table
(Missing_Date_BOR)
– In Version 9.2, we will Retire an asset using the
Retirement code, Missing, to indicate a missing asset
Missing Assets– Version 8.9
Missing Assets – Version 9.2
Missing Assets – Version 9.2
• Query will be developed to track any assets with a
retirement status of Missing and the Retirement
transaction date.
• If the asset is found during the two year period, it can be
reinstated.
• If the asset is not found during the two year period, it
should be reinstated and then re-retired using the proper
disposal code (ex: Disappeared Asset, Disposal Due to
Theft, etc).
• This method has the additional benefit of preventing the
missing asset from depreciating during the missing period
File Attachments
• Version 9.2 allows file attachments for assets
File Attachments
Asset Acquisition Detail
Multiple Asset Acquisition Detail rows can be added at the same time
without leaving the page
New Reports
• Asset NBV to Dist_Ln Compare reports
– Will replicate the data on the
BOR_AM_NBV_COMPARE query
– Compares the NBV of an asset with what has
posted for that asset in Dist_Ln
New Reports
• Dist_Ln to Journal Compare Report
– Replicates the detail from the
BOR_AM_DIST_JRNL_RECON query
• Also includes manual journals
– Compares AM entries in Dist_Ln to those in the
Journal per asset
New Reports
• Report that compares Journal Information
from Dist_Ln to Journal and Trial Balance.
• So new that it does not even have a name yet

• Report that replicates BOR_AM_CY_RECON
query
– Excludes period 0 data from the trial balance
Query is currently run by Account and Fiscal Year. May
add more parameters.
New in 9.2 – Other Items
• Ability to track warranty and license data has been
expanded
–
Detailed description field on Location/Comments/Attributes
page
• Additional fields have been added to further define an
asset’s physical attributes
• Capitalization Thresholds can be used to automate
categorizing assets as SVP or depreciable assets
• Combo-editing in AM
• Queries will be renamed to use a standard naming
convention
– BOR_AM_query_name
New in 9.2 – Other Items
• There are currently modifications in Purchasing and
Accounts payable that affect Asset Management
– Current mod verifies that if an asset account number is used,
then the profile_id is populated; if a profile id is used, that the
account number is in the range of the asset accounting entry
template
– These modifications will be replaced with PO and Voucher
Workflow.
• If an asset account is used, the cost is over $3000.00, and the profile id
is blank, the transaction will route to an approver
• If a profile_id is populated but an asset account is not used, the
transaction will route to an approver
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