Fixed Assets – Capital Outlay Reconciliation Process (1/7/2013)D

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Department enters an Encumbering

Document into the Advantage System

and Assigns a Commodity Code

Value of Item Purchased is Less

Than $3,500

New Fiscal Year Begins with a Balance

for Non Depreciable and Depreciable

Assets

Purchase Document Processed

through Workflow in Advantage

AP Creates the Payment Document in

Advantage – Determines Need to

Generate a Shell(s)

END

Applicable to One Time Purchases (those that are capitalized or not)

Value of Item Purchased is $3,500

or More, but not qualifying as a

Fixed Asset

Value of Item Purchased is $3,500

or More and qualifies as a Fixed

Asset

Current rule is one item – one line – one shell; all other

instances multiple shells. If AP rejects the document at this

point, it returns to Department and a shell is not created

FA Checks Advantage Daily

for New Shells

IT - Batch Run Creates Fixed Asset Shells

and Updates Balances of Non Depreciable

and Depreciable Assets

Future: Report Alerts FA to

New Shells

FA Opens Shell – Reviews

Encumbering Document as

to Purchase Type and Value

Fixed

Asset?

FA – Un Pend Shell

FA Completes the Set Up of the Shell for

the Fixed Asset. User Selects Submit

Note: FA has a number of shells in

the system that user tried to un pend

the shell and got an error message

yes

no

Error(s)?Shell Document is Workflowed for

Review and Approvalyes

Typically errors; use of a subactivity and

added payment lines. Note: we do not have

the “no” step identified

There are shell documents in the

system that have error messages

and preventing shell documents for

fixed assets from updating balances

$5,000 is the capital

threshold, but it was

determined that the

break would be at

$3,500 (should this be

revisited?)

This work process is “extremely”

dependent upon the appropriate

Commodity Codes being flagged

in the system and the

Department selecting the correct

Commodity Codes

When a 1x purchase has multiple

payments, FA considering the use of

FA01=new and FA02=betterment

Fixed Assets – Capital Outlay Reconciliation Process (1/7/2013)D

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Department enters an Encumbering

Document into the Advantage System –

Uses Program/Phase Accounting

New Fiscal Year Begins with a Balance

for Non Depreciable and Depreciable

Assets

AP Creates the Payment Document in

Advantage

END

Applicable to Purchases Allocated to a Program/Phase. These

purchases are assigned to a commodity code in the Financial system

that are flagged as “Fixed Asset”

IT - Batch Run Creates Fixed Asset Shells

and Updates Balances of Non Depreciable

and Depreciable Assets

This work process is “extremely” dependent upon

the appropriate flag during the set up of the

Program/Phase and Accurate Accounting at

Program/Phase levels associated with Fixed Assets

Cost Team Sets Up the Program/Phase

and Flags that Fixed Assets are Related

FA sets up the FA Document Currently, there is no trigger in FIN that tells

FA that a Program/Phase (flagged as

associated with fixed asset purchases) has

been entered into the system

There are a number of Program/

Phase fixed asset expenditures

in the system that are not

associated with an FA document.

That’s because the encumbering

document/payment process

happened before FA was aware

that an FA document was

needed