Assets Finance Business Solutions Shaleen Batra Finance Business Solutions – User Support & Training

Agenda What is an Asset? Tagging of UNSW Asset Buying an Asset Create a PO for Asset Receipt an Asset PO Scenarios Additions and BUILTIN Assets Search an Asset

What is an Asset? Capitalised Item(s) ≥ $5000 To be capitalised over 3yr/ 5yr /8yr /10yr Computers, Other Plant, Office Equipment, AV, Motor Vehicle All the components should be added together Additional procedures to be followed when creating/receipting a PO Should be tagged

What is an Asset? Acquisitions to be added to UNSW Asset register Lab, Plant, Office & other Equip / AV EQ_CAP10YR (A/C 5630) EQ_CAP5YR (A/C 5630) Artwork < $5,000 Artwork ≥ $5,000 Contact AMU Motor Vehicles MOTOR (A/C 5300) Computers COMP_CAP (A/C 5200)

Computer Equipment ≥5k Computers Mainframes Monitors Base Units Modems Multi-controllers Computers Mainframes Monitors Base Units Modems Multi-controllers Desktop printers Plotters Barcode Readers Image Device Scanners Digitisers Sensitisers Interface Cards Desktop printers Plotters Barcode Readers Image Device Scanners Digitisers Sensitisers Interface Cards COMP_CAP (A/C 5200) Capitalised over 3 years

Other Plant & Equipment ≥5k Microscopes Generators Pumps Surgical Equip Lab Items Binoculars Gym Equip Tractors Farm Machinery Mowers Maintenance Machinery Forklifts Trailers Motor Bikes EQ_CAP10YR (A/C 5630) Capitalised over 10 years Airplanes

Office Equipment & AV ≥5k Photocopiers Fax Machine Air Conditioning Unit (Portable) Fridge** Projectors TV Video Camcorders Editing equip Studio equip EQ_CAP5YR (A/C 5630)Capitalised over 5 years Office Equipment Audio VisualPhotography Camera Lenses Floodlights Processing equip **only for office use not for research purposes

Artwork* Paintings Prints Ceramics Photographs Artwork <$5,000 Non - Capitalised Artwork ≥ $5,000 Capitalised ART_NONC (A/C 5400) ARTWORK (A/C 5400) *Contact AMU before raising a PO

Motor Vehicles ≥5k Cars Motor Bikes Quad Bikes Vans Motor Vehicles Capitalised MOTOR (A/C 5300)

Important note  Software – Not an asset. Expense A/C 5620 is used  Furniture – No longer regarded as an asset. Expense A/C 5600 is used  Associated cost should be included in the value of an asset e.g. freight, installation, tax & levy.  Under $5000 – Not an asset (except artwork)  Additional insurance cost, annual fee, training & maintenance should not be included in Asset  Only the cost of acquiring the asset should be added not the cost of maintenance  Software included in a package – It is an Asset

Classes of non-Assets Non-Assets (<$5k)CategoryAccount FurnitureGOODS5600 Computer EquipGOODS5210 Computer Equip – PrintersGOODS5212 Computer Equip – Server StorageGOODS5213 Computer Equip - OtherGOODS5214 Other EquipmentGOODS5211 SoftwareGOODS5260 Equip not owned by UNSWGOODS5638 Use “GOODS” as category for the above non – assets items and select the relevant Expense Account

Asset Tags Tags are issued in advance of the purchase of an asset Issued by Asset Management Unit (AMU) Issued to Business Units (Faculties, Schools & Divisions) Issued to one designated staff in each area Apply the tag in the front of the equipment Physical scanning of the equipment done annually by AMU Tags should be affixed to assets at the time of receipt Contact designated staff in your dept to get a tag

Assets should ONLY be bought using a Purchase Order. Purchase Orders for assets can be created via eProcurement or Purchasing. should not be ASSETS Purchased Unless they are bought using a Purchase Order, there is no way of entering the Asset Management information e.g. owner, tag no, serial no, asset location, dept etc. Contact Asset Management Unit for more information. Buying an Asset Procurement Card PR1 FormExpense Claim

Buying an Asset -Prepayment Payment in advance for goods or services Create a PO – Standard process Contact AP and provide details Receipt when goods are physically received or commissioned* Notify AP via and write prepayment in the subject line *Process by which equipment (installed or near completion) is tested to verify if it functions according to the requirement

Asset Purchasing Process Is this asset owned by UNSW? *1 Code to relevant Expense accounts *2 Y N Have all costs been identified? Need to identify all costs *3 N Is the total cost ≥ $5k (excl GST) Prepaym ent? Code to relevant Expense accounts *4 Submit PO for approval Contact AP Check if the correct category code is used Raise PO Y Examples: *1 - Research Equipment, lab Equipment, computer equipment & etc *2 - Consumable goods, Services related costs & etc *3 - Inclusion of all parts/components costs of the asset, Freight cost, installation cost & etc *4 - Furniture, equipment not owned by UNSW, equipment <$5k,& etc Y N Y N Send PO to supplier

Create a PO for Asset Asset Category will default the Asset Account. DO NOT CHANGE Asset Category Asset Account

Asset PO - Description Description of the Asset

Asset PO - Comments

Description & Comments Description field is limited - only 30 characters will display to Assets Management. (incl. spaces, commas, etc) Ensure the name of the asset is entered in the description field first Attachments – scan and attach quotes, supporting documents, etc.

Asset PO - Category ART_NONC ARTWORK COMP_CAP EQ_CAP10YR EQ_CAP5YR MOTOR

Asset Category When a Purchase Order for Asset is created, the buyer must select an Asset Category This defaults the appropriate Asset expense account & VAT defaults Purchase will only be receipted as an Asset if a proper Asset Category is selected Most Important

Categories When an Asset Purchase Order is raised, buyer must select an Asset Category Code

Category & Account Once the category is selected, account will be defaulted automatically. Please do not change it. If the Asset category code is not selected then the item will not be considered as an Asset. Asset Management Team will ask you to do a manual update DescriptionCategoryAccount Artwork <$5,000*ART_NONC5400 Artwork ≥ $5,000*ARTWORK5400 Computer Equip ≥ $5,000COMP_CAP5200 Other Plant and Equipment ≥ $5,000EQ_CAP10YR5630 Office Equipment ≥ $5,000EQ_CAP5YR5630 Motor VehiclesMOTOR5300 * Before you raise a PO for Artwork please contact AMU

Asset PO - Distribution

Asset Account Code has been defaulted according to the Asset Category. Please DO NOT change Account Code Enter FUND, Program/Class & PROJECT and then click Asset Information Tab

AM Unit & Profile ID Defaults from Category Code

VCDIV – Vice Chancellor’s area, Internal Audit Academic Ensure the correct AM Business Unit & Profile ID have defaulted at the Asset Information tab AM Unit & Profile ID // If you know the Employee ID of the Custodian you can enter it now otherwise this can be done at the time of receipting

Asset Receipting Process Has the asset been physically received? Has the asset been installed and commissi oned *1 ? No Action Required Y N No Action required N Go to receipt Menu to receipt the PO *2 Y Can you see Pending link to enter Asset details? Y Enter Asset Tag & Serial no in the system Add Custodian, Dept and Asset Location in the system PO was not raised correctly. Contact AMU N Save Receipt number in the system Send a copy of invoice to AP with PO no and receipt no for payment *1 Process by which equipment (installed or near completion) is tested to verify if it functions according to the requirement *2 Asset PO cannot be receipted via Portal Menu Was Prepayment done? AP with details and write Prepayment in the subject line N Y

Receipting Assets Receipt when goods are installed / commissioned* Receipt once all items related to the asset have been received, assembled/configured, tested and are ready to use Asset information via Pending Link Tag Number Serial ID Dept Owner Asset Location More Details via Pending Link Employee ID Go to Pending link *Process by which equipment (installed or near completion) is tested to verify if it functions according to the requirement

Asset Receipting

If “Pending” link is not displayed, then you did not correctly select an Asset Category when the PO was raised Note: Contact Asset Management Office and details need to be entered manually

Employee ID

Asset Custodian

Tag Number & Serial ID Tag Number Serial ID Asset Information

Tag Number & Serial ID Serial ID Serial Id of the item Tag Number Six digit number provided by AMU for tagging Asset

Asset ID PLEASE DO NOT CHANGE. Should always be NEXT Please DO NOT Click this icon. Leave blank

Dept Owner Department who owns the asset

Location of the Asset Location Should be the location of the Asset. By default it is Ship to location from your profile. If this is not changed then it will be blank when asset details are transferred to AM system Format of the location should be Building / Level / Room ///

Scenario 1 Single Asset 1 line PO Qty 1 Chartfield 1 Qty 1 Scenario 1: One Line PO – Single Asset and one chartfield TAG1SN1

Scenario 2 - PO Chartfield 1 Qty 0.7 Chartfield 2 Qty 0.3 Scenario 2: One Line PO – Single Asset with split chartfield Single Asset 1 line PO Qty 1

Scenario 2 - Receipt Chartfield 1 Qty 0.7 Chartfield 2 Qty 0.3 Scenario 2: One Line PO – Single Asset with split chartfield TAG1 SN1 Single Asset 1 line PO Qty 1 Tag no and Serial ID should be same for both the distribution lines at the time of receipting

Scenario 2 - Receipt

Scenario 3 - PO Chartfield 1 Qty 3 Scenario 3: One Line PO – Single Asset multiple quantity and same chartfield Single Asset 1 line PO Qty 3

Scenario 3 - Receipt Chartfield 1 Qty3 TAG1 TAG2 SN1 SN2 Single Asset 1 line PO Qty 3 When you go to create a receipt and click Pending link, you will see 3 lines. All 3 are separate Assets not part of one asset. Each distribution line Should have a separate Tag no and Serial ID. Scenario 3: One Line PO – Single Asset multiple quantity and same chartfield TAG3SN3 If you use the same serial ID, receipt will be saved in open status which is incorrect and Asset will have problems transferring to Asset register. Amend the serial ID and save. Receipt status will be changed to “Fully Received” If you use the same tag number, receipt will be saved in “Fully Received” status. However, this will create issues at the time of physical scanning of the equipments.

Scenario 3 – Receipt Should always be NEXT. DO NOT Change Different Tag No & Different Serial ID

Scenario 4 - PO Chartfield 1 Qty 1 Scenario 4: One Line PO – Single Asset multiple quantity and multiple chartfield Single Asset 1 line PO Qty 3 Chartfield 2 Qty 2 Chartfield 3 Qty 3

Scenario 4 - Receipt TAG1 TAG2 SN1 SN2 When you go to create a receipt and click Pending link, you will see 3 lines. All 3 are separate Assets not part of one asset. Each distribution line Should have a separate Tag no and Serial ID. Scenario 4: One Line PO – Single Asset multiple quantity and multiple chartfield TAG3SN3 Chartfield 1 Qty 1 Single Asset 1 line PO Qty 3 Chartfield 2 Qty 2 Chartfield 3 Qty 3 If you use the same tag number, receipt will be saved in “Fully Received” status. However, this will create issues at the time of physical scanning of the equipments. If you use the same serial ID, receipt will be saved in open status which is incorrect and Asset will have problems transferring to Asset register. Amend the serial ID and save. Receipt status will be changed to “Fully Received”

Scenario 4 - Receipt Should always be NEXT. DO NOT Change Different Tag No & Different Serial ID

Scenario 5 - PO Chartfield 1 Qty 1 Scenario 5: Multiple Line PO – Asset with several components Asset 1 Component A Qty 1 Asset 1 Component B Qty 1 Asset 1 Core Qty 1 Chartfield 1 Qty 1 Chartfield 1 Qty 1 Asset Category should be used for all the lines including freight and installation

Scenario 5 Scenario 5: Multiple Line PO – Asset with several components Chartfield 1 Qty 1 Asset 1 Component A Qty 1 Asset 1 Component B Qty 1 Asset 1 Core Qty 1 Chartfield 1 Qty 1 Chartfield 1 Qty 1 TAG1 SN1 Component A TAG1 Component B TAG number for all three lines should be same. You can write Serial ID of the Core component and Use Component A and Component B for associated items

Scenario 5 - Receipt Scenario 5: Multiple Line PO – Asset with several components Line 1 Line 2 Line 3

Additions – Existing Asset Additions Enhance Functionality of an existing Asset Add to the life of an existing Asset OR Part of an existing Asset Individual Asset OR Scenario: If you are buying a new microscope Will that be used as a part of other Asset? Will that be used as a part of more than one Asset? Will that be used as an individual?

Scenario 6 - PO Chartfield 1 Qty 1 Scenario 6: Multiple Asset PO – Addition to an Existing Asset on UNSW Asset Register Asset 2 Qty 1 Asset 1 Qty 1 Chartfield 1 Qty 0.5 Chartfield 2 Qty 0.5 Line 1 – Asset 1 – EEG Recording H/W – Individual Asset Line 2 – Asset 2 – EEG Enhancement – BUILT IN to an existing Asset previously purchased

Scenario 6 – PO Distribution Scenario 6: Multiple Asset PO – Addition to an Existing Asset on UNSW Asset Register Line 2 – Asset 2 – EEG Enhancement – BUILT IN to an existing Asset previously purchased Line 1 – Asset 1 – EEG Recording H/W – Individual Asset

Scenario 6 - Receipt Scenario 6: Multiple Asset PO – Addition to an Existing Asset on UNSW Asset Register Chartfield 1 Qty 1 Asset 2 Qty 1 TAG1 SN1 BUILTIN - A Asset 1 Qty 1 Chartfield 1 Qty 0.5 Chartfield 2 Qty 0.5 BUILTIN - A TAG # Existing Asset TAG # Existing Asset

Scenario 6 - Receipt Scenario 6: Multiple Line PO – Addition to an Existing Asset on UNSW Asset Register Line 1 – Asset 1 – EEG Recording H/W Tag number of the existing Asset New Tag Number Line 2 – Asset 2 – EEG Enhancement – BUILT IN to an existing Asset previously purchased //

Search for Receipted Asset Search either with the PO number or Receipt number //

Search for Receipted Asset // Asset Information link can only be accessed for the selected line.

Troubleshooting 1. When I go to receipt the PO, there is no Pending link. Asset Category Code was not selected at the time of creating the PO. Contact AMU. 2. I receipted all the lines of the PO but the receipt is still in Open Status. Check if the Tag number and Serial ID is entered correctly Make sure that the Asset ID is “NEXT” 3. I am buying an Artwork for my Dept. What should I do before raising a PO Contact Asset Management Unit

Knowledgebase

Support & Guidance Buying Network Ext , - Find My Buying Network - ork.html ork.html Accounts Payable AP Help - Ext , - Payment of Invoices, - Finance Website – Purchasing Purchasing Guidelines & Procedures Asset Management Unit Francine Porto Gomes- Ext , –

User Support & Training Finance Website – Training Training Enquiries Ext / 57665,

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