Record Asset Batch

The Record Asset Batch page allows authorized users to enter and maintain batches of asset purchases for recording. Recording an asset allows you to post assets that have been created. This is typically done once a month but can be done at any time. For assets that are recorded in the general ledger, a journal entry is sent to asset journals.

To access the Record Asset Batch (Entry) page, go to Financial Management > Asset Management> Record Assets. On the Record Asset Batch List page, click New to create a new batch or click the Description hyperlink to edit or view an existing batch.

The Batch Information is the general information for the system.

  1. In Transaction Date enter or select the date to appear on reports and in the asset history, this date could also be the G/L date when the asset journals are created.
  2. In Responsible Department, select the department responsible for recording assets. When running reports or inquires users will need this department.
  3. In Description, enter a description of the batch.
  4. Select the Use Capitalization Date as Transaction Date check box for the system to use the capitalization date entered in asset service as the transaction date. The capitalization date can then be used as the G/L date when creating the asset journal.

Note: It is recommended that you select the Use Capitalization Date as Transaction Date check box.

The Selection Criteria is used the select the asset(s) that will be recorded.

  1. Select the Select Single Asset check box to select one asset. When the check box is selected, the Asset field becomes active and the other criteria is disabled. If not selected, multiple assets can be selected.
  2. The Asset field is only active when the Select Single Asset check box is selected. In the drop-down list, choose an asset to record. This list is populated with all assets that belong to the asset classifications to which you have Asset Classification authority. Click the Search icon next to this field to open a pop-up which enables you to search for the record you want to display.
  3. In From Capitalization Date select the beginning date to use to search for multiple assets purchased according to the capitalization date. It is enabled when the Select Single Asset check box is not selected. The default is the first day of the current month. The date must be a valid date not greater than the To Capitalization Date.
  4. In To Capitalization Date select the ending date to use to search for multiple assets purchased according to the capitalization date. It is enabled when the Select Single Asset check box is not selected. The default is the current system date. The date must be a valid date not less than the From Capitalization Date.
  5. Pending Assets are those assets created from a purchase order. Choose to Include, Exclude, or select Only pending assets.

If the Select Single Asset check box is not checked, select between the Classifications, Departments, and G/L Organizations tabs and choose criteria to which the assets will be associated.

  1. On the Classifications tab, select the classifications to which the assets will be associated. In the Available Classifications box select and move the appropriate classification(s) to the Selected Classifications box. This list displays all classifications to which you have authority. You can use Ctrl+Click to select or deselect multiple classifications or Shift+Click to select a range of classifications.
  2. On the Departments tab, select the departments to which the assets will be associated. In the Available Departments box select and move the appropriate department(s) to the Selected Departments box. This list displays all departments to which you have authority. You can use Ctrl+Click to select or deselect multiple departments or Shift+Click to select a range of departments.
  3. On the G/L Organizations tab, select the organizations to which the assets will be associated. In the Available Organizations box select and move the appropriate organization(s) to the Selected Organizations box. This list displays all organizations to which you have authority. You can use Ctrl+Click to select or deselect multiple organizations or Shift+Click to select a range of organizations. You can also use the organization level drop-down boxes to narrow the list of Available Organizations that display.
  • To select multiple items randomly throughout the list, hold down CTRL while clicking each item.
  • To select multiple consecutive items, hold down SHIFT, and click the first item then the last item.

Click to move the selected item(s) from the Available box to the Selected box.

  • moves all items, selected or not, to the Selected box.
  • returns the selected items to the Available box.
  • returns all items to the Available box.
  1. After all the criteria has been selected click Build Results, which selects the assets to be recorded as purchased and generates the corresponding transactions. This button is hidden if you do not have Add rights to the Asset - Record Asset Purchase Processing security component. After building results, the criteria on the screen will be grayed out, because the search criteria cannot be changed after the results have been built.
  2. Click Maintain Results to view and maintain a list of all (unrecorded) assets selected to be recorded as purchase transactions. on the Record Asset Batch Items page.

The Summary tab allows authorized users to view summary information about the batch. It is enabled after the Build Results button has been clicked.

See also:

Asset Service

Record Asset Batch List

Edit an Asset