Assets

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

2. 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

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

4. What is an Asset?

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

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

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

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

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

10. Important note • Under $5000 – Not an asset (except artwork) • Software – Not an asset. Expense A/C 5620 is used • Software included in a package – It is an Asset • 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. • 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

11. Classes of non-Assets Use “GOODS” as category for the above non – assets items and select the relevant Expense Account

12. 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 Contact designated staff in your dept to get a tag Tags should be affixed to assets at the time of receipt Apply the tag in the front of the equipment Physical scanning of the equipment done annually by AMU

13. 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

14. 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 email 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

15. Asset Purchasing Process Is this asset owned by UNSW? *1 Have all costs been identified? Is the total cost ≥ $5k (excl GST) Raise PO Check if the correct category code is used Submit PO for approval Y Y Y N N N Code to relevant Expense accounts *2 Prepayment? Need to identify all costs *3 Code to relevant Expense accounts *4 Contact AP Y N Send PO to supplier 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

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

17. Asset PO - Description Description of the Asset

18. Asset PO - Comments

19. 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.

20. Asset PO - Category ART_NONC ARTWORK COMP_CAP EQ_CAP10YR EQ_CAP5YR MOTOR

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

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

23. 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 * Before you raise a PO for Artwork please contact AMU

24. Asset PO - Distribution

25. 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

26. AM Unit & Profile ID Defaults from Category Code

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

28. Asset Receipting Process Save Receipt number in the system Enter Asset Tag & Serial no in the system Add Custodian, Dept and Asset Location in the system Has the asset been physically received? Has the asset been installed and commissioned*1? Go to receipt Menu to receipt the PO*2 Can you see Pending link to enter Asset details? Y Y Y N N N Was Prepayment done? No Action Required No Action required PO was not raised correctly. Contact AMU Email AP with details and write Prepayment in the subject line Y N 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

29. 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 3 2 Asset information via Pending Link Employee ID • Tag Number • Serial ID More Details via Pending Link 1 • Dept Owner • Asset Location Go to Pending link 4 *Process by which equipment (installed or near completion) is tested to verify if it functions according to the requirement

30. Asset Receipting

31. 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

32. Employee ID

33. Employee ID Asset Custodian Employee ID

34. Tag Number & Serial ID Asset Information • Tag Number • Serial ID

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

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

37. Dept Owner Department who owns the asset Dept Owner

38. Location of the Asset 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 Location Format of the location should be Building / Level / Room ///

39. Scenario 1 Scenario 1: One Line PO – Single Asset and one chartfield Single Asset 1 line PO Qty 1 TAG1 SN1 Chartfield 1 Qty 1

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

41. Scenario 2 - Receipt Scenario 2: One Line PO – Single Asset with split chartfield Chartfield 1 Qty 0.7 SN1 TAG1 Single Asset 1 line PO Qty 1 SN1 Chartfield 2 Qty 0.3 TAG1 Tag noand Serial ID should be same for both the distribution lines at the time of receipting

42. Scenario 2 - Receipt

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

44. Scenario 3 - Receipt Scenario 3: One Line PO – Single Asset multiple quantity and same chartfield TAG1 SN1 Single Asset 1 line PO Qty 3 Chartfield 1 Qty3 TAG2 SN2 TAG3 SN3 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. 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”

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

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

47. Scenario 4 - Receipt Scenario 4: One Line PO – Single Asset multiple quantity and multiple chartfield Chartfield 1 Qty 1 SN1 TAG1 Single Asset 1 line PO Qty 3 Chartfield 2 Qty 2 TAG2 SN2 Chartfield 3 Qty 3 TAG3 SN3 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. 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”

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

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

50. Scenario 5 Scenario 5: Multiple Line PO – Asset with several components Asset 1 Core Qty 1 Chartfield 1 Qty 1 SN1 TAG1 Asset 1 Component A Qty 1 Chartfield 1 Qty 1 Component A TAG1 Asset 1 Component B Qty 1 Chartfield 1 Qty 1 Component B TAG1 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