01 Understanding Oracle Asset Tracking

1. Oracle Asset Tracking is a fully integrated solution in the Oracle E-Business suite
designed to deploy and track internal products and assets at internal or customer
sites, while providing the ability to capture financial transactions with back-office
automation.

2. With Oracle Asset Tracking, you can give users access to tracking information
without allowing them access to sensitive processes related to assets and purchasing.

3. You can also track inventory items after they have been installed and link financial
transactions to the physical movement of equipment.

4. Asset Tracking integrates with and Stores information collected from

a. Oracle Inventory
b. Oracle Purchasing
c. Oracle Projects with the Capital Resource Logistics (CRL) feature
d. Oracle Assets
e. Oracle Payables
f. Oracle Install Base

Tracking Internal Products and Assets

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Oracle Install Base Integration

1. The Oracle Installed Base platform uses the Service Fulfillment Manager (SFM)
application to integrate with the following modules to synchronize and manage
material flow in a company:-

a. Oracle Purchasing,
b. Oracle Payables,
c. Oracle Inventory,
d. CRL Projects,
e. Oracle Assets, and
f. Can integrate with legacy systems

2. The Oracle Asset Tracking platform minimizes data entry by using customer-
definable business rules to send messages to all other related applications to
perform the appropriate update when a business event occurs.

3. Oracle Asset Tracking utilizes Oracle Installed Base as its data repository.

4. Every transaction that Oracle Asset Tracking tracks is recorded in the Oracle Installed
Base transaction table, and each record affected by such transactions is recorded in
the instance and instance history tables.

Inventory Item and Asset Tracking

1. To track inventory items and assets, Oracle Asset Tracking must interact with several
enterprise resource planning (ERP) applications.

2. It sends to and receives messages from these applications about the status and
location of the items that you want to track.

3. Oracle Asset Tracking provides an enterprise tracking and asset management system
where all inventory, project, party, and asset-related material information is stored,
providing a 360-degree view of your assets.

4. You can locate materials anywhere in the system—in warehouses, on trucks,

installed in the network, or on project sites— facilitating financial transactions
using physical movements of material and equipment. In addition,

5. Oracle Asset Tracking can provide a life-cycle history of all activity for that
equipment.

6. An asset comprises a collection of items. The items may be trackable or not trackable.

7. During implementation, items are designated as Oracle Asset Tracking-trackable at

the master level in Oracle Inventory.

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8. Oracle Asset Tracking tracks the activity of the trackable items through inventory and
projects, and into fixed assets.

9. In Oracle Assets you perform the Mass Additions concurrent process to create assets.
As an example of message flows involving Oracle Asset Tracking, when a field
service technician enters a report that equipment has been placed into service, the
deployment transaction can send a message to Oracle Asset Tracking.

10. This message updates the status of the equipment to In Service and gives its in-
service date to Oracle Assets. The asset is now ready to be created in Oracle Assets.

Oracle Asset Tracking supports the following functions

1. Purchase order receipt of items into inventory

2. Purchase order receipt of items into operating projects
3. Move orders
4. Miscellaneous issue to a project
5. Miscellaneous receipt from a project
6. Installation and uninstallation of equipment
7. In-Service/Out-of-Service of equipment
8. Subinventory transfers
9. Inter-organization transfers
10. Miscellaneous receipts and issues
11. Placement of assets into or out of service
12. Retirement and reinstatement of the partial or full cost of an asset
13. Asset item moves and asset item transfers
14. Physical counts

Usage Codes

1. In Inventory
2. In Process
3. In Transit
4. Installed
5. In Service
6. Out of Service

Item Parameters in Oracle Inventory

Track in Install It enables items to be tracked by transactions in and related to Oracle

Base Installed Base and Oracle Asset Tracking.
(Checked) Yes: item becomes depreciable, and the asset is created
upon receipt either in Oracle Inventory or in Oracle Projects.
Create Fixed Asset (Unchecked) No: The item is regarded as normal, and the asset is
created when put in service through an Oracle Asset Tracking
deployment transaction.
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Normal Item Vs Depreciable Inventory Items

Normal Item Depreciable Inventory Item

The asset is created when an item is
The asset is created after an item is put in
received, either in Oracle Inventory or
service.
Oracle Projects.
The asset is created by Oracle Asset
The asset is created through Oracle CRL
Tracking with the purchase order cost,
(Capital Resource Logistics) Projects based
which can be adjusted later after the invoice
on standard inventory cost.
is matched the purchase order.

Integration Dependencies for Oracle Asset Tracking

1. Oracle Inventory
2. Oracle Purchasing
3. Oracle Order Management
4. Oracle Payables
5. Oracle Assets
6. Oracle Projects

Inventory Transaction Types

1. Account Alias Issue 18. Miscellaneous Receipt from

2. Account Alias Receipt Project
3. Account Issue 19. Move order and transact move
4. Account Receipt order
5. Backflush Transfer 20. Physical cycle count
6. Cycle Count Transfer 21. Physical Inv Transfer
7. Int Req Rcpt Adjust 22. PO Rcpt Adjust
8. Internal Order Direct Shipment 23. Project Borrow
9. Internal Order In-Transit Shipment 24. Project Contract Issue
10. Internal Order Pick 25. Project Payback
11. Internal Requisition In-Transit 26. Project Transfer
Receipt 27. Purchase order receipt in inventory
12. Inter-organization transfer 28. Return to Vendor
13. Issue to Project 29. RMA Receipt
14. Miscellaneous issue to a project 30. Sales Order Issue
15. Miscellaneous Issue to Project 31. Sales Order Pick
16. Miscellaneous receipt and 32. Shipment Rcpt Adjust
miscellaneous issue 33. Subinventory transfer
17. Miscellaneous receipt from a 34. WIP Assembly Return
project 35. WIP Assy Completion
36. WIP Component Return
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37. WIP Neg Comp Issue 38. WIP Neg Comp Return

Messaging Architecture

1. Based on the input requirements, the application updates the status and keeps a
history of transactions for the trackable unit.

2. Subsequently, the application publishes outgoing requests to the subscribing systems

for further processing.

3. The publishing and subscribing systems include:

a. Installed Base,
b. Inventory,
c. Purchasing,
d. Payables,
e. Assets,
f. Projects,
g. Workforce Management, and
h. Other legacy systems.

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02 Understanding Inventory Integration

1. When an item is initially received, typically by a purchase order, a receipt transaction

occurs.

2. The initial receipt transaction creates an instance record for the item in Oracle Asset
Tracking.

3. A receipt transaction record is associated with the item instance record.

4. Subsequent transactions against this item will also be associated with the instance
record and will compose the history for that record.

Transaction Types in Oracle Inventory

Normal and Depreciable Items

1. Purchase order receipt in inventory

2. Move order and transact move order
3. Miscellaneous issue to a project
4. Miscellaneous receipt from a project
5. Miscellaneous receipt and miscellaneous issue
6. Subinventory transfer
7. Inter-organization transfer
8. Physical cycle count

Normal Items Only

1. Account Alias Issue 12. Project Payback

2. Account Alias Receipt 13. Project Transfer
3. Account Issue 14. Return to Vendor
4. Account Receipt 15. RMA Receipt
5. Backflush Transfer 16. Shipment Rcpt Adjust
6. Cycle Count Transfer 17. WIP Assembly Return
7. Int Req Rcpt Adjust 18. WIP Assy Completion
8. Physical Inv Transfer 19. WIP Component Return
9. PO Rcpt Adjust 20. WIP Neg Comp Issue
10. Project Borrow 21. WIP Neg Comp Return
11. Project Contract Issue

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Item Instance Processing in Oracle Inventory Transactions

1. Serialized Item - Item instance created or updated for each separate item

2. Non Serialized Item – Item instance created or updated for each combination of the
attributes (Note all the attributes are required in all the cases):-

a. Inventory Item ID
b. Inventory Organization
c. Subinventory Name
d. Usage Code
e. Revision
f. Locator
g. Lot

Expire Association between Fixed Assets and Item Instance

Responsibility: Asset Tracking Super User

Menu Path: Assets  Item Instance

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Enter the Search Criteria

Select the Item Instance (Option Button)
From the Actions list select – Assets  Go Button

Elect the Fixed Asset Number  Click on Expire Assets Button

Asset Updated successfully message will appear

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Asset Tracking Workbench – Functional Tabs

1. Item Instance
2. Fixed Assets
3. Deployment
4. Transactions
5. Mass Geocode Entry

Actins in Items Instance of Asset Tracking

1. General 9. Repair Orders

2. Locationtion 10. Orders(1)
a. Current Location 11. Counters
b. Bill To Loc
12. Notes
3. Associations
13. Assets
a. Associations
14. Transaction History
b. Contracts
c. Accounts 15. Item Instance History
4. Service 16. Operating Units
5. Configuration 17. Work Orders
6. Copy Item Instance 18. Work Requests
7. Contracts 19. View Relationship Hierarchy
8. Service Requests
Configuration Relation Type

1. Component of
2. Member of
3. Provided By
4. Installed On
5. Connected To
6. Updated From
7. Replaced By
8. Replacement For

Fixed Assets – Asset Tracking

1. Query the Asset Number

2. General Asset Details (Ownership, Status, Location etc)
3. Books Details
a. Transactions (Additions, Transfer In etc..)
b. Additions (Cost and Depreciation Details)
4. Assignments
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5. Invoices
6. Lease

Deployment – Asset Tracking – Actions

1. Install
2. Move
3. Project Transfer
4. Put Into Service
5. Retirement
6. Take out of Service
7. Un-Install

Current Location Types

1. HZ Location
2. Arty Site
3. Internal Site
4. Project Location

Operational Status

1. Not Used
2. Out of Service

Purchase Order Receipts into Inventory

1. Purchase order receipt flow is initiated by the creation of a purchase order. The items
are then received into inventory against the purchase order when the shipment arrives
from the vendor.

2. The Receipt into Inventory package validates the data against the Oracle Installed
Base repository and creates or update the unit record.

a. If an item is serialized, then a new instance will always be created.

b. If an item is non-serialized, then Oracle Asset Tracking searches for the

existing record. The search criteria are as follows: Inventory Item, Inventory
Organization, Subinventory, Units of Measure, Instance Usage Code,
Revision, Inventory Locator, Lot Number (if applicable). If the exact record is
found, then the record will be updated with the new quantity. If not, then a
new instance will be created.

c. Every receipt builds transaction history.

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Move Orders

1. A move order transfers inventory:

a. From one stocking location to another

b. From a stocking location to a project

2. To create a move order, you manually create a move order requisition. After the move
order requisition is approved, it becomes a move order. If the organization does not
require approval, then the manual request automatically becomes a move order.

3. You must define certain transaction types in Oracle Inventory for move orders, and
you can define others. Two examples of Oracle Inventory transaction types for move
orders are as follows:

a. Asset Tracking Move Order Issue to Project: creates a document for

moving material from inventory to a project.

b. Asset Tracking Move Order Subinventory Transfer: creates a document

for moving material from one subinventory to another subinventory.

Move Order Transaction Types

1. Case Cart
2. eIB Issue To Project
3. eIB Move Issue to Field
4. eIB Subinventory Transfer
5. Move Order Issue
6. Move Order Transfer
7. NL Issue to Project
8. NL Subinventory Transfer
9. Omnicell Issue
10. Part Transfer From Workshop
11. Parts Transfer to Workshop
12. Pyxix Issue

Parts of Move Order

1. The Move Order Header holds the move order number, an optional description of
the move order, and information to default to the individual move order lines.

2. The Move Order Lines are the actual move requests, including the item number,
requested quantity, completed quantity, the source, and destination information.

3. The Line Details are the inventory transactions that occur to fulfill a move order line,
including equipment code, serial number, quantity moved, source, and destination
details (such as locators).

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Move Order – Organization Parameters

1. Move Order Time-out Period

a. The maximum number of days a move order requisition can wait for approval.

b. The workflow approval process sends a notification to the item planner when
a move order requisition requires approval.

c. After the first time-out period, if the recipient has not approved or rejected
the order, the system sends a reminder notice.

d. After the second time-out period, the system automatically rejects or

approves the order depending on whether you select Approve automatically or
Reject automatically in the Move Order Time-out Action field.

2. Move Order Time-out Action

a. Approve automatically: After the second time-out period, the system

automatically approves move order requisitions. Select this option and set the
Move Order Time-out Period to 0 if you want to bypass the move order
approval process and automatically approve move order requisitions.

b. Reject automatically: After the second time-out period, the system

automatically rejects move order requisitions

Inventory Miscellaneous Transactions and Asset Tracking

1. Oracle Asset Tracking supports the miscellaneous transactions (receipts and issues)
used by Oracle Inventory.

2. Each transaction in Oracle Inventory triggers a message to Oracle Asset Tracking.

3. Negative Quantity: In Oracle Inventory, the value of an item quantity can be a

negative number, such as when a miscellaneous issue from inventory causes the
quantity of an item to fall below zero.

4. No Negative Quantities in Asset Tracking- For depreciable items, if a transaction

causes a negative inventory balance, then Oracle Asset Tracking adjusts asset units in
Oracle Assets to zero, but it does not set the value in Oracle Assets to a negative
number.

Miscellaneous Receipts

1. Use miscellaneous receipts to receive material without a purchase order.

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Miscellaneous Receipts from Projects

1. The Miscellaneous Receipt from Project transaction is used to transfer material from
Oracle Projects back to Oracle Inventory.

2. The main considerations for the Miscellaneous Receipt from Project transaction are as
follows:

a. For a serialized item, the instance record is updated. The instance usage code
changes to IN INVENTORY.

b. For a non-serialized item, a new instance is created with instance code =

IN_INVENTORY. If the record exists for the same instance, then that record
is updated with the appropriate quantity. The search criteria are as follows:
Inventory Item, Inventory Organization, Subinventory, Units of Measure,
Instance Usage Code, Revision, Inventory Locator, Lot Number (if
applicable).

c. Project expenditures are reversed by running the Cost Collection Manager

program from Oracle Inventory and the transaction import from Oracle
Projects. This reduces the project cost with the transacted item cost.

Miscellaneous Receipts from Field Location

1. The Miscellaneous Receipt from Field location transaction is used to receive assets
from the field location.

2. The main considerations for the Miscellaneous Receipt from Field location
transaction are as follows:

a. For a serialized item, the instance record is updated. The instance usage code
changes to IN_INVENTORY.

b. For a non-serialized item, a new instance is created with instance code =

IN_INVENTORY.

c. If the record exists for the same instance, then that record is updated with the
appropriate quantity.

d. The search criteria are as follows:

i. Inventory Item,
ii. Inventory Organization,
iii. Subinventory,
iv. Units of Measure,
v. Instance Usage Code,
vi. Revision,

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vii.
Inventory Locator,
viii. Lot Number (if applicable).

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Miscellaneous Issues

1. For miscellaneous issues, you can enter a lot number in the Lot field and a serial
number for serial-controlled and lot-controlled items.

a. If the item is serialized, then the instance record is updated to zero quantity.

i. Changes location to specified location.

ii. Set Usage to IN PROCESS.

b. If the item is non-serialized, then Oracle Asset Tracking searches for the
existing record.

c. The search criteria are as follows:

i. Inventory Item,
ii. Inventory Organization,
iii. Subinventory,
iv. Units of Measure,
v. Instance Usage Code,
vi. Revision,
vii. Inventory Locator,
viii. Lot Number (if applicable).

d. The record is updated to the appropriate quantity.

Miscellaneous Issues to Field Locations

1. Serialized Items

a. Change location to the specified location

b. Set usage code to IN SERVICE

2. Non Serialized Items

a. Reduce quantity from the inventory item instance, and increase quantity for
the project item instance.

Sub Inventory Transfers

1. A subinventory transfer moves material inventory between subinventories.

2. A move order initiates a subinventory transfer.

3. Oracle Asset Tracking handles these transfers in the same manner that Oracle
Inventory handles them. The way Oracle Asset Tracking processes a subinventory
transfer is based initially on whether or not the transferred item has a serial number.

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Inter Organization Transfers

(1) Direct Transaction

(2) In Transit Transaction

Direct Transactions

(1) In a direct transaction, a shipping organization transfers an item into a

subinventory in the receiving organization.

(2) For this reason, the application treats a direct inter-organization transfer the same
as a subinventory transfer.

In Transit Transaction

(1) For an in-transit transaction, the monetary value of the transferred item is
deposited in an in-transit account, and the inventory account of the shipping
organization receives credit for the item.

(2) Upon receipt of the transferred item, the receiving organization must perform a
receipt transaction to bring the item into its inventory.

(3) The receipt transaction credits the in-transit account and debits the inventory
account of the receiving organization.

Inter-Organization Transfers of Items with Serial Numbers

1. For an in-transit transfer of an item with a serial number from one organization to
another, the application follows these steps:

1. In-Transit Shipment

a) The source record for the From organization and subinventory is located.
Then it is updated with the To organization and the Oracle Asset Tracking
usage code of IN TRANSIT. The subinventory information is removed from
the record. If the transaction is successfully processed, then transaction
records are created to store the transaction history

2. In-Transit Receipt

b) When the item reaches its destination, someone enters a receipt transaction
for the item. The IN TRANSIT record with the To organization is located, and
it is updated with the usage code IN INVENTORY.

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Inter-Organization Transfers of Items without Serial Numbers

For an In-Transit transfer of an item without a serial number from one organization to
another, the application follows these steps:

1. In-Transit Shipment

a. The source record for the From organization and subinventory is located, and
the quantity is subtracted by the transaction quantity.

b. An IN TRANSIT record is then created with the destination organization and

transaction quantity.

c. No subinventory information is kept in this record. If such a record already

exists, then the quantity is increased by the transaction quantity.

2. In-Transit Receipt

a. When the item reaches its destination, someone enters a receipt transaction for
the item.

b. The IN TRANSIT record with the To organization is located. The quantity is

subtracted with the transaction quantity.

c. The destination record is located based on the To organization and

subinventory.

d. If the record exists, then the quantity is increased by the transaction quantity.
If there is no such record, then a new destination record is created.

e. If the transaction is successfully processed, then transaction records are

created to store the transaction history.

Physical Cycle Count

1. A physical inventory occurs when a person verifies that units exist physically and that
the quantities match the on-hand records in Oracle Asset Tracking.

2. Based on the results of the physical inventory, Oracle Asset Tracking supports
adjustments that you make to your inventory balances. Depending on the type of
inventory adjustment necessary, Oracle Asset Tracking treats these adjustments like a
miscellaneous transaction. For example, if the item quantity increases after physical
count, then there will be miscellaneous receipt transaction.

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Assets and Internal Sales Orders

1. The integration of Oracle Asset Tracking with Oracle Assets supports the following
Oracle Inventory transactions:-

a. Direct Inter-Organization Transfers

b. In-Transit Inter-Organization Transfers
c. Direct Internal Sales Order
d. In-Transit Internal Sales Order

2. In the case of in-transit shipments, item instances are in transit until they are received
into a receiving organization. Such in-transit transactions interact with Oracle Assets
only upon receipt of the material or item in the receiving inventory organization.

3. Oracle Asset Tracking does not maintain Instance-Asset links for in-transit
instances.

4. In the case of in-transit shipments, item instances are in transit until they are received
into a receiving organization. Such in-transit transactions interact with Oracle Assets
only upon receipt of the material or item in the receiving inventory organization.

5. Oracle Asset Tracking does not maintain Instance-Asset links for in-transit
instances. Oracle Asset Tracking performs the following updates based on the item
definition:

a. Depreciable Items:

i. Update the fixed asset location if it is different from the source and
destination location.

ii. If the asset category is different, then update the asset cost and units
of the source asset and create or update the destination asset.

b. Normal Items with Assets: In case of redeployment, serialized normal items

have fixed assets associated with them. If any of the inter organization
transactions are performed, then these transactions are also required to interact
with Oracle Assets.

i. Update the fixed asset location if it is different from the source and
destination location.

ii. If the asset category is different, then update the asset cost and units
of the source asset and create or update the destination asset. All of the
inter-organization transfer and internal sales order transactions are
processed by Oracle Asset Tracking-Oracle Assets integration as asset
move transactions.

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Source Destination
Case Asset Tracking and Oracle Assets
Org/Inv Org/Inv
Location Change*

1. Serialized Serialized Category Change*

Retires in Source and Creates a new in
the destination.
Non Retires the source serialized instance
2. Serialized
Serialized Creates and updates the destination asset
Performs asset cost and unit adjustment
Non at source
3. Serialized
Serialized
Creates serialized destination assets
Non Non
4. Location change*
Serialized Serialized
5. Category Change*
6.
7.
*when source and destination are different

Note: To avoid inventory costing conflicts for assets, receive and store capitalized items in
separate expense-type subinventory.

Other Inventory Transactions

Assets are capitalized either at the time of receipt or after commissioning in-service.
They move in and out of inventory for various reasons, such as repairs, re-deployments,
or storage. Oracle Asset Tracking supports all inventory transactions for the assets. This
includes the Work in Process (WIP) transactions.

Depreciable Fixed Action to the Associated

Inventory Transaction
Item Item Fixed Asset
WIP Component Issue Updates the fixed asset location to
WIP Negative Yes / No No point to the WIP fixed asset
Component Return location.
Creates fixed asset upon receipt
into inventory based on WIP cost
WIP Assembly of the top assembly.
Yes No
Completion The NBV of capitalized
components will not be included
in this cost.

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Depreciable Fixed Action to the Associated

Inventory Transaction
Item Item Fixed Asset
WIP Assembly
No No No Action
Completion
Updates the fixed asset location of the
WIP Assembly Return Yes / No Yes top assembly to point to the WIP fa
location.
Updates the fixed asset location to
WIP Component Issue Yes / No No
point to the inventory FA location.
Creates fixed asset at inventory fa
WIP Component Issue Yes No
location with inventory cost.
Project Contract Issue
Yes / No Yes Retires the Fixed Asset
Sales Order Issue
Project Borrow
Project Transfer
Updates the fixed asset location to
Project Payback Yes / No Yes
point to new sub inventory FA location.
Sales Order Pick
Cycle Count Transfer
For positive adjustment transactions,
Cycle Count performs unit and cost adjustments to
Adjustments the existing fixed assets or if fixed asset
does not exists, creates fixed assets.
Yes Yes
Internal Requisition
For negative adjustments, performs
Receipt Adjustments
prorated negative unit and cost
Shipment Receipt
adjustments.
Adjustments
Cycle Count For positive adjustment transactions,
Adjustments there is no action.
Internal Requisition
No Yes For negative adjustments, performs
Receipt Adjustments
prorated negative unit and cost
Shipment Receipt
adjustments.
Adjustments
Lot Split
Yes / No Yes No Fixed Asset Updates are required
Lot Merge
Creates fixed asset based on inventory
RMA Receipt Yes No
cost.
Updates fixed asset location to point to
RMA Receipt No Yes
inventory location.
RMA Return Yes / No Yes Retires the fixes asset.

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Counters – Asset Tracking Workbench

1. Counters
2. Counter Templates
3. Groupings
4. Estimations Methods

Estimation Types

1. Usage
2. Fixed

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03 Understanding the Asset Deployment

Purpose of Asset Deployment

To signal the completion of operational tasks

To update item statuses in Oracle Installed Base
To initiate the asset creation
To update processes in Oracle Projects and Oracle Assets

Asset Deployment Actions in Item Instance Life Cycle Flow

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Partial Installations and In-Service Conditions

1. When material is issued from inventory to a project, cost expenditure is created in

Oracle Projects that includes the quantity and the cost of material.

2. Oracle Asset Tracking creates the appropriate expenditures in Oracle Projects after
the equipment is placed in service.

3. Further processing by Oracle Projects programs creates assets based on these

expenditures.

4. You can capitalize some or all of the material assigned to a project.

Asset Location

1. To accurately track an item instance, you must select the current location of the item instance.

2. Location Types

a. HZ Locations - Trading Community Architecture (TCA) locations.

b. Internal Site - Locations related to Internal Organizations
c. Party Site - Party

Deployment – Asset Tracking – Actions

1. Install: You can install material issued to the project at a specific location. When an
instance is issued to a project, the operational status code is Not Used. After you
install it, the application updates the operational status code to Installed.

2. Move: You can move an item instance from one location to another. The operational
status does not change.

3. Project Transfer: You can transfer an item instance from one project to another if
the operational status is Not Used or Installed. Oracle Projects reverses the
expenditure item from the origin project, using the Net Zero Adjustment
functionality, and then creates a new expenditure item for the destination project.

4. Put Into Service: You can put an item in service if it is still in a project (operation
status Not Used), Installed, or Out Of Service.

5. Retirement: You can retire an item instance operationally (the instance is expired), or
both operationally and functionally (the corresponding fixed asset is also retired from
the books). You can enter the removal costs and the proceeds from sales only if the
item instance is capitalized.

6. Take Out Of Service: You can take an item instance out of service only if the
vhinnsoperational status is Not Used or In Service.

7. Un-Install: You can un-install an asset if the operational status is installed.

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Deployment – Asset Tracking – Search Criteria

1. Action
a. Install
b. Move
c. Project Transfer
d. Put Into Service
e. Retirement
f. Take Out of Service
g. Un-Install
2. Item Instance
3. Item
4. Asset Number
5. Purchase Order Number
6. External Reference
7. Serial Number
8. Current Location Type
9. Operational Status
a. Not Used
b. Out Of Service
10. System

Deployment Actions and Updates

Deployment Actions Updates

1. Install
2. Move Update the Quantity
3. Project Transfer
4. Put Into Service
5. Retirement The Transaction Quantity cannot exceed actual
6. Take Our of Service quantity (No Negative balances)
7. Un Install

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04 Understanding Field Service Integration

Field Service Integration

1. With Oracle Field Service you can create service requests and tasks for internal
assets.

2. Oracle Asset Tracking provides Oracle Field Service with the complete service
history for both customer and internal assets.

3. When Field Service debrief transactions are captured as part of the item instance
transaction history, Oracle Asset Tracking captures the associated service request and
task.

4. It also tracks the date and time an asset is in or out of service.

5. In addition, Oracle Asset Tracking can update the operation status of a recovered
asset to Out of Service.

6. All Oracle Asset Tracking deployment transactions can be performed from Oracle
Field Service.

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05 Understanding Projects Integration

1. The flow of purchase order receipts starts with the creation of a purchase order.

2. Items against the purchase order are then received into the project.

3. The Oracle Asset Tracking purchase order receipt package validates the receipt data
against the Oracle Installed Base repository and creates or updates the repository
instance depending upon the physical attributes of the instance.

4. During the process of creating purchase orders for expense items, that is, receipt into
project, you must check the Accrue on Receipt flag in the purchase order shipment.
Project information can be captured in the distribution record only when the
destination type is Expense. Accrual at period end is not supported.

a. Run the PRC Transaction Import process to create project expenditures

after receipt is complete. Use the Expenditure Inquiry window in Oracle
Projects to view the expenditures.

b. For a depreciable item, an asset is created upon receipt. Therefore, the cost is
transferred from Oracle Assets to Oracle General Ledger and not from Oracle
Projects.

c. To create mass additions in Oracle Assets, you must run the Create Assets –
Interface Inventory Transactions to Oracle Assets concurrent program.

Prerequisites – Receiving items directly into Oracle Projects

1. The project and task number referenced in the purchase order distribution.

2. A purchase order shipment, which is marked as Accrue on Receipt.

3. A purchase order distribution with the destination type Expense.

4. Items on the purchase order should have an asset category tied to them in the item
definition of the organization where they are received. This asset category should be
assigned to the Asset Book specified in the profile CSE: Book Type Code.

Transaction Sources for Project Import

Transaction sources identify the source of external transactions that you import into Oracle
Projects using Transaction Import.

Transaction Import imports the transactions and creates corresponding expenditure records in
the Oracle Projects expenditure tables. The following are Oracle Asset Tracking transaction
sources:

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1. CSE_INV_ISSUE: Use this transaction for importing expenditures of type Issue to

Project for a normal item

2. CSE_INV_ISSUE_DEPR: Use this transaction for importing expenditures of type

Issue to Project for a depreciable item

3. CSE_IPV_ADJUSTMENT: Use this transaction for cost to be adjusted to the

project

4. CSE_IPV_ADJUSTMENT_DEPR: Use this transaction for cost to be adjusted to

the asset

5. CSE_PO_RECEIPT: Use this transaction for type Receipt into Project for a normal
item

6. CSE_PO_RECEIPT_DEPR: Use this transaction for type Receipt into Project for a
depreciable item

7. INVENTORY MISC: Use this transaction for miscellaneous transactions such as

Miscellaneous Issue and Miscellaneous Receipt

Asset Creation

1. Run the Oracle Projects program PRC: Transaction Import. This program
interfaces the PA transaction interface data that was created during the purchase order
receipt process and creates expenditure items in the projects application for the
project and task specified in the purchase order distribution.

2. Perform an Install transaction for the received item/serial using the Deployment
Transactions page.

3. Perform an In Service transaction for the installed item/serial using the Deployment
Transactions page.

4. Verify that the Purchase order receipt transaction is accounted in sub-ledger

accounting. Run the Oracle Cost Management program Create Accounting from the
Cost Management – SLA responsibility for the process category Receiving.

5. Run the Oracle Asset Tracking program Interface In-Service transactions to Oracle
Projects for the project and task.

6. Run the Oracle Projects program PRC: Transaction Import. This interfaces the
newly created PA transaction interface data to expenditure items.

7. Run the Oracle Asset Tracking program Create Asset Headers in Oracle Projects –
Normal Items. This program automates the creation of a project asset.

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8. Run the Oracle Projects program PRC: Interface Assets to Oracle Asset.

9. Run the Oracle Assets request set Post Mass Additions.

Concurrent Program for a Single Project

PRC: Generate Asset Lines for a Single Project

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06 Understanding Fixed Asset Architecture

Asset Processing In Oracle Asset Tracking

1. Oracle Asset Tracking can interface assets directly to Oracle Assets by using
concurrent programs.

2. After an asset is created, any physical movement to the associated item automatically
updates the financial records based on the synchronization flag set for the instance.
This reduces the amount of manual intervention required to maintain your financial
system.

3. When a depreciable item is received, run the Create Assets: Interface Inventory
Transactions to Fixed Asset program to create an asset.

4. When assets are moved, Oracle Asset Tracking checks for necessary changes for
asset location, and asset category if applicable.

5. Accordingly, Oracle Asset Tracking makes the necessary changes to the asset, which
may involve retiring an existing asset and creating a new asset in the new
organization.

6. Oracle Asset Tracking also maintains the history of all the transactions performed.

7. When Oracle Asset Tracking creates a transaction that has a financial, asset-related
impact, the transaction is stored in a transaction table with an Oracle Installed Base
status of Pending. Later, a concurrent program reads the transaction log and processes
all the transactions in sequence.

8. The program determines the appropriate asset record if applicable, inserts a record
into the fixed asset interface table, and then changes the Oracle Installed Base status
to Complete. If any of these processes fails, then the status remains at the pending
stage.

9. A user can review the asset records in the asset interface table if necessary before
posting them to the asset book.

10. A tieback from Oracle Assets returns the asset ID to the Oracle Asset Tracking
business logic or client extension and updates the Oracle Installed Base Instance-
Asset assignment table.

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Processes to Create and Update Oracle Assets

Name of the Program or

Description
Report
This is a concurrent program with the following features:
• Creates an asset or cost adjustment when a depreciable
Create Assets: Interface item is received either in Oracle Inventory or Oracle
Inventory transactions to Fixed Projects
Asset • Creates an asset or cost adjustment when a normal item
is issued to a field location directly without using
projects
This concurrent program creates an asset header for
Create Asset Headers in Oracle
capitalized project expenditures. Asset creation is based
Projects -
on item, serial (if serialized item), asset category, date
Normal Items Program
placed into service, and product classification.
This concurrent program should be run after deployment
transactions on a project instance. It writes records into
Interface In-Service
the PA interface table
Transactions to Oracle Projects
PA_TRANSACTIONS_INTERFACE_ALL and
- Normal Items
changes the status of the In Service transactions to
Interfaced to PA
This concurrent program processes any item moves like
Interface Move Transactions to subinventory transfer, inter-organization transfer,
Oracle Assets miscellaneous issues, and physical inventory adjustments
for which an asset already exists.
When Oracle Purchasing receives a normal/non-
serialized item into a project, a fixed asset is created.
When another receipt happens for the same item into the
same project this concurrent program ensures the
Interface Unit Adjustments to
receipt is in sync for both value and quantity. Oracle
Oracle Assets - Normal Items
Asset Tracking and Oracle Projects adjust the existing
fixed asset only when the second receipt happens within
the same fixed asset accounting period of the first
receipt.

Transactions for the Create Assets Program

Installed
Installed Base Base
Description Meaning
Transaction Source Transaction
Status
Needs further fixed
PO_RECEIPT_INTO_ Receipt of depreciable
PENDING asset/project
INVENTORY item into Inventory
Accounting processing
Needs further fixed
PO_RECEIPT_INTO_ Receipt of depreciable
PENDING asset/project
PROJECT item into Projects
Accounting processing

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Miscellaneous/Move Miscellaneous/move Needs further fixed
Order Issue to an HZ order issue to an HZ PENDING asset/project
Location location Accounting processing

Run Post Mass Additions from Oracle Assets

1. For project related receipts, the billable flag is already set to NO to prevent account
information from going to general ledger and thus avoid double accounting.

2. Because Ship to Location is a mandatory field on a purchase order, the corresponding

fixed asset location is used to create an asset. The asset category is extracted from the
item definition.

3. The fixed asset book type is used from the Oracle Asset Tracking profile option
CSE:FA Book Type Code.

4. If the asset already exists for that category, then the application adjusts the cost and
unit.

5. After the post mass additions program is complete, the asset number is linked to the
item instance.

Create Asset Headers in Oracle Projects - Normal Items Program

1. Run the concurrent program Interface In-Service Transactions to Oracle Projects -

Normal Items.

2. Run the concurrent program PRC: Transaction Import to reverse already created
expenditures and create new ones with attributes captured from deployment.

3. Run the concurrent program Create Asset Headers in Oracle Projects – Normal Items.

4. Run the concurrent program PRC: Generate Asset Lines for a Single Project from
Oracle Projects.

5. Run the concurrent program PRC: Interface Asset to Oracle Assets from Oracle
Projects.

6. Run the concurrent request set Post Mass Additions from Oracle Assets.

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Transactions Processed by the Interface Move Transactions to Oracle Assets Program

Installed
Installed Base Base
Description Meaning
Transaction Source Transacti
on Status
Needs further fixed
Miscellaneous issue of PENDIN
MISC_ISSUE asset/project accounting
item out of inventory G
processing
PROJECT_ITEM_UNST Item is Un-installed PENDIN
-- Same as Above --
ALLED from the project G
MISC_RECEIPT_FROM Item is moved from PENDIN
-- Same as Above --
_PROJECT Projects into Inventory G
Transfer of an item
SUBINVENTORY_TRA within the organization PENDIN
-- Same as Above --
NSFER from one subinventory G
to another
Transfer of an item
INTERORG_TRANSFE PENDIN
from one organization -- Same as Above --
R G
to the other
MOVE_ORDER_ISSUE
Item issued to the
_TO_PROJE -- Same as Above --
project
CT
PROJECT_ITEM_INST PENDIN
Equipment Installed -- Same as Above --
ALLED G
PROJECT_ITEM_IN_S PENDIN
Equipment In-service -- Same as Above --
ERVICE G
PENDIN
IN_SERVICE Asset is put in service -- Same as Above --
G
Asset adjustment when
PHYSICAL_INVENTO
the item is adjusted in PENDIN
RY_CYCLE_ -- Same as Above --
inventory in physical G
COUNT
count
Item is shipped
PENDIN
ISO_SHIPMENT through internal -- Same as Above --
G
order shipment
Item is shipped through
PENDIN
OM_SHIPMENT order management -- Same as Above --
G
shipment
Item is returned using PENDIN
RMA_RECEIPT -- Same as Above --
order Management G

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Run the Interface Move Transactions to Oracle Assets program

1. Run the concurrent program Interface Move Transactions to Oracle Assets from
Oracle Asset Tracking.

2. Run Post Mass Additions from Oracle Assets.

Asset Impact of Sub Inventory Transfers

1. When an item is transferred from one subinventory to another, the program changes
fixed asset location which, in turn, changes the fixed asset distributions. The asset,
however, remains the same.

2. In a situation where there exists more than one source record, the First-in-first-out
method is adapted.

3. If more than one destination asset record exists, then the asset period is matched to
adjust the asset.

4. When searching for the existing asset in the system, the program always looks to see
if there exists a similar record under process. If it finds an exact match, then the
record is skipped.

Asset Impact of Inter Organizational Transfers

1. When an item is transferred from one organization to another, the program changes
fixed asset location which, in turn, changes the fixed asset distributions. The asset,
however, remains the same.

2. The transactions include

a. IN_SERVICE,
b. MISC_RECEIPT_FROM_PROJECT,
c. PROJECT_ITEM_IN_SERVICE, and
d. ISO_SHIPMENT.

e. Intra-asset: If only one source asset exists, and if the destination record has
the same asset but the fixed asset location is different, then that is changed.

f. Inter-asset: If the source asset and the destination assets are different, then
the program performs cost and unit adjustment for both assets.

3. In a situation where more than one source record exists, the first-in-first-out method is
adapted.

4. If more than one destination asset record exists, then asset year is matched to adjust
the asset.
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5. When searching for the existing asset in the system, the program always determines if
a similar record exists under process. If it finds an exact match, then the record is
skipped.

Asset Impact of Physical Inventory and Cycle Count Adjustment

1. Depending upon the physical adjustment, a Physical Inventory and Cycle Count
Adjustments transaction is treated the same as Miscellaneous Issue or Miscellaneous
Receipt.

2. After a Physical Inventory and Cycle Count Adjustments transaction, run the
concurrent program Create Assets: Interface Inventory transactions to Fixed Asset
and Interface Move Transactions to Fixed Assets - Report program.

3. Finally, run the Post Mass Addition request set from Oracle Assets to complete the
asset information update.

Asset Processing Options

1. Running the Create Assets Interface Inventory Transactions to Fixed Asset

2. Running the Create Asset Headers in Oracle Projects - Normal Items Program

3. Running the Interface Move Transaction to Fixed Assets - Report Program

CLEI – Common Language Equipment Identifier

1. Oracle Asset Tracking captures the CLEI code in the lot field, items that have a CLEI
code must be set to full lot control. If an item has no CLEI code, then it does not need
lot control.

2. The supplier usually provides CLEI codes for the items that you purchase. When
performing transactions, you can select CLEI codes from a list of values or you can
enter new CLEI values directly into the Lot field.

Asset Retirements

1. The process that Oracle Asset Tracking uses to retire and reinstate assets is the same
as the process used in Oracle Assets. You can retire or reinstate partial or whole
assets.

2. Before you retire an asset, you must first take it out of service. If an asset is retired,
then Oracle Asset Tracking updates the status of the Instance-Asset link to Retired.

3. An asset must have a status of retired before it can be reinstated. An asset

reinstatement reverses the operation of the Oracle Asset Tracking retirement logic.
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For the reinstatement, Oracle Asset Tracking updates the status of the Instance-Asset
link to In Service.

07 Using Oracle Asset Tracking

Asset Tracking Concurrent Requests

1. Assumed Loss Rate Report

2. Bill of Lading Report

Adjusting Invoice Price Variance

1. When assets are procured through Oracle Purchasing they are created with purchase
order costs.

2. After the invoice is created, any cost difference must be adjusted in project
accounting or fixed asset applications.

3. For the depreciable items, the difference is adjusted in Oracle Assets. For non-
depreciable items, the adjustment is done in Oracle Projects.

4. For both normal and depreciable items, in Oracle Payables, the invoice must be
approved, and accounting must be created.

5. Also you need to run an Oracle Payables concurrent program to interface the
transaction to Oracle General Ledger before adjusting the invoice price variance.

6. You need to run a concurrent program to ensure that the construction cost of the
project is as close to the actual cost as possible.

7. Two types of invoice price variance are available:

a. Invoice Price Variance in Oracle Projects

b. Invoice Price Variance in Oracle Assets

Invoice Price Variance in Oracle Projects

To adjust the cost from Oracle Payables, you need to bring in invoice cost from Oracle
Payables into Oracle Projects and then assign attributes to new expenditures. The
steps are as follows:

Run the program Interface Invoice Price Variance to Oracle Projects. It creates
invoice price variance data in project interface table

Run the program PRC: Transaction Import. It creates expenditure lines for the
invoice price variance amount in projects .
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Run the program PRC: Generate Asset Lines. Run the Oracle Assets request set Post
Mass Additions for the category book.

Invoice Price Variance in Oracle Assets

To adjust the cost from Oracle Payables, bring the invoice cost from Oracle Payables into
Oracle Assets, and then update the Mass Addition table. The steps are as follows:

Run the program Interface Invoice Price Variance to Oracle Assets.

Run the Oracle Assets request set Post Mass Additions for the category book.

Generate Notifications – New Fixed Assets for Install Base Tracking Program

1. You can run the concurrent program Generate Notification – New Fixed Assets for
Install Base Tracking, from the Asset Tracking Super User or Asset Tracking
Planner responsibilities.

2. This program generates a workflow notification for all the assets which may need an
item instance created.

3. If an asset is created in Oracle Assets and the source of the asset is not Oracle Asset
Tracking, then running this program inserts a row in the staging table
CSI_FA_TRANSACTIONS and generates a notification.

4. Depending on the setup of Oracle Workflow, an e-mail is sent to users associated to

the seeded responsibilities, Asset Tracking Super User or Asset Tracking Planner.

5. The Asset Tracking Planner responsibility has been created to simplify the process of
generating and acting on the new assets workflow notifications.

Create Reversal GL Entries for Inventory FA Items Program

1. Oracle Asset Tracking allows you to capitalize assets regardless whether they are in
inventory.

2. As depreciable assets move in and out of inventory, accounting entries are generated
by the Cost Manager to update the associated inventory value.

3. The Cost Manager has no way to identify these assets as capital assets

4. To prevent duplication, Oracle Asset Tracking uses the Create Reversal GL Entries
for Inventory FA Items program to reverse the accounting entries made by the Cost
Manager.

753882526.doc – Rahul Date