Reference Document Asset Summary Standard Report Boiler Insight

Transcription

1 Purpose: Report provides high-level asset summary with ability to drill through to original acquisition value, current acquisition value, net book value, depreciation, and transaction detail. Report also provides views of deactivated assets, loaned assets, planned depreciation, and property off campus. Targeted audience: Sponsored Programs, Business Offices, Accounting Services and other units that may need Asset information Report Summary: At the summary level, the report provides basic information that all assets share in common. The report includes the following elements: Asset Number, Asset Sub number, Inventory Number, Moveable or Fixed, Description, Additional Description, Useful Life in Years, Manufacturer, Asset Type Name, Property Owner, Serial Number, Campus, Building Location, Room, Contact, Responsible Cost Center, and Capitalization Date. Access Report Report is located... Report Prompt Page and Overall Cautions There are no required prompts. Most prompts are text fields, requiring the user to type and insert the option to the Choices box. The prompt page provides the ability to run the report wide open, or narrow to a specific Major Area, Responsible Cost center, Fund, Grant, Asset Number, etc.... To narrow the report to a single selection, type the selection in the To and From boxes, then click Insert to move it to the Choices. The Building Location prompt is a Search option. The Movable or Fixed Assets provides the ability to narrow the view to those specifically, by selecting one. Cautions: 1. The initial report displays valid to date information, there is no date range prompt to complete. Specific date information becomes viewable through the drill-thru reports. The initial report displays a higher-level view of assets, while the drill-throughs provide detail. 2. Some assets have sub assets associated with them. Each sub asset represents an additional funding source associated with the asset. Each sub asset is different, and has a value posted to that funding source. 3. Federal, State and Sponsor owned assets and assets loaned to the University are not depreciated; they will have original acquisition value. Purdue must own the entire asset in order for it to depreciate. Page 1

2 Review Results Asset Summary 1. Specific report views are accessible through the drop-down list. 2. Asset Summary provides a high-level overview, through several defined columns. 3. Other drill-through options are available by clicking on the Asset number through each report. Drill-throughs include Original Acquisition Value, Funding Sources, and Asset Postings by Fiscal Year. Other Column Definitions: a. Building Location and Room indicate the reported placement of the asset b. Contact and RCC (Responsible Cost Center) is the department responsible for the asset c. Capitalization Date is the date the asset is capitalized or received by Purdue d. Additional Description would include Govt Furnished or Fed Owned when Grant shows Property Owner Drop-Down List Reports Select Report Type from Drop-down list to view: Deactived Assets lists the assets that are deactived Loaned Assets lists assets that are loaned (something that someone loans to the University) Planned Depreciation provides the planned depreciation for the rest of the current fiscal year, and for five years into the future. Due to calculations, this report may take time to finish. Property Off Campus lists assets considered as property off campus Planned Depreciation displays all asset depreciation information, including Current Book Value, Remaining Periods of Depreciation, Planned Depreciation, Remaining Current Year Depreciation, and then the Projected Depreciation. The page up and down button is available at the bottom to view or scroll through all assets. Page 2

3 Drill-Through Reports Drill-Through 1 Original Acquisition Value Click Asset Number to view Drill Through 1 Original Acquisition Value. This displays more details, such as Moveable or Fixed and the Original Acquisition Amount. Note: Each drill through opens in a new window, making it easier to go back and forth. Drill Through 2 Funding Sources Click Asset Number (within Drill Through 1) to view Drill Through 2 Funding Sources. This displays the Acquisition Value, Posted Depreciation, Proportional Accumulated Ordinary Depreciation, Proportional Ordinary Depreciation and Current Book Value. Drill Through 3 Asset Postings by Fiscal Year Report Click Asset Number (within Drill Through 2) to view Drill Through 3 Asset Postings by Fiscal Year Report. The display defaults to Postings and provides values by fiscal year to the specific asset. Using the Menu Bar Click Run Report to go back to Prompt Page. If in a Drill-Through Report, it will prompt for that specific report. Page 3

4 To go back to the original Prompt Page (after opening the drill-through reports) click the Asset Summary tab (window) and the select Run Report. Select View in Excel 2007 Data or Format or View in CSV Format (if report formatting is desired) from the View in Excel Options located under Add this report drop-down menu, to download report into Excel. Create a quick link to this report in My Folders, providing the ability to organize the reports without hunting for them in Standard Report folders. Click the Arrow Back the Standard Report List. to return to Using Report View to Run with Specific Format and Selected Prompt Select Save as Report View to save report in its current format, but in a different location, such as My Folders. (Do not Save Report, it will save over the original report (in its current location) and eventually cause broken links for other users.)) Save as Report View saves the report in its current view, to connect the Report View to a specific format, prompt page selections, and live data, follow the below instructions. Select Properties from the saved Report View Select Run the Report from the Default actions located under the Report View tab. Page 4

5 Check Override the default values to change the final format of the report. This is beneficial when wanting a report to run in Excel instead of the default, HTML. Second, select Set from Prompt values to pre-determine prompt page selections and deselect Prompt for values. (This is beneficial if running a report on a regular basis, using the same prompt selections.) When Set is not used, Prompt for values allows the Prompt page to be used. In the below example, the Prompt page is being set to use Major Area 4014 every time this saved Report View is used. Click Submit once all prompts are pre-set. Advanced Options allows the number of rows per Web page to be increased. Click Ok to save and finalize the settings. Click Report View of Asset Summary from My Folders (or other location it was saved) to run report. In the below example, the prompt was set to major are 4014, and final format was changed to Excel The report will run according to the prompts selected. Page 5