Asset Management & Receiving Functions FAQ's
...
Summary
This article provides guidance on accessing the Asset Management and Purchasing modules in Peoplesoft, processing receipts, sending assets to surplus, identifying room numbers, and resolving issues when a purchase order (P.O.) is not available for receipt.
Detailed Information
Accessing Asset Management and Purchasing Modules
To access the Asset Management and Purchasing modules in Peoplesoft? They are not listed in the Main Menu tab options.Answer:
Go Navigate to the Main Menu tabTab.
Choose the option: “Financial Supply Chain”Select the "Financial Supply Chain" Option.
The Asset Management and Purchasing options will be accessible appear in the drop down dropdown menu if your Peoplesoft profile in Peoplesoft has access to these 2 areas.
The FSCJ Wiki page and test scripts did not include the Financial Supply Chain step.
...
the appropriate access permissions.
Processing a Receipt and Entering P.O. Information
To process a receipt and enter P.O. information in Peoplesoft in the receiving process? Answer: :
Go to the Main Menu
...
Tab.
...
Follow these steps
...
:
...
Select Financial Supply Chain
...
2) Purchasing,
3) Receipts,
...
> Purchasing > Receipts > Add/Update Receipts.
...
On the
...
"Select Purchase Order" Page:
Enter the P.O. information
...
in the
...
"ID" section
...
.
Type "PO" followed by five zeros and the P.O. number
...
(e.g., PO00000679).
Click the "Search" button to view
...
available lines for receiving the order.
Note: In In Peoplesoft, the purchase order number will always be referenced and begin with the capital letters “PO” and then be numbers always start with "PO," followed by the purchase order numbers.
Question: I have an asset that needs to go to surplus. How is an asset sent to surplus in Peoplesoft?
...
Sending an Asset to Surplus
To send an asset to surplus, follow this two-step process:
Change the Asset Room Location to a surplus location at
...
your campus or site.
...
Identify the Correct Surplus Location from the following options:
Item | Surplus Campus Location | Location Code |
1 | Downtown Campus | A000009999 |
2 | North Campus | B000009999 |
3 | Kent Campus | C000009999 |
4 | South Campus | D000009999 |
5 | Nassau Center | F000009999 |
6 | Deerwood Center | G000009999 |
7 | Cecil Center | H000009999 |
8 | Admin. Offices | J000009999 |
9 | Surplus | K000009999 |
10 | Urban Resource Center | U000009999 |
The Use the same steps that are used to update as updating room locations for assets in Peoplesoft are used to move an asset to surplus. After an asset Once the room location has been changed to one of the above campus surplus locations, a report can be run in Peoplesoft a surplus location, you can run a report at the campus or at Central Stores to verify that all of the assets in the surplus location are available ready for pick-up.
Question: I have a new asset to receive in Peoplesoft. The room numbers have all changed in Peoplesoft. How can I identify the correct room number in Peoplesoft?
Answer: The old room locations in Asset Track consisted of 4 pickup.
Identifying Correct Room Numbers
When room numbers change in Peoplesoft:
Old room locations consisted of four components: Site, Center,
...
Building number, and
...
Room number.
...
New Peoplesoft room locations
...
Here is an example of an old Asset Track location:
exclude the "Center" information but retain the Site, Building number, and Room number.
Example Conversion:
Old Asset Track Location: J 0120 0101 001010
Here is the new Peoplesoft room location for the above listed room.
J101001010
The site remains J for the Admin. Offices.
The building number remains the same: #101.
The last 6 numbers remain the same for the room number.
...
New Peoplesoft Location: J101001010
If converted room numbers have only nine digits, an extra zero was is added to the room location at the end of it. Every room change may not be exact as the example above shows.A room location search can be done using the “Look-up” option by choosing . Search for a room location using the "Look-up" option by clicking the magnifying glass icon next to the location field. Type in , typing the site letter and building number, and then choose the “contains” option. Choose the “Select” option next a list of all the available rooms at this site and building will appear to choose from selecting the "contains" option. Then choose from the list of available rooms to update the room location.Question: I need to process a receipt but the
Resolving P.O. Availability Issues
If a P.O. is not available to receive in Peoplesoft?What are my options to research and resolve this? Answerfor receipt:
Adjust Date Filters:
On the
"Select Purchase
Order" page, in the right column
, delete the default value
of "30" in the "Days +/- Today
" field.
Also, clear the "Start Date" and "End Date" calendar fields.
Check for Previous Receipts:
From "Add/Update Receipts," select "Find an Existing Value" on the Purchasing page.
Enter the P.O. number in the box
and click "Search."
A list of
processed receipts
will appear at the bottom of the
page if available.
Conclusion
By following these detailed steps, users can effectively access and manage the Asset Management and Purchasing modules, process receipts, handle surplus assets, and resolve P.O. availability issues in Peoplesoft.
Contact Information
If you encounter any issues or need further assistance, please contact the Technical Service Desk by submitting a ticket at help.fscj.edu.