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:

1. Navigate to the Main Menu Tab.

2. Select the "Financial Supply Chain" Option.

   The Asset Management and Purchasing options will appear in the dropdown menu if your Peoplesoft profile has the appropriate access permissions.

Processing a Receipt and Entering P.O. Information

To process a receipt and enter P.O. information:

1. Go to the Main Menu Tab.

2. Follow these steps:

   • Select Financial Supply Chain > Purchasing > Receipts > Add/Update Receipts.

3. 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 Peoplesoft, purchase order numbers always start with "PO," followed by the order numbers.

Sending an Asset to Surplus

To send an asset to surplus, follow this two-step process:

1. Change the Asset Room Location to a surplus location at your campus or site.

2. Identify the Correct Surplus Location from the following options:

Use the same steps as updating room locations for assets in Peoplesoft to move an asset to surplus. Once the room location has been changed to a surplus location, you can run a report at the campus or Central Stores to verify that all assets in the surplus location are ready for 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 exclude the "Center" information but retain the Site, Building number, and Room number.

Example Conversion:

• Old Asset Track Location: J 0120 0101 001010

• New Peoplesoft Location: J101001010

If converted room numbers have only nine digits, an extra zero is added at the end. Search for a room location using the "Look-up" option by clicking the magnifying glass icon next to the location field, typing the site letter and building number, and selecting the "contains" option. Then choose from the list of available rooms to update the room location.

Resolving P.O. Availability Issues

If a P.O. is not available for receipt:

1. 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.

2. 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.