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COUNTY OF RIVERSIDECOUNTY OF RIVERSIDEOFFICE OF THE AUDITOR-CONTROLLEROFFICE OF THE AUDITOR-CONTROLLER
Capital Assets – Annual Certification
April 20, 2006
Presentation AgendaPresentation Agenda
Introduction - Hank Johnson
Annual Capital Asset Certification
Certification Letter - Hank Johnson
Public Query - Don MacKinnon
PeopleSoft Asset Management - Don MacKinnon
Annual Capital Asset Certification Annual Capital Asset Certification
Review of the Certification Letter (Handout)
- Requirement of annual certification
(Government Code Section 24051) - Critical dates- Required forms and signatures- Capital Asset Physical Inventory Query
Annual Capital Asset Certification Annual Capital Asset Certification
SPM Form
AM-1 - Inventory of County PropertyAM-2 - Authorized Signature for Capital Assets CertificationAM-3 - Contact for Capital AssetsAM-4 - Capital Asset Listing CorrectionsAM-5 - Capital Asset Form
(Acquisition, Betterment & Modifications)AM-6 - Capital Asset TransferAM-7 - Capital Asset Disposition
SPM Forms are available at the ACO web sitewww.auditorcontroller.org
Annual Capital Asset CertificationAnnual Capital Asset Certification
Capital Asset Inventory Certification
Submit capital assets documentation to ACO (acquisitions, adjustments, betterments, transfers, recategorizations, and retirements) to ACO by May 18
Process asset acquisitions in PS AM Department will run an asset inventory thru public query for
certification Submit capital asset inventory certification to ACO by July
10 per Government Code, Section 24051 For due dates and more information, refer to the “ACO Year-
end Calendar”
Annual Capital Asset CertificationAnnual Capital Asset Certification
Using the standard Capital Asset Physical Using the standard Capital Asset Physical Inventory public queryInventory public query
- Path- Query Contents
Annual Capital Asset CertificationAnnual Capital Asset Certification
Capital Asset Physical Inventory QueryCapital Asset Physical Inventory Query
Annual Capital Asset CertificationAnnual Capital Asset Certification
Capital Asset Physical Inventory QueryCapital Asset Physical Inventory Query
Annual Capital Asset CertificationAnnual Capital Asset Certification
Capital Asset Physical Inventory QueryCapital Asset Physical Inventory Query
Annual Capital Asset CertificationAnnual Capital Asset Certification
Capital Asset Physical Inventory QueryCapital Asset Physical Inventory Query
PeopleSoft Asset Management (AM)PeopleSoft Asset Management (AM)
Adding Assets
Depreciation Calculation
PeopleSoft Asset Management (AM)PeopleSoft Asset Management (AM)
Adding Assets
- Manual Method- Interface Method
- Advantages vs Disadvantages
PeopleSoft Asset Management (AM)PeopleSoft Asset Management (AM)
Manual Method– Capital Leases– Constructed Assets– Donated Assets
Interface Method
• Purchased Assets• Non-Capital Assets
PeopleSoft Asset ManagementPeopleSoft Asset Management
Interface Method (Continued)• Identify Capital Asset at Requisition, Purchase Order or AP
Voucher
• AP Voucher is the best business practice
• Easy as 1-2-3
PeopleSoft Asset ManagementPeopleSoft Asset Management
Interface Method (Continued)
• Step 1
• Mark Asset Check Box and select Profile ID on AP Voucher
PeopleSoft Asset ManagementPeopleSoft Asset Management
PeopleSoft Asset ManagementPeopleSoft Asset Management
PeopleSoft Asset ManagementPeopleSoft Asset Management
Interface Method (Continued)
• Step 2
• Mark Auto Approve Status Check Box
PeopleSoft Asset ManagementPeopleSoft Asset Management
PeopleSoft Asset ManagementPeopleSoft Asset Management
Interface Method (Continued)
• Step 3
• Change Useful Life and Save
PeopleSoft Asset ManagementPeopleSoft Asset Management
PeopleSoft Asset ManagementPeopleSoft Asset Management
Interface Method (Continued)
Easy as 1-2-3
PeopleSoft Asset ManagementPeopleSoft Asset Management
Interface Method (Continued)
• Advantages
• Disadvantages
PeopleSoft Asset ManagementPeopleSoft Asset Management
Advantages• Eliminates double entry• Minimizes keying errors• Use Print Screens in lieu of AM-5, Capital Asset Form
for new assets• Provides Audit Trail • Updates the General Ledger in a more timely fashion• Allows Capital Asset Payments to process in a timely
manner
PeopleSoft Asset ManagementPeopleSoft Asset Management
Disadvantages• None
PeopleSoft Asset Management (AM)PeopleSoft Asset Management (AM)
Depreciation Calculation
- Calculated Monthly- Journal Generated to GL- Supplemental Ledgers
GOV_AC_GRP (Governmental Fund)PROP_CP_AS (Proprietary Fund)
Contact List for Capital AssetsContact List for Capital Assets
Henry Johnson (951) 955-3821 [email protected]
Beverly Markwardt (951) [email protected]
Don MacKinnon (951) 358-6319 [email protected]
