RIT ORACLE CAPITAL EQUIPMENT PHYSICAL INVENTORY · PDF filePerforming Oracle Capital Equipment Physical Inventory Page 2 Rev. November 2017 Overview All departments are required to

RIT ORACLE CAPITAL

EQUIPMENT PHYSICAL

INVENTORY

Performing Oracle Capital Equipment Physical Inventory

Page 1 Rev. November 2017

Table of Contents Overview .................................................................................................................................................................... 2

FA Physical Inventory User Responsibility ............................................................................................................. 2

Fixed Asset Parent Departments ........................................................................................................................... 2

Contact Information .............................................................................................................................................. 2

Inventory Cycles .................................................................................................................................................... 3

Excel Software Settings ............................................................................................................................................. 3

Physical Inventory Process ........................................................................................................................................ 3

Opening of Inventory ............................................................................................................................................. 3

Creating Physical Inventory Worksheets ............................................................................................................... 4

Options to Format Worksheet ............................................................................................................................... 7

Potential Errors When Downloading ..................................................................................................................... 7

Options for Managing Worksheets ....................................................................................................................... 7

Performing Physical Inventory .................................................................................................................................. 8

Using Excel ADI Worksheet ................................................................................................................................... 8

Uploading Excel ADI Worksheet ................................................................................................................................ 9

Inventory Completed During Oracle Sign‐On Session ........................................................................................... 9

Inventory Completed After Oracle Sign‐On Session ............................................................................................ 10

Potential Errors When Uploading ........................................................................................................................ 16

Certification Process ................................................................................................................................................ 16

Assets Marked ‘Missing’ .......................................................................................................................................... 17

Archiving Reports .................................................................................................................................................... 17

Oracle Email Alerts .................................................................................................................................................. 17

Requested Changes for Read‐Only Fields ................................................................................................................ 18



Overview All departments are required to perform a complete inventory of their capital equipment once per year. This process is an important control activity designed to safeguard the assets of the University. In addition, when all assets are correctly recorded in the University’s record keeping system, the accuracy of the University’s financial statements is enhanced. Oracle fixed asset Parent Departments are used to group related departments for physical inventory purposes. The Parent Department drives the issuance of inventory worksheets, inventory group names, as well as the Oracle alerts related to inventory. Each Fixed Asset Parent Department will have designated representatives who will be responsible for completing the capital equipment physical inventory and ensuring the certification form is submitted timely. Inventory representatives will access the new process via a custom responsibility created in Oracle. The new responsibility will be used to download equipment inventory data to an Excel spreadsheet using an Application Desktop Integrator – Oracle (ADI) process. Inventory data will be updated as applicable and designation will be made that items were inventoried. When inventory representatives have completed necessary updates to the worksheets they will upload the (ADI) worksheet through Oracle and send a completed certification form to Property Accounting. Property Accounting will review completed inventory and only reach out to departments if there are any questions. Unfortunately at this time, this ADI process is not able to be used with Mac computers. A user will need to sign into Oracle using a PC, download the worksheet, save file on network accessible drive or email the file to themselves to work on. File will need to be uploaded using PC under the users Oracle sign‐on. FA Physical Inventory User Responsibility

Responsibility has access only to the fixed asset parent departments for which the user is designated as DIR (Department Inventory Representative) or DIR2. A user may have more than one fixed asset parent department assigned.

Only one Oracle function contained in this responsibility, ‘Download FA Physical Inventory Data Interface’.

Users needing this responsibility request via the Oracle Financial Applications Access Request form. Fixed Asset Parent Departments

Format of Fixed Asset Parent Department Numbers:

Range of F0000 – F9999

Definition of number: o F = fixed asset inventory parent department o First three digits = First three digits of department area o Last digit = designates if there is more than one person responsible for department area (1,2,3 etc.)

Contact Information Jane McGrath‐Briggs, Financial Analysist‐Fixed Assets Phone: 585‐475‐4933 Email: [email protected]



Inventory Cycles

Cycle Period Inventory will be Taken Due Date

A August – September (inventories opened early August) 90 Days from open

B October – December (inventories opened early October) 90 Days from open

C January – March (inventories opened early January) 90 Days from open

D April (inventories will be sent early April) 45 Days from open

Excel Software Settings Prior to downloading the inventory spread sheet, users will need to verify certain settings in Microsoft Excel. The following steps will allow for Microsoft Excel to function with the ADI spreadsheet.

Step 1: o Open Excel > Open Blank Workbook o Select File > Options o Select Trust Center > Trust Center Settings Select Macro Settings Make sure the box for Trust

access to the VBA project object model is checked

Step 2: o Open Excel > Open Blank Workbook o Go File > options > Trust Centre > Trust Centre Settings > Protected View o Uncheck all options

Physical Inventory Process Opening of Inventory DIR and DIR2 receive email from Oracle Workflow indicating their respective inventory groups are available to perform physical inventory at beginning of cycle. Email contains list of the inventory parent department(s). No response needed to email.



Creating Physical Inventory Worksheets

Log into Oracle

Click the responsibility ‘RIT FA Physical Inventory User’ on the navigator screen o If not automatically sent to Oracle viewer, click on ‘Download FA Physical Inventory Data Interface’

‘Select Viewer’ – choose your version of Excel from the drop down menu

Leave ‘Reporting’ box unchecked

Click ‘Next’ to content parameters page

Content Parameters:

Mapping ‐ select ‘RIT FA Physical Inventory Mapping’ from dropdown menu

Parent Department: o You must use a capital letter ‘F’ when entering parent department. o Leave blank to obtain all parent departments assigned to DIR or DIR2 (based on Oracle user who

is using system) or enter one parent department. o If you have more than one parent department, and field is left blank, all inventory items will be

combined on one Excel worksheet. o Tip: If you are assigned more than one parent department and you prefer to give individual

department groups their own Excel file to work from, enter each parent department separately.

Click ‘continue’

Document Creation Review screen will appear



Creating Physical Inventory Worksheets (cont’d)

Document Creation Review:

Verify information is correct

Click ‘create document’ once information is verified

Create document:

Prompt will appear to open Excel file

Choose ‘open’ and enable editing and content macros in Excel file



Creating Physical Inventory Worksheets (cont’d) Processing message in Oracle once macros are enabled.

Processing message in Oracle download complete.

Excel ADI template file will be similar to below.



Options to Format Worksheet

Unprotect worksheet to allow Excel formatting options, ie: text color, cell shading, column width, and bold:

Click on ‘Review’ tab on top tool bar

Click on ‘Unprotect Sheet’ icon

Edit formatting as desired

Potential Errors When Downloading

Oracle error message or blank Excel file o The specific fixed asset parent department entered is not assigned to user as either DIR or DIR2

Retry if number was entered incorrectly Contact property accounting to determine which user is assigned to specific fixed asset

parent department, request change if applicable o The specific fixed asset parent department did not have assets, will result in a blank worksheet.

Retry if number was entered incorrectly Contact property accounting to verify no assets are under parent department.

Options for Managing Worksheets

Complete inventory in single session of Oracle log‐in after downloading:

o Do not close out Excel inventory template file.

Complete inventory at later time after downloading:

1. Save ADI template to network drive where department inventory files are saved.

o Make changes in worksheet as inventory is taken

o Prepare to upload to Oracle when complete

2. Print out original Excel file and make notes off‐line on paper:

o Use original Excel template make changes resulting from physical inventory

o Prepare to upload changes in Oracle

Saving Excel ADI Worksheet for Use

Select ‘File’ ‐> ‘Save As’ in Excel inventory ADI template

Browse to network location you will save file

Name file and change ‘save as type’ to ‘Excel Macro‐Enabled Workbook(*.xlsm)’ from drop down



Performing Physical Inventory Using Excel ADI Worksheet

Utilize the parent department group inventory worksheet and locate the assets listed; noting correct location, description, manufacturer, model number, serial number and tag number. Columns shaded in blue are read‐only and cannot be modified.

Do not add rows to worksheet.

If any editable fields are either blank or have ‘00000’, enter correct information to update in Oracle.

Department number changes, tag number changes, splitting and merging of assets, and addition of assets will be addressed in next section. These functions cannot be performed on worksheet.

Inventory Excel worksheet columns: o Upl – flag icon will appear if line is updated (do not edit this cell manually) o Inventory Group – parent department name plus date inventory was opened (read‐only) o Parent – inventory parent department umber as described on page 2 (read‐only) o Entity – RIT entity (read‐only) o Department – Department number which the asset is currently recorded under (read‐only).

Change in department numbers will be addressed separate from this Excel file. o Building – Code for building location. Will be validated upon import, if unknown, follow process

below: Look up valid building code by accessing Oracle ‐> RIT‐Assets – Reports & Inquiry‐>

Financial Information ‐> Find Assets ‐> click on ‘Location’ field’s list of values button . Click on list of values button for ‘building’, then browse for correct code.

o Room – Code for room location. Will be validated upon import, if unknown, follow process below: Look up valid room code by accessing Oracle ‐> RIT‐Assets – Reports & Inquiry‐>

Financial Information ‐> Find Assets ‐> click on ‘Location’ field’s list of values button . Click on list of values button for ‘room’, then browse for correct code.

o Asset # – Preassigned Oracle asset number (read‐only) o Description – Current asset description listed in Oracle. Make necessary changes. o Category – Assigned asset type category in Oracle (read‐only) o Manufacturer – Current manufacturer name listed in Oracle. Make necessary changes. o Model – Current model number listed in Oracle. Make necessary changes. o Serial # – Current serial number listed in Oracle. Make necessary changes. o Tag # – Current RIT inventory asset tag number in Oracle (read‐only). Email tag# changes to

Property Accounting. o PO # – Purchase order number associated with original asset purchase (read‐only) o Cost – Current cost listed in Oracle Assets, based on original purchase (read‐only) o Retire – Use this column to indicate if an asset is retired by changing to ‘Y’ (default is ‘N’) o Missing – Mark column ‘Y’ if during physical inventory process you are not able to locate asset,

but are aware of its existence. If asset is found before inventory group is closed by Accounting, this information can be updated so asset can be inventoried properly (default is ‘N’).

o Inventoried – User must take action on this field. When individual asset has been addressed (either located, retired or missing) user types ‘Y’ in this field. If the field is not set to ‘Y’ upon upload, Oracle will not recognize the asset as being inventoried and will trigger past due inventory alerts.



Uploading Excel ADI Worksheet Upon completion of physical inventory, the ADI worksheet will be uploaded to Oracle. Either the DIR or DIR2 will need to facilitate the process of the upload. Inventory Completed During Oracle Sign‐On Session

Click the responsibility ‘RIT – FA Physical Inventory User’ o If window to create ADI template appears, click cancel and return back to navigation window

Using the open Excel ADI inventory worksheet, select ‘Add‐Ins’ on tool bar, ‘Oracle’ drop down menu

Select ‘Upload’ o Upload parameter window ‐ Default: Flagged Rows, keep default value

o These fields are validated prior to upload:

Building & room

‘Inventoried’ field is marked ‘Y’

Click ‘Upload’ as noted below



Successful upload, you will see a message for the number of rows updated. Click on the Close Button.

Green smiley faces will appear in ‘messages’ column of Excel ADI file for lines of successful upload

Continue to certification process. Inventory Completed After Oracle Sign‐On Session This process is meant for uploading an Excel inventory template previously saved.

Go to https://mybiz.rit.edu/

Click on the “Click here for WebADI” button.



Login using your RIT Computer Account user‐id and password, (email account).

Install the DUO Application on your phone.

Choose an authentication method.

Accept the “Push” for secure authentication on your phone.

A Viewer screen will open. o Select your version of Excel from the drop down list. o Leave the “Reporting” checkbox checked o Click the “Next” button.



Leave “None” in the “Content” field and click the “Next” button.

Click the “Create Document” button.



An Information screen will open and you will be prompt to open or save the document. Click the “Open” button.

Excel will open on your screen. Enable Editing.

Enable Content.



Click “Close”

A blue template will open in Excel.

Open the saved ADI inventory template that was created.



Select a responsibility by clicking on the “ADD‐INS” tab and selecting “Switch Responsibility” from the Oracle drop down list. ‘RIT – FA Physical Inventory User’

Select ‘Add‐Ins’ on tool bar, ‘Oracle’ drop down menu

Select ‘Upload’ o Upload parameter window ‐ Default: Flagged Rows, keep default value

o These fields are validated prior to upload:

Building & room

‘Inventoried’ field is marked ‘Y’

Click ‘Upload’ as noted below

Successful upload, you will see a message for the number of rows updated. Click on the Close Button.



Green smiley faces will appear in ‘messages’ column of Excel ADI file for lines of successful upload

Continue to certification process. Potential Errors When Uploading

Oracle error message o ORA‐20003: Unable to determine Location. Please contact Admin.

The specific building or room entered is not set up in Oracle Look up valid building and room number using instructions in section ‘Using Excel ADI

Worksheet’ Lastly, contact Property Accounting if unable to find location in list of values

o ORA‐20003: You must mark Y for Inventoried. Change on inventory line, but ‘inventoried’ flag is not set to ‘Y’ Look at inventory line with error on Excel and correct ‘inventoried’ field as applicable.

Certification Process

Departments are required to certify their annual capital equipment physical inventory. After inventory worksheets are successfully uploaded to Oracle and there are no ‘missing’ assets (see ‘Assets Marked Missing’ section):

Obtain capital equipment physical inventory certification form from Controller’s Office/Property Accounting website.

Complete form and obtain approval signatures.

Email completed form electronically to Property Accounting at [email protected] .

Receipt of this form will initiate verification and completion process by Property Accounting. o Property Accounting will reach out to DIR’s with any questions on inventory. o Department’s inventories will be closed when no questions/issues exist.

No formal notification is given to departments that inventory is closed.



Assets Marked ‘Missing’ When assets on inventory list are not able to be found during process, DIR can mark the item as missing through

the ADI worksheet. Upon upload the asset status will be shown as ‘missing’. Every effort should be made to

either locate item or determine if it has been retired. Department’s inventory cannot be final closed if there are

assets with status of ‘missing’.

Resolution to ‘missing’ assets:

Asset found: o Email Property Accounting with asset number, tag number and inventory group number (parent

department date inventory opened) and verify location. o Property Accounting will update status of asset.

Asset not found: o Email property accounting to request change status of asset from ‘missing’ to ‘open’ o Download ADI worksheet for parent department asset is under (note, if asset status is ‘missing’

it will not download to ADI, must be ‘open’ or ‘not‐received’) o Mark asset as retired and upload spreadsheet (if asset is disposed in one fiscal period and found

next fiscal period, retirement cannot be undone)

Archiving Reports

Users should retain an original copy of downloaded Excel ADI inventory worksheet as well as the updated worksheet uploaded to system indicating successful upload and certification form. These Excel files do not need to be emailed to Property Accounting.

Oracle Email Alerts

As in previous capital equipment physical inventory process, email alerts will be sent to users, but now through Oracle Workflow. Alerts will flow as follows:

Inventory opened – to DIR, DIR2 and fiscal representative

Due in 1 week – to DIR, DIR2 and fiscal representative

Overdue 1 week ‐ DIR, DIR2, supervisor and fiscal representative

Overdue 2 weeks ‐ DIR, DIR2, supervisor, fiscal representative and manager accounting and internal controls



Requested Changes for Read‐Only Fields As noted in the Using Excel ADI Worksheet section, certain fields are read‐only. Changes are not allowed via the worksheet due to the complexity in Oracle functionality. Departments can email change requests directly to Property Accounting for the following fields:

Department – If an asset has been transferred to new department; provide the following information: o Asset number o Tag number o Old department number o New department number o New Building and room location if not already changed on inventory worksheet.

Tag Number – If change in original tag number or providing missing tag number; provide the following information:

o Asset number o New or revised tag number

Splitting Single Asset into Multiple – If an individual asset is actually two or more combined and department wants asset separated; provide the following information:

o Asset or tag number o Identify how asset should be split (qty./cost per unit)

Merge Several Assets into One – If many assets should be combined into one asset; provide the following information:

o Asset or tag numbers of assets to be combined o Identify how asset should be combined (qty./cost per unit) o Final tag number that will be used for combined asset

Addition of Asset Not on Inventory Worksheet – Capital asset that is not on department listing, these cannot be added to worksheet by department. Provide the following information in request:

o Purchase order number, or o Purchase information from procurement card, Digital Den/Photo Shop

Documents

RIT ORACLE CAPITAL EQUIPMENT PHYSICAL INVENTORY · PDF filePerforming Oracle Capital Equipment Physical Inventory Page 2 Rev. November 2017 Overview All departments are required to