FA Asset Upload  Help

FA Asset Upload creates, updates and retires Oracle Assets fixed assets in a corporate depreciation book from Excel, through the standard Fixed Assets APIs. The Record Type of each row chooses Addition (create or update an asset) or Retirement. Assets are created and changed immediately, without the Mass Additions interface.

When to use it

• Mass-load newly acquired or migrated fixed assets into a corporate book, including accumulated and year-to-date depreciation from a legacy system.
• Bulk-update asset descriptions, tag numbers, serial numbers, manufacturer, model and other descriptive details.
• Reclassify assets to another category.
• Make financial adjustments to cost, depreciation method, life, prorate convention, salvage value or depreciation limit.
• Transfer assets to another expense account, location or employee.
• Retire assets in full, by cost or by units.

Before you start

• Access to the upload in Blitz Report, in a responsibility with access to the depreciation book.
• The book has an open depreciation period. Additions, adjustments and retirements are dated in that period.
• The asset category is assigned to the book with default rules for the date placed in service.
• After uploading retirements, run the standard Calculate Gains and Losses program to complete them.

Step 1 – Set the parameters

Open FA Asset Upload in Blitz Report and set the parameters:

Each existing asset downloads as one Addition row per book, and each existing retirement as a Retirement row with its Retire Status.

Step 2 – Run to download the Excel file

Click Run. The Excel file downloads and opens with the selected assets, or an empty sheet in Create mode.

Step 3 – Enter or change the assets

New asset: add a row with Record Type Addition and enter the Description, Category, Book, Cost, Expense Account and Location. Asset Type, Units, Depreciation Method, Life Years, Life Months, Prorate Convention and Date Placed In Service (end of the open period) default from the book and category; change them where needed. Leave Asset Number blank to have Oracle Assets assign the next number. Enter Ytd Depreciation and Depreciation Reserve only for assets brought in with accumulated depreciation.

Existing asset: change the values on the downloaded row. Descriptive changes update the asset, a new Category reclassifies it, changed financial values are applied as an adjustment, and a changed Expense Account, Location or Employee transfers the asset. A changed Depreciate flag is posted as a separate adjustment. An adjustment is amortized when you enter an Amortization Start Date or when the asset already carries an amortized adjustment, and otherwise expensed in the current period.

The Expense Account and Location can be entered as the full combination, through the alias columns, or segment by segment; the employee by name or number.

Retirement: add a row with Record Type Retirement, the Asset Number and Book, and a Retirement Type. Date Retired defaults to the end of the open period and Cost Retired to the full cost; enter a lower Cost Retired, or Units Retired instead, for a partial retirement. Proceeds Of Sale, Cost Of Removal, Sold To, Reference Num and Trade In Asset Number are optional.

Step 4 – Validate and Save

Click Validate and Save. This checks for missing required values and runs the upload’s validation of the asset, book, category, depreciation method and life, account, location and retirement values, then saves the file. Correct any rows it flags before uploading.

Step 5 – Upload the file

In Blitz Report click Upload and select the saved file. This submits the upload request, which creates, updates and retires the assets. Each row is processed on its own: a row that fails leaves its asset unchanged.

Step 6 – Review the result report

When the request completes, a result report opens listing every uploaded row with its status and message.

What’s produced

• New assets in the depreciation book, with their distribution to the expense account, location and employee.
• Descriptive updates, reclassifications, adjustments and transfers of existing assets.
• Pending retirements, completed by Calculate Gains and Losses.
• A result report listing every row with a status (success or error) and a message.

Common questions

Do I need to run Post Mass Additions after the upload?
No. The upload creates assets directly. To work on the Prepare Mass Additions queue, use the FA Mass Additions Upload.

Where do I see the number of an asset created with a blank Asset Number?
The result report shows the row as uploaded, so the Asset Number stays blank there. Download the book again in Create, Update mode, or query the asset in the Asset Workbench.

Can I change the assignment of an asset with several distributions?
No. Expense Account, Location and Employee changes are applied to assets with a single active distribution. Use the Assignments window in the Asset Workbench for the others.

Which retirements are not supported?
Group assets, partial retirements of CIP assets, unit retirements in tax books, and partial unit retirements of assets with several distributions. An asset with a pending retirement or reinstatement cannot be retired again until Calculate Gains and Losses has run.

Why are fully retired assets missing from my download?
They are excluded by default. Set Include Retired Assets to Yes to include them; their retirements always download as Retirement rows.

Troubleshooting