Needing to load a few thousand assets

[Tim_Miller]

Because of a sale and acquisition, we have to load about 19,000 assets into fixed assets. The assets are coming from and going into A7.3 cume 13 (the two environments are even on the same box) but we don't know of an easy way to do this. There doesn't seem to be a Z file set up for fixed assets in World and our programmers aren't too excited about trying to do it programmatically, especially since the two companies have different fiscal date patterns (Jan-Dec 4-4-5 vs July-June calendar month). Has anyone out there gone through this before, and if so, can you offer some pointers to doing this? Thanks.

Tim Miller
Financial Analyst
Gentiva Health Services
Ph: 913-814-2609

 

[Joe]

Tim, we used the JDE Fixed Assets Conversion toolkit to upload about =
22,000
assets. Worked well.

World A7.3 cum 7
Joseph Palmer
Systems Advisor
Finance Department, FASTnet Division
222 3rd Ave N, Ste 315
Nashville, TN 37201
[email protected]=20

 

[Tim_Miller]

Is the conversion toolkit a JDE product? I can't find anything about it on the Knowledge Garden. Thanks.

 

[John_Dickey]

Tim,
I would suggest this - 1) Convert the Fixed Asset Master file (F1201),
probably using a program F1201 contains no dollar amounts. Now you may
have to modify some fields on the conversion (and if change item number,
would have to keep a conversion table). Depreciation start date probably
will change and perhaps even depreciation methods. So you would probably
have to convert the F1202 file as well for the depreciation methods, but set
the amount fields to 0. 2) Decide if you have any other secondary fixed
assets files with data you want to convert (like F1204, Location History).
3) For the depreciation, you could look at using program P12130 (Beginning
Balance Setup) as a base for getting dollars into the F1202 file. You could
then manually journal in the opening balances for your G/L accounts (run the
integrity report to make sure F0902 and F1202 balance out).
However, if you are like me, you want to be able to track the asset
detail in the ledger. In that case, you would need to create a G/L upload
file that would have the detail by each asset (a record for cost, a record
for accumulated depreciation, and an offset record for the net book value).
You need to make sure the asset id is in each detail record. You also
probably want to use subledger and subledger type fields as well. You would
post to the General Ledger. Then you would use the Post Unposted Fixed
Asset Entries program (P12800) to get this information into the F1202.
The ideal is to do this transfer at fiscal year end. Certainly this is
going to be tricky stuff, so you will need to do lots of testing (including
testing the first month depreciation after convert over). Have to get the
months remaining and the depreciation method right or you will have lots of
troubles. Obviously would have been lot easier if both companies had used
the same type fiscal calendar. Good luck.

John Dickey
JDE Financial Systems Administrator/Programmer/Analyst
White-Rodgers, Division of Emerson
St. Louis, MO
314-577-1466

 

[Joe]

Yes. We ordered directly from JDE out of the Houston office. I don't =
see
it on the KG either. We spent quite a bit of time debugging the =
product for
them, but it was definitely a time saver. I will look for our JDE =
contact's
name and update you.

 

[TGreene]

Tim - we had the same situation and had a process all worked out. We
were, however, unable to get a file from the old system, so we ended up
keying the assets. But, the following was our plan - maybe you can test
it to be sure it works correctly. We used the G/L upload process from
menu G09311. I made one small program change to P09110 to move the
Reference 1 field ($LR1) to the Asset ID field in F0911Z1 (VNASID). Then
the plan was to upload the assets to F09110, create a mapping version
for it in G09311, option 23, (mapping the asset ID in your file to the
Reference 1 field) then proof and final it with G09311, option 24. The
AAI's for Fixed Assets specify which G/L accounts are for Fixed Assets,
so they will be created automatically. You would then go into Revise
Unposted in F/A to make modifications, if necessary, or flag with a 'P'
to keep from creating an asset that may be fully depreciated (if
desired), etc. Then post it. Which G/L dates to use in relation to when
depreciation should begin is something to be considered. Opening prior
periods in G/L before posting would be required (obviously) to post to
prior periods, if applicable.

Again, since we did not end up using this process, I would suggest
conducting a small test to be sure you get the desired results. Then,
you may still want to break the assets into manageable chunks as opposed
to trying to upload 19,000 all at once.

Hope this helps,
Teri Greene


Because of a sale and acquisition, we have to load about 19,000 assets
into fixed assets. The assets are coming from and going into A7.3 cume
13 (the two environments are even on the same box) but we don't know of
an easy way to do this. There doesn't seem to be a Z file set up for
fixed assets in World and our programmers aren't too excited about
trying to do it programmatically, especially since the two companies
have different fiscal date patterns (Jan-Dec 4-4-5 vs July-June calendar
month). Has anyone out there gone through this before, and if so, can
you offer some pointers to doing this? Thanks.
Tim Miller
Financial Analyst
Gentiva Health Services
Ph: 913-814-2609
--------------------------

 

[bouncer]

I have done about 10 Fixed Assets upload(40,000 records) and this is the procedure I follow. Create an excel spreadsheet with the following fields.
Old Asset Number, Description, Resp Bu, Cost BU, Cost OBJ, Date Acquired, Location. All these fields get update in F1201. I used the F12002 files to figure out the account codes for Acc Deprn and expense. The asset number gets generated by the program and the old number gets updated in the Unit number for easy reference. This needs to be a unique number.

The following fields can be repeated depending upon the number of Books to be loaded.
Book (AA), Method, Deprn Info, Life Months, Comp Meth, Cost, Acc Deprn.
Create one record for cost, one record for Acc depr. in the F1202 file. Date Acquired is the depn start date.
This is just a rough idea on how you can go about. Some fields need to be defaulted in both F1201 and F1202.

 

[Tim_Miller]

Joe, yes, I'd be interested to find out if JDE has a product for this. To everyone else who answered, your feedback definitely gives us something to work with. I think we'll probably upload to the F1201 and F0911, then populate the F1202. Luckily we don't use many of the more advanced features in Fixed Assets so we don't have to populate very many files. Again, thanks for the feedback.

Tim Miller
Gentiva Health Services
A7.3 cume 13

 

[Joe]

Tim, I apologize. We cannot seem to locate our contact info for the =
JDE
programmer responsible for the JDE Fixed Assets Conversion Toolkit. We
purchased the product from JDE in 1998. I assure you that the product =
does
exist. We are preparing to use it once again to convert another 3,000
assets for a new department. Have you tried contacting JDE directly?

 

[Joe]

Tim. Finally found the contact info for the F.A.C.T.

Donna Tucker Houston, Tx.
=20
713.624.7700

Good luck.

 

[alissaallard]

Tim,

I have been following this thread, as we are developing a plan to begin
using JDE Fixed Assets as well. Have you had any luck with JDE regarding
the Fixed Asset Conversion tool? We also have a large number of assets to
convert and it sounds like this tool could be useful.

It would be helpful to know whether you've been able to locate any current
info about the product.

Thanks!

Alissa Allard
A7.3 cum 9
Stimson Lane, Ltd.
email: [email protected]
phone: 425-415-3371