Fixed Asset Books

Asset Books
Overview
Copyright © Oracle, 2007. All rights reserved.
Asset Books EDU34BBY

Effective mm/dd/yy Page 1 of 38 Rev 1
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Asset Books
System References
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Distribution
Oracle Assets
Job Title*
Ownership
The Job Title [list@YourCompany.com?Subject=EDUxxxxx] is responsible for ensuring that
this document is necessary and that it reflects actual practice.

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Asset Books

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Objectives

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Agenda

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Asset Books Positioning
Asset Books Positioning

• Define asset books to store financial information for a group of assets.
• There are 3 types of asset books:
- Corporate > A book that you use to track financial information for your balance
sheet.
- Tax > A book that you use to track financial information for your tax reporting
authorities.
- Budget > A book that you use to track planned capital expenditures.
• Define corporate books first and then tax and budget books.
• For each corporate book, you can set up multiple tax and budget books that are associated
with it.
• You can set up multiple corporate books that create journal entries for different general
ledger sets of books, or to the same ledger. In either case, you must run depreciation and
create journal entries for each asset book.
• All assets must be added to a corporate book first. They then can be copied to tax books
as required.

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• Asset Calendars are assigned to asset books for purposes of calculating and allocating
depreciation expense.
• Asset Categories are assigned for use with asset books. All assets are assigned to an asset
category which designates accounting information and default depreciation rules for the
assets. Depreciation methods are assigned to asset categories.

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Asset Books Regions
Asset Books Regions

(N) Setup > Asset System > Book Controls
Before you can define an asset book, the following items must be completed:
• In Oracle Assets, specify System Controls
• Define your asset calendars.
• Set up your General Ledger Account segment values and combinations.
• Set up your General Ledger journal entry sources and categories.
To define an Asset Book:
• Enter a book name and description.
• Choose a Corporate, Tax, or Budget book class.
- If defining a Tax or Budget book, you must associate those books with a Corporate
book. If the book you are defining is a Corporate book, it will automatically be
associated with itself.
• Enter calendar information for your book.
• Enter accounting rules for your book.

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• Enter natural accounts for your book.
• Enter journal categories for your book.
You must complete each region for every book you define regardless of whether the
information will be used or not. For example, in defining a tax book, you must complete the
natural accounts and journal categories regions even if you do not intend to generate journal
entries for the book.

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Calendar Region
Calendar Region
Implementation considerations for the Calendar Region:
Allow Purge
• You must check the Allow Purge checkbox in order to purge information from this asset
book. It is recommended that you leave the checkbox unchecked until you are ready to
purge data from the book. You can then enable the Allow Purge option, purge your data,
then again disable the checkbox. This helps to ensure against unwanted purges of data
from this book.
GL Ledger
• Enter the ledger for which you want to create journal entries.
Allow GL Posting
• Enable if you want to create journal entries for this book. You cannot allow general
ledger posting for your budget books.
Prorate Calendar
• Use the prorate calendar with the smallest period size or resolution you need for
determining your depreciation rate. For example, you may want to use a monthly prorate

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calendar in a tax book that uses a quarterly depreciation calendar to allow finer control of
the annual depreciation amount for some monthly prorate/method combinations.
Current Period
• The Oracle Assets system will update the current period field each time the current period
is closed and the next period is opened. Keep in mind there can be only one open period
at a time for each asset book. You must set up the depreciation calendar for at least one
period before the current period.
Divide Depreciation
• Choose the method for dividing the annual depreciation amount over the periods in your
fiscal year for this book.
- Choose Evenly to divide depreciation evenly to each period
- Choose By Days to divide it proportionally based on the number of days in each
period
Depreciate if Retired in the First Year
• Choose whether to depreciate assets in this book that are retired in their first year of life.
Last Depreciation Run
• Initially defaults to the current date. Oracle Assets updates this date when you run
depreciation.

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Accounting Rules Region
Accounting Rules Region

Implementation considerations for the Accounting Rules region:
Capital Gain Threshold
• The minimum time you must hold an asset for Oracle Assets to report it as a capital gain
when you retire it. If you want Oracle Assets to report a capital gain for all assets when
you retire them, enter zero for the threshold.
Allow Amortized Changes, Allow Mass Changes
• If you want to allow amortized changes and mass changes in the asset book, make sure
these check boxes are enabled. The default when defining a new asset book has these
checkboxes disabled and it is often overlooked to enabled them when defining a new
asset book.
Create Intercompany Balancing Segments
• Check this check box if you want Oracle Assets to create intercompany journal entries
when you run the Create Accounting program.
Allow Cost Sign Changes

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• Check this check box if you want to allow the cost amount to change from a positive to a
negative amount, or from a negative to a positive amount.
Allow Revaluation
• Select Allow Revaluation, if necessary, and specify the applicable default revaluation
rules.
Allow Group Depreciation
• Select Allow Group Depreciation if you plan to use group depreciation for the book and
select the applicable group depreciation rules.

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Natural Accounts Region
Natural Accounts Region

These accounts represent values for the Natural Account segment from the accounting flexfield
associated with the ledger assigned to this Asset Book.
Implementation considerations for the Natural Accounts region:
Retirement Accounts
• You can set up your gain and loss accounts so that Oracle Assets creates individual
journal entries for each component of the gain/loss amount to separate accounts, or to a
single account for the net gain or loss. To use a single Gain or Loss account, enter the
same account value in each field. The net effect is a single journal entry.
Other Natural Account Defaults
• Enter Deferred Depreciation Reserve and Deferred Depreciation Expense accounts.
• Enter the general ledger account that you want to use as an offset account for the entry
against accumulated depreciation when you perform reserve adjustments.
Account Generator Defaults
• By default, Oracle Assets creates journal entries without cost center level detail for all
accounts except the depreciation expense account. Using the default assignments, it

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creates journal entries using the balancing segment from the expense account in the
Assignments window and the account segment from the asset category or book,
depending on the account type. The default Subledger Accounting rules use the other
segments from the default segment values you enter for the book in this field.
Subledger Accounting is discussed in more detail in the Asset Accounting module of
Release 12 Oracle Asset Management Fundamentals.
Refer to Guided Demonstrations – Define an Asset Book [LAB0350Y]

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Group Depreciation
Group Assets Overview

The Group Depreciation feature lets you easily manage financial and tax accounting on groups
of assets and handle complex transactions for group assets and their member assets by:
• Setting up logical groupings of assets (group assets) based on regulatory requirements
and your own business needs.
• Reducing data entry requirements by defining depreciation parameters for group assets
rather than at the individual asset level.
Background
• Communications companies typically own and maintain a large network infrastructure
enabling them to offer communication services to their many customers.
• Networks are constructed of many thousands of individual pieces of equipment, such as
switches, routers, cables, transmitters, etc.
• These assets often require a large capital investment and must be depreciated over their
serviceable lives.
• Collections of similar assets are often pooled together into group assets for the ease of
financial reporting.

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• A group may contain many individual assets that were placed into service in different
years, but only one depreciation account is maintained for the group.
• Depreciation is computed and stored at the group level, known as group depreciation.
Group Assets
• A group asset is a collection of member assets
• Member assets are individual assets that belong to a group asset
• You can add member assets to a group asset, or delete member assets from a group asset
• You can transfer member assets in or out of a group asset, as well as transfer member
assets between group assets
• The group asset cost is equal to the sum of all the member asset costs
• Assets are depreciated at the group level

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Group Depreciation in the Global Market
Group Depreciation in the Global Market

Companies operating across various global markets are now subject to multiple accounting
rules and tax regulations across geographical boundaries.
In many countries, the local tax regulations require companies to depreciate assets in a
composite or aggregate form as group depreciation, rather than on an individual asset basis.
Group depreciation aids accommodating many of the composite or aggregate depreciation
requirements imposed by the following global regulatory requirements:
• United States Telecomm (FCC) and Utility (FERC) compliance reporting
• United Kingdom Writing Down Allowance (WDA) compliance reporting
• Canada Capital Cost Allowance (CCA) compliance reporting
• Japanese group asset financial and compliance reporting
• Indian group asset management and compliance reporting

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Group and Member Asset Rules
Group and Member Asset Rules

In Oracle Assets, the predefined Group and Member asset rules help to simplify asset
management across your business. As such, these rules ensure tight control across capital
investments and provide real-time access to asset information, ensuring correctness of
information.
The following represent specific Asset Rules:
• A group asset and the associated member assets must belong to the same corporate book.
• The depreciation rules defined for the group asset generally supersede those of the
associated member assets. Depreciation is generally calculated and stored for the group
asset only.
• The addition of a member asset will be treated as an amortized cost adjustment to the
group asset.
• Member asset transactions, such as additions, adjustments and group reclassifications, are
treated as amortized adjustments. Expensed adjustments are not allowed for group assets.
• The group asset date placed in service is used to determine when depreciation starts for
the group asset. This date cannot be updated after depreciation has started for the group
asset.

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• Member assets can be added with a date placed in service that is different than that of its
group asset, but a member asset date placed in service may not be older than the
date placed in service of the group asset.
• If a member asset is added with a prior period date placed in service, the system will treat
the member asset addition as an amortized cost adjustment to the group asset from the
date placed in service of the member asset. Also, Oracle Assets automatically submits
the Process Group Adjustments concurrent program to calculate the prior period
depreciation expense for the group asset. You must acknowledge the message containing
the request number of the program submission.
• When you add a CIP member asset to a group asset, the CIP member asset cost is not
added to the group asset until the CIP member asset is capitalized, with one important
exception. The exception occurs when you check the Allow CIP Depreciation in the
Group Assets check box on the Book Controls window. You may add the CIP member
asset cost to the group asset by setting the Depreciate in Group option on the Source
Lines window.
• Unplanned depreciation is only available for member assets with the Member Asset
Tracking option set up for the associated group asset.
• Cost is stored and tracked at the member asset level and summarized to the group asset.
• Accumulated depreciation is generally stored and tracked for the group asset only.
• The asset cost is posted to General Ledger in the period the member asset is added.
Depreciation expense is posted to General Ledger from the group asset only, even when
member asset tracking is enabled.

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Set Up Group Assets
Set up Group Assets

To set up group assets in the Book Controls window:
1. Open the Book Controls window.
2. In the Class field, select Corporate. You can only create group assets in a corporate book.
3. Select the Accounting Rules tabbed region.
4. You must check the Allow Amortized Changes check box before creating group assets in
the book.
5. You must check the Allow Group Depreciation check box before creating group assets in
the book.
• If group assets are not allowed in the tax book, mass copy results in the following:
- If you allow group assets in the associated corporate book: The group asset will not
be copied to the tax book. All member assets will be copied to the tax book as
standalone assets.
- If you do not allow group assets in the associated corporate book: No group asset is
allowed in either the corporate or tax books.
• If group assets are allowed in a tax book, mass copy results in the following:

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- If you allow group assets in the associated corporate book: The group and member
assets will be copied to the tax book based on the mass copy options in the Tax
Rule tabbed region.
- If you do not allow group assets in the associated corporate book: No group asset is
allowed in either the corporate or tax books. In Oracle Assets, any asset must exist
in the corporate book before being added to the tax book. A group asset is no
exception to this rule. Therefore, a group asset must be allowed in the corporate
book in order to be copied to the tax book.
Note: Mass Copy does not copy group reclassification transactions that are performed when
changing member assets' group assignment. Mass Copy does not copy an type of group
adjustment, including group reserve transfer, group retirement adjustments, and group
unplanned depreciation.
6. Optionally check the Allow CIP Members in Group Assets check box to enable adding
CIP assets to group assets. If this check box is not checked, you will not be able to add a
CIP asset to a group asset, even if you have set the default group asset on the Default
Depreciation Rules window on the Categories form. If the Allow CIP Members in Group
Assets check box is unchecked, the Allow CIP Depreciation in Group Assets check box
is disabled. Once the Allow CIP Members in Group Assets check box is checked and
saved, you cannot uncheck it.
7. You must check the Allow CIP Depreciation in Group Assets check box to depreciate the
CIP asset cost for member assets.
8. Optionally check the Allow Member Asset Tracking check box to enable member asset
tracking for the depreciation book. Once the check box is checked and saved, you cannot
uncheck it.
9. You must check the Allow Intercompany Member Asset Assignments check box if you
want to allow member assets to have balancing segment values that are different than the
balancing segment value of the group asset. If the check box is unchecked for a particular
depreciation book, you cannot set up member asset tracking for that book.

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Assigning Member Assets to Group Assets
Assigning Member Assets to Group Assets

You can assign a member asset to a group asset using the following three options:
• The Asset Workbench to assign an asset to a group asset.
• An asset category that is assigned to a group asset.
• The Prepare Mass Additions process to assign an asset to a group asset.
Detail Additions:
(N) Assets > Asset Workbench
1. Query the member asset you want to assign to a group asset.
2. In the Books window, enter the book.
3. On the Group Asset tabbed region, enter the group asset number in the Group Asset field.
4. Save your work.
Note: The Reduction Rate field is enabled for the member asset whenever it is enabled for the
group asset, and it defaults to the reduction rate setup of the group asset. You can override
the default reduction rate for each transaction.
Mass Additions

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(N) Mass Additions > Prepare Mass Additions
1. Query the member asset you want to assign to a group asset.
2. In the Mass Additions window, enter the group asset number in the Group Asset field.
3. (B) Done.
Asset Category
You can also enter the group asset number in the category default rules when setting up a new
category. All new assets for this category will be member assets of the group asset entered in
the category.

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Group Asset Reserve Transfer
Group Asset Reserve Transfer

You can use a reserve transfer to transfer all or part of the reserve from one group asset to
another.
(N) Assets > Asset Workbench
1. Query the group asset from which you are transferring a reserve amount.
2. Choose the Transfer Reserve button.
3. Enter the transfer amount and the destination group asset number.
Refer to Practice – Set Up Group Assets [LAB3E88Y]

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Energy Assets
Energy Assets
Oracle Energy Assets addresses the financial and reporting requirements of the oil and gas
industry. The oil and gas industry accounts and reports asset information based on a two-level
parent (field) and child (wells) structure.
Asset information is:
• Captured at the lower level.
• Summarized to a higher level at which operations, queries and reporting are done.
Operations include:
• Depreciation calculation
• Overriding Oracle Assets-calculated depreciation
• Calculating gain and loss on retirement
• Transfer of costs and reserve
• Impairment
Depreciation Methods
Oil and gas companies use unit-of-production and life-based methods based on a depreciation
basis defined as Net Book Value (NBV) over the net remaining reserves for the Energy Units

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of Production method, or the net remaining life for the Energy Straight-Line method. The
assets in a hierarchy are transferred along with its reserve to another hierarchy. When an asset
is transferred, the source asset hierarchy is decreased by the transferred amount(s), and the
target asset hierarchy is increased by the transferred amount(s).
Energy companies also recognize impairment expense at the parent level.
Energy Assets uses the following two methods to calculate energy depreciation:
• Energy units of production
• Energy straight line

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Security by Book
Security by Book
Prior to Security by Book, unless your Oracle Assets installation was Multi-Org enabled, there
was no way to restrict user access to query and update information pertaining only to those
users' asset books. Users could access any asset book on the system. Thus, the power and
flexibility of having each department in a large organization have its own asset books was
mitigated because each departments' staff could still query and update possibly sensitive data
in other departments.
Oracle Assets's Security by Book feature makes use of a Security Profile that is attached to a
responsibility to determine which records are available to holders of that responsibility. The
Security Profile acts as the 'glue' between an organization and a responsibility. To set up a
security profile that permits access to asset books of certain organizations only, you make use
of organizational hierarchies.

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Organizations and Security by Book
Organizations and Security by Book

An organization hierarchy can have more levels than are represented in the example above.
Oracle UK could be a subordinate of another organization or other organizations could be
assigned as subordinate to either of the divisions.
Organization hierarchies show reporting lines and other hierarchical relationships among the
organizations in your business.
A security profile allows you to control access to Oracle Assets through responsibilities that
you create and assign to users of the system. Users can sign on to Oracle Assets only through
the responsibilities that you give them. Their responsibilities control what they can see and do
in the system. A responsibility always includes a security profile, which you associate with a
work structure such as an organization hierarchy.

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How Security by Book Is Used within Process Flow
How Security by Book Is Used within Process Flow

• Users can view and update information based on the responsibility to which they are
assigned.
• You can have individual corporate books and their associated tax and budget books
accessible only by one responsibility or by several responsibilities.
• You can also construct a hierarchical structure in your security model, in which a given
responsibility can access all books belonging to one or more responsibilities.

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Security by Book Setup Steps

From Oracle Assets, N > Setup > Security > Organization > Description
From HR, N > Work Structures > Organization > Description
Define your Organizations
If you are creating a fresh installation, you will need to define your organizations from the
beginning. However, if you are working on a migration to 11i or above, organizations may
already exist. Thus, the question is whether or not you want to use the existing organizations as
your asset organizations or create completely new and different organizational hierarchies.
Oracle Human Resources includes a predefined organization named Setup Business Group. We
recommend that you modify the definition of this predefined business group rather than
defining a new one. If you define a new business group instead of modifying the predefined
Setup Business Group, you need to set the HR: Security Profile profile option to point to the
security profile for the new business group. Oracle Human Resources automatically creates a
security profile with the business group name when you define a new business group. Oracle
Human Resources incorporates all other organizations you specify into the business group you
define.

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Oracle Human Resources uses organization classifications to determine the type of
organizations being set up. To flag an organization for use in Oracle Assets, you enable the
Asset Organization classification. An asset organization is an organization that allows you to
perform asset–related activities for specific Oracle Assets books. Oracle Assets uses only
organizations designated as asset organizations. To set up these asset organizations (or modify
existing organizations and convert them into asset organizations), you will need to use the
Organization form. The organization form can be accessed via Oracle Assets or, if you are an
Oracle Human Resources customer as well, via the Oracle Human Resources responsibility.
Note: You cannot assign one book to two different organizations. For example, if you assign
Tax Book A to the Oracle Manchester organization, you cannot assign it to the Oracle London
organization as well. When you attempt to assign Tax Book A to Oracle London, the book will
be saved as expected, but the Oracle Manchester organization will no longer be able to access
Tax Book A!
Note: You can assign a corporate book and its associated tax book to two different
organizations. However, if you want to perform a Mass Copy, the user must access the
organization that is assigned to the tax book.
Specify the Hierarchy
The hierarchy specifies the relationships between each of the asset organizations. From the
Hierarchy form, you can create your organizational hierarchy. You need to define the top
organization in the hierarchy and at least one organization subordinate to it.
Set Up Security Profiles
Once the organizations have been created and assembled into a hierarchy, you are prepared to
set up the Security Profiles. The Security Profile is linked to the user's responsibility and
business group and determines which asset books are available to holders of the responsibility.
If you do not set up the Security Profiles correctly, Security by Book will not function. Why?
Because a Security Profile holds together the responsibilities and the organizations. Without
the security profile, all responsibilities can access all organizations.

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Run the Security List Maintenance Program
Once you have defined all of the Security Profiles, you must run the Security List Maintenance
program. This program is not a report, so there should not be any output expected. The
Security List Maintenance program updates the List of Values with the appropriate books. This
is a critical step, as it completes the organization and security profile setup.
You should schedule it to run every night to take account of changes made during the day.
Create Responsibilities
Once you have created your organizations, assembled them into hierarchies and created their
appropriate Security Profiles, you are prepared to create the Responsibilities. A responsibility
determines if the user accesses certain Oracle Applications, which applications functions a user
can use, which reports and concurrent programs the user can run, and which data those reports
and concurrent programs have access to. Each application user is assigned at least one
responsibility. Since Responsibilities cannot be deleted, the Effective Date must be adjusted to
enable/disable them. This process is typically performed by the Oracle Systems Administrator
only.
Attach Security Profiles to Responsibilities

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Once you have created your responsibilities, you may then attach the security profiles to each
responsibility. This effectively links the organization and responsibility via the security
profiles. This process is typically performed by the Oracle Systems Administrator only.
Assign Responsibilities to Users
The final step in the Security by Book setup is to assign the various responsibilities to your
users. You can create a userid/password for each of your fixed assets users and assign them the
appropriate responsibilities through the System Administrator responsibility.
Refer to Demonstration - Security by Book Setup [LAB0351Y]
Refer to Practice - Review Security by Book Setup [LAB0379Y]

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Troubleshooting Security by Book
Troubleshooting Security by Book

You have set up the Security by Book feature, yet for some reason… your security by book
setup does not seem to be working. This section lists some possible avenues that you may wish
to investigate:
• Functionality review. The Security by Book feature enables you to designate an
organizational hierarchy in which the assets of an organization can only be seen by (a)
the parent organization and (b) itself. For example, if you are in Headquarters, you should
be able to see all assets and select all books in the organization.
• An Orphan Organization. You may set up and define any number of organizations and
include as many of them as you wish in the hierarchy. If you set up the organizations but
accidentally leave a location out of the hierarchy, you will be able to see that location's
assets from everywhere in the hierarchy. Make sure that your hierarchy is set up as you
planned.
• Leaving out the Security List Maintenance program. This program populates the LOV's
with the appropriate information. If you miss this important step, your LOV's will not
show the correct books that are available for each organization to access.

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• Viewing additional books. If there is a book that already exists on the system and you
have not assigned that book to a particular organization, all organizations will be able to
see the book and its assets. For example, if you are able to view Oracle UK's corporate
book from Oracle Manchester, you may want to check the Organization form and query
up Oracle UK to ensure that the book was associated with the organization properly.

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Implementation Considerations for Security by Book
Implementation Considerations for Security by Book

Consider the following questions regarding use of the Oracle Assets Security by Book feature:
• Do you need to limit access to asset books?
• Do all your books need security?
• How do you want to organize security?
• Who will update security?
• Do Reporting Currencies reporting books need security?

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Summary

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Asset Books

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Asset Books EDU34BBY

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Asset Books EDU34BBY

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Asset Books EDU34BBY

Copyright © Oracle, 2007. All rights reserved.

Asset Books EDU34BBY

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Asset Books EDU34BBY

Asset Books Positioning

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Asset Books EDU34BBY

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Asset Books EDU34BBY

Asset Books Regions

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Asset Books EDU34BBY

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Asset Books EDU34BBY

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Asset Books EDU34BBY

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Asset Books EDU34BBY

Accounting Rules Region

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Asset Books EDU34BBY

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Asset Books EDU34BBY

Natural Accounts Region

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Asset Books EDU34BBY

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Asset Books EDU34BBY

Group Assets Overview

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Asset Books EDU34BBY

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Asset Books EDU34BBY

Group Depreciation in the Global Market

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Asset Books EDU34BBY

Group and Member Asset Rules

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Asset Books EDU34BBY

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Asset Books EDU34BBY

Set up Group Assets

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Asset Books EDU34BBY

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Asset Books EDU34BBY

Assigning Member Assets to Group Assets

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Asset Books EDU34BBY

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Asset Books EDU34BBY

Group Asset Reserve Transfer

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Asset Books EDU34BBY

Asset Books EDU34BBY

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