Understanding Mass Additions

Client and Business Case - One of my clients (Oil and Gas - Retail) who implemented Oracle Assets needed a simpler way to:
1. Convert Fixed Assets data from legacy system for Go-Live
2. Add new assets or cost adjustments from other (Oracle or Non Oracle) systems to the Oracle Assets system automatically without reentering the data

Mass Additions - The Mass Additions process lets you:
1. Load (convert) assets automatically from an external source. You can review new mass addition lines created from external sources before posting them to Oracle Assets. You can also delete unwanted mass addition lines to clean up the system.
2. You can also load (convert) asset data into Oracle Assets using the Create Assets Feature in the Applications Desktop Integrator (ADI), which allows you to import data from an Excel spreadsheet.
3. Maintian Assets data - The mass additions process lets you periodically add new assets or cost adjustments from other systems (like Oracle AP, Oracle Projects ) to your Asset system automatically without reentering the data.

Mass Additions Features:

1. Review Mass Additions - Clients can review newly created mass addition lines for entering additional mass addition source, descriptive, and depreciation information, assign the mass addition to one or more distributions, or change existing distributions. Once the mass addition is ready to become an asset, change the queue to POST. On Posting Mass to FA this mass addition becomes an asset. The Mass Additions post program defaults depreciation rules from the asset category, book, and date placed in service which can be overridden

2. Add to Existing Asset - Clients can add a mass addition line to an existing asset as a cost adjustment. Choose whether to change the category and description of the existing asset
to those of the mass addition and whether to amortize or expense the cost adjustment. When one changes the queue name to POST for a mass addition line which is being added to an existing asset, the queue name is changed to COST ADJUSTMENT. This makes it easy to differentiate between adding a new asset or adjusting an existing asset.

3. Merge Mass Additions - Clients can merge separate mass addition lines into a single mass addition line with a single cost. The mass addition line becomes a single asset when one
Posts Mass Additions. One can only merge mass additions in the NEW, ON HOLD, or user–defined hold queues. Choose whether to sum the number of units. When one posts the merged line, the asset cost is the total merged cost.

4. Split Mass Additions - Clients can split a mass addition line with multiple units into several single unit lines. The original line is put in the SPLIT queue as an audit trail of the split. The resulting split mass additions appear with one unit each, and with the same existing information from the source system. Each split child is now in the ON HOLD queue which can be reviewed to become a separate asset.

5. Post Mass Additions to FA - Use the Post Mass Additions to FA program to create assets from mass addition lines in the POST queue using the data entered in the Mass Additions window. It also adds mass additions in the COST ADJUSTMENT queue to existing assets.

6. Clean Up Mass Additions -The Delete Mass Additions program removes mass addition lines in the following queues:
• Mass additions in the SPLIT queue for which child mass addition lines created by the split has already been posted.
• Mass additions in the POSTED queue that have already become assets
• Mass additions in the DELETE queue.

7. Create Mass Additions from Invoice Distributions in Payables - Mass Additions adds assets and cost adjustments directly into FA from invoice information in Payables. The Create Mass Additions for Oracle Assets process sends valid invoice line distributions and associated discounts from Payables to an interface table in FA. One reviews them in and determines whether to create assets from the lines.

Pre-requisites steps for seemless Mass Additions Process:

1. Register the Accounts - Account Type Must Be Asset: Register the clearing accounts to be used as Asset accounts. The create mass additions process selects Payables invoice line distributions charged to clearing accounts with the type of Asset.
Define Valid Clearing Accounts in FA: For each asset category in FA for which invoice line distributions are to be imported from Payables, define valid asset clearing and construction–in–process clearing accounts. These accounts must be of type Asset. The create mass additions
process only imports lines charged to accounts that are already set up in asset categories.

2. Define Items with Asset Categories - Clients can define a default asset category for an item in Purchasing or Inventory. Then when one purchases and pays for one of these items using
Purchasing and Payables, the mass additions process defaults this asset category. If mass addition lines for an item are to appear in FA with an asset category, Cleints must:
• Define a default asset category for an item in the Item window in Purchasing or Inventory
• Create a purchase order for that item
• Receive the item in either Purchasing or Inventory
• Enter an invoice in Payables and match it to the outstanding purchase order
• Approve the invoice and Post the invoice to GL
After cleint runs create mass additions, the mass addition line appears with the asset category specified for the item.

3. Enter Invoices in Payables - While entering a new invoice in AP, charge the distribution to a clearing account that is already assigned to an asset category. The line amount can be either positive or negative.

4. Units - If one enters a PO with multiple units and match it completely to an invoice in payables, the Create Mass Additions process uses the number of units specified by the original PO for the mass addition line. Mass addition lines created from invoices entered directly into AP without matching to a PO default to one unit. After one approves and posts the invoice in AP, run the Create Mass Additions process to send valid invoice line distributions to FA.

5. Handle Returns: Clients can easily process and track returns using mass additions.

6. Conditions For Asset / Expensed Invoice Line Distributions To Be Imported - For the mass additions create process to import an invoice line distribution to FA, these specific conditions must be met:
• The line is charged to an account set up as an Asset account. (Expense in case of expense asset)
• The account is set up for an existing asset category as either the asset clearing account or the CIP clearing account
• The Track As Asset check box is checked. (It is automatically checked if the account is an Asset account)
• The invoice is approved and The invoice line distribution is posted to Oracle GL from AP
• The GL date on the invoice line distribution is on or before the date specified for the create program
• AP must be tied to the same GL SOB as the corporate book for which one want to create mass additions

7. Running the Create Mass Additions For FA Program in Payables - Clients can run Create Mass Additions for FA as many times as during a period. Each time it sends potential asset invoice line distributions to FA. AP ensures that it does not bring over the same line twice.