How do I access the Capital Access Confirmation Tool?
In order to access the Fixed Asset Confirmation Tool
, you can log into with your Drexel One user ID and password. The application will default to a splash page stating that "The Journal Entry Workflow has moved....". You need select from the "Applications" menu at the top of the page the "Fixed Asset Confirmation" option. You will then be brought to a list of your assets that require confirmation.
How do I confirm my fixed assets?
The custodian is responsible for reviewing and updating all of the fixed asset details for each asset on their list. Many of the fields in the fixed assets system have incorrect or outdated information. As such, we highly encourage you to change the descriptions of the assets to be as clear as possible and to update serial and model numbers, manufacturers, part numbers to the extent possible. If you want to dispose of an asset, please update the condition to “DS-Disposed/Junked”. These are the only assets that will be written off the University’s fixed asset system. All other condition codes will be treated as if the asset is still in use. Please also verify the accuracy of the org code, location and custodian. There is also space available to make comments to General Accounting about the asset.
We also encourage you to validate the Asset ID/PTAG number associated with your asset. The last six digits of the Asset ID/PTAG number should equate to the numbers on the bar code tag. If this tag number is different, please add the correct number to the comments field of the asset and include the correct tag number. We will update this in the Banner fixed asset system during FY 2019.
If you don’t have any edits to make, simply click the “Confirm” button. Once you confirm the asset it is removed from your list and General Accounting receives the notice that the asset was confirmed. They will then update the last inventory date in Banner for future reference.
If you do have edits, click on the “Edit” button. The “Edit” box will allow you to update any of the fields in the bottom portion of the pop-up window.
If you are confirming an asset that requires editing and the org code is terminated, you will be required to update the existing org code to a valid org. The same requirement exists for an asset being edited that has a custodian that is no longer employed at the University. You will need to change that to a valid person. Both the org fields and the custodian fields are dynamic, meaning you can type a portion of the org number or description or new custodian name and it will bring back the closest match.
In the “Edit” box, you have three options:
1) “Cancel” – This will delete any updates you have made while in the “Edit” box.
2) “Save and Confirm” – This is what you will use when you are sure that all of the information is correct and you have NOT changed the custodian. Clicking this button will remove the asset from your list.
3) “Save Changes” – This option should be used to change the custodian if you were erroneously assigned as the asset custodian. It will not confirm the asset, but move it to the custodian you named queue. The new custodian will be notified through mass email reminders, like this one, that they have records to review. Note: Due to the number of potential custodian changes we opted not to send an email notification to the custodian after every asset reassignment.
Can I assign a proxy to assist with the confirmations?
The custodian has the ability to assign one proxy to assist with the confirmations. The person in the financial manager role can also assign one proxy. If the proxy confirms any asset it is removed from the list in the same way as if the custodian or financial manager completed the confirmation. There is no approval or review required of a proxy.
How do I assign a proxy?
To assign a proxy as the custodian or financial manager, you can click the “Add Proxy” button at the top of the screen. You will then be presented with a pop-up box and then you can search for the name of the employee you would like to assist you with the confirmation process.
What does the “Confirm All” button do?
The “Confirm All” button should not be taken lightly. This button should only be used after you have completed a thorough review of your assets and made updates using “Save Changes”. This will submit all of the assets that you are assigned as confirmed.
What does the “Export All Records” button do?
If you click on the “Export All Records” button, you will trigger a download of all the assets that have been assigned to you for review. At this time we don’t have the capacity to load your changes from a file, but plan to have that option in the future.
What if I reassigned a custodian and accidentally clicked “Save and Confirm”?
If you mistakenly confirmed an asset that was changed to a new custodian, please email firstname.lastname@example.org with the Asset ID/P-TAG #, description of asset and the name of the custodian you put on the asset record. General Accounting can return the asset and that will put it in the new custodian’s confirmation queue. General Accounting can return any asset back to the original custodian or the reassigned custodian as necessary.
My Asset had a new bar code tag assigned and I don’t see that listed as my Asset ID/PTAG?
Duff and Phelps retagged assets with Drexel University bar code tags during the FY 2017 inventory. We have updated Asset ID/PTAG#s in the system based on their inventory, but are finding that there are some data integrity issues. Due to the volume of the assets inventory we are trying to ensure that the Asset IDs/PTAG numbers are as accurate as possible going forward. We are encouraging everyone to validate the Asset ID/PTAG numbers and where you have a discrepancy to note that in the comments section with the Drexel University bar code tag number. If you don't have a bar code tag, please provide whatever tag number is appearing on the asset.
We are also aware that Duff and Phelps tagged many items that were not capital. As such, you may have assets with a tag that is not on your confirmation list. You should only be concerned with assets on the list requiring confirmation. Duff and Phelps used the manufacturer's suggested retail price in today's dollars and if it exceed $5,000 they tagged the asset. This was not appropriate as General Accounting only capitalizes an asset if the invoiced cost is in excess of $5,000 and we do that in the year of purchase. If you are concerned about something that is tagged that is not on your confirmation report, email email@example.com and we will validate the list provided during the inventory.
How do I change the location code assigned to the asset?
You can change the location code assigned to the asset during the confirmation process using the tool by clicking the "Edit" button next to the asset. A pop-up box will then appear with all of the asset details. You will need click on the box under the word "Location" and then click the "x" that appears to the right. That will delete the current location. If you wanted to update the location to Nesbit Hall, Room 106, you would enter in the field "00%Nesbit" (without quotation marks) in the box. You will see a drop down list of all the rooms in Nesbit that you can select from. During FY 2017, we added to Banner all of the location codes that the FM space management system utilized. As part of the confirmation process you may want to update the location using the new codes which are clearer and will help us find your assets during future inventories.
What data related to the asset am I able to update?
The Fixed Asset Confirmation Tool allows you to update the following data elements: condition code, model #, serial #, custodian, location code, org, description of asset, manufacturer, and room number. A comment field is also available for other items you with to let General Accounting know about. Changing a custodian, location or org all work the same way. You just click on the field and a drop down appears in which you can select the appropriate person, org or location. For the other fields, they are just text fields and some are subject to data limits. The condition code is the most important field and only those assets marked in the tool as "DS - Disposed/Junked" will be written off.
If the last six digits of the Asset ID/PTAG code do not match the tag on your asset, please note that in the comments section and include the correct tag number and we will update in the Banner Fixed Assets system. If you have questions about making edits to an asset contact firstname.lastname@example.org