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BEN Reports Definitions - BEN Assets Reports

These reports display asset information extracted from the BEN Assets system in BEN Financials. If you already have access to BEN Assets, you will automatically inherit access to these reports within the BEN Reports application. If you do not have access to BEN Assets, and would like to access one or more of the BEN Assets Reports, them you must complete Knowledge Building online training and submit a BEN Reports Access Request Form. Note: once access is granted, you will have the capability of retrieving information on all assets from within the University.

Overview

Ready for Tagging: This report identifies assets with a Tagging Status of “Ready for Tagging”. This report can assist the school/center Tagging Contact in locating and tagging assets for verification in BEN Assets. The report can be downloaded to an Excel spreadsheet, where it can be used to record the tag number and tagging date which will be entered in BEN Assets. The report can also be used to verify asset information such as model number, serial number, etc., with the information in BEN Assets to identify any changes needed to the information in the system..

Asset Additions: This report identifies asset acquisitions for a specified time period, by Major and Minor category, along with asset attributes and related invoice detail.

Report of Assets: This report identifies active (non-retired) assets based on parameters entered by report requestor. This report can assist the School/Center with asset inventory, identification and location.

Assets with Invalid Attributes (Custodian, Tagging Contact, Location or Resp ORG): This report identifies those assets whose Custodian, Tagging Contact, Asset Responsible ORG and/or Location are invalid, and need to be corrected in BEN Assets.

Untaggable Assets: Identifies moveable assets that have been designated as ‘untaggable’ in BEN Assets.

Assets not Found During Inventory: Identifies assets with “Found During Inventory?” value of “N” that have not been retired in BEN Assets. This report can assist in monitoring assets identified as having been not found during the inventory to ensure that all such assets are subsequently located or appropriately retired.

Retired Assets: Identifies asset retirements for a specified time period, by Major and Minor category, along with asset attributes and related invoice detail.

Parameters

BEN Assets reports utilize some or all of the following parameters. You may type exact values directly into the fields provided, or click the icon to the right of the field to access a list of possible values. For date fields, be sure to enter the values in DD-MON-YYYY format (e.g., 01-JUL-2007, to designate July 1, 2007). The individual screens will indicate whether parameters are optional.

  • Assets Created from; Assets Created through
  • Assets Retired from; Assets Retired through
  • Asset Responsible Center
  • Asset Responsible ORG
  • Building
  • Custodian
  • Category Major (e.g., BUILDING, FIXED, LAND, MOVEABLE). Note: Category Major will typically default to 'MOVEABLE', but may be changed at time of report execution.
  • Tagging Contact
  • Tagging Date since

Definitions

BEN Assets reports include descriptive information about the assets retrieved, as appropriate to the purpose of the report. You'll find some or all of the following elements in the various report results, and their Excel output.

Account segments:  The account segments which make up the 26-digit account combination used in the Accounts Payable transactions for the asset. The segments presented are Payables COA CNAC, Payables COA BC, Payables COA ORG, Payables COA Fund, Payables COA Object, Payables COA Program, and Payables COA CREF. NOTE: For records created in the legacy Property Management System prior to the March 2008 implementation of BEN Assets the Account segments field may be null.

Accumulated Depreciation: The depreciated amount of the asset as of the prior month-end.

Acquisition Cost: The total acquisition cost of the asset, reflecting original cost (whether for for items acquired through the accounts payable process or those added manually), plus any subsequent changes made within the BEN Assets system.

Asset Clearing Object: The object code used in the asset clearing account for the category.

Asset Cost Object: The object code used in the asset cost account for the category.

Asset Creation Date: The date the asset record was created in BEN Assets.

Asset Description:  The description of the asset..

Asset Number:  The unique identifier for an asset..

Asset Resp ORG Enabled: Indicates whether the ORG_CODE may be used in BEN Assets transactions.

Asset Responsible Ctr, ORG: The School/Center and organization responsible for managing the asset.

Building Name: The building where the asset resides.

Category Major, Category Minor: The major and minor segments of the category code.

Custodian (Name, Penn ID, Phone): Includes the asset custodian’s full name and Penn ID, as stored in BEN Financials. Also includes the asset custodian’s phone number, as entered into Internet Procurement at the asset’s point of purchase, or updated in the BEN Assets system.

Custodian Active: Indicates whether or not the custodian is considered active in BEN Financials and may be associated with assets.

Date Placed in Service: The date on which the asset was placed in service.

Date Retired: The date on which the asset was retired. Note: this date is used in depreciation and gain/loss calculations.

Fixed Asset Cost: The asset cost, as imported on the source line from Oracle Payables. Note that multiple source lines may comprise the total cost. This column does not include any cost changes made in BEN Assets once the item has been imported from Oracle Payables.

Gain Loss Amount: The amount of gain or loss resulting from the retirement.

Last Inventory Date: The date as of which the asset was last inventoried.

Life in Months: The useful life of the asset, measured in months.

Located During Inventory: Indicates the status of the asset as a result of inventory.

Location Combination: The building-floor-room code combination of the asset's location.

Location Enabled: Indicates whether the location may be used in BEN Assets transactions.

Manufacturer Name: The name of the manufacturer of the asset. Note: The manufacturer name may be different from that of the asset supplier.

Model Number: The model number of the asset, as designated by the manufacturer.

Net Book Value: The net book value of the asset. Net book value is calculated as asset cost less depreciation reserve.

PO Number:  The purchase order number under which the asset was acquired.

Remaining Life: The remaining useful life of the asset, calculated as the Life_In_Months minus the difference between the depreciation start date and the period close date.

Retirement Reason: Indicates the reason the asset was retired (e.g. lost, sold, etc.).

Retirement Type: Indicates whether the asset was partially or fully retired.

Serial Number: The serial number of the asset, as designated by the manufacturer.

Tag Number: The number on the tag physically affixed to the asset.

Taggable Status: Indicates whether or not an asset has been tagged. Note: newly created assets default to a status of READY FOR TAGGING..

Tagging Contact (Name, Penn ID, Phone): Includes the asset tagging contact’s full name and Penn ID, as stored in BEN Financials. Also includes the asset tagging contact’s phone number, as entered into Internet Procurement at the asset’s point of purchase, or updated in the BEN Assets system.

Tagging Contact Active: Indicates whether or not the tagging contact is considered active in BEN Financials and may be associated with assets.

Tagging Date: The date when the tag was physically applied to the asset, or the asset was determined to be untaggable.

Units Assigned: The number of units currently associated with the asset.

Units Retired: The number of units retired.

Vendor Number, Vendor Name:  The unique identifer and name of the asset supplier, as stored in BEN Financials.


BEN Reports Navigation

If your browser’s Back button does not appear when you are viewing a report, use your browser’s View / Toolbars feature to make it visible. In Internet Explorer, enable Standard Buttons; in Firefox, enable the Navigation Toolbar.

  • To return to the BEN Reports main menu from any screen, click on the BEN Reports logo in the upper left corner of the screen.
    • Although the BEN Reports logo in the upper left corner of the screen is a link, the one in the lower left corner is not.
    • This link takes you to the BEN Reports main menu, not to the BEN Assets Reports menu.
  • You can use your browser’s Back button to move back to the parameter screen.

If you notice any problems with the data in any of these reports, please send e-mail to benreports@pobox.upenn.edu.


 

University of Pennsylvania
Last modified:  2 January 2008