Mass Additions Create FAQ's:
1. How often can you run Mass Additions Create during an open period?
A: You can run Mass Additions Create as often as you like during an open period. You should run the create program regularly so that you do not have an excessive number of invoice distributions to review at one time.
2. What data is transferred when an invoice line becomes a mass addition line?
A:There is confusion over the actual data that is sent from the invoice line into the mass addition line.Here is a quick guide to the important fields that exist on the Prepare Mass Additions form and what they represent:
Invoice Number - This defaults from the invoice header.
Line Number - This defaults from the invoice distribution line number.
Queue - All Mass Additions from AP come in on the NEW queue.
Description - This corresponds to the invoice line distribution description. One mass addition line is created per invoice distribution.
Units - If the invoice is not matched to a purchase order then mass addition lines will be created with a default of one unit.
Cost - This will match the invoice line distribution amount.
Category - This will ONLY be populated if the item on your invoice line is defined in Oracle Inventory with a default category. Normally this field is NULL.
Supplier Name and Number - These default from the invoice header.
PO Number - This will be populated if the invoice is matched to an Purchase Order.
Source Batch - This will be populated if you entered a Batch Name when as a Parameter when running the Payables Transfer to GL.
Project Number - This will contain the Project Number if the line came from Oracle Projects.
Task Number - Oracle Projects field.
Create Batch - This number represents the concurrent request id of the Create Mass Additions run that created the line.
Create Date - This is the same as the invoice date.
Source System - This is how we can tell where the line originated e.g. Oracle Payables.
Invoice Date - This is populated from the invoice.
Clearing Account - This will contain the invoice line distribution GL Account that would correspond to an existing Asset Categories Clearing Account segment.
Asset Type - This is defaulted from the asset category - e.g Capitalized if the invoice line matched an Asset Clearing Account and Expensed if the invoice line was an expensed item that was tracked as an asset.
Book - This is defaulted from the book that Mass Additions Create was run.
Depreciate - This is automatically checked if the asset type is capitalized and not checked if the mass addition line is of type Expensed.
Date in Service - This depends on the sysdate.
3. Mass Addition Lines have been created but the log file shows a warning about the number of units being invalid. What does this mean?
A: If an invoice is not matched to a Purchase Order then Mass Additions Create will always create a mass addition line with one unit and you would get a warning in the log file along the lines of:
Invoice ID: 119788 Distribution Line Number: 10 Warning!
Warning: Invalid Units. Mass Additions created with 1 unit
Cause: The invoice line from which you created a mass addition has units greater than the limit of 9999, null units or fractional units.
When an invoice line is not matched to a Purchase Order, the units associated with the invoice line are NULL. In Oracle Assets, the units column is required to permit the assignment of depreciation expense account distributions. Therefore a default value of 1 is assigned to these lines.
4. How is the DPIS for the mass addition line determined?
A: You may expect that the date placed in service should be the invoice date, however this is not true.
If the sysdate is in the current open period, the default date placed in service is the calendar date you enter the asset. If the calendar date is before the current open period, the default date is the first day of the open period. If the calendar date is after the current open period, the default date is the last day of the open period. You have the choice of accepting this date or entering any other date in the current accounting period or any prioir period. You can never add assets with a future DPIS. You can change the DPIS at any time. If you change it after depreciation has been run, Oracle Assets treats this as a financial adjustment and the depreciation reserve is recalculated accordingly.
5. What is the 'Track As Asset' flag for on the invoice line?
A: If you enter an Asset account on the invoice line, then the track as asset flag will automatically be checked. However only Asset accounts that are setup as asset clearing accounts are accepted by the Mass Additions Create Program.
If you want to send expensed lines over to Assets i.e. lines that will become expensed assets and not depreciate then you can manually check the Track as Asset box and these will be picked up by the Mass Additions Create program as Expensed lines.
6. Can I create Mass Addition lines from invoices in AP that were submitted for approval but placed on hold?
A: Invoice lines with certain types of holds can still be sent to Oracle Assets. For details on the different types of holds please review Appendix E in the Oracle Payables User Guide.
7. How To Run Mass Additions Again In AP For Data Already Flagged For FA?
A: You need to run the Create Mass Additions Process again but the standard process for running Create Mass Additions is that once it is run, it can not be run again. The Create Mass Additions process flags the invoice distributions as already tested for FA, and will not pick them up the next time it is run. The question is how can you update the data to allow the process to run again. Please contact Oracle Support Services for assistance updating tables using SQL
8. Mass Additions Create created duplicate lines. How did this happen?
A: The problem could be the fact that several Mass Additions Create Programs were submitted in parallel and the Concurrent Program Definition for the executable APMACR is not incompatible with itself.
Login to System Administration responsibility and set the program to be incompatible with itself under concurrent>program>define. Auto Install does not set the incompatibility of this program.
9. How is the PO information transferred to FA?
A: If you created an invoice based on a PO then FA will take this information from AP.
However, if your PO and your invoice are not associated in AP and you just need to add the PO number or other data then you will need to enter this information in the descriptive flexfields. You can only use ATTRIBUTE column from 1 to 15 in FA_MASS_ADDITIONS.
1. How often can you run Mass Additions Create during an open period?
A: You can run Mass Additions Create as often as you like during an open period. You should run the create program regularly so that you do not have an excessive number of invoice distributions to review at one time.
2. What data is transferred when an invoice line becomes a mass addition line?
A:There is confusion over the actual data that is sent from the invoice line into the mass addition line.Here is a quick guide to the important fields that exist on the Prepare Mass Additions form and what they represent:
Invoice Number - This defaults from the invoice header.
Line Number - This defaults from the invoice distribution line number.
Queue - All Mass Additions from AP come in on the NEW queue.
Description - This corresponds to the invoice line distribution description. One mass addition line is created per invoice distribution.
Units - If the invoice is not matched to a purchase order then mass addition lines will be created with a default of one unit.
Cost - This will match the invoice line distribution amount.
Category - This will ONLY be populated if the item on your invoice line is defined in Oracle Inventory with a default category. Normally this field is NULL.
Supplier Name and Number - These default from the invoice header.
PO Number - This will be populated if the invoice is matched to an Purchase Order.
Source Batch - This will be populated if you entered a Batch Name when as a Parameter when running the Payables Transfer to GL.
Project Number - This will contain the Project Number if the line came from Oracle Projects.
Task Number - Oracle Projects field.
Create Batch - This number represents the concurrent request id of the Create Mass Additions run that created the line.
Create Date - This is the same as the invoice date.
Source System - This is how we can tell where the line originated e.g. Oracle Payables.
Invoice Date - This is populated from the invoice.
Clearing Account - This will contain the invoice line distribution GL Account that would correspond to an existing Asset Categories Clearing Account segment.
Asset Type - This is defaulted from the asset category - e.g Capitalized if the invoice line matched an Asset Clearing Account and Expensed if the invoice line was an expensed item that was tracked as an asset.
Book - This is defaulted from the book that Mass Additions Create was run.
Depreciate - This is automatically checked if the asset type is capitalized and not checked if the mass addition line is of type Expensed.
Date in Service - This depends on the sysdate.
3. Mass Addition Lines have been created but the log file shows a warning about the number of units being invalid. What does this mean?
A: If an invoice is not matched to a Purchase Order then Mass Additions Create will always create a mass addition line with one unit and you would get a warning in the log file along the lines of:
Invoice ID: 119788 Distribution Line Number: 10 Warning!
Warning: Invalid Units. Mass Additions created with 1 unit
Cause: The invoice line from which you created a mass addition has units greater than the limit of 9999, null units or fractional units.
When an invoice line is not matched to a Purchase Order, the units associated with the invoice line are NULL. In Oracle Assets, the units column is required to permit the assignment of depreciation expense account distributions. Therefore a default value of 1 is assigned to these lines.
4. How is the DPIS for the mass addition line determined?
A: You may expect that the date placed in service should be the invoice date, however this is not true.
If the sysdate is in the current open period, the default date placed in service is the calendar date you enter the asset. If the calendar date is before the current open period, the default date is the first day of the open period. If the calendar date is after the current open period, the default date is the last day of the open period. You have the choice of accepting this date or entering any other date in the current accounting period or any prioir period. You can never add assets with a future DPIS. You can change the DPIS at any time. If you change it after depreciation has been run, Oracle Assets treats this as a financial adjustment and the depreciation reserve is recalculated accordingly.
5. What is the 'Track As Asset' flag for on the invoice line?
A: If you enter an Asset account on the invoice line, then the track as asset flag will automatically be checked. However only Asset accounts that are setup as asset clearing accounts are accepted by the Mass Additions Create Program.
If you want to send expensed lines over to Assets i.e. lines that will become expensed assets and not depreciate then you can manually check the Track as Asset box and these will be picked up by the Mass Additions Create program as Expensed lines.
6. Can I create Mass Addition lines from invoices in AP that were submitted for approval but placed on hold?
A: Invoice lines with certain types of holds can still be sent to Oracle Assets. For details on the different types of holds please review Appendix E in the Oracle Payables User Guide.
7. How To Run Mass Additions Again In AP For Data Already Flagged For FA?
A: You need to run the Create Mass Additions Process again but the standard process for running Create Mass Additions is that once it is run, it can not be run again. The Create Mass Additions process flags the invoice distributions as already tested for FA, and will not pick them up the next time it is run. The question is how can you update the data to allow the process to run again. Please contact Oracle Support Services for assistance updating tables using SQL
8. Mass Additions Create created duplicate lines. How did this happen?
A: The problem could be the fact that several Mass Additions Create Programs were submitted in parallel and the Concurrent Program Definition for the executable APMACR is not incompatible with itself.
Login to System Administration responsibility and set the program to be incompatible with itself under concurrent>program>define. Auto Install does not set the incompatibility of this program.
9. How is the PO information transferred to FA?
A: If you created an invoice based on a PO then FA will take this information from AP.
However, if your PO and your invoice are not associated in AP and you just need to add the PO number or other data then you will need to enter this information in the descriptive flexfields. You can only use ATTRIBUTE column from 1 to 15 in FA_MASS_ADDITIONS.
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