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Fixed Asset and Prepaid iProcurement TrainingFixed Asset and Prepaid iProcurement Training

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Agenda

Definitions of Fixed Assets and PrepaidHighlights of the Changes in iProcurement3 different sources to request Fixed Assets in

iProcurementDemo

Creating requisition from Non-Catalog Request Creating requisition from Main Store Creating requisition from Staples Online Store

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Definitions

What is a Fixed Asset

Assets that cannot be converted into cash easily is a fixed asset. Fixed assets also include any assets a company has that are not sold directly to their customers - e.g. motor vehicles, furniture, office equipment, computers, etc.

What is a Prepaid Fixed AssetPrepaid are for purchases of Fixed Asset that are paid in advance before receiving the product or service. For example: software licenses.

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Highlights of the Changes

1. Non-Catalog RequestIf the requested item is a fixed asset, user is required to select a related fixed asset category for the item. Note that all fixed asset categories have descriptions starting with “FA”

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Highlights of the Changes continued

2. Purchase Requisition for PrepaidIf you’re raising a request for a prepaid purchase, make sure to select “Prepaid (Paid in Advance)” Request Type and fill in the required information

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Highlights of the Changes continued

2. Purchase Requisition for Prepaid continued... Start and End Date Fields

The service period start and end date fields are mandatory and therefore must be populated. When placing the purchase requisition and if the dates are not available, complete the fields using estimated dates. Note: The service date is not the PO Date nor the Invoice Date but the date the services are to be provided.

Example

                           

What is a Prepaid Fixed AssetPrepaid are for purchases of Fixed Asset that are paid in advance before receiving the product or service. For example: software licenses.

PR Customer PO Invoice Invoice Start End

Category PO Value Date Amt Date Date Date

PPD MNT 12,000.00 3/1/2013 12,000.00 3/15/2013 6/1/2013 12/31/2013

Service Period

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Highlights of the Changes continued

2. Purchase Requisition for Prepaid continued... Prepaid covering multiple years

If the service period is for multiple years, the purchase requisition will need to reflect each payment that will be made if not prepaid all at once. The example below assumes a three year contract with prepayments made annually.

Example

What is a Prepaid Fixed AssetPrepaid are for purchases of Fixed Asset that are paid in advance before receiving the product or service. For example: software licenses.

PR Customer PO Invoice Invoice Start EndCategory PO Value Date Amt Date Date DatePPD MNT 36,000.00 3/1/2013 12,000.00 3/2/2013 3/1/2013 2/28/2014

12,000.00 3/2/2014 3/1/2014 2/28/201512,000.00 3/2/2015 3/1/2015 2/28/2016

Service Period

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Highlights of the Changes

3. New Alternate PCC FieldIt is recommended that user change the Requester to an employee who carries the desired PCC so that the manager chain who owns the PCC approves the requisition. Use New Alternate PCC field only when the desired PCC has no physical headcounts or the people under the desired PCC cannot physically approve the req. User needs to manually add the budget owner to the approver list.

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Shopping Sources

1. Main StoreUser can request laptop upgrade or new hire’s laptop request, laptop accessories, and commonly used software such as Microsoft Office, Adobe Professional, and VM Workstation under Main Store.

2. Staples Online Store This is a direct link to Staples website. User can request purchase

of office supplies, monitors, printers, headsets, and consumable products from this site.

3. Non-Catalog RequestUser can request the item using Non-Catalog Request if items are

not found in Main Store or Staples Online Store

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Demo

1.Creating requisition from Non-Catalog Request

2.Creating requisition from Main Store3.Creating requisition from Staples Online

Store

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Creating requisition from Non-Catalog Request

Scenario Request to buy a new server for Oracle

ERP Upgrade with unit price $5,000. Request to buy a 1-year contract of

Hardware Maintenance for $1,000 covering period 1/1/2014 to 12/31/2014.

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Creating requisition from Main Store

Scenario Request a laptop upgrade as laptop is more than 6 years

old.

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Creating requisition from Staples Online Store

Scenario Request to buy a personal printer.

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Procurement Website

Training Materials and Procurement Resources are available at

http://mainportal.fc.fujitsu.com/Pages/Procurement.aspx

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