Oracle AP to FA – Mass Addition Create

Overview of the Mass Additions Create Process in Payables

The Mass Additions Create process is used to transfer invoice distributions in Payables to Fixed Assets for tracking as an expensed asset, a CIP asset, or a capitalized asset. Costs are also sent directly to Fixed Assets from Oracle Projects using the PRC: Interface Assets to Oracle Assets.  Any invoice distribution line charged to a capital project must be transferred from Oracle Projects.

The Mass Additions Create Program (APMACR) is submitted from an Accounts Payable (AP) responsibility. The purpose of the program is to interface the costs of purchased items that meet the criteria to become an asset. It also interfaces adjustments to the invoice cost and discounts taken when the invoice is paid for assets that have already been interfaced.

There are three types of assets:

• capitalized
• construction-in-process (CIP)
• expensed

Which type of asset an invoice distribution becomes depends on the natural account segment and the asset category configuration. Any invoice distribution that is charged to an expense account is eligible to be transferred to Fixed Assets (FA) as an expense type asset if the “Track as Asset” option is selected on the distribution line. These expenses are not depreciated in FA, but they are reported as an expense. Capitalized assets will start to depreciate based on the depreciation method rules and the date placed in service. CIP assets do not depreciate until the asset is capitalized and placed into service in FA after they have been transferred.

Set up Steps

Define the account type of an account in GL.
Responsibility: General Ledger
Navigation: / Setup / Flexfields / Key / Values
Define the segment qualifier “Account Type” as either Asset or Expense

Define the asset clearing and CIP clearing accounts for an asset book

Responsibility: Fixed Assets
Navigation: / Setup / Asset System / Categories
A complete account is set up in this screen. However, for the mass additions process, only the natural account segment is evaluated. You can use the same natural account with different company or cost centers, and they will still be selected as an asset. This means that you must set up a different natural account segment for every asset book you use.

Enter an invoice and ensure the track as asset flag is selected

Responsibility: Payables
Navigation: / Invoices / Entry / Invoice Batches or Invoices / Lines / Distributions

Note: In the distributions screen, the Track as Asset field is not displayed by default. It is automatically checked for all asset type accounts and cannot be unchecked. To set the flag for expense type assets, go to the / Folder / Show Field option and elect to display the Track as Asset field.

Optionally, enter the Asset Book and Asset Category on the invoice line. If these values are entered on the invoice line, the asset book and asset category will default to the distribution line. When the item is transferred to FA, the distribution amount will default to the asset category and asset book assigned in payables.

Responsibility: Payables
Navigation: / Invoices / Entry / Invoice Batches or Invoices / Lines

Requirements to Transfer Lines to FA — In order for an invoice distribution amount to be transferred to FA, the invoice must meet the following conditions:

• The invoice is approved.
• The invoice line distribution is finally accounted.
• The invoice distribution line is charged to an account set up as an asset type account (CIP or capitalized assets) or an expense type account (expensed asset).
• If an invoice distribution charge account is an asset type account, then that account must be set up in Fixed Assets on an asset category as either an Asset Clearing Account or a CIP Clearing Account. If it is not set up, the mass additions create process will select the invoice distribution line for evaluation, but it will be rejected by the FA code. At that point, the assets_addition_flag is set to ‘N’ as the line was evaluated, but rejected.
• The “Track as Asset” check box is selected. This checkbox is automatically checked if the distribution charge account is an asset type account and cannot be changed. For expense type accounts, this box can be checked or unchecked. For other account types. The “Track as Asset” check box remains greyed out and cannot be selected.
• If the invoice line is assigned to a project, it is not a capital project.
• The accounting/GL date on the invoice line distribution is on or before the date specified for the Create Mass Additions request
• In a multiple organizations set up, the Payables operating unit must be tied to the same General Ledger Set of Books as the corporate book.
• The user running the mass additions create responsibility must have access to the ledger to be processed.

Changes to Mass Additions Create in R12

In release 12, the Mass Additions Create process (apmassab.pls) inserts the records into the FA_MASS_ADDITIONS_GT table, a global temporary table. In 11i, it inserted the records directly into the FA_MASS_ADDITIONS table.

The Mass Additions Create process then calls the fixed assets code, FA_MASSADD_CREATE_PKG (famadcb.pls), which determines whether the selected data meets the criteria to be set moved to the FA_MASS_ADDITIONS table based on the asset book controls and the configured asset and cip clearing accounts.

The Mass Additions Create process calls the project accounting procedre PA_MASS_ADDITIONS_PKG (pamassab.pls) code to insert adjustments to projects that were interfaced to AP and insert any discount adjustments to projects.

The asset book and asset category can be defined in Payables on the invoice line. These then default down to the invoice distribution. If these are defined in Payables, they will appear in the Mass Additions Prepare screen when the asset is reviewed. They can be left null in payables, and the system will look at the asset clearing accounts and cip clearing accounts setup for the book in FA, and pull the invoice lines charged to an account that is set up for that account.

The mass additions create process uses the accounting amount data and accounting class data in the xla tables (xla_ae_headers, xla_ae_lines, and xla_distribution_links) rather than the transaction amounts in the ap_invoice_distribution tables.