Available directly in the Oracle Central Report Hub are a series of reports to support the business needs of fixed assets.  This article addresses the reports available and the business questions these reports support for the University’s Fixed Assets.

• The data available in Oracle will be updated in real-time.
• In Oracle, information is displayed in reports, which present tables covering specific data sets with filtering capabilities.
• Reports in Oracle are organized into folders based on broader topics or categories. After selecting a topic, you will need to choose the desired report from the available options within the folder.
• Reports in Oracle display filter boxes at the top of the screen, which can be used to apply filters to the report. To use these filters, select a textbox or dropdown and enter your filter criteria in the Search field. The information in the report will update accordingly. You can use multiple filter boxes to refine the data further.

Security Access

The information available in this report is based on the security applied to your user access. To see the information in this report, you must have access to view Fixed Assets in Oracle.

If you need access to this dashboard or are unable to view certain information, work with your unit's Role Assignment Owner to obtain new or additional access.

1. Log in to Oracle
2. Select the Reporting Hub menu option
3. Select Oracle Central Reporting Hub

4. Find Fixed Assets and select the Reporting Links URL.

5

5. Open the report that fits your need

Additions Report

Asset Category by Month

Asset Listing

Asset Net Book Value

Equipment Funding for Payables

Equipment Listing for Payables

Physical Inventory Report BIP

Partially Paid Assets

Retired Assets

Business Questions Answered

• What is the parent asset associated with the asset?
  • Utilize the filters to narrow the table to a specified asset
  • View the Parent Asset Number column in the table
• What category is the asset in?
  • Utilize the filters to narrow the table to a specified asset
  • View the Major category and Minor Category columns
• What assets are associated with transactions during a specified time?
  • Utilize the Transaction Date filters to specify a certain time and click Apply
• When was the asset placed in service?
  • Utilize the filters to narrow the table to a specified asset
  • View the Date Placed in Service column

Filters

• Parent Asset Number: A unique number given to a main (parent) asset. This number helps group together all the smaller parts (subcomponents) that make up a bigger asset. Using a parent asset number makes it easier to manage, track, and report on related assets as one group. It's especially helpful when making changes to many assets at once or when running depreciation reports.
• Asset Number: A unique number given to each asset.
  • For assets that were in our old system (added before 7/1/2024), the number is three to six letters and/or numbers.
  • For assets added in Oracle Cloud (on or after 7/1/2024), the number is automatically created starting with 1000001.
• Asset Description: Provides details of where the asset is located.
• Tag Number: A special number (often seen as a barcode) placed on each asset. This helps identify and track each physical asset easily.

Reporting Table

The Asset Additions Report allows the Fixed Assets team to see what newly added assets are available. This report gives asset descriptions, category information, and timeline information for the newly added assets.

Business Questions Answered

• What is the NBV for an Asset category?
  • View the Asset Category Net Book Value by Month table
  • The table is broken up by category and Asset Calendar Period and fiscal year
    • Utilize filters to specify calendar period or fiscal year
• What is the cost for an asset by category?
  • View the Asset Category Cost by Month table
  • The table is broken up by category and Asset Calendar Period and fiscal year
    • Utilize filters to specify calendar period or fiscal year
• What is the accumulated depreciation for an asset by category?
  • View the Asset Category Accumulated Depreciation by Month table
  • The table is broken up by category and Asset Calendar Period and fiscal year
• Utilize filters to specify calendar period or fiscal year

Filters

• Asset Calendar Period: These are regular calendar months used for accounting, like January, February, March, and so on.
• Asset Fiscal Period: A fiscal year is a 12-month period a business uses to report finances and pay taxes. The fiscal year doesn’t always match the calendar year. For example, FY2024 means the period from July 1, 2023, to June 30, 2024.

Reporting Table

The Asset Category by Month report is a financial report that shows how assets are grouped into different categories for each month. This report helps you see what kinds of assets you have, how they are used, and how they are managed over time.

Business Questions

How do I find information about an asset?

• How many years will my asset last?
  • Use the filters to find the asset you’re interested in.
  • Check the "Useful Life" column.
• Is my asset capitalized?
  • Use the filters to find your asset.
  • Look at the columns named "Original Cost," "Current Cost," "Accumulated Depreciation," "YTD Depreciation," and "Net Book Value" for details on capitalization.
• Who is taking care of the asset (custodian)?
  • Use the filters to find your asset.
  • Check the "Custodian" column.
• What is the current value (net book value) of my asset?
  • Use the filters to find your asset.
  • Check the "Net Book Value" column.
• When did we get the asset?
  • Use the filters to find your asset.
  • Check the "Acquisition Date" column.
• What are the details about who made the asset and where it’s located?
  • Use the filters to find your asset.
  • Look at the columns for "Manufacturer," "Asset Model," "Serial Number," "Location Code," "Floor," and "Room Corridor" for manufacturing and location information.

Filters

• Custodian: The person responsible for taking care of an asset, but not the owner. A custodian looks after the asset for someone else or an organization.
• Useful Life: How long an asset is expected to be useful, measured in years. This number is usually set based on the asset’s category, but it can be changed when the asset is added or updated.
• Parent Asset Number: A special number given to a main (parent) asset. This helps group together all the smaller assets that belong to it, making it easier to manage and report on them as a group.
• Asset Number: A unique number for each asset.

• • For assets from the old Property Management System (added before 7/1/2024), the number is a mix of letters and numbers, 3 to 6 characters long.
  • For assets added in Oracle Cloud (on or after 7/1/2024), the number is automatically created, starting from 1000001.

Reporting Table

The Asset Listing report provides general descriptive and financial information associated with UChicago assets, allowing users a “one-stop shop” to the majority of the required asset information.

Business Questions Answered:

How do I find details about an asset?

• What is the asset’s net book value?
  • Use the filters to find the asset you want.
  • Look at the “Net Book Value” column.
• What depreciation information can I see?
  • Use the filters to find the asset you want.
  • Check the “YTD Depreciation,” “Accumulated Depreciation,” and “Depreciation Run Date” columns.
• What was the original cost of the asset?
  • Use the filters to find the asset you want.
  • Look at the “Original Cost” column.
• When was the asset purchased or put into use?
  • Use the filters to find the asset you want.
  • Check the “Date Placed in Service” column.
• What category is the asset in?
  • Use the filters to find the asset you want.
  • Look at the “Major Category” and “Minor Category” columns.
• Who owns the asset?
  • Use the filters to find the asset you want.
  • Check the “Owner Code” column.

Filters

• Tag Number: A special number (usually shown as a barcode) used to uniquely identify and track each asset.
• Asset Category: A label that groups similar assets together. Assets in the same category use the same rules for costs and depreciation in Oracle. The way the asset is handled depends on its category, the accounting book, and when it was put into use.
• Parent Asset Number: A unique number given to a main (parent) asset. This helps connect and group all the smaller assets (parts) that belong to it, making it easier to manage and report on as a group.
• Asset Number: A unique number for each asset.
  • If the asset came from the old system (before 7/1/2024), the number is 3–6 letters and/or numbers.
  • If the asset was added in Oracle Cloud (after 7/1/2024), the number starts at 1000001 and is automatically assigned.

Reporting Table

The Asset Net Book Value report is used to track the net book value of all assets owned by an organization. This report will include the asset cost, depreciation, and any other adjustments that have been made to determine the asset’s current net worth.

Business Questions Answered:

How do I find information about my assets?

• What was the original cost of an asset?
  • Use the filters to find the asset you want.
  • Look at the “Original Cost” column.
• Which purchase order is connected to the asset?
  • Use the filters to find the asset.
  • Look at the “Purchase Order Number” column.
• Which asset had the highest original cost?
  • On the top right of the table, click the down arrow (next to the gear icon) and choose “Interactive.”
  • The icon to the left should now be a purple circle.
  • Go to the “Original Cost” column, click the arrow in the column header, and choose “Sort Descending.”
  • The asset with the highest cost will be at the top.
• Which assets belong to a specific project?
  • Use the Project Number filter to find assets for your project.
  • Check the results in the table.
• Which assets are linked to awards ending this year?
  • Use the Award End Date filter and set it to December 31, 2023.
  • Review the assets listed in the table.

Filters

• Asset Number: A special number that is unique for each asset.
  • If the asset was from the old system (added before 7/1/2024), the number has 3 to 6 letters or numbers.
  • If the asset was added in Oracle Cloud (on or after 7/1/2024), the number is created automatically, starting at 1000001.
• Expenditure Organization: A group or department in the company that is allowed to spend money on projects and is used for planning and budgeting.
• Expenditure Type: A category used to describe each cost entered into Oracle Projects. It helps organize, track, and report on project costs for things like budgeting or forecasting.
• Source: Shows how the asset was created. The possible sources are:
  • Oracle Payables: For assets purchased (like equipment) and recorded using invoices
  • Oracle Projects: For assets that were built or made as part of a project, once the project is almost done
  • Oracle FBDI: For assets that were moved over from the old system before 7/1/2024

Reporting Table

This report allows the Fixed Assets team to understand the costs associated with an asset and its associated requisition information.

Business Questions Answered

How do I find information about equipment listings?

• Which organization does the equipment belong to?

• • Use the filters to find the equipment listing you want.
  • Look at the "Organization" column.

• What is the validation status of the equipment?

• • Use the filters to find the equipment listing you want.
  • Check the "Validation Status" column.

• What was the original cost of the equipment?

• • Use the filters to find the equipment listing you want.
  • Look at the "Original Cost" column.

• Which purchase order (PO) is linked to the equipment?

• • Use the filters to find the equipment listing you want.
  • Look at the "Identifying PO" column.

Filters

• Expenditure Type: This is a label for each expense or cost that you enter into Oracle Projects. It helps organize and track costs for things like planning, budgeting, and reporting on projects.
• Expenditure Organization: This is the department or group in your company that spends money on projects. It’s also used in planning and budgeting.
• Asset Number: A unique number given to each asset.
  • For assets from the old system (before 7/1/2024), this number is 3–6 letters or numbers.
  • For assets added in Oracle Cloud (on or after 7/1/2024), the number starts at 1000001 and is created automatically.

Reporting Table

The Equipment Listing for Payables report is used to track the purchase of new equipment and the associated payables. This report includes invoice, purchase order, and supplier information.

Business Questions Answered

How can I find information about my assets?

• Which assets are included in physical inventory?
  • Check the "Physical Inventory Indicator" column in the table:
    • YES = Asset is included
    • NO = Asset is not included
• Which assets haven’t been inventoried in over 731 days?
  • Use the "Greater than 731 days" filter by selecting Yes and clicking Apply.
  • The table will show assets with a last inventory date more than 731 days ago.
• Which assets are federally funded?
  • Check the "Federal Cost" column:
    • If it has a value, the asset is federally funded
    • If it’s empty, it is not federally funded
• Which assets are worth over $50,000?
  • In the "Net Book Value From" filter, type 50,000 and click Apply.
  • The table will show assets worth more than $50,000.
• Who is responsible for this asset?
  • Use filters to find your asset.
  • Look at the "Custodian" column.
• Is there manufacturing information for the asset?
  • Use filters to find your asset.
  • Check the "Manufacturer," "Model," "Serial Number," and "Tag Number" columns for manufacturing details.
• What category is the asset in?
  • Use filters to find your asset.
  • Look at the "Major Category" and "Minor Category" columns for category information.

Filters

• Custodian: The person who is responsible for looking after an asset. The custodian is not the owner, but makes sure the asset is safe for the owner.
• Parent Asset Number: A special number given to a main asset (the "parent"). This helps group together all the smaller parts (sub-assets) that belong to the main one, making it easier to manage and report on them as a group.
• Asset Number: A unique number for each asset.
  • For old assets (added before 7/1/2024), the number is 3–6 letters or numbers.
  • For new assets (added on or after 7/1/2024), the number is given automatically and starts at 1000001.
• Tag Number: A number (often shown as a barcode) used to identify and track each asset.

Reporting Table

The Physical Inventory report displays assets that are listed in the Physical Inventory and gives users the necessary information to determine whether an asset needs to be inventoried.

Business Questions Answered

How do I find key details about an asset?

• What are the asset’s invoice number and purchase order number?
  • Use the filters to find the asset you want.
  • Look at the “Invoice Number” and “Purchase Order Number” columns.
• What is the cost of the asset?
  • Use the filters to find the asset you want.
  • Check the “Individual Invoice Cost” column.
• What is the accounting date for the asset?
  • Use the filters to find the asset you want.
  • Look at the “Accounting Date” column.
• Which parent asset is this asset connected to?
  • Use the filters to find the asset you want.
  • Look at the “Parent Asset Number” column.
  • If the Parent Asset Number matches the Asset Number, this asset does not have a parent.

Filters

• Asset Type:
  This tells you how an asset is managed and accounted for in the Fixed Assets system:
  • Capitalized:
    Assets are bought and used over several years, so their cost is spread out (depreciated) over time. Accounting records show the asset’s cost is tracked when added.
  • CIP (Construction in Progress):
    Assets are built or assembled in stages. While being built, costs are tracked as “CIP.” After the asset is finished, it’s moved from CIP to a capitalized asset and then starts depreciating.
  • Expensed:
    Assets that are not depreciated. Their cost is recorded immediately. A common example is Federally Owned Equipment. No additional accounting entries for depreciation are made for these.

Reporting Table

The Partially Paid Assets report identifies CIP assets that have not been paid in full by tying together purchase order, invoice, and asset-related information. This report may help the Asset Accountant determine if the University is expecting additional invoices related to a moveable equipment purchase.

Once all invoice installments have been received against a purchase order, the Asset Accountant will take action in the system to capitalize the CIP asset and assign it a date placed in service. Upon capitalization, the asset will move from Asset Type = “CIP” to “Capitalized” and related reporting lines will drop out of this report.

Business Questions Answered

 How can I find information about retired assets?

• When was the last asset retired?
  • Go to the “Retirement Date” column in the table.
  • Click the down arrow to sort by the most recent date (the arrow should turn blue).
  • The asset at the top is the most recently retired.
• What was the cost of the asset that was retired?
  • Use filters to find the asset you want.
  • Check the “Cost Retired” column.
• Did we lose money or make a profit when retiring the asset?
  • Use filters to find the asset you want.
  • Look at the “Gain or Loss Amount” column:
    • Negative = Loss
    • Positive = Gain
• How much money did we receive from selling the asset?
  • Use filters to find the asset you want.
  • Check the “Proceeds of Sale” column.
• Why was the asset retired?
  • Use filters to find the asset you want.
  • Look at the “Retirement Reason” column.
• How much did it cost to remove the asset?
  • Use filters to find the asset you want.
  • Check the “Cost of Removal” column.

Filters

• Parent Asset Number: A special number given to a main asset (parent asset). This helps group together all the parts or smaller assets that belong to the main one, making it easier to keep track of them and report on them as a group.
• Asset Number: A unique number for every asset.
  • For old assets (added before 7/1/2024), this is a mix of 3 to 6 letters and numbers.
  • For new assets (added on or after 7/1/2024), the number is created automatically, starting with 1000001.
• Tag Number: A number (usually shown as a barcode) used to uniquely identify and track each asset.

Reporting Table

The Retired Assets report tracks assets that are no longer in service or have been disposed of. This report displays date and amount information on the retirement of assets.