Integration - Asset Management, Purchasing, and Accounts Payable


Introduction and Overview


The purpose of this page is to cover the integration points between Asset Management, Purchasing, and Accounts Payable in SMART.

The Tools and Scenarios (listed below), are listed in the order in which data flows through SMART - beginning at the Purchasing modules, then progressing to Accounts Payable, and finally to the Asset Management module.

Agencies have the option of deciding where to begin asset integration in SMART.  Please refer to your agency's business process regarding the starting point for asset integration within your agency.  

Because Asset Management integration can begin on either the Requisition, the Purchase Order, or the Voucher in SMART, you will need to select the appropriate Tools and Scenarios based on your agency's business process. 


Example One:  
If your agency begins Asset Management integration at the Voucher in SMART, then only ‘Tool 5 - Beginning Asset Integration on Voucher’ would be applicable to your agency.

Example Two:
If your agency begins Asset Management integration at the Requisition in SMART, AND your agency creates Receipts, then Tools 2, 3, 4, and 6 (and potentially Scenario 1.1, 1.2, or 1.3) would apply.

In SMART, the data flows from one module to the next during the next occurrence of batch processing.(Batch processing occurs hourly, Monday to Friday, 9:00 am to 4:00 pm).  There are also overnight batch processes that run.

Regardless of where in SMART your agency chooses to begin asset integration, the Agency Asset Processor is responsible for reviewing and loading the integrated data in the Transaction Loader Tables. This process is covered in the ‘Reviewing the Transaction Loader Tables’ Job Aid, located at the bottom of this page.


Tools


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  • AM Tool 2 - Asset Requisitions
    This document provides instruction on how to process a requisition that contains asset data. This document does not outline all steps to entering a requisition; only those asset-specific steps are highlighted. Additional instruction on entering requisitions can be found in the Purchasing training documents.
    DOCX, 87.47 KB

  • AM Tool 3 - Asset Purchase Orders
    This document provides instruction on how to process a purchase order that contains asset data. This document does not outline all steps to processing a purchase order; only those asset-specific steps are highlighted. Additional instruction on processing purchase orders can be found in the Purchasing training documents.
    DOCX, 84.94 KB

  • AM Tool 4 - Asset Receipts
    This document provides instruction on how to process a receipt that contains asset data. This document does not outline all steps to entering a receipt; only those asset-specific steps are highlighted.
    DOCX, 448.33 KB

  • AM Tool 5 - Beginning Asset Integration on Voucher
    This document provides instruction on how to process a voucher that contains asset data. These instructions are for agencies who begin asset integration on the voucher. Note this document does not cover every step to processing a voucher; only the pertinent asset-related data is included. Additional instruction on processing a voucher can be found in the Accounts Payable training documents.
    DOCX, 151.01 KB

  • AM Tool 6 - Processing Asset Vouchers When Integration Began in Purchasing
    This document provides instruction on how to process a voucher that contains asset data. These instructions are for agencies who begin asset integration in the Purchasing module by populating the Asset Management Business Unit and Profile ID fields on either the requisition or purchase order. Note this document does not cover every step to processing a voucher; only the pertinent asset- related data is included. Additional instruction on processing a voucher can be found in the Accounts Payable training documents.
    DOCX, 166.89 KB


Scenarios


Graphic icon of a Puzzle Piece, indicating Scenario information within the SMART Training Materials.

Training Guides


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Agency Asset Processor's Role in Integration
Training Guide that covers the Agency Asset Processor’s Role in Asset Management integration in SMART.  Covers the following topics:  Transaction Loader, Processing Unitization, and Processing Consolidation.

Job Aids


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Reviewing the Transaction Loader Tables Job Aid
Users Guide to loading integrated asset information into SMART's Asset Management module. Contains the steps associated with running the Transaction Loader process.