Create an Asset Item or Equipment Item from a Purchase Order

Asset items and equipment items can be generated automatically in the Equipment Info Center from line items that you enter on purchase orders.

Prerequisites: For the prerequisites that are required before asset items or equipment items are automatically generated from a purchase order, see the Creating Asset and Equipment Items from Purchase, Change, and Release Orders topic.

The following instructions apply for standard and service purchase orders. Separate help topics provide instruction for generating asset items and equipment items from release orders for blanket purchase orders and change orders.

To create an asset item or equipment item from a purchase order, complete the following steps:

1. From the Vision Navigation menu, click Purchasing > Purchase Orders.
2. On the toolbar of the Purchase Orders form, click New > New PO.
3. On the General tab, enter the basic information for the purchase order. In the Type field, you must select Standard or Service Order.
4. On the Line Items tab, click Insert on the Line Items grid toolbar to add the line items that will become asset items or equipment items in the Equipment Info Center.
5. In the Item field in the Line Items grid:
   • Select a purchasing item with a category type of Capital Items to create an asset item in the Equipment Info Center.
   • Select a purchasing item with a category type of Equipment to create an equipment item in the Equipment Info Center.
   Do not select an item that is an inventory item. Inventory items cannot become asset items or equipment items. Each line item that you enter in the grid becomes one asset item or equipment item in the Equipment Info Center, regardless of the quantity that you enter for it in the Line Items grid. For example, if you enter a purchase order line item with a quantity of five, it becomes one asset item or equipment item that represents five of that one item. If you want each of these five items to be five separate asset items or equipment items in the Equipment Info Center, you must enter five separate line items on the purchase order, each with a quantity of one.

   In addition, when an equipment item is created from a Purchase Order, any documents that are attached to the transaction are automatically added to the Attachments grid for the associated Equipment Info Center record.

6. On the Default Distribution tab, you must enter only one project to which to distribute the purchase order's costs.
   • For asset items, you must select an overhead project.
   • For equipment items, you must select a regular or promotional project.
7. On each of the other tabs on the form, enter the information that is appropriate for the purchase order.
8. Click Save and submit the purchase order.
9. After the purchase order has been approved, final print the purchase order:
   1. Open the purchase order, and on the toolbar of the Purchase Orders form, click Print > Print Current PO.
   2. On the Purchase Order Form dialog box, select the Final (Mark as Printed) option (and any other appropriate options) and click Run.
   After you click Run, each line item from the purchase order is added automatically as an equipment item in the Equipment Info Center. Information from the purchasing line item prefills on the tabs in the Equipment Info Center. For assets items, information from the purchase order line item also prefills on the GL Cost tab, the GL Book tab, and the Additional Books tab if you have additional books.

Postrequisite: You must complete entries in the Equipment Info Center for new asset items before you can process depreciation for them in Asset Management > Depreciation Processing.

This includes changing the asset status from Inactive to Active and entering an in-service date and other depreciation information before you can process depreciation. Optionally, you can associate and assign employees with asset items in the Equipment Info Center.