Changing the Custodian of an Asset - Basic Add

   Overview   

Custodial Changes are changes to the assets physical information, such as building, room number, end user, off campus status, etc. The Basic Add page is used to view historical changes.

 

Terms to Know:  Effective Sequence is used to differentiate when multiple transactions occur on the same effective date. This is when more than 1 row is added with the same effective date. It uses the effective sequence to identify the latest transaction. The default effective sequence is 0, and it keeps on increasing by 1 whenever a new row with the same effective date is added.

 

In this article, you will be Changing the Custodian of Asset, from the Basic Add Screen.

1. Step 1

The UGA Financials page is displayed with the Classic Home tile highlighted.

First log into https://financials.onesource.uga.edu/

Click the Classic Home button.

2. Step 2

The Oracle page is displayed with the Basic Add link highlighted.

Navigate to the Asset Basic Information Page by selecting:

Main Menu > Asset Management > Asset Transactions > Owned Assets > Basic Add

3. Step 3

The Asset Basic Information page is displayed with the *Business Unit field highlighted.

The Asset Basic Information search page is displayed.

Enter the appropriate information into the Business Unit field.  

In the Business Unit field, enter "18000".

Note: The Business Unit will always be 18000 for Asset Management.

4. Step 4

The Asset Identification field is highligthed.

Leave the Asset Identification field blank.

5. Step 5

The Tag Number field is highlighted.

In the Tag Number field enter "674390".

6. Step 6

The Search button is highlighted.

Click the Search button.

7. Step 7

The Manufacture/License/Custodian tab is highlighted.

Select the Manufacture/License/ Custodian tab.

8. Step 8

The Manufacturer Information, License Information, and Custodian Information sections are all displayed and highlighted.

The Manufacture/License/ Custodian Information page will display the manufacturer information and the custodian information for the Asset.

9. Step 9

The plus button in the Custodian Information section is highlighted.

In the Custodian Information section click the Add Row (+) icon near the top right .

Note: A new record will be inserted with the Effective Date as today's date.

10. Step 10

The Effective Date field in the Custodian Information section is highlighted.

Leave the effective date as the current date or the date the asset changed hands.

11. Step 11

The Effective Sequence field is highlighted.

Leave the default value in the Effective Sequence field.

12. Step 12

The Custodian field is highlighted.

Leave the Custodian field blank.

13. Step 13

The Empl ID search button is highlighted.

Click the magnifying glass next to the Empl ID field.

14. Step 14

The Last Name field is highlighted.

The Look Up Empl ID window will be displayed.

Note: Data has been removed to protect employee information.

In the Last Name field, enter the appropriate information.

Example shown here: enter Heys, Clara.

15. Step 15

The Look Up button is highlighted.

Click the Look Up button.

16. Step 16

The search results are displayed with the first result highlighted.

Click on the appropriate Last Name link.

17. Step 17

The Custodian Information section header is highlighted.

In the Custodian Information area, the Full Name and Empl ID will display.

18. Step 18

The Save button is highlighted.

Click the Save button.

The information is saved successfully.

Print Article