Asset Management Roles and Permissions
The Asset Management hub helps you inventory and track capital assets. Additionally, it lets you maintain and process capital asset depreciation. From this hub, you can:
Create assets to be tracked and depreciated
Review and accept new assets entered in the Procurement hub
Forecast depreciation of assets
Generate fixed asset reports
The people that typically work with fixed assets are controllers and staff accountants. There are different default roles that provide permissions to work with fixed assets.
The Asset Management Fixed Asset Access role grants permissions to view, create, and manage fixed assets.
The Asset Management Reporting role grants permissions to generate fixed asset reports.
The Fixed Asset User and Role Management role is for module managers who maintain user access in the Asset Management hub.
The Asset Administration role is for administrators responsible for configuring the settings for working with fixed assets.
Roles
The default Asset Management Fixed Asset Access role grants the following permissions.
Permission | Users in this role can . . . |
|---|---|
Can view assets | Access the Fixed Asset List and review asset detail pages. |
Can edit assets | Access and update information on the Asset Details page. |
Can create assets | Add new fixed assets to the system. |
Can delete assets | Permanently remove assets from the system. |
Can download to Excel | Download asset information from the Fixed Asset List or Asset Details page to an Excel file. |
Can run depreciation | Access the Depreciation Expense Transfer page and initiate the depreciation process. NoteThis permission also creates a fixed asset (FX) batch. Users don't need to be in the General Ledger Fixed Asset Batches role to run depreciation. |
Forecast Depreciation
Actions apply to assets in CIP, Depreciating, On Hold, and Review statuses. Associations do not impact this functionality.
Permission | Users in this role can . . . |
|---|---|
Can generate forecast | Access the Forecast Depreciation page and generate forecast. |
Note
Accounts Payable users who submit invoice items for review as capital assets need the permissions in this section.
Permission | Users in this role can . . . |
|---|---|
Can submit assets | Submit requests to create new fixed assets from the Create Invoice and Invoice Details pages. |
Can approve and deny assets | Access the Review Assets from AP tab on the Fixed Assets page and approve or deny submitted assets. |
The Associations tab lets you determine which class and department combinations are available to users in the role.
Note
Although the Associations tab lets you define user access to fixed assets based on class and department, the system doesn't honor those restrictions on Fixed Asset pages or elsewhere in the Budget or General Ledger hubs at this time. In other words, users in the Asset Management Fixed Asset Access role will have access to all class and department combinations throughout the system even if access is turned Off on the Associations tab.
The default Asset Management Reporting role lets users generate the following fixed asset reports:
Accumulated Depreciation Summary
Depreciation Expense Summary
Fixed Asset Analysis
Note
This is called the Fixed Asset Information report in Desktop.
Construction in Progress (CIP) Summary
Disposition of Assets
Fixed Asset Summary
The Fixed Asset User and Role Management role allows users outside of IT to manage who can access features and information in the Asset Management hub.
The Roles section lets module managers view and manage Asset Management roles, as well as copy roles, update the permissions, and assign users to the role.
The Users section lets module managers see which users in the system can access Asset Management features and add or remove them from role assignments.
The Asset Administration role is for administrators responsible for settings and configurations in the Fixed Asset hub.
Note
At this time, definitions for asset class and department are managed in the Desktop application. Additional configuration functionality will be available in J1 Web in future releases.
The Additional Permissions section allows users to add and update custom content blocks as well as remove, activate, deactivate, and reorder Jenzabar-provided and custom content blocks on the Asset Administration and Asset Management Summary pages. For more information about custom content blocks, see the Communications online help to Add Blocks.
Permissions
Users must have access to GL accounts to associate assets with the general ledger. This access can be granted via one or both of the following roles (or copies of them):
General Ledger Accounting GL Account Alternate Code Access
General Ledger Accounting GL Account Component Access
Several processes generate system notifications or allow users to send communications (e.g., emails and notifications). Users must have module access for the FIXEDASSETS code turned on to view and create communications in the Asset Management hub.
Tip
For additional information about working with Communications, see the Communications online help and Module Access Codes.
Users can view and edit fixed asset-related UDEFs on the Fixed Assets List and Asset Details pages. Permission to access those fields is granted on the User-Defined Fields tab of the Asset Management Fixed Asset Access role. Select from the following permission options to grant access to "Fixed Asset User-defined fields".
No permissions
Can view UDEF data
Can edit UDEF data
Can configure UDEF form
For additional information about UDEF permissions, see Edit Role - User-defined Fields Tab.