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Express Add Checklist
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Updated as of June 5, 2025
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ctcLink SectionStepProcessDescriptionNavigationQuick Reference Guide (QRG) or Notes
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N/A1Prepare and gather data to enter an asset into Asset Management1. Set up a method to inform the person entering asset data into ctcLink when an asset has been purchased/acquired and placed into service.
2. Gather documents/information regarding AM purchase orders, invoices, vouchers, etc. to obtain the data you need to enter.
3. Use query CTC_AM_ASSET_CLASS as a reference to view the entire list of Asset Classes available to enter.
4. Use query CTC_AM_LOCATION_TBL to see the locations set up in AM for your college.
A. Click on Excel to CI - Locations to obtain and complete the template to add new locations, as needed.
1) Email completed Location template to jwiseman@sbctc.edu		Navigation: Asset Management > Asset Transactions > Owned Assets > Express AddN/A
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Express Add: Asset Information2Enter a new asset one at a time1. Complete the Asset Information section: Enter Profile ID, Description, Transaction Date.
A. Must change the Trans Date = In-Service Date of the asset.
2.Complete Asset Cost Information. Enter Cost, Category, Cost Type, and entire chartstring.
A. Funds that begin with a "4" or "5" are Proprietary Cost Type.
B. Assets with other Fund types must be changed to Fund 997 and Class 211. They are Governmental Cost Type.		Navigation: Asset Management > Asset Transactions > Owned Assets > Express AddExpress Add
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Excel to CI: Add Multiple Assets3Add multiple assets at one time, by providing asset data in an Excel template1. Complete the Excel template to load assets into ctcLink. Access the template by clicking on the "Excel to CI Template - Assets" link in the far right column.
2. To learn hour to complete the Excel template, view the Did You Know? (DYK) link to "Excel to CI Asset Template" in the far right column.
3. Email the completed template to jwiseman@sbctc.edu		N/AExcel to CI Template - Assets
DYK: Excel to CI Asset Template
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Cost Adjust/Transfer Asset4Make corrections to and modify assets1. Navigate to Asset Management> Search for An Asset>. Select "Define Tax/Depr Criteria" and click on "GO!".
A. Look up the asset's In-service Date and record it.
2. Click on the "Search for An Asset" tab at the top of your browser. Select "Asset Cost Adjust/Transfer" and click on "GO!".
3. On Main Transaction tab:
A. Must change Transaction Date to the asset's In-service Date when making corrections.
B. Click on "Select Action-" dropdown box next to "Action" to select Addition, Adjustment, Recategorize, or Transfer. ONLY USE THE FOLLOWING:
1)Addition: Add an additional chartstring for an asset (Do NOT use to add
cost/$s)
2) Adjustment: Add or subtract an asset's cost/$s or quantity
3) Recategorize: Change the asset Category (e.g.; BLDG, EQUIP) and/or Cost
Type (e.g.; Governmental, Proprietary)
4) Transfer: to correct any part of a chartstring or physically transfer an asset
to another department		Navigation: Asset Management > Asset Transactions > Financial Transactions > Cost Adjust/Transfer AssetAsset Adjustments, Recategorize, and Transfers
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Asset Disposal/ Retirement5Remove an asset from being in-service1. Remove the asset from AM when an asset is disposed, corrupted/cannot be corrected, or the college no longer owns the asset.
2. Must click on the "Go" button and enter a Trans Code (Proprietary or Governmental).
A. Click on Chartfield tabs to see chartstring. Fund that begins with a "4" or a "5" is proprietary. Fund 997, class 211 is governmental.		Navigation: Asset Management > Asset Transactions > Asset Disposal > Retire/Reinstate AssetRetire and Reinstate Assets
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Reinstate6Place a retired asset back into Service1. Must calculate depreciation and create accounting entries in AM, and generate subsystem journals in GL after retiring an asset, before you can reinstate it.
2."Reinstate" button will be white if it is eligible to be reinstated.
A. Click on "Go" button and on "Save" button.		Navigation: Asset Management > Asset Transactions > Asset Disposal > Retire/Reinstate AssetRetire and Reinstate Assets
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Change CIP to Building7Change a CIP to a building when the building is placed into service1. If there are multiple CIPs for one building, you must consolidate them into 1 CIP.
A. Move costs of more recent CIPs to the oldest CIP
B. Retire all the CIPs whose costs were moved to the oldest CIP.
2. Navigate to Asset Management> Search for An Asset>. Select "Asset Basic Information" and click on "GO!".
A. Must change asset class and Profile ID to one that begins with 05.Change Asset Subtype to "05".
B. Recommend changing Description and short description to building name, Tag # to a unique value, etc.
3. Navigate to Asset Management> Search for An Asset. Select "Define Tax/Depr Criteria" and click on "GO!"
A. Change the In-Service Date to the date the building is approved to be occupied/placed in service.
B. Change the useful life to the months of useful life (e.g.; 50 years is "600").
C. Change Calculation Type to "Life-to-Date", and click on "Save" button.
4. Navigate to Asset Management> Search for an Asset>. Select "Asset Cost Adjust/Transfers" and click on "GO!"
A. Enter the building In-service Date as the Transaction Date.
B. Select "Recategorize" in the Action drop-don box and click on "GO".
C. Change the Category from CIP to "BLDG". Click on "Save" button.		Navigation: Asset Management > Search for An Asset Change a CIP (Construction in Process) into a Building
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TO PROCESS AND VIEW ALL ASSET ENTRIES, ADJUSTMENTS/TRANSFERS, RETIREMENTS, REINSTATEMENTS, OR CHANGES TO USEFUL LIFE AND/OR IN-SERVICE DATE ON THE DEFINE TAX/DEPR CRITERIA PAGE, YOU MUST CALCULATE DEPRECIATION, CREATE ACCOUNTING ENTRIES, AND GENERATE SUBSYTEM JOURNALS.
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Calculate Depreciation8Creates a depreciation schedule for each asset1. This step creates a depreciation schedule in AM, but does NOT record depreciation in the General Ledger (GL).
A. This step must be run, even if the asset is fully depreciated, or if it is not an asset type that is depreciated (e.g.; land).
2. Set Process Frequency to "Always", Unit = Business Unit, Book Name = "WACTC", and click on the "From Asset ID" magnifying glass to pick the first asset listed. For the "To Asset ID", click on the magnifying glass to select the last asset listed.		Navigation: Asset Management > Depreciation > Processing > CalculateCalculate Depreciation
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Create Accounting Entries9Create AM journals entries1. Creates the accounting entries in AM that will be moved to the General Ledger.
2. Set Process Frequency to "Always", Unit = Business Unit, Book Name = "WACTC", and click on the "From Asset ID" magnifying glass to pick the first asset listed. For the "To Asset ID", click on the magnifying glass to select the last asset listed.
3. To be able to edit the subsystem journal, do NOT check the Process GL Journal Generator box. Instead, navigate to General Ledger> Journals> Subsystem Journals> Generate Jnrl from Subsystem (recommended).		Navigation: Asset Management > Accounting Entries > Create Accounting EntriesCreate Accounting Entries
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Generate Subsystem Journals in the GL10Generate Journals to move AM subledger transactions to the GL1. Click on "Edit" and "Budget Check" only in Journal Processing Options.
2. Set Process Frequency to "Always", SetID to "WACTC", Accounting Definition Name to "AMDEFN", and Application Business Unit = your Business Unit.
A. Do NOT enter any other information on this page.
3. Select "Save", select "Run", select "JGEN", and select "OK".
4. Process monitor to "Success" and "Posted".
5. To view the journal(s) created, navigate to General Ledger> Journals> Journal Entry> Create/Update Journal Entries>. Find an Existing Value. Enter your Business Unit, change the Journal Header Status to blank, and enter "AM" as the Source.		Navigation: General Ledger > Journals > Subsystem Journals > Generate Jnrl from SubsystemGenerate Subsystem Journals
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DO STEPS 1 - 10 THROUGHOUT THE MONTH
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Close Depreciation11Close Depreciation to move depreciation in AM to the GL at month end1. Close Depreciation once a month, at the end of each month, after ALL additions, adjustments/transfers, retirements, reinstatements, and changes to useful life and in-service date on the Define Tax/Depr Criteria page are finalized.
A. Calculate depreciation, create accounting entries, and generate journals must be run/completed for all assets, to be able to close depreciation.
2. Close depreciation for each month/period.
A. This step lets ctcLink know you are ready to record your monthly depreciation in the general ledger.
b. Close Depreciation can be run for open fiscal years only.
3. Set Process Frequency to "Always", Unit = Business Unit, Book Name to "WACTC", enter the current fiscal year, and enter the period/month you want to close.
4. To process multiple periods/months at one time, use the "+" in the upper right to add additional periods.
A. Change the Request ID to a new, unique number, and complete the rest of the information as described in "3." above.		Navigation: Asset Management > Accounting Entries > Close DepreciationClose Depreciation
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NEVER CLOSE THE ACCOUNTING PERIOD!!!
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