Fixed Asset Maintenance Prompts

Asset Tag

Enter a unique identifier for the asset and click Retrieve .  (up to 20 characters)

To display an asset, enter the Asset Tag and click Retrieve, or press [ENTER].

To look for an Asset, click Search .  From the Search list you can select the record to change or delete.  Keyboard shortcut:  [ALT + r]

Tip:  To indicate that you are building a new fixed asset, New  displays near the Asset Tag.  Default entries display and the first field is highlighted to let you know you can begin entering information.

To create a new asset based on the current asset information displayed, first enter the asset tag and then click Duplicate.  This is a quick way to build an asset.

To update the new or changed information, click Save or press [ENTER].

Keyboard shortcut:  [ALT + s]

CAUTION

To avoid losing data, you must save new or changed records.

Description

Enter a description for the asset.  (up to 50 characters)

General

This area contains information that describes the asset.  An example can be seen in the screen shot above.

Note:  For the fields Vendor, Manufacturer and Department - Activity Type if the desired choice is not available in the drop-down list, simply begin entering the choice in the drop-down list.  You will be asked if you would like to add the item as a new item.  Click Yes to add it.

Vendor

To select the vendor who manufactured the asset, click a choice in the drop-down list.  

Manufacturer

To select the manufacturer of the asset, click a choice in the drop-down list.  

Tip:  Manufacturers are maintained in Manufacturer Maintenance.

Model

Enter the model of the asset, if applicable.

Serial #

Enter the serial number for the asset, if applicable.

Department

To select the department where the asset is assigned, click a choice from the drop-down list.

Tip:  Maintain departments in Department Maintenance.

Class

To select a class for the asset, click a choice from the drop-down list.

Tip:  Maintain classes in Class Maintenance.

Location

To select a location where the asset resides, click a choice from the drop-down list.

Tip:  Maintain locations in Location Maintenance.

Fund Source

To select a fund source for the asset, click a choice from the drop-down list.

Tip:  Maintain fund sources in Fund Source Maintenance.

Activity

To select an activity for the asset, click a choice from the drop-down list.

Tip:  Maintain activities in Activity Maintenance.

Function

To select a function for the asset, click a choice from the drop-down list.

Tip:  If the desired function is not in the drop-down list, simply begin entering the function in the drop-down list and Function Maintenance will open where the Function can be set up.

Activity Type

Choose the type of activity that pertains to the asset.  Choices are:  Governmental or Business-like

Asset

Linked to Asset

If the asset should be linked with another asset, enter the asset tag or click Search to look for it.

User Defined Fields

Note:  The User Defined Fields tab only displays if optional user defined fields are set up.  Because the field names for the user defined fields are determined by your organization, the fields on your screen may not match the documentation.  

Alpha Fields

Enter the asset information for the user definable alpha field.

Note:  Although there are 27 alpha fields available, only the fields that you defined during Alpha Field Definitions display.

Numeric Fields

Enter the asset information for the user definable numeric field.

Note:  Although there are 60 numeric fields available, only the fields that you defined during Numeric Field Definitions display.

Acquisition Tab

This area contains purchase information.

Acquisition Date

Enter the date the asset was purchased. (mmddccyy)

Purchase Order

Enter the purchase order number associated with the purchase of the asset if applicable.

Check Number

Enter the check number if the asset was paid for by check.

Number of Units

If you entered a serial number, the number of units is set to 1.  If you did not enter a serial number, enter the number of units.  REQUIRED

Initial Cost (per unit)

Enter the initial cost of the asset.

Salvage Value (per unit)

Enter the estimated amount the asset is worth when fully depreciated.

Insured Value

Enter the insured value if applicable.

Cost Method

To select a cost method, click a choice in the drop-down list.

Total Cost

Total Salvage Value

Depreciation Basis

Total cost, total salvage value, and depreciation basis calculate and display for your reference.

Notes

Enter notes about the asset.  Notes are informational only.

Depreciation Tab

This area contains information for depreciating the asset.

Depreciation Method

Select the depreciation method from the drop-down list.  Methods are defined during Depreciation Method Maintenance.

Depreciation Start Date

Enter the depreciation start date.  (mmddccyy)

Useful Life

Enter the number of years the asset will remain in service.   REQUIRED

Depreciation Period

Depreciation period is set to monthly and will display the number of useful life months based on the number of years entered as the useful life.

Convention

Convention is set to full month and can not be changed.

Debit Account

Credit Account

Capital Asset Account

From the drop-down list choose the GL account to debit with depreciation for the asset.

From the drop-down list choose the GL account to credit with depreciation for the asset.

Note:  The capital asset account is reserved for future use.  

Last G/L Post Date

Displays the date of the last time the asset depreciation was posted to General Ledger.

Disposition Tab

This area contains information about the sale or other disposition of the asset.  

Disposition Date

Enter the date when the asset was sold or otherwise disposed of.  (mmddccyy)

Disposition Method

Select the disposition method from the drop-down list.  Methods are defined during Disposition Method Maintenance.

Sale Amount

Enter the dollar amount for which the asset was sold.

Notes

Enter any notes about the disposition.

Schedule Tab

Use this area to calculate and view the depreciation schedule based on the asset's depreciation factors.  Depreciation entries that have been posted to General Ledger will include a Posted Date.  The schedule can be printed as well.

To calculate the asset depreciation schedule, click Calculate.

To print a copy of the depreciation schedule, click Print.

Depreciation History

Use this area to view the asset's depreciation that has been posted to the General Ledger so far.  This can be printed as well.

Depreciation History Fields

The following asset depreciation information displays:

• Ending Date

• Depreciation Basis

• Depreciation

• Accumulated Depreciation

• Adjusted Value

• Method

• Posted Date

To print a copy of the depreciation history, click Print.

Editing an Asset

CAUTION:  To avoid losing data, you must save new or changed records.

1.  To display the record to be changed, enter the Asset Tag and click Retrieve , or press [ENTER].
Keyboard shortcut:  [ALT + t]

Tip:  To look for an asset, click Search .

2.  Position the pointer to the information that you want to change.

3.  Enter the data changes.

4.  To complete the edit process, click Save , or press [ENTER].
Keyboard shortcut:  [ALT + s]

Deleting an Asset

1.  To display the record to be deleted, enter the Asset Tag and click Retrieve .
Keyboard shortcut:  [ALT + t]
Tip:  To look for an asset, click Search .

2.  Click File from the Menu, and next click Delete.
Keyboard shortcut:  [ALT] [f] [d]

3.  At the Delete Records prompt, click Yes to delete the record, or click No to cancel the delete routine.