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Fixed Asset Inventory
Overview
The Fixed Asset Inventory makes it easy to maintain and keep track of agency fixed assets.
Setup files are established for general ledger codes, funding source codes, location codes, description codes, and depreciation codes. Funding source codes have an unrestricted or restricted file to designate if the fixed asset was purchased with local funds or grant/contract funds.
Depreciation is automatically calculated on a straight-line basis for those items specified as “depreciable.” A depreciation schedule and analysis may be printed at any time for documentation.
Before you enter fixed asset inventory items, certain setup files must be established. Setup files include:
General ledger categories
Funding source codes
Location codes
Description codes
Depreciation codes
We highly recommend that descriptions NOT be zeroed out. If you do not want to use a code that was previously set up and it hasn’t been assigned to a fixed asset, put “Do Not Use” in the description.
Step by Step Instructions
Select Set up from the Fixed Assets menu to establish setup files.
GL Categories
To enter a new GL code or edit an existing code, click on Edit. If entering a new code, click on the + sign located at the bottom of the screen to the right of the Record number.
Code: Enter the general ledger asset account number established in the chart of accounts (i.e. 10000 - 19999) this will automatically put the description in the description field.
Save: Click on Save to save the code you have just entered.
Print: Displays the codes that have been entered. To print click on the printer and print all pages or only the page numbers selected.
To Delete an existing GL code
Click on Edit, you can only delete a code that has not had anything coded to it. Click on Edit. Next click on the – sign located at the bottom of the screen to the right of the Record number. It will not allow you to delete a code that has been used in the fixed asset inventory.
Location Codes
To enter a new location code or edit an existing code, click on Edit. If entering a new code, click on the + sign located at the bottom of the screen to the right of the Record number.
Code: Enter the location code. Location codes and descriptions should be established for all locations where fixed assets are located.
Description: Enter the description, such as a site or a specific office within a site. You may want to use a floor plan of the office building to designate offices.
Active: Put a check in this box if this is an active code. Remove the checkmark if it is no longer active.
Save: Click on Save to save the code you have just entered.
Print: Displays the codes that have been entered. To print click on printer and print all or only the page numbers selected.
To Edit an existing location code
Edit: Click Edit, the only field that can be edited is the Active. Use the mouse to highlight the location you wish to change, make the change. Click Save to record the changes you have made.
Delete: Click on Edit, you can only delete a code that has not had anything coded to it. Click on Edit. Next click on the – sign located at the bottom of the screen to the right of the Record number. It will not allow you to delete a code that has been used in the fixed asset inventory.
Depreciation Codes
To enter a new depreciation code or edit an existing code, click on Edit. If entering a new code, click on the + sign located at the bottom of the screen to the right of the Record number.
Code: Enter a depreciation code. Each depreciation code represents a specific number of months that an item is to be depreciated.
Number months: Enter the number of months to depreciate. (i.e. 1 -12 months)
Save: Click on Save to save the code you have just entered
Print: Displays the codes that have been entered. To print click on printer and print all or only the page numbers you selected.
To Delete an existing depreciation code
Delete: Click on Edit, you can only delete a code that has not had anything coded to it. Click on Edit. Next click on the – sign located at the bottom of the screen to the right of the Record number. It will not allow you to delete a code that has been used in the fixed asset inventory.
Funding Sources
To enter a new funding source code or edit an existing code, click on Edit. If entering a new code, click on the + sign located at the bottom of the screen to the right of the Record number.
Code: Enter a revenue code that is established in the chart of accounts. (i.e. 40000 - 49999) this will automatically put the description in the description field.
Description: Enter the funding source description.
Restricted: Put a check in this box if this is a restricted fund
Save: Click on Save to save the code you have just entered
Print: Displays the codes that have been entered. To print click on printer and print all pages or only the page numbers you selected.
To Delete an existing Funding Source
Delete: Click on Edit, you can only delete a code that has not had anything coded to it. Click on Edit. Next click on the – sign located at the bottom of the screen to the right of the Record number. It will not allow you to delete a code that has been used in the fixed asset inventory.
Description Codes
To enter a new description code or edit an existing code, click on Edit. If entering a new code, click on the + sign located at the bottom of the screen to the right of the Record number.
Code: Enter description code. Codes and descriptions should be established for all types of fixed assets, such as desks, chairs, computers, vehicles, etc.
Description: Enter the description to be assigned to each code.
Save: Click on Save to save the code you have just entered
Print: Displays the codes that have been entered. To print click on printer and print all or only the page numbers you selected.
To Delete an existing Description Code
Delete: Click on Edit, you can only delete a code that has not had anything coded to it. Click on Edit. Next click on the – sign located at the bottom of the screen to the right of the Record number. It will not allow you to delete a code that has been used in the fixed asset inventory.
The Fixed Asset Inventory makes it easy to maintain and keep track of agency fixed assets.
Setup files are established for general ledger codes, funding source codes, location codes, description codes, and depreciation codes. Funding source codes have an unrestricted or restricted file to designate if the fixed asset was purchased with local funds or grant/contract funds.
Depreciation is automatically calculated on a straight-line basis for those items specified as “depreciable.” A depreciation schedule and analysis may be printed at any time for documentation.
Before you enter fixed asset inventory items, certain setup files must be established. Setup files include:
General ledger categories
Funding source codes
Location codes
Description codes
Depreciation codes
We highly recommend that descriptions NOT be zeroed out. If you do not want to use a code that was previously set up and it hasn’t been assigned to a fixed asset, put “Do Not Use” in the description.
Step by Step Instructions
Select Set up from the Fixed Assets menu to establish setup files.
GL Categories
To enter a new GL code or edit an existing code, click on Edit. If entering a new code, click on the + sign located at the bottom of the screen to the right of the Record number.
Code: Enter the general ledger asset account number established in the chart of accounts (i.e. 10000 - 19999) this will automatically put the description in the description field.
Save: Click on Save to save the code you have just entered.
Print: Displays the codes that have been entered. To print click on the printer and print all pages or only the page numbers selected.
To Delete an existing GL code
Click on Edit, you can only delete a code that has not had anything coded to it. Click on Edit. Next click on the – sign located at the bottom of the screen to the right of the Record number. It will not allow you to delete a code that has been used in the fixed asset inventory.
Location Codes
To enter a new location code or edit an existing code, click on Edit. If entering a new code, click on the + sign located at the bottom of the screen to the right of the Record number.
Code: Enter the location code. Location codes and descriptions should be established for all locations where fixed assets are located.
Description: Enter the description, such as a site or a specific office within a site. You may want to use a floor plan of the office building to designate offices.
Active: Put a check in this box if this is an active code. Remove the checkmark if it is no longer active.
Save: Click on Save to save the code you have just entered.
Print: Displays the codes that have been entered. To print click on printer and print all or only the page numbers selected.
To Edit an existing location code
Edit: Click Edit, the only field that can be edited is the Active. Use the mouse to highlight the location you wish to change, make the change. Click Save to record the changes you have made.
Delete: Click on Edit, you can only delete a code that has not had anything coded to it. Click on Edit. Next click on the – sign located at the bottom of the screen to the right of the Record number. It will not allow you to delete a code that has been used in the fixed asset inventory.
Depreciation Codes
To enter a new depreciation code or edit an existing code, click on Edit. If entering a new code, click on the + sign located at the bottom of the screen to the right of the Record number.
Code: Enter a depreciation code. Each depreciation code represents a specific number of months that an item is to be depreciated.
Number months: Enter the number of months to depreciate. (i.e. 1 -12 months)
Save: Click on Save to save the code you have just entered
Print: Displays the codes that have been entered. To print click on printer and print all or only the page numbers you selected.
To Delete an existing depreciation code
Delete: Click on Edit, you can only delete a code that has not had anything coded to it. Click on Edit. Next click on the – sign located at the bottom of the screen to the right of the Record number. It will not allow you to delete a code that has been used in the fixed asset inventory.
Funding Sources
To enter a new funding source code or edit an existing code, click on Edit. If entering a new code, click on the + sign located at the bottom of the screen to the right of the Record number.
Code: Enter a revenue code that is established in the chart of accounts. (i.e. 40000 - 49999) this will automatically put the description in the description field.
Description: Enter the funding source description.
Restricted: Put a check in this box if this is a restricted fund
Save: Click on Save to save the code you have just entered
Print: Displays the codes that have been entered. To print click on printer and print all pages or only the page numbers you selected.
To Delete an existing Funding Source
Delete: Click on Edit, you can only delete a code that has not had anything coded to it. Click on Edit. Next click on the – sign located at the bottom of the screen to the right of the Record number. It will not allow you to delete a code that has been used in the fixed asset inventory.
Description Codes
To enter a new description code or edit an existing code, click on Edit. If entering a new code, click on the + sign located at the bottom of the screen to the right of the Record number.
Code: Enter description code. Codes and descriptions should be established for all types of fixed assets, such as desks, chairs, computers, vehicles, etc.
Description: Enter the description to be assigned to each code.
Save: Click on Save to save the code you have just entered
Print: Displays the codes that have been entered. To print click on printer and print all or only the page numbers you selected.
To Delete an existing Description Code
Delete: Click on Edit, you can only delete a code that has not had anything coded to it. Click on Edit. Next click on the – sign located at the bottom of the screen to the right of the Record number. It will not allow you to delete a code that has been used in the fixed asset inventory.
