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Maintain Fixed Assets
Document Attachments
During Fixed Asset data entry you have the ability to attach an external document to the fixed asset. Some examples are a pdf image of a bill, correspondence in a Word document or an Excel spreadsheet. To accomplish this, once the fixed asset is open click on the Documents button on the tool bar across the top of your screen. A New Document form will appear with the Source combo box defaulted to FA. The Doc# field will also automatically be populated. At this point you can open Windows Explorer or My Computer and locate the document you wish to attach. Then simply drag and drop the document by placing the cursor over the document name, left click and drag it to the New Document form in GMS. Once the cursor is anywhere on the New Document form simply let go of the cursor button and the complete file name and path will appear in the File Name field. Then save the document attachment. Another option is to click on the >> symbol to the right of the File Name field and locate the document to be attached. Once the document is selected, click on open, then save the document attachment.
Once a document is attached a paperclip image will appear on the top of the form. Should you wish to view a document already attached, click on the paper clip. If there is only one document attached, when you click on the paper clip the document will open. If there are multiple documents attached, the File List will appear and you may choose which document you wish to view.
Should you wish to add additional documents to the fixed asset, click on the New button on the bottom of the form and repeat the attachment process.
Should you wish to “un-attach” a document from the fixed asset, highlight the existing file name on the File List tab and click on the Delete button on the bottom. Note: this step does not delete the document, it merely “un-attaches” it from the fixed asset.
ASSET ENTRY
To enter a new fixed asset, select New.
FA Code: Enter any numeric code up to 9 digits.
Description: Enter description of the item.
Serial #: Enter the serial number.
Contract #: If the fixed asset was purchased with grant or contract funds, enter the contract number. If it was purchased with local funds, leave blank.
Purchase Date: Enter the purchase date as MM/DD/YYYY.
Price: Enter the purchase price with no dollar sign or commas.
Tag #: This field can be used for an additional identification code that can be set up using up to 50 alpha and numeric digits in length. This tag # can be used in the find routine and is also printed on the Analysis by Location Code and by Description Code.
Status: Enter A for active or D for disposed or use the combo box to select option. If you select D you must enter a disposition date in the Disposition section on the bottom of the form.
Remark: Enter any remarks such as contract provisions, donations, resource, etc.
Condition: You may enter the condition of a fixed asset and it will print on the profiles and labels.
Funding Source #: Enter the appropriate funding source code as established in the setup file or use the combo box to select from the list. Enter the percentage of cost participation per funding source.
The total percentage must equal 100% before the cursor can be moved to the GL Code field.
GL Code: Enter the appropriate general ledger code as established in the setup file or use the combo box to select from the list.
Location Code: Enter the appropriate location code as established in the setup file or use the combo box to select from the list.
Description Code: Enter the appropriate description code as established in the setup file or use the combo box to select from the list.
Depreciation
Life of Asset: Enter the appropriate depreciation code as established in the setup file or use the combo box to select from the list. (For no depreciation, you will need to set up a code in the depreciation code set up with zero months).
Amount per Month: This will be automatically calculated based upon information entered above.
Depreciated this Year (cannot exceed purchase price). This will be automatically updated each time depreciation is calculated and posted.
Depreciated to Date (cannot exceed purchase price). This will be automatically updated each time depreciation is calculated and posted.
Number of months depreciated: These amounts will automatically be calculated on a monthly basis when you select the depreciation button.
When first setting up the Fixed Assets Inventory, the historical data for depreciation amounts and number of months depreciated must be manually entered.
Save: Click on Save to save the fixed asset item you have just entered.
Disposition
Requirements: Enter disposition requirements. Examples may include a percentage payback to the funding source or no restrictions.
Optional: This field can be used to store any notes regarding the specific disposition instructions for a specific fixed asset. This field may also be used for any other disposition information that may apply.
Disposition date: Enter the date of disposition using MM/DD/YYYY format. You can only enter a disposition date if you have selected D as the status for the asset.
Price: Enter the amount received if the asset was sold. Do not enter a dollar sign or commas.
Method: Enter the method of disposition. Examples may include to whom it was sold, traded in, or trashed.
Optional General Journal Setup
In this section, you can assign GL and Element codes for both the debit and credit side of the depreciation entry for the asset appearing on the form. When the depreciation is calculated, the report will include totals at the bottom for all assets. Depreciation amount totals for assets that do not have these codes assigned will appear with no GL or Element
codes.
Note: when the depreciation report is closed and the GJ entry is formed, the amounts with no codes assigned will not be included in the entry.
Find: You can use the find routine to search for fixed assets by fixed asset code, contract #, serial # or tag #. After the search field is chosen, enter the search text you are looking for.
Print: A form with the following check boxes will be displayed:
Fixed Asset Profiles
Fixed Assets Labels
Order by:
During Fixed Asset data entry you have the ability to attach an external document to the fixed asset. Some examples are a pdf image of a bill, correspondence in a Word document or an Excel spreadsheet. To accomplish this, once the fixed asset is open click on the Documents button on the tool bar across the top of your screen. A New Document form will appear with the Source combo box defaulted to FA. The Doc# field will also automatically be populated. At this point you can open Windows Explorer or My Computer and locate the document you wish to attach. Then simply drag and drop the document by placing the cursor over the document name, left click and drag it to the New Document form in GMS. Once the cursor is anywhere on the New Document form simply let go of the cursor button and the complete file name and path will appear in the File Name field. Then save the document attachment. Another option is to click on the >> symbol to the right of the File Name field and locate the document to be attached. Once the document is selected, click on open, then save the document attachment.
Once a document is attached a paperclip image will appear on the top of the form. Should you wish to view a document already attached, click on the paper clip. If there is only one document attached, when you click on the paper clip the document will open. If there are multiple documents attached, the File List will appear and you may choose which document you wish to view.
Should you wish to add additional documents to the fixed asset, click on the New button on the bottom of the form and repeat the attachment process.
Should you wish to “un-attach” a document from the fixed asset, highlight the existing file name on the File List tab and click on the Delete button on the bottom. Note: this step does not delete the document, it merely “un-attaches” it from the fixed asset.
ASSET ENTRY
To enter a new fixed asset, select New.
FA Code: Enter any numeric code up to 9 digits.
Description: Enter description of the item.
Serial #: Enter the serial number.
Contract #: If the fixed asset was purchased with grant or contract funds, enter the contract number. If it was purchased with local funds, leave blank.
Purchase Date: Enter the purchase date as MM/DD/YYYY.
Price: Enter the purchase price with no dollar sign or commas.
Tag #: This field can be used for an additional identification code that can be set up using up to 50 alpha and numeric digits in length. This tag # can be used in the find routine and is also printed on the Analysis by Location Code and by Description Code.
Status: Enter A for active or D for disposed or use the combo box to select option. If you select D you must enter a disposition date in the Disposition section on the bottom of the form.
Remark: Enter any remarks such as contract provisions, donations, resource, etc.
Condition: You may enter the condition of a fixed asset and it will print on the profiles and labels.
Funding Source #: Enter the appropriate funding source code as established in the setup file or use the combo box to select from the list. Enter the percentage of cost participation per funding source.
The total percentage must equal 100% before the cursor can be moved to the GL Code field.
GL Code: Enter the appropriate general ledger code as established in the setup file or use the combo box to select from the list.
Location Code: Enter the appropriate location code as established in the setup file or use the combo box to select from the list.
Description Code: Enter the appropriate description code as established in the setup file or use the combo box to select from the list.
Depreciation
Life of Asset: Enter the appropriate depreciation code as established in the setup file or use the combo box to select from the list. (For no depreciation, you will need to set up a code in the depreciation code set up with zero months).
Amount per Month: This will be automatically calculated based upon information entered above.
Depreciated this Year (cannot exceed purchase price). This will be automatically updated each time depreciation is calculated and posted.
Depreciated to Date (cannot exceed purchase price). This will be automatically updated each time depreciation is calculated and posted.
Number of months depreciated: These amounts will automatically be calculated on a monthly basis when you select the depreciation button.
When first setting up the Fixed Assets Inventory, the historical data for depreciation amounts and number of months depreciated must be manually entered.
Save: Click on Save to save the fixed asset item you have just entered.
Disposition
Requirements: Enter disposition requirements. Examples may include a percentage payback to the funding source or no restrictions.
Optional: This field can be used to store any notes regarding the specific disposition instructions for a specific fixed asset. This field may also be used for any other disposition information that may apply.
Disposition date: Enter the date of disposition using MM/DD/YYYY format. You can only enter a disposition date if you have selected D as the status for the asset.
Price: Enter the amount received if the asset was sold. Do not enter a dollar sign or commas.
Method: Enter the method of disposition. Examples may include to whom it was sold, traded in, or trashed.
Optional General Journal Setup
In this section, you can assign GL and Element codes for both the debit and credit side of the depreciation entry for the asset appearing on the form. When the depreciation is calculated, the report will include totals at the bottom for all assets. Depreciation amount totals for assets that do not have these codes assigned will appear with no GL or Element
codes.
Note: when the depreciation report is closed and the GJ entry is formed, the amounts with no codes assigned will not be included in the entry.
Find: You can use the find routine to search for fixed assets by fixed asset code, contract #, serial # or tag #. After the search field is chosen, enter the search text you are looking for.
Print: A form with the following check boxes will be displayed:
Fixed Asset Profiles
- All Fixed Assets
- Selected Fixed Assets: If you wish to print one, multiple or a range of profiles, select this option and select from the list box.
- Active Fixed Assets
- Disposed Fixed Assets
Fixed Assets Labels
- Active Fixed Assets
- Disposed Fixed Assets
Order by:
- FA Code
- Location
- Description
- Depreciation
- Funding Source
- GL Code