FIXED ASSETS MAINTENANCE

DESCRIPTION:  This program is used to house all the information on your fixed asset purchases and disposals.  This can include big items like trucks, or smaller items such as a computer.

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To access the Fixed Asset Maintenance, click on the FIXED ASSETS button ,  then click on the FIXED ASSET MAINTENANCE button.

The following screen will appear.  Please note there are 4 tabs at the bottom.  We will go over the information contained on each tab.

If you already have fixed assets in your system, you can find them by clicking on the FA Code or Equipment # pull-down menu.  Remember to TAB after you select the FA Code or Equipment # so all of the information below updates!!

ACCOUNT #'s TAB

TO ENTER A NEW FIXED ASSET:

1. Click the NEW button.   

2. Enter the following information.

Code #: Will automatically default with the next available Fixed Asset Number.

Group #: (Note:  For Road Commissions, make sure you are putting the fixed asset in the correct Group # according to the accounting manual.)  The "code" will automatically default with the next available Fixed Asset number.

Serial #: Serial Number or appropriate identification number.

Addition:  Sometimes a vehicle has additions put on it at a later time.  Once an item is depreciated, you can't change the financial information, so instead you can have the same Group & Serial number, but add Addition numbers, such as 01, 02 when you need to add items onto a piece of equipment or building.

Asset Name: Easy identifiable description of asset.

Used Asset: Click this box if this item was purchased used.

3. Enter the correct Debit and Credit account numbers. 

Click on the CREDIT button for the following enter screen to appear.

Use the pull-down menu to find the appropriate account numbers.  You can also click the Account Maintenance button  to set an account number up, or click on the Account Tree button  to find your account number.  If you know your account number and want to hand enter it, click on the Change Entry Mode button  to hand enter.

Once you have entered the appropriate Credit and Debit numbers, click the SET ACCOUNTS button  to set these account numbers.

4. FIXED ASSET HISTORY button:   

If you need to see the depreciation history on this particular asset, click the EDIT button, then click the Fixed Asset History button to access the print report screen.

5. Click the SAVE button if you are not continuing on to the other tabs to fill out information.

SERVICE TAB

Once you have entered the beginning information about the asset on the Account #'s tab, the top portion will copy over to the top portion of the Service Tab, so you will only need to update the bottom portion of this tab.

1. ADDITIONAL INFO: Enter any additional information to help identify this item.

2. PURCHASE DATE: (MUST BE ENTERED)  Enter the date the fixed asset was purchased.  Use the blue calendar button to Select your date or hand enter.

3. LOCATION: This is the place where this fixed asset is housed.  Example: Grader housed at Garage #2.

4. IN SERVICE DATE: (MUST BE ENTERED) This is the actual date this item is put into service.  Example:  Truck purchased on 1-3-17, but work performed on it to add attachments, so not put into service on the road until 4-1-17.  In service date would then be 4-1-17.

5. MODEL YEAR:  Enter the model year of this fixed asset.  (Note model years don't always run the same as calendar years.)

6. PURCHASED FROM:  Enter the company from whom you purchased the item.

7. DESCRIPTION:  Further description of item.  Example:  In description at the top you put Ford Explorer.  Here you could put 2017 Ford Explorer for Foreman District 2.

8. Click the SAVE button if you are not continuing on to the other tabs to fill out information.

DEPRECIATION TAB

The Depreciation screen contains the information about the asset's value, depreciation data, and life.

1. CAPITAL AMOUNT: Enter the TOTAL amount you paid for the asset, including any additions you made to make the asset usable.  Also include Title Fees, etc. charged in the purchase of the equipment.  (NOTE:  To keep things in balance, make sure the amount here and the amount in the Equipment Maintenance Screen - Purchase Price ARE THE SAME!)

2. LIFE YEARS:  Enter the number of life years according to the accounting manual.

3. SALVAGE VALUE: If the asset has a salvage value, enter that amount.

4. DOWN TO: If you want to stop depreciating the asset at a certain dollar amount, enter the amount.

5. DEPR TYPE: There are two types of depreciation you may Select from: 1 for Straight Line, and 2 for Sum of the Year's Digits. (Consult your accounting manual if you are unsure which one to Select.)

6. START COUNTER: The Start Counter field contains the number of months depreciation has been applied to the asset.  If your fixed assets were imported from Beta, this number will be filled in already.  If the fixed asset is NEW, you should enter a zero in this field.

7. IMPORT FROM BETA DATE: If your assets were imported from the old Beta files, a date will automatically be filled in; otherwise ignore.

8. START DEPR AMOUNT:  New fixed assets do NOT require entries in this field.  (If your assets were imported from old Beta files, there may be other numbers in this field, which is fine.)

9. Click the SAVE  button if you are not continuing on to the other tabs to fill out information.

DISPOSAL TAB

The Disposal screen contains information about the disposition of the asset.  (Typically, you wouldn't need to enter anything on this screen when setting up a new asset.)

WHEN YOU SELL YOUR ASSET OR SCRAP IT:

1. SOLD TO: Enter the person or company you sold this asset to.

2. DISPOSAL DATE: Enter the date you sold/disposed of this asset.

3. DISPOSAL VALUE:  Enter the amount you sold the asset for.  If you scrapped it and received money for it, enter that amount here.  If you simply threw the asset away, enter zero.

4. DISPOSAL RECEIPT: If you sold the asset to a person/company, enter the receipt number here.

DELETING A FIXED ASSET ONCE IT IS SOLD/DISPOSED OF

1. Locate your Fixed Asset record by using the FIRST, NEXT, PREV, LAST, or LIST buttons.

2. Click the DELETE button.

3. Once clicking the Delete button, you will receive the following Warning screen.

Click YES to delete the Fixed Asset; No to cancel your request.