Fixed Assets - Getting started

1What the Fixed Assets module does #

The Fixed Assets module keeps a register of every asset the business owns - what it is, what it cost, where it sits, who holds it, and when its warranty, insurance and service contract run out - beside the asset ledgers in the books. The register is about things; the ledgers are about money. Both are kept, and the reports read both.

An asset always hangs on an item. Every kind of asset (a laptop, an office chair, a delivery van) is an item in the Item Master whose classification is Fixed Asset; each physical unit of that item is one asset in the register. The chain is:

2Where to find help #

Help comes in three places, and they say the same thing.

• On every screen: the Help panel on the right (press the chevron to open or dock it). It explains what the screen is for, a worked example, every field in order, the keys, and - under If something does not work - every message the screen can show, why, and what to do.
• Below this guide: The manual - the Help of every Fixed Assets screen (Category, Fixed Asset Opening, the voucher list and the voucher entry screen, the report viewer), gathered in one place so it can be read or printed from start to finish.
• The help search at the top of every screen finds a word in all of it. Ask beside it answers a question in your own words from the same help.

3Where things are - the Fixed Assets menu #

Pressing Fixed Assets in the sidebar opens the module's menu page, with its items in tiles under their headings.

Three pages outside the module are part of setting it up: Masters > Item Master (the asset items), Masters > Ledger Account Master (the asset and depreciation ledgers) and Masters > Voucher Manager (the fixed-asset voucher types).

4First-day setup (administrator) #

Do these once per company, in this order.

1. Licence. The company's licence must include Fixed Assets. The menu, the two master pages and the fixed-asset voucher dialogs all depend on it.
2. Menu ticks. Administrators see the Fixed Assets items at once. Every other user needs Fixed Assets Category, Fixed Assets Master and Fixed Assets Transactions (and the reports they should read) ticked on their Menu Definition tab in User Manager, and rights on the fixed-asset voucher types on the Vouchers tab.
3. Asset ledgers. On Masters > Ledger Account Master, one ledger per kind of asset - Computers, Furniture & Fixtures, Office Equipment, Vehicles - under the built-in Fixed Assets group (or a group of your own under it). Add a Depreciation ledger under an expense group such as Expenses (Indirect/Admn.) for the depreciation journals.
4. Asset items. On Masters > Item Master, an item per kind of asset with Classification = Fixed Asset. Only items so classified are offered on Fixed Asset Opening. Switch on Is Track Fixed Asset Allocation on the items (spares, consumables) that will be booked against assets.
5. Categories. On Fixed Assets Category, the headings you want in the register.
6. Voucher types. On Masters > Voucher Manager, check the voucher types built on the base types Fixed Asset Purchase and Fixed Asset Sale - numbering, printing, and the accounting side. On the voucher types used to issue spares against assets, switch on Enable Material Allocation To FA ?.
7. Opening assets. On Fixed Assets Master, enter every asset you already own (see The register below).
8. Opening values in the books. Enter each asset ledger's Opening Balance on the Ledger Account Master, so the balance sheet and the register start from the same figures.

Approval. As delivered nothing needs approval. If a depreciation run, a transfer between branches, a disposal or a reversal should pass a second person, switch it on and name the approvers on Fixed Assets Settings (see Work-flow and approval below).

5Keys that work on every Fixed Assets page #

After Save the page stays on the record in view mode; press Add (F3) for the next one. Every field has a short hint under it, and every page has its own Help on the right.

6Categories #

A category is a heading in the register. The register report can be cut by category, and the allocation summary shows each asset's category. A category is optional on an asset.

1. Open Fixed Assets Category. The page opens ready to add.
2. Type the Category Name (required, and it is the category's key - no two categories may share a name) and, if you like, a Description.
3. For a vehicle category, switch on Is Vehicle and give its Empty Weight and Loaded Weight. The weights are editable only while Is Vehicle is on, and switching it off clears them. They are used by the weighment features.
4. Press Save (F5) and confirm. The page stays on the category.

You can also make a category without leaving an asset: the Category box on Fixed Assets Master has + Create new category at the foot of its list. The new category is selected into the asset.

• Find (F2) lists every category with its description and whether it is a vehicle; type to search by name or description.
• Delete asks to confirm. A category that assets (or weighment and gate-pass records) still name is refused by the database - move those assets to another category first.
• The depreciation method, rate, useful life and ledgers of a category are not on this page: they are kept on Fixed Assets > Depreciation Setup.

The category also carries the module's own figures, on the masters themselves: under Depreciation the method, rate or useful life and residual value; under Ledgers the two depreciation ledgers, the asset's ledger and the profit and loss on disposal ledgers; then the income-tax block and its rate, and the category's short code inside asset codes. They are the same figures Depreciation Setup and Asset Tagging show - change them in either place - and they are saved with the category. Changing them needs the Alter right on Fixed Assets Master.

7The asset register and opening assets #

Fixed Assets Master (headed Fixed Asset Opening) is where assets are entered and maintained, one asset item at a time. Use it on the first day for everything you already own, and afterwards to complete or change any asset - including those a purchase voucher created.

Enter the assets of one item

1. Open Fixed Assets Master and pick the item in Select Fixed-Asset product (or press Find (F2) to jump there). Only active items classified Fixed Asset are listed. + Create new fixed-asset item at the foot of the list opens the Item Master in a window.
2. Beside the picker the page shows Opening qty (the item's opening stock) and entered (how many assets it has in the register). These are shown for your information - nothing forces them to agree.
3. Press Add (F3). A new asset card opens in the editor below the grid, with a name made up from the item's name; change it to something people will recognise.
4. Fill in the sections that apply (below), then press Save (F5) and confirm. All the item's assets are saved together - new, changed and removed ones.

The sections of an asset

Each of Installation, Warranty, Insurance and Service Contract has a switch at its head. Switch it on to fill in the section; switching it off clears the section so old dates are not saved by mistake.

Changing and removing assets

• Pick an asset in the grid (or its pencil button) to open it in the editor; Modify (F4) re-opens the selected asset.
• Delete (or the bin on a row) marks the asset for removal - it goes when you Save. The database refuses to remove an asset that has already been sold, had material booked to it, or is registered as work-centre equipment.
• Cancel (Esc) asks, then throws away your changes and reloads the item's assets.

From the Item Master

A saved item classified Fixed Asset has a Fixed Asset Opening... button on the Item Master. It opens the same editor in a window, with the item fixed; Add Asset (F3) adds a card and Save (F5) saves and closes. When you save a new Fixed Asset item, the window opens by itself. On any other item the button answers Product classification must be 'Fixed Asset'.

Each asset's card has a Depreciation part too: its own method, rate, useful life and residual value where they differ from its category's (a blank box follows the category), the day it was put to use, its opening book value and the day that value is on, and a switch to leave it out of every run. Below it, shown only, are the depreciation charged so far, the day charged up to, and the day it was written off. These are the same figures as Its own figures on Depreciation Setup, saved with the asset.

Bringing in many assets at once - Excel Import

To enter the assets you already own, use Excel Import / Export on Fixed Assets Master (it is also under Tools & Utilities > Data Import > Fixed Assets). One sheet carries the assets of every asset item.

1. Add the asset items (Item Master, Classification = Fixed Asset) and the categories first. Nothing is created from a sheet.
2. Press Excel Import / Export, then Download format (.xlsx). The Instructions sheet says what every column takes.
3. Fill one row per asset: Asset Item, Asset Name, Purchase Cost (the three a new asset needs), then category, code, serial numbers, invoice, branch, department, cover dates.
4. Fill its depreciation cells where wanted: Depreciation Method (SLM, WDV, None - blank follows the category), Depreciation Rate %, Useful Life (Months), Residual Value (an amount), Put To Use On, Opening Book Value with Opening Book Value On, Stop Depreciation.
5. Choose the file. Every row is checked - New, Already there, or Error with each problem named. Correct cells in the grid, press Check again, then Import (F5).

• For an asset held before the program began to depreciate it, give its Opening Book Value and the day it is on - the last day of a financial year is best (31-03-2026). Charging starts the next day.
• A row whose Asset Name is already in the register is matched to it: choose Skip or Update. Update writes only the filled cells.
• The same window exports the register in this format, so it can be corrected in Excel and imported back with Update.
• Needs the Create right on Fixed Assets Master; the depreciation cells need its Alter right.

Parts and parent - an asset made of parts

A machine and its motor, a building and its lift, an aircraft and its engines: where the parts of an asset wear out at different speeds, each part is an asset of its own under the main one. It has its own cost, category, depreciation, code, cover and maintenance.

1. Enter the main asset as usual.
2. Enter each part as an asset too (under its own asset item), and save it.
3. On the part's card, in Parts and parent, pick the main asset in This asset is a part of. It is kept as soon as it is picked - not with Save (F5).
4. Open the main asset: its card now lists its parts, with their cost, depreciation so far and book value.

• Parts go one level deep: an asset that has parts cannot itself be a part, and a part cannot have parts.
• Each part is depreciated, moved, tagged and written off by itself. To replace a part, write the old one off and add the new one.
• The totals on the main asset's card are the parts' only; the main asset's own cost is its own.
• Clear the box to make a part stand on its own again.

Photos and documents

Where the company's licence includes Document Management, an asset's card has a Photos and documents section for its photo, purchase invoice, warranty card, insurance policy and the like. Choose what the next file is, press Add files... and pick them (ten at a time, 25 MB each). They are stored in Document Management under Fixed Assets / asset name, and linked to the asset at once - not with Save (F5).

• Open shows a file in a new tab where the browser can; Download saves it. Show the photos draws the pictures in the list.
• The bin button takes a file off the asset; the file itself stays in Document Management. Delete it in File Explorer there if it is not wanted at all.
• Link a file already in Document Management... ties an existing document to the asset without uploading it again.
• A document store must be set up first: Document Management > Connections. Without one the page says so and nothing is stored.

8Buying an asset - Fixed Asset Purchase #

A new asset is bought on a voucher built on the Fixed Asset Purchase base type. The voucher posts to the books as the voucher type is set up, and adds the assets to the register.

1. Open Fixed Assets > Fixed Assets Transactions and press the purchase voucher type's card. The entry screen opens in a new tab, ready to add.
2. Pick the supplier, check the date, and key the asset item and the quantity as on any purchase.
3. Commit the line (F7 or Add Item). The Fixed Assets Purchased window opens by itself, with one card per asset. Press Add Asset (F3) for each unit.
4. On each card: Asset Name * (required, unique in the whole register), Description, Purchase Cost (starts at the line's rate), Tracking ID, Serial No 1 and 2, Make, Model, Brand, Expected Life (months), Expected KM / Hrs, Elapsed KM / Hrs, Reg. No, Reg. Date, Has Warranty and Warranty Expiry, Remarks. Each card scrolls on its own and its heading stays in view, so you can tell which asset a field belongs to.
5. Save the window (F5), then save the voucher. Each card becomes an asset in the register, filed under the item.

• Brand is pick-or-type: choose from the Brand master, type a brand the master does not have, or use + Create new brand at the foot of the list.
• One card counts as one unit of the line's quantity. More cards than the quantity is refused (Over-allocated by ...). Fewer is allowed, but the window asks once - ... of the line's quantity has no asset against it. Press Save again to record it that way, or describe the missing assets.
• Closing the window without saving abandons the line - Save cancelled - describe the fixed assets this line purchases. - because on this voucher an asset line with no assets is a purchase of nothing.
• The window does not open again for a line that already has as many assets as its quantity. The line's fixed-asset button in the Actions column opens it by hand at any time; in view mode it opens read-only.
• Duplicate line does not copy the assets - their names would clash.
• Removing an asset from a purchase line (and saving) removes the register record that line created.

The purchase does not fill in the category, book value, supplier invoice, or who holds the asset. Open the asset on Fixed Assets Master afterwards and complete them.

9Who has it, and material booked against it #

Custody

The Division, Department and Employee on the asset (and Branch in the ERP edition) say who holds it. When an asset moves, change them on Fixed Assets Master. The register report can show the branch and custodian columns and can be cut by custodian.

Material allocation

Spares, consumables or services used on an asset - tyres for a van, a hard disk for a server - can be booked against it, so each asset carries its own running cost. Two switches must both be on:

• On the voucher type (Voucher Manager): Enable Material Allocation To FA ?.
• On the item being issued (Item Master): Is Track Fixed Asset Allocation.

1. Key the item line on such a voucher and commit it. The Fixed-Assets Material Allocation window opens by itself.
2. Press Select Fixed Asset (F3) and pick the asset; give the Qty (and the rate, amount and elapsed life where you keep them). Add a row per asset if the quantity went to several.
3. The rows must add up to the line's quantity exactly - Under-allocated by ... or Over-allocated by ... otherwise - and every row needs an asset and a quantity above nought. Save the window (F5).

Closing the window without saving cancels the line: Save cancelled - fixed-asset material allocation required. The voucher checks every flagged line again when it saves. The line's FA Mat'l button reopens the window; in view mode it is read-only.

The Fixed Assets Allocation report shows one asset's statement of what was booked against it, and Fixed Assets Allocation Summary puts every asset on one line.

Value allocation - money spent on an asset

A repair bill, an insurance premium, fuel: an amount in the books can be shared out among the assets it was spent on, without any item or stock. It is switched on ledger by ledger: Fixed Asset Value Allocation ? on the Ledger Account master.

1. Enter and save any voucher with a line on such a ledger - a Payment, a Journal, a Purchase.
2. After the save (and after bill-by-bill and cost centres) the Fixed Asset Value Allocation window opens, with each such line and one row for its whole amount.
3. Pick the asset. To share a line, change the amount (or key a Rate %, which fills the amount as that share of the line) and press Add an asset for the rest. ODO-KM / hours takes the asset's meter at the time, if you keep one.
4. Press Save (F5). Not now (Esc) leaves the voucher saved and the line unallocated.

• A line may be left partly unallocated, but cannot be given out for more than its amount.
• Asset Value Alloc. on the voucher's action rail shows a saved voucher's allocation. To change it, modify the voucher and save it again.
• The Fixed Assets Allocation and Fixed Assets Allocation Summary reports show these amounts against each asset, beside the material booked against it.
• The window opens only where the licence includes Fixed Assets.

10Depreciation - worked out and posted for you #

Depreciation is set up once and then charged by a run: the program works out each asset's charge for the days since it was last charged, shows it to you, and posts it as one Journal when you say so. Nothing reaches the books before you press Post, and a posted run can be reversed.

Set it up - Fixed Assets > Depreciation Setup. One card per asset category:

• The asset list below the cards shows what applies to each asset. A tinted line is missing something - a cost, a category, or a date to start from - and the last column says what.
• Its own figures gives one asset a method, rate, life or residual value different from its category, the day it was put to use (otherwise its Install Date, else its Invoice Date), or switches depreciation off for it.
• For an asset you held before the program began to depreciate it, enter its opening book value and the day that value is on - best the last day of a financial year. Charging starts the next day.
• Changing the set-up needs the Alter right on Fixed Assets Master.

Charge it - Fixed Assets > Depreciation Run. A run is for the branch you are signed in to.

1. Pick the day to charge up to - usually a month end - and press Work it out (F3).
2. Read the list: one line per asset with the days charged, the depreciation, and the book value before and after.
3. Read Left out. Tinted lines need putting right on Depreciation Setup; the others have nothing to charge.
4. Check the Journal shown, pick the Journal voucher type, add a narration if you want one, and press Post (F5).
5. The Journal is saved, each asset's depreciation so far and Book Value move forward, and the next month is shown ready.

• The charge is the year's depreciation x days charged / days in the financial year, so an asset put to use part-way through is charged only for its days.
• A month you skip is caught up by the next run. A run stays inside one financial year: post up to the year end first, then run again.
• Written down value takes the rate on the book value the asset had when the financial year began.
• Financial years before the first run are not caught up - give such an asset an opening book value instead.
• Reverse, on the Posted runs tab, undoes the newest run of a branch: a Journal the other way round is saved and every asset is put back. Do not cancel or change a depreciation Journal on the voucher screen - the register would no longer agree with the books.
• The Schedule tab shows a financial year asset by asset - depreciated before, posted, still to come - and Year by year shows one asset to the end of its life.
• The Income tax tab is a separate statement by block, with half the rate for an asset used fewer than 180 days in the year. It is for the tax computation and is never posted.
• The Cash Flow Statement, Fund Flow Statement and Ratio Analysis add depreciation back by finding it by account name - keep the word depreciation or amortisation in the expense ledger's name.
• You can still post depreciation by hand as a Journal, but then the register's book values are yours to keep: do one or the other for an asset, not both.

11Transferring an asset, and writing one off #

Both are done on Fixed Assets > Asset Transfer and Disposal. Each shows the Journal before anything is posted, is kept in History, and can be undone from there.

Moving an asset

1. On the Move tab pick the asset and the day it moved.
2. Change the branch, division, department or custodian - whichever is different.
3. If the branch changes, pick the inter-branch ledger and the Journal voucher type, and read the two Journals shown.
4. Press Move (F5) and confirm.

• Inside a branch nothing is posted: the register and the history are updated.
• To another branch, two Journals are saved - one in each branch - through the inter-branch ledger, at the asset's book value. Where the category keeps a separate accumulated depreciation ledger, cost and depreciation both move.
• You must be signed in to the branch the asset is in, and be allowed to see the branch it goes to.
• The category needs its asset ledger: The asset's cost is in, on Depreciation Setup.

Writing an asset off

1. If the last days should be depreciated, post a Depreciation Run up to the day it left first.
2. On the Write off tab pick the asset, how it left (sold, scrapped, lost / stolen / damaged, donated) and the day.
3. Enter what was received - the sale price, the scrap value or the insurance claim - and the ledger that holds it.
4. Read the profit or loss and the Journal, then press Write off (F5).

• Book value is cost less depreciation so far. For an asset the program has never depreciated, it is the Book Value typed on Fixed Assets Master, or the cost if none is typed.
• What was received less the book value is the profit or loss on disposal, posted to the category's Profit on disposal or Loss on disposal ledger (Depreciation Setup).
• Afterwards the asset is inactive, its book value is nought, and it is never depreciated again. It drops off the depreciation schedule and onto Fixed Assets Disposals.
• Undo on a History card saves the Journal the other way round and puts the asset back. Do not cancel or change these Journals on the voucher screen.

A sale entered on a Fixed Asset Sale voucher

The sale voucher is still how the sale itself is billed - the buyer, the tax, the amount. It marks which registered assets went:

1. Open the Fixed Asset Sale voucher type from Fixed Assets Transactions. Pick the buyer, and key the asset item and the quantity.
2. Commit the line. When the item has assets available, the Fixed Assets Sold / Transferred window opens by itself.
3. Press Select Fixed Asset (F3), tick the assets that are going and OK (F5). Type the Amount realised for each (it starts at the line's rate).
4. Save the window (F5) and then the voucher.

Which assets are offered

• Assets registered against the same item as the line.
• Not already sold on another Fixed Asset Sale voucher that is not cancelled. An asset can be sold only once.
• When your user account is restricted to its own branch, only that branch's assets.
• Not already picked on another line of this voucher.

An empty list means the asset was never registered under that item, or has been sold already - check the Fixed Assets Register. A line of an item with nothing to pick (freight, a service charge) does not open the window at all.

• More assets than the line's quantity is refused; fewer asks once, like a purchase.
• Closing the window without saving abandons the line: Save cancelled - select the fixed assets this line disposes of.
• Removing an asset from a sale line (and saving) un-sells it.

The sale voucher alone does not take the asset out of the books. After saving it, write the asset off on Asset Transfer and Disposal as Sold, with the same price - and in The sale price is in pick the ledger the sale voucher *credited*. When that is the asset's own ledger only the profit or loss is posted, so the price is not counted twice.

12Revaluation and impairment #

Fixed Assets > Asset Revaluation and Impairment brings an asset to a new value on a day: up to a valuer's figure, or down because it is damaged, idle or worth less than the books say. The page works the difference out, shows the Journal, and posts it.

Once: the two ledgers

On Fixed Assets Category (or Depreciation Setup) give each category a Revaluation reserve ledger (a reserve, under capital) and an Impairment / revaluation loss ledger (an expense). They are needed only when an asset of the category is revalued.

Revalue or impair an asset

1. Sign in to the asset's branch and open the page. Pick the asset: its cost, depreciation so far, book value and the reserve it already holds are shown.
2. Choose Revaluation or Impairment, the day, and the new value (for an impairment, the recoverable amount - it must be below the book value). Give the reason; a valuer's name and report number can be kept too.
3. The page shows where the difference goes and the Journal that will be posted. Press Post (F5).
4. The asset is restarted at the new value from that day: depreciation so far is set to nought against the cost, and the charge from then on is worked out on the new value over the life that is left.

• The day cannot lie before the day depreciation is already charged up to. To revalue earlier, reverse the later runs first.
• The asset's original cost is kept, and each asset carries its own reserve and its own loss.
• Undo on the list takes the newest entry of an asset back, with a reversing Journal - as long as no depreciation has been charged on the new value since, and the asset is still in the books. It asks for a reason.
• A depreciation run cannot be reversed while an asset on it has been revalued on or after it; undo the revaluation first.
• Where Revaluation and impairment needs approval (Fixed Assets Settings), Post raises a request and the value changes on approval.

13Capital work in progress #

A building going up, a machine being installed, software being written: the money is spent over months, and there is no asset to depreciate until the work is finished. Fixed Assets > Capital Work in Progress collects that spending in a project, and turns it into assets when the work is done.

A project is one record, shared with the Project module. Its name, branch and dates are kept in the Project Master; the capital-work side - the ledger its costs are debited to, the budget and how the work stands - is kept with Fixed Assets. So a project made here shows in the Project module, and a project made there can be given capital work here. Capital work in progress needs only the Fixed Assets licence.

1. Create a Capital Work in Progress ledger in the books (an asset ledger) and book the spending to it as usual - Purchases, Payments, Journals.
2. On the page, press New project. Either leave An existing project blank and give the new project a name (it is added to the Project Master), or pick a project that is already there. Then pick the ledger its costs are debited to, and optionally a budget; for a new project also its start day and the day it should be finished.
3. Open the project. Under Lines on its ledger that no project has, tick the voucher lines that belong to it and press Tag the ticked.
4. Go on booking and tagging while the work lasts. The project shows what is collected against the budget.
5. When the work is finished, sign in to the project's branch and press Capitalise (F5): the day it is put to use, and the asset or assets it becomes - each with its asset item, name, category and share of the cost (Add another asset for more than one).
6. The assets enter the register on that day, ready to depreciate, and a Journal moves the amount from the project's ledger to the categories' asset ledgers.

• Costs are tagged from the project page, not from the voucher screen: the voucher is entered as any other, on the project's ledger.
• A voucher line can belong to one project only. If a tagged voucher is changed or cancelled afterwards, the project marks the line: let it go and tag it again before capitalising.
• The whole cost is capitalised at once: the assets' shares must add up to what the project has collected. Afterwards the project can no longer be changed.
• The day cannot be in the future, nor before the project's last cost. Every category picked needs its asset ledger (*The asset's cost is in*).
• Undo the capitalisation takes it back - the assets leave the register, the Journal is reversed and the project is open again - as long as its assets are as it made them: nothing charged, moved or written off since.
• Take off capital work works only while no line is tagged and the project has never been capitalised. It removes the capital-work side only; the project itself stays in the Project Master.
• Rights. The project itself uses the right on Projects - Project Master (Create to add one, Alter to change its name or dates). Its capital work has a right of its own, Capital Work in Progress Projects: Create to start, Alter to change the ledger or budget and to tag lines, Delete to take it off. Capitalising also needs Alter on Fixed Assets Master. An administrator gives these in User Permissions.
• A project's name is one of a kind across the whole Project Master (100 characters at most).
• Where Capitalisation needs approval (Fixed Assets Settings), Capitalise raises a request and the assets enter the register on approval.

14Maintenance and AMC #

Fixed Assets > Asset Maintenance and AMC has four tabs: Due (what needs somebody now), Cover, Plans and Log.

Cover: AMC, warranty, insurance

1. On Cover press Add cover: the asset, what it is, the provider, its number, the start and end dates and the amount.
2. Enter Remind (days before the end) - 30 is usual.
3. When it is renewed press Renew on its card and enter the new dates. The old contract is kept as history.
4. When it will not be renewed press Close, so it stops being reminded about.

• Bring in from the register makes contracts from the warranty and insurance end dates already typed on Fixed Assets Master, for assets with none here yet. Service contracts are added by hand.
• A card reads Running, Ending soon, Lapsed, Not started, Renewed or Closed.

Preventive maintenance

• A plan is one job at an interval: by days (every 90 days) or by meter (every 5,000 km, every 250 hours).
• Enter when it was last done so the first due date can be worked out, and how long before to remind.
• When the work is done press Log the work on the plan's card: the plan moves on to its next due date by itself.
• The asset's meter moves when a reading is entered on the Log - with any entry, or as a Meter reading entry of its own. It only moves forward.

The log

• Add entry records preventive work, a breakdown, a repair or an inspection, with who did it, the cost and the downtime.
• The cost is a record, not a posting: enter the bill as a voucher as usual and note its number in Bill.
• Fixed Assets Maintenance History totals cost and downtime by asset for any period.

Reminders

• Every hour the program looks for cover inside its reminder days (or lapsed) and maintenance due soon or overdue.
• Each goes on the alert bell of the administrators and of those who may alter cover or plans, and is e-mailed to them once.
• A reminder stays under Action Required until the cover is renewed or closed, or the work is logged against the plan.
• The e-mail follows the Approval Alert settings (e-mail the approver) and goes through the company's mail account.

15Asset tagging and physical verification #

Fixed Assets > Asset Tagging has three tabs, one for each step: Codes, Labels and Verification.

Codes

1. Press How codes are made once: the company prefix, whether the category's short code goes in, the separator, the digits, and each category's short code (VEH, COMP).
2. Press Give codes (F5): every asset without a code gets the next one - FA-VEH-00012 - or only the assets you ticked.
3. To enter or change one code by hand, click the asset and press Type a code.

• The code is the Tracking ID on Fixed Assets Master.
• A code is capital letters, digits and - . / _ only, 30 characters at most, and no two assets share one.
• Codes already given are never changed by Give codes or by changing how codes are made.

Labels

• Choose QR code or Barcode (Code 128) and the size of one label on your roll.
• Print every asset with a code, one category, or only the assets ticked on Codes.
• Print labels (F5) opens the print window with one label to a page. Choose the label printer, margins None, scale 100%.
• A label carries the company name, the code and the asset's name. The QR code or barcode holds only the code.

Physical verification

1. Sign in to the branch being verified and press Start a verification.
2. Scan each asset's label - with a handheld scanner, with Use the camera on a phone, or by typing the code and pressing Enter.
3. For an asset that is damaged or not working, choose its condition and add a note before scanning it.
4. When the walk is finished press Close the verification.

• Several people can scan into the same open verification at once. Scanning needs only the module.
• A verification changes nothing in the register or the books. Act on it on Asset Transfer and Disposal: write off what is gone, transfer what has moved.
• Fixed Assets Physical Verification reports a run asset by asset; the counts are kept as they stood when it was closed.

16Work-flow and approval #

Fixed Assets > Fixed Assets Work-flow is the way into the module. It shows the six steps in order, how each stands today, and a button to the page that does it. Where approval is switched on, it is also where requests are approved.

Approval before posting

An administrator can make six actions wait for a second person, on Fixed Assets > Fixed Assets Settings:

1. On Fixed Assets Settings, switch Needs approval on for the action and pick its approvers - users, user groups, or both. Press Save (F5).
2. From then on, pressing Post, Move, Write off, Capitalise, Reverse or Undo posts nothing. Before you confirm, the window already says that it will be sent for approval. The page says Sent for approval, and the approvers are told on the alert bell and by e-mail.
3. An approver opens Fixed Assets Work-flow, reads the request under Waiting for you, and presses Approve or Reject (a rejection needs a reason).
4. Approve carries the request out there and then, exactly as it was asked, and tells the person who raised it.

• The approval e-mail. Each approver is sent an e-mail with a link that opens Fixed Assets Work-flow, where the request is decided after signing in. It goes from the mail account chosen for Fixed Assets on Settings > Mail Accounts; when none is chosen there, from the company's default mail account. The link's address is the site's web address in Settings > Approval Alert Settings.
• Approving is doing: the approver needs the same rights as for the action itself (Alter on Fixed Assets Master, Create on the Journal type) and must be signed in to the request's branch. Rejecting works from any branch.
• The action's checks run again on approval. If it can no longer be done as asked, nothing is posted, the reason is kept on the request, and it stays waiting.
• The person who raised a request can Withdraw it while it waits; so can an administrator.
• An approver may approve what they raised themselves is a setting. Off, their own request waits for another approver - so name at least two. On, an approver's own action is done at once.
• Any ONE of the approvers decides. A user group stands for whoever belongs to it at that moment.
• The same thing asked twice is one request, not two.
• Changing the settings does not touch requests already waiting.

The dashboard

Fixed Assets > Fixed Assets Dashboard is the register at a glance, for the branches you may see: the number of assets, their cost, depreciation so far and book value; the same by category and by branch; depreciation charged month by month; cover ending (AMC, warranty, insurance) and maintenance due, each with a link to the page that deals with it. It reads only - nothing is changed there. Press Refresh (F3) for the latest figures. The dashboard has a right of its own, among the user preferences: *User Can View Fixed Assets Dashboard* (User Manager > Preferences). A user without it does not see the dashboard on the menu. The figures that want attention read red, those that are as they should be green.

17Who sees what #

The two master pages check no separate right of their own beyond the menu tick and the licence.

18Settings that change the module's behaviour #

19Reports #

Every report opens in the standard report viewer: pick the filters, Run (F5), then read it as a document, analyse it in a grid, chart it or pivot it; print (Ctrl+P), export, e-mail or schedule it. Double-click a row to drill to its voucher or its statement.

20Moving from the desktop #

• The same: the register table, the categories, the Fixed Asset Purchase and Sale vouchers, material allocation and the three fixed-asset reports read the same data the desktop writes. Assets entered on either are seen by both.
• Different: the asset window opens by itself when an asset line is committed, and asset names are checked for duplicates before the voucher saves, naming the rows.
• Not on the web yet: the fixed-asset value allocation window on vouchers.
• New on the web: depreciation worked out and posted (Depreciation Setup, Depreciation Run); Asset Transfer and Disposal with the profit or loss on disposal; Asset Maintenance and AMC with reminders; Asset Tagging with labels and verification by scanning; and their reports. The desktop has none of these. It still sees the Journals they post and the register fields they change (branch, custodian, Tracking ID, Book Value, Inactive), but not their own records.

21If something does not work #

Every screen's Help panel lists all of its messages under If something does not work. The common ones: