1Moving an asset #
- Pick the asset and the day it moved.
- Change what is different: the branch , division , department or custodian .
- If the branch changes, pick the inter-branch ledger and the Journal voucher type , and read the two Journals shown.
- Press Move (F5) and confirm.
- Inside a branch nothing is posted: the register and the history are updated.
- To another branch, the asset leaves one branch's books and enters the other's at its 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.
- After the move, the asset is depreciated by the runs of its new branch, from the day it was last charged.
2Writing an asset off #
- If the last days should be depreciated, post a Depreciation Run up to the day it left first.
- Pick the asset , how it left and the day.
- Enter what was received for it, if anything, and the ledger that holds it.
- Read the profit or loss and the Journal, then press Write off (F5) .
- Sold : enter the sale price. If you already entered the sale on a Fixed Asset Sale voucher, pick the ledger that voucher credited - if that is the asset's own ledger, only the profit or loss is posted, so the price is not counted twice. If no voucher was entered, pick the buyer or the bank.
- Scrapped / written off : enter the scrap value if any; the rest of the book value is a loss.
- Lost, stolen or damaged : enter the insurance claim and the ledger it is receivable in; what the claim does not cover is a loss.
- Donated : nothing is received; the whole book value is a loss.
- Profit goes to the category's Profit on disposal ledger and loss to its Loss on disposal ledger (Depreciation Setup).
- Afterwards the asset is inactive, its book value is nought, and it is never depreciated again.
3Book value used #
- Book value is cost less depreciation so far .
- Where depreciation runs have been posted for the asset, or it was given an opening book value, depreciation so far is the program's own figure.
- For an asset the program has never depreciated, it is cost less the Book Value typed on Fixed Assets Master - and nought if none is typed, so the asset stands at cost.
4Undoing #
- Undo on a History card saves the Journal the other way round on the same date and puts the asset back as it was. A reason is needed.
- Only an asset's newest move can be undone, and only while the asset is still where that move put it.
- The first Journals are not deleted: the books show both. Do not cancel or change these Journals on the voucher screen - the register would no longer agree with the books.
5Toolbar & keyboard #
- Refresh (F3) reads the assets and the history again.
- F5 moves or writes off (it asks first); in a window it presses the window's main button.
- Esc closes the open window, else the tab.
6If something does not work #
"You can look, but not move or write off an asset ..." / "You do not have the right to change the fixed-asset register (Fixed Assets Master, Alter). Ask your administrator."
- Why
- Moving and writing off change the asset register, which needs the Alter right on Fixed Assets Master.
- What to do
- Ask your administrator for that right.
An asset is not in the Asset list
- Why
- The list holds assets of the branches you may see that are still in the books. An asset already written off, or of a branch you have no access to, is not offered.
- What to do
- Check History for a disposal of it; undo that if it was a mistake. Otherwise ask for access to its branch.
"That asset was not found, or belongs to a branch you cannot see." / "The asset was changed by somebody else meanwhile. ..."
- Why
- The asset was moved, written off or changed by another user after the list was read.
- What to do
- Press Refresh (F3), pick the asset again and check it.
"Enter the day it moved." / "The day it moved cannot be in the future." / "It was last moved on .... A move cannot be dated before that."
- Why
- A move needs a day, not ahead of today, and not earlier than the asset's last move.
- What to do
- Correct the date.
"Nothing changes: the branch, division, department and custodian are the ones the asset already has."
- Why
- Move was pressed without changing where the asset is or who holds it.
- What to do
- Change at least one of the four.
"Choose the branch. An asset that is in a branch cannot be moved to none." / "You cannot move an asset to a branch you have no access to."
- Why
- The To branch is empty, or is one you may not see.
- What to do
- Pick a branch from the list. Ask your administrator for access to the other branch if it is missing.
"The asset is in .... Sign in to that branch to move it out ..." / "... Sign in to that branch: the Journal that writes it off is that branch's voucher."
- Why
- A Journal belongs to a branch. An asset is moved out of, or written off from, the branch it is in.
- What to do
- Sign in to the asset's branch and do it there.
"Its category has no asset ledger. Pick 'The asset's cost is in' for the category on Depreciation Setup ..."
- Why
- The Journal credits the asset's ledger, and the asset's category does not say which that is.
- What to do
- On Depreciation Setup, pick 'The asset's cost is in' on the category's card and save.
"Pick the inter-branch ledger the two Journals go through." / "The inter-branch ledger cannot be the asset's own ledger or its depreciation ledger."
- Why
- A move between branches is settled through a ledger of its own, debited in one branch and credited in the other.
- What to do
- Pick the inter-branch (branch or division current account) ledger. Create one in Ledger Account Master if there is none.
"Pick the Journal voucher type to post on." / "'...' is not a Journal voucher type."
- Why
- The Journals are saved as vouchers of a Journal type, and none is chosen - or none exists.
- What to do
- Pick the type. If the list is empty, create a Journal voucher type in Voucher Manager.
The Journal's number reads FA-TRF-5-OUT, FA-DSP-7 and the like
- Why
- The Journal type is numbered by hand, and nobody is there to type a number, so the program gives its own: FA-TRF- and the move's number with -OUT and -IN for the two branches, FA-DSP- and the disposal's number, and -R, -ROUT or -RIN for a reversal.
- What to do
- Nothing needs doing. To have the type's own running numbers instead, set its numbering to automatic in Voucher Manager, or pick a Journal type that numbers itself.
"That day is outside the company's financial period (... to ...)."
- Why
- A voucher can only be dated inside the financial period of the company you are signed in to.
- What to do
- Pick a day inside the period, or sign in to the company of that financial year.
"The Journal that takes the asset out of ... could not be saved, so nothing was moved. ..."
- Why
- The voucher save refused; the sentence after it says why. Nothing was changed.
- What to do
- Put right what the message names and move the asset again.
"The ... WAS saved in ..., but the Journal that brings the asset into ... could not be saved (...). Nothing was moved. Cancel ... by hand ..."
- Why
- A move between branches saves two vouchers. The first was saved and the second was refused - usually a right, a series or a locked period in the other branch.
- What to do
- Cancel the named voucher on the voucher screen, put right what the message names, and move the asset again.
"... left the books on ... and cannot be moved." / "... already left the books on ...."
- Why
- The asset was written off.
- What to do
- If that was a mistake, undo the disposal on the History tab.
"Choose how it left: sold, scrapped, lost / stolen / damaged, or donated." / "Enter the day it left the books." / "The day it left cannot be in the future."
- Why
- The kind or the day is missing or wrong.
- What to do
- Complete them.
"Depreciation is already charged on it up to .... It cannot leave the books before that day - reverse the later depreciation runs first."
- Why
- The asset was depreciated for days after the day you say it left.
- What to do
- Date the disposal on or after that day, or reverse the depreciation runs back to it on Depreciation Run.
"The amount received cannot be below nought." / "A donated asset brings nothing in. Clear the amount, or record it as sold."
- Why
- The amount is not possible for this kind of disposal.
- What to do
- Correct the amount or the kind.
"Pick the ledger that holds the amount received." / "Pick the ledger the insurance claim is debited to."
- Why
- An amount is entered but not where it is held.
- What to do
- Pick the buyer, bank, cash or insurance claim ledger - or, for a sale already entered on a Fixed Asset Sale voucher, the ledger that voucher credited.
"Write what happened to it - it is kept with the disposal."
- Why
- A scrapped, lost or donated asset needs a few words on what happened.
- What to do
- Write the reason.
"Its category has no 'Loss on disposal' ledger, and this is a loss of ...." / "... no 'Profit on disposal' ledger, and this is a profit of ...."
- Why
- The difference between the book value and what was received has to go to a ledger, and the category does not name one.
- What to do
- On Depreciation Setup, pick the Profit on disposal and Loss on disposal ledgers on the category's card.
"Its book value has changed since it was shown (... then, ... now). Open it again and review it."
- Why
- A depreciation run or a change to the asset happened between your picking it and pressing Write off.
- What to do
- Press Refresh (F3), pick the asset again, and review the new figures.
"The Journal could not be saved, so the asset is still in the books. ..." / "A ledger the Journal needs no longer exists or is inactive (...)."
- Why
- The voucher save refused, or a ledger of the category was removed. Nothing was changed.
- What to do
- Put right what the message names and write it off again.
The profit or loss looks wrong for a sale entered on a Fixed Asset Sale voucher
- Why
- The screen cannot see which ledger the sale voucher credited. If you pick the buyer or bank here as well, the price is posted a second time.
- What to do
- In 'The sale price is in', pick the ledger the sale voucher CREDITED. If that is the asset's own ledger, only the profit or loss is posted.
"The reason / name / reference is ... characters at most."
- Why
- The text is too long to keep.
- What to do
- Shorten it.
"Write why it is undone - it is kept with the record."
- Why
- Undoing needs a reason of at least a few words.
- What to do
- Write the reason.
"This move is undone already." / "This disposal is undone already." / "The disposal was undone by somebody else meanwhile."
- Why
- It was undone before, or by another user while your window was open.
- What to do
- Press Refresh (F3).
"Only an asset's newest move can be undone, and only while the asset is still in the books. Undo the later moves first."
- Why
- Each move starts from where the one before left the asset.
- What to do
- Undo the asset's later moves first; undo its disposal first if it was written off.
"The asset is no longer where this move put it - it was changed on the register since. Nothing was undone."
- Why
- The asset's branch, division, department or custodian was changed on Fixed Assets Master after the move.
- What to do
- Put those four back as the move left them on Fixed Assets Master, then undo the move - or record a new move instead.
"Sign in to ... to undo this move ..." / "This disposal belongs to .... Sign in to that branch to undo it."
- Why
- The reversing Journal is a voucher of the branch that posted the first one.
- What to do
- Sign in to that branch and undo it there.
"The reversing Journal could not be saved, so nothing was undone. ..." / "The reversing ... WAS saved in ..., but the one for ... could not be saved ..."
- Why
- The voucher save refused. With two branches, the first reversing voucher may already be saved.
- What to do
- Cancel any voucher the message names, put right what it says, and undo again.
"The asset is no longer in the register, so it cannot be put back."
- Why
- The asset's record was deleted after it was written off.
- What to do
- Enter the asset again on Fixed Assets Master; the disposal stays as it is.
"Sent for approval (request ...): ... Nothing is posted until an approver approves it. Its progress is on Fixed Assets Work-flow."
- Why
- Approval is switched on for this action in Fixed Assets Settings. Nothing was posted: a request was raised and the approvers were told on the alert bell and by e-mail.
- What to do
- Nothing needs doing. Watch it on Fixed Assets Work-flow; it can be withdrawn from there while it waits.
"This is already waiting for approval (request ...). Nothing was posted."
- Why
- Exactly the same thing was asked before and is still waiting, so a second request was not raised.
- What to do
- Wait for the approver, or withdraw the request on Fixed Assets Work-flow and raise it afresh.
"... needs approval, but nobody is named to approve it (or the user group named is empty). An administrator names the approvers on Fixed Assets Settings."
- Why
- Approval is on for this action, but the approvers named stand for nobody now - the users were made inactive, or the group lost its members.
- What to do
- An administrator opens Fixed Assets Settings and names an approver, or switches the approval off.
This is the help InvoiceNET® ERP shows beside the Asset Transfer and Disposal screen. Whether you have the screen depends on the modules of your licence and the rights your administrator has given you.
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