1The six steps #
- Keep the register - categories and assets, on Fixed Assets Category and Fixed Assets Master.
- Set up depreciation - each category's method, rate and ledgers, once.
- Charge depreciation - each month: work the run out, review it, post it.
- Record moves and disposals - as they happen.
- Keep cover and maintenance - AMC, warranty, insurance, service plans and the log.
- Tag and verify - codes, labels, and a physical verification from time to time.
- Done : nothing is waiting at this step. To do : something is - the line under it says what. Not set up : the step's script has not been run in this company.
- Step 3 reads To do until the branch you are signed in to is charged up to the end of last month.
2How approval works #
- An administrator switches approval on per action on Fixed Assets Settings : a depreciation run, a transfer between branches, a disposal, and reversals or undo.
- With it on, pressing Post , Move , Write off , Reverse or Undo does not post. It raises a request and tells the approvers on the alert bell and by e-mail. The page says "Sent for approval".
- 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.
- An approver opens this page, reads the request and presses Approve or Reject .
- Approve carries it out - exactly what was asked, at that moment, as the approver. So the approver needs the same rights as for doing it directly, and must be signed in to the request's branch.
- The action's checks run again on approval. If it can no longer be done as asked (a figure changed, the asset has gone), nothing is posted, the reason is kept on the request, and it stays waiting - to be approved again once put right, rejected, or withdrawn.
- The person who raised a request can withdraw it while it waits.
- Whether an approver may approve their own request is a setting. Off, they are asked for a second person.
- A move inside a branch, and undoing one, never need approval: nothing is posted to the books.
3Toolbar & keyboard #
- Refresh (F3) reads the steps and the requests again.
- In the Approve / Reject window, F5 confirms and Esc closes it.
4If something does not work #
Step 3 reads "To do" although depreciation was posted
- Why
- The step looks at the branch you are signed in to, and wants it charged up to the end of last month.
- What to do
- Post the run up to the last month end on Depreciation Run - or sign in to the branch you mean.
A request shows no Approve button, with the note "You raised this yourself, and the settings ask for a second person." / "You raised this request yourself, and the settings ask for a second person to approve it."
- Why
- You are an approver, but Fixed Assets Settings does not let an approver approve their own request.
- What to do
- Another approver approves it. An administrator can allow it in Fixed Assets Settings.
Note "Sign in to ... to approve it: its Journal is that branch's voucher. You can reject it from here." / "This request belongs to .... Sign in to that branch to approve it: its Journal is that branch's voucher."
- Why
- Approving carries the request out in your session, and its Journal belongs to the request's branch - not the one you are signed in to.
- What to do
- Sign out, sign in to that branch, and approve it. Rejecting works from any branch.
"You are not named as an approver for ... (Fixed Assets Settings)."
- Why
- The approvers were changed after the page was read, or you left the group that was named.
- What to do
- Press Refresh (F3). An administrator names the approvers on Fixed Assets Settings.
"This request is already approved / rejected / cancelled ..." / "That request is no longer there."
- Why
- Somebody else decided or withdrew it while you had the page open.
- What to do
- Press Refresh (F3).
"Write why it is rejected - the person who raised it is told." / "The remarks are 450 characters at most."
- Why
- A rejection needs a reason of at least five characters; remarks are kept to 450.
- What to do
- Write the reason, or shorten the remarks.
"It could not be carried out as it was asked, so nothing was posted and the request is still waiting: ..."
- Why
- The action's own checks ran again on approval and refused - the lines after the colon say why (a figure changed, the asset has gone, a right or a period is missing). The reason is kept on the request as "Last try to approve it".
- What to do
- Put right what it says and approve again; or reject it and let the person who raised it raise it afresh. The message itself is explained in the help of the action's own page.
"Only the person who raised a request, or an administrator, can withdraw it."
- Why
- Withdraw was pressed on somebody else's request.
- What to do
- Ask the person who raised it, or an administrator. An approver rejects it instead.
"Choose the request." / "This request is of a kind the program does not know (...)."
- Why
- The request was not sent whole, or its row was written from outside the program.
- What to do
- Press Refresh (F3) and try again. If it stays, an administrator withdraws the request.
The window says "... needs approval. Nothing is posted now: a request goes to ..." and its button reads "Send for approval (F5)"
- Why
- Approval is switched on for the action in Fixed Assets Settings, and you may not approve your own. The window says so before you confirm.
- What to do
- Press Send for approval; an approver decides it on Fixed Assets Work-flow. Not now (Esc) leaves everything as it is.
The window says "... You are an approver and may approve your own, so this is done at once."
- Why
- Approval is on, but you are named as an approver and the settings let an approver approve their own.
- What to do
- Nothing needs doing - the action is carried out when you confirm.
The window says "... nobody is named to approve it, so this will be refused. ..."
- Why
- Approval is on for the action, but its approvers stand for nobody now.
- What to do
- An administrator names an approver on Fixed Assets Settings, or switches the approval off.
Nobody was told about a request
- Why
- The request is kept first and the approvers are told afterwards, on the alert bell and by e-mail. The e-mail needs a working mail account, and each user can switch alerts off for themselves.
- What to do
- The request is on this page all the same. Check the mail account, and the user's alert settings.
The approval e-mail came from the wrong address, or did not come
- Why
- The e-mail goes from the account chosen for Fixed Assets on Settings, Mail Accounts, and from the company's default account when none is chosen. It is sent once per approver; one with no e-mail address on the user master gets the bell only. Notification Log shows each attempt and what the mail server said.
- What to do
- Choose the account for Fixed Assets on Mail Accounts, enter the approver's e-mail address in User Manager, and resend a failed one from Notification Log.
The e-mail has no link, or its link does not open
- Why
- The link is built from the site's web address in Approval Alert Settings. Left blank, the address the ERP was last opened at is used, which may not open from outside.
- What to do
- An administrator enters the published web address under Settings, Approval Alert Settings.
This is the help InvoiceNET® ERP shows beside the Fixed Assets Work-flow 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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