Midwest alio ® Conference November 13-14, 2013 Fixed Assets Michael Williams

Asset Types Use the Asset Types to create unique grouping of assets in your organization, for example, cars, buses, vans, computers, printer, monitors, equipment, land, buildings. All depreciable assets must be assigned an asset type.

Asset Types

Asset Categories Use Asset Categories group asset types with similar characteristics. Asset categories are primarily used to simplify processing and reporting. Each asset type that you depreciate must be assigned to an asset category.

Asset Categories

Disposition Codes Disposition Codes - used to define the reasons you dispose of an asset.

Disposition Codes

Other Optional Codes Condition Codes - used to define the condition of the assets. Insured Codes - used to define the type of insurance associated with your assets.

Deprecation Account Mask Depreciation Account Masks- used to define the account masks used to credit and debit accounts when a fixed asset is depreciated and disposed. You can use account masking to substitute a number from actual accounts wherever a question mark (?) is entered in an account mask.

Depreciation Account Mask

Select Account Mask – determines what accounts follow the rules for depreciation. Represents the expenditure account for assets purchased. Based on the account the asset was charged against. Asset Account Mask – enter the debit/Balance sheet account for assets purchased. Accumulated Depreciation Mask – enter the credit account number for accumulated depreciation. This is a contra account representing the depreciation. Depreciation Expense Mask - enter the debit account number used for depreciation expense. Gain/Loss Account Mask – enter the account number to reflect the profit or loss for disposed items not fully depreciated.

System Administration Use the FIXED_ASSET_TAG_SIZE profile key in Profiles to setup the length of your fixed asset tag numbers if you want all assets numbers to have a consistent length. Use the FIXED_ASSET_TAG_NO key in Next Keys to define the starting number for the next system-generated asset tag number.

Asset Maintenance Use the Fixed Asset Maintenance to create and maintain the assets in your organization. You can use this option to create, track, update, depreciate, and dispose assets.

Asset Maintenance - Header

Asset Maintenance - Items

Asset Maintenance The Transfer tab is updated automatically when you transfer and asset from one location to another or one room to another by changing the location or room number on the Header tab. The History tab is updated automatically with deprecation history when you post the depreciation information to FAS.

Extracting Assets from FAS The Asset Tag No and Grouping fields are used to extract assets from the FAS system into Fixed Assets. The payment for the item must be posted before the asset is extracted to FIS. You can enter the information in the following forms in alio:  Requisition Entry/Approval  Direct Purchase Order Entry  Direct Payment Entry  PO Payment by Account  PO Payment by Line Items  Blanket PO Payment  Purchase Order Receiving  PO Receiving into Warehouse

Extracting Assets from FAS The options are:  Y - to create one asset.  En – to extract a number of assets, n represents the number to extract. (This option is not available in PO Payment by Account or Blanket PO Payments)  A+Tag No – to append to an existing asset.  Ln+Group No – to create a number of assets and link multiple items together as one asset. n represents the number of assets to create. The Group No is used to link items together. (This option is not available in PO Payment by Account or Blanket PO Payments)

Payment Screens

Purchase Order Receiving

PO Warehouse Receiving

Asset Account Mask The Asset Account Mask option allows you to create/extract Fixed Assets based on account mask and dollar limits.

Asset Account Mask When accounts matching the mask are used and the payments are posted the items are extracted to FIS. Account information may be entered in Requisition Entry/Approval, Direct Purchase Order Entry, Direct Payment Entry, Purchase Order Payments by Accounts, Purchase Order Payments by Line Item and Blanket PO Payments. It is not necessary to enter Asset Tag information in the requisitions, purchase orders, payments or receiving.

Asset Account Mask

The Asset Account Mask program (FIMSK01A.FMX) may have to manually add this program to the Program Master and menus. To setup the account mask enter the following:  Account Mask – enter the account mask used to select the payment accounts. You can use the ? wild card in the mask  Dollar Limit – enter the minimum dollar amount needed to create the asset. If the dollar limit is blank all items paid with an account matching the mask will extract into FIS.  Inactive – check this box to inactive the account mask. If checked, payments matching the account mask will not extract into FIS.  Comments – enter any comments about the account mask. This field is optional.

Extract Assets from FAS The extraction program extracts the assets into a tempory table and allows you to update, modify or delete the items before creating fixed asset items. Appended assets are displayed on the extract screen. The new extract program (FIXTR02A.FMX) may have to be manually added to the Program Master and the menus in FIS.

Extract Assets from FAS

The options in the extract program are:  Extract Assets from FAS to the Temporary Table – click this button to extract the assets from FAS based on the Asset Tag No information or Asset Account Mask information entered and the posted payments. Payments must be posted to extract the assets into FIS.  Temporary Table Listing Report – click this button to print a listing of the extracted and processed items from FAS.

Extract Assets from FAS The options in the extract program are:  Load All Records – click this to create assets for the extracted records listed. Processed records will not re-load into FIS.  Clear All Processed Records – click this button to remove all records that have been processed into asset items from the temp table.  Sort by – select PO to sort the screen by purchase order number. Select Location to sort the screen by order location.

Extract Assets from FAS The options in the extract program are:  Delete – click this button to remove extracted items from the temporary table. Items that are deleted will not create and FIS Asset. You cannot delete processed items from the temp table using this button. Once an item is deleted you cannot recover it into the table without assistance from support or your business partner.

Extract Assets from FAS - Extract When you click Extract Assets From FAS to the Temporary Table you will receive a prompt when the process is complete.

Extract Assets from FAS Once extracted the screen list the following:  Batch – displays the batch year and batch number for the payment batch entered and posted.  Assigned Tag – displays the assigned tag number when the records are loaded into FIS.  Location – displays the order location for the item.  PO No – displays the purchase order number entered for the item.

Extract Assets from FAS Once extracted the screen list the following:  Invoice No – displays the invoice number entered for the payment.  Tag – displays the Asset Tag No information entered in the payment, requisition or purchase order. This field determines how the asset will be created. You can update or modify this field if needed. Items extracted by account mask are assigned a Tag of Y.

Extract Assets from FAS Once extracted the screen list the following:  Group – displays the group number listed for L Tags. You can update or modify this field if needed.  Qty – displays the payment quantity of the item. You can update or modify this field if needed.  Description – displays the description of the item.

Extract Assets from FAS Once extracted the screen list the following:  Pmt Amt – displays the amount of the payment entered for the item. If changes are made to the Tag, Group or Qty fields you MUST save the changes before loading the records into FIS.

Extract Assets from FAS Click the PO radial n in the Sort by to sort the screen by PO number.

Extract Assets from FAS Click the Location radial n in the Sort by to sort the screen by Location

Extract Assets from FAS Use the Delete button to remove extracted items from the temp table. The deleted items will not create FIS assets items.

Extract Assets from FAS If you make changes to the Tag, Group or Qty fields make sure to click Save before loading the assets into FIS.

Extract Assets from FAS - Listing Click the Temporary Table List button to print a report listing the extracted and processed items.

Extract Assets from FAS The print options are: Show Asset Status Select All to see all extracted and processed assets that are in the temp table. Select Extracted Status to only see items that are extracted but have not been processed. Order By Select Location Number to print the report in location number order. Select PO No to print the report in purchase order number order.

Extract Assets from FAS

Extract Assets from FAS - Load

Extract Assets from FAS

Extract Assets from FAS - Clear

Deprecating Assets Use the Process Depreciation to depreciate your assets. To depreciate an asset, you must set the following parameters in of the Asset Maintenance form for that asset:  Select the Depreciate Asset? check box on the Header tab of Asset Maintenance  Define the estimated life of the asset in the Est Life field on the Items tab of the Asset Maintenance screen  Enter the date the asset was received in the Received field on the Items tab of the Asset Maintenance screen

Deprecating Assets Note: You can set the FIDEP04_LOAD_DEP_HIST_ONLYPro file to Y in Profiles to update depreciation history and not create journal entries in FAS. You still must run the post to FAS to update the history files.

Process Deprecation

Depreciation Report

Disposing Assets Use the Process Disposed Items to mark asset items that are no longer in use without deleting those items. Prior to running the disposal process, you must enter the following:  The account numbers to which the cost of the asset item is allocated.  A disposal code and date After an asset is assigned a disposal date, it will depreciate through the disposal date. Once the disposal date is reached, the asset is not included on the Depreciation Report.

Disposed Items

Manual Physical Inventory Use the FIS Physical Inventory feature to perform a manual physical inventory of assets. Once processed the Scan/Inventory Date is updated on the Asset Maintenance Header tab.

Manual Physical Inventory Use the Physical Inventory Worksheet report to generate a listing of the current on-hand quantity of all assets. Users then use the worksheet to do a physical inventory and either verify or note a change needed to the actual quantity on hand.

Manual Physical Inventory

Use the Flag Fixed Asset form to update master asset records with the inventory date on Asset Maintenance form.

Manual Physical Inventory

Use the Fixed Asset Reconciliation Report to list all assets processed and missing or just assets missing from the physical inventory.

Manual Physical Inventory

Questions