Please note that in Manage Company Databases/Company Definitions, both Fixed Assets and Capex Labels need to be setup to activate this functionality.
For example, if the Capex Labels are not setup the following error message will appear:
Please note that Lock/UnLocking (Asset Lock), and Edit Status and Account Approval standard features are available.
The functionality of the Edit Status and Account Approval can be customized on App Config/Menu Editor/Application Configuration/Manage Capex.
Additional standard functionality includes Print, Export to Excel, Print to PDF, Autosize Columns, Expand/Reduce Column Width and Select/Deselect All.
The following Right Click Menu and Short Cut Keys are available:
A) To Create a New Asset
1) Select the appropriate search criteria as per below and "Search"; this will add the New Asset to required CompanyDB BudgetID and Year etc.
Please note that only BudgetIDs for which the "InCapex" box is checked on the Manage Budgets will be available for selection from the BudgetID drop down menu.
2) Click the "Create New Asset" button and the below screen will appear:
3) Compete the mandatory fields that in bold which are highlighted above.
Please note that Asset Types with associated depreciation setups including coding are imported from Great Plains and are therefore available for selection in the "Asset Type" dropdown menu.
4) If the Default Depreciation Account needs to be corrected, please correct in the red outlined box.
Also, please note that the number years for Depreciable Life ("Specified") can be user specified on this screen by entering the required number of years in the "Specified" box provided this overwrite option has been setup on Manage Company Databases/Fixed Assets tab.
The Asset Types with associated depreciation setups are imported from Great Plains Accounting ("ERP") software. Once the default Book is setup in Manage Company Databases/Fixed Asset tab, this Book with its related Asset Types is available for selection in the "Asset Type" dropdown menu.
5) Click the "Create" button. This will take you back to the original screen and the new asset will now be viewable as below.
*Please note that you can preview the depreciation calculation before saving.
B) To Edit an Asset
1) Use the search criteria to find the asset that you wish to edit.
Please note that only BudgetIDs for which the "InCapex" box is checked on the Manage Budgets will be available for selection from the BudgetID drop down menu.
2) Per the instructions the white cells can be edited from this screen. However, cells that are greyed out need to accessed by clicking in the row cell to be edited, for example "COMP", then right click and select "Edit". You should then see the below screen which can be edited. Once editing is complete, click the "Save" button.
C) Duplicating an Existing Asset to a Different BudgetID
Please note that all the setup criteria for the duplicated asset are copied. In the below example a 2016 Asset with an Acquisition and In Service Periods of January 2016 was duplicated to the FY17Test1 budget. The duplicated asset's Acquisition and In Service Periods remains January 2016. Should it be desirable to change these Periods to January 2017, the asset will need to be edited per B) above.
1) Search for the Asset you wish to duplicate;
Please note that only BudgetIDs for which the "InCapex" box is checked on the Manage Budgets will be available for selection from the BudgetID drop down menu.
2) Select the Asset you wish to duplicate;
3) From the drop down menu, select the BudgetID to which you wish to duplicate the asset;
4) Click the "Duplicate Selected Assets" button and following Confirm message appears. Click "Yes" to continue.
Then the following message appears and click "OK" to close the message:
Search for the Asset you have duplicated to review duplication result. Please note the CapexRequest number is the original number (in our example "1") to which a "1" is added therefore "1 1".
D) Adding Fixed Asset Depreciation to the Budget
The Lookup functionality is used to add depreciation from the Manage Capex screen to the budget. This functionality can be accessed through the Account Detail tab (Basic Budget Entry, Custom Budget Entry, Budgeting Dashboard Custom Reports, Custom Reports with Line Item Detail), the Import Budget Assumptions or Import Budget Assumptions - Multi-Company screens magnify glass icons.
Once the Lookup Budget Assumption screen is accessed as below:
1) Select the Fixed Assets tab;
2) Then select the Capex Depreciation tab; and
3) Search on the BudgetID and Year for the assets that are to be added.
The "Year" criteria searches for depreciation expense for the "Year" as defined on the Manage Company Databases/Company Definitions/Capex Label tab. If the labels are not setup, a message will appear.
Please note that only BudgetIDs for which the "InCapex" box is checked on the Manage Budgets will be available for selection from the BudgetID drop down menu.
Once the appropriate data has been selected, please follow the instructions in the Lookup functionality article to complete the steps to add the depreciation data to the Budget.
Also please see How Do I Add Assets and Related Forecast Depreciation from Great Plains Accounting Software?