FXA - Assets
Overview
This is a multi-purpose program that allows you to:
- Search for existing assets using specific criteria.
- Produce a screen list of existing assets that also provides the ability to view or edit asset details.
- Print, export to Excel® or Word® the list of assets returned by your search.
- Add a new asset.
Adding an Asset
Click the 'New' icon to display a blank 'Asset Entry' screen.
The focus will be on the 'New' icon when this screen loads, so you can press the 'Enter' key instead of clicking the 'New' icon.
The addition of an asset is essentially a two-step process:
- The addition of the asset's master record (asset descriptive, acquisition and date details).
- The addition of financial batch details.
There are three methodologies available for adding assets:
Method 1 — Separated Addition
Add the asset master record using program Finance > Fixed Assets > Asset Information > Assets to add the descriptive, acquisition and date details.
Then add the financial details by creating an 'Addition' batch using program Finance > Fixed Assets > Asset Transactions > Transaction Batches.
Method 2 — Combined Addition
Create a new batch using program Finance > Fixed Assets > Asset Transactions > Transaction Batches.
Then add one or more assets using program Finance > Fixed Assets > Asset Information > Assets to add the asset master records. Nominate before saving each asset that you want to attach the asset to the (unposted) batch by selecting the batch number in the 'Append to Addition Batch' field. You can then complete the asset addition process by adding the financial batch details.
Refer to section 'Asset Details Screen.' (below) for details on adding an asset
Method 3 - Uploading Assets
An alternative to manually entering assets is to use the 'Upload Assets' button at the top of the 'Assets' screen. Data from a Microsoft Excel® spreadsheet that has been saved as a CSV file can then be used to upload multiple asset records in bulk.
Step 1 - Prepare Your Spreadsheet
For the upload to be successful, the spreadsheet must contain the columns and data outlined in the table below.
| Column | Field Name | Field Type/Size | Field Description |
|---|---|---|---|
| A | Asset Code | char(10) | Conditional. Enter Asset Code. If the 'Auto Number' option is ticked, leave blank as it will automatically populate. |
| B | Asset Description | char(40) | Mandatory. A 40-character field to describe the asset. |
| C | Physical Location | char(18) | Optional. Buildings, rooms or departments are examples of physical locations. These are set up using program Finance > Fixed Assets > Setup Information > Fixed Assets Setup. |
| D | Barcode | char(15) | Optional. This is a 15-character optional field that can be used to record an asset barcode or other tag. |
| E | Serial Number | char(30) | Optional. This is a 30-character optional field that can be used to record an asset serial number. |
| F | Purchase Date | date | Mandatory. Include purchase date. |
| G | Acquisition Type | char(1) | Mandatory. There are two possible acquisition types:
Information about the lease can be entered after the asset has been added on the 'Leasing' tab. |
| H | PO Number | integer | Optional. The original purchase number from the Purchasing module can be entered here. |
| I | Supplier Code | char(8) | Optional. Enter a valid Supplier Code. |
| J | Original Cost | decimal(16,2) | Mandatory. This is the cost of the asset and will be validated when the Addition Batch is added for this asset. |
| K | Operate Date | date | Mandatory. Include the Operate Date. |
| L | Depreciation Code | char(2) | Mandatory. This must be a valid depreciation code as setup using program Finance > Fixed Assets > Setup Information > Fixed Assets Setup. |
| M | UD Text 1 | char(20) | Optional. Text field. |
| N | UD Text 2 | char(20) | Optional. Text field. |
| O | UD Text 3 | char(20) | Optional. Text field. |
| P | UD Text 4 | char(20) | Optional. Text field. |
| Q | UD Text 5 | char(20) | Optional. Text field. |
| R | UD Amount 1 | decimal(16,2) | Optional. A decimal field. |
| S | UD Amount 2 | decimal(16,2) | Optional. A decimal field. |
| T | UD Amount 3 | decimal(16,2) | Optional. A decimal field. |
| U | UD Amount 4 | decimal(16,2) | Optional. A decimal field. |
| V | UD Amount 5 | decimal(16,2) | Optional. A decimal field. |
| W | Extended Description | char(4000) | Optional. Text field. |
| X | Category Codes | char(2) | Conditional. Enter Category Code. Important! Leave blank if 'Add to Additions Batch' option is unticked. |
| Y | GL Location Code | char(10) | Conditional. Enter GL Location Code. Important! Leave blank if 'Add to Additions Batch' option is unticked. |
Step 2 - Upload Your File
For the upload to be successful, the spreadsheet must be saved in comma-delimited (CSV) format. The file can have a maximum of 2,000 assets.
- Click the 'Upload Assets' button at the top of the 'Assets' screen.
- In the 'Asset Upload' screen, use the 'Choose File' button to locate the .csv file created in Step 1.
If your upload file has a header row, ensure option 'File includes Header Row' is ticked. This will force the upload to ignore row 1 of the file.
The records in the Upload file must contain all 25 fields outlined above, even if the data is blank.
The system will validate the file to ensure that it meets the format described above.
If exceptions are found, the upload will be aborted and a 'Fixed Assets Upload - Exceptions Report' will be generated. You will need to address the issues in the .csv file and re-import the data.
- Enter the 'Year' and 'Period' the asset(s) are to be applied to and any further information you want to include using the fields outlined below, then click the 'GO' button.
| Fields that require detailed information | |
|---|---|
| Start Year | Include the Start Year. The Start Year and Period determine the financial period in which the asset is added to the asset ledger. It will also determine the financial period in which the GL journals will be produced and the year and period from which the asset will start to depreciate. |
| Start Period | Include the Start Period. The Start Year and Period determine the financial period in which the asset is added to the asset ledger. It will also determine the financial period in which the GL journals will be produced and the year and period from which the asset will start to depreciate. |
| Auto Number Asset Codes | If the 'Auto Number' option is ticked, it will automatically populate. |
| Add to Additions Batch | Tick to add the uploaded assets into a new Additions Batch. |
| Comment 1 | Optional. Important! This field will only be active and editable when the 'Add to Additions Batch' option is ticked. |
| Comment 2 | Optional. Important! This field will only be active and editable when the 'Add to Additions Batch' option is ticked. |
Viewing and Editing Assets
Asset Search Screen
The search screen provides the facility to search for existing assets using various search fields.
Click the 'GO' button (or press 'Enter') to execute the search and display the 'Asset List' screen with the matching records.
Asset List Screen
This list screen displays the assets matching your search criteria initially sorted by asset code.
The records on this screen can be re-sorted by clicking on the heading links above the Asset List.
Select the 'Print' icon to display the 'Print Options' screen to generate a report on the assets displayed in the Asset List. Various sorting and formatting options are displayed, and you can select the type of file and layout you wish to use. Click on 'Run' to create the file.
Include additional fields on your asset listing by selecting options from the column on the right-hand side of the screen. Hold down the 'Ctrl' key while clicking the mouse to select multiple 'Additional fields'.
Click on the 'View' or 'Edit' Action link to access the asset.
Asset Details Screen
General Tab
| Fields that require detailed information | |
|---|---|
Description | A 40-character field to describe the asset. |
Asset Code | In all modes 'Add, Edit or View' this field is not updatable. In 'Add' mode, the Asset Number will be prompted after saving if auto numbering has not been selected. |
Sort Number | This is a system maintained field that is used to determine the sort order when listing assets. Each asset added will automatically get the next sort number. It can be used to alter the sort order for assets if you have used an alpha/numeric code. The field is only active in 'Edit' mode. |
Status | There are four possible asset statuses:
This field is only displayed in 'Edit' and View' modes. |
Physical Location | Buildings, rooms or departments are examples of physical locations. These are set up using program Finance > Fixed Assets > Setup Information > Fixed Assets Setup. |
Barcode | This is a 15-character optional field that can be used to record an asset barcode or other tag. |
Serial Number | This is a 30-character optional field that can be used to record an asset serial number. |
Acquisition Type | There are two possible acquisition types:
Information about the lease can be entered after the asset has been added on the 'Leasing' tab. |
Purchase Date | This date is for reference only. The date is entered here in 'Add' mode will automatically default into the 'Operate date' field. Operate date is the important field in that it determines 'Start Year' and 'Period' for General Ledger journals. |
PO Number | The original purchase number from the Purchasing module can be entered here. This is for reference only and does not do any cross-checking. |
Supplier | The supplier that the asset was purchased from can be entered here. This is a reference only field and does not do any cross-checking other than the supplier existing in the database. It will display both active and inactive suppliers. |
Original Cost | This is the cost of the asset and will be used as a validation when the financial batch is added for this asset. |
Operate Date | This date will determine the Start Year and Period (see directly below) and therefore, the financial period in which the asset is added to the asset ledger. It will also determine the financial period in which the GL journals will be produced and the year and period from which the asset will start to depreciate. |
Start Year/Period | This field is derived from the 'Operate Date' field. The Start Year and Period determine the financial period in which the asset is added to the asset ledger. It will also determine the financial period in which the GL journals will be produced and the year and period from which the asset will start to depreciate. |
Depreciation Code | This must be a valid depreciation code as setup using program Finance > Fixed Assets > Setup Information > Fixed Assets Setup. |
Append to Addition Batch | This option is used when you are using the 'Combined Methodology' for asset addition. That is you have already created a batch using program Finance > Fixed Assets > Asset Transactions > Transaction Batches. The drop-down list will display any unposted asset addition batches with less than 50 assets, which are within the financial period (shown in the 'Start Year/Period' fields above). Now that you are adding the asset master record, you can attach the asset to the (un-posted) batch by locating the batch in this field. You can then complete the asset addition process by adding the financial batch details. |
User Defined Tab
The user defined fields that are displayed on this tab have been predefined by your school through Finance > Fixed Assets > Setup Information > Fixed Assets Setup on the 'Parameters' tab.
User defined fields allow you to record information that is either of a text or monetary nature that does not already exist in the asset master record.
You can also use this tab to record a longer description (than is available in the standard 'Description' field on the 'General' tab.
This tab is available in 'Add', 'View' and 'Edit' modes.
Insurance Tab
This tab is available in 'View' and 'Edit' modes.
The fields available are not mandatory and can be used for storing details relating to the insurance policy for this asset. The information stored here is for reference only.
Leasing Tab
This tab is available in 'View' and 'Edit' modes.
The fields available are not mandatory and can be used for storing details relating to the lease for this asset. The information stored here is for reference only.
Notes Tab
This tab displays notes that relate to the asset currently being viewed.
'View', 'Edit' and 'Delete' functions are available to alter previously made entries.
To add a new asset note, select the 'Add Note' button and fill out the fields displayed.
The school can also categorise notes. Categories can be set up Finance > Fixed Assets > Setup Information > Fixed Assets Setup.
TASS.doc is a feature that allows the operator to attach any file to a note which can be viewed by all authorised users of the 'Assets Notes' screen. The 'Paperclip' icon signifies an attachment. Attachments can be added to the note by clicking the 'Browse' button and selecting the required file to attach from within the school's network. Once the file has been attached the original can be moved or deleted.
Examples of attachments for assets could be digital photographs of the asset, authenticity papers or maintenance records.
Select the 'Print' icon at the top of the screen to generate a report on the records in the 'Notes' tab.
'Start Date', 'End Date' and 'Note Category' fields can be used as 'Search Criteria'.
'Formatting Options' allows the user to choose the destination of the report. This can be to Adobe® PDF viewer, Microsoft Excel® or Microsoft Word®. The report can be sorted by 'Date' and 'Category' by selecting the appropriate radio button.
Use the checkboxes to indicate your preference for displaying 'Table Borders' and 'Alternate Row Colours'.
Status Tab
This tab displays the current financial status for the asset. Information on the tab is derived from the system and is not editable.
Ledger Tab
This tab displays a complete ledger of all asset transactions that have occurred for this asset.
Possible asset transaction types include:
Abbreviation | Description |
|---|---|
Add | Addition |
Depn | Depreciation |
Adjust | Adjustment |
Transfer | Transfer |
Retire | Retirement |
Revalue | Revaluation |
Sale | Sale |
Life Adj | Life Adjustment |
Depn Code | Depreciation Code Adjustment |