Atrieve Finance
Atrieve Finance
Breadcrumbs

Asset Addition

The Asset Addition allows the addition of a new fixed assets item. It also allows for the assigning of an asset to a location.

Group Code

  • Enter the group code (up to 10 characters) this asset will be classified under. e.g. EQU (Equipment)

NOTE:  Group codes must be set up in the database before they can be used.

Asset Number

  • Enter the unique asset number (up to 20 characters). Item numbers should be of a consistent length within a group code to produce the best results. The group code can be made part of the asset number if the master profile is setup to allow this. With the group being part of the asset number, the need to go to large and complex item numbers is reduced.

Acquired

  • Enter the date that the asset was acquired (YYYYMMDD).

Class

  • Enter the maintenance class (up to 10 characters) or press <FIND> to view valid class codes. The description associated with the class displays at the bottom of the screen.

Commodity

  • Enter the commodity code this asset is to be assigned to if applicable. Press <FIND> for the Commodity Lookup.

Warranty

  • Enter the warranty expiry date (YYYYMMDD).

Bar Code

  • Enter the bar-code (up to 10 characters) for this item. The bar-code is mandatory for items costing at or above a certain dollar amount. This dollar amount can be set in the Master Profile. If Field 26 in the Master Profile is set to 'Y', the value in this field will also become the Asset number (field 02).

Serial No.

  • Enter the manufacturer's serial number (up to 20 characters).

Cost

  • Enter the cost of the asset. This should include installation costs, if any.

Description

  • Enter the description for the asset.

Location Assignment

Entering this field, you will be guided through four different fields.

LOC:

  • Enter the primary location this asset is assigned to.

    • SUB 1: Enter the first sub location this asset is assigned to.

    • SUB 2: Enter the second sub location this asset is assigned to.

OWNED

  • Enter the quantity that this location entry hold, normally 1.

A menu bar will appear when you have completed assigning new assets to locations. The options offered are:  

Option

Definition

Accept

Select this action if satisfied with the changes made.

Cancel

Select this action to exit without saving.

Modify

Selecting this action the Additions module will offer you a 'Field to change' prompt. This will allow access to the fields just completed.

Extended

The group code you have assigned to this asset may be set up to collect specific information about this asset. Selecting this action will take you to Screen 2 if the group code database has been configured.

Finance

Selecting this action you will be taken to Screen 3. This screen allows you to enter information relating to the purchase of the asset. If you are using the Capital Data Capture option in atrieveFinance this screen will be filled in for you.

Depreciation

Select this action to access Screen 4, Depreciation Information.

Comment

Select this action to be taken to Screen 5, Comments.


Screen 2 - Extended Information

The Extended Information Screen is an optional screen that allows for the maintenance of information on an asset that directly relates to the group the asset belongs to. The screen below is generated using information from the 'Group Code Database'. In this example the Manufacturer, Model and Serial Number can be entered. The use of this feature is optional.

Screen 3 - Financial Information

The Financial Information Screen maintains the details relating to the purchase of the asset being added. If you are using the atrieveFinance Capital Data Capture module this information is collected during Invoice Entry and automatically fills in this screen.

Purchase order

  • Enter the PO number (up to 10 characters). This number should be the same as used in the purchasing system.

Vendor #

  • Enter a vendor number (up to 10 characters).

The vendor number will be validated against the atrieveFinance Vendor File. Press <FIND> to use the Vendor Search option. The vendor prompt also allows you to fill in the contact information for the vendor. If you use a valid vendor number these additional fields will fill automatically.

Purchase G/L account

  • Enter the general ledger account the purchase of this item was charged to.

Invoice #

  • Enter the invoice number this asset was paid on.

Project

  • Enter the project number (up to 8 characters). The project number would be used if the new asset were acquired under a special project.

Screen 4 - Depreciation Information

The information recorded by this screen includes, the expected life of the asset and the Depreciation G/L accounts. This screen can be used for inquiry and reports as it maintains the up to date status on the assets useful life.

Replacement Cost

  • Enter the estimated or actual replacement cost of the asset.

Expected Life

  • Enter the total expected life span of the asset. The value entered here is used by the depreciation module to calculate the annual or monthly amortization of the depreciation when using a straight line calculation method. If using monthly depreciation, enter the expected life in Years.

Examples of expected life units

YR - years (Buildings, Land, Furniture)

MI - miles (Vehicle's)

KM - kilometers (Vehicle's)

Estimated Salvage

  • Enter the estimated salvage value of the fully depreciated asset, per unit.

Actual Salvage

  • Enter the actual salvage value of the asset.

Date Retired

  • Enter the date (YYMMDD) the asset was retired.

Retirement Recovery

  • Enter the amount that was recovered upon retirement.

Depreciation Class

The depreciation class assigned to the asset looks to the Depreciation Class Database for the G/L Accounts, Method and Treatment to calculate depreciation.

This feature allows you to define the method and rate to use in one place and to apply it to any asset that shares the same treatment.

  • Enter the depreciation class (up to 2 characters).

Amount Depreciated

  • Enter the amount of accumulated depreciation to date. This field will be updated as a result of running the depreciation process.

Units of Usage (curr)

  • Enter the current period units of usage, if applicable.

Units of Usage (life)

  • Enter the life units of usage, if applicable.

Depreciation GL

  • Enter the GL that the depreciation for this asset is to be debited.

Example: Depreciation Expense

Asset Value GL

  • Enter the GL that the value for this asset is to be credited.

Example: Accumulated Amortization - Equipment

Screen 5 - Comment Maintenance

Comment Maintenance is a notepad feature that allows the user to keep detailed notes on what has happened to the asset during its operational life within your organization. You can manually add notes to an asset through the Master File modules. The Work Order System and Fleet Maintenance System will automatically update an assets comment file to maintain a detail history of cost's and cause.

The Comment File screen when accessed, will allow you to add new comments, modify, delete and inquire on existing comments.

Use the edit functions to select the action you want to do on the comment record. Comment records are displayed in order of most recent to oldest.