The following steps will explain in detail on how to add a new Fixed Assets.
You may already be in the General tab of the Fixed Assets form, click New button to clear the form so you may enter a new record. If you are at the Main Menu, click on the Accounting topic, then click on Fixed Assets. You will now be brought to the search form for Fixed Assets. Click the New button to open a new fixed asset form.
1.From the Main menu, click the Accounting, then the topic Fixed Assets. This will open up the Find form for Fixed Assets. Since you are adding a new Fixed Asset, click on the New button at the top of the Find form. You will now be brought to the Fixed Assets form where you may begin entering data. The cursor will be flashing at the top of the form in the Asset ID field under the General Tab.
2.You must assign a unique Asset ID for each fixed asset, which can be 20 alphanumeric characters in length. The Asset ID will be used throughout VisionCore to reference this fixed asset. When you have finished entering data for each field, press the TAB or ENTER key to move your cursor to the next field.
3.The Description field is used to enter a detailed description of the fixed asset. The description field is capable of storing up to 255 alphanumeric characters.
4.The Currency field is used to assign a default currency for each fixed asset. Normally this will automatically fill in with your default Currency ID setup in the Company Preferences form but you can change it if necessary. If the currency you want to use is not in the list you will have to add it to the Currency Exchange Rate form. You can still override the Currency ID after it fills in if you need to, but it helps speed data entry.
5.The Date Acquired field is used to enter the date the asset is acquired. The date will automatically default to today’s date. You can use the drop down button to graphically enter the date or you can manually type one.
6.The Location field is where you enter the location information.
7.The Manufacturer field is used to enter the manufacturer of the fixed asset.
8.The Model No. field is where you enter the manufacturer's model number.
9.The Serial No. field is where you may enter the serial number of the fixed asset.
10.The Notes field gives you space to make any special notes about the fixed asset that are not covered in other areas of the Fixed Assets form.
11.The Department field is used to enter the department this asset is related to. You can click the Ellipse button next to it to open the Department form where you can add, edit or delete a department.
12.The New/Used field is where you may set if the asset is purchased new or not.
13.From the Status combo box, select if the asset is Active, In-Active, Suspended or Retired.
14.The Vendor ID field is used to assign a vendor to the fixed asset. You can select any vendor that has been previously entered in the Vendors form.
15.The Category combo box field is used to assign a category to each fixed asset. Click the Ellipse button next to this field to open the Fixed Asset Category form where you can add, edit or delete a category.
16.The Date Placed in Service field is used to enter the date the asset is placed into service. The date will automatically default to today’s date. You can use the drop down button to graphically enter the date or you can manually type one.
17.The Acquisition Cost field is where you enter the total cost of the asset when it was acquired. The total cost is the original cost of the asset plus the freight, installation cost, and other cost necessary in bringing the asset to working condition for its intended use.
18.The Retirement Date field is used to enter the date the asset is taken out of service. You can use the drop down button to graphically enter the date or you can manually type one.
19.The Fixed Asset Account field is where you may setup the specific fixed asset account to be used in acquisition and disposal transactions.
20.You can also enter a Job ID for tracking the journal entry to a Job.
21.The Acquisition GJ field is a read only file and will fill in with General Journal ID created upon asset acquisition.
22.The Disposal GJ field is a read only file and will fill in with the General Journal ID created upon asset disposal.
23.The Quantity Acquired field is used to enter the quantity of the asset acquired. See How to Acquire a Fixed Asset
24.The Quantity Disposed field is used to enter the quantity of the asset disposed. See How to Dispose Fixed Asset
25.The Quantity In Stock field is used to display the quantity of the asset still in stock.
1.The Depreciation Method field specifies what method is used when depreciating an asset.
2.The Depreciation Begin Month field is a read only field that shows the same month entered in the Date Placed In Service field.
3.The Life (in years) field is used to enter an estimate of how long an asset can be expected to be usable in trade or business or to produce income.
4.The Convention field affects the amount of depreciation in the beginning and end of the accounting period. Full Month convention is prorated according to the number of months the asset is used in service during the year, including the month placed in service.
5.The Adjusted Cost field is used to enter the original cost of the asset, plus or minus adjustments. This differs from the acquisition cost in the sense that this cost is the value upon which all other calculations are based.
6.The Salvage Value field is used to enter the estimated value of an asset at the end of its useful life.
1.The Last Depreciation Date is a read only field that shows the last time a depreciation transaction was generated.
2.The Depreciation Done is a read only field that shows the total amount of the asset that has been depreciated.
3.The Current Book Value is a read only field that shows the book value of the asset and is updated every time depreciation is run. The book value is the original cost minus accumulated depreciation.
4.The Last Depreciation Run is a read only field that shows the amount of depreciation calculated the last time the asset was depreciated.
5.The YTD (Year-To-Date) Depreciation is a read only field that shows the total amount of depreciation calculated from the beginning of the current year up to the date of the last run.
6.The LTD (Life-To-Date) Depreciation is a read only field that shows the total amount of the depreciation calculated from the beginning the asset is depreciated up to the date of the last run.
7.The As Of is a read-only field that shows the date when the asset was last depreciated.
1.The Accumulated Depreciation Account field is where you may setup the account where depreciation has to be accumulated.
2.The Depreciation Expense Account field is where you may setup the account to which the depreciation expense should be charged.
The Depreciation History tab shows all the depreciation transaction. It displays a single line item list of all the posted and unposted depreciation transactions for a specific asset. Clicking on the Ellipse button before a specific transaction will open its transaction details. All the fields in the depreciation history list are read only. Created depreciation transactions can also be viewed in Fixed Asset Journal under Accounting topic.