MSI Fixed Assets Version 4.0

Transcription

1 MSI Fixed Assets Version 4.0 User s Guide Municipal Software, Inc W. Winchester Road, Ste 209 Libertyville, IL Phone: (847) Fax: (847) Contents are the exclusive property of Municipal Software, Inc. Copyright All Rights Reserved.

2 TABLE OF CONTENTS FIXED ASSETS LOGON SCREEN FIXED ASSET SYSTEM MAIN MENU ENTRY ASSET ENTRY ICON ASSISTANCE a FIXED ASSETS ID DISPLAY b FIXED ASSETS CODE DISPLAY c DUPLICATE INFORMATION d ASSET TRANSFER SPLITS INTO TWO DEPARTMENTS e GROUP ID DISPLAY BOX f COMMENTS RETIRE A HOW TO UN-RETIRE AN ASSET INQUIRY GENERAL ASSET INQUIRY DEPRECIATION INQUIRY REPORTS FIXED ASSET LISTING ASSETS BY LOCATION SUMMARY BY SOURCE SCHEDULE OF CHANGES FISCAL DEPRECIATION FISCAL DEPRECIATION DISTRIBUTION ASSET RETIREMENT ASSET ADDITIONS MAINTENANCE FUND CODES DEPARTMENT CODES ASSET TYPE CODES ASSET CLASS CODES LOCATION CODES FUNDING SOURCE CODES INSURANCE CARRIER CODES DISPOSAL CODES DEPRECIATION CODES SUPPORT MOVE ASSETS TO/FROM HISTORY PURGE ASSETS FROM HISTORY FILE REPAIR AND MAINTENANCE A REPAIR AND MAINTENANCE ENTRY B REPAIR AND MAINTENANCE INQUIRY C REPAIR AND MAINTENANCE DETAIL REPORT D REPAIR AND MAINTENANCE SUMMARY REPORT

3 6.40 IMPORT ASSETS (ASCII) SYSTEM DEFAULTS...60 APPENDIX A TOOLBAR AND SCREEN BUTTONS...62 APPENDIX B REPORT SAMPLES...63 FIXED ASSET LISTING...63 ASSET BY LOCATION...64 SUMMARY BY SOURCE...65 SCHEDULE OF CHANGES...66 FISCAL DEPRECIATION...67 FISCAL DEPRECIATION...68 FISCAL DEPRECIATION DISTRIBUTION...69 ASSET RETIREMENT...70 ASSET ADDITION...71 REPAIR AND MAINTENANCE DETAIL...72 REPAIR AND MAINTENANCE SUMMARY

4 FIXED ASSETS LOGON SCREEN Enter your assigned password, then click OK or press enter. Note: Based on the access rights attached to your password, different menu levels will be made available to you. 4

5 0.00 FIXED ASSET SYSTEM MAIN MENU This is the toolbar menu for the Fixed Asset application. You can access each option in the application here and all processing begins with this toolbar. The following options are available: File This option exits processing from the Fixed Assets application and returns you to your desktop. Entry This option is used to enter fixed assets. It also allows you to modify assets that have previously been entered. Retire This option allows you to retire or un-retire an asset. An asset cannot be modified if it is retired. Inquiry This option allows you to make inquiries about general asset information or the depreciation of an asset. It allows you to view the information, but no changes can be made. 5

6 Reports This option allows you to run standard printed reports on the fixed assets in your database. Maintenance All codes used throughout the MSI- Fixed Asset application are entered and maintained here. Support This option is used to move assets to and from history, purge assets from the history file, and enter, inquire and report on asset repairs/maintenance. Help This menu offers different methods for contacting Municipal Software, Inc. s Customer Service Department. It also contains important information regarding your MSI Fixed Asset application. If the option for Fixed Assets Inventory Interface is selected in the Fixed Assets install, then this icon will be available. It s found just below the File menu option. 6

7 1.00 ENTRY WHAT IS ASSET ENTRY? Asset entry allows you to track your assets along with any information identifying the asset. HOW DO I ENTER AN ASSET? From the Fixed Asset System Main Menu click Entry. This will take you to the asset entry screen. The following fields are used for asset entry. After the appropriate information is entered for each field, press tab to accept the information and proceed to the next field. Note: Summarized toolbar icon descriptions are located in Appendix A. Detailed descriptions are in Section Asset ID This field is used as a unique identifier for each asset. The first set-of-digits are the Fund number, the second set is the Department, and the remaining are exclusive for this asset. As illustrated in the picture above, the Asset ID is made up of 101 (fund code), 051 (department code), and to create a unique Asset ID

8 Note: If Auto Increment is set to YES in the System Defaults, then all you need to enter when keying a new asset is the associated Fund and Department. Then, when you tab off the field, the Fixed Asset System will automatically populate the remaining numbers with a unique number series that is one number higher than the highest existing asset in the same Fund and Department. Description Description consists of two free form fields, with a maximum of 30 characters each, used to describe the asset in more detail. A good description can help to locate the asset on reports and inquiries. Note: Bad: When building your asset database, it is important not to use quotes in your Asset Descriptions. This will cause issues when using with the Fixed Assets Inventory add-on module. Good: Custodian This field should contain the name of the person who is responsible for the asset. It usually indicates the individual who uses the asset most frequently (i.e.: a secretary would be the custodian of the PC on her desk). Date Acquired The date the asset was purchased or received at the current location. Service Date The date the asset was placed into service (i.e.: a PC may not be put into service until all the internal components are received and installed). This is the date from which depreciation is calculated, if applicable. 8

9 Asset Group This field is option and is used to assign more than one asset to track assets as a whole. The field is alphanumeric. For instance, a squad car is an asset, but you may also want to track the equipment inside the squad car. If the squad car became damaged, it is easier to relocate or retire its equipment if it is linked together with a group id. Parent Used to establish the main asset member to which a group of assets are related. Mainly this is for reporting purposes. It allows the parent member to display above other members in the group. Y indicates the asset is a parent of the group listed, N indicates it is not. Location Enter the code that identifies the physical location of the asset. Type Type codes help to form a main identifier for assets. A lookup table of existing asset type codes validates this field. Clicking on the binocular icon will access the lookup table. Class Identifies a specific class (sub type) to which the asset belongs. In order for an asset to depreciate, the Class code used will have to have been setup under Maintenance as Depreciate: Yes. A lookup table of existing class codes validates this field. Clicking on the binocular icon will access the lookup table. Vendor The vendor code identifies from whom the asset was purchased. A lookup table of existing vendor codes validates this field. Clicking on the binocular icon will access the lookup table. This field will not be available if the AP Interface is set to No in System Defaults. Fund Identifies the fund responsible for the asset. This field is automatically populated when the Asset ID is keyed in. This field should not be modified. Dept Identifies the department having ownership in the asset. This field is automatically populated when the Asset ID is keyed in. This field should not be modified. Name Name of who manufactured the asset. Model The manufacturer s model number associated with the asset. Serial # Enter the manufacturer s serial number for the asset. This should be a unique number, especially if multiple assets are entered with the same information (i.e. a group of 10 PCs purchased for the Finance Department). Insurance Carrier Code Field Identifies what company supplies the insurance for the asset. A lookup table of existing insurance carriers validates this field. Clicking on the binocular icon will access the lookup table. 9

10 Policy # Enter the policy number issued by the insurance company for the asset. Value Indicates how much the asset is insured for if a claim is filed on the asset. Funding Sources Identifies who is supplying the capital to pay for the asset. You are given three lines to split the cost of the asset. The percentages on the right side of the box must equal 100%. Depreciation Type Depreciation Type allows you to establish a method of depreciation for your assets. The lookup icon provides you with two standard depreciation options: SLN (straight line) and NON (nondepreciable). Any asset set to NON will not depreciate. Cost Basis This is the cost of the asset. This should include any additional fees associated with obtaining the asset including shipping and installation. The depreciation calculation takes uses the Cost Basis to derive values. If this field is not populated correctly, depreciation amounts will be off. Salvage Value This is the amount the asset is expected to be worth at the end of its useful life. If the option for Fixed Assets Inventory Interface is selected in the Fixed Assets install, then this icon will be available. It s found just next to Cost Basis and Salvage Value. Replacement Cost This is the cost to replace the asset, at current dollars. Warranty Date This is the date the warranty, if applicable, will expire for this asset. Useful Life (months) Useful Life is the expected number of months the asset is to be in service. The depreciation calculation takes uses the Useful Life to derive values. If this field is not populated correctly, depreciation amounts will be off. Asset Purchase General Ledger account number which keeps track of the purchase of and/or expenses for the asset. This field will not be available if the GL Interface is set to No in System Defaults. Note: This field must be populated in order for the Listing by Location report to include the asset. Depreciation Expense General Ledger account number which keeps track of the asset s depreciation expenses. This field will not be available if the GL Interface is set to No in System Defaults. Note: This field must be populated in order for the Asset to appear on Depreciation reports. 10

11 Accumulated Depreciation General Ledger account number for the asset s accumulated depreciation. This field will not be available if the GL Interface is set to No in System Defaults ASSET ENTRY ICON ASSISTANCE At the top of the Fixed Asset Entry screen, there are several icons each with their own special purpose. For a summary of icons, see Appendix A. 1.10a FIXED ASSETS ID DISPLAY The Asset ID Lookup Box is used to locate the desired asset. Toolbar Icon 11

12 The F/A Asset ID lookup box also provides the following options: Limit Lookup to x limits the lookup to the first x number of records sequentially (value of x is user defined). The x is set under the Support Menu in the System Defaults screen. Filter finds only those records among those already displayed that contain the specific value entered into the value field. Locate finds the first record for the value listed, and displays all records sequentially from that point on. Records Displayed enables you to view the count of records displayed in the lookup box. Show Retired by default the lookup box will only display active assets. If you want to view retired assets too, then select this checkbox and refresh the display. Note: Clicking on any of the table headings in the lookup box (i.e: Asset ID, Description, Dept, etc.) will sort the line items in ascending order by that heading. Filter and locate features can also be used with each table heading. 1.10b FIXED ASSETS CODE DISPLAY Many fields in the Fixed Assets Program require codes to be entered, such as department and location code. Next to the field where the code is to be entered there is a binocular icon. Clicking on the binoculars icon, located to the right of the field or on the main tool bar, or pressing the F4 button on your keyboard will provide you with a code lookup table. Toolbar Icon 12

13 1.10c DUPLICATE INFORMATION If you want to make a copy of the currently displayed asset, then click on the Duplicate icon. It allows the user to duplicate information for a new asset record. Duplicate Icon When you click on the Duplicate Icon, you will see the below prompt. If you select Yes, then the Asset Entry screen will clear out the Asset ID field so that a new ID can be entered and saved. At that point, the asset will exist twice within the system. 13

14 1.10d ASSET TRANSFER SPLITS INTO TWO DEPARTMENTS In order to split an asset into two departments use the Asset Transfer icon. When transferring an asset to another department you (1) create a new asset in the new department and (2) retain the original asset. This is accomplished by using the pop-up box to record the new department and the date of the move. Toolbar Icon When transferring an asset, the following changes will take place: Original Asset The Salvage Value will be removed The Useful life will be adjusted to equal the total number of month s that asset has been in service. The Cost Basis will be modified to equal the lifetime depreciation (aka the total accumulated depreciation to date) for the asset. When the Original Asset is pulled up in the Retire Assets screen, you will see a note in the Comments area that says Transferred to Asset # : xxxxxxxx. New Asset The new asset will be a duplicate of the original asset, except: It will have a new Asset ID where the Department portion of the ID is updated to match the Department transferring to specified during the Asset Transfer. The Account portion of the ID will either match the original asset, or if that number is already in use, the system will use the auto-increment logic to select an unused Account number. The Service Date will be updated to match the Date of Transfer specified during the Asset Transfer. The Department will be updated to match the Department transferring to specified during the Asset Transfer. The Cost Basis will be modified to equal the book value (Original Cost Basis less the lifetime depreciation). The Salvage Value is retained from the originating asset. The Useful life will be modified to equal remaining months in service. 14

15 For example below is asset before it s transferred: 15

16 After the asset is transferred to Department 05 the original asset looks as below. The Salvage Value has been removed. The Useful life has been adjusted to equal the total number of month s in service (10/ /2005). The Cost Basis will be modified to equal the lifetime depreciation (aka the total accumulated depreciation to date) for the asset. When the Original Asset is pulled up in the Retire Assets screen, you will see a note in the Comments area that says Transferred to Asset # : xxxxxxxx. After an asset is transferred to a new department, the original asset is modified in such a way that it if fully depreciated. The MSI-Fixed Asset system will leave this asset as active to give the user the option of whether or not to retire the asset. 16

17 And the new asset in Department 05 is as below. The Service Date will be updated to match the Date of Transfer specified during the Asset Transfer. The Department will be updated to match the Department transferring to specified during the Asset Transfer. The Cost Basis will be modified to equal the book value [Original Cost Basis ($26,483.00) less the lifetime depreciation ($11,866.92)]. The Salvage Value is retained from the originating asset. The Useful life is modified to equal the remaining months in service. Note: The new Asset ID will either have the same Account Number digits (the numbers following the Fund and Department) as the original asset, or if that number is already being used by an existing asset, then the system will use the auto-increment logic to find the next available number in the new Fund/Department combination. 17

18 1.10e GROUP ID DISPLAY BOX The group look-up box is used to help locate assets that you wish to, or have, grouped together. The look-up box defaults to the members of the group to which the current asset is a member. If no group number is currently affiliated with the asset, then the box defaults to the asset groups view. The asset group view displays the entire list of group numbers used, and if there is a member checked as the parent, the parent s asset id number and description will be listed. If you click on a group, then click the members button, the box will list all the members in that group, along with their asset id s and descriptions. By clicking the group button, you are taken back to the group view. This box does not return an asset id to the asset entry program. However, if you double click a line, the group number is returned to the asset entry screen. You also have the ability to sort the information in the Group Lookup box by any of the table headings that are nonitalicized. Simply click on the heading and the information will sort in ascending order by that particular heading. The sort functionality does not apply to headings that are italicized. Toolbar Icon 18

19 1.10f COMMENTS The Comments icon is used to enter free-form comments pertaining to the asset. A printer icon is available on the Comments Entry screen in order to print all the comments entered. Click OK to save comments when finished. Toolbar Icon SAMPLE REPORT: 19

20 2.00 RETIRE WHAT IS ASSET RETIREMENT? This option is used to retire your assets in the event that they cease to be active in order to stop accumulating depreciation. HOW DO I RETIRE MY ASSETS? From the MSI- Fixed Asset System Main Menu click Retire. Enter your asset id then press tab or use the binoculars to lookup the asset id to be retired. The following fields must be completed: Disposal Code This code gives a reason for retiring the asset. (i.e.: stolen, outlived it usefulness, sold). Date Retired This is the date the asset is to stop accumulating depreciation. Comments The comment fields are optional. 20

21 Fiscal Year The Fiscal Year is automatically populated based on the Date Retired. Book Value at Retirement This is the value of the asset at the time of retirement. Sale Price of Asset This is the sale price of an asset, if applicable. Gain/Loss of an Asset This field will automatically populate once the Sale Price is entered. 2.00a HOW TO UN-RETIRE AN ASSET To UN-retire an asset, simply: 1. Click Retire from the Fixed Asset System Main menu. 2. Pull up the asset to be put back to an active status. 3. Remove the Disposal Code. 4. Remove the Date Retired. 5. Click "OK" to save your changes. 6. When asked "Is it OK to unretire this Asset? click "OK". 7. Exit from the Retire Assets screen. 21

22 3.00 INQUIRY WHAT IS INQUIRY? This option allows you to inquire about Fixed Assets in your database. The information will display, but cannot be changed from within an inquiry screen. Access can be given to users who need to view asset information, but who shouldn t be able to modify that detail. HOW DO I INQUIRE? From the Fixed Asset System Main menu click Inquiry. The following selections are available: General Asset Inquiry This inquiry provides information available about the asset (including a popup window with retirement information). Depreciation Inquiry Gives you calculated depreciation information about the assets. 22

23 3.10 GENERAL ASSET INQUIRY WHAT IS GENERAL ASSET INQUIRY? Once you enter the id for the asset you choose to view, press tab and the remaining fields will be populated. No change can be made to the data in inquiry. HOW DO I INQUIRE ON GENERAL ASSET DETAIL? From the Fixed Asset System Main menu click Inquiry and select General Asset Inquiry. The retirement box is toggled on and off using the Retire icon on the toolbar. Retire Toolbar Icon 23

24 3.20 DEPRECIATION INQUIRY WHAT IS DEPRECIATION INQUIRY? The Depreciation Inquiry allows you to view depreciation detail without printing out a depreciation report. The inquiry displays the depreciation information of the assets. It also allows you to click on an asset to view it in the General Asset Inquiry screen. You may then click Exit to return back to Depreciation Inquiry. HOW DO I INQUIRE ON GENERAL ASSET DETAIL? From the Fixed Asset System Main menu click Inquiry and select Depreciation Inquiry. Note: Only Assets with the Depreciation Expense field populated in Fixed Asset Entry will appear in the inquiry. Note: Only Assets with a Class code set to Depreciate: YES will show depreciation amounts. Note: The inquiry will include retired assets if the retire date falls within the fiscal year specified. 24

25 If the option to Show Accumulated Depreciation and Book Value is NOT selected, then you will be able to view the Expected Fiscal XXXX depreciation for both the specified Fiscal Year to Process and the fiscal year to follow. 25

26 If the option to Show Accumulated Depreciation and Book Value IS selected, then you will be able to view the Accumulated Depreciation and Book Value instead of the Expected Fiscal XXXX depreciation. 26

27 4.00 REPORTS This menu contains the standard reports that are available in the Fixed Asset System. Each option allows you to generate the report in a variety of ways. Example reports are available in Appendix B. A description of each report is given below Fixed Assets Listing Prints a listing of specified assets sorted first by Asset ID and grouped by Asset Type then by Class. The report includes the Asset ID, Description, Status, Location, Service Date, Depreciation Type, Useful Life, and Cost Basis. Assets by Location Prints specified assets sorted by Location Code. The report includes Asset ID, Description, Status, Manufacturer, Model, Serial #, and Cost Basis. Summary by Source Prints specified assets sorted by Funding Source Code. The report includes Asset ID, Description, % Funded, Contribution to Cost, Contribution Depreciation, and Contribution Book Value. Schedule of Changes This report will print a listing of specified schedule changes (additions and retirements), sorted by Fund. The report includes the Asset Type, Class, Balance before changes, Additions, Retired, and Balance after changes. Fiscal Depreciation This option will print the predicted depreciation of specified assets, sorted by Fund. The report will only include Assets with the Depreciation Expense field populated in Fixed Asset Entry and only those Assets with a Class code set to Depreciate: YES will show depreciation amounts. The report will include retired assets if the retire date falls within the fiscal year specified. The report includes the Asset Type, Class, and ID along with the Description, Service Date, Useful Life, Depreciation Base, Current Fiscal Depreciation, Expected Current Fiscal Depreciation, and Expected Next Fiscal Depreciation. If the box to Print Accumulated Depreciation and Book Value is selected then this report will include both of those columns instead of the last two Expected Fiscal Depreciation columns. Fiscal Depreciation Distribution This option will print the predicted depreciation of specified assets, sorted by the Depreciation Expense G/L Account. The report will only include Assets with the Depreciation Expense field 27

28 populated in Fixed Asset Entry and only those Assets with a Class code set to Depreciate: YES will show depreciation amounts. The report will include retired assets if the retire date falls within the fiscal year specified. The report includes the G/L Account Number, Asset ID, Description, Service Date, Depreciation Base, Current Fiscal Depreciation, Expected Current Fiscal Depreciation, and Monthly Depreciation. Asset Retirement Report This report will print assets that have been retired during a specified date range, sorted by Fund. The report includes the Asset ID, Description, Location Code, Service Date, Retire Date., Disposal Code, Useful Life, Cost Basis, Accumulated Depreciation, and Book Value. Asset Addition Report This report will print assets added to the system within a specified date range, sorted by Fund. The report includes Asset ID, Description, Status, Location Code, Date Acquired, Service Date, Depreciation Type, Useful Life, Cost Basis, Accumulated Depreciation, and Book Value. 28

29 4.10 FIXED ASSET LISTING WHAT IS THE FIXED ASSET LISTING REPORT? This report provides a listing of specified assets sorted first by Asset ID and grouped by Asset Type then by Class. HOW DO I PRINT THE FIXED ASSET LISTING REPORT? From the Fixed Asset System Main menu click Reports and select Fixed Asset Listing. The following options are available: Print All Fixed Assets This option will print all assets entered into the Fixed Asset database that have a Service Date prior to the date specified in the Ending Depreciation Date field. Print Fixed Assets in a Specified Fund This option will print all assets within the individual fund selected that have a Service Date prior to the date specified in the Ending Depreciation Date field. When choosing this option, a field with a binocular icon will appear. Clicking the icon will display a fund codes lookup box. 29

30 Print Fixed Assets in a Specified Department This option will print all assets within the individual department selected that have a Service Date prior to the date specified in the Ending Depreciation Date field. When choosing this option, a field with a binocular icon will appear. Clicking the icon will display a department codes lookup box. Print Fixed Assets in a Specified Class This option will print all assets within the individual class selected that have a Service Date prior to the date specified in the Ending Depreciation Date field. When choosing this option, a field with a binocular icon will appear. Clicking the icon will display a class codes lookup box. Print Fixed Assets in a Specified Type This option will print all assets within the individual type selected that have a Service Date prior to the date specified in the Ending Depreciation Date field. When choosing this option, a field with a binocular icon will appear. Clicking the icon will display a type codes lookup box. Print Only Active Assets This is an optional specification. If selected, the report will only list assets with an active status. All retired assets will be omitted. Ending Depreciation Date Don t let the field description fool you; the date entered here really doesn t have anything to do with depreciation. The date is more of an As of date since it is compared to the Asset s Service Date and/or the Retired Date depending on whether or not the Print Only Active Assets option is selected. If the option to Print Only Active Assets is not selected, then assets (both Active and Retired) with a Service Date that s on or before the date entered will print. If the option to Print Only Active Assets is selected, then the report will include active assets that have a service date on or before the selected date and any retired assets with a retired date after that date. Note: Retired Assets may still appear on the report even if the Print Only Active Assets is selected because Retired Assets with a Retired Date after the Ending Depreciation Date will still be included. 30

31 4.20 ASSETS BY LOCATION WHAT IS THE ASSETS BY LOCATION REPORT? The report prints all fixed assets by location code or fixed assets assigned to a specified location code. HOW DO I PRINT THE ASSETS BY LOCATION REPORT? From the Fixed Asset System Main menu click Reports and select Assets by Location. The following options are available: Print all Fixed Assets This will print all assets entered into the Fixed Asset database. Print Fixed Assets in a Specified Location This will print only assets entered for the location selected. Print only Active Assets This is an optional specification. If selected, the report will only list assets with an active status. All retired assets will be omitted. 31

32 4.30 SUMMARY BY SOURCE WHAT IS THE SUMMARY BY SOURCE REPORT? This report prints a listing of all fixed assets, fixed assets for a specified type, or fixed assets funded by a specific funding source. HOW DO I PRINT THE SUMMARY BY SOURCE REPORT? From the Fixed Asset System Main menu click Reports and select Summary by Source. The following options are available: Print all fixed assets This will print all assets entered into the Fixed Asset database. Fixed Assets in a Specific Type This will print only assets entered for the type selected. When choosing this option, a binocular icon will appear. Clicking the icon will display a type codes lookup box. Fixed Assets Funded by a Specified Source This will print only assets entered for the source selected. When choosing this option, a binocular icon will appear. Clicking the icon will display a source codes lookup box. 32

33 4.40 SCHEDULE OF CHANGES WHAT IS THE SCHEDULE OF CHANGES REPORT? This report will print a listing of fixed asset changes. These changes include assets that have been added or retired. HOW DO I PRINT THE SCHEDULE OF CHANGES REPORT? From the Fixed Asset System Main menu click Reports and select Schedule of Changes. The following options are available: Print All Fixed Assets This will print all changes within the date range entered. Print Fixed Assets in a Specified Fund This will print all changes within the date range entered for a specified fund. When choosing this option, a binocular icon will appear. Clicking the icon will display a fund codes lookup box. Print Fixed Assets in a Specified Department This will print all changes within the date range entered for a specified department. When choosing this option, a binocular icon will appear. Clicking the icon will display a department codes lookup box. 33

34 Print Fixed Assets in a Specified Class This will print all changes within the date range entered for a specified class. When choosing this option, a binocular icon will appear. Clicking the icon will display a class codes lookup box. Print Fixed Assets in a Specified Type This will print all changes within the date range entered for a specified type. When choosing this option, a binocular icon will appear. Clicking the icon will display a type codes lookup box. Print a Schedule of Changes This provides the range between which the report will generate any changes. Enter the From and To dates you would like the schedule of changes report to include FISCAL DEPRECIATION WHAT IS THE FISCAL DEPRECIATION REPORT? This option will print the predicted depreciation of all specified assets. HOW DO I PRINT THE FISCAL DEPRECIATION REPORT? From the Fixed Asset System Main menu click Reports and select Fiscal Depreciation. 34

35 The following options are available: Print All Fixed Assets This will print the predicted depreciation for all assets regardless of Fund or Type. The report will include retired assets if the retire date falls within the fiscal year specified. The report will only include Assets with the Depreciation Expense field populated in Fixed Asset Entry and only those Assets with a Class code set to Depreciate: YES will show depreciation amounts. Print Fixed Assets in a Specified Fund This will print the predicted depreciation for all assets within a specified fund as long as those assets have the Depreciation Expense field populated in Fixed Asset Entry. Depreciation amounts will only appear for those assets setup with a Class code is set to Depreciate: YES. The report will include retired assets if the retire date falls within the fiscal year specified. When choosing this option, a binocular icon will appear. Clicking the icon will display a fund codes lookup box. Print Fixed Assets in a Specified Type This will print the predicted depreciation for all assets within a specified type as long as those assets have the Depreciation Expense field populated in Fixed Asset Entry. Depreciation amounts will only appear for those assets setup with a Class code is set to Depreciate: YES. The report will include retired assets if the retire date falls within the fiscal year specified. When choosing this option, a binocular icon will appear. Clicking the icon will display a type codes lookup box. Fiscal Year to Process Specify the Fiscal year for which the report need to be run. Print Accumulated Depreciation and Book Value By selecting this option, the report will omit the standard Expected Fiscal Depreciation columns and substitute an Accumulated Depreciation and Book Value column. 35

36 4.60 FISCAL DEPRECIATION DISTRIBUTION WHAT IS THE FISCAL DEPRECIATION DISTRIBUTION REPORT? This option will print the predicted depreciation of specified assets, sorted by the Depreciation Expense G/L Account. HOW DO I PRINT THE FISCAL DEPRECIATION DISTRIBUTION REPORT? From the Fixed Asset System Main menu click Reports and select Fiscal Depreciation Distribution. The following options are available: Print All Fixed Assets This will print the predicted depreciation for all assets regardless of Fund. The report will include retired assets if the retire date falls within the fiscal year specified. The report will only include Assets with the Depreciation Expense field populated in Fixed Asset Entry and only those Assets with a Class code set to Depreciate: YES will show depreciation amounts. Print Fixed Assets in a Specified Fund This will print the predicted depreciation for all assets within a specified fund as long as those assets have the Depreciation Expense field populated in Fixed Asset Entry. Depreciation amounts 36

37 will only appear for those assets setup with a Class code is set to Depreciate: YES. The report will include retired assets if the retire date falls within the fiscal year specified. When choosing this option, a binocular icon will appear. Clicking the icon will display a fund codes lookup box. Fiscal Year to Process Specify the Fiscal year for which the report need to be run ASSET RETIREMENT WHAT IS THE ASSET RETIREMENT REPORT? This report will print assets that have been retired based on the criteria specified. HOW DO I PRINT THE ASSET RETIREMENT REPORT? From the Fixed Asset System Main menu click Reports and select Asset Retirement. The following options are available: Print All Fixed Assets This will print all fixed assets that were retired within the date range specified. 37

38 Print Fixed Assets within a Specified Fund This will print all fixed assets that were retired within the date range specified for the selected fund. When choosing this option, a binocular icon will appear. Clicking the icon will display a fund codes lookup box. Print Fixed Assets within a Specified Department This will print all fixed assets that were retired within the date range specified for the selected department. When choosing this option, a binocular icon will appear. Clicking the icon will display a department codes lookup box. Beginning/Ending Retirement Date Indicate the date range between which assets have been retired that you want included on the report. 38

39 4.80 ASSET ADDITIONS WHAT IS THE ASSET ADDITIONS REPORT? This will print a report of assets added to the database within a specified date range. HOW DO I PRINT THE ASSET ADDITIONS REPORT? From the Fixed Asset System Main menu click Reports and select Asset Additions. The following options are available: Print all Fixed Assets This will print all fixed assets that were acquired within the date range you enter. Print Fixed Assets in a Specific Fund This will print all fixed assets that were acquired within the date range you enter for the fund you specify. When choosing this option, a binocular icon will appear. Clicking the icon will display a fund codes lookup box. Beginning/Ending Addition Date Indicate the date range criteria for the asset additions that will print to your report. 39

40 5.00 MAINTENANCE WHAT IS FIXED ASSET MAINTENANCE? All codes used throughout the MSI- Fixed Asset System are entered and maintained here. HOW DO I ENTER MAINTENANCE CODES? From your MSI- Fixed Asset System Main Menu click Maintenance and then select the option for the code you wish to define or maintain. The following options are available: Fund Codes This code identifies what fund an asset is assigned to. Department Codes This code identifies what department an asset is assigned to. Asset Type Codes Identifies a type of asset. Asset Class Codes Identifies a class grouping of assets. Location Codes This code identifies were the asset is located. Funding Source Codes This code identifies the funding source(s) for an asset. Insurance Carrier Codes This code identifies who the insurance carrier is for an asset. Disposal Codes This code identifies the method of an assets disposal. Depreciation Type Codes This code tells the program how to handle depreciation of assets. 40

41 5.10 FUND CODES WHAT IS FUND CODE MAINTENANCE? This is where Fund Codes are setup and maintained before they can be assigned to assets. HOW DO I ENTER FUND CODES? From your MSI- Fixed Asset System Main Menu click Maintenance and select Fund Codes. The following fields need to be complete. Once entered, click OK to accept and save your entry. Code A unique identifier for a specific code which typically resembles the MSI- General Ledger fund codes. Description A written description of the fund code. 41

42 5.20 DEPARTMENT CODES WHAT IS DEPARTMENT CODE MAINTENANCE? This is where Department Codes are setup and maintained before they can be assigned to assets. HOW DO I ENTER DEPARTMENT CODES? From your MSI- Fixed Asset System Main Menu click Maintenance and select Department Codes. The following fields need to be complete. Once entered, click OK to accept and save your entry. Code A unique identifier for a specific department, which typically resembles the MSI- General Ledger department codes. Description A written description of the department code. 42

43 5.30 ASSET TYPE CODES WHAT IS ASSET TYPE CODE MAINTENANCE? This is where Asset Type Codes are setup and maintained before they can be assigned to assets. HOW DO I ENTER ASSET TYPE CODES? From your MSI- Fixed Asset System Main Menu click Maintenance and select Asset Type Codes. All fields need to be completed. Once entered, click OK to accept and save your entry. Code A unique identifier for a specific asset type. There is a display table of previously defined codes available by clicking the binoculars or pressing F4 to view and/or select a valid code. Description A written description of the asset type code. 43

44 5.40 ASSET CLASS CODES WHAT IS ASSET CLASS CODE MAINTENANCE? This is where Asset Class Codes are setup and maintained before they can be assigned to assets. HOW DO I ENTER ASSET CLASS CODES? From your MSI- Fixed Asset System Main Menu click Maintenance and select Asset Class Codes. All fields need to be completed. Once entered, click OK to accept and save your entry. Code A unique identifier for a specific asset class. There is a display table of previously defined codes available by clicking the binoculars or pressing F4 to view and/or select a valid code. Description A written description of the asset class code. 44

45 Depreciate? If assets that will be assigned to this class will be depreciated, then select Yes, otherwise select No. GL Interface? If assets assigned to this class will interface with the General Ledger, then select Yes, otherwise select No LOCATION CODES WHAT IS LOCATION CODE MAINTENANCE? This is where Location Codes are setup and maintained before they can be assigned to assets. HOW DO I ENTER LOCATION CODES? From your MSI- Fixed Asset System Main Menu click Maintenance and select Location Codes. All fields need to be completed. Once entered, click OK to accept and save your entry. 45

46 Code A unique identifier for the location of an asset. There is a display table of previously defined codes available by clicking the binoculars or pressing F4 to view and/or select a valid code. Description A written description of the location code FUNDING SOURCE CODES WHAT IS FUNDING SOURCE CODE MAINTENANCE? This is where Funding Source Codes are setup and maintained before they can be assigned to assets. HOW DO I ENTER FUNDING SOURCE CODES? From your MSI- Fixed Asset System Main Menu click Maintenance and select Funding Source Codes. 46

47 All fields need to be completed. Once entered, click OK to accept and save your entry. Code A unique identifier for a fund source. There is a display table of previously defined codes available by clicking the binoculars or pressing F4 to view and/or select a valid code. Description A written description of the funding source code INSURANCE CARRIER CODES WHAT IS INSURANCE CARRIER CODE MAINTENANCE? This is where Insurance Carrier Codes are setup and maintained before they can be assigned to assets. HOW DO I ENTER INSURANCE CARRIER CODES? From your MSI- Fixed Asset System Main Menu click Maintenance and select Insurance Carrier Codes. 47

48 All fields need to be completed. Once entered, click OK to accept and save your entry. Code A unique identifier for an insurance provider. Description A written description of the insurance carrier DISPOSAL CODES WHAT IS DISPOSAL CODE MAINTENANCE? This is where Disposal Codes are setup and maintained before they can be assigned to assets. HOW DO I ENTER DISPOSAL CODES? From your MSI- Fixed Asset System Main Menu click Maintenance and select Disposal Codes. All fields need to be completed. Once entered, click OK to accept and save your entry. 48

49 Code A unique identifier of how an asset was disposed. There is a display table of previously defined codes available by clicking the binoculars or pressing F4 to view and/or select a valid code. Description A written description of the disposal code DEPRECIATION CODES WHAT IS DEPRECIATION CODE MAINTENANCE? This is where Depreciation Codes are setup and maintained before they can be assigned to assets. HOW DO I ENTER DEPRECIATION CODES? From your MSI- Fixed Asset System Main Menu click Maintenance and select Depreciation Codes. 49

50 All fields need to be completed. Once entered, click OK to accept and save your entry. Code There are two depreciation type codes that the system uses; straight line depreciation (SLN) and no depreciation (NON). These codes must be created in the code maintenance menu. Description A written description of the depreciation code SUPPORT WHAT IS THE SUPPORT MENU? This menu contains programs that are used less frequently but are important for proper functioning of the Fixed Asset System HOW DO I PROCESS OFF THE SUPPORT MENU? From your MSI- Fixed Asset System Main Menu click Support and select the appropriate option. The following functions are available: Move Assets to/from History This option is used to move assets to history files and/or back again (if moved in error). Purge Assets from History File This menu is used to purge the asset from the history file. Once deleted, you may no longer inquire on the asset(s). Repair and Maintenance This submenu is used to record, inquire, and report on any repairs or maintenance performed on assets. Import Assets (ASCII) This option can only be run by an MSI representative for the purpose of importing Assets from an 3 rd party. System Defaults This program is used to define certain system settings. 50

51 6.10 MOVE ASSETS TO/FROM HISTORY WHAT IS THE MOVE ASSETS TO/FROM HISTORY? By moving an asset to History, the detail on that asset remains in your database, but it no longer appears on reports or in lookup boxes. This option is used to move retired assets to your history files and back again, if desired. HOW DO I MOVE ASSETS? From your MSI- Fixed Asset System Main Menu click Support and select the Move Assets to/from History. The following options are available: Move an Asset to the History File This will allow you to move retired assets, one at a time, to the history file. You can select from the list or type in an asset ID, and then click OK to move the asset to the history file. Move an Asset from the History File to the Current File This will allow you to move assets, one at a time, from the history file to the active/current file. You can either select from the list, or type in the asset ID and click OK to move the asset from the history file to the current file. 51

52 Move a Fiscal Group of Retired Assets to the History File This will allow you to move all assets retired during a fiscal period to the history file. You can either select from the list, or type in the fiscal year and click OK to move the asset to the history file. Move a Fiscal Group from the History File to the Current File This will allow you to move all assets retired during a fiscal period back to the active file. You can either select from the list, or type in the fiscal year and click OK to move the assets from history to the current file PURGE ASSETS FROM HISTORY FILE WHAT IS THE PURGE ASSETS FROM HISTORY? This menu is used to purge assets from the history file. Once deleted, you may no longer inquire on the assets. HOW DO I PURGE ASSETS? From your MSI- Fixed Asset System Main Menu click Support and select the Purge Assets from History File. 52

53 The following options are available: Purge an Asset from the History File This will allow you to purge assets, one at a time, from the history file. You can either select from the list, or type in an asset ID and click OK to purge the asset from the history file. Purge a Fiscal Group from the History File This will allow you to purge all assets from the history file. You can either select from the list, or type in the fiscal year and click OK to purge the assets from the history file. 53

54 6.30 REPAIR AND MAINTENANCE When an asset undergoes repairs or routine maintenance the associated costs and who performed the work can be tracked in this area of the application. 6.30a REPAIR AND MAINTENANCE ENTRY WHAT IS REPAIR AND MAINTENANCE? This option allows you to record any repairs or maintenance performed on an asset. HOW DO I ENTER REPAIR AND MAINTENANCE? From the Fixed Assets System Main Menu select Support followed by Repair and Maintenance and then Entry. Enter your Asset ID (or use F4 to access a lookup) and press enter. The following fields are available for entry: Entry Number Indicates the number assigned to the repair on the asset. Each entry should have it s own unique number. 54

55 Vendor Number Identifies who performed the repair or maintenance. Invoice Number Invoice number of the vendor to pay for services/parts. Date Date of the invoice. Check Number Check number issued for payment of the invoice. Work Description Description of work performed. Parts this Entry Total cost of parts for repairs. Labor this Entry Total cost if labor for repair. 55

56 6.30b REPAIR AND MAINTENANCE INQUIRY WHAT IS AN ASSET REPAIR AND MAINTENANCE INQUIRY? This inquiry allows you to inquire on Asset Repair and Maintenance records without being able to modify the records. HOW DO I INQUIRE ON AN ASSET REPAIR AND MAINTENANCE? From the Fixed Assets System Main Menu select Support followed by Repair and Maintenance and then Inquiry. Enter your Asset ID (or use F4 to access a lookup) and press enter. Once you enter the Asset ID for the asset you choose to view and press enter, the above fields will be populated. This inquiry screen pulls the data keyed into the Repair and Maintenance Entry screen. 56

57 6.30c REPAIR AND MAINTENANCE DETAIL REPORT WHAT IS THE DETAIL REPORT? This report allows you to print a listing of all repairs and maintenance, all entries for a specified class, or all entries for a single asset. HOW DO I PRINT THE DETAIL REPORT? From the Fixed Assets System Main Menu select Support followed by Repair and Maintenance, Reports, and then Detail. The following options are available: Print all Repair and Maintenance entries This will print repairs entered into the Fixed Asset database. Print all entries within a specified asset class This will print only asset repairs for the class selected. Print all entries for a single asset This will print only asset repairs for the asset id entered. 57

58 6.30d REPAIR AND MAINTENANCE SUMMARY REPORT WHAT IS THE SUMMARY REPORT? This report will print a summary all repairs or repairs for a specified fund. HOW DO I PRINT THE SUMMARY REPORT? From the Fixed Assets System Main Menu select Support followed by Repair and Maintenance, Reports, and then Summary. The following options are available: Print a Summary of all Repair Entries This will print a summary of repairs for all assets entered into the Fixed Asset database. Print a Summary of Entries in a Specified Fund This will print repairs for assets entered selected fund. 58

59 6.40 IMPORT ASSETS (ASCII) WHAT IS IMPORT ASSETS (ASCII)? This is used to import asset detail from 3 rd Party programs. HOW DO I SETUP SYSTEM DEFAULTS? From the Fixed Assets System Main Menu select Support and select Import Assets (ASCII). This option can only be run by an MSI Representative. If selected off the menu, the following window will appear: If the option is selected by accident, simply click OK to close the window and return to regular processing. 59

60 6.50 SYSTEM DEFAULTS WHAT IS THE SYSTEM DEFAULTS? This is where certain system settings can be configured for the Fixed Asset program. HOW DO I SETUP SYSTEM DEFAULTS? From the Fixed Assets System Main Menu select Support and select System Defaults. The following options are available: Lookup Box Limit Set the maximum number of records to load into a lookup box when the binocular icon is selected from any Fixed Assets screen. Fiscal Month Set the month of the start of your fiscal year. For instance if your fiscal starts May 1, then enter 05 for May. Fiscal Day Set the day of the month on which your fiscal year starts. For instance if your fiscal starts May 1, then enter

61 GL Interface If you want Fixed Assets to interface with the MSI-General Ledger system then select Yes, otherwise select No. If Yes is selected, then the G/L Accounts section will be available in Asset Entry and Inquiry (found in the lower right-hand corner of the screen, to the right of Funding Sources): AP Interface If you want Fixed Assets to interface with the MSI-Accounts Payable system then select Yes, otherwise select No. If Yes is selected, then the Vendor field will be available in Asset Entry and Inquiry (found between the Class and Fund fields): Auto Increment By selecting Yes to this option, you are allowing the Fixed Assets system to automatically apply Asset ID numbers when entering new assets. When Yes is selected and you go into Fixed Assets Entry, then all you have to key into the Asset ID field is the Fund and Department numbers of the asset. When you tab from the field, the system will then finish assigning the number so that it is unique for that Fund and Department combination. If you select No for this option, then you will have to enter the full Asset ID when keying in new assets. 61