Add existing asset

Add existing assets to Fixed Assets.

When you are first setting up a company in Fixed Assets you should enter all assets that already exist into the database. To do this you should check that Setup mode is active, and click the New asset command on the Assets menu. The Add existing asset option on the Add asset window allows you to add existing assets to the database.

$image\bm1.gif$ If you already have assets recorded in another program the Import assets command will allow you to import them quickly.

The Add existing asset window is used to enter all information about existing assets.

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Asset

The Asset fields are used to enter general information and grouping information about the asset.

Asset code

The asset's code, used to identify the asset in the database. This field is required and must be unique.

Description

A description of the asset.

Serial number

The asset's serial number. This field may be left blank.

Notes

Any further information about the asset. This field may be left blank.

Quantity

The asset's quantity, used for sets of identical assets such as chairs. This field is optional and has no effect on depreciation calculations, but is correctly updated by disposal and addition transactions.

The Groups fields are used to collect assets together into related groups. These fields will default to the groupings specified in the Administration options as default groups.

Major group

The asset's major group.

Minor group

The asset's minor group.

Branch

The asset's branch.

Department

The asset's department.

If you need to assign to a group, branch or department that you haven't created yet, use the Groupings window to add it first and then select it from the appropriate list.

Values at beginning of current year

The Value at beginning of current year fields are used to enter purchase and depreciation details about the asset:

Purchase date

The date the purchase was made.

Purchase value

The value of the asset at the beginning of the current year, including the original purchase value and all other historic costs.

Revaluations

The total of any revaluations for the asset as of the beginning of the financial year.

Accumulated depreciation

The total accumulated depreciation for the asset as of the beginning of the financial year.

Depreciation method

The tax and accounting depreciation methods for the asset.

Depreciation rate

The tax and accounting depreciation rates for the asset.

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The asset's depreciation for the current year will be calculated from the beginning of the financial year. Any variations to the asset's value from then should be entered as additions at the appropriate date.

Press OK to save the new asset.

If the asset is invalid for any reason (for example, if an asset already exists for the asset code given, or if the purchase date is outside the current period) you will be alerted and given a chance to correct the asset.

Once the asset has been saved, you will be asked whether you want to add another asset. Press Yes to add a new asset, No to close the window, or Add similar to add another asset with details similar to the one you've just added.

Changes

To change an asset's details after it has been created, use the List assets window. You can modify the code, description, serial number and notes fields at any time, but the groups and initial value fields can only be modified if the appropriate options are set.

To modify an asset's value, use the Asset transactions window to enter additions or disposals transactions as needed.

Keyboard Shortcut

Ctrl + N