This topic describes the various types of Asset Register operations and commands; the Asset Record and Asset Class options, the transaction options, reporting options and the house-keeping options.
The Asset Register menus offer a range of options that you may use to perform various tasks on the computer system. These tasks and the options for performing them may be divided into the following four categories.
Tasks relating to Asset Classes and Asset Records involve creating the Classes and Records in the first instance, and subsequently updating them in the light of any new information.
Transaction tasks, and the options for running them, are 'active' in nature. In running a program such as Depreciation or Disposals, you are updating the system with information that was not previously there.
In contrast the reporting and enquiry options are 'passive' in nature. Programs such as Opening balances and Additions report simply print out information that has been previously entered onto Autoline.
The structure of Asset Classes and Records is described in broad outline in this on-line help. The option for displaying, amending or creating an Asset Record is Add or modify assets.Display Assets is for asset reporting- i.e no amendment is possible.
The option for displaying, amending, creating or deleting an Asset Class is Classifications.
Note: Unlike Asset Classes, Asset Records cannot be deleted directly from the Register.
Those Records that are no longer required are cleared from the Register on the annual run of the End of year process option.
Various operations may be performed on Asset Records using the following options:
Depreciation: Use this option to preview the effect on the company's assets of the next depreciation run. It also performs the actual depreciation, updating the Asset Register with the new figures and making the appropriate postings to the Nominal Ledger. See Depreciating Assets
Asset movement: Use this option to transfer an Asset Record between Asset Classes or to split an Asset Record into two - a parent and a child asset - within the same Class. See Transfer and Splitting Assets
Enter audit details: Use this option to update the Asset Register in the light of information gathered by a physical audit of the company's assets. In particular use this option to amend where necessary the Condition Code currently assigned to that asset. See Enter Audit Details
Disposals: Use this option to record details of an asset sale on its Record, to update the Register and to make the appropriate postings to the Nominal Ledger. See Disposing of Assets
Nominal Postings: Depending on how your system is set up, Nominal Ledger postings arising from these transaction options will be made immediately on exiting the particular option. Alternatively the postings will be made on the next run of the Print all daybooks program within the Accounts system. This is typically at the end of the day.
An important part of the Asset Register module are the so-called house-keeping tasks. The options relating to these tasks are located on the AR System Maintenance menu, System Utilities and Management Menus.
These options control the overall operation of the module, and should be used only, if at all, by the System Manager. See End of Year Process and System Maintenance
The Asset Register module offers a range of options that you may use to perform various tasks on the system. The four categories of tasks are as follows: Asset Class and Record management; asset transactions; asset reporting; and asset house-keeping.
Asset Class and Asset Record management involves creating and updating the Classes and Records,using the Classifications and Add or modify assets options respectively.
Reporting and enquiry options print out or display on screen information that has been previously entered to the Asset Register.
Asset transactions include running depreciation, moving and splitting assets, auditing assets and disposing of assets.
Warning: The house-keeping options relate to the overall functioning of the module and should be used only, if at all, by the System Manager.
