Fixed Assets

Assets are items that your company buys to carry out a particular task or job within the company. Each asset is normally tagged with a unique number. You can use this number to relate a particular asset to its record in FinancialForce Fixed Asset Management. FinancialForce Fixed Asset Management enables you to record:

  • The supplier
  • The manufacturer
  • Warranty information
  • Date of acquisition
  • A depreciation schedule based on a depreciation method you choose
  • Who currently has responsibility for the asset
  • Disposal information.

Fixed assets are normally grouped into particular types. For instance, your organization might have an asset group called Computer Hardware and within that category, there might be sub-group groups called Laptop, Server, Peripherals. Optionally, you can use groups and sub-groups to record the depreciation of assets on your company balance sheet. You can export depreciation schedules to journals in an accounting system such as Accounting.

The actions that you can carry out on an asset are determined by its status. Here is a description of each status.

Approval Status Description
New This status is set when you create a new asset. At this point, no information has been posted to the financial accounting system, the asset is not yet approved and depreciation has not yet been calculated.
Recalled Indicates that the asset was submitted for approval, but was recalled so that changes can be made. At this point no information has been posted to the financial accounting system, the asset is not yet approved and depreciation has not yet been calculated.
Rejected Indicates that the asset was submitted for approval, but was rejected by the approver. At this point no information has been posted to the financial accounting system, the asset is not yet approved and depreciation has not yet been calculated.
Approved Indicates that the asset was submitted for approval and it was approved. At this point the asset has been posted to Accounting.
Submitted Indicates that the asset was submitted for approval, is locked and is waiting for the approver to approve or reject it. Depending on the approval process your administrator has chosen, you can recall the asset from the approval process to make further changes to it. When you do this, the status of the asset becomes Recalled. At this point, no information has been posted to the financial accounting system, the asset is not yet approved and depreciation has not yet been calculated.
Active Indicates that the asset is approved. At this point depreciation schedules have been calculated and are ready to send to Accounting.
Note:

Once one of the depreciation schedules on the accounting book associated with the asset has the status Exported, you cannot change the depreciation method or historic information for that asset. In addition, you cannot regenerate depreciation schedules for that asset.

Disposed Indicates that the asset has been disposed of for a particular reason such as it is lost, destroyed, sold or entered by mistake. Future depreciation schedule messages are no longer sent to Accounting once the asset is disposed. In addition, the asset value and depreciation of the asset is cleared from the accounting system and an audit trail is retained.
Canceled Indicates that the asset has been canceled. Depreciation schedules are no longer sent to Accounting.

Depreciation Books

Depreciation books associated with an asset determine the way in which depreciation schedules for an asset are calculated. You can create depreciation books for a single asset or you can create depreciation books for an asset group or an asset sub-group and associate them with a fixed asset. When you do this, the depreciation book from the asset group or asset sub-group is copied to the fixed asset provided that Inherit Values from Parent is enabled in the Fixed Asset Management Settings custom setting. See Grouping Assets for more information.

Asset Relationships

You can also create relationships between assets and generate reports on those assets. For instance, you might want to relate assets that have been purchased and deployed for a particular task such as a project at a customer site.

Note:

FinancialForce Fixed Asset Management is supplied with a default approval process. Your administrator may have customized the default approval process for your organization. In the default approval process, the status of assets is automatically set to Approved when you submit them for approval. When an asset is approved, an acquisition message is sent to Foundations. Accounting can subscribe to this message to receive it.