asset register - human edge - human edge · human edge software corporation pty ltd

SAS2000

Asset Register

User Guide

Human Edge Software Corporation Pty Ltd 417 City Road

South Melbourne Vic 3205

Support Centre: 1300 301 931

© Human Edge Software Corporation Pty Ltd, Melbourne 2005

Updated October 2005 Screen Images from version 5.0.959

Asset Register Copyright: Human Edge: October 2005 Page 1 Screen Images from version 5.0.595

Table of Contents

ASSET REGISTER 2 Document Overview......................................................................................... 2 Asset Register Overview ................................................................................... 3

Asset Register Setup 4 Overview ....................................................................................................... 4 Populate the Asset Register Drop Down Lists........................................................ 5 Sort the Drop Down Lists Alphabetically .............................................................. 7 Default the Insurance Policy Expiry Date.............................................................. 8 Set the Asset Register form to Automatically Open ................................................ 9 Set the Insurer Notification Value ..................................................................... 11 Create User Defined Fields .............................................................................. 13

Asset Register 15 Overview ..................................................................................................... 15 The Asset Register Form................................................................................. 16 Entering Assets into the Asset Register.............................................................. 17 Viewing and Editing Assets.............................................................................. 18 Entering Depreciation ..................................................................................... 21 Entering Maintenance Details ........................................................................... 23 Entering Notes .............................................................................................. 25 Entering Information on the Fields Tab .............................................................. 27

Reporting 28 Overview ..................................................................................................... 28 Asset Register Report ..................................................................................... 29 Asset Schedule Report.................................................................................... 31 Asset Disposal Report..................................................................................... 33 Asset User Fields Report ................................................................................. 35


Asset Register

Document Overview

Introduction This document is a ‘Quick Start’ User Guide to the Asset Register Module

within SAS2000 V5.0.959.

Intended Audience

The document has been developed for users of the Asset Register module within SAS2000. These users may or may not use other modules and functions in SAS2000. A basic knowledge of SAS2000 is assumed.

Scope of Document

This document provides step-by-step instructions to perform the required functions and tasks to record Assets.

Contents This chapter contains the following topics:

Topic See Page Asset Register Overview 3 Asset Register Setup 4 Asset Register 15 Reporting 28


Asset Register Overview

Introduction The Asset Register is a tool that helps you to keep track of the schools

assets. The Asset Register records the details of all the assets owned by the school. Reports can be printed from the Asset Register for Survey, Audit and Insurance purposes.

Module Location

The Asset Register is located on the GENERAL LEDGER menu in SAS2000. Follow the steps in the table below to locate the required function.

Step Action

1. Log into SAS2000. 2. Click on the GENERAL LEDGER menu.

Result: The GENERAL LEDGER menu will drop down.

3. Select ASSET REGISTER.

Result: The ASSET REGISTER form will open.


Asset Register Setup

Overview

Introduction The Asset Register requires some setup to be done. This involves insuring

that the drop down lists are customised to your school, setting the Asset Register form to automatically open when an asset is purchased, and setting the Asset Disposal form to automatically open when an asset is sold.

Contents This section contains the following topics:

Topic See Page Populate the Asset Register Drop Down Lists 5 Sort the Drop Down Lists Alphabetically 7 Default the Insurance Policy Expiry Date 8 Set the Asset Register form to Automatically Open 9 Set the Insurer Notification Value 11 Create User Defined Fields 13


Populate the Asset Register Drop Down Lists

Introduction The Asset Register form has a number of drop down lists that can be

customised to your school. The dropdown lists that can be set are:

Drop down list Description Category The categories that the assets come under.

Example: Furniture & Fittings. Depreciation Group

The depreciation groups. Example: Motor vehicle.

Location The locations where assets are kept. Example: Class room, Gym, Office etc.

Policy Number Insurance Policy Number. This field can also be set to record the insurance policy expiry date.

Status The Status of the Asset E.g. In Service, Sold or Inactive.

Step by Step Follow the steps in the table below to populate the drop down lists.

Step Action 1. Select MAINTENANCE } USER CODES.

Result: The USER CODES form will open.


Result: The Asset Register folder will expand and display the drop down lists that can be set up.

Continued on next page


Populate the Asset Register Drop Down Lists, Continued

Step by Step (continued)

Step Action 3. Select a drop down list.

Example: Category. 4. Select ADD to add a new item to the drop down list.

Result: The Description field will become empty.

5. Enter the item to be added to the drop down list options.

Example: Computer Equipment. 6. Select SAVE.

Result: The item will be added to the list of options.

7. Repeat steps 5 to 7 for each item that is being added to the

list. 8. Repeat steps 4 to 8 for each drop down list you need to add

items to. 9. Select EXIT, when finished.

Result: The USER CODES form will close.


Sort the Drop Down Lists Alphabetically

Introduction The contents of the drop down lists can be sorted alphabetically.

Step By Step Follow the steps in the table below to sort the drop down list.

Step Action 1. Select MAINTENANCE } USER CODES. 2. Select ASSET REGISTER. 3. Select a drop down list.

Result: The drop down list options will be displayed.

4. Click on the PROPERTIES button; bottom right of the form.

Result: The form will change to properties mode and the settings for the drop down list will be displayed.

5. Tick the AUTO SORT box. 6. Select SAVE.

Result: The properties of the drop down list will be saved.

7. Select DATA. Result: The form will return to data entry mode.

8. Select EXIT. Result: The USER CODES form will close.


Default the Insurance Policy Expiry Date.

Introduction The Policy expiry date can be set with the policy number. By doing this

when you select the Policy number the expiry date will automatically be completed.

Step By Step Follow the steps in the table below to set the policy expiry date.

Step Action 1. Select MAINTENANCE } USER CODES. 2. Select ASSET REGISTER. 3. Select the drop down list POLICY NUMBER. 4. Click on the PROPERTIES button; bottom right of the form.

Result: The form will change to properties mode and the settings for the drop down list will be displayed.

5. Tick the USES VALUE FIELD box. 6. Select SAVE.

Result: The properties of the drop down list will be saved.

7. Select DATA. Result: The form will return to data entry mode, and a Value field will be displayed on the form.

8. Enter the policy expiry date into the VALUE field and SAVE. 9. Select EXIT.

Result: The USER CODES form will close.


Set the Asset Register form to Automatically Open

Introduction The Asset Register form can be set to open automatically when you save

the financial information for the purchase of an Asset. An Asset Disposal form can also be set to automatically open when you save the informa tion for the sale of an asset.

• Chart of Account codes in SAS2000 can be set as being for the

Acquisition or the Disposal of Assets.

• When an Acquisition code is used on a Write Cheque, Creditor Bill or Make Withdrawal the Asset Register form pops up for entry of the asset details.

• When a Disposal code is used on a receipt an Asset Disposal form

pops up for the disposal details to be entered.

Step by Step Follow the steps in the table below to set the Asset Register form to open

automatically on the purchase of an asset and the Asset Disposal form to open automatically for the sale of an asset.

Step Action

1. Select GENERAL LEDGER4CHART OF ACCOUNTS. Result: The CHART OF ACCOUNTS form will open.



Set the Asset Register form to Automatically Open, Continued


Step Action 2. Click on the yellow folder next to a G/L Account used to

purchase assets or to sell assets. Example: 5.5200 Furniture & Equipment. Result: The CHART OF ACCOUNTS EDIT form will open.

3. Select the Asset A/C field and set it to Value Used with ACQUISITION G/L Accounts used to purchase assets. DISPOSAL G/L Accounts used to sell assets. Leave Blank G/L Accounts not used for the Purchase

or Sale of Assets. Result: Whenever a G/L Account set to Acquisition is used with a Write Cheque, Make Withdrawal or Creditor Invoice the Asset Register form will open. Whenever a G/L Account set to Disposal is used with a Receipt the Asset Disposal form will open.

4. SAVE and CLOSE the form. Result: The change will be saved and the CHART OF ACCOUNTS EDIT form will close.

5. Repeat steps 2 to 4 for each G/L account your school uses to purchase or sell assets.

6. Select CLOSE. Result: The CHART OF ACCOUNTS form will close.


Set the Insurer Notification Value

Introduction Your Insurance Company will require you to notify them with the details

of any asset you purchase that is over a certain specified value. The value at which you need to notify the Insurance Company with the details for an asset can be set in SAS2000. With the notification value set in SAS2000 when you enter an asset that is this value or greater a prompt will be given asking if you have notified the Insurance Company with the details.

Step by Step Follow the steps in the table below to set the Insurance Notification Value.

Step Action 1. Select MAINTENANCE } SETUP.

Result: The SETUP form will open.



Set the Insurer Notification Value, Continued


Step Action 2. Select the FORMS tab.

Result: The FORMS tab will open.

3. Select the MISCELLANEOUS tab, in the middle of the form.

Result: The MISCELLANEOUS tab will open.

4. Select the INSURANCE NOTIFICATION VALUE field and

enter the value. 5. Select SAVE, on the bottom right of the form.

Result: The value will be saved.

6. Select EXIT, on the bottom right of the form.. Result: The SETUP form will close.


Create User Defined Fields

Introduction The User Defined Fields option enables you to create your own

customised fields to record information that is specific to your schools requirements. The creation of User Defined Fields is optional.

Create User Fields

Follow the steps in the table below to create your own user defined fields.

Step Action

1. Select MAINTENANCE } USER DEFINED FIELDS. Result: The USER DEFINED FIELDS form will open.

2. Select the ASSET REGISTER tab.

Result: The ASSET REGISTER tab will be displayed.



Create User Defined Fields, Continued

Create User Fields (continued)

Step Action 3. Select ADD, on the right side of the form.

Result: A line will be added to the form.

4. Enter the description for the field. 5. Select the field type. The available options are

Field Type Description Text Accepts alphanumeric

information. Number Accepts only numbers. Currency Accept only numbers and

displays them with a currency symbol.

Date Accept only dates. Checkbox Tick box. The options are:

• Ticked equals Yes. • No tick equals No.

6. Select SAVE. Result: The details for the field will be saved.

7. Repeat steps 3 to 6 for each User Defined Field you need to create.

8. Select EXIT, on the right side of the form.


Asset Register

Overview

Introduction The Asset Register is used to record the details of all assets owned by the

school.


Topic See Page The Asset Register Form 16 Entering Assets into the Asset Register 17 Viewing and Editing Assets 18 Entering Depreciation 21 Entering Maintenance Details 23 Entering Notes 25 Entering Information on the Fields Tab 27


The Asset Register Form

Introduction The Asset Register form is used to enter the details of the assets owned

by the school.

The Asset Register form

The Asset Register form has a main tab and several sub tabs to record the details for the asset.

Tabs Description Main Records the asset identification details, the location of

the asset, the person responsible for the asset and the insurance details.

Details Records the purchase details, when the asset was last counted, and the sale details for the asset.

Depreciation Records any depreciation information. Note: The Assets do not automatically depreciate.

Maintenance Enables you to keep a record of all the maintenance carried out on the asset. Useful for identifying assets that break down frequently.

Notes Enables you to record notes specific to the asset. Fields Displays any fields your school has created to record

information on assets.


Entering Assets into the Asset Register

Introduction The Asset Register records the details of the assets at the school. Assets

can be entered into the asset register: • When recording the purchase of a new asset. The Asset Register form can be set to automatically open when entering the Write Cheque, Make Withdrawal or Creditor Invoice for the purchase. • By opening the Asset Register form and entering the details for the existing assets at the school.

Step By Step Follow the steps in the table below to add an asset to the Asset Register.

Step Action 1. Select GENERAL LEDGER } ASSET REGISTER.


2. Select ADD.

Result: The ASSET REGISTER form will change to Add mode.

3. Enter the details for the asset. 4. Select SAVE.

Result: The asset will be saved.

5. Repeat steps 2 to 4 for each asset that is being entered. 6. Select EXIT.

Result: The ASSET REGISTER form will close.


Viewing and Editing Assets

Introduction The details for the assets can be viewed in the Asset Register. The asset

records can be edited to update the asset information and to add additional information to the record.

Viewing Assets

Follow the steps in the table below to view assets in the Asset Register.

Step Action

1. Log into SAS2000. 2. Click on the GENERAL LEDGER menu.

Result: The GENERAL LEDGER menu will drop down.


Result: The ASSET REGISTER form will open in View mode.



Viewing and Editing Assets, Continued

Viewing Assets (continued)

Step Action 4. Enter selection criteria that identify the asset and click on

FIND. Example: Enter the assets code into the Code field. Result: Assets matching the criteria will be selected.

5. Where more than one Asset has been selected use either the Option Description Navigation buttons

to scroll through the records and select the asset you are interested in.

Table View button to view the assets as a list. Double click on the asset you are interested in to return to form view and display all the details for the asset.

Editing Assets Follow the steps in the table below to edit assets in the Asset Register.

Step Action 1. Select the Asset as per the instructions for Viewing Assets.

Result: The asset will be displayed on screen.



Viewing and Editing Assets, Continued

Editing Assets (continued)

Step Action 2. Click on EDIT.

Result: The form will change to Edit mode.

3. Update the details for the asset. 4. Select SAVE.

Result: The changes to the asset will be saved.

5. Repeat steps 1 to 4 for each asset that is to be edited. 6. Select EXIT.

Result: The ASSET REGISTER will close.


Entering Depreciation

Introduction The DEPRECIATION tab allows you to enter the depreciation details for

your assets. The DEPRECIATION tab records the details of: • How depreciation is to be applied to the asset. • The date(s) the asset has been depreciated on. • The amount of depreciation that has been applied, on each date. Note: The Assets do not automatically depreciate.

Step by step Follow the steps in the table below to enter the depreciation information

for an asset.

Step Action 1. Open the asset record in EDIT mode.

Note: Refer to the section ‘Viewing and Editing Assets’ earlier in this document for details on how to do this.

2. Select the DEPRECIATION tab. Result: The DEPRECIATION tab will open.



Entering Depreciation, Continued

Step by step (continued)

Step Action 3. Enter the details of how the depreciation will be applied to the

asset, if not already entered. Field Description Depreciation Type The available options are:

• None. • Reducing Balance. • Straight line.

Residual Value The value of the asset when it has been fully depreciated.

Depreciable Life of the Asset in Years

The number of years the asset is to be depreciated over.

Rate of depreciation The depreciation rate that is to be applied to the asset.

4. Enter the depreciation details for the asset. Field Description Date Date the depreciation

occurred. Amount The amount of depreciation

applied. 5. The remaining fields are automatically updated.

Field Description Purchase Value From the Purchase Value

entered on the Details tab. Total Depreciation Totals the depreciation

amounts entered into the amount column.

Net Value Purchase Value less the Total Depreciation.

6. Select SAVE. Result: The depreciation information will be saved.

7. Repeat steps 1 to 6 for each asset that is to be depreciated. 8. Select EXIT.



Entering Maintenance Details

Introduction The MAINTENANCE tab allows you to enter the details of the

maintenance that has been carried out on the Asset. This is useful for keeping track of how much an asset is costing you in maintenance. This information can be useful as part of the decision making process when deciding if an asset requires replacement. Example: If the photocopier has required maintenance 5 times in the last month when it usually only needs serviced once every 3 months, this would indicate investigation of the situation is required.

Step by Step Follow the steps in the table below to add maintenance details to an

asset.



2. Select the MAINTENANCE tab. Result: The MAINTENANCE tab will open.



Entering Maintenance Details, Continued


Step Action 3. Enter the details for the maintenance into the following fields:

Field Description Date The date that the

maintenance occurred. Description Description of the problem

requiring maintenance. Example: Service, breakdown etc.

Performed by The details of who carried out the maintenance.

Cost The cost of the maintenance. 4. The fields at the bottom of the form record:

Field Description Next Sched. Maint. Enter the date the next

scheduled maintenance is to occur.

Maintenance Cost Automatically totals the maintenance costs that have been entered into the cost column for the asset.

5. Select SAVE. Result: The maintenance information will be saved.

6. Repeat steps 1 to 5 for each asset that requires maintenance. 7. Select EXIT.



Entering Notes

Introduction The NOTES tab enables you to enter any notes relevant to the asset.

Step by Step Follow the instructions in the table below to add a note to an asset.



2. Select the NOTES tab. Result: The NOTES tab will open.

3. Select ADD, bottom right corner of the tab.

Result: The NOTES form will open.



Entering Notes, Continued


Step Action 4. Enter the note details.

Field Description Date The date for the note. Group The group to be assigned to the note. Priority The Priority to be assigned to the note.

The options are: • Low • Normal • High

Subject Enter the subject into the first box. Enter the details of the note into the second larger box.

Follow up Tick if someone needs to follow up on the note. Result: The follow up section of the form will become visible.

Select who needs to follow up in the FOLLOW UP BY field and enter the DUE BY date.

Notify If some one needs to be notified about the note

Click on the button to the right of the field and select them from the list.

5. Select SAVE, on the right side of the NOTES form. Result: The note will save and the NOTES form will clear ready for a new note to be added to this asset.

6. Repeat steps 4 and 5 to add another note to this asset. 7. Select EXIT, on the right side of the NOTES form.

Result: The NOTES form will close.

8. Repeat steps 1 to 7 for each asset that notes are to be added to.

9. Select EXIT. Result: The ASSET REGISTER form will close.


Entering Information on the Fields Tab

Introduction The FIELDS tab in the Asset Register shows any USER DEFINED

FIELDS that your school has created, to record asset information that is specific to your school’s requirements. The set up of USER DEFINED FIELDS is optional. Your school may not need any customised fields; in this case your FIELDS tab will be blank. Note: Refer to the section “Create User Defined Fields” in the set up section of this document for details of how to add your own fields to the FIELDS tab.

Step by Step Follow the steps in the table below to enter details on the FIELDS tab.



2. Select the FIELDS tab. Result: The FIELDS tab will open.

3. Enter the details into the relevant fields on the tab. 4. Select SAVE.

Result: The information will be saved.

5. Repeat steps 1 to 4 for each asset that requires information entered into the FIELDS tab.

6. Select EXIT. Result: The ASSET REGISTER form will close.


Reporting

Overview

Introduction A reporting facility is available to access and print Asset Register reports.

These are located in REPORTS } ASSETS The reports can be used for a number of activities. Examples: • To carry out a survey or internal audit to confirm the assets are still at the school and where they are located. • As a part of the audit process. To supply the school auditor with a list of the school assets. • For insurance purposes to identify the amount of insurance that is required.


Topic See Page Asset Register Report 29 Asset Schedule Report 31 Asset Disposal Report 33 Asset User Fields Report 35


Asset Register Report

Introduction The ASSET REGISTER report provides a list of all assets that are

recorded in the Asset Register. The report can be grouped, set to report on all or selected groups and sorted.

Asset Register Report

Follow the steps in the table below to produce the Asset Register report.

Step Action

1. Click on the REPORTS menu. Result: The REPORTS menu will drop down.

2. Select ASSETS } ASSET REGISTER.




Asset Register Report, Continued

Asset Register Report (continued)

Step Action 3. Select the:

• Group By: Status, Category, Location, Responsibility, Insurer, Purchased From or Purchase Date. • From and To for the group, leave blank for all. • Sort Order: Code, Status, Location, Responsibility, Insurer, Purchased From or Purchased Date.

4. Click on PREVIEW. Result: The report will open in Print Preview.

5. PRINT the report and EXIT the form.


Asset Schedule Report

Introduction The ASSET SCHEDULE report shows the assets that are still owned by

the school. The report can be run by purchase date range, grouped, set to report on all or selected groups and sorted.

Asset Schedule Report

Follow the steps in the table below to produce the Asset Schedule report.

Step Action


2. Select ASSETS } ASSET SCHEDULE.

Result: The ASSET SCHEDULE form will open.



Asset Schedule Report, Continued

Asset Schedule Report (continued)


• Purchase date From. • Purchase Date To. • Group By: Status, Category, Location, Responsibility, Insurer or Purchased From. • From and To for the group, leave blank for all. • Sort Order: Codes, Status, Location, Responsibility, Insurer, Purchased From or Purchased Date.




Asset Disposal Report

Introduction The ASSET DISPOSAL report lists all the assets that have been sold by

the school. The report can be run for a purchase date range, grouped, set to report on all or selected groups and sorted.

Asset Disposal Report

Follow the steps in the table below to produce the Asset Disposal report.

Step Action


2. Select ASSETS } ASSET DISPOSAL.

Result: The ASSET DISPOSAL form will open.



Asset Disposal Report, Continued

Asset Disposal Report (continued)


• Purchase Date From. • Purchase Date To. • Group By: Status, Category, Location, Responsibility, Insurer or Purchased From. • From and To for the group, leave blank for all. • Sort Order: Code Status, Location, Responsibility, Insurer, Purchased From or Purchased Date.




Asset User Fields Report

Introduction The Asset User Fields report lets you print out the details that you have

entered into the Fields tab of the asset record. The Field Tab records all the customised fields your school has set up.

Asset User Fields

Follow the steps in the table below to produce the Asset User Fields report.

Step Action


2. Select ASSETS } ASSET USER FIELDS.

Result: The ASSET USER FIELDS form will open.



Asset User Fields Report, Continued

Asset User Fields (continued)


• Group By: Status, Category, Location, Responsibility, Insurer, Purchased From or Purchase Date. • From and To for the group, leave blank for all. • Sort Order: Code or Description. • User Fields to be reported.



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