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Chapter 4: Fixed Assets Maintenance

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CHAPTER 4: FIXED ASSETS MAINTENANCE Objectives

The objectives are:

• Set up Maintenance Information. • Set up maintenance registration and costs. • Create the maintenance cost reports.

Introduction All companies have to keep track of the maintenance on the fixed assets. Microsoft Dynamics® NAV 2009 helps a company to always have updated information about the maintenance.

Microsoft Dynamics NAV 2009 Fixed Assets Maintenance explains the set up of maintenance information on an fixed asset and describe the functionality and processes for registration of maintenance on fixed assets.

In Microsoft Dynamics NAV 2009, it is also possible to keep statistics and print reports for the maintenance, Fixed Assets Maintenance perform this set up.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Fixed Assets in Microsoft Dynamics® NAV 2009

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Setting up Maintenance Information Maintenance expenses are routine periodic costs charged to preserve the value of fixed assets. Unlike capital improvements, maintenance expenses do not increase the value of the assets.

Fixed Asset Card

The Maintenance FastTab of the fixed asset card contains the following fields:

• Vendor No. - The number of the vendor that supplied the fixed asset.

• Maintenance Vendor No. - The number of the vendor that usually performs the maintenance.

• Under Maintenance - The indication of whether the fixed asset is under maintenance. You can use this information as a filter in reports.

• Next Service Date - The date of the next scheduled service. This information can be used as a filter in reports.

• Warranty Date - The date on which the warranty expires. • Insured - The system automatically enters information in this field,

if you use insurance.

FIGURE 4.1 FIXED ASSET CARD

FA Posting Group

All maintenance cost can be recorded to the fixed asset. In addition to entering information in the fields on the fixed asset card, you must enter an account number in the FA Posting Groups page to allow posting of the maintenance costs to the general ledger.



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Follow these steps to set up an FA Posting Group for the maintenance costs

1. On the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Postings Groups and then select FA Postings Groups.

2. Click the drop-down list in the Maintenance Expense Account field for the relevant posting groups, select the relevant G/L account.

FIGURE 4.2 FA POSTING GROUPS

Allocation Keys

Allocation keys are used to maintain costs allocated to departments and projects.

To set up an allocation key follow these steps:

1. In the FA Posting Groups page, click Related Information, point to Posting Gr., click Allocations, and then click Maintenance.

2. Fill in the fields according to these guidelines:

o Account No. - Enter the G/L account number.



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o Account Name - Verify that the system has entered the correct name of the account.

o Allocation% - Enter the percentage to allocate to the specified department or project.

FIGURE 4.3 FA ALLOCATIONS

NOTE: You can allocate dimensions to those other than the default global dimensions by clicking Related Information, point to Line, and then select Dimensions, and then select the required dimension code and values in the FA Allocation Dimensions page.

Setting up Maintenance Codes

When you post maintenance costs (from a general journal or a purchase invoice), enter a description of the kind of maintenance that is performed in the Maintenance Code field (for example, routine service, repair).



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To set up the codes, in the Navigation Pane, click Department, click, Administration, click Application Setup, click Financial Management, click Fixed Assets and then select Maintenance.

FIGURE 4.4 MAINTENANCE

Maintenance Registration and Costs Keeping Track of Service Visits

Every time someone performs maintenance on a fixed asset, it can be recorded by using the Maintenance Registrations page.

Follow these steps to track a service visit.:

1. On the Navigation Pane, click Departments, click Financial Management, click Fixed Assets and then select Fixed Assets.



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2. Browse to the fixed asset for which the maintenance is registered. 3. Click Maintenance Registration.

FIGURE 4.5 MAINTENANCE REGISTRATION

4. Fill in the fields as follows: o Service Date - Enter the date when the fixed asset is being

serviced. o Maintenance Vendor No. - Enter the number of the vendor who

is performing the maintenance. o Comment - Enter a description of the maintenance being

performed. o Service Agent Name - Enter the name of the person who is

performing the service/repair. o Service Agent Phone No. - Enter the telephone number of the

relevant service agent.

Following up on Service Visits

To see which assets are scheduled for service visits, you can print the Maintenance -Next Service reports. The report can also be used to update the Next Service Date field on the fixed asset cards.

To run the report follow these steps:



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On the Navigation Pane, click Departments, click Financial Management, click Fixed Assets, and then select Next Service Report

FIGURE 4.6 MAINTENANCE – NEXT SERVICE REPORT

On the Options FastTab, define the period by entering a Starting Date and Ending Date.

Recording Maintenance Costs

Maintenance Costs can be recorded in one of the following ways:

• If G/L integration is activated for the depreciation book, use a purchase invoice or an FA G/L journal.

• If G/L integration is not activated for the depreciation book, use only an FA journal.

Recording Maintenance Costs by Using an Invoice

Follow these steps to record maintenance costs with an invoice.

1. On the Navigation Pane, click Departments, click Financial Management, click Payables, and then select Purchase Invoices.



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2. Fill in an invoice with the information that is shown in the following picture.

FIGURE 4.7 PURCHASE INVOICE

NOTE: The FA Posting Type field is not included in the standard layout. However, you can insert it with the Choose Column function. The Maintenance Code field is also excluded from the standard layout. Therefore, you must insert it by using the form designer. The Maintenance Code field is empty in the example shown here. However, you usually would select a code for the maintenance cost.

3. Click Post to post the invoice.

Recording Maintenance Costs with the FA Journal

When you post to a depreciation book in which a G/L integration is deactivated for maintenance costs, you must use a fixed asset journal. The way that you post maintenance costs in an FA G/L journal resembles the way that you post in an FA journal.



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Follow the steps in this example to balance an account in the FA G/L journal.

1. On the Navigation Pane, click Departments, click Financial Management, click Fixed Assets and then select FA Journals.

2. In the Fixed Asset Journal page, enter:

Field Value

FA Posting Date 01/18/10

Document Type Invoice

FA No. FA000050

FA Posting Type Maintenance

Amount 951.20

Maintenance Code SERVICE

NOTE: The Maintenance Code field is not included in the standard layout. You must use the Choose Column function to insert it.

FIGURE 4.8 FIXED ASSET JOURNAL

3. Close the FA Journal. 4. On the Navigation Pane, click Departments, click Administration,

click Application Setup, click Financial Management, click Fixed Assets and then select Depreciation Books.

5. Double-click the COMPANY Depreciation Book. 6. On the Integration FastTab, clear the Maintenance field. 7. Click OK. 8. Return to the Fixed Asset Journal page.



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9. Click Post to post the journal. 10. Click Yes to post the journal line. 11. Click OK.

After you post the journal, activate the G/L integration of maintenance in the COMPANY depreciation book again.

Maintenance Cost Reporting All the maintenance costs can be viewed in the Statistics of a fixed asset and in the Maintenance Ledger Entries.

Statistics

Follow these steps to open the Fixed Asset Statistics page.

1. On the Navigation Pane, click Departments, click Financial Management, click Fixed Assets, and then select Fixed Assets.

2. Browse to relevant fixed asset and then click Statistics.

FIGURE 4.9 FIXED ASSET STATISTIC

3. Click the amount in Maintenance field and the Maintenance Ledger Entries page appears and displays the entries that make up the amount in the Fixed Asset Statistics page.



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Maintenance Ledger Entries Report

The Maintenance Ledger entries can be printed by using standard reports.

1. On the Navigation Pane, click Departments, click Financial Management, and then select Maintenance Details.

FIGURE 4.10 MAINTENANCE - DETAILS

2. On the Options FastTab, select which depreciation book to print from and whether to see a new page for each asset.

3. On the Fixed Asset FastTab, set a filter to select the asset(s) to include in the report.

4. Click Print to print or Preview to see the report on the screen before printing it.

Maintenance – Analysis

In the Maintenance Analysis report, you can select whether to see the costs on one, two, or three maintenance codes for a specified date or period. You can also select the total of all the selected assets or a total for each asset.



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To run the Manteca Analyses report, follow the steps:

1. In the Navigation Pane, click Departments, click Financial Management, select Fixed Assets, and then click Maintenance Analysis.

FIGURE 4.11 MAINTENANCE - ANALYSIS

2. Click Print to print or Preview to see the report on the screen before printing it.

NOTE: If you leave the Amount Field 1, Amount Field 2, or Amount Field 3fields blank, the report will include all maintenance costs regardless of their maintenance code.



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Summary Fixed Assets Maintenance explain the processes of maintenance a fixed assets in Microsoft Dynamics NAV 2009 .

Maintenance is set up on the Fixed Asset Card on the Maintenance FastTab and is also set up with a FA Posting Group. Maintenance can also be allocated to Departments or Projects by using the Allocation Keys.

The Maintenance Registration will help the company keep track of all cost allocated to maintenance, but also helps keep track and follow up on service visits.

The Statistics, ledger Entries Reports and Analyses helps the company have a detailed and the complete overview over all the maintenance for the companies fixed assets.



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Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter

1.

2.

3.


na2009 enus fa_04

Technology

choose column

click application

click financial

click financial

click financial

fa posting

fixed asset

recording