setting up & maintaining fixed assets

7

Setting up & Maintaining Fixed Assets

User Guide

References to the specific values, options or settings used within this document are based on a PS Financials documentation database, and as such, may not match those used by your academy/MAT.

REF: TM-161020-MFS-ES-V6-1.2

Head Office: PS Financials Limited

Park House, Peterborough Business Park Lynch Wood

Peterborough PE2 6FZ

London Office: 4th Floor

Ivybridge House 1 Adam Street

London WC2N 6LE

T: 01733 367 330 F: 01733 367 331

www.psfinancials.com

DOCUMENT REFERENCE DESCRIPTION

TM-030419-MFS-ES-V6-1.0 Initial release.

TM-161020-MFS-ES-V6-1.2 Clarified content relating to the way in which reducing balances are handled.

CONTENTS CONTENTS 2 PURPOSE OF THIS USER GUIDE 1

Where to Get More Help and Information 1 Providing Feedback on our Documentation 1

OVERVIEW OF FIXED ASSETS AND CAPITAL EXPENDITURE 1 Depreciation 2

SETTING UP/ADDING FIXED ASSET TYPES (CATEGORIES) 3 Setting up Asset Type Key Lists 6

PRODUCING A LIST OF CURRENT FIXED ASSETS 7 ADDING NEW FIXED ASSETS 8

Defining Opening Balances for New Assets 11 Dealing with Assets Under Construction 12

MANAGING DEPRECIATION 13 Running the Depreciation Rule 13 Manually Posting Depreciation 16 Importing Depreciation Journals 18

Creating the Import File 18 Importing the Journals 20 Viewing the Results 22

WRITING OFF A FIXED ASSET 23 INDEX A

Setting up & Maintaining Fixed Assets 2019/2020

© PS Financials 2020 1 of 25

Purpose of this User Guide This guide provides information on how to set up PS Accounting in order to correctly add, record and maintain fixed asset information. This is particularly important for the production of year end accounts.

WHERE TO GET MORE HELP AND INFORMATION

Our currently available documentation can be found at the following address: https://psfinancials.zendesk.com/hc/en-us/categories/360000797219-User-Documentation

You can also utilise information on our Support Portal at the following address: https://psfinancials.zendesk.com

Providing Feedback on our Documentation If you have any feedback, comments or suggestions regarding our documentation, please email:

[email protected]

Overview of Fixed Assets and Capital Expenditure Capitalisation is the decision and process of recording a purchase as an asset rather than an expense. An item is considered an asset rather than an expense if it has a useful life longer than one financial year, and costs more than a pre-agreed capitalisation limit, often £1000. Typical asset examples include computers, printers, office furniture, telephones, software, buildings, vehicles, etc.

Note: Capitalisation limits are usually approved by your academy/MAT in agreement with financial advisors at the beginning of the financial year.

Assets are treated differently to expenses in your accounts. Expenses are recorded in the income and expenditure account, whereas assets are capitalised and included in the academy/MAT balance sheet instead.

For accounting purposes, assets are grouped into categories which can typically include:

Land and Buildings Computer Equipment and Software Equipment and Fixtures Plant and Machinery Vehicles

In PS Accounting, four categories (asset types) are provided by default for land/buildings, furniture/equipment, IT equipment and motor vehicles. Individual assets are then added to each asset type.

https://psfinancials.zendesk.com/hc/en-us/categories/360000797219-User-Documentation

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2 of 25 © PS Financials 2020

DEPRECIATION

Most fixed assets gradually lose their value over time because they have a limited useful life – this is referred to as depreciation. Fixed assets depreciate at different rates which is one of the main reasons for grouping similar assets into asset types. Assets must be depreciated in the year end accounts to show that they have lost their value.

Depreciation is therefore the gradual transfer of the original cost of a fixed asset from the applicable balance sheet account to the depreciation (income and expenditure) account. For example:

A computer is purchased at a cost of £2000 (excluding VAT). The computer is expected to have a useful life of three years.

The balance sheet account will include the asset at its cost of £2000.

In the income and expenditure account, the depreciation will be calculated at one third of the original cost (£667). This figure is then included in the academy expenses for each of the three years.

There are two methods used to calculate depreciation:

Straight Line (SL) – deducts the same amount of depreciation each month/year until the asset is written off (this is automatically calculated by the system using a depreciation rule).

Reducing Balance (RB) – deducts depreciation based on a monthly/yearly percentage which reduces as each month goes by. This process is carried out by calculating the values, then manually entering the depreciation as described in Manually Posting Depreciation on page 16.

Depreciation rules are usually approved by your academy/MAT in agreement with financial advisors at the beginning of the financial year and may be similar to the following:

ASSET TYPE USEFUL LIFE DEPRECIATION METHOD

Land and Buildings 50 years 2% - straight line.

This only applies to buildings as land does not depreciate.

Furniture and Equipment 5 years 20% - straight line with no residual value.

Plant and Machinery 5 years 20% - straight line with no residual value.

Computer Equipment and Software 3 years 33% - straight line with no residual value.

Assets Under Construction Not depreciated until the asset is brought into use.

The residual value is the estimated value of a fixed asset at the end of its useful life.

£2000

Balance Sheet Account

1 x Laptop £2000

Income & Expenditure

Account Yr 1 Depreciation £667

Yr 2 Depreciation £667

Yr 3 Depreciation £667



Setting up/Adding Fixed Asset Types (Categories) Fixed assets need to be categorised in order to determine how they are depreciated (including their useful life, depreciation method, etc.). The categories are created in PS Accounting by adding accounts in the Asset Type ledger.

By default, four asset types are provided – furniture, IT equipment, land/buildings and motor vehicles. Further asset types are not usually required unless you are likely to purchase plant and machinery. This would require the creation of new nominals to record the cost and depreciation of the fixed asset, together with the amending of applicable key lists.

You may however want to add additional categories of the same asset type, but with a different useful life. You may for example, want to create several IT Equipment categories based on a useful life of 24, 36 and 48 months so that they can be depreciated accordingly. This section describes how to do this and how to check the default asset types and amend if necessary.

Warning: If you add new asset types here, you will also need to add them to the applicable key lists. For more information, please see Setting up Asset Type Key Lists on page 6

1. Select Masters > Accounts from the menu bar.

2. Double-click the ASSETTYPE ledger from the List of Ledgers dialog.

3. Four asset type accounts are provided by default – FURNITURE, ITEQUIPMENT, LANDBUILD and MOTOR. Click the Add button to add a new asset type and enter the asset type code such as ITEQUIP48.



4. Enter or edit the asset type Title then select the Indices tab.

5. The Indices tab is used to select how you want to report on the asset type. If you want to report on asset types under a particular funding arrangement, select the applicable index and check box.

The ACTIVITIES and FUNDTYPE indices may be mandatory (depending on your system setup), therefore if you do not wish to use indices for reporting, select the XNODET for both indices.

6. Select the User Fields tab. Check/complete the fields as follows:

USER FIELD DESCRIPTION

Fixed Asset Cost Nominal Select the balance sheet nominal code to which the asset cost should be recorded. This is usually the same nominal used when the purchase invoice is posted, e.g. 9010 (IT Equipment at Cost).

Useful Life Enter the number of months that the asset type should be depreciated over. You will need to create a separate asset type account for each type with a different useful life.

Depreciation Method

Straight Line (SL) – deducts the same amount of depreciation each month/year until the asset is written off (this is automatically calculated by the system using a depreciation rule).

Reducing Balance (RB) – deducts depreciation based on a monthly/yearly percentage which reduces each month. This process is carried out by calculating the values, then manually entering the depreciation as described in Manually Posting Depreciation on page 16.

Depreciation BS Nominal Enter the balance sheet nominal code to which the accumulated depreciation should be posted, e.g. 9015 (IT Equipment Accumulated Depreciation).

Depreciation IE Nominal Enter the depreciation expense nominal code to which the in-year depreciation should be posted, e.g. 7020 (IT Equipment Depreciation).



USER FIELD DESCRIPTION

Depreciation Account

Enter the cost centre account code to which the depreciation should be posted, e.g. DEP.

Note: By default, the account is on the CAPITAL ledger. The account you enter here must already exist in the system because assets created using this asset type will use the same account.

The following graphic shows an ITEQUIP48 asset type that has been created for IT equipment with a useful life of 48 months.

7. Select the Security tab which is used to determine who can access the asset type. We would advise restricting Modify access to the System Administrator (select Z_SYSADMIN) then View and Post access as required.

8. Once you have completed the relevant information, click the Apply button to save the asset type. A warning will be displayed if any mandatory information is missing which will need to be completed before the asset type can be saved.



SETTING UP ASSET TYPE KEY LISTS

Note: This process only needs to be completed if you have created a new asset type.

Key lists identify the options available for selection during various processes and also define how depreciation is calculated. There are five key lists used for assets and depreciation:

KEY LIST DESCRIPTION

ASSET_TYPE Determines the list of asset types available for selection and how their depreciation is dealt with.

DEP_CONTROLS

Contains two options which are used when running the depreciation rule (see Running the Depreciation Rule on page 13 for more information):

DEP_DATE – determines the document date for when the depreciation rule is run.

DEP_PERIOD – determines the period the depreciation rule is run.

DEP_GLCODES Used to identify the nominals used for the depreciation process.

DEPNMETHOD Determines the available depreciation methods currently includes Straight Line and Reducing Balance.

DEPNPERIOD Determines the depreciation periods available for selection. Additional periods can be added if required including historic periods for older assets being added to the system.

1. If you have added a new asset type, you need to add this to the ASSET_TYPE key list. Select Masters > Key Lists then highlight the ASSET_TYPE key list.

Warning: Do not use the Add or Delete buttons as these add/delete key lists, rather than entries.

2. The right-hand panel will display the same four default asset types defined in the Asset Type ledger. If you have added further asset types as described in the previous section, right-click in the white area then select Insert from the pop-up menu.



3. Enter the code used for the new asset type in the Code field e.g. ITEQUIP48.

Important: The asset type code and the key list code must match exactly (and are case sensitive).

4. Enter the Fixed Asset Cost nominal in the Text field, in this example 9010 then click the Apply button.

Producing a List of Current Fixed Assets It is advisable to regularly check the list of fixed assets to ensure that they are still in working order and accounted for. This is achieved by producing a ledger list. You can also use this list to check to see that an asset you need to add is not already on the system.

1. Select Options > Ledger List from the menu bar.

2. In the Selection Criteria dialog, select Equals from the Ledgers drop-down list then select the applicable ledger, e.g. LLL_FIXEDAST (replacing LLL with any applicable location code) in the adjacent field as shown in the following graphic.



3. Select the Account User Fields tab then select the required check boxes relating to fixed assets – Acquisition Date, Asset Type, Cost, Depreciation Account, Depreciation Start Period, Location. This determines the columns that will appear in the list.

4. Click the OK button to view the list:

Adding New Fixed Assets Fixed assets are added to the Fixed Asset ledger. For Multi Academy Trusts (MATs), a ledger is available for each academy in the MAT and is preceded by their three-character location code, e.g. LLL_FIXEDAST.

1. Select Masters > Accounts from the menu bar.

2. From the List of Ledgers dialog, highlight the required asset ledger, then click the Select button or double-click the required asset ledger, e.g. LLL_FIXEDAST.



3. From the Account Maintenance dialog, click the Add button. Enter a code for the fixed asset, e.g. HTLAPT0219 in the New Account dialog then click the OK button.

4. Enter a name for the asset in the Title field, e.g. Head Teacher Laptop 2019 then select the Indices tab.



5. The Indices tab is used to select how you want to report on the fixed asset. If you want to report on fixed assets within a particular area of the school, or particular funding type, select the applicable index and check box. The ACTIVITIES and FUNDTYPE indices are mandatory, therefore if you do not wish to used indices for reporting, select XNODET.

6. Select the User Fields tab.

7. Information in the following user fields is used to calculate depreciation and should be completed as follows, noting that all fields in this section are mandatory:

USER FIELDS DESCRIPTION

Depreciation Account

Enter the CAPITAL (or Cost Centre) ledger account to which the depreciation should be posted. An account is normally created specifically for the recording of depreciation. In our example, the cost centre is DEP.

Cost

Enter the original cost of the fixed asset. This is used for depreciation calculation purposes and does not affect the balance sheet. You will still need to enter an invoice or journal for the opening balance of the asset.

Depreciation Start Period

Select the accounting period from which the depreciation should start (the available range comes from the DEPNPERIOD key list).

Note: If an asset is under construction, i.e. a building, this period should be the date you expect it to be completed which can be changed if required. For more information, please see Dealing with Assets Under Construction on page 12.

Location Select the location of the fixed asset. For a MAT, this will be the specific academy in which the asset is located, irrespective of who paid for the asset.



USER FIELDS DESCRIPTION

Asset Type Select the required asset type from the drop-down list. The options available are taken from the ASSETTYPE ledger.

Acquisition Date Usually the date of the supplier invoice. This date is not factored into the depreciation calculation and is for information only.

8. Select the Security tab which is used to determine who can access the asset. We would advise restricting Modify access to the System Administrator (select Z_SYSADMIN) then View and Post access as required.

9. Once you have completed the relevant information, click the Apply button to save the asset type. A warning will be displayed if any mandatory information is missing which must be completed before the asset can be saved.

DEFINING OPENING BALANCES FOR NEW ASSETS

Once a fixed asset has been created, you next need to enter an opening balance. This is achieved by entering a general journal posted to the accounting period that the asset was acquired.

Note: If you are adding assets having just moved to PS Financials, use the accounting period which you used when you started using the software.

1. Select GJ from the Document Type drop-down list then select General Journal from the Input Form drop-down list.

Note: The Document Type will be preceded by the first two letters of the required location code, in the following example, LL.



2. Select the required Document Date and Document Period then click the OK button. The General Journal form is displayed.

3. Enter the required asset type Nominal and Account together with the relevant nominal code to credit as shown in the following example:

4. When balanced and complete press the F5 key to post the document.

DEALING WITH ASSETS UNDER CONSTRUCTION

Assets under construction, should be added in the usual way, except the depreciation start period should be the period you expect the asset to be completed. This can be amended should this data change for any reason.

Some assets may take weeks, months or even years before they are fully functional and ready for use such as buildings, conversions, room fittings, etc.

It is therefore necessary to accumulate costs for a fixed asset until it is ready for use. This is achieved by posting the costs to nominal 9080 – Asset Under Construction.



Once the asset is ready for use/in service, all the associated costs stored against the 9080 nominal account should be transferred to the relevant fixed asset cost nominal. This is achieved using a general journal.

Managing Depreciation There are three ways in which depreciation can be dealt with in PS Financials. You can: Run a depreciation rule which calculates the depreciation to date and then posts the

appropriate depreciation values accordingly. Manually enter a depreciation journal for each fixed asset to record the depreciation value. This

can be done as frequently as required. This method is useful if you calculate your depreciation manually (perhaps using a spreadsheet) and simply want to enter the depreciation value. This method is also used if your depreciation is recorded as a Reducing Balance (RB) (depreciation is based on a monthly/yearly percentage which reduces each month). For more information, please see Manually Posting Depreciation on page 16.

Import depreciation journals from a pre-defined import file.

Depreciation can be added as often as you like, but in most circumstances, it will be calculated and added for the year end accounts. We recommend that depreciation is calculated on a monthly basis wherever possible.

RUNNING THE DEPRECIATION RULE

The depreciation rule uses the information stored in the User Fields tab of both the asset type and individual asset accounts, together with applicable key lists to calculate the depreciation to date.

If an asset has over depreciated due to a change in the useful life or the cost of the asset, the rule will post the adjustment automatically bringing the depreciation back in line.

The following formula is used to calculate depreciation:



Calculated Depreciation = (Asset Account at Cost Journal/Useful life of the asset type) * number of periods to depreciate.

The system checks the current accumulated depreciation that has been posted on the asset account, then subtracts this from the result of the Calculated Depreciation formula above.

Before running the rule, you will need to check and if necessary, edit the values in the DEP_CONTROLS key list which determines the depreciation date and period as follows:

1. Select Masters > Key Lists from the menu bar then highlight the DEP_CONTROLS key list.

2. Select the DEP_DATE entry and enter the date to use when posting the depreciation document in the Text field in dd/mm/yyyy format.

3. Select the DEP_PERIOD entry and select the depreciation periods you would like to run the rule up to. Click the Apply button to save the settings.

4. To run the depreciation rule using these settings, select Rules > Depreciation from the menu bar.

5. Click the Yes button to confirm that you want to run the rule.



6. The depreciation rule will be scheduled to run as soon as possible.

Note: If this message does not appear, log out of the system then log back in again.

Any required depreciation will be posted into the system using the depreciation journal document type (DJ) creating a single document per location.

You can check the results of the depreciation rule by running a document enquiry on depreciation journals (DJ) as shown in the following graphic (replacing LL with the required location code):

Running the enquiry will show the last 5 depreciation journal documents (you can select 1 in the Recent Documents field if you are confident that there has been only one deprecation journal created).



The depreciation rule calculates depreciation up to the period specified in the DEP_CONTROLS key list. The system will not duplicate any depreciation data and therefore if the rule is not run for several months, the deprecation for the missed months will be correctly calculated, although only the total amount will be posted into the period specified in the DEP_CONTROLS key list, not individual amounts into individually missed periods.

MANUALLY POSTING DEPRECIATION

Depreciation can be manually posted by entering applicable depreciation journals as frequently as required. This method is useful if you calculate your depreciation manually (perhaps using a spreadsheet) and simply want to enter the depreciation value. This method is also used if your depreciation is recorded as a Reducing Balance (RB) (depreciation is based on a monthly/yearly percentage which reduces each month).

1. Select Options > Document Input from the menu bar.

2. From the Document Input dialog, select the applicable depreciation journal, e.g. LLDJ – the Manual Depreciation input form is selected by default (replacing LL with the required location code).



3. Select the Document Date and Document Period for the journal then click the OK button. The Manual Depreciation document input form is displayed.

Complete the form as follows:

FIELD DESCRIPTION

Asset Type Double-click in this field then double-click the required asset type, e.g. ITEQUIP48. The Depreciation Account and Useful Life fields are automatically populated.

Asset Code

Double-click in this field then double-click the code of the asset you are depreciating, e.g. HTLAP2019. The fields in the Fixed Asset Detail Summary section are automatically populated from the fixed asset details.

Depreciation Account Automatically populated when the Asset Type is selected and identifies the account into which the depreciation will be posted, e.g. DEP.

Depreciation Amount Enter the amount the asset is to be depreciated by.

Asset Useful Life Automatically populated when the Asset Type is selected and identifies the useful life of the chosen asset type.

Acquisition Date Automatically populated from the selected Asset Code.

Depreciation Start Automatically populated from the selected Asset Code.

Asset Cost Automatically populated from the selected Asset Code.



The summary section of the form shows any accumulated depreciation, together with the depreciation added via the current journal.

4. Once you have completed and checked the form, press the F5 button to post the depreciation journal. Repeat this process for any other assets you wish to record depreciation for.

IMPORTING DEPRECIATION JOURNALS

Some academies prefer to import their own depreciation journal information rather than manually entering each journal.

Journal data is imported via the PS Accounting import function using a depreciation.sqf file together with an import .CSV file. A copy of the .SQF and sample .CSV file can be downloaded from our knowledge base if required.

https://psfinancials.zendesk.com/hc/en-us/articles/360002497180-Importing-Depreciation-Journals

Creating the Import File Using Microsoft Excel, or similar spreadsheet package, open the sample .CSV file and carry out the following processes to ensure that the file can be correctly imported:

The file must contain nine columns in the order shown in the following graphic.

Any column headings must be removed before the import takes place. It can be easier to leave them in initially to help with adding any additional information and then remove them prior to the import itself.

Warning: The columns must be in the order displayed in the following table and graphic. If required, re-arrange the columns in your spreadsheet package.

For each depreciation entry, you need to record a row for the amount to credit to the fixed asset account and another row to debit from the depreciation cost centre account. The following graphic provides an example.

https://psfinancials.zendesk.com/hc/en-us/articles/360002497180-Importing-Depreciation-Journals



In the previous example row 1 contains a credit to the Building asset account for -120,549.99. Row 2 contains a debit from the Depreciation cost centre account.

Prior to import, ensure that applicable fixed asset accounts, nominals and cost centres are added to the system if they do not already exist.

Note: For MATs, a separate import must be carried out for each location in the trust.

The content of the import file should be as follows:

COLUMN DESCRIPTION

Document Type This column should contain the code for the applicable location depreciation journal such as LLDJ (replacing LL with the applicable two digit location code).

Row Number

To create individual journals from the import file, repeat row 1 and 2 for each asset (i.e. row 1, row 2, row 1 , row 2, and so on).

To create a single journal with multiple rows by increasing the number in each row by 1 – the previous graphic shows 12 entries will be created.

Year Enter the financial year into which the depreciation will be posted, in yyyy/yy format.

Period Enter the financial accounting period into which the depreciation will be posted. This must always be two digits and therefore any single digits will need to be preceded with a zero, e.g. 01.

Nominal

In the first row, enter the accumulative depreciation balance sheet nominal code, e.g. LLL9015 – IT Equipment Accumulated Depreciation.

In the second row, enter the depreciation nominal code, e.g. LLL7020 - IT Equipment Depreciation (replacing LLL with the required location code).

Account In the first row, enter the fixed asset account code, e.g. HTLAP2019. In the second row, enter the depreciation cost centre account code, e.g. DEP.

Dr/-Cr Value In the first row, enter the credit as a minus value, e.g. – 120,549.99. In the second row, enter the debit value of the depreciation e.g. 120,549.99.

Description Enter a description for the entry such as Period 11 – Depreciation charge.



Importing the Journals Once you have completed the import file, save it with a .CSV file extension. Create further import files for additional locations if required.

1. Select Options > Import from the menu bar.

2. From the Import File Format dialog, click the Format File button.



3. Navigate to then select the depreciation.sqf file.

4. Click the Data File button then select the .CSV file containing the import data.

5. The columns and sample data will be displayed in the lower section of the dialog. The Column Name and Sample information must be the same as shown in the following graphic:

6. Ensure the Errors to Hold check box is de-selected to prevent any errors being stored in the Hold database

7. Click the Import button then click the Yes button when prompted. A report is displayed advising that the import has been successful. Any errors identified are listed in the dialog.

An error relating to the header row will be displayed as per the following graphic but can be ignored as this will not prevent the file from being imported.



Viewing the Results To check the results of the import, select Options > Document Enquiry and enter the search criteria as shown in the following graphic (replacing LL with any applicable location code and the number 7 with the number of the journal created):

Identifies the name and

number of the journal created



The details of the journal will be displayed:

Writing off a Fixed Asset Assets should be written off when it is determined that they are of no further use, have been sold, or are otherwise disposed of. Writing off an asset removes all traces from the balance sheet so that the fixed asset account and accumulated depreciation account are reduced accordingly. This is achieved using a document input form.

1. Select Options > Document Input from the menu bar. The Document Input dialog is displayed.

2. Select the applicable Document Type from the drop-down list. This will be the AD document for the required location. In the previous example LLAD.



3. Ensure that Asset Disposals is selected from the Input Form drop-down list then click the OK button. The Asset Disposals input form is displayed.

Complete the form as follows:

PERIOD END DATE

Location The location is automatically populated based on the location of the document input form selected.

Bank Populated with the default bank account for the chosen location.

Disposal Date Defaults to today’s date and should be amended to the date the assets is being/was actually disposed of.

Asset Type Press the Enter key in this field then double-click the required asset type from the list.

Asset Code Press the Enter key in this field then double-click the required asset from the list.

Cost Based on the asset type and code selected, this field is automatically populated with the asset cost.

Accumulated Depreciation Based on the asset type and code selected, this field is automatically populated with the accumulated depreciation.

Net Book Value Based on the asset type and code selected, this field is automatically populated with the net book value (the original cost of the asset minus any depreciation).

Proceeds Enter an amount if the asset was sold. This amount will be credited to the bank account specified in this form.



PERIOD END DATE

Disposal Ledger Select the cost centre you would like the proceeds to be added to.

Profit/Loss Automatically calculated by subtracting the Proceeds value from the Net Book Value.

4. Once you have completed and checked the form, press the F5 button to write off the asset.


© PS Financials 2020 - a -

Index account

import file column, 19 accumulated depreciation

asset disposals input form field, 24 acquisition date

manual depreciation input form field, 17 acquisition date user field

assets, 11 asset code

asset disposals input form field, 24 manual depreciation input form field, 17

asset cost manual depreciation input form field, 17

asset disposals input form, 23 accumulate deprecation field, 24 asset code field, 24 asset type field, 24 bank field, 24 cost field, 24 disposal field, 24 disposal ledger field, 24 location field, 24 net book value field, 24 proceeds field, 24

asset type manual depreciation input form field, 17

asset type asset disposals input form field, 24

asset type user field assets, 11

asset types ASSET_TYPE key list, 6 DEP_CONTROLS key list, 6 DEP_GLODESkey list, 6 DEPNMETHOD key list, 6 DEPNPERIOD key list, 6 depreciation account user field, 4 depreciation BS nominal user field, 4 depreciation IE nominal user field, 4 depreciation method user field, 4 fixed asset cost nominal user field, 4 indices tab, 4 key lists, 6 security tab, 5 setting up, 3 useful life user field, 4

user fields tab, 4 asset useful life

manual depreciation input form field, 17 ASSET_TYPE key list, 6 assets

adding new, 8 aquisition date user field, 11 asset type user field, 11 categories, 1 cost user field, 10 depreciation, 2 depreciation account user field, 10 depreciation start period user field, 10 indices tab, 10 location user field, 10 overview, 1 producing a list, 7 security tab, 11 setting up types, 3 under construction, 12 user fields tab, 10 writing off, 23

bank asset disposals input form field, 24

capital expenditure, 1 capitalisation, 1 cost

asset disposals input form field, 24 cost user field

assets, 10 DEP_CONTROLS key lists, 6 DEP_GLCODES key list, 6 DEPNMETHOD key list, 6 DEPNPERIOD key lists, 6 depreciation

edit key lists, 14 import file

account column, 19 creating, 18 description column, 19 document type column, 19 Dr/-Cr value column, 19 nominal column, 19 period column, 19 row number column, 19 year column, 19


b of 3 © PS Financials 2020

importing journals, 18 managing, 13 manual depreciation input form

acquisition date field, 17 asset code field, 17 asset cost field, 17 asset type field, 17 asset useful life field, 17 depreciation account field, 17 depreciation amount field, 17 depreciation start field, 17

manually posting, 16 methods, 13 overview, 2 reducing balance, 2 rule, 13 straight line, 2

depreciation account manual depreciation input form field, 17

depreciation account user field asset types, 4 assets, 10

depreciation amount manual depreciation input form field, 17

depreciation BS nominal user field asset types, 4

depreciation IE nominal user field asset types, 4

depreciation method user field asset type, 4

depreciation start manual depreciation input form field, 17

depreciation start period user field assets, 10

description import file column, 19

disposal date asset disposals input form field, 24

disposal ledger asset disposals input form field, 24

document type import file column, 19

Dr/-Cr value import file column, 19

fixed asset cost nominal user field asset types, 4

fixed assets. See assets importing

creating depreciation file, 18

depreciation journals, 18 errors, 21 viewing results, 22

importing journals, 19 indices tab

asset types, 4 assets, 10

journals importing, 19 importing depreciation, 18

key lists asset types, 6 ASSET_TYPE, 6 DEP_CONTROLS, 6 DEP_GLCODES, 6 DEPNMETHOD, 6 DEPNPERIOD, 6 edit for depreciation, 14 setting up, 6

ledger list, 7 location

asset disposals input form field, 24 location user field

assets, 10 manual depreciation, 16 manual depreciation input form, 16, 17

acquisition date field, 17 asset code field, 17 asset cost field, 17 asset type field, 17 asset useful life field, 17 depreciation account field, 17 depreciation amount, 17 depreciation start field, 17

net book value asset disposals input form field, 24

nominal import file column, 19

period import file column, 19

proceeds asset disposals input form field, 24

profit/loss asset disposals input form field, 24

reducing balance depreciation, 2 row number

import file column, 19 security tab

asset types, 5


© PS Financials 2020 - c -

assets, 11 straight line depreciation, 2 useful life user field

asset types, 4 user fields

acquisition date, 11 asset type, 11 cost, 10 depreciation account, 4, 10 depreciation BS nominal, 4 depreciation IE nominal, 4 depreciation method, 4

depreciation start period, 10 fixed asset cost nominal, 4 location, 10 useful life, 4

user fields tab asset types, 4 assets, 10

writing off assets, 23

year import file column, 19