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*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*THE ASSET MANAGER MANUAL

VERSION 2.1Copyright 1999-2010 One Squared Productions

*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*

========================

TABLE OF CONTENTS========================

1. Introduction

a. Overview

b. System Requirements

2. Technical Support

3. Installation

4. Opening Screen

5. Preferences

a. Data Path

b. Default Company Database

6. Back up and Restore

a. Back up

b. Restore

7. Importing Asset Data

a. Destination Company

b. Source File

c. Imported Fields

d. Steps to Importing

8. Converting Prior Versions

a. LITE (Version 1.1) Data Files

b. Version 2.0 Data Files

9. Company

a. Opening a Company

b. Add a Company

c. Delete a Companyd. Edit Company Information

i. User Defined Field Names

ii. Depreciation Options

iii.Departments and Sections

iv. Asset Type

v. Sequential Numbering

vi. Declining Balance Depreciation Calculation

10. Assets

a. Asset Grid

b. Add/Edit Assets

i. Detail Tab

ii. Optional Tab

iii. Depr Detail Tab

iv. Notes Tab

v. Disposal Tab

vi. Search Button

11. Reports

a. Overview

b. Custom/Ad Hoc Report Screen

i. Report Name/Base Report On

ii. Report Title

iii.Group By



iv. Sort By

v. Disposal Option

vi. Report on the Following

vii.Field Order for Report

viii.Print Options

ix. Date Range

c. Display Screen

d. Report Format Options

12. Tools

a. Compact Database

b. Repair Database

c. Period End

d. Options

13. Technical Notes

Appendix

A. Report Fields

B. Search Criteria

C. Limited Software Warranty

D. Proportional Depreciation Calculation

E. Depreciation MethodsF. Depreciation Calculations

==============================

1.INTRODUCTION==============================

a. Overview: The Asset Manager by One Squared Productions provides

asset management through an interface that is intuitive and easy to

learn. The customizable reporting feature provides flexibility in

data output. Reports may be generated to meet a broad range of

needs.

b. System Requirements:

Windows 9x/2000/XP

24 MB RAM

20 MB Hard Drive Space

==============================

2.TECHNICAL SUPPORT==============================

Please review the Technical Notes page at our web site before

contacting technical support. The Technical Notes page is routinely

updated so the answer to your question may be found there. The web

address of the Technical Notes page is:

http://www.onesquared.com/inventory/technotes.htm (The web address

is case sensitive.)

You may contact technical support for The Asset Manager by sending

an e-mail to [email protected] or by using the on-line form at



our website at http://www.onesquared.com/inventory/helpdesk.htm (Theweb address is case sensitive.). Your question will be answered by

return e-mail.

The information we need that will allow us to answer your question

in an expedient manner includes:

1. Your name and e-mail address

2. Version number (To find this information choose About The Asset Manager from the Help Menu item)

If you are reporting a problem with the software, include the

following information:

1. Which version of Windows are you using -- Win95, Win98,

Win2000, WinXP

2. Concise description of the problem including (where

applicable):

a. Where you were in the program when the problem

occurred?

b. What were you trying to do when the problem

occurred?c. What set of keystrokes (if known) caused the

problem?

d. Were you able to reproduce the problem? If so,

how?

e. Specific record data (cost, purchase price,

etc) that caused the problem (where applicable).

f. Any error messages you received.

==============================

3.INSTALLATION==============================

Windows Installation Instructions from Download Download the installation file from our web site www.onesquared.com.

Go to the Windows Start button. Choose Run. Click on Browse. Find

The Asset Manager installation file (1sqasstmgr21.exe) in your

download folder. Click on OK. You will prompted for a folder in

which to install the program. You may accept the default folder or

choose another folder. After installation, go to the Windows Start

button, then Programs. Choose The Asset Manager 2.1 from the One

Squared group.

Windows Installation Instructions from CDPlace CD in CD rom drive. When the menu appears, start the

installation by clicking on the Install Version 2.1 button. If the

menu does not come up, click on the Windows Start button and select

Run. Click on Browse. Select the following path and file fromyour CD drive: Ver21\install\1sqasstmgr21.exe. Click on OK. You

will prompted for a folder in which to install the program. You may

accept the default folder or choose another folder. After

installation, go to the Windows Start button, then Programs. Choose

The Asset Manager 2.1 from the One Squared group.

==============================

4. OPENING SCREEN



==============================

When a company is not opened, the opening screen will be blank and

will have a lighter shaded box on the left hand side of the screen.

The lighter shaded box contains a menu with Open Company at the top.

Clicking on Open Company will bring up a file manager dialog box

from which you may choose the company database file to be opened.

The last 5 companies that have been opened will be listed. Any one

of these companies may be opened by clicking on the company file

name in the list. To remove any of the companies from the recently

opened list select Options from the Tools menu item. Check the

companies you no longer want on the list by clicking on the box to

the left of the company path and name. Click OK . This feature can

only be accessed when there is not a company open.

==============================

5. PREFERENCES==============================

The preference items may be accessed by choosing Preferences from

the File menu item. Preferences are set for the program as a wholeand are not company specific. The following two preference items

may be set:

a. Data Path: The default data path is the initial folder shown

whenever a file is selected such as when opening a company. If a

default data path is not specified The Asset Manager uses the sub-

folder "DATA" under the One Squared folder. If that folder does not

exist then The Asset Manager uses the folder in which The Asset

Manager executable file resides.

b. Default Company Database: You may specify a company to be opened

automatically each time The Asset Manager is run by entering the

path and database file name. Another company may easily be openedwithout resetting the default company, by selecting Open from the

Company menu item. This option can be reset by choosing Preferencesfrom the File menu item and deleting the path and database file name.

============================

6.BACK UP AND RESTORE============================

a. Back Up: Backing up the data file(s) at regular intervals

provides protection from data loss. This feature can be used to

quickly back up a data file before making changes. If an error

occurs the data file can then be easily restored.

To back up the database file, select Back Up from the File menu

item. A data file and a destination folder will need to be

selected. The destination folder is the folder to which you want

the data file to be backed up. The destination folder does need to

exist before backing up.

b. Restore: To restore the data file, select Restore from the Filemenu item. To restore the data file, you will need to specify a

data file and the destination folder. The destination folder is the



working folder that contains the current data files. The data file

in the destination folder with the same name will be overwritten.

===============================

7.IMPORTING ASSET DATA ===============================

Asset data in the form of a text file may be imported into The Asset

Manager by selecting Import from the File menu item. Select

Delimited Data File on the first screen. The asset data will be

appended to any existing data in the destination company file.

(More detailed instructions which may be printed are located under

the Help menu item.)

a. Destination Company: Create the destination company in The Asset

Manager, taking note of the file name and path. Set up depreciation

options for the company. Add departments, sections, and asset types

as needed. This is especially important if these settings will be

used in the source file to assign departments, sections, and/or

asset types to assets. The capitalization in The Asset Manager need

not be duplicated from the source file. For example, "SALES","sales", "Sales", and "SaLeS" will all be imported to the

destination field "sales", provided that "sales" has been added to

the company prior to importing. If the departments, sections, and

asset types are not set up for the destination company prior to

importing, the import process will create them using the source file

data for both the code and description. If you would like to change

designations from the source file for any of the fields, you may do

so either by editing the source file or by manually changing the

designations after importing.

b. Source File: Create the source text file taking note of the

path and the name of the file. The data must be in a columnar

format with rows representing records and columns representingfields. The only required field is the asset number.

The source file must be a delimited text file. The delimiter may be

a tab, a comma, comma and quotes, a semicolon, or other symbol. The

tab is the recommended delimiter since it is rarely used in data

fields and will cause the least errors.

Header information is used to map source fields to destination

fields. This information is contained in the first row of data and

describes each field by a word or short phrase. If header

information is not present then the first row of data will be used

to map source fields to destination fields.

Date fields will be imported using the format specified during theimport process. All dates in the source file must utilize the same

date format

Numeric fields do not need to be formatted with a thousands

separator. The following two numbers will both import: 1899.45 and

1,899.45. If you are using a delimiter that is the same as the

thousands separator or the decimal separator, reformatting the

numbers to remove or replace the separator will insure that the data



is properly imported. If the salvage method is percentage then the

record entry for that field needs to be a decimal, i.e. 0.10 instead

of 10%.

c. Imported Fields: Each field that is imported represents either

a string, a date, or a number. Strings are imported as they appear

in the source file unless the string is longer than the data field

allows. In that case the string will be shortened to fit the limits

of the data field. Dates are imported as a string and converted to

dates using the date format provided during the import process.

Numbers are imported as a string and converted to their numeric

format by the import process. If you are using a delimiter that is

the same as the thousands separator or the decimal separator,

reformatting the numbers to remove or replace the separator will

insure that the number is properly imported.

Any of the following fields may be imported into The Asset Manager.

The order of the fields in the source file does not matter.

(s=string, d=date, n=numeric)

Asset Number. (s) This is the unique identifier for the asset

and is a required field. The field is limited to 10 characters.

Asset Description. (s) The description of the asset. The field

is limited to 30 characters.

Purchase Date. (d) If a purchase date is mapped but a servicedate is not mapped, the purchase date will be entered for both

the purchase date and the service date. The source date cannot

be mapped to both the purchase date and the service date.

Service Date. (d) If a service date is mapped but a purchase

date is not mapped, no information will be entered for the

purchase date. The source date cannot be mapped to both the

purchase date and the service date.

Purchase Price. (n)

Asset Type.(s) The code for the asset type. If no field is

present or if no data is in the field then no asset type will be

assigned to the asset in the destination file. If asset types

have been set up in the destination company, the source asset

type field and the destination asset type code have to be spelled

exactly the same but do not need to be the same case. For

example, "DESK", "desk", "Desk", and "DesK" will all be imported

to the destination field "desk", provided that the asset type

code "desk" has been added to the company prior to importing. If

asset types have not been set up in the destination company, then

the import process will create them using the information in thedata field for both the asset type code and the asset type

description. The code and description may be changed later. The

field is limited to 10 characters.

Department.(s) The code for the assigned department. The import

process is the same as for Asset Type. The field is limited to

10 characters.



Section.(s) The code for the assigned section. The import

process is the same as for Asset Type. The field is limited to

10 characters.

Manufacturer.(s) The field is limited to 20 characters.

Model.(s) The field is limited to 30 characters.

Serial.(s) The field is limited to 30 characters.

Notes.(s)

User Defined 1 - 5. (s)Each field is limited to 30 characters.

Disposal Date.(d)

Sales Price.(n)

Disposal Book Val.(n) The book value of the asset at disposal.

Disposal Acc Depr.(n) The accumulated depreciation of the assetat disposal.

Depr Method .(s) The method used to calculate depreciation for

the asset. If only one method is used then this field is not

necessary. The depreciation method to assign to the assets will

be determined during the import process.

Percent.(n) This field is only relevant if you have chosen thepercentage method for periods of initial service and disposal.

If this field is absent, 75% will be entered for the initial

period of service.

Life.(n) Life is expressed in number of years regardless of

whether you have selected annual or monthly depreciation

calculation.

Salvage Method .(s) The method for determining salvage value --amount or percentage of cost. If no salvage amount is mapped,

then amount will be assumed for all assets. If a salvage amount

is mapped and only one method is used, this field is not

necessary. The method will be determined during the importing

process.

Salvage Amount.(n) The estimated value of the asset at the end ofits life. It may be expressed as an amount or as a percentage of

cost. If a percentage, then the number must be a decimal, i.e.

0.25 for 25%.

Prior AD Date.(d) The ending date of any prior accumulateddepreciation.

Prior AD Amount.(n) The amount of any prior accumulateddepreciation.

d. Steps to Importing: After preparing the source and destination

file, select Import from the File menu item. The steps in the



import process are outlined below.

Select Delimited Data File

The introductory screen provides you with a chance to review the

help file before proceeding with the import.

Enter the source file path and destination company file path.

Use the browse buttons for point and click functionality.

Enter the folder to backup the destination file. Use the browse

button for point and click functionality. This step is not

required but recommended.

Select the delimiter used in the source file, the date format

used in the source file, and whether the source file has header

information.

Map the fields of the source file to the relevant fields in the

destination file by selecting the source field from the selection

box that is directly over the relevant destination field. Theonly required field for importing is the asset number. All the

fields in the source file do not need to be mapped to fields in

the destination file. If you do not assign all the source

fields, you will receive a message after clicking the Next button

to confirm this action. All the fields of the destination file

do not need to be mapped to a field from the source file.

The source data is now displayed showing the mapping. Necessary

changes may be made to the mapping at this time. After making

any changes, click the Refresh Grid button to reset the display.

If the destination company has been set for depreciation

calculation, you will receive one of the following messages. The

default for declining balance depreciation is 200%.

i. If the depreciation method field was not mapped, you will

be prompted to choose the depreciation method to assign to all

the assets.

ii. If the depreciation method field was mapped and all

records contain the same entry in the source field, then you

will be asked to select the depreciation method that equates

to that entry

iii. If the depreciation method field was mapped and the

records contain different entries for the field, you will be

asked to select the depreciation method that equates to each

entry.

If the destination company has been set for depreciationcalculation and if the salvage amount field was mapped, you will

receive one of the following messages. If the salvage method is

percentage then the record entry for that field needs to be a

decimal, i.e. 0.10 instead of 10%.

i. If the salvage method field was not mapped, you will be

prompted to choose the salvage method (amount or percentage of

cost) that applies to the salvage amount.

ii. If the salvage method field was mapped and all records

contain the same entry for that field, then you will be asked



to select the salvage method (amount or percentage of cost)

that equates to that entry

iii. If the salvage method field was mapped and the records

contained different entries for the field, you will be asked

to select the salvage method (amount or percentage of cost)

that equates to each entry.

====================================

8.CONVERTING PRIOR VERSIONS====================================

Converting prior versions of The Asset Manager may easily be done by

selecting Import from the File menu item. Select the version you

would like to convert.

a. LITE (Version 1.1) Data Files:

Enter the path to the data files for the LITE version and the folder

where you would like the data files for Version 2.1 to be saved.

This may be the folder as used for the current LITE data files.

Before each company is saved to the new format you will be prompted

to confirm the data path and file name. You may change the path

and/or name. This file name will be used to access the database so

you will want to make it meaningful. When you are satisfied with

the path and name click OK. Clicking cancel here will cause this

company to be bypassed and the next company will come up for path

and file name confirmation.

b. Version 2.0 Data Files:

Select the Version 2.0 data file to be converted. After clicking

the Next button, you will be prompted for the folder for the Version2.1 data file. This may be the same folder as used for the current

version 2.0 data files. The Version 2.1 file name will be derived

from the company name. If the same folder is used, the file names

should be different so that the Version 2.0 data file will not be

overwritten.

====================

9.COMPANY====================

a. Opening a Company: The database for each company has a mdb

extension, such as sample.mdb or mycompany.mdb. A company may be

opened by any of the following methods:

i. Select Open from the Company menu item. A file dialog box

will come up from which you may select the company database

file.

ii.Select Open Company from the menu list on the opening screen.

A file dialog box will come up from which you may select the

company database file.

iii.If the company you wish to open has been opened recently you

may select it from the list on the opening screen or the list



at the bottom of the items under the File menu item.

The name of the opened company will appear on the title bar of The

Asset Manager. The assets of the company will be displayed in a

grid. Once the company is opened you may edit company information,

add/edit assets, and generate reports.

b. Add a Company: Companies are added by selecting New from the

Company menu item. Enter the company name when prompted to do so.

Company names have a maximum length of 50 digits and are alpha-

numeric. Click Save to generate the database. You will be prompted

for a filename and for the folder in which to save the database.

The company name will be used to generate the name of the database

file. The name of the file may be changed before saving.

Departments, sections, and asset types cannot be added until the

database has been generated.

c. Delete a Company: A company may be deleted only when the company

is open. Access the company edit screen by choosing Edit from the

Company menu item. Click the Delete button. All assets,

departments, and sections associated with that company will bedeleted. You will be prompted before a delete to confirm that this

is the action you want to take. Once a company is deleted, the data

is not recoverable. It is recommended that you back up your data

files before deleting a company. This will allow you to restore the

company if you discover the company was deleted in error.

d. Edit Company Information: The company edit screen may be accessed

by choosing Edit from the Company menu item. Company data may be

viewed and edited only when the company is open.

i. User Defined Field Names: The Asset Manager reserves 5 fields

for asset data specific to a company. The information entered

here will be used for the title of the field. Field names are

alpha-numeric and may be up to 30 characters in length. The data

for the user defined fields is added when editing/adding assets.

ii. Depreciation Options: To enable depreciation for the

company, check the Calculate and Display Depreciation option.

1) Calculate Depreciation: The period for depreciation

calculation may be set for annually or monthly. If the period

is set for monthly then depreciation will be calculated for

each month of the asset's life. If the period is set to

annually then depreciation will be calculated for each year of

the asset's life.

If an asset is acquired and disposed of in the same fiscalyear, the calculation for disposal will take precedence. The

exception is Period of Service. In this case, a full period

of depreciation expense will be allocated to the initial

period.

2) Fiscal Year End: The fiscal year end, if different from

the calendar year, may be set for your company. This is

important for annual calculations as this determines how The

Asset Manager defines a year. For example, if your fiscal



year ends on June 30 then The Asset Manager will define a year

as being from July 1 to June 30 and calculate depreciation

based on that year. For monthly calculations, the fiscal year

is used to define some default date settings for reports.

3) Figure Depreciation Using: Any of the following methods may

be used for calculating depreciation expense for the initial

period of service and ending period of asset life. These

methods only apply to assets using straight-line or declining

balance depreciation methods.

a)Period of Service. A full period of depreciation expense

will be allocated to the initial period of service and

no depreciation expense will be allocated to the ending

period of asset life (period of disposal).

b)Period of Disposal. A full period of depreciation expensewill be allocated to the ending period of asset life

(period of disposal) and no depreciation expense will be

allocated to the initial period of service.

c)Half Period . One half of a full period of depreciation

expense will be allocated to the initial period of

service and one half of a full period of depreciationexpense will be allocated to the ending period of asset

life (period of disposal).

d)Half Year. This option is only available for monthly

depreciation calculation. If this option is selected,

then only straight line depreciation may be used. One

half of a full period of depreciation expense will be

evenly allocated over the months of the first year of

service for the asset. The remaining half will be

evenly allocated over the last year of service. If the

asset is disposed of before the end of its stated life,

the depreciation expense will end in the month of

disposal with no adjustment for the half year.

e)Proportional. Depreciation expense will be calculated

based on the proportion of the period the asset was in

service. (See Appendix: Proportional Calculation )f)Percentage. The stated percentage of a full period of

depreciation expense will be allocated to the initial

period of service. The remaining percentage of a full

period of depreciation expense will be allocated to the

ending period of asset life (period of disposal).

4) User Defined Schedules: Companies with annual

depreciation calculation selected may use user defined

schedules. Assets may be depreciated using the user defined

schedules or the other depreciation methods. Assets will be

depreciated using the stated percentages for the user defined

schedule and will ignore the settings under 3) above.

To edit/add a user defined schedule, select Edit from the

Company menu item. Click on the User Defined button. Thedescription should be descriptive of the schedule being

entered as it will be used to list the schedule in the

depreciation list for assets. The description is alpha-

numeric and my be up to 25 characters in length. Once saved

this description may not be edited. To change the description,

delete the schedule and reenter the data.



On deletion of an asset type all assets associated with that

asset type will be deleted. You will be prompted before a delete

to confirm that this is the action you want to take. Once an

asset type is deleted, the data is not recoverable. It is

recommended that you back up your data files before deleting an

asset type. This will allow you to restore the data if you

discover the deletion was in error.

One asset type may be selected as a default. When adding an

asset, this asset type will be preselected. The depreciation

option, salvage value, and life will be entered for the asset

defaults. The asset type may then be changed as well as the

depreciation option, salvage value, and life.

v. Sequential Numbering: Sequential numbering may be set by

selecting Edit from the Company menu item and selecting the

Settings tab. Check the Sequential Numbering box and enter the

asset number that was last used. For example, if you want the

next asset to be added to have the number 123, then enter 122here. This setting is only for numeric asset numbers.

vi. Declining Balance Depreciation Calculation: Declining

balance depreciation expense may be calculated with or without

subtracting salvage value from the book value. Set this option

by selecting Edit from the Company menu item and selecting the

Settings tab. Leaving the Declining Balance DepreciationCalculation box unchecked, declining balance depreciation expense

will be calculated without subtracting salvage value from the

book value.

=======================

10. ASSETS=======================

a. Asset Grid: The asset grid displays the current assets. The

assets may be sorted on any of the fields by clicking on the grid

header row. For example, if you want to see the assets in order by

purchase date click on the grid header "Purch Date". The assets

will then be resorted by purchase date. If you want disposals to be

included in the list, check the box Disposals at the top of the

screen.

To select the fields to be displayed on the grid select Options from

the Tools menu item. The fields that are available are shown in the

left hand list and the fields that will appear on the asset grid are

listed in the right hand list box. Move the fields between lists by

using the <, > , <--All, or All--> buttons. The <--All and All--> buttons will move all fields while the < and > buttons will moveonly the highlighted field. Order the fields by using the Up and

Down buttons on the right hand side of the screen. This setting

will be used each time the current company is opened. This feature

is company specific and can only be accessed when the company is

open.



A specific asset may be edited by selecting the asset in the grid

and then clicking the Edit button or by double clicking on the row

containing the asset. Clicking the New button will bring up the add

asset screen. To update the data contained in the grid, click on

the Refresh button.

To find a specific asset, click on the Search button. Enter the

search criteria for the desired assets. (see Appendix: Search

Criteria) Clicking Refresh will reenter all assets into the asset

grid.

b. Add and Edit Assets: Assets may be added or edited by clicking

on the New button or Edit button on the asset grid or by selecting

New or Edit from the Asset menu item. Asset numbers are alpha-

numeric and may be up to 10 characters in length. Asset

descriptions are alpha-numeric and may be up to 30 characters in

length.

When adding an asset, data from another asset may be copied to the

new asset. Select Selected Asset from Copy under the Asset menuitem. This will copy data from the asset that is selected to the

new asset. After adding one asset, the data from the last asset

added may be copied to the new asset by selecting Last Asset from

Copy under the Asset menu item.

i. Detail Tab: Service date and purchase price are necessary for

depreciation calculation. If a purchase date or service date is

not entered, the date will be entered as "No Data" on reports.

If a purchase price is not entered, a purchase price of zero will

be entered. Set department, section, and asset type by clicking

on the down arrow to the right of the box.

Choose the depreciation method for the asset. Individual assets

may be set to no depreciation even if the company has been set

for depreciation calculation. Enter the life of the asset in

terms of years. If a user defined schedule is used, the number

of periods will automatically be entered for the life. This

cannot be changed. If the life of the asset is not entered,

depreciation will not be calculated for the asset. Enter the

salvage value that the asset may have at the end of its life.

Salvage value may be entered as an amount or a percentage of the

cost of the asset. If no salvage value is entered, a salvage

value of zero is assumed.

ii. Optional Tab: Data entry in the Manufacturer, Model Number,

Serial Number, and User Defined fields is optional. The titlesfor the User Defined fields are specified on the company edit

screen (select Edit from the Company menu item).

iii. Depr Detail Tab: Any prior accumulated depreciation for the

asset may be entered along with the end date of the period for

which the accumulated depreciation was calculated. The Asset

Manager will use this amount in the depreciation calculation.



iv. Notes Tab: Any notes on the asset may be entered here.

v. Disposal Tab: On disposal of an asset, check the Dispose of Asset checkbox on the Disposal tab. Enter the date of disposal

and sales price. If no sales price is entered, a sales price of

zero is assumed. To view the ending accumulated depreciation

amount, ending book value, and gain/loss on disposal, click on

the Show Disposal Values button. Once an asset is disposed, the

amounts for accumulated depreciation and book value shown here

are used for reporting purposes, therefore, it is important to

calculate these numbers and then save the asset.

vi. Search Button: To find a specific asset, click on the Searchbutton. Enter the search criteria for the desired assets. (see

Appendix: Search Criteria) Clicking Refresh will reenter all

assets into the asset list.

=======================

11. REPORTS

=======================

a. Overview: Reports may be generated by choosing the Standard ,Custom , or Ad Hoc options under the Report menu item. Standard

reports are included with The Asset Manager and cannot be changed.

Custom reports may be added at any time. Ad Hoc reports are

generated on the fly and cannot be saved.

After selecting a standard report or a custom report under the Reportmenu item, a dialog box will prompt for date range and print

options. Reports may be printed to any of the following three

options:

i. Display: Prints the report to the screen. The report may

then be printed by clicking the Print button on the displayscreen.

ii. Printer: Prints the report to a printer.

iii. File: Prints the report to a file. After selecting this

option and clicking OK, a dialog box will come up prompting you

for the file name, whether the file is to be saved in comma

delimited or tab delimited format, and whether headers are to be

included.

b. Custom/Ad Hoc Report Screen: Reports are accessed by selecting

the Report menu item. The report screen is used when editing or

adding a custom report or when generating an ad hoc report.

i. Report Name/Base Report On : When editing a report, select the

report to edit. For ad hoc reports, you may select the report touse as a basis for the ad hoc report. Selecting the report in the

Ad Hoc mode will enter the details of the report which then may

be changed without changing the underlying report.

ii. Report Title : The title you wish to be displayed on the

report.

iii. Group By : Select the field(s) on which the assets are to be



grouped. The field selection from the second group by box will be

a subgrouping under the field selection from the first group by

box. The second group by box will not be enabled unless a

selection is made in the first box. Subtotals will be shown on

the report for each group and subgroup.

iv. Sort By : Select the field on which the assets are to be

sorted.

v. Disposal Option : Select whether disposals are to be

displayed.

1)Include Current Disposals: Disposals during and after the

selected date range will be included in the report

2)Include All Disposals: All disposals regardless of disposal

date will be included in the report

3)Exclude Disposals: Disposals with a disposal date prior to

the ending date of the report will not be included in the

report.

4)Disposals Only: Only disposals will be included in the

report. This option is used to produce a list of disposals by

selecting Disposal Date in the Define Date Range box (See ix

2))

vi. Report on the Following : Narrow the report by selectingspecific departments, sections, asset types, and/or depreciation

methods.

vii. Field Order for Report : Select the fields and the order of

the fields to be displayed by clicking on the Fields button. The

fields that are available are shown in the left hand list and the

fields that will appear in the report are listed in the right

hand list box. Move the fields between lists by using the <, > , <--All, or All--> buttons. The <--All and All--> buttons willmove all fields while the < and > button will move only thehighlighted field. Order the fields by using the Up and Downbuttons on the right hand side of the screen. The fields that

may be selected are listed in the Appendix: Report Fields.

viii. Print Options :

1). Print Report to: On custom reports the default setting

for the report may be set. This may be changed when running a

report.

2). SetUp: Format options for the report (see d. below)

3). Print Report As: If grouping of assets is selected, then

you may choose whether to print the report as one continuous

report or to start a new page with each group. If starting

each group on a new page, then you may also choose whether to

include the company header at the beginning of each group.



4). Print Data As: The data may be printed in detail with

each asset listed or as a summary with just a total line.

ix. Date Range:

1). Default Date Range: On custom reports the default daterange of the report may be set here. This may be changed when

running a report. For ad hoc reports, the date range of the

report is entered.

2). Define Date Range For: Selecting purchase date, service

date, or disposal date reports on those assets with purchase

dates, service dates, or disposal dates in the specified date

range. Selecting depreciation expense reports on depreciation

expense for the specified date range. Disposal date is only

available if the disposal option is set to include disposals

only.

3). Subtotal by Date: This option is only available if assets

are sorted by purchase date. For companies with a December

year end, the subtotal option will be by calendar year. Forcompanies with other than a December year end, the subtotal

option will be by either calendar year or fiscal year.

c. Display Screen: The reports are displayed one page at a time.

If the reports contain more than one page, use the < and > buttonsat the bottom of the page to view the next page or the previous

page. To change format options (see d. below) for the report click

the Setup button.

d. Report Format Options: For reports that are displayed or printed

the following formatting options are available by clicking on the

Setup button either on the display screen or the report screen.

i. Page SetUp Tab: Set margins and orientation for the report.

ii. Font Tab: Set the desired font for the report headings and

for the report body. Select the format for the column/row lines.

The following options are available.

1). All: Line above and line below the header. Lines between

the columns. Lines between the rows. Line on the right side

and line on the left side of the report.

2). Columns Header: Line above and line below the header.

Lines between the columns.

3). Box Columns: Line above and line below the header. Linesbetween the columns. Line on the right side and line on the

left side of the report.

4). Box Rows: Line above and line below the header. Lines

between the rows. Line on the right side and line on the left

side of the report.

5). Under Header: Line below the header



6). Box: Line above and line below the header. Line on the

right side and line on the left side of the report.

7). Header: Line above and line below the header.

8). Columns: Lines between columns.

9). None: No lines.

iii. Column Tab: Set the width of the columns in the report and

whether the text should wrap. This is not available for date and

currency fields. These fields will be sized to fit.

iv. Printer Tab: Select the printer for the report. The

Windows default printer is assumed unless otherwise specified.

====================================

12. TOOLS====================================

a. Compact Database: Compact a database by selecting Compact Databasefrom the Tools menu item. Compacting organizes the data

contiguously in the database and will recover unused disk space.

The database needs to be closed before it may be compacted. b. Repair Database: Repair a database by selecting Repair Databasefrom the Tools menu item. A database may be corrupted by an

incomplete write statement caused when the application unexpectedly

quits due to a power outage or computer hardware problems. The

database will be compacted after being repaired. This procedure

also checks the sort order of asset numbers, department codes,

section codes, and asset type codes. The database needs to be

closed before it can be repaired.

c. Period End: To delete disposals from the database select Period End from the Tools menu item. All disposals before the specified

reference date will be deleted. Enter the reference date in the

mm/yyyy format. For example, entering 01/2001 will delete all

assets with a disposal date before January 1, 2001. In other words,

all disposals through December 31, 2000.

d. Options: To delete items from the recently opened companies list

select Options from the Tools menu item when no company is open.

To change the fields displayed in the asset grid select Options from

the Tools menu item when a company is open.

====================================

13. TECHNICAL NOTES====================================

1. When assets are sorted by asset number the assets are not in thecorrect order. What do I do? The order of the asset numbers may be

reset by repairing the database (Select Repair Database from the

Tools menu item)

2. When departments are sorted by department code the departments



are not in the correct order. What do I do? The order of the

department codes may be reset by repairing the database (Select

Repair Database from the Tools menu item)

3. When sections are sorted by section code the sections are not inthe correct order. What do I do? The order of the section codes may

be reset by repairing the database (Select Repair Database from the

Tools menu item)

4. When asset types are sorted by asset type code the asset typesare not in the correct order. What do I do? The order of the asset

type codes may be reset by repairing the database (Select RepairDatabase from the Tools menu item)

5. I would like to remove some of the companies from the list onthe opening screen. To remove a company from the recently opened

companies list do the following. Close any open companies. Select

Options from the Tools menu item.

6. I would like to select the fields to display on the asset grid.

How may I do that? To select the fields to display on the assetgrid as well as the order of the fields, open the company. Select

Options from the Tools menu item.

7. Can the data from The Asset Manager be exported? All reports

may be exported to a comma delimited or tab delimited file. Select

either a standard report or a custom report from the Report menu

item. In the dialog box under Print Options select File. Afterselecting this option and clicking OK, a dialog box will come up

prompting you for the file name, whether the file is to be saved in

comma delimited or tab delimited format, and whether you want

headers to be included in the file.

8. Disposals do not appear on my reports. What's wrong? Disposals

will appear on reports under the following circumstances:

i. The disposal occurred during the period being reported on

ii. The Disposal Option on the report screen has been set to

include disposals.

9. I have created a custom report but the report does not displaythe individual assets. Bring up the report edit screen by selecting

Edit under Custom from the Report menu item. Select the report that

is not displaying properly. If the box labeled Print Data As is set

to summary then the information will be printed will no individual

asset detail. Change the setting to detail to have asset detail

included in the report.

10. Do I need to use Departments and Sections? No, The Asset

Manager does not need departments and/or sections. A notation of

"(No departments)" and/or "(No sections)" will be made, as

appropriate, in any reports.

11. What files from The Asset Manager should I backup? If you

maintain your data files in a sub-folder of The Asset Manager folder

then you only need to backup this data folder. The data for each

company is in a self-contained data file so you may just backup an



individual company as needed. At minimum, the data files should be

copied at regular intervals to another sub-folder, such as a folder

named "data2" of The Asset Manager folder.

12. I receive one of the following error messages -- the data pathcannot be found OR the network path specified in the data path isunavailable OR the data path has caused a path/file access error.

What do I do? The Asset Manager cannot negotiate either the

specified data path or the default data path. The specified data

path is set under File/Preferences. The default data path is a sub-

folder named "DATA" of the folder in which the executable file for

The Asset Manager resides. If the "DATA" folder does not exist then

The Asset Manager looks to the folder in which the executable file

resides. Check the path in File/Preferences to verify that it is a

valid path. If the data folder is being accessed over a network,

check with your network administer to determine if the network path

is available.

=======================

APPENDIX

=======================

A. Report FieldsFields that may be selected to include in reports.

1. Asset Number

2. Asset Description

3. Purchase Date

4. Service Date

5. Purchase Price

6. Department Code

7. Department Name

8. Section Code

9. Section Name

10. Asset Type Code11. Asset Type Name

12. Manufacturer

13. Model Number

14. Serial Number

15. User Defined Fields. The field name as entered on the

company edit screen will be shown on the list.

16. Disposal. Whether the asset has been marked as a disposal.

17. Disposal Date

18. Sales Price

19. Gain/Loss on Disposal

20. Notes

21. Blank. Enter a blank column into the report. This is useful

for reports to inventory assets as the blank column may be used

for comments.

The following fields are also included if the company is set for

depreciation calculation.

1. Depreciation Method.

2. Life

3. Salvage Value

4. Current Depreciation Expense. Depreciation expense for the

current period only.



5. Depreciation Expense. Total depreciation expense for the

selected date range.

6. Depreciation Expense Per Period. Depreciation expense for each

period in the selected date range will be shown on the report.

7. Accumulated Depreciation. Accumulated depreciation as of the

end of the selected date range will be shown.

8. Book value. Book value as of the end of the selected date

range will be shown.

B. Search CriteriaFor the search by field, wild cards of "?" or "*" may be used. The

"?" signifies only one unknown character while the "*" signifies one

or more unknown characters. The search criteria may be entered with

or without the wild cards of "?" or "*". For example, suppose

there were 5 assets with numbers 1256, 1267, 1278, 1296, and 1389.

Entering the following search criteria in the asset number box would

result in the specified records being returned.

search criteria records returned

12?6 1256, 1296

12* 1256, 1267, 1278, 12966 (without wild cards) 1256, 1267, 1296

If no dates are entered, all dates are returned.

C. Software Limited WarrantyTo the original customer only, One Squared Productions provides the

following warranty:

LIMITED WARRANTY FOR THIRTY (30) DAYS. One Squared

Productions warrants that for the thirty (30)days following the

initial purchase, as evidenced by a copy of your receipt, or until

the software is modified by you, whichever period is shorter, that:

(1) The Software, unless modified by you, will perform substantially

the functions described in the documentation provided by One Squared

Productions. (2) If you purchased the software on disks, that the

disks will be free from defects in materials and workmanship under

normal use.

Your sole remedy under the warranty during the thirty day

period is that One Squared Productions will undertake to correct

within a reasonable period of time any reported "software error"

(failure of the software to perform substantially the functions

described in the documentation), or to replace any disks which

prove defective in materials or workmanship on an exchange basis

without charge. In order to make a claim under this warranty you

must make a request in writing describing the functions that the

software fails to perform or return the defective disks to One

Squared Productions, postage prepaid, during or within ten(10) days

after the warranty period. If One Squared Productions is unable toreplace defective disks or if One Squared Productions is unable to

provide corrected software within a reasonable time, One Squared

Productions will refund the purchase price of the software. These

are your sole and exclusive remedies for any breach of warranty.

One Squared Productions does not warrant that the software

will meet your requirements, that the operation of the software will

be uninterrupted or error-free, or that all software errors will be

corrected. Because of the various hardware and software

environments into which The Asset Manager may be put, NO WARRANTY OF



FITNESS FOR A PARTICULAR PURPOSE IS OFFERED. One Squared

Productions will have no responsibility to replace or refund the

cost of the software due to accident, abuse or misapplication.

THE ABOVE WARRANTIES ARE EXCLUSIVE AND IN LIEU OF ALL OTHER

WARRANTIES, WHETHER EXPRESS OR IMPLIED, INCLUDING THE IMPLIED

WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND

NONINFRINGEMENT. NO ORAL OR WRITTEN INFORMATION OR ADVICE GIVEN BY

ONE SQUARED PRODUCTIONS, ITS EMPLOYEES, OR ITS AGENTS SHALL INCREASE

THE SCOPE OF THE ABOVE WARRANTIES OR CREATE ANY NEW WARRANTIES.

SOME STATES DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES,

SO THE ABOVE EXCLUSION MAY NOT APPLY TO YOU, IN THAT EVENT, ANY

IMPLIED WARRANTIES ARE LIMITED IN DURATION TO THIRTY (30) DAYS FROM

THE DATE OF DELIVERY OF THE SOFTWARE. THIS WARRANTY GIVES YOU

SPECIFIC LEGAL RIGHTS. YOU MAY HAVE OTHER RIGHTS, WHICH VARY FROM

STATE TO STATE.

REGARDLESS OF WHETHER ANY REMEDY SET FORTH HEREIN FAILS OF ITS

ESSENTIAL PURPOSE, IN NO EVENT WILL ONE SQUARED PRODUCTIONS BE

LIABLE TO YOU FOR ANY SPECIAL, CONSEQUENTIAL, INDIRECT OR SIMILAR

DAMAGES, INCLUDING ANY LOST PROFITS OR LOST DATA ARISING OUT OF THE

USE OR INABILITY TO USE THE SOFTWARE OR ANY DATA SUPPLIED THEREWITH

EVEN IF ONE SQUARED PRODUCTIONS OR ANYONE ELSE HAS BEEN ADVISED OFTHE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM BY ANY OTHER PARTY.

IN NO CASE SHALL ONE SQUARED PRODUCTIONS'S LIABILITY EXCEED

THE PURCHASE PRICE FOR THE SOFTWARE.

D. Proportional Depreciation CalculationThe proportional depreciation calculation allows for depreciation

expense to be calculated based on the proportion of the period that

the asset is in service. If the company is set to calculate

depreciation on a monthly basis then the proportion is based on

days. If the company is set to calculate depreciation on an annual

basis then the proportion may be based on either days or months.

The day/mnth of disposal option only applies if the asset is

disposed of before the end of its normal life.

Example:

Let's take an asset that was placed into service on May 17, 2000 and

is being depreciated on an annual basis. The depreciation

calculation in set for Proportional -- Monthly. The following would

be the proportions for the first year of service and for the last

year of life irregardless of the Mnth of Disposal setting.

Mnth of Service enabled

First year of service 8/12 full depreciation

Last year of life 4/12 full depreciation

Mnth of Service not enabledFirst year of service 7/12 full depreciation

Last year of life 5/12 full depreciation

Now take the same asset and dispose of it on October 5, 2002. The

following would be the proportions for the first year of service and

the year of disposal.

Mnth of Service enabled

Mnth of Disposal enabled




Year of disposal 10/12 full depreciation

Mnth of Disposal not enabled



Mnth of Service not enabled

Mnth of Disposal enabled



Mnth of Disposal not enabled



E. Depreciation Methods:

1. No Depreciation: The company as a whole may be set to not

calculate depreciation on all assets. If the company is set to

calculate depreciation, any one asset may be set to not have

depreciation calculated. This allows for the entering and trackingof non-depreciable assets such as land.

2. Straight-Line Depreciation: The straight line method spreadsdepreciation expense equally over the life of an asset.

3. Declining Balance Depreciation: The declining balance method

provides for greater depreciation expense at the beginning of an

asset's life. The depreciation expense then declines each period of

the asset's life. Since declining balance depreciation is based on

a percentage of the asset's basis, the basis will not reduce to

zero.

4. User Defined Schedules: The user defined schedule depreciates theasset based on the percentages entered by the user. User defined

schedules are not subject to the purchase/disposal options as it is

assumed that these options are included in the stated percentages.

F. Depreciation Calculations

The calculation of depreciation is dependent on the following

factors:

1. Cost -- the original cost of the asset. This cost may include

installation costs, taxes, and any other costs of putting the asset

into service.

2. Salvage value -- the estimated value of the asset at the end of

its useful life

3. Prior accumulated depreciation -- this is the amount ofdepreciation that had been expensed for the asset before entry into

Asset Manager. The methodology used to calculate any previous

depreciation may produce a slightly different amount than what Asset

Manager calculates. Therefore, to assure an accurate calculation

this data is a necessary component of the calculation. Asset

Manager will include this amount and the period end date for this

accumulated depreciation amount into its depreciation calculation.

4. Life -- the estimated useful life of the asset.



Straight-Line Depreciation: For an asset that is newly entered into

The Asset Manager the calculation for straight line depreciation is:

(cost - salvage value) / life

For an asset with any prior accumulated depreciation the calculation

for straight line depreciation is:

(cost - salvage value - AD) / (life - ADL)

AD = Accumulated Depreciation

ADL = Portion of the life of the asset associated with the

accumulation depreciation

Declining Balance Depreciation: The depreciable basis for an asset

is recalculated for each period of the asset's life as follows:

cost - accumulated depreciation [- salvage value]

Salvage value is optional. See 9.d.vi

Any prior accumulated depreciation entered for the asset is includedin the accumulated depreciation amount.

The depreciation calculation for declining balance is:

depreciable basis x (1 / life) x factor

tam 21 manual

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