Managing fixed assets

DMF

070714 ACCOUNTING SETUP CAPITAL ASSETS

071000 ACCOUNTING CAPITAL ASSETS *

071001 ACCOUNTING CAPITAL ASSETS MARK LINES AS CAPITAL ASSETS

071002 ACCOUNTING CAPITAL ASSETS SEARCH

071003 ACCOUNTING CAPITAL ASSETS NEW

071004 ACCOUNTING CAPITAL ASSETS MODIFY

071005 ACCOUNTING CAPITAL ASSETS DELETE

071006 ACCOUNTING CAPITAL ASSETS SELL CAPITAL ASSETS

071007 ACCOUNTING CAPITAL ASSETS IMPORT

071008 ACCOUNTING CAPITAL ASSETS PRINT

070836 ACCOUNTING PERIODIC WORKS / CAPITAL ASSETS

In Akuiteo, you can only manage linear and sliding scale amortization.

Prerequisites: you must have created a fixed asset journal within a miscellaneous transactions journal.

There are several actions to be performed in the Setup module.

Define the threshold and the journal

This enables you to define whether a purchased product will be a fixed asset (can be modified afterward in the lines of management objects).

1 Go to Tools > Setup > General setup > Accounting > Fixed assets.
2 Add the threshold.

Example

You want to enter a purchase invoice regarding a software, furniture, computer:

  • If the amount of the invoice is less than the fixed asset threshold (in euros, pre-tax), Akuiteo links it to a cost account (general accounts).
  • If the amount is more than the threshold (in euros, pre-tax), a fixed asset record sheet is automatically created.

Set fixed assets numbering

This enables you to automatically manage the numbering of your fixed assets.

Go to Tools > Setup > General setup > Company > Automatic management objects numbering.

Set up general accounts

This enables you to set up the accounts related to fixed assets.

Go to Tools > Setup > General setup > Accounting > General accounts.

Associate VAT rates

You must enter the VAT code in the relevant field beside the FA account field.

Go to Tools > Setup > General setup > Accounting > VAT management > Tax codes and rates.

Set up purchased products

1 Open a purchased product record sheet.
2 Enter the following information:
  • Fixed asset account: it is the default account that will be displayed if your purchased product exceeds the threshold; by default, this list only suggests class 2 accounts.
  • Type of capital asset: Tangible, Intangible or Financial
  • Amortization method
  • Duration of amortization: 12/24/36…120 months

Fill in the supplier record sheet

1 Open a supplier record sheet from Suppliers > Finances tab.
2 Fill in the field for the Cap. asset control account.

If the following conditions are met when entering a line in a management object:

  • The Can be considered fixed asset box is checked on the purchased product used (General tab > Capital asset section).
  • The project of the line is internal (the project can be external if the IMMO_AF_EXTERNE management rule is enabled).
  • the total amount of the line in the reference currency is more than or equal to the automatic fixed asset recognition threshold previously set up.

In this case:

  • The Recognized as fixed asset box will be checked by default (can be modified).
  • The line's account will be the one defined as the fixed asset account on the purchased product.
  • The Cap.asset control account defined on the supplier record sheet will be used.

Validating the invoice means creating the fixed asset.

When booking one or several purchase invoices (one invoice or multiple ones), if the invoice has at least one fixed asset line, Akuiteo will create N number of fixed assets record sheets for each fixed asset line.

Once the invoice is booked, the icon at the right of the Multiple Criteria section on the line indicates the fixed asset was successfully created, and enables you to quickly access it.

1 Go to Accounting > Fixed assets and start a search, then click on .
2 Enter the following information:

Source section

If your fixed asset was generated from an invoice, this section was automatically filled in. Otherwise, you only need select an invoice to fill in this section.

  • Expected: enables you to indicate the fixed assets that will be used for simulations only.
  • Invoice #: retrieves all the information from the invoice.
  • Gross value: the value taken into account when calculating grants.
  • Managed as WIP

Amortization section

This section enables you to specify all the items that will be used to calculate your grants:

  • Is amortization possible?: enables you to specify whether the created asset will be amortized
  • Commissioning: this date will be the reference date for calculating the grants
  • To amortize: cannot be entered (gross value retrieved)
  • Method: linear and sliding scale methods are available
  • Type: Tangible, Intangible, Financial
  • Duration: the amortization duration in months (up to 10 years)

Description section

This section enables you to identify your capital asset:

  • Label: the name of the capital asset
  • #: cannot be entered; it is automatically filled in using the automatic numbering.
  • Serial number
  • Internal #
  • Item / Location / Site: the items set up from the Help desk > Location menu.
  • Linked employee: the last owner, that is to say the employee who will use the associated fixed assets account.

Tracking to today section

This section allows you to see:

  • the last annuity generated in the Accounting module
  • the sum of effective amortizations
  • the net present value

Data recovery section

This section enables you, when recovering data, to retrieve fixed assets items that have already been amortized. This data will be taken into account when calculating the grants.

Note

If a grant was generated in the accounting module, you will no longer be able to access it.

Amortization plan section

Table that displays the calculation of your fixed asset's grants in real time based on the information entered.

You can choose between an annual, half-yearly, quarterly or monthly view.

Quick search of entries linked to this capital asset

From Edit > Search entry lines linked to this fixed asset, Akuiteo will display grants and transfer entries linked to this record sheet.

Modify multiple custom data

DMF

071010 ACCOUNTING CAPITAL ASSETS BATCH UPDATE

Custom data can be modified on multiple fixed assets at once.

1 Start a search and select the results to modify.
2 Right-click on the selection and click on Edit custom data.

The Modify custom data window opens.

3 Check the custom data to modify and enter the new value for each checked element.
4 Click on Validate.

Custom data are modified in the selected fixed assets.

1 Go to Accounting > Periodic works > Generating amortizations.
2 Enter the status date and validate.

Akuiteo displays the list of fixed assets with no generated entry at the status date.

The screen includes the following columns:

  • Year: from the 1st day of the accounting period.
  • Period: from the last annuity that was generated or the start date (used for the generated entry).
  • Fixes asset recognitions in progress: this column will only take into account the fixed assets that are managed as WIP and with a start date that precedes the status date.

You can scrap or transfer a capital asset from its record sheet. Go to Edit > Transfer/Scrap or Scrapping.

Two entries are generated:

  • Amortizations expense until the scrap or transfer date.
  • Transfer / Scrap entry.

Note

Entries related to payments and sales are managed in the Sales and Banking modules.