Summary

The Account Assign process allows you to modify the general ledger accounts attached to a filtered group of fixed assets. This process will delete all general ledger accounts attached to the fixed assets and replace them with the selected general ledger accounts.

Step by Step

1     Open or create an Account Assignment batch.

• Select the Account Assignment palette in FA> Account Assignment. This will expand the Account Assignment palette and display the steps of the Account Assignment batch process.
• Modify an existing batch or create a new Account Assignment batch.
  • The Account Assignment process is a single batch process, meaning you can process only one batch at a time. If there is an open batch in the process, you will not be able to create a new batch. If you would like to create a new batch, you can either delete the existing batch (highlight the batch in the batch number drop-down at the top of the Account Assignment palette and press DELETE), or you can reset the steps on the palette by returning to the first step of the process. If you return to an earlier step of the process, all of the information in the previous batch will be overwritten.
  • Select New from the Account Assignment batch number drop-down menu to create a new batch. This will open the New Batch window.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .

2     Filter the fixed assets included the batch.

• Open the Generate window (FA> Account Assignment> Generate).
• Check the toggle next to each Location of the assets you would like to include in the batch. You must check at least one location to process the batch.
  • Press CTRL+A and then press SPACE to select all of the displayed locations.
  • Locations are created and maintained on the Location Maintenance window (FA> Maintenance> Location).
  • Fixed assets are associated with locations on the Fixed Asset Maintenance window (FA> Maintenance> Fixed Asset> General tab> Location field).
• The From Item Number and To Item Number fields are used to specify an asset range that will be included in the batch.
  • Click the field labels to select the assets from a list.
• The Class and Department fields are used to filter the assets included in the batch by the class and department associated with the asset. Click a field label to select the class or department from a list.
  • Classes and departments are associated with assets on the Fixed Asset Maintenance window (FA> Maintenance> Fixed Asset> General tab> Identifiers section).
  • Classes are created and maintained on the Class Maintenance window (FA> Maintenance> Class). 
  • Departments are created and maintained on the Department Maintenance window (SS> Maintenance> Department).
• The Character fields are used to filter the assets included in the batch by the user defined miscellaneous fields.
  • Miscellaneous field labels are maintained on the Miscellaneous Field Label Maintenance window (SS> Utilities> Miscellaneous Field Labels). 

3     Add GL accounts to the batch.

• Click the Add icon to add a GL account to the Accounts section. This will open the Chart of Accounts Selection window.
  • Highlight the account you would like to add to the batch and click the Confirm icon to add it to the batch.
• Select an Account Type for the account line item from the drop-down menu.
  • Each GL account attached to fixed asset must have a specified account type. The account type determines which type of fixed asset transactions will use the selected GL account. This is a required field.
• Enter a distribution Percentage for the account. This value must be between 1 and 100.
  • You can attach multiple accounts for each account type, but the total distribution for the account type cannot exceed 100%.
• Repeat this process to add additional accounts.
• Click the Confirm icon when complete.

4     Print the Account Assignment Proof List.

• Open the Account Assignment Proof List window (FA> Account Assignment> Proof List).
• Click the Print icon   to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).
• The report will display the Asset, Description, Account Type, Account and Percentage for each line item included. A Percentage Total for each Account Type will also be included.

5     Commit the Account Assignment batch.

• Open the Commit Account Assignment window (FA> Account Assignment> Commit).
• Click the Confirm icon to commit the batch.
• If any of the assets included in the batch are associated with uncommitted transactions, you will not be able to commit the batch. The Jobs Viewer Exceptions window (SS> Utilities> Show Scheduled Jobs> Detailed Error Message icon) will display the process and batch number for each asset that includes uncommitted transactions.