Summary

The Quick Asset Entry window is used to import fixed assets or asset accounts into the Fixed Assets module. This process is often used when a large number of assets need to be added to the system at one time.

Step by Step

1     Open or create a Quick Asset Entry batch.

• Select the Quick Asset Entry palette in FA> Quick Asset Entry. This will expand the Quick Asset Entry palette and display the steps of the process.
• Modify an existing batch or create a new Quick Asset Entry batch.
  • Select a batch number from the drop-down menu at the top of the palette to select an existing batch.
  • Select New from the Quick Asset Entry batch number drop-down menu to create a new batch. This will open the New Batch window.
    • The Batch Month and Batch Year of the Quick Asset Entry batch is used for reference only and is not necessarily the fiscal month and year the transactions in the batch will be posted to.
  • 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     Import the fixed assets.

• Open the Import Assets window (FA> Quick Asset Entry> Import).
• The Import File Type drop-down menu is used to determine which type of file will be imported.
  • Select Assets to import a spreadsheet containing general asset information. Click the Display icon to see the asset details that can be imported.
  • Select Accounts to import a spreadsheet containing asset account information. Click the Display icon to see the asset account details that can be imported.
• Enter a File Name path or click the field label to browse to the spreadsheet you would like to import.
  • The spreadsheet import file must be in comma-separated value (.csv) format. If you are importing a standard MS Excel spreadsheet, you must save a copy of the spreadsheet as a .csv file first.
• Click the Display icon to display the expected .csv file layout. Each item will display as a separate column on the .csv spreadsheet.
  • The expected import format for Asset file types is not the same as the expected format for Account file types.
• Click the Confirm icon to import the fixed asset information.
  • If the import file contains any information that conflicts with previously created or installed accounts, assets or asset details, an error message will appear and the conflicts will be displayed. For example, if an imported asset is assigned to a location that does not exactly match a location that already exists in the application, that asset will not be imported and an error message will clarify the conflict.

3     Edit the imported assets.

• Open the Edit Assets window (FA> Quick Asset Entry> Edit).
  • Each of the columns on the Edit Assets window represents a column on the import file. If all of the desired asset details were included in the import file, confirm that everything is accurate and proceed to the Proof List step. If you would like to specify additional asset details that were not included in the import file or edit any of the imported data, make those changes in this window.
  • Each column represents a field in the Fixed Asset Maintenance window (FA> Maintenance> Fixed Asset Maintenance).
    • The only column that cannot be edited on imported assets is the Asset column.
  • Columns that display the Pencil icon   can be edited by entering a different value or selecting a different value from the drop-down menu. Columns that display the Search icon   can be edited by entering a new value or by clicking the Ellipsis icon   to open a selection window.
  • The Status field is the status of the asset and can be set to New, Active or Disposed.
    • If the status of an asset is set to New, you will need to process the asset through the Install Assets window (FA> Install Asset) in order to generate depreciation on the asset.
    • If the asset is set up as Active, you will not have to process the asset in FA> Install Assets because the asset will already be installed.
  • Click on a column heading to sort the assets by that column.
  • If the Life, Life Used, Accumulated Depreciation, Original Cost or Salvage Value fields are edited, click the Recalculate icon drop-down menu to recalculate the accumulated depreciation or life used based on the edited values.
  • Highlight an asset and click the Create icon drop-down menu to attach GL accounts to the selected asset. These accounts will be used in the specified transactions.
    • By default, all imported assets will be assigned the accounts specified on the class associated with the imported assets (FA> Maintenance> Class). If the class associated with the imported assets does not specify the GL accounts, the GL accounts specified on the FA Setup window will be used (FA> Utilities> Setup> Default Accounts section). If an account is specified on the individual asset, it will override all default accounts.
    • Click the Expand button next the selected asset to edit the distribution for the attached accounts. You can attach multiple GL accounts to a single account type, but the total distribution for each account type must not exceed 100% in order for the asset to be saved.
  • Highlight an asset and click the Delete icon or press DELETE to remove the asset from the import list.
  • Click the Save icon when complete.

4     Print the Proof List.

• Open the Quick Asset Entry Proof List window (FA> Quick Asset Entry> Print Distribution Proof List).
• There are no print options for this report.
• 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 Name, Description, Class, Life, Life Used, Accumulated Depreciation and Salvage Value for each imported asset. The report will also display the type of account, account number, distribution percentage and account type total for each GL account attached to the imported asset

5     Commit the Quick Asset Entry batch.

• Open the Quick Asset Entry Commit window (FA> Quick Asset Entry> Commit).
• Click the OK button to commit the batch.
• Imported assets with a status of New must be processed through the Install Assets process before they are available in the other systems.