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 the Account Assignment page.

• 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 Account Assignment 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 by clicking the Delete icon on the batch tile, or you can reset the steps in the batch by returning to the first step of the process. All of the information in the batch will be overwritten. For example, if the Proof List has already been generated for the account assignments in the batch, returning to the Generate step and entering a new account assignment will reset the steps on the process.
• If there are no open batches in the process and you would like to create a new batch, click the Create New Batch button. This will open the New Batch view. The batch number, batch month, and batch year of the batch are for reference purposes only.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Account Assignment process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Account Assignment process.

3     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.
  • Check the Select All toggle 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 search buttons 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 search buttons 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).

4     Add GL accounts to the batch.

• Click ADD ACCOUNT 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 Select button 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 Submit button when complete.

5     Print the Account Assignment Proof List.

• Open the Account Assignment Proof List window (FA> Account Assignment> Proof List).
• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select PDF to print the report in the default Springbrook format.
  • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • 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.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.
• 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.

6     Commit the Account Assignment batch.

• Open the Commit Account Assignment window (FA> Account Assignment> Commit).
• A message will display asking you to confirm you would like to commit the batch. Click the Continue button to commit the batch.
• Click the Continue button or press ENTER to commit the batch.  
  • If you click the Cancel button, you can still commit the batch via the Commit button.
• 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.