Summary

The Asset Readings batch process is used to enter unit readings on assets in order to depreciate the assets by unit. For example, a vehicle could be depreciated by miles with an expected life of 100,000 miles.

Asset readings should be processed before depreciation is calculated.

Step by Step

1     Open or create a new Asset Readings batch.

• Open the Asset Readings Batches window (FA> Asset Readings). The Batches window will display all the open Asset Readings batches.
• Select a batch and click DETAILS to open the selected batch.
• Select a batch and click the Delete button to delete the selected batch. Any uncommitted asset readings in the batch will be deleted.
• Click the Create New Batch button to create a new batch. This will open the Create Batch window.
  • If there are open batches in the Asset Readings process, you can create a new batch without affecting the open batches.
• The Batch Month and Batch Year fields default to the current date and are used for reference only. The batch month and batch year do not affect the transactions or journal entry date of the transactions in the batch.
• Click the Create New Batch button to create the new Asset Readings batch.

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 Asset Readings 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 Asset Readings process.

3     Import the Asset Readings.

• Open the Import Asset Readings window (FA> Asset Readings> Import).
• Readings can only be imported for active assets that use unit-based depreciation and are not included in an existing Asset Readings batch.
• Click the BROWSE button to browse to the import file or drag and drop the file into the area to the right of the button.
• Click VIEW LAYOUT/FORMAT to display the expected .csv file layout. Each reading will display as a separate column on the .csv spreadsheet.
• Click the Submit button to import the fixed asset readings.
  • If the import file contains any partial readings, if any included assets that are not set up for unit-based depreciation, or if an asset is already included in another Asset Readings batch, an error message will appear and the conflicts will be displayed in the Jobs Viewer.

4     Edit the imported the Asset Readings. 

• Open the Edit Asset Readings screen (FA> Asset Readings> Edit).
• The Edit step will display all the successfully imported asset readings.
• The Transaction Date, Consumption, and Description columns can be edited.
• Click ADD ASSET READING to create a new asset reading in the batch.
  • This will open the Fixed Asset Selection screen displaying the active assets that use unit-based depreciation.
  • Use the search criteria to filter the fixed assets and click the Select button   to add the selected fixed asset to the batch.
  • Once a fixed asset has been added to the Edit screen, you can click the Asset column to open the read-only Fixed Asset Maintenance sceen for the selected asset.
  • Update the Transaction Date, Consumption, and Description values on the new reading.
  • Click DELETE to removed an asset reading from the batch.
• Click the Submit button when complete.

5     Print the Asset Readings Proof List.

• Open the Proof List screen (FA> Adjustments> 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.

6     Commit the Asset Readings batch.

• Open the Commit Asset Readings screen (FA> Asset Readings> Commit).
• 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.