Summary

The Quick Asset Entry window is used to import fixed assets 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 new Quick Asset Entry batch.

• Open the Quick Asset Entry Batches window (FA> Quick Asset Entry). The Batches window will display all the open Quick Asset Entry 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 imported asset entries 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 Quick Asset Entry 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 Quick Asset Entry 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 Quick Asset Entry 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 Quick Asset Entry process.

3     Import the fixed assets.

• Open the Import Assets window (FA> Quick Asset Entry> Import).
• 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 item will display as a separate column on the .csv spreadsheet.
• Click the Submit button 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 in the Jobs Viewer. 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.

4     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 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 process (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.
• Select an asset and click the ADD 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 icon 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.
• If the Original Cost, Salvage Value, Accumulated Depreciation, Life, or Life Used fields are edited, click RECALCULATE ACCUM. DEPRECIATION or RECALCULATE USED LIFE to recalculate the accumulated depreciation or life used based on the edited values.
• Click the Remove button to remove the asset from the import list.
• Click the Submit button when complete.

5     Print the Proof List. 

• Open the Quick Asset Entry Proof List window (FA> Quick Asset Entry> Proof List).
• There are no print options for this report.
• 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 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.

6     Commit the Quick Asset Entry batch. 

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