Fixed Asset Accounts and Masking

One of the features of Fixed Assets is the ability to post cost and revenue information to other ledgers. Depending on the type of transaction, the posting could be directly to a General Ledger account, or to a Contract Status analysis or workshop analysis, for example.

The list below describes the purpose of the various accounts involved.

Purchase Control	A balance sheet control account credited when an asset purchase is entered. (Coins ERP+ debits the account when the accounts payable invoice is entered).
Disposal Control	A balance sheet control account debited when an asset disposal is entered.
B/S Capital	The balance sheet account which holds the original costs of assets: it represents the sum of all asset purchases.
B/S Depreciation	The balance sheet account to be credited with depreciation transactions.
PL Depreciation	The profit/loss account to be debited with depreciation transactions.
PL on Sale	A profit/loss account used for the difference between the book value and the actual sales amount when an asset is disposed.
Revaluation	The balance sheet account to be debited with any revaluation value.
Revaluation Reserve	The balance sheet capital reserve account to be credited with any revaluation value.
Workshop Profit/Loss	The account to record the recharge cost and revenue of a workshop job on an asset.

However, these do not necessarily refer to individual accounts. For example, you might have one purchase control account for plant assets and another for miscellaneous assets. Using account masking you can get Coins ERP+ to post transactions to different accounts depending on, for example, which group the asset belongs to, which department it belongs to, or which contract it is hired to.

Account masking allows you to leave some (or all) of the General Ledger elements unspecified, to be filled in from elsewhere. To do this, use underscores ( _ ) in place of the unspecified elements.

FA Configuration specifies the default codes for new asset groups. The default codes on new assets are built up from the codes on the group and department to which the asset belongs. If an element is filled in on both group and department, the one on the department takes priority. Note that you can change the account code on an individual asset; you do not have to use the default account.

When a transaction is entered, Coins ERP+ builds up the General Ledger account from the account elements on the asset, and the cost head determined by the transaction.

For example; if your General Ledger codes are made up of three elements department.type.account, you could set up, say, the Purchase Control account on mechanical plant asset groups to be _ _.MP._ _ ; on department 1, to be 01._ _._ _ and on a cost head for asset purchases to be _ _._ _.2070 . Then when an asset purchase is entered for a mechanical plant asset and department 1, Coins ERP+ posts the transaction to account 01.MP.2070.

Asset Group	_ _.M P._ _ _ _
Department	0 1._ _._ _ _ _
Asset	0 1.M P._ _ _ _
cost head	_ _._ _.2 0 7 0
Transaction	0 1.M P.2 0 7 0

Configuration

The Revaluation account fields are only enabled if the parameter REVALUE? is set to Y.

FA/REVALUE?

Use Revaluations (Y/N)

Do you want to revalue assets (Y or N)?

Fixed Asset Load File Format

The following file format is used by Fixed Asset Load if non-configurable is selected when loading the file.

The file must contain only data lines (no header line), and fields must be separated by a comma or a space (you specify which separator is used when you load the file). If columns are separated by spaces, all alphanumeric fields must be enclosed in quotation marks (" ").

Column Number	Description	Format	Coins ERP+ Field	Comments
1	Asset Code	x(8)	faa_code	If the FA parameter ASSFORM is not blank, the asset code is auto-generated; leave this column blank.
2	Description	x(30)	faa_desc	Mandatory if Mandatory Description is ticked when loading.
3	Group Code	x(8)	fag_code	Validated against the Asset Group table (fa_group).
4	Department Code	x(8)	fad_code	Validated against the Asset Department table (fa_dept).
5	Home Depot	x(8)	faa_home
6	Current Depot	x(8)	faa_depot
7	Serial Number	x(20)	faa_serialno	Validated to be unique if Serial No Validation is ticked when loading
8	Part Of	x(8)	faa_base	The asset code of which this asset is a part. If the other asset is being loaded at the same time, it must come earlier in the file.
9	Subgroup	x(4)	faa_sub
10	supplier code	x(8)	avm_num
11	Purchase Reference	x(12)	faa_pchref
12	Purchase Date	99/99/99	faa_pchdate	Mandatory if creating a purchase batch on load.
13	Price	>,>>>,>>9.99	faa_price
14	Minimum Book Value	>,>>>,>>9.99	faa_minbv
15	Depreciation Method	x(8)	fdm_code
16	Initial WDV	>,>>>,>>9.99	faa_wdvinit1
17	Current WDV	>,>>>,>>9.99	faa_wdv
18	Car Registration	x(10)	flt_regno
19	Make	x(8)	fmk_code
20	Model	x(8)	fam_code
21	New	yes/no	flt_new
22	colour	x(20)	flt_colour
23	Trim	x(20)	flt_trim
24	Radio	x(20)	flt_radio
25	Key Number	x(20)	flt_keyno
26	Fuel Card	x(20)	flt_fuelcard
27	Current Miles	>>>>>>9	flt_currmiles
28	Current Mile Date	99/99/99	flt_currmidat
29	Trigger Code 1	x(8)	fat_code[1]
30	Trigger Value 1	As in Trigger	ftv_value[1]
31	Trigger Date of Value 1	99/99/99	ftv_lastupd[1]
32	Trigger expiry 1	x(8)	ftv_exp[1]	The value at which the trigger expires.
33	Trigger code 2	x(8)	fat_code[2]
34	Trigger Value 2	As in Trigger	ftv_value[2]
35	Trigger Date of Value 2	99/99/99	ftv_lastupd[2]
36	Trigger expiry 2	x(8)	ftv_exp[2]
37	Trigger Code 3	x(8)	fat_code[3]
38	Trigger Value 3	As in Trigger	ftv_value[3]
39	Trigger Date of Value 3	99/99/99	ftv_lastupd[3]
40	Trigger expiry 3	x(8)	ftv_exp[3]
41	Trigger code 4	x(8)	fat_code[4]
42	Trigger value 4	As in Trigger	ftv_value[4]
43	Trigger Date of Value 4	99/99/99	ftv_lastupd[4]
44	Trigger expiry 4	x(8)	ftv_exp[4]
45	Trigger code 5	x(8)	fat_code[5]
46	Trigger Value 5	As in Trigger	ftv_value[5]
47	Trigger Date of Value 5	99/99/99	ftv_lastupd[5]
48	Trigger expiry 5	x(8)	ftv_exp[5]
49	First Analysis Code	x(8)	analysis 1
50	Second Analysis Code	x(8)	analysis 2
51	Third Analysis Code	x(8)	analysis 3
52	Fourth Analysis Code	x(8)	analysis 4
53	Depreciation Start Date	99/99/99	faa_dsdate1
54	Extended Description	x(30)	faa_xdesc
55	MID Status	x(1)	faa_road	Whether this is a road-going vehicle [values: Y(es)/N(o)/P(ossible)]
56	MID Category	x(8)	faa_midcat
57	Leased	yes/no	leased
58	Depreciation cost head	x(8)	depnch
59	2nd Depreciation Method Code	x(8)	fdm_code2
60	2nd Initial WDV	>,>>>,>>9.99	faa_wdvinit2
61	2nd Current WDV	>,>>>,>>9.99	faa_wdv2
62	2nd Depreciation Start Date	99/99/99	faa_dsdate2
63	Asset Status	x(8)	faa_status
64	Ownership Charged To Date	99/99/99	faa_ownchgto
65	Acquisition Reason	x(8)	faa_acqreason	BLANK or one of the user-defined options
66	Market Value	->,>>>,>>>,>>9.99	faa_mrktval	Override price for % of value charge caps
67	Weight	>>>,>>>,>>9.999	faa_weight
68	Ownership Status	X	faa_owntype	O,L,B,3 or X - Owned, Leased, Hire Purchase, 3rd Party or hired
69	Registration Issued By	x(8)	faa_authority	Not used in UK
70	Secondary	x(20)	faa_serial2
71	Tertiary	x(20)	faa_serial3
72	Registration	x(8)	faa_regstat	BLANK (Required), Exempt or Not
73	Load Footprint	x(30)	faa_footprint
74	Transport Class	x(8)	faa_tranclass	Only if Transport Classes defined
75	Assign To	x(8)	faa_cargo	Only if Transport Cargo Types defined
76	Maximum Load	->>,>>>,>>9.99	faa_maxload	BLANK or one of the user-defined options
77	Load Area	x(30)	faa_loadarea	Override price for % of value charge caps
78	Historical Depreciation Value	->>,>>>,>>9.99	faa_histdepn[1]
79	Historical Depreciation Value	->>,>>>,>>9.99	faa_histdepn[2]	Secondary depreciation
80	YTD Historical Depreciation Value	->>,>>>,>>9.99	faa_ytdhist[1]
81	YTD Historical Depreciation Value	->>,>>>,>>9.99	faa_ytdhist[2]	Secondary depreciation
82	Age Offset	->>,>>>,>>9	faa_ageoff[1]	The age of the asset in financial periods prior to Coins ERP+. When calculating AR depreciation, Coins ERP+ will reduce the life by the offset.
83	Age Offset	->>,>>>,>>9	faa_ageoff[2]	Secondary depreciation

Loading Assets into Coins ERP+

Create the Load File

In the Master Asset Register Load file, within the tab titled “Asset Load Format”, copy row 18 (the red line).

Master Asset Register Load
Highlight multiple rows beneath it and “Insert Copied Lines” to allow you to enter multiple Asset records.

Master Asset Register Load – Insert
In Contract Status > Setup > Setup Maintenance > Standard Cost Heads, there is a list of those Cost Heads that are Type “P” for Plant. This list needs to be exported.
Set the Search field to Default Category, enter P, and click Filter.
Click Export to export the list.
Standard Cost Heads
Copy the cost heads from the exported file.
Exported file
Paste them into the Plant Contract Cost Heads tab of the Master Asset Register Load file. Ensure that only those Plant Cost Heads which you have in Coins ERP+ are on this tab.
Master Asset Register Load file
Also check the Asset Analysis Sets are correctly set up as required, since these will filter through to the Asset Load tab.
Master Asset Register Load file
Enter the Asset details into the Master Asset Load File Register.
Master Asset Register Load file
Copy the rows that have been completed.
Master Asset Register Load file
Paste them into a new Excel document as “Paste Special > Values and Number Formatting”.
New Excel document
Save the file as a .CSV.
Save file dialogue
Close down that file and do not save it again even when prompted to do so.
Close file

Fixed Asset Load

Navigate to Fixed Assets > Administration > Fixed Asset Load.
Click the Choose File button.
Fixed Asset Load
Select the file just saved as previously shown and ensure Upload Mode is set to Check.
Fixed Asset Load
Click the Next button.
Check the Report Status queue for the report titled “Fixed Asset Load” to see if there are any issues with the load file. If there are issues, the report will detail which lines are the offending lines. Those lines will need to be corrected and re-uploaded in Check mode until they have all been checked successfully.
An example of an issue you may see on the Asset Load:
Fixed Asset Load report
Once they have all been checked successfully, re-upload in Load mode.
Fixed Asset Load
Again, check the Report Status queue for the report titled “Fixed Asset Load” to see if there are any issues with the load file. If there are issues, the report will detail which lines are the offending lines. Those lines will need to be corrected and re-uploaded in Load mode.
If there are any issues with some of the lines, only those lines will need to be re-uploaded. Some Assets will have been uploaded successfully, so do not attempt to re-upload them again; otherwise an error message will appear on the report stating the same.
Alternatively, you can delete the already uploaded assets in the FA Asset Workbench, which deletes them from the Purchase Batch so they can all be re-uploaded.
To see the Assets that have been uploaded, navigate to Fixed Assets > FA Asset Workbench.
FA Asset Workbench
Now that these Assets have been loaded into Coins ERP+, move them into the “Loaded” section of the Master Asset Register Load file.
Master Asset Register Load file
Now that the Assets have been loaded in, they need to be reported on BEFORE posting.
Asset Purchase Posting Report
Check that the Financial Period is correct BEFORE posting. If all of the details are correct (values and the Financial Period are correct), then proceed to “Post” the batch.
For the initial Asset Load where the asset purchases have already been accounted for, postings to the GL need to be switched off in FA Configuration.
FA Configuration

Purchase postings are non-reversible within the application (there is no utility or tool within the application to reverse the postings), so considerable attention must be used before posting.
Post Purchase Batch

Fixed Assets Configuration