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					Contents
Overview
Introduction
ConCentRICs Accounting

Fixed Assets
Fixed Assets Main Menu
Fixed Asset Reports
Equipment Purchases
Fixed Asset Inquiry
Vendor Inquiry
Report Wizard
Process Equipment
Depreciation Process
Inventory Process
Fixed Asset Control
Table Parameters
Post Journal

Common Functions
Item Selection
Sort Selection
Fixed Asset Maintenance

System Agent
Standard Operation
Advanced Topics

Setup
Overview
Installation

Introduction
Purpose



ConCentRICs for Windows Accounting - Fixed Assets   Error! No text of specified style in document.  1
Depreciation Methods
Annual Inventory
Where to Start

Purpose
The purpose of Fixed Assets is to track assets in the property, plant, and equipment classifications. This
includes those assets having physical substance (i.e., they are tangible) that were acquired for use in
operating the business rather than for resale as inventory items or simply held as investments. Typically, they
include buildings owned; land on which the buildings reside; and equipment, tools, furniture and fixtures used
in operating the business. They are long-lived and are used in the production and/or sale of other assets or
services. Fixed Assets, with the exception of land, are depreciated over time as they are used, their initial cost
is apportioned to expense over their estimated useful lives. This apportionment of cost over useful live is
known as Depreciation. Land is not depreciated because it does not wear out as do machinery, buildings, and
equipment.

Depreciation Methods
The ConCentRICs Fixed Asset application current supports four of the most popular depreciation methods:
Straight-line, Sum-of-the-digits, Declining Balance, and Units of Production. The system allows you to use
different methods for different assets. This will allow you to choose the most appropriate method for each
particular asset. You can also set an asset to a No Depreciation setting for such things as land.

More:
Straight-line
Sum-of-the-digits
Declining Balance
Units-of-Production
Straight-line
The straight-line method is the simplest and most frequently used method from computing depreciation. By
this method, the total depreciation or "wearing" value is divided evenly among the years of useful life. This
means that the same amount of depreciation is charged every year. The straight-line method is the
recommended method you should use, provided the asset is kept for the expected number of years.
Most machinery actually undergoes greater depreciation during its early years and less depreciation during the
later years. If for some reason the machine is disposed of earlier than expected, the book value on a straight-
line depreciation schedule may be considerably higher then the actual market value.
Sum-of-the-digits
This method is also called the Sum-of-the-years-digits, or the Sum-of-the-periods, or SYD method. This is an
accelerated depreciation method. This method distributes the depreciation or wearing value unevenly among
the years, with the greatest depreciation occurring during the first years.
This effect is accomplished by applying a successively smaller fraction each year to the original cost of the
asset less the estimated salvage value. The denominator of the fraction, is the sum of the digits representing
the years of life and remains a constant. The numerator of the fraction, which changes each year, is the
number of remaining years of life.
Declining Balance
This method is also called the double-declining balance, constant per cent, or DDB method. This is an
accelerated depreciation method, and comes directly from a provision in the United States Internal Revenue
Code. For income tax purposes, accelerated deprecation is permitted, but the depreciation expense for each
period may not be more than double the rate that would result under the straight-line method, ignoring residual
or salvage value. This is the only method that ignores salvage values. Since this approach is permitted for
income tax purposes, and because it gives a significant accelerating effect, it has been used widely on tax
returns. It is considered by many accountants as unsound conceptually.
This method is appropriate for accounting and financial reporting in situations in which the decline in
productivity or earning power of the asset is proportionately greater in early years of its use than in later years.
Further justification for its use in based on the tendency of repairs to increase with the age of an asset. The
reduced amounts of depreciation in later years are therefor offset to some extent by increased maintenance
expenses.
The Declining Balance depreciation is calculated using the same rate or percent each year. That rate would be
double the straight-line rate for the first year. The current year's depreciation is found by multiplying the
constant rate times the previous year's book value. Thus the annual depreciation decreases in direct
proportion to the decrease in book value.
Units-of-Production
This method is also called the Productive-output method. This method relates depreciation to the estimated
productive capacity of the asset. Depreciation is first computed for an appropriate unit of production or use,
such as hours, miles, or number of operations. The depreciation for each period is then determined by
multiplication of the unit depreciation by the number of units used during the period.
When the amount of usage of a fixed asset item varies considerably from year to year, the units-of-production
method is more logical that the straight-line method. It may yield better allocations of cost against periodic
revenue. It should only be used where the output of the asset can be measured realistically and where the
economic utility of the asset to the facility tends to decrease with productive use rather than the passage of
time. Despite these conceptual and practical advantages, it is not widely used. This could be due to the fact
that it takes extra work each depreciation period to use this method. You will need to collect the current
measurements for each asset, for each period. This could mean getting odometer readings from every
vehicle. Then these measurements need to be entered into the Fixed Asset system, for each and every
depreciation period.

Annual Inventory
A physical count of the assets should be conducted at least once a year. The main reason for this is so you
can make sure you have all the assets you are suppose to have. This will help determine if any assets are
lost, stolen, or are damaged enough to be useable. It is highly recommended that you use some sort of
external data collection device to make this easier. There are a number of devices available that can be
interfaced to work with the ConCentRICs system.
You could put bar code labels on all of the assets. At inventory time you could use bar code readers to read
the labels on all the assets. The data from the bar code reader could then be read and processed by the



ConCentRICs for Windows Accounting - Fixed Assets           Error! No text of specified style in document.  3
ConCentRICs system. There are disadvantages with this option. The scanner must be taken to each item, the
bar code label has to be found and made accessible, and each label needs to be scanned successfully. It is
not very easy to successfully scan bar codes labels especially if they are on curved services. Also high use
assets may have the bar code warn off or damaged, so that it is unreadable.
There are more high tech abilities available today. You could attach very small micro chips to all of the assets.
This could include lots of information. It is possible to include the entire fixed asset record onto one of these
micro chips. You can then use a special scanner and pass it near the asset and it will read the information on
the chip. The data from the scanner could then be read and processed by ConCentRICs. This technique is
more expensive, but it has other advantages. Stationary scanners could be placed in the door ways, and you
can be warned automatically if any of the assets are leaving the facility, even it if was inside someone's create.
It does not matter what technique you use to collect the inventory information, but it is highly recommended
that you use some sort of data collection device for this process. It is possible to take a manual count of the
assets, but this could take much longer in time and man power to conduct an inventory.

Where to Start
If ConCentRICs Accounting has not been setup at all, then the General Ledger is the first Accounting
application required to be setup. You will need to follow the Setup Instructions in the Setup chapter for the
initialization details. This should be done by the Department Manager and the System Administrator.
If this is the first time you are using the Fixed Asset application then you need to look at the ConCentRICs
Accounting book first. These are the common accounting functions used through out ConCentRICs
Accounting. Many of the options in this book will reference the features in the ConCentRICs Accounting book.

ConCentRICs Accounting
Purpose
Common Accounting Functions

Purpose
The purpose of ConCentRICs Accounting is to describe the accounting functions that appear through out all
ConCentRICs Accounting applications. These common accounting functions may also be called from other
applications within ConCentRICs that have links to ConCentRICs Accounting.
It is not the intent of this book to duplicate any part of ConCentRICs Accounting book. The ConCentRICs
Accounting book is a supplement to this book. The sections in the ConCentRICs Accounting book would be
repeated many times in this book. In order to reduce the massive volume of information, the common
functions are all summarized in the ConCentRICs Accounting book instead of this one.

Common Accounting Functions
The common Accounting functions described in this manual are Change Accounting Fund/Year, Account
Selection, Event Selection, and Journal Posting.

More:
Change Accounting Fund/Year
Account Selection
Event Selection
Journal Posting
Change Accounting Fund/Year
ConCentRICs Accounting is set up to work with an unlimited number of Accounting Funds. You can think of
Accounting Funds as another set of books within the same organization. One could be a General Fund,
another could be a Construction Fund, and another could be an Expansion Fund. Each Fund is keep in a
separate set of data files. Each Fund is maintained separately and have their own set of accounting years,
Chart of Accounts, controls, and accounting transactions.
Each Fund has it's own set of Accounting Years. Accounting Years are used to store the data for a single
fiscal year, which may expand over two calendar years. The Accounting year will be the year ending year. If
the fiscal year is July 1998 thru June 1999 then the Accounting Year would be 1999. If the fiscal year is
January 1998 thru December 1998 then the Accounting Year would be 1998.
Account Selection
When ever an account number is required the system will verify it is a valid account number. Normally this is
done in the system by giving you a list of all the possible entries and just letting you scroll through the list until
you find the one you want and select it. It is not that easy with Account Numbers. The number of accounts
could be in the thousands and the list would be too long to use easily. That is why when an account number is
entered you go into an Account Search mode instead of just having a simple list.
Event Selection
When ever a specific Event is required an Event Selection is started automatically. If you know the event id of
the event, you could just type it in, and the system will then verify the event that belongs to that number. If you
do not know the event id you then enter the first possible date the event was in the facility and the last possible
date the event was in the facility, and the system will then list all the events with in that period and you can
select the event you want from the list.
Journal Posting
All transactions in the ConCentRICs Accounting system go to journals first. There are a number of different
journals that allow the transactions to be separated by subject to allow for easier control and balancing. The
purpose of Journal Posting is to allow the accounting department to review the transactions before they are
posted to the General Ledger. If there are any adjustments to the transactions, they can be made before it is
posted. When the journal is approved it can then be posted. If the transactions are to be sent to a third party
package, then the output file is also generated when the journal is posted to the General Ledger.

Fixed Assets Main Menu
Icon Menu Screen
Modules Menu
Functions Available




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Icon Menu Screen
The first window that appears after starting Fixed Assets is the main menu icon screen. This screen will
appear as follows:




Start any of the functions by double-clicking the icon, or highlighting the icon and press ENTER.
The icons have been laid out logically. The options on the first row are the report and Inquiry options. These
are the options you would use most often. The second row contain the Processing options, and these would
only be used occasionally and some just once a year. The bottom row are the control options that you would
use to initially set up Fixed Assets, and then may never use again. The bottom row also contains the Post
Journal option, which may never be used, but if it is used, it would only be needed once a year. Logout is the
last icon in all ConCentRICs applications.
The "+" button on the tool bar and the Add Entry option on the Edit menu are active on the main menu. This
will allow you to enter a new Fixed Asset without having to run any options.

Modules Menu
The Modules Menu on the menu bar will appear as follows when it is pulled down:
Start any of the functions by clicking on the appropriate function, or arrow down until the appropriate function is
highlighted and press ENTER. You may also use the accelerator keys. Press and hold down the ALT key
press the letter M and the letter underlined above. For example if you want the Fixed Asset Reports… function
then you would press and hold ALT, press M, press R, release the ALT key. While the menu is pulled down
you may also use your up and down arrow keys to highlight the function you want then press ENTER.

Functions Available
The functions available in Budget Information are: Fixed Asset Reports, Equipment Purchases, Fixed Asset
Inquiry, Vendor Inquiry, Report Wizard, Process new Equipment, Depreciation Process, Inventory Process,
Fixed Asset Control, Table Parameters, and Post Journal. There is a description of each function within this
chapter. You can select the functions using the icons, module menu, or the appropriate accelerator keys.

Fixed Asset Reports
Overview for Fixed Asset Reports
Fixed Asset Reports Dialog Box
Fixed Asset Report Lists

Overview for Fixed Asset Reports
The purpose of Fixed Asset Reports is to generate a pre-defined report. All reports are defined with the Report
Wizard option. Once a report is defined it can be generated over and over by anyone using this option.
You will be presented with a list of all of the reports currently defined. You will be able to change the title,
selection, and sort criteria for any of the reports. If you are not sure which report to use, you may be able to
see a description of the report.
Once the report is produced you will be able to double-click on any fixed asset item on the report and see the
value of all the fields for that item. If your security is high enough you will be able to maintain the fields as well.

More:
Fixed Asset Report Security Requirements
Starting Fixed Asset Reports




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Fixed Asset Report Security Requirements
You can view any of the reports with Read Only or higher access. You will be able to double-click on any fixed
asset item with any access. If your access is Normal or higher you will be able to perform maintenance on the
Fixed Asset item. If you security is less than Normal, you will be able to get to the maintenance screen, so you
can see all of the fields, but all the fields will be in a Read Only state, and you will not be able to change any of
the fields.
Starting Fixed Asset Reports
When you start this option the Fixed Asset Reports dialog box will appear.

Fixed Asset Reports Dialog Box
The Fixed Asset Reports dialog box will appear as follows:




The list box at the top of the dialog box will show each of the reports pre-defined for Fixed Assets. You can not
define a report with this option. You must use the Report Wizard option to define the report. The selected
(highlighted) report name is the active report. The system will automatically select the first report in the list.
The selected report will control the buttons at the bottom of the dialog box. All of the buttons will pertain to only
the active report. These buttons let you review and/or change different aspects of the report. These are
optional. If you wish to produce the report with all the default criteria you could select the report, and push the
OK button or just double-click on the report name and the Report will be created right away. Each of the
optional buttons are described in detail below.

More:
Change Title
Item Selection
Sort Selection
Rebuild the Report after Maintenance
Report Description
Change Title
This button will allow you to change the default title for the report. The default title will be the name of the
report followed by the name of the current accounting fund. The following dialog box will appear with the
default title:




You can type any report name you would like in the text box. You must enter a report title of some kind, but it
can be anything. There is no limit to the number of characters you use for the report title, just remember that it
needs to fit on the paper size you select.
Item Selection
This button will allow you to review the default record selection for this report. You can change the default
selection, or pick another pre-defined selection, or create a selection just for this creation of the report. Any
changes you make to the selection criteria with this button, will only apply to the current creation of the report,
and will not change the report defaults. This will allow you to make one time changes or slight adjustments
each time the report is run, but will always come back to the base criteria when you run the report again. This
way you always have known criteria when you start a report. You would normally change the default criteria
with the Report Wizard option, but you can change it here, if you start with the default pre-defined selection,
make the changes to it, and then push the Save button.
The Item Selection process is used is several places in this application. Rather than repeating it several times
in this manual, Item Selection has it's own section in the Common Functions chapter.
Sort Selection
This button will allow you to review the default sort selection for this report. You can change the default sort, or
pick another pre-defined sort, or create a sort just for this creation of the report. Any changes you make to the
sort criteria with this button, will only apply to the current creation of the report, and will not change the report
defaults. This will allow you to make one time changes or slight adjustments each time the report is run, but
will always come back to the base criteria when you run the report again. This way you always have known
criteria when you start a report. You would normally change the default criteria with the Report Wizard option,
but you can change it here, if you start with the default pre-defined sort, make the changes to it, and then push
the Save button.
The Sort Selection process is used is several places in this application. Rather than repeating it several times
in this manual, Sort Selection has it's own section in the Common Functions chapter.
Rebuild the Report after Maintenance
This button will only appear if you have security high enough to perform maintenance. If this box is checked,
then the report will be regenerated every time the maintenance activity is performed. If the box is not checked
then the records will be updated in place. There is a trade off when you use this button. When the box is not



ConCentRICs for Windows Accounting - Fixed Assets            Error! No text of specified style in document.  9
checked the maintenance will operate much faster. This is the recommended method when you are using the
report to perform a number of maintenance activities. When you use the maintenance in this way, the updated
or added record will be added to the report and any deleted record will be removed from the report, but the
totals will not be updated. If the change made would eliminate it from the report completely or would have
changed it's sort position, then this will not be reflected. When records are added they will appear at the
bottom of the report.
If the button is checked then the updated record would appear in the correct place on the report, and any
totals will be updated. Since the report is regenerated after each maintenance activity, then this will cause a
delay after each maintenance activity.
Report Description
When you press this button, a description of the report will appear as follows:




The report name will appear on the top of the dialog box. The description of the report will be shown in the
body of the dialog box. If all of the description does not fit in the box provided, as in the case with this
example, then place your cursor in at the bottom of this box and cursor down to see the rest of the description.
This is a read only dialog box. You will not be able to change any of the information on this dialog box. It does
not matter if you use the OK or Cancel button at the bottom of this dialog box, since this is a read only dialog
box they both have the same function, and this is to exit the dialog box.
The description that appears is one that was entered by the person who created the report. This is an option
area, and not every report could have a description. If the report does not have a description then the Report
Description button would be dim and inactive. If you want to add or change a description, that must be done in
Report Wizard.

Fixed Asset Report Lists
While the report is being produced, a status box will appear as follows:
This is a modeless dialog box and will go away automatically at the end of the report process. The text in this
box will change, and will let you know what it is doing during the Report creation. If any step of the process is
taking too long, then you can push the Cancel button. The first thing the report does is initialize and open it's
files. If you Cancel during this time, the report will end immediately. The next step is the record selection. If
you push Cancel during the record selection, then the report will stop selecting records at that point and move
to the next step in the process. This way you can see what records were found by the time you hit the Cancel
button. The next step is the Sort. If you push Cancel during the Sort process then it will stop sorting records at
that point, and will go on to the next step with the records that have been sorted so far. The last step is the
Building of the Report lines. If you push Cancel during this step, then the report will be shown with the report
lines built to that point. If you truly want to Cancel the entire report, you may have to use the Cancel button
more than once, but never more than 3 times. In this case push the Cancel button each time the text in the
box changes, until the status box disappears.
The report will appear with the columns specified for this report. The columns that appear and the order they
appear are determined when the Report was defined with Report Wizard. Each Fixed Asset item will appear
on it's own line. A single fixed asset may take more than one line, if the fixed asset comments are included in
the report. If a column is indicated as a total column, then the total of all entries in that column will appear at
the bottom of the report. If any of the sort fields were indicated as break points, then a sub total will appear at
every break point.
You can see the detail for any fixed asset item by double-clicking on the item. This will bring up the
maintenance dialog box for that item. If you have low security then all the fields on this dialog box will be in
read only mode. If your security is high enough, you will be able to perform maintenance from this dialog box.
The maintenance can actually be called up from a number of options, so the details for Fixed Asset
Maintenance is described in it's own section in the Common Functions chapter.

Equipment Purchases
Overview for Equipment Purchases
Equipment Purchase Report

Overview for Equipment Purchases
The purpose of Equipment Purchases is review upcoming purchases that will effect the Fixed Asset system.
This option will look at the information in the Accounts Payable application. It will look at all outstanding
purchase requisitions and any purchase order that has been issued and not yet received. Any item that is
assigned to one of the Fixed Asset account numbers will be reported. This will allow you to see any of the new
purchases that should be included in Fixed Assets. This will let you plan for upcoming Fixed Asset
requirements.
The report that is produced will show the basic information for each of the items. You can double-click on any
of the report lines and see the full detail of the purchase requisition or purchase order that the item came from.



ConCentRICs for Windows Accounting - Fixed Assets Error! No text of specified style in document.  11
In order for this option to work properly all of the accounts numbers that are used for fixed assets must be
identified to the system. This must be done before you can use this option for the first time. You would define
these account number in the Fixed Asset Control option.

More:
Equipment Purchases Security Requirements
Starting Equipment Purchases
Equipment Purchases Security Requirements
This option contains no maintenance activities. This is a report option only. You can use all aspects of this
option with Read Only or higher access.
Starting Equipment Purchases
When you start Equipment Purchases there are no questions asked. The report will be produced
automatically. This report may take some time to produce, depending on the number of outstanding Purchase
Requisitions, and Purchase Orders. The system will look at all purchase orders for the current and previous
years.

Equipment Purchase Report
The report will show five columns. The first column will show the description of the item being purchased. The
second column shows the control number. If the number is followed by an "R", then the number is a Purchase
Requisition number, and if the number is followed by a "P", then the number is a Purchase Order number. The
third column will show the quantity of the item that was ordered. The fourth column will show the price of each
item, and the fifth and last column will show the total price of all items.
You can double-click on any report line and see the detail of the Purchase Requisition or the Purchase Order
that is being referenced. This would be the same display that would be produced from Vendor Inquiry. This is
a read only display and you will not be able to perform any maintenance from this point.

Fixed Asset Inquiry
Overview for Fixed Asset Inquiry
Fixed Asset Inquiry Dialog Box

Overview for Fixed Asset Inquiry
The purpose of Fixed Asset Inquiry is to go directly to the details of a Fixed Asset item, when you already
know the specific fixed asset item you want. This option will allow you to enter a decal number or an internal
reference number. The Fixed Asset maintenance dialog box will then appear for that specific item. The decal
or internal number must exist or you will get an error.
If your security is high enough you will be able to perform maintenance from this option, otherwise it will be a
Read Only option. This is a view option only, and no printable report is generated by Fixed Asset Inquiry.

More:
Fixed Asset Inquiry Security Requirements
Starting Fixed Asset Inquiry
Fixed Asset Inquiry Security Requirements
You can view any fixed asset item with a Read Only or higher access. You will be able to perform
maintenance on the fixed asset item with a security of Normal or higher. You will need to have a Manager
level to delete an asset from this option.
Starting Fixed Asset Inquiry
When you start this option the Fixed Asset Inquiry dialog box will appear.

Fixed Asset Inquiry Dialog Box
The Fixed Asset Inquiry dialog box will appear as follows:




This dialog box will let you enter a Decal Number or an Internal Reference Number. It will then search for that
specific fixed asset item. When the asset is found then the standard Fixed Asset Maintenance dialog box will
appear for that asset.
With this dialog box you should enter either a Decal Number or Internal Reference Number, but not both. If
you enter both then the system will only use the Internal Reference Number since it is faster internally to the
system. You should use Decal Number must of the time, since most of the assets should have this number
attached to them somewhere. The only reason to use the Internal Reference Number is for those assets
where the Decal Number is not required, such as a building or property. The Internal Reference Number is the
number that appears above the Cancel button on the Maintenance dialog box, and it can also be produced in
a Fixed Asset report.
If the number you enter here is not found on the system, then the following message box will be shown:




If you push the Yes button then the search will begin again. If you push the No button then the Fixed Asset
Inquiry option will be terminated, and you will be returned to your previous activity.
When an inquiry is successful you will be shown the standard Fixed Asset Maintenance dialog box. You can
do what ever you like on this dialog box and then you end that dialog box by pushing the OK or Cancel
buttons. When you do the following message box will appear:




ConCentRICs for Windows Accounting - Fixed Assets Error! No text of specified style in document.  13
This will allow you to inquiry another Fixed Asset item without returning to the menu. If you push the Yes
button then you will be asked for another Fixed Asset number, basically starting the entire Inquiry again
automatically. If you push the No button then the Inquiry process will be finished, and you will be returned to
your previous activity.

Vendor Inquiry
Overview for Vendor Inquiry
Vendor Inquiry Report

Overview for Vendor Inquiry
The purpose of Vendor Inquiry is to show all the activity for any company in the current fund. This option will
allow you to select any vendor you do business with. The system will show you every outstanding Purchase
Requisition and Payment Request for that vendor. As well as every Purchase Order and Bank Check issued to
that vendor. This will be a comprehensive list of activity. It will span checking accounts and fiscal years. That
means that any activity you have done with this vendor since the beginning of time will be listed by this option,
as long as that activity is still stored on the computer system. It will show the most current activity first, and the
oldest activity will appear at the bottom.
This option is very helpful to the review the status of any one vendor. You can match invoices received with
invoices paid, and help check for any outstanding activity. This can be an aid to audit a vendor. This is the one
place where all the activity for the vendor can be viewed in one place. This could also be used to answer any
questions from vendors on the status of a Purchase Order, Invoice, or Payment.
Once a vendor has been selected you will be shown a summary list of that vendor's activity. Each activity will
be a single line on the summary. You can see the detail for any of the individual activities by double-clicking on
it. You will see all the detail information for the Purchase Requisition, Payment Request, Purchase Order, or
Bank Check that you select. You can not perform maintenance on any of these items with this option.

More:
Vendor Inquiry Security Requirements
Starting Vendor Inquiry
Vendor Inquiry Security Requirements
Anyone with Read Only or higher access will be able to use all of the features in this option. You will be able to
see all the vendors, all the activity for the vendor, and also see the detail for that activity. Since no
maintenance activity is performed, then no other security level is required.
Starting Vendor Inquiry
When you start Vendor Inquiry the standard Name and Address Search screen will appear as follows:
This search will start out in Company Name mode, since most vendors are listed by their company name. You
can change this to Last Name mode if you are looking for an individual you do business with. You just need to
enter a few letters of the vendor's name. The list will get smaller and smaller as you enter each letter. As soon
as you see the name of the vendor you need you can select it and push the OK button, or you can just double-
click on the name.
After you select a name a dialog box similar to this one will be displayed:




ConCentRICs for Windows Accounting - Fixed Assets Error! No text of specified style in document.  15
You should first verify that this is the correct vendor you were selecting. You can push the Cancel button if it is
the wrong vendor, or the OK button if it is the right vendor. You may also make any appropriate changes to the
address or phone numbers at this point.
Once you accept the name the Vendor Inquiry Report will be displayed

Vendor Inquiry Report
The Vendor Inquiry Report will list all the activity for the selected vendor. The name of the Vendor will appear
in the title. It will say "Vendor Inquiry -" and the name of the vendor. All the activity items will be listed in
chronological order. The most recent item will be listed first. The oldest item will be listed last.
The report has five columns. The first column will show the date of the activity. The second column will show
the type of activity. The third column will show the control number for that activity, the fourth column will show
the amount, and the fifth and last column will show References to help identify the activity. The information
that appears in the Number and Reference columns depend directly on the type of activity. The chart below
will show the possible meanings of these columns.
 Type Description              Number              Reference(s)
PoReq Purchase               Requisition          Requisition Description
      Requisition            Number
CkReq Payment Request        Request Number       Invoice Numbers on this
                                                  request
PO       Purchase Order      PO Number            Purchase Order Description
Check    Bank Check          Check Number         Invoice Numbers paid by this
                                                  check

Each line on this report represents one activity. You can get the detail for any of these activities by double-
clicking anywhere on the activity line. This will leave the Vendor Inquiry summary in it's own window, and will
open another window to show the detail Purchase Requisition, Payment Request, Purchase Order, or Bank
Check that you selected. Since each detail selection appears in it's own window, this means that you can go
back to the Vendor Inquiry window and click on another activity and open another window. This will let you
compare different items at the same time, by putting the windows next to one another.
All of the windows views are printable, but they print as they are shown in the window. They do not print in the
same format as the original forms. You will not be able to do a reprint of the original form from this option. This
option is only meant to show the detail information for the activity in a consolidated readable format, and
should not be used as a forms generator.

Report Wizard
Overview for Report Wizard
Report Wizard List
Copy Reports
Report Wizard Maintenance
Total Formula
Report Wizard Form Maintenance
Overview for Report Wizard
The purpose of Report Wizard is to pre-define the reports that will be used in the Fixed Asset application. A
predefined report is made up of three sections, The Body, the Sort, and the Selection.
The Body of the report indicates what the columns on the report will be. Each field of a Fixed Asset item is
available as a column. When you define the Body of the report, you are picking the fields that will be reported
and what order they will appear across the page.
The Sort indicates in what order the Fixed Assets will be arranged. Any field in a Fixed Asset item could be
used for the sort. The fields being used for the sort do not have to appear on the report. Any sort field could
also be a break field. A break field will cause the report to stop and produce sub-totals when ever the value in
this field changes. This could be used to create a sub-total by department.
The Selection indicates which fixed asset items will be used on the report. Any field in a Fixed Asset item
could be used for selection. Each field type will allow you to make specific sub-selections. The number,
amount, and date fields will allow a minimum and a maximum. The Text fields will let you select specific text,
the Name and Address fields will allow you to select specific names, and the Table fields will let you select the
codes you want to see within the table. You can use any combination of fields types in a single selection.

More:
Report Wizard Security Requirements
Starting Report Wizard
Report Wizard Security Requirements
You can view and print a list of pre-defined reports with Read Only access. You will need a security level of
normal or higher to add or change a report. You will need to have a security level of System or higher to delete
a report. You can also delete a report if you were the one that originally created it.
Starting Report Wizard
When you start this option the Report Wizard List will be show immediately without any questions being asked.

Report Wizard List
This will list every pre-defined report created with Report Wizard. It will show the name of the report along with
the width of the report and the number of lines defined. The Number of lines are only defined on Form and
Label reports, so this field will be blank for List reports.
In order to perform maintenance on any of the reports, just double-click the report name. If you double-click on
a List Report then the Report Wizard Maintenance will be started. If you double-click on a Form or Label
Report then the Report Wizard Form Maintenance will be started.
If you want to add a new report then push the "+" button on the tool bar, or use the Add Entry option on the
Edit menu. We will need to know the type of report you are going to create so the following dialog box will
appear:




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Each radio button on this dialog box represents each of the different possible type of reports. Select the type
of report you would like to produce and push the OK button. The appropriate List or Form maintenance will be
started automatically.
The Copy Report option will allow you to create a new report from an existing report. This would be a good
option to use if you want a new report that is very similar to a report that already exists. See the Copy Reports
section for more details.

Copy Reports
When push the Copy Report button the following dialog box will appear:
This will list every fixed asset report defined in the system for every organization. The first column will show
the organization where the report is defined. The second column will show the name of the report and the last
column will show the type of report. You can select the report you want to copy and push the OK button or you
can double click on the report line.
A new report will be created of the same type. It will match the original report in every way. If you make a copy
of the report within the same organization then the title will be changed to "Copy of" plus the original title so
you can tell the two reports apart.
Once the report is copied you will be taken to the appropriate maintenance screen for that report type. You
can start editing the copied report immediately. Make any changes for the new report and push the OK button.
Be sure to change the title of the report if you have "Copy of" in the beginning of your title name.

Report Wizard Maintenance
The Report Wizard maintenance dialog box will appear as follows:




Everything required to maintain a report is contained right here on this one dialog box. The dialog box is laid
out in five sections, and it is important to understand the different functions of each of these sections in order
to use Report Wizard properly.
Section 1 is the top of the dialog box. This controls the overall report. This is where you name it, enter a
written description for it, and set the Sort and Selection criteria.
Section 2 is the Report Columns list box on the left. This will show all of the columns currently defined for the
report. They are shown in the order that they will appear on the report, even though they are listed top-down.
The first column listed on top will be the first column on the left. The last column listed on the bottom will be
the last column on the right. This also controls the active detail column. The column that is highlighted in this
list box is the active detail column. You can change the active detail column by just single clicking anywhere


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on the column line you would like to make active. You can change any detail column by double-clicking on it in
this list box.
Section 3 are the four buttons next to the Report Columns list box. This controls the adding, deleting and
movement of an individual detail column. The Add button will move the contents of Column Details (section 4)
to the Report Columns list box (section 2). It will be added immediately after the current active column and will
become the new active column. The Delete button will remove the current active column and the line below it
will be the new active column. The Move Up button will take the current active column and make it switch
places with the line above it. It will continue to be the active column. The Move Down button will take the
current active column and make it switch places with the line below it. It will continue to be the active column.
Section 4 is the Column Details section on the right side of the dialog box. This defines and controls all
aspects of an individual detail column.
Section 5 is the standard OK, Delete, and Cancel buttons at the bottom. These do perform their standard
functions. It is important to note though that these control the Report itself. Make sure you make all
appropriate changes to the detail columns and the entire report is just the way you want it before you use
these buttons. The OK button will save all changes to the report at one time. The Delete button will delete the
entire report and the Cancel button will not apply the changes made to any and all detail columns. There are
two special buttons called List Specs. and Run Report which are described below.
Each of the controls in this dialog box are described below:

More:
List Specs.
Run Report
Report Name
Control Number
Report Description
Report is X columns wide
Sort Selection
Item Selection
Report Columns
Add
Delete
Move Up
Move Down
Column Details
Column Name
Column Label
Column Size
Column Alignment
Total this column
Show as Money / with Commas
Name Field
List Specs.
The List Specs. button will save the dialog box just like pushing the OK button and will display a window with
all of the report specifications. It will list each field on the report and all the settings for the field. At the end of
the report it will show the total width, preset sort, preset selection, and the owner of the report. The description
of the report will appear below that. This window can be printed to keep a hard copy of the report
specifications.
Run Report
The Run Report button will save the dialog box just like pushing the OK button and will generate a report
based on this definition. It will generate the report without asking any questions. If the report has a sort and/or
selection preset then the report will be generated using the preset values. If there is no selection criteria
specified, then the first 12 assets found will be used for the report. You could use this button to test the report
after you create or change it.
Report Name
This is a description that you would give to the Report. It can be up to 30 characters in length. It should be a
name to help easily identify what it will do, and keep in mind that this name will also be used as part of the
default report title.
Control Number
Between the Report Name and the Report Description there will be a number or the word "New". The number
is the internal system control number for this report. The number only appears for reference purposes. If you
are creating a new report, it is not assigned a number yet so the word "New" will appear.
Report Description
This button will allow you to enter a text description for the Report columns. Even though this feature is not
mandatory it is highly recommended that you enter a description for the Report to help identify it. The Report
Name can only be 30 characters, which is enough to identify it, but not enough to explain what it does and the
purpose for creating it. This will allow you to enter an unlimited number of characters to fully explain the
Report. When you push this button the following dialog box will appear:




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The Report Name box at the top of this dialog box is a read only box to help identify the Report for this
description. The Description itself is free form entry that should give a detailed explanation of the report, the
purpose of the report, and possibly how it should be used.
Report is X columns wide
The system will automatically maintain this line, and it will replace the X with the current number of columns
defined. Each column has a size indicator. The system will add up all the sizes of columns. It will also add 1
space between all columns, just like the report will. If you are doing maintenance on a column, it is removed
from the report while you are performing maintenance. When you double-click the detail column in the Report
Columns list box it's size will be removed from this count, and the count will not reflect it again until you place it
back in the report with the Add button.
Sort Selection
This button will allow you to set the default sort selection for this report. You can change the current default
sort, or pick another pre-defined sort, or create a new pre-defined sort just for this report. If you do not set a
Sort Selection for a report, then the report will default to a Decal Number sort.
The Sort Selection process is used is several places in this application. Rather than repeating it several times
in this manual, Sort Selection has it's own section in the Common Functions chapter.
Item Selection
This button will allow you to set the record selection to use for this report. You can change the current
selection, or pick another pre-defined selection, or create a new selection just for this report. If you do not set
an Item Selection for a report, then every fixed asset with a decal number will be selected when the report is
generated.
The Item Selection process is used is several places in this application. Rather than repeating it several times
in this manual, Item Selection has it's own section in the Common Functions chapter.
Report Columns
The Report Columns list box will show all of the columns currently defined for the report. They are shown in
the order that they will appear on the report, even though they are listed top-down. The first column listed on
top will be the first column on the left. The last column listed on the bottom will be the last column on the right.
You can reposition the columns on the report by highlighting the line you wish to move and then use the Move
Up or Move Down buttons to change the position. If you wish to move a line to another section, then you can
double-click on it to move it to the maintenance area. Then highlight the line you would like it to appear after,
and push the Add button. The column detail will be cut from its old position and pasted after the highlighted
line.
This list box also controls the active detail column. The line that is highlighted in this list box is the active detail
column. You can change the active detail column by just single clicking anywhere on the detail column you
would like to make active.
You can maintain any detail column by double-clicking on it in this list box. When you double-click to maintain
the detail column, it is removed from the report. It is placed in the Column Details section. This is where the
maintenance is performed. It is not returned to the report until the Add button is pressed. When you double-
click on a detail column it is deleted from the list and the line above it becomes the new active detail column.
This way when you push the Add button it will be returned to the same position. You can move it to a new
position when you add it back by highlighting a different line.
Add
The Add button will move the contents of the Column Details (section 4) to the Report Columns list box
(section 2). It will be added immediately after the current active column and will become the new active
column. It is important to position the highlighted line in the Report Columns list box BEFORE you push the
Add button.
The information in the Column Details is not attached to the report until the Add button is pushed. It is in a
"limbo" state while it appears in the Column Details section. If you double-click on another entry in the Report
Columns list box it will replace the one already in the Column Details section, which would effectively delete
the original entry. If you push the OK button and there is still an entry in the Column Details section it would be
lost. Both of these situations will give you a warning.
Delete
The Delete button will remove the current active column from the Report Columns list box and the line below it
will be the new active column. Once you delete a column there is no way to get it back unless you redefine it,
or use the Cancel button to cancel all maintenance activity in this session.
Move Up
The Move Up button will take the current active column and make it switch places with the line above it. It will
continue to be the active column. This will allow you to push the button over and over until the current active
column is in the position you would like it to appear.
If you wish to move a column to another section, then you can double-click on it to move it to the maintenance
area. Then highlight the line you would like it to appear after, and push the Add button. The column will be cut
from its old position and pasted after the highlighted line.




ConCentRICs for Windows Accounting - Fixed Assets Error! No text of specified style in document.  23
Move Down
The Move Down button will take the current active column and make it switch places with the line below it. It
will continue to be the active column. This will allow you to push the button over and over until the current
active column is in the position you would like it to appear.
If you wish to move a column to another section, then you can double-click on it to move it to the maintenance
area. Then highlight the line you would like it to appear after, and push the Add button. The column will be cut
from its old position and pasted after the highlighted line.
Column Details
The Column Details section control all aspects of an individual detail column. If you double-clicked on an
existing column, then that column would appear in this section. If you wish to add a new column to the report,
then you just starting defining it in this section. In both cases you would use the Add button to add it to the
report.
Not all the items in this section may apply to each and every detail column. Only the appropriate lines for a
particular column type will be highlighted. You can ignore any control that is dim.
Column Name
This combo-box contains a list of all the possible Fixed Asset fields. Select the name of the field you are
adding at this time. The actual columns themselves will vary depending on the fields you have defined for your
Fixed Asset application.
There will be two items listed that are not fixed asset fields, and they are Vertical Line and Vertical Line -
Double. This will allow you to place either a single or double vertical line from the top of the report to the
bottom. This will be one continuous line running the full length of the report. It can be used to divide the
columns into sections. Be careful not to place the vertical line directly before a total field, since the label for the
total may overwrite the vertical line. You should not use the Vertical line field on reports that have comments
on it's own line. The comments will override the vertical line, but just on the comments line, and it will give you
a very jagged vertical line.
There are nine special Total Column fields available. This will allow you to add, subtract, multiply or divide any
numeric column on the report to this special column, so you can get a total or calculation of those numeric
columns. When you select one of these Total Column 1 – 9 fields there will be a special button appear called
Total Formulas. Push this button to define the formula that will be used for the total. See the Total Formulas
section for more details on setting the total calculation.
Column Label
This is the label that will appear on the column. There is a 60 character maximum on the length of the label.
With proportional fonts it is possible to display more characters then the width of a column. Since there is a 60
character maximum, then it is possible to enter a label that is too long and it could over lap with other columns.
You may have to manually adjust labels to get the desired result.
Column Size
The column size is made up of two parts. The first part applies to all fields and it is the total size of the column.
As a rule of thumb you should add one for each character you would like to add. For example if you want a
column to show a maximum money amount of 9,999,999,999.99 then you would need a size of 16. With
proportional fonts it is possible to display more characters in less space. You may adjust the column size until
you get the results you desire. If this is a column with a total, then you must leave enough space for the
maximum total value.
The second part of the size is the number of decimal places for amount fields or the output size for text fields.
Amount fields would normally have a 2 in this field to see the cent value. You could set this to 0 to see whole
dollars only. This would reduce the size of each column by 3. With text fields the second part indicates the
output size, which could be different then the column size indicated by the first part. This has no visual effect if
you are using a fixed font. With a fixed font, each character takes the exact size of 1. With a proportional font
different characters will take different space, but it is possible to fit more characters in the same total space. If
you ask for more characters then will fit in a particular space, then as many characters as possible will be
displayed and the rest will be truncated.
You must enter a size of some value, even if it only 1 character. The only exception to this is for the Comment
field. You can place a zero in part one of the size field and this will force the comments to a separate line
under the item. This is the recommended way to use comments, since the comment has no limit to it's size it
may never several lines to show all of the comment. When the comment appears on it's own line then it will
show indented. It will start in the same position that column 2 begins in. The size of the comment line will
depend on the value in part 2 of the size. If part 2 is also zero, then the comment line will automatically
continue to the end of the last column. If part 2 has a size value, then the comment line will be the size
specified.
The Date fields, Time fields, Table field, and the Yes/no fields also have special use of size. When the size of
the date field is 10 or more you will get the full date with full year (12/10/1999). With a size of 8 or 9 you will
only see two digits of the year (12/10/99). A size less than 8 will not sure the year at all (12/10). A size of 1 to 3
will give you the Day of week (S, Sa, Sat). Date sizes greater then 17 will show the full date display (December
10, 1999).
The time will show with AM/PM format if the size of the field is 7 or more. If the size is less than 7 then the
time will be shown in 24 hour format. This is assuming that the default mode for a time is am/pm. If you have
times set on your work station to be in 24 hour format, then they will show in 24 hour format here regardless of
the size.
Table fields have a full 30 character description and a short 2 character code. The table fields will display the
full description unless you specify a size of 5 or less than the short 2 character code will be shown.
If a Yes/No field has a size of 3 or more then the words "Yes" or "No" will appear in the column. If the size is
less than 3 then the letters "Y" or "N" will appear in the column. The minimum size of a Yes/No field is 1.
Column Alignment
The Column Alignment indicates where a field will appear within it's column. You can have a field appear on
the left side of the column, centered in the column, or on the right side of the column. Text, Table, Name and
Address fields are usually left justified. Yes/No fields are centered, all other fields are right justified. When you
select a field the appropriate default for that field type will be selected automatically. You can override the
automatic setting with these buttons.
Total this column
This button will only be active for numeric and amount fields. If this button is checked then the total of all
values in this field will be totaled and the total will appear at the bottom of the report under the column. If the
sort used for the report has break points indicated, then there will be a sub-total for every break point.




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There is a special field called Control Number. This is the internal number used by the system to store fixed
asset information. If you total this field, it will not add up the numbers, but it will add one for each fixed asset,
so this total will be the number of fixed assets on the report.
Show as Money / with Commas
When an amount field is selected then this check box will be labeled Show as Money. This will display all
values in this column with the money symbol in front of the value. This format will still use the number of
decimals you indicate, just in case you only want to show whole money.
If a numeric field is selected then this check box will be labeled Show with Commas. If this is a control number
then you would not want to have it show with commas, but if it was a quantity field you may. Take the number
1 million for example. With commas it would appear as: 1,000,000, but without commas it would appear as:
1000000.
Name Field
This combo-box will only be active for a Name and Address field. Names and Addresses has a number of
fields associated with it. This is such things as company name, person contact, address, city, country, phone
number, etc. Each of the possible name and address fields that can be used for the field will appear in the
combo-box. The field you select in this combo box will be the field that is displayed for the name and address
field. It will default to Company Name.

Total Formula
The Total Formula allows you to set the calculation that will be used for one of the special nine Total Column
fields. When you push the Total Formula button the following dialog box will appear:




The title of the dialog box will show the label of the total field being defined. The list box at the bottom of the
dialog will show the fields that are currently being used by the Total Column. The first word in the line will show
the mathematical action that will take place and the second word on the line shows the field of the report that
the action will take place on. The results are always placed in the total field.
The top of the dialog box allows you to change an entry or add new entries to the calculation. If you want to
change one just double-click on it in the list box. That will move it to the top of the list box so you can change
the values. If you want to add a new field to the calculation just start typing it at the top of the dialog box.
The calculations will take place in the order the fields appear in the list box. The field in the calculation must
appear in the report before the total column appears. The fields in the calculation could be hidden fields by
setting their size to 0. Each of the fields at the top of the dialog box are described in detail below:

More:
Type of Math
Column Name
Add
Delete / Cancel
Type of Math
The Type of Math combo box shows all of the mathematical actions that can be used in the calculation.
Currently you have Add, Subtract, Multiply and Divide. You must select a Type of Math for each field selected.
Column Name
The Column Name combo box will show all the numeric fields that are currently defined for the report. The
label assigned to the field will be displayed. The field must be already on the report to be used in a formula.
The field must also appear before the total column.
Add
When you have your calculation parameters set the way you want, push the Add button to add them to the list
box. Updates will be added in place and all new entries will be added to the bottom of the list.
Delete / Cancel
If you updating an existing formula entry then push this button to remove it from the calculation. If you are
adding a new entry you can push this button to clear it out.

Report Wizard Form Maintenance
The Report Wizard Form maintenance dialog box will appear as follows:




ConCentRICs for Windows Accounting - Fixed Assets Error! No text of specified style in document.  27
This dialog box is used to define Report Forms and Report Labels. In these reports you define the lines, the
columns as well as the fields that will appear on the report. The first thing you need to do for a new report is
name it and them push the Report Description button to describe the report. Specify the number of lines that a
single event will use on the report. You must include blank lines in this number. You then push the Define
Columns button to indicate where each column of information will be placed on the report. You can not add
fields to the report until these items have been completed.
Each of the controls in this dialog box are described in more detail below:

More:
List Specs.
Run Report
Report Name
Control Number
Report Description
Number of Lines
Define Columns
Sort Selection
Item Selection
Field Details
Field Name
Field Label
Name Field
Optional Size
Format
Label Line/Column
Data Line/Column
Add Field
Delete Field
List Specs.
The List Specs. button will save the dialog box just like pushing the OK button and will display a window with
all of the report specifications. It will list each field on the report and all the settings for the field. At the end of
the report it will show the total width, preset sort, preset selection, and the owner of the report. The description
of the report will appear below that. This window can be printed to keep a hard copy of the report
specifications.
Run Report
The Run Report button will save the dialog box just like pushing the OK button and will generate a report
based on this definition. It will generate the report without asking any questions. If the report has a sort and/or
selection preset then the report will be generated using the preset values. If there is no selection criteria
specified, then the first 12 assets found will be used for the report. You could use this button to test the report
after you create or change it.
Report Name
This is a description that you would give to the Report. It can be up to 30 characters in length. It should be a
name to help easily identify what it will do, and keep in mind that this name will also be used as part of the
default report title. The names of Lists, Forms and Labels will all be on the same list, so it should be unique to
help identify this report again.
Control Number
Between the Report Name and the Report Description there will be a number or the word "New". The number
is the internal system control number for this report. The number only appears for reference purposes. If you
are creating a new report, it is not assigned a number yet so the word "New" will appear.
Report Description
This button will allow you to enter a text description for the Form Report or Set of Labels. Even though this
feature is not mandatory it is highly recommended that you enter a description for the Report to help identify it.
The Report Name can only be 30 characters, which is enough to identify it, but not enough to explain what it
does and the purpose for creating it. This will allow you to enter an unlimited number of characters to fully
explain the Report. When you push this button the following dialog box will appear:




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The Report Name box at the top of this dialog box is a read only box to help identify the Report for this
description. The Description itself is free form entry that should give a detailed explanation of the report, the
purpose of the report, and possibly how it should be used.
Number of Lines
This is the number of lines that a single event will take on the report, including blank lines. The next event on
the report may start right after this one. If you want blank lines in between the events, then make sure you
indicate the extra lines here.
If you reduce the number of lines, then any field that is already defined for a line that you are removing will be
removed from the report automatically. You must have at least one line indicated before you can add any
fields. If you are only identifying one line on this type of report, then you may want to use the List Report
feature instead.
Define Columns
This button will define the columns that appear on the report. A report starts off as just a big blank piece of
paper. The lines will be filled in from top to bottom. An individual line will start on the left hand side of the page
and go to the right side of a page. Column definitions allow you to break up the space on a single line. It would
be like cutting the line into groups of characters. With each column you indicate how many spaces in to start
the column, the size or number of characters in the column and the alignment. You can define different
columns for different lines. You can overlap columns, but make sure you do not use overlapping columns on
the same line or you may get unexpected results. When you push this button the following dialog box will
appear:
This dialog box allows you to quickly add and adjust the columns on the report. The list box on the left shows
the columns currently defined. The highlighted column in the list box will be detailed on the right.
The Number of Columns box indicates the total number of columns allowed for this report. If you add more
columns they will be automatically generated in the list box. All new columns will be defined starting in position
1, with a length of 80 justified Left. The first new column will be selected and detailed on the right, so you can
make any adjustments to the definition. If you reduce the number of columns, then the extra columns will be
automatically removed from the list box. Any fields assigned to those columns will be removed from the report
automatically.
The Start position is the number of character to start the column. The first column on the left is number 1. The
next is 2, then 3 etc. If you would like a column to start indented 4 spaces then you would start the column in
position 5. If you want the column to start as far to the left as possible then you would start it in position 1.
The Column size is the width of the column in fixed length characters. This is usually the number of characters
that need to be placed in that field. This will be true for fixed size fonts, but if you use a proportional font it may
be possible to display more characters than indicated by this field.
The Column Alignment indicates where the text will be placed within the confines of the column. Since you
have set a starting position and a length, this means that we also have an ending position for that column. The
text that will be placed in the column will usually be smaller than the actual size of the column, since the
column size has to accommodate the largest amount of data possible. If you indicate Left justification then the
field will appear to the extreme left side of the column and space will be added to the right. If you indicate
Center justification then the field will be placed in the middle of the column with equal blank space on either
side. If you indicate Right justification then the field will appear to the extreme right side of the column and
space will be added on the left.
As soon as you make a change to a Column Detail field, then the change will be shown in the list box
immediately upon leaving the field. If you wish to change the details on a different column, just select the other
column in the list box at any time. When you are done with all the column definitions push the OK button.
Sort Selection
This button will allow you to set the default sort selection for this report. You can change the current default
sort, or pick another pre-defined sort, or create a new pre-defined sort just for this report. If you do not set a



ConCentRICs for Windows Accounting - Fixed Assets Error! No text of specified style in document.  31
Sort Selection for a report, then the report will default to a Event Id sort. The List, Form and Label reports all
use the same Sort definitions.
The Sort Selection process is used in several places in this application. Rather than repeating it several times
in this manual, Sort Selection has it's own section in the Common Functions chapter.
Item Selection
This button will allow you to set the record selection to use for this report. You can change the current
selection, or pick another pre-defined selection, or create a new selection just for this report. If you do not set
an Item Selection for a report, then every event will be selected when the report is generated. The List, Form
and Label reports all use the same pre-defined selections.
The Item Selection process is used in several places in this application. Rather than repeating it several times
in this manual, Item Selection has it's own section in the Common Functions chapter.
Field Details
The Field Details section control all aspects of an individual detail data item. If you double-clicked on an
existing field, then that field would appear in this section. If you wish to add a new field to the report, then you
just starting defining it in this section. In both cases you would use the Add button to add it to the report. The
fields will show in the order they will appear on the report. Any column headings will appear at the top with a
line number of zero.
Field Name
This combo-box contains a list of all the possible event fields that can be used on the report. Select the name
of the field you are adding at this time. The actual fields themselves will vary depending on the fields you have
defined for your Scheduling Administration application. All of the core event fields are available to the report
process. You can not report on items associated with an event such as locations, equipment / services, food
items, etc.
There will be some items listed that are not event fields: Column Heading, Vertical Line and Vertical Line -
Double. Normally form and labels do not have column headings. The system will automatically put page
headings on each page, but it will not put column headings. This allows you to use the whole page as a work
space. You can put column headings on these reports if you need them. Select the special field called Column
Heading. This will let you label it and set the column that will be used. Column Heading fields will appear at the
top of the field list with a line number of zero, so they stand out from the data fields. When the report is
generated these lines will appear at the top of every page, not at the top of every event.
The Vertical Lines will allow you to place either a single or double vertical line from the top of the report to the
bottom. This will be one continuous line running the full length of the report. It can be used to divide the
columns into sections. Be careful not to place the vertical line directly before a total field, since the label for the
total may overwrite the vertical line. You should not use the Vertical line field on reports that have comments
on it's own line. The comments will override the vertical line, but just on the comments line, and it will give you
a very jagged vertical line.
The rental amount field, when used will slow down the report process. This one field will slow down the report
more than all other fields combined. The rental amount is not stored with the event, but needs to be calculated
each time it is referenced. Depending on the complexity of the rental formulas used, the rental calculation will
take a longer time to display.
There are nine special Total Column fields available. This will allow you to add, subtract, multiply or divide any
numeric column on the report to this special column, so you can get a total or calculation of those numeric
columns. When you select one of these Total Column 1 – 9 fields there will be a special button appear called
Total Formulas. Push this button to define the formula that will be used for the total. See the Total Formulas
section for more details on setting the total calculation.
Field Label
This is the label that will appear for the field. There is a 60 character maximum on the length of the label. With
proportional fonts it is possible to display more characters then the width of a column. Since there is a 60
character maximum, then it is possible to enter a label that is too long and it could over lap with other columns.
You may have to manually adjust labels to get the desired result.
Name Field
This combo-box will only be active for a Name and Address field. Names and Addresses has a number of
fields associated with it. This is such things as company name, person contact, address, city, country, phone
number, etc. Each of the possible name and address fields that can be used for the field will appear in the
combo-box. The field you select in this combo box will be the field that is displayed for the name and address
field. It will default to Company Name.
Optional Size
If you leave the size fields blank then it will default to the size of the column you place it in. This should be fine
for most of your fields. You can use the Optional size to get special results on the field display. The field size is
made up of two parts. The first part applies to all fields and it is the total size of the field itself. As a rule of
thumb you should add one for each character you would like to add. For example if you want a column to
show a maximum money amount of 9,999,999,999.99 then you would need a size of 16. With proportional
fonts it is possible to display more characters in less space. You may adjust the optional size until you get the
results you desire.
The second part of the size is the number of decimal places for amount fields or the output size for text fields.
Amount fields would normally have a 2 in this field to see the cent value. You could set this to 0 to see whole
dollars only. This would reduce the size of each column by 3. With text fields the second part indicates the
output size, which could be different then the column size indicated by the first part. This has no visual effect if
you are using a fixed font. With a fixed font, each character takes the exact size of 1. With a proportional font
different characters will take different space, but it is possible to fit more characters in the same total space. If
you ask for more characters then will fit in a particular space, then as many characters as possible will be
displayed and the rest will be truncated.
You must enter a size of some value, even if it only 1 character. The only exception to this is for the Comment
field. You can place a zero in part one of the size field and this will force the comments to a separate line
under the item. This is the recommended way to use comments, since the comment has no limit to it's size it
may never several lines to show all of the comment. When the comment appears on it's own line then it will
show indented. It will start in the same position that column 2 begins in. The size of the comment line will
depend on the value in part 2 of the size. If part 2 is also zero, then the comment line will automatically
continue to the end of the last column. If part 2 has a size value, then the comment line will be the size
specified.
The Date fields, Time fields, Table field, and the Yes/no fields also have special use of size. When the size of
the date field is 10 or more you will get the full date with full year (12/10/1999). With a size of 8 or 9 you will
only see two digits of the year (12/10/99). A size less than 8 will not sure the year at all (12/10). A size of 1 to 3
will give you the Day of week (S, Sa, Sat). Date sizes greater then 17 will show the full date display (December
10, 1999).


ConCentRICs for Windows Accounting - Fixed Assets Error! No text of specified style in document.  33
The time will show with AM/PM format if the size of the field is 7 or more. If the size is less than 7 then the
time will be shown in 24 hour format. This is assuming that the default mode for a time is am/pm. If you have
times set on your work station to be in 24 hour format, then they will show in 24 hour format here regardless of
the size.
Table fields have a full 30 character description and a short 2 character code. The table fields will display the
full description unless you specify a size of 5 or less than the short 2 character code will be shown.
If a Yes/No field has a size of 3 or more then the words "Yes" or "No" will appear in the column. If the size is
less than 3 then the letters "Y" or "N" will appear in the column. The minimum size of a Yes/No field is 1.
Format
This box will only effect amount fields and numeric fields. It will make no difference on any other field. When
an amount field is selected and this check box is set then it will display all values of this field with the money
symbol in front of the value. This format will still use the number of decimals you indicate, just in case you only
want to show whole money.
If a numeric field is selected and this check box is set, then numbers will be shown with Commas. If this is a
control number then you would not want to have it show with commas, but if it was a quantity field you may.
Take the number 1 million for example. With commas it would appear as: 1,000,000, but without commas it
would appear as: 1000000.
Label Line/Column
This indicates where the label for this field will be located on the report. The line will be the line number it will
appear on, where 1 is the first line for the item. The line number can not be higher than the total number of
lines. The column will the column to use when placing this field on the report. It must be a column number
already defined for this report.
If you do not want a label to appear on the report for this field, then set both the label line and column numbers
to zero. When the label line appears in the list box it will show the name of the label field.
Data Line/Column
This indicates where the data for this field will be located on the report. The line will be the line number it will
appear on, where 1 is the first line for the item. The line number can not be higher than the total number of
lines. The column will the column to use when placing this field on the report. It must be a column number
already defined for this report.
If you do not want the data to appear and you are only using the field for a label to appear on the report, then
set both the Data line and column numbers to zero. When the data line appears in the list box it will show the
name of the label field surrounded by <> so that you can tell the label fields from the data fields.
Add Field
When you are done with a field definition, push the Add Field button to add it to the report. It will be cleared
from the detail section and will reappear in the List Box. If you are placing a label and the data on the report,
then the field will appear in the list box twice to indicate where the label and field will appear with the other
fields.
Delete Field
If you have a field you would like to get rid of, then double-click on it in the list box to bring it into the
maintenance area, then push the Delete Field button. If you have started a new field, but change your mind
and do not want to add it to the report after all, then you can push the Delete Field button to clear it out.
Process Equipment
Overview for Process Equipment
Process Equipment Report

Overview for Process Equipment
The purpose of Process Equipment is to help automate the entry of new equipment. This option is the link
between ConCentRICs Accounts Payable and the Fixed Asset application. The Accounts Payable system will
constantly monitor the receipt of new purchases. If any of the new items are charged to one of the fixed asset
accounts, then an informational record is generated for the Fixed Asset system. This option will show all of
these informational records.
Each of the informational records could be turned into one or more fixed asset entries. When you double-click
on any entry on the report, then Fixed Asset maintenance will automatically started for a new entry. All of the
fields from the report will be placed in the appropriate fields of the fixed asset record. This will be the base for
the new fixed asset entry. You will just need to add the additional information, such as decal number and
location.

More:
Process Equipment Security Requirements
Starting Process Equipment
Process Equipment Security Requirements
You can view these items with Read Only or higher access. You will need a security of Normal or higher to
turn these informational items into fixed asset items.
Starting Process Equipment
When you start Process Equipment, there will be no questions asked. The Process Equipment report will be
produced automatically.

Process Equipment Report
The Process Equipment report has seven columns. The first column will show the description of the item. The
second column will show the Purchase Order number used to obtain the item. The third column will show the
number of items. If there is more than one item the system will let you add it as a block item with all items as
one entry, or you can have the system automatically add individual fixed asset items for each and every item.
The fourth column shows the unit price of each item, the fifth column shows the total price of all items. The
sixth column shows the account number used when the asset was purchased. The seventh and final column
shows the name of the vendor that sold you the item.
You can turn any of the items on this report into a Fixed Asset entry by double-clicking on the appropriate
report line. This will start fixed asset maintenance for a new item. All the fields from the report will be
automatically placed into the appropriate fixed asset fields along with the standard defaults. If there is a
standard default value for one of the fields on the report, then the field on the report will override the default
value. You may complete the rest of the fields and finish the fixed asset entry. Once an item from the report
has been turned into a Fixed Asset entry it will be removed from the report.




ConCentRICs for Windows Accounting - Fixed Assets Error! No text of specified style in document.  35
If there is an item on the report that you do not want to process into a fixed asset entry, then you still must
process the item or it will remain on the report forever. To remove an item double-click on it. It will start a new
Fixed Asset entry, but the Delete button will be active. If you push the Delete button at this point then the item
will not be added to Fixed Assets and the item will be removed from the report permanently.
If the item you select has a quantity greater than 1, than the following message box will appear:




If you push the Yes button, which is the default, then the Fixed Asset Maintenance dialog box will remain until
you have completed 10 entries. It is important to fill out the first entry completely, since all of the same
information will remain for the additional items. This could greatly speed up your entry of multiple items. In
between each item the system will only reset the Decal Number and Serial Number fields. All other fields will
remain the same including the comments. The Decal Number and Serial Number should be unique for each
item, and that is why they are the only fields reset. If you push the No button on this message box, then the
entire item will be added as a block entry, and in this example it would have a quantity of 10.
In order to help you keep track of where you are when entering multiple items, then the title of the dialog box
will constantly change to show you where you are in the process. The title of the dialog box will appear as
follows:




The title of the dialog box will show X of Y, where X is the current item you are entering and the Y will show the
                                                                             st
total number of items to be entered. In this example we are entering the 1 of 10 items.
There are three ways out of a multiple item process. The first is to complete an entry of each of the items, and
push OK between each item. The hour glass will appear after you push the OK button and when it goes away,
the title will be updated, and you will be ready to enter the next item. After you have completed the last item
the system will automatically close the dialog box, remove the entry from the Process Equipment report and
return you to the report, so you can then select another item. The second way out is to push the Cancel button
at any time. All items entered so far will be saved. The report will be updated, so that the quantity now reflects
the number remaining to be entered. This will allow you to enter some now, and some at a later time. The
system will always track to make sure all items are eventually entered. The third way out of the process is to
push the Delete button. All items entered so far will be saved. The remaining items will be removed from the
report, and the process will assume to be complete for that item.
If you pushed the No button and started as a block or you pushed the Yes button and are starting to enter
individual items, then you still have a chance to override this is. During the process you could manually change
the quantity field. This will automatically change the price as well to reflect the new quantity. If you had pushed
No but you really want them individually, then set the quantity to 1 manually, and the system will automatically
continue in individual mode after that until all the items are complete. If you are entering individual items, and
wish to make any of them into a block, you can change the quantity to the block size, and the system will know
that it needs to enter that many less. It will not let you enter more than you started with. If you do enter a block
item in the middle of individual items, then this too will be cleared with the next item, and the next item will be
reset to 1 item.

Depreciation Process
Overview for Depreciation Process
Depreciation Process Dialog Box

Overview for Depreciation Process
The purpose of the Depreciation Process is to calculate the depreciation value for each appropriate asset for
the current period. With the passage of time, all fixed asset items, except for land, lose their capacity to yield
services. There are several factors that contribute in varying degrees to this lower yield, which would include
wear, deterioration, inadequacy, damage, or obsolescence. The cost of these assets should be debited to the
related expense accounts in a systematic manner during the expected useful life of the asset. The periodic
cost expiration is called depreciation.
The factors contributing to the decline of an asset may be divided into two categories, physical depreciation,
which includes wear attributable to use and deterioration from the actions of the elements, and functional
depreciation, which includes inadequacy and obsolescence. A fixed asset item becomes inadequate if its
capacity is not sufficient to meet the demands of increased production. An asset is obsolete if the commodity
that it provides is no longer in demand, or if a newer device can produce the same commodity faster and
cheaper. The continued acceleration of technological progress has made obsolescence an increasingly
important component of depreciation. Although the several factors comprising depreciation can be defined, it
is not feasible to identify them when recording depreciation expense in the system. You may include it in the
comment section if it is unusual, noteworthy or out of the ordinary.
The first factor to be considered in computing the depreciation for an asset is its cost. The other two factors to
be considered are the length of life of the asset and its market value at the time it is permanently retired from




ConCentRICs for Windows Accounting - Fixed Assets Error! No text of specified style in document.  37
service. It is evident that neither of these two factors can be accurately determined until the asset is retired;
they must be estimated at the time the asset is entered into the Fixed Asset system.
The estimated market value of a depreciable asset as of the time of its removal from service is variously
termed residual, scrap, trade-in or salvage value. The system will default to the term Salvage value. The
excess of cost over the estimated salvage value is the amount that is to be recorded as depreciation expense
during the asset's life. When salvage value is expected to be insignificant in comparison to the cost of the
asset, it is frequently ignored in computing depreciation.
There are no hard and fast rules for estimating either the period of usefulness of an asset nor its salvage
value at the end of such period. The two factors, which are interrelated, may be affected to a considerable
degree by facility policies. The estimates of a facility that provides key people with an automobile every year
will differ from those that retains its cars for three or more years. Such variables as climate, frequency of use,
maintenance, and minimum standards of efficiency will also affect the estimates.
In addition to the many factors that may influence the life estimate of an asset, there is considerable latitude in
the degree of exactitude used in the computation. A month is frequently the smallest unit of time used in
depreciation. With this method then all assets placed in service or retired from service during the first half of
the month are treated as if the event had occurred on the first day of that month. Similarly, all asset additions
and reductions during the second half of a month are considered to have occurred on the last day of that
month.

More:
Depreciation Process Security Requirements
Starting Depreciation Process
Depreciation Process Security Requirements
You can view the depreciation reports with Read Only or higher access. You will need a security level of
Normal or higher to perform maintenance on the fixed asset items from this option. You will only be able to
dispose of an item (delete) if you have a security level of Manager or higher. You will need a security level of
Advanced or higher in order to process the Depreciation and post it to the Journal. If you change the Last
Period date, then it will be saved in you security level is Manager or Higher.
Starting Depreciation Process
When you start this option the Depreciation dialog box will appear.

Depreciation Process Dialog Box
The Depreciation Process dialog box will appear as follows:
This one dialog box controls all of the options that deal with Depreciation in the Fixed Asset system. The
buttons on the right hand side of the dialog box selects the appropriate depreciation process. Each of these
processes are described below.
The Depreciation periods on the right indicate the period of time that depreciation will be calculated. The Last
Depreciation Period indicates the month and year that was used when depreciation was last calculated. In the
above example all depreciation has already been posted from the beginning of time through to the end of April
                                                                              st
1996. The depreciation period to be calculated this time will start with the 1 day of the next month after the
                                                                          st
last posting. In this example the depreciation period will start on May 1 1996. The depreciation will be
                                                                                                             th
calculated through to and including the Current Depreciation Period. In this example that would be April 30
                                                                                                              st
1997. The entire depreciation period to be posted in this example is all depreciation earned between May 1
                    th
1996 and April 30 1997. It is recommended that you do not change the last period, except to initially set it.
You should let the system maintain this field. You should change the current depreciation period to be the
ending month and year to be calculated.
The smallest unit of depreciation posting is monthly. It is recommended that you post depreciation at least
once a year. With this option you can post the depreciation on a monthly, quarterly, semi-annual or annual
basis. You decide internally how often you want to post the depreciation. At the designated time, come to this
option and set the current depreciation date appropriate and run the Depreciation Process option.

More:
Depreciation Review
Depreciation Period Units
Depreciation Preview Run
Depreciation Process
Depreciation Review
This option is used to verify the status of all fixed assets that have depreciation. Not every asset may
depreciation. Land is one such item. As long as the Depreciation Method on the asset is set to something
other than No Depreciation, then that asset will appear on this report. There are a number of fields involved in
the calculation of depreciation. The report that is produced from this option will show you every field involved
with depreciation so you can review all depreciation parameters at one time, in one place. It will also indicate if
any of the parameters are out of range.
The report will show eleven columns. The first two columns will show the decal number and description of the
fixed asset item. This will help you identify the specific item. The third column will show the Depreciation
Method. Only those items that have a method that actually calculates depreciation will be shown on this report.
The fourth column will show the purchase price of the item, which is also called acquisition cost. The fifth
column will show the Acquisition date, which is the date the item was received and became an asset of the
organization. This may not be the date the item was ordered, but the date it actually arrived at the facility. The
sixth column will show the Salvage value of the item. This is also called the residual, scrap, or trade-in value.
This is the estimated value of worth the item will have at the end of it's useful life. The seventh column will
show the first year allowance. This is a percentage value. It may be possible for you to take up to 20% of the
assets value the first year, up and beyond the depreciation method. The eighth column shows the life of the
asset in years, and the ninth column shows the life in units. The last two columns will show the debit and credit
accounts that will be used for the depreciation. All depreciation methods are based on the life of the asset.
Most of the methods use life in years, the Units-of-production method uses life in units.



ConCentRICs for Windows Accounting - Fixed Assets Error! No text of specified style in document.  39
You can see the details for any asset by double-click on the report line. This will display the fixed asset
maintenance dialog box. If you have low security this will be in read only mode. If you security is high enough
you can change any of the depreciation fields. The changes will be reflected on the report when finish the
maintenance. All of the depreciation fields are gathered in one place on the maintenance if you use the
Depreciation button at the bottom of the dialog box. It is recommended that you use this button to make
adjustments to the depreciation parameters, so you can see the effects of your actions.
Lines on this report may be preceded by an asterisk (*). This indicates that one of the depreciation fields that
is required by the depreciation method is not set properly. This prevents depreciation for this asset from being
calculated. This is an error situation. In order to find the error, you double-click on the report line with the
asterisk. This will display the maintenance dialog box. Push the Depreciation button at the bottom of the dialog
box. This will display the Depreciation Schedule dialog box. The list box on this dialog box will describe give a
verbal description of each error condition that was found. Once you correct the error and return to the report
the fields will be updated and the asterisk (*) will disappear if the error(s) were corrected properly.
Depreciation Period Units
Most of the depreciation methods are automatic once they are setup. This means that once they start their
depreciation cycle it will continue until the end of the items useful life automatically without any further
intervention. The depreciation method called Units-of-production require an update during each depreciation
period. This method of depreciation is based on the use of the item. You will need to record the amount of use
each of these assets have between each depreciation period.
This process will display a report of all assets with the Units-of-production depreciation method. The report will
show three columns. The first column will show the decal number of the item. The third and last column will
show the item description. These columns are used to identify the specific item. The second column will show
the number of units recorded for the current depreciation period. The current depreciation period is
determined by the month and year set in the Current Depreciation Period on the dialog box. All of the values
should be zero at the start of the period.
You can update the units value of any item by double-clicking on the report line. This will bring up the following
dialog box:




The Decal Number and the Description fields are filled in from the report. These are read only fields and can
not be updated from this dialog box. The only field you can change is the Units for Period. If a unit value was
already assigned, then it will appear in the field. You can update or set the total number of units at this time.
This is the current reading of the asset. If this was a vehicle then it would be the current odometer reading.
The system will automatically subtract this unit value from the previous units to determine the number of units
used during the period.
Once you push the OK button then the asset and the report will be updated when you return. If you push the
Cancel button any changes you made to the units will not be saved. If you have assets with this depreciation
method, then this option must be used before you process the depreciation.
Depreciation Preview Run
This is a trial run of the Depreciation Process. This is identical tot he Depreciation Process in every way,
except that no depreciation transactions are generated and the depreciation period dates are not updated.
See the Depreciation Process section for more details on the actual process. There are two reasons to use
this report.
The first reason to use this report is to check the depreciation that will be calculated for each of the items,
before the actual depreciation process. This will allow you to verify that the correct amounts are being
calculated before they are actually posted.
The second reason to use this report is to see the depreciation that was calculated for any previous period, or
maybe a future period. You can change the Last Depreciation Period and the Current Depreciation Period to
reflect any past or future depreciation period. This report would then show the appropriate depreciation for the
period selected.
The report produced in this option is the same report produced in the Depreciation Process, except that you
can edit the report lines. If you double-click on any of the report lines then the fixed asset maintenance dialog
box will appear. If you have low security then the dialog box fields will be in read only mode. If your security is
high enough you will be able to perform maintenance at this point. Any maintenance that you do will be
reflected on the report when you return. This report has a total at the bottom of the Period Depreciation
column. This total will not be updated if a maintenance activity changes the period accumulation for an asset.
Depreciation Process
This option will calculate and post the depreciation accumulated for the selected period. This option will not be
highlighted if you do not have a security level of advanced or higher. If your security is high enough and this
option is still not available then the account numbers in Fixed Asset control have not be set.
Before you run this option, verify that the depreciation period is set correctly. The depreciation period will start
one month after the last depreciation period and will run through and including the current depreciation month
and year. After this option runs it will automatically move the current depreciation period's month and year to
the last depreciation period.
All transactions generated by this option will appear on the Fixed Asset Journal. You will use the Journal
Posting option to physically post these transactions to the General Ledger. This option does not update any
files and if the transactions in the journal get lost, or need to be regenerated, then you can reset the
depreciation period and run the process again with no harm. Just make sure the previous journal entries have
been removed. This option only posts two transactions. The debit transaction goes to the Depreciation
Expense account and the credit transaction goes to the Accumulated Depreciation account for the total
amount of all depreciation for the period.
This option will create a report of the calculated depreciation for the period. The title of the report will say
Depreciation Process, followed by the depreciation period that was used. The report will have eleven columns.
The first will show the decal number and the second column will show the item description. This will help you
identify the specific fixed asset item. The third column will show the current book value for the item as of the
end of the current period. The fourth column will show the amount depreciation that was accumulated for the
current period. If this column appears with an asterisk (*), then there is an error in one of the depreciation



ConCentRICs for Windows Accounting - Fixed Assets Error! No text of specified style in document.  41
parameters and depreciation could not be calculated. This column will be totaled at the bottom of the report,
and this will be the amount on the transactions added to the journal. The fifth column will show the amount of
accumulated depreciation on this item since it was first acquired. This column may also have an asterisk (*) if
the current period depreciation is an asterisk (*). The sixth column will show the purchase price of the item.
The purchase price minus the accumulated depreciation will equal the book value. The seventh column
indicates how much of this item is currently depreciated and it is shown as a percent. The eighth column is
labeled LY for Life in Years. It shows the total number of years this item will depreciate. The ninth column
labeled RY for Remaining Years, shows the number of years remaining to depreciate. The last two columns
will show the debit and credit accounts used for the depreciation posting.
This report has no maintenance abilities. Double-clicking on a report line will have no effect. The preview
option will allow maintenance from this report.

Inventory Process
Overview for Inventory Process
Inventory Process Dialog Box
External File Definition
Missing Items Report
Manual Inventory Process
Process Inventory File

Overview for Inventory Process
The purpose of the Inventory Process is to take a physical count of all of your fixed asset items. This usually
is done once a year, but the system will allow you to this as often as you like. It is recommended that you do it
at least once a year to verify you still have procession of what you are suppose to have in the facility. This
helps identify if any of your assets have been stolen.
The Inventory Process is a two step process. The first step is the physically count of the items and the second
step is to inform the system, which ones were found. This could be done manually or through the aid of
remote data collection devices.
When you perform the inventory manually the recommended procedure is to print reports of all the items you
currently have in Fixed Assets. You should not produce one big report every item, but rather produce smaller
reports by department or location. Take the report to the physical location and check off each item as you find
it. In this option run the manual inventory process. Double-click on the screen each item that was checked on
the report
This process could be made easier with a remote data collection device. This could be a bar code reader that
reads the decals. It could be a scanner that can read sensors on all the items, or it could be a hand held unit
used to collect the data. The minimum requirement for the device would be to collect the decal numbers from
the items. This could be expanded to update almost every field for each item. For instance you may want to
update the items location and/or indicate if it is damaged, in need or repair, etc. The remote data collection
device will create a file of this information. ConCentRICs can read these files and update the appropriate items
automatically.
Which ever process is used to collect the data, you will need to run a Missing Items report after the inventory
has completed. This will show you any item that was missed in the inventory process. These items will need to
be found and marked accordingly. If an item remains on this list, and can not be found, then you an assume
this item is lost or stolen and you will need to take the appropriate action.
Naturally all items in Fixed Assets need to be inventoried. Looking at it realistically this is not always practical.
You may have such items in your fixed assets such as a building or built in items such as boilers and air
handlers. You can eliminate items like these from the inventory process permanently by taking out the
Inventory Date for these items. Just perform maintenance on the item. In the Value section, select the
Inventory Date item and put blanks or an invalid date in that field. With out an inventory date, the item will not
be included in the inventory process.

More:
Inventory Process Security Requirements
Starting Inventory Process
Inventory Process Security Requirements
You can view the missing items report and double-click on any entry to see the full detail with Read Only or
higher access. You will need a security level of Normal or higher to perform maintenance on the items from
this report. You will need a Manager level or higher to delete a fixed asset item. You can not add new fixed
asset items from this option.
You can look at the Manual Inventory Process with Read Only or higher access. You will need a security level
of at least Advanced to indicate an item has been inventoried. There are no add, change or delete capabilities
in this mode.
In order to process a file from a remote entry device, or define the file format associated with it will require a
security level of Advanced or higher. The maintenance to the fixed asset items will be done automatically
based on the information in the file itself.
Starting Inventory Process
When you start this option the Inventory dialog box will appear immediately.

Inventory Process Dialog Box
The Inventory Process dialog box will appear as follows:




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This dialog box controls all aspects of the inventory process in ConCentRICs. Each of the controls on this
dialog box are described below:

More:
Radio Buttons
Inventory Date
External File Definition
Departments
Additional Report Field
Radio Buttons
The three buttons in the top left indicate which inventory process will be performed. This includes the Missing
Items Report, Manual Inventory Process, and Process an Inventory file. See the appropriate section for further
details on each process. You must select one process, and you can only use one process at a time.
The Process Inventory File button may not be active for one of two reasons. You must a security level of
Advanced or higher or this button will not be active. If you have an Advanced or higher security and this button
is still not active, then the Inventory File format has not be defined yet. You can define the format with the
External File Definition button.
Inventory Date
This is the date the last inventory took place. When you are ready to start a new inventory you must first set
this date to the new inventory date. It does not matter that the physical inventory might have taken several
days to complete. This is just a reference date. You should just pick a date, such as the first date you starting
counting, the last date you starting counting or even the physical accounting date. It is not important to know
the exact date an individual item was counted, but it is more important to establish a base date. The base date
is used to identify this particular inventory from a previous inventory.
External File Definition
ConCentRICs can use any fixed format ASCII file that is created by a remote data collection device. This
works by not requiring the remote device to use a specific format. You can define to ConCentRICs any data
field in any position of the external file. ConCentRICs will process this file, edit the fields, and update each of
the Fixed Asset items. This button is used to define the file. See the External File Definition section for more
details.
Departments
This combo box is only used with the Missing Items Report and the Manual Inventory Process options. It will
allow you to reduce the volume of Fixed Assets that may be reported.
This is an optional field with the Missing Items Report. You do not have to select a department at all. It will
default to no selected department. This will show every fixed asset in the system that has not be counted. If
you run this report before the inventory process is complete, then it could be a massive number of assets on
the list. It is recommended during that time, to select it by department, and work on a department at a time. At
the very end of the Inventory process, you may want to run this report without a department select to review all
missing items in the entire facility.
The Manual Inventory Process requires you to select a department. With this option you will need to double-
click on every item inventoried. This could be a big job depending on the total number of assets. It is best to
break this in to smaller logical groups, and by department would be the most logical and consistent method.
The first department in the list will be selected by default.
Additional Report Field
The Additional Report field only applies to the Missing Items Report. It allows you to indicate an extra field for
the last column of the report. You may have a location field or a status field that you may want on this report.
This combo box will show all the possible fields that can be used for the last column on the report. You can
select any one in the list. There is also a special entry for Not Applicable. You will use this selection if you do
not want any extra columns on the Missing Items Report.

External File Definition
ConCentRICs can use any fixed format ASCII file that is created by a remote data collection device. This
works by not requiring the remote device to use a specific format. You can define to ConCentRICs any data
field in any position of the external file. The fields you define must be in a fixed format, which means the same
                                                                                                   rd
field must be in the same position each asset. For example if the decal number starts in the 3 character
                                          th                                rd       th
position of a record and goes to the 9 position, then it must be in the 3 thru 9 position of every record.
Variable records are allowed, as long as the fields on the shorter records match the position of the longer
records. What would make them shorter records, is if they had optional fields on the end, and the optional
fields were eliminated. The system will not update a defined field, if it is has a blank value or is missing from
the record completely. Each record will need a minimum of a decal number field. As long as each record
contains a decal number in the same position, then it can be process by ConCentRICs.
You only need to define an external file once. The system will always remember the last definition used. All
users of the Fixed Asset application will use the same definition. Only one person needs to enter the definition
for Fixed Assets and all work stations will use the same definition. If you change the definition you are
changing it for every person on the system.

More:
External File Dialog Box
Field Edits
Testing the Definition
External File Dialog Box
The dialog box to define an external file will appear as follows:




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All of the possible Fixed Asset fields, that are not already used in the data file appear in the Choose list box.
The fields that are defined for the file appear in the Selected List box. In order to define a new field you can
select it in the Choose list box and push the Left Arrow () button, or you can just double-click on the entry. If
you wish to remove a field from the definition then you can highlight it in the Selected list box and push the
Right Arrow () button, or you can just double-click it.
Any field that is defined for the file needs a starting and ending position. This tells ConCentRICs where it can
find the field in each record. You will define the starting and ending positions for the current highlighted field in
the Selected list box. The name of this field will appear at the bottom of the list box to verify the active field.
The Starting Position and Ending Position data boxes will contain the current values for this field. The very first
position on a record is position 1. The second position is 2, etc. Indicate where the data will start and end in
each record. All fields must have a starting and ending position greater than zero. Spaces in the field have no
meaning, so each field could have extra space in front or behind the actual data. Not every position in a record
needs to be defined. Just the positions that are required to update a fixed asset item, need to be defined.
Each field type is edited before it is updated in the ConCentRICs system. Be sure to check the edit section for
valid values for each field type.
Each and every record needs a decal number. This is a unique number assigned to all the fixed asset items. It
is called a decal number, because most of the physical fixed asset items should have a tag permanently
attached to the item. The number physical on the item, must match the detail number field in the
ConCentRICs system for this process to work. The system will automatically define the Decal Number field for
you. It will default to positions 1-10. You may need to adjust these positions for you file.
The Selected list box will be sorted in position order. This will force the first field defined for the record to
appear on the top of the list, and the last field defined will be at the bottom of the list. The fields will move in
the list automatically if you change the position of the field. Fields should not overlap. No two fields should
occupy the same position. If the system finds this system it will give you a warning, but this is only a warning,
since you may temporarily have overlapped fields when you are working with the definition. Just make sure
you do not have any overlap fields when you are done with the definition.
The List Specs button will save the file definition and will display a window of the file information. This window
is printable if you want a hard copy of your file layout.
Field Edits
When an external file is processed by ConCentRICs, then each field is edited for valid data before it is
updated on the system. It is important to know what these edits are when you are programming the remote
data collection device. The chart below shows each of the field types and how they will be edited.
 Field Type      Edit Method
Amounts          Each character must be numeric 0-9 and "." and ","
Dates            Must be valid date. Perfered format YYYYMMDD, but will also
                 except format defined in the work stations control panel
Names            Must be a valid internal Name and Address key. This number can
                 be obtained from Name and Address maintenance.
Numbers          Each character must be numeric 0-9 and "." and ","
Tables           Must be a valid internal reference number for the code. This
                 number can be obtained in the appropriate Table Parameters
                 option.
Text             A maximum limit of 41 characters.
Yes/No           0 = No 1 = Yes

If any field does not pass the edit it will not be updated on the system, and it will appear on an exception report
with the record number, field name and a description of what was wrong with the data.
If a field is completely blank, or has nothing but spaces, or the record ends before the field appears, then the
Inventory Process will not flag it as an error. The fixed asset item referenced by that record will not have the
field changed, and it will keep it's previous value.
Testing the Definition
It is highly recommended that you test the definition after it is completed. First create a small test file with the
remote data collection device. The test file should have about a dozen records. Process the file and look at the
exception report for errors. The system allows the same file to be process over and over. So you can make
adjustments to the definition and run the option again. When the exception report shows no errors, and all the
records processed you have a good working definition.
During the testing process you may need to change the program on the remote data collection device. When
you do this, remember to generate a new test file before you do any more testing.

Missing Items Report
This report will show all items that were not counted in the inventory process. All items in the inventory process
will have an Inventory Date associated with it. If this date is less than the current Inventory Date, then that item
will appear on this report. If a department was selected than that department name will appear in the title. Only
items for the selected department will appear on the report.
The report can have two or three columns. It will show the decal number and the description of the item as the
first two columns. You have an optional third column that you can set to a variety of different values. The last
column will show what ever field was selected as the Additional Report Field. If Not Applicable was selected as
this field, then there will be no third column.




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You can see more detail on any item by double-clicking on the item. The Fixed Asset dialog box will appear. If
you have low security you will only have Read Only access to this dialog box. If you have higher security you
will be able to perform maintenance from this dialog box.

Manual Inventory Process
This report must be produced by department. The name of the department will appear in the title. All items in
the inventory process will have an Inventory Date associated with it. If this date is less than the current
Inventory Date, then that item will appear on this report. Only items for the selected department will appear on
the report.
The report only has two columns. It will show the decal number and the description of the item. The purpose of
this report is to inform the Fixed Asset application that an item has been inventoried. Prior to using this report
you should have taken a physical count. You should have a list of decal numbers that were counted.
Look at each item on the screen. Match it to the list of counted decal numbers. If the decal number matches
one of those counted then double-click on the entry. The system will automatically update the inventory date
on the fixed asset item, and it will be removed from the list. Continue this process until all items on the list
have been resolved.

Process Inventory File
This procedure will take an external file generated by a remote data collection device, the file will be edited,
and the appropriate updates will be made to the Fixed Asset data base. When you use this procedure it will
first ask for the name of the external file with a standard windows File Dialog box such as the following:




Since this dialog box is produced by the Windows operating system, then the actual appearance may vary
depending on the version of windows you are using. This particular example is from the Windows 95 version.
Regardless of the appearance, the principle is the same, to select a particular file. The files generated by the
remote data collection device must be accessed by the work station. This means that the files must be loaded
to the system network, or on the current work station. If the work station has access to the file, then you will be
able to find the file using this dialog box. Select the appropriate file.
A single file can be processed many times with no impact to the system. If you are not sure if a file has been
processed or not, it will not hurt to process it again just to make sure. If you want to manually verify if a file has
been processed, then pick any record in the file at random. Write down the values in the record. Then use the
Fixed Asset Inquiry option and look at the item. Verify that each of the fields on the record have been updated
appropriate. If the fields were updated, then the file has been processed. If the fields have not been updated,
then the file has not been processed.
The system will produce a report for every file processed. The first line will show the name of the file that was
processed. The last line will show the number of records processed and the number of errors found. Any line
between the first line and the last line are error lines. These are records that did not pass the field edits and
were not processed for one reason or another. For each error the system will show the record number on the
external file that had a problem. The next column will show the name of the field that could not be processed.
The last column will show an explanation of the problem with the value in that field.
There is no maintenance allowed from this report. Double-clicking on the report lines will have no effect.

Fixed Asset Control
Overview for Fixed Asset Control
Fixed Asset Control Dialog Box

Overview for Fixed Asset Control
The purpose of Fixed Asset Control is to allow you to set the overall parameters of Fixed Assets. The overall
parameters control how the Fixed Asset Application will operate for the current Accounting Fund. This will
control such things as to the account numbers that will be used for posting, and the default values for any of
the fixed asset fields.
Fixed Asset Control has a second purpose. That is to determine the Table Fields and the Name and Address
fields that will be included in the data entry of a Fixed Asset item. Any table from any part of the system, such
as Departments from System Administration or Locations from Scheduling Administration can be used as data
entry fields for the Fixed Asset Items. You may also add new tables to be used for data entry. Any new tables
added will become part of the Fixed Asset Application. Any existing Name and Address category may be used
for Fixed Asset entry. You may also create new Name and Address categories if needed. Any new Name and
Address category that is added from Fixed Assets, will still belong to the Name and Address Application.
The parameters that are set in Fixed Asset Control apply to everyone who uses the Fixed Asset application for
the current fund. These parameters only need to be set once for each accounting fund, then anyone who uses
fixed assets for that fund will use the same parameters. If you change the parameters here, then you change
them for everyone at the same time.

More:
Fixed Asset Control Security Requirements
Starting Fixed Asset Control
Fixed Asset Control Security Requirements
This is a maintenance item only. There is no report generated by this option. There are no user settings
contained within this option. Since these are all application control options you must have a security level of
Manager or Higher to use this feature.


ConCentRICs for Windows Accounting - Fixed Assets Error! No text of specified style in document.  49
Starting Fixed Asset Control
When you start this option the Fixed Asset Control dialog box will appear.

Fixed Asset Control Dialog Box
The Fixed Asset dialog box will appear as follows:




Each of the controls on this dialog box are described below:

More:
Accumulated Depreciation Account
Depreciation Expense Account
Gain on disposal account
Loss on disposal account
Table Fields
Name and Address Fields
Fixed Asset Default Values
Fixed Asset Account Numbers
Accumulated Depreciation Account
When depreciation is calculated the system will post the amount of the total depreciation for the period to the
Fixed Asset Journal. This account will represent the credit account used for that transaction. This can be any
posting account in the Chart of Accounts. Use the corresponding Set Account Number button to set or change
the displayed account number. If no account number is displayed then the account number is not set, and the
Depreciation process will not be able to run. This is the default Accumulated Depreciation, but can be
overridden from each fixed asset item.
Depreciation Expense Account
When depreciation is calculated the system will post the amount of the total depreciation for the period to the
Fixed Asset Journal. This account will represent the debit account used for that transaction. This can be any
posting account in the Chart of Accounts. Use the corresponding Set Account Number button to set or change
the displayed account number. If no account number is displayed then the account number is not set, and the
Depreciation process will not be able to run. This is the default Depreciation Expense Account, but can be
overridden from each fixed asset item.
Gain on disposal account
When you dispose of an asset, it will be a rare occasion when you get rid of it for the exact book value
remaining on the item. You may get more than the current book value if you sell it or trade it in. This would be
a gain. The extra money received from the disposal will be placed in the Gain account. This can be any
posting account in the Chart of Accounts. Use the corresponding Set Account Number button to set or change
the displayed account number. If no account number is displayed then the account number is not set, and no
transactions will be generated when you dispose of an asset. This is the default Gain on disposal account, but
can be overridden from each fixed asset item.
Loss on disposal account
When you dispose of an asset, it will be a rare occasion when you get rid of it for the exact book value
remaining on the item. You may get less than the current book value if you sell it or trade it in. You may get
nothing for it, or you may have to pay someone to get rid of it. This would be a loss. The extra money lost from
the disposal will be placed in the Loss account. This can be any posting account in the Chart of Accounts. Use
the corresponding Set Account Number button to set or change the displayed account number. If no account
number is displayed then the account number is not set, and no transactions will be generated when you
dispose of an asset. This is the default Loss on disposal account, but can be overridden from each fixed asset
item.
Table Fields
This button controls which ConCentRICs tables may be used as data fields in the Fixed Asset application. The
following dialog box will appear:




The combo box at the top of the dialog box will contain all of the applications in the ConCentRICs system. It
will default to the Fixed Asset Application. All of the tables available for the selected application will shown in
the list box on the left. All of the tables already selected as Fixed Asset fields will appear in the right list box.



ConCentRICs for Windows Accounting - Fixed Assets Error! No text of specified style in document.  51
You can add any table as a field by selecting it in the left list box and pushing the right arrow () button or just
double-click it. You can remove a field by selecting the field in the right list box and push the left arrow ()
button or just double-click. The field removed will only reappear in the left list box if the field was from the
application currently selected.
The field that is highlighted in the right list box will be detailed at the bottom. The name of the field will be
shown on the left. Then it will show the priority number, and if the field is mandatory. The priority number can
be 0 to 32,767. It only has meaning to the other Fixed Asset table fields. It indicates which of the table fields
will appear before others in Fixed Asset processing. The field with the lowest number will appear before fields
with higher numbers.
The Add button at the bottom will allow you to create a whole new table. When you add a table it will become
part of the Fixed Asset application, and you would make the entries for that table in the Fixed Asset Table
Parameters option, just as you would for any other table.
Name and Address Fields
This button controls which ConCentRICs Name and Address categories may be used as data fields in the
Fixed Asset application. The following dialog box will appear:




All of the currently defined Name and Address categories will shown in the list box on the left. All of the
categories already selected as Fixed Asset fields will appear in the right list box. You can add any category as
a field by selecting it in the left list box and pushing the right arrow () button or just double-click it. You can
remove a field by selecting the field in the right list box and push the left arrow () button or just double-click.
The field removed will reappear in the left list box.
The field that is highlighted in the right list box will be detailed at the bottom. The name of the field will be
shown on the left. Then it will show the priority number, and if the field is mandatory. The priority number can
be 0 to 32,767. It only has meaning to the other Fixed Asset name and address fields. It indicates which of the
name and address fields will appear before others in Fixed Asset processing. The field with the lowest number
will appear before fields with higher numbers.
The Add button at the bottom will allow you to create a whole new category. When you add a new category it
will become part of the Name and Address application, and the category will be available as a standard name
and address category.
Fixed Asset Default Values
This button will allow you to set any fixed asset field with a default value. When you push this button the Fixed
Asset Maintenance dialog box will be displayed. The mandatory fields will be indicated, but in this mode only
as a reference. There is no requirement to set the mandatory fields with default values. You do not need to set
any field with a default value.
The default values will be used when you enter new assets. Instead of starting maintenance on new items with
all blank fields, the system will preset all fields with their default values. If you are processing equipment from
Accounts Payable, then the fields from Accounts Payable will override any default values for the same fields.
It is recommended that you use this option and set all fields with the appropriate default values with the most
common responses to each field. For fields that are unique per asset, such as decal number and serial
number, then these should have blank default values, so the user is forced to enter these. This will speed up
the data entry process for all new assets, since most of the fields could be preset. These are just default
values, any of them can be changed when you actually add a new asset.
Fixed Asset Account Numbers
This allows you to set which account numbers in the General Ledger refer to Fixed Asset items. These will be
used to link Fixed Assets to the Accounts Payable application. This will let new purchases that apply to fixed
asset to flow automatically to fixed assets for each entry. The following dialog box will appear when this button
is pushed:




The list box will show the account number and name of any account currently tied to fixed assets. You can add
additional accounts by pushing the Add Account button. This will start the standard Account Number search
program. You can select any account and then when you return to this dialog box, that account will be added
to the list. You can remove any account by selected the account in the list box and then push the Delete
Account button.

Table Parameters
Overview for Table Parameters
Fixed Asset Tables
Amount Fields



ConCentRICs for Windows Accounting - Fixed Assets Error! No text of specified style in document.  53
Date Fields
Number Fields
Text Fields
Yes/No Fields
Table Parameters Report
Table Detail Report Fields
Code Detail Report Fields
Group Code Detail Report Fields
Table Maintenance
Code Maintenance
Group Code Maintenance

Overview for Table Parameters
The purpose of Table Parameters is to identify the categories that will be used in the Fixed Asset application.
This allows you to indicate how you would like Fixed Assets to be handled at your facility. You define the
terminology to use, and your parameters to the system. There are many tables in the system that controls this
information. Each of these tables is described below.

More:
Table Parameters Security Requirements
Starting Table Parameters
Table and Code View
Group Code View
Selecting a Particular Code or Reference
Table Parameters Security Requirements
You can view this option with Read Only or higher access. You will need a security level of Manager or higher
to perform an add, change or delete maintenance operation.
Starting Table Parameters
When you start table parameters you will be presented with the following dialog box:
All of the tables in Fixed Assets will be displayed in the list box. You may select any table and push the OK
button to see the report for that table. If you do not select any of the tables, then you will get a report of the
tables themselves. You may go directly to the report of a table by double-clicking the table name, or you can
go directly to the report of tables by pushing the Table button.
Table and Code View
After you have selected a table or code the following dialog box will be displayed:




This dialog box will control how the tables or codes will be displayed. If the Show only the Description on the
Report box is checked then you will just get a list of the codes in the table, or if you are showing a table report
then it will only list the names of the tables. If the box is not checked then you will see all the data for the codes
in the Table or in the Table report you will see the parameters of the table. You may also set the order of the
list with the Sort Criteria. If you push the Code Number button, then they will be listed in the same order that
they are stored in the system. This is the fastest option. You may also show them in Priority order by
pushing the Priority Level button. You can get them in alphabetical order by pushing the Description button,
or in alphabetical order by short description by pushing the Short Description button. If a table or code does
not have one of these items, then that button will be inactive.
Group Code View
If the table you have selected is a Group Code Table then the following dialog box will be displayed:




ConCentRICs for Windows Accounting - Fixed Assets Error! No text of specified style in document.  55
This dialog box will control how the Group Codes will be displayed. If the Show only the Description on the
Report box is checked then you will just get a list of the codes in the table. If the box is not checked then you
will see all the parameters for the codes in the Table.
The Report Type will determine what format the data will be displayed in. The Summary List option will list only
the codes in the table. The Detail list will show all the codes in the table along with all the references for each
code. This Detail List report type code be very long. The Selected Detail List, will allow you to select a
particular code or codes. Only the selected codes will be displayed along with all of the references for each
code. The Summary List by selected item, will allow you to select one or more reference items. Then a list will
displayed of all the codes that have that reference in them.
Selecting a Particular Code or Reference
When you are selecting a particular code or reference, a dialog box such as this will appear:




The possible items appear in the Choose box, and the items already chosen appear in the Selected box. If you
want to select a new item you can select it from the list and push the  button or just double-click the entry. It
will be removed from the Choose box and will appear in the Selected box. If you want to unassign a Selected
item you can select it from the list and push the  button or just double-click the entry. It will be removed from
the Selected box and will appear in the Choose box. Once you have selected all the appropriate items push
the OK button. If you push the OK button without selecting any codes, this would have the same effect as just
pushing the Cancel button.

Fixed Asset Tables
The tables that appear for Fixed Asset could vary with each facility. If you add a new table here to use as a
fixed asset field, then you must also use the Fixed Asset control option to link it as a field. A number of these
tables will be table fields for the Fixed asset data entry. There will be five exceptions to this: Amount Fields,
Date Fields, Number Fields, Text Fields, and Yes/No Fields. This is where you enter the actual fields that will
appear for each of the data types when doing maintenance on Fixed Asset items.
All of these items will have a priority field. The priority can be 0 to 32,767. It will only have meaning to other
entries in the table. It will indicate which item will appear before other fields when displayed in Fixed Asset
processing. The Amount Fields, Date Fields, Number Fields and Text Fields all appear in the same
maintenance list box, so the priorities will be related to all of these fields. It is recommended that you make a
list of all of these fields first and prioritize them before they are entered. It is recommended that you place all
the mandatory fields on top.
The fields will also have a Mandatory check box. If this box is checked, then the field must be filled in during
Fixed Asset maintenance. If the Mandatory box is not checked then the field will be optional and may be
skipped in Fixed Asset Maintenance. Some field types will have formatting and validation questions.

Amount Fields
This would be any decimal number field. This could be money fields, or percentage fields, or any number that
has a decimal point as opposed to whole numbers. The Amount field dialog box will appear as follows:




Since amount fields have decimal values, you are allowed to set the number of decimal places the number will
have. You can also show the value as Money. This will force the number of decimal places and will display the
value with the money symbol.
The Valid Range is optional. This will restrict the values that will be placed in the field. The Minimum and
Maximum values represented by the range are independent of each other. If you do not enter either field, then
any valid number can be entered. In this example we don't want any asset less than 100.00 US dollars, but it
can be any value greater than $100.00. The user will get an error message if they enter anything less than
$100.00.

Date Fields
This would be any field that required a valid date entry. This could be used for acquisition date, disposal date,
date stolen, etc. The Date Fields dialog box will appear as follows:




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This dialog box only requires a description. The priority is in relation to other dates and also amounts,
numbers, and text fields.

Number Fields
This would be any whole number field. It would be any number that does not contain a decimal point. This
could be used for control numbers or quantities of group items. The Number Fields dialog box will appear as
follows:




This dialog box only requires a description. The priority is in relation to other numbers and also amounts,
dates, and text fields.
The Show with commas box is used to format the number. If this is a control number then you will not want it
to appear with commas. If you are enter a quantity you may want the commas to show. We will take the
number one million as an example. With commas it will appear as: 1,000,000. Without commas the same
number will appear as 1000000.
The Valid Range is optional. This will restrict the values that will be placed in the field. The Minimum and
Maximum values represented by the range are independent of each other. If you do not enter either field, then
any valid number can be entered. In this example we are restricting the number of units to a minimum of one
thousand, and a maximum of two hundred thousand. If the user enters any number less than one thousand or
greater than two hundred thousand, then they will get an error message. You do not need to use both fields, if
you only want to set a maximum value then leave the minimum blank. If you want to only set a minimum value
then leave the maximum field blank.

Text Fields
This would be any field that has an alphanumeric response. The response can have a maximum of 41
characters. This could be used for a description, serial number, etc. This should not be used for unlimited
comments. There is another option for that. The Text Fields dialog box will appear as follows:




This dialog box only requires a description. The priority is in relation to other text fields and also amounts,
dates, and number fields.

Yes/No Fields
This would be any field that required a simple yes or no response. This could be used to indicate if the item is
damaged or not, or it could be used to indicate if an item has been stolen. The Yes/No Fields dialog box will
appear as follows:




This dialog box only requires a description. The priority is in relation to other Yes/No fields, since they are in an
isolated area of the maintenance dialog box.


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Table Parameters Report
The report can be a list of the codes within a table, or a report of the tables themselves. The report could just
be a list of descriptions, or a detail report depending on the buttons that were pushed in the selection dialog
box. A description of each of the detail reports is described below.
If you are authorized for change maintenance, then you can choose or double-click any of the entries in the
list, to bring up the maintenance box for that code or table.

Table Detail Report Fields
The Table Report will show all the parameters that control the tables in the application. The report will show
each of the fields that make up the tables, and it will show how they are set.

More:
Table
Description
Short
PrLv
SeLv
Color
Scope
Variable
Variable Name
Table Lookup
Table
This field will show the reference number of the table. The table number is used internally by the system to
reference a particular table.
Description
This is the name of the table.
Short
This field will contain a Yes if the table's codes have a short description or a No if they do not have a short
description.
PrLv
This field will contain a Yes if the table's codes have a priority level or a No if they don't have a priority level.
SeLv
This field will contain a Yes if the table's codes have a security level or No if they don't have a security level.
Color
This field will contain a Yes if the table's codes have a color associated with it, or No it they don't have a color
associated with it.
Scope
This field will contain the word Org if there is a separate set of table codes for each organization, or Sys if the
codes apply system wide.
Variable
This field will contain the words None, Character, Integer, Money, or Yes/No to represent the type of variable
each code with have.
Variable Name
If the table's codes have a variable, then the name of the variable will appear in this field.
Table Lookup
If the table's codes have a table lookup, then the name of the referenced table, or the range of the appropriate
string table will appear in this field.

Code Detail Report Fields
The Code Report will show all the parameters of the codes that make up the table. The report will show each
of the fields that make up the codes in the selected table, and it will show how each of the fields are set. Each
of the tables could have different fields depending on how the table was defined. Each of the possible fields
that a code could have are detailed below.

More:
Code
Description
SD
PL
Color
Detail Security Level
Table Lookup
Variable
Code
This field will show the reference number of the code. The code number is used internally by the system to
reference a particular code in a table.
Description
This is the name of the code.
SD
This will be the short description that represents the code.
PL
This will show the priority level of the code. This will indicate which code is more important then the other
codes in the table. Two or more codes with the same priority level will indicate an equal importance.




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Color
This column will have the word Color and it will be displayed in the color selected for the code.
Detail Security Level
This column will show the minimum security level required to use the code. If the user has a security level
equal to or greater than the code's security level, then they will be able to use the code. If the user security
level is less than the security level of the code, then they will not be able to use the particular code.
Table Lookup
If the code has a table lookup, then this column will be labeled with the name of the table that is reference by
the code. The column will contain the description of the table's code that was referenced in the selected code.
Variable
If the code has a variable associated with it, then this column will be labeled with the name of the variable. The
column will contain the value of that variable.

Group Code Detail Report Fields
The Group Code Report will show all the parameters of the codes that make up the table. The report will
show each of the fields that make up the codes in the selected table, and it will show each of the fields of the
reference to the code. Each of the tables could have different fields depending on how the table was defined.
Each of the possible fields that a group code could have is detailed below. This first group of fields can appear
for each code

More:
Description
Code
SD
Color
Security Level
Reference
PL
Variable
Description
This describes the Group Code.
Code
This field will show the reference number of the Group Code. The code number is used internally by the
system to reference a particular code in a table.
SD
This will be the short description that represents the Group Code.
Color
This column will have the word Color and it will be displayed in the color selected for the group code.
Security Level
This column will show the minimum Security Level required to use the group code. If the user has a security
level equal to or greater than the code's security level, then they will be able to use the group code. If the user
security level is less than the security level of the group code, then they will not be able to use the particular
group code.
The following fields would appear for each reference to a code.
Reference
This is show the name of each reference associated with the code. The item that is reference will appear as
the column label, and the value of each reference will be listed in the column,.
PL
This will show the Priority Level of the reference to the Group Code. This will indicate which one is more
important then the other references. Two or more references with the same priority level will indicate an equal
importance.
Variable
If the group code has a Variable associated with it, then each reference can have a variable value. The
column will be labeled with the name of the variable. The column will contain the value of that variable.

Table Maintenance
The maintenance dialog box for a table appears as follows




This dialog box allows you to control the fields that each code in the table will require and what is entered in
those fields. Each of the fields is detailed below.

More:



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Table Number
Table Description
Short Description
Priority Level
Table Security Level
Table Color
Expanded in Application
Scope
Variable Data
Variable Name
Optional
Category
Table Number
You can assign the reference number to the table. This number can be any positive integer value. The number
must be unique within an application. This is the system's internal reference for the table.
Table Description
This is the name of the table, and it can have a maximum of 30 characters.
Short Description
Check this box if you would like the codes in this table to have a short two character description associated
with the code.
Priority Level
Check this box if you would like the codes in this table to have a Priority Level associated with it. This level
indicates the importance of one code from another within the table.
Table Security Level
Check this box if you would like the codes in this table to have a Security Level associated with it. A security
level will restrict the use of the code to particular users. If the user has a security level equal to or higher than
the security level on the code then they will be able to use the code. If the user has a lower security level than
the security level of the code than the user will not be able to use the code.
Table Color
Check this box if you would like a Color associated with the code.
Expanded in Application
This is a special item that can only be used with a security level of Development. This indicates that the table
has requirements that exceed a standard table. This kind of table has special logic written to handle it in the
application.
Scope
Push the By Organization button if there will be a separate set of codes for each organization. Push the
System Wide button if the codes apply to all organizations in the system.
Variable Data
This controls if a Variable field is associated with the codes in the table. If there is no variable field for the
codes in this table then push the None button. If the codes do have a variable field, then push the Character,
Integer, Money, Yes or No buttons to indicate which type of variable the codes will have.
Variable Name
If the codes do have a variable then you are required to enter the name or description of the variable. You can
have up to 30 characters for this name.
Optional
If the codes do have a variable then you check this box if the variable is Optional or leave the box unchecked
if the variable is Mandatory.
Category
This controls if a table lookup is required for the codes in the table or if it is a Group Code. If there is no table
lookup then select the None button.
If the code needs to reference another table then push the Table Lookup button. The first list box would then
display all of the Applications in the ConCentRICs system. Once you select an Application, then the tables
available in the Application will display in the second list box. You can then select the table you want
referenced.
If you are defining a Group Code, then push the Table Group Code button. The first list box will display all of
the Applications in the ConCentRICs system. Once you select an Application, then the tables available to be
referenced will be displayed in the second list box. You can then select the table that will be referenced by
each of the codes. With Group Codes the Priority and Variable settings apply to the references, and the other
components, such as description, color, security, etc. will apply to the codes themselves.
If the reference is to a range of entries in the string table, then push the string table button. You then enter the
starting string table range and the ending string table range in the two boxes below the category indicators.

Code Maintenance
The maintenance dialog box can change in appearance depending on what fields are required for the code.
The required fields are defined when the table is setup in the Table Maintenance dialog box. A typical code
dialog box may appear as follows




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The code number is the internal system reference of the code to the table. When you add a new code then the
system will automatically assign the code number. The code number has no significance to the users, and is
only used internally by the system. The Color box only appears as an example of the selected color. You can
only change the color with the color buttons. This example shows all possible fields a code could have, but
each code could vary in the fields that are present.

More:
Description
Short Description
Priority Level
Table Lookup
Code Security level
Variable Field
Color Buttons
Description
This is the name of the code, and it can be up to 30 characters in length.
Short Description
This is a short name to represent the code. The Short Description can have a maximum of 2 characters.
Priority Level
This is a positive integer value that indicates the importance of one code from another with in a table. Two or
more codes can have the same Priority Level. This indicates that the codes have equal importance.
Table Lookup
If the code has a Table Lookup then a combo box will be labeled with the name of the table such as
Departments in the above example. The combo box will then contain all of the values for that table. You may
then select the appropriate value from that table to associate with your code.
Code Security level
If the code has a Security Level associated with it, then a combo box of security levels will be displayed.
Select the minimum security level that is appropriate for your code. If the user has a security level equal to or
greater than the code's security level, then the user can have access to the code. If the user's security level is
less than the security level of the code then the user will have no access to the code.
Variable Field
If the code has a Variable Field associated with it, then a field with an appropriate label will be displayed. The
example above has a variable field of Password. If the variable is not set as an optional variable then a value
must be entered for the variable.
Color Buttons
If the code has a Color associated with it, then the Color field, Box Color and Text Color buttons will be
displayed. The Color field is only a reference to show you what the selected color will look like. The color is
actually made up of two different colors. The box color, or background color, and the text or foreground color.
After you change a color, make sure the word Color still appears in the Color Field. If you can not read the
word Color you must change one of the selected colors, since this indicates that the two colors are not
compatible, and will wash out the words. When you press either of the color buttons the following dialog box
will appear.




This will allow you to select the color you would like to have associated with the code. You just click on one of
the standard colors you would like to use. The selected color will have a dark box around it. In the above
example the fourth color in the second row has been selected. If you do not want to use one of the standard
colors then you may define a custom color by pushing the Define Custom Colors... button. When you push
the Define button then the color dialog box will be expanded as follows




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This expanded color box will allow you to define custom colors several ways. There are fields for the Hue, Sat,
Lum, Red, Green, and Blue that will allow you to set the numeric values of any color combination. You may
also move the cursor on the color pallet to the color range you would like. You can then move the cursor on
the side of the color box in the extreme right to adjust the color in more detail. The Color/Solid box will show
the resulting color. When you have the color you want displayed in the Color/Solid box then push the Add to
Custom Colors button. This will make the color appear in the Custom Color boxes on the left side of the
screen. You can then select the custom color just as you would select a standard color.

Group Code Maintenance
The maintenance dialog box can change in appearance depending on what fields are required for the group
code. The required fields are defined when the table is setup in the Table Maintenance dialog box. A typical
group code dialog box may appear as follows
The number in the lower right corner is the internal system reference for the group code. When you add a new
code then the system will automatically assign the group code number. This number has no significance to the
users, and is only used internally by the system. The Color box only appears as an example of the selected
color. You can only change the color with the color buttons. This example shows all possible fields a group
code could have, but each group code could vary in the fields that are present.

More:
Description
Short Description
Group Security level
Group Color Buttons
Group Priority Level
Variable Field
Description
This is the name of the group code, and it can be up to 30 characters in length.
Short Description
This is a short name to represent the group code. The Short Description can have a maximum of 2
characters.




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Group Security level
If the group code has a Security Level associated with it, then a combo box of security levels will be
displayed. Select the minimum security level that is appropriate for the group code. If the user has a security
level equal to or greater than the group code's security level, then the user can have access to the group code.
If the user's security level is less than the security level of the group code then the user will have no access to
the group code.
Group Color Buttons
If the group code has a Color associated with it, then the Color field, Box Color and Text Color buttons will be
displayed. The Color field is only a reference to show you what the selected color will look like. The color is
actually made up of two different colors. The box color, or background color, and the text or foreground color.
After you change a color, make sure the word Color still appears in the Color Field. If you can not read the
word Color you must change one of the selected colors, since this indicates that the two colors are not
compatible, and will wash out the words. When you press either of the color buttons the following dialog box
will appear.




This will allow you to select the color you would like to have associated with the code. You just click on one of
the standard colors you would like to use. The selected color will have a dark box around it. In the above
example the fourth color in the second row has been selected. If you do not want to use one of the standard
colors then you may define a custom color by pushing the Define Custom Colors... button. When you push the
Define Custom Colors... button then the color dialog box will be expanded as follows
This expanded color box will allow you to define custom colors several ways. There are fields for the Hue, Sat,
Lum, Red, Green, and Blue that will allow you to set the numeric values of any color combination. You may
also move the cursor on the color pallet to the color range you would like. You can then move the cursor on
the side of the color box in the extreme right to adjust the color in more detail. The Color/Solid box will show
the resulting color. When you have the color you want displayed in the Color/Solid box then push the Add to
Custom Colors button. This will make the color appear in the Custom Color boxes on the left side of the
screen. You can then select the custom color just as you would select a standard color.
Group Priority Level
This is a positive integer value that indicates the importance of one reference from another with in a group
code table. Two or more references can have the same Priority Level. This indicates that the references
have equal importance.
Variable Field
If the group code has a Variable Field associated with it, then a field with an appropriate label will be
displayed. The example above has a variable field of Mandatory. If the variable is not set as an optional
variable then a value must be entered for the variable.

Post Journal
Overview for Post Journal
Post Journal Dialog box

Overview for Post Journal
The purpose of the Post Journal is to view and/or post fixed asset transactions before they are applied to the
General Ledger. This option will default to the Fixed Asset Journal, but if your security is high enough you will
be able to post any of the journals with this option.




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The transactions on this journal are generated during the Depreciation Process. The accounting transactions
generated from a depreciation activity would appear on this journal. These type of transactions will not be
generated on a month, quarterly, or yearly basis.
Transactions are not generated when items are added to fixed assets. The transactions to purchase a Fixed
Asset are done in Accounts Payable. When a fixed asset is disposed of, then additional transactions will be
required. Any transactions generated when during a disposal of a fixed asset will appear on the Fixed Asset
Journal.

More:
Post Journal Security Requirements
Starting Post Journal
Post Journal Security Requirements
You can view a draft of the Journal with Read Only access. You will be able to adjust a transaction on the draft
with Privileged or higher access. You must have Manager level or higher in order to Post the journal. If you
want to use the special feature to delete a journal with out posting it, then you must have a level of System or
higher.
Starting Post Journal
When you start this option, the Post Journal dialog box appears immediately.

Post Journal Dialog box
The Post Journal Dialog box is a standard accounting function. Refer to the ConCentRICs Accounting manual
for a complete description of the posting process.

Item Selection
Overview for Item Selection
Item Selection Dialog Box
Item Selection Process

Overview for Item Selection
The purpose of Item Selection is to define the criteria that will be used to select fixed asset items prior to
reporting. The Selection indicates which fixed asset items will be used on the report. Any field in a Fixed Asset
item could be used for selection. Each field type will allow you to make specific sub-selections. The number,
amount, and date fields will allow a minimum and a maximum. The Text fields will let you select specific text,
the Name and Address fields will allow you to select specific names, and the Table fields will let you select the
codes you want to see within the table. You can use any combination of fields types in a single selection.
There are several options in Fixed Assets that use the Item Selection process, such as Fixed Asset Reports
and Report Wizard. Each of these options have a button called Item Selection that will start this process.
When this process is started the Item Selection dialog box will appear.
Item Selection Dialog Box
When you start Item Selection the following dialog box will appear:




This dialog box will allow you to select any number of the fixed asset fields to be used for the search. You may
define your own search criteria, use a search criteria that had been pre-defined, or create a new pre-defined
search criteria.

More:
Pre-defined Selection
Select Field Type
Choose/Selected
Table Fields
Yes/No Selection
Numeric, Amount, and Date Fields
Text Fields
Name and Address Fields
Account Number Field
Change Title
Save
Delete
Pre-defined Selection
This combo box will list all of the pre-defined selection criteria by name. You may then select the pre-defined
selection you wish to use. This will initialize your selection criteria to pre-defined values. You may then use the
selection criteria as it is, or you may adjust it as you need to.


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There is a special pre-defined entry called Not Applicable. With this selection you may create a one-time
selection criteria or create a new pre-defined selection.
Select Field Type
This combo box will list all of the Fixed Asset fields that are defined and available for selection. The codes will
be listed directly. There are also special selections for yes/no questions, numeric, amount, date, text, and
name and address fields. You can select any number of these fields to use for the search, but you must set
one at a time. Each additional criteria you add to the search will be considered an "and" condition. This means
that a fixed asset item must meet each and every criteria you specify for the search to accept it as valid. If you
don't select an item then it will not be used in the search. This means that you should only select just those
items that you need for you search. If you are searching for all assets that belong to the Accounting
Department that cost over 10,000, then you should only select the Department code and Acquisition cost
fields, and leave all the other fields deselected. Once you select the statistical information you wish to use,
then the Choose/Selected list boxes will show all of the possible options for that information.
Choose/Selected
The Choose/Selected list boxes will show all of the possible options for the field type selected in the Select
Field Type combo box.
If the Select Field Type combo box is a code, then all of the valid values for that code will be listed in either the
Choose or Selected list boxes. If the Select Field Type combo box represents yes/no, numeric, amounts, text,
dates or name and address items, then each of the appropriate fields will be listed in either the Choose or
Selected list boxes. If the field appears in the Choose box, then it will not be used in the search at all. The
values in these fields will not be looked at by the search. If the field appears in the Selected list box, then these
fields will be used by the search. Each of these fields could have additional information. If it is a yes/no
question then the Yes/No buttons will be appear. For numbers, amounts, and dates the Minimum and
Maximum boxes will appear. Text fields will have a search field with a "Begins With" or "Contains" indicator.
The Name and Address fields do not use the Choose box, and will replace the Choose box with a name
selection button.
In order to move an item from the Choose to the Selected box, you may double-click on the item or select the
item and push the Right arrow () button. It will disappear from the Choose box and will reappear in the
Selected box.
In order to move an item from the Selected to the Choose box, you may double-click on the item or select the
item and push the Left arrow () button. It will disappear from the Selected box and will reappear in the
Choose box.
Table Fields
When a table field is selected all of the valid values for that code will be listed in either the Choose or Selected
list boxes. When the fixed asset items are searched the value of this code will be matched to which list box it
appeared in. If the value was in the Selected list box then it will be a valid result for the search. If the value
appeared in the Choose list box, then that fixed asset item will be rejected and will not appear in the final
results of the search. If a code is optional for a fixed asset item, and a particular item does not have that code
assigned, then it is automatically assumed that it had a value in the Choose list box, and will not be selected.
Yes/No Selection
The Yes/No buttons will only appear for yes/no questions. The current value of the field that is highlighted in
the Selected box will be shown by the Yes/No buttons. If the Yes button is highlighted then the fixed asset item
will be selected if it has a Yes value for this question, and rejected if it has a No value. If it is an optional yes/no
question then it is assumed that it is not a yes or no value. If you want to see the assets that have a No value
for this question then push the No button. Push the Yes button to see all assets with a Yes value. When a
yes/no question if first selected it will default to neither Yes or No. If you keep this selection then it will show
any asset with a Yes or a No. In effect this will eliminate any item that did not answer this question.
WARNING: If it was a mandatory item, then this selection would get you every item. You may check and/or
change the value of any of the yes/no questions in the Selected box, by just selecting the question and make it
the highlighted one in the Selected box.
Numeric, Amount, and Date Fields
The Minimum/Maximum boxes will only show for the Numeric, Amount and Date fields. The current range for
the field that is highlighted in the Selected box will be shown by the Minimum/Maximum boxes. You may enter
a minimum and maximum value for these fields. The system will default these to blank values. You may then
adjust these values to the values you need for your search. The search will compare the value a Fixed Asset
item has. If it is greater than or equal to the minimum value and less than or equal to the maximum value then
the search will accept it, but if it is outside the range you specify then it will be rejected. If it is an optional field
and the asset does not have a value assigned, then it will never be selected. If you leave the fields blank then
you will get every asset that has any value for this field. In effect this will eliminate any item that did not answer
this question. WARNING: If it was a mandatory item, then this selection would get you every item. You may
check and/or change the value of any of the fields in the Selected box, by just selecting the field and make it
the highlighted one in the Selected box.
Text Fields
The text fields will show three buttons: Begins With, Contains and Does not Contain. It will also have a text
box. You can enter any text you would like to search for in the Text box. If you use the Begins With button then
the field must start with this value exactly. It is case sensitive. You must enter the text exactly, but this search
is very fast. If you use the Contains or Does not Contain buttons, then the text you enter can be anywhere in
the field. These searches are not case sensitive, so it will match the text you enter letter by letter, so that the
letter "A" will not only match the letter "A" but also the letter "a". If you leave the text field blank and use the
Contains option then you will get every event that has any value for this field. In effect this will eliminate any
item that did not enter a value for this field. WARNING: If it was a mandatory item, then this selection would
get you every item. The Does not Contain button works the opposite of the Contains button. If the characters
in the text field match anywhere in the text field, then that record will not be included on the report. You may
check and/or change the value of any of the fields in the Selected box, by just selecting the field and make it
the highlighted one.
Name and Address Fields
Name and Address fields do not require the Choose box, so it will be replaced with a Select name button. This
button will allow you to perform a standard Name and Address search and select any name in the database.
When you select a name it will appear in the Selected list box. Any asset that has one of the names assigned
that matches a name in the Selected list box will be chosen. If you select a name by mistake, you could
highlight the name in the Selected list box and push the Left arrow () button or just double-click on the name
in the Selected list box.
Account Number Field
The Account Number field does not require the Choose box, so it will be replaced with a Select Account
Number button. This button will allow you to perform a standard Account Number search and select any



ConCentRICs for Windows Accounting - Fixed Assets Error! No text of specified style in document.  75
number in the Chart of Accounts. When you select an account number it will appear in the Selected list box
along with the Account Name. Any asset that has an account number assigned that matches an account
number in the Selected list box will be chosen. If you select an account number by mistake, you could highlight
the account in the Selected list box and push the Left arrow () button or just double-click on the account
number in the Selected list box.
Change Title
The Change Title box will only be active if you are using a pre-defined selection. This will allow you to change
the name or title that has been assigned to that criteria. WARNING: Everyone has access to the same
selection criteria. Do not change the name of a selection, if most people are already use to seeing it with the
current name.
Save
The Save button will let you update a pre-defined selection or create a new pre-defined selection. If you are
using a pre-defined selection then all of the selection criteria in the pre-defined code will be removed and then
replaced with the current selection criteria. This is how you update a pre-defined selection.
If the pre-defined selection is set to Not Applicable when you push the Save button then you will create a new
pre-defined selection. You will be asked for the title of the selection criteria, and it will be permanently saved.
Delete
The Delete button will let you remove a pre-defined selection and/or clear out all your current selections. This
button will not be active if your security is not high enough to delete a pre-defined selection. If you are using a
pre-defined selection when you push this button then that pre-defined selection will be removed from the
system permanently. If the pre-defined selection is set to Not Applicable when you push the Delete button,
then all current selections will be eliminated, effectively resetting the selection criteria.

Item Selection Process
The item selection can work very fast in Fixed Assets, since every field in Fixed Assets is a keyed field, then
we can search fixed assets by key. This means that we do not have to look at each and every Fixed Asset
item to know we have just the ones we want, in most cases. The order you define the fields to use for
selection, could effect the speed of the selection process.
The selection works in a two pass process. The first field defined in the selection process will be the trigger
field for the rest of the selection process. The system will find all occurrences of the first selection criteria. It
will then apply the rest of the selection criteria's to the specific asset. This means that the search will operate
faster if the first selection field has the smallest number of possible selections.
For example if you want all assets that contain the word "Desk" anywhere in the description for all assets in
the Accounting Department. It will be faster to define the Accounting Department first and then the description
of Desk. The following chart will show the fastest use of each possible field type.
 Field Type            Fastest possible search
Amounts                  Use smallest minimum/maximum range
Dates                    Use smallest minimum/maximum range
Name and Address         A single name for a single category
Numeric                  Use smallest minimum/maximum range
Table                    A single code for a single table
Text                     Begins With search with longest possible text string
Yes/No                   Specify either Yes or No on a non-mandatory field

Where ever possible this guide should be used for the first selection field. If you have more than one field to
select that matches this criteria, then use the one that will produce the smallest results first. The order of any
other selection fields could use the same rule. Any selection field that will result in fewer "hits" should be
defined before the fields with more "hits". The search will stop looking as soon as it values a selection field.

Sort Selection
Overview for Sort Selection
Sort Selection Dialog Box
Sort Selection Process

Overview for Sort Selection
The purpose of Sort Selection is to define the criteria that will be used to sort fixed asset items prior to
reporting. The Sort indicates in what order the Fixed Assets will be arranged. Any field in a Fixed Asset item
could be used for the sort. The fields being used for the sort do not have to appear on the report. Any sort field
could also be a break field. A break field will cause the report to stop and produce sub-totals when ever the
value in this field changes. This could be used to create a sub-total by department.
There are several options in Fixed Assets that use the Item Selection process, such as Fixed Asset Reports
and Report Wizard. Each of these has a button called Item Selection that will start this process. When this
process is started the Item Selection dialog box will appear.

Sort Selection Dialog Box
The Sort Selection dialog box will appear as follows:




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This dialog box will allow you to select any number of the fixed asset fields to be used for the sort. A sort field
does not have to appear on the report. You may define your own sort criteria, use a sort criteria that had been
pre-defined, or create a new pre-defined sort criteria.

More:
Pre-defined Selection
Choose/Selected
Move Up
Move Down
Break Points
Name Field
Change Title
Save
Delete
Pre-defined Selection
This combo box will list all of the pre-defined sort criteria by name. You may then select the pre-defined sort
you wish to use. This will initialize your sort criteria to the pre-defined values. You may then use the sort
criteria as it is, or you may adjust it as you need to.
There is a special pre-defined entry called Not Applicable. With this selection you may create a one-time sort
criteria or create a new pre-defined sort.
Choose/Selected
The Choose/Selected list boxes will show all of the fields defined for Fixed Asset items. All Fixed Asset fields
are available to the sort, except for the comments. All of the defined Fixed Asset fields will be listed in either
the Choose or Selected list boxes. Fields listed in the Choose box are available for sorting, but are not
included in this sort. Only the fields in the Selected list box will be used in the sort. The first field in the list is
the major sort field, and the last field in the list is the most minor sort field. If your main sort is by department,
and you would like the items listed by decal number within each department, then the department should be
listed first followed by the decal number.
In order to move an item from the Choose to the Selected box, you may double-click on the item or select the
item and push the Right arrow () button. It will disappear from the Choose box and will reappear in the
Selected box.
In order to move an item from the Selected to the Choose box, you may double-click on the item or select the
item and push the Left arrow () button. It will disappear from the Selected box and will reappear in the
Choose box.
Move Up
The Move Up button will take the currently selected field name in the Selection list box and make it switch
places with the line above it. It will continue to be the selected field. This will allow you to push the button over
and over until the current selected field is in the position you would like it to appear.
Move Down
The Move Down button will take the currently selected field and make it switch places with the line below it. It
will continue to be the selected field. This will allow you to push the button over and over until the selected field
is in the position you would like it to appear.
Break Points
Each of the sort fields could be a break point field. You can have a maximum of 9 break point fields. You will
be setting the break for the currently selected field in the Selection list box. The name of this field will appear
before the radio buttons, so you can verify that you are setting the break point for the right field.
When you set a break point then the system will keep track of the values in this field. When ever the value in
this field changes than a sub-total will be displayed at that point. If the report has no total columns, then it will
display a blank line. If you set a Page Break then a new page will be started at this point.
WARNING: Do not set a break point on a field that has unique values for every event, such as Event Id. If you
set a break point on Event Id then you will get a total on each and every item. This would make the totals
useless and would just generate more lines or pages on the report then you need. You should only set break
points on items that have several items of the same value.
Name Field
The name field will only be active when the current sort field is a person or company name. This combo-box
will indicate what type of sort you would like to do on a name. A single name is made up of many components.
This box will list each of the possible components of a name, as well as several combination of name
components. You can select any one of the name components to used for the sort.
Change Title
The Change Title box will only be active if you are using a pre-defined sort. This will allow you to change the
name or title that has been assigned to that criteria. WARNING: Everyone has access to the same sort
criteria. Do not change the name of a sort, if most people are already use to seeing it with the current name.
Save
The Save button will let you update a pre-defined sort or create a new pre-defined sort. If you are using a pre-
defined sort then all of the sort criteria in the pre-defined code will be removed and then replaced with the
current sort criteria. This is how you update a pre-defined sort.
If the pre-defined sort is set to Not Applicable when you push the Save button then you will create a new pre-
defined sort. You will be asked for the title of the sort criteria, and it will be permanently saved.
Delete
The Delete button will let you remove a pre-defined sort and/or clear out all your current criteria. This button
will not be active if your security is not high enough to delete a pre-defined sort. If you are using a pre-defined
sort when you push this button then that pre-defined sort will be removed from the system permanently. If the
pre-defined sort is set to Not Applicable when you push the Delete button, then all current sort fields will be
eliminated, effectively resetting the sort criteria.

Sort Selection Process
The sort selection can work very fast in Fixed Assets, since every field in Fixed Assets is a keyed field. All
fields sort with equal speed, so no field type will sort faster than any other field type. The more sort fields you



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have the longer it will take. Never add fields to the sort, that do not really need to be there. Only sort on the
fields that really need to be sorted. The more records that are selected the longer the sort will take, since
every record needs a sort key built. It will speed up the sort, if you only select the records that are required for
the particular report and no more.
The table below will show how each field type will be sorted:
 Field Type           Sort
Amounts               Smallest amount to largest amount
Dates                 Earliest date to latest date
Name and Address      Company Name if no company then Person's name
Numbers               Smallest number to largest number
Tables                Alphabetical by code description
Text                  Alphabetical
Yes/No                Yes than No

If a fixed asset item does not have one of the sort fields filled in, then those items will appear first.

Fixed Asset Maintenance
Overview for Fixed Asset Maintenance
Maintenance dialog box
Work Flow
Setting up your own fields
Depreciation Schedule
Asset Disposal

Overview for Fixed Asset Maintenance
The purpose of Fixed Asset Maintenance is to add, change or delete fixed asset items. The system is
designed so that all maintenance for a single item is controlled from a single dialog box. The maintenance is
divided into five sections: Table Fields, Value Fields, Name and Address fields, Yes/No questions and
comments. These sections contain all of the individual data fields that make up a fixed asset item.
You can add your own fields to any of the sections if your security is high enough. You indicate which field will
appear before another field, and if the field is mandatory. This will allow you to track any information you would
like for each fixed asset item.

Maintenance dialog box
The Maintenance dialog box will appears as follows:
Each of the fields and buttons are described below. Any field displayed in one of the list boxes with an * in
front of the field name indicates that this is a mandatory field and must have a response before you are
allowed to use the OK button. The number that appears above the Cancel button is the Internal Reference
number for this fixed asset item. It appears for reference purposes only. This number is controlled by the
system and can not be maintained.

More:
Table Fields
Value Fields
Name and Address Fields
Yes/No Questions
Comments
Account #
Depreciation
Disposal
Table Fields
This section is used to assign code values to a fixed asset item. All of the code fields are shown in the Table
Fields list box. If the code field is currently assigned, then the value assigned to that code will be listed next to
the field in the list box.
You highlight the code you wish to assign. The combo box under the list box will then contain all of the valid
entries for that code field. Select the entry for that code that is appropriate for the fixed asset item. As soon as
you select an entry, the list box will be updated with your choice.




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Value Fields
This section is used to assign user entry for particular fields. Some fixed asset fields require a numeric value,
an amount, a date or a text entry. Each of the fields in this section require a response that the user must type
in. If the field is not mandatory you are not required to enter anything for that field. If the field has a value
assigned it will be listed next to the field name.
You highlight the field you wish to assign. The name of that field will appear under the list box. The value
currently assigned to that field will appear in the data box. You can then adjust the value or override it with a
completely new value. After you have the correct value showing, you use your TAB key and the new value will
be shown in the list box.
Name and Address Fields
This section is used to assign a Name and Address entry to particular fixed asset field. Some fields require a
name to be associated with it. Each of the fields in this section require a name and address entry. If the field is
not mandatory you are not required to enter a name. If the field has an name assigned, it will be listed next to
the field name.
You highlight the field you wish to assign. The name associated with that field will appear under the list box. If
there is a name assigned then the Edit Name button will be active. This will allow you to perform normal Name
and Address maintenance on the assigned name. If you wish to assign a name or change the assigned name,
then use the Select Name button.
WARNING: If you are changing the assigned name, DO NOT use the Edit Name button and change the
information. This could impact other areas of the system that might be using this name. Instead use the Select
Name button to assign a different name.
When you assign a name, or change the existing name, the system will automatically update the list box. The
words Not Assigned will appear next to any entry that does not have a name associated with it. If you want to
return an entry to the Not Assigned state after it has already been assigned, then push the Select Name
button and then the Cancel button.
Yes/No Questions
This section is used for yes/no questions. Any fixed asset field that requires a Yes or No response will be
listed in this section. If the field is not mandatory it does not need a response. If the question is assigned then
the word yes or no will be listed next to the question.
You highlight the question you wish to answer. That question will appear under the list box. Push the Yes
button for a yes response or the No button for a no response.
Comments
When you push the Comments button the following dialog box will appear:
The Decal number for the selected fixed asset item will appear at the top. This is a read only field. It is here
just as a reference to remind you as to which fixed asset item you are working with.
The data box is free form entry. You can entry as much text as you need to use. This is floating text. This
means that you should not hit the RETURN key at the end of every line. Just keep typing the text and at the
end of the line, the text will automatically wrap to the next line. Only use the RETURN key to start a new
paragraph. When the text is displayed the size of each line could vary depending on the amount of space to
output the comment.
Account #
This button will only be labeled "Account #" if an account number has not be assigned to this fixed asset item.
If an account number has been assigned then the button will be labeled with the number of the account. If you
wish to set or change the account number, then push this button. The standard Account Number search
screen will appear and you will be able to search and select any account number.
Depreciation
This button will place all of the fields related to depreciation in one place, and will produce sample
Depreciation Schedules for the asset. You can use this as a work sheet when setting up a new asset. This will
let you try different settings for each of the depreciation parameters, and instantly see the impact the setting
would have. See the Depreciation Schedule section for more details.
Disposal
Disposal is the delete feature of fixed assets. In fixed assets when you delete an item there are additional
things that need to be done. When an item is deleted the system needs to know the How we got rid of the
asset, When we got rid of it, and What did we get for it. See the Asset Disposal Section for more details.

Work Flow
There may be a large number of fields in this dialog box that needs a response. If you are changing a field it is
very easy, you can just point at it and click the mouse and you can change that field immediately.



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When you are adding a new fixed asset item you have to go to almost every field. The dialog box has been
designed to help you with this effort. You can easily go to each field set it appropriately without ever having to
touch the mouse.
When the dialog box first appears, the focus will be on the first entry in the Table Fields list box. You can use
your up and down arrows to select the appropriate code value. When the correct response appears in the
combo box use your TAB key this will return you to the Table Field list box. Use your down arrow to select the
next code field. You will be automatically taken to the combo box to select a value, and you repeat this until all
the codes are assigned. At that point use the TAB key in the Table Field list box and you will be taken to the
Value Fields.
The Value fields will set the focus to the entry box for the first entry in the list box. Enter the value you want
and use your TAB key. This will return you to the list box, and use your down arrow to select the next item.
That will immediately take you to the text box for that field. You repeat this process until all the fields you need
to assign are complete. At that point use the TAB key in the Value Field list box and you will be taken to the
Name and Address Fields.
The Name and Address fields will set the focus to the first entry in the list box. Push the Select Name button
by pushing your space bar. Assign the name and use your up and down arrows to select different name and
address fields. When you are done with the Name and Address fields you can then use the TAB key to go to
the last list box of Yes/No questions.
The yes/no questions will set the focus on the questions in the list box. Select the question you wish to
answer, then use the left and right arrow keys to select the appropriate yes/no answer, then use the TAB key
to get back to the list box. You can then use you up and down arrows to select the next question. When you
are done with the Yes/No questions you can then use the TAB key to go to the Comments button. If you are
not entering Comments, setting Account Numbers or checking the Depreciation Schedule you may push the
RETURN key at any point from here. This will have the same effect as pushing the OK button.
If you have comments for this item press the space bar to activate the Comments button. After the comments
are complete or if you have no comments to enter, then use the TAB key and you will be taken to the Account
# button.
On to the Account # button, press the space bar to start the Account Number search. Select the account
number and press RETURN. Pressing RETURN is the same as pushing the OK button. Use the TAB key to
move to the Depreciation Schedule button.
The Depreciation button is optional, if you wish to review the Depreciation Schedule for the new asset then
push the space bar to activate the button. When you are done with Depreciation, then use the TAB key and
you will be taken to the OK button.

Setting up your own fields
The system allows each facility to establish their own fields in each of these four sections, and with code
values you establish what the acceptable values will be. The instructions to add an item to each section are
described below:

More:
Amount Fields
Date Fields
Name and Address Fields
Number Fields
Table Fields
Text Fields
Yes/No Questions
Amount Fields
You enter new fields here by just entering a new entry to the Amount Field table in Table Maintenance.
Date Fields
You enter new fields here by just entering a new entry to the Date Field table in Table Maintenance.
Name and Address Fields
You can add your own Name and Address fields. In order to add a new field, you use the Fixed Asset Control
option:
                                 1. Push the Name and Address Fields button
                                 2. Push the Add button
                                 3. Enter a description for the new category.
                                 4. Push the OK button.
You may also create a Name and Address category with the Name and Address application. You can then use
the Fixed Asset Control option to assign it as a Fixed Asset field.
Number Fields
You enter new fields here by just entering a new entry to the Number Field table in Table Maintenance.
Table Fields
You can add your own code fields and values. In order to add a new code field, you use the Fixed Asset
Control option:
                                 1. Push the Table Fields button
                                 2. Select appropriate application in the combo box at the top of the screen
                                    or use Fixed Assets if you are adding a new Table.
                                 3. Push the Add button
                                 4. Enter a table number that is not already assigned.
                                 5. Enter a description for the new set of codes.
                                 6. Push the OK button.
You may also create a table with the Table Parameters option. Make sure that the scope is set to organization.
You can then use the Fixed Asset Control option to assign it as a Fixed Asset field.
After the table is created you need to enter the acceptable values for the table. You do this with the Table
Maintenance option.
Text Fields
You enter new fields here by just entering a new entry to the Text Field table in Table Maintenance.



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Yes/No Questions
You enter new fields here by just entering a new entry to the Yes/No Questions table in Table Maintenance.

Depreciation Schedule
The Depreciation Schedule will place all of the fields related to depreciation in one place, and will produce
sample Depreciation Schedules for the asset. You can use this as a work sheet when setting up a new asset.
This will let you try different settings for each of the depreciation parameters, and instantly see the impact the
setting would have.

More:
Depreciation Schedule Dialog Box
Depreciation Accounts
Units-of-Production Dialog Box
Error Messages
Depreciation Schedule Dialog Box
The Depreciation Schedule dialog box will appear as follows:




Each of the fields that effect the depreciation process, appear at the top of the dialog box. These same fields
appeared on the Fixed Asset Maintenance dialog box, but they did not appear all together. You can change
these fields here or on the Maintenance dialog box, and the changes will flow back and forth to both dialog
boxes. The title of this dialog box will show the decal number and item description of the asset to remind you
of the current asset you are working with.
The Depreciation Method combo box at the top of the dialog box is the key to the Depreciation process. This
determines how the depreciation will be calculated. All the methods currently supported will appear in this list
box. Select the one that is most appropriate for the current asset. See the Depreciation Methods section for
more differences between the different methods. Most of the Depreciation Methods use the same fields, but
the Units-of-Production method need some additional fields. See the Units-of-Production section for more
details.
The Acquisition Cost and Acquisition Date are the starting points for the depreciation process. This is the
original value of the asset and the date it became and asset of the facility. All depreciation is based on a full
year on the asset's anniversary date, regardless of the fiscal year or calendar year. The first year of
depreciation is earned 1 year from the Acquisition Date. Since the smallest unit of time for Depreciation is 1
month, then the Acquisition date is adjusted for depreciation calculations to the nearest month. If the
                                  st           th
Acquisition date is between the 1 and the 15 then it is assumed to be an asset as of the beginning of the
                                                                   th
Acquisition month and year. If the Acquisition date is after the 15 then is will be adjusted the beginning of the
next month. The date column in the schedule will reflect this adjustment.
The Salvage value is the estimated market value of a depreciable asset as of the time of its removal from
service. This may also be called Market value, Residual value, Scrap value, or Trade-in value. The system will
default to the term Salvage value. The excess of cost over the estimated salvage value is the amount that is to
be recorded as depreciation expense during the asset's life. When salvage value is expected to be
insignificant in comparison to the cost of the asset, it is frequently ignored in computing depreciation.
The First Year Allowance lets you indicate a percentage amount. This percentage amount is taken the first
year. The rest of the depreciation is spread over the life of the asset. This is an optional value and is usual no
more than 20%.
The Life in Years is an estimate of the number of years that the asset will be useful to the organization. There
are no hard and fast rules for estimating either the period of usefulness of an asset nor its salvage value at the
end of such period. The two factors, which are interrelated, may be affected to a considerable degree by
facility policies. The estimates of a facility that provides key people with an automobile every year will differ
from those that retains its cars for three or more years. Such variables as climate, frequency of use,
maintenance, and minimum standards of efficiency will also affect the estimates.
The list box at the bottom of the dialog box will show the detail Depreciation Schedule for this asset, based on
the values at the top of the dialog box. As soon as you change a value at the top of the dialog box, and leave
that field, then the list box will be updated automatically with the new Depreciation Schedule. If any of the
parameters are not set correctly then the list box will show error messages instead of the depreciation
schedule. See the Error Message section for more details.
At the bottom of the list box are two radio buttons to change the perspective of the schedule view. The default
is Depreciation Schedule for this asset. This shows the depreciation in respect to the fixed asset item itself.
Accounting people usually look at depreciation in respect to the fiscal accounting year. The second radio
button will show the depreciation in respect to the fiscal accounting year. You can switch back and forth
between the two modes.
The Depreciation Accounts button will allow you to change the default account numbers that will be used to
post this item. See the Depreciation Accounts section for more details.
Pushing the OK button on this dialog box will pass the changes back to the maintenance dialog box, but if you
push the Cancel button here then the changes will not be passed back, and the maintenance dialog box will
still contain the original values for these fields. Just pushing the OK button here and passing the values back



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to the Maintenance dialog box does not save the changes with the asset. You must still push the OK button on
the maintenance dialog box to save the changes. If you push the Cancel button on the maintenance dialog
box the changes will not be saved even though they were passed back.
If you had Read Only access to the maintenance dialog box, you will not have Read Only access on this
screen. You will be able to change the values, since this is only a work sheet. This will allow you to see
different depreciation scenarios. If you push the OK button, it will look like the changes were passed back, but
since you can not save any changes, they do not become a permanent part of the asset.
Depreciation Accounts
When you push the Depreciation Accounts button on the Depreciation Schedule dialog box the follow screen
will appear:




This will show each of the account numbers that will be used for depreciation as well as gain and loss
transactions for this fixed asset item. If you do not have any set they will default to the master account
numbers set in the Fixed Asset Control option. You can override any of these accounts by pushing the
appropriate Select Account Number button. This will bring up a standard account number search screen that
will allow you to select any account number.
Units-of-Production Dialog Box
The Units-of-Production depreciation method works differently then the other depreciation methods, and the
dialog box will appear as follows:
Most of the fields are the same, but the Life in Years has been replaced with Life in Units. This depreciation
method is not based on the age of the asset, but rather the use of an asset. This method is only appropriate if
you can accurately measure the asset's use. The method could be used with a vehicle. The units in this case
could be miles and the Odometer on the vehicle will measure the miles. Some heavy equipment keeps track
of the number of hours in service, the units in this case would be hours. The life in units is the total number of
units (miles/hours) that you expect to receive from this asset.
The Starting Units is the number of units (miles/hours) that were on the asset when you received it. Even a
brand new vehicle will have a few miles on it before you take possession of it. You enter the original reading
for the measurement of units in this field.
The amount to be depreciated is based on the Acquisition Cost minus the Salvage Value divided by the Life in
Units. This gives us a per unit rate. That rate appears below the Starting Units field. This is a calculated rate
and can not be changed. It appears here as a reference only.
The list box will appear differently for the Units-of-Production method. An entire schedule can not be
developed, since this method is based strictly on use and not on time. The first column of year has been
replaced with the number of units. The first line will show the status of the asset at time of purchase. Any units
entered for this asset will be listed and the depreciation calculated appropriately. The units will be a running
total, but the calculation will be based on the number of units used between periods. So instead of this being a
planning schedule this will be the real depreciation schedule for the asset. You could also use this to review all
unit entries made to this asset. You would enter the actual units with the Depreciation Process option.
Error Messages
If any of the parameters are set incorrectly, so that a Depreciation Schedule could not be generated, then the
list box will show all the error conditions that were found and need to be corrected. That would appear like this:




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The error descriptions will show the field that has the problem and enough information to know what to enter in
that field. If a field is not shown in error then it is either correct or it is not required by the selected Depreciation
Method. Not all depreciation methods need all the fields. No one depreciation method uses all the fields, so
this will be a good guide to know what fields are required for your preferred Depreciation Method.
It is recommended that you first select the Depreciation Method you wish to use. The error messages in the
list box will then show you want additional fields are required. Enter values for the appropriate fields until the
Depreciation Schedule appears. Then review the Depreciation Schedule to see if it gives you the desired
results. Make any changes to the fields at the top of the dialog box until you get the depreciation results you
expect. When you do, push the OK button and all changes will be passed back to the Fixed Asset
maintenance process. Make sure you push the OK button on the Maintenance dialog box to save any changes
that were made.

Asset Disposal
When you get rid of a fixed asset item there is usually accounting transactions required to properly reflect the
removal of the asset. Assets that are no longer useful may be discarded, sold, or applied toward the purchase
of other assets before they are deleted from the Fixed Asset system.
The details to record the disposal of a fixed asset item will vary, but in all cases it is necessary to remove the
book value of the asset for the General Ledger. This is done by debiting the accumulated depreciation account
for the total depreciation to date of disposal and crediting the asset account for the cost of the asset.
An asset should not be removed from Fixed Assets just because it has been depreciated for the full period of
its estimated life. If the asset is still useful to the organization, the cost and accumulated depreciation should
remain in the General Ledger. Otherwise the General Ledger would contain no evidence of the continued
existence of such assets, and the cost and the accumulated depreciation on these assets are frequently
needed in reporting for tax purposes.
When you push the Disposal button on the fixed asset maintenance dialog box then the following dialog box
will appear:




The buttons at the top indicate the type of disposal. This indicates How you disposed of the asset. Each of
these are discussed below. The data boxes for the date and amount at the bottom of the screen allow you to
enter When the item was disposed and What we got for the item. The date and amount boxes may or may not
appear depending on the type of disposal.

More:
Added by mistake
Discarding the Asset
Sale of the Asset
Exchanged the Asset
Disposal Transactions
Added by mistake
This is not a typical fixed asset disposal method. This is your one true delete option. You might have
accidentally added an item to fixed asset that you really did not want in fixed assets in the first place. If you
use any of the other types of disposal, then accounting transactions will be generated. With this option the
item will be removed from fixed assets, and no transactions will be generated. It will be treated as if it were
never a part of the fixed asset database.
Discarding the Asset
When assets are no longer useful to the organization and you can not get any money for the assets, then they
are discarded. If the asset has been fully depreciated, and there is no salvage value then there is no loss or
gain to be realized. This method only requires the date you got rid of the asset.
Sale of the Asset
When assets are no longer useful to the organization and you can sell the assets then you use the Sale of the
Asset option. This method will ask for the date of the sale and the amount it was sold for. If the selling price
exceeds the book value of the asset, the transaction results in a gain. If the selling price is less than the book
value, there is a loss.




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Exchanged the Asset
Old equipment is frequently traded in for new equipment having a similar use. The trade-in allowance is
deducted from the price of the new equipment. This method will ask for the date of the exchange and the
amount of the trade-in allowance. If the trade-in allowance granted by the seller is greater than the book value
of the asset traded in, there is a gain on disposal. If the trade-in allowance is less than the book value, there is
a loss.
In the ConCentRICs fixed asset application the gain or loss is recognized on exchange. This means that the
new asset will be recorded at it's full value and not what was paid for the item. Place the trade-in value for the
new asset in the cash account, but only to use as a clearing account. This will allow the new item to be
recorded at it's full value. The trade in value will be applied to the old asset, as if the old asset were sold for
that amount. The gain or loss will be then recognized at the time of exchange. The difference will be applied to
cash to cancel out the trade-in on the new equipment.
Disposal Transactions
These transactions are generated for all disposal methods except the Added by mistake, which generates no
transactions. The first step on disposal is to calculate any depreciation earned on the item from the last
depreciation period to the date of disposal.
The last depreciation period is determined from the Depreciation Process. This option keeps track of the last
month and year that was used to post depreciation. The smallest unit of time in depreciation is one month.
                                                                                                    st         th
The disposal date will be adjusted to the nearest start month. If the disposal date is from the 1 to the 15
then the date will be adjusted to the first date of that month, and no depreciation will be earned for the month
                                                 th
of disposal. If the disposal date is after the 15 then the date will be adjusted to the first date of the next
month, and depreciation will be earned for the entire month of disposal.
The next step is to remove the asset from the account it was originally posted to at it's original value, since
that is the value still in that account for that asset. At the same time the total accumulated depreciation ever
earned for the asset is removed from the Accumulated Depreciation account. This would be the total amount
ever posted to that account for this asset. The difference between the original value and the accumulated
depreciation is the assets current book value.
The last step is to deal with the remaining book value for the asset. If there was a sale amount or trade in
value then these are posted to the cash account. If the book value is greater than the sale amount or trade in
value then it is subtracted from the book value and the remaining amount is posted to the loss account. If the
book value is less than the sale amount or trade in value then the book value is subtracted and the remaining
amount is posted to the gain account. The account numbers used for the loss and gain accounts are set in the
Fixed Asset Control option.

Standard Operation
Applications Available
Automated Recommendations

Applications Available
Accounting Fixed Assets application only has one option available for SAGE processing, the Fixed Asset
Reports option.
Automated Recommendations
It is recommended that you print the Fixed Assets report as part of your year end process.

Advanced Topics
System Agent Setup
Manual Execution

System Agent Setup
System Agent must be connected from the ConCentRICs system to each individual work station that requires
automated processing. This is done with the System Agent option on the System Administration menu. For
more information on System Agent itself then see the System Agent chapter of the User's Guide.

Manual Execution
If you are executing the automated processing manually or you are using a non-system agent task manager
then you will need to know that the application code used here is ACFA. Any where in the documentation
where ConCentRICs application code or app is used then you need to substitute ACFA. That would make the
executable for this application ACFA.EXE

Overview
Introduction
Prerequisites
Procedure

Introduction
The purpose of Setup is to give you all the information necessary to get the Accounting Fixed Assets
application running for your facility. This is the first thing you do in the system, but it is the last chapter in this
manual. This is due to the fact that usually you only use this section once, where you will be referencing the
rest of the manual many times. We have placed the setup as the last chapter to keep it out of the way, and
when you do need it, you always know where to look for it.

Prerequisites
This chapter assumes that the software for Accounting Fixed Assets is already loaded. If the software is not
available or you do not have an icon for Fixed Assets, refer to the Setup Chapter in the User's Guide Manual.
It is also required to have the General Ledger module established and setup before you can use the Fixed
Assets application.




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Procedure
All the setup for fixed assets is based on an Accounting Fund. This means that each and every accounting
fund is independent of all other accounting funds. This will allow you to set up a fixed asset system for each
accounting fund, specifically to the needs of that fund. You will need to follow these setup procedures for each
and every accounting fund that will use fixed assets. Fixed Assets may not be an appropriate application for
every accounting fund.
The first step is to define the fields you want for your fixed assets in table parameters. Then use Fixed Asset
Control to establish the overall parameters to control fixed assets and the default values for each of the fixed
asset fields.
It is recommended at this time that you enter a few test assets. Then use the Report Wizard to define the
reports you would like produced. After you have created the appropriate reports, you can enter the rest of your
fixed assets.
After the assets are entered it might be a good idea to do a physical inventory and verify that the assets
loaded on the system are the assets you have in the facility.

Installation
Chart of Accounts
Table Parameters
Fixed Asset Control
Report Wizard
Depreciation Process
Inventory Process

Chart of Accounts
You must have an Accounting Fund, Account Year and the Chart of Accounts defined before you can use the
Fixed Assets application. You do these functions in the General Ledger application.

Table Parameters
In Table Parameters define all of the Amount, Date, Numeric, Text, and Yes/No fields that you need for your
fixed asset items. Be sure to set the priority and mandatory fields for proper operation.
Define a table for each and every code field you would like to use in Fixed assets. Enter the appropriate codes
for each of your tables. This could be such things as Status, Location, Building, Class, etc.

Fixed Asset Control
Fixed asset control allows you to set the overall parameters. There are four account numbers that are required
for normal application use. The first two are the debit and credit accounts to use when posting depreciation.
The next two are the accounts to be used when a gain or loss is realized when an asset is disposed.
The Table Fields button will let you link the table fields established in the Table Parameters step to be linked
as a fixed asset field. This is where you indicate it's priority and if it is a mandatory field.
The Name and Address Fields button allows you to like any name and address category as a fixed asset field.
This will allow you to track any name associated with an asset. This will let you track who it was purchased
from, who repairs it, who supplies parts, etc.
The Default Fixed Asset Fields will allow you to set a default value for each and every Fixed Asset field, so
when new assets are entered, the standard information will already be filled in. This is optional, but it will
speed up data entry of new assets.
The Fixed Asset Account numbers will tie fixed assets to the Accounts Payable application. Enter all account
numbers on the Chart of Accounts that represent fixed asset accounts.

Report Wizard
No reports will be available for Fixed Assets until you define them with the Report Wizard. Decide what
information you want to see on each of your reports. Use Report Wizard to define each of the appropriate
reports.
Enter some sample assets and then run the reports you defined with the sample assets. This exercise is
important to perform before you enter a lot of assets. This will help you determine if you have created all the
fields required for the information you want to gather and report.

Depreciation Process
After you have your assets entered it is recommended that you run the Depreciation Review feature of the
Depreciation Process option. This will let you verify that each asset that is suppose to depreciate, is set up
properly and will depreciate the way it is suppose to depreciate. This report will flag any depreciation method
that is in error. This will let you correct any errors before they become a problem.
It is also important to make sure any asset that is not suppose to depreciate, does not appear on the list. Land
is an asset that does not depreciate. Any asset that is not set up for depreciation will not show up on this
report.

Inventory Process
It is recommended that after the fixed asset application has been setup and you have entered all your assets,
then you perform a physical inventory. This will help verify that all of the assets have been entered into the
system.




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