Taylor Business Software
Excel Easy Fixed Assets
The TBS Excel Easy Fixed Assets application is a Excel worksheet that is designed to track a
companies assets and the depreciation expenses associated with them.
The opening screen:
The left hand row of buttons is where you will maintain data in the application. There are 2
major areas (Category and Assets), and 1 utility area (Company).
The right hand column provides buttons to calculate and update the monthly depreciation
amounts, to update the system at year end, and to generate reports.
The worksheets listed across the bottom are used by the various functions and should not be
deleted or renamed. (You can add additional worksheets if you desire).
A note about reports:
There are 4 buttons that can be considered reports (Monthly Depreciation, YTD Depreciation,
Asset Listing, and Net Book Value). When these are pressed a dialog box is displayed telling
you what is about to happen, and a button labeled “Start Process”. When you click on this
button, the data that is currently on the associated worksheet tab is cleared, then the system
populates that tab will data from the Assets tab. When the process is finished, you will need to
go to the associated worksheet and format the worksheet for printing. This might involve you
having to set the Wrap Text feature if you have some descriptions that are very long, set the
print area, etc. Then you will need to actually print the worksheet if you want a hard copy
Data Entry (Category and Asset Maintenance)
Specify the row number on the worksheet that you want to add info at, or edit.
Enter the Category code that you want to use. This value should be unique in this list.
Enter the Description of this Category (like Equipment, Computer Hardware, Machinery,
Enter the life of the asset in months. (You can also enter the life in years, and the system will
calculate the number of months for you).
Enter the Asset General Ledger Account for this category.
Enter the Accumulated Depreciation General Ledger Account for this category.
Enter the Depreciation Expense General Ledger Account for this category.
Click on Save Category to save this item. The row number will advance to the next blank row
on the worksheet, and the form will clear.
To delete a Category, select the row that the category is on (the info will be displayed on the
form), then click on the “Delete Category” button. If this category is used by a asset on the
Assets tab, you will be alerted to that fact, and the delete operation will be aborted.
The row number will default to the first empty row on the worksheet. To edit a item, change
this to the row number that the item is on, and the data will be displayed on the form.
Once you select a Category when you are adding a new record, it will lookup the values on the
Category worksheet, and populate the Life, Asset G/L Account, Accum G/L Account, and
Expense G/L Account fields.
If you try and Delete an Asset that has Year To Date depreciation expense, you will see a
warning message that you should wait until after the end of the year to delete this item so that
it can be included on the YTD depreciation report, but that you should change the status from
Active to Inactive.
Use this option to enter your company name (it will appear at the top of each of the worksheets
intented to be printed), and to register the application if you decide to purchase it. (If you do
not purchase the application, the Calculate Depreciation button will stop working after 30
The calculate depreciation button will go thru the Active assets on the Assets worksheets and
calculate the monthly depreciation amounts and add that amount to the YTD Amount and Total
Accumulated amounts. You will need to run this once each month, after you have entered all
new assets put in service during the month. Once it has run, the Last Date Processed will be
displayed in cell C3 on the Menu sheet.
What should you do if you forget to run the process one (or more) month(s)? For each of the
months that you did not run the process:
1) Add any new assets added during that month.
2) Run the Calculate Depreciation process.
3) Run and print out the Monthly Depreciation report (the bottom of this report is the
journal entry that will need to be entered in your General Ledger to record that months
There are 4 reporting options on the menu – Monthly Depreciation, YTD Depreciaiton, Asset
Listing, and Net Book Value. For each of them, when you click on the button, you will see a
screen similar to the following:
Click on the Start Process button to begin the process. When the process is finished, you will
need to go to that workstation, and format it for printing. (Use the Preview option, set the
orientation, margins, print area, format some cells to wrap text if there is a lot of text in that
Year End Update
The Year End Update sets the system up for the following year. It should be run after the
Reports needed at year end have been run, and before the Calculate Depreciation option is
run for the first month in the new year. It goes thru the Assets worksheet, and sets the YTD
depreciation amount to zero.
Want modifications to this application (or a new application developed)? Contact us.
Taylor Business Software