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This text refers to program version 4.2  

Introduction to the Asset Transaction Register

This register helps maintain a history of your Assets. A new record is created automatically whenever you create a Put In Use Transaction for an Asset, when you write off or sell an Asset using the Disposal register, and when you depreciate an Asset using the 'Create Depreciation Transactions' Maintenance function. The 'Create Depreciation Simulations' Maintenance function will not create records in this register. If you use this latter function to depreciate your Assets, you can enter Asset Transactions manually to maintain a depreciation history for your Assets. If you have switched off the option in the Sub Systems setting in the Nominal Ledger to create Nominal Ledger Transactions from Disposals, this will also prevent Asset Transactions being created from Disposals.

To view Asset Transaction records, select 'Asset Transactions' from the Registers menu in the Assets module, or click the [Asset Trans. (Latvia)] button in the Master Control panel. The 'Asset Transactions: Browse' window is opened. Double-click a record in the list to see its details.

The Transaction Number field contains the serial number of the originating Transaction (i.e. depreciation Transaction, Put in Use Transaction or Disposal), while the other fields and options are self-explanatory.

The Asset Transaction register is only a historical record and has no effect on the future calculation of depreciation. As described here, there is no reference to any previously saved figures when depreciation is calculated for a new month or year. For example, when you calculate depreciation at the end of 2005 for an Asset purchased at the beginning of 2004, depreciation will effectively be calculated for both 2004 and 2005 to arrive at the figure for 2005. Each time you calculate depreciation using the 'Create Depreciation Transactions' Maintenance function, a depreciation figure will be stored in the Asset Transaction register, but in future the depreciation calculation will not refer back to these figures. The purpose for storing depreciation figures in the Asset Transaction register is solely so that they can be printed (together with Nominal Ledger Transaction Numbers and Dates) in the Asset Put In Use document as part of an Asset's depreciation history.

If you want to print an Asset's depreciation history in the Asset Put In Use document, include the fields described below when designing the Form. The Document Type of the Form should be "F/A Put in use". Form design in general is described here.

The following fields are printed once per Asset in the Put In Use document:

Fixed Asset Code

The Inventory Number of the Asset.

Fixed Asset Name

The Name of the Asset.

Put In use No.

The Transaction Number of the Put In Use Transaction.

Put In use Date

The Date of the Put In Use Transaction.

Writeoff Number

The Transaction Number of the Disposal Transaction (also the serial number of the Disposal record in the Disposal register).

Writeoff Date

The Date of the Disposal Transaction.

Writeoff Amount

The amount the Asset was depreciated by before it was written off or sold (i.e. the figure in the Depr. field in the Disposal record).

The following fields are printed as many times as necessary (i.e. as many times as there are Asset Transaction records for the Asset), so you can arrange them in a table (be sure to specify a Vertical Spacing in each one):

transnr

The serial number of the originating Transaction (i.e. depreciation Transaction, Put in Use Transaction or Disposal).

transdate

The date of the Asset Transaction.

Doc Type

The type of the Asset Transaction (Put In Use, depreciation or Disposal).

Res Depr

The book value of the Asset prior to the Asset Transaction.

Sum

The value of the Asset Transaction (usually the Purchase Value in the case of a (Put In Use Transaction, monthly or annual depreciation, or accumulated depreciation on disposal).

An example Form is illustrated below:

This is the printed output, produced by clicking the Printer or Preview icon in an Asset record:

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