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Importing Fixed Assets

You should use this topic if you have been using e-automate multiple months and your fixed asset depreciation calculations have been external to e-automate and then recorded in e-automate via a general journal entry. This topic focuses on how to get your detailed external fixed asset tracking information imported into e-automate.

If you are converting to e-automate and have not been using it for more than a month, you should use the document, Moving Balances Forward. This document is intended for users that are brand new to e-automate and converting their fixed assets for the first time. Contact your conversion consultant or Customer Care for this document.

***Several options for tracking fixed assets are provided by e-automate. One method is to simply track individual fixed assets and associated details outside of e-automate, and then perform general ledger entries to handle the depreciation. This method largely occurs outside of e-automate. In order to use this method, you must have created fixed asset accounts, accumulated depreciation accounts, and depreciation expense accounts. Because you are depreciating outside of e-automate, you do not place fixed asset protection on your general ledger accounts, thus enabling you to record general ledger entries for depreciation.

Another method of tracking fixed assets is to track them within e-automate and depreciate inside e-automate using straight line, 200% Declining, or 150% Declining. When using these methods, you still need the standard fixed asset, accumulated depreciation, and depreciation expense accounts. When depreciating inside e-automate, you should place protection on the fixed asset and accumulated depreciation accounts to prohibit general ledger entries to these accounts keeping your Fixed Asset report in sync with the general ledger. By doing so, you allow e-automate to track and depreciate the fixed assets, and to complete the general ledger entries. Note that you should not perform general ledger entries to protected accounts, because doing so prevents accurate reconciliation of fixed asset details to the balance sheet.

A third option is to use a combination of both methods to track assets. For a combination approach, you will need additional general ledger accounts, including unprotected accounts for the fixed assets tracked outside of e-automate, and a set of protected fixed asset accounts for assets tracked inside e-automate. If you are tracking some or all of your fixed assets within e-automate using e-automate depreciation methods, you can use the Data Import/Export spreadsheet to import your list of fixed assets into e-automate.

When converting to e-automate from another software package or just beginning to use fixed assets in e-automate you need to tell e-automate what your beginning balances are. If you are converting from another software package, you should refer to Moving Balances Forward for fixed asset instructions and not to these instructions since they are only for customers just beginning to use fixed assets in e-automate.

You can also use the DataImportExport.xls spreadsheet to import these balances. When entering beginning balances for straight line, you can simply enter your Cost of Basis value in the spreadsheet in the same named column. You can also enter your accumulated depreciation in the spreadsheet in the CurrentYearAccumDeprBook column. With these numbers entered into e-automate, it can easily figure out the remaining depreciation amounts based on when the asset was acquired, the cost or basis, and where the current Depreciation period is field.

With the accelerated methods you need to give e-automate more information so it can assume the depreciation. If you want to enter these balances by hand, you use the Beginning Balances button to enter your beginning balances when creating the fixed asset. When entering beginning balances you can enter current year and prior year amounts. e-automate determines whether to offer you the prior year balance options based on the dates on the fixed asset. If the Acquired date is in a fiscal year prior to the Depreciation period is field, e-automate displays the prior year balances region in the Asset Beginning Balances window. If the Acquired date and the Depreciation period is field are in the same fiscal year, e-automate only displays the Current year balances region.

If you are importing assets that use straight 200% Declining or 150% Declining you can also use the spreadsheet. The spreadsheet does not have the same logic programmed in so you will have to use appropriate logic when entering your beginning balances. If you are using 200% Declining or 150% Declining, you can enter your prior year accumulated depreciation in the PriorYearAccumDeprBook column. You enter your current year depreciation in the CurrentYearAccumDeprBook column in preparation for importing these values. Use the following rules to determine when to enter prior year accumulated depreciation and current year accumulated depreciation. If the Acquired date column is in a fiscal year prior to the NextDeprDate column, you should enter the prior year accumulated depreciation in the PriorYearAccumDeprBook column. If the Acquired date and the NextDeprDate column are in the same fiscal year, you should not enter prior year accumulated depreciation in the PriorYearAccumDeprBook column because you do not have accumulated depreciation in the prior year.

If you are importing fixed assets that are in stock, you should import them with a zero value in their cost or basis field.

You can use the Data Import/Export spreadsheet when you are new to e-automate to import your fixed assets into the application to allow depreciation and tracking of fixed assets. You can also use the spreadsheet if you have been using e-automate for some time, but have not previously tracked fixed assets in the system. You can import your fixed assets and begin tracking them in e-automate.

This topic covers only transitional importing, and focuses on using the Data Import/Export spreadsheet to transition a new user’s fixed asset balances into e-automate. If you are new to e-automate and want to import your fixed assets, see the Opening Balances - Fixed Assets topic.

Importing Step SummaryImporting Step Summary

Verify you have fixed asset and accumulated depreciation amounts for each of your fixed assets.

Reconcile your current fixed asset detail totals with your e-automate balance sheet. Make necessary adjustments to ensure that your details match your balance sheet accounts. Print a balance sheet for later comparison.

Create or identify a clearing account to use in transition.

Use a general ledger entry or entries to clear account balances for all fixed asset and accumulated depreciation accounts that you will use to track fixed assets in e-automate. Verify your accounts are cleared on the balance sheet, and note the balance of the clearing account.

Add protection to fixed asset accounts and accumulated depreciation accounts. If you need additional accounts, create them.
Note: Only add protection to the fixed asset and accumulated depreciation accounts you intend to use in the fixed asset module.

Create fixed asset depreciation codes.

Create fixed asset codes.

Transition the assets and the balances from your current method to the Data Import/Export spreadsheet, verify the totals, and import into e-automate.

Verify that clearing, fixed asset, and accumulated depreciation accounts have returned to their original balances. View the fixed assets in e-automate.

Transfer in stock fixed assets from their current warehouse to the fixed asset warehouse using a fixed asset transfer.

If you are using the Data Import/Export spreadsheet to import fixed assets the spreadsheet not only imports the balances associated with your fixed assets but creates the fixed assets on the fixed asset list prior to associating balances.

Verifying Fixed AssetsVerifying Fixed Assets

Prior to importing fixed assets into e-automate, you should have assigned the following fixed asset values for each fixed asset:

Fixed asset number, if any

If the fixed asset is an inventory item, the item number

If the fixed asset is serialized, the serial number

If the fixed asset is on your equipment list, the equipment number

Date the asset was acquired

Date you began depreciation of the fixed asset

The cycle in which you depreciate the asset, such as monthly, quarterly, etc.

Beginning date of the next scheduled depreciation cycle

Cost or basis (original purchased value)

Amount of accumulated depreciation for the asset if you are using the straight line method of depreciation on the asset)

Amount of accumulated depreciation of the asset for the prior period if you are using an accelerated method such as 200% Declining and 150% Declining

Amount of accumulated depreciation for the asset for the current period if you are using an accelerated method such as 200% Declining and 150% Declining

Salvage value of the asset, if any

Recovery period

Location information – Optional if equipment

Any notes for the fixed asset

In addition to the above fields, e-automate can import the following optional fields:

Market value of the asset (optional)

Disposal date

Accumulated depreciation tax

Recovery period tax

In order to import this information to e-automate, the data must be available in a format that can be imported or copied into Microsoft Excel.

Performing External ReconciliationPerforming External Reconciliation

Before you begin to import your fixed assets and their associated values into e-automate, you must ensure that the fixed asset values you are tracking outside e-automate match the current account values in e-automate. Typically, e-automate users have a few accounts in e-automate that represent many individual fixed assets. For example, you may have a fixed asset account and an accumulated depreciation account for vehicles. These two accounts may represent values for several vehicles. Each vehicle has its own cost or basis and accumulated depreciation amounts tracked independently outside of e-automate, while within e-automate these amounts are combined into a single fixed asset account and a single accumulated depreciation account. This example may be true for many categories of fixed assets.

Before you import your fixed assets into e-automate, you should total the individual asset values for cost or basis and accumulated depreciation and verify that the sum of the details matches the account balances for those assets within e-automate. Make the necessary adjustments either to the fixed asset or the general ledger account before continuing.

Creating a Clearing AccountCreating a Clearing Account

Many different entries can occur in e-automate, such as invoices, inventory adjustment, contracts, general ledger, etc. Likewise, many of e-automate’s modules can reconcile with the general ledger. These modules are accounts receivable, accounts payable, deferred contract revenue, cash, inventory, and fixed assets. When you enter an invoice, e-automate communicates the entries associated with the invoice to the general ledger as well as to the accounts receivable module. However, when you make an entry to the general ledger, the respective module is unaware of the entry and hence the detail ledger associated with that module cannot reconcile to the balance sheet.

Prior to e-automate version 7.0x, fixed assets did not have their own module or a reconciliation report. All fixed asset depreciation entries were handled through general ledger entries. In version 7.0. and later, with the addition of the Fixed Assets module, you must remove the balances entered using the general ledger and re-enter them using the fixed asset module. Using the Data Import/Export spreadsheet is one way to enter these balances into the module, as is manually adjusting fixed asset values in e-automate.

In order to remove values previously entered on the balance sheet via general ledger entries, you will use a clearing account. You use this account to clear all general ledger balances associated with fixed assets and accumulated depreciation.

To create a clearing account, complete the following steps:

From the Accounting menu, select General Ledger Accounts to open the General Ledger Accounts window.

Click [New] to open the New General Ledger Account window.
Note: Before opening the New General Ledger Account window, first determine the number for the account you are creating.

Complete the following fields appropriate:

Number: Number assigned to this account.
Note: This is a unique number for this account.

Name: Name of this account.

Type: Type assigned to this account. Consult your accountant for the appropriate account type for your clearing account.

Protection: Protection type used to ensure the balance for these accounts matches the balance on the respective subsidiary reports. Leave this account unprotected.

To add remarks for this account, click the Notes icon to open the General Ledger Account Notes window.
Note: In the Report Console you can print a chart of accounts with or without remarks. Remarks can also be seen on general ledger account lookups throughout the software.

Click [OK] to save the general ledger account.

For more information on creating accounts, see the Creating General Ledger Accounts topic.

Clearing BalancesClearing Balances

When you use the Data Import/Export spreadsheet to import fixed assets, the spreadsheet makes appropriate general ledger entries associated with the value of each fixed asset and the accumulated depreciation (prior and current). The values posted to the general ledger during the import process are posted in conjunction with the Fixed Assets module and tracked using the Fixed Assets module reports. The values that are currently in the fixed asset and the accumulated depreciation accounts have not been tracked in the Fixed Assets module, so it is necessary to remove the balances and re-enter them through the spreadsheet. Doing so allows you to track these values within the Fixed Assets module.

To clear your general ledger fixed assets and accumulated depreciation accounts, follow these instructions:

In the left pane, select Standard Reports.

In the right pane, double-click on Balance sheet to open the Balance Sheet window.

In the Date/Period region, select the Periods radio button.

Under Periods, use the drop-down menu to select one or more periods for which to run the report, or use the From and To fields to specify a starting month and year and ending month and year range for which to run the report.

Click [OK] to run the report. Print the report for use during the clearing of account balances.

From the Accounting menu, select General Ledger > Journal Entries to open the GL Journal Entries list window.

Click [New] to open the New General Ledger Journal Entry window.

In the Entry Type field, use the drop-down menu to select Normal.

In the Type field, verify the value is GJ.

In the Date field, enter the date of the journal entry.

In the Reference field, the system automatically enters (Next), but you may change it.

In the Description field, enter a brief description of the journal entry.

Leave the Reversing field unchecked.

Refer to the balance sheet previously printed and identify a fixed asset account and the associated balance.

In the General ledger account field, use the lookup to select the account from the list.

In the Department field, use the lookup to select the appropriate department.

In the Description field, enter an optional description.

In the Credit field, enter the amount listed on the balance sheet for the selected account.
Note: Typically fixed asset accounts have a debit balance (positive on the balance sheet). If the number is a positive number on the balance sheet, enter the same number in the Credit field. If the number is a negative number, enter the number as a positive number in the Debit field.

Click [QuickAdd] to add the line to the Entry details region.

Repeat steps 16 to 20 until you have entered lines to clear all fixed asset account balances.
Note: To make corrections, select the line. E-automate populates fields below the Entry details region with the selected line’s values. Make necessary changes and click [Update].

Refer to the balance sheet you previously printed and identify an accumulated depreciation account and the associated balance.

In the General ledger account field, use the lookup to select the account from the list.

In the Department field, use the lookup to select the appropriate department.

In the Description field, enter an optional description.

In the Debit field, enter the amount listed on the balance sheet as a positive number.
Note: Typically, accumulated depreciation accounts have credit balances (a negative on the balance sheet). To clear them, enter a positive number in the Debit field. If the number on the balance sheet is positive, enter the number as a positive in the Credit field.

Click [QuickAdd] to add the line to the Entry details region.

Repeat steps 23 to 27 until you have entered lines to clear all accumulated depreciation account balances.
Note: To make corrections, select the line and e-automate populates the fields below the Entry details region with the selected line’s values. Make necessary changes and click [Update].

When all fixed assets and accumulated values have been entered to clear the account balances, e-automate displays the amount, if any, that the transaction is out of balance in either the Debit or the Credit field. In the General ledger account field, use the lookup to select your clearing account.

Click [QuickAdd] to add the balancing line to the Entry details region.

Verify the entry for accuracy and make necessary adjustments.

Click [OK] to post the entry.

Repeat steps 1 to 6 to verify the balances on the balance sheet are at zero for the fixed assets and the accumulated depreciation. View the balance of your clearing account.

Adding Account ProtectionAdding Account Protection

Once the fixed asset and accumulated depreciation accounts are cleared, you can add protection to the accounts. This protection allows you to only use Fixed Assets module tools to adjust fixed asset and accumulated depreciation balances.

To add protection to your accounts, follow these instructions:

From the Accounting menu, select General Ledger Accounts to open the General Ledger Accounts window.

Select the fixed asset account you want to protect and click [Edit] to open the Edit General Ledger Account window.

In the Protection field, use the lookup to select Fixed Assets.

Click [OK] to save your changes.

Repeat steps 2 through 4 until you have added protection to all appropriate fixed asset accounts.

Select the accumulated depreciation account you want to protect and click [Edit] to open the Edit General Ledger Account window.

In the Protection field, use the lookup to select Accumulated Depreciation.

Click [OK] to save your changes.

Repeat steps 6 to 8 until you have added protection to all appropriate accumulated depreciation accounts.

Creating a Fixed Asset Depreciation CodeCreating a Fixed Asset Depreciation Code

You use fixed asset depreciation codes to distribute expenses by account and department. For more information on fixed asset depreciation codes, see the topic, Creating Depreciation Codes.

To create a fixed asset depreciation code, follow these steps.

From the Tools menu, select Lists and Codes to open the Lists and Codes window.

In the Select a list or code type field, use the drop-down menu to select Fixed Asset Depreciation Codes.

Click [New] to open the New Depreciation Code window.

Complete the following fields as appropriate.
Depreciation code: Name of the depreciation code.
Description: Brief description of the depreciation code.

In the Expense account field, use the lookup to select the depreciation expense account.

In the Department field, use the lookup to select the department associated with this entry.

In the Percent field, enter the percent associated with this account and department combination.

Click [QuickAdd] to add the combination to the Distributions list.

Repeat steps 2 to 8 until you have distributed 100% of the expense.

To modify or delete an entry in the distribution list, do ONE of the following:

To modify an entry, change values in the Expense account field, the Department field, or the Percent field. Make necessary changes and click [Update].

To delete an entry, select the entry and click [Delete].

Click [OK] to save the depreciation code.

Repeat this process until you have created enough codes to appropriately handle your fixed assets.

Creating a Fixed Asset CodeCreating a Fixed Asset Code

Fixed asset codes identify the settings associated with a fixed asset. You can create as many codes as necessary in order to assign a code to each type of fixed asset that you have. For more information on fixed asset codes, see the Creating Fixed Asset Codes topic. Use the instructions below to create a fixed asset code.

From the Tools menu, select Lists and Codes to open the Lists and Codes window.

In the Select a list or code type field, use the drop-down menu to select Fixed Asset Codes.

Click [New] to open the New Asset Code window.

Complete the following fields as appropriate:

Asset code: Name of the fixed asset code.

Description: Brief description of the fixed asset code.

In the Method field, use the lookup to select a depreciation method.

In the Convention field, use the lookup to select a convention.

In the Depreciation cycle field, use the lookup to select the cycle in which you intend to depreciate assets associated with this fixed asset code.

In the Recovery period (months) field, enter the number of months over which you depreciate fixed assets associated with this code.

In the Asset account field, use the lookup to select a fixed asset account in which you will track the value of this asset.
Note: If you intend to reconcile your fixed asset values with the general ledger, you should select a protected fixed asset account.

In the Accumulated depreciation account field, use the Lookup icon to select the accumulated depreciation account you will use to track depreciation associated with this asset.
Note: If you intend to reconcile your fixed asset values with the general ledger, you should select a protected accumulated depreciation account.

In the Depreciation code field, use the lookup to select the depreciation code (expense account and department combinations) associated with this fixed asset.

Verify the Active checkbox is checked.

Click [OK] to save the new asset code.

Repeat these steps until you have created enough fixed asset codes to handle your fixed assets.

Importing BalancesImporting Balances

When you have collected your data, cleared your fixed asset and accumulated depreciation accounts, and created fixed asset depreciation and asset codes, you are ready to use the Data Import/Export Spreadsheet utility (DataImportExport.xls) to bring your fixed assets into e-automate. Use the instructions below to populate the spreadsheet and to import fixed assets.

You should make a backup copy of your database prior to these steps. Any time you enter large amounts of data into your database, you should precede the action with a backup.

Obtain a copy of the Data Import/Export spreadsheet utility (DataImportExport.xls), and copy it to your local computer. If you installed e-automate on the server or on a per-machine basis in the default location, the DataImportExport.xls file should be located at:C:\Program Files (x86)\ECi\e-automate\Utilities. If you installed e-automate on a per-user basis in the default location, the DataImportExport.xls file should be located at: C:\Users\UserName\AppData\Local\ECi\e-automate\Utilities. If you cannot view this file location, see the Unhide Files and Folders in Windows topic. If you did not install e-automate in the default location, locate the e-automate directory. The DataImportExport.xls file should be located in the Utilities directory found within the e-automate directory.

Using Excel, open the DataImportExport.xls spreadsheet utility.

To process data using this spreadsheet utility, you must enable the spreadsheet utility's macros in Excel. If you have macros disabled in Excel, a security warning appears below the Excel ribbon (or below the menu bar if the ribbon is hidden), indicating active content/macros have been disabled. To enable active content/macros for this spreadsheet utility, use a process similar to the following based on your version of Excel:

In Excel 2010 or 2013, click [Enable Content] to allow the active content/macros to run when you process this spreadsheet utility.

In Excel 2007 do the following:

Click [Options] in the security area to open the Microsoft Office Security Options window.

In the Microsoft Office Security Options window, select the Enable this content radio button.

Click [OK] to close the window.

Using the worksheet tabs, verify you are on the Settings tab.

In cell D10, enter the Opening Balance Equity Account Number. When transitioning from any system to e-automate you must identify the account to which transitional accounting entries are made. For acceptable values in this cell, log into e-automate and go to Accounting > General Ledger Accounts. A list of all GL accounts is displayed by e-automate. Locate the account named Opening Balance Equity. Acceptable values are displayed in the Account Number column. If you have named the account differently, identify the appropriate account and its account number. You can create an account as necessary. The account type should be Retained Earnings.

In cell D11, enter the Go-live Transitional Transaction Date. Determine the date you are going to go-live with e-automate and enter the date just prior to your go live date in this cell. Typically the date is the last day of the previous month. This is the date that e-automate will post transitional general ledger transaction.

Using the worksheet tabs, navigate to the GLAssets tab.
Note: You can right-click on the worksheet controls to display multiple tabs.

Enter the appropriate information. See below for column descriptions.

Status: This column displays whether or not the import or posting of the entry was successful. Leave this field blank.

Error Message: This column displays errors if the import or posting of the entry was unsuccessful. Leave this field blank.

Post Action: This column displays whether this entry will be inserted or updated when imported into your e-automate database. Leave this field blank.

Asset Number: Number assigned to this fixed asset. The value you enter is validated against asset numbers that currently exist in your e-automate database. Each fixed asset is required by e-automate to have a unique number. You can enter (Next) in the AssetNumber column and e-automate will assign the next sequential asset number. This field is required.

Description: Fixed asset description. This field is required.

Asset Code: Asset code associated with this fixed asset. The value you enter is validated against asset codes that currently exist in your e-automate database. For acceptable values for the Asset Code column, log in to e-automate and select Tools > Lists and Codes. In the Select a list or code type field, use the drop-down menu and scroll to select Fixed Asset Codes. Acceptable values are displayed in the Asset Code column. Be sure to identify an appropriate fixed asset code for the method of depreciation you want performed on the asset in this row.

Asset Depr Code: Fixed asset depreciation code for this asset. The value you enter is validated against asset depreciation codes that currently exist in your e-automate database. For acceptable values in the Asset Depr Code column, log in to e-automate and select Tools > Lists and Codes. In the Select a list or code type field, use the drop-down menu and scroll to select Fixed Asset Depreciation Codes. Acceptable values are displayed in the Asset

Depreciation Code column.

Item: Item number, if any, assigned to the fixed asset you are identifying. The value you enter is validated against item numbers that currently exist in your e-automate database. For acceptable values in the Item column, log in to e-automate and click [Items] on the toolbar. Acceptable values are listed in the Item column. The items are required by e-automate to be currently active items.

Serial Number: Serial number associated with the fixed asset. This number should be the serial number associated with the item. If the item is on the equipment list, e-automate identifies the serial number when the equipment record is identified. For non-equipment or non-e-automate items, enter your serial number for the fixed asset.

Equipment Number: Equipment number associated with this asset. This is only for equipment that is in stock and has a current inventory value. The value you enter is validated against equipment numbers that currently exist in your e-automate database. For valid values, log in to e-automate and click [Equipment] on the toolbar. Valid values are displayed in the Equipment Number column.
Note: If you have inventory items you want to depreciate as fixed assets or have been depreciating them as fixed assets you should not enter any cost or basis value, you should perform a fixed asset transfer after you have imported the asset and its accumulated depreciation amount.

Acquired Date: Date you acquired the fixed asset. The spreadsheet validates the value you enter is a date. This field is required.

Activated Date: Date the fixed asset began depreciating. The spreadsheet validates the value you enter is a date. This field is required.

Disposal Date: Disposal date for the fixed asset you want to track but not depreciate. Typically, this column will be blank. Once a fixed asset is disposed of it is no longer depreciated. The spreadsheet validates the value you enter is a date.

DeprCycle: Cycle in which you depreciate the fixed asset. The value you enter is validated against depreciation cycles that currently exist in your e-automate database. For acceptable values in the Depr Cylce column, log in to e-automate and select Tools> Lists and Codes. In the Select a list or code type field, use the drop-down menu and scroll to select Billing Cycles. Acceptable values are displayed in the Billing Cycle column. This field is required.\

Next Depr Date: Start date of the next cycle during which you want to depreciate the fixed asset. The spreadsheet validates the value you enter is a date. This field is required.

Cost or Basis: Original value of the fixed asset when purchased.
Note: For in-stock equipment, leave this field blank. When you transfer the equipment to a fixed asset warehouse, the value associated with the inventory will move to the fixed asset. The spreadsheet validates this value is a dollar amount.

Prior Year Accum Depr Book: Amount of depreciation that has already occurred for this fixed asset as of the end of the prior fiscal year. This field is not exported from e-automate, but is for import purposes only.
Note: You should only enter this value if your AcquiredDate column value is in a prior fiscal year in relation to your DeprCycle column value.
Note: You should enter a positive amount here. e-automate handles the number correctly when you enter positive number in this field.

Current Year Accum Depr Book: Amount the fixed asset has been depreciated. You should enter a positive amount here. The amount is entered by e-automate with the appropriate sign. The spreadsheet validates this value is a dollar amount.
Note: The sum of PriorYearAccumDeprBook and CurrentYearAccumDeprBook should be the total accumulated depreciation of the asset to date.

Accum Depr Tax: Amount of accumulated depreciation that you have recorded for tax purposes. Doing so is optional for e-automate. You can track, book, and tax separately due to separate methods that allow different jurisdictions. Some jurisdictions allow more rapid depreciation for tax purposes than does Generally Accepted Accounting Principles (GAAP). The spreadsheet validates this value is a dollar amount.

Salvage Value: Value of the asset after it has been completely depreciated. The spreadsheet validates this value is a dollar amount.

Market Value: Market value of this fixed asset. The spreadsheet validates this value is a dollar amount.

Recovery Period Book: Number of periods over which you depreciate this fixed asset. The spreadsheet validates this value is an integer.

Recovery Period Tax: Number of periods you depreciate this fixed asset for tax purposes. This is optional for e-automate. The spreadsheet validates this value is an integer.

Location: Notes regarding the location of this fixed asset. For example, Second floor, Reception desk.
Note: Doing so is not necessary for equipment.

Active: Enter TRUE if this is an actively depreciating fixed asset. Enter FALSE if this is not an actively depreciating fixed asset. This field is required.

Quantity: Quantity of the fixed assets you have on hand. For non-serialized assets, enter the full quantity of the assets in one row. If you have multiple serial numbers for one fixed asset, you must add multiple lines with the same asset number and enter the unique serial number and a quantity of 1 for each row. This field is required.

Warehouse: Warehouse code for the warehouse which this asset is located. This value is validated against warehouses that currently exist in your e-automate database. For acceptable values in the Warehouse column, log in to e-automate and go to Inventory > Warehouses. In the Warehouse list, acceptable values are displayed in the Warehouse column where the type column contains Fixed Asset. This field is required.

Bin: Bin code for the bin in which this asset is located. This value is validated against bins that currently exist in your e-automate database. For acceptable values in the Bin column, log in to e-automate and go to Inventory > Bins. Sort the Bin list by warehouse by clicking on the Warehouse column. Scroll through the list of bins to locate the warehouse you identified in the Warehouse cell. Acceptable values are displayed in the Bin column where the Stock type column contains ‘Standard’ and matches the value identified in the Warehouse column. This field is required.

Branch: Enter Main if you do not use branching. If you use branching, enter the number for the branch to which you want to import or export the equipment. This field is required. For acceptable values in the Branch column (if you use branching), log in to e-automate and go to Accounting > Branches. Acceptable values are displayed in the Branch column. This value is validated against branch numbers that currently exist in your e-automate database.

Repeat entering fixed assets row by row until you are ready to import all fixed assets.

When data is in place, verified, and ready for insert, click [Import into e-automate]. Performing the import will back up your e-automate database and insert your fixed assets.
Note: You should perform extensive verification before you import.

If errors occur during import, the Data Import/Export spreadsheet lists the errors in the Error Message column. Make necessary corrections and click [Import into e-automate]. The Data Import/Export spreadsheet skips inserted records.

Performing Data VerificationPerforming Data Verification

Once the data has been inserted, you should run your balance sheet to verify that values for the fixed assets and accumulated depreciation accounts are correct. If necessary, make corrections.

One method for making corrections is to restore your database (if you backed up), correct the spreadsheet, then re-insert (Note: You will have to delete the Status column in the Data Import/Export spreadsheet to re-insert). Another method is to use the adjustment feature on the fixed asset list.

Transferring In Stock EquipmentTransferring In Stock Equipment

For inventory items that you want to depreciate as fixed assets you must do a fixed asset transfer to place your balance in e-automate. You use a fixed asset transfer to move inventory value from inventory items to fixed assets. If you have inventoried fixed assets you can perform a fixed asset transfer to handle in-stock inventory fixed assets. You must have a fixed asset warehouse in order to depreciate inventory that is in stock and tracked as a fixed asset. Follow the steps below to transfer inventory items to a fixed asset warehouse and bin, and move the item’s value from the inventory account to the fixed asset account.

From the Inventory menu, select Transfers > New Transfer to open the View Inventory Transfer – Standard Entry window.

Click [Quick Entry], located in the lower left-hand corner of the window, to open the New Inventory Transfer – Quick Entry window.

In the Type field, use the lookup to select Fixed Asset.

In the Item field, use the lookup to select the equipment coded inventory item to be transferred from inventory to fixed assets.

In the Serial number field, use the lookup to select the serial number.

In the Asset field, verify the correct fixed asset is listed.

In the Transfer to region, in the Warehouse field, use the lookup to select the fixed asset warehouse to which you will transfer the inventory item.
Note: If you do not have a fixed asset warehouse, see the Creating Warehouses topic for information on how to create a fixed asset warehouse. Be sure to create an Unavailable type bin within the warehouse for your fixed assets.

In the Transfer to region, in the Bin field, use the Lookup icon to select a bin in which you will store the fixed asset.

In the Description field, add any additional notes about this transfer.

Click [OK] to complete the transfer and close the New Inventory Transfer – Quick Entry window.
Note: If you have equipment history tracking enabled, you may need to specify equipment statuses for the equipment.
Note: The inventory item is moved by e-automate to the fixed asset warehouse and bin, and also moves the inventory value from the inventory account to the fixed asset account.