Categories

The Categories module is used to set up tracking parameters for all object codes under the Fixed Assets accounting strips.

Adding Categories

1. From the Fixed Assets menu, click Categories.

2. Existing categories are displayed in the table. To add a new category, enter new data in the first top row.

3. Enter the Title and the Description of the new category.

4. Select the Capitalized Code from the pull-down.

5. Select the Non-Capitalized Code from the pull-down.

6. Select the corresponding check box to indicate if the category Tracks Non-Capitalized assets.

7. Select the Non-Inventoried check box to create a category for fixed assets that will not be inventoried.

8. Select the applicable Debit Account and Credit Account tied to the category from the pull-downs.

9. Enter the Average Life Expectancy that applies to items in the category in the text box.

10. Select the corresponding check box to Allow POs to add value to items in this category for capital improvements.

11. Enter the Minimum Value that applies to the category in the text box.

12. When all information has been entered/selected for the new category, click into a text box and press the Enter key to save the line of data. You will know the line has been committed when it turns blue and the View and delete buttons (red minus sign) displays.

13. To continue to add information pertaining to the new category, click the View button.

Clicking View opens the Current Category tab where existing information displays as well as new sections for new details to be added. The Current Category tab allows you to set Depreciation calculations, and designate at what stage any identifying information is to be entered (during the Purchase Order process) in the Fields section.

14. The information displayed in the Category Information section is used in calculations upon running depreciation for fixed assets. To make changes to the Life Expectancy (years), click the text box and edit the number. You can also click the Debit Account and Credit Account pull-downs to make a different selection.

15. To designate at what stage any identifying information is to be entered during the Purchase Requests/Orders process, start by selecting the Field from the pull-down.

16. Select the Request check box to make the field display on the Purchase Request/Orders screen as an optional field.

17. Select the Receive check box to make the field display on the Receive Orders screen as an optional field.

18. Select the Required check box to make the field required by the user upon submitting a purchase request/order.

19. Select the Duplicate check box to ensure that the user submitting the purchase order/request does have to enter the field information for each listed items (when there is more than once item being requesting). For example, if entering “Dell” as the manufacturer, the user will not have to enter “Dell” 30 times when buying a whole lab of computers. However, in the case of a Barcode, each item will have its own number; therefore, the Duplicate check box would be left cleared, so the user must enter the barcode for each listed item.

20. Select the Increment check box to auto-assign barcodes in sequential order.

21. Select the Auto-Assign check box to assign barcodes to items starting with the number entered via Setup > Settings > Fixed Assets > Next Auto-Assigned Barcode. Note: The Increment check box must be selected (step 20) in order to enable Auto-Assign.

22. Select the Auto Focus check box to automatically place the mouse/cursor in the corresponding field in the next row in order to add another fixed asset once a fixed asset has been added and the user has pressed the Enter key. For example, if you add an item to a purchase request/order,  enter the barcode (selected field in this scenario), and press the Enter key to save the item, the mouse automatically moves to the barcode field in the next row in order to add another item.

23. Once all selections have been made for the selected field, press the Enter key to save the line of data. You will know the line has been committed when it turns blue and the delete button (red minus sign) displays.

Continue adding as many fields as needed using the top row in the table.

Editing Categories

1. From the Fixed Assets menu, click Categories.

Existing categories are displayed in the table.

2. To edit asset categories, click the text boxes and make applicable edits or click the pull-downs to change the selections made.

3. To delete an asset category, click the delete button (red minus sign).

a. Upon clicking the delet button, a confirmation pop-up window displays asking Are you sure you want to delete this record? Click OK to delete the category. Click Cancel to keep the category.

4. To edit further details pertaining to specific asset categories, click the View button.

Clicking View opens the Current Category tab, which allows you to edit how depreciation is calculated, and edit the stages that identify information to be entered (during the Purchase Order process) via the Fields section.

5. The information displayed in the Category Information section is used in calculations upon running depreciation for fixed assets. To make changes to the Life Expectancy (years), click the text box and edit the number. You can also click the Debit Account and Credit Account pull-downs to make a different selection.

6. To edit how fields are set up and alter the stages of which identifying information is entered during the Purchase Requests/Orders process, click the Field pull-down to change the selection or click the applicable check boxes to either clear a check box already selected or to make a new selection.

7. To delete the field information, click the delete button (red minus sign).

a. Upon clicking the delet button, a confirmation pop-up window displays asking Are you sure you want to delete this record? Click OK to delete the field information. Click Cancel to keep the information.

Additional Features

Click the Filters button to filter data and apply filter rules.

a. To add more than one filter to a column, click on the green plus sign.

b. To delete an added filter, click on the red minus sign.

c. Select the gray arrow for additional filtering rules.

For more information on how to use the Filters feature, see the Filters document.

You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results. In the image displayed, data has been sorted by clicking Title twice.

Use the Filter text box located in select pull-down to quickly find a selection. Begin typing the name or number of the data in question to pull it to the beginning of the list.