Updated June 2018 Fixed Asset Management Program Page 1 of 21 Fixed Asset Management Program Computer Arts, Inc. has streamlined the asset management process to make it as simple as possible. This documentation is an overview of the processes needed to track assets and depreciation. We appreciate the input from our users in helping to prioritize and aid in the development of all of our programs. If you have any questions, please feel free to contact the help desk. Computer Arts, Inc. Help Desk Support (208) 955-0151 local (800) 365-9335 [email protected]Don’t forget to check out our website for Indigent information at http://www.gocai.com Select Support / Local Government / then Clerk’s Financial for available documentation.
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Updated June 2018 Fixed Asset Management Program Page 1 of 21
Fixed Asset Management Program
Computer Arts, Inc. has streamlined the asset management process to make it as simple as
possible. This documentation is an overview of the processes needed to track assets and
depreciation.
We appreciate the input from our users in helping to prioritize and aid in the development of all of
our programs. If you have any questions, please feel free to contact the help desk.
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Fixed Asset Management Program
Fixed Asset Management Program Icons
Exit/Close Program
Asset Notes
Refresh/Reload Asset Listing Grid
Enter Disposal Information
Search for an Asset
Depreciation Calculator
Asset Reports
Increase/Decrease Replacement Cost
Add an Asset
Print Asset Tag/Label
Change/Update Asset
Financial Account Inquiry
Delete an Asset
Asset Location Maintenance
Copy Current Asset (to create a new one)
Asset Code Maintenance
Display Asset Detail
Asset Category Maintenance
Adding an Asset
When adding a new asset you must enter information into all the required fields on the Asset Information Tab and the Depreciation Information tab. When finished, select the Process button. Note: In the print screens below, the fields highlighted in yellow are required fields. For detailed information on each field see the field descriptions table.
Asset Information Tab Field Descriptions
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Field Required Type Length Description
Main Tag # Y Character 7 Asset/Tag Number
Sub Tag # N Character 3 Sub Tag Number
Fund Y Numeric 4 Fund Number where the funds were purchased from - Links to Clerks Financial
Department Y Numeric 2 Dept. Number where the funds were purchased from - Links to Clerks Financial
Description Y Character 254 Description of the asset
Quantity Y Numeric 7 Quantity purchased
Asset Type Y Character 6 Depreciable (for assets that need to be depreciated) Inventory (inventory items that aren’t depreciated, usually small dollar items that are held on hand) Non Depreciable (non depreciable items, typically assets like land that don’t have a useful life & aren’t depreciate but you want to include their asset value)
Location Code Y Character 6 User defined code - The physical location of the asset
Classification Code
Y Character 6 User defined code – Asset classification code i.e. Equipment, Software, Autos, Roads
Acquisition Code Y Character 6 User defined code – How you acquired the asset. i.e. purchased, leased, donated, built in house, trade
Physical Condition
Y Character 6 User defined code - What condition the asset is in i.e. new, good, fair poor, inoperable
Use Code Y Character 6 User defined code – How is this asset being used i.e. In use, back up, surplus, inventory, not in use
Category Code Y Character 6 User defined code - Typically this is used to break out your assets into categories to group them for reports. i.e. Equipment, Land, Automobiles
Disposition Code Character 6 User defined code –How was the asset disposed of i.e. sold, donated, discarded, lost, totaled, traded in
Disposition Date Date Date the asset was disposed of
Disposition Amount
Numeric 9 Amount received for the asset when it was disposed of
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General Information Tab Field Descriptions
Field Required Type Length Description
Gross Vehicle Weight
N Numeric 7 Gross vehicle weight of the asset
Serial Number N Character 40 Serial number of the asset
Model Number N Character 25 Number of the asset
Manufacturer N Character 25 Manufacturer of the asset
Inventoried By N Character 3 Initials of the last person who did the inventory count
Inventoried Date N Date Date the inventory count was taken
Title Number N Character 10 Title number of the asset
License Number N Character 10 License plate number on asset
Grant Number N Character 30 Grant No. if purchased with grant money
Grant Description N Character 40 Description of grant
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Depreciation Information Field Descriptions
Field Required Type Length Description
Cost Type Y How the cost of this asset is determined – Actual (actual purchase price of the asset) Appraised (appraised value of the asset sometimes used on real estate or an asset that was donated)
Original Cost Y Numeric 9 Actual cost/purchase price of the asset
In Service Date Y Date Date the asset was purchased or began being used
Purchased From N Choose from vendor number in Clerks Financial Program (links to clerks financial program)
Est. Replacement Cost
N Numeric 9 Cost if you were to have to replace the item
Est. Replacement Date
N Date Date you anticipate having to replace the item
Accumulated Depr
Calculated Calculated system field - totals all of the prior year’s depreciation
Useful Life Y Numeric 5 Life of the asset (number of years to depreciate the asset) Can be left at 0 for Inventory and Non Depreciable assets
Current Year Depreciation
N Calculated Calculated system field - depreciation amount for the current year
Salvage Value N Numeric 9 Salvage value of the asset
Date Last Depr Taken
N Date Date the last depreciation was taken (usually the last day of the fiscal year 9/30/xx)
Depreciation Method
Y Straight Line (used with Depreciable Asset Types) Blank (used with Inventory and Non Depreciable Asset Types
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Change/Update Asset
Highlight the asset in the list assets grid then select the Change icon. When finished making your changes, select
the Process button to accept the change.
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Deleting an Asset
Highlight the asset in the list assets grid, select the Delete icon. Confirm that you want to delete the asset by
selecting the Yes button.
Copy Current Asset (to create a new one)
Highlight the asset in the list assets grid, select the Copy icon. This will copy all of the details of the asset so that
you can create a new one. Change any information and then select the Process button to create a new asset. Note:
You must enter in the new asset main tag number, you can’t have two assets with the same tag number.
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Display Asset Detail
Highlight the asset in the list assets grid, select the Display icon. This will display the asset detail in a read
only/preview condition. No changes can be made to the asset in display mode. When finished displaying the asset
select the Done button.
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Asset Notes
Highlight the asset in the list assets grid, select the Notes icon. This will display the asset notes panel, enter in your
notes and select the Done button. Note: When a note is added a notes icon will be added to the list assets detail screen.
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Disposing of an Asset
Highlight the asset in the list assets grid, select the Disposal icon. This will open the disposal information panel.
Enter in the Disposition Code, Disposition Date and Disposal Amount. When finished select the Change button.
Depreciation Calculator
You can use the depreciation calculator to calculate current depreciation and future depreciation on an asset. Note:
The calculator is simply a ‘what if’ calculator tool and does not affect or change the current information on the asset.
Any changes made to the asset when using the calculator will not be saved.
Highlight the asset in the list assets grid, select the Calculator icon. Enter in the as of date you want to calculate
the depreciation on and any other changes you want to make for your what if scenario. Select the Compute button.
Note: The calculate depreciation as of date must be within the fiscal year you have selected. To choose a different fiscal
year select the calendar icon next to the ‘Fiscal To Date’.
When finished select the Done button.
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Increase/Decrease Replacement Cost
This process will globally increase or decrease assets replacement cost by a percentage. Note: If the replacement cost is
blank nothing will be changed on the asset.
From the list assets panel select the Percent icon.
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Select the assets you want to globally change, select increase or decrease and enter in the percent you want to increase
or decrease. Select the Process button when finished.
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Printing an Asset Tag/Label
There are two ways to print an asset tag. 1) Highlight the asset in the list assets grid, select the Print Label icon. 2)
Double click on the asset you want to print a tag for. Select the Print Label button. Note: This functionality requires
the installation of a smart label printer.
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Financial Account Inquiry
This is a link to the Clerks Financial system to allow the ability to check account balances. Select the Account Inquiry
icon. Enter in the Fund, Dept, Account, Sub Acct. Select the Load button. This will allow you to see the increases
and decreases to the account, budget amount and the ending account balance.
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Add, Change or Delete an Asset Location Code
This is where the asset is located. Select the Location Maintenance icon. This will bring up the list asset location
panel. Select add, change, delete or copy icon and create or modify your location codes.
Add, Change or Delete an Asset Code (Acquisition, Classification, Condition, Use, Disposition)
The code icon allows you to add, change, delete or copy an asset code. (Acquisition, classification, condition, use or
disposition codes) Select the Code Maintenance icon. This will bring up the list asset codes panel. Choose the
code you want to work with, select add, change, delete or copy icon and create or modify your asset code. Select the
code type, enter in the code, and enter in the code description. Select Add when you are done. Note: If a code has
been used before you cannot delete it.
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Add, Change or Delete an Asset Category
The asset category is used to group like items on your asset reports. Select the category icon. This will bring up
the list asset category panel. Select add, change, delete or copy icon and create or modify your category codes. Enter in
the asset category and asset description. When finished select the Add button.
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Fixed Asset Reports
There are multiple reports that display asset information. The reports on this panel do not show depreciation, these
reports list assets and their specific information. Note: To print a Tax Asset Detail depreciation report see the document
Fixed Asset Depreciation Calculation.
If you need to run a report of the additions (assets added) for the fiscal year, enter in the fiscal year date range in the
report filter. Note: Leave the date range blank for all assets.
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FIXED ASSET GENERAL INFO Report (FN912):
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FIXED ASSET DISPOSED (FN203)
This report lists all disposed assets within a specified date range. Filter also allows sort selection of Tag number,
Description and Fund/Dept.
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FIXED ASSET MASTER LIST (FN151B)
Use this report to list assets by an “In Service/Purchased” date range. Sort selection options are Tag Number, Item
Description, Classification, Location, Acquisition Date, Cost, Fund/Dept, Disposition, and Acquisition.
