Fixed Asset Communicator Review

Fixed Asset Communicator Review Overview

You can review asset records that were uploaded to the Asset Upload table before posting them to the Fixed Assets system. Use the Review option to correct the errors and then re-run the post option as needed until all records are added to the Assets table in Fixed Assets.

Asset records must be error-free before they can be posted. The review option allows you to print a summary or detail report listing the current contents of the Asset Upload table. You can also query, update, and delete records in the table.

Communicator Review Page

Use this page to review records in the Asset Upload table before posting them to the Assets table in Fixed Assets. From this page, you can:

Search for and display asset records stored in the upload table.
Generate reports on the records found in a search.
Display the Communicator Detail Review page for updating a selected record. This page enables you to correct or adjust the record's data.
Delete a selected record.
Access pages for downloading, uploading, and posting asset records.

Menu Path: Fixed Assets > Entry & Processing > Communicator > Review

Fixed Asset Communicator Review Action Items

In addition to standard options for deleting, printing, and entering records, the Communicator Review page displays the following action items:

Action Item	Details
Download	Displays the Download Interface File page for downloading asset records to a pipe-delimited text (.txt) file that can uploaded and then posted to the Fixed Assets system.
Post	Post Interface Records page for posting uploaded records to the Fixed Assets system.
Upload	Displays the Upload Interface File page for uploading records to the Asset Upload table.

Search for upload records in Fixed Asset Communicator

Select Fixed Assets.
Select Entry & Processing.
Select Communicator.
Select Review.
In the Communicator Review page, enter criteria identifying the upload records to list.
Select Find to search for and display the records.

Fixed Asset Communicator Fields

Field	Details
Control Number	Identifies the upload batch. You can insert the pipe symbol between control numbers to access multiple files, for example, 102519\|110819\|111719. Leaving the field blank references all files.
Asset ID	Unique identification number for the asset. Usually, you can leave this field blank and select records based on the other criteria fields.
Record ID	Identifies the type of asset record. Select: C - Change Asset M - Missing Asset N - New Asset R - Renumber Asset You can reference multiple asset types by inserting the pipe symbol between codes. For example, C\|N accesses change assets and new assets.
Description	Description of the asset.
Category Code	Code identifying an asset’s category. The field's drop-down selections are taken from the Category Codes table in Fixed Assets. You can use the pipe symbol to reference multiple codes as noted above in other field descriptions.
Department	Code identifying the department where the asset belongs. The field's drop-down selections are taken from the Department Codes table in Fixed Assets. You can use the pipe symbol to reference multiple codes as noted above in other field descriptions.
Location Code	Code identifying where the asset is located, such as in a specific office or building site. The field's drop-down selections are taken from the Location Codes table in Fixed Assets. You can use the pipe symbol to reference multiple codes as noted above in other field descriptions.

Printing Upload Records

You can print a summary or detail report listing the records in the Asset Upload table. Both reports provide general asset information and identify asset records that contain invalid data. You can use these reports to review the records uploaded to the Asset Upload table before posting them to the Assets table in Fixed Assets.

Menu Path: Fixed Assets > Entry & Processing > Communicator > Review > enter search criteria > click Find > click Print

Report Types

You can select the report to generate in the Report Type field of the Fixed Assets Communicator Report

page, which displays when you click Print. The page also includes a Sort By field that enables you to sort a

report by Asset ID, Location, Department, or Category CodeUsing the Communicator Review page's Print option, you can produce the following types of reports:

Report Type	Details
Summary Report	Contains the asset ID, acquisition date, description, room number (User Field 1), capital asset flag, status, record type indicator, fund type, department, category, location, function, and activity for each asset record listed. The report's default file name is fxinv_upds.rpt.
Detail Report	Contains all summary report data plus more specific asset information, such as the vendor, manufacturer, depreciation information, insurance and salvage values, pertinent dates, and user-defined fields. The report's default file name is fxinv_updd.rpt.

Report Type

Details

Summary Report

Contains the asset ID, acquisition date, description, room number (User Field 1), capital asset flag, status, record type indicator, fund type, department, category, location, function, and activity for each asset record listed.

The report's default file name is fxinv_upds.rpt.

Detail Report

Contains all summary report data plus more specific asset information, such as the vendor, manufacturer, depreciation information, insurance and salvage values, pertinent dates, and user-defined fields.

The report's default file name is fxinv_updd.rpt.

Printing the report

Select Fixed Assets.
Select Entry & Processing.
Select Communicator.
Select Review.
Enter search criteria to identify the records to list.
Select Find.
Select Print.
In the Fixed Assets Communicator Report page, select:
- Detail - to generate a detail report.
- Summary - to generate a summary report.
In the page's Sort By field, select one of the following as the criteria for sorting records in the report:
- Asset ID
- Location
- Department
- Category Code
Select OK.
Select File or Screen as the print destination.
Select OK.

Fields

Enter criteria in the following fields to identify the records to include in the report. Select Find after completing the desired fields.

Field	Details
Control Number	Identifies the upload batch file. You can insert the pipe symbol between control numbers to access multiple files, for example, 102519\|110819\|111719. Leaving the field blank references all files.
Asset ID	Unique identification number for the asset. Usually, you can leave this field blank and select records based on the other criteria fields.
Record ID	Identifies the type of asset record. Select: C - Change Asset M - Missing Asset N - New Asset R - Renumber Asset You can reference multiple asset types by inserting the pipe symbol between codes. For example, C\|N accesses change assets and new assets.
Description	Description of the asset.
Category Code	Code identifying an asset’s category. The field's drop-down selections are taken from the Category Codes table in Fixed Assets. You can use the pipe symbol to reference multiple codes as noted above in other field descriptions.
Department	Code identifying the department where the asset belongs. The field's drop-down selections are taken from the Department Codes table in Fixed Assets. You can use the pipe symbol to reference multiple codes as noted above in other field descriptions.
Location Code	Code identifying where the asset is located, such as a specific office or building site. The field's drop- down selections are taken from the Location Codes table in Fixed Assets. You can use the pipe symbol to reference multiple codes as noted above in other field descriptions.

Updating and Deleting Upload Records

You can use the Communicator Review page to search for and then update and delete records that are stored in the Asset Upload file.

After generating a list of asset records:

You can select an asset and update it in the Communicator Detail page. This page contains all the fields needed for posting a record to the Assets table in Fixed Assets.
You can select an asset that is not needed and delete it. For details, refer to the Procedures section.
You can generate a report using the page's Print option. You should generate this report before making changes or deletions, as well as before posting records to the Fixed Assets system.

Menu Path: Fixed Assets > Entry & Processing > Communicator > Review to display the Communicator Review page

Effects of Posting Upload Records

When updating records in the upload file, keep in mind that the following effects occur when records are posted:

For Type N (New) records, the system inserts default values, such as 99999999 or 1.00, in required fields that do not contain data. You will see these default values in Fixed Assets after the records are posted.
For Type C (Change) records, the system will pull in existing values from the Assets table when you post them to Fixed Assets. You will not see these values in Fixed Assets Communicator.

Updating upload records

Select Fixed Assets.
Select Entry & Processing.
Select Communicator.
Select Review.
Enter search criteria to identify the records to list
Select Find. To select all records in the Assets table, leave the search fields blank.
Choose the record you want to update, and then select OK.
In the Communicator Detail Review page, update the displayed data as needed.
Click OK to save the record.

Deleting upload records

Select Fixed Assets.
Select Entry & Processing.
Select Communicator.
Select Review.
Enter search criteria to identify the records to list
Select Find.
In the List section, select the record you want to delete.
Select Delete.
In the Delete Confirmation window, select Yes.

FIELDS

Following are descriptions of the fields in the Communicator Detail Review page. These fields are associated with the Assets (assets) table in the Fixed Assets system.

Asset Section

The fields in this section are used to identify the asset, categorize it, and assign it to the correct department and location.

Field	Details
Control Number	Identifies the upload batch file where the asset record is stored. Display only.
Asset ID	Unique code that identifies an individual asset. Asset IDs are either entered manually or system assigned. Display only.
Record Type	Setting indicating the type of asset record. Display only. C - Change Asset M - Missing Asset N - New Asset R - Renumber Asset
Description	Description of the asset. [Character/30]
Category	Type of asset. The selections in the field's drop-down list are from the Category Codes table in Fixed Assets.
Department	Department where the fixed asset is assigned. The selections in the field's drop-down list are from the Department Codes table in Fixed Assets.
Location	Site where the asset is located, such as in a specific office, garage, or building. The selections in the field's drop-down list are from the Location Codes table in Fixed Assets.
Capital Asset	Checkbox indicating whether the asset is a capital asset. Select the checkbox if the asset qualifies as a capital asset. Otherwise, leave the field blank.
Status	Indication of the asset’s status, such as ACTIVE or RETIRED. [Character/8]

General Tab

The fields in this tab are used to identify whether the asset is business or government-related, to record purchase information, and to enter manufacturing details.

Field	Details
Fund Type	Setting indicating whether the asset pertains to business-type activities (revenue-generating) or is used for government activities. Changing this field after depreciating an asset affects GASB and CAFR reports. Select: B - Business G - Government
Function	Identifies the function associated with the asset. The field's drop-down selections are from the Function Codes table in Fixed Assets.
Activity	Identifies the activity associated with the asset. The field's drop-down selections are from the Activity Codes table in Fixed Assets.
Date Acquired	Date you acquired the asset. This date is used by the system to calculate depreciation for depreciable assets.
Vendor	Name of the vendor that sold you the asset. [Character/30]
Manufacturer	Name of the asset’s manufacturer. [Character/30]
Model	Model of the asset, for example, the model of a computer or printer. [Character/30]
Serial Number	The asset's serial number. [Character/20]
User Field 1-5	Five fields that allow you to enter site-specific information for the asset. The titles for these fields are defined in the Fixed Assets Profile. In Fixed Assets Communicator, User Field 1 should be titled Room #, while User Field 5 should be titled Old Asset ID, if this information is required by a third-party system.

Financial Information Tab

This tab is used to enter payment, cost, and depreciation information for the asset. The tab has two sections, Purchasing and Depreciation.

Purchasing Section

Field	Details
Purchase Order	Purchase order number, if any, associated with the asset. [Character/8]
Check Number	Number of the check used to purchase the fixed asset, if applicable. [Character/10]
Units	Number of fixed asset units that were purchased. If you purchased an asset with more than one individual unit (for example, a set of 25 office chairs), enter the number of individual units. [Integer/5]
Unit Cost	Per-unit cost of the fixed asset. The system uses this number when calculating the following field values: Initial Cost, Depreciation Basis, and Remaining Book Value. [Decimal/12,2]
Initial Cost	Total initial cost for the asset. The system calculates this cost by multiplying units by unit cost, but you can override the calculation by entering an amount if, for example, you get a discount. [Decimal/12,2]
Salvage Value	Amount you can reasonably expect to sell the asset for after it has been retired. [Decimal/12,2] The salvage value is used when the system is calculating depreciation, although you can leave the field at its default value of zero. The system calculates the depreciation basis for the asset by subtracting the salvage value from the initial cost.
Fund Source	Code identifying the source of funds used to purchase an asset. Validated against the Fund Source Codes table.
Grant	Description of the grant used to acquire the asset if the asset was purchased with grant funds. [Character/8]

Deprecation Section

Field	Details
Depreciable	Checkbox indicating whether the asset should be depreciated. You cannot depreciate the asset if it is not a capital asset. Select the checkbox if the asset is depreciable.
Post to G/L	Checkbox indicating whether the asset’s depreciation amount is posted to the General Ledger during the Post Depreciation process. A batch journal entry for the posting is created in the batch file FXASSET.Fixed Assets Communicator User Guide 3: Review/Post Asset Records 30 Select the checkbox if depreciation is posted to the General Ledger. Leave the field blank if depreciation is calculated (for purposes of GASB) but is not posted to the General Ledger or if the asset is not depreciable.
Estimated Life	Expected useful life of the asset in terms of years. Enter the decimal if the number includes a partial year, for example, 5.25 for five-and-a-quarter years. [Decimal/5,2]
Depreciation Life	Number of years you expect the asset to depreciate. This is not necessarily the same as the estimated life. [Decimal/5,2] Enter the decimal if the number includes a partial year. For example, enter 3.5 for three-and- one-half years. You cannot enter 0.00 if the asset is depreciable.
Depreciation Method	Method of depreciation to use for the asset. Select one of the following: SL - Straight Line DDB - Double-Declining Balance 150 - 150% Basis You must select one of the above options if the asset is depreciable. Otherwise, you may leave the field blank. *If you are entering a fixed asset acquired in the past and you want to depreciate it retroactively, the method must be SL - Straight Line.
Accumulated Depreciation	Amount of depreciation accumulated for the asset based on the depreciation method. If the Depreciable field for this asset is selected, the system updates the accumulated depreciation when you post depreciation for the asset. [Decimal/12,2] If you enter a new amount, the system will accumulate depreciation based on this amount.
Depreciation Basis	Initial cost minus the salvage value. This value is used as the basis for calculating depreciation. [Decimal/12,2]
Last Posted Date	Date when depreciation was last posted. The value in this field is updated each time you post depreciation for this asset.
Depreciation Account	Account used for posting depreciation to the General Ledger.
Current Depreciation	Amount of depreciation taken for the asset.

Other Tab

This tab is used to enter insurance and maintenance information for the asset.

Field	Description
Condition	Physical condition of the asset, such as NEW or POOR. [Character/8]
Inventory Date	Either the date when the asset was entered into inventory or the last time it was included in an inventory check.
Maintenance Date	Most recent or next maintenance date for an asset.
Insurer	Name of the company insuring the asset, if applicable. [Character/30]
Insurance Value	Insurance value of the asset; this value does not affect depreciation. Leave the field at its 0.00 default if there is no insurance value. [Decimal/12,2]
Disposal Date	Date the asset is retired from your organization's books.
Sales Amount	Amount received for sale of the asset. [Decimal/12,2]