Blackbaud FundWare Fixed Assets Guide

Transcription

1 Blackbaud FundWare Fixed Assets Guide VERSION 7.50, JULY 2008

2 Blackbaud FundWare Fixed Assets Guide USER GUIDE HISTORY Date Changes October 1998 May 2004 December 2004 November 2005 July 2008 Version 5.8 First version of guide. Version 7.30 Guide updated for style and new interface. Version 7.31 The guide has been edited to reflect new company information. Version 7.40 The Fixed Assets module was rewritten for graphical user interface. The guide has been modified to reflect the changes in interface and functionality. Version 7.50 This guide has been updated with minor corrections and new company information. Copyright 2008, Blackbaud FundWare, Inc. All rights reserved. The Blackbaud FundWare logos, among others, are registered trademarks and/or registered service marks of Blackbaud Fundware, Inc. in the United States and other countries. Other parties trademarks or service marks are the property of their respective owners and should be treated as such. ii

3 TAB L E OF CONTENTS Chapter 1 Introduction Fixed Assets and GASB The Fixed Assets HomePage Activity Reminders Printing Reminders Deleting Reminders Reports Area Some FundWare Basics Opening FundWare Changing Your Password During Login Opening FundWare Multiple Times Opening Additional Instances From the Desktop/Start Menu Opening Additional Instances From the Program Changing the Business Date Changing Your Password From the Software Using the Menu Bar Keyboard Navigation Is Your Menu Bar Too Crowded? How Your Security Rights Impact the Menu Bar Using the Navigator Bar Module Navigator Open Windows Navigator How Your Security Rights Impact the Navigator Bar Customizing Your Display Hiding and Displaying Columns Re-Ordering the Columns Resizing the Columns Sorting the Entries in a Form Help Training and Consulting Services Using This Document Conventions Blackbaud, Inc. iii

4 Blackbaud FundWare Fixed Assets Guide Getting Support Chapter 2 Understanding Fixed Assets What Is the Fixed Assets Parameter? What Are Reporting Types? Cost Transactions Depreciation Transactions Disposal Transactions Reporting Type Example What Are Classes and Cost Centers? Class and Cost Center Examples Example Example Example Example Accounting Created by Posting Accounts What Are Asset Data Items? Data Item Type Auto Add Multi-Occurring Data Items Data Item Example Data Item Example Data Item Example Data Item Example Data Item Example System-Defined Data Items What Are Assets? Example Asset Plane What Is Cost? What Is Depreciation? What Is the Estimated Life? What Is the Salvage Value? Fixed Assets Flow Masking Accounts Chapter 3 Defining the Elements of Fixed Assets Defining the Fixed Assets Parameter iv

5 Table of Contents Editing the Fixed Assets Parameter Removing the Fixed Assets Parameter Defining Reporting Types Editing Reporting Types Deleting Reporting Types Working With Classes and Cost Centers Defining Classes Editing Classes Deleting Classes Defining Cost Centers Editing Costs Centers Deleting Cost Centers Defining Asset Data Items Editing Asset Data Items Deleting Asset Data Items Viewing the System-Defined Data Items Importing Fixed Assets Data Chapter 4 Entering Asset Transactions Using the Asset Summary Acquiring Assets Working Within a Batch Modifying Assets Posting Modifications to General Ledger Adjusting Asset Values Adjusting Your Asset Values Tips for Adjusting Your Asset Cost Values Recording Depreciation Recording Asset Depreciation What Business Date Should You Use? Disposing Assets Posting Disposal Information to General Ledger Purging Disposed Assets Purging Disposed Assets Chapter 5 Producing Fixed Assets Reports Producing Asset Reports Blackbaud, Inc. v

6 Blackbaud FundWare Fixed Assets Guide Tips for Using the Asset Selector Producing the Master Asset Lists Producing the User-Defined Reports List Producing User-Defined Reports Tips for Using the Asset Selector Creating User-Defined Reports Designing Your Report Using Non-Printing Columns Column Widths Defining a New User-Defined Report Defining a New User-Defined Report General Tab Defining a New User-Defined Report Columns Tab Grouping Your Reports Hiding Columns Calculating Columns Editing User-Defined Reports Copying User-Defined Reports Deleting User-Defined Reports Appendix A Depreciation Methods Straight Line Depreciation Example Straight Line Depreciation Double Declining Balance Depreciation Example Double Declining Balance Depreciation Adjustments MACRS Depreciation Methods Tax Year-End Amount to Depreciate Partial-Year Depreciation Calculation Changing Methods Appendix B Troubleshooting Glossary Index vi

7 C H A P T E R 1 INTRODUCTION Fixed Assets (FA) is the asset management and control module in the Blackbaud FundWare system of accounting applications. FA allows you to track an asset through its full life-cycle acquisition, depreciation, and disposal. With Fixed Assets, you can either post asset transactions to General Ledger Project/Grant (GL P/G) or use FA without posting transactions to GL P/G. Accounting for assets and depreciation in the not-for-profit environment presents numerous reporting possibilities. Some organizations record and report depreciation, some do not. Some organizations need to record and report asset cost, replacement cost, or other values associated with their assets. Many organizations need to have an asset database from which they can produce asset reports, yet make no entries to GL P/G. Many state or local governmental entities should now report their assets and depreciation under GASB 34 (Governmental Accounting Standards Board Statement 34). Fixed Assets can help you meet the specific needs of your organization. FIXED ASSETS AND GASB 34 To comply with GASB 34 reporting requirements, state or local governmental entities (i.e., not federal governmental entities) must store the following information for each capital asset (e.g., land, buildings, equipment, machinery): Original value at acquisition, Acquisition date, Asset life, Depreciation amount, Blackbaud, Inc. 1

8 Blackbaud FundWare Fixed Assets Guide Depreciation method. At least once each year, you must calculate the depreciation on your assets. When you produce the Statement of Activities report, you can then include the asset depreciation. THE FIXED ASSETS HOMEPAGE The Fixed Assets HomePage helps you keep an eye on your account balances and upcoming activities and provides you with direct access to produce your reports. The following areas make up the GL HomePage: Activity Reminders area, and Reports area. ACTIVITY REMINDERS The Activity Reminders area allows you to enter a text note and a due date (optional) for module tasks (Figure 1.1). When you open the HomePage, any tasks with due dates earlier than the system date of your computer (i.e., overdue ) will display as red. Figure 1.1 Activity Reminders Area Use the following instructions to use the Activity Reminders area. 2 The Fixed Assets HomePage

9 Chapter 1 Introduction 1. On the Fixed Assets HomePage, enter up to 100 alphanumeric characters in the Activity field (Figure 1.2). Figure 1.2 Example Activity Reminder Depreciate Assets 2. If this task has a due date, enter the date in the Due Date field. Click the dropdown arrow to access the calendar. This field is optional. If you do not have any text associated with a due date, the due date will not be saved when you exit the HomePage. Your entries are saved when you close the HomePage or FundWare. You can edit the text or date information at any time. PRINTING REMINDERS Click Print to print the information in the Activity Reminders area. The report output will reflect the current sorting and displays in a preview window, from which you can print the information. DELETING REMINDERS Use the following instructions to delete a reminder. 1. Highlight the row. 2. Click Delete. The reminder is removed from your display. Blackbaud, Inc. 3

10 Blackbaud FundWare Fixed Assets Guide REPORTS AREA The same categories that you see in Report Manager for the module will also display in the Reports Area of the HomePage (Figure 1.3). Each category can expand and collapse to show or hide the reports contained within. A single click of a report title will display the report parameters screen. Once you enter the details of the report and click OK, your report is produced. Figure 1.3 Reports Area of the Fixed Assets HomePage SOME FUNDWARE BASICS The following sections provide you information and instructions for opening and working in FundWare. OPENING FUNDWARE As you begin using FundWare, certain information is saved by the program and offered as a default. This has been designed to help you save time and steps, but you can change these defaults at any time by entering new information or selecting from the available options (depending on the field). User name The program will enter the user name (or user number) of the last person to log into FundWare on that computer. For security reasons, your password is not automatically entered. You must always enter your FundWare password. Business date Defaults to the current system date (according to your computer s operating system). Division The program automatically selects the division you were working in the last time you were in FundWare. 4 Some FundWare Basics

11 Chapter 1 Introduction If you have only one division (or have security rights to only one division) and do not have security rights to the System Administration area, the program will bypass the division selection window. Or, if you only have security rights to the System Administration area, the program will bypass the division selection window and open directly to the System Administration HomePage. HomePage The program automatically opens to the HomePage of the module in which you were working the last time you were in FundWare. Use the following instructions to open and log into FundWare. 1. Double-click the FundWare icon on your desktop or select Blackbaud FundWare Enterprise or Professional from your Windows Start menu. The Login window displays. Figure 1.4 FundWare Login Window 2. Enter your user name in the User Name text box. You can enter your user number instead of your user name, if preferred. The User Name field will default to the last entry on this computer and the system will move to the Password field. 3. Enter your password in the Password text box. Your password entries will display as asterisks (*) as you type to maintain the privacy of your password. Blackbaud, Inc. 5

12 Blackbaud FundWare Fixed Assets Guide 4. Accept the default business date or enter a new date. You can manually enter the date (moving from day to month to year using the arrow key or mouse) or you can click the down-arrow to select a date from the calendar. Figure 1.5 Selecting the Date 5. Click OK. If your User Name, Password, and Business Date are verified, the Select Division window displays, defaulting to the division you were working with the last time you were in FundWare. Figure 1.6 Selecting the Division If your organization uses the password aging feature, you may receive a message indicating that your password will or has expired. You will be offered the chance to enter a new password at this time. See Changing Your Password During Login on page 7. If you have only one division (or have security rights to only one division) and do not have security rights to System Administration, the program will bypass the Select Division window. Or, if you only have 6 Some FundWare Basics

13 Chapter 1 Introduction security rights to System Administration, the program will bypass the division selection window and open directly to the System Administration HomePage. 6. If necessary, select a different division (or System Administration) from the list. 7. Click OK. FundWare opens to the HomePage of the module that you last accessed. For users upgrading from earlier versions of FundWare, please note that you can only have one division open at a time in each instance of FundWare (a change in functionality). However, you can open the program multiple times for the same or different divisions and/or business dates. CHANGING YOUR PASSWORD DURING LOGIN If your organization uses the password aging feature (defined through System Administration), you may receive a message indicating that your password will or has expired. Figure 1.7 Password Expiring Use the following instructions to change the password at this time. Blackbaud, Inc. 7

14 Blackbaud FundWare Fixed Assets Guide 1. Click Yes to the password expiration message. The Change Password window displays. Figure 1.8 Changing Your Password During Login 2. Enter your password in the Old Password text box. 3. Enter the new password in the New Password text box. 4. Retype your password in the Confirm New Password text box. 5. Click OK. Your password is changed. The next time you log into FundWare, you must use the new password or you will receive an error message. You can also change your password from within the software. See Changing Your Password From the Software on page 11. OPENING FUNDWARE MULTIPLE TIMES Each instance of FundWare (i.e., each time you open the program) represents a single division on a single business date. However, you can open as many instances of FundWare as necessary to meet your needs. When dealing with multiple instances of FundWare, keep the following rules in mind: Each instance of FundWare represents a single user, division, and business date, or represents access to the System Administration features by a single user. You can open as many instances of FundWare as necessary (i.e., for different users, business dates, or divisions). 8 Some FundWare Basics

15 Chapter 1 Introduction You can still change the business date for the current instance of FundWare without opening a new instance. See Changing the Business Date on page 10 for more information. OPENING ADDITIONAL INSTANCES FROM THE DESKTOP/START MENU If you have one or more instances of FundWare open already, you can open additional instances of the program from your desktop or the Windows Start menu. You will be asked to identify the user, password, business date, and division (the same steps as opening the first instance of FundWare). OPENING ADDITIONAL INSTANCES FROM THE PROGRAM You can also open a new division or a new instance of the same division from within FundWare. Because you are opening this division from the program, the system applies the same user and password to the new instance and allows you to select a new division or business date. If you want to open a new instance of FundWare for a new division or a new business date, you can open the program from the desktop or Windows Start menu or from the Change Business Date task. For instructions on changing the business date, or opening a second instance of the program with a different business date, see Changing the Business Date on page 10. Use the following instructions to open a new instance of FundWare for the current user and business date. 1. Select File > Open FundWare from the menu bar. The Open New Instance window displays, automatically selecting the division you were working with the last time you were in FundWare. Figure 1.9 Opening a New Instance of FundWare 2. If necessary, select a different division (or System Administration) from the list. Blackbaud, Inc. 9

16 Blackbaud FundWare Fixed Assets Guide 3. Accept the default business date or enter a new date. You can manually enter the date (moving from day to month to year using the arrow key or mouse) or you can click the down-arrow to select a date from the calendar. 4. Click OK. FundWare opens to the HomePage of the module that you last accessed. CHANGING THE BUSINESS DATE You can change the business date for your current instance of FundWare or open a new instance of the same division with a different business date using the Change Business Date task. When you choose to open a new instance of the same division, the system applies the same user and password to the new instance and takes you directly to the HomePage for the module in which you were last working in that division. 1. Select Edit > Change Business Date from the menu bar. The Change Business Date window displays. Figure 1.10 Changing the Business Date 1 Accept the default business date or enter a new date. You can manually enter the date (moving from day to month to year using the arrow key or mouse) or you can click the down-arrow to select a date from the calendar. 2 Select the applicable option for applying the new business date: Current Instance of FundWare Changes the business date for the current instance of FundWare. This option does not apply any changes to other instances of FundWare and does not open a new instance of the program. The Classic windows will not accept a changed business date. If you have any of the Classic screens open when you attempt to change the business date for the current instance of FundWare, the system will return a message and not allow you to proceed. Close the Classic windows and try again. 10 Some FundWare Basics

17 Chapter 1 Introduction New Instance of FundWare Opens a new instance of FundWare to the HomePage for the module in which you were last working, applying the same user, password, and division but using the new business date. 1. Click OK. The program applies your selection. CHANGING YOUR PASSWORD FROM THE SOFTWARE Use the following instructions to change the password for the current user. 1. Select Edit > Password from the menu bar. The Change Password window displays. Figure 1.11 Changing the Current User s Password 2. Enter your password in the Old Password text box. 3. Enter the new password in the New Password text box. 4. Retype your password in the Confirm New Password text box. 5. Click OK. Your password is changed. The next time you log into FundWare, you must use the new password or you will receive an error message. If your organization uses the password aging feature (defined through System Administration) and your password is nearing or has passed the expiration date, you can also change your password during the login process. See Changing Your Password During Login on page 7. Blackbaud, Inc. 11

18 Blackbaud FundWare Fixed Assets Guide USING THE MENU BAR Each module for which your organization is licensed and to which you have security rights displays in the menu bar. From these menu options, you can access all modulespecific tasks (e.g., General Ledger > Journal Entries > New). In addition, you will use the menu bar to access specific program tasks (e.g., changing the business date): File Open divisions; access Print Manager, Report Manager, or Financial Institutions. Edit Change the business date or your password. View View or close Navigator bar; view full or abbreviated menu names; view logged in users. Window See all currently open windows, switch between these windows. Help Access online help for the current module and program information. KEYBOARD NAVIGATION To help you navigate quickly through the program, FundWare allows you to use your keyboard instead of your mouse to access program tasks. Menu bar You can access any task listed on the menus using a combination of the ALT key and a letter and the arrow keys. Press the ALT key. Press the underlined letter of the item to display the menu. The menu displays. Use the arrow key and press ENTER to select a task. Shortcut menus Access any applicable shortcut menus (normally displayed when you right-click your mouse) from the keyboard by pressing either SHIFT+F10 or the Application key (offered on many newer keyboards, located between the WINDOWS key and the CTRL key, to the right of the spacebar). Shortcut keys Shortcut keys combine the CTRL key with a letter to give you direct access to certain tasks. These shortcuts are listed on the menus with the applicable tasks. Drop-down lists You can access any drop-down list when focus is on the associated field by using a combination of the ALT key and the down arrow key. 12 Some FundWare Basics

19 Chapter 1 Introduction IS YOUR MENU BAR TOO CROWDED? If your organization is licensed for a number of FundWare modules, your menu bar may be too wide to use conveniently. You can change the module names that are listed in the menu bar to display as acronyms, which will decrease the width of the bar: Select View > Abbreviated Menu Names from the menu bar. To change back, select View > Full Menu Names from the menu bar. HOW YOUR SECURITY RIGHTS IMPACT THE MENU BAR Your individual security rights may impact the modules and tasks that you see on the menu bar. If your organization is licensed for a module, but your individual security settings do not allow you to access any tasks in that module, the module will not be listed in the menu bar. If your security settings allow you to access some, but not all, tasks in a module, the restricted tasks will not be listed in the menu bar. USING THE NAVIGATOR BAR The Navigator bar provides you with quick, mouse-driven access to your modules, module tasks, and currently open windows through two areas: Module navigator, and Open windows navigator. You can resize the Navigator bar to meet the needs of your display by using your mouse to click on the right frame of the bar and drag the frame to the position you want. You can also hide or show the Navigator bar using the options on the View menu. Select the option to hide or show the bar, as applicable. These settings will be retained by the system when you close FundWare. MODULE NAVIGATOR The module navigator lists the modules for which your organization is licensed (unless your individual security settings do not allow you to access a module). When you click a module (it just takes a single click), the module expands to display all of the associated module tasks. Blackbaud, Inc. 13

20 Blackbaud FundWare Fixed Assets Guide Accessing any of the tasks within the module takes another single click on the specific item. Some tasks are nested below a title. A single click will expand the title, displaying the related tasks below. Figure 1.12 Module Navigator Expanded Menus If your security settings restrict your access to specific tasks, those tasks will not be listed in the menu bar. 14 Some FundWare Basics

21 Chapter 1 Introduction OPEN WINDOWS NAVIGATOR The open windows navigator lists the windows that are currently open in this instance of FundWare, highlighting the window currently displayed. A single click of an entry in the open windows navigator redisplays the window in your workspace. Figure 1.13 Open Windows Navigator As with all Windows applications, the more FundWare windows that you open concurrently, the greater impact to your processor speed. You can use the Open Windows Navigator to monitor how many windows you have open at any one time. HOW YOUR SECURITY RIGHTS IMPACT THE NAVIGATOR BAR There is no security impact to the open windows navigator. If your security rights allowed you to open a task, then that window will display in the open windows navigator. However, your individual security rights may impact the modules and tasks that you see on the module navigator. If your organization is licensed for a module, but your individual security settings do not allow you to access any tasks in that module, the module will not be listed in the module navigator. Any tasks within a module from which you are restricted will not be listed in the menu bar. CUSTOMIZING YOUR DISPLAY Throughout FundWare, you will encounter forms (similar to a table or spreadsheet) that allow you to customize the display through the shortcut menu (accessed by rightclicking your mouse) or through direct manipulation with your mouse. Most of these settings are retained with your user name. Therefore, the forms display according to your settings wherever you log in to FundWare. (In other words, the program remembers how the form displayed when you closed FundWare. This is how it will display the next time you open the program.) Blackbaud, Inc. 15

22 Blackbaud FundWare Fixed Assets Guide Not all forms provide these options. If you attempt one of the customization options described here and are unsuccessful, it is likely that the option is not offered on that form. HIDING AND DISPLAYING COLUMNS To add or remove a column from a form, hover your mouse over the pane and rightclick. A shortcut menu displays, which allows you to hide or display columns from the form. In this example, the Account column is disabled because this column must always display. The remaining columns are currently displayed in the New Journal Entry form. Figure 1.14 Example Shortcut Menu for the GL New Journal Entry Form The columns currently displayed in the form are indicated with a check mark. Select a column from the shortcut menu to add or remove that column to the detail pane. If you have disabled fields through the module setup (e.g., the Accounts Payable parameter or stage settings), the associated column will not be listed on the shortcut menu. RE-ORDERING THE COLUMNS To re-order the columns in a form, drag and drop the column by clicking the column heading and moving the column to the desired position (holding the mouse button down). 16 Some FundWare Basics

23 Chapter 1 Introduction RESIZING THE COLUMNS To resize a column, hover your mouse over the column border until the icon changes. Figure 1.15 Mouse Icon Click your mouse button and drag the column border until it is the desired width. SORTING THE ENTRIES IN A FORM To resort the entries in a form, click the heading of the column on which you want the sort based. To reverse the sort order, click the column heading again. Figure 1.16 Sorting the Detail Pane Original display. Entries resorted based on Obligation number. Entry order reversed. Sort order is not retained when you close FundWare. HELP If you encounter questions or problems while you are working in the program, you can access the online help from the Help menu (on the menu bar) or by clicking F1 to access the online help for the current module. Blackbaud, Inc. 17

24 Blackbaud FundWare Fixed Assets Guide You can also access PDF files (portable document format) of the guides from your server: FundWare\Data\User Documentation You must have Adobe Acrobat Reader installed to view the files. This program is available from the FundWare CD or as a free download from TRAINING AND CONSULTING SERVICES Blackbaud, Inc. offers a number of options to help you improve your use of FundWare. Regional classes Training classes held several times per month in various cities across the nation. These one- to five-day classes provide a hands-on learning environment and low student-to-instructor ratio. eclasses Interactive training classes offered over the Internet provide you and your staff the opportunity to receive training from FundWare experts without leaving your desk. Onsite custom training sessions and consulting Our training/consulting group offers you onsite services, including: Training your staff using your data. Installing/upgrading and configuring the software to meet the specific needs of your organization. For more information about any of our training or consulting services, please explore our Web site ( or contact our Client Sales department ( ). USING THIS DOCUMENT This manual is organized to reflect the most common uses of the module. It provides you with overview information of FundWare, followed by specific features and functions of the module. 18 Some FundWare Basics

25 Chapter 1 Introduction CONVENTIONS Use Table 1.1 as a reference for conventions used in this document. Indicator ENTER demo user Click OK Table 1.1 Icon Conventions Description A caution or warning that must be heeded. Information contained in a warning should be carefully reviewed to avoid adverse affect on software operation. An example, used to clarify an issue. Keyboard directions are indicated in small capital letters (e.g., Press ENTER). Specific text entries are indicated with italics (e.g., Type demo user for User Name). An item on the screen that requires user interface is indicated in bold. GETTING SUPPORT The following table provides a quick reference for getting the support you need for FundWare modules. Table 1.2 Getting Support Department Contact Description Business Office Technical Support Obtain general information or contact a staff member Get help resolving technical issues with the [email protected] product. Please have the following information ready when you call: FundWare license number FundWare version number Error message details Knowledgebase support.asp A searchable database where you can type your questions and get a list of possible answers. Requires your license number and web password. Blackbaud, Inc. 19

26 Blackbaud FundWare Fixed Assets Guide Training Ask for the Client Sales department. Products_Services/Training/train.asp Replacement Software Product Management User Education World Wide Web or , Ask for the Client Sales department Table 1.2 Getting Support (Continued) Department Contact Description Contact us for more information on our training options: Regionals Classes from 1 to 5 days in length; held in cities around the country. eclasses Two- to three-hour classes offered over the Internet. Onsite custom training and consulting Our consulting staff can implement FundWare and/or train your employees using your organization s data. Order replacement software. Contact our Product Management department with any suggestions for improving FundWare. Contact our User Education department with suggestions for improving our user guides or online help. Get the latest product and company information, download software and documentation updates, or send . Blackbaud, Inc S. Fiddler s Green Circle, Suite 200 Greenwood Village, CO Some FundWare Basics

27 C H A P T E R 2 UNDERSTANDING FIXED ASSETS With Fixed Assets, you have the power to define how assets are reported for your organization. The system is a very flexible system and is comprised of the following elements: Fixed Assets parameter Controls the overall operation of the module. Reporting types Define the posting of asset transactions to GL P/G. An asset can have one or more reporting types. Classes Define the accounts used in posting to GL P/G, provide additional asset categorization, and can be used as a selection criteria on reports. An asset can be assigned to only one class. Cost centers Define the accounts used in posting to GL P/G, provide additional asset categorization, and can be used as a selection criteria on reports. An asset can be assigned to only one cost center. Asset data items Pieces of information that make up the asset record. Asset data items can be system-defined or user-defined to meet the specific reporting needs of your organization. An asset can have an unlimited number of data items. The assets themselves. Understanding how these pieces work together to build accounting entries is essential to understanding Fixed Assets and using it efficiently. WHAT IS THE FIXED ASSETS PARAMETER? The Fixed Assets parameter defines what fields are available on the asset record at certain points in the process. In addition, you can determine what, if any, of your asset information is posted to GL P/G or if it is solely maintained in the Fixed Assets database. You must define the parameter before you can attempt any other Fixed Assets task. Blackbaud, Inc. 21

28 Blackbaud FundWare Fixed Assets Guide WHAT ARE REPORTING TYPES? At the highest level, you determine if you are posting any asset information to General Ledger through the Fixed Assets parameter. However, your reporting types will determine how, or if, you will record depreciation for the asset and exactly which Fixed Assets transactions are posted to GL P/G (if the Fixed Assets parameter allows posting). Within each reporting type definition, you can use the ledger options to define how Fixed Assets will post each type of transaction (Table 2.1). Table 2.1 Transaction Types and Posting Options Transaction Types Cost Depreciation Disposal Posting Options Transactions are not posted to the financial reporting system (i.e., General Ledger Project/Grant). Transactions are posted to GL P/G, all entries in detail. Transactions are posted to GL P/G, cash entries compressed and asset entries in detail. Transactions are posted to GL P/G, cash entries in detail and asset entries compressed. Transactions are posted to GL P/G, both cash and asset entries compressed. You will probably assign at least one reporting type to each asset. However, you should be aware that if you assign two (or more) reporting types that each post the same information to General Ledger (e.g., both reporting types post cost), the system will post a transaction multiple times. This could cause your General Ledger to balance incorrectly. Once a reporting type is assigned to an asset definition, you must enter specific information about the asset, including: Cost date, Cost amount, Depreciation method, Life of the asset (in months or years), and Salvage value. If your organization uses one primary reporting type for most of your assets, you may choose to auto add the reporting type. This saves you a step as you enter new acquisitions. 22 What Are Reporting Types?

29 Chapter 2 Understanding Fixed Assets COST TRANSACTIONS FundWare creates a cost transaction whenever you: Define a new asset record, or Modify an existing transaction in a way that impacts the assets cost (e.g., remodeling a building usually increases its cost, or value). When you post a cost transaction (including acquisition date and cost) to the accounts defined by the class and cost center assigned to the asset, the system: Debits the asset account, and Credits the cash account. Under special circumstances, you may enter depreciation at the time of asset acquisition. For example, if you have assets which have depreciation, but neither the asset nor the journal entries have been entered, you can enter the cost and depreciation to date when you acquire the asset. DEPRECIATION TRANSACTIONS When you depreciate an asset, the system allocates a portion of the cost of the asset to the accounting periods that benefited from its use. If your organization recognizes the depreciation of an asset, the system posts the transaction (including the depreciation date and amount) to the accounts defined by the class and cost center assigned to the asset. The system: Debits the Depreciation Expense account, and Credits the Accumulated Depreciation account. DISPOSAL TRANSACTIONS When you dispose of (or retire) an asset, the system: 1. Calculates and posts depreciation from the last depreciation date to the sale date to the accounts defined by the class and cost center assigned to the asset. An asset last depreciated in December and sold in June of the next year requires six months of depreciation 2. Posts the disposal transaction (including the disposal date and sale amount, if any) to the accounts defined by the class and cost center assigned to the asset. The system: Blackbaud, Inc. 23

30 Blackbaud FundWare Fixed Assets Guide Debits the Depreciation Expense account, Credits the Accumulated Depreciation account with the current depreciation amount (i.e., calculated since the last depreciation), Debits the Cash account, Credits the Asset account, Finally, the system posts any gains or losses as follows: Debits the Accumulated Depreciation account, and Credits the Disposal account. REPORTING TYPE EXAMPLE A small municipality posts depreciation transactions only on assets in the Water Department, and posts cost and disposal transactions for all other assets. They create two reporting types since the posted transactions are not the same for all assets: Reporting type 10: Depreciation Post cost Post depreciation Post disposal Reporting type 20: General Post cost Do not post depreciation Post disposal Depending on the need to recognize depreciation, the municipality assigns one of the reporting types to each asset. Asset No. 145 Vehicle Cost: $10,500 01/01/2005 Life: 5 yrs Depr: $2,100 01/01/2006 Reporting type 10: Depreciation Asset No. 170 Computer Cost: $4,500 01/01/2005 Life: 3 yrs Depr: $0 00/00/0000 Reporting type 20: General 24 What Are Reporting Types?

31 Chapter 2 Understanding Fixed Assets When the municipality completes the depreciation task, the system will post transaction information for only those assets with a reporting type defined to post depreciation to General Ledger. Since cost and disposal transactions are posted to General Ledger in both reporting types, the customer should only assign one reporting type. If an asset is assigned to both reporting types, a double posting of cost would occur in General Ledger. WHAT ARE CLASSES AND COST CENTERS? The class and cost center masks work together to create the account numbers for cash, asset, accumulated depreciation, depreciation expense, and disposal transactions. Class mask + Cost Center mask = account number The first thing to do when planning your class and cost center definitions is to determine how you structure your account number. For example, many Fixed Assets clients mask the department dimension in their cost center definitions, and mask the GLAs (or object codes) in their class definitions. Table 2.2 gives an example of how account numbers are determined based on these settings. Table 2.2 Example Account Numbers From Class and Cost Center Account Masks Account Type Masks Defined for Class Masks Defined for Cost Center Resulting Account Numbers Cash AXX XX-XX 1110 A XXXX A Asset AXX XX-XX 1510 A XXXX A Accumulated AXX XX-XX 1690 A XXXX A Depreciation Depreciation Expense AXX XX-XX 7610 A XXXX A Disposal AXX XX-XX 5700 A XXXX A If you are upgrading from an earlier version of Fixed Assets, you may be more familiar with the terms Group (now Class ) and Location (now Cost Center ). Blackbaud, Inc. 25

32 Blackbaud FundWare Fixed Assets Guide CLASS AND COST CENTER EXAMPLES A municipality uses the 10-digit system-defined account number structure (XX XX-XX XXXX), where: A is the ID type, XX is the fund, XX-XX is the department and subdepartment, and XXXX is the GLA (or object code). The municipality defines the classes and cost centers listed in Table 2.3. Table 2.3 Example Classes and Cost Centers Account Type Class: Buildings Class: Furniture Cost Center: Administration Cost Center: Water Department Cash AXX XX-XX 1110 AXX XX-XX 1110 A XXXX A XXXX Asset AXX XX-XX 1510 AXX XX-XX 1520 A XXXX A XXXX Accumulated AXX XX-XX 1690 AXX XX-XX 1690 A XXXX A XXXX Depreciation Depreciation AXX XX-XX 7610 AXX XX-XX 7611 A XXXX A XXXX Expense Disposal AXX XX-XX 5700 AXX XX-XX 5700 A XXXX A XXXX EXAMPLE 1 The administration building belongs to the Buildings class and the Administration cost center. It always uses the following accounts: Cash A (AXX XX-XX A XXXX) Asset A (AXX XX-XX A XXXX) Acc Depr A (AXX XX-XX A XXXX) Depr Exp A (AXX XX-XX A XXXX) Disposal A (AXX XX-XX A XXXX) The purchase of a new building for administration for $20,000 creates the following journal entry: DB A (Asset account) $20, What Are Classes and Cost Centers?

33 Chapter 2 Understanding Fixed Assets EXAMPLE 2 The buildings in the water department belong to the Buildings class and the Water Department cost center. They use the following accounts: Cash A (AXX XX-XX A XXXX) Asset A (AXX XX-XX A XXXX) Acc Depr A (AXX XX-XX A XXXX) Depr Exp A (AXX XX-XX A XXXX) Disposal A (AXX XX-XX A XXXX) The new building for the Water Department costing $50,000 creates the following journal entry: Depreciation for a Water Department building for $1,500 creates the following journal entry: EXAMPLE 3 CR A (Cash account) $20,000 DB (Asset account) $50,000 CR (Cash account) $50,000 DB (Depreciation expense account) Depr expense $1,500 CR (Accumulated depreciation account) Acc depr $1,500 The furniture in the Administration department belongs to the Furniture class and the Administration cost center. The following accounts are used: Cash A (AXX XX-XX A XXXX) Asset A (AXX XX-XX A XXXX) Acc Depr A (AXX XX-XX A XXXX) Depr Exp A (AXX XX-XX A XXXX) Disposal A (AXX XX-XX A XXXX) Blackbaud, Inc. 27

34 Blackbaud FundWare Fixed Assets Guide The purchase of new Administration furniture totalling $10,000 creates the following the journal entry: DB (Asset account) $10,000 CR (Cash account) $10,000 Depreciation for the Administration furniture totalling $1,000 creates the following journal entry: DB (Depreciation expense account) Depr expense $1,000 CR (Accumulated depreciation account) Acc depr $1,000 EXAMPLE ACCOUNTING When a reporting type is defined to post to General Ledger Project/Grant, the system determines the account numbers to use based on the class and cost center assigned to the asset. For example, West County has defined an asset record called Snow Plow and assigned class Seasonal and cost center Motor Pool. Additionally, the reporting type used by the asset is defined to post costs, depreciation, and disposal to General Ledger. Table 2.4 explains how account numbers are determined based on these settings. Table 2.4 Example Account Numbers From Class and Cost Center Account Masks Account Type Masks Defined for Class Masks Defined for Cost Center Resulting Account Numbers Cash AXX XX-XX 1234 A XXXX A Asset AXX XX-XX 3210 A XXXX A Accumulated Depreciation AXX XX-XX 1690 A XXXX A Depreciation Expense AXX XX-XX 7610 A XXXX A Disposal AXX XX-XX 6789 A XXXX A When the user first enters the Snow Plow asset (i.e., acquires the asset), the system: Debits the Asset account (A ), and Credits the Cash account (A ). When the user depreciates the Snow Plow asset, the system: 28 What Are Classes and Cost Centers?

35 Chapter 2 Understanding Fixed Assets Debits the Depreciation Expense account (A ), and Credits the Accumulated Depreciation account (A ). When the user disposes the Snow Plow asset, the system: Debits the Cash account (A ), and Credits the Asset account (A ). Finally, the system posts any gains or losses as follows: Debits the Accumulated Depreciation account (A ). Credits the Disposal account (A ). CREATED BY POSTING ACCOUNTS If the combination of the class and cost center account masks result in an account that does not currently exist in the General Ledger chart of accounts, the system will add the account with a description of Created by Posting. You should always check your trace reports closely after posting a transaction. If your trace report indicates that a Created by Posting account has been added to your system, you need to determine if the account is: Incorrect In other words, you did not intend to post to this account, and it should not be in your chart of accounts, or Correct In other words, the account should be part of your chart of accounts, but had not been defined before you posted the transaction. Once you determine the cause of the Created by Posting account, you can correct the Fixed Assets settings or update the account description and attributes, as necessary. WHAT ARE ASSET DATA ITEMS? Asset data items are the pieces of information that make up the asset record and are used when you produce reports, both as selection criteria and as the report content. Blackbaud, Inc. 29

36 Blackbaud FundWare Fixed Assets Guide Some data items, like the Asset Number, are defined by the system and cannot be modified. These system-defined data items listed on a separate tab of the Fixed Assets > Setup > Data Items task (Figure 2.1). Figure 2.1 Summary of System-Defined Data Items However, Fixed Assets also allows you to customize Fixed Assets by creating userdefined data items to fully meet the needs of your organization. The best place to start to determine what user-defined data items you need is with your reports. What information do you need to include in your reports? If that information doesn t currently exist in the system, you ll need to add a user-defined data item. How do you want to filter the information in your reports? You can create userdefined data items that you only use as selection criteria to filter the information in your reports. However, before you begin defining asset data items, you need to understand the following concepts: Data item type, Auto add, and Multi-occurring data items. 30 What Are Asset Data Items?

37 Chapter 2 Understanding Fixed Assets DATA ITEM TYPE The Data Type determines the kind of information the data item can collect and store. For example, let s look at a few system-defined data items: Asset Number Stores a 15-digit number. The data item type is # (i.e., number). Acquisition date Stores the date that you acquire an asset. The data item type is D, a date in the mm/dd/yyyy format. Acquisition value Stores the cost of the asset at the time of acquisition. The data item type is $ (i.e., a dollar amount). Table 2.5 defines your data item type options. Table 2.5 Data Item Types Valid Entry Number Signed (15) Amount Signed (13.2) Rate Signed (9.6) Date (mm/dd/yyyy) Phone (999) Keyword Alphanumeric (3) Keyword Alphanumeric (10) Text Alphanumeric (30) Extended Text Alphanumeric (55) Account Mask Alphanumeric (55) Definition 15-digit number 13-digit number plus 2 digits after the decimal (amounts) 9-digit number plus 6 digits after the decimal (rates) Numeric date (mm/dd/yyyy) 10-digit area code and number 3-digit alphanumeric attribute 10-digit alphanumeric (keyword) 30-digit alphanumeric (text) 55-digit alphanumeric (extended text) 55-digit alphanumeric (external mask) Blackbaud, Inc. 31

38 Blackbaud FundWare Fixed Assets Guide AUTO ADD The Auto Add option allows you to add a reporting type or data item automatically to all your assets. Use this feature for reporting types or data items that you will always (or usually) want as part of the asset definition. This will save you time, as you will not have to add the record manually when you are defining an asset. If you only use a reporting type or data item infrequently, adding it to all assets will only clutter the user interface. MULTI-OCCURRING DATA ITEMS Most of your data items will store one value for each asset. For example, the Asset Number system-defined data item contains only one value the number assigned to the asset. However, you can define a data item to store multiple values for each asset (i.e., the data item occurs multiple times on a single asset record). Multiple value data items, whether system or user defined, cannot be used in a sort selection. Also, they cannot be as a value for journal entry references. Multi-occurring data items are made up of two elements: The data type, which determines what kind of information you can enter into the Value field; and The description, which determines what information you can enter into the Entry field. (In single-occurring data items, you will define the description as Single value. ) Table 2.6 lists each multiple value option and provides examples to illustrate their use. Table 2.6 Multiple Value Options Valid Entry Multi-Occur Description Asset Data Item Description [Data Type] Example Entry Value 1 Single value Truck Vehicle Type [Text alphanumeric (30)] 2 Multiple values with a number Snow Plow Approved Drivers (Emp. #) [Number signed (15)] Entry not allowed 4-wheel drive What Are Asset Data Items?

39 Chapter 2 Understanding Fixed Assets Table 2.6 Multiple Value Options (Continued) Valid Entry Multi-Occur Description Asset Data Item Description [Data Type] Example Entry Value 3 Multiple values with military time Computer Server Backup Schedule [Extended text alphanumeric (55)] 0800 Backup data files 1000 Backup financial files 2130 Full backup 4 Multiple values with ascending date Patrol Car Oil Change Technician [Extended text alphanumeric (55)] 01/01/2005 James Carson 03/21/2005 Tina Jackson 5 Multiple values with descending date Fire Engine 10-Point Inspection [Extended text alphanumeric (55)] 04/01/2005 Passed all 10 pts. 01/01/2005 Passed 9 pts., failed 1 pt. 6 Multiple values with date and a number Ambulance Tire Check/Tread (mm) [Amount signed (13.2)] 1 01/01/ /15/ /01/ Multiple values with date and time City Hall Fire Alarm Test [Extended text alphanumeric (55)] 01/01/ /17/ Passed Audio passed, lights failed 02/01/ Passed 8 Multiple values with descending date and number Warning System Tornado Alert Test/ Tester ID [Number signed (15)] 1 02/01/ /15/ /01/ Blackbaud, Inc. 33

40 Blackbaud FundWare Fixed Assets Guide Table 2.6 Multiple Value Options (Continued) Valid Entry Multi-Occur Description Asset Data Item Description [Data Type] Example Entry Value 9 Multiple values with descending date and ascending time Fax/Copier Copier Service [Extended text alphanumeric (55)] 02/01/ /17/ Replaced power source Replaced drum 01/01/ Replaced belt DATA ITEM EXAMPLE 1 The County of Orange Grove has a fleet of vehicles, including cars, trucks, and vans. The cost center assigned to the asset record designates which department holds the vehicle, but the county must add an asset data item (VMAKE) to denote the vehicle make (i.e., car, truck, or van). The County defines a new data item: Name: VMAKE Data type: Multi-Occur Description option 1 Single value (the data item will store a single 30-alphanumeric text value). Because the vehicles comprise only a small portion of the county s assets, the user does not auto-add the data item to all asset records. Using both VMAKE and system-defined cost center (.COST CENTER) data items, the County can produce reports listing the vehicles by make for each cost center. DATA ITEM EXAMPLE 2 The Acme not-for-profit organization needs to keep a day-to-day record of activity performed on a vehicle. They define a new data item: Name: ACTIVITY Data type: Multiple value option 4 Multiple values with ascending date (stores multiple 55-alphanumeric text values and a date). Because the vehicles comprise only a small portion of the organization s assets, the organization does not auto-add the data item to all asset records. 34 What Are Asset Data Items?

41 Chapter 2 Understanding Fixed Assets The organization defines an asset and adds the ACTIVITY data item: Asset: Vehicle Asset data item: ACTIVITY Value: 1/1/2005; General tune-up, changed oil, miles=13,000 Value: 3/13/2005; Transmission went out. See Joe s Garage inv , miles=14,525 Value: 6/2/2005; New tires all around. See Joe s Garage inv , miles=17,895 DATA ITEM EXAMPLE 3 The State of Confusion has a number of assets that must maintain data item information that includes a number (not a date). For accounting purposes, these assets are one unit but are actually made up of several pieces of equipment. For example, the Governor s computer is kept as one asset, but the State has defined a data item to list all of the parts of the machine for control purposes: Name: PARTS Data type: Multiple value option 2, multiple values with a number (stores multiple 55-alphanumeric text values). Because these types of assets comprise only a small portion of the state s assets, the state does not auto-add the data item to all asset records. The state defines an asset and adds the PARTS data item: Asset: Computer Asset data item: PARTS Value: 80-GB serial ATA hard drive Value: 1 48x CD-RW drive Value: 19-inch flat panel monitor Value: Ergonomic keyboard Value: Wireless mouse Blackbaud, Inc. 35

42 Blackbaud FundWare Fixed Assets Guide DATA ITEM EXAMPLE 4 Using Data Item Example 2, where Acme needs to keep a record of all activity for a vehicle, the organization can define ACTIVITY to allow multiple entries per date (Multiple value option 6, multiple values with ascending dates and numbers). (Again, this data item is not auto added to all assets.) Asset: Vehicle Asset data item: ACTIVITY Values: 1/1/ Changed spark plugs 2 Changed oil 3 Repaired exhaust system 4 Miles=13,000 3/13/ Repaired transmission 2 See Inv , Joe s Garage 3 Miles=14,525 6/2/ Installed four new tires 2 See Inv , Joe s Garage 3 Miles=17,895 DATA ITEM EXAMPLE 5 The Smith City Police Department wants to store the history of weapon ownership. The department defines a new data item: Name: OWNER Data type: Multiple value option 10, multiple values with descending dates and time (stores multiple 55-alphanumeric text values, a date, and a military time). As this history is listed in chronological order, the dates and times are listed in order. The Department adds the OWNER data item to all weapon assets, but because weapons comprise only a small portion of the department s assets, the data item is not auto added to all asset records. The state defines an asset and adds the OWNER data item: 36 What Are Asset Data Items?

43 Chapter 2 Understanding Fixed Assets Asset: Pistol # JH Asset data item: OWNER Values: 11/02/ Issued to Capt. Rhonda Smithson. 10/05/ Turned in by retiring officer, Sgt. Bob Bennet. 01/09/ Issued to Sgt. Bob Bennet. 01/04/ New purchase. Placed in inventory. SYSTEM-DEFINED DATA ITEMS Table 2.7 lists the system-defined asset data items, including the data type. Table 2.7 System-Defined Data Items Data Item Description Type.ASSET NBR Asset number #.CLASS Asset class #.CLASS DSC Asset class description T.COST CENTER Asset cost center #.CC DESC Asset cost center description T.COST DATE Acquisition date D.COST VAL Cost value $.DEPR DATE Date of last depreciation D.DEPR MTHD Method of depreciation used A.DEPR VAL Cumulative depreciation $.DESC Asset description T.DISP DATE Disposal date D.DISP VAL Disposal value $.EOL End of life flag A.LIFE Estimated life of asset # Blackbaud, Inc. 37

44 Blackbaud FundWare Fixed Assets Guide Table 2.7 System-Defined Data Items (Continued) Data Item Description Type.LIFE TYPE Life type - months or years A.MFG SER Manufacturers serial number T.PURCH Asset purchased from T.RESP Responsible department or person T.RPT DESC Reporting type description T.RPT TYPE Reporting type number #.SALV VAL Salvage value $.TRC DATE Date of last change D.TRC USER User who made last change # WHAT ARE ASSETS? Assets are the resources of an organization that are used to obtain some future economic benefit. Assets are classified as current, long-term investments, including land, buildings, equipment, and machinery. As time goes by, your assets can depreciate because they wear out or are used up. Depreciation is the expiration of an asset s estimated useful life; therefore, you record depreciation by allocating the cost of the useful life of a fixed asset to the accounting periods which benefit from its use. The intent of this manual is to provide you with a means of managing your assets. It is for you, your financial officer, and your CPA to determine what assets to report, how to report them, and the methods of depreciation to use. Asset records can or will contain the following information: The asset number, Description, The name of the organization from whom the asset was purchased (optional), The manufacturer s serial number (optional), One or more reporting types, 38 What Are Assets?

45 Chapter 2 Understanding Fixed Assets A single class, A single cost center, The party responsible for the asset, and Unlimited data items. EXAMPLE ASSET PLANE Following is an example asset, a plane, including depreciation information. Asset: Plane No Description: Plane Purchased from: Acme Aerospace, Inc. MFG serial number: NB Responsible: Joe Cramer Class: Planes Cost Center: Airport Reporting Type 10: Depreciation Cost: $100,000 1/1/1995 Salvage: 0 Life: 10 years Depreciation: $10,000 12/31/1999 $10,000 12/31/2000 $10,000 12/31/2001 $10,000 12/31/2002 $10,000 12/31/2003 WHAT IS COST? Cost is the basis for recording the acquisition of an asset. The cost of an asset includes all normal and reasonable expenditures required for that asset to be operational (e.g., freight, assembly costs, special fixtures, permits, licenses, adjustments to environmental conditions). If the asset is damaged, the cost of repairs is usually considered to be an Blackbaud, Inc. 39

46 Blackbaud FundWare Fixed Assets Guide expense. If the asset is inoperable or does not meet your requirements, the cost of repairs is part of the asset cost. The cost of land includes any real estate commissions, legal fees, and surveyors fees. Cost can increase or decrease as modifications are made to an asset. For example, a significant increase in hard drive capacity on your computer network should increase the equipment s cost, or value. Other cost adjustments, such as a new addition to a building, can be entered as completely new assets to allow for separate depreciation. WHAT IS DEPRECIATION? Depreciation is the expense associated with using an asset. Recording depreciation is the process of allocating asset cost to the accounting periods that benefit from the asset s use. There are several methods of computing and allocating depreciation. Each method available in Fixed Assets is explained in Appendix A Depreciation Methods on page 117. Along with total cost and cumulative depreciation, most methods involve estimated life and salvage value in their computations. The intent of this manual is to provide you with a means of managing your assets. It is for you, your financial officer, and your CPA to determine what assets to report, how to report them, and the methods of depreciation to use. WHAT IS THE ESTIMATED LIFE? Estimated life, also called service life, is the period of time an asset will be in use. Estimated life is not always an asset s potential life. For example, a computer s potential life may be years, but with changes in your data processing needs, the machine may be obsolete in 3 4 years. Predicting an asset s estimated life is sometimes difficult. You should follow the procedures set by your organization or the advise of your CPA. The Internal Revenue Service also publishes estimated lives for many types of assets. Estimated life in Fixed Assets can be in months or years. WHAT IS THE SALVAGE VALUE? Salvage value is the portion of an asset s cost that can be recovered at the end of its estimated life. Some assets have no salvage value, others have only their value as a trade-in. Salvage values can increase or decrease during the life of the asset. For 40 What Is Depreciation?

47 Chapter 2 Understanding Fixed Assets example, you may have estimated a copy machine s salvage value to be $2,500, but on the sale date the best price you can get is $500. It is sometimes very difficult to predict what an asset s resale value will be 5 or 10 years into the future. If you modify the salvage value, however, you must remember that your changes may be reflected in depreciation. FIXED ASSETS FLOW Fixed Assets must use a number of pieces of the puzzle to determine how and what to post for a transaction. The first step in the process is to determine what type of transaction you are entering: cost, depreciation, or disposal. When you enter a cost transaction (i.e., add or modify an existing asset): The system next looks at the posting settings defined for costs on the reporting type assigned to the asset. This setting will determine the format of the information posted to the asset data files and, if applicable, General Ledger. The system posts the transaction to the accounts determined using the class and cost center assigned to the asset. When you enter a depreciation or disposal transaction: The system looks at the reporting type settings on the asset record to calculate the depreciation or disposal. The system looks at the posting settings defined for depreciation or disposal on the reporting type assigned to the asset. This setting will determine the format of the information posted to the asset data files and, if applicable, General Ledger. The system posts the transaction to the accounts determined using the class and cost center assigned to the asset. MASKING ACCOUNTS A mask is a code (or wild card ) used to represent a class of accounts. By using a mask, a class of accounts is represented by one entry. A mask uses an X in place of an actual number in the account number. The accounts used in asset transactions are determined by the account masks in the class and cost center definitions. The class and cost center masks work together to create the account numbers. Class mask + Cost Center mask = account number Blackbaud, Inc. 41

48 Blackbaud FundWare Fixed Assets Guide Class and cost center definitions contain masks for the following entries: Cash Asset Accumulated depreciation Depreciation expense Disposal (net gain/loss) 42 Masking Accounts

49 C H A P T E R 3 DEF I N I N G THE ELEMENTS OF FIXED ASSETS Before you can begin to work in the Fixed Assets module, you must define the following elements of the system: Fixed Assets parameter, Reporting types, Classes and cost centers, and Asset data items Once you have completed all the setup tasks, you will be ready to enter your existing assets and begin your day-to-day asset management. We encourage you to plan your Fixed Assets setup carefully. Setting up Fixed Assets without understanding the module may result in having to make timeconsuming corrections later. DEFINING THE FIXED ASSETS PARAMETER The Fixed Assets parameter controls the overall operation of the Fixed Asset module. You must define this parameter before you can begin any other setup tasks. Blackbaud, Inc. 43

50 Blackbaud FundWare Fixed Assets Guide 1. Click Setup > Parameter on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Setup > Parameter from the menu bar. The parameter displays (Figure 3.1). Figure 3.1 Defining the Fixed Assets Parameter 2. Complete the required fields according to Table 3.1. Table 3.1 Define Fixed Assets Parameter Field Definition Use Fields You can control if or when a field displays on the asset record using the following settings: Description The asset description. Your options are: Include Displays the field on all assets (i.e., you will always see this field). Exclude Disables the field for all assets (i.e., you will never see this field). Change Enables the field when you change existing assets only (i.e., you will not access this field when you enter new assets, only when you edit an asset). 44 Defining the Fixed Assets Parameter

51 Chapter 3 Defining the Elements of Fixed Assets Table 3.1 Define Fixed Assets Parameter (Continued) Field Definition Vendor MFG Serial Number Responsible Party The organization or individual from whom the asset was purchased. Your options are: Include Displays the field on all assets (i.e., you will always see this field). Exclude Hides the field for all assets (i.e., you will never see this field). Change Displays the field when you change existing assets only (i.e., you will not see this field when you enter new assets, only when you edit an asset). The serial number assigned to the product by the manufacturer. Your options are: Include Displays the field on all assets (i.e., you will always see this field). Exclude Hides the field for all assets (i.e., you will never see this field). Change Displays the field when you change existing assets only (i.e., you will not see this field when you enter new assets, only when you edit an asset). The person or department responsible for the asset. Your options are: Include Displays the field on all assets (i.e., you will always see this field). Exclude Hides the field for all assets (i.e., you will never see this field). Change Displays the field when you change existing assets only (i.e., you will not see this field when you enter new assets, only when you edit an asset). Ledger Options The following fields control the posting of information to General Ledger. Note: If you post transaction information to General Ledger, the format (i.e., in detail or compressed) is determined by the reporting type(s) assigned to the asset. Post Indicate if you want FundWare to post any asset transaction information to General Ledger. Yes Post asset transactions to a Financial Reporting System. No Do not post asset transactions to a Financial Reporting System. Blackbaud, Inc. 45

52 Blackbaud FundWare Fixed Assets Guide Table 3.1 Define Fixed Assets Parameter (Continued) Field Description References 1 3 Asset journal Definition For transactions that you post to General Ledger (as determined by the reporting type), indicate if you want to: 1 Post a standard message describing the task (e.g., Acquire asset, Record depreciation ). 2 Do not post a description. 3 Post the value of an asset data item. You must enter the name of the data item name, which cannot be multi-occurring. For example: You want the asset numbers to print as a journal entry description, so you select Asset Number. You want asset descriptions to print as a journal entry description, select Asset Description. Note: The journal entry description field in GL P/G is 30 characters in length. Therefore, a data item value longer than 30 characters will be truncated during posting. Note: Transactions that are posted in summary do not include a description. For transactions that you post to General Ledger (as determined by the reporting type), indicate if you want to post reference information. Each reference field can hold up to 10 alphanumeric characters. Some values may be too long for the reference field. If this occurs, the system will truncate the value. For each reference field, select from the following options 1 Post a standard message describing the task (e.g., Acquire asset, Record depreciation ). 2 The system will not post a value to the reference field. 3 The system will post the value of an asset data item to the reference field. Once you select this option, you must also select the applicable data item. (Note: You cannot use data items with multiple values.) For example: You want the asset numbers to print as a journal entry reference, so you enter Asset Number. You want asset descriptions to print as a journal entry reference, enter Asset Description. To post both pieces of information, you can post Asset Number to reference 1 and Asset Description to reference 2. For transactions that you post to General Ledger (as determined by the reporting type), select the journal to which you want to post asset acquisition and disposal transactions from the drop-down list. 46 Defining the Fixed Assets Parameter

53 Chapter 3 Defining the Elements of Fixed Assets Table 3.1 Define Fixed Assets Parameter (Continued) Field Depr journal Tax yr end mth Definition For transactions that you post to General Ledger (as determined by the reporting type), select the journal to which you want to post depreciation and disposal transactions from the drop-down list. Select the month your tax year ends. Note: The tax year-end month will almost always be the same as your fiscal year-end month. For example: If your tax year ends on June 30th, enter 6-June. If your tax year ends on December 31st, enter 12-December. 3. Click Apply to save your settings and remain in the window, or click OK to save your settings and close the window. With your parameter defined, you can now access the rest of the Fixed Assets module. EDITING THE FIXED ASSETS PARAMETER Use the following instructions if you must edit the settings of your Fixed Assets parameter. 1. Click Setup > Parameter on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Setup > Parameter from the menu bar. The parameter displays. 2. Edit your settings as necessary. 3. Click Apply to save your settings and remain in the window, or click OK to save your settings and close the window. REMOVING THE FIXED ASSETS PARAMETER You cannot remove the Fixed Assets parameter without the assistance of FundWare Support. DEFINING REPORTING TYPES Use the following instructions to define a reporting type. Blackbaud, Inc. 47

54 Blackbaud FundWare Fixed Assets Guide 1. Click Setup > Reporting Types on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Setup > Reporting Types from the menu bar. The summary of reporting types displays (Figure 3.2). Figure 3.2 Summary of Reporting Types To print a list of your reporting types, click Print Grid or right-click and select Print Grid from the shortcut menu. 2. Click the empty row at the end of the list of existing reporting types. 3. Complete the required cells according to Table 3.2. Table 3.2 Define Reporting Types Field Rpt Type Description Auto Add Definition Assign a unique number between 1 and 99 to the reporting type. Enter a description of the reporting type (up to 15 alphanumeric characters). Indicate if you would like this reporting type to be added to all future asset definitions. No The reporting type is available but not automatically added to new asset records. Yes The system shall automatically add the reporting type to each acquired asset. 48 Defining Reporting Types

55 Chapter 3 Defining the Elements of Fixed Assets Table 3.2 Define Reporting Types (Continued) Field Cost Depreciation Disposal Definition If you post transaction information to General Ledger (defined in the Fixed Assets parameter), you can determine if or how cost transactions for assets with this reporting type will post to General Ledger. 0 Cost transactions are not posted to GL P/G. 1 Cost transactions are posted to GL P/G, all entries in detail. 2 Cost transactions are posted to GL P/G, cash entries compressed and asset entries in detail. 3 Cost transactions are posted to GL P/G, cash entries in detail and asset entries compressed. 4 Cost transactions are posted to GL P/G, both cash and asset entries compressed. If you post transaction information to General Ledger (defined in the Fixed Assets parameter), you can determine if or how depreciation transactions for assets with this reporting type will post to General Ledger. 0 Depreciation transactions are not posted to GL P/G. 1 Depreciation transactions are posted to GL P/G, all entries in detail. 2 Depreciation transactions are posted to GL P/G, accumulated depreciation entries compressed and expense entries in detail. 3 Depreciation transactions are posted to GL P/G, accumulated depreciation entries in detail and expense entries compressed. 4 Depreciation transactions are posted to GL P/G, both accumulated depreciation and expense entries compressed. If you post transaction information to General Ledger (defined in the Fixed Assets parameter), you can determine if or how disposal transactions for assets with this reporting type will post to General Ledger. 0 Disposal transactions are not posted to GL P/G. 1 Disposal transactions are posted to GL P/G, all entries in detail. 2 Disposal transactions are posted to GL P/G, cash, asset, and accumulated depreciation entries compressed. 3 Disposal transactions are posted to GL P/G, gain/loss entries compressed. 4 Disposal transactions are posted to GL P/G, all entries compressed. You cannot enter into the Count (i.e., the number of assets defined with this reporting type), Last Updated, and Updated By cells. This is information maintained by the system. 4. Click Apply to save your settings and remain in the window, or click OK to save your settings and close the window. Blackbaud, Inc. 49

56 Blackbaud FundWare Fixed Assets Guide EDITING REPORTING TYPES Use the following instructions if you must edit the settings of a reporting type. 1. Click Setup > Reporting Types on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Setup > Reporting Types from the menu bar. The summary of reporting types displays. 2. Click the line and cell of the reporting type that you want to edit. 3. Enter your edit(s) into the applicable cell. You cannot modify the reporting type number. 4. Click Apply to save your settings and remain in the window, or click OK to save your settings and close the window. DELETING REPORTING TYPES Once a reporting type has activity (i.e., you have posted a transaction for an asset assigned to the reporting type), the system will not allow you to remove the type. However, if you have a reporting type with no activity that you want to remove, use the following instructions. 1. Click Setup > Reporting Types on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Setup > Reporting Types from the menu bar. The summary of reporting types displays. 2. Select the row containing the reporting type that you want to delete. (You can only delete one reporting type at a time.) 3. Click Delete Rows. A confirmation message displays. 4. Click Yes. The reporting type is removed from your system and no longer displays in the summary of reporting types. 5. Click Apply to save your settings and remain in the window, or click OK to save your settings and close the window. If you click Cancel, the reporting type will not be deleted. 50 Defining Reporting Types

57 Chapter 3 Defining the Elements of Fixed Assets WORKING WITH CLASSES AND COST CENTERS How you define the masks for classes versus cost centers will determine how the records are different. (See Example Accounting on page 28 for more information on this interaction.) If you are upgrading from an older version of Fixed Assets, you may be more familiar with the terms Groups and Locations. The fields defined for your classes and cost centers are exactly the same, therefore, the instructions are identical. However, we have separated the entry instructions for your convenience. DEFINING CLASSES Use the following instructions to define class. 1. Click Setup > Class/Cost Center on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Setup > Class/ Cost Center from the menu bar. The summary of classes and cost centers displays, open to the Classes tab (Figure 3.3). Figure 3.3 Summary of Classes To print a list of your classes, click Print Grid or right-click and select Print Grid from the shortcut menu. 2. Enter a unique number between 1 and Blackbaud, Inc. 51

58 Blackbaud FundWare Fixed Assets Guide 3. Complete the required fields according to Table 3.3. Table 3.3 Define Classes and Cost Centers Field Class Description Cash Asset Accumulated depreciation Depreciation expense Disposal Definition Assign a unique number between 1 and 9999 to the class. Enter a description of the class (up to 30 alphanumeric characters). Enter the account mask that will help determine the account credited when an asset is acquired and debited when an asset is disposed, if cash is received. If your organization will not post cash transactions to General Ledger, this field will be disabled. Enter the account mask that will help determine the account debited when an asset is acquired and credited when an asset is disposed. If your organization will not post cash transactions to General Ledger, this field will be disabled. Enter the account mask that will help determine the account credited when depreciation is recorded and debited when an asset is disposed. If your organization will not post depreciation transactions to General Ledger, this field will be disabled. Enter the account mask that will help determine the account debited when depreciation is recorded. If your organization will not post depreciation transactions to General Ledger, this field will be disabled. Enter the account mask that will help determine the account debited or credited when an asset is disposed. This account is the Gain/Loss on Sale. If your organization will not post disposal transactions to General Ledger, this field will be disabled. You cannot enter into the Count (i.e., the number of assets defined with this class), Last Updated, and Updated By cells. This is information maintained by the system. 4. Click Apply to save your settings and remain in the window, or click OK to save your settings and close the window. EDITING CLASSES Use the following instructions if you must edit the settings of a class. 52 Working With Classes and Cost Centers

59 Chapter 3 Defining the Elements of Fixed Assets 1. Click Setup > Classes/Cost Centers on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Setup > Classes/Cost Centers from the menu bar. The summary of classes and cost centers displays, open to the Classes tab. 2. Click the line and cell of the class that you want to edit. You cannot modify the class number. 3. Enter your edit(s) into the applicable cell. 4. Click Apply to save your settings and remain in the window, or click OK to save your settings and close the window. DELETING CLASSES Once a class has activity (i.e., you have posted a transaction for an asset assigned to the class), the system will not allow you to remove it. However, if you have one or more classes with no activity that you want to remove, use the following instructions. 1. Click Setup > Classes/Cost Centers on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Setup > Classes/Cost Centers from the menu bar. The summary of classes and cost centers displays, open to the Classes tab. 2. Select the row (or rows) containing the class that you want to delete. 3. Click Delete Rows. A confirmation message displays. 4. Click Yes. The class is removed from your system and no longer displays in the summary of classes. 5. Click Apply to save your settings and remain in the window, or click OK to save your settings and close the window. If you click Cancel, the class will not be deleted. DEFINING COST CENTERS Use the following instructions to define a cost center. Blackbaud, Inc. 53

60 Blackbaud FundWare Fixed Assets Guide 1. Click Setup > Classes/Cost Centers on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Setup > Classes/Cost Centers from the menu bar. The summary of classes and cost centers displays, open to the Classes tab. 2. Click the Cost Centers tab to view the summary of cost centers (Figure 3.3). Figure 3.4 Summary of Cost Centers To print a list of your cost centers, click Print Grid or right-click and select Print Grid from the shortcut menu. 3. Complete the required fields according to Table 3.3. Table 3.4 Define Classes and Cost Centers Field Cost Center Description Cash Definition Assign a unique number between 1 and 9999 to the cost center. Enter a description of the cost center (up to 30 alphanumeric characters). Enter the account mask that will help determine the account credited when an asset is acquired and debited when an asset is disposed, if cash is received. If your organization will not post cash transactions to General Ledger, this field will be disabled. 54 Working With Classes and Cost Centers

61 Chapter 3 Defining the Elements of Fixed Assets Table 3.4 Define Classes and Cost Centers (Continued) Asset Accumulated depreciation Depreciation expense Disposal Field Definition Enter the account mask that will help determine the account debited when an asset is acquired and credited when an asset is disposed. If your organization will not post cash transactions to General Ledger, this field will be disabled. Enter the account mask that will help determine the account credited when depreciation is recorded and debited when an asset is disposed. If your organization will not post depreciation transactions to General Ledger, this field will be disabled. Enter the account mask that will help determine the account debited when depreciation is recorded. If your organization will not post depreciation transactions to General Ledger, this field will be disabled. Enter the account mask that will help determine the account debited or credited when an asset is disposed. This account is the Gain/Loss on Sale. If your organization will not post disposal transactions to General Ledger, this field will be disabled. You cannot enter into the Count (i.e., the number of assets defined with this cost center), Last Updated, and Updated By cells. This is information maintained by the system. 4. Click Apply to save your settings and remain in the window, or click OK to save your settings and close the window. EDITING COSTS CENTERS Use the following instructions if you must edit the settings of a cost center. 1. Click Setup > Classes/Cost Centers on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Setup > Classes/Cost Centers from the menu bar. The summary of classes and cost centers displays, open to the Classes tab. 2. Click the Cost Centers tab to view the summary of cost centers. 3. Click the line and cell of the cost center that you want to edit. You cannot modify the cost center number. Blackbaud, Inc. 55

62 Blackbaud FundWare Fixed Assets Guide 4. Enter your edit(s) into the applicable cell. 5. Click Apply to save your settings and remain in the window, or click OK to save your settings and close the window. DELETING COST CENTERS Once a cost center has activity (i.e., you have posted a transaction for an asset assigned to the cost center), the system will not allow you to remove it. However, if you have one or more cost centers with no activity that you want to remove, use the following instructions. 1. Click Setup > Classes/Cost Centers on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Setup > Classes/Cost Centers from the menu bar. The summary of classes and cost centers displays, open to the Classes tab. 2. Click the Cost Centers tab to view the summary of cost centers. 3. Select the row (or rows) containing the cost center that you want to delete. 4. Click Delete Rows. A confirmation message displays. 5. Click Yes. The cost center is removed from your system and no longer displays in the summary of cost centers. 6. Click Apply to save your settings and remain in the window, or click OK to save your settings and close the window. If you click Cancel, the cost center will not be deleted. DEFINING ASSET DATA ITEMS Use the following instructions to define an asset data item, which can supplement the system-defined data items. (For more information on asset data items, see What Are Asset Data Items? on page 29.) 56 Defining Asset Data Items

63 Chapter 3 Defining the Elements of Fixed Assets 1. Click Setup > Data Items on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Setup > Data Items from the menu bar. The summary of asset data items displays (Figure 3.5). Figure 3.5 Summary of Asset Data Items To print a list of your asset data items, click Print Grid or right-click and select Print Grid from the shortcut menu. 2. Complete the required fields according to Table 3.5. Table 3.5 Define Asset Data Items Page 1 of 2 Field Name Description Short description Definition Enter a unique 10-character (alphanumeric) data item name. Enter a description of the data item (up to 30 alphanumeric characters). Used primarily for reference; it does not display on inquiry tasks or on reports. Enter a short description of the data item (up to 15 alphanumeric characters). Displays on inquiry tasks and prints on reports. We suggest that you enter a meaningful description here. Blackbaud, Inc. 57

64 Blackbaud FundWare Fixed Assets Guide Table 3.5 Define Asset Data Items Page 1 of 2 (Continued) Field Data Type Desc Multi-Occur Description Default value Auto Add Definition Indicate the type of information that will be stored by the data item. N Not used # 15-digit number $ 13-digit number plus 2 digits after the decimal (amounts) R 9-digit number plus 6 digits after the decimal (rates) D Numeric date (mm/dd/yyyy) P 10-digit area code and number A 3-digit alphanumeric attribute K 10-digit alphanumeric (keyword) T 30-digit alphanumeric (text) X 55-digit alphanumeric (extended text) M 55-digit alphanumeric (external mask) Indicate if the data item will store multiple values or a single value. (Note: Multiple value data items, whether system or user defined, cannot be used as a sort selection. Also, they cannot be a value for journal entry references.) 1 single value 2 multiple values with a number 3 multiple values with military time 4 multiple values with ascending date 5 multiple values with descending date 6 multiple values with date and a number 7 multiple values with date and time 8 multiple values with descending date and number 9 multiple values with descending date and ascending time If you would like the system to enter a default value for the data item when it is added to an asset definition, enter the default here. When entering information, you can delete the default and enter a different value. Indicate if you would like this data item to be added to all future asset definitions. No The data item is available but not automatically added to new asset records. Yes The system shall automatically add the data item to each acquired asset. You cannot enter into the In Use (i.e., indicates if the data item has been applied to an asset definition), Last Updated, and Updated By cells. This is information maintained by the system. 58 Defining Asset Data Items

65 Chapter 3 Defining the Elements of Fixed Assets 3. Click Apply to save your settings and remain in the window, or click OK to save your settings and close the window. You can define up to 999 data items for your division. EDITING ASSET DATA ITEMS Use the following instructions if you must change the settings of a data item. 1. Click Setup > Data Items on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Setup > Data Items from the menu bar. The summary of asset data items displays. 2. Click the line and cell of the asset data item that you want to edit. You cannot modify the data item name. If the data item is in use (i.e., has been assigned to an asset record), you cannot edit the Data Type Description or Multi-Occur Description. 3. Enter your edit(s) into the applicable cell. 4. Click Apply to save your settings and remain in the window, or click OK to save your settings and close the window. DELETING ASSET DATA ITEMS Once a data item has activity, the system will not allow you to remove the item. However, if you have a data item with no activity that you wish to remove, use the following instructions. 1. Click Setup > Data Items on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Setup > Data Items from the menu bar. The summary of asset data items displays. 2. Select the row (or rows) containing the asset data item that you want to delete. 3. Click Delete Rows. A confirmation message displays. 4. Click Yes. The data item is removed from your system and no longer displays in the summary of data items. Blackbaud, Inc. 59

66 Blackbaud FundWare Fixed Assets Guide VIEWING THE SYSTEM-DEFINED DATA ITEMS You cannot modify or delete the system-defined data items. However, you can view a summary of these data items. 1. Click Setup > Data Items on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Setup > Data Items from the menu bar. The summary of asset data items displays. 2. Click the System Data Items tab to view the summary of system-defined data items (Figure 3.5). Figure 3.6 Summary of System Data Items To print a list of your system data items, click Print Grid or right-click and select Print Grid from the shortcut menu. IMPORTING FIXED ASSETS DATA You can import asset information into your Fixed Assets system to acquire or modify asset records. (You cannot import disposed assets. You can only dispose of an asset from within the system.) See the Blackbaud FundWare System Administration Guide for specific instructions. 60 Importing Fixed Assets Data

67 C H A P T E R 4 ENTERING ASSET TRAN S AC TI O N S This chapter describes the Fixed Assets transaction entry tasks. Use these tasks to enter existing assets, add new assets as they are purchased, modify assets, or dispose of assets. If you are posting to General Ledger Project/Grant, as defined by the Fixed Assets parameter and reporting type definition, remember to check your business date before posting any transactions. Also, you should always print and save a copy of the resulting trace report. USING THE ASSET SUMMARY Use the following instructions to modify one or more assets. Blackbaud, Inc. 61

68 Blackbaud FundWare Fixed Assets Guide 1. Click Open on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Open from the menu bar. The Asset Summary window displays (Figure 4.8). Figure 4.1 Asset Summary 2. Right-click and select columns to hide or show in the grid. (By default, all columns are displayed, including attribute positions, aliases, and singleoccurring data items.) 3. To filter the assets displayed, enter one or more values in the cells at the top of each column. Records not matching the filter settings are hidden from the display (Figure 4.2). (This feature changes the number of assets displayed, but does not remove them from your system.) Figure 4.2 Filtering the Asset Summary 62 Using the Asset Summary

69 Chapter 4 Entering Asset Transactions 4. Click any heading to sort the display by the contents in that column. Click a second time to reverse the sort (e.g., from A Z to Z A). 5. To print a list of your reporting types, click Print Grid or right-click and select Print Grid from the shortcut menu. If you or another user adds an asset record while you have the Asset Summary window open, these new assets may not be included in your display. Click Refresh at any time to update your display. ACQUIRING ASSETS When you add an asset to your Fixed Assets system, either during setup or when you purchase a new asset, you will use the Acquire task to create the asset record. Use the following instructions to add an asset record for a newly acquired item. 1. Click Assets > Acquire on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Assets > Acquire from the menu bar. The window displays, open to the Reporting Types tab; however, all fields except the Asset Number are disabled (Figure 4.3). Blackbaud, Inc. 63

70 Blackbaud FundWare Fixed Assets Guide You can also access this task from the Asset Summary Click Open on the module navigator (or select Fixed Assets > Open from the menu bar), then click Acquire or select Acquire from the shortcut menu. Figure 4.3 Acquire Asset Entering the Asset Number 2. Assign a number (between 1 and ) to the asset. 64 Acquiring Assets

71 Chapter 4 Entering Asset Transactions Once you press TAB, the system disables the Asset Number field and enables the remaining fields of the asset record (Figure 4.4). Figure 4.4 Acquire Asset Fields Enabled 3. Complete the required fields according to Table 4.1. Table 4.1 Defining the Asset Record Field Description Vendor MFG Serial Number Definition Enter a description of the asset (up to 30 alphanumeric characters). You can define the Fixed Assets parameter so that this field is never enabled or is enabled only when you are modifying the asset record. Enter the name of the vendor from which the asset was purchased or received (up to 30 alphanumeric characters). You can define the Fixed Assets parameter so that this field is never enabled or is enabled only when you are modifying the asset record. Enter the manufacturers serial number or any number or code identifying the asset (up to 30 alphanumeric characters). You can define the Fixed Assets parameter so that this field is never enabled or is enabled only when you are modifying the asset record. Blackbaud, Inc. 65

72 Blackbaud FundWare Fixed Assets Guide Table 4.1 Defining the Asset Record (Continued) Responsible Party Class Field Cost Center Definition Enter the person, department, or division responsible for the asset (up to 30 alphanumeric characters). You can define the Fixed Assets parameter so that this field is never enabled or is enabled only when you are modifying the asset record. Select a class from the drop-down list. An asset can belong to only one class. Select a class from the drop-down list. An asset can belong to only one cost center. 4. Add one or more reporting types to the asset record by completing the required fields according to Table 4.2. (If you are not posting transaction information to General Ledger, you do not need to add any reporting types to the asset record.) Table 4.2 Adding a Reporting Type Field Reporting type Cost date Cost amount Method Definition Select the reporting type from the drop-down list. Reporting types auto added to the asset record automatically display; however, you can modify this information or remove the reporting type, as necessary. Enter the date that you acquired the asset. Enter the cost that you incurred to obtain the asset. The method of depreciation used for the reporting type: 0 No depreciation 1 Straight-line depreciation 2 200% Double-declining balance 3 MACRS half-year convention 4 MACRS mid-quarter convention 5 MACRS mid-month convention See Appendix A Depreciation Methods on page 117 for more specific information on each method. FundWare recommends that you work with your financial officer and your CPA (or other financial advisor) to determine the correct depreciation method for your organization. 66 Acquiring Assets

73 Chapter 4 Entering Asset Transactions Table 4.2 Adding a Reporting Type (Continued) Field Estimated Life Est. Life Type Salvage Value Depreciation Amount Depreciation Date Definition Enter the number of months or years that the asset will be in service. (The field will only accept whole numbers; fractions are not valid.) If you selected a MACRS method of depreciation, the Estimated Life must be entered in years and is automatically restricted to 3, 5, 7, 10, 15, 20, 27, or 31. The field will only accept whole numbers. Therefore, enter 27 for 27.5 and 31 for Indicate if the estimated life is measured in months or years. Enter the amount that you anticipate receiving when you dispose of this asset. This entry may be zero. If you modify the salvage value at some point in the future, remember that your changes may be reflected in depreciation. For more information, see What Is the Salvage Value? on page 40. If you are entering an existing asset for which you have recorded depreciation outside of this program, enter the cumulative amount that you have depreciated for this asset. If you have never recorded depreciation for this asset (e.g., it is a new asset), enter 0.00 or leave the field blank (the system will enter 0.00 for you). If you are entering an existing asset for which you have recorded depreciation outside of this program, enter the date that you last recorded depreciation. If you have never recorded depreciation for this asset (e.g., it is a new asset), enter 00/00/0000 or leave the field blank (the system will enter 00/00/0000 for you). You can remove a reporting type from a new asset definition (i.e., before you have posted the asset information) by selecting the row and clicking Delete Row(s). Blackbaud, Inc. 67

74 Blackbaud FundWare Fixed Assets Guide 5. Click the Data Items tab to add user-defined data items to this asset (Figure 4.5). Figure 4.5 Acquire Asset Data Items Tab There is no limit to the number of data items that you can add to an asset record. However, a single-occurring data item can only be added to an asset record once. 6. Select a data item from the drop-down list (as applicable). 7. Enter the date, as applicable to the data item. 8. If you are entering values for a multi-occurring data item, enter the necessary information based on the Value Format. For explanation of the Entry and Value information on a multioccurring data item, see Multi-Occurring Data Items on page Enter the data item value. Data item values are not case sensitive when you sort or filter the information (e.g., CAR is equivalent to car, and Truck is equivalent to TRUCK). 68 Acquiring Assets

75 Chapter 4 Entering Asset Transactions 10. Click Post Batch to save the asset and post any applicable information (e.g., costs) to General Ledger, or click New to save these settings and enter another asset record. When you click New, your entries are saved, the asset record window is cleared (ready for additional entries), and the Batch tab is added to the display (Figure 4.5). Figure 4.6 Acquire Asset Batch Tab Added to Display Once you post the asset, a message displays confirming that the information has been saved. (Information will only post to GL when you have entered all assets in a batch and posted the batch.) If this transaction is posted to General Ledger (based on the settings of your organization), you should print and save the trace report. 11. Click OK to dismiss the message. The asset has been added to your system. If you have the Asset Summary open (Fixed Assets > Open ) when you add one or more assets, you must click Refresh before the asset(s) will display in the Asset Summary. Blackbaud, Inc. 69

76 Blackbaud FundWare Fixed Assets Guide WORKING WITHIN A BATCH When you enter assets in a batch, the system stores all the information associated with the asset record, but does not post this information until you post the entire batch. You can access all the asset records that you have entered by clicking the Batch tab (Figure 4.7). Figure 4.7 Example List of Assets on the Batch Tab From the Batch tab, you can: Remove a new asset definition from the batch by selecting that asset and clicking Delete Row(s). Access an asset definition by selecting that asset and clicking Edit. Remove a new asset definition from the batch by selecting that asset, clicking Edit, and clicking Delete Asset (enabled when the asset definition is displayed). MODIFYING ASSETS You can modify any field on an active (i.e., not disposed) asset record except the Asset Number. (FundWare does not allow you to modify an asset that has been disposed.) However, you should keep the following precautions in mind as you modify your asset settings: While you can change the reporting type for an asset, you should be extremely careful modifying this setting. Any changes to acquisition date, cost, life, depreciation date, or amount will impact the next calculation of depreciation. 70 Modifying Assets

77 Chapter 4 Entering Asset Transactions You should also be careful when changing the class or cost center on an asset. When a class or cost center is changed, the accounts to which the asset posts may also change. Future transactions for the asset use the new class and cost center accounts. Historical transactions are not affected. Use the following instructions to modify one or more assets. 1. Click Open on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Open from the menu bar. The Asset Summary window displays (Figure 4.8). Figure 4.8 Asset Summary 2. Select the row of the asset that you want to modify (Figure 4.9). Record selected Record not selected Figure 4.9 Selecting an Asset Record Blackbaud, Inc. 71

78 Blackbaud FundWare Fixed Assets Guide 3. Click Modify or right-click and select Modify from the shortcut menu. The asset record displays, open to the Reporting Types tab (Figure 4.10). Figure 4.10 Example Asset Record 4. Modify the information, as necessary. You cannot change the Asset Number. Also, the Description, Vendor, MFG Serial Number, and Responsible Party fields may or may not be visible or enabled, depending on the settings in the Fixed Assets parameter. 72 Modifying Assets

79 Chapter 4 Entering Asset Transactions 5. To remove a data item from the asset record, select the row and click Delete Row(s). A status of Remove is displayed in the Delete Status column (Figure 4.11), but the data item is not removed from the asset record until you post your changes. Figure 4.11 Removing a Data Item From an Asset Record When you select a data item with a status of Remove, the Delete Row(s) button changes to Restore Row. Click this if you want to cancel the deletion of the data item from the asset record. Blackbaud, Inc. 73

80 Blackbaud FundWare Fixed Assets Guide 6. Click the Transaction History tab to review the transactions posted for this asset (Figure 4.12). Figure 4.12 Example Asset Record Transaction History Tab The Transaction History tab does not display until you post an asset (i.e., when you are acquiring an asset, this tab is not displayed). 7. Click Post to save the edits and post any applicable information (e.g., costs) to General Ledger. Once you post the modifications, a message displays confirming that the information has been saved. If this transaction is posted to General Ledger (based on the settings of your organization), you should print and save the trace report. 8. Click OK to dismiss the message. If you have the Asset Summary open (Fixed Assets > Open ) when you edit an asset, you must click Refresh before the edits will be reflected in the Asset Summary. 74 Modifying Assets

81 Chapter 4 Entering Asset Transactions POSTING MODIFICATIONS TO GENERAL LEDGER Fixed Assets will post your modifications to General Ledger if the following conditions are met: The Fixed Assets parameter is defined to post to GL, and The reporting type is defined to post to GL for the transaction type: If you have entered a cost modification and the reporting type posts cost transactions, the modification is posted to the asset journal as well as the asset. If you have entered a depreciation modification and the reporting type posts depreciation transactions, the modification is posted to the depreciation journal as well as the asset. ADJUSTING ASSET VALUES The Adjust task allows you to increase or decrease the cost of a group of assets by a specified percentage (you cannot use a flat amount to adjust your asset values). This task works with assets grouped by reporting type and data item values (optional). If you need to change a small number of asset costs, use the Modify Assets task. The system offers you two options when you adjust asset costs: Preliminary Calculates the results of the adjustment without posting to the asset records or General Ledger. This allows you to review your results (via the FXADJST report), something we strongly recommend as a Best Practice. Remember: It is much easier to correct any errors (e.g., posting to the wrong account) at this stage rather than after posting. Final If the information in the preliminary adjustment report passes your approval, you are ready to post the adjustment in the Final mode. FundWare will: Change the cost on the asset records, and Create journal entries if the asset s reporting type is defined to post cost transactions to General Ledger. FundWare also produces the depreciation report (FXADJST report) and trace reports, which you should print, review, and save for audit review (another Best Practice ). Blackbaud, Inc. 75

82 Blackbaud FundWare Fixed Assets Guide If an asset is defined to post adjustments to cost (i.e., you have assigned a reporting type and defined the settings to post cost transactions), the system posts the change in asset value to the account defined by the Asset and Cash masks for the class and cost center assigned to the asset. The normal journal entry is: DB CR Asset Cash or Liability The Adjust Asset Value task does not affect salvage and depreciation values. However, if you post the cost change, the system will use the new cost values in the next calculation of depreciation. ADJUSTING YOUR ASSET VALUES Use the following instructions to adjust the value of a group of assets. 76 Adjusting Asset Values

83 Chapter 4 Entering Asset Transactions 1. Click Assets > Adjust Values on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Assets > Adjust Values from the menu bar. The Adjust Values window displays (Figure 4.13). Figure 4.13 Adjusting Asset Values Remember to check your business date before adjusting your asset values. Also, don t forget to review and save your trace reports. 2. Complete the required fields according to Table 4.3. Table 4.3 Adjust Asset Values Field Function Definition Select the check box for either Preliminary or Final. Blackbaud, Inc. 77

84 Blackbaud FundWare Fixed Assets Guide Table 4.3 Adjust Asset Values (Continued) Field Adjust Percentage Reporting type Definition Enter the percentage amount by which you want to change the cost values. For example, a 10% increase is entered as 10 and a 5% decrease is entered as 5. Select the reporting type whose cost values will be affected. Only assets with this reporting type will be adjusted. Posting to General Ledger will follow the rules of the specified reporting type. When using the final function, be sure to enter the exact same asset selection that you entered in the preliminary function. 3. To sort the results of the report, select one or more data items and click the right arrow to move the data item. (The box on the left contains a list of all singleoccurring data items. The box on the right holds the data items that will be used by the sort feature.) While you can add up to 10 sort items, Fixed Assets can only sort on a maximum of 30 alphanumeric characters. Therefore, you must keep in mind the maximum length of the data item type. When you reach the sort maximum (i.e., 30 characters), FundWare will not allow you to select additional sort items. Table 4.4 defines the maximum length of the data item values and indicates how the system views this information. Table 4.4 Data Item Types Valid Entry Definition Number Signed (15) Amount Signed (13.2) Rate Signed (9.6) Date (mm/dd/yyyy) The system counts this as 15 characters. The system counts this as 16 characters (13 numbers, a decimal point, and 2 numbers). The system counts this as 26 characters (9 numbers, a decimal point, and 6 numbers). The system counts this as 10 characters (2 numbers, a slash, 2 numbers, a slash, and four numbers). Phone (999) The system counts this as 14 characters (parenthesis, 3 numbers, parenthesis, space, 3 numbers, hyphen, 4 numbers) Keyword Alphanumeric (3) The system counts this as 3 characters. 78 Adjusting Asset Values

85 Chapter 4 Entering Asset Transactions Table 4.4 Data Item Types (Continued) Valid Entry Keyword Alphanumeric (10) Text Alphanumeric (30) Extended Text Alphanumeric (55) Account Mask Alphanumeric (55) Definition The system counts this as 10 characters. The system counts this as 30 characters. If you select a data item of this type first, you will not be able to select additional data items. If you select a data item of another type first, you will not be able to select a data item of this type. The system counts this as 30 characters and sorts on the first 30 characters of each data item value. If you select a data item of this type first, you will not be able to select additional data items. If you select a data item of another type first, you will not be able to select a data item of this type. The system counts this as 30 characters and sorts on the first 30 characters of each data item value. If you select a data item of this type first, you will not be able to select additional data items. If you select a data item of another type first, you will not be able to select a data item of this type. You cannot select sort items for the Adjust Assets report. Therefore, these options will not display on the Produce Reports window. 4. When you select more than one data item, use the up or down arrows to indicate the sort order. 5. In the Data Item Selection grid, select one or more data items that you want to use to filter the report results. (You can use a data item more than once to filter the exact assets you need.) 6. Define the filter parameters according to the Table 4.5. Table 4.5 Entering Filter Parameters for Data Items Field Value Range Description This filter option can be used by either single-occurring or multi-occurring data items. The valid entry for this field will depend on the type of the data item. For example, a data item that stores numbers will accept numbers as the first value. Blackbaud, Inc. 79

86 Blackbaud FundWare Fixed Assets Guide Table 4.5 Entering Filter Parameters for Data Items (Continued) Field First value Last value Date Range First value Last value Entry range First value Last value Inclusion Report Description Enter the first value of the data item that you wish to use when you filter assets. Enter the last value of the data item that you wish to use when you filter assets. This filter option can only be used by multi-occurring data items. Enter the first date that you wish to use when you filter assets. Enter the last date that you wish to use when you filter assets. This filter option can only be used by multi-occurring data items. Enter the first entry value that you wish to use when you filter assets. Enter the last entry value that you wish to use when you filter assets. Choose to include or exclude the assets determined by the first and last settings. Exclude The assets meeting the first and last value settings will not be in the report results. Include The assets meeting the first and last value settings will be included in the report results. Select the radio button for your desired report output: View Saves a file (using the report name and the letter L plus the division number) in the report directory and displays the report in Print Manager. Print Saves a file (using the report name and the letter L plus the division number) in the report directory and prints the report from your default printer. File Saves a file (using the report name and the letter L plus the division number) in the report directory. 7. Click OK to adjust your asset cost values in either Preliminary or Final mode. All reports can be viewed and printed through Print Manager (File > Print Manager). TIPS FOR ADJUSTING YOUR ASSET COST VALUES Each iteration of the preliminary function uses the cost on the asset record, not the last percentage change. Your organization has an asset with a total cost of $10,000. You enter a preliminary adjustment that would increase the cost of this asset by 10%, resulting in a total adjusted cost of $11,000. However, you do not post this adjustment as Final; therefore, the total cost of the asset is still $10,000. You 80 Adjusting Asset Values

87 Chapter 4 Entering Asset Transactions then enter another preliminary adjustment that would decrease the cost of this asset by 5%, resulting in a total adjusted cost of $9,500 ($10,000 $500 = $9,500). For example, your organization has an asset with a total cost of $10,000. You post a final adjustment increasing the cost of this asset by 10%, resulting in a total adjusted cost of $11,000. You then enter another final adjustment decreasing the cost of this asset by 5%, resulting in a total adjusted cost of $10,450 ($11,000 $550 = $10,450). RECORDING DEPRECIATION When you record depreciation, FundWare applies the depreciation method defined (via the reporting type) for each applicable asset. (The system will ignore assets that have reached their end of life or have been disposed.) The system offers you two options when you record depreciation: Preliminary Calculates the results of a depreciation without posting to the asset records or General Ledger. This allows you to review your results (via the FXDEPR report), something we strongly recommend as a Best Practice. Remember: It is much easier to correct any errors (e.g., depreciation posting to the wrong account) at this stage rather than after posting. Final If the information in the preliminary depreciation report passes your approval, you are ready to post depreciation in the Final mode. FundWare will: Add a depreciation entry to each asset record with a depreciation method, and Create journal entries if the asset s reporting type is defined to post depreciation to General Ledger. FundWare also produces the depreciation report (FXDEPR report) and trace reports, which you should print, review, and save for audit review (another Best Practice ). If an asset is defined to post depreciation (i.e., you have assigned a reporting type and defined the settings to post depreciation), the system posts the change in asset value to the account defined by the Depreciation Expense and Accumulated Depreciation masks for the class and cost center assigned to the asset. The normal journal entry is: DB CR Depreciation Expense Accumulated Depreciation Blackbaud, Inc. 81

88 Blackbaud FundWare Fixed Assets Guide You can record depreciation as often as necessary; however, most clients choose a monthly or annual depreciation schedule. Depreciation methods available in Fixed Assets are explained in Appendix A Depreciation Methods on page 117. RECORDING ASSET DEPRECIATION Use the following instructions to calculate depreciation (i.e., preliminary mode) or record depreciation (i.e., final mode) on all applicable assets. 1. Click Assets > Record Depreciation on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Assets > Record Depreciation from the menu bar. The Record Depreciation window displays (Figure 4.14). Figure 4.14 Recording Depreciation Remember to check your business date before recording depreciation. Also, don t forget to review and save your trace reports. 2. Select the Depreciation Status: Preliminary or Final. 3. Click OK. If you have an existing depreciation report (FXDEPR.L##), FundWare asks if you want to overwrite or append the file. 4. Click Yes to overwrite the existing file or click No to append the new depreciation report to the existing file. 5. Open and review or print the FXDEPR.L## report (where ## represents your division number). If you have calculated depreciation in the preliminary mode and need to adjust your system to correct any issues, you should recalculate depreciation in preliminary mode again and recheck the information. 82 Recording Depreciation

89 Chapter 4 Entering Asset Transactions WHAT BUSINESS DATE SHOULD YOU USE? The system will calculate depreciation for an asset using the current business date. Therefore, there are no restrictions on the business date that you use. (However, if you log in to a business date that is earlier than the last recorded depreciation, there will be no depreciation to calculate.) However, each depreciation method handles the date in a slightly different way. As a Best Practice, you should log in on the last day of a period. DISPOSING ASSETS When you remove an asset from active use (e.g., when an existing asset is sold, lost, stolen, or otherwise removed from service), you will dispose of the asset in Fixed Assets. When you dispose an asset, the system marks the asset as disposed and creates asset entries including the disposal date (i.e., current business date) and amount. Once disposed, you cannot modify or enter any asset information. Use the following instructions to dispose of one or more assets. Blackbaud, Inc. 83

90 Blackbaud FundWare Fixed Assets Guide 1. Click Open on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Open from the menu bar. The Asset Summary window displays (Figure 4.15). Figure 4.15 Asset Summary 2. Select one or more assets that you want to dispose (Figure 4.16). Record selected Record not selected Figure 4.16 Selecting an Asset Record 84 Disposing Assets

91 Chapter 4 Entering Asset Transactions 3. Click Dispose or right-click and select Dispose from the shortcut menu. The Dispose Assets window displays each reporting type assigned to the asset (Figure 4.10). Figure 4.17 Example Asset Record 4. Enter the amount that you have or will receive when you dispose of the asset in the Disposal Amount cell. This amount may or may not equal the salvage amount, which is entered at the time the asset is acquired and is used when calculating depreciation. 5. To remove an asset from the grid, select one or more reporting types assigned to that asset and click Delete Row(s). A confirmation message displays. 6. Click Yes to dispose of the asset and post any applicable information to General Ledger. A message displays confirming that the information has been saved. If this transaction is posted to General Ledger (based on the settings of your organization), you should print and save the trace report. 7. Click OK to dismiss the message. The asset has been disposed. If you have the Asset Summary open (Fixed Assets > Open ) when you dispose of one or more assets, you must click Refresh before the action will be reflected in the Asset Summary. POSTING DISPOSAL INFORMATION TO GENERAL LEDGER Fixed Assets will post the disposal transaction to General Ledger if the following conditions are met: Blackbaud, Inc. 85

92 Blackbaud FundWare Fixed Assets Guide The Fixed Assets parameter is defined to post to GL, and The reporting type is defined to post disposal transactions to GL. When you post disposal transactions to GL, the system: Debits the Disposal Amount from the Cash account, and Credits the Disposal Amount the Asset account. Debits any net gains or losses from the Accumulated Depreciation account (A ). Credits any net gains or losses to the Disposal account (A ). PURGING DISPOSED ASSETS Once you have disposed of assets, you may want to clean up your system by purging the records from your database. Please note: This task only purges the asset records. Your transaction records are left untouched and the system does not post any information to General Ledger. You can only purge assets that have been disposed using the Dispose Assets task (Disposing Assets on page 83). The system offers you two options when you purge assets: Preliminary Determines the asset records that have been disposed and will be purged. This allows you to review your results (via the FXPURGE report), something we strongly recommend as a Best Practice. Final If the information in the preliminary purge report passes your approval, you are ready to purge your records. FundWare will: Remove the records of disposed assets, and FundWare also produces the depreciation report (FXPURGE report) and trace reports, which you should print, review, and save for audit review (another Best Practice ). PURGING DISPOSED ASSETS Use the following instructions to purge disposed assets. 86 Purging Disposed Assets

93 Chapter 4 Entering Asset Transactions 1. Click Assets > Purge on the module navigator (if the module is not expanded, click Fixed Assets first) or select Fixed Assets > Assets > Purge from the menu bar. The Purge window displays (Figure 4.18). Figure 4.18 Purging Assets 2. Select the Depreciation Status: Preliminary or Final. 3. Select the Disposal Date. All assets disposed on or before this date will be purged from your system. 4. Click OK. If you have an existing purge report (FXPURGE.L##), FundWare asks if you want to overwrite or append the file. 5. Click Yes to overwrite the existing file or click No to append the new depreciation report to the existing file. A confirmation message displays. 6. Click OK. Open and review or print the FXPURGE.L## report (where ## represents your division number). If you or another user purges an asset record while you have the Asset Summary window open, your changes may not be reflected in your display. Click Refresh at any time to update the Asset Summary. Blackbaud, Inc. 87

94 Blackbaud FundWare Fixed Assets Guide 88 Purging Disposed Assets

95 C H A P T E R 5 PRODUCING FIXED ASSETS REPO RTS Fixed Assets offers you a number of options for your reporting including systemdefined reports (Table 5.1), which provide commonly required information, and userdefined reports, which allow you to create a report specific to your organization. Table 5.1 Fixed Assets Reports Report Category or Title Asset reports Asset Master report Asset History report Depreciation Summary report Description The format of these system-defined reports cannot be modified. However, you can control the assets included on the report and the order in which they print. The three Asset reports are: Asset Master report (FXMASTR.L##), Asset History report (FXHIST.L##), and Depreciation Summary report (FXDHIST.L##). Includes all asset record information for selected assets. Produce this report when you need to review an asset s classes, cost centers, data items, and summary reporting type information. This report does not print page or report totals. Disposed assets are noted as such next to the asset number. End-of-life comments are contained in the reporting type detail. Produces a report listing historical information for selected assets. Use this report to review detail asset entries and transactions, including account numbers. Provides a summary of depreciation activity for a selected range of dates. The report is automatically sorted by cost center and class. Subtotals for each class and cost center are provided as well as a grand total by reporting type. Blackbaud, Inc. 89

96 Blackbaud FundWare Fixed Assets Guide Table 5.1 Fixed Assets Reports (Continued) Report Category or Title Master asset lists Reporting Types List Classes and Cost Centers List Asset Data Items List User-Defined Report List User-defined reports The Master Asset List reports provide you with printed documentation of your Fixed Assets system (e.g., reporting type definitions). You should print the reports and store them in a secure location in case you need to re-enter any information. The format of these system-defined reports cannot be modified, nor can you filter the information included. The four Master asset reports are: Reporting Types List (FXRPT.L##), Classes and Cost Centers List (FXFUNC.L##), Asset Data Items List (FXITEM.L##), and User-Defined Report List (FXRLIST.L##). Lists the reporting types you have defined. Use this report to review your ledger options. Lists the classes and cost centers you have defined. Use this report to review the account masks entered for each class and cost center. Lists your data item definitions. Description Lists your user-defined report definitions. Using this feature, you can design your own custom reports that meet the exact needs of your organization, including page length, column contents, headings, totals, and page breaks. You also determine what assets will be included in the report and the order in which they print. When you produce certain reports, you will be able to filter the assets included in the report results using an asset selector. The remaining reports allow you to select from a limited number of options. Which options you have when you produce your reports will depend largely on the report s category. PRODUCING ASSET REPORTS When you produce any of the following Asset reports, you have the option of filtering the assets included in the report results: Asset Master report (FXMASTR.L##), 90 Producing Asset Reports

97 Chapter 5 Producing Fixed Assets Reports Asset History report (FXHIST.L##), and Depreciation Summary report (FXDHIST.L##). Use the following instructions to use the asset selector when producing an Asset report. 1. Click Report Manager on the module navigator or select File > Report Manager from the menu bar. The Report Manager window displays (Figure 5.1). Figure 5.1 Report Manager 2. Select the Module (Fixed Assets) and the report category (Asset Reports). Blackbaud, Inc. 91

98 Blackbaud FundWare Fixed Assets Guide 3. Select the report and double-click or click Produce. The Produce window displays, including the asset selector (Figure 5.2). Figure 5.2 Produce an Asset Report (With Asset Selector) You can also access your reports from the Reports area of the HomePage. Display the report category and double-click the report that you want to produce. 4. To sort the results of the report, select one or more data items and click the right arrow to move the data item. (The box on the left contains a list of all singleoccurring data items. The box on the right holds the data items that will be used by the sort feature.) While you can add up to 10 sort items, Fixed Assets can only sort on a maximum of 30 alphanumeric characters. Therefore, you must keep in mind the maximum length of the data item type. When you reach the sort maximum (i.e., 30 characters), FundWare will not allow you to 92 Producing Asset Reports

99 Chapter 5 Producing Fixed Assets Reports select additional sort items. Table 5.2 defines the maximum length of the data item values and indicates how the system views this information. Table 5.2 Data Item Types Valid Entry Definition Number Signed (15) Amount Signed (13.2) Rate Signed (9.6) Date (mm/dd/yyyy) The system counts this as 15 characters. The system counts this as 16 characters (13 numbers, a decimal point, and 2 numbers). The system counts this as 26 characters (9 numbers, a decimal point, and 6 numbers). The system counts this as 10 characters (2 numbers, a slash, 2 numbers, a slash, and four numbers). Phone (999) The system counts this as 14 characters (parenthesis, 3 numbers, parenthesis, space, 3 numbers, hyphen, 4 numbers) Keyword Alphanumeric (3) The system counts this as 3 characters. Keyword Alphanumeric (10) The system counts this as 10 characters. Text Alphanumeric (30) The system counts this as 30 characters. If you select a data item of this type first, you will not be able to select additional data items. If you select a data item of another type first, you will not be able to select a data item of this type. Extended Text Alphanumeric (55) The system counts this as 30 characters and sorts on the first 30 characters of each data item value. If you select a data item of this type first, you will not be able to select additional data items. If you select a data item of another type first, you will not be able to select a data item of this type. Account Mask Alphanumeric (55) The system counts this as 30 characters and sorts on the first 30 characters of each data item value. If you select a data item of this type first, you will not be able to select additional data items. If you select a data item of another type first, you will not be able to select a data item of this type. Blackbaud, Inc. 93

100 Blackbaud FundWare Fixed Assets Guide You cannot select sort items for the Depreciation Summary report. Therefore, these options will not display on the Produce Reports window. 5. When you select more than one data item, use the up or down arrows to indicate the sort order. 6. If you want the report to insert a page break every time there is a change in the first sort item, select the Page Break check box. (This field is disabled if you are not sorting the report results.) 7. In the Data Item Selection grid, select one or more data items that you want to use to filter the report results. (You can use a data item more than once to filter the exact assets you need.) 8. Define the filter parameters according to the Table 5.3. Table 5.3 Entering Filter Parameters for Data Items Field Value Range First value Last value Date Range First value Last value Entry range First value Last value Inclusion Description This filter option can be used by either single-occurring or multi-occurring data items. The valid entry for this field will depend on the type of the data item. For example, a data item that stores numbers will accept numbers as the first value. Enter the first value of the data item that you wish to use when you filter assets. Enter the last value of the data item that you wish to use when you filter assets. This filter option can only be used by multi-occurring data items. (For more on multioccurring data items, see Multi-Occurring Data Items on page 2.32.) Enter the first date that you wish to use when you filter assets. Enter the last date that you wish to use when you filter assets. This filter option can only be used by multi-occurring data items. (For more on multioccurring data items, see Multi-Occurring Data Items on page 2.32.) Enter the first entry value that you wish to use when you filter assets. Enter the last entry value that you wish to use when you filter assets. Choose to include or exclude the assets determined by the first and last settings. Exclude The assets meeting the first and last value settings will not be in the report results. Include The assets meeting the first and last value settings will be included in the report results. 94 Producing Asset Reports

101 Chapter 5 Producing Fixed Assets Reports Table 5.3 Entering Filter Parameters for Data Items (Continued) Field Report Description Select the radio button for your desired report output: View Saves a file (using the report name and the letter L plus the division number) in the report directory and displays the report in Print Manager. Print Saves a file (using the report name and the letter L plus the division number) in the report directory and prints the report from your default printer. File Saves a file (using the report name and the letter L plus the division number) in the report directory. 9. Click OK to produce the report. All reports can be viewed and printed through Print Manager (File > Print Manager). TIPS FOR USING THE ASSET SELECTOR You can use a data item more than once when defining the filter criteria. For example: You have asset numbers that range from 1 to 35. You want to include assets 5 9 and You select the data item two times, entering ranges of 5 9 and 17 21, respectively (Figure 5.3). Figure 5.3 Example Filter Criteria Using a Data Item Twice PRODUCING THE MASTER ASSET LISTS When you produce the following Master Asset Lists, you have only a few options for defining the report results: Reporting Types List (FXRPT.L##), Classes and Cost Centers List (FXFUNC.L##), and Asset Data Items List (FXITEM.L##). Blackbaud, Inc. 95

102 Blackbaud FundWare Fixed Assets Guide Use the following instructions to produce one of these Master Asset Lists. (You can find instructions for the User-Defined Report List in Producing the User-Defined Reports List on page 97.) 1. Click Report Manager on the module navigator or select File > Report Manager from the menu bar. The Report Manager window displays (Figure 5.4). Figure 5.4 Report Manager 2. Select the Module (Fixed Assets) and the report category (Master Asset List). 3. Select the report and double-click or click Produce. The Produce window displays, including the asset selector (Figure 5.5). Figure 5.5 Produce a Master Asset List You can also access your reports from the Reports area of the HomePage. Display the report category and double-click the report that you want to produce. 4. Select the Report radio button for your desired output: 96 Producing the Master Asset Lists

103 Chapter 5 Producing Fixed Assets Reports View Saves a file (using the report name and the letter L plus the division number) in the report directory and displays the report in Print Manager. Print Saves a file (using the report name and the letter L plus the division number) in the report directory and prints the report from your default printer. File Saves a file (using the report name and the letter L plus the division number) in the report directory. 5. Click OK to produce the report. All reports can be viewed and printed through Print Manager (File > Print Manager). PRODUCING THE USER-DEFINED REPORTS LIST Use the following instructions to produce the User-Defined Report List (FXRLIST.L##). 1. Click Report Manager on the module navigator or select File > Report Manager from the menu bar. The Report Manager window displays (Figure 5.6). Figure 5.6 Report Manager 2. Select the Module (Fixed Assets) and the report category (Master Asset List). Blackbaud, Inc. 97

104 Blackbaud FundWare Fixed Assets Guide 3. Select the report and double-click or click Produce. The Produce window displays, including the asset selector (Figure 5.7). Figure 5.7 Produce a Master Asset List You can also access your reports from the Reports area of the HomePage. Display the report category and double-click the report that you want to produce. 4. Indicate if you want to list the definition of a single user-defined report or a group of user-defined reports by selecting the Report or Group radio button. 5. Select the applicable report or group name from the drop-down list. 6. Select the radio button to indicate if you want the report definition(s) to be listed in Detail or Summary format. Detail The report will list the details for each column of the report (Figure 5.8). Figure 5.8 Example Column Details 98 Producing the Master Asset Lists

105 Chapter 5 Producing Fixed Assets Reports Summary The report will list only summary information for each column of the report (Figure 5.9). Figure 5.9 Example Column Summary 7. If you want the report to insert a page break between report definitions, select the Page Break check box. (This check box is disabled if you have selected a single report.) 8. Select the Report radio button for your desired output: View Saves a file (using the report name and the letter L plus the division number) in the report directory and displays the report in Print Manager. Print Saves a file (using the report name and the letter L plus the division number) in the report directory and prints the report from your default printer. File Saves a file (using the report name and the letter L plus the division number) in the report directory. 9. Click OK to produce the report. All reports can be viewed and printed through Print Manager (File > Print Manager). PRODUCING USER-DEFINED REPORTS Use the following instructions to use the asset selector when producing your userdefined reports. (See Defining a New User-Defined Report on page 107 for instructions to create a user-defined report.) Blackbaud, Inc. 99

106 Blackbaud FundWare Fixed Assets Guide 1. Click Report Manager on the module navigator or select File > Report Manager from the menu bar. The Report Manager window displays (Figure 5.10). Figure 5.10 Report Manager 2. Select the Module (Fixed Assets) and the report category (User-Defined Reports). 100 Producing User-Defined Reports

107 Chapter 5 Producing Fixed Assets Reports 3. Select the report and double-click or click Produce. The Produce window displays, including the asset selector (Figure 5.11). Figure 5.11 Produce a User-Defined Report You can also access your reports from the Reports area of the HomePage. Display the report category and double-click the report that you want to produce. 4. Indicate if you produce a single user-defined report or a group of user-defined reports by selecting the Report or Group radio button. If you select Group, the system will produce all the reports in the same group that the current report is assigned to. You cannot select another group, nor will this option work if the selected report has not been assigned to a group. 5. If you want the report to insert a page break between reports, select the Page Break check box. (This check box is disabled if you have selected a single report.) Blackbaud, Inc. 101

108 Blackbaud FundWare Fixed Assets Guide 6. To sort the results of the report, select one or more data items and click the right arrow to move the data item. (The box on the left contains a list of all singleoccurring data items. The box on the right holds the data items that will be used by the sort feature.) While you can add up to 10 sort items, Fixed Assets can only sort on a maximum of 30 alphanumeric characters. Therefore, you must keep in mind the maximum length of the data item type. When you reach the sort maximum (i.e., 30 characters), FundWare will not allow you to select additional sort items. Table 5.4 defines the maximum length of the data item values and indicates how the system views this information. Table 5.4 Data Item Types Valid Entry Definition Number Signed (15) Amount Signed (13.2) Rate Signed (9.6) Date (mm/dd/yyyy) The system counts this as 15 characters. The system counts this as 16 characters (13 numbers, a decimal point, and 2 numbers). The system counts this as 26 characters (9 numbers, a decimal point, and 6 numbers). The system counts this as 10 characters (2 numbers, a slash, 2 numbers, a slash, and four numbers). Phone (999) The system counts this as 14 characters (parenthesis, 3 numbers, parenthesis, space, 3 numbers, hyphen, 4 numbers) Keyword Alphanumeric (3) The system counts this as 3 characters. Keyword Alphanumeric (10) The system counts this as 10 characters. Text Alphanumeric (30) The system counts this as 30 characters. If you select a data item of this type first, you will not be able to select additional data items. If you select a data item of another type first, you will not be able to select a data item of this type. Extended Text Alphanumeric (55) The system counts this as 30 characters and sorts on the first 30 characters of each data item value. If you select a data item of this type first, you will not be able to select additional data items. If you select a data item of another type first, you will not be able to select a data item of this type. 102 Producing User-Defined Reports

109 Chapter 5 Producing Fixed Assets Reports Table 5.4 Data Item Types (Continued) Valid Entry Account Mask Alphanumeric (55) Definition The system counts this as 30 characters and sorts on the first 30 characters of each data item value. If you select a data item of this type first, you will not be able to select additional data items. If you select a data item of another type first, you will not be able to select a data item of this type. You cannot select sort items for the Depreciation Summary report. Therefore, these options will not display on the Produce Reports window. 7. When you select more than one data item, use the up or down arrows to indicate the sort order. 8. If you want the report to insert a page break every time there is a change in the first sort item, select the Page Break check box. (This field is disabled if you are not sorting the report results.) 9. In the Data Item Selection grid, select one or more data items that you want to use to filter the report results. (You can use a data item more than once to filter the exact assets you need.) 10. Define the filter parameters according to the Table 5.3. Table 5.5 Entering Filter Parameters for Data Items Field Value Range First value Last value Date Range First value Last value Entry range Description This filter option can be used by either single-occurring or multi-occurring data items. The valid entry for this field will depend on the type of the data item. For example, a data item that stores numbers will accept numbers as the first value. Enter the first value of the data item that you wish to use when you filter assets. Enter the last value of the data item that you wish to use when you filter assets. This filter option can only be used by multi-occurring data items. Enter the first date that you wish to use when you filter assets. Enter the last date that you wish to use when you filter assets. This filter option can only be used by multi-occurring data items. Blackbaud, Inc. 103

110 Blackbaud FundWare Fixed Assets Guide Table 5.5 Entering Filter Parameters for Data Items (Continued) Field First value Last value Inclusion Report Description Enter the first entry value that you wish to use when you filter assets. Enter the last entry value that you wish to use when you filter assets. Choose to include or exclude the assets determined by the first and last settings. Exclude The assets meeting the first and last value settings will not be in the report results. Include The assets meeting the first and last value settings will be included in the report results. Select the radio button for your desired report output: View Saves a file (using the report name and the letter L plus the division number) in the report directory and displays the report in Print Manager. Print Saves a file (using the report name and the letter L plus the division number) in the report directory and prints the report from your default printer. File Saves a file (using the report name and the letter L plus the division number) in the report directory. 11. Click OK to produce the report. All reports can be viewed and printed through Print Manager (File > Print Manager). TIPS FOR USING THE ASSET SELECTOR You can use a data item more than once when defining the filter criteria. For example: You have asset numbers that range from 1 to 35. You want to include assets 5 9 and You select the data item two times, entering ranges of 5 9 and 17 21, respectively (Figure 5.12). Figure 5.12 Example Filter Criteria Using a Data Item Twice 104 Producing User-Defined Reports

111 Chapter 5 Producing Fixed Assets Reports CREATING USER-DEFINED REPORTS You may find that your organization has reporting needs not met by the system-defined reports. In that case, you can create a user-defined report that contains the information you need, including: The report format (including page length and width), The sort order of the assets, What assets are included in the report, What information is included in each column (e.g., asset data item values, calculated information that adds, subtracts, multiplies, or divides two or more other columns, or blank worksheet columns that you can use to hand-write information) When subtotals are inserted and if report totals print at the end of the report, Columnar reports can include up to 26 columns of information. A column can be from 1 to 99 characters wide. Total report width can be up to 250 characters for MicroFocus COBOL or 132 characters for other COBOL versions. DESIGNING YOUR REPORT When you start to design a new report, it is extremely helpful if you take a blank piece of paper and design the columns there before you start working on the computer. In each column write the information that you want to be printed, including the data item description (if applicable). There are three types of columns: Calculated Contains information created by a calculation performed on two or more other columns. Data item Contains the value of a data item. The data item may not be defined to contain multiple values. Worksheet Worksheet columns have headings but no contents, allowing you to hand-write information or to enlarge the space between two columns. If you want the asset numbers, create a column and write Asset Number. If you want the asset descriptions, create a column and write Asset Description. (For a list of the system-defined asset data items, turn to System-Defined Data Items on page 37.) You have several monthly reports that you have assigned to the MON group. At the end of the month, you produce the MON group. Fixed Assets produces all the reports in the group. Blackbaud, Inc. 105

112 Blackbaud FundWare Fixed Assets Guide USING NON-PRINTING COLUMNS All columns have the option of always or never printing. Non-printing columns can be used to store subtotals for calculations that require several steps to obtain an answer. You need to calculate the following: Cost (Acc Depreciation + Salvage value) Therefore, you define a non-printing column to sum depreciation and salvage value, then define a printed column that subtracts the non-printing column from the cost column. COLUMN WIDTHS When defining your own reports, you must specify the width (in characters) of each column. How do you know the width? If the column uses a data item, the data type determines the width. Table 5.6 provides a guideline for column widths. Table 5.6 Guidelines for Column Width If The Data Type Is A... # Number $ Amount R Rate D Date P Phone number A Text K Text T Text X Text M Text Minimum Width Is characters 13 characters 13 characters 12 characters 12 characters 2 characters 10 characters 30 characters 55 characters 55 characters These are minimum widths. You can make the width larger, but if they are smaller, information may be truncated. If the column is calculated, you are by default working with a number and the width should be a minimum of 15 characters. If the column is a worksheet type, the column will be blank so you can make it whatever width you want. 106 Creating User-Defined Reports

113 Chapter 5 Producing Fixed Assets Reports DEFINING A NEW USER-DEFINED REPORT When you are defining your user-defined reports, you can write a completely new report (i.e., from scratch ), modify an existing columnar report, or copy (then modify) an existing columnar report. (If you have a report that is similar to what you want, copying the existing report saves you time.) Use the following instructions to create a new user-defined report. 1. Click Report Manager on the module navigator or select File > Report Manager from the menu bar. The Report Manager window displays (Figure 5.13). Figure 5.13 Report Manager 2. Select the Module (Fixed Assets) and the report category (User-Defined Reports). Blackbaud, Inc. 107

114 Blackbaud FundWare Fixed Assets Guide 3. Click New to create a new report. The report definition displays, displaying the report header fields and the General tab (Figure 5.14). Figure 5.14 Report Definition General Tab 4. Enter the report name (up to 5 alphanumeric characters). When you produce the report, Fixed Assets creates a file using the letters FX, the report name, and the extension (L##, where ## represents your division number). For example, the report TEST2 creates the file FXTEST2.L95 when produced in division Enter the report title (up to 40 alphanumeric characters). The title is used as a report heading at the top center of each page of the report 108 Creating User-Defined Reports

115 Chapter 5 Producing Fixed Assets Reports 6. Do not enter any information in the Reporting Type field. (The only Reporting Type currently available is User-Defined Reports, which is already selected.) 7. Click Apply to save your changes and remain in the report definition window, or click OK to save your changes and return to Report Manager. Move to the next section for instructions on the General tab. DEFINING A NEW USER-DEFINED REPORT GENERAL TAB Use the following instructions to complete the fields on the General tab of a userdefined report definition. 1. Type the name of a new Report Group or select an existing Report Group from the drop-down list. The Report Group is not required; however, this option allows you to organize your new reports and print groups of reports with one step. Once you save the report definition, the report group is created and will be available in the drop-down list for future report definitions. If you have not entered any Report Groups yet, the drop-down list will be empty. See Grouping Your Reports on page 112 for more information. 2. Enter the number of lines per page. The default is 60. Most reports are printed with 6 lines per inch, so an 11 inch page has 66 lines. To leave top and bottom margins of 1/2 inch each, accept the default (60). 3. Select the applicable Report Spacing radio button: Single or Double. 4. Select the check box(es) for the subtotal and total information you want to include in the report: Print Page Totals Prints subtotals at the end of each page. Print Break Totals Inserts a page break and prints subtotals each time the first sort item changes. The sort item and page break options are entered when you produce the report. Print Report Totals Prints totals at the end of the report. 5. Click Apply to save your changes and remain in the report definition window, or click OK to save your changes and return to Report Manager. Move to the next section for instructions on the Columns tab. Blackbaud, Inc. 109

116 Blackbaud FundWare Fixed Assets Guide DEFINING A NEW USER-DEFINED REPORT COLUMNS TAB Use the following instructions to complete the fields on the Columns tab of a userdefined report definition. 1. Select the Columns tab (Figure 5.15). Figure 5.15 Report Definition Columns Tab 110 Creating User-Defined Reports

117 Chapter 5 Producing Fixed Assets Reports 2. Select a column type (i.e., the type of information to populate the column) by clicking the associated button. The column is added under the associated column letter, as shown in Figure Figure 5.16 Adding Columns After you add columns, it is easy to reorder them by simply dragging them to a different position. 3. For the active column (i.e., highlighted), enter the text for the column heading in the Column Header 1 and Column Header 2 text boxes. These fields are optional; however, we recommend that you can use one or both to define the data in the column. 4. Each column type requires different data parameters (Column Type, Data Item, Operation, Sum Column, Count Column, Print Column, and Width). Enter the required parameters for each column according to Table 5.7 (if a parameter is not required, the field will not be enabled). Table 5.7 Columns Tab Parameter Options Option Column Type Description You can change the selection that you made in the Add Column step by selecting a different column type from the drop-down list. The entry in this field defaults to your selection using the column buttons. Blackbaud, Inc. 111

118 Blackbaud FundWare Fixed Assets Guide Table 5.7 Columns Tab Parameter Options (Continued) Data Item Operation Sum Column Count Column Print Column Width Option Description For data item columns, select a data item from the drop-down list. The data item value will display in this column of your report. For calculated columns, select an operation parameter from the drop-down list. The Operation parameters allow you to define the calculation. Select a column letter from the drop-down list. Select a mathematical calculation option from the drop-down list (Plus, Minus, Times, Divided by, Percentage of, Sum thru). Select a column letter from the drop-down list. See Calculating Columns on page 113 for more information. Select the radio button if you want the report to print a total for this column. Select the radio button if you want the report to print a total of the number of items in this column. By default, this check box is selected (i.e., the column will print in the report). If you deselect the check box, the column will not print. This can be useful if you need information for a calculation but do not want the result printed in your report. See Hiding Columns on page 113 for more information. Enter the width of the column. 5. Click Apply to save your changes and remain in the report definition window, or click OK to save your changes and return to Report Manager. GROUPING YOUR REPORTS If you have a set of Fixed Assets reports that you often run at the same time, you may find the Group feature in Report Manager very useful. The Group feature allows you to assign a user-defined report to a group (as defined on the General tab of the report definition). You can then produce the group of reports in one step. You create a MTHND group and assign 12 reports that you run at the end of every month. Then, instead of running each report individually, you just run the MTHND group. 112 Creating User-Defined Reports

119 Chapter 5 Producing Fixed Assets Reports HIDING COLUMNS The Print Column options allows you to hide a column of your report. A good use of a hidden column is in a calculation you can compile information to use in a calculation, but you do not need to display the information in your report. You want to create a report that shows the adjusted cost of an asset Cost minus Salvage Value. However, you don t need to show either the cost amount or the salvage amount in the final report. You can add both these columns to the report definition, but deselect the Print Column check box. You can then add a third column that will calculate the adjusted cost. Of the three columns, this is the only column that you display in the report. CALCULATING COLUMNS You can use the Calculated column option to calculate the information in the column using other columns of the report (e.g., use Columns C and E to calculate a percentage to appear in Column G). When you define a calculated column, you will select a column letter, a mathematical operation that you want to apply, and a second column letter (e.g., Column A, Column B, Subtract will subtract Column B values from Column A values). When you produce the report, FundWare will progress through the columns alphabetically. Therefore, the columns used in the calculation must be before the calculation column. For example, you can use Column G to add Columns C and E. But you ll get an error if we use Column G to add Columns C and M. Remember A good use of a hidden column is in a calculation. This allows you to compile information to use in a calculation, but you do not need to display the information in your report. EDITING USER-DEFINED REPORTS Use the following instructions to edit a user-defined report definition. 1. Click Report Manager on the module navigator or select File > Report Manager from the menu bar. The Report Manager window displays. 2. Select the Module (Fixed Assets) and the report category (User-Defined Reports). 3. Select the report and click Edit. The report definition displays, open to the General tab. 4. Edit the report definition as necessary. Blackbaud, Inc. 113

120 Blackbaud FundWare Fixed Assets Guide 5. Click Apply to save your changes and remain in the report definition window, or click OK to save your changes and return to Report Manager. COPYING USER-DEFINED REPORTS Use the following instructions to copy a user-defined report definition. 1. Click Report Manager on the module navigator or select File > Report Manager from the menu bar. The Report Manager window displays. 2. Select the Module (Fixed Assets) and the report category (User-Defined Reports). 3. Select the report and click Copy. The report definition displays, open to the General tab (Figure 5.17). Figure 5.17 Copying a Report Definition 4. Enter the report name (up to 5 alphanumeric characters). 114 Creating User-Defined Reports

121 Chapter 5 Producing Fixed Assets Reports When you produce the report, Fixed Assets creates a file using the letters FX, the report name, and the extension (L##, where ## represents your division number). For example, the report TEST2 creates the file FXTEST2.L95 when produced in division Edit the report definition as necessary. 6. Click Apply to save your changes and remain in the report definition window, or click OK to save your changes and return to Report Manager. DELETING USER-DEFINED REPORTS Use the following instructions to edit a user-defined report definition. 1. Click Report Manager on the module navigator or select File > Report Manager from the menu bar. The Report Manager window displays. 2. Select the Module (Fixed Assets) and the report category (User-Defined Reports). 3. Select the report and click Delete. A confirmation message displays. 4. Click Yes to delete the report definition. Blackbaud, Inc. 115

122 Blackbaud FundWare Fixed Assets Guide 116 Creating User-Defined Reports

123 A P P E N D I X A DEPREC I ATI O N METHO D S There are five methods of depreciation available in Fixed Assets: Straight line, Double declining balance, Modified Accelerated Cost Recovery System (MACRS) half-year convention, MACRS mid-quarter convention, and MACRS mid-month convention. STRAIGHT LINE DEPRECIATION Calculating straight line depreciation uses the following variables: Cost Stored on the asset record. Salvage value Stored on the asset record. Accumulated depreciation Stored on the asset record. Remaining life Calculated. Life (in months) months already depreciated = Remaining life. Life is stored on the asset record and can contain months or years. However, the system converts the years to months for use in the calculation. With these variables, the system uses the following formula to calculate straight line depreciation: (Cost Salvage Value Acc Depr) Remaining life Blackbaud, Inc. 117

124 Blackbaud FundWare Fixed Assets Guide EXAMPLE STRAIGHT LINE DEPRECIATION Table A.1 displays the information saved for Asset ABC. Table A.1 Asset ABC Data Item Value Cost date 06/25/2004 Cost $1, Estimated life 5 yrs Salvage $ Last depr 12/31/2004 Accumulated depreciation $ Depreciation was recorded on 12/31/2004 for the preceding 6 months. (Assets acquired after the 15th of a month cannot be depreciated that month.) Remaining life (54) is figured by taking life (60 months) minus months already depreciated (6 months). Depreciation is next recorded one year later, on 12/31/2005, using the following calculation: Depr for 1 mth = 1, = $ Now multiply the depreciation for 1 month by the number of months since the last depreciation was recorded: 118 Straight Line Depreciation

125 Appendix A Depreciation Methods $20.00 * 12 months = $ Table A.2 Asset ABC Data Item Value Cost date 06/25/2004 Cost $1, Estimated life 5 yrs Salvage $ Last depreciation 12/31/2005 Accumulated depreciation $ DOUBLE DECLINING BALANCE DEPRECIATION The double declining balance method of depreciation uses the following formula: [(Cost - Salvage Value - Acc Depr) Life] * 2 Cost, salvage value, accumulated depreciation, and life are all stored on the asset master records. Should you decide to change the depreciation method from double declining to straight line, change the method on the asset before recording depreciation. Life is stored on the asset record and can contain months or years. However, the system converts the years to months for use in the calculation. EXAMPLE DOUBLE DECLINING BALANCE DEPRECIATION Table A.3 displays the information saved for Asset DEF, a new asset Table A.3 Asset DEF Data Item Value Cost date 06/25/2004 Cost $1, Estimated life 5 yrs Salvage $ Blackbaud, Inc. 119

126 Blackbaud FundWare Fixed Assets Guide Table A.3 Asset DEF (Continued) Data Item Value Last depreciation 00/00/0000 Accumulated depreciation 0.00 If depreciation is being recorded for 12/31/2004 (6 months), this calculation is used: [( ) 5] * 2 = $ If depreciation is then recorded for 12/31/2005 (12 months), this calculation is used: [( ) 5] * 2 = $ If depreciation is then recorded for 12/31/2006 (12 months), this calculation is used: [( ) 5] * 2 = $72.00 Assets acquired after the 15th of a month cannot be depreciated that month. ADJUSTMENTS Please note that the double declining balance method of depreciation always figures what the depreciation should be for the date recorded using the cost, salvage, and life. This means that adjustments to depreciation should not be made. The next time depreciation is calculated, the current depreciation is calculated to bring the accumulated depreciation to what the system thinks it should be. This cancels the effect of adjustments to depreciation. MACRS DEPRECIATION METHODS Using MACRS (Modified Accelerated Cost Recovery System), the cost of property is recovered over a set period of time depending upon the convention and property class. There are three MACRS conventions: Half-year, Mid-quarter, and Mid-month. The convention is entered in the Method field on the asset records. There are eight property classes: 3-year property 120 MACRS Depreciation Methods

127 Appendix A Depreciation Methods 5-year property 7-year property 10-year property 15-year property 20-year property 27.5-year property 31.5-year property The property class is entered in the Life field on the asset record. The convention and class determine which table is used to calculate depreciation. These tables are exactly the same as those described in the U.S. Master Tax Guide. Contact your CPA to determine the conventions and classes applicable to your assets. Along with the property class and convention, two pieces of information from the asset record are used in the MACRS calculation: Cost Life MACRS does not use salvage value. Therefore, while you can enter a salvage value if you need it for your informational purposes, the system will not use any entry during the depreciation calculation. Also, the MACRS calculation does not consider the prior accumulated depreciation recorded for an asset. The rates in the MACRS tables already take into account what the accumulated depreciation should be. Adjustments made to accumulated depreciation are kept in the system, but do not affect subsequent MACRS calculations. You need to be aware of the rules discussed in the following sections. TAX YEAR-END All calculations in MACRS are based on the tax year-end defined in the Fixed Assets parameter. The tax year-end is independent of both the calendar year-end and fiscal year-end, but should almost always be the same as your fiscal year-end. Although it is Blackbaud, Inc. 121

128 Blackbaud FundWare Fixed Assets Guide unlikely, an organization can have a fiscal year-end of June 30th and a tax year-end of December 31st. Table A.4 represents an organization whose fiscal and tax year-end is June 30th. Table A.4 Example Organization With Fiscal and Tax Year-End of June 30 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Periods Quarters 3rd Quarter 4th Quarter 1st Quarter 2nd Quarter An asset using the mid-quarter convention and purchased in October uses the 2nd quarter table. AMOUNT TO DEPRECIATE The amount to depreciate an asset is figured using the MACRS tables. When an asset is acquired, it is assigned a convention and a life. (Life and class are different terms for the same concept.) The convention and the life determine which MACRS table is used. A three-year asset assigned to the half-year convention is depreciated 33.33% the first year, 44.45% the second year, 14.81% the third year, and 7.41% the last year. PARTIAL-YEAR DEPRECIATION CALCULATION When you acquire or dispose an asset part-way through your fiscal year, the system spreads the annual cost of the asset across the actual periods of the partial year. For example, you acquire an asset in June and depreciate it in October. FundWare: Determines the annual depreciation amount. Divides that amount by the number of actual months that the asset could be in use during the year (i.e., seven months, from June through December). Multiplies the monthly depreciation by the number of months from acquisition to depreciation (i.e., five months, from June through October). The depreciation amount from the MACRS tables is always for an entire year. Depreciation is calculated separately for periods in each year since the last depreciation date. If depreciation is recorded any time other than the end of the tax year, partial year depreciation is calculated differently depending on the age of the asset: 122 MACRS Depreciation Methods

129 Appendix A Depreciation Methods First year If the asset is placed in service the first month of the tax year, depreciation is calculated for the full year. If the asset was not put in service the first month of the tax year, the monthly amount is the entire first year amount (from the MACRS tables) divided by the number of months from the cost date to the end of the tax year. This amount is multiplied by the number of months since the last depreciation. Year 2 through End of Life The monthly depreciation is the yearly amount (from the MACRS tables) divided by 12. This amount is multiplied by the number of months since the last depreciation date. Last Year All remaining depreciation is taken the first time depreciation is recorded in the last year of life. CHANGING METHODS You can change from one MACRS method to another at any time. You may be required to do so if a certain percentage of your assets are acquired in the last quarter of the fiscal year. Using the Modify Assets task, you must make an adjustment to accumulated depreciation to make it equal to the amount of total depreciation the asset would have if it had been using the new depreciation method all along. Work closely with your CPA to determine the proper adjustments to make. Blackbaud, Inc. 123

130 Blackbaud FundWare Fixed Assets Guide 124 MACRS Depreciation Methods

131 A P P E N D I X B TRO U B L ES HO O TI N G If your system shuts down unexpectedly (e.g., you experience a power outage), any open asset records may be flagged as in use. If you receive a message about in use records, and you are certain that no other user is on the system and accessing these records, you can run the following program to clear the flags. 1. Open an instance of FundWare. 2. From the Division Selection window, select System Administration. (System Administration tasks can apply to multiple divisions. Therefore, instead of selecting a single division you must select System Administration.) 3. Click System Utilities on the module navigator or select System Administration > System Utilities from the menu bar. The System Utilities window displays (Figure B.1). Figure B.1 System Utilities Window Blackbaud, Inc. 125

132 Blackbaud FundWare Fixed Assets Guide 4. In the Execute Program area, enter the required information according to Table B.1 to run the override. Table B.1 Running the Override Program Field Entry Program Name FXA900 Switches 20 Parameters Leave blank Business Date Defaults to the current date. Accept default. Division Select the applicable division from the drop-down list. 5. Click Run. The program will execute and the system will ask you to indicate the function you are running (Figure B.2). Figure B.2 Adding a Stage 126

133 Appendix B Troubleshooting 6. Enter 3 or press F1 and select the Reset In Use Flag FXH option. The system asks you to confirm your entries (Figure B.3). Figure B.3 Confirmation Message 7. Press ENTER or type Y to begin the process. When the process is complete, the system indicates the records that have been impacted (Figure B.4). Figure B.4 Process Complete 8. Press ESC and confirm that you want to exit the task. You should not be able to access all assets. Blackbaud, Inc. 127

134 128 Blackbaud FundWare Fixed Assets Guide

135 GLOSSARY A Asset Any item of value owned by an organization (e.g., land, buildings, equipment, machinery). Asset Data Items Pieces of information which make up the asset record. There are system-defined data items created when the Fixed Assets parameter is defined and userdefined data items which you can create to customize your system. B Business Date The date used to post an entry to a ledger. It must be a valid calendar date that exists in the General Ledger date table. The business date determines the period in which a transaction is reported. The business date is also called the posting date. C Classes Classes (along with Cost Centers) are used to determine the accounts used during asset transactions. Together class and cost center masks create the accounts used in asset transactions. An asset can have only one class. Cost The amount paid for an asset plus any additional expenditures required to get the asset operational. Enhancements made to the asset that lengthen its life are considered adjustments to cost. Cost Centers Cost Centers (along with Classes) are used to determine the accounts used during asset transactions. Together class and cost center masks create the accounts used in asset transactions. An asset can have only one cost center. D Date Table The date table, defined in General Ledger, contains the fiscal-period ending dates for each year. Blackbaud, Inc. 129

136 Blackbaud FundWare Fixed Assets Guide Depreciation The amount allocated for the cost of an asset, posted to the accounting periods that benefit from the asset s use. Essentially, it is accounting for the expense of using an asset. Disposal Amount The amount that you actually receive when you dispose of an asset. This amount may or may not equal the salvage amount, which is entered at the time the asset is acquired and is used when calculating depreciation. (For more information, see Salvage Amount.) Disposal The removal of an asset from service. Disposal may involve the sale or scrapping of an asset, or loss due to theft or destruction. Double Declining Balance Depreciation method that uses the following formula: [(Cost - Salvage Value - Acc Depr) Life] * 2 E Entries The standard accounting entries involved in asset management are cost, depreciation, and disposal. Estimated Live The period of time an asset will be in use. Also called Service Life. G GASB Government Accounting Standards Board. J Journal A book of original entry that records transactions to be posted to a ledger. Journals may be defined by using the Journal Maintenance task in General Ledger. Journals are also known as Books of Original Entry. M MACRS (Modified Accelerated Cost Recovery System) A depreciation method whereby the cost of property is recovered over a set period of time depending upon the convention and property class. 130

137 Glossary Mask A wild card code used to represent a group of accounts for reports, maintenance, or for account duplication. Use a mask to represent a group of accounts using only one entry. A mask uses an X in the place of an actual number in the account number. The system will identify all accounts that match the digits with no regard to the numbers in the position indicated by the X. P Posting Date The date used to post a transaction to a ledger. Also called the business date. R Report Group A group of reports produced at the same time. A five character alpha numeric code can be assigned to each report when it is defined allowing the report to be produced with other reports. Reporting Type Reporting types define the posting options for cost, depreciation, and disposal transactions. An asset usually has only one reporting type, but it can have more than one if necessary. Reporting Type Detail The part of the asset record which contains the detail information about each reporting type. S Salvage Amount The amount that you anticipate receiving when you dispose of an asset. This information is used when calculating depreciation. (For comparison, see Depreciation Amount.) Shortcut Menu Menu displayed when you click the right mouse button (i.e., rightclick). Straight Line Depreciation Method that uses cost, salvage value, accumulated depreciation, and remaining life to calculate the amount to depreciation an asset. T Trace Report Automatically created and saved to a file each time a transaction is posted through a journal to General Ledger. You should always print, review, and save your trace reports for audit review (a Best Practice ). Blackbaud, Inc. 131

138 Blackbaud FundWare Fixed Assets Guide Transactions Accounting entries made to the Financial Reporting System. Transactions in Fixed Assets are determined by the task used, and the reporting type assigned to the assets involved in the task. 132

139 INDEX A Access From keyboard Shortcut menus Account masks , 41 Accounts Accumulated depreciation Asset Cash Depreciation expense Disposal Accumulated depreciation accounts.25 Acronyms Menu Activity reminders Adding Classes Columns to detail pane Cost centers Data items Fixed Assets parameter Reporting types Adjusting Asset values , 76 ALT key Asset accounts Asset data items , 29 Auto add Defining Deleting Editing Examples Multi-occurring System defined Type Type definitions Asset Data Items List , 95 Asset History report , 91 Asset journal Asset Master report , 90 Asset record Customizing Asset selector Date range , 94, 103 Entry range , 94, 103 Inclusion , 94, 104 Value range , 94, 103 Asset summary Refresh , 87 Assets Adjusting values , 76 Definition Depreciating , 82 Disposing Examples Modifying Purging disposed Asterisks Auto add Data items Reporting types B Best practices , 81, 83, 86 Bold Business date , 129 Blackbaud, Inc. 133

140 Blackbaud FundWare Fixed Assets Guide Defaults Opening multiple Business Office C Calculated columns Capital letters Cash accounts Caution Changing Asset values , 76 Assets Classes Cost centers Data items Fixed Assets parameter Reporting types Classes , 25 Count Defining Deleting Editing Examples Classes and Cost Centers List...90, 95 Columnar reports Calculated columns Data item columns Defining Designing Worksheet columns Columns Adding to detail pane Calculated Hidden Non-printing Print column Removing from detail pane Re-ordering in detail pane Resizing in detail pane Sorting in detail pane Consulting services Cost Cost Centers Cost centers Count Defining Deleting Editing Examples Cost transactions Count Class Cost center Reporting types Cusomizing Fixed Assets Customizing Asset record Display D Data items , 29 Auto add Changing Defining Examples In use Multi-occurring Removing System-defined Type Type definitions User-defined Date range , 94, 103 Date tables Defaults Business date

141 Index Division HomePage Password System Administration User name Defining Classes Cost centers Data items Fixed Assets parameter Reporting types Definition Assets Depreciation Estimated life Salvage value System-defined data items Definitions Data item types Deleting Classes Cost centers Data items Disposed assets Fixed Assets parameter Reporting types Depreciation Definition MACRS Recording , 82 Straight line Depreciation expense accounts Depreciation journal Depreciation Summary report... 89, 91 Depreciation transactions Detail pane Adding columns Removing columns Re-ordering columns Resizing columns Sorting data Disabled menu items Display Customizing Disposal accounts Disposal transactions Disposed Purging assets Disposing Assets Division Defaults Divisions Opening multiple Drop-down lists E Editing Assets Classes Cost centers Data items Fixed Assets parameter Menu bar Reporting types Entering Depreciation , 82 Entry range , 94, 103 Estimated life Definition Example Examples Assets Classes and cost centers Data item Double declining balance Blackbaud, Inc. 135

142 Blackbaud FundWare Fixed Assets Guide depreciation Straight line depreciation F F F File Reports , 95, 97, 99, 104 Financial Reporting System Posting Fixed Assets Defining the parameter Editing the parameter Parameter Removing the parameter Forms Customizing FXA FXADJST FXDEPR , 82 FXDHIST , 91 FXFUNC , 95 FXHIST , 91 FXITEM , 95 FXMASTR , 90 FXPURGE , 87 FXRLIST , 97 FXRPT , 95 G GASB GASB General Ledger Posting Getting GL Activity reminders Reports Government Accounting Standards Board Group Groups , 112 Report Guides H Help Hidden columns HomePage Activity reminders Defaults Reports I Importing In use In use flags Inactive Assets Inclusion , 94, 104 Instances From the desktop From the program From the Start menu Italics J Journal Journals Asset Depreciation K Keyboard Right-click menus Keyboard access

143 Index L Location Locations M MACRS depreciation methods Manuals Mask Masks , 41 Menu acronyms Menu bar Editing Menu key Menus Keyboard access Security Modifying Asset values , 76 Assets Classes Cost centers Data items Fixed Assets parameter Reporting types Module Navigator Module navigator Security Multi-occurring Data items Multiple Business dates Divisions Multiple values Data item options N Navigator bar Non-printing columns O Online help Open Windows Navigator Open windows navigator Security Opening From the desktop From the program From the Start menu Organizing Groups P Parameter Defining Editing Fixed Assets Removing Password Asterisks Defaults Posting date Posting to FRS Print Reports , 95, 97, 99, 104 Print column Processing a Group of Reports Program FXA Project/Grant Posting Purging Disposed assets R Record Customizing the asset Recording Blackbaud, Inc. 137

144 Blackbaud FundWare Fixed Assets Guide Depreciation , 82 Records Disposing assets Modifying assets Refresh , 87 Reminders Removing Classes Columns from detail pane Cost centers Data items Disposed assets Fixed Assets parameter Reporting types Re-ordering Columns in detail pane Replacement software Report group Reporting types , 22 Auto add Cost Count Defining Deleting Depreciation Disposal Editing Reporting Types List , 95 Reports Asset Data Items List , 95 Asset History , 91 Asset Master , 90 Calculated columns , 113 Classes and Cost Centers List 90, 95 Data item columns Defining columnar Depreciation Summary , 91 Designing columnar File , 95, 97, 99, 104 FXADJST FXDEPR , 82 FXDHIST , 91 FXFUNC , 95 FXHIST , 91 FXITEM , 95 FXMASTR , 90 FXPURGE , 87 FXRLIST , 97 FXRPT , 95 Groups , 112 Hide columns Non-printing columns Print , 95, 97, 99, 104 Print columns Reporting Types List , 95 Trace User-Defined Report List... 90, 97 View , 95, 97, 99, 104 Worksheet columns Resizing Columns in detail pane Right-click menus S Salvage value Definition Security Menus Navigator bar Service life Shortcut keys Shortcut menu Shortcut menus Sorting Data in detail pane Statement of Activities report

145 Index Straight line depreciation System Administration Defaults System-defined Data items T Technical support Trace reports , 131 Training , 20 Transactions Cost Depreciation Disposal U User guides User name Defaults User-Defined Report List , 97 Using this document V Value range , 94, 103 Values Adjusting , 76 View Reports , 95, 97, 99, 104 W Warning Wild card World wide web X X Blackbaud, Inc. 139

146 140 Blackbaud FundWare Fixed Assets Guide