AFN-FixedAssets-062502

062502 2002 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. The Raiser s Edge, MatchFinder, ParaGon, RE:Alum, RE:Event, RE:Member, RE:Queue, RE:Tribute, RE:Volunteer, RE:Zip, and Blackbaud are registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. AFN-FixedAssets-062502

Fixed Assets INTRODUCTION......................................1 Fixed Assets Documentation............................................. 3 User s Guide Conventions............................................... 4 SYSTEM BASICS.....................................7 Navigating in Fixed Assets............................................... 8 QUICK SETUP......................................21 Configuration........................................................ 22 Utilities and Housekeeping.............................................. 30 Assets............................................................... 30 Transactions.......................................................... 36 CONFIGURATION....................................39 Organization Settings.................................................. 40 Preferences........................................................... 40 Attributes............................................................ 50 Depreciation Years.................................................... 53 Custom Depreciation Schedules.......................................... 57 Asset Classes......................................................... 61 Establishing Account Distributions....................................... 64 Establishing Interfund Entries.......................................... 67 Establishing General Ledger Settings..................................... 68 SECURITY.........................................73 Security Groups....................................................... 74 Security Users........................................................ 80 Passwords............................................................ 83 UTILITIES AND HOUSEKEEPING........................85 Users in System Form.................................................. 86 System Statistics...................................................... 86 Duplicate Asset Report................................................. 87 Post to General Ledger................................................. 88 Purge............................................................... 95 Validating a Database.................................................. 96 Switch to Mid-Quarter Convention....................................... 98

FIXED ASSETS.................................... 101 Access Assets........................................................ 102 Records............................................................. 102 Assets.............................................................. 109 Activity Tab......................................................... 123 Attributes Tab....................................................... 123 Actions Tab.......................................................... 124 Location Tab........................................................ 129 Media Tab........................................................... 132 Notes Tab........................................................... 137 Transactions......................................................... 141 Rules for New Transactions............................................ 147 Rules for Deletion.................................................... 148 Rules for Editing Transactions.......................................... 148 Adjustments Tab..................................................... 149 Defaults............................................................. 153 Properties........................................................... 158 Preferences.......................................................... 159 Default Report/Label Formats.......................................... 161 Activity Legend...................................................... 170 Favorites............................................................ 171 DEPRECIATION ASSETS............................. 175 Depreciation Calculations.............................................. 176 REPORTS........................................ 183 Main Report Screen.................................................. 184 Preferences.......................................................... 185 Procedures.......................................................... 186 MAIL........................................... 193 Accessing Mail....................................................... 194 Labels.............................................................. 194 Printing Labels...................................................... 195 Mail Basics.......................................................... 205 QUERY AND EXPORT............................... 209 Query Types......................................................... 211 Query Format....................................................... 211 Query Criteria Operators.............................................. 212 Creating Queries..................................................... 217 Using and Editing Queries............................................. 221 Merging Queries..................................................... 226 Exporting Queries.................................................... 227 Printing Queries..................................................... 228 Properties........................................................... 229 Favorites............................................................ 231

Preferences.......................................................... 231 IMPORT..........................................237 Import Screen....................................................... 239 Import Parameter Files............................................... 239 Importing Account Distribution Information............................. 268 Required Import Fields............................................... 272 Field Code Names.................................................... 274 GLOBAL CHANGE..................................279 Global Change Functions.............................................. 280 Making a Global Change.............................................. 282 Preferences.......................................................... 288 APPENDIX........................................291 Configuration....................................................... 292 Reports............................................................. 295 Mail................................................................ 306 GLOSSARY.......................................309 INDEX...........................................323

Introduction In This Chapter Fixed Assets Documentation........................................3 User s Guide Conventions..........................................4 Chapter Format...................................................4 Text Formatting................................................5

2 CHAPTER 1 Visit our Web site at www.blackbaud.com for the latest documentation and information. The Fixed Assets package consists of multiple modules. Most of the topics discussed in this guide relate to the Fixed Assets program, but there are some references to other Blackbaud programs with which Fixed Assets can interface, such as General Ledger and Accounts Payable. For more information about these packages, contact Blackbaud s Sales department at 1-800-443-9441. Welcome to Fixed Assets for Windows, Blackbaud s asset management program. This program provides everything an organization needs to manage its assets, including the ability to enter or import asset information, generate depreciation transactions that automatically follow IRS rules, and account for and record the disposal of assets. As a component of Blackbaud s Accounting for Nonprofits programs, Fixed Assets integrates seamlessly with General Ledger for Windows and Accounts Payable for Windows. For example, you can post depreciation and adjustment transactions directly to General Ledger and add new assets from the Purchase Order Receipt screen in Purchase Orders, an optional module for Accounts Payable. This chapter is designed to introduce you to the documentation and other resources available to you for Fixed Assets. Fixed Assets allows you to store basic information about an asset, such as the class, description, serial number, and price. You can also store more detailed information, such as the accounts to which you distribute the asset, the asset project, and the asset depreciation method. You can then generate a variety of reports using information you specify. The following modules are available in Fixed Assets: Assets. With this module, you can create an asset, depreciate an asset using standard depreciation schedules or a custom schedule you define, track depreciation, calculate depreciation over various amounts of time, and adjust posted transactions. Configuration. In Configuration, you can establish system settings, user and system preferences, table entries, depreciation years, and settings that enable posting to General Ledger. Mail. In Mail, you can print labels and label truncation reports using information in the Fixed Assets database. Reports. This module allows you to print the various reports Fixed Assets supports. You can preview, print, export, or send reports as e-mail. Each report has a parameter screen that allows you to produce reports based on different criteria. Security. In this module, you establish access rights for the program. Security is based on groups and users for which you can assign access to specific areas of the program. You can assign each user to a group, depending on their access rights, and assign a password. User access rights are based on their group assignments. Users may be members of more than one group. You can limit access to a module or to individual functions by regulating which groups are allowed to view, add, edit, or delete records. Utilities and Housekeeping. In Utilities and Housekeeping, you perform maintenance procedures for Fixed Assets, such as purging assets from the database, viewing system statistics, posting to the General Ledger, switching to a mid-quarter convention, detecting duplicate assets, and validating the database. Query and Export. Use this module to select and export records that meet criteria you define, for example, when processing an asset report. You can create, open, run, and delete queries with this module. Other options include refreshing, merging, and exporting queries.

INTRODUCTION 3 Import. Use this module to bring information from an outside source to Fixed Assets. Import allows you to set up and save usable import parameter files, define field mappings with drag and drop ease, use separate header fields to identify field mapping, browse field examples to eliminate confusion, and inspect the raw import data before running the import process. Global Change. With this module, you can add, change, or delete information in a field based on a query. In Global Change, you can add, replace, partially replace, delete, increase, decrease, copy, swap, or move selected fields in the database. Accounting Queue. This is an optional module that allows you to schedule a sequence of tasks which you can execute, one after the other, automatically and unattended. Using Accounting Queue can save you time with many of the repetitive functions you accomplish with the Accounting for Nonprofits programs. For example, you can schedule a queue of reports to print overnight. This allows you to schedule more timely tasks during regular working hours. For information about purchasing Queue, contact Blackbaud s Sales Department at 1-800-443-9441. Fixed Assets Documentation The documentation for Fixed Assets consists of this user s guide, the Accounting for Nonprofits Administrator s Guide, an online user s guide, and online help. The user s guide is organized based on setup, data entry, and data manipulation. Chapters 2 through 6 include information on how to set up and maintain Fixed Assets. These chapters include information on Configuration, Security, and Utilities and Housekeeping. Chapters 7 and 8 address data entry and record maintenance for options such as transactions and depreciation, as well as adding, editing, and deleting assets. Chapters 9 through 13 explain how you can manipulate the information in your database to produce queries (a group of records), reports, and labels which you can use as asset identifiers. In addition, these chapters illustrate the import and global change processes. There is also an Appendix that contains detailed information on available fields, sample reports, and import database fields, as well as a glossary which defines concepts specific to Fixed Assets. The user s guide has a two-column format. The smaller of the two columns is a notes column. This column is used for notes, tips, time-savers, and warnings. The following graphics identify these items: The note symbol designates a note or tip related to the information in the main text column. The clock symbol designates a shortcut or timesaving action. The stoplight symbol designates a warning or item of importance. The Accounting for Nonprofits Administrator s Guide provides the information needed to install and set up your Blackbaud accounting programs. This guide provides information essential to establishing and maintaining Fixed Assets.

4 CHAPTER 1 We also encourage you to use the online manual and online help. The online manual consists of a series of PDF (Portable Document Format) files which you can install on your computer during the program installation process. We recommend installing the files; however, you can also access the online manual from the Fixed Assets installation CD. Adobe Acrobat Reader, which installs with Fixed Assets, enables you to view the PDF files. If the Acrobat Reader is not installed, you can install it from your Fixed Assets installation CD, or you can download it without charge from the Adobe web page: (http://www.adobe.com). You can view the online manual, or print all, a portion, or one page of the manual. The manual also contains links throughout to help you navigate through the chapters easily. With just a click of the mouse, you can jump from the Table of Contents to the Assets chapter and then to the Adding an asset procedure. As part of the online help, we have added a Notes feature. Notes files are text files created during installation. With these files, you can enter and maintain notes in the Fixed Assets help file while working. For more information, see the Using Online Help section of this chapter. User s Guide Conventions In addition to the graphics mentioned earlier, the user s guide utilizes other conventions to help you locate and identify information. Chapter Format Most chapters consist of the following basic sections: In This Chapter. A content listing of the chapter. Overview. A brief description of the chapter. Procedures. Explanation and step-by-step instructions for completing the process. Reference. A field-by-field description for screens in the program. Field information displays in tables after a brief description and a picture of the screen. Rules. A brief section that appears only when necessary. It lists all rules associated with certain procedures.

INTRODUCTION 5 Text Formatting Throughout Fixed Assets, you see screen shots and procedures directing you to locate frames, drop-down lists, fields, etc. Below is a screen shot that identifies several of the fields we refer to in this manual.

6 CHAPTER 1

System Basics In This Chapter Navigating in Fixed Assets.........................................8 Parts of the Fixed Assets Screen......................................8 Title Bar......................................................8 Menu Bar.....................................................9 Toolbar.......................................................9 Status Bar....................................................10 Standard Buttons.................................................10 Shortcut Keys....................................................11 Using Shortcut Menus.............................................12 Sorting Grid Information...........................................12 Common Screens.................................................12 The Print Setup Screen..........................................13 The Change Password Screen....................................13 Selecting a Directory Screen.....................................13 Calendar.....................................................14 Calculator....................................................14 Save and New/Save and Close......................................14 New Toolbar Button..............................................15 Buttons with Drop-Down Menus.....................................15 Configuration Module..........................................15 Assets Module................................................15 Help Options....................................................16 Tabs...........................................................17 Accessing Tables.................................................17 Exporting to Excel................................................18 Grouping Records in Queries.......................................19 Creating an Output Query..........................................20

8 CHAPTER 2 This chapter is designed to familiarize you with the screens, buttons, and terms throughout Fixed Assets. It addresses standard items such as parts of the screen, toolbar buttons, standard screen buttons, special keys, and common screens that appear throughout the program. After reading this chapter, you should be familiar with the screens, tools, and commands you use to navigate through Fixed Assets. Individual topic chapters present more detailed information and step-by-step procedures. Navigating in Fixed Assets Parts of the Fixed Assets Screen To navigate through Fixed Assets, it is important to understand the parts of the Assets - Fixed Assets screen. Title Bar The title bar, across the top of the screen, states the title of the program. The title bar also contains, in the upper right corner, icons for minimizing, maximizing, and closing the screen.

S YSTEM BASICS 9 Menu Bar The menu bar, just below the title bar, contains the commands for all Fixed Assets functions. Fixed Assets has the basic menu options available in most program modules: File, Edit, View, and Help. Some Fixed Assets modules have additional menu options. To access a command on the menu bar, either: Position the pointer over the desired command and click the left mouse button, or Press Alt + the underlined letter. For example, to access File, press Alt + F. Toolbar The toolbar contains buttons representing common commands used within Fixed Assets. Toolbar Buttons By clicking toolbar buttons, you can easily perform a function, such as saving, without using the menu bar. Some buttons listed below appear only when a record is open. Add a new record Save the current record Preview data prior to printing View or set preferences Access help topics Go to the first record Go to the next record Move up one level E-mail data Display large icons Display list view Copy Add a new group Undo Save and Close Open an existing record Print data Export to Excel Summary Delete data Go to the previous record Go to the last record Export data Cut Display small icons Display details/report view Paste Add a new user Save and New Print Setup

10 CHAPTER 2 Annotate Add to Favorites Search for Duplicates Status Bar The status bar, across the bottom of the window, acts as your guide throughout Fixed Assets. As you move through the program, messages such as available shortcut keys display on the status bar. For example, when you are in a field with a table lookup available, the message Press F7 for Table Lookup appears. Standard Buttons There are many standard buttons throughout Fixed Assets that appear on the screens, rather than on the toolbar. These buttons function in the same manner, regardless of where they are located. The function of each button is described below. Search for or look up data to fill in the field. Access the drop-down list of entries associated with that field. Search for a file. Adjust numbering, in numeric fields, by clicking up or down. Open the calculator so you can calculate the desired financial data for the field. Open the calendar so you can locate the correct date for the field. Move the selected field to the frame on the left. Move all fields to the frame on the left. Move the selected field to the frame on the right. Move all fields to the frame on the right. Add information. Insert an item into a list. Cancel an operation. Move forward one screen to the next step. Print current information. Move an item down one line in a list. Delete existing information. Edit existing information. Complete a command, leave a screen, or close a dialog box. Move back one screen or step. Begin processing the function. Move an item up one line in a list.

S YSTEM BASICS 11 Add a new record. Load a distribution from a saved file. Browse for a file. Open the selected item. Update the screen to reflect changes. Purge selected records from the database. Delete all selected values. View the item as it appears when printed. Continue to the next step. Sort (or change the current order of) items. Search for a particular item or record in the database. Clear the search criteria screen. Close the current record. Return values to the program s defaults. Distribute amounts evenly. Copy the selected information to the clipboard for future use. Clear all information from the screen. Display the assets summary screen. Highlight/select all records. Shortcut Keys Throughout Fixed Assets, there are special shortcut keys and shortcut methods to help you with data entry. Function keys are the primary source for shortcuts. When a shortcut is available, the status bar at the bottom of the open window tells you which function key to press. ENTER TAB SHIFT CONTROL BACKSPACE HOME The ENTER key (sometimes called the RETURN key) is marked by a hooked arrow that points down and then to the left. On some keyboards, the word Enter is also printed on the key. This key signals to the computer that entry of a command, field, or data is complete. In Configuration, you can set your system preferences so this key moves the cursor to the next field or to the next line. If you select this option, you can use CTRL + ENTER to create hard returns. The TAB key is usually marked by two arrows pointing in opposite directions and/or the word Tab on the key. It is also used to signal to the computer that entry of a command, field, or data is complete. Pressing this key moves the cursor forward to the next field. The SHIFT key allows you to select more than one item in a list. To select consecutive items, select the first item, press SHIFT, hold the key down, and select the second item. Press the SHIFT and TAB keys to move the cursor to the previous field. The CONTROL key allows you to select more than one item in a list. To select items not in consecutive order, select the first item, press CONTROL, hold the key down, and select the second item. A large left-facing arrow marks the BACKSPACE key. Sometimes the word Backspace appears on the key. You can use this key to delete one character to the left of the cursor. Place the cursor at the beginning of a field by pressing the HOME key.

12 CHAPTER 2 END DELETE F1 F3 F5 F7 Place the cursor at the end of a field by pressing the END key. Press the DELETE key to remove the highlighted characters or entry in front of the cursor. The F1 key activates online help. Press this key from any point in the software to access context-sensitive help. The F3 key inserts the default value of a field into the current record. A message at the bottom of the screen indicates default fields. In date fields, F3 inserts the current date. Press the F5 key to refresh grids. The F7 key activates Table Lookups. This key also activates a calendar in date fields and a calculator in currency fields. F7 accesses the Account Search Criteria where the linking of records is available. Using Shortcut Menus Within some of the grids in Fixed Assets, you can access commonly used commands by placing the cursor in the grid and then clicking the right mouse button. A shortcut menu appears. The commands available vary to match your location in the program. Sorting Grid Information You can sort grid information by the column header item (e.g., Asset Number, Asset ID, Depreciation Method, etc.), in ascending or descending order. For example, if you click the Transaction Date header, the list displays in ascending order, with the oldest date at the bottom. Click the header again, and the order toggles to descending order, with the oldest date at the top. Common Screens The following screens are common throughout Fixed Assets:

S YSTEM BASICS 13 The Print Setup Screen The Print Setup screen is common to most Windows programs. To access this screen, select File, Print Setup on the main menu bar. Use this screen to designate a path to your printer and to select paper orientation, size, and source. The Change Password Screen The Change Password screen is common to most Fixed Assets modules. You can access this screen by selecting Edit, Change Password on the menu bar. Use this screen to change your system and user passwords. For more information, please see the Security chapter. Selecting a Directory Screen If a field requires a path to a file, the search button usually appears with the field. To locate the path, click the ellipsis. The Select Import File screen appears.

14 CHAPTER 2 To search through directories, select a drive from the drop-down list in the Look in field, then select the folder you want to browse. Click Open. Calendar Fields requiring date information have a calendar button. Click the calendar to open the calendar. You can view the days, months, and years, then select a date for the corresponding field. Click the left or right arrows to scroll to the desired month. Double click a date to enter it in the field. Click Today to return the calendar to the current date. Calculator Fields requiring monetary values have a calculator button. Click the calculator to open the calculator. You can calculate fundamental math functions such as adding, subtracting, and multiplying, etc., as well as more advanced functions like finding a square root or converting a whole value to a decimal. Click the keys to calculate an amount in the field, then click Paste to add the entry to the field. The Back button allows you to move the cursor back one space in the calculator window. Save/New and Save/Close The Save and New and Save and Close options are available from either the File menu or the toolbar and help make data entry an easier task. When creating a series of new records, you can select Save and New to save the record you are adding and bring up a new blank record. This eliminates the additional steps of closing the record and selecting File, New to open the next blank record, greatly reducing data entry time when you are adding a large number of records. Save and Close saves the current record before closing the record, combining two steps into one and ensuring any additional information is saved. Click the down arrow on the Save button to display the drop-down menu as shown below. Save

S YSTEM BASICS 15 You can select the Save option from the drop-down menu. New Toolbar Button Another toolbar button feature that makes data entry easier is the New toolbar button menu. When adding records using the New toolbar button, you can click the arrow to the right of the button to access a drop-down menu of record types. For example, if you are in Assets and click New, a drop-down menu appears. Once you select a record type, the New button assumes the icon of the record type and continues to create new records of the selected record type until you access the drop-down menu and select a new type. This makes for quick and easy data entry, especially when you are adding a series of assets. Buttons with Drop-Down Menus Fixed Assets contains some buttons with drop-down menus that display various options. Configuration Module On the Depreciation Years tab in Configuration, the New Depreciation Year button appears. You can click this button to display the Future Depreciation Year(s) screen, or click the down arrow to select either New Depreciation Year (Future) or New Depreciation Year (Past) from the drop-down menu. Assets Module On the Activity tab of an asset record in Assets, a New Transaction button appears. Click the New Transaction down arrow to select Period Depreciation or Annual Depreciation from the drop-down menu.

16 CHAPTER 2 Help Options Click the down arrow on the Help button to display the drop-down menu shown below. This menu features the latest Help options such as Online Documentation and Blackbaud on the Web. Help From this menu, you can select the help option you want. If you highlight Blackbaud on the Web, a sub-menu appears. If you have internet access, select Online Support or Blackbaud on the Web to access either of those help resources.

S YSTEM BASICS 17 Tabs Another integral part of Fixed Assets is the tab. Tabs in Fixed Assets function the same as tabs on folders in a filing cabinet; they allow you to see at a glance the available information in each folder by the tab. You can access information by clicking the tab. The following is a standard asset record illustrating the use of tabs. Accessing Tables You can use and create tables in Fixed Assets to increase data entry speed and efficiency. There are four ways to access tables entries: Arrow Keys Typing F7 A down arrow next to a text box indicates a table lookup is available. Click the arrow to access a drop-down list of entries for the field. A down arrow next to a button indicates there are additional options from which to choose. Click the arrow to access the drop-down list of additional options. Place the cursor in a text box and then press the down arrow key on your keyboard to scroll through the available entries. Typing an entry into a text box is another way to access an entry. If the entry you type does not exist in the table, the program displays a dialog box asking if you want to add the new table entry. Click Yes to add the new entry. This function is only available if you set the appropriate user preference in Configuration. Pressing F7 also accesses tables. The message Press F7 for Table Lookup appears on the status bar when a table is available.

18 CHAPTER 2 When you press F7, a window appears so you can add, delete, or modify table entries. Exporting to Excel Throughout Fixed Assets, you can use grids to enter and display information. Using the Export to Excel function, you can export information from these grids for use in Microsoft Excel. With your cursor in the grid, select File, Export to Excel, or click the right mouse button and select Export to Excel from the shortcut menu.

S YSTEM BASICS 19 Fixed Assets opens Excel and begins exporting the grid information. A screen appears showing you the progress of the export. When complete, the Excel worksheet appears containing the information from the grid. You can now use and manipulate this information in Excel. Grouping Records in Queries With Fixed Assets, you can group records together, then perform functions on all records within the group. For example, you might want to add a building code to all assets over four years old that belong to the Math department. Rather than searching for each record, opening it, and adding the code, you can group the correct asset records and then add the building code to all of the records in one operation. You can group records by creating a query. The query process examines all records, selecting and grouping those matching criteria you have established. For the example above, the program groups all asset records matching the over four years old and belong to the Math department criteria together. After you establish the criteria for a query, you can name and save the query for use throughout Fixed Assets.

20 CHAPTER 2 From Assets, select Query, Open as List from the menu bar to open the Available Queries search screen. Enter the criteria, such as the Query Name and Description, and click Find Now to view the queries matching the criteria. To select a query, highlight the query and click Open. All records in the query open as a list.you can then scroll though these records. Creating an Output Query A checkbox labeled Create exception query is also available throughout Fixed Assets. Exception queries provide a list of omitted information. These queries are static and you cannot manipulate them. A checkbox labeled Create Output Query is available in many areas of Fixed Assets. You can use this option to create a static query, or a snapshot of the information taken at that moment. Static queries do not automatically update to include new information added to the database after the initial query. You can use static queries to produce reports that include only those records in the output query; however, you cannot edit the query. For more information about queries, see to the Query and Export chapter.

Quick Setup In This Chapter Configuration...................................................22 General Tab.....................................................22 Tables Tab......................................................22 Depreciation Years Tab............................................23 Custom Depreciation Schedules Tab..................................24 Asset Classes Tab................................................24 Adding Asset Classes...........................................24 Distributions Tab.................................................25 Adding an Account Distribution..................................25 Interfund Entries Tab..............................................25 Establishing Interfund Entries....................................26 General Ledger Tab...............................................26 Establishing General Ledger Settings..............................26 Establishing the Depreciation Expense Journal Reference..............27 Defining the Accumulated Depreciation Journal Reference.............27 Security Groups..................................................28 Adding a Group...............................................28 Security Users...................................................29 Adding a User.................................................29 Passwords......................................................29 Utilities and Housekeeping........................................30 Users in System Form.............................................30 Validating a Database.............................................30 Assets..........................................................30 Record Basics...................................................31 Opening a Record..............................................31 Opening a Query..............................................32 Opening a Group of Records as a List..............................32 Adding an Asset (using the Asset Wizard)..........................32 Adding an Asset (manually)......................................34 Depreciating Asset(s)...........................................35 Disposing of an Asset...........................................36 Transactions....................................................36 Adding a Transaction..............................................36 Generating Depreciation Transactions..............................37 Adjustments.....................................................37 Adding an Initial Adjustment.....................................37 Editing an Adjustment..........................................38

22 CHAPTER 3 This chapter introduces the critical steps you must complete to get Fixed Assets up and running as quickly as possible. The steps are organized by module and procedure. If you require more detailed instructions on any step, please refer to the appropriate chapter in the manual. To maximize the long term benefits of Fixed Assets, we recommend you follow the manual s more detailed instructions. Configuration You must establish some general information about your organization and define parameters for posting to General Ledger before calculating depreciation. For more information about Configuration, see Configuration on page 39. General Tab The program stores basic information about your organization on the General tab of Configuration. Enter your organization s Address, Phone number, and Tax ID. Your organization s name is hard-coded in the program. If this information is incorrect, contact Blackbaud Customer Support to have it corrected. Tables Tab Organizing data in tables promotes the consistent use of Fixed Assets and helps you avoid unnecessary duplication. We recommend you establish data entry procedures before entering table entries to most efficiently use tables in the program. The Tables tab is where you add table entries. On the Tables tab, you can have the Tables List display All Tables, Fixed Assets Tables, or Shared Tables by selecting one of the three options from the drop-down list at the top of the Tables frame. The Tables frame displays a list of the available tables. When you highlight a table, the entries defined for that table display in the Table Entries frame. You can view table entries using the long description or the short description, if the entry has both descriptions. From the Table Entries frame, you can Add, Edit, Insert, and Delete entries by clicking the buttons or right clicking a selected table and accessing a drop-down list. You can also move entries Up and Down within the list, Sort entries, and Print entries. If you want to add a new table, you can do so from the Attributes tab You can define the new table by Description, Data Type, and Table Name. Once you create it, the new table appears in the list of available tables on the Tables tab. Table entries provide you with a set of options to select from during data entry. For example, when entering an asset location, you select the location from the Location table. You can choose to view all table entries, active and inactive, or just active entries by marking the Display active entries only checkbox at the bottom of the Table Entries frame. Inactive table entries display on the Tables tab in gray text, helping you differentiate between active and inactive entries at a glance. Using table entries helps maintain format consistency during data entry, which is important for producing accurate reports and statements. For example, one user might enter the asset location information as 2nd Floor of the Ashley Center, but another user would enter Ashley Center, 2nd Floor. With a table, both users can select the organization s standard: Ashley Center, 2nd Floor.

QUICK SETUP 23 Adding a Table Entry In Configuration, you can add to the list of available table entries on the Tables tab. For example, if your organization creates a new department, you can add it to the Department table. When you add a table entry, it appears at the bottom of the list. For more information about adding table entries in Configuration, see Adding a table entry on page 45. You have the following options when adding a table entry: You can establish a Long Description and/or Short Description. If a table has a short description, it is always required and must be unique within each code table. In tables with long descriptions, the long description is also required. If you enter the long description and leave the short description blank, the short description defaults to the first characters of the long description. If you enter the short description and leave the long description blank, the long description defaults to the short description. You can define an entry and then disable the entry by marking Deactivated? This disables the entry without deleting it from the program. Deactivating table entries is useful if you need to enter an option for the next year, but you do not want it available for use in the current year. You can also deactivate an entry that is no longer in use but needed for historical reference. You can have the program Display active entries only on the Tables tab by marking the checkbox. Depreciation Years Tab From the Depreciation Years tab in Configuration, you can view, create, edit, and delete future and past depreciation years. This tab allows you the flexibility of defining depreciation years with periods as few as 1 and as many as 13. You must define Depreciation years before entering Assets. For more information about the Depreciation Years tab, see Depreciation Years on page 53. Adding Future or Past Depreciation years You can add a future or past depreciation year on the Depreciation Years tab. For more information about adding future or past depreciation years, see Depreciation Years on page 53. You have the following options when adding a future or past depreciation year: You can determine an identifier for the year in the Depreciation year ID field and a Description for the depreciation year you are creating. You can choose how many depreciation periods you want in the year. You can enter between 1 and 13. You can enter the depreciation period End Date for the year in the Depreciation Periods grid. The program automatically enters the Start Date based on the end date you enter. When defining periods, the Period 1 start date and Period 2 end date must be continuous and cannot be more than a 12 month year. For example, if a year ends November 4, 1999, the next year must start November 5, 1999. You can click Clear All to reset the grid, or if you want to copy the depreciation year from another year, click Copy From.

24 CHAPTER 3 If you want to create additional future depreciation years, mark the Create _ future depreciation years following this period format option. You can create up to 98 additional future depreciation years following this format. Custom Depreciation Schedules Tab You can save and use depreciation schedules for any asset. There are several types of depreciation schedules predefined in Fixed Assets; however, your organization may want to use another method to formulate depreciation. To do so, you must create a custom depreciation schedule. From the Custom Depreciation Schedules tab, you can create, open, or delete a custom depreciation schedule. For more information about the Custom Depreciation Schedules tab, see Custom Depreciation Schedules on page 57. Adding a Custom Depreciation Schedule In Configuration, you can add a custom depreciation schedule on the Custom Depreciation Schedules tab. For more information about custom depreciation schedules, see Custom Depreciation Schedules on page 57. You have the following options when adding a custom depreciation schedule: You can determine the name of the new depreciation schedule in the Schedule name field. This name can be a maximum of 12 characters. You can enter a description of the schedule in the Description field. This description can be a maximum of 50 characters. The description appears on the Depreciation tab of the asset record. You can click Copy From to copy a depreciation schedule from an established table. The depreciation schedule does not have to total 100 percent. It can be less than or equal to 100 percent. You can enter the number of years for the schedule in the Number of years field, or use the up and down arrows to search for a number. You can enter the percent of depreciation for each year in the Depreciation% column. Click Clear All to erase all percentages in the grid. Click Distribute Evenly to distribute the remaining percentage evenly across all years. Asset Classes Tab You may want to establish your own asset classes to suit your organization s special needs. There are several predefined classes loaded in your Fixed Assets software with predefined recovery periods. You can find a description of the predefined classes in the Appendix. When defining asset classes, you can define a default depreciation method, accumulated depreciation account, and default depreciation expense distribution for the class. From the Asset Classes tab, you can create, open, edit, or delete an asset class. Adding Asset Classes In Configuration, you can add asset classes on the Asset Classes tab. For more information about adding asset classes, see Asset Classes on page 61. You have the following options when adding asset classes:

QUICK SETUP 25 You can determine a Class description for the asset class. The maximum character length is 50. You can select a Depreciation method on the General tab of the Add an Asset Class screen. The method you enter serves as the default depreciation method for all assets in this class. If you leave this field blank, there is no default depreciation defined for the class. This means that when you create a new asset in that class, the Depreciation method field is blank; however, you can still add a depreciation method for the asset. Depending on the depreciation method selected, you may have to specify a Recovery period, Convention, Rate, Property class, Salvage value, or Useful life. You can select the Default accumulated depreciation account. You can build an account number by segment, or you can search for the account by clicking the binoculars. The account lookup defaults to Asset type accounts. This is the account to which depreciation is credited when posting to General Ledger. The accumulated depreciation account is a contra account for assets. On the Distribution tab of the Add an Asset Class screen, you can define the default account distribution to which you want to debit or expense the depreciation when posting to General Ledger. The account lookup defaults to Expense type accounts. You can click Load Distribution to select an account distribution to apply, Distribute Evenly to distribute the amount across all accounts evenly, or Delete All to delete all account distributions. The text in the bottom right corner displays the remaining percentage to distribute. Distributions Tab From the Distributions tab in Configuration, you can establish account distributions. Account distributions allow you to define how depreciation is divided between accounts. For more information about adding an account distribution, see Adding an account distribution on page 65. Adding an Account Distribution In Configuration, you can add an account distribution on the Distributions tab. For more information about the Distributions tab, see Establishing Account Distributions on page 64. You have the following options when adding an account distribution: On the Add an Account Distribution screen, you can enter the Distribution name. Complete the grid information by adding the Account No., Percent, and Project. The program automatically enters the Account Description and Project Description when you enter the Account No. and Project. The total distribution must equal 100 percent. You can distribute 100 percent evenly over the established accounts by clicking Distribute Evenly. Interfund Entries Tab To distribute funds in the same account among multiple projects, enter the account number once for each project, and then enter the individual projects for that account number. With interfund entries, you can create General Ledger transactions that automatically transfer money between funds. The description of the interfund entry must be unique. You cannot delete or modify entries in use. For more information about establishing interfund entries, see Establishing Interfund Entries on page 67.

26 CHAPTER 3 Establishing Interfund Entries In Configuration, you can establish interfund entries on the Interfund Entries tab. For more information about the Interfund Entries tab, see Establishing Interfund Entries on page 67. You have the following options when establishing interfund entries: You can enter a Description of the interfund entry. The description is used as an identifier throughout Fixed Assets and must be unique. You can select a Source Account. This is the account from which funds are being transferred. You can type in the account number, or if you do not know the number, click inside the cell and then click the binoculars to search for the account. Once you complete this information, the program automatically enters the Source Description. You can select a Destination Account. This is the account to which funds from the Source Account are being transferred. Once you enter the Destination Account, the program automatically enters the Destination Description. General Ledger Tab If you are using Blackbaud s General Ledger, you can take advantage of a built-in provision of Fixed Assets that allows seamless transaction entry into the general ledger through posting. For more information about the General Ledger tab, see Establishing General Ledger Settings on page 68. When you periodically post batches of transactions from Fixed Assets, you can reference each journal entry with a source code for identification and routing to the desired accounts (i.e., accounts payable and/or accounts receivable accounts). This feature provides seamless interaction between the activity in your Fixed Assets program and the fund accounting management of General Ledger. The Post to General Ledger option in Utilities and Housekeeping uses the information on this tab. If you do not have General Ledger, you can still enter reference information to make data entry easier when entering information printed on the posting report to your general ledger. Establishing General Ledger Settings In Configuration, you can establish General Ledger settings on the General Ledger tab. For more information about establishing General Ledger settings, see Establishing General Ledger Settings on page 68. You have the following options when establishing settings for General Ledger: You can select a source code in the Fixed Assets source code field, or press F9+F4 to look up a source code. The drop-down list in this field is only available if General Ledger is present. Otherwise, the Fixed Assets source code field is a text field. You can select the desired code (e.g., Fixed Assets, Adjustments, or Accounts Receivable).

QUICK SETUP 27 Establishing the Depreciation Expense Journal Reference A journal reference identifies a transaction posted to your general ledger as a particular Fixed Assets record. For example, you can establish the reference so it includes the Asset Number. For more information about establishing the depreciation expense journal reference, see Establishing the depreciation expense journal reference on page 69. Each journal reference may contain 50 characters. On the bottom right of the tab, the program displays the quantity of characters used and the quantity of characters remaining. The source code tells General Ledger from which program the transactions originate. You define source codes on the Tables tab in General Ledger s Configuration. You have the following options when establishing the depreciation expense journal reference: On the General Ledger tab, you can establish settings for the Depreciation expense. You can determine the Reference Field Name. Any text you enter into the grid exists for the selected reference only. Click Fields to add a field to the fields list that is available for all references. You can determine the field Length. You are allowed up to 50 characters for the entire depreciation expense journal reference. When you finish defining all of the desired fields, you can mark the Accumulated depreciation option and define the accumulated depreciation journal reference. You can also select another option, another tab, or select File, Exit, or File, Exit and Sign Out. Reset to System Defaults returns the grid values to the program s original references. Defining the Accumulated Depreciation Journal Reference You can define the accumulated depreciation journal reference on the General Ledger tab in Configuration. For more information about defining the accumulated depreciation journal reference, see Defining the accumulated depreciation journal reference on page 70. You have the following options when defining the accumulated depreciation journal reference: On the General Ledger tab, you can establish settings for the Accumulated depreciation. You can determine the Reference Field Name. Any text you enter into the grid exists for the selected reference only. Click Fields to add a field to the fields list that is available for all references. You can determine the field Length. You are allowed up to 50 characters for the entire depreciation expense journal reference. When you finish defining all of the desired fields, you can select another option, select another tab, or select File, Exit, or File, Exit and Sign Out.Security. For more information about security, see Security on page 73.

28 CHAPTER 3 You should change the Supervisor password to a password unique to your organization. Please keep the password in a secure location accessible by at least two users. Security is where you establish access rights for users of Fixed Assets. Security is based on groups of users. You can create an unlimited number of groups with various levels of access to the program. An individual s access rights depend on the rights of the groups of which the user is a member, thus enabling you to control which users are allowed to view, add, edit, or delete information. When a user logs in to Fixed Assets, the program automatically disables functions to which the user does not have access. You can make changes to the user s access rights at any time, but the new rights do not take effect until the next time the user logs in. When you receive Fixed Assets, Security is shipped with a user named Supervisor whose password is admin. This user has full rights to all areas of the software and cannot be deleted. You should change the Supervisor password to a unique password as soon as possible to ensure the highest level of security for your organization. Security Groups Security groups are used to establish access privileges for members of a group. Each group record has tabs for group information, shared tables, and shared components, as well as a tab for each Blackbaud program present in the database. For more information about security groups, see Security Groups on page 74. Because Security is a module common to all Blackbaud programs, you can establish a group with access rights to one or more programs. For example, you can create the Billing group and give its members access privileges to all areas of Fixed Assets, Accounts Payable, and General Ledger. Users receive access privileges based on group membership. You must add a user to the program before adding them a group. Users can be members of more than one group. Adding a Group You can add a group from the main Security screen by selecting File, New Group or double clicking the Add Group icon. Both options access the Add a Group screen, where you add a group on the Group Info tab. For more information about adding a group, see Adding a group on page 75. You have the following options when adding a group in Security. You can determine the Group Name and Description on the Group Info tab. On the Shared Tables tab, you can determine which tables you want the members of this group to access. On the Shared Components tab, you can determine which modules you want the users in this group to access. For each module to which you give users access privileges, you can click Options. On the Security Options screen for the module, you can allow certain users to view, add, edit, and delete information. On the Fixed Assets tab, you can determine which program areas you want the users in this group to access. You can select Assets, Configuration, Query, Reports, Mail, Utilities and Housekeeping, Notes, Global Change, and Import.

QUICK SETUP 29 For each program area you check, you can click Options to view more security options for that module. On the Security Options screen, you can give users access to certain functions of Fixed Assets. Security Users The user record is where you establish the individual s user name and password. You can also assign the user Supervisor rights, which extends access rights to all areas of the program, or selected group. For more information about security users, see Security Users on page 80. If you give the user selected group rights only, you can select the groups in which the user is a member. If General Ledger is present, you can also enable account security for the user. With account security enabled, you can restrict the user from certain accounts. User names can contain only numbers, letters, and the underscore character. Adding a User You can add a user from the main Security screen by selecting File, New User or double clicking the New User icon. Both options access the Add a User screen. For more information about adding a user, see Adding a user on page 81. You have the following options when adding a user in Security. You can determine the User Name and Description on the User Information tab. You can enter the user s Password, then, in the Confirm field, type the password again to ensure you entered the password correctly. If you want to allow the user to change this password, you can mark User May Change Password. You can mark Supervisor rights to give the user access to all areas of the program, or Selected group rights to give the user rights based on group membership. If General Ledger is present, you can set security options for General Ledger accounts on the General Ledger Accounts tab. Passwords When you log in as Supervisor (or have Supervisor privileges), you can assign, change, or delete any user s password. Passwords are established on a user basis, meaning each user has a password. You can establish and change passwords from any user record. You can also select Edit, Change Password from any module to change the password for the user logged in to the program. For more information about passwords, see Passwords on page 83. When you receive Fixed Assets, Security is shipped with a user named Supervisor whose password is admin. You should change the Supervisor password to a unique password as soon as possible. You must be logged in as Supervisor to change this password.

30 CHAPTER 3 Utilities and Housekeeping Utilities and Housekeeping allows you to perform general database tasks such as viewing system statistics, purging data, posting transactions to General Ledger, validating your database, switching to mid-quarter convention, and running duplicate records reports for assets. For more information about Utilities and Housekeeping, see Utilities and Housekeeping on page 85. Before you run any option that globally changes data, all other users must be logged out of Fixed Assets. You cannot make global changes, such as purging assets, if anyone else is using the program. Users in System Form When a user attempts to open an option that makes global changes to data, the program checks for other users in the program. If other users are found, the Users in System form appears. For more information about the Users in System form, see Users in System Form on page 86. You can click Proceed before all users have exited to lock the database so additional users cannot log in. The process does not actually take place until all users have exited the program. Validating a Database This procedure checks the validity of your Fixed Assets database indexes. When you select this option, the program scans each row of your Fixed Assets database tables and compares them to each table s index. If these do not match, a corruption error message appears. For more information about validating a database, see Validating a Database on page 96. There are two possible types of error messages you can receive while conducting database validation: errors found while running the validation and critical or assertion failed errors. The first type allows the validation procedure to continue. The second type stops the validation process and disconnects the database. You then have to shut down your workstation, restart the computer, and contact Accounting for Nonprofits Customer Support. Both errors are reported on the Database Validation Control Report, which the program creates only if you have errors. You can validate your database only if all other users are logged out of Fixed Assets. You should always perform a backup of your database before you validate your database. Assets From the main Assets screen, you can create, open, and delete assets. You can use the Asset Wizard or manually create assets. When using the Asset Wizard to add new assets, you have the option to add multiple assets one at a time. This is useful if you have purchased several items of the same type and you need to enter them into the program. For more information about Assets, see Fixed Assets on page 101.

QUICK SETUP 31 Record Basics The Assets module enables you to create an asset using the Asset Wizard, depreciate assets using a variety of schedules, track and calculate depreciation, and post and adjust transactions. The main screen has different menus for asset and depreciation transactions, depending on which is active at the time. A variety of options are available for customizing record formats to meet your organization s needs. For more information about asset record basics, see Records on page 102. Of the two types of records stored in Fixed Assets, the asset record is the core of all functions incorporated into the program. Careful definition of the asset record is essential to ensure a seamless transfer of data among all records related to the asset. When creating a new record, you must select a record type. Creating a New Record You can create a new asset record by selecting File, New from the main Assets screen. You can also click the Add New button if your security settings allow the addition of new records. For more information about creating a new asset record, see Creating a new record on page 103. You have the following options when creating a new asset record in Assets. You can select the type of record you want to create on the Create a New Record screen. The Asset Wizard option is disabled if you do not choose to create a new asset. You can select specific defaults you want to use for the program in the Load defaults from field. The defaults in the list depend upon the type of record you select. Defaults are available for assets and transactions. You can create custom default settings for new records. Then, if you select the default set when you add a new record, the information automatically displays in the new record, reducing your data entry time. Opening a Record You can open a record by selecting File, Open from the main Assets screen or choosing one of the recently opened assets from the drop-down menu. The number of assets listed depends on the preferences you set in Assets. You can also double click a record to open it. For more information about opening a record, see Opening a record on page 104. You have the following options when opening a record in Assets. You can select either an Asset or Transaction record type from the Find drop-down list. You can search for a record using all or a portion of the following fields: Asset Number, Asset ID, Description, Class (for assets only), Location (for assets only), Transaction date (for transactions only), Transaction type (for transactions only), Last modified by, Last modified on, and other record specific criteria. You can click Find Now to search for any records matching the criteria in the search results window, then highlight a record and click Open. The results are sorted by asset number or transaction number. If you need to change the scope of your search, click New Search to clear the criteria fields.

32 CHAPTER 3 The program automatically displays search results whenever you open the search screen if you select the Load search results window automatically option. To access this and other search window options from Assets, click Options on the search screen. You can also close the group screen by clicking the X in the top right corner of the screen. The options marked when the Create New Record screen appears depend on the options you have set. Opening a Query You can compile any number of queries in Assets. These groups of records are useful when you need to perform certain global transactions. For more information about opening a query, see Opening a query on page 105. From the main Assets screen, you can select Query, Open as List to access the Available Queries screen. You have the following options when opening a query: You can select the Query type. You can also select the Format (Dynamic, Static, or <All formats>). You can search for a record using all or a portion of the following fields: Query name, Description, Include In, Last modified on. You can click Find Now to search for all queries matching the criteria in the search results window, then highlight the query and click Open. If you need to change the scope of your search, click New Search to clear the criteria fields. Opening a Group of Records as a List Fixed Assets allows you to view a group of query records as a list. From the main Assets screen, select File, Open to access the search screen, then you can select an Asset or Transaction record type from the Find drop-down list. For more information about opening a group of records as a list, see Opening a group of records as a list on page 106. You have the following options when opening a group of records as a list: You can narrow the group of records that appear in the search results window using the following criteria fields: Asset Number, Asset ID, Description, Class (for assets only), Location (for assets only), Transaction date (for transactions only), Transaction type (for transactions only), Last modified by, Last modified on, and other record specific criteria. Once you have narrowed the search results to the group of records you want to view, you can click Find Now. When the list of records appears in the search window, click Open as List to access the Group - Selected <record type> screen. You can double click a record to open it. To exit the list, right click in the window and select Close Group from the shortcut menu. Adding an Asset (using the Asset Wizard) From the main Assets screen, you can select File, New to access the Create a New Record screen. Then, mark both the Asset and the Use the Asset Wizard checkboxes. For more information about using the Asset Wizard to add an asset, see Adding an asset (using the Asset Wizard) on page 109. You have the following options when using the Asset Wizard to add an asset: You can select Edit, Preferences from the menu bar to Use the Asset Wizard as a default entry method each time you create a new asset. You can select Load defaults from if you have any saved settings you want to apply to this asset. You can manually enter a Description of the asset(s) you are creating, or you can select the description from the drop-down list. You can select the Class. If the Class you want does not appear in the drop-down list, you can add it in Configuration on the Asset Classes tab.

QUICK SETUP 33 You can enter the Model number and the Vendor. You can manually enter the vendor name, or if you have Accounts Payable installed, you can select a vendor from the Select a Vendor screen by clicking the binoculars. You can manually enter the Date in service, or you can click the calculator to select a date from the calendar. Pressing F3 enters the current date. You can manually enter the Purchase price, or if you click the calculator, you can calculate any figures you need and paste them into the field. The program automatically enters the Depreciation basis with the same value as the Purchase price. You can, however, manually edit this field or click the calculator to calculate any figures you need, then paste them into the field. To create additional assets using this information, enter the number of additional assets you want created in the Create _ Asset(s) with this detailed information (optional) field. You can also define the Asset ID, Serial Number, Location, and Department for each asset. These fields are optional and you can enter them after creating the asset. On the Depreciation tab, a default depreciation may be present based on the asset class with which the asset is associated. You can select a different Depreciation method from the drop-down list. The remainder of the fields on the tab vary depending on the depreciation method you select. These fields include Recovery period, Convention, Rate, Property class, Useful life, and Salvage value. You can enter the Accumulated depreciation account. You can use the drop-down list to build an account number, or you can click the binoculars to search for a predefined account if you have General Ledger installed. On the Distribution tab, the distribution already entered is a default based on information entered on the Asset Classes tab in Configuration for assets in this class. Here, you can enter the depreciation expense account distribution. Enter the Account No. and Project or click the binoculars to select from the search screen. You can enter the Percent of depreciation expense you want to attribute to each account. You can enter the Transfer. You define transfers in Configuration on the Interfund Entries tab. It is only necessary to define transfers if the accumulated depreciation account is in a different fund than the depreciation expense account. You can add information in the Comment field. On the Historical Transactions tab, you can enter the Transaction date, Amount, Post Status/Date, and any additional Comments. These fields are optional. The Year to Date Depreciation frame remains inactive unless the Transaction date in this frame is the last day of the previous depreciation year. On the Attributes tab, you can enter the attribute categories you want to define for this asset. Once you select the Category from the drop-down list, you can enter the Description, Date, and Comment for the attribute. You can click Create Asset(s) Now to finish the Asset Wizard and view the Asset Created screen. You can click Create Another Asset to add another asset using the Asset Wizard, Go to Asset Record to open the newly created asset record, and Close to close the Asset Wizard and return to the main screen of Assets. Notice the link icon next to the Vendor field. This link is broken until you select a vendor from Accounts Payable. Any typing in the vendor text box breaks the link. The link remains broken if you type in a vendor. The Date in service and Depreciation basis you enter here are also used in several calculations. Please be sure to enter the correct information. You can define asset classes in Configuration on the Asset Classes tab. When defining asset classes, you can set default depreciation methods, default accumulated depreciation accounts, and default depreciation expense distributions. The Historical Transactions tab provides an easy way to track depreciation that occurred before you entered an asset into Fixed Assets.

34 CHAPTER 3 Adding an Asset (manually) You can assign a default depreciation method, default accumulated depreciation account, and a depreciation expense distribution to asset classes. Using asset classes when creating assets can increase data entry speed because the program automatically enters default information for each asset that is a member of the asset class. After you select a vendor from Accounts Payable, any typing in the Vendor field breaks the link. From the main Assets screen, you can select File, New to access the Create a New Record screen, then mark Asset. You have the following options when manually adding an asset: You can select Load defaults from if you have any saved settings saved you want to apply to this asset. The Add an Asset screen has several tabs. On the Asset tab, you can enter the Asset ID for the asset (this field is optional). You can also manually enter a Description of the asset you are creating or select it from the drop-down list. The descriptions listed in this table derive from the Asset Descriptions table, which is located on the Tables tab in Configuration. You can enter the Model number and Serial number. You can select the Class. If the class you need is not in the drop-down list, you can add it in Configuration on the Asset Classes tab. You can enter the Location, Department, and Vendor. You can manually enter the Vendor name, or if you have Accounts Payable installed, you can select a vendor from the Select a Vendor screen by clicking the binoculars. You can manually enter the Date in service or click the calendar and select a date. You can enter the Purchase price and the Depreciation basis for the asset. You can manually enter both fields, or if you click calculator, you can calculate any figures you need and paste them into the field. You can enter the Disposal method, Disposal date, and Disposal price fields when an asset has been disposed. On the Depreciation tab, you can select the Depreciation Method. The remainder of the fields on the tab vary, depending on the depreciation method you select. These fields include Recovery period, Convention, Rate, Property class, Useful life, and Salvage value. You can enter the Accumulated depreciation account. You can use the drop-down list to build an account number, or you can click the binoculars to search for a predefined account if you have General Ledger installed. On the Distribution tab, you can enter the Percent of depreciation expense you want to attribute to each account. You can enter the Transfer. You define transfers in Configuration on the Interfund Entries tab. It is only necessary to define transfers if the accumulated depreciation account is in a different fund than the depreciation expense account. You can add information in the Comment field. On the Activity tab, you can click New Transactions to select Period Depreciation, Annual Depreciation, Accumulated Depreciation, and Year to Date Depreciation transactions. You can find more information about this tab in the Transactions section of this chapter. On the Attributes tab, you can enter the attribute categories you want defined for this asset. Once you select the Category from the drop-down list, you can enter the Description, Date, and Comment for the attribute.

QUICK SETUP 35 Depreciating Asset(s) From the main Assets screen, you can select File, Calculate Depreciation to access the Calculate Depreciation screen. You have the following options when depreciating an asset: On the Criteria tab, you can click Depreciate and select All Assets, Selected Assets, or One Asset. You can add information in the Comment field. You can enter the date through which you want to calculate depreciation. After you enter the Calculate through date, the corresponding depreciation period appears. In the Calculate only for these Asset Numbers frame, you can enter the range of asset numbers for which you want to calculate depreciation. You can manually enter these numbers or select them from the asset search screen by clicking the binoculars. In the Transactions frame, you can enter the Transaction date as Period End Date or Period Start Date. Enter the Post status as Not Yet Posted or Do Not Post. Enter the Post date as Transaction Date, Period End Date, or Period Start Date. In the Comments field, enter any additional information. You can mark the checkboxes if you want to View results before creating transactions, Create an output query, and Create an exception query. On the Depreciation Method tab, you can calculate for all depreciation methods or selected depreciation methods. If you mark Calculate only for selected depreciation methods, select the depreciation method(s) by highlighting the method in the Depreciation methods box and clicking the right single arrow button to move it to the Calculate only for these depreciation methods box. On the Class tab, you can calculate depreciation for all asset classes or selected asset classes. If you mark Calculate only for selected classes, select the asset class(es) by highlighting the class in the Classes box and clicking the right single arrow button to move it to the Calculate only for these classes box. On the Location tab, you can calculate depreciation for all locations or selected locations. If you mark Calculate only for selected locations, select the location(s) by highlighting the location in the Locations box and clicking the right single arrow button to move it to the Calculate only for these locations box. On the Department tab, you can calculate depreciation for all departments or selected departments. If you mark Calculate only for selected departments, select the department(s) by highlighting the department in the Departments box and clicking the right single arrow button to move it to the Calculate only for these departments box. On the Attributes tab, you can mark the Include or Exclude Assets With these Attributes checkbox if you want to include or exclude certain assets from depreciation based on certain attributes. You can mark the Add, Update or Delete these Attributes for each Asset that is Depreciated checkbox. You can also depreciate a single asset from the asset record. Select the Activity tab and click Generate. Define depreciation and transaction criteria and click Generate Now to finish the depreciation process. At any point in the Calculate Depreciation process, you can click Pre-Calculation Report to see a preview of the assets that will be depreciated or Calculate Now to depreciate the assets with the current information.

36 CHAPTER 3 You can click Pre-Calculation Report to see a sample report of the assets the program will depreciate. You can click Calculate Now to depreciate the assets with the current information. If you marked either the Create an output query or Create an exception query checkbox, the Save Static Query screen appears, where you can add a Query name and Description. You can Include in Query Lists, Export Lists, or Both. You can also mark the Other users may execute this query and Other users may modify this query options. If you marked the View results before creating transactions option, the Calculate Depreciation screen appears, where you can select assets for which you want to create transactions by marking the corresponding checkboxes. After you select the assets, you can click Create Transactions Now to view a screen that verifies the depreciation transactions This screen also tells you how many transactions were generated and how many exceptions there were. You can click Print Control Report to see a list of assets that were included in the depreciation process. The report lists which assets were depreciated and which assets were not depreciated and why. You can print or mail the control report. Disposing of an Asset From the main Assets screen, you can select File, Open to access the search screen, then, double click the desired asset. For more information about disposing of assets, see Disposing of an asset on page 122. You have the following options when disposing of an asset: On the Asset tab, you can enter the Disposal method, Disposal date, and Disposal price. You can select the Disposal method from the torpedoing list. Transactions From the main Assets screen, you can create, open, and delete several types of transactions. From an individual asset s record, you can also add, open, edit, and delete transactions. For more information about transactions, see Transactions on page 141. Adding a Transaction You can also add transactions from the Activity tab of an asset record. From Assets, select File, New to access the Create a New Record screen. For more information about adding transactions, see Adding a transaction on page 142. You have the following options when adding a transaction record: You can mark the type of transaction you want to create: Period Depreciation, Annual Depreciation, Year to Date Depreciation, or Accumulated Depreciation. On the New Depreciation Transaction screen, you can enter the Asset Number, or click the binoculars to search for an asset. Once you make your selection, the program asks whether you want to load the asset s defaults. Click Yes to load the defaults or No to enter new information for the asset.

QUICK SETUP 37 You can enter a Transaction date, or click the calendar to select a date. On the Distribution tab, you can enter the desired account and project distribution information. You can distribute the transaction based on Amount or Percent, or click Load Distribution to enter a distribution created in Configuration. You can click Distribute Evenly to distribute the amounts evenly across all projects listed, or Delete All to clear the grid. Generating Depreciation Transactions From Assets, select File, Open, then open the asset record. Then, from the Activity tab of the asset record, click Generate to access the Generate Depreciation Transactions screen. For more information about generating depreciation transactions, see Generating depreciation transactions on page 145. You can also generate transactions for more than one asset by selecting File, Calculate Depreciation. You have the following options when generating depreciation transactions: In the Generate Depreciation Through frame, you can select a calculation method. You can generate for the next period, generate through a specific date, or generate all depreciation for the asset. In the Transaction Information frame, you can select the Transaction date, Post status, and Post date. If you want to view the generated transactions before creating them, you can mark the View results before creating transactions checkbox. You can mark the Create output query checkbox if you want to create a static query of the results. You can click Generate Now to generate the transaction. Before you can generate transactions for the asset, you must decide if you want to generate depreciation through the next period or generate the next depreciation transaction. You can also click Cancel to redefine your depreciation criteria. On the screen that appears to notify you the depreciation transactions have generated successfully, you can click OK or Print Control Report. The control report appears on the screen. You can print or mail this report. Adjustments You can use adjustments to change posted transactions. The Adjustments tab is only available on transaction records previously adjusted. From this tab, you can select, create, and edit adjustments. For more information about adjustments, see Adjustments Tab on page 149. Adding an Initial Adjustment From Assets, select File, Open, then in the Find field, select Transaction. Open the posted transaction you want to adjust. On the transaction record, notice the addition of Transaction on the menu bar. You can select Transaction, Create Adjustment to access the Add an Adjustment screen. For more information about adding initial adjustments, see Adding an initial adjustment on page 149. You have the following options when adding an initial adjustment:

38 CHAPTER 3 The information that appears when you select the Adjusted GL Distribution tab comes from the original transaction. You can change this information. On the Adjustment tab, you can enter the new information. Information previously used is disabled and is uneditable. The Adjustment post date defaults to the Previous post date. On the Adjusted GL Distribution tab, you can enter the accounts to which you want to distribute depreciation, as well as the amount of distribution for each account. If Amount has been changed, you must redistribute the amount between all accounts. On the Previous GL Distribution tab, you can view the distribution used for the posted transaction. This grid is for informational purposes only; you cannot add or edit data in this grid. Editing an Adjustment From Assets, select File, Open to access the search screen, where you can select the asset that contains the transaction adjustment you want to edit. You can also open the actual transaction from the search screen. For more information about editing adjustments, see Editing an adjustment on page 151. You have the following options when editing an adjustment: On the Adjustments tab, you can open the adjustment you want to edit and enter the new information on both the Adjustment tab and the Adjusted GL Distribution tab. You cannot change the Previous GL Distribution tab. It contains the distribution information from the initially posted transaction. If you need to make changes to a posted adjustment, you must create a new adjustment.

Configuration In This Chapter Organization Settings............................................40 Preferences.....................................................40 Setting System Preferences.........................................41 Setting User Preferences...........................................42 Asset Title Bar Settings.........................................42 Miscellaneous User Preferences...................................43 Defining Tables and Table Entries....................................44 Table Entries..................................................45 Attributes......................................................50 Depreciation Years..............................................53 Custom Depreciation Schedules....................................57 Asset Classes....................................................61 Establishing Account Distributions.................................64 Establishing Interfund Entries.....................................67 Establishing General Ledger Settings...............................68

40 CHAPTER 4 If additional Blackbaud products are present in the same database as Fixed Assets, some information is shared across all the programs, such as some tables and some preferences. Fixed Assets system settings are defined in Configuration. Here, you enter settings for posting to General Ledger, set up tables and table lookups, set preferences, and select an output file path for posting. Organization Settings From the General tab, you establish information specific to your organization such as the address, telephone number, and tax ID. The name field comes directly from the client name field in the database and is not editable. Establishing organization settings 1. From Configuration, select the General tab. 2. Enter the address of your organization. 3. Enter your organization s phone number. 4. Enter your organization s Taxpayer Identification Number. Preferences Any user preferences you set override duplicate preferences in other programs located in the same database. Preferences help you tailor Fixed Assets to your organization s needs. Preferences are set at two levels system preferences and user preferences. System preferences establish standards throughout the program that apply for all computers on the network. For Fixed Assets, you can determine duplicate criteria for making duplicate asset searches. User preferences define how the program works for an individual user based on the user name. User preferences determine what information appears in the title bar of each asset record, if table entries complete automatically, and if the ENTER key moves the cursor to the next field. These options are specific to the user name, meaning the choices can differ from individual to individual.

C ONFIGURATION 41 Setting System Preferences System preferences define standards throughout the program for making duplicate record searches. Only users with Supervisor rights (set in Security) are allowed to define system preferences. Defining duplicate criteria 1. From Configuration, select the Preferences tab. 2. Mark the System preferences option. The Appendix contains a list of duplicate criteria fields for assets. 3. In the Duplicate Asset Criteria grid, select the field names of the fields you want the program to use when determining if the record is a duplicate. 4. Enter the character length the program should use when determining if the record is a duplicate. The number entered in Length indicates the number of characters the program compares when searching for duplicate records. For example, if Serial Number is the field name and the Length is 10, the program checks for any duplicate serial numbers that begin with the same first 10 characters. Lengths are not applicable for code table entries, so N/A displays in the Length column instead of a number. 5. Mark the checkbox if you want the program to Automatically check for duplicates when saving assets. 6. After you finish defining duplicate search criteria, you can select another option, another tab, or select File, Exit and Sign Out to close the program. The program searches for both fields you enter in the Duplicate Asset Criteria grid, not just one field or the other.

42 CHAPTER 4 Setting User Preferences Setting user preferences lets you define the information that appears in the title bar of each record in the Assets module and allows you to streamline your data entry procedures. There are two user preference options: Asset Title Bar and Miscellaneous. Asset Title Bar Settings The Asset Title Bar preference is specific to how records appear in Assets. This setting determines what information appears in the title bar (caption at the top of the screen) for each asset record. Establishing asset title bar settings 1. From Configuration, select the Preferences tab. 2. Mark User preferences. In the User Preferences frame, mark Asset Title Bar.

C ONFIGURATION 43 3. Select which fields you want to display in the Asset Title Bar by clicking in the Field Name cell and selecting the field from the drop-down list. You can select from: <Space>, <Hyphen>, Asset Number, Asset ID, Asset Description, Model Number, Serial Number, Class, Location, Department, Vendor, Date in Service, and Depreciation Method. Reset to System Defaults returns the grid values to the program s default duplicate criteria. 4. For each field name you select, enter the Length of the field. This determines how many characters of the field appear in the title bar. 5. Once you enter all of the fields you want to appear in the title bar (maximum of 60 characters), select File, Save. Miscellaneous User Preferences Miscellaneous preferences include the options to automatically complete table entries, set the ENTER key to move the cursor to the next field, establish the output file path, and set account masks for your General Ledger account numbers. Any text entered into the grid exists for the selected reference only. Click Fields to add a field to the list of available fields for all references. Establishing miscellaneous user preferences 1. From Configuration, select the Preferences tab. 2. Mark the User preferences option. In the User Preferences frame, mark the Miscellaneous option.

44 CHAPTER 4 3. In the Miscellaneous frame, mark Automatically complete table entries if you want the program to automatically complete an entry after you type one or two characters. For example, if you type S, the program fills in the first table entry that starts with S. 4. Mark the Enter key moves to the next field checkbox if you want the cursor to move to the next field when you press ENTER. If you mark this option, you can make hard returns (advancing to the next line by pressing ENTER) by pressing CONTROL + ENTER. The TAB key moves the cursor to the next field whether or not you select this option. 5. In the Output file path text box, enter the directory where you want to save files created in Fixed Assets. For example, if you type C:\My Documents in this field, when you save a document named application or export an output query named application, you can locate the file again at C:\My Documents\application. To locate the correct directory, click the ellipsis. 6. In the Search Options frame, you can define the characters to use as an account mask when searching for an account in General Ledger. These characters act as placeholders. Mark Automatic to use the automatic account mask or Manual placeholder to select from the drop-down list of available characters. The program displays an Example of how the account mask appears. 7. Once you enter your miscellaneous user preferences, select another tab, or select File, Exit. Defining Tables and Table Entries Certain tables are shared by all of the Blackbaud programs present in your database; other tables are specific to Fixed Assets. On the Tables tab, you can display <All Tables>, Fixed Assets Tables, or Shared Tables by selecting one of the three choices from the drop-down list at the top of the Tables frame. When you highlight a table, the entries defined for that table display in the Table Entries frame. From the Table Entries frame, you can add, edit, insert, and delete entries. You can also move entries up and down within the list, sort entries, and print entries. If the entry has both descriptions, you can view table entries using the long description or the short description,. If you want to add a new table, you can do so from the Attributes tab. For more information on adding a table, see the Attributes section of this chapter. You can define the new table by Description, Data Type, and Table Name. Once you create it, the new table appears in the list of available tables on the Tables tab. Marking Display active entries only allows you to view and select active entries during data entry. Inactive table entries display on the Tables tab in gray text, helping you differentiate between active and inactive entries at a glance.

C ONFIGURATION 45 Accessing tables 1. From Configuration, select the Tables tab. 2. From the Tables tab, you can add, edit, insert, and delete a table entry; move a table entry up or down; sort; and print table entries. 3. From the drop-down list, select <All Tables>, Fixed Assets Tables, or Shared Tables. 4. In the Tables frame, highlight the desired table. Notice the Table Entries frame displays the entries for the highlighted table. Table Entries Table entries provide you with a set of options to select from during data entry. For example, when entering an asset location, you select a location, such as mail room, from the location table. You can select to view all table entries, active and inactive, or just active entries by marking the Display active entries only checkbox at the bottom of the Table Entries frame. Using table entries helps maintain format consistency during data entry, which is important for producing accurate reports and statements. For example, one user might enter the asset location information as 2nd Floor of the Ashley Center, but another user enters Ashley Center, 2nd Floor. With a table, both users can select the organization s standard: Ashley Center, 2nd Floor. Adding a table entry You may need to add to the list of available table entries. For example, if your organization creates a new department, you need to add it to the Department table. 1. From Configuration, select the Tables tab.

46 CHAPTER 4 Tables that include numbers are sorted by the first digit of the entry (i.e., all 1s are together, all 2s, etc.). For example, 1, 11, 14, and 17 are grouped before 2, 21, 27, and 29. An alternative way to enter numeric entries is 001, 002, 003 010, 011, 012, etc., to avoid sorting problems. 2. In the Tables frame, highlight the table to which you want to add an entry. 3. Click Add. The Add Table Entry screen appears. 4. Enter a description of the entry. If a table has a short description, it is always required and must be unique within each code table. In tables with long descriptions, the long description is also required. If you enter the long description and leave the short description blank, the short description defaults to the first characters of the long description. 5. If you enter the short description and leave the long description blank, the long description defaults to the short description. 6. You can define an entry and then disable the entry by marking Deactivated?. This disables the entry without deleting it from the program and may be useful if you need to enter an option for the next year, but you do not want it available for use in the current year. You can also deactivate an entry that is no longer in use but needed for historical reference. 7. Click OK to complete the entry. The new entry appears in the Table Entries frame. When you add a table entry, it appears at the bottom of the list. Editing a table entry 1. From Configuration, select the Tables tab. 2. In the Tables frame, highlight the table you want to change. The entries for the highlighted table display in the Table Entries frame. 3. In the Table Entries frame, highlight the entry you want to edit. 4. Click Edit. The Edit Table Entry screen appears. 5. Make the necessary changes. 6. Click OK. The program automatically saves the changes.

C ONFIGURATION 47 Renaming a table 1. From Configuration, select the Tables tab. 2. Select a user-defined table but no table entry. 3. Click Edit to rename the selected table. 4. Make the necessary changes. 5. Click OK. You can rename all user-defined tables; however, you cannot rename system tables (tables that come with the program); the Edit button is disabled. User-defined tables are those added from the Attributes tab. Inserting a new table entry Inserting a new table entry differs from adding a new table entry in that you can position the new entry at precisely the point in the list where you want it to appear. The new entry appears above the highlighted entry. 1. From Configuration, select the Tables tab. 2. In the Tables frame, highlight the table in which you want to insert a new entry. The existing entries display in the Table Entries frame. 3. Highlight the entry below the point where you want to insert a new entry and click Insert. The Add Table Entry screen appears. 4. Enter a description of the entry. 5. Click OK. The new entry appears above the entry you highlighted. Deleting a table entry 1. From Configuration, select the Tables tab. 2. In the Tables frame, highlight the table from which you want to delete an entry. The existing entries display in the Table Entries frame. 3. In the Table Entries frame, highlight the entry you want to delete. 4. Click Delete. A confirmation message appears. If a table entry is in use by any record, you cannot delete it. 5. Click Yes to delete.

48 CHAPTER 4 Moving entries within a table According to your personal preference or organization s needs, table entries can appear listed in any order you choose. 1. From Configuration, select the Tables tab. 2. In the Tables frame, highlight the table you want to change. The existing entries appear in the Table Entries frame. 3. Highlight the entry you want to move. 4. Click Up or Down to move the entry. 5. Once you finish rearranging the table entries, you can work with another table, select another tab, or select File, Exit and Sign Out to close the program. Tables that include numbers are sorted by the first digit of the entry (i.e., all 1s are together, all 2s, etc.). For example 1, 11, 14, and 17 are grouped before 2, 21, 27, and 29. An alternate way to enter numeric entries is 001, 002, 003...010, 011, 012, etc., to avoid sorting problems. Sorting a table The program can sort table entries alphabetically. This makes locating entries easier, particularly in long lists of entries. 1. From Configuration, select the Tables tab. 2. In the Tables frame, highlight the table you want to sort, then highlight any table entry in the table. 3. Click Sort. The Sort Table Options screen appears. 4. Select Ascending to sort in alphabetical order (A-Z), or Descending to sort in reverse alphabetical order (Z-A). 5. Select the desired option to sort by, Description or Short Description, if both types of descriptions are available for the table. 6. Click OK. Printing a table 1. From Configuration, select the Tables tab.

C ONFIGURATION 49 2. Click Print. The Print Code Tables screen appears. 3. Select whether to print All Code Tables or Selected Code Tables. 4. If you mark Selected Code Tables, you must indicate which tables you want to print by highlighting the table in the Code tables box and moving the selection to the Print these code tables box using the right arrow buttons. 5. Mark Include inactive table entries if you want to print all table entries. 6. Mark Print one table per page if you want the list of entries for each table to print on a separate page. 7. Click OK to begin printing. Deleting a user-defined table User-defined tables are those tables added by the user on the Attributes tab. You cannot delete standard tables supplied by Blackbaud. 1. From Configuration, select Edit, Delete User-defined Tables from the menu bar. 2. The Delete User-Defined Tables screen appears.

50 CHAPTER 4 3. Highlight the user-defined table you want to delete and click Delete. A confirmation message appears. 4. Click Yes to delete the table. Attributes Attribute tables are created on the Attributes tab; however, you can add entries to the tables from the Tables tab. Attributes provide you with a place to store additional information which your organization may require. Attributes add flexibility to Fixed Assets by allowing you to define and store additional information about your assets and actions. From the Attributes tab, you can establish attribute values, then assign them to individual records. You can establish and assign attributes for assets and actions. Some examples of asset attributes are Inventory Completed? and Insurance Agent. Possible action attributes are: Maintenance Amount, Date Approved, and Approved By. As you can see, the Attributes tab offers great flexibility and user-defined choices. Attributes can be specific to the asset or action, specific to your organization, or general in nature. The intention of assigning attributes to a record is to provide you with a method of grouping assets and actions by specific attributes. Two areas where attributes are especially useful are Query and Export and Reports. For these items, you can include or exclude records by filtering with one or more attributes. For example, you can print a report showing all assets for complete inventories by including only assets with the attribute Inventory Completed? Yes assigned.

C ONFIGURATION 51 Defining an attribute 1. From Configuration, select the Attributes tab. You can add only user-defined tables through the [Add New Table] option on the Attributes tab. Table entries are then added from the Tables tab. See Adding a table entry on page 45. 2. Select an attribute type. Choose from Assets or Actions. 3. In the attributes grid, enter a Description of the new attribute. 4. Move the cursor to the Data Type column and select a data type from the drop-down list. This defines the format for the attribute field (e.g., Currency, Table, Date, Text, or Yes/No).

52 CHAPTER 4 5. If you select Table as your data type, you must specify the name of an existing table or create a new table. For steps on adding an attribute table, see the next procedure. Adding an attribute table 1. From Configuration, select the Attributes tab. 2. Select an attribute type. Choose from Assets or Actions. 3. In the attributes grid, enter a Description of the new attribute and select Table as the Data Type. 4. In the Table Name column, select [Add New Table], then click anywhere outside that cell. The Add New Table screen appears. 5. Enter the name of the new table. To ensure each table entry uses a short description of a set length, mark the checkbox and enter the number of characters for the abbreviation. If you mark this option, the table entry must have a short description, and it must be the designated number of characters in length. 6. Click OK to save. (To add entries to the newly created table, select the Tables tab and follow the procedures for adding new table entries.)

C ONFIGURATION 53 Depreciation Years From the Depreciation Years tab, you can view, create, edit, and delete future and past depreciation years. This tab allows you the flexibility of defining depreciation years with periods as few as one and as many as 13. From the Depreciation Years tab, you can perform the following procedures: Add a future depreciation year Edit a depreciation year Add a past depreciation year Copy a depreciation year Delete a depreciation year Accessing depreciation years 1. From Configuration, select the Depreciation Years tab. 2. Highlight the year you want to open.

54 CHAPTER 4 3. Click Open to view detailed information about the selected depreciation schedule. You can edit the periods here until you create depreciation transactions. After you enter transactions and the grid becomes inactive, the Clear All and Copy From options are disabled. Adding a future depreciation year 1. From Configuration, select the Depreciation Years tab. 2. Click New Depreciation Year. The Future Depreciation Year(s) screen appears. 3. In the Depreciation year ID field, enter an identifier for the year. 4. Enter a Description for the depreciation year you are creating.

C ONFIGURATION 55 5. Enter how many depreciation periods are in the year. You can enter between 1 and 13. 6. In the depreciation periods grid, enter the depreciation period End Date for the year. The program automatically enters the Start Date based on the end date you enter. When defining periods, Period 1 start date and Period 2 end date must be continuous and cannot be more than a 12-month year. For example, if a year ends November 4, 1999, the next year must start November 5, 1999. 7. If you want to copy the depreciation year from another year, click Copy From. For more information on this procedure, see Copying a depreciation year on page 56. 8. If you want to create additional future depreciation years, enter a number in the Create _ future depreciation years following this period format field. You can create up to 98 additional future depreciation years following this format. 9. Click Create Depreciation Year(s) to create and save the depreciation year. Adding a past depreciation year 1. From Configuration, select the Depreciation Years tab. 2. Click the New Depreciation Year down arrow. From the drop-down menu, select New Depreciation Year (Past). The Past Depreciation Year(s) screen appears. You can click Clear All to reset the grid. If you enter two or more future depreciation years in this field, the program adds an additional two years to the year you create. For example, if you enter 2 for the year 2002, the program creates years 2002, 2003, and 2004. 3. In the Depreciation year ID field, enter an identifier for the year. 4. Enter a Description for the depreciation year you are creating.

56 CHAPTER 4 You can edit the periods here until you create depreciation transactions. After you enter transactions and the grid becomes uneditable, the Clear All and Copy From options are disabled. You can click Clear All to reset the grid. To copy the depreciation year from another year, click Copy From. If you enter two or more future depreciation years in this field, the program adds an additional two years to the year you create. For example, if you enter 2 for the year 2002, the program creates years 2002, 2003, and 2004. The type of Depreciation Year screen you see depends on the type of depreciation year you are creating. 5. Enter how many depreciation periods are in the year. You can enter between 1 and 13. 6. In the depreciation periods grid, enter the depreciation period End Date for the year. The program automatically enters the Start Date based on the end date you enter. When defining periods, Period 1 start date and Period 2 end date must be continuous and cannot be more than a 12-month year. For example, if a year ends November 4, 1999, the next year must start November 5, 1999. 7. If you want to create additional future depreciation years, enter a number in the Create _ future depreciation years following this period format field. You can create up to 98 additional future depreciation years following this format. 8. Click Create Depreciation Year(s) to create and save the depreciation year. Copying a depreciation year This option allows you to load depreciation periods from another depreciation year. When adding a depreciation year, you can simplify the process by copying the depreciation periods from an existing depreciation year. The Copy From option is available from the Future Depreciation Year(s) and the Past Depreciation Year(s) screens. 1. From Configuration, select the Depreciation Years tab. Click New Depreciation Year. 2. From the Future/Past Depreciation Year(s) screen, click Copy From. The Copy Depreciation Year screen appears. You can only copy depreciation years from like years (i.e., years in which the start date, month, and day are the same as the year you are creating). 3. Highlight the depreciation year you want to copy. 4. Click OK. The program returns to the Future/Past Depreciation Year(s) screen with all periods defined for the new year. 5. Make any necessary changes. 6. Click Create Depreciation Year(s) to create and save the depreciation year.

C ONFIGURATION 57 Editing a depreciation year 1. From Configuration, select the Depreciation Years tab. 2. Highlight the depreciation year you want to edit and select Open. The Edit Depreciation Year(s) screen appears. You can edit the periods here until you create depreciation transactions. After you enter transactions and the grid becomes inactive, the Clear All and Copy From options are disabled. A label appears above the grid that states, Periods can be edited using the Change Depreciation Periods utility in Utilities and Housekeeping. 3. Make the necessary changes. 4. Click Save Depreciation Year. Deleting a depreciation year 1. From Configuration, select the Depreciation Years tab. 2. Highlight the depreciation year you want to delete. 3. Click Delete. A confirmation message appears. 4. Click Yes to delete. Custom Depreciation Schedules You can save and use depreciation schedules for other assets. There are several types of depreciation schedules predefined in Fixed Assets; however, your organization may choose to use another method to formulate depreciation. From the Custom Depreciation Schedules tab, you can create, open, or delete a custom depreciation schedule.

58 CHAPTER 4 From the Custom Depreciation Schedules tab, you can perform the following procedures: Add a depreciation schedule Copy a depreciation schedule Edit a depreciation schedule Delete a depreciation schedule Accessing custom depreciation schedules 1. From Configuration, select the Custom Depreciation Schedules tab. 2. Highlight the schedule in which you are interested. 3. Click Open to see detailed information about the selected schedule.

C ONFIGURATION 59 4. Click OK to return to the main screen. Adding a custom depreciation schedule 1. From Configuration, select the Custom Depreciation Schedules tab. 2. Click New Depreciation Schedule. The Add a Custom Depreciation Schedule screen appears. 3. In the Schedule name field, enter the name of the new depreciation schedule. You can enter a maximum of 12 characters. 4. In the Description field, enter a brief description of the schedule. You can enter a maximum of 50 characters. The description is used on the Depreciation tab of the asset record. 5. In the Number of years field, enter the number of years for the schedule by using the up and down arrows in the field or by typing a number. 6. In the Depreciation % column, enter the percent of depreciation for each year. Clear All clears all percentages in the grid. Distribute Evenly distributes the remaining percentage evenly across all years. You can also copy from an existing custom depreciation schedule. See the following procedure. 7. Click OK to save the depreciation schedule. The depreciation schedule does not have to total 100 percent. It can be less than or equal to 100 percent. Copying a custom depreciation schedule When adding a custom depreciation schedule, you can simplify the process by copying the depreciation schedules from an existing schedule. The Copy From option is only available from the Add a Custom Depreciation Schedule screen. 1. From Configuration, select the Custom Depreciation Schedules tab. 2. Click New Depreciation Schedule.

60 CHAPTER 4 3. From the Add a Custom Depreciation Schedule screen, click Copy From. The Copy Depreciation Schedule screen appears. 4. Highlight the depreciation schedule you want to copy. 5. Click OK. The program returns to the Add a Custom Depreciation Schedule screen with all years defined for the new schedule. 6. Make any necessary changes. 7. Click OK to save the depreciation schedule. Editing a depreciation schedule 1. From Configuration, select the Custom Depreciation Schedules tab. 2. Highlight the depreciation schedule you want to edit and click Open. The Edit a Custom Depreciation Schedule screen appears. 3. Make the necessary changes. 4. Click OK. You cannot delete depreciation schedules that are in use. Deleting a depreciation schedule 1. From Configuration, select the Custom Depreciation Schedules tab. 2. Highlight the schedule you want to delete.

C ONFIGURATION 61 3. Click Delete. A confirmation message appears. 4. Click Yes. Asset Classes If your organization has special needs, you may want to establish your own asset classes. There are several predefined classes loaded in your Fixed Assets software with predefined recovery periods. You can find a description of the predefined classes in the Appendix. When defining asset classes, you have the opportunity to define a default depreciation method, default accumulated depreciation account, and default depreciation expense distribution for the class. From the Asset Classes tab, you can create, open, edit, or delete an asset class. Accessing an asset class 1. From Configuration, select the Asset Classes tab. 2. Highlight the asset class in which you are interested. 3. Click Open to see detailed information about the selected asset class. 4. Click OK to return to the main screen. From the Asset Classes tab, you can perform the following procedures: Add an asset class Edit an asset class

62 CHAPTER 4 Delete an asset class Adding an asset class 1. From Configuration, select the Asset Classes tab. 2. Click New Asset Class. The Add an Asset Class screen appears. If your accumulated depreciation account resides in a different fund than your depreciation expense account, you must use an interfund entry. For more information about interfund entries, see Establishing Interfund Entries on page 67. 3. On the General tab, enter a Class description. The maximum character length is 50. 4. Select a Depreciation method from the drop-down list. The method entered serves as the default depreciation method for all assets in this class. This means when you create a new asset in that class, the Depreciation method field is blank; however, you can still add a depreciation method for the asset. Depending on the depreciation method you select, you may have to specify a Recovery period, Convention, Rate, Property class, Salvage value, or Useful life. 5. Select the Default accumulated depreciation account. You can build an account number by segment, or you can search for the account by clicking the binoculars. The account lookup defaults to Asset type accounts. This is the account to which depreciation is credited when posting to General Ledger. The accumulated depreciation account is a contra account for assets.

C ONFIGURATION 63 6. Select the Distribution tab. The Add an Asset Class screen appears. 7. Define the default account distribution to which depreciation is debited or expensed when posting to General Ledger. The account lookup defaults to Expense type accounts. 8. Click Load Distribution to select an account distribution to apply, Distribute Evenly to distribute the amount across all accounts evenly, or Delete All to delete all account distributions. The text in the bottom right corner displays the percentage remaining to distribute. Editing asset classes 1. From Configuration, select the Asset Classes tab. To distribute funds residing in the same account between multiple projects, enter the account number for each project, then enter the desired individual projects for that account number.

64 CHAPTER 4 2. Highlight the asset class you want to edit and click Open. The Edit an Asset Class screen appears. 3. Make the necessary changes. 4. Click OK. You cannot delete an asset class if it is in use by an asset record. Deleting asset classes 1. From Configuration, select the Asset Classes tab. 2. Highlight the class you want to delete. 3. Click Delete. A confirmation message appears. 4. Click Yes. Establishing Account Distributions Account distributions allow you to define how depreciation is divided between accounts.

C ONFIGURATION 65 Accessing account distribution 1. From Configuration, select the Distributions tab. From the Distributions tab, you can add, edit, delete, and export account distributions. Adding an account distribution 1. From Configuration, select the Distributions tab. 2. Click New Distribution. The Add an Account Distribution screen appears. 3. Enter the Distribution name.

66 CHAPTER 4 To distribute funds residing in the same account between multiple projects, enter the account number for each project, then enter the desired individual projects for that account number. 4. Complete the grid information by adding the Account No., Percent, and Project. The program automatically enters the Account Description and Project Description when you enter Account No. and Project. The total distribution must equal 100 percent. You can distribute 100 percent evenly over the established accounts by clicking Distribute Evenly. 5. Click OK to save the distribution. Editing an account distribution 1. From Configuration, select the Distributions tab. 2. Highlight the distribution you want to edit. 3. Click Open. The Edit an Account Distribution screen appears. 4. Make the necessary changes. 5. Click OK. Deleting an account distribution 1. From Configuration, select the Distributions tab. 2. Highlight the distribution you want to delete. 3. Click Delete. A confirmation message appears. 4. Click Yes. Exporting an account distribution 1. From Configuration, select the Distributions tab. 2. Highlight the distribution you want to export. 3. Access the shortcut menu by clicking the right mouse button anywhere in the Distribution grid. Select Export to Excel. 4. A status screen appears as the export processes.

C ONFIGURATION 67 5. When complete, the Excel worksheet appears containing the information from the grid. You can now use and manipulate this information in Excel. 6. Select File, Save to save the file. Select File, Close to exit Excel. Establishing Interfund Entries Interfund entries allow you to implement the automatic creation of General Ledger transactions to transfer money between funds. The description of the interfund entry must be unique, and entries cannot be deleted or modified if in use. Establishing interfund entries 1. From Configuration, select the Interfund Entries tab. If the accumulated depreciation account resides in a different fund than your expense account, you must use an interfund entry. 2. Enter the Description of the interfund entry. The description is used as an identifier throughout Fixed Assets and must be unique. 3. Select the desired Source Account. This is the account from which funds are being transferred. You can type in the account number, or if you do not know the number, click inside the cell and then click the binoculars to search for the account. Once you complete this information, the program automatically enters the Source Description. 4. Select the desired Destination Account. This is the account to which funds are being transferred from the Source Account. Once you enter the Destination Account, the program automatically enters the Destination Description.

68 CHAPTER 4 Establishing General Ledger Settings If you are using Blackbaud s General Ledger, you can take advantage of a built-in provision of Fixed Assets that allows seamless transaction entry into the general ledger through posting. When you periodically post batches of transactions from Fixed Assets, you can reference each journal entry with a source code for identification and routing to the desired accounts (i.e., accounts payable or accounts receivable accounts). This feature provides seamless interaction between the activity in Fixed Assets and the fund accounting management of General Ledger. The information on this tab is used by the Post to General Ledger option in Utilities and Housekeeping. If you do not have General Ledger, you can still print the account information on the posting report, then enter that information to your general ledger. Accessing the General Ledger tab 1. From Configuration, select the General Ledger tab. The Configuration - Fixed Assets screen appears. 2. From the General Ledger tab, you can accomplish the following procedures: Define the Fixed Assets source code Establish the depreciation expense journal reference Establish the accumulated depreciation journal reference Reset the journal references to the system defaults Add journal reference fields

C ONFIGURATION 69 Defining the Fixed Assets source code The Fixed Assets source code field has a drop-down list available if General Ledger is present. If General Ledger is not present, the Fixed Assets source code field is a text field. The source code tells General Ledger the program in which the transactions originated. You can define source codes on the Tables tab of Configuration in General Ledger. 1. From Configuration, select the General Ledger tab. 2. In the Fixed Assets source code field, select a source code from the drop-down list. You can enter a source code in the text box, or press F7 to look up the source code. 3. Select the desired code (e.g., Fixed Assets, Development, or Accounts Receivable). Establishing the depreciation expense journal reference A journal reference identifies a transaction posted to your general ledger as a particular Fixed Assets record. For example, you can establish the reference so it includes the Asset Number. Each journal reference may contain a maximum of 50 characters. On the bottom right of the tab, the program displays how many characters have been used and how many characters remain.

70 CHAPTER 4 Restore to System Defaults returns the grid values to the program s original references. 1. From Configuration, select the General Ledger tab. 2. In the Journal References frame, mark Depreciation expense. Any text entered into the grid exists for the selected reference only. Click Fields to add a field to the fields list that is available for all references. In the reference fields grid, select the Reference Field Name from the drop-down list of available fields. 3. Enter the field Length. You are allowed up to 50 characters for the entire depreciation expense journal reference. 4. After defining all of the desired fields, you can define the accumulated depreciation journal reference or select File, Exit. Defining the accumulated depreciation journal reference 1. From Configuration, select the General Ledger tab. 2. In the Journal References frame, mark Accumulated depreciation. 3. Enter the field Length. You are allowed up to 50 characters for the entire accumulated depreciation journal reference.

4. After defining all of the desired fields, you can select another option, select another tab, or select File, Exit. C ONFIGURATION 71

72 CHAPTER 4

Security In This Chapter Security Groups.................................................74 Security Users...................................................80 Passwords......................................................83

74 CHAPTER 5 You should change the Supervisor password to a password unique to your organization. Please keep the password in a secure location accessible by at least two users. Security is the module in which you establish access rights for users of Fixed Assets. Security is based on groups of users. You can create an unlimited number of groups with various levels of access to the program. An individual s access rights depend on the rights of the groups to which they belong, thus enabling you to control what users are allowed to view, add, edit, or delete. When a user logs in to Fixed Assets, the program automatically disables functions to which the user does not have access. You can make changes to the user s access rights at any time, but the new rights do not take effect until the next time the user logs in. When you receive Fixed Assets, Security includes a user named Supervisor, whose password is admin. This user has full rights to all areas of the program and cannot be deleted. You should change the Supervisor password to a unique password as soon as possible to ensure the highest level of security for your organization. Security Groups You can use security groups to establish access rights for members of the group. Each group record has tabs for group information, shared tables, and shared components, as well as a tab for each Blackbaud program present in the database. Because Security is a module common to all Blackbaud programs, you can establish a group with access rights to one or more programs. For example, you can create the Billing group and give its members access privileges to all areas of Fixed Assets, Accounts Payable, and General Ledger. Users have access privileges based on group membership. You must add a user to the program before adding them to a group. Users can be members of more than one group.

S ECURITY 75 Adding a group 1. To open Security, select Start, Programs. Select Fixed Assets, Security. The Blackbaud Security screen appears. 2. Select File, New Group. The Add a Group screen appears. You can add new users by double clicking the Add User icon and then assigning groups rights on the User Information tab. For more information about adding users, see Adding a user on page 81. 3. Select the Group Info tab. Enter the Group Name and Description.

76 CHAPTER 5 You can double click the Add Group icon to open the Add a Group screen. 4. In the Group Members frame, highlight one or more members and use the arrow buttons to move them from the Not Members box to the Members box. 5. Select the Shared Tables tab. 6. Mark the checkbox next to each table to give the group access privileges. If a checkbox is blank, the group members cannot add, edit, or delete entries from the table. 7. Select the Shared Components tab.

S ECURITY 77 8. Mark the checkbox for each module you want the members of the group to access. If a checkbox is blank, users cannot access the corresponding module. You can further define access privileges for some modules by clicking Options. 9. The Security Options screen appears. 10. For each option listed in the grid, mark the checkbox to allow users to view, add, edit, and delete. If the checkbox appears in a cell with yellow background, you cannot edit it. For some options, N/A appears instead of a checkbox to indicate the item is not available or applicable. After defining privileges on the Security Options screen, click OK to return to the Shared Components tab. 11. Select the Fixed Assets tab.

78 CHAPTER 5 Query, Global Change, and Import do not have option choices. Marking the checkbox gives the user permission to perform all functions in the module. 12. Mark the checkbox next to each module you want the users in this group to be able to access: Assets, Configuration, Query, Reports, Mail, Utilities and Housekeeping, Notes, Global Change, and Import. 13. You can further define access privileges for some modules by clicking Options. The Security Options screen appears. 14. In the Functions box, mark those functions to which you want to give users access. With the function highlighted, the grid on the right displays the items to which you can give users view, add, edit, and delete privileges. Mark the appropriate checkboxes to give users privileges. Leave the checkbox blank if you want to restrict users from those actions. 15. Once you define the security options for each function of Fixed Assets, click OK to return to the Fixed Assets tab. 16. Select the remaining program tabs and, following steps 11-13, establish the security options for each program. 17. Click OK to save the group. Editing a group You can edit a group any time you need to add or delete a member, or change the group s access privileges. If you edit a group s privileges while one or more of its members is logged in to a program, the changes you make do not take place until the user exits and logs in again.

See S ECURITY 79 1. From Security, highlight the group you want to edit. 2. Select File, Open. The Group record screen appears. 3. Make the necessary changes to the group. 4. Click OK to close the record. The program automatically saves the changes. You can double click on a group to open the record for editing.

80 CHAPTER 5 Deleting a group does not delete the users in that group. However, you must reassign the users to another group to give them access privileges. Deleting a group 1. From Security, highlight the group you want to delete. 2. Select File, Delete. A confirmation message appears. 3. Click Yes to delete the group. Security Users User names can only contain numbers, letters, and the underscore character. In the user record, you establish the individual s user name, password, and security rights. You can also assign the user Supervisor rights, which extend rights of access to all areas of the program, or selected group rights. By choosing selected group rights, you can limit a user s security rights to those defined for a security group. A user can be a member of more than one group. If General Ledger is present, you can also enable account security for the user. With account security enabled, you can restrict the user from certain accounts.

S ECURITY 81 Adding a user 1. From Security, select File, New User. The Add a User screen appears. You can also double click the Add User icon to open the Add a User screen. 2. Select the User Information tab. Enter the User Name and Description. 3. In the Password Options frame, enter the user s Password. In the Confirm field, type the password again to ensure you entered the password correctly. If you want to allow the user to change this password, mark User May Change Password. 4. In the Group Assignments frame, mark Supervisor rights to give the user access to all areas of the program, or mark Selected group rights to give the user rights based on group membership. If you choose Selected group rights, use the arrow buttons to move the groups in which the user is a member from the Not a member of box to the Member of box. 5. If General Ledger is present, select the General Ledger Accounts tab. The Project tab appears on the Add a User screen only if you have the optional module Project, Grant, and Endowment Management. When you log in as Supervisor (or have Supervisor privileges), you can assign, change, or delete any user s password. 6. Mark Account Security Enabled if you want to set security options for General Ledger accounts. If the Account Security Enabled option is clear, you cannot edit the grid.

82 CHAPTER 5 7. Mark either Allow Access only to the Accounts selected below or Prevent Access to the Accounts selected below. In the Account column, type the account number or click the binoculars to access the Search for Account screen. When you enter an account, the Description displays automatically. 8. If the optional Project, Grant, and Endowment Management module is present, select the Projects tab. 9. Mark Project Security Enabled. You must mark this checkbox if you want to set project security privileges. 10. Mark Allow access only to the projects selected below or Prevent access to the projects selected below. 11. Click Include if you are allowing access to projects or click Exclude if you are preventing access to projects in the grid. Select one of the following options from the submenu: All, One Project, Selected Projects, or Range of Projects. 12. Enter the projects you want to include or exclude in the grid. 13. Click OK to save and close the user record.

S ECURITY 83 Editing a user 1. From Security, highlight the user you want to edit, then select File, Open. The user record screen appears. You can double click on a user s name to open the record for editing. 2. Make the necessary changes to the user record. 3. Click OK to close the record. The program automatically saves the changes. Deleting a user 1. From Security, highlight the user you want to delete. 2. Select File, Delete. A confirmation message appears. 3. Click Yes to delete the user record. Passwords Each user must have a password to access the Fixed Assets modules. Although user names must be unique, you can use the same password for more than one user. If you have Supervisor rights, you can establish and change a password from each user s record You can also select Edit, Change Password from any module to change the password for the user logged in to the program. Marking the User May Change Password option allows the user to change a password.

84 CHAPTER 5 Once you change the Supervisor password to a password unique to your organization. Please keep the password in a secure location accessible by at least two users. When you receive Fixed Assets, Security is shipped with a user named Supervisor, whose password is admin. You should change the Supervisor password to a unique password as soon as possible. You must be logged in as Supervisor to change this password.

Utilities and Housekeeping In This Chapter Users in System Form............................................86 System Statistics.................................................86 Duplicate Asset Report...........................................87 Post to General Ledger...........................................88 Posting Rules....................................................88 Post Depreciation to a single expense account........................88 Post Depreciation to two expense accounts with projects...............89 Post Depreciation to two expense accounts with projects required........89 GL Transactions Created from Adding an Adjustment to a posted Depreciation Transaction................................................89 GL Transactions created from Posting adjustments for a new distribution..89 GL Transactions created from posting adjustments for a new distribution and amounts...................................................90 Batch Validation Rules (when posting to GL)...........................90 Transaction Validation..........................................90 Posting Options..................................................90 Purge..........................................................95 Rules for Purging Assets...........................................95 Purging Assets................................................95 Validating a Database............................................96 Switch to Mid-Quarter Convention.................................98

86 CHAPTER 6 In Utilities and Housekeeping you can perform general database tasks such as viewing system statistics, purging data, posting transactions to General Ledger, validating your database, switching to mid-quarter convention, and running duplicate record reports for assets. Before you run any option that globally changes data, all other users must be logged out of Fixed Assets. You cannot make global changes, such as purging assets, if anyone else is using the program. If there are other users still in the system when you are trying to run an exclusive process, the Users in System form appears. The form lists anyone who is currently in any of the Blackbaud programs affected by the exclusive process. Viewing system statistics gives you current totals of all transactions, as well as the last run date for purge procedures, such as purging assets. You can also see who last ran the purge option. Before purging, you can print a pre-purge report to obtain a list of inactive records. Purging deletes inactive records from the database. The Post to General Ledger facility performs one of two processes: it posts all Not Yet Posted transactions to General Ledger, or it creates an export file of all Not Yet Posted transactions. During either process, the program also updates the status of each transaction included in the post or export file to Posted. The Validate Database facility allows you to check the validity of your database indexes. The program scans each row of your database tables and compares them to each table s index. The Switch to Mid-Quarter Convention facility allows you to determine if mid-quarter convention applies to a specific year. The program allows you to make a switch, even if mid-quarter convention does not apply. The Print Duplicate Report option finds all duplicate records in the program based on the duplicate criteria you select in Configuration. Users in System Form Clicking Proceed before all users exit locks the database so additional users cannot log in. The process does not actually take place until all users exit the program. When a user attempts to open an option that makes global changes to data, the program checks for other users in the program. If other users are found, the User in System form appears. System Statistics The System Statistics feature provides you with various types of statistics in the program.

UTILITIES AND HOUSEKEEPING 87 Viewing system statistics 1. From Utilities and Housekeeping, select File, System Statistics. The System Statistics screen appears. 2. If necessary, you can ensure all totals are current by clicking Refresh to have the program update and recalculate the totals for all records. 3. Click Close to exit. Duplicate Asset Report You can run a report to identify duplicate records for assets. This facility locates and lists all records with matching information for each duplicate criterion. Marking System preferences enables you to establish duplicate criteria in Configuration on the Preferences tab. The criteria on the Duplicate Asset Report screen is display only; in other words, you cannot edit the information. You can create an output query of duplicate records, which allows you to run another process for the duplicate records only. For example, you can purge assets for selected records and select the duplicate report output query. To change duplicate criteria, go to the Preference tab of Configuration. Mark System Preferences and make the necessary changes to the duplicate asset criteria grid. Printing a duplicate asset report 1. From Utilities and Housekeeping, select File, Print Duplicate Asset Report. The Duplicate Asset Report screen appears. The Duplicate Asset criteria, as defined in Configuration, appears in the grid and is display only.

88 CHAPTER 6 Output queries are static. You cannot open these queries in Query and Export because they do not have an editable definition. 2. If you want, mark the Create output query of duplicate records checkbox. You can use the output query later with other options, such as Purge. 3. Click OK to run the report. Post to General Ledger When posting transactions from Fixed Assets, you can post directly to General Ledger (if present) or to an export file of your choice. The posting process includes all transactions with the Not Yet Posted status and updates the status to Posted. Posting Rules You need to follow certain rules when posting transactions. All transactions with a post status of Not Yet Posted are processed and posted to the appropriate fiscal year and period as determined by the post date. For example, if you add and post a transaction in June with a post date of 12/31/99, then the transaction activity appears in the December 1999 fiscal period of your ledger. The posting process creates transactions according to the following guidelines: Post Depreciation to a single expense account Post a $100.00 depreciation calculation added to an account with a post date of 8/1/99: Date Account Project Debit Credit 08-01-99 Depreciation 100.00 expense 08-01-99 Accumulated Depreciation 100.00

UTILITIES AND HOUSEKEEPING 89 Post Depreciation to two expense accounts with projects Date Account Project Debit Credit 08-01-99 Depreciation A 75.00 expense 1 08-01-99 Depreciation B 25.00 expense 2 08-01-99 Accumulated Depreciation 100.00 Post Depreciation to two expense accounts with projects required Date Account Project Debit Credit 08-01-99 Depreciation A 75.00 expense 1 08-01-99 Depreciation B 25.00 expense 2 08-01-99 Accumulated Depreciation A, B 100.00 GL Transactions Created from Adding an Adjustment to a posted Depreciation Transaction Date Account Project Debit Credit 08-01-99 Depreciation expense 08-01-99 Accumulated Depreciation <adjusted amount> <adjusted amount> GL Transactions created from Posting adjustments for a new distribution Date Account Project Debit Credit 08-01-99 Depreciation <adj 75.00> expense 1 08-01-99 Depreciation <adj 25.00> expense 2 09-99 Depreciation 75.00 expense 3 09-99 Depreciation expense 4 25.00 08-01-99 Accumulated Depreciation 09-99 Accumulated Depreciation <adj 100.00 amount> 100.00

90 CHAPTER 6 GL Transactions created from posting adjustments for a new distribution and amounts Date Account Project Debit Credit 08-01-99 Depreciation <adj 75.00> expense 1 08-01-99 Depreciation <adj 25.00> expense 2 09-99 Depreciation 50.00 expense 3 09-99 Depreciation expense 4 100.00 08-01-99 Accumulated Depreciation 09-99 Accumulated Depreciation Batch Validation Rules (when posting to GL) Transaction Validation The General Ledger account number must represent an active account. The transaction date must be a valid date in a defined, open fiscal year. The period cannot be locked. The reference is required, and the source code must be valid. Posting Options From the Post to General Ledger screen, you can: <adj 100.00 amount> 150.00 Print a posting report Preview a posting report Post to General Ledger Post to an export file Printing/previewing a pre-posting report 1. From Utilities and Housekeeping, select File, Post to General Ledger.

UTILITIES AND HOUSEKEEPING 91 2. The Post to General Ledger screen appears with the General Tab on top. 3. Select the Post Fixed Assets with source code from the drop-down list. 4. Select the posting method. Mark either Post directly to Blackbaud s General Ledger or Create an export file in this format. If you mark the export option, select from the drop-down list of available formats and enter the Export file name. 5. Select the Posting Details tab. Post directly to Blackbaud s General Ledger available only if you have General Ledger. 6. You can edit the reference information that appears in the grid. To make changes, click the field you want to change and select from the drop-down list. Fields that appear in yellow cells are not editable. 7. In the Post Method column, select Detail to post each specified transaction as a single entry or select Summary to post all transactions as a single entry. 8. In the Reference Type column, select Default to use the default reference from the General Ledger tab in Configuration. If you select Custom for the Reference Type, the Reference field becomes available.

92 CHAPTER 6 9. In the Summarize transactions by field, select to summarize transactions in an account by Fiscal Period or Post Date. 10. Select the Format tab. The pre-posting report does not post batches. 11. Mark Preview report after posting to view the report before printing or Print report after posting to send the report to your printer. 12. Select the report sort order. In the Display report in field, select a pre-posting report format, either Landscape or Portrait. 13. In the Print report on field, select a printer. This field defaults to your program s default printer. 14. In the Sort report by column, select to sort by Transaction number (default), Account number, Transaction date, Amount, Source code, Reference, or Project ID. 15. Select to sort in Ascending or Descending order in the Order column. 16. Mark Print Control Report if you want to print a list of all transactions you are posting. 17. Click Pre-Post Report. The program processes and validates the batch before previewing/printing the report. A message appears indicating processing is complete. 18. Click OK.

UTILITIES AND HOUSEKEEPING 93 Posting to General Ledger (or an export file) 1. From Utilities and Housekeeping, select File, Post to General Ledger. The Post to General Ledger screen appears with the General Tab on top. 2. Select the Post Fixed Assets with source code from the drop-down list. 3. Select the posting method. Mark either Post directly to Blackbaud s General Ledger or Create an export file in this format. If you mark the export option, select from the drop-down list of available formats and enter the Export file name. 4. If you want to create an export file, select a file format and enter the filename and the location where you want to save the file (i.e.: C:\BO\GL\APPOST.EXP). 5. Select the Posting Details tab. Post directly to Blackbaud s General Ledger is available only if you have General Ledger. 6. You can edit the reference information that appears in the grid. To make changes, click the field you want to change and select from the drop-down list. Fields that appear in yellow cells are not editable.

94 CHAPTER 6 7. In the Post Method column, select Detail to post each specified transaction as a single entry or select Summary to post all transactions as a single entry. 8. In the Reference Type column, select Default to use the default reference from the General Ledger tab in Configuration. If you select Custom for the Reference Type, the Reference field becomes available. 9. In the Summarize transactions by field, select to summarize transactions in an account by Fiscal Period or Post Date. 10. Select the Format tab. We recommend printing and keeping the control report for future reference. 11. Mark Preview report after posting to view the report before printing or Print report after posting to send the report to your printer. 12. Select the report sort order. In the Display report in field, select a pre-posting report format, either Landscape or Portrait. 13. In the Print report on field, select a printer. This field defaults to your program s default printer. 14. In the Sort report by column, select to sort by Transaction number (default), Account number, Transaction date, Amount, Source code, Reference, or Project ID. 15. Select to sort in Ascending or Descending order in the Order column. 16. Click Post Now. The program processes and validates the transactions before creating a batch and printing/previewing the posting report. A confirmation message appears when processing is complete. 17. Click OK.

UTILITIES AND HOUSEKEEPING 95 Purge Purging assets helps to reduce the size of the database and is a part of the general upkeep of Fixed Assets. Before you can purge a record, it must meet certain requirements. The program follows a specific process that determines if you are able to purge the record. The requirements and process are outlined in the following sections: Rules for Purging Assets Before purging records, always make a backup copy of your database. When you purge records from the database, they are no longer recoverable. To purge the asset, you must mark all transactions as Do Not Post or Posted. Assets must be fully depreciated or disposed. Purging Assets When you purge assets, you are removing asset records from the database that meet the purge requirements. Once you purge, you can recover the asset record and information only by restoring from a backup. You can only purge assets that are fully depreciated or disposed. For more information on how to dispose of an asset, please see Disposing of an asset on page 122. The Purge Assets function allows you to print the Pre-Purge Report, which provides a list of inactive assets. All assets meeting the requirements for purging are included in the report. Purging assets 1. From Utilities and Housekeeping, select File, Purge Assets. The Purge Assets screen appears. We recommend printing and keeping the Pre-Purge Report for future reference. Before purging, please be sure you have a working backup of the database. For more information about backing up the database, see the Accounting for Nonprofit s Administrator s Guide. 2. Click Purge and select All Assets, Selected Assets, or One Asset. If you choose Selected Assets, the Select an asset query screen appears. Using the search criteria, locate and open the query you want to use for the purge. If you choose One Asset, the search screen appears. Using the search criteria, locate and open the asset record you want to purge.

96 CHAPTER 6 When you click Pre-Purge Report, only the report is produced. The program does not perform a purge until you click Purge Now. 3. If desired, mark Create output query (report only). This option is useful if you are not purging immediately, but want to print lists or reports on information you plan to purge. The program only creates an output query when you run the Pre-Purge Report. 4. If you want a report detailing Asset Number, Asset ID, Description, Department, and Location with a short description of the assets purged, mark Print control report. There is also an exception section to the report that provides the reason an asset was not purged. Some possible reasons are: Asset has transactions that are not posted. Asset has not been fully depreciated. 5. To view the control report before processing, click Pre-Purge Report. This report previews to your screen. From the Preview screen, you can print or e-mail the report. Review the report to ensure you are purging the desired assets, then click X in the upper right corner to close the report. 6. Click Purge Now to begin the purge process. When the purge process is complete, a screen appears, indicating the number of Assets processed, the number of Assets purged, and the number of Assets not purged. 7. If you marked the Print Control Report checkbox, click OK. The Control Report previews to your screen. You can print or send the report as e-mail from the Preview screen. To close the report, click X. 8. From the Purge Assets screen, select File, Close. Validating a Database This procedure checks the validity of your Fixed Assets database indexes. Server crashes and network interference can corrupt your database; therefore, we recommend validating it weekly. Before validating the database, we recommend creating a backup of the database. When you select this option, the program scans each row of your Fixed Assets database tables and compares them to each table s index. If these do not match, a corruption error message appears.

UTILITIES AND HOUSEKEEPING 97 There are two possible types of error messages you could receive while conducting database validation: errors found while running the validation and critical or assertion failed errors. The first type allows the validation procedure to continue. The second type stops the validation process and disconnects the database, after which you have to shut down your workstation, restart the database, and contact Accounting for Nonprofits Customer Support. Both errors are reported on the Database Validation Control Report, which the program creates only if you have errors. You can validate your database only if all other users are logged out of Fixed Assets. You should always perform a backup of your database before you validate your database. Validating a database 1. From Utilities and Housekeeping, select File, Validate Database. The Validate Database screen appears. This screen lists the users currently in the program. You can only proceed after all users exit the program. Before validating the database, we strongly recommend creating a backup of the database. 2. Click Proceed. 3. The Database Validation screen appears with a warning reminding you to back up your database. 4. Click Continue. Another warning screen appears.

98 CHAPTER 6 5. Click Yes to continue the validation process. A status screen appears during the validation process. 6. A message appears, telling you the procedure is complete. 7. If there are errors detected in your database, the Database Validation Control Report appears. You can view the error descriptions on screen (this only applies for non-fatal errors) or print the report. 8. Click OK. Switch to Mid-Quarter Convention This process determines whether mid-quarter convention applies to the selected year and switches all applicable assets put into service in the selected year to a mid-quarter convention. Switching to mid-quarter convention 1. From Utilities and Housekeeping, select File, Switch to Mid-Quarter Convention. 2. The Switch to Mid-Quarter Convention screen appears. 3. In the message box, there is an explanation of the Switch to Mid-Quarter Convention process.

UTILITIES AND HOUSEKEEPING 99 4. In the Year field, select the depreciation year you want to change from the drop-down list. Only the two most recent depreciation years are available. 5. If you want, mark the Confirm that IRS requirements are met before switching and Create output query checkboxes. 6. If you select the Confirm that IRS requirements are met before switching checkbox, then click Switch to mid-quarter convention. A pie chart appears, telling you if mid-quarter convention applies. 7. At the bottom of the screen, a message appears that says either Mid-Quarter convention may apply or Mid-quarter convention may not apply. From this screen, you can continue the switch process or cancel the operation, even if mid-quarter convention does not apply. 8. Click Switch to continue or click Cancel to end the process. When the process is complete, the Switch Complete! screen appears. 9. This screen displays the number of Assets placed in service this year, Assets using half-year depreciation convention, and Assets switched to mid-quarter depreciation convention. 10. Click Close to return to the main Utilities and Housekeeping screen.

100 CHAPTER 6

Fixed Assets In This Chapter Access Assets..................................................102 Records.......................................................102 Assets.........................................................109 Activity Tab...................................................123 Attributes Tab.................................................123 Actions Tab....................................................124 Location Tab..................................................129 Media Tab.....................................................132 Notes Tab.....................................................137 Transactions...................................................141 Rules for New Transactions......................................147 Rules for Deletion..............................................148 Deleting an Asset................................................148 Deleting Transactions............................................148 Rules for Editing Transactions....................................148 Accumulated and Year to Date Transactions...........................148 Period Depreciation Transactions...................................148 Adjustments Tab...............................................149 Defaults.......................................................153 Properties.....................................................158 Preferences....................................................159 Default Report/Label Formats....................................161 Activity Legend................................................170 Favorites......................................................171

102 CHAPTER 7 With Assets you can create an asset using the Asset Wizard, depreciate assets using a variety of schedules, track and calculate depreciation, and post and adjust transactions. The main screen has different menus for asset and depreciation transactions depending on which is active at the time. A variety of options is available for customizing record formats to meet your organization s needs. Access Assets The main screen in the Assets module has Asset or Transaction menus present when an asset or depreciation transaction is active, respectively. Accessing Assets 1. From the Start menu, select Programs, Blackbaud Fixed Assets. 2. Select Assets. The Assets - Fixed Assets screen appears. Records Of the two types of records stored in Fixed Assets, the asset record is the core of all functions incorporated into the program. Careful definition of the asset record is essential to ensure a seamless transfer of data among all records related to the asset. When creating a new record, you must select a record type. The procedure below walks you through the process of creating a new record, but it does not address the details of adding a record. For more information on adding a specific record type, see Assets on page 109 and Transactions on page 141.

F IXED ASSETS 103 Creating a new record 1. From Assets, select File, New. The Create a New Record screen appears. If the security settings do not allow a user to add new records, then security settings remove/disable the Add New button. 2. Mark the type of record you want to create. 3. If you have specific defaults you want to use for the program, select a default set from the drop-down list. The defaults in the list are dependent upon which new type of record you select. You can use defaults for assets and transactions. Load defaults from is enabled only when you specify a default set. You can create custom default settings for new records. Then, if you select the default set when you add a new record, the program automatically enters the information in the new record, reducing your data entry time. 4. Click OK. A blank record opens. You can create default settings for new records on the Default screen in Assets. Select File, Defaults to access this screen. For more information, see Defaults on page 153. 5. Enter the required information for the record. 6. You can find a full explanation of the required information on the tabs of an asset record in subsequent procedures and other chapters. 7. Select File, Save. Then, select Save and New or Save and Close. Save and New closes the current record and automatically opens a new blank record.

104 CHAPTER 7 Double-clicking on a record also opens the record. You can also open records by selecting File and choosing one of the recently opened assets or transactions from the drop-down menu. The number of assets or transactions listed depends on the preferences you set in Assets. Opening a record 1. From Assets, select File, Open. The search screen appears. The program automatically displays search results whenever you open the search screens if you mark the Load search results window automatically option. To access this and other search window options from Assets, click Options on the search screen. 2. Select a record type from the Find drop-down list. Select from Asset or Transaction. 3. In the fields below the search results window, you can enter search criteria. You can search for a record using all or a portion of the following fields: Asset Number, Asset ID, Description, Class (for assets only), Location (for assets only), Transaction date (for transactions only), Transaction type (for transactions only), Last modified by, Last modified on, and other record specific criteria. 4. Click Find Now. The program lists any records matching the criteria in the search results window. The results are sorted by asset number or transaction number. If you need to change the scope of your search, click the New Search button to clear the criteria fields. 5. Highlight the record you want and click Open.

F IXED ASSETS 105 Opening a query You can compile any number of queries from Query. These groups of records are useful when you need to execute certain global transactions. 1. From Assets, select Query, Open as List from the menu bar. The Available Queries screen appears. 2. Use the drop-down list to select the Query type for which you are searching. Select the desired Format (Dynamic, Static, or <All formats>) from the drop-down list. 3. In the fields below the search results window, enter the search criteria. You can enter information into all or a portion of the following fields: Query name, Description, Include In, Last modified on. 4. Click Find Now. The program lists all queries matching the criteria in the search results window. If you need to change the scope of your search, click New Search to clear the criteria fields. 5. When the desired query appears in the search results window, highlight the query and click Open. The program automatically displays search results whenever you open the search screen if you mark the Load search results window automatically option. To access this and other search window options from Assets, click Options on the search screen.

106 CHAPTER 7 Opening a group of records as a list 1. From Assets, select File, Open. The search screen appears. 2. Select the record type from the Find drop-down list. Select Asset or Transaction. 3. You can narrow the group of records that appear in the search results window using the following criteria fields: Asset Number, Asset ID, Description, Class (for assets only), Location (for assets only), Transaction date (for transactions only), Transaction type (for transactions only), Last modified by, Last modified on, and other record specific criteria. 4. Once you narrow the search results to the group of records you want to view, click Find Now. 5. When the list of records appears in the search window, click Open as List. The Group - Selected <record type> screen appears. 6. To open a record appearing in the list, double click the record. When you close the record, the Group - Selected <record type> screen reappears, allowing you to select another record.

F IXED ASSETS 107 7. To exit the list, right click in the window and select Close Group from the shortcut menu. Defining search options 1. From Assets, select File, Open. The search screen appears. You can also close the group screen by clicking X in the top right corner of the screen. 2. Click Options. The Miscellaneous Search Options screen appears. 3. The When opening the search window frame offers two options: Load the search results window automatically and Click Find Now to load the search results window. Mark Load the search results windows automatically if you want the search results window to load automatically whenever you open the search screen. Mark Click Find Now to load the search results window if you want the program to automatically load the search results window when you click Find Now. 4. After changing the search criteria, you have two options: Refresh the search results window automatically and Click Find Now to refresh the search results window. Mark Refresh the search results window automatically if you want the program to update the search results window each time you change criteria. Mark Click Find Now to refresh the search results window if you want the program to update the search results window only when you click Find Now.

108 CHAPTER 7 5. If only one record is found, you have two options. Mark Load the record automatically if you want the program to automatically open the single matching record. Mark Display the record in the search results window if you want the matching record listed in the search results window only. Editing a record 1. From Assets, select File, Open. The search screen appears. 2. Select the record type you are searching for from the Find drop-down list. Select from Asset or Transaction. Click Find Now to load the search results window if you do not have the Load the search results windows automatically option enabled. 3. Highlight the desired record and click Open. The record opens with the name of the record displayed in the title bar. 4. From here, you can make any necessary changes. 5. Click File, Save.

F IXED ASSETS 109 Deleting a record 1. From Assets, select File, Open. The search screen appears. For more information about deleting records, see Rules for Deletion on page 148. 2. Select the record type you are searching for from the Find drop-down list. Select Asset or Transaction. Click Find Now to load the search results window if you do not have the Load the search results windows automatically enabled. 3. Highlight the desired record and click Open. The record opens with the name of the record displayed in the title bar. 4. From the toolbar, select File, Delete. A confirmation screen appears. 5. Click Yes. Assets From the main Assets screen, you can create, open, and delete assets. You can manually create assets or use the Asset Wizard. When using the Asset Wizard to add new assets, you have the option to add multiple assets one at a time. This is useful if you have purchased several items of the same type and need to enter them into the program. Adding an asset (using the Asset Wizard) 1. From Assets, select File, New.

110 CHAPTER 7 The options marked when the Create New Record screen appears depend on the options you have set. Select Edit, Preferences from the menu bar if you want the Use Asset Wizard option checked each time you create a new asset. 2. The Create a New Record screen appears. You can create default settings for new records on the Defaults screen in Assets. Select File, Defaults on the menu bar to access this screen. For more information, see Defaults on page 153. 3. Mark Asset and the Use the Asset Wizard checkbox. 4. Select a default from the Load defaults from drop-down list if you have any saved settings you want to apply to this asset. 5. Click OK. The Asset Wizard appears with the General tab on top. Notice the link icon next to the Vendor field. After you select a vendor from Accounts Payable, any typing in the vendor text box breaks the link. 6. Enter a Description of the asset(s) you are creating. You can select the description from the drop-down list or manually add it in the text box. 7. Select the Class from the drop-down list. If the class you need is not listed, you can add it in Configuration on the Asset Classes tab. 8. Enter the Model Number. 9. Enter the Vendor. You can manually enter the vendor name or, if you have Accounts Payable installed, you can select a vendor from the Select a Vendor screen by clicking the binoculars. 10. Enter the Date in service. You can manually enter the date, or you can click the calendar to select a date. Pressing F3 to enter the current date.

F IXED ASSETS 111 11. Enter the Purchase price. You can enter a price in this field or click the calculator to calculate any figures you need and paste them into the field. The program automatically enters Depreciation basis with the same value as the Purchase price. 12. You can enter the number of assets you want to contain the information in this screen. To do this, enter the desired information in the Create _ Asset(s) with this detailed information (optional) option. You can also define Asset ID, Serial Number, Location, and Department for each asset. You can enter these optional fields after you create the asset. 13. Click Create Asset(s) Now to finish the Asset Wizard or select the Depreciation tab. The Date in service and Depreciation basis you enter here are also used in several calculations. Be sure to enter the correct information. If you click Create Asset(s) Now, a screen appears to confirm the asset has been created. From here, you can choose to Create Another Asset, Go to Asset Record you just created, or Close the Asset Wizard. 14. Select a Depreciation method from the drop-down list. A default depreciation may already be present based on the asset class with which the asset is associated. 15. The remainder of the fields on the tab varies depending on the depreciation method you select. These fields include Recovery period, Convention, Rate, Property class, Useful life, Salvage life, and Salvage value. 16. Select the Accumulated depreciation account. You can use the drop-down list to build an account number, or you can click the binoculars to search for an account if you have General Ledger. You can define asset classes in Configuration on the Asset Classes tab. When defining asset classes, you can set default depreciation methods, default accumulated depreciation accounts, and default depreciation expense distributions.

112 CHAPTER 7 17. Select the Distribution tab. The Historical Transactions tab provides an easy way to track depreciation that occurred before an asset was entered into Fixed Assets. 18. On this tab, enter the depreciation expense account distribution. Enter the Account No. and Project or click the binoculars to select from the search screen. The distribution that appears is a default based on information entered on the Asset Classes tab in Configuration for assets in this class. 19. Enter the Percent of depreciation expense which you want to attribute to each account. 20. Enter the Transfer, if desired. You can define transfers in Configuration on the Interfund Entries tab. It is only necessary to define transfers if the accumulated depreciation account is in a different fund than the depreciation expense account. 21. In the Comment column, add any additional information. 22. Select the Historical Transactions tab. 23. In the Prior Years Accumulated Depreciation frame, you can enter the Transaction date, Amount, Post Status/Date, and any additional Comments. These fields are optional. The Year to Date Depreciation frame remains inactive unless the Transaction date in this frame occurs before the last day of the previous depreciation year.

F IXED ASSETS 113 24. Select the Attributes tab. If you select Create Asset(s) Now, a screen appears to confirm the asset has been created. From here, you can choose to Create Another Asset, Go to Asset Record you just created, or Close the Asset Wizard. 25. Enter the attribute categories you want defined for this asset. Once you select the Category from the drop-down list, you can enter the Description, Date, and Comment for the attribute. 26. Click Create Asset(s) Now to finish the Asset Wizard. The Asset Created screen appears. 27. Click Create Another Asset to add another asset to the program using the Asset Wizard. Click Go to Asset Record to open the newly created asset record. Click Close to close the Asset Wizard and return to the main screen of Assets. If you create multiple assets, clicking Go to Asset Record takes you to the first record created. Adding an asset (manually) 1. From Assets, select File, New. The Create a New Record screen appears.

114 CHAPTER 7 You can create default settings for new records on the Default screen in Assets. Select File, Defaults to access this screen. For more information, see Defaults on page 153. 2. Select Asset. Select from the drop-down list in the Load defaults from field if you have any saved settings that you want to apply to this asset. 3. Click OK. The Asset tab appears. You can assign a default depreciation method, default accumulated depreciation account, and a depreciation expense distribution to asset classes. Using asset classes when creating assets increases data entry speed. The program automatically enters default information for each asset that is a member of the asset class. The Date in service and Depreciation basis you enter here are also used in several calculations. Please be sure to enter the correct information. Notice the link icon next to the Vendor field. After you select a vendor from Accounts Payable, any typing in the Vendor field breaks the link. 4. Enter the Asset ID for the asset (this field is optional). Enter a Description of the asset you are creating. You can select the description from the drop-down list or manually add it in the text box. The descriptions listed in this table come from the Asset Descriptions table, which is located on the Tables tab in Configuration. 5. Enter the Model number and Serial number. 6. Select the Class from the drop-down list. If the class you need is not listed, you can add it in Configuration on the Asset Classes tab. 7. Enter the Location and Department. You can select the location and department from the drop-down list or add them by clicking in the field and entering the text. 8. Enter the Vendor. You can manually enter the vendor name or, if you have Accounts Payable installed, you can select a vendor from the Select a Vendor screen by clicking the binoculars. 9. Enter the Date in service. You can manually enter the date click the calendar to select a date. 10. Enter the Purchase price and the Depreciation basis for the asset. You can enter an amount or click the calculator to calculate figures you need and paste them into the field. 11. Enter the Disposal method, Disposal date, and Disposal price fields after disposing of an asset.

F IXED ASSETS 115 12. Select the Depreciation tab. 13. Select the Depreciation method from the drop-down list. The remainder of the fields on the tab varies, depending on the depreciation method you select. These fields include Recovery period, Convention, Rate, Property class, Useful life, Salvage life, and Salvage value. 14. Select the Accumulated depreciation account. You can use the drop-down list to build an account number, or click the binoculars to search for an account if you have General Ledger. 15. Select the Distribution tab. 16. Enter the Account No. and Project or click the binoculars to select the account number and project from the search screen. On this tab, you define the depreciation expense account distribution. 17. Enter the Percent of depreciation expense which you want to attribute to each account.

116 CHAPTER 7 You can rearrange the columns on this screen by clicking on a column heading and dragging it to another position. 18. Enter the Transfer, if desired. You can define transfers in Configuration on the Interfund Entries tab. It is only necessary to define transfers if the accumulated depreciation account is in a different fund than the depreciation expense account. 19. In the Comment column, add any additional information. 20. Select the Activity tab. 21. On this tab, click the New Transaction arrow to select from Period Depreciation, Annual Depreciation, Accumulated Depreciation, and Year to Date Depreciation transactions. For more information about the Activity tab, see Accessing the Activity tab on page 141. 22. Select the Attributes tab. 23. Enter the attribute categories you want defined for this asset. Once you select the Category from the drop-down list, you can enter the Description, Date, and Comment for the attribute. The remainder of the tabs (Activity, Projected Depreciation, Actions, Location, Media, and Notes) contain information you can enter later. These tabs are discussed later in this chapter.

F IXED ASSETS 117 Editing an asset 1. From Assets, select File, Open. The Fixed Assets - Open screen appears. 2. In the Find field, select Asset from the drop-down list. Highlight the asset you want to edit and click Open. The asset record appears. 3. Make the desired changes to the asset record. 4. Select File, Save to save the changes. A confirmation message appears. 5. Click OK. Deleting an asset 1. From Assets, select File, Open. For more information about deleting assets, see Rules for Deletion on page 148. 2. Click Find Now. Highlight the asset you want to edit and click Open. 3. Select File, Delete. A confirmation message appears. 4. Click Yes.

118 CHAPTER 7 You can also depreciate a single asset from the asset record. Select the Activity tab, click Generate, and define depreciation and transaction criteria. Click Generate Now to finish the depreciation process. Depreciating asset(s) 1. From Assets, Select File, Calculate Depreciation. The Calculate Depreciation screen appears with the Criteria tab selected. At any point in the Calculate Depreciation process, you can click Pre-Calculation Report to see a preview of the assets that will be depreciated or Calculate Now to depreciate the assets with the current information. 2. Select the assets for which you want to calculate depreciation. 3. Click Depreciate to select All Assets, Selected Assets, or One Asset. 4. If you choose Selected Assets, the Select an Asset screen appears. Highlight the group of assets for which you want to calculate depreciation and click Open. 5. If you choose One Asset, the Fixed Assets - Select an Asset screen appears. Highlight the asset for which you want to calculate depreciation and click Open. 6. Enter the date though which to calculate depreciation. After you enter the Calculate through date, the corresponding depreciation period displays on the right. 7. In the Calculate Only for these Asset Numbers frame, enter the range of asset numbers for which you want to calculate depreciation. The information in this frame is optional. You can manually enter these numbers or select them from the account search screen by clicking the binoculars. 8. In the Transactions frame, enter the Transaction date as Period End Date or Period Start Date. Enter the Post status as Not Yet Posted or Do Not Post. Enter the Post date as Transaction Date, Period End Date, or Period Start Date. In the Comments field, enter any additional information. 9. Mark the desired checkboxes to View results before creating transactions, Create an output query, and Create an exception query.

F IXED ASSETS 119 10. Select the Depreciation Method tab. 11. Choose to Calculate for all depreciation methods or Calculate only for selected depreciation methods. 12. If you mark Calculate only for selected depreciation methods, select the depreciation method(s) by highlighting the method in the Depreciation methods box and using the right single arrow button to move it to the Calculate only for these depreciation methods box. 13. Select the Class tab. Clicking the right double arrow moves all of the depreciation methods to the Calculate only for these depreciation methods box. 14. Choose to Calculate for all classes or Calculate only for these classes. 15. If you mark Calculate only for selected classes, select the asset class(es) by highlighting the class in the Classes box and using the right single arrow button to move it to the Calculate only for these classes box.

120 CHAPTER 7 16. Select the Location tab. 17. Choose to Calculate for all locations or Calculate only for these locations. 18. If you mark Calculate only for selected locations, select the location(s) by highlighting the location in the Locations box and using the right single arrow button to move it to the Calculate only for these locations box. 19. Select the Department tab. 20. Choose to Calculate for all departments or Calculate only for selected departments. 21. If you mark Calculate only for selected departments, select the department(s) by highlighting the department in the Departments box and using the right single arrow button to move it to the Calculate only for these departments box.

F IXED ASSETS 121 22. Select the Attributes tab. 23. Mark the Include or Exclude Assets With these Attributes checkbox if you want to include or exclude certain assets from depreciation based on certain attributes. 24. If desired, mark the Add, Update, or Delete these Attributes for each Asset that is Depreciated checkbox. 25. Click Pre-Calculation Report to see a sample report of the assets depreciated. Click Calculate Now to depreciate the assets with the current information. 26. If you marked either the Create an output query or Create an exception query checkbox, the Save Static Query screen appears. Otherwise, proceed to step 20. 27. Add a Query name and Description. Choose to Include in Query Lists, Export Lists, or Both. Mark the Others may execute this query and Others may modify this query options, if desired. 28. Click OK. A processing screen appears.

122 CHAPTER 7 29. You can click Cancel to end the operation, if necessary. 30. If you check the View results before creating transactions option, the Calculate Depreciation screen appears. If you do not select this option, go to step 23. 31. From this screen, you can select which assets you want to create transactions for by marking the corresponding checkboxes. After you select the assets, click Create Transactions Now. A screen appears verifying the depreciation transactions were created successfully. 32. This screen also tells you how many transactions were generated and how many exceptions there were. Click OK or Print Control Report to see a list of assets the program attempted to depreciate. The report lists which assets were depreciated and which assets were not depreciated and why. You can print or mail the control report. Disposing of an asset 1. From Assets, select File, Open. 2. Click Find Now. Highlight the desired asset and click Open. 3. On the Asset tab, enter the Disposal method, Disposal date, and Disposal price. You can select the Disposal method from the drop-down list or add it in another area of the program. 4. Click Save.

F IXED ASSETS 123 Activity Tab From the Activity tab of any asset, you can view a listing of the transactions created for that asset. Click Find to search for a specific transaction. For more information on the Find button, see Transactions on page 141. While viewing activity, you can add, edit, and delete transactions. Also, you can click Summary to access the Activity Summary screen or click Generate to access the Generate Depreciation Transactions for <asset> screen. For information about activity, see Transactions on page 141. Attributes Tab Once you post a transaction, you cannot edit it without making an adjustment. You can also generate transactions by clicking the Summary button on the toolbar. On the Attributes tab, you can add information to the asset record using attributes established in Configuration. This tab adds flexibility to your record keeping and processing. Adding/editing an attribute 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset from the drop-down list. Highlight the desired asset and click Open. 3. Select the Attributes tab. If the window on this screen is blank, you can click Find Now. To see results each time you open the search screen, click Options, then mark Load the search results window automatically. 4. Select <All Categories> for the Attribute category. 5. In the attributes grid, click in the first blank Category field and select from the drop-down list of available attributes. 6. Enter the Description. If the attribute is defined as a table with a short description, you must select the Short Description and the Description fills in automatically. If the attribute is a table without a short description, select from the drop-down list of available entries. 7. If you want, enter the Date and any Comments you want associated with the attribute. You can add attribute table entries in other areas of Assets; however, you must add attributes from the Attributes tab in Configuration.

124 CHAPTER 7 Deleting an attribute from a record 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset from the drop-down list. Highlight the desired asset and click Open. 3. Select the Attributes tab. 4. Click the gray box to the left of the attribute entry in the attributes grid. This highlights the entire attribute row. 5. Press DELETE on your keyboard. A confirmation message appears. 6. Click Yes. Actions Tab The Actions tab allows you to add, open, and delete actions. You can filter actions on type, status, and assignee. From the grid, you can mark an action as completed. Adding an action 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset from the drop-down list. Highlight the desired asset and click Open.

F IXED ASSETS 125 3. Select the Actions tab. 4. Click New Action. The Add an Action for <asset record> screen appears. 5. On the Actions tab, enter the Asset no. or Asset ID. The field you need to enter depends on the preferences you set in Assets. Select Edit, Preferences from the main assets screen to access your options. If you have not set a preference, the default is to enter the Asset no. You can manually enter this number or use the account search screen. Notice the Asset ID or Asset no. (depending on your preferences) and Description are already listed for the current asset. For more information about the preferences available to you in Assets, see Preferences on page 159. 6. Complete the Action type, Assigned to, Action date, Time, and Status fields. 7. Select the Priority of the action. You can choose between High, Normal, and Low. 8. If the action is completed, mark the _ Completed on _ checkbox and enter the date. 9. In the Description field, you can enter additional information about the action.

126 CHAPTER 7 You must have Fixed Assets open to receive a reminder. You can access other actions defined for the asset by clicking the arrow buttons on the toolbar. 10. The Auto-Remind frame allows you to set a reminder for a user. When you check Auto-Remind, the other options in the frame become active. In the Send reminder to field, select a user from the drop-down list. This list only contains the users defined in Security. In the Set reminder for beforehand field, you can establish when you want the program to send the reminder. In the first box, enter the number of Day(s), Month(s), or Week(s) before the activity due date when you want the reminder sent. In the second box, select Day(s), Month(s), or Week(s). 11. Select the Attributes tab. Select which attribute categories you want associated with the action. 12. Click Save, Save and New, or Save and Close. Editing an action 1. From Assets, select File, Open. 2. In the Find field, select Asset from the drop-down list. Highlight the desired asset and click Open. 3. Select the Actions tab. 4. Highlight the action you want to edit and click Open.

F IXED ASSETS 127 5. The action record appears. 6. Make the necessary changes and click Save. Deleting an action 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset from the drop-down list. Highlight the desired asset and click Open. 3. Select the Actions tab. 4. Highlight the action you want to delete. 5. Click Delete. A confirmation record appears. 6. Click Yes.

128 CHAPTER 7 Adding an action attribute 1. From Assets, select File, Open. 2. In the Find field, select Asset from the drop-down list. Highlight the desired asset and click Open. 3. Select the Actions tab. 4. Highlight the action for which you want to create an attribute and click Open. The Actions tab appears.

F IXED ASSETS 129 5. Select the Attributes tab. 6. In the Category column, select which type of attribute you want to add from the drop-down list. 7. Enter a Description, Date, and Comment for the attribute. 8. Click Save. Location Tab The Location tab allows you to move an asset as well as edit and delete an asset move. Moving an asset 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset from the drop-down list. Highlight the desired asset and click Open. 3. Select the Location tab. You can also move an asset by changing the asset s location on the Asset tab. The program automatically updates the new location on the Location tab.

130 CHAPTER 7 You can also access the Add a Location screen by selecting Asset, Move Asset from the File menu. 4. Click Move Asset. The Add a Location screen appears. You can access other location moves defined for the asset by clicking the arrow buttons on the toolbar. You can fully edit only the most recent move. The only fields you can edit for past moves are the Moved by and Reason fields. 5. The correct information for the current asset record appears. You can change the information and move other assets. Enter the Asset Number or Asset ID. The field you enter depends on the preferences you set in Assets. Select Edit, Preferences from the main Assets screen to access your options. If you did not set a preference, the default is to enter the Asset Number. You can manually enter this number or use the account search screen. Notice the Asset ID or Asset Number (depending on your preferences), Description, and Current Location are already listed for the asset. For more information about preferences in Assets, see Preferences on page 159. 6. Enter the New location, the date the asset was Moved on, who the asset was Moved by, and the Reason. 7. Click Save. Editing a location 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset from the drop-down list. Highlight the desired asset and click Open.

F IXED ASSETS 131 3. Select the Location tab. 4. Highlight the location move you want to edit. The Add a Location screen appears. You can access other location moves defined for the asset by clicking the arrow buttons on the toolbar. 5. Make the necessary changes and click Save. Deleting a location 1. From Assets, select File, Open. 2. In the Find field, select Asset from the drop-down list. Highlight the desired asset and click Open. You can only delete location records in reverse entry order; deleting the most recent entries first.

132 CHAPTER 7 3. Select the Location tab. You can access other location moves defined for the asset by clicking the arrow buttons on the toolbar. 4. Highlight the desired location move and click Delete. A confirmation message appears. 5. Click Yes. Media Tab On the Media tab, you can store a variety of media items, such as photos, newspaper articles, and video clips associated with a record. The program supports a wide variety of media file formats, giving you selections such as photos, newspaper clippings, video clips, product samples, and sound clips. This is a useful addition to the asset record, as it provides historical data to which you can later refer. Accessing the Media tab 1. From Assets, select File, Open. 2. In the Find field, select Asset. Highlight the desired asset record and click Open.

F IXED ASSETS 133 3. Select the Media tab. 4. From this screen, you can view media objects by type; add new and existing media objects; edit and delete a media object. Viewing media objects by type From the Media tab, you can filter the list of media objects you see in the media objects window by type. To display a certain type of media object only, select the type you want from the Type drop-down list. To display all types of media, select <All Media Types> from the drop-down list. Adding a new media object 1. From Assets, select File, Open. 2. In the Find field, select Asset. Highlight the desired asset record and click Open. 3. Select the Media tab, then click New Media. The Insert Object screen appears immediately after the Add Media screen opens.

134 CHAPTER 7 4. Mark Create New. 5. Highlight the program or type of media object you want. For example, you can choose a Bitmap Image, Microsoft Excel Worksheet, or Microsoft Word Document. 6. Click OK. The Add Media screen appears. If an individual s name does not appear in the drop-down list, you can type the name directly into the field. This allows you to enter the correct author s name, even if they do not have access rights. 7. Enter the Date associated with the media object. 8. Select the desired media Type from the drop-down list. 9. Enter the Title of the media object. 10. Select the Author from the drop-down list of individual names. All available users appear in the list. 11. Enter a brief Description of the media object. You can use this description, which appears in the grid on the Media tab, to identify the media object. 12. Click Save, or select Save and New or Save and Close from the drop-down menu. A confirmation screen appears. 13. Click OK. Adding an existing object 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset. Highlight the desired asset record and click Open.

F IXED ASSETS 135 3. Select the Media tab, then click New Media. The Insert Object screen appears immediately after the Add Media screen opens. 4. Mark Create from File. 5. Enter the desired path to the media object or click Browse to locate the file. 6. To create a link to the file, mark Link. Using the link option allows you to save space on your hard drive because the computer actually saves the file path of the media object rather than saving the file in an extra location. 7. To display the media object as an icon, mark the Display As Icon checkbox. 8. Click OK. The Add Media screen displays the media object icon.

136 CHAPTER 7 9. Enter the Date, Type, Title, Author, and Description of the media object. You can manually enter the Type and Author or select them from their respective drop-down lists. 10. Click Save, or select Save and New or Save and Close from the drop-down menu. A confirmation message appears. 11. Click OK. Editing a media object 1. From Assets, select File, Open. 2. In the Find field, select Asset. Highlight the desired asset record and click Open. 3. Select the Media tab. Highlight the desired media object and click Open. The Add Media screen appears. 4. Make the necessary changes. 5. Click Save, or select Save and New or Save and Close from the drop-down menu. A confirmation screen appears. 6. Click OK. Deleting a media object 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset. Highlight the desired asset record and click Open. 3. Select the Media tab. Highlight the desired media object and click Open. The Add Media screen appears.

F IXED ASSETS 137 4. Click Delete. A confirmation message appears. 5. Click Yes. Notes Tab On the Notes tab, you can add, edit, and delete notes associated with the asset record. These notes can help you keep a record of an asset s repair history, special quirks, comments, and primary equipment user. Accessing the Notes tab 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset. Highlight the desired asset record and click Open. 3. Select the Notes tab. 4. From this tab, you can: View notes by type Add a note Edit a note Delete a note Import a note Export a note Preview a note Print a note

138 CHAPTER 7 Viewing notes by type From the Notes tab, you can filter the list of notes you see in the notes grid by type. Either select a type from the drop-down list, or select <All Note Types> to display all notes. Adding a note 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset. Highlight the desired asset record and click Open. 3. Select the Notes tab, then click New Note. The Add Note for <asset type> screen appears. If an individual s name does not appear in the drop-down list, you can type the name directly into the field. This allows you to enter the correct author s name, even if they do not have access rights. 4. Enter the Date associated with the note. 5. Select the desired note Type from the drop-down list. 6. Enter the note Title. 7. Select the Author from the drop-down list of individual s names. All available users appear in the list. 8. Enter a brief Description of the note. You can use this description, which is located in the grid on the Notes tab, to identify the note. 9. Enter the desired note information. Using the tool buttons located at the top of the screen, you can specify the font, make the text bold, italics, underlined, left aligned, centered, right aligned, or bulleted. 10. Click Save, or select Save and New or Save and Close from the drop-down menu. 11. A confirmation message appears. Click OK.

F IXED ASSETS 139 Editing a note 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset. Highlight the desired asset record and click Open. 3. Select the Notes tab, then highlight the desired note. 4. Click Open. The Note screen appears. 5. Make the necessary changes. 6. Click Save. Deleting a note 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset. Highlight the desired asset record and click Open. 3. Select the Notes tab, then highlight the desired note. 4. Click Delete. A confirmation message appears. 5. Click Yes. Importing a note 1. From Assets, select File, Open. The search screen appears.

140 CHAPTER 7 2. In the Find field, select Asset. Highlight the desired asset record and click Open. 3. Select the Notes tab, then click New Note. The Add Note screen appears. 4. Select File, Import. The Import From File screen appears. 5. Locate and highlight the desired file. 6. Click Open. The file content appears in the text box. 7. Click Save. Exporting a note 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset. Highlight the desired asset record and click Open.

F IXED ASSETS 141 3. Select the Notes tab. Highlight the note you want to export. 4. Select File, Export. 5. An Excel worksheet opens containing the notes information. 6. Click File, Save. Previewing a note 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset. Highlight the desired asset record and click Open. 3. Select the Notes tab. Highlight the note you want to preview and click Open. 4. Click the Preview button on the toolbar. The Notes preview screen appears. From this screen, you can view, print, or mail the note. If there are multiple pages, you can scroll through the pages of the note using the arrow buttons. You can also adjust the preview image size. 5. Close the Notes preview screen to return to the note. Click OK to close the note. Printing a note 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset. Highlight the desired asset record and click Open. 3. Select the Notes tab. Open the desired note. 4. Click the Print button on the toolbar. The program sends the note to the printer. 5. Click OK to close the note. Transactions From the main Assets screen, you can create, open, and delete several types of transactions. From the Activity tab of an individual asset record, you can also add, open, edit, and delete transactions. Accessing the Activity tab 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset from the drop-down list. Highlight the desired asset and click Open.

142 CHAPTER 7 You can rearrange the columns on this screen by clicking on a column heading and dragging it to another position. 3. Select the Activity tab. 4. From the Activity tab you can add, edit, delete, and generate transactions and view transaction activity and activity summary. You can also add transactions by clicking the New button on the toolbar of the main Assets screen. Adding a transaction 1. From Assets, select File, Open. The search screen appears. 2. Highlight the desired asset and click Open. 3. Select the Activity tab and click the New Transaction arrow. 4. Select either Period Depreciation or Annual Depreciation from the drop-down menu. The New Depreciation Transaction screen appears. 5. Enter the desired information. 6. Select File, Save to save the new transaction.

F IXED ASSETS 143 Editing a transaction 1. From Assets, select File, Open. The Fixed Asset - Open screen appears. For more information on editing transactions, please see Rules for Editing Transactions on page 148. 2. In the Find field, select Transaction from the drop-down list. Highlight the transaction you want to edit and click Open. The transaction record appears.

144 CHAPTER 7 3. Or, from the Activity tab of an asset record, highlight the transaction you want to edit and click Open. The transaction record appears. 4. Make changes to the transaction record. Select File, Save to save the changes. A confirmation message appears. 5. Click OK. Deleting a transaction 1. From Assets, select File, Open. The search screen appears. For more information about deleting transactions, see Rules for Deletion on page 148. 2. In the Find field, select Transaction from the drop-down list. Highlight the transaction you want to delete and click Open. 3. Select File, Delete. A confirmation message appears. 4. Click Yes. Locating a transaction 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset from the drop-down list. Highlight the desired asset and click Open. 3. Select the Activity tab, then click Find. The Find screen appears.

F IXED ASSETS 145 4. You can search for a depreciation transaction with a Field you select from the drop-down list, such as Type, Transaction No., Transaction Date, Amount, Post Status, or Comments. 5. In the Find what field, enter a word(s) associated with the depreciation transaction. For example, if you select Post Status as the Field, type either Posted or Not Yet Posted. 6. You can indicate whether you want the program to search for Any part of field, Whole field, or Start of field by selecting one of these options from the Match drop-down list. 7. Mark Match Case if you want the program to consider the case of your Find what entry in the search. 8. Click Find First. On the Activity tab of the open asset record, the program highlights the first depreciation transaction that meets the criteria you set. 9. Click Find Next to continue searching for depreciation transactions that meet your criteria. 10. Click Close to return to the asset screen. Generating depreciation transactions 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset from the drop-down list. Highlight the desired asset and click Open. 3. Select the Activity tab and click Generate. The Generate Depreciation Transactions screen appears. To generate transactions for more than one asset, select File, Calculate Depreciation. 4. In the Generate Depreciation Through frame, you can choose to generate for the next period, generate through a specific date, or generate all depreciation for the asset. 5. In the Transaction Information frame, select the Transaction date, Post status, and Post date from the drop-down lists. 6. If you want to view the generated transactions before they are created, mark the View results before creating transactions checkbox. You can also generate transactions by clicking the Summary button on the toolbar.

146 CHAPTER 7 7. Mark the Create output query checkbox if you want to create a static query of the results. 8. Click Generate Now. If you select a depreciation date beyond the next period, a message appears, asking you when you want to generate the depreciation. 9. Before you can generate transactions for the asset, you need to decide if you want to generate depreciation through the next period or generate the next depreciation transaction. You can also click Cancel to redefine your depreciation criteria. 10. A screen appears to notify you the depreciation transactions have generated successfully. The screen also lists the number of transactions generated and how many exceptions were created. 11. Click OK or Print Control Report. The control report appears on the screen. You can print or mail this report. Summarizing Transactions 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select Asset from the drop-down list. Highlight the desired asset and click Open.

F IXED ASSETS 147 3. Select the Activity tab, then click Summary. The Depreciation Summary screen appears for the asset. 4. Click Print if you want to print the summary in a report format. The Select a Parameter File screen appears. For information about defining report parameters, see Default Report/Label Formats on page 161. 5. Add a new parameter or select an existing one, then click Select. The Asset Profile Report appears. 6. Click Copy Graph if you want to have a copy of the graph to paste elsewhere. The program copies the graph to the clipboard for later use. 7. Click Close to return to the Activity tab. Rules for New Transactions You can add Period Depreciation if you have not yet disposed of the asset. You can also add Period Depreciation before the disposal date. You can only add Accumulated Depreciation and Year to Date Depreciation if they do not yet exist. Only one Accumulated Depreciation and Year to Date Depreciation is allowed per asset. If a depreciation transaction exists, then you can add year to date transactions; however, you can only add one Accumulated Depreciation per year. There can only be one Annual Depreciation per year.

148 CHAPTER 7 Rules for Deletion Deleting an Asset You can delete an asset if: No transactions exist OR The disposed date is not this year, and all transactions have been posted or marked Do Not Post. Deleting Transactions You can delete a transaction if: You have not yet disposed of the asset. For Accumulated Depreciation, no other transactions exist. For Year to Date Depreciation, no Period or Annual Depreciation exists. For Period Depreciation, no more recent transactions exist. You can only delete Period Depreciation in reverse date order. Rules for Editing Transactions When editing transactions, certain rules apply. For instance, you have much more leeway when editing fields on an unposted transaction. Following are rules built into Fixed Assets that apply when editing transactions. Accumulated and Year to Date Transactions When editing an historical transaction, you can edit all fields except Transaction type and Transaction date (if other transactions exist). Period Depreciation Transactions You cannot change a transaction date if it is out of its period s range. When editing an unposted Period Depreciation transaction, you can edit any fields. When editing a posted Period Depreciation transaction, you cannot edit the following fields without making an adjustment: Transaction date Amount GL account GL project Post Status Post Date

F IXED ASSETS 149 Adjustments Tab You can use adjustments to change posted transactions. The Adjustments tab is available only on transaction records after transactions have been adjusted. From this tab, you can select, create, and edit adjustments. Adding an initial adjustment 1. From Assets, select File, Open. 2. In the Find field, select Transaction. 3. Highlight the desired transaction and click Open. 4. Notice Transaction is added to the menu bar. 5. Select Transaction, Create Adjustment. The Adjustments tab appears. 6. On the Adjustment tab, enter the new information. You cannot edit information previously entered. The Adjustment post date defaults to the Previous post date.

150 CHAPTER 7 The information that appears when you select the Adjusted GL Distribution tab is taken from the original transaction. You can change this information. 7. Select the Adjusted GL Distribution tab. 8. On the Adjusted GL Distribution tab, enter the accounts to which depreciation should be distributed, as well as the amount of distribution for each account. If you change the Amount, you must redistribute that amount between all accounts. 9. Select the Previous GL Distribution tab. 10. On the Previous GL Distribution tab, you can view the distribution used for the posted transaction. This grid is for informational purposes only; you cannot add or edit data in this grid. 11. Click OK. A confirmation message appears. 12. Click OK.

F IXED ASSETS 151 Editing an adjustment 1. From Assets, select File, Open. The search screen opens. You cannot edit a posted adjustment. If you need to make changes to a posted adjustment, you must create a new adjustment. 2. Select the asset that contains the transaction adjustment you want to edit, or you can open the actual transaction from the search screen.

152 CHAPTER 7 Once you post an adjusted transaction, you can add new adjustments from this tab. 3. Select the Adjustments tab. 4. Highlight the adjustment you want to edit and click Open. 5. Enter the new information on the Adjustment tab and the Adjusted GL Distribution tab. You cannot change the Previous GL Distribution tab; it contains the distribution information from when the transaction was initially posted. 6. Click OK. A confirmation message appears. You can delete only transactions that have not been posted. 7. Click OK. Deleting an adjustment 1. From Assets, select File, Open.

F IXED ASSETS 153 2. In the Find field, select Transaction. Highlight the transaction containing the adjustment you want to delete. 3. Select the Adjustments tab. 4. Highlight the adjustment you want to delete and select File, Delete. 5. A confirmation message appears. Click Yes. Defaults For each record type in Assets, you can establish defaults to reduce your data entry time. For example, you can establish a set of default values for all assets with a specific description. When you select the default set during data entry, the default data automatically appears on new records.

154 CHAPTER 7 Accessing the Defaults screen 1. From Assets, select File, Defaults. The Defaults screen appears. You can access the defaults you set here from the Load defaults from field on the Create a New Record screen in Assets. 2. From the Defaults screen, you can add, edit, delete, or rename a default. Adding a default For each record type, you can add multiple default sets. Default sets contain data common to all records or a group of records. 1. From Assets, select File, Defaults. The Defaults screen appears. 2. Mark either an Asset or Transaction record type.

F IXED ASSETS 155 3. Click New. The Default Information for a New Default Set screen appears. 4. Enter the Name of the default set you are creating. The Field Name column lists fields for new asset or transaction records. You cannot edit these fields. 5. In the Default Value column, you can assign defaults for each of the corresponding fields. When you select a default set, this data automatically appears on new records. 6. Click OK. Add additional default sets as needed. 7. Click Close. Editing a default 1. From Assets, select File, Defaults. The Defaults screen appears. 2. Mark either an Asset or Transaction record type.

156 CHAPTER 7 3. Highlight the default set you want to edit. 4. Click Open. The Default Information for the set appears. 5. Make the necessary changes. 6. Click OK. Deleting a default 1. From Assets, select File, Defaults. The Defaults screen appears. 2. Mark either an Asset or Transaction record type. 3. Highlight the default set you want to delete. 4. Click Delete. A confirmation message appears. 5. Click Yes.

F IXED ASSETS 157 Renaming a default 1. From Assets, select File, Defaults. The Defaults screen appears. 2. Mark either an Asset or Transaction record type. 3. Highlight the default set you want to rename. 4. Click Open. The Default Information for <the set> screen appears. 5. In the Name field, enter the new name for the default set. 6. Click OK.

158 CHAPTER 7 Properties You can view the properties of an asset or transaction record. These properties include the date the record was added, the name of the user who added the record, the Import ID, the date the record was last changed, and the name of the user who last changed the record. Viewing properties 1. From Assets, select File, Open. The search screen appears. 2. In the Find field, select either Asset or Transaction. Highlight the desired record and click Open. 3. Select File, Properties. The Properties screen appears. 4. Click OK.

F IXED ASSETS 159 Preferences Defining Assets preferences 1. From Assets, select Edit, Preferences. The Preferences screen appears. 2. From the General tab, mark the checkboxes for those miscellaneous actions you want the program to perform. 3. Use Asset Wizard as default entry method when creating new assets: When marked, the program automatically checks the Use the Asset Wizard checkbox when you choose to create a new record. 4. Show save information dialog: When marked, a dialog box appears each time you save, verifying the record has been saved. 5. Show deleted records: When marked, this option indicates deleted transactions should appear on the Activity tab of Assets. 6. Recently opened records _ entries: When marked, the program maintains a list of recent entries on the File menu to allow for easy access. If you decide to use this option, enter the number of records, up to a maximum of nine, you want to appear in the list. 7. Remember favorites between sessions: When marked, the program saves your favorites. To access your favorites, select Favorites from the menu and select the asset from the list. 8. In the Data Entry frame, select if you want the program to Show Asset Number or Asset ID as the first field on new transactions. If you mark Recently opened records _ entries, be sure to enter a number in the box. If the checkbox is marked, but there is a zero or no entry in the box, no records are listed.

160 CHAPTER 7 9. In the Default Post Information frame, select a Post status of Not Yet Posted or Do Not Post; and a Post date of <Blank>, System date, Period end date, or Period start date. 10. In the Asset Description Table frame, mark the options for those actions you want the program to perform for asset description tables. Select from: 11. Do not add new descriptions 12. Automatically add new descriptions 13. Ask before adding new descriptions 14. In the Default Transaction Date frame, select Period end date or Period start date for the default Transaction date. 15. Select the Defaults/Tab Settings tab. 16. Select the Default tab for asset records. This is the tab that appears first whenever you add or open a record. 17. In the Check these tabs for data box, mark the checkbox for each tab you want to appear with a check mark beside the name to indicate that tab contains data. This option allows you to easily identify which tabs contain data, and which are blank.

F IXED ASSETS 161 18. In the Default Report/Label Formats frame, click Asset Profile or Asset Labels. When you click one of the two buttons, the Select a Parameter File screen appears. 19. Highlight the desired parameter file and click Select. The program returns to the Preferences screen. 20. Click OK to save and close. Default Report/Label Formats In the Default Report/Label Formats frame on the Preferences screen, you can define default report and label formats. Clicking Asset Profile allows you to print an Asset Profile Report for assets. A profile provides an overview of the information stored on the asset record. For example, an asset profile can include attributes, depreciation information, location, and notes information. You can print profile reports from Assets or Reports. Before you can print an Asset Profile Report from Assets, you must select a default profile parameter file. You can select the default parameter file from the Defaults/Tab Settings tab. If you click Asset Labels, you can design labels for your assets. These labels can include barcode, Asset ID, Asset Description, and many other fields. You can design and print labels in Mail or Assets. Before you can print labels from Assets, you must select a default parameter file. You can select the default parameter file from the Defaults/Tab Settings tab.

162 CHAPTER 7 Adding a new asset profile 1. From Assets, select Edit, Preferences to access the Preferences screen. Select the Defaults/Tab Settings tab. 2. In the Default Report/Label Formats frame, click Asset Profile. The Select a Parameter File screen appears.

F IXED ASSETS 163 3. Click Add New. The New Asset Profile Report screen appears. 4. In the Include these Sections frame, mark the checkbox next to the section you want to appear on the profile report. 5. Select the Format tab. Enter the desired information for the format options. 6. Select File, Save. The Save Report As screen appears. 7. Enter the Report name and Description. 8. Mark Other users can execute this report, if desired. You can also mark Other users can modify this report. The Other users can modify this report option is only available if the Other users can execute this report option is marked. 9. Click OK to save the parameter file.

164 CHAPTER 7 Adding a new asset label 1. From Assets, select Edit, Preferences to access the Preferences screen. Select the Defaults/Tab Settings tab. 2. In the Default Report/Label Formats frame, click Asset Labels. The Select a Parameter File screen appears.

F IXED ASSETS 165 3. Click Add New. The New Labels screen appears. 4. On the General tab, highlight the type of label to which you are printing in the label type grid. 5. Select the Text font, Barcode font, and the Font size from the associated drop-down list. 6. If desired, mark Create output query. When you mark this checkbox, the program creates a query of those records for which a label prints. 7. Click Next. The Fields to Include tab appears.

166 CHAPTER 7 8. The fields selected in the grid print on the label in the order they appear, except for the postal Bar Code, which always prints at the top of the label. The fields print one per line. 9. In the Field Name column, select the field from the drop-down list of available fields. In the Options column, either <No options available> appears, or you can select any of the options associated with the selected field from the drop-down list. You can move the fields Up or Down, Insert a field, or Delete a field using the appropriate buttons. You must specify at least one field to include on the label. 10. Click Next. The Format tab appears. 11. In the Format Options frame, mark Output options. The fields in the right frame change to the output options. 12. In the Label Sort Order frame, you can select fields to sort by and if they should sort in Ascending or Descending order. 13. Mark the desired checkboxes if you want the program to Print in ALL CAPS, Omit punctuation, Include total # of labels, or Skip _ lines before printing the first line (when marked, enter the number of lines skipped). 14. Mark and enter the number of spaces if you want to Include _ spaces before each line.

F IXED ASSETS 167 15. Select File, Save. The Save Mailing As screen appears. 16. Enter the Mailing name and Description. 17. Mark Other users can execute this report, if desired. You can also mark Other users can modify this report. The Other users can modify this report option is only available if you mark the Other users can execute this report option. 18. Click OK to save the parameter file. Selecting a default format 1. From Assets, select Edit, Preferences to access the Preferences screen. Select the Defaults/Tab Settings tab.

168 CHAPTER 7 2. In the Default Report/Label Formats frame, click Asset Profile or Asset Label. The Select a Parameter File screen appears. 3. Highlight the parameter file and click Select. The program returns to the Preferences screen.

F IXED ASSETS 169 Editing a default format 1. From Assets, select Edit, Preferences to access the Preferences screen. Select the Defaults/Tab Settings tab. 2. In the Default Report/Label Formats frame, click Asset Profile or Asset Label. The Select a Parameter File screen appears. 3. Highlight the parameter file and click Edit. The profile parameter file opens. 4. Make any necessary changes 5. Select File, Save to save changes to the file.

170 CHAPTER 7 Activity Legend The Activity Legend appears only if a record is open with the Activity tab selected. You can also establish the Activity Legend by right clicking in the Activity tab display area and selecting Legend from the shortcut menu. The Activity Legend lets you define the text color for transactions listed in the activity grid and disposed assets. For example, you can have Posted transactions appear in red text, Disposed assets in blue text, and Period depreciation transactions in green text. By establishing the Activity Legend, you can create visual cues to help you quickly differentiate activities and get a clearer picture of an asset s or transaction s history. Legend functionality is optional. To reset the legend to the colors shipped with the program, click Reset to System Defaults. The Activity Legend is only available when the Activity tab of a record is selected. You can establish the Activity Legend from View on the menu bar. Establishing the Activity Legend 1. From Assets, select File, Open. 2. In the Find field, select Asset. Highlight the desired asset record and click Open. 3. Select the Activity tab. 4. Select View, Legend. The Activity Legend screen appears. 5. In the Transactions frame, mark the Use color for post status option. Click the checkbox next to the post status for which you want to change color. The color palette appears. Click the color of your choice, then click OK to return to the Activity Legend screen. 6. If you want, mark the Use color for transaction type option. Click the checkbox next to the transaction type for which you want to change color. 7. Mark the Use Color for Posted Transactions checkbox and select a color. 8. Mark the Use Color for Disposed Assets checkbox if you want assets that have been disposed of to appear in a particular color. 9. Click OK to save and close the Activity Legend.

F IXED ASSETS 171 Favorites Adding a Favorite 1. From Assets, select File, Open. 2. In the Find field, select Asset. Highlight the asset record you want to add to your favorites list and click Open. 3. Select Favorites, Add to Favorites. The Add to Favorites screen appears. 4. The program completes the Name option with the Asset ID and Description. You can change this by clicking in the field and entering a new name. 5. Click OK. Organizing favorites 1. From Assets, select Favorites, Organize Favorites from the menu bar. The Organize Favorites screen appears. 2. Highlight the favorite you want to move. Click Up to move the favorite up in the list. Click Down to move the favorite down. 3. Where desired, click Separator to create a dashed line between favorites. 4. Click OK.

172 CHAPTER 7 Deleting a favorite 1. From Assets, select Favorites, Organize Favorites from the menu bar. The Organize Favorites screen appears. 2. Highlight the favorite you want to delete. 3. Click Delete to remove the favorite. 4. Click OK. Renaming a favorite 1. From Assets, select Favorites, Organize Favorites from the menu bar. The Organize Favorites screen appears. 2. Highlight the favorite you want to rename. 3. Click Rename. The Rename Favorite screen appears. 4. Type the new favorite name.

F IXED ASSETS 173 5. Click OK to return to the Organize Favorites screen. 6. Click OK to close.

174 CHAPTER 7

Depreciation Assets In This Chapter Depreciation Calculations........................................176 Modified Accelerated Cost Recovery System (MACRS).................177 Alternate MACRS (MACRS (ADS).................................178 MACRS 150% Election...........................................179 Accelerated Cost Recovery System (ACRS)...........................179 Alternate ACRS.................................................180 Straight Line...................................................181 Declining Balance...............................................182 Sum of Years Digits..............................................182 Custom Table...................................................182 Defined Amounts................................................182 Do Not Depreciate...............................................182

176 CHAPTER 8 Depreciation is an allowance for the decline in value of an asset. It is the annual deduction an organization can take to recover the cost of business on income producing property used for more than one tax year. In accounting terms, depreciation suggests a decline in value because of wear and tear. Depreciation Calculations Depreciation calculations are the mathematical equations used when calculating depreciation. This chapter provides a brief overview of the depreciation methods available in Fixed Assets, along with their corresponding calculations. Fixed Assets determines depreciation using tables provided by the Internal Revenue Service (IRS) or custom schedules you define. Please note that determining depreciation methods, useful life, the class of property, etc., may require a good deal of expertise. If you have problems making this determination, then refer to IRS Publication 946 regarding depreciation, or seek advice from your accounting firm. You can depreciate many kinds of property. Examples include machinery, buildings, vehicles, patents, copyrights, furniture, and equipment. Property is depreciable if it meets these requirements: It must be used in business or held for the production of income. It must have a determinable life and that life must be longer than one year. It must be something that wears out, decays, gets used up, becomes obsolete, or loses value. When you purchase an item of property, you record that purchase transaction in the asset section of the balance sheet. Then, you calculate depreciation for that asset on a regular basis (annually, quarterly, or monthly). When posting depreciation for a period, the double entry transaction is a credit to an accumulated depreciation account on a balance sheet and a debit to a depreciation expense account. Note that accumulated depreciation is a contra asset account. In this way, the true net worth of the asset is reflected at any given time as the original purchase price less accumulated depreciation to date. Also, the cost of doing business in the given time frame is properly reflected because a portion of the original cost of the asset is expensed or written off in that period. Several factors determine how much depreciation you may deduct: The cost or basis of the asset. The date the asset was placed in service. The class life or useful life of the asset. The salvage value at the end of the asset s useful life. The method of depreciation used. There are two basic methods to use when computing depreciation: MACRS (Modified Accelerated Cost Recovery System), if the original service date of the asset occurs after 1986. ACRS (Accelerated Cost Recovery System), if the original service date of the asset occurs after 1980, but before 1987. Straight Line, Declining Balance, and Sum of the years digits depreciation methods are based on useful life and reflect salvage value.

D EPRECIATION ASSETS 177 You need to enter specific information for each depreciation method to ensure proper calculation. Depending on which method of depreciation you select, one or more additional fields appear on the screen. You determine the applicable method the type of asset and the original service date of the asset. The program displays a warning message if any of these rules are violated, but you may choose to ignore the warning. Modified Accelerated Cost Recovery System (MACRS) Recovery period. You can assign each item of property depreciated under MACRS a property class with a defined recovery period. Valid recovery periods are 3, 5, 7, 10, 15, 20, 27.5, 31.5, and 39 years. Convention. The convention determines how much depreciation you can take in the year the asset is placed in service. The valid options are half-year convention, mid-quarter convention, and mid-month convention. If you enter 27.5 or 31.5 as the recovery period, then mid-month convention is the only valid value for this field. For all other options, only half-year and mid-quarter are valid. General Depreciation System (GDS). Most depreciable property falls under GDS. GDS uses: 3-year property 5-year property 7-year property 10-year property 15-year property 20-year property Non-residential Real property (39 years if the asset is placed in service after May 12, 1993; 31.5 years if an asset is placed in service before May 13, 1993) Residential Rental property (27.5 years) Alternate Depreciation System (ADS). ADS uses a Straight Line depreciation method. You must use the ADS for the following: Tangible property used outside the United States Tax-exempt property Tax-exempt, bond-financed property Imported property covered by executive order Farming property, under some circumstances These are the classes for use under ADS: Non-residential Real property, Residential Rental property (40 years) Automobiles/Light Trucks (5 years) Computer, Peripherals (5 years) You should only use MACRS mid-month convention for properties with a recovery period of 27.5, 31.5, or 39 years (non-residential real and residential rental properties).

178 CHAPTER 8 High technology telephone station equipment (5 years) High technology medical equipment (5 years) Single purpose agricultural/horticultural structures (15 years) Trees or fruit/nut bearing vines (20 years) Personal property with no class life (12 years) These are the property classes under MACRS and the depreciation methods you can use: Property Class MACRS Method 3, 5, 7, 10 year (non-farm) 200% GDS 150% GDS SL GDS SL ADS 3, 5, 7, 10 year (farm) 150% GDS 150% ADS SL GDS SL ADS 15, 20 year 150% GDS SL GDS SL ADS Nonresidential Real Property SL GDS Residential Rental Property SL ADS Trees or Fruit/Nut-bearing Vines - Tax-exempt Use Property SL ADS Tax-exempt, Bond-Financed Property - Imported Property - Foreign Use Property - Switch to Straight Line. The switch from MACRS declining balance to straight line occurs in the following years: Property Class Year 3 3rd 5 4th 7 5th 10 7th 15 7th 20 9th Alternate MACRS (MACRS (ADS) Recovery Period. The recovery period is defined for certain types of property and is the class life for the remainder (see IRS Publication). You may enter any number between 3 and 49.5 in 0.5 increments (i.e., 3.0, 3.5, 4.0, 4.5).

D EPRECIATION ASSETS 179 Convention. The convention you use determines how much depreciation you can take in the year the asset is placed in service. The valid options are half-year convention, mid-quarter convention, and mid-month convention. If the recovery period is 40, the convention defaults to mid-month. You cannot change this default. If you enter any other number, then only half-year convention and mid-quarter convention are valid. MACRS 150% Election Recovery Period. You may enter any number between 3 and 49.5 in 0.5 increments (i.e., 3.0, 3.5, 4.0, 4.5). Convention. The convention you use determines how much depreciation you can take in the year of the original service date of the asset. The valid options are either half-year convention or mid-quarter convention. Accelerated Cost Recovery System (ACRS) Property Class. Property classes establish the recovery period over which the unadjusted basis of items in a class is recovered. For example: (03) - 03 - Year Property (05) - 05 - Year Property (10) -10 - Year Property (15) - 15 - Year Property (LH) - Low-Income Housing (18) - 18 - Year Property (19) - 19 - Year Property Use ACRS for property acquired after 1980 and before 1987. Year 3 Year 5 Year 10 Year 1 25% 15% 8% 2 38% 22% 14% 3-21% 12% 4-21% 10% 5-21% 10% 6 - - 9% 7 - - 9% 8 - - 9% 9 - - 9% 10 - - 9% 15-year property. See table 1, IRS Publication 534.

180 CHAPTER 8 Low-Income Housing. See table 2, IRS Publication 534, for assets placed in service after 1980 and before 5/9/85. See table 3, IRS Publication 534, for assets placed in service after 5/8/85 and before 1987. 18-year property. See table 4, IRS Publication 534, for assets placed in service after 6/22/84 and before 5/9/85. See table 5, IRS Publication 534, for assets placed in service after 3/15/84 and before 6/23/84. 19-year property. See table 6, IRS Publication 534, for assets placed in service after 5/8/85 and before 1987. Alternate ACRS Recovery Period. The following recovery periods are valid depending on the property class you enter: 3-year property 5-year property 10-year property 15-year property Low-income property 18-year real property 19-year real property 3, 5, or 12 years 5, 12, or 25 years 10, 25, or 35 years 15, 35, or 45 years 15, 35, or 45 years 18, 35, or 45 years 19, 35, or 45 years Alternate ACRS is a modified straight line depreciation calculation. You can elect to change the recovery periods from property classes in ACRS. Property Class 3-year property 5-year property 10-year property 15-year property 18-year property 19-year property Low-income housing Can Elect to Depreciate Over... 3, 5, or 12 years, use half-year convention 5, 12, or 25 years, use half-year convention 10, 25, or 35 years, use half-year convention 15, 35, or 45 years 18, 35, or 45 years 19, 35, or 45 years 15, 35, or 45 years Use the following percentages based on the property class elected. Property Class 3-year property 5-year property 10-year property 12-year property Use ACRS table 20% rate 10% rate 8.333% rate

D EPRECIATION ASSETS 181 Property Class 25-year property 35-year property 15-year property. Use 6.667% rate for 15-year period, prorate by months used in the first year. See Table 11, IRS Publication 534, for assets placed in service after 3/15/84 and before 6/23/84, 35-year period. See Table 15, IRS Publication 534, for assets placed in service after 12/31/80, 45-year period. 18-year property. See Table 7, IRS Publication 534, for assets placed in service after 6/22/84, 18-year period. See Table 8, IRS Publication 534, for assets placed in service after 3/15/84 and before 6/23/84, 18-year period. See Table 10, IRS Publication 534, for assets placed in service after 6/22/84, 35-year period. See Table 11, IRS Publication 534, for assets placed in service before 5/9/85, 35-year period. See Table 14, IRS Publication 534, for assets placed in service after 6/22/84, 45-year period. See table 15, IRS Publication 534, for assets placed in service after 3/15/84 and before 6/23/84, 45-year period. 19-year property. See Table 9, IRS Publication 534, 19-year period. See Table 13, IRS Publication 534, 35-year period. See Table 14, IRS Publication 534, 45-year period. Low-Income Housing. Use 6.667% rate for 15-year period. See Table 11, IRS Publication 534, for assets placed in service before 5/9/85, 35-year period. See Table 12, IRS Publication 534, for assets placed in service after 5/8/85, 35-year period. See Table 15, IRS Publication 534, 45-year period. Straight Line Use 4% rate 2.857% rate Useful Life. The useful life of a piece of property is an estimate of how long it can be used in business or to produce income. Salvage Value. The salvage value is the estimated value of the property at the end of its useful life. This must be less than the depreciation basis. Convention. The convention you use determines how much depreciation you can take in the year the asset is placed in service. The valid options are full year, half year, zero in the first year, full month, mid-month, and zero in the first month.

182 CHAPTER 8 Declining Balance Useful Life. The useful life of a piece of property is an estimate of how long it can be used in business or to produce income. Salvage Value. The salvage value is the estimated value of the property at the end of its useful life. This must be less than the depreciation basis. Convention. The convention you use determines how much depreciation you can take in the year the asset is placed in service. The valid options are full year, half year, zero in the first year, full month, mid-month, and zero in the first month. Rate of Depreciation. The rate of depreciation can be 125%, 150%, 175%, or 200%. Check with the IRS for the percentage allowed in the tax year the item was placed in service. Sum of Years Digits Useful Life. The useful life of a piece of property is an estimate of how long it can be used in business or to produce income. Salvage Value. The salvage value is the estimated value of the property at the end of its useful life. This must be less than the depreciation basis. Convention. The convention you use determines how much depreciation you can take in the year the asset is placed in service. The valid options are full year, half year, zero in the first year, full month, mid-month, and zero in the first month. Custom Table Select the custom depreciation table used to calculate depreciation. Before you can make this selection, you must set up the custom depreciation table in Configuration. Defined Amounts If you select defined amounts as the depreciation method, you do not need to specify the recovery period and convention. As you enter each amount, the program calculates and displays a running total. Note that the total amount cannot exceed the depreciation basis. Do Not Depreciate The program does not calculate depreciation for those assets designated Do Not Depreciate.

Reports In This Chapter Main Report Screen.............................................184 Preferences....................................................185 Procedures....................................................186

184 CHAPTER 9 Reports is a standard module you can access from any Blackbaud Windows program. As you become familiar with Fixed Assets, you find the extensive selection of reports an important part of your regular data management. The standard reports available in Fixed Assets are organized by category, and within each category, by type. Each type of report has a set of parameter tabs you can fill out to produce reports based on different criteria. You can then save and reuse each set of report parameters as its own report. You can also print, preview, export, or send reports as e-mail. Main Report Screen The main screen of Reports displays a list of all reports available for various Blackbaud programs, including Fixed Assets. Under the Fixed Assets program, reports are grouped into three categories: Action Reports, Asset Reports, and Transaction Reports. Under each category is a list of all available report types. The main screen allows you to perform a variety of functions common to all reports, as well as define certain automatic features for all reports you create. The left pane of the main Reports screen shows all reports available in each program and category. When you expand each category, you can highlight the type of report you want to create, edit, view, or print. The right pane of the screen displays saved report parameter files for each report type. At the bottom of the screen, you can display a description of each report, an option you can activate from the View menu. For more information regarding functions and navigating the main screen, see the Procedures section of this chapter. There are five categories of reports in Fixed Assets: Action Reports, Asset Reports, Reconciliation Reports, and Transaction Reports. There is a combined total of 19 individual reports available from these categories, each with its own set of parameters.

REPORTS 185 The Procedures section of the chapter is designed to provide step-by-step guidelines for creating all of the available reports in Fixed Assets. Each procedure is either related to a particular parameter tab, common Reports function, or screen. The procedures outline the steps you need to follow when the report you want to create presents a particular tab or screen, and how to define the way you want your reports to print. You can create most reports in this program by defining a set of six or seven parameters they have in common, although some reports are defined on as few as two parameter tabs, and others contain tabs specific to that particular report. The following procedures outline the various functions and procedures you find on the main Reports screen. The procedures also outline creating a report using criteria found on the most commonly used parameter tabs of Fixed Assets reports. By becoming familiar with the procedure for creating a typical report, you can apply the same procedural steps when you need to create any of the other available reports. The Reference section following Procedures provides a description of each report available in Fixed Assets, including descriptions and procedures to follow for parameter tabs that are not common to most reports. Preferences Before you begin to create reports, you can establish some overall preferences for use in all reports you define. When you select Edit, Preferences from the menu bar of the Reports main screen, you can define certain automatic functions and customize the general appearance of your reports. On the All Reports tab of the Preferences screen, you can select to Automatically save report parameters (eliminating the need to select File, Save after creating the report). You can also have the program show only reports you create. This is useful if you are only responsible for a certain category of reports and do not want to search through another user s reports to find your own. This tab also allows you to define what happens when you double click a report listed on the main screen. You can have the program open, export, mail, preview, or print the report you click. Here, you can also select the font options you want for all your reports. You can select from the drop-down lists of styles and font sizes; and then choose to apply your choices to either the Entire Document or just the Detail Section of your reports. If you want, you have the option of defining paper orientation through Print Setup from the File menu at the time of printing. Normally, this option is only used with wide-carriage, dot-matrix printers. The General Ledger tab of Reports preferences refers to reports you create in Blackbaud s General Ledger, and does not pertain to Fixed Assets.

186 CHAPTER 9 Viewing/editing preferences 1. From the main screen of Reports, click Edit, Preferences. The Preferences screen appears. If you change the font and font size, please be aware that this may change the appearance of your report. 2. On the All Reports tab, mark the checkbox if you want to Automatically save report parameters. This eliminates the need to select File, Save after creating a report. 3. Mark the Show only my reports checkbox if you want the program to show only reports you create. 4. You can define what happens when you double click a report listed on the main screen. You can have the program open, export, mail, preview, or print the report you click. 5. In the Font Options frame, select the font Name and Size you want to use in your reports. You can select from the drop-down lists of styles and font sizes; and then choose to apply your choices to either the Entire Report or just the Detail Section of your reports. 6. In the Paper Orientation frame, you can have the program use the paper orientation you mark at the time you define each report, or you can choose to have the option of defining paper orientation through Print Setup from the File menu at the time of printing. 7. Click OK to save all preferences. Procedures The next section discusses general procedures to follow for creating, previewing, printing, exporting, and sending reports as e-mail, and creating an output query from a report.

REPORTS 187 Creating a new report 1. From Reports, expand the category of the reports folder you want under Fixed Assets Reports. 2. Double click the type of report you want to create. (For this example, double click Asset Reports, then Book Value Report.) The New <report type name> parameter screen appears. 3. The screen for the Book Value Report displays with the General tab on top. Each report has various parameter tabs, depending on the scope and type of the report. 4. Beginning on the General tab, enter the information and select the options needed to produce the desired report. 5. To proceed from tab to tab, you can click Next or select a tab. 6. Click Layout to view the layout of a sample report. This gives you an idea of what the final report will look like and helps you plan your parameters accordingly. 7. After you complete the report parameters, select File, Save to save the report. The Save Report As screen appears. 8. Enter a Report name and Description.

188 CHAPTER 9 9. Mark the desired option to designate whether Other users can execute this report or whether Other users can modify this report. 10. Click OK to save. You have several output options: preview the report, print the report, send the reports as e-mail, or export the report. You can also preview a saved report by clicking the Preview button on the toolbar. Previewing a report 1. From Reports, expand the Fixed Assets Reports folder on the left side of the screen to display the available report categories. 2. Expand the desired category folder to display the specific reports. 3. Highlight the desired report type to display saved report parameter files on the right side of the screen. 4. Open the report you want to preview. The report parameters screen appears. 5. You can review the parameters on each tab before you preview the report.

REPORTS 189 6. Click Preview on the lower right hand corner of any tab. The report processes and the preview screen appears. 7. From the preview screen, you can print, export, or send the report using the buttons on the toolbar. Printing a report 1. From Reports, expand the Fixed Assets folder on the left side of the screen to display the available report categories. 2. Expand the desired category folder to display the specific report types. 3. Highlight the desired report type to display saved report parameter files on the right side of the screen. 4. Open the report you want to print. The report parameters screen appears. You can review the parameters on each tab before you print the report. 5. Click Print on the lower right hand corner of any tab. The Save Report As screen appears. We recommend you preview the report before you print it to ensure the information and formatting are as you intend.

190 CHAPTER 9 6. If you want to save the report before printing, enter a Report name and Description. Mark the Other users can execute this report checkbox if you want to allow other users to access this report. Mark the Other users can modify this report checkbox if you want to allow other users to change the report. This option is available only when the Other users can execute this report option is marked. Click Save and Print. 7. If you do not want to save the report, click Print without Saving. 8. The program begins to process and print the report, and displays a status screen. You can cancel the report from this screen. Exporting a report 1. From Reports, highlight the saved report you want to export. 2. From the display on the right side of the screen, highlight the saved report you want to export and select File, Export. The report processes and the Export screen appears. 3. From the drop-down lists, select the Format in which you want to export the report, and select the Destination of the export. 4. Click OK. Depending on the format you select, a new screen displays. For example, if you select Character-separated values, the Character-Separated Values screen appears. 5. Select the desired values and click OK. The Number and Date Format Dialog screen appears.

REPORTS 191 6. Mark the checkboxes if you want to keep the same number and date formats in the export that are in the report. If not, the date format is the current date. 7. Click OK. The program exports the report file according to standard procedures. Sending a report as e-mail 1. From Reports, highlight the saved report you want to send as e-mail. 2. From the display on the right side of the screen, highlight the saved report you want to e-mail and select File, Send as Mail. The report processes and the Export screen appears. 3. Select the format in which you want to mail the report and select the destination of the e-mail, such as Microsoft Mail (MAPI). 4. Click OK. The Character-Separated Values screen appears. 5. Select the desired values and click OK. The Number and Date Format Dialog screen appears. 6. Mark the checkboxes if you want to keep the same number and date formats in the e-mailed file that are in the report. 7. Click OK. The program mails the report file according to standard procedures. Creating an output query from a report You can create an output query from several Fixed Assets reports by marking Create Output Query on the General tab. This option creates a static query containing all the records included in the report you are generating. This query is useful when you want to create a new report in the future using the same records, or to generate labels or envelopes in Mail. 1. From Reports, open the report you want to use.

192 CHAPTER 9 2. On the General tab, mark the Create output query checkbox. 3. Enter all desired parameters for the report. 4. Click Print. The Save Report As screen appears. 5. Enter a Report name and Description. Mark the Other users can execute this report checkbox if you want to allow other users to access this report. Mark the Other users can modify this report checkbox if you want to allow other users to change the report. This option is available only when you mark Other users can execute this report. 6. Click Save and Print. The Save Static Query screen appears. 7. Enter a Query name and Description for your query. For example, you might include the report name and date in the description. 8. In the Include in field, select in which query lists you want the query included. 9. Mark the Other users may execute this query checkbox if you want to allow other users to access this query. Mark the Other users may modify this query checkbox if you want to allow other users to change the query. This option is available only when you mark Other users may execute this query. 10. Click OK. 11. You can include this query in Query Lists, the Export Lists, or Both. You can also allow other users to use and/or modify this query. 12. Click OK.

Mail In This Chapter Accessing Mail.................................................194 Labels........................................................194 General Tab....................................................195 Fields to Include Tab.............................................195 Attributes Tab..................................................195 Format Tab.....................................................195 Printing Labels.................................................195 Label Truncation Reports.........................................199 Mail Basics....................................................205

194 CHAPTER 10 In the Mail module, you use the information stored in your Fixed Assets database to design and print labels. You can design and save multiple parameter forms to serve as a template for your label designs. This means you can design a parameter form, save it with a name specific to its purpose, and reuse it later. You can also run a mail function at any time using a new parameter form. This is a clean parameter form with the program defaults. Accessing Mail Accessing Mail 1. From the Start menu, select Programs, Fixed Assets. The Fixed Assets program group items appear. 2. Select Mail. The main screen of Mail appears. From Mail, you can print labels and run label truncation reports. Labels The Labels facility is available in the Fixed Assets folder. Double click this folder to reveal the Labels folder. This folder contains the Labels and Label Truncation Report options.

M AIL 195 General Tab The Include button allows you to choose whether you want to include All Assets, Selected Assets, or One Asset. If you choose Selected Assets, you need to locate and open an existing query. If you choose One Asset, you need to locate and open the appropriate asset record. The label type grid contains all of the supported label types on which Fixed Assets can print labels. To select a label type, highlight the label. Once you select a label type, you need to choose the Text font, Barcode font, and the Font size. You can also select in which row and column to begin printing. When you mark the Create output query checkbox, the program creates and saves an output query of all of the records included in this print run. You can use this query from any module in Fixed Assets that allows you to select records based on a query. Fields to Include Tab From the Fields to Include tab, you select which fields you want to print on the label and the order in which you want them to print. Attributes Tab From the Attributes tab, you can include or exclude records based on an attribute. You can also have the program add, update, or delete attributes for each record during the label processing. Format Tab On the Format tab, you can establish the label sort order and other output options, such as printing in all caps or omitting punctuation. Finally, you can print the truncation reports before the labels run to see if the label text is cut off vertically or horizontally. You can also either create an exception query and/or exclude records from the label run for any truncated records the program finds. By clicking the appropriate button, you can view the Layout, Preview of the label run on the screen, or Print the labels. Printing Labels Printing labels 1. From Mail, open the Fixed Assets folder on the left side of the screen and double click the Labels folder. Highlight Labels.

196 CHAPTER 10 2. Select File, New. The New Labels screen appears. The Start printing in Row and Column options are not available for tractor-fed labels. 3. On the General tab, click Include and choose from All Assets, Selected Assets, or One Asset. If you choose Selected Assets, locate and open the appropriate query from the search screen. If you choose One Asset, locate and open the appropriate asset from the search screen. 4. In the label type grid, highlight the type of label you want to print. 5. Select the Text font, Barcode font, and the Font size from the associated drop-down list. 6. Select the Start printing in Row number and Column number using the arrow buttons to scroll up or down the number line. 7. If appropriate, mark Create output query. When marked, the program creates a query of those records for which a label prints.

M AIL 197 8. Click Next. The Fields to Include tab appears. 9. The fields selected in the grid print on the label in the order they appear, except for the barcode, which always prints at the top of the label. The fields print one per line. 10. In the Field Name column, select the field from the drop-down list of available fields. In the Options column, either <No options available> displays, or you can select from the drop-down list any of the options associated with the selected field. You can move the fields Up or Down, Insert a field, or Delete a field by clicking the appropriate buttons. You must specify at least one field to include on the label.

198 CHAPTER 10 11. Click Next. The Attributes tab appears. 12. On this tab, you can include or exclude records based on an attribute. You can also add, update, or delete attributes for each record included in the label run. 13. If you want, mark Include or Exclude Assets With these Attributes. In the Filter column, select Include or Exclude from the drop-down list. In the Category column, select from the drop-down list of available categories. In the Description column, select the appropriate description from the drop-down list. The Short Description displays, if available. 14. If appropriate, mark Add, Update or Delete these Attributes for each Asset. For each attribute, select the Action you want. Select the Category and Description. Enter any date and/or comment you want associated with the attribute.

M AIL 199 15. Click Next. The Format tab appears. 16. Mark Output options. The fields in the right frame change to the output options. 17. In the Label Sort Order frame, you can select up to two fields to sort by in Ascending or Descending order. 18. Mark the appropriate checkboxes if you want the program to Print in ALL CAPS, Omit punctuation, Include total # of labels, Skip _ lines before printing the first line (when marked, enter the number of lines to be skipped), Include _ spaces before each line (when marked, enter the number of spaces to include before each line). Label Truncation Reports Accessing Label Truncation Report Options 1. From Mail, open the Fixed Assets folder on the left side of the screen and double click the Labels folder. Highlight Labels.

200 CHAPTER 10 2. Select File, New. The New Label Truncation Report screen appears. 3. Select the Format tab. 4. Mark the Truncation reports option in the Format Options frame.

M AIL 201 5. The truncation report options appear on the right. If desired, mark Print Truncation Reports before Label Run. When marked, the options in the frame become available. Mark the checkbox if you want to Check for horizontal truncations and/or Check for vertical truncations. If truncations are found, mark the option to indicate if you want the program to create an exception query and/or exclude the asset from the label run. 6. Click Layout to view a sample of how the labels print on screen. Click the X in the upper right hand corner of the screen to close the Layout screen and return to the parameter form. 7. Click Print, or click Preview, to view the label print run on screen. The program prompts you to save the parameters for the label run. 8. Enter the Mailing name and Description. If desired, mark Other users can execute this mailing and/or Other users can modify this mailing. 9. Click Save and Preview. From the Preview screen, you can print or send the labels as e-mail. The Save Mailing As screen appears. 10. Enter the Mailing name and Description. If desired, mark Other users can execute this mailing and/or Other users can modify this mailing. 11. Click Save and Print. Several screens may appear briefly, such as a status bar, when the labels print. 12. When the labels have printed, a screen appears verifying the labels printed correctly. 13. You should check the labels and answer accordingly. If they did not print correctly, you are asked if you want to print the labels again. Editing fields to include on labels When printing labels, you need to select which fields you want to print. Selecting fields is just one of the steps in defining the criteria for printing labels. 1. From Mail, open the Fixed Assets folder on the left side of the screen and double click the Labels folder. Highlight Labels. 2. Select File, New or open an existing label parameter. The New Labels screen appears. On the Save Mailing As screen, you can click Preview without saving to view the labels without saving the criteria; however, without a saved parameter form, if you need to make changes after previewing, you have to reenter the criteria. If you click Save and Preview and then select not to print the labels from the Preview screen, you can open the saved parameter form and print labels without reentering the criteria.

202 CHAPTER 10 3. Select the Fields to Include tab. 4. In the grid, select the desired fields from the drop-down list in the Field Name column. 5. In the Options column, some fields have options you can select from the drop-down list. For those fields without options, <No options available> displays. 6. After you select fields, you can edit or adjust their position by clicking the Up or Down buttons. Delete removes a field from the grid. Insert adds a row to the grid above the selected row. Changing label format 1. From Mail, open the Fixed Assets folder on the left side of the screen and double click the Labels folder. Highlight Labels. 2. Select File, New or open an existing label parameter. The New Labels screen appears.

M AIL 203 3. Select the Format tab. 4. Mark Output options. The fields in the right frame change to the output options. 5. In the Label Sort Order frame, select Asset Number, Asset ID, Asset Description, Class, Location, Department, Vendor, Disposal Method, Serial Number, Model Number, Depreciation Basis, Date Disposed, Disposal Price, or Date in Service from the drop-down list. 6. Mark the checkbox if you want the program to Print in ALL CAPS, Omit punctuation, Include total # of labels, Skip _ lines before printing the first line (when marked, enter the number of lines to be skipped), Include _ spaces before each line (when marked, enter the number of spaces to include before each line). 7. Mark Truncation reports. The truncation report options appear on the right. If desired, mark Print Truncation Reports before Label Run. When marked, the options in the frame become available. Mark the checkbox if you want to Check for horizontal truncations and/or Check for vertical truncations. If truncations are found, mark the option to indicate if you want the program to create an exception query and/or exclude the record from the label run. Printing a label truncation report while printing labels 1. From Mail, open the Fixed Assets folder on the left side of the screen. Double click the Labels folder.

204 CHAPTER 10 2. Select the Format tab. Mark Create exception query to maintain a record of those assets for which a label was not printed. 3. Mark Truncation reports. The truncation report options appear on the right. 4. Mark Print Truncation Reports before Label Run. When marked, the options in the frame become available. 5. Mark the checkbox if you want to Check for horizontal truncations and/or Check for vertical truncations. 6. Indicate which action the program should take if truncations are found by marking Create exception query and/or Exclude asset from this label run. 7. Click Print. The truncation reports print before the labels. Depending on the action you select, the program excludes the asset from the label run and, if selected, includes the name of the asset in the exception query. Running a label truncation report without printing labels 1. From Mail, open the Fixed Assets folder on the left side of the screen. Double click the Labels folder. 2. Highlight Label Truncation Reports.

M AIL 205 3. Select File, New. The New Label Truncation Report screen appears. 4. Mark the parameters on the series of tabs, as though you were actually preparing to print the labels (see the procedure for printing labels). 5. Click Print. Mail Basics Viewing/editing Mail preferences 1. From Mail, click Edit, Preferences. The Preferences screen appears. Some preferences available in Preferences do not apply for Fixed Assets; however, any changes affect other Blackbaud products present in the same database. 2. Mark the checkbox if you want the program to automatically save mailing parameters. If you leave this checkbox blank, a screen appears asking if you want to save the parameters when you click Print or Preview. If marked, the Save Mailing As screen appears automatically. 3. Mark Show only my mailings if you want only those parameter files you create to show.

206 CHAPTER 10 4. From the Double click preference drop-down list, select which action you want the program to take when you double click on a saved mailing. Select Open, Export, Mail, Preview, or Print. 5. In the Font Options frame, select the Name of the font you want to use from the drop-down list and select the font Size. Including selected records for mailing functions 1. From Mail, open the mailing function. 2. On the General tab, click Include and choose Selected Assets. 3. The standard query Open screen appears. Highlight the appropriate query in which you want to include selected assets. Click Open. 4. Verify the General tab has Selected assets from <query name> next to the Include button, designating your specific selection of records. Including one record for mailing functions 1. From Mail, open the mailing function. 2. On the General tab, click Include and select One Asset. 3. The standard Open screen appears. Search for and highlight the one record you want to include. Click Select. 4. You are now back on the General tab. Notice the name of the record you selected to include appears beside the Include button. Including all records for mailing functions 1. From Mail, open the mailing function. 2. On the General tab, click Include and select All Assets. 3. Verify the General tab has All assets next to the Include button, designating that all records in the program are included in this mailing function. Including records based on attributes for mailing functions 1. From Mail, open the mailing function. 2. On the Attributes tab, mark the Include or Exclude checkbox in the top grid; this activates the grid and allows you to select the attributes that determine which records are included or excluded from the mailing. 3. In the Filter column, select Include or Exclude from the drop-down list. 4. In the Category column, select the attribute category from the drop-down list; only valid attribute categories in your program are available. Creating an output query from a mailing function 1. From Mail, open the mailing function. 2. On the General tab, mark the Create output query checkbox. 3. Set all appropriate parameters and complete your mail function (e.g., print the envelopes).

M AIL 207 4. While the program prepares to print, you are prompted to name your new output query. Enter a name and description for the new query and mark additional options as desired. 5. Click OK. Restarting previous runs At the end of each mailing, the program asks if all of the mailings printed successfully. If you click Yes, the program returns to the main screen of Mail. If you click No, you can restart the mailing run. 1. Once the mailing finishes processing, a prompt appears asking if the mailing printed successfully. Click No. The Restart screen appears. 2. The Records Included grid lists all of the records included in the mailing run. 3. Locate and highlight the record with which you want to restart the mailing. 4. If desired, click Preview to view the mailing on screen before restarting the run. 5. Click Restart to begin processing the mailing. The run begins with the record you highlighted and continues through the list of records until it finishes printing.

208 CHAPTER 10

Query and Export In This Chapter Query Types...................................................211 Query Format..................................................211 Query Criteria Operators........................................212 Criteria Operators...............................................212 Combining Operators..........................................214 Wildcard Characters...........................................215 Query Merge Operators...........................................215 Accessing Query and Export.......................................216 Creating Queries...............................................217 Using and Editing Queries.......................................221 Merging Queries...............................................226 Exporting Queries..............................................227 Printing Queries................................................228 Properties.....................................................229 Favorites......................................................231 Preferences....................................................231

210 CHAPTER 11 Query and Export enables you to select and export records that meet a set of defined criteria. When you create a query, you are creating a definition for the records you want to include. Then, when you run a procedure using the query, Fixed Assets processes only those records matching the query definition. A query group is simply a list of those records meeting the criteria you choose. You can use queries throughout Fixed Assets for procedures, such as processing reports. By using a query, you can perform a function for a specific group of records. For example, you can produce labels for all assets that have one year in service and use MACRS as their depreciation method. The main function of Query and Export is to identify and generate a list of records based on defined criteria, which Fixed Assets can then use to perform other functions. You can define a query to select and sort records by any field in the database and by numerous summary fields. You can also extract information from the records in the query by defining the output fields of the query. For example, you can create a query to determine which assets are insured by State Farm and which insurance agent is assigned to the asset. However, to determine if you have defined the query correctly, you want additional information to display on the Results tab. Then, by defining output fields, your query not only offers a list of the records included in the query, but also shows the information from selected fields of each record on the query Results tab. You can also export the information on the Results tab to a word processing program, a spreadsheet program, or another type of program. The process of creating a query is best illustrated by an example: Suppose you need to send a list of all assets assigned to the Historical Research Department to the new department director. You need to report the Asset ID, Description, Depreciation Basis, and Serial Number. To do this, you need to create a report in Reports by using a query to define the group of records from which you can obtain the information. In Query and Export, you can create an asset query filtering on Department, with only the Historical Research Department selected. You can then set the output to report Asset ID, Description, Depreciation Basis, and Serial Number.

Q UERY AND EXPORT 211 The results of the query appear in a grid on the Results tab. You can set preferences in Query and Export to automatically include all criteria and sort fields in the output field list. In Query and Export, you can create, save, open, run, print, and delete a query. You can also refresh a query, merge two queries, and export the results of a query. Query Types To use queries correctly, it is important that you have a basic understanding of the different query types the program can produce. There are three query types from which to choose: Action, Transaction, and Asset. Selecting a specific type instructs the program to look only at the IDs of the record type you want to include in the query. For example, only asset records are included in an asset query. Selecting the query type is the first step in narrowing the list of records you want the program to access or process. Query Format Query format enables you to define whether the query is dynamic or static. The Static query is a snapshot of the data at the time you establish the query. When you create the query, it searches through the database and generates a list of all records that match the specified criteria. The program stores this list with the static query.

212 CHAPTER 11 If you run a report two months later using the same query, the program uses the list of records stored in the original query to produce the report. Any records you add to the database after you create the static query are not included in the query list; they do not appear on any report generated by that query. For example, if you want to compare a list of assets acquired as of March 30 with a list of assets acquired as of May 30, you can create two static queries. The first static query gives you a list of all the assets acquired as of March 30. The second static query gives you a list of all assets acquired as of May 30. You can then print a report listing the assets from each query and compare the two lists to determine which assets were acquired between March 30 and May 30. Each time you use a Dynamic query, the program automatically refreshes the query, searches the database, gathers the records that match the query criteria, and provides the most current results. For example, you can determine how many assets are in service at the end of each month by creating a dynamic query. When you use this query to print a report at the end of March, the program searches the database and compiles a list of all assets. Then, when you use the same query to print the report at the end of May, the program again searches the database and updates the list of all assets in service. If new assets were acquired in April or May, they appear on the May report because you used a Dynamic query. Query Criteria Operators When you define a query, you establish a set of values, or requirements, a record must meet to be included. You establish each value by selecting a data field and then defining a criterion the field must meet. Fixed Assets uses criteria operators to more precisely define criteria, allowing you to narrow a search to precisely the records you want. In other words, criteria operators act as additional filters, focusing the search and reducing the number of records included. There are several criteria operators from which you can choose, but not all criteria operators are appropriate for every field. Criteria Operators equals. When you select equals as your operator, records selected for the query must have the exact entry you define. For example, if you choose Department equals Administration, only records which have the exact entry Administration are selected. does not equal. When you select does not equal as your operator, you select only the records that have entries that do not match the defined criterion. For example, if you choose Department does not equal Administration, the program selects every record that does not have Administration entered as the department. greater than. When you select greater than as your operator, you indicate that records selected must have a value greater than the one you define. For example, if you select Purchase price greater than $500, only records with a purchase price of $500.01 or greater are selected. Amounts of $500 or less are not included.

Q UERY AND EXPORT 213 greater than or equal to. Selecting greater than or equal to as your operator limits the records selected to those with a value greater than or equal to the one you define. For example, if you select Purchase price greater than or equal to $500, only records with payment amounts of $500 or greater are selected. This operator includes the value you select when extracting records. less than. When you select less than as your operator, you limit the records selected to ones that have an entry less than the value you define. For example, if you select Purchase price less than $500, only records with a purchase price of $499.99 or less are selected. A purchase price of $500 is not included. less than or equal to. When you select less than or equal to as the operator, the records selected must have an entry either equal to or less than the value you define. For example, if you select Purchase price less than or equal to $500, only records with a purchase price of $500 or less are selected. one of. Selecting one of as the operator means records selected must have one of the entries you define. The one of operator acts as an Or between the entries you select. For example, if you select Department is one of Administration, Development, or Historical Education, records selected must contain one of the three departments chosen. not one of. Selecting not one of as the operator means records selected must not have one of the entries you define. For example, if you select Department is not one of Administration, Development, or Historical Education, records selected do not have any of these entries. between. Selecting between as the operator allows you to select a range of entries that records must have for selection. This operator is inclusive. For example, if you select a Purchase price between $500 and $1000, records with payments between $500 and $1000 are included. Purchase prices equal to $500 and $1000 are also included. not between. Selecting not between as the operator allows you to select a range of entries that records must not have to be included in the query. This operator is exclusive. For example, if you select Purchase price is not between $500 and $1000, only records with purchase prices less than $500 or more than $1000 are included. Purchase prices of $500 and $1000 are not included. begins with. Selecting begins with as the operator means the records selected must have an entry that begins with the value you define. For example, if you select Asset ID begins with 01-, assets with identification numbers that begin with 01- (01-526-8272, 01-34-0987, etc.,) are selected. You can use wildcard (special) characters with this operator. For more information, please see Wildcard Characters on page 215. does not begin with. Selecting does not begin with as the operator means records selected must not begin with the entry you define. For example, if you select Asset ID does not begin with 01-, assets with identification numbers that do not begin with 01- are selected. You can use wildcard characters with this operator. contains. Selecting contains as the operator selects records that have the entry you define anywhere in the field. For example, if you define criteria for Department contains Z, records with the letter Z anywhere in the Department field are selected. You can use wildcard characters with this operator.

214 CHAPTER 11 does not contain. Selecting does not contain as the operator selects records that do not have the entry you define anywhere in the field. For example, if you define criteria for Department does not contain Z, only records without a Z anywhere in the Department field are selected. You can use wildcard characters with this operator. like. The like operator allows you to use wildcards to replace a character or set of characters in a field. These wildcards are particularly useful when you are not sure of the spelling of a name, or if you suspect something might be spelled incorrectly. not like. The not like operator selects records that do not have the entry you define. You can use wildcard characters with this operator. blank. The blank operator selects any record with a blank field you define. For example, if you select the Asset ID is blank, the program selects all records with an empty Asset ID field. not blank. The not blank operator selects any record with anything in the entry you define. For example, if you select the Asset ID is not blank, the program selects records that have an entry in the Asset ID field. sounds like. You can use the sounds like operator when you want to select records based on a field for which you do not know the exact spelling. For example, suppose you want to find a note written by someone with the name Smith; however, the name is actually spelled Smyth, which sounds like Smith. When you query, if you search for Author equals Smith, you will not find the note. But if you query using Author sounds like Smith, the program finds the note. Another example would be the name Byrd, which sounds like Bird. If you query using Author sounds like bird, you get notes whose author sounds like Bird, including Byrd, Burd, Berd, etc. The sounds like operator is only available on text fields. <ask>. The <ask> operator allows you to defer the criteria selection for a field value until you actually run the query. For example, you may have a report run on different dates that otherwise has identical criteria and output. As you create the query for the report, you can select the desired date fields and select <ask> as the criteria operator. When you run the query, the Ask at Runtime Wizard appears, allowing you to select criteria for any fields defined by the <ask> criteria operator. You can then select any of the standard criteria operators or select <is any value>, a new option which includes all records for which the filter field has any value. You can click Review Criteria to review other criteria set for this query. Click Next to continue through the wizard for any other Ask at Runtime fields, then click Finish to complete the wizard and run the query. Combining Operators Combining operators are found at the bottom of the Filters box on the Criteria tab of a query record. Combining operators create relationship variations between selected criteria.

Q UERY AND EXPORT 215 And. Use the And button between fields to indicate the records must meet both criteria for query selection. Or. Use the Or button between fields to indicate the records can meet either of the criteria for query selection. Parentheses ( ). Use the Parentheses buttons to separate a portion of the criteria formula. Wildcard Characters A wildcard criteria operator allows you to use a special character or a series of characters to define the conditions a record must meet in order to be selected. Percentage (%). Use the percentage sign to replace a series of characters. For example, if you are looking for an individual s record with the Last Name ending in son, you can use the criteria Last Name Like %son. The program selects records with a last name ending in son (e.g., Henderson, Larson, Allison, and Wilson). Asterisk (*). Use the asterisk as you would a percent sign to replace a series of characters. Question Mark (?). Use the question mark to replace a single character. Underscore (_). Use the underscore to replace a single character. Query Merge Operators You can merge two queries to make a third query. The combination of records included in the final query is determined by the merge operator you use to create the third query. The following merge operators are available. AND. When you select the merge operator AND, only records that are in both queries are in the resulting query. OR. When you select the combining operator OR, the two queries are added together to make one query, but records that appear in both queries only appear once in the third query.

216 CHAPTER 11 XOR. When you select the combining operator XOR, the final query contains only those records that are in either query, but not in both. If a record exists in both, it is eliminated. SUB. The order of the queries is important when using SUB to merge queries because the output query contains records that are only in the first (primary) query. All records that appear in the second (secondary) query and records that are in both queries are eliminated from the final query. Accessing Query and Export To begin creating queries, open Query and Export. Accessing Query and Export 1. From the Start menu, select Programs, Blackbaud Fixed Assets. The Fixed Assets modules appear. 2. Select Query and Export. The Query - Fixed Assets screen appears.

Q UERY AND EXPORT 217 From Query and Export, you can add, edit, run, refresh, delete, and export a query; merge queries; view query properties; and print query results. You can preview, print, and refresh a query list; establish preferences; and add and organize favorites. Creating Queries The creating a new query process starts when you select a query type and format on the New Query screen. Once you accomplish this, the program takes you to the New Query record. The New Query record consists of four tabs. The Criteria tab is where you identify the records to be included in the query. You then select the record fields you want to appear in the query on the Output tab. You establish the order in which the selected fields are presented on the Sort tab. Examine the query on the Results tab. You can return to any tab and make changes as desired. This section contains the procedure for adding queries. Following sections describe procedures for using, merging, exporting, and printing queries. Adding a query 1. From Query and Export, select File, New. The New Query screen appears. Before creating your first query, we highly recommend you establish preferences for Query & Export. These settings and defaults can help to speed data entry when creating queries. For more information about preferences, see Preferences on page 231. 2. Select the Query type and Query format from the drop-down lists. For more information, please see Query Types on page 211 and Query Format on page 211. 3. In the Include in field, select to include the query in the Export Lists, Query Lists, or Both query and export lists.

218 CHAPTER 11 4. Click OK. The New <query type> - Fixed Assets screen appears with the Criteria tab selected. 5. From the Criteria tab, select the criteria you want to use for selecting records from your database. For example, you can select all records with a Date in service greater than 1/20/98, which includes the records of all assets that have a Date in service as 1/21/98 or later. 6. Select a field from the Show drop-down list. Choose a specific group of fields or select <All> to see a complete list of Available Fields categories. You can expand the category to reveal all the criteria fields. 7. Highlight the field you want to use as a criterion for record selection and click Select. 8. The Edit Field Criteria screen appears.

Q UERY AND EXPORT 219 9. Select the desired criteria Operator from the drop-down list and enter a Value. Please refer to the description of operators in the Criteria Operators section of this chapter. Click OK. The criteria appears in the Filters frame. 10. Select the Output tab. 11. Select the fields you want to appear as part of the final result. These are the fields from each of the selected records you want to view on the Results tab to ensure the desired records were selected. You can also export the output fields and use them on a custom report. 12. To select an output field, expand the categories and highlight the output field you want in the Available Fields frame, then click Select. The field appears in the Output frame. You can set preferences in Query and Export to automatically include all criteria and sort fields in the output field list.

220 CHAPTER 11 13. Select the Sort tab. 14. Specify how you want your output fields sorted. The field defaults to (Asc) for alphabetical order from A to Z. 15. Select the Results tab to view the results of the query you created.

Q UERY AND EXPORT 221 16. If you want to make changes to the query, you can edit the query by returning to any of the tabs to make corrections. When you are satisfied with the results, you can save the query for future use. 17. Select File, Save to save the query. The Save Query As screen appears. 18. Enter the Query name and Description. Select the desired Query format and Include in list. 19. If desired, mark Other users may execute this query and Other users may modify this query. 20. Click OK to save the query. Remember to select filters in the Query name, Query format, and Include in fields Using and Editing Queries This section includes procedures for finding, editing, running, deleting, and refreshing queries. Finding a query The Find Query feature is helpful for locating queries created by other users or in other Blackbaud programs. With multiple users, when you include <All> queries in the database, the list could get very long. You can also use the three filter fields at the top of the main Query & Export screen to find a query. Use these fields to narrow the list of queries displayed on the main screen and select from that list. 1. From Query and Export, select Edit, Find. 2. The Find Query screen appears. 3. In the Query field, select the desired query field for which you are searching from the drop-down list. For example, if you are searching for a particular query by name, select Query Name. 4. In the Find what field, enter the value of the field for which you are searching.

222 CHAPTER 11 5. Indicate if the query you are looking for should match Any part of the Field, Whole Field, or Start of Field. If you want to specify the field for Find what is case sensitive, mark Match case. 6. Click Find First to begin the search at the top of the list of your existing queries or click Find Next to search for the next query matching your search criteria. 7. Fixed Assets highlights the query matching the defined criteria. 8. Click Close to return to the main query screen. Editing a query You can change the properties of an existing query at any time. This may be necessary if, for example, you need to add an output field to a query, or change the query s criteria to include a particular attribute. 1. From Query and Export, open the query you want to edit by highlighting the query from the list and clicking File, Open. The query opens. 2. Select the Criteria tab, then make any necessary changes to the criteria. To change a criterion field, highlight the field in the Filters box and click Change.

Q UERY AND EXPORT 223 3. The Edit Field Criteria screen appears. 4. Make any necessary changes to the Operator and Value, then click OK. 5. Select the Output tab. Make the necessary changes to the output fields. You can add more fields, move the fields up or down in the list, remove a field, or click Change to access and change the preferences for a field. 6. Select the Sort tab. You can add sort fields, remove sort fields, change the preferences for a sort field, move a field up or down in the sort order, or change a field from ascending to descending by clicking the appropriate button. 7. After making the changes, select the Results tab. View the results to ensure you have updated the query correctly. 8. If you want to replace the original query with the one you just edited, select File, Save. 9. If you want to keep the original query and create a new query based on the edits you just made, select File, Save As. The Save Query As screen appears. Enter the Query name and Description. Select the desired Query format and Include in list. If desired, mark Other users may execute this query and Other users may modify this query. 10. Click OK to save the query. Editing query options You can edit the description of a query, allow access/edit rights to other users, pull selected records from other queries, and limit the output of a query for special purposes. This can often save time when you want to use an existing query but need to modify some of its features. 1. From Query and Export, open the desired query.

224 CHAPTER 11 2. Select File, Options. The Options screen appears. 3. If necessary, edit the Description of the query. 4. If desired, mark Other users may execute this query and Other users may modify this query. 5. If you want rows containing duplicate information to appear only once, mark Suppress duplicate rows. For example, if Asset ID 01-132-0295 appears in two separate rows, you can eliminate the duplicate row, and the record appears only once. 6. If you want the query to select from records in another query, but not from the entire database, mark Select from query. Choose the desired query. This is a convenient way to create a new query by editing the existing query. You can, for example, choose to edit a query containing both location and department records if you need to print labels for the departments only. You can select records from a query containing only department records for the query you are editing. 7. If you want, you can change the Query type, Query format, and the Include in options. You can also limit the output results to a random sampling or top number of rows in the query. This is useful if you need to perform a lottery choosing. 8. Click OK to save the new options. If the query is open, click Run to run the query. Running a query 1. From the main screen of Query and Export, highlight the query you want to run. 2. Select File, Run Query or click the Run Query button on the toolbar. The query processes and opens with the Results tab on top. 3. From the Results tab, you can Print, Export, view Properties, or Find field values using buttons on the toolbar. You can also edit the visual Format of the display grid, and Refresh the records in the query. Select Records, Refresh to refresh the query data. You can use the Refresh option to update or refresh a static query. Refreshing updates the static query with new record information and data entered after the creation of the query.

Q UERY AND EXPORT 225 Deleting a query 1. From the main screen of Query and Export, highlight the query you want to delete. 2. Select File, Delete. The Delete Queries screen appears. You can delete several queries at once. Use the arrow buttons or double-click to move highlighted queries from one box to the other. 3. The highlighted query appears in the Queries to Delete box. 4. Click OK. A confirmation screen appears. 5. Click Yes. Refreshing a query You can use the Refresh option to update or refresh a static query. Refreshing updates the static query with new record information and data entered after the creation of the query. 1. From the main screen of Query and Export, highlight the static query you want to refresh. 2. Select File, Refresh. Select Current Query from the submenu. The program refreshes the query. 3. Click OK. Refreshing more than one query 1. From the main screen of Query and Export, highlight one of the static queries you want to refresh. 2. Select File, Refresh. Choose Selected Queries from the submenu. Refresh is disabled if the program cannot refresh the query you highlight on the main screen. For example, the program cannot refresh a dynamic query or a static query merged with a dynamic query.

226 CHAPTER 11 3. The Refresh Queries screen appears. 4. You can highlight a query and click the single arrow buttons to move it to either the Queries box or the Queries to Refresh box. Clicking the double arrow buttons moves all the queries from one box to the other box. 5. Click Properties to view the properties of a highlighted query. From the Properties screen, you can click Print to print the query. 6. Click Find to search for a particular query you want to refresh. 7. Click OK. The program refreshes the selected queries and returns you to the main screen. Merging Queries You can merge two queries to make a third query. The combination of records included in the final query is determined by the merge operator you use to create the third query. Merging two queries 1. From Query and Export, click File, Merge. The Merge Queries screen appears. 2. In the Primary query field, type the name of the first query. In the Secondary query field, type the name of the second query. 3. You can also select the primary and secondary queries using the binoculars to access the query search screen. 4. Select the Merge Operator. This operator determines which records from each query are included in the merged query. Choose from:

Q UERY AND EXPORT 227 AND All records in both queries are included in the merged query. OR The two queries join to make one query. All records in both queries are included; however, records that appear in both queries are not duplicated. SUB The order of the queries is important when using SUB to merge queries because the merged query contains only those records that are exclusively in the first (primary) query. All records that appear only in the second (secondary) query, and records that appear in both queries, are eliminated. XOR Determines the final query contains all records that appear in either query, but excludes any records that appear in both queries. 5. Click OK. The Save Static Query screen appears. 6. Enter the Query name. 7. The Description defaults to a detailed explanation of your merge. 8. In the Include in field, select the list in which you want to include the query. Choose from Query lists, Export lists, or Both query and export lists. 9. If desired, mark Other users may execute this query and Other users may modify this query. 10. Click OK to save the new query. Exporting Queries You can export information on the Results tab of any query to a word processor, spreadsheet, or reports program. Fixed Assets is configured to include an excellent selection of export formats from which to choose. Exporting a query 1. From Query and Export, highlight the query you want to export.

228 CHAPTER 11 2. Select File, Export. The Export Parameters screen appears. 3. Select the Data format you want to use from the drop-down list of available formats. 4. Enter the Export file name and path or click the ellipsis to search for the file name and path. For example, if you want to save the file to a Files directory on the C: drive, you can enter C:\Files\Assets.mdb. 5. If you choose to output a field with more than one value, you can create a separate record for each value or create a single record for each category. If you choose to create a single record, enter the desired information in the grid. 6. Click OK to export the query. 7. When the query finishes exporting, a message appears informing you that your export file has been created. 8. Click OK. Printing Queries You can print a list of queries as well as the results of any query. Procedures for these two functions are provided in this section. Printing a list of queries 1. From Query and Export, select File, Print. Select Query List from the submenu.

Q UERY AND EXPORT 229 2. The Print Query List screen appears. 3. Mark Summary List or Detail List depending on how much information you want to see on the list. 4. If you mark Detail List, you can Include field detail and Print one query per page by marking these checkboxes. 5. Move the queries you want to print from the Queries box to the Queries to print box by using the arrow buttons. 6. If you want only queries you create to appear in the Queries box, mark Only show my queries. 7. After you finish choosing your queries, click OK to send your selections to the printer. Printing query results You can print the results of any single query. 1. From Query and Export, highlight the query you want to print. 2. Select File, Print. Select Results from the submenu. The query opens with the Results tab selected. The program sends the results to the printer. 3. Select File, Close. Properties You can review the properties of any existing query. This is useful when you want to determine whether you can use it for a specific application. Viewing query properties 1. From Query and Export, highlight the query.

230 CHAPTER 11 2. Select File, Properties. The Properties screen appears. The Properties screen is for informational purposes only; you cannot enter or edit information on this screen. 3. Select the General tab to view general information, including the query type, description, format, the date it was last run, the time it took to run the query, the number of records in the query, the date and by whom it was created, the date and by whom it was last modified, and access/editing rights information. 4. Click the Selected Fields tab to view the criteria, output, and sort fields used to define the query. 5. Click OK to close or click Print to preview the properties on screen. From the Preview screen, you can print or e-mail the properties of the query.

Q UERY AND EXPORT 231 Favorites If you need to access a query often, you can add this query to a list of queries under Favorites on the Query and Export main screen toolbar. You can also organize or remove favorite queries. Adding a query to the list of favorites 1. From Query and Export, highlight the query you want to add to the favorites list. 2. Select Favorites, Add to Favorites to add the query to the list of favorites. Organizing the list of favorites 1. From Query and Export, select Favorites, Organize Favorites. The Organize Favorites screen appears. 2. Make any necessary changes. To remove unwanted queries from the list, highlight the query and click Remove. To change the order of the queries in the list, use the up and down arrow keys. 3. Click OK to save the changes. Preferences Query preferences determine the presentation defaults for query related screens and field values. You can select default formats for currency, dates, numbers, tables, and yes/no values. Preferences are set from the main query screen, and you can also set them from specific queries. Preferences set from a specific query affect that query only, while preferences set from the main query screen affect any new queries.

232 CHAPTER 11 Setting general query preferences General query preferences affect all new queries. 1. From Query and Export, select Edit, Preferences. The Preferences screen appears with the General tab on top. 2. Mark the checkbox if you want to Display selection fields alphabetically. 3. Mark the checkbox if you want to Display number of records found. 4. In the Sort table entry order field, you can choose to sort the table entries alphabetically or by table order, or have the program prompt you for the order when you create a query. 5. In the Show this tab first field, choose which tab is selected when you open or add a query. 6. In the New Queries frame, select the Default type, Query format, and Include in defaults. These fields determine how the New query toolbar button functions. If you select Ask as the Default type, the program prompts you to select the query type before opening a new query. If you select a specific query type, a query using the specified type, format, and Include in information opens when you click the New toolbar button. 7. If you want to maintain a list of recently opened queries, mark Recently opened query list and define the Number of records to list. You can choose to include queries in this list, which have a history of actions performed, by marking the specific action. 8. The Double click preference determines the action performed when you double click a query. Select Open, Run, Export, or Print.

Q UERY AND EXPORT 233 9. Select the Advanced tab. 10. In the Automatic Output frame, mark the checkbox if you want the selected criteria fields to automatically appear as output fields. These options eliminate having to choose from the list of criteria and sort fields again when you need to select your output fields. 11. In the Summary Fields frame, indicate if you want the program to automatically Apply criteria, Do not apply criteria, or Prompt you to choose how you want criteria applied. 12. Select the Currency tab. 13. Mark the checkbox if you want Fixed Assets to Use Windows default format. If you do not want to use the default, mark the format options you want to appear. You can choose to Show currency character, Show 1000 s separator, and Show decimals. 14. Select the Negative amount format from the drop-down list. Choose from a minus sign or parentheses.

234 CHAPTER 11 15. Select the Number tab. 16. Mark the checkbox if you want Fixed Assets to Use Windows default format. If you do not want to use the default, mark the format options you want to appear. You can choose to Show 1000 s separator, Show decimals, and Show percent sign. 17. Select the Negative amount format. Choose from a minus sign or parentheses. 18. Select the Date tab. 19. If you want to Use Windows default format, mark the checkbox. If you do not want to use the default, choose the order in which you want the day, month, and year to appear. Choose from month, day, year (MDY); day, month, year (DMY); and year, day, month (YDM). Select the format for the Month, Day, and Year fields from the drop-down lists. Type in either a dash or a slash for the dividing fields.

Q UERY AND EXPORT 235 20. Select the Tables tab. Choose if you want tables to appear using the Short description or Long description. 21. From this screen, you can set preference information specific to the open query. 22. On the Currency tab, mark the checkbox if you want Fixed Assets to Use the Windows default format. If not, mark the format options you want to appear. You can choose to Show currency character, Show 1000 s separator, and Show decimals. 23. Select the Negative amount format from the drop-down list. Choose from a minus sign or parentheses. 24. Select the Number tab. 25. Mark the Use Windows default format checkbox if you want to use Window s default number format. If not, mark the format options you want to appear. You can choose to Show 1000 s separator, Show decimals, and Show percent sign. 26. Select the Negative amount format from the drop-down list, either a minus sign or parentheses.

236 CHAPTER 11 27. Select the Date tab. 28. Mark the Use Windows default format checkbox if you want to use Window s default date format. If not, choose the order in which you want the day, month, and year to appear. Choose from month, day, year (MDY); day, month, year (DMY); and year, day, month (YDM). 29. Select the format for the Month, Day, and Year fields from the drop-down list. Type in either a dash or a slash for the dividing fields. 30. Select the Tables tab and choose if you want tables to appear using the Short description or Long description.

Import In This Chapter Import Screen..................................................239 Import Parameter Files..........................................239 Creating an Import File without Field Names Separated...............241 Creating an Import File without Field Names Fixed Width.............247 Creating an Import File with a Header Record.........................253 Creating an Import File with a Separate Header Record..................259 Viewing an Import Data File.......................................265 Importing Account Distribution Information........................268 Account Distributions............................................268 Import Requirements.............................................269 Required Import Fields..........................................272 Assets.........................................................272 Action........................................................273 Attributes......................................................273 Notes.........................................................273 Transaction.....................................................274 Location Change................................................274 Field Code Names..............................................274

238 CHAPTER 12 If you use import information to create new records, the import must include the required fields for that type of record. With Import you have a single, concise facility to import data into Fixed Assets and other Blackbaud Windows-based programs. In Import, you set up and save import parameter files which you can use repeatedly. The program supports four different import file formats. You have the flexibility, with all four file formats, to define import parameter files that include only the fields you need. You can use imported information to create new records and/or update existing records. The way you define or identify fields varies according to each import file format. The simplest and easiest to use format differentiates fields by the order in which you arrange them. You select and order the fields in the parameter file and use text qualifiers and field separators in the import file to identify field boundaries. Another format, the fixed-width format, identifies each field by where you place the value in a numbered stream of characters. Two other file formats use a header record to identify the imported fields. The only difference between these last two is that one places the header record at the top of the import document and the other has the header record in a separate file. As you proceed through the import process, you can examine the raw import data before running the actual import. The program also provides an option that allows you to validate record data without actually performing an import. We begin this chapter with a section that describes the Import main screen. Following that, the Import Parameter Files section describes the procedures and requirements for creating each of the four different imports. Imports that use a header record require you to define that header record using field codes. Field codes are established for, and correspond to, the fields in each type of Fixed Assets record. The steps of creating an import vary depending on the record type. The following diagram identifies the steps involved in the creation of an import file. Action Separated (Import file does not contain field names) Fixed Width (Import file does not contain field names) Import file contains a header record Import file with a separate header file Select/Order desired import fields including record identifier Select text qualifier and separator X X X X X X X Create header record X X Define field lengths and overall record length X

IMPORT 239 Import Screen The main screen of Import is a list-view screen with folders for program names and record types listed in the left box, parameter files listed in the right box, and a description of the highlighted item displayed at the bottom. Import is a shared Blackbaud module, meaning you can use it with more than one Blackbaud program. From the main screen, a folder appears on the left for each Blackbaud program present in the database with Import capabilities. When you open a program folder, additional folders appear for each record type appropriate to that program. Fixed Assets has six record types: Assets, Actions, Attributes, Location Change, Notes, and Transactions. For each record type, you can create multiple parameter files. The parameter file determines which information the program includes in the import and how the import file is structured. Import Parameter Files Each parameter file includes a series of tabs. Whenever you highlight a record type folder, both the Add a new and saved import parameter files appear in the right box. You can create a new parameter file by highlighting the record type and selecting File, New, or double clicking Add a new <record type> Import. There are three ways to open an existing parameter file: Double click the parameter file icon, Highlight the parameter file and select File, Open, or Right click on the icon to access the shortcut menu and select Open. If a deposit number is not included in the import record, the program creates a new deposit when importing payment and advance deposit transactions. To quickly add a new parameter file or open an existing parameter file, use the New and Open buttons on the toolbar.

240 CHAPTER 12 The Import Assets screen appears. You must select and save a file name before you can use the View Data button. From the parameter file, the View Data button accesses the View Import Data screen so you can review the contents of the import file. This button is enabled when you select and save a file name. When you define new parameters, because you need to sequentially complete the Import Wizard, the tabs appear as you move through the screens. When you open a new parameter file, only the first tab is available. Then, when you click Next, the second tab appears, and so on. The Import Now button begins the import process. This button is only available on the last screen for new parameters. A saved parameter file displays all available tabs, based on the type of import. You can create four different import types. Import file without field names Separated Import file without field names Fixed Width Import file with a header record Import file with a separate header record You can only use Import file without field names Separated and Import file without field names Fixed Width formats to import records that include an account distribution.

IMPORT 241 Creating an Import File without Field Names Separated Creating an import file without field names is probably the easiest of the four types to accomplish. Even though you are not required to create a header or define field or record lengths, the procedure still requires you format the import file to match the parameter you establish here. This procedure guides you through establishing import parameters. The import parameters determine the required format of the import document. You select and order the fields you want to import on the Fields tab. The order of the import fields on the Fields tab must match the arrangement of field values in the import file. On the File Format tab, you select a separator and text qualifier. The separator is used in the import file as a break between import fields. The text qualifier identifies the actual field value you want to import. The fields you select to import, in the order they are listed on the Fields tab along with the separators and text qualifiers you choose on the File Format tab, determine the required format of record information in the import document. Creating an import file without field names Separated 1. From Import, open the Fixed Assets folder on the left side of the screen. Highlight the record type for which you are importing information. The parameter files appear at right. 2. Double click Add a new <record type> Import. For the purposes of explaining the procedure, we are using the Asset record type; however, the procedure is the same for each record type.

242 CHAPTER 12 If Overwrite existing <type> records is marked, all records in the import must contain a record identifier. Unmark this checkbox only when creating new records. You can select both options at the same time; however we recommend that you perform only one of these operations in each import. 3. The Import Assets screen appears with the Options tab selected. The import must include the required fields for the selected type of record if you mark the checkbox. 4. On the Options tab, you can mark Create new Asset records (import information) and Overwrite existing Asset records (update information). 5. Mark the option if you want the program to Automatically create a new table entry or Do not create a new table entry and process the record as an exception if a table entry does not exist. 6. Mark the checkboxes if you want the program to: Validate Asset data without performing an import, Create an output query of Assets that are imported, Create an output query of Assets that are updated, Create control report, and when marked, Include exception detail.

IMPORT 243 7. Click Next. The File Format tab appears. 8. Enter the File name and path and name or click the ellipsis to find the import file. 9. In the Import File Format frame, mark Import file does not contain field names. Select field names in Step 3. 10. In the Fields are Separated by Characters frame, mark the checkbox for those characters you want to use as separators. If you mark Other, enter the character. 11. In the Text qualifier field, select Quotation, Apostrophe, {Custom}, or {None}. If you select {Custom}, enter the qualifier of your choice. 12. Example: Select Semicolon as a separator and Quotation as a Text qualifier on the File Format tab. On the Fields tab, move Asset ID, Asset Description, Date in Service, Purchase Price, and Accumulated Depreciation Account Number to the Import these asset fields box. With these selections, you must format the import document as follows to complete a successful import: ASSET_ID ; ASSET_DESCRIPTION ; DATE_IN_SERVICE ; PURCHASE_PRICE ; ACCUM._DEPR._ACCOUNT_NUMBER You use the other two options in the Import File Format frame in other procedures described later in this chapter. You must format the import document using the separator and text qualifier you select here. You must also arrange the import values in the order you set the field names on the Fields tab.

244 CHAPTER 12 13. Click Next. The Fields tab appears. The identifier you select to match records must be one of the fields contained in the import document. You can also select fields by double-clicking them or highlighting a field and dragging it to the Import these assets fields box. 14. Select to use either Asset Import ID or Asset ID to match records. Select the fields you want to import in the order in which they appear in the import file. To select a field, highlight the field in the Asset fields box and use the arrow buttons to move the field to the Import these asset fields box. 15. You can highlight a field and click Browse to view a complete listing of current field values in your database. 16. If you select the Account Distribution field, the following screen appears. 17. In the Repeat the fields times per line in the import file, enter or scroll to the number of accounts to which you are distributing. The fields you select in the next step are duplicated this number of times in the import.

IMPORT 245 18. Move the fields necessary to properly distribute the import. Refer to the Import Field Codes section of this chapter for minimum requirements. Fields must be arranged in the order in which they appear in the import. 19. Click OK to return to the Fields tab. 20. Click Next. The Summary screen appears. 21. Check the summary information to ensure you properly set up import parameters and information. Click View Data to view the import information from the specified import file. 22. The View Import Data screen appears.

246 CHAPTER 12 23. Verify the information is correct and click Close to return to the Summary tab. You can click View Data from any tab after an import file has been selected. 24. Click Find to locate a specific field value in the data display. The Find screen appears. 25. Select the Field for which you want to locate a value. 26. In the Find what field, enter the value you want to locate and click Find First. If this value is in multiple fields, click Find Next until you locate the record. 27. Click Close to return to the View Import Data screen. 28. At this point you can click either Save or Import Now. 29. Click Save to save the import parameter file. The Save Import As screen appears. 30. Enter a Name and Description for the import file. Use this option to save your parameter file for later use. 31. Mark the checkboxes if you want to allow others to run and/or modify this import. 32. Click Save to return to the Summary tab. 33. Click Import Now to begin the import process. 34. The following screen appears. 35. Enter a Name and Description for the parameter file.

IMPORT 247 36. Mark the checkboxes if you want to allow others to run and/or modify this import. 37. Click Save and Import or Import without Saving. 38. If you click Import without Saving, the Import screen appears, confirming a completed import. 39. Click Close to view your report. The report appears only if you marked the Create control report checkbox on the Options tab. Creating an Import File without Field Names Fixed Width You must already have an import document formatted and ready to import to complete this procedure. Review the information in this section and create a sample import document to test your import file content requirements. Start with a simple record and expand until you establish a usable parameter file. Remember to allow a sufficient number of characters for fields with variable size values such as a name or address field. Unused characters are filled with spaces.

248 CHAPTER 12 When you import information with the fixed width format, you must select and order the desired import fields. You also must assign each record a set number of characters. This type of import does not use separators or text qualifiers. It differentiates the fields of a record by location in a character stream of established proportions. An import record is made up of the individual fields pertaining to each individual or organization. You decide how many characters are in a record. An import document can contain one or many records. You can select and order field names on the Fields tab. The order of the import fields on the Fields tab must match the arrangement of field values in the import file. You establish the size (number of characters) of individual fields within a record on the File Layout tab. Importing a file without field names using the fixed width format uses the number of spaces in the record entry to identify and assign import field values. If you mark Overwrite existing <type> records, all records in the import must contain a record identifier. Unmark this checkbox only when creating new records. Both options can be selected at the same time; however we recommend that you perform only one of these operations in each import. Creating an import file without field names Fixed Width 1. From Import, open the Fixed Assets folder on the left side of the screen. Highlight the record type for which you are importing. The parameter files appear at right. 2. Double click Add a new <record type> Import. For the purposes of explaining the procedure, we are using the Asset record type; however, the procedure is the same for each record type. 3. The Import Assets screen appears with the Options tab selected. The import must include required information for the chosen type of record if you select to create new records with import information. 4. On the Options tab, mark whether you want to: Create new Asset records (import information) and Overwrite existing Asset records (update information). 5. Mark the option if you want the program to Automatically create a new table entry or Do not create a new table entry and process the record as an exception if a table entry does not exist. 6. Mark the checkboxes if you want the program to: Validate Asset data without performing an import,

IMPORT 249 Create an output query of Assets that are imported, Create an output query of Assets that are updated, Create control report, and when marked, Include exception detail. 7. Click Next. The File Format tab appears. 8. Enter the File name and path and name or click the ellipsis to find the import file. 9. In the Import File Format frame, mark Import file does not contain field names. Select field names in Step 3. 10. Mark Fields have Fixed Widths and the Record is characters wide and enter the number of characters. When you mark Fields have Fixed Widths and the Record is characters wide, enter the total number of characters contained in each record, including spaces and punctuation.

250 CHAPTER 12 11. Click Next. The Fields tab appears. The identifier you select to match records must be one of the fields contained in the import document. You can also select fields by double-clicking them or highlighting a field and dragging it to the Import these assets fields box. 12. Select to use either Asset Import ID or Asset ID to match records. Select the fields you want to import in the order in which they appear in the import file. To select a field, highlight the field in the Asset fields box and use the arrow buttons to move the field to the Import these asset fields box. 13. Click to search for a field.

IMPORT 251 14. Click Next. The File Layout tab appears. 15. The Field column displays the fields you selected for the import. 16. Select the width for each fixed length field in the Width column. You can enter the width in the Field Definition grid, or click on the Import Record Display to indicate the start of a new field. 17. Click Next. The Summary tab appears. Click Import Record Display again to remove the width you entered. When you click Import Record Display, the width automatically appears in the Field Definition grid.

252 CHAPTER 12 18. Check the summary information to ensure you properly set up import parameters and information. Click View Data to view the import information from the specified import file. 19. The View Import Data screen appears. 20. Verify the information is correct and click Close to return to the Summary tab. You can click View Data from any tab after an import file has been selected. 21. Click Find to locate a specific field value in the data display. The Find screen appears. 22. Select the Field for which you want to locate a value. 23. In the Find what field, enter the value you want to locate and click Find First. If this value is in multiple fields, click Find Next until you locate the record. 24. Click Close to return to the View Import Data screen. 25. At this point you can click either Save or Import Now.

IMPORT 253 26. Click Save to save the import parameter file. The Save Import As screen appears. 27. Enter a Name and Description for the import file. Use this option to save your parameter file for later use. 28. Mark the checkboxes if you want to allow others to run and/or modify this import. 29. Click Save to return to the Summary tab. 30. Click Import Now to begin the import process. The following screen appears. 31. Enter a Name and Description for the parameter file. 32. Mark the checkboxes if you want to allow others to run and/or modify this import. 33. Click Save and Import or Import without Saving. Creating an Import File with a Header Record You must already have an import document formatted and ready to import to complete this procedure. Review the information in this section and create a sample import document to test your import file content requirements. Start with a simple record and expand until you establish a usable parameter file. Use this procedure to import record information in which you define the record fields on the first line of the import document. The header record identifies the fields to which you are importing information. The header record is located on the first line of the import document. Following that, you create import records using the same format and sequence as the header record. Use the field code names listed at the end of this chapter, along with the separators and text qualifiers you define on the File Format tab, to create the header record in the import document. The screens vary according to the import type. For more information about processing and report screens, see Creating an import file without field names Fixed Width on page 248. You cannot import account distribution information using a header record format. You must import account distributions using either of the import file without field names formats.

254 CHAPTER 12 Creating an import file with a header record 1. From Import, open the Fixed Assets folder on the left side of the screen. Highlight the record type for which you are importing information. The parameter files appear at right. If you mark Overwrite existing <type> records, all records in the import must contain a record identifier. Unmark this checkbox only when creating new records. Both options can be selected at the same time; however we recommend that you perform only one of these operations in each import. 2. Double click Add a new <record type> Import. For the purposes of explaining the procedure, we are using the Asset record type; however, the procedure is the same for each record type. 3. The Import Assets screen appears with the Options tab selected.

IMPORT 255 4. On the Options tab, mark whether you want to: Create new Asset records (import information) and Overwrite existing Asset records (update information). 5. Mark the option if you want the program to Automatically create a new table entry or Do not create a new table entry and process the record as an exception if a table entry does not exist. 6. Mark the checkboxes if you want the program to: Validate Asset data without performing an import, Create an output query of Assets that are imported, Create an output query of Assets that are updated, Create control report, and when marked, Include exception detail. 7. Click Next. The File Format tab appears. The import must include required information for the chosen type of record if you select to create new records with import information. 8. Enter the file path and name or click the ellipsis to find the import file. 9. In the Import File Format frame, mark Field names are on the first line of the import file. 10. In the Fields are Separated by Characters frame, mark the checkbox for those characters you want to use as separators. If you select Other, enter the character. 11. In the Text qualifier field, select Quotation, Apostrophe, {Custom}, or {None}. If you select {Custom}, enter the qualifier of your choice. 12. Example: Select Semicolon as a separator and Quotation as a Text qualifier on the File Format tab. To import Asset ID, Description, Date in service, Purchase price, and Accumulated depreciation account number, enter the following header on the first line of the import document: The separator and text qualifier separate and define the field values that you import into Fixed Assets record fields.

256 CHAPTER 12 You complete the header line using field codes corresponding to record fields for which you want to import values. See the Field Code Names chart at the end of this chapter for a complete listing of import field codes. If no fields appear in the Import these asset fields box, it is most likely that your import document is not properly formatted. ASSET_ID ; ASSET_DESCRIPTION ; DATE_IN_SERVICE ; PURCHASE_PRICE ; ACCUM._DEPR._ACCOUNT_NUMBER 13. Below that, enter each asset s information using the same separator and qualifier as follows: Auto-01 ; Vehicle ; 06/01/99 ; $10,000 ; 01-165000-00-00 14. Notice that each separator is followed by a space, both in the header and in the import record. This is required for the import to function properly. 15. If you select to include an Account Distribution in the import, add the selected fields to the end of the header and each record. To distribute an amount to two different accounts, add the following to the end of the header record: ACCT_ACCOUNT_NO._1 ; ACCT_AMOUNT_1 ; ACCT_ACCOUNT_NO._2 ; ACCT_AMOUNT_2 16. Notice that the import field names are duplicated once for each distribution. The number at the end of the field name groups the fields into specific distributions. To further distribute the import, repeat the field names and change the last number. 17. In each import record, add the distribution information in the same order. The following sample of the Account Distribution portion of an import record shows $1000 distributed evenly between two GL accounts. 01-54010-10 ; 500 ; 01-54030-15 ; 500 18. Click Next. The Fields tab appears. 19. The program only displays Asset ID in the Use field to match records in Fixed Assets.

IMPORT 257 20. Click Next. The Summary screen appears. 21. Check the summary information to ensure you properly set up import parameters and information. Click View Data to view the import information from the specified import file. 22. The View Import Data screen appears. 23. Verify the information is correct and click Close to return to the Summary tab. You can click View Data from any tab after an import file has been selected.

258 CHAPTER 12 24. Click Find to locate a specific field value in the data display. The Find screen appears. 25. Select the Field for which you want to locate a value. 26. In the Find what field, enter the value you want to locate and click Find First. If this value is in multiple fields, click Find Next until you locate the record. 27. Click Close to return to the View Import Data screen. 28. At this point you can click either Save or Import Now. 29. Click Save to save the import parameter file. The following screen appears. You cannot import account distribution information using a header record format. You must import account distributions using either of the import file without field names formats. 30. Enter a Name and Description for the parameter file and click Save. Use this option to save your parameter file for later use. 31. Mark the checkboxes if you want to allow others to run and/or modify this import. 32. Click Import Now to begin the import process. The following screen appears. 33. Enter a Name and Description for the parameter file. 34. Mark the checkboxes if you want to allow others to run and/or modify this import. 35. Click Save and Import or Import without Saving.

IMPORT 259 Creating an Import File with a Separate Header Record You must already have an import document formatted and ready to import to complete this procedure. Review the information in this section and create a sample import document to test your import file content requirements. Start with a simple record and expand until you establish a usable parameter file. Use this procedure to import record information in which you define the record fields in a file other than the import document. The header and import records are formatted just as in the previous procedure except the header record is located in a separate file. Use the field code names listed at the end of this chapter with the separators you define on the File Format tab to format the header record and import document. Creating an import file with a separate header record 1. From Import, open the Fixed Assets folder on the left side of the screen. Highlight the record type for which you are importing information. The parameter files appear at right. You cannot import account distribution information using a header record format. You must import account distributions using either of the import file without field names formats. 2. On the left, highlight the desired record type and select File, New or double click the Add a new (record type) Import icon on the right. For the purposes of explaining the procedure, we are using the Asset record type; however, the procedure is the same for each record type.

260 CHAPTER 12 If you mark Overwrite existing <type> records, all records in the import must contain a record identifier. Unmark this checkbox only when creating new records. You can select both options at the same time; however we recommend that you perform only one of these operations in each import. 3. The Import Assets screen appears with the Options tab selected. The import must include required information for the chosen type of record if you select to create new records with import information. 4. On the Options tab, mark whether you want to: Create new Asset records (import information) and Overwrite existing Asset records (update information). 5. Mark the option if you want the program to Automatically create a new table entry or Do not create a new table entry and process the record as an exception if a table entry does not exist. 6. Mark the checkboxes if you want the program to: Validate Asset data without performing an import, Create an output query of Assets that are imported, Create an output query of Assets that are updated, Create control report, and when marked, Include exception detail.

IMPORT 261 7. Click Next. The File Format tab appears. 8. Enter the file path and name or click the ellipsis to locate and select the file. 9. In the Import File Format frame, select Field names are in a separate file and select the file. 10. In the Fields are Separated by Characters frame, mark the checkbox for those characters you want to use as separators. If you select Other, enter the character. 11. In the Text qualifier field, select Quotation, Apostrophe, {Custom}, or {None}. If you select {Custom}, enter the qualifier of your choice. 12. Example: Select Semicolon as a separator and Quotation as a Text qualifier on the File Format tab. To import Asset ID, Description, Date in service, Purchase price, and Accumulated depreciation account number, enter the following header on the first line of the import document: ASSET_ID ; ASSET_DESCRIPTION ; DATE_IN_SERVICE ; PURCHASE_PRICE ; ACCUM._DEPR._ACCOUNT_NUMBER 13. On the import document, enter each asset s information using the same separator and qualifier as follows: Auto-01 ; Vehicle ; 06/01/99 ; $10,000 ; 01-165000-00-00 14. Notice that each separator is followed by a space, both in the header and in the import record. This is required for the import to function properly. 15. If you select to include an Account Distribution in the import, add the selected fields to the end of the header and each record. To distribute an amount to two different accounts, add the following to the end of the header record: The file containing the header should be the same format as the import file. On the Select a Header File screen, the Files of type field defaults to Header Files (*.hdr). To view other file types select All Files (*.*). The separator and text qualifier separate and define the field values you import into Fixed Assets record fields. Complete the header line by using field codes corresponding to record fields for which you want to import values. Refer to the Field Code Names chart at the end of this chapter for a complete listing of import field codes.

262 CHAPTER 12 If no fields appear in the Import these asset fields box, it is most likely that your import header document is not properly formatted. ACCT_ACCOUNT_NO._1 ; ACCT_AMOUNT_1 ; ACCT_ACCOUNT_NO._2 ; ACCT_AMOUNT_2 16. Notice that the import field names are duplicated once for each distribution. The number at the end of the field name groups the fields into specific distributions. To further distribute the import, repeat the field names and change the last number. 17. In each import record, add the distribution information in the same order. The following sample of the Account Distribution portion of an import record shows $1000 distributed evenly between two GL accounts. 01-54010-10 ; 500 ; 01-54030-15 ; 500 18. Click Next. The Fields tab appears. 19. The program only displays Asset ID in the Use field to match records in Fixed Assets.

IMPORT 263 20. Click Next. The Summary screen appears. 21. Check the summary information to ensure you properly set up import parameters and information. Click View Data to view the import information from the specified import file. 22. The View Import Data screen appears. 23. Notice that the grid columns correspond to the import field name Description listed on the Fields tab. You can click View Data from any tab after an import file has been selected.

264 CHAPTER 12 24. Click Find to locate a specific field value in the data display. The Find screen appears. 25. Select the Field for which you want to locate a value. 26. In the Find what field, enter the value you want to locate and click Find First. If this value is in multiple fields, click Find Next until you locate the record. 27. Click Close to return to the View Import Data screen. 28. At this point you can click either Save or Import Now. 29. Click Save to save the import parameter file. 30. The following screen appears. 31. Enter a Name and Description for the parameter file and click Save. Use this option to save your parameter file for later use. 32. Mark the checkboxes if you want to allow others to run and/or modify this import. 33. Click Import Now to begin the import process. 34. The following screen appears. 35. Enter a Name and Description for the parameter file. 36. Mark the checkboxes if you want to allow others to run and/or modify this import. 37. Click Save and Import or Import without Saving.

IMPORT 265 Viewing an Import Data File Using View Data, you can verify the contents of an import data file after importing it to Fixed Assets. Viewing an import data file 1. From Import, open the Fixed Assets folder on the left side of the screen. Highlight the import type and select File, New from the menu bar. 2. The Import <record type> screen appears with the Options tab selected. If you mark Overwrite existing <type> records, all records in the import must contain a record identifier. Unmark this checkbox only when creating new records. You can select both options at the same time; however we recommend that you perform only one of these operations in each import. 3. On the Options tab, mark whether you want to: Create new Asset records (import information) and Overwrite existing Asset records (update information). 4. Mark the option if you want the program to Automatically create a new table entry or Do not create a new table entry and process the record as an exception if a table entry does not exist. 5. Mark Validate Asset data without performing an import, if desired. 6. You can Create control report and Include exception detail by marking the checkboxes. The import must include required information for the selected record type if you create new records with import information.

266 CHAPTER 12 7. Click Next. The File Format tab appears. The file with the header should be in the same format as the import file. On the Select a Header File screen, the Files of type field defaults to Header Files (*.hdr). To view other file types, select All Files (*.*). 8. Enter the import File name and path or click the ellipsis to find the import file. 9. In the Import File Format frame, you can select from the following three options: Import file does not contain field names. Select field names in Step 3, Field names are on the first line of the import file, or Field names are in a separate file. 10. If you mark Import file does not contain field names. Select field names in Step 3, mark Fields have Fixed Widths or Fields are separated by Characters. You should proceed to the Fields tab (by clicking Next) and select which fields to import and the order in which they should appear. If you mark Field names are in a separate file, enter the file path. In the Fields are Separated by Characters frame, mark the checkbox for those characters you want to use as separators. If you select Other, enter the character.

IMPORT 267 11. Click Next. The Fields tab appears. If no fields appear in the Import these asset fields box, it is most likely that your import header document is not properly formatted. 12. Select to use either Asset Import ID or Asset ID to match records. Select the fields you want to import in the order in which they appear in the import file. To select a field, highlight the field in the Asset fields box and use the arrow buttons to move the field to the Import these asset fields box. 13. Click Browse to search for a field. 14. Click View Data to view the import information from the specified import file. The identifier you select to match records must be one of the fields contained in the import document. You can also select fields by double-clicking them or highlighting the desired field and dragging it to the Import these assets fields box.

268 CHAPTER 12 15. The View Import Data screen appears. 16. Click Close to return to the Summary screen. 17. On the Summary screen, click Save. Importing Account Distribution Information Fixed Assets includes two account distributions. From the Import main screen, the first appears under the Assets import type and the other appears under Transactions. The account distribution under Assets allows you to create or update the default distribution for a specific asset record. You can use the account distribution under Transactions when creating a new depreciation expense transaction. This section illustrates special requirements and limitations for importing account distribution information. Account Distributions The overview of account distributions presented in this section describes how you create a distribution from an open asset record at your terminal. Creating this same transaction using imported information imposes some different requirements and limitations that are described in Import Requirements on page 269. On the Distributions tab of an asset record, you can establish a default account distribution debit for an asset s depreciation expense. You can debit all, or a portion, of the expense to a specific ledger account or distribute it across numerous accounts. You can enter the off-setting Accumulated depreciation account default on the Depreciation tab of the asset record. Fixed Assets automatically enters these defaults on the General and Distributions tab of each new depreciation expense transaction you create.

IMPORT 269 When recording a depreciation expense, you create a transaction from the Activity tab of the asset record. When creating the transaction, you can accept the defaults or enter new account distribution information. If you accept the default distribution, you must still distribute the expense amount among the listed accounts by entering an Amount or clicking Distribute Evenly. You can easily accomplish each of these actions, with some variation, using imported information. Import Requirements As we stated at the beginning of this section, there are special requirements and limitations for importing account distribution information. The main limitation results from the fact that an account distribution can potentially include any number of separate accounts. You can only import account distribution information using the Creating an import file without field names in either the Separated or Fixed Width format. For more information on these procedures, please see pages page 241 and page 248. The information contained in this section is intended for use along with either of these two procedures to help you successfully import account distributions. You cannot use either of the import formats that use a header record since these formats are not easily adapted to importing duplicate field values. When importing transactions, you must include distribution information in the import to include it in the transaction. This information is not required for a successful import, and you can add it later as desired. The program does not recognize default record settings when creating a transaction with imported information. The Accumulated depreciation account number is separate from the distribution, and you can import it using any of the import formats. The remainder of this section briefly describes the specific screens encountered when importing account distributions. You can view the screens that appear when importing account distributions by opening a new import parameter file for either Assets or Transactions from the Import main screen. On the File Format tab, mark Import file does not contain field names. Select field names in step 3, and either Fields have Fixed Widths and the Record is characters wide or Fields are Separated by Characters.

270 CHAPTER 12 With these options marked, click Next to view the Fields tab. With Assets selected, the following screen appears.

IMPORT 271 With Transactions selected, the account distribution folder is named Depr. Expense Account Distribution. Click the box next to the folder to view the folder contents. Both folders contain only one option, Account Distribution. Highlight Account Distribution and use the arrow button to move it to the Import these <type> fields box. The Account Distribution Import Parameters screen appears. This screen is where you identify the number of accounts into which the depreciation expense is distributed. That number is selected in the number field of Repeat these fields times per line in the import document. If you are distributing the depreciation expense over three accounts, then you can use the arrow buttons to select the number 3.

272 CHAPTER 12 In the two boxes at the bottom of the screen, highlight and move the desired fields from the All account distribution fields box to the Import these account distribution fields box. You must arrange fields in the same order in which they appear in the import record. When finished, click OK to return to the Fields tab. Account Distribution appears in the Import these account distribution fields box with the number of duplications in parenthesis. Though not required, we recommend that you place the account distribution at the end of the import record. Required Import Fields This section provides a listing of the import fields required for each type of import. The required fields for each record type are listed separately for easy reference. Import requirements are determined by the type of record for which you are importing data. The import process works with any combination of import fields which you select; however, unless you import the required fields, the program will not create or update your records. You can use imported information to create new records or update existing records. The required fields for these two functions are usually very different. When you are creating a new record, you must import the fields required to create and save a record as if you are doing so from your own computer terminal. To update an existing record, the only requirements are usually the record Asset Import ID or record number and the fields you want to update. You can identify the Asset Import ID for a particular record by opening the record and selecting File, Properties. The Asset User-defined ID is the Asset ID found on the Asset tab of an asset record. The following are minimum requirements for importing information to Fixed Assets: Assets The following fields are required to create a new asset record: Description Date in Service Purchase Price Accumulated Depreciation Account (number) Depreciation Expense Account Distribution If you enter a Disposal Date or Disposal Price, then the other is required. If you select Attribute, attribute Category and attribute Description are required. The following fields accept special values: Depreciation method. Only possible values are MACRS, MACRS (ADS), MACRS 150% Election, ACRS, Straight Line, Sum of the years digits, Declining Balance, Defined Amounts, and <custom name taken from Configuration>. Depreciation basis. Must be less than or equal to Purchase Price. Recovery period. Valid only for the Depreciation method of MACRS, MACRS (ADS), MACRS 150% Election, and Alternate ACRS.

IMPORT 273 Convention. Valid only for the Depreciation method of MACRS, MACRS (ADS), MACRS 150% Election, Straight Line, Sum of the years digits, and Declining Balance, with the only possible values of Half-year, Mid-quarter, Full year, Zero in first year, Full month, Zero in first month. Rate. Valid only for the Depreciation method of Declining Balance, with the only possible values of 125, 150, 175, 200. Useful life. Valid only for the Depreciation method of Straight Line, Sum of the years digits, and Declining Balance. Salvage value. Valid only for the Depreciation method of Straight Line, Sum of the years digits, and Declining Balance. Asset Description, Location, Department, Disposal method are table entries. Class. Entries exist on the Asset Classes tab in Configuration. Action The following fields are required to create a new action: Action type Action date If you select any attribute fields, then both attribute Category and Description are required. The following fields accept special values: Status and Action type are table entries. Category entries exist on the Attributes tab in Configuration (Description field). Priority the options are High, Normal, or Low. Auto-Remind either activated (marked) or inactivated (clear). Attributes The following fields are required to create a new attribute: Asset User-Defined ID or Asset Import ID Attribute Category Attribute Description Notes The following fields are required to create a new note: Type Asset User-Defined ID or Asset Import ID.

274 CHAPTER 12 Transaction The following fields are required to create a new transaction: Asset User-Defined ID or Asset Import ID. Transaction date Transaction type Amount Accumulated depreciation account number Post status Post date is required if Post Status is Not Yet Posted. The following fields accept special values: Post Status either Not Yet Posted or Do Not Post Transaction type options include Period, Annual, Year to Date, and Accumulated. Location Change The following fields are required to create a new location change: Asset User-Defined ID or Asset Import ID To Location Move On The following field accepts special values: To Location is a table entry. Field Code Names Use the field code names listed below with the separators and text identifiers you define on the File Format tab to format the header and import records. FIXED ASSETS FIELD NAME Assets Asset Accum. Depr. Account Number Asset Description Asset ID Asset Import ID Asset Number Class Convention IMPORT FIELD NAME ACCUM._DEPR._ACCOUNT_NUMBER ASSET_DESCRIPTION ASSET_ID ASSET_IMPORT_ID ASSET_NUMBER CLASS CONVENTION

IMPORT 275 FIXED ASSETS FIELD NAME Asset (continued) Date in Service Department Depreciation Basis Depreciation Method Disposal Date Disposal Method Disposal Price Location Model Number Purchase Price Rate Recovery Period Salvage Value Serial Number Useful Life Vendor Attribute Attribute Category Attribute Comment Attribute Date Attribute Description Account Distribution Account No. Percent Amount Project ID Transfer Comment Actions Action Action completed Action date Action Import ID IMPORT FIELD NAME DATE_IN_SERVICE DEPARTMENT DEPRECIATION_BASIS DEPRECIATION_METHOD DISPOSAL_DATE DISPOSAL_METHOD DISPOSAL_PRICE LOCATION MODEL_NUMBER PURCHASE_PRICE RATE RECOVERY_PERIOD SALVAGE_VALUE SERIAL_NUMBER USEFUL_LIFE VENDOR ATTRIBUTE_CATEGORY ATTRIBUTE_COMMENTS ATTRIBUTE_DATE ATTRIBUTE_DESCRIPTION You cannot import Account Distribution fields using a header record import format. ACTION_COMPLETED ACTION_DATE ACTION_IMPORT_ID

276 CHAPTER 12 FIXED ASSETS FIELD NAME Action (continued) Action time Action type Asset Import ID Asset User Defined ID Assigned to ID Auto-remind Date completed Description Priority Status Action Reminder User ID Attributes Attribute Asset Import ID Asset User-Defined ID Attribute Category Attribute Comment Attribute Date Attribute Description Attribute Import ID Location Change Asset ID Asset Import ID Location Import ID Moved By Moved On Reason To Location Notes Note Asset Import ID Asset User-Defined ID Author IMPORT FIELD NAME ACTION_TIME ACTION_TYPE ASSET_IMPORT_ID ASSET_USER-DEFINED_ID ASSIGNED_TO_ID AUTO-REMIND DATE_COMPLETED DESCRIPTION PRIORITY STATUS ACTION_REMINDER_USER_ID ASSET_IMPORT_ID ASSET_USER-DEFINED_ID ATTRIBUTE_CATEGORY ATTRIBUTE_COMMENT ATTRIBUTE_DATE ATTRIBUTE_DESCRIPTION ATTRIBUTE_IMPORT_ID ASSET_ID ASSET_IMPORT_ID LOCATION_IMPORT_ID MOVED_BY MOVED_ON REASON TO_LOCATION ASSET_IMPORT_ID ASSET_USER-DEFINED_ID AUTHOR

IMPORT 277 FIXED ASSETS FIELD NAME Note (continued) Date Description Note Import ID Notepad Type Notes Title Transactions Transaction Accum Depr. Account Number Amount Asset Import ID Asset User-Defined ID Comments Post date Post status Transaction date Transaction Import ID Transaction type Depr. Expense Account Distribution Account No. Percent Amount Project ID Transfer Comment IMPORT FIELD NAME DATE DESCRIPTION NOTE_IMPORT_ID NOTEPAD_TYPE NOTES TITLE ACCUM_DEPR._ACCOUNT_NUMBER AMOUNT ASSET_IMPORT_ID ASSET_USER-DEFINED_ID COMMENTS POST_DATE POST_STATUS TRANSACTION_DATE TRANSACTION_IMPORT_ID TRANSACTION_TYPE You cannot import Account Distribution fields using a header record import format.

278 CHAPTER 12

Global Change In This Chapter Global Change Functions........................................280 Changing Parameters.............................................280 Add........................................................280 Replace.....................................................281 Partial replace................................................281 Delete......................................................281 Increase/Decrease.............................................281 Copy.......................................................282 Swap.......................................................282 Move.......................................................282 Making a Global Change........................................282 Preferences....................................................288

280 CHAPTER 13 In Global Change you can add, change, and delete information in a field based on a query of records in your database. For example, if you change the name of a department, you can make a global change to replace the old department name with the new department name. Global Change operates hierarchically. First, you select the program in which you want to work. Second, you select a category or record type in the program. Third, you choose a subcategory and, finally, the name of the field. You make changes at the field level. Because global changes are based on records in a query, you must make changes by record type. From the main screen, you can create, open, edit, and save parameter files for future use. A parameter file is an established set of criteria which you can save and use again and again to make a specific function. The main screen has two windows: programs and record types are listed in the left window, and saved parameter files appear in the right window. Double clicking a record type, or the Add a New parameter file icon in the right window, opens a new parameter file. Double clicking a saved parameter file opens the selected parameter file. As part of the global change process, you can preview your intended global changes before actually making them. You can also create a query of the records affected by the global change, which you can use in other modules. Finally, you can create an exception query of the records that, for one reason or another, you could not change with the global change process. The global change process includes several global change functions. You can add, replace, partially replace, delete, increase/decrease, copy, swap, and move information in selected fields in your database. In Fixed Assets, you can globally change fields on asset and transaction record types. Global Change Functions You cannot delete, move, or replace required fields with a <blank>. You can only copy unique required fields. Each global change function (add, replace, partially replace, delete, increase/decrease, copy, swap, and move) has its own parameters. Function availability depends on the field type; not all global change functions listed are available for all fields. For example, you cannot delete, move, or replace fields with a <blank>. You can only copy unique required fields. Changing Parameters Change parameters are criteria you establish that enable you to change your database globally. Change parameters include the global change function and the values associated with that function. Add The Add function adds a value to a field. This value can either replace the current value or make no changes to the current data, depending on whether you mark Overwrite existing value.

G LOBAL CHANGE 281 If you do not mark the Overwrite existing value checkbox, only empty fields receive the new value. The program does not modify fields with information. If you mark the checkbox, you can overwrite existing values. The program adds the new value to empty fields, and it replaces values in fields with existing values. For example, for a global change of Add-Location-Hanes Hall with the Overwrite checkbox marked, the value Hanes Hall overwrites Location in all records in the selected query, regardless of the previous location. Without the checkbox marked, the program only adds Hanes Hall to records with no Location defined; records that currently have a location remain unchanged. You can add a new value to some tables during the global change Add process if you mark the Automatically add table entries checkbox. Replace The Replace function searches for records that match the value exactly; Partial replace searches for records that contain the value. You can replace checkbox fields with Unchecked/Checked values. You can leave the With field blank to clear values from the field. For example, to reset the Completed on date field for an action, you must reset all dates in the field to <blank>. Enter the date to replace in the Replace field and leave the With field empty. For all records with the specified date in the query, the Completed on date changes to <blank>. When available, mark Match case to make the search case-sensitive. This enables you to make entries consistent if you have entered them in two different ways. You can add a new value to some tables during the global change Replace process if you mark the Automatically add tables entries checkbox. Partial replace The Partial replace function is not available for table fields. Partial replace searches for records that contain the value; Replace searches for records that exactly match the value. When available, mark Match case to make the search case-sensitive. For example, you can use the Partially replace field to globally change the department code in an asset s ID for records within a query. Because the entire asset ID, including the department code, is part of one long field, Partial replace allows you replace part of the asset ID (the first two digits) with a new value; partially replace 01- with 08-. The program replaces any records in the query with an asset ID that begins 01- with 08-. Delete The Delete function allows you to delete all of the values in the specified field that contain the value in the Delete field. You cannot use blanks (non-values) for the Delete global change function. Increase/Decrease For fields that contain a numeric value, you can use Increase or Decrease as the global change function. You can increase/decrease values by an exact amount or by a percentage.

282 CHAPTER 13 For fields that contain a date value, you can use Increase or Decrease to increase or decrease the date by a specified number of days, weeks, months, or years. Both these functions take into account different length months, leap years, etc. For example: Increasing by one day replaces 07/06/1999 with 07/07/1999, or 07/31/1999 with 08/01/1999. Decreasing by one week replaces 07/08/1999 with 07/01/1999, or 06/02/1999 with 05/026/1999. Increasing by one month replaces 07/13/1999 with 08/13/1999, or replaces 01/30/1999 with 02/28/1999 (the last day of the next month). Copy The Copy global change function places the entire value from the source field to a compatible target field. In the Copy to field, click the binoculars to search for and select the target field. Mark the Overwrite existing value checkbox, and the program copies source field values to all target fields. If this checkbox is clear, only blank target fields receive the copied value. You can add a new value to some tables during the global change Copy process. Swap The Swap global change function places the entire value from the source field to the target field, and the original value of the target field in the source field. In the Swap with field, click the binoculars to search for and select the target field. You can add a new value to some tables during the global change Swap process if you mark the Automatically add table entries checkbox. Move The Move global change function places the entire value from the source field to the target field and deletes the value from the source field. In the Move to field, click the binoculars to search for and select the target field. Mark the Overwrite existing value checkbox, and the program copies source field values to all target fields. If this checkbox is clear, only blank target fields receive the copied value. You can add a new value to some tables during the global change Move process if you mark the Automatically add table entries checkbox. Making a Global Change Before making a global change, be sure you have a working backup of your database. When you make a global change, you make a change at the field level for the program, module, and tab/screen you select. Because you make a change for selected records based on a query definition, the change is limited to those records in the query.

G LOBAL CHANGE 283 Making a global change 1. From Global Change, double click the Fixed Assets folder on the left side of the screen to view the global change record types. 2. Highlight the record type and select File, New. The Global Change <record type> screen appears.

284 CHAPTER 13 This screen appears only with the records listed if you click Options and mark Load the search results window automatically. 3. Click Include to select the query of records to globally change. The search screen appears. 4. If this screen displays a large number of queries, you can use the filters to locate the query you want to include. If a query does not exist that meets your criteria, you can click Add New to create a new query. 5. Highlight a query and click Open. The Global Change <record type> screen reappears. 6. In the Available Fields frame, you can filter the fields you view in the box by selecting a field category from the Show drop-down list, or you can show All fields. If you show All fields, double click a folder to view individual fields.

G LOBAL CHANGE 285 7. Highlight the field you want to globally change, and click Select. The Edit Change Parameters screen appears for the selected field. 8. Select the global Operation from the drop-down list. Depending on the field type, choices may include Add, Replace, Partial replace, Delete, Increase, Decrease, Copy, Swap, and Move. 9. Depending on the field type and the global Operation, enter the desired information in the additional fields. For Add, enter information in the Add field. For Replace, enter information in the Replace and With fields. For Partial replace, enter information in the Partially replace and With fields. For Delete, enter information in the Delete field. For Increase or Decrease, the Operation requires you to select whether to Modify by Amount or Percentage, or whether to Modify by Day(s), Week(s), Month(s), or Years. Then, enter the amount, the percent, or the number of days, weeks, months, or years in the corresponding field. For Copy, enter information in the Copy to field. For Swap, enter information in the Swap with field. For Move, enter information in the Move to field. 10. If Overwrite existing value appears, mark this checkbox to change all records in the query, including those with existing information in the selected field. 11. If Match case appears, mark this checkbox if you want the program to match the lower and upper cases of your entry during the search. Overwrite existing value and Match case are appear only with certain parameters.

286 CHAPTER 13 12. Click OK. The Global Change <record type> screen appears. Mark Preview changes to preview results before changes are made. If the results are incorrect, you can cancel the global change process from the Preview screen and make corrections. 13. Once you enter all global change information for the selected field(s), mark the desired checkbox options. 14. Mark Create a query of <records> that are changed to create a query of all of the records actually affected by this global change. 15. Mark Create exception query to create a query of the records which, for one reason or another, should have been, but were not changed in this process. 16. Mark Preview changes to view a list of records affected by this global change before the changes take place. 17. This gives you the opportunity to preview the results before the program makes global changes. If the results are incorrect, you can cancel the global change process and correct the global change parameters before the program makes any changes. 18. Mark Automatically add table entries if you want to add or replace existing table entries with table entries that are not currently in the database. This adds new table entries to the selected fields, as well as adding the entries to the appropriate tables in Configuration. 19. If you entered new table entries in a change parameter field and you do not mark this checkbox, the fields remain the same. 20. Click Browse Changes to view any modifications displayed in the Fields to Change frame.

G LOBAL CHANGE 287 21. Click Change Now to run the global change process. The Save Global Change As screen appears. Before making a global change, be sure you have a working backup of your database. 22. Enter the Name and Description of the global change. 23. If desired, mark Others can run this global change and Others can modify this global change. 24. Click Save and Change to save and process the global change, or click Save without Changing to process the global change without saving it. Following a brief processing screen, the Global Change screen appears. 25. Click OK to close this screen, or click Print Control Report to print a report of the global change. Editing change parameters 1. In the Fields to Change frame on the Global Change <record type> screen, highlight the change parameter you want to edit. 2. Click the Criteria button. The Edit Change Parameters screen appears. 3. Make the necessary changes.

288 CHAPTER 13 4. Click OK. Preferences Selecting Edit, Preferences from the menu bar accesses preferences in Global Change. You can select a preference for display options: whether to Group fields by tab within each category or whether to Display fields alphabetically within each category. For example, with the Group fields by tab within each category option marked, the fields in the Transaction category are: Transaction Type Transaction No. Transaction Date Amount Post Status Post Date Comments Fields display in the order in which they appear on the transaction type screen. With the Display fields alphabetically within each category option marked, these same fields are: Amount Comments Post Date Post Status Transaction Date Transaction No. Transaction Type Transaction fields appear in alphabetical order. Setting preferences Global Change preferences determine how options appear. The program does not apply these preferences throughout the system; they are specific to the workstation where they are set. 1. From Global Change, select Edit, Preferences from the menu. The Preferences screen appears.

G LOBAL CHANGE 289 2. Mark the display option either Group fields by tab within each category (which displays fields in the basic order in which they appear on a tab) or Display fields alphabetically within each category (which displays fields from each tab in alphabetical order). 3. Click OK.

290 CHAPTER 13

Appendix In This Chapter Configuration..................................................292 Duplicate Asset Criteria...........................................292 Predefined Classes...............................................292 Utilities and Housekeeping........................................293 Purged Assets Control Report......................................294 Duplicate Asset Report...........................................294 Reports.......................................................295 Action Reports..................................................295 Action Listing................................................296 Action Summary Report........................................296 Actions by Association Report...................................297 Asset Reports...................................................297 Asset Profile Report...........................................298 Asset Listing.................................................299 Asset Location Report.........................................300 Asset Move History...........................................300 Acquisition Report............................................301 Book Value Report............................................301 Mid-Quarter Convention Test Report.............................302 Transaction Reports..............................................302 Disposal Gain/Loss Report......................................302 Account Distribution Report....................................303 Project Distribution Report.....................................303 Year to Date Depreciation Report................................304 Depreciation Transaction Report.................................305 Depreciation Summary Report...................................305 Projected Depreciation Report...................................306 Form 4562 Depreciation Summary Report.........................306 Mail..........................................................306 Label Fields....................................................306

292 CHAPTER 14 This appendix contains detailed information about certain functions available in Fixed Assets. All information is listed under the module in which you would find the information. For procedural information, please see the appropriate chapter in the manual. Configuration In Configuration you define basic preferences for Fixed Assets. Such preferences include defining duplicate asset criteria, creating asset classes, defining journal reference fields, and title bar settings. Duplicate Asset Criteria To access the define duplicate asset criteria, open Configuration and select the Preferences tab. In the Display frame, select the System preferences option. The Duplicate Asset Criteria frame appears. Initially, the values are set to the system default, Serial Number with a default Length of 60. Below is a list of the fields that you can choose from when defining duplicate asset criteria. For more information on defining duplicate asset criteria, please see the Configuration chapter of this manual. Duplicate Fields Asset Description Asset ID Class Convention Date in Service Department Depreciation Basis Depreciation Method Disposal Date Disposal Method Disposal Price Location Model Number Property Class Purchase Price Rate Recovery Period Predefined Classes With predefined classes you can easily group assets by type. To access predefined classes, select the Asset Classes tab in Configuration. Fixed Assets comes with several asset classes already defined. You can also add your own asset classes. When adding asset classes, you are able to define default depreciation methods, default accumulated depreciation accounts, and default depreciation expense distribution, so that each time you add an asset, the default information automatically appears on the asset record. You can always change any of the

A PPENDIX 293 default information on an asset record or change the asset class default information to change asset information for all assets in that class. The table below lists the predefined asset classes along with the default Depreciation Recovery Periods. For more information about predefined classes, please see the Configuration chapter of this manual. Recovery Period Class MACRS MACRS (ADS) Office Furniture, Fixtures, and Equipment Utilities and Housekeeping ACRS 7 10 5 5 Information Systems 5 5 - - Data Handling Equipment, except Computers 5 6 - - Airplanes 5 6 - - Automobiles, Taxis 5 5 3 3 Buses 5 9 - - Light General Purpose 5 5 3 3 Tracks Land Improvements 15 20 - - Telephone Central Office 10 18 - - Equipment Computer-Based Telephone Office Equipment 5 9.5 - - Telephone Station 7 10 - - Equipment Telephone Distribution 15 24 - - Plant Recreation 7 10 - - Residential Rental 27.5 40 - - Property Non-residential Rental Property 31.5/39 40 - - Alternate ACRS Utilities and Housekeeping allows you to perform several maintenance tasks for Fixed Assets. From this module, you can view statistical information about your program, purge assets, post transactions to your general ledger, determine if there is any data corruption with the validate database option, perform a mid-quarter convention switch, and print a duplicate asset report. Each procedure is detailed in the Utilities and Housekeeping chapter of this manual.

294 CHAPTER 14 Purged Assets Control Report When purging assets, you have the option to view a pre-purge report. This report lists all of the assets defined for the report as either purged successfully or not purged. Assets which were not purged successfully also list the reason they were not purged. 3/17/99 Lowcountry Preservation Society Page 1 Purged Assets Control Report Selected Assets from 'Information Systems Assets' These assets could not be purged Asset Number Asset ID Description Department Location 6 0006 Dell 2300 Server PII350 Information Technology Information Technology Asset 0006 has not been fully depreciated 118 0118 Dell Power Edge 6350 Information Technology Information Technology Asset 0118 has not been fully depreciated 119 0119 Dell PII 450 Information Technology Information Technology Asset 0119 has not been fully depreciated 120 0120 Dell PII 450 Information Technology Information Technology Asset 0120 has not been fully depreciated 121 0121 HP LaserJet 6Pse Laser Printer Information Technology Information Technology Asset 0121 has not been fully depreciated 122 0122 Tvilum Pronto Modular Workcenter Information Technology Information Technology Asset 0122 has not been fully depreciated 123 0123 Tvilum Pronto Modular Workcenter Information Technology Information Technology Asset 0123 has not been fully depreciated 124 0124 Global Adjustable Lumbar Chair Information Technology Information Technology Asset 0124 has not been fully depreciated 125 0125 Global Adjustable Lumbar Chair Information Technology Information Technology Asset 0125 has not been fully depreciated 126 0126 Bell Atlantic Key Telephone for Mult. Ext. Information Technology Information Technology Asset 0126 has not been fully depreciated 127 0127 72" Metal Storage Cabinet Information Technology Information Technology Asset 0127 has not been fully depreciated Duplicate Asset Report The duplicate asset report provides a record of assets entered into the program with identical information. In Configuration, you can set the duplicate criteria. This report is helpful to ensure that your database has a correct accounting of all assets. This report lists the Asset Number, Asset ID, Description, Department, and Location of each asset with a duplicate record. The Duplicate Asset Report

A PPENDIX 295 also lists the duplicate criteria used for the report. For more information on defining duplicate asset criteria, please see the Configuration chapter of this manual and its section in the Appendix. For more information on creating the duplicate asset report, please see the Utilities and Housekeeping chapter of this manual. 3/17/99 Lowcountry Preservation Society Duplicate Asset Report Duplicate Criteria: Class (N/A) Department (N/A) Vendor (3) Model Number (3) Date in Service (10) Asset Number Asset ID Description Department Location 60 0060 Bell Atlantic Key Telephone for Mult. Ext. Administration Administration 61 0061 Bell Atlantic Key Telephone for Mult. Ext. Administration Administration 62 0062 Bell Atlantic Key Telephone for Mult. Ext. Administration Administration 63 0063 Bell Atlantic Key Telephone for Mult. Ext. Administration Administration 64 0064 Bell Atlantic Key Telephone for Mult. Ext. Administration Administration 65 0065 Bell Atlantic Key Telephone for Mult. Ext. Administration Administration 66 0066 Bell Atlantic Key Telephone for Mult. Ext. Administration Administration 67 0067 Bell Atlantic Key Telephone for Mult. Ext. Administration Administration 68 0068 Bell Atlantic Key Telephone for Mult. Ext. Administration Administration 69 0069 Bell Atlantic Key Telephone for Mult. Ext. Administration Administration 27 0027 Mahogany Conference Desk Administration Administration 28 0028 Mahogany Desk Administration Administration 29 0029 Mahogany File Cabinet Administration Administration 30 0030 Mahogany Bookcase Administration Administration 31 0031 Bestar Computer Desk Administration Administration 32 0032 Bestar Computer Desk Administration Administration Reports The Reports module of Fixed Assets allows you to design and print several types of reports. There are a total of 18 reports you can run. Fixed Assets has three types of reports - Action, Asset, and Transaction. Below is a description and reproduction of each report available. Because there are various format options available in Reports, the report you print may vary slightly from the ones pictured here. For more information about each report and the individual report tabs, please see the Reports chapter of this manual. Action Reports Action reports provide specifics about action type and status for assets. There are three action reports from which you can choose. You define actions in Configuration on the Attributes tab. For more information on adding action attributes, please see the Attributes section of the Assets chapter in this manual.

296 CHAPTER 14 Action Listing The Action Listing Report displays the action date/time, action type, action status, action priority, if the action has been completed, and to whom the action is assigned for each asset. 03/09/1999 Lowcountry Preservation Society Page 1 Action Listing Action Date / Time Action Type Status Priority Completed? Assigned to 02/22/1999 Pending Approval Normal No Supervisor Account Associated with: Asset No. 10, 0010 - Dell PII 450 Description: Run system diagnostics. Run any necessary updates. 02/22/1999 Maintenance (Routine) Pending Approval Normal No Supervisor Account Associated with: Asset No. 11, 0011 - Dell PII 450 Description: Run system diagnostics. Run any necessary updates. 02/22/1999 Maintenance (Routine) Pending Approval Normal No Program Officer Associated with: Asset No. 12, 0012 - Dell PII 450 Description: Run system diagnostics. Run any necessary updates. 02/22/1999 Maintenance (Routine) Pending Approval Normal No Program Officer Associated with: Asset No. 13, 0013 - Dell PII 450 Description: Run system diagnostics. Run any necessary updates. 02/22/1999 Maintenance (Routine) Pending Approval Normal No Sue Jones Associated with: Asset No. 14, 0014 - Dell PII 450 Description: Run system diagnostics. Run any necessary updates. 02/22/1999 Maintenance (Routine) Pending Approval Normal No Supervisor Account Associated with: Asset No. 15, 0015 - Dell PII 450 Description: Run system diagnostics. Run any necessary updates. 02/22/1999 Maintenance (Routine) Pending Approval Normal No Richard Garrison Associated with: Asset No. 16, 0016 - Dell PII 450 Description: Run system diagnostics. Run any necessary updates. 02/28/1999 Maintenance (Routine) Pending Approval Normal No Program Officer Associated with: Asset No. 5, 0005 - Dell PII450 Description: Run system diagnostics. Run any necessary updates. 8 action(s) listed. Action Summary Report The Action Summary report allows you to view actions by action type. The report also provides a count of actions by type and a total count of all actions.

A PPENDIX 297 Actions by Association Report This report allows you to view actions as they are associated with a particular asset. For example, you can use this report to make sure that regular maintenance for an asset has occurred. 03/09/1999 Lowcountry Preservation Society Actions by Association Repo Page 1 Associated with Action Date / Time Action Type Status Priority Completed? Assigned to Asset No. 10, 0010 - Dell PII 450 02/22/1999 Pending Approval Normal No Supervisor Account Description: Run system diagnostics. Run any necessary updates. Asset No. 11, 0011 - Dell PII 450 02/22/1999 Maintenance (Routine) Pending Approval Normal No Supervisor Account Description: Run system diagnostics. Run any necessary updates. Asset No. 12, 0012 - Dell PII 450 02/22/1999 Maintenance (Routine) Pending Approval Normal No Program Officer Description: Run system diagnostics. Run any necessary updates. Asset No. 13, 0013 - Dell PII 450 02/22/1999 Maintenance (Routine) Pending Approval Normal No Program Officer Description: Run system diagnostics. Run any necessary updates. Asset No. 14, 0014 - Dell PII 450 02/22/1999 Maintenance (Routine) Pending Approval Normal No Sue Jones Description: Run system diagnostics. Run any necessary updates. Asset No. 15, 0015 - Dell PII 450 02/22/1999 Maintenance (Routine) Pending Approval Normal No Supervisor Account Description: Run system diagnostics. Run any necessary updates. Asset No. 16, 0016 - Dell PII 450 02/22/1999 Maintenance (Routine) Pending Approval Normal No Richard Garrison Description: Run system diagnostics. Run any necessary updates. Asset No. 5, 0005 - Dell PII450 02/28/1999 Maintenance (Routine) Pending Approval Normal No Program Officer Description: Run system diagnostics. Run any necessary updates. 8 action(s) listed. Asset Reports Asset reports are designed to provide you with detailed information about specific asset records. There are seven types of asset reports.

298 CHAPTER 14 Asset Profile Report This report allows you to view all information contained in an asset record on one page. For each asset, the basic asset information from the Asset tab and detailed information from the other tabs display. 03/09/1999 Lowcountry Preservation Society Asset Profile Report Page 1 Asset 7 0007 - Okidata OKIpage 8c printer Asset Number: 7 Asset ID: 0007 Asset Description: Okidata OKIpage 8c printer Model Number: Serial Number: 78-852-9654 Class: Data Handling Equipment, except Computers Location Development Department: Development Vendor: Date in Service: 11/01/1998 Purchase Price: $ 4,495.00 Depreciation Basis: $ 4,495.00 Disposal Method: Disposal Date: Disposal Price: Actions Date Type Status Description Assigned to 12/08/1998 Maintenance(Non-Routine) Completed Maintenance performed on printer due to problem with paper feed. Service technician replaced tractor feed device. Covered under warranty. Supervisor Account Attributes Category Description Short Description Date Inventory Manager Gregory Heath 11/23/1998 Inventory Completed? No 11/23/1998 Maintenance Agreement? Yes 12/30/1998 Maintenance Agreement Amount 18.00 12/30/1998 Insurance Company State Farm 12/30/1998 Insurance Agent Laura Schields 12/30/1998 Warranty? Yes 12/30/1998 Warranty Expiration Date 01/01/2000 12/30/1998 Comment 1 asset(s) listed.

A PPENDIX 299 Asset Listing The Asset Listing provides an easy to read list of assets. Listed for each asset is the Asset No., Asset ID, Description, Class, Location, Department, Depreciation Basis, In Service Date, Disposal Price, Disposal Date, Accumulated Depreciation, Last Depreciation Date, and Book Value. 03/09/1999 Asset No. Asset ID Description Class Lowcountry Preservation Society Asset Listing Location Department Depr. Basis In Service Date 7 0007 Okidata OKIpage 8c printer Data Handling Equipment, Development Development $4,495.00 11/01/1998 8 HP Laserjet 6P Administration $635.00 0008 Data Handling Equipment, Administration 11/01/1998 23 Sharp - Print/Display Administration $109.99 0023 Data Handling Equipment, Administration 08/01/1998 24 Sharp - Print/Display Administration $109.99 0024 Data Handling Equipment, Administration 08/01/1998 58 Xerox XC33AS High-Speed Administration $5,499.99 0058 Data Handling Equipment, Administration 12/01/1998 88 Xerox XC 33A High Speed Development $5,499.99 0088 Data Handling Equipment, Development 12/09/1998 89 Sharp UX-510 Plain Paper Development $155.00 0089 Data Handling Equipment, Development 12/01/1998 135 Sharp - Print/Display Education and Research $109.00 0135 Data Handling Equipment, Historical Education 12/01/1998 136 Sharp - Print/Display Education and Research $109.00 0136 Data Handling Equipment, Historical Education 12/01/1998 154 Xerox XC 33A High Speed Education and Research $5,500.00 0154 Data Handling Equipment, Historical Education 11/01/1998 184 Xerox XC 33A High Speed Education and Research $5,499.00 0184 Data Handling Equipment, Historical Research 11/18/1998 GRAND TOTALS: 11 asset(s) listed. Disposal Price Disposal Date Accum. Depr. Last Depr. Date Page 1 Book Value $0.00 $1,831.29 $2,663.71 04/30/1999 $0.00 $258.71 $376.29 04/30/1999 $0.00 $10.99 $99.00 04/30/1999 $0.00 $10.99 $99.00 04/30/1999 $0.00 $1,283.34 $4,216.65 04/30/1999 $0.00 $891.66 $4,608.33 04/30/1999 $0.00 $36.16 $118.84 04/30/1999 $0.00 $25.44 $83.56 04/30/1999 $0.00 $25.44 $83.56 04/30/1999 $0.00 $275.01 $5,224.99 04/30/1999 $0.00 $274.95 $5,224.05 04/30/1999 $27,721.96 $0.00 $4,923.98 $22,797.98

300 CHAPTER 14 Asset Location Report The Asset Location Report lists all assets belonging to all departments (based on the criteria you select). At the end of each department s listing, the program lists the total number of assets for that department and what percent of the total assets listed the department owns. 03/09/1999 Lowcountry Preservation Society Asset Location Repor Page 1 Asset Numbe Asset ID Description Department Serial Number Development 4 0004 Dell PII450 Development 101-23-04 5 0005 Dell PII450 Development 101-23-05 7 0007 Okidata OKIpage 8c printer Development 78-852-9654 70 0070 Dell PII 450 Development 125-01 71 0071 Dell PII 450 Development 125-02 72 0072 Dell PII 450 Development 125-03 73 0073 Dell PII 450 Development 125-04 74 0074 Dell PII 450 Development 125-05 88 0088 Xerox XC 33A High Speed Development 1258-968-157-52-01 97 0097 Bell Atlantic Key Telephone for Development 859-635412-090198-01 98 0098 Bell Atlantic Key Telephone for Development 859-635412-090198-02 99 0099 Bell Atlantic Key Telephone for Development 859-635412-090198-03 100 0100 Bell Atlantic Key Telephone for Development 859-635412-090198-04 101 0101 Bell Atlantic Key Telephone for Development 859-635412-090198-05 102 0102 Bell Atlantic Key Telephone for Development 859-635412-090198-06 103 0103 Bell Atlantic Key Telephone for Development 859-635412-090198-07 16 asset(s) listed for Development; 100.00% of total assets listed Model Number 16 asset(s) listed. Asset Move History This report allows you to keep track of the various places in which an asset has been located. This can be helpful if an asset has been misplaced. It allows you to track where the asset was last located, why it was being moved, when it was moved, and who moved the asset. 03/09/1999 Lowcountry Preservation Society Asset Move History Page 1 Asset Number Asset ID Description Department 6 0006 Dell 2300 Server PII350 Information Technology Serial Number 101-58-6985 Model Number Moved to Location Moved from Location Moved On Moved By Reason Information Technology Maintenance 12/08/1998 SUPERVISOR Asset location change record automatically generated. 1 asset(s) listed.

A PPENDIX 301 Acquisition Report The Acquisition Report lists all assets acquired within a certain date range. This report is useful when monitoring growth of your organization because you can use this report as a guide as to how much your organization might expect to spend in the next quarter (or any other time period). 03/09/1999 Lowcountry Preservation Society Acquisition Repor Page 1 Asset No. Description Location Depreciation Method Asset ID Class Department Convention In Service Purchase Price Depr. Basis 7 Okidata OKIpage 8c printer Development MACRS 11/01/1998 $4,495.00 $4,495.00 0007 Data Handling Equipment, Development Half-year 88 Xerox XC 33A High Speed Development Straight Line 12/09/1998 $5,499.99 $5,499.99 0088 Data Handling Equipment, Development Zero in first month 89 Sharp UX-510 Plain Paper Development Straight Line 12/01/1998 $155.00 $155.00 0089 Data Handling Equipment, Development Zero in first month GRAND TOTALS: $10,149.99 $10,149.99 3 asset(s) listed. Book Value Report The Book Value Report allows you to view how the book value (depreciation basis minus accumulated depreciation) was calculated for selected assets at a glance. This report lists the Asset No., Asset ID, Description, Class, Location, Department, Purchase Price, Depreciation Basis, Data In Service, Accumulated Depreciation, Last Depreciation Date, Book Value. 03/09/1999 Lowcountry Preservation Society Book Value Report Page 1 Asset No. Description Location Depr. Basis Accum. Depr. Asset ID Class Department Purchase Price In Service Last Depr. Date Book Value 9 Ford F-150 Pickup Truck Maintenance $22,000.00 $22,000.00 $1,000.01 $20,999.99 0009 Light General Purpose Trucks Maintenance 08/01/1998 04/30/1999 168 Ford F-150 Pickup Truck Education and Research Center $22,000.00 $22,000.00 $549.99 $21,450.01 0168 Light General Purpose Trucks Historical Research 11/20/1998 04/30/1999 169 Ford F-150 Pickup Truck Education and Research Center $22,000.00 $22,000.00 $500.01 $21,499.99 0169 Light General Purpose Trucks Historical Research 11/18/1998 04/30/1999 170 0170 Ford Cargo Van Light General Purpose Trucks Education and Research Center Historical Research $18,900.00 $18,900.00 12/01/1998 $5,906.26 04/30/1999 $12,993.74 GRAND TOTALS: 4 asset(s) listed. $84,900.00 $84,900.00 $7,956.27 $76,943.73

302 CHAPTER 14 Mid-Quarter Convention Test Report Running the Mid-Quarter Convention Test Report tests to see if a switch to the mid-quarter convention is required. For each Quarter, the report lists the Total Depreciation Basis, Percent of Annual Total, and if mid-quarter convention applies. 03/09/1999 Lowcountry Preservation Society Mid-Quarter Convention Test Report Page 1 Quarter Total Depreciation Basis Percent of Annual Total Third $120,288.47 35.17 % Fourth $221,720.78 64.83 % GRAND TOTALS: $342,009.25 100.00 % Fourth Quarter Acquisitions Exceed 40% of Annual Total Mid-Quarter Convention May Apply Transaction Reports Transaction reports supply you with details about the various types or transactions you process in the Fixed Assets program. You can filter these reports based on class, location, disposal method, depreciation method, department funds, account, projects, and various attributes. Disposal Gain/Loss Report This Disposal Gain/Loss Report lists all assets disposed of in a certain date range and the amount, if any, that was gained or lost in the disposal of the asset. 03/09/1999 Lowcountry Preservation Society Disposal Gain/Loss Report Page 1 Asset No. Description Location Depr. Basis Disposal Price Accum. Depr. Asset ID Class Department In Service Date Disposal Date Last Depr. Date Gain/Loss 9 Ford F-150 Pickup Truck Maintenance $22,000.00 $21,000.00 $1,000.01 $0.01 0009 Light General Purpose Maintenance 08/01/1998 03/09/2000 04/30/1999 GRAND TOTALS: 1 asset(s) listed. $22,000.00 $21,000.00 $1,000.01 $0.01

A PPENDIX 303 Account Distribution Report The Account Distribution Report lists depreciation activity for specific depreciation expense accounts. The account numbers listed correspond to General Ledger accounts you define. 03/09/1999 Lowcountry Preservation Society Account Distribution Report Page 1 Asset No. Asset ID Asset Description Type Tran. Date Posted? Project Debit Amount Credit Amount 01-569100-18-05 - Depreciation Expense 6 0006 Dell 2300 Server PII350 Period 11/30/1998 Yes $0.00 $722.17 6 0006 Dell 2300 Server PII350 Period 12/31/1998 Yes $0.00 $722.16 6 0006 Dell 2300 Server PII350 Period 01/31/1999 No $0.00 $160.48 6 0006 Dell 2300 Server PII350 Period 02/28/1999 No $0.00 $160.48 6 0006 Dell 2300 Server PII350 Period 03/31/1999 No $0.00 $160.48 6 0006 Dell 2300 Server PII350 Period 04/30/1999 No $0.00 $160.48 Totals for 01-569100-18-05: $0.00 $2,086.25 GRAND TOTALS: 6 transaction(s) listed. $0.00 $2,086.25 Project Distribution Report This report lists depreciation activity by General Ledger project. Under each project is a list of assets and their transactions for a specified time frame. 03/09/1999 Lowcountry Preservation Society Project Distribution Report Page 1 Asset No. Asset ID Asset Description Tran. Type Tran. Date Account Number Debit Amount Credit Amount 0005 - Gullah Travels 168 0168 Ford F-150 Pickup Truck Period 01/31/1999 04-167002-00-00 $146.66 $0.00 168 0168 Ford F-150 Pickup Truck Period 01/31/1999 04-591500-18-05 $0.00 $146.66 169 0169 Ford F-150 Pickup Truck Period 01/31/1999 04-167002-00-00 $133.34 $0.00 169 0169 Ford F-150 Pickup Truck Period 01/31/1999 04-591500-18-05 $0.00 $133.34 183 0183 HP LaserJet 6Pse Laser Printer Period 01/31/1999 04-167002-00-00 $16.41 $0.00 183 0183 HP LaserJet 6Pse Laser Printer Period 01/31/1999 04-591500-18-05 $0.00 $16.41 185 0185 72" Metal Storage Cabinet Period 01/31/1999 04-167002-00-00 $2.12 $0.00 185 0185 72" Metal Storage Cabinet Period 01/31/1999 04-591500-18-05 $0.00 $2.12 186 0186 Faarup Radius Edge Bookcase, 10 Period 01/31/1999 04-167002-00-00 $2.80 $0.00 Shelves 186 0186 Faarup Radius Edge Bookcase, 10 Period 01/31/1999 04-591500-18-05 $0.00 $2.80 Shelves 187 0187 Faarup Radius Edge Bookcase, 10 Period 01/31/1999 04-167002-00-00 $2.80 $0.00 Shelves 187 0187 Faarup Radius Edge Bookcase, 10 Shelves Period 01/31/1999 04-591500-18-05 $0.00 $2.80 Totals for 0005 - Gullah Travels : $304.13 $304.13 GRAND TOTALS: 6 project(s) listed. $304.13 $304.13

304 CHAPTER 14 Year to Date Depreciation Report The Year to Date Depreciation Report details depreciation that has occurred from the beginning of the year until the current date. The report lists the Asset No., Asset ID, Description, Class, Location, Department, Depreciation Basis, Prior Depreciation, and Year to Date Depreciation for selected assets. 03/09/1999 Lowcountry Preservation Society Year to Date Depreciation Report Page 1 Asset No Description Location Asset ID Class Department Depreciation Basis Prior Depreciation YTD Depreciation 7 Okidata OKIpage 8c printer Development $4,495.00 $1,498.33 $332.96 0007 Data Handling Equipment, except Development 8 HP Laserjet 6P Administration $635.00 $211.67 $47.04 0008 Data Handling Equipment, except Administration 23 Sharp - Print/Display Calculator Administration $109.99 $7.33 $3.66 0023 Data Handling Equipment, except Administration 24 Sharp - Print/Display Calculator Administration $109.99 $7.33 $3.66 0024 Data Handling Equipment, except Administration 58 Xerox XC33AS High-Speed Copier Administration $5,499.99 $1,100.00 $183.34 0058 Data Handling Equipment, except Administration 88 Xerox XC 33A High Speed Copier Development $5,499.99 $764.28 $127.38 0088 Data Handling Equipment, except Development 89 Sharp UX-510 Plain Paper Fax Development $155.00 $31.00 $5.16 0089 Data Handling Equipment, except Development 135 Sharp - Print/Display Calculator Education and Research Center $109.00 $21.80 $3.64 0135 Data Handling Equipment, except Historical Education 136 Sharp - Print/Display Calculator Education and Research Center $109.00 $21.80 $3.64 0136 Data Handling Equipment, except Historical Education 154 Xerox XC 33A High Speed Copier Education and Research Center $5,500.00 $91.67 $183.34 0154 Data Handling Equipment, except Historical Education 184 Xerox XC 33A High Speed Copier Education and Research Center $5,499.00 $91.65 $183.30 0184 Data Handling Equipment, except Historical Research GRAND TOTALS 11 asset(s) listed. $27,721.96 $3,846.86 $1,077.12

A PPENDIX 305 Depreciation Transaction Report The Depreciation Transaction Report displays details about specific depreciation transactions. Details include Transaction Number, Date, Type, Comments, Post Status, Post Date, and Amount. 03/09/1999 Lowcountry Preservation Society Depreciation Transaction Report Page 1 Trans. Number Trans. Date Transaction Type Comments Post Status Post Date Amount Asset 88 0088 - Xerox XC 33A High Speed Copier 181 12/31/1998 Period Posted 12/31/1998 $764.28 727 01/31/1999 Period Not Yet Posted 01/31/1999 $63.69 728 02/28/1999 Period Not Yet Posted 02/28/1999 $63.69 729 03/31/1999 Period Not Yet Posted 03/31/1999 $63.69 730 04/30/1999 Period Not Yet Posted 04/30/1999 $63.69 Totals for Asset 88 0088 - Xerox XC 33A High Speed Copier: $1,019.04 Asset 89 0089 - Sharp UX-510 Plain Paper Fax 182 12/31/1998 Period Posted 12/31/1998 $31.00 731 01/31/1999 Period Not Yet Posted 01/31/1999 $2.58 732 02/28/1999 Period Not Yet Posted 02/28/1999 $2.58 733 03/31/1999 Period Not Yet Posted 03/31/1999 $2.58 734 04/30/1999 Period Not Yet Posted 04/30/1999 $2.58 Totals for Asset 89 0089 - Sharp UX-510 Plain Paper Fax: $41.32 GRAND TOTAL: 10 transaction(s) listed. $1,060.36 Depreciation Summary Report This report lists depreciation summarized by class, location, department, or depreciation method. 03/09/1999 Lowcountry Preservation Society Depreciation Summary Report Page 1 Class No. of Assets Purchase Price Disposal Price Depr. Basis Accum. Depr. Book Value Automobiles, Taxis 1 $18,900.00 $0.00 $18,900.00 $5,906.26 $12,993.74 Data Handling Equipment, except 11 $27,721.96 $0.00 $27,721.96 $4,923.98 $22,797.98 Information systems 43 $77,113.99 $0.00 $77,113.99 $19,105.13 $58,008.86 Light General Purpose Trucks 4 $84,900.00 $21,000.00 $84,900.00 $7,956.27 $76,943.73 Non-residential Real Property 1 $95,000.00 $0.00 $95,000.00 $1,871.21 $93,128.79 Office Furniture, Fixtures, and 128 $38,373.30 $0.00 $38,373.30 $7,190.55 $31,182.75 GRAND TOTALS: 6 class(es) listed. 188 $342,009.25 $21,000.00 $342,009.25 $46,953.40 $295,055.85

306 CHAPTER 14 Projected Depreciation Report This report allows you to view future depreciation for selected assets. 03/09/1999 Lowcountry Preservation Society Projected Depreciation Report Page 1 Asset No. Asset ID Description Depr. Basis Prior Depr. Year 1 Year 2 Year 3 Year 4 Depreciation projected for 01/01/1998 to 12/31/2002 9 0009 Ford F-150 Pickup Truck $22,000.00 $0.00 $1,333.32 $500.01 $0.00 $0.00 168 0168 Ford F-150 Pickup Truck $22,000.00 $0.00 $1,466.68 $2,200.00 $2,200.00 $2,200.00 169 0169 Ford F-150 Pickup Truck $22,000.00 $0.00 $1,333.32 $2,000.00 $2,000.00 $2,000.00 170 0170 Ford Cargo Van $18,900.00 $0.00 $4,724.98 $4,725.00 $2,362.50 $0.00 Totals projected to 12/31/2002: $84,900.00 $0.00 $8,858.30 $9,425.01 $6,562.50 $4,200.00 Depreciation projected for 01/01/2003 to 12/31/2003 Year 1 168 0168 Ford F-150 Pickup Truck $22,000.00 $2,200.00 169 0169 Ford F-150 Pickup Truck $22,000.00 $2,000.00 Totals projected for 01/01/2003 to 12/31/2003: $44,000.00 $4,200.00 TOTAL PROJECTED DEPRECIATION: 4 asset(s) listed. $33,245.81 Form 4562 Depreciation Summary Report The Form 4562 Depreciation Summary Report can help you fill out the IRS Form 4562-Depreciation and Amortization. The report lists Classification of Property, Depreciation Basis, Recovery Period, Convention, Method, Depreciating Deduction, and a grand total of all Depreciation Deduction. 03/09/1999 Lowcountry Preservation Society Form 4562 Depreciation Summary Report Page 1 Classification of Property Depr. Basis Recovery Period Convention Method Depreciation Deduction MACRS General Depreciation System(GDS) for assets placed in service this year 3-Year Property $196,992.00 3 Half-year? $6,420.96 5-Year Property $264,627.96 5 Half-year? $7,049.55 7-Year Property $126,384.36 7 Half-year 200% DB $2,578.52 Residential Rental Property $380,000.00 27.5 Mid-month SL $1,151.52 GDS and ADS deduction for Assets placed in service prior to this year = $17,200.55 ACRS and /or other depreciation = $4,210.20 GRAND TOTAL: $21,410.75 752 Transaction(s) listed. Mail In the Mail module you can create labels to track assets. Labels can include any field from asset and transaction records, as well as barcodes. For more information about Mail and creating labels, see the Mail chapter. Label Fields You can use several fields to create labels. User defined message. You can enter your own custom message.

All Asset Attributes. You can use Category, Description, or both. A PPENDIX 307

308 CHAPTER 14

GLOSSARY 309 Glossary Symbols * (asterisk) a wildcard operator used in Global Change. Using * as a wildcard tells the program that * can stand for any string of characters. For example, when searching for someone whose last name is Johnson, but you are not sure how to spell it, you want to search for Jo*son or Jo*s?n (if you are not sure of the ending). This would return results like Jonson, Jonsen, Johnson, Johnsen, etc. < > information contained between the greater than and less than sign is used as an example. The exception occurs when you define criteria as punctuation written out between the signs, then the greater than/less than signs represent the punctuation mark. For example, <hyphen> means the hyphen symbol is included. % (percent) found in Query and Export, the percent sign can replace a series of characters. For example, if you query to find a note written by someone with a last name beginning with John, you can use the criteria Author Like John%. The program selects notes with Author beginning with John (e.g., Johnson, Johnston, Johns, and Johnathan-Willis).? (question mark) a wildcard operator used in Global Change. Using? as a wildcard tells the program that? can stand for one character. For example, if you are searching for someone whose last name is Johnson, but you are not sure if it is spelled with an o or an e at the end, you want to search for Johns?n. This would return results like Johnson, Johnsen, Johnsan, etc. A Accounting Queue Blackbaud s optional module that is used to perform a sequence of tasks that can be executed automatically and unattended. account number segments a series of numbers, which creates a Blackbaud General Ledger account number. For example, 01-11100-00-00. The first number in the series is always the fund code. This is followed by user-determined segments, which could be the actual account number, department code, and/or location code. Account number segments are defined in Configuration on the Account Number tab. Accounts a Blackbaud module found in General Ledger where you add, edit, and delete account records as well as enter budget information, organize and maintain your Chart of Accounts, and copy a range of accounts from one fund to another. Accounts Payable Blackbaud s comprehensive check writing and payment information program. It helps you manage your expenses and plan your payment schedule. Accounts Receivable Blackbaud s comprehensive billing and customer information program. It helps you manage your receivables and plan your cash flow. Along with customer account management, you can use this program for billing and payment applications, creating invoices, statements, and correspondence, as well as producing reports. accrual the accumulation of assets, expenses, liabilities, or revenue items whose value has been determined but for which no cash has yet been transferred. accumulated depreciation the cumulative amount of all depreciation (includes prior years and year-to-date depreciation). accumulated depreciation account the account to which accumulated depreciation is expensed. It is a contra asset account. accumulated depreciation journal reference the transaction identification numbers defined on the General Ledger tab in Configuration. These transaction numbers serve as an identifier for all accumulated depreciation when posting to a general ledger. ACH Automated Clearing House. A regional entity that electronically processes fund transfers between banks.

310 G LOSSARY ACH Credit an electronic funds transfer (EFT) initiated by an employer to a designated financial institution for the amount of a tax payment. ACH Debit an electronic funds transfer (EFT) in which a designated bank, with employer authorization, notifies the employer s bank to transfer funds. ACRS (Accelerate Cost Recovery System) a method of depreciation used for assets that were placed in service after 1980, but before 1987. Add a Global Change function that adds a value to a field. This value can either replace the current value or make no changes to the current data, depending on whether you mark Overwrite existing value. adjustment a debit or credit added to your bank account to bring the account in balance. adjustment type a category of adjustments, such as ATM fees, minimum balance fees, or monthly service charges, associated with general ledger debit and credit accounts. When you create an adjustment, you first select an adjustment type, enter an amount, and then the program automatically fills in the corresponding general ledger information to create your adjustment. Adobe Acrobat Reader a free download from Adobe that allows electronic distribution of formatted documents. AFN Accounting for Nonprofits. Alternate ACRS method of depreciation that uses a modified Straight Line depreciation calculation. This method should only be used for assets that were placed in service after 1980, but before 1987. Alternate Depreciation System (ADS) ADS uses a Straight Line depreciation method. The ADS must be used for the following: tangible property used outside the United States, tax-exempt property, tax-exempt bond-financed property, imported property covered by executive order, or farming property under some circumstances. annotate notes you type to add detail about a specific account. This feature is found on the Edit menu in Bank Accounts. annual wage the fixed salary paid to an employee over the course of a calendar year. appendix supplemental information found after the last chapter in a Blackbaud user s guide that provides detail about optional features. <Ask> a criteria operator that allows you to choose the field value query criteria at the time you run the query. When you run the query, an Ask at Runtime wizard appears, prompting you to select criteria for any fields defined by the <Ask> criteria operator. asset property (tangible or intangible) that has value. Assets a Blackbaud module in Fixed Assets where you to create an asset using the Asset Wizard, depreciate assets using a variety of schedules, track and calculate depreciation, and post and adjust transactions. Asset Wizard a utility in Fixed Assets that collects specific information from the user and creates an asset record. attributes a reporting tool that lets you group information based on a common theme. With attributes defined, you can filter information to your specification. B backup withholding taxes withheld from an individual s income when the proper Taxpayer Identification Number (TIN) can not be identified or when required by the Internal Revenue Service. The rate is typically 31 percent. balance forward a system configuration that automatically applies payments and credits to the total balance with the oldest charges paid first. Bank Account Reconciliation a Blackbaud optional module designed to provide in-depth details about bank activity while balancing bank accounts. Bank Account Reconciliation can be added to these Windows programs: Accounts Payable, Accounts Receivable, Miscellaneous Cash Receipts, Payroll and Student Billing; and it works with General Ledger for Windows and The Raiser s Edge for Windows.

GLOSSARY 311 Bank Accounts a shared module contained within Blackbaud accounting programs. From the Bank Accounts main screen, you initiate procedures for Bank Account Reconciliation (if installed) and Check Writer. Bank Accounts now contains the functionality for both. bank list a list of all bank accounts added in your Blackbaud software. From this list, you can filter the account information you want to display, open the bank account register, edit the bank account information, add a new bank account, or delete a bank account. bank summary report an overview statement of your account based on filters you select in the Reports module of your main Blackbaud accounting program. This report is useful when providing bank information to auditors or board members. Begins With a Query and Export criteria operator, which selects records with an entry that begins with the value you define. For example, if you choose Vendor Name Begins With Bel, vendors whose Vendor Name has Bel at the beginning (Bell, Bellingham, Bellmont, etc.) are selected. You can use wildcard characters with this operator. Between a Query and Export criteria operator, which lets you select a range of entries that records could have in order to be selected. For example, if you select Amount is Between $50 and $100, the program selects records of invoices that fall within this amount range. bitmap a file format for online art. biweekly payroll paid 26 times a year. Blackbaud Systems a catch-all phrase for main Blackbaud programs such as General Ledger, Student Billing, Payroll, etc. Blank a Query and Export criteria operator, which selects any record with a blank field you define. For example, if you choose the criteria Alias is Blank, the program selects all records with an empty Alias field. button a picture or word icon appearing on screens and toolbars. When clicked, buttons let you perform functions, such as saving, without using the menu bar. C Cash Receipts a Blackbaud module in which you create deposits and add payment and deposit receipts. You can also print deposit tickets and receipts. cash receipts journal a set of parameters you define in Accounts Receivables to standardize receipt appearance. change parameters criteria you establish to change your database globally. chart of accounts a list of revenue and expense sources appearing in ascending account number order by category. This chart is maintained in General Ledger, Accounts module. Check Writer formerly a Blackbaud shared module. Its functionality now resides within the Bank Accounts module of Accounts Payable and Payroll. COBRA Consolidated Omnibus Budget Reconciliation Act of 1985. CODA Cash or Deferred Arrangement. This is a type of employee benefit plan, also know as 401K. computer-based training a self-paced, interactive form of multimedia training completed on a computer. Also known as CBTs, they can be delivered on a CD-ROM or over a network to a student workstation anywhere and at any time. Blackbaud CBTs are called Interactive Workshops. Configuration a shared module within Blackbaud accounting programs. This is where you define program settings and create tables that increase efficiency, accuracy, and speed data entry. Budget Management a Blackbaud optional module used to enhance and expand your budget development capabilities within General Ledger.

312 G LOSSARY consolidation code a General Ledger code comprised of letters or numbers that can be program-generated or user-generated. Consolidation codes filter accounts and create combinations of multiple regular accounts within multiple funds as defined in the Chart of Accounts. They are established in Configuration on the Consolidations tab. Consumer Credit Protection Act a federal law that limits the amount of an employee s wages that may be subject to garnishment. Contains a Query and Export operator, which selects records that have your defined entry anywhere in the field. For example, if you define criteria for Vendor Name Contains Z, records with the letter Z anywhere in the vendor name field are selected. You can use wildcard characters with this operator. Copy a Global Change function that places the entire value from the source field into a compatible target field. credit an increase in a revenue, net worth, or liability account. credit hold a designation you assign to a customer record when you do not want orders from the customer to be processed without full payment. credit limit a monetary cap you assign to a credit record allowing customers to place orders without payment up to a certain limit. credit memo an entry that lets you reimburse charges previously applied. Customers a Blackbaud module in Accounts Receivable where you establish individual records for your customers. Each customer record maintains name, address, phone and contact information, as well as miscellaneous items such as tax, credit, statement, and discount information. D database validation a procedure that scans and verifies the accuracy of your database. The program generates an error message if a discrepancy exists. debit an expense or deduction from a revenue, net worth, or liability account. debit memo - an entry that lets you increase a customer s balance, such as finance charges, membership dues, and non-sufficient fund checks. deduction an amount subtracted from an employee s gross wages for a designated purpose, such as health insurance. Delete a Global Change function that allows you to delete all of the values in a specific field. directory the location on a drive where you store the names and locations of files. documentation written explanations about program functions accompanying Blackbaud software. This can include a user s guide, an online user s guide, and online Help. Does Not Begin With a Query and Export criteria operator, which selects records that do not begin with your defined entry. For example, if you choose Vendor Name Does Not Begin With Bel, vendors whose Vendor Name does not have Bel at the beginning are selected. You can use wildcard characters with this operator. Does Not Contain a Query and Export criteria operator, which selects records without your defined entry anywhere in the field. For example, if you define criteria for Vendor Name Does Not Contain Z, only records without a Z anywhere in the vendor name field are selected. You can use wildcard characters with this operator. Does Not Equal a Query and Export criteria operator, which selects only the records with entries that do not match the defined criteria. For example, if you choose City Does Not Equal Charleston, the program selects every record that does not have Charleston entered as the city. dunning letters automatically generated requests for past due payment. You set up these letters in the Mail module of Blackbaud programs. dynamic query a query type that automatically refreshes and updates results each time the query is used, providing the most current results.

GLOSSARY 313 E EFT Electronic Funds Transfer. EFTPS Electronic Federal Tax Payment System. EIC Earned Income Credit. EIN Employer Identification Number. The nine-digit account number assigned by the IRS for employment tax purposes. electronic funds transfer (EFT) a general banking system in which transactions, such as deposits and bill payments, are made through computer databases and electronic files. Money does not physically change hands; it transfers electronically from the payer s account into the payee s account. This is often referred to as EFT or direct deposit. Blackbaud's Electronic Funds Transfer module adds fields and options to modules in Accounts Payable and Payroll. electronic reconciliation a process that lets you compare your bank s Quicken Interchange Format (.QIF) with your Blackbaud file and then reconcile your account based on matches between the two. employee under the common-law rule, an individual who performs services subject to the will and control of an employer. Employees a Blackbaud module found in Payroll where you enter biographical, wage, and tax information for employees as well as track attendance. In addition, this program lets you store information concerning an employee s off-site activities, such as attending seminars and conferences employer a person or organization for whom a worker performs a service as an employee. Employer s Quarterly Federal Tax Return the name of the Form 941 filed quarterly, reconciling the federal income tax and the FICA taxes withheld and paid. Equals a Query and Export criteria operator. When you choose Equals as your operator, records selected for the query must have the exact entry you define. Excel a spreadsheet program by Microsoft. exception query a query that contains all files that could not be incorporated into the function (report, etc.) because they did not meet all criteria. exempt employee an executive, administrative, professional, or outside sales person who is exempt from or not subject to the overtime and minimum wage provisions of the Fair Labor Standards Act, as amended. expense any cost incurred in the production, selling, and distribution of goods and services; expenses are deducted from revenues on the income statement to arrive at a net income. export to send to another program, such as Microsoft Excel. Export (module) see Query and Export module. F Family and Medical Leave Act of 1993 (FMLA) a federal law requiring employers with 50 or more employees to grant up to 12 weeks of unpaid leave to employees for the birth or adoption of a child; the care of a seriously ill child, spouse, or parent; or for their own serious illness. FAS 117 This stands for Financial Accounting Standard No. 117. It is a standard for nonprofit fund accounting financial statements as published by the Financial Accounting Standards Board. fee schedules a tool to automate the billing process for standard fees such as tuition, room and board, and other standard tuition related fees. FICA Federal Insurance Contribution Act. filters a search and display feature that lets you control the amount of information appearing on grid screens. For example, Bank Account Reconciliation filters let you display bank account information based on Blackbaud program, transaction type, and transaction status. FITW Federal Income Tax Withheld. fixed asset permanent, long-life assets of a business: (i.e., land, buildings, equipment, and vehicles).

314 G LOSSARY Fixed Assets Blackbaud s asset management program. This program provides everything an organization needs to manage its assets, including the ability to enter or import asset information, generate depreciation transactions automatically following IRS rules, and account for and record the disposal of assets. flat rate method a formula used to calculate the federal tax due, using the rate of 28 percent. Form 4562 Depreciation Summary Report provides summary depreciation information to help prepare IRS Form 4562-Depreciation and Amortization. fund a self-balancing set of accounts that represents a separate legal entity. Examples of funds include unrestricted, restricted, plant, and endowment. Funds must be added to General Ledger before you can enter accounts. fund code the first segment of an account number when General Ledger is configured for fund accounting. FUTA Federal Unemployment Tax Act. G garnish to attach, such as money due, from a debtor while it is in the hands of a third party. garnishee a person or business served with a garnishment. garnishment a court order served on a person or firm as the result of a lawsuit to require that employer to withhold money from an employee s pay and disperse according to the court s direction. general journal batch a compiled group of debit and credit transactions that you can post to your ledger accounts. general ledger the primary ledger, when used with subsidiary ledgers containing all balance sheet and income statement accounts. The general ledger is used as a central reference or index for transaction posting. General Ledger a Blackbaud program designed to enhance the efficiency of your general ledger and improve the organization of your business office. GL interface files files that enable General Ledger to interact with Blackbaud DOS systems and The Raiser s Edge. By creating interface files, you assign the General Ledger accounts an alternate account number that other programs can recognize. Global Change a shared module within Blackbaud programs that allows you to change multiple fields at once using various change parameters. global change functions add, replace, partial replace, move, swap, delete, increase/decrease, copy. Greater Than a Query and Export operator. If you select Greater Than as your operator, you indicate that records selected must have a value greater than the one you define. Greater Than or Equal To Query and Export operator. Selecting Greater Than or Equal To as your operator limits the records selected to those that have a value greater than or equal to the one you define. gross earnings grand total of all regular, overtime, and other compensation paid to an employee before any deductions for taxes, etc. group multiple users with the same access rights to a Blackbaud program as defined by the Supervisor in the program s Security module. group consolidation management a procedure in General Ledger that makes the association between ledger accounts and one or more consolidations easy. H header accounts one of three types of entries displayed in the General Ledger Chart of Accounts. Header accounts are designated by an H at the end of the account number. They are used for description purposes only. Activity cannot be posted to a header account. For example, there could be a header account called Investments followed by a listing of regular accounts, which contain investments.

GLOSSARY 315 Help files a type of online help that lets you access information from your computer about the program in which you are working. hyperlink text or graphic in a Help file or web page that, when clicked, moves the user to a specific location. For example, the notepad graphic is a hyperlink found with procedures in the Bank Account Reconciliation Help files. When you click the notepad, it moves you to a blank page where you can type notes about the procedure. I icon a picture that represents a particular object, command file, or group of files. import a type of file conversion that lets you load a file from a format other than the application program s original format. For example, you can import batches from The Raiser s Edge into Bank Account Reconciliation. Import a shared Blackbaud module that lets you import various file types into Fixed Assets, Accounts Payable, Accounts Receivable, Miscellaneous Cash Receipts, Payroll, and Student Billing. inactive (entries) entries that have been defined, but cannot be used in tables. You make entries active or inactive from the Tables tab in Configuration. Increase/Decrease Global Change function that can be used for fields containing a numeric value. You can increase/decrease values by an exact amount or by a percentage. installation guide a written explanation accompanying your software that helps you load your new software. Interest Income Allocation a Blackbaud optional module used with General Ledger and Project, Grant, and Endowment Management to define pools of projects for investment purposes. interfund a balancing entry between funds. This procedure automates the creation of General Ledger transactions to transfer money between funds. This is accomplished through Interest Income Allocation with Project, Grant and Endowment Management. Both are Blackbaud optional modules. involuntary deduction pay withheld from an employee s paycheck at the request of someone other than the employee. For example, child support. IRS Internal Revenue Service. Is Not Blank a Query and Export criteria operator, which selects any record with anything in your defined entry. For example, if you select the criteria Alias Is Not Blank, the program selects records with an entry in the Alias field. J Journal Entry a Blackbaud module in General Ledger where you create batches of transactions for posting to your General Ledger accounts. Through Journal Entry, you can create, import, validate, delete, reverse, display, print, and post batches. journal reference transaction identification numbers used during the posting process. L legend an explanatory list of colors found on screens. For example, the Bank Account Reconciliation legend lets you select the color of specific bank account references. Less Than a Query and Export criteria operator. When you select Less Than as your operator, you limit the records selected to ones that have an entry less than the value you are defining. Less Than or Equal To a Query and Export criteria operator. When Less Than or Equal To is selected as the operator, the records selected must have an entry either equal to or less than the value you define. leveling a process in General Ledger that lets you determine how an account should total within a given category (e.g. asset, liability, fund balance, revenue, expense, gift, or transfer). Like a Query and Export criteria operator. The Like operator allows you to use wildcards (special characters) to replace a character or set of characters in a field.

316 G LOSSARY M MACRS a depreciation method used for assets placed in service after 1986. MACRS consists of two systems GDS (the main one) and ACRS. MACRS ADS a Straight Line depreciation method used for the following: tangible property used outside the United States, tax-exempt property, tax-exempt bond-financed property, imported property covered by executive order, or farming property under some circumstances. This depreciation method can only be used for assets placed in service after 1986. Mail a shared module within Blackbaud programs where you can specify mailing parameters for labels, forms, envelopes, letters and cards. mandatory deductions deductions required or mandated by law, such as federal income tax. media any stored information related to an asset record (i.e., an article, warranty information, demonstration video, etc.) menu bar a horizontal strip of selections found under the title bar at the top of a window. merge to combine or join two queries to make a third query. merge operators AND, OR, XOR, and SUB. These operators allow you to determine how queries merge. Microsoft Windows an operating system required to run Blackbaud programs. minimum wage lowest legal amount an employer may pay an employee per hour. Miscellaneous Cash Receipts a Blackbaud program designed to complement General Ledger for Windows by handling the small details that can clutter a ledger. It helps you identify where small cash amounts originate, produce a detailed profile of each transaction, and print a deposit ticket. module a component of a program. A module is created separately and then combined with other modules to form a program. For example, the Security module is a shared component of all Blackbaud programs. Move a Global Change function that places the entire value from the source field into the target field and deletes the value from the source field. N NACHA National Automated Clearing House Association. This is the national umbrella organization for regional automated clearinghouses. net pay the total earnings of the employee minus all the deductions. This is also known as take-home pay. Not Between a Query and Export criteria operator. Choosing Not Between as the operator allows you to select a range of entries that records must not have to be included in the query. For example, if you select Amount is Between $50 and $100, records of invoices that fall within this amount range are selected. Not Blank a Query and Export operator. The Not Blank operator selects any record with anything in the entry you define. Not Like a Query and Export operator. The Not Like operator selects records that do not have the entry you define. You can use wildcard characters with this operator. Not One Of a Query and Export operator. Choosing Not One Of as the operator means records selected must not have one of the entries you define. O OFLT Worker s Compensation Old Fund Liability Tax. on the fly adding an entry to a table when it does not appear on the Tables tab in Configuration. There are several places in Blackbaud programs where you can add information directly into a field instead of selecting a pre-defined value from the drop-down list. When you do this, the program asks you if you want to create a table entry. Click Yes to add the entry to the table.

GLOSSARY 317 One of a Query and Export criteria operator. Choosing One Of as the operator means records selected must have one of the entries you define. online help information accessed from a computer about the program in which you are working. online manual (user s guide) the manual in a PDF format, which you can open and read via Adobe Acrobat Reader. It is accessible from your CD-ROM or by selecting Help, Online Documentation. open item a system configuration that lets you select a specific charge item when applying a payment. Payments can be applied automatically based on user-defined criteria. Optional (O) used in the reference section to signify that the information referenced in the field is optional. It does not have to be entered in the program. OR a Query and Export operator that joins two queries to make one. All records in both queries are included; however, records that appear in both queries are not duplicated. Or (button) a Query and Export criteria operator. Clicking Or tells the program that any output information can meet either criteria to be used. output query a query that lists the results of a function. overtime hours worked in excess of the prescribed maximum weekly (or in some states, daily) requirements. P parameter file an established set of criteria, which you can save and use over and over to perform a specific function. Parenthesis ( ) a combining operator used in Query and Export to separate a portion of the criteria formula. Partial replace a Global Change function that searches for records containing at least part of the value. You cannot leave the Replace field blank for partial replaces, but you can use standard wildcards (such as? and *). This function is not available for code table fields. password a secret sequence of typed characters required to use a computer program. This prevents unauthorized users from entering a program. payer-based processing a processing method that focuses billing activity on the individuals and organizations responsible for paying a student s charges. Payroll a Blackbaud program that simplifies your payroll and human resource management, saving you time and making in-house payroll processing a cost effective alternative to outsourcing. payroll period periods of service for which an employer usually pays wages. payroll register term used to describe a multi-column form used in assembling and summarizing the data needed at the end of each payroll period. It lists all employees who earned remuneration, the amount of remuneration, the deductions, and the net amount paid. Percentage Method of Withholding a procedure for calculating the amount of tax withheld, using mathematical formulas and usually intended for use by employers with computerized payroll systems. May also be computed using the charts and tables in the Circular E. per diem daily allowance, usually for travel, entertainment, or miscellaneous out-of-pocket expenses while conducting a business transaction. Portable Document File (PDF) a document that maintains its formatting and displays correctly on any output device. For example, the Blackbaud user s guides are saved in a PDF format and displayed in the Help files. This format also allows users to click on hyperlinks and jump from topic to topic. post the process of entering a transaction into Blackbaud s General Ledger and updating your account balances.

318 G LOSSARY Post a Blackbaud module in General Ledger where you can post both general journal batches and batches from other Blackbaud programs to General Ledger. preferences computer program settings that offer individual customization. For example, Preferences in Bank Accounts let you select grid colors and lines. prenote authorization file an electronic test record sent to a bank to ensure correct transmission of coding, amounts, account numbers, etc. Banks often require a prenote authorization file before accepting electronic funds transfers (EFTs). Pre-purge Report creates a report for your records before any data is actually purged. preview an advance look at a document before printing. procedure a series of steps that explains how to perform a task within a computer program. program a software system. Blackbaud s programs are composed of modules. Project, Grant, and Endowment Management an optional module in Blackbaud s General Ledger designed to track details of subsidiary funds. When used with Bank Accounts, a Projects grid appears at the bottom of the New Adjustment screen. Purchase Orders an optional module in Blackbaud s Accounts Payable program that allows you to process purchase orders and receipts for your organization. purge to erase information from your database. We recommend always making a backup copy of your database before purging. Purged files cannot be recovered. Purge Asset Control Report a report listing the assets that were purged. Q QIF an abbreviation for Quicken Interchange Format. This popular format is used by banks to electronically store bank account statements. query to question the database for specific information. Or, a set of defined criteria used to select and export records. When you create a query, you create a definition for the records you want to include. When you run a procedure using the query, your Blackbaud program processes only those records matching the query definition. You can also extract information from the records in the query by defining the output fields of the query. For example, you can create a query of deposits for electronic funds transfer (EFT) payments only. Query and Export a shared module within Blackbaud programs where you can create, open, run, and delete queries. Other options include refreshing, merging, and exporting queries. query criteria operators data field requirements used to narrow and focus a search within filtered information. When you define a query, you establish a set of values, or requirements, that a record must meet to be included. Query criteria operators include: Equals, Does Not Equal, Blank, Not Blank, and <Ask>. R The Raiser s Edge Blackbaud s fund-raising software designed to enhance your fund-raising efforts and improve the organization of your development office. You can import and view batches from The Raiser s Edge into Bank Account Reconciliation. reconciliation a function in Bank Account Reconciliation by which your account becomes balanced once you enter preliminary data. recovery period number of years allowed by the IRS to depreciate an asset. recurring invoice a template from which regular invoices are created according to a schedule you define. Recurring invoices let you maintain a consistent format for customers who receive invoices on a regular basis. reference a section at the end of most Bank Account Reconciliation chapters where screens within the chapter are displayed and screen fields are described.

GLOSSARY 319 regular accounts one of three types of entries displayed in the General Ledger Chart of Accounts. Regular accounts are designated by an R at the end of the account number. These accounts display account activity. regular rate of pay hourly rate used to pay overtime to an employee. This is a calculated rate based on the amount of hours and wages for a specific pay period. Replace a Global Change function that is available only for fields that use code tables (i.e., have pre-defined values). Replace searches for records that exactly match the value. You can leave the Replace field blank to replace all values with the new value. Reports a shared module found in all Blackbaud accounting programs where you generate specific reports based on data parameters you establish. Required (R) used in the reference section to signify that the information referenced in the column is required. Required information must be entered before the program will save. reversing invoices a procedure to convert any invoice transaction to a credit memo or sales return. row a single horizontal section in a table or grid. S salary a fixed compensation paid to an employee for regular work or services. sales tax codes a way to designate the federal tax, state tax, and local option sales tax to use as part of a customer record or invoice transaction. You can specify the tax rate and whether or not it is compounded. salvage value the estimated value of the property at the end of its useful life. This must be less than the depreciation basis. SDI State Disability Insurance. Security a shared module within Blackbaud programs where you establish access rights for groups of users. security groups a collection of users with the same access privileges within a Blackbaud program. security users Individuals given access privileges within a Blackbaud program based on security group membership. semimonthly payroll paid 24 times per year. separator character the symbol that appears between your General Ledger account number segments. From Utilities and Housekeeping, select Change Separator Character, and choose from dash, comma, slash, backslash, semicolon, or period. shared module a component of a program that is created separately and then combined with other modules to form a program. For example, the Security module is a shared component of all Blackbaud programs. shift differential rate adjustment paid to employees working certain shifts. shortcut keys tools to speed data entry. Function keys are the primary source for shortcuts. When a function key is available, the status bar at the bottom of the open window tells you which key to press. shortcut menu a menu displayed when you place your cursor in a field or grid, and then click the right mouse button. A shortcut menu lets you access commonly used commands. Sounds Like a Query and Export criteria operator. The Sounds Like operator can be used when you want to select records based on a field for which you do not know the exact spelling. source codes a code used to define the origin of a transaction. Some examples are accounts payable, accounts receivable, cash receipts, general journal, adjustments, fixed assets, purchase orders, and gifts. Source codes are added on the Tables tab in Configuration. statement codes a code used to define the frequency with which customers receive invoices, such as weekly, monthly, quarterly and annually. By defining these codes you create a statement cycle.

320 G LOSSARY static query a type of query that provides a record of the information you select at the time you establish the query. If you run a report two months later using the same query, the system uses the list of records stored in the original query. status bar displays important messages across the bottom of the screen to assist you in the program. For example, when the cursor is in a field with a Table Lookup available, the message Press F7 for Table Lookup displays in the status bar. Straight Line Depreciation depreciation method that expenses an asset value in equal amounts over its useful life. Students a module in Blackbaud s Student Billing program where you create and maintain records containing information about students, parents/guardians, and organizations. This is where you set up billing schedules and payment distributions. You also enter charges, credits, and refunds. student-based processing a processing method that focuses billing activity on the student record. While anyone can make payments, all transaction activity is recorded on the student record. Student Billing a Blackbaud program designed to simplify the production of billing statements, while offering the capacity for storing detailed information about students, parent/guardians, and organizations. SUB the order of the queries is important when using SUB to merge queries, because the merged query contains only those records that are exclusively in the first (primary) query. All records that appear only in the second (secondary) query and records that appear in both queries are eliminated. SUI State Unemployment Insurance. Sum of Years Digits accelerated depreciation method. Under this method, depreciation is determined by multiplying the asset s cost less salvage value by a fraction in which the sum of the year s digits is the denominator and the number of years remaining in the asset s life is the numerator. supplemental wages items paid in addition to regular wages. Examples of supplemental wages include: awards, bonuses, retroactive wage increases, and tips. SUTA State Unemployment Tax. Swap Global Change function that allows you to place the entire value from the source field to the target field and the original value of the target field in the source field. system the internal computer operating component that runs the programs a user installs. In this manual program is used instead of system. Systems Basics the name of a chapter in most manuals where you learn about the screens and functions available in the program or optional module. T table lookup a feature that lets you select and enter information into fields by pressing F7. This can save typing time. tabs an organizational device that holds specific information within pages on a screen. For example, the Add a Group screen in Security includes multiple tabs. term discounts a way to define whether customers can receive price reductions based on early payment. title bar a horizontal strip identifying a program or file and located at the top of a screen. For example, the title bar on Security displays a lock and key icon and the module name. toolbar a horizontal strip with buttons that, when clicked, perform specific tasks. It is located under the title bar at the top of a screen. For example, the Bank Account Reconciliation toolbar has buttons for New, Bank Account List, Reconcile, Reconciliation Setup, Bank Summary, and more. supervisor a user with the password who can enter the computer program. The supervisor establishes access rights for all users through Security, a shared module.

GLOSSARY 321 total accounts one of three types of entries displayed in the General Ledger Chart of Accounts. Total accounts are designated by a T at the end of the account number. These accounts provide sub-totals on financial statements for the balances of regular accounts. U UHIC Unemployment Health Insurance Contribution. useful life the period of time that a business asset is determined to have commercial value for depreciation purposes; the IRS determines useful life depreciation periods. user preferences preferences you can create in Configuration that are unique to your user id. user s guide a published manual that explains how to use a Blackbaud program. Users in System Form used in Utilities and Housekeeping to show how many users are logged into a Blackbaud program. There are several processes in Utilities and Housekeeping that require all users to exit the system before you can perform the process. utilities a command found on the Bank Accounts main screen where you can initiate Post to General Ledger, Purge Voided Checks, Reconciliation History, and Raiser s Edge Import. Utilities and Housekeeping a shared module within Blackbaud programs where you perform general database tasks such as viewing system statistics. V Validate Database a procedure used in Utilities and Housekeeping that analyzes your database to determine data corruption or any inconsistencies. Vendors a module in Blackbaud's Accounts Payable where you establish individual records for your vendors. vertical truncation report a report that details where information on labels will be cut off vertically. voluntary deductions amounts withheld from an employee s pay at the request of the employee, such as health insurance premiums or union dues. W W-2 form Income and Tax Statement. A six-part combined federal/state form given to employees and furnished to the Social Security Administration by January 31 of each year. It shows total wages and other compensation paid, as well as taxes withheld and other requested amounts. W-3 form Transmittal of Income and Tax Statements. Used to summarize and transmit the paper W-2 forms submitted to the SSA. W-4 form Withholding certificate used to determine the correct withholding tax on the federal level. Completed by the employee and used by the employer. wildcard criteria operator a special character or a series of characters (such as?, *, and %) used to define the conditions a record must meet to be selected. wizard a utility that collects specific information from the user and creates a unique file. This unique file may be used as a template. For example, Bank Account Reconciliation requires users to run a Setup Wizard for each bank account. This creates a template of the account for use in all future reconciliations. worker s compensation benefits paid to employees who suffer work-related injuries or illness. workweek a fixed and regularly recurring period of 168 consecutive hours, such as seven consecutive 24-hour periods. X XOR determines the final query, which contains all records that appear in either query, but excludes any records that appear in both queries.

322 G LOSSARY Y year-to-date depreciation the depreciation that has occurred from the beginning of the year until the current date. Year-to-Date Depreciation Report lists depreciable basis, prior year s depreciation, and year-to-date depreciation expense for selected assets.

INDEX 323 Index A accelerated cost recovery system (ACRS) 176, 179 access rights for security group members 74 access rights for security users 74 account distribution report sample 303 account distribution, establishing, Configuration 64 Accounting for Nonprofits Administrator s Guide 3 Accounting Queue, described 3 accumulated depreciation 176 accumulated depreciation rules 147 accumulated transaction rules 148 acquisition report sample 301 ACRS (accelerated cost recovery system) 176, 179 action listing report sample 296 action reports action listing sample report 296 action summary sample report 296 actions by association sample report 297 appendix 295 action summary report sample 296 actions adding 124 adding an attribute 128 deleting 127 editing 126 actions by association report sample 297 actions tab, Assets 153 activity legend, Assets 170 add function, global change parameters 280 adjustments deleting 152 editing 151 adjustments tab, Assets adding an initial adjustment 149 deleting an adjustment 152 editing an adjustment 151 Adobe Acrobat Reader 4 ADS alternate depreciation system 177 alternate ACRS 180 alternate depreciation system (ADS) 177 alternate MACRS 178 and button, query combining operator 215 AND, merging queries operator 215 asset classes, Configuration 61 asset label, adding a new 164 asset labels button 161 asset list report sample 299 asset location report sample 299 asset move history report sample 300 asset profile button 161 asset profile report sample 298 asset profile, adding a new 162 asset reports acquisition sample report 301 appendix 297 asset list sample report 299 asset location sample report 299 asset move history sample report 300 asset profile sample report 298 book value sample report 301 mid-quarter convention test sample report 302 asset title bar settings, preferences 42 asset wizard default entry method for new assets 159 using to add an asset 109 Assets accessing 102 action attributes, adding 128 actions tab 153 actions, adding 124 actions, deleting 127 actions, editing 126 activity legend 170 adding manually 113 adding using the asset wizard 109 adjustments tab 149 attribute, deleting from a record 124 attributes tab 123 attributes, adding to a record 123 attributes, editing 123 auto-remind option 126 creating a new record 103 defaults 103, 153 deleting 117, 144, 148 deleting a record 109 depreciating 118 described 2 disposing 122 editing 117 editing a record 108 favorites 159, 171 general tab preferences 159 location tab 129 media tab 132 moving 129 notes tab 137 opening a group of records as a list 106 opening a record 104 pre-calculation report 118 preferences 159

324 I NDEX properties 158 purging assets in Utilities and Housekeeping 95 queries, opening 105 records 102 records, creating new 103 records, deleting 109 records, editing 108 rules for deleting assets/transactions 148 rules for editing transactions 148 rules for new transactions 147 search options, defining 107 transactions 123 transfers 112 attributes adding a table 52 Configuration 50 creating 51 deleting records 124 mailing functions based on 206 attributes tab Assets 123 auto-remind option, Assets 126 B batch validation rules 90 book value report sample 301 buttons standard 10 toolbar 9 C calculating depreciation 118, 176 calculator screen 14 calendar screen 14 changing the password screen 13 characters, wildcard 215 classes alternate depreciation system (ADS) 177 asset, Configuration 61 predefined, appendix 292 color, using in the activity legend 170 combining operators 214 Configuration asset classes 61 attributes 50 custom depreciation schedules 57 depreciation years 53 described 2 General Ledger settings, establishing 68 interfund entries, establishing 67 tables and table entries convention alternate MACRS 179 declining balance 182 MACRS 150% election 179 modified accelerated cost recovery system (MACRS) 177 straight line 181 sum of years digits 182 copy function, global change parameters 282 criteria operators for queries 212 custom depreciation schedules, Configuration 57 D database validation 96 deactivating a table entry 46 declining balance 182 decrease/increase function, global change parameters 281 default format editing 169 selecting 167 default report/label formats, Assets preferences 161 default/tab settings tab, Assets preferences 160 defaults Assets 103, 153 defined amounts 182 delete, function of global change parameters 281 depreciating assets 118 depreciation See also posting depreciation accumulated 176 accumulated rules 147 calculations 176 custom schedules 57 expense account 176 methods 176 period rules 147 posting 88 property 176 year to date rules 147 years 53, 57 depreciation calculations 176 depreciation expense account 176 depreciation expense journal reference 69 depreciation schedules, custom 57 depreciation summary report form 4562 305 sample 305 table 305 depreciation transaction report sample 305 depreciation years 53 destination account for interfund entries 67 directory, selection screen 13 disposal gain/loss report sample 302 disposing of an asset 122 distribution account 65

INDEX 325 documentation Accounting for Nonprofits Administrator s Guide 3 Fixed Assets for Windows 3 duplicate asset report appendix 294 printing in Utilities and Housekeeping 87 duplicate assets criteria appendix 292 defining 41 duplicate records, checking for 87 E e-mailing reports 191 Excel, exporting to 18 expense account, depreciation 176 expense journal reference, depreciation 69 export file, posting to 93 exporting notes 140 queries 227 reports 190 to Excel 18 F favorites Assets 159, 171 queries 231 field names 248, 253 fields to include tab, labels 195 finding queries 221 Fixed Assets for Windows documentation 3 exporting to Excel 18 grouping records in queries 19 introduction 2 screen parts 8 screens, common 12 shortcut menus 12 source code, defining 69 source code, described 68 special shortcut keys 11 tabs 17 fixed width import file creating, procedure 248, 253 fixed width, creating import files without field names 253 font options reports 186 form 4562 depreciation summary report sample 306 format tab labels 195 formatting labels 202 formatting queries 211 function keys 11 functions, global change 280 G general depreciation system (GDS) 177 General Ledger settings, establishing 68 General Ledger transactions created from adding an adjustment to a posted depreciation transaction 89 general ledger transactions created from posting adjustments for a new distribution 89 created from posting adjustments for a new distribution and amounts 90 general ledger, posting to See posting to general ledger general tab labels 195 preferences, Assets 159 generate depreciation transactions screen 145 Global Change change parameters 280 described 3 functions 280 preferences 288 grid information, sorting 12 group, query 210 groups, security See security group H header record, import file containing 254 help, online 4 I Import creating file with header record 254 creating file with separate header record 259 creating file without field names - fixed width 253 database field names, appendix 272 described 3 main screen 239 parameter files 239 viewing import data file 265 import creating a file without field names, fixed width 248, 253 creating a file without field names, separated 241, 247 import data file, viewing 265 import file without field names, separated

326 I NDEX creating, procedure 241, 247 import files fixed width/without field names 248, 253 separate header record 259 with header record 254 import parameter files 239 importing notes 139 increase/decrease function, global change parameters 281 interfund entries, establishing 67 J journal entry, described 68 journal reference depreciation expense 69 K keys, shortcut 11 L label fields, appendix 306 label truncation report procedures 199, 205 labels asset 164 attributes tab 195 fields to include tab 195 format tab 195 formatting 202 general tab 195 printing 195 tractor fed 196 location tab Assets 129 M MACRS (modified accelerated cost recovery system) 150% election 178 alternate 177 Mail accessing 194 appendix 306 described 2, 194 including all records 206 including one record 206 including records based on attributes 206 including selected records 206 output query creation 206 preferences 205 restarting previous runs 207 manual, online 4 media objects adding existing 134 adding new 133 deleting 136 editing 136 viewing by type 133 media tab, Assets 132 menu bar, described 9 menus, shortcut 12 merging queries 215, 226 Microsoft Excel See Excel mid-quarter convention test report sample 302 mid-quarter convention, switching to 98 miscellaneous user preferences 43 modified accelerated cost recovery system (MACRS) 150% election 178 alternate 177 modified straight line depreciation calculation 180 move function, global change parameters 282 moving an asset See Assets, moving N names, field 248, 253 notes adding 138 deleting 139 editing 139 exporting 140 importing 139 previewing 141 printing 141 viewing by type 138 notes tab Assets 137 O one record, including in mailing functions 206 online help 4 online manual 4 operators combining 214 criteria 212 options Security 77 or button, query combining operator 215 OR, merging queries operator 215 output query creating 20

INDEX 327 P creating from a mailing function 206 creating from a report 191 page layout, paper orientation 186 parameter file defined 280 parameter files, import 239 parameters, global change add 280 copy 282 delete 281 increase/decrease 281 move 282 partial replace 281 replace 281 swap 282 parentheses () buttons, query combining operators 215 partial replace function, global change parameters 281 password Security 83 supervisor 84 password screen, changing 13 PDF (portable document format) 4 period depreciation rules 147 period depreciation transactions rules 148 portable document format (PDF) 4 posting depreciation single expense account 88 two expense accounts with projects 89 two expense accounts with projects required 89 posting to an export file 93 posting to General Ledger General Ledger transactions created 89 options 90 posting rules 88 previewing a pre-posting report 90 printing a pre-posting report 90 procedure 93 transaction validation 90 transactions 88 pre-calculation report, Assets 118 predefined classes, appendix 292 preferences Assets 159 default report/label formats frame, Assets 161 Global Change 288 Mail 205 Query and Export 231 Reports 185 system settings 41 user settings 42 print codes table screen 49 print setup screen 13 privileges editing in Security 78 project distribution report sample 303 projected depreciation report sample 306 properties Assets 158 query 229 property class 179 property, depreciation 176 purged assets control report, appendix 294 purging assets described 95, 96 exception reasons 96 pre-purge report 95, 96 print control report 96 procedure 95 rules 95 Q query adding 217 characters, wildcard 215 combining operators 214 creating 217 creating from a report 191 deleting 225 editing 222 exporting 227 favorites 231 finding 221 formatting 211 general preferences setting 232 grouping records 19 merging 215, 226 opening from Assets 105 output, creating 20 preferences 231 printing list 228 printing results 229 properties 229 refreshing 225 refreshing more than one 225 running 224 setting options 223 static 211 types 211 wildcard characters 215 Query and Export See also query accessing 216 described 2 favorites 231 preferences 231 properties 229

328 I NDEX query criteria operators 212 query group 210 Queue, Accounting 3 Quick Setup 21 R rate of depreciation, declining balance 182 records Assets 102 checking for duplicate 87 creating new asset 103 deleting assets 109 deleting attributes 124 editing assets 108 grouping for queries 19 including all in mailing functions 206 opening a group as a list in Assets 106 opening asset 104 recovery period alternate ACRS 180 alternate MACRS 178 MACRS 150% election 179 modified accelerated cost recovery system (MACRS) 177 replace function, global change parameters 281 Reports appendix 295 creating 187 described 2 e-mailing 191 exporting 190 font options 186 preferences 185 previewing 188 printing 189 procedures 186 reports Assets, pre-calculation 118 duplicate asset 87 e-mailing 191 exporting 190 font options 186 label truncation 199, 205 pre-posting to General Ledger 90 pre-purge assets 95, 96 print control 96 project depreciation 306 project distribution 303 purged assets control 294 restarting previous mail runs 207 rights security group members 74 rules adding/editing transactions and deletions 123 period depreciation 147 period depreciation transactions 148 S purging assets 95 salvage value declining balance 182 straight line 181 sum of years digits 182 schedules, custom depreciation 57 screen parts in Fixed Assets 8 screen types in Fixed Assets 12 search options, defining in Assets 107 Security access rights, described 74 described 2 groups options 77 passwords 83 supervisor rights 80 users 80 security group access rights 74 adding 75 deleting 80 described 74 editing 78 privileges, editing 78 security users access rights 74 adding 81 deleting 83 described 80 editing 83 select a directory screen 13 selected records, including in mail functions 206 separate header record, import files containing 259 shortcut keys 11 shortcut menus 12 sorting grid information 12 source account for interfund entries 67 source code, Fixed Assets defining 69 described 68 special keys 11 standard buttons 10 static query described 20, 211 status bar, described 9 straight line depreciation method described 181 switch to 178 used in alternate depreciation system (ADS) 177 SUB, merging queries operator 216 sum of years digits 182 summary report, depreciation sample 305 supervisor password 84

INDEX 329 supervisor rights described 80 swap function, global change parameters 282 switch to straight line 178 switching to mid-quarter convention 98 system passwords, changing 13 system preferences, setting 41 system statistics, viewing 86 T table entries See also tables active 44 adding 45 deactivating 46 defining 44 deleting 47 described 45 editing 46 inactive 44 inserting at a precise point 47 moving within a table 48 table lookup 10 tables See also table entries accessing 17, 45 attribute, adding 52 defining 44 deleting user-defined 49 inserting entries at a precise point 47 moving entries 48 printing 48 renaming 47 sorting 48 tabs of Fixed Assets for Windows 17 title bar, described 8 toolbar buttons 9 toolbar, described 9 tractor fed labels 196 transaction reports account distribution sample report 303 appendix 302 depreciation summary sample report 305 depreciation transaction sample report 305 disposal gain/loss sample report 302 form 4562 depreciation sample report 306 project distribution sample report 303 projected depreciation sample report 306 year to date depreciation sample report 304 transaction validation rule 90 transactions accumulated rules 148 adding 142 deleting 148 described 123, 147 editing 143 generating 145 period depreciation rules 148 posting to General Ledger 88 rules for editing 148 rules for new 147 summarizing 146 year to date rules 148 transfers described 112 truncation reports, label 199, 205 U useful life declining balance 182 straight line 181 sum of years digits 182 user passwords, changing 13 user preferences asset title bar settings 42 described 40 miscellaneous settings 43 user-defined tables, deleting 49 users See security users users in system form, described 86 Utilities and Housekeeping appendix 293 described 2 duplicate asset report 87 purging assets 95 switching to mid-quarter convention 98 system statistics 86 users in system form 86 validating database 96 V validating database 96 transactions 90 W wildcard characters 215 X XOR, merging queries operator 216 Y year to date depreciation report

330 I NDEX sample 304 year to date depreciation rules 147 year to date transaction rules 148