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en:asset [2022/04/08 13:31] triinp [Setting: Asset has one active in charge user] |
en:asset [2022/07/04 10:46] triinp [7. User management] |
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- | :!: POOLELI - kasutamiseks alates 21.04.2022 !!! | ||
======Fixed assets====== | ======Fixed assets====== | ||
+ | |||
+ | The Fixed Assets card is intended for managing fixed assets and real estate. | ||
+ | The Fixed Assets card works with the following documents | ||
+ | * The Fixed Asset change | ||
+ | * The Fixed Asset recalculation | ||
+ | * The Asset write-off | ||
+ | * The Asset inventory | ||
+ | |||
+ | The Asset Card and the Fixed Asset Card can not be used at the same time, the data does not move correctly and Directo does not correct errors due to incorrect use. | ||
+ | |||
+ | |||
===== Settings ===== | ===== Settings ===== | ||
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* **Master**: if the fixed asset is a part of another fixed asset, reports can be taken with the master asset. | * **Master**: if the fixed asset is a part of another fixed asset, reports can be taken with the master asset. | ||
* **Comment**: specifying field of the fixed asset name | * **Comment**: specifying field of the fixed asset name | ||
- | * **Type**: tangible asset/intangible asset | + | * **Type**: tangible assets TA/intangible assets ITA |
* **Calculation method**: straight line, diminishing balance, units of production | * **Calculation method**: straight line, diminishing balance, units of production | ||
* **Auto**: allows to select this asset for the calculation of the vehicle's fringe benefit. Opens Vehicle's fringe benefit taxation data on asset card. | * **Auto**: allows to select this asset for the calculation of the vehicle's fringe benefit. Opens Vehicle's fringe benefit taxation data on asset card. | ||
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==== 2.3. Data fields ==== | ==== 2.3. Data fields ==== | ||
- | Data fields can be used to add parameters that are not described on the Low Value Asset card and later use in reports. Data fields to be described [[et:datatyyp|]]. **LINK TULEB ÄRA MUUTA** | + | Data fields can be used to add parameters that are not described on the Low Value Asset card and later use in reports. Data fields to be described [[en:datatyyp|Datafield types]]. |
* **Type**: selection of additional fields described on the fixed asset card | * **Type**: selection of additional fields described on the fixed asset card | ||
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- | * **Type**: fixed asset type in the Personnel module. Selection from the drop-down menu. Settings: [[et:yld_inventar#seadistamine_ja_kasutusvoimalused|Inventari ja personali vahendite seos]] **LINK TULEB ÄRA MUUTA** | + | * **Type**: fixed asset type in the Personnel module. Selection from the drop-down menu. Settings: [[en:asset#setup_and_usage_options|Relation between assets and personnel assets]] |
* **User**: selection from users tab, the code is placed | * **User**: selection from users tab, the code is placed | ||
* **User name**: user name is displayed (after saving), cannot be changed | * **User name**: user name is displayed (after saving), cannot be changed | ||
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* **Transaction**: transaction number | * **Transaction**: transaction number | ||
* **Document**: related document number | * **Document**: related document number | ||
+ | * **Comment**: related document comment field information | ||
===== 3. Creating a new fixed asset card ===== | ===== 3. Creating a new fixed asset card ===== | ||
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* do not change the asset browser | * do not change the asset browser | ||
- | ===== 4. Asset card confirmation ===== | + | |
+ | ===== 4. The asset card is editable ===== | ||
+ | |||
+ | System settings – ''Asset settings -> Asset card is editable'' – NO/YES. By default the setting is YES \\ | ||
+ | |||
+ | **YES** - all changes can be made directly on the asset card, but reports for an earlier period cannot be taken later - who was in charge etc. | ||
+ | \\ | ||
+ | **NO** - changes can only be made on the additional documents. Changes are saved and they can be reported in the past. Option **NO** allows to make changes in fixed assets and low value assets fields, which are not closed on asset card. | ||
+ | |||
+ | If System setting ''Asset card is editable -> NO'' the fields below on the asset card will be locked, after depreciation has been calculated for the first time or another document has been issued (Change, Inventory). | ||
+ | |||
+ | Following fields are locked on the **Fixed asset card**: | ||
+ | |||
+ | * Code | ||
+ | * Class | ||
+ | * Type | ||
+ | * Calculation method | ||
+ | * Fiscal data (all the fiscal data on asset card) | ||
+ | * Accounts (all the accounts on asset card) | ||
+ | * Department | ||
+ | * User | ||
+ | * In charge | ||
+ | * Object | ||
+ | * Customer | ||
+ | * Project | ||
+ | * Proportion | ||
+ | * Cost object | ||
+ | * Cost project | ||
+ | |||
+ | |||
+ | Following fields are locked on the **Low value asset card**: | ||
+ | |||
+ | * Code | ||
+ | * Type | ||
+ | * Value correction | ||
+ | * Purchase price total | ||
+ | * Start date | ||
+ | * Purchase price | ||
+ | * End date | ||
+ | * Purchased | ||
+ | * Quantity | ||
+ | * Location | ||
+ | * Department | ||
+ | * User | ||
+ | * In charge | ||
+ | * Object | ||
+ | * Customer | ||
+ | * Project | ||
+ | |||
+ | |||
+ | ===== 5. Asset card confirmation ===== | ||
Directo can be configured so that tangible and intangible asset type asset card must be confirmed if needed. Its purpose is to provide a more flexible process configuration option in situations, where is a time lag between the asset purchase and registration for an example and it is desired to be precise at the time of the transaction. Or someone has to validate it before registering the asset e.t.c. \\ | Directo can be configured so that tangible and intangible asset type asset card must be confirmed if needed. Its purpose is to provide a more flexible process configuration option in situations, where is a time lag between the asset purchase and registration for an example and it is desired to be precise at the time of the transaction. Or someone has to validate it before registering the asset e.t.c. \\ | ||
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:!: Unconfirmed fixed asset cards are included in the Asset Depreciation and Asset List report. | :!: Unconfirmed fixed asset cards are included in the Asset Depreciation and Asset List report. | ||
- | === 4.1. Confirmation setting === | + | === 5.1. Confirmation setting === |
''Settings > System Settings >Asset Settings '' are the following settings that affect asset confirmation | ''Settings > System Settings >Asset Settings '' are the following settings that affect asset confirmation | ||
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:!: If the asset module has already been used and the assets have been depreciated, should be contacted with Directo Customer Support, if the asset confirmation feature is intended to take into use. Customer Support helps to mark assets in use as confirmed. Old cards independent confirmation creates also registration transactions, which would damage or clutter existing accounting. | :!: If the asset module has already been used and the assets have been depreciated, should be contacted with Directo Customer Support, if the asset confirmation feature is intended to take into use. Customer Support helps to mark assets in use as confirmed. Old cards independent confirmation creates also registration transactions, which would damage or clutter existing accounting. | ||
- | === 4.2 Confirmation use === | + | === 5.2 Confirmation use === |
- | == 4.2.1. Fixed asset is purchased with purchase invoice == | + | == 5.2.1. Fixed asset is purchased with purchase invoice == |
Entering a purchase invoice is similar to creating unconfirmed fixed asset card, but the asset registration account is marked in the line of purchase invoice (4.1. Confirmation setting). Purchase invoice confirmation creates transaction, where the cost of fixed assets is posted: **debit- asset registration suspense account**. | Entering a purchase invoice is similar to creating unconfirmed fixed asset card, but the asset registration account is marked in the line of purchase invoice (4.1. Confirmation setting). Purchase invoice confirmation creates transaction, where the cost of fixed assets is posted: **debit- asset registration suspense account**. | ||
The cost of fixed asset does not immediately go to the fixed asset account, but remains on hold in the suspense account. This transaction takes place on purchase invoice operation date.\\ Fixed asset card can be created with corresponding button from purchase invoice or manually. If the fix asset card is filled in with important information (Creating a new fix asset card), the card can be confirmed by pressing **Confirm** in the asset card header. New opened window may ask for a number series into which to create a financial transaction. Transaction is made, which records the fixed asset in acquisition cost and credits the suspense account. Transaction is created with asset card calculation start date. | The cost of fixed asset does not immediately go to the fixed asset account, but remains on hold in the suspense account. This transaction takes place on purchase invoice operation date.\\ Fixed asset card can be created with corresponding button from purchase invoice or manually. If the fix asset card is filled in with important information (Creating a new fix asset card), the card can be confirmed by pressing **Confirm** in the asset card header. New opened window may ask for a number series into which to create a financial transaction. Transaction is made, which records the fixed asset in acquisition cost and credits the suspense account. Transaction is created with asset card calculation start date. | ||
- | == 4.2.2. Fixed asset is acquired with another transaction == | + | == 5.2.2. Fixed asset is acquired with another transaction == |
Creating fixed asset card from **Expense** applies the same rules as creating the fixed asset card from purchase invoice. The asset registration account is marked in the corresponding line of expense.\\ | Creating fixed asset card from **Expense** applies the same rules as creating the fixed asset card from purchase invoice. The asset registration account is marked in the corresponding line of expense.\\ | ||
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- | ===== 5. Fixed asset depreciation ===== | + | ===== 6. Fixed asset depreciation ===== |
Depreciation is calculated according to the method and rate marked on the fixed asset card. | Depreciation is calculated according to the method and rate marked on the fixed asset card. | ||
- | ==== 5.1. Depreciation methods ==== | + | ==== 6.1. Depreciation methods ==== |
The following depreciation methods are used | The following depreciation methods are used | ||
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- | ===5.1.1. Straight line method=== | + | === 6.1.1. Straight line method === |
Depreciation rate is calculated from purchase price by straight line method. | Depreciation rate is calculated from purchase price by straight line method. | ||
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Fixed asset with purchase price of 120,000 is depreciated at 20% per annum using the straight line method, depreciates permanently in 5 years (every year 24 000, every month 2000). | Fixed asset with purchase price of 120,000 is depreciated at 20% per annum using the straight line method, depreciates permanently in 5 years (every year 24 000, every month 2000). | ||
- | ===5.1.2. Diminishing balance method=== | + | === 6.1.2. Diminishing balance method === |
With diminishing balance method the fixed asset base value decreases each year by the depreciation amount. | With diminishing balance method the fixed asset base value decreases each year by the depreciation amount. | ||
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- | ===5.1.3. Units of production method=== | + | === 6.1.3. Units of production method === |
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{{:et:triinp20220406-113237.png}} | {{:et:triinp20220406-113237.png}} | ||
- | ==== 5.2. Depreciation calculation ==== | + | ==== 6.2. Depreciation calculation ==== |
Depreciation transactions can be created after entering fixed asset cards. All the fixed asset cards must be filled correctly. | Depreciation transactions can be created after entering fixed asset cards. All the fixed asset cards must be filled correctly. | ||
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- | === 5.2.1.Estimated depreciation end time and last transaction === | + | === 6.2.1.Estimated depreciation end time and last transaction === |
The FISCAL DATA tab on the fixed asset card shows the expected end of depreciation, the last depreciation date and transaction number. The depreciation transaction link opens in the fixed asset header. | The FISCAL DATA tab on the fixed asset card shows the expected end of depreciation, the last depreciation date and transaction number. The depreciation transaction link opens in the fixed asset header. | ||
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- | === 5.2.2. Depreciation can be calculated on the negative purchase price of fixed asset === | + | === 6.2.2. Depreciation can be calculated on the negative purchase price of fixed asset === |
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- | ===5.2.3. Depreciation rounding=== | + | === 6.2.3. Depreciation rounding === |
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{{:et:triinp20220406-133911.png}} | {{:et:triinp20220406-133911.png}} | ||
- | === 5.2.4. Periodized amortization === | + | === 6.2.4. Periodized amortization === |
''System setting ->Asset amortization will be periodized -> yes/no'' \\ | ''System setting ->Asset amortization will be periodized -> yes/no'' \\ | ||
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- | == 5.2.4.1. Periodized amortization== | + | == 6.2.4.1. Periodized amortization== |
''System setting ->Asset amortization will be periodized -> yes'' \\ | ''System setting ->Asset amortization will be periodized -> yes'' \\ | ||
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{{:et:triinp20220408-085603.png}} | {{:et:triinp20220408-085603.png}} | ||
- | == 5.2.4.2. Non - periodized amortization== | + | == 6.2.4.2. Non - periodized amortization== |
''System setting →Asset amortization will be periodized → No''\\ | ''System setting →Asset amortization will be periodized → No''\\ | ||
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{{:et:triinp20220408-090428.png}} | {{:et:triinp20220408-090428.png}} | ||
- | === 5.2.5. Depreciation can be calculated either at the remaining value or at the end of the calculation === | + | === 6.2.5. Depreciation can be calculated either at the remaining value or at the end of the calculation === |
'' System setting "Asset amortization up to: "Remaining value"/ "End date" '' | '' System setting "Asset amortization up to: "Remaining value"/ "End date" '' | ||
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- | ==== 5.3. Deleting the depreciation transaction ==== | + | ==== 6.3. Deleting the depreciation transaction ==== |
If the generated depreciation transaction is not suitable (wrong period was selected, some fixed asset was forgotten to be taken into account, etc), then the depreciation transaction can be very easily deleted and re-created. | If the generated depreciation transaction is not suitable (wrong period was selected, some fixed asset was forgotten to be taken into account, etc), then the depreciation transaction can be very easily deleted and re-created. | ||
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| | ||
- | ==== 5.4. Proportional depreciation ==== | + | ==== 6.4. Proportional depreciation ==== |
Allows to share depreciation cost between multiple object and/or projects at the same time over a given period. | Allows to share depreciation cost between multiple object and/or projects at the same time over a given period. | ||
- | === 5.4.1.Setting the first proportion === | + | === 6.4.1.Setting the first proportion === |
* **Proportion**: number field | * **Proportion**: number field | ||
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- | === Proportion example === | + | === 6.4.2. Proportion example === |
The car is used in the sale and warehouse departments at the same time, and the cost is shared between 30% of the sales department and 70% of the warehouse department. | The car is used in the sale and warehouse departments at the same time, and the cost is shared between 30% of the sales department and 70% of the warehouse department. | ||
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{{:et:triinp20220408-102349.png}} | {{:et:triinp20220408-102349.png}} | ||
- | ==== 5.5. Proportional write-off ==== | + | ==== 6.5. Proportional write-off ==== |
Write-off is accelerated depreciation. If the depreciation is divided by proportions on the fixed asset card, the write-off transaction is also made taking into account the proportion. | Write-off is accelerated depreciation. If the depreciation is divided by proportions on the fixed asset card, the write-off transaction is also made taking into account the proportion. | ||
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If write-off is wanted to transfer without calculating the proportion or to other objects, a CHANGE document is need to be done before, on which the proportional calculation is terminated and only after that the write-off is made. | If write-off is wanted to transfer without calculating the proportion or to other objects, a CHANGE document is need to be done before, on which the proportional calculation is terminated and only after that the write-off is made. | ||
- | ==== 5.6. System setting - Asset history preview feature ==== | + | ==== 6.6. System setting - Asset history preview feature ==== |
If the system setting "Asset history preview feature" is enabled, is possible to create s.c. simulation transactions (only visible in the asset module) for depreciation calculation. | If the system setting "Asset history preview feature" is enabled, is possible to create s.c. simulation transactions (only visible in the asset module) for depreciation calculation. | ||
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- | === 5.6.1.Diminishing balance method- depreciation calculated in advance=== | + | === 6.6.1.Diminishing balance method- depreciation calculated in advance=== |
{{:et:triinp20220408-102734.png}} | {{:et:triinp20220408-102734.png}} | ||
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{{:et:triinp20220408-103820.png}} | {{:et:triinp20220408-103820.png}} | ||
- | === 5.6.2. Straight line method - depreciation calculated in advance === | + | === 6.6.2. Straight line method - depreciation calculated in advance === |
{{:et:triinp20220408-104421.png}} | {{:et:triinp20220408-104421.png}} | ||
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{{:et:triinp20220408-105202.png}} | {{:et:triinp20220408-105202.png}} | ||
- | === 5.6.3. Example - fixed asset history is generated 2 months ahead === | + | === 6.6.3. Example - fixed asset history is generated 2 months ahead === |
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\\ | \\ | ||
\\ | \\ | ||
- | =====6. Address on fixed asset and low value asset card===== | + | ===== 7. Address on fixed asset and low value asset card ===== |
- | ====6.1. Setting the addresses==== | + | ==== 7.1. Setting the addresses ==== |
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- | ====6.2. Entering addresses location codes==== | + | ==== 7.2. Entering addresses location codes ==== |
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- | ====6.3. Use of address location codes==== | + | ==== 7.3. Use of address location codes ==== |
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- | ==== 6.4. Display location fields on the Fixed Asset and Low Value Asset card ==== | + | ==== 7.4. Display location fields on the Fixed Asset and Low Value Asset card ==== |
The location code is in the data group ** LOCATION ** on the fixed asset card. More fields of the location code can be displayed under the Fixed Asset card fine-tuning - ''Asset location additional info fields''. | The location code is in the data group ** LOCATION ** on the fixed asset card. More fields of the location code can be displayed under the Fixed Asset card fine-tuning - ''Asset location additional info fields''. | ||
- | ===== 7. User management ===== | + | ===== 8. User management ===== |
Fixed assets can be linked to users with purpose to have an overview who owns or is responsible for the asset. Users are managed using the fields ** User ** and ** In charge ** on the asset main page or in the tab** Users **: | Fixed assets can be linked to users with purpose to have an overview who owns or is responsible for the asset. Users are managed using the fields ** User ** and ** In charge ** on the asset main page or in the tab** Users **: | ||
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Also the end date is removed from it. | Also the end date is removed from it. | ||
- | **No**- all lines are freely editable. Except for required fields that must be filled (Type, User, Start date). This means that the asset has multiple concurrent users and the asset is on a several personnel card. | + | **No**- all lines are freely editable. Except for required fields that must be filled (Type, User, Start date). This means that the asset has multiple concurrent users and the asset is on a several employee card. |
+ | |||
+ | {{:et:triinp20220408-140330.png}} | ||
- | {{:et:jane20220401-114102.png}} | ||
- | \\ | ||
- | \\ | ||
- | \\ | ||
=== System setting: Asset and personnel relation === | === System setting: Asset and personnel relation === | ||
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Therefore, it is reasonable to turn on the system settings ** Asset and Personnel Relation ** so that the Users tab active user is also a valid user or a in charge user on the main page. | Therefore, it is reasonable to turn on the system settings ** Asset and Personnel Relation ** so that the Users tab active user is also a valid user or a in charge user on the main page. | ||
- | {{:et:jane20220401-124537.png}} | + | {{:et:triinp20220408-141445.png}} |
===== 8. Asset actions ===== | ===== 8. Asset actions ===== | ||
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* If a draft is left from document, cannot be saved and reports an error, then the error message can be removed by closing the asset card, reopening it and pressing **Discard**. | * If a draft is left from document, cannot be saved and reports an error, then the error message can be removed by closing the asset card, reopening it and pressing **Discard**. | ||
- | {{:et:jane20220120-182556.png}} | + | {{:et:triinp20220408-144207.png}} |
* In the Fixed Assets and Low Value Assets browser can display column **Draft** with button **Choose Columns** and filter the assets by draft. | * In the Fixed Assets and Low Value Assets browser can display column **Draft** with button **Choose Columns** and filter the assets by draft. | ||
* If there is a draft from document that you do not want to save, press ** Discard ** | * If there is a draft from document that you do not want to save, press ** Discard ** | ||
- | {{:et:triinp20220405-133732.png}} | + | {{:et:triinp20220408-142117.png}} |
:!: All the changes, that have not been saved, will be deleted by pressing **Discard**. | :!: All the changes, that have not been saved, will be deleted by pressing **Discard**. | ||
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* If the document does not have an active save button, may some fields contain code, that does not exist in Directos. | * If the document does not have an active save button, may some fields contain code, that does not exist in Directos. | ||
* If an error message is displayed when filling in the document, the document with such errors cannot be saved until the errors have been corrected. | * If an error message is displayed when filling in the document, the document with such errors cannot be saved until the errors have been corrected. | ||
- | {{:et:jane20220122-111412.png}} | ||
+ | {{:et:triinp20220408-142944.png}} |