5.1 Asset Register
To register an asset, select Asset Register from the Assets
menu.
The purpose of the asset register is to keep a record of the company
assets and their respective values and attributes. Attributes that can
be recorded in GLCap include depreciation and insurance coverage.
Figure 5.1.1.1 -- Asset Register Parameters Dialog
If the default values do not represent the date range for the data that you
want to display, type in the "from" and "to" dates in YY/MM/DD format. The
alternative format, YY.MM.DD works equally well. By default, the Asset Register
Parameters dialog prepares the information from the date range indicated for all
CCA classes and for all cost centres. If this does not meet your requirements
then enter the appropriate information into the blank fields before clicking
'OK'. This calls up the Asset Register window.
Once the Asset Register window is called up, you may add a new asset if
desired. To add a new asset, select New Ledger from the File
menu. From the Asset Register window, the New Asset Dialog will appear.
Figure 5.1.2.1 -- New Asset Parameters Dialog
Fill out the New Asset Parameters as follows:
a) Asset no.- pick a unique numeric identifier to describe the asset.
b) Asset name- choose a name with which to identify the asset.
c) Serial no.- if the asset has an identification number (such as the
Vehicle Identification Number on a car), enter it in this blank.
d) CC- enter the identification number for the Cost Centre that the
asset is associated with.
e) Date In- the date on which the asset was acquired.
f) CCA- enter the CCA class that the asset belongs to.
g) Percent per Year- enter the amount that the asset depreciates
annually.
h) Basis- basis for depreciation. By default, Book (book value) is
selected. Choose from Book or Cost.
i) Asset AC- choose the account from which the funds were drawn to
purchase the asset.
j) Depr AC- choose the account from which the depreciation is drawn.
k) Expense AC- choose the account from which expenses are drawn.
l) Insurance- enter the amount of insurance coverage that the item has.
m) Location- identify the locale that the asset is associated with.
n) Cost- enter the original price of acquiring the asset.
o) Accum Depr- enter the amount that the asset has depreciated since
it was purchased.
p) Book Value- how much the asset is worth, including cost and
depreciation.
Click on the button marked 'OK' when you are finished entering the new
asset parameters. To edit this asset at any time, double-click on its
information line in the Asset Register window.
5.1.3 Editing an Existing Asset
First, call up the Asset Register dialog as per 5.1.1 Purpose.
Once that is done, double-click on the asset that you wish to edit.
Figure 5.1.3.1 -- Edit Asset Parameters Dialog
To edit any of the data in the dialog, either <Tab> to or click on
the appropriate field and make the desired changes. When you are done
editing the statistics for the asset, click on the 'OK' button.
The lower half of the window (underneath the down-pointing arrow) contains
a list of all the transactions that pertain to the asset, including its initial
acquisition, depreciation, and sale. The account number and type of
transaction are recorded under the Acno and SC columns, respectively, while the
Ref is the reference number associated with the asset.
First, call up the Edit Asset dialog for the appropriate asset, as per
5.1.3 Editing an Existing Asset. Next, select New Ledger from
the File menu or use the keyboard equivalent <cmd-N>. This
will call up the Asset Transaction dialog.
Figure 5.1.4.1 -- Asset Transaction Dialog
By default, the date listed is the closing date for the current
period. Enter the proper date and the reference number for the
transaction (if any).
By default, the transaction type is Addition. Select from Acquisition,
Addition, Depreciation, and Disposal.
Fill in the details of the transaction including the accounts that it
affects and the amounts involved. If the transactions have been posted,
click in the 'Posted' box before clicking 'OK'. To cancel the transaction,
click 'Cancel. If desired, describe the transaction in the 'Desc' field.
Figure 5.1.4.2 -- Completed Asset Transaction
Once the transaction has been entered, a record of the transaction
will appear in the lower half of the Edit Asset dialog window. If the
transaction was a disposal, the asset will be removed from the Asset
Summary and Asset Register.
