5.1 Asset Register

To register an asset, select Asset Register from the Assets menu.

5.1.1 Purpose

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.

(Asset Register Parameters Dialog)

Figure -- 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.

5.1.2 Adding a New Asset

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.

(New Asset Parameters Dialog)

Figure -- 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

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

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.

(Edit Asset Dialog Image)

Figure -- 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.

5.1.4 New Asset Transactions

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.

(Asset Transaction Dialog Image)

Figure -- 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.

(Completed Asset Transaction Image)

Figure -- 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.