Summary

The Major Repair Adjustments process allows you to modify all the values associated with an asset. This process combines the functionality of the Accumulated Depreciation Adjustment, Life Adjustment, Value Adjustment, and Salvage Value Adjustment into one adjustment process. This process is often used when restoring or rebuilding a fixed asset.

Step by Step

1     Open or create an Adjustments batch.

• Select the Adjustments palette in FA> Adjustments. This will expand the Adjustments palette and display the steps of the Adjustments batch process.
• Modify an existing batch or create a new Adjustments batch.
  • Select a batch number from the drop-down menu at the top of the Adjustments palette to select an existing batch.
  • Select New from the Adjustments batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Adjustments process, you can create a new batch without affecting the open batches.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .
• Highlight the batch in the batch number drop-down menu on the Adjustments palette and press DELETE to delete the batch.

2     Open the Adjustments window (FA> Adjustments> Adjustments).

• The Adjustments window will display all of the open adjustments in the batch.
• Highlight an adjustment and click the Delete icon or press DELETE to remove the adjustment from the batch.
• Highlight an adjustment and click the Modify icon or press ENTER to edit the selected adjustment.
• Click the Create icon drop-down menu and select Major Repair Adjustment from the list. This will open the Major Repair Adjustment window.

3     Create the Adjustment.

• The Major Repair Adjustments window is used to create a major repair adjustment on a fixed asset. The Asset section is used to select the asset that will be adjusted and to specify the effective date of the adjustment.
  • Enter the Asset you would like to adjust or click the field label to select an asset from a list.
    • Only active assets can be adjusted. If you select a new asset, an error message will appear when you attempt to save the Major Repair Adjustment window.
    • Fixed assets are created and maintained on the Fixed Asset Maintenance window (FA> Maintenance> Fixed Asset). 
      • When fixed assets are initially created, their status is set to New. A new fixed asset must be installed in order to update the asset status to Active. Fixed assets are installed in the Install Assets process (FA> Install Assets).
    • The Asset Description and Install Date will automatically populate after the asset is selected.
  • Enter a Tran Date for the adjustment.
  • Enter an optional Tran Description for the adjustment. This field can be up to 50 characters long.
  • Check the Reset Depreciation toggle if you would like to completely reset the asset's depreciation when the major repair adjustment is committed.
    • When checked, the asset's install date will be reset to the Tran Date entered above. This toggle is often checked when an existing asset is rebuilt or refurbished and all future depreciation should be calculated from that rebuild date.
    • If this toggle is NOT checked, the original install date on the asset record will be used to calculate depreciation.
• The As Of Transaction Date section will display the selected fixed asset details as of the date specified in the Tran Date field above.
• The Adjustment section is used to enter the adjusted values for the asset.
  • Enter the Value adjustment for the fixed asset.
    • Entering a positive value in this field will increase the resulting fixed asset value by the amount entered. Entering a negative value will decrease this amount. You cannot, however, enter an adjustment amount that will result in a negative asset value in the Result section to the right.
  • If the fixed asset that is being adjusted is a mass asset, you can adjust the Quantity field in the same manner as the Value field.
  • Enter the Salvage Value adjustment for the fixed asset.
    • Entering a positive value in this field will increase the resulting fixed asset salvage value by the amount entered. Entering a negative value will decrease this amount. You cannot, however, enter an adjustment amount that will result in a negative salvage value in the Results section to the right.
  • Enter the Life Remaining adjustment for the fixed asset.
    • Entering a positive value in this field will increase the resulting fixed asset life remaining by the amount entered. Entering a negative value will decrease this amount. You cannot, however, enter an adjustment amount that will result in a negative life remaining value in the Result section to the right.
  • Enter the Accum Depreciation adjustment for the fixed asset.
    • Entering a positive value in this field will increase the resulting fixed asset accumulated depreciation by the amount entered. Entering a negative value will decrease this amount. You cannot, however, enter an adjustment amount that will result in a negative accumulated depreciation value in the Result section to the right.
• While the Result section will automatically update to reflect the changes made in the Adjustment section, you can alternatively make changes directly in the Results section. This allows you to specify the desired values after the adjustment in the Results section and the Adjustment section will display the adjustment required to achieve those values.
• Click the Save icon the save the major repair adjustment. This will return you to the Adjustments window.
• Once all of the desired adjustments have been added to the batch, click the Confirm icon   to proceed to the next step.

4     Print the Adjustments Proof List.

• Open the Proof List window (FA> Adjustments> Proof List).
• The Proof List will report, in detail, the values to be adjusted on each asset. For detailed examples of how those values will be calculated, please see the Proof List section for each of the FA Adjustment types.
• Click the Print icon   to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

5     Print the GL Distribution.

• Open the Print GL Distribution window (FA> Adjustments> GL Distribution).
• Enter the Journal Entry Date for the adjustment. This date will determine the fiscal year and fiscal period the entry will be recorded to the general ledger.
• Select Summary or Detail from the Report Type drop-down menu.
  • The Summary report will display the Account Number, Account Description, Net Account Totals, Fund Total and Report Total.
  • The Detail report will display the information displayed on the summary report as well as detailed listings of individual credits and debits within each account, department and fund.
• Check the Subtotal by Dept toggle if desired.
• Click the Print icon   to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

6     Commit the Adjustments batch.

• Open the Commit Adjustments window (FA> Adjustments> Commit).
• This will open an Information window will display the journal entry number, fiscal year and fiscal period. Select OK to commit the batch.