Summary

The Adjust Fixed Assets process allows you to create value adjustments on any fixed assets attached to a filtered group of work orders. The Adjust Fixed Assets batch does not actually create the adjustment on the fixed asset. Instead, once a batch is committed, all of the fixed assets that were included in that batch will be added to a new FA Value Adjustments batch (FA> Adjustments). When the Value Adjustments batch is committed, the fixed asset value will be updated.

Step by Step

1     Open or create an Adjust Fixed Assets batch.

• Select the Adjust Fixed Assets palette in WO> Adjust Fixed Assets. This will expand the Adjust Fixed Assets palette and display the steps of the Adjust Fixed Assets batch process.
• Modify an existing batch or create a new Adjust Fixed Assets batch.
  • Select a batch number from the drop-down menu at the top of the Adjust Fixed Assets palette to select an existing batch.
  • Select New from the Adjust Fixed Assets batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Adjust Fixed Assets 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. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
  • 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 Adjust Fixed Assets palette and press DELETE to delete a batch. Any uncommitted adjustments in the batch will be deleted.

2     Select the Work Orders to include in the batch.

• Open the Select Work Orders window (WO> Adjust Fixed Assets> Select Work Orders).
  • This window will display all of the work orders that meet the Adjust Fixed Assets batch requirements.
  • Each work order must be an Improvement category work order that has been updated to Complete status.
    • Work order categories are established when the work order is created on the Work Order Maintenance window (WO> Work Orders> Work Orders> create a work order> Category field).
  • Each work order must have an attached, active status fixed asset.
    • Fixed assets are attached to work orders on the Work Order Maintenance window (WO> Work Orders> Work Orders> create a work order> Asset field).
    • The fixed assets status can be updated to active in the Install Fixed Assets process (WO> Install Fixed Assets).
  • Work orders that have already been processed in an Adjust Fixed Assets batch or are included in an existing batch will not be included.
• Check the Selected toggle next to each of the work orders you would like to include in the batch.
  • Each fixed asset attached to the included work orders will be added to a new FA Value Adjustments batch (FA> Adjustments). The new batch will automatically be assigned the next available batch number.
• Click the Save icon once all of the desired work orders are selected.

3     Print the Proof List.

• Open the Proof List window (WO> Adjust Fixed Assets> Proof List).
• Specify how the report will be displayed with the Sort By drop-down menu.
• The report will display the Asset Code, Work Order Number, Work Order Description, and Adjustment amount. The report will also display the total adjustment on the fixed asset or work order and a report total.
• 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). 

4     Generate Work Flows. This is an optional step.

• The Generate Work Flows step applies if only certain employees are allowed to commit an Adjust Fixed Assets batch. For example, if you are a department clerk, but only the department head is allowed to actually commit an Adjust Fixed Assets batch, then run the Generate Work Flows step to notify the department head that an Adjust Fixed Assets batch is ready to be committed. If you do not use work flows, skip to the Commit step and commit the batch.
• Select Generate Work Flows on the palette. This will open an information window asking you to confirm your selection. Press ENTER or click the OK button to generate the work flows. This will create a job on the Jobs Viewer window. Once the job is complete, the work flow will be created.
• Work flows are created and maintained on the Work Flow Maintenance window (SS> Work Flow> Work Flow Templates). Click here for information on Work Flows.

5     Review Work Flows. This is an optional step.

• The Review Work Flows step is used to view the Adjust Fixed Assets batch before it is committed and is used in conjunction with the Generate Work Flows step. For example, a department clerk runs the Generate Work Flows step to notify the department head that the Adjust Fixed Assets batch is ready to be approved. The department head receives an email that the batch is ready to be committed, so they review the Adjust Fixed Assets proof list and then commit the batch.
• Open the Review Work Flows window to review the adjustments in the batch (WO> Adjust Fixed Assets> Review Work Flows).
• The Review Work Flows window displays the work flow generated by the Generate Work Flows step (WO> Adjust Fixed Assets> Generate Work Flows).
• The Status column displays the status of the work flow. If the work flow is waiting to be approved, the Status will be New.
• The Author column displays the department clerk that created the work flow (this is the employee that ran the Generate Work Flows step). If the Adjust Fixed Assets batch is rejected, this is the employee that will receive the notification email that the batch has been rejected.
• The type of work flow generated during the Generate Work Flows step determines what needs to be done to the adjustments before the batch can be committed.
  • If the work flow is set up as an action step on your role (SS> Work Flow> Work Flow Templates), you will have to approve or reject the adjustments in the batch before you can commit the batch.
  • If the work flow is set up as an information step on your role (SS> Work Flow> Work Flow Templates), the commit step will be enabled and the batch will be ready to commit. When the work flow is set up as an information step, skip the Review Work Flows step and commit the Adjust Fixed Assets batch.
• If you have to approve or reject the Adjust Fixed Assets batch, highlight the work flow in the Review Work Flows window and press ENTER. This will open the specified Adjust Fixed Assets reports for approval.

6     Commit the Adjust Fixed Assets batch.

• Open the Batch Commit window (WO> Adjust Fixed Assets> Commit).
• Click the OK button to commit the batch.
• Once the Adjust Fixed Assets batch has been committed, a new Value Adjustments batch will be created (FA> Adjustments).