Maintain Asset Register {AOPS-1}

The Asset Register is a register of assets under the control of the institution containing information on the each asset. The option allows the user to define, maintain and query assets.

Import and Export of CSV (Comma Delimited Values) into and from Excel is available on this option.

Fields in the option:

Block 1: Asset Register

Field	Type & Length	Description
Asset Number	N7	A number to uniquely identify an asset. Pop up Menu - available on field Asset Number. Maintain Asset Values {AOPS-8} - Selecting the option drills down to the Asset Values screen where asset values are maintained. Maintain Depreciation Attributes {AOPS-9} - Selecting the option drills down to the Depreciation Attributes screen where depreciation attributes are maintained. Query Asset Transactions {AOPS-10} - Selecting the option drills down to the Query Asset Transactions screen where asset transactions can be queried.
Asset Type	N4	The Asset Type of the asset as defined in {ACS-2}. Assets are grouped together by Asset Category and Asset Type. Asset categories are defined in {ACS-1} as IMMOVABLE or MOVABLE and linked to an Asset Type in {ACS-2}. If the Asset Category is IMMOVABLE only Asset Types where the Asset Class is Land, Land Improvements or Buildings may be linked to the Asset Category. The option displays the Asset Type Description, Asset Category, Category Description and Category Group (MOVABLE / IMMOVABLE) for the Asset Type entered.
Asset Barcode	A6	The barcode, the number on the bar-code label. On insert the asset number will default, the number is updateable should the asset barcode be lost for any reason and a new bar code be affixed to the asset. Asset Bar code numbers should be entered provided that the barcode number is not already used on another asset.
Asset Category	N2	The option displays the Asset Category, Category Description of the asset category linked to the asset type linked to the asset.
Linked Code	A1, 7, A30	The field is used to link an asset to Land, Land Improvements or Buildings. On insert of an asset the asset class will display in the first field i.e. Land, Land Improvements or Building, indicating to the user the class of asset to be linked to the asset. Depending on the class of asset the list of value will display the code and description of the class of asset to be linked to asset.
Asset Description	A250	A description of the asset should the asset type not sufficiently describe the asset.
Building / Floor / Room	N4, N2, A7	When a MOVABLE asset is entered the asset location must be entered as defined in the Space Inventory System. Only MOVABLE assets require a space location. The location of the asset, the building name and space bar code as defined in the Space Inventory System is displayed for the location entered.
How Acquired	A1	This field is used to indicate how the asset was acquired, and is used mainly for STATS reporting purposes. The field will default to "P" to indicate that it was purchased. The field is updateable by the user provided that the asset has not been recognized. The following values are allowed: P - Purchased H - Hired M - Manufactured G - Gift O - Other
Ownership Code	A1	The Ownership Code and description will be displayed as defined in {ACS-3}.
Capital Indicator	A1	A (Y)es or a (N)o must be entered here. Only assets indicated as (Y)es will be included for STATS reports, and should reconcile with the amount in the Capital Accounts in the General Ledger. This field is updateable only if the asset is not recognised.
Date Acquired	DD-MON-YYYY	The date on which the asset was acquired by the institution. This can be the date the asset was received, invoiced or paid depending on the institutions policy. The system defaults system date when an asset is defined. If the date is not within the circle {FCSM-2} code AT, the warning message will appear, but the warning will not prevent the user from saving the changes.
Date Recognised	DD-MON-YYYY	The date on which the asset was taken into use by the institution and may differ from the acquisition date. This date will be used as the date to start the depreciation calculation. Assets may not be deleted once an asset is recognised and {AMNT-1} must be used to write off an asset.
Purchase Price	N15.2	Displays the asset purchase price as entered on the Asset Value Attributes screen. The purchase price of an asset may be made up of either Invoices, Payments and Journals or any combination or part thereof. The purchase price of an asset can also be created by entering a Fair Value (MA) record.
Accumulated Depreciation	N15.2	Displays the Accumulated Depreciation value for the asset. Depreciation accumulates on the asset every time depreciation is run for the asset.
Inventory Value	N15.2	Displays the Inventory Value of the asset. An assets inventory value is calculated by subtracting the Accumulated Depreciation from the Purchase price of the asset.
Residual Value	N15.2	The estimated value for which the asset could be sold in an open market transaction at the end of the useful life of the asset. The remaining value of an asset after it has been fully depreciated. This value is used in the depreciation calculation.
Depreciation Date	DD-MON-YYYY	Displays the date on which last depreciation run was done for the asset. This field is not updateable.
Useful Life	N4	The Period in months over which an asset is expected to be useful by an institution.
Date	DD-MON-YYYY	This date from which the current useful life of the asset applies.
Factor	N5	Displays the depreciation factor used when applying the reducing balance method to accelerate the write-off charge.
Depreciation Method	A30	Displays the depreciation basis applied on the asset. Assets can be depreciated on a straight-line basis of reducing balance method.
Remaining Useful life	N15	Displays the remaining useful life of an Asset
Written-Off Date	DD-MON-YYYY	The date the asset was written off. Assets are written off through {AMNT-1}.
Authorization	A20	A reference entered when an asset is written-off. These fields are displayed from {AMNT-1} and the user cannot change the field in this option.
Written-Off code	A4	A code indicating the reason for the disposal i.e. damaged, stolen etc. This code is displayed from {AMNT-1} and the user cannot change the code in this option.
Description	A30	This description is displayed from {AMNT-1} and the user cannot change the description in this option.
Capital / Expense	A4 + A8	If a capital asset the GLA (cost centre and account) against which the asset will be capitalized else if a non- capital asset the GLA against which the item was expensed. For recondition and control purposes capital assets current year expenditure and the capital assets balance are separated through using different accounts. The capital account must be defined with an account category in the range 900 - 909 and the current year expenditure in the range 890 - 899. The expenditure account is linked to the capital account on the account definition {FCSO-3}. When the GL Year-End is performed the current year expenditure balance is transferred to the assets capital or balance account. The result is that in the New Year the asset capital account reflects the balance as at year end as reconciled to the asset register. No balance is carried forward on the current year expenditure account which reflects the current year capital asset acquisition and can be reconciled with asset acquisition report for the year. The capital account definition includes the accumulated depreciation and depreciation accounts which will default to those fields when the asset capital GLA is entered on an asset. The cost centre and/or account will default from the asset type of the asset {ACS-2} but can be changed by the user. If the cost centre and/or account is null on the asset type definition the user must enter the capital cost centre and /or account. The user will only be able to link Invoices, Payments and Journals to form the assets Purchase Price value where the expense GLA on the journal/document match the Capital GLA linked to the asset expense GLA. The capital / expense GLA must be valid for the year of the subsystem 'AT'.
Depreciation	A4 + A8	The GLA to be used for the depreciation expense of the asset. If the Capital Indicator is Non-Capital the depreciation GLA is set to null and is not updateable. Depreciation Cost Centre (A4) The Cost Centre will default from the asset type entered on the asset but can be changed by the user. If null on the asset type definition the user must enter the depreciation cost centre. Depreciation Account (A8) The Account will default from the capital account definition. The Account Category of the Account must be between 330 and 489. The depreciation GLA must be valid for the year of the subsystem 'AT'.
Accumulated Depreciation	A4 + A8	The GLA to be used for the accumulated depreciation balance of the asset. If the Capital Indicator is Non-Capital the accumulated depreciation GLA is set to null and is not updateable. Accumulated Depreciation Cost Centre (A4). The Cost Centre will default from the asset type entered on the asset but can be changed by the user. If null on the asset type definition the user must enter the depreciation cost centre. Accumulated Depreciation Account (A8). The Account will default from the capital account definition. The Account Category of the Account must be between 900 and 909. The accumulated depreciation GLA must be valid for the year of the subsystem 'AT'.
Capital / Expense (imp)	A4 + A8	If a capital asset the GLA (cost centre and account) against which the asset will be capitalized else if a non- capital asset the GLA against which the item was expensed. For recondition and control purposes capital assets current year expenditure and the capital assets balance are separated through using different accounts. The capital account must be defined with an account category in the range 900 - 909 and the current year expenditure in the range 890 - 899. The expenditure account is linked to the capital account on the account definition {FCSO-3}. When the GL Year-End is performed the current year expenditure balance is transferred to the assets capital or balance account. The result is that in the New Year the asset capital account reflects the balance as at year end as reconciled to the asset register. No balance is carried forward on the current year expenditure account which reflects the current year capital asset acquisition and can be reconciled with asset acquisition report for the year. The capital account definition includes the accumulated depreciation and depreciation accounts which will default to those fields when the asset capital GLA is entered on an asset. The cost centre and/or account will default from the asset type of the asset {ACS-2} but can be changed by the user. If the cost centre and/or account is null on the asset type definition the user must enter the capital cost centre and /or account. The user will only be able to link Invoices, Payments and Journals to form the assets Purchase Price value where the expense GLA on the journal/document match the Capital GLA linked to the asset expense GLA. The capital / expense GLA must be valid for the year of the subsystem 'AT'.

Example:

Block 1: Page 2

Field	Type & Length	Description
Asset Number	N7	Displays the asset number queried in block 1
Remark	A30 +A250	These field may be used for any additional remarks on the asset
Date Processed	DD-MON-YYYY	This field will default from system date and time. This will be the date the asset was captured into the system.
Last Survey Date	DD-MON-YYYY	The date on which the asset was last surveyed. This date can be entered manually. If an asset survey was done with the scanner and the data is downloaded to the Asset System, this field will be generated with the date on which the data was downloaded. If you moved an asset via the Asset Web or {AOPS-2} the system will update this field with the system date
Survey Type	A1	This field refers to the previous field, Last Survey Date. If the survey date was typed in, the user should enter a "M" in this field. If the data is downloaded from the scanner, the field will be set to "S". If you moved an asset via the Asset Web or {AOPS-2} the system will update this field with "M"
Replacement Value	N15.2	The value to replace the asset. An asset cannot be recognised if the asset Replacement Value has not been entered.
Last Update of Replacement Value	DD-MON-YYYY	Whenever the Replacement Value is updated, either directly or via option {AOPS-4}, the date is displayed.
Replacement Date	DD-MON-YYYY	An estimated future date near or at the end of the assets useful life when the asset will be replaced.
Tax Depreciation Rate	N6.3	The Tax Depreciation Rate linked to this asset will be displayed, if applicable. Tax Depreciation Rates are linked to assets in the Depreciation Attributes screen available on drilldown on the asset number in this application. Default Tax Depreciation Rates may be defined for asset types in {ACS-2} that will default when asset Depreciation Attributes are defined for an asset.
Date Tax Depreciation Rate	DD-MON-YYYY	Date Tax Depreciation Rates are linked to assets in the Depreciation Attributes screen available on drilldown on the asset number in this application. The date will be display in the application.
Main Asset Number	N8	An asset can consist of a number of parts, which may be purchased separately. These parts may be created as separate assets in the asset register and linked together using one of the asset numbers. The main asset number is the asset number used to link the separate asset parts together. An asset can be delinked from its main asset by clearing the "Main Asset Number" field. If an asset is linked to a main asset the following fields of the asset in the asset register will be set to the same values as the main asset and any changes to one of these fields on the main asset will be updated on the parts Asset Category Building Floor Room Last Survey Date Survey Type Person Responsible Person Allocated All fields of Block 5, 6 and 7
Person Responsible	N9	This is the person responsible for the asset. The person name is displayed for the person type and number as entered by the user on the asset. The person name and number are updateable provided the asset is not a part of a main asset. If the asset is a part of a main asset these fields can only be queried.
Person Allocated	N9	This is the person to whom the asset has been allocated. The person name is displayed for the person type and number as entered by the user on the asset. The person name and number are updateable provided the asset is not a part of a main asset. If the asset is a part of a main asset these fields can only be queried.
Condition	A1	A condition code, as defined in {ACS-4}, may be entered here. The condition description will be displayed. The condition code is mandatory if the Asset Class is Building, Land and Land Improvement.
Custodian Department	N4	The custodian department primarily responsible for the asset..
Maintenance Contract	A10	This field can be entered if the asset is under maintenance contract. A maintenance contract number as created in {MNT-5} can be entered. The name of the contractor will be displayed.
Model Number	A15	Enter the model number of the asset. This field is useful for assets of high value where maintenance contracts may be applicable.
Chassis No/ VIN	A15	This field is used when the asset is a motor vehicle. Enter the chassis/VIN number of the vehicle
Serial Number	A40	Enter the serial number of the asset. This field is useful for assets of high value where maintenance contracts may be applicable.
Engine Number	A15	This field is used when the asset is a motor vehicle. Enter the engine number of the vehicle.
Registration Number	A15	This field is used when the asset is a motor vehicle. Enter the registration number of the vehicle. The Vehicle Booking System makes use of this field, when displaying the registration number of the vehicle.
Club	A5	The code of the club, as created in {CLMNT-1}, if this asset is allocated to a club. The description of the club is also displayed.
Impairment	A4 + A8	Impairment GLA (cost centre and account) is used to record the debit leg of impairment transactions on the financial statements. This fields defaults from the setup on {FCSO-3}, the impairment account must be linked to the Capital/Expense Account on {FCSO-3} The impairment GLA must be valid for the year of the subsystem 'AT
Accumulated Impairment	A4 + A8	Impairment GLA (cost centre and account) is used to record the credit leg of impairment transactions on the financial statements. This fields defaults from the setup on {FCSO-3}, the Impairment Account must be linked to the Capital/Expense Account on {FCSO-3} The Accumulated Impairment GLA must be valid for the year of the subsystem 'AT

Example:

Block 2: Asset Allocation: Asset Department Allocation

If this Block is not completed, the system will assume that the asset should be allocated to the same department(s) as the space in which it is housed. It is possible, however, to allocate an asset to any particular department or departments by using this Block. The Asset Number will be displayed if the previous Block has already been completed.

Field	Type & Length	Description
Department Code	N4	The Department Code, as defined in the General System. The Department name will be displayed.
Percentage	N3.1	The percentage of the utilisation of the Asset that should be allocated to this department. If one department uses an asset only, the percentage is 100. A check that percentages add up to 100 is done before STATS reports are produced.
Year	YYYY	The departmental allocations can be entered and stored per year. This is a display field, to indicate to the user the year for which this allocation was done. Only the present HEMIS year's value set on {STMNT-1} for table sequence 5, will be displayed.

Example:

Block 3: Asset Allocation: Asset Program Allocation (SAB)

The user need not supply the information in this Block and the next one. When STATS Reports are produced, the system will determine which assets need to be allocated to PCS Programs and CESM-Categories. In these cases, the assets will be allocated according to the allocation of the building space in which they are housed.

Should the user wish, however, to allocate the asset to a different program, entering the particulars in this Block can do it. When STATS Reports are produced, the system first checks whether this Block contains any information, in which case it will be used; otherwise the allocation of the building space will be used.

This Block is normally entered after the asset has been queried in Block 1. The Asset number will be displayed, and the user may supply the following information:

Field	Type & Length	Description
Program Allocation	N2, N1, N1	The program is entered into three fields, i.e. the main program (1 to 11), the sub-program (for all programs except 2 and 3) and the sub-sub-program (for sub-sub-programs 5.2 and 6.4 only). In cases where there are no sub- or sub-sub-programs, zero's must be entered. The name of the sub-sub-programs will be displayed once the complete code has been entered.
Percentage	N3.2	The percentage of the utilisation of this asset to be allocated to this program.
Year	YYYY	The departmental allocations can be entered and stored per year. This is a display field, to indicate to the user the year for which this allocation was done. Only the present HEMIS year's value will be displayed

Example:

Block 4: Asset Allocation: Asset PCS 1.1 (Subject) Allocation

The allocation of assets to CESM-Categories is handled via subjects, by using the corresponding allocations of subjects in the Academic Structure. The use of this Block is similar to that of the Program Block above, except that the Subject Code from the Academic Structure is used rather than the Program number.

Field	Type & Length	Description
Subject Code	A7	An academic subject code as defined on the academic structure for the STATS reporting year. The list of values will list the subject code and description.
Percentage	N3.2	The percentage of the utilisation of this asset to be allocated to this subject.
Year	YYYY	The STATS reporting year to which the subjects and percentages apply.

Example:

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
23-Aug-2007	v02.0.0.0	Elize de Swardt	t137484	New manual format.
23-Jan-2007	v02.0.0.0	Amanda Nell	t146713	Add new images
04-May-2009	v02.0.0.1	Marchand Hildebrand	t158353	Manual Review
20-Feb-2012	v02.0.0.2	Elize de Swardt	t178727	Correction to Account Categories , add links
25-FEB-2012	v02.0.0.3	Jabu Mokonene	t189087	Correction on a word form to from on block 1 field Inventory Value.
12-Sep-2013	v03.0.0.0	Raymond Schoonraad	t190188	Add CSV import export
05-May-2015	v03.0.0.1	Mmasadi Matseke	t203661	Change the image on Block 1, page 2 to add Custodian Department field.
04-Jan-2015	v03.0.0.2	Thabang Nyatlo	t210663	Update image for Asset Register that includes a new field called Remaining useful life .
16-Jan-2016	v03.0.0.3	Thabang Nyatlo	t210916	This field will display the numeric value of proceeds of disposal
25-Jan-2021	v04.1.0.0	Ndivhanga Mushando	t247834	Add new fields 'Capital/Expense (imp)' on Block 1 Page 1, 'Impairment' and 'Accumulated Impairment' on Block 1 Page 2.