CREATE ASSET TRACKING TRANSACTIONS

USING THE GENERAL LEDGER BATCH FUNCTION

We will use a Construction Company

To create an asset tracking transactions follow this process:

1. Go to the Fixed Asset Module...

2. Click on Add.

3. The following screen displays:

4. Complete the screen with a number and reference. The system automatically generates a description but you can edit it to suite your preferences.

5. Click on the Asset tab. Under this tab, select all the assets that you want to include in the tracking as well as the locations that you want to track the assets to.

6. Click OK.

Fixe Another coding / numbering structure that will need to be in place is you business’s asset

coding. It is compulsory to allocate bar codes to the asset when creating asset tracking

There are various methods to create barcodes, namely:

Self Generated, where you allocate bar codes manually on you own system.

System Generated, where you have a system like a scanner/POS/etc to generate

It is up to you how you generate the barcodes for assets, as long as it is unique.

You cannot create duplicate barcodes!

CREATE ASSET TRACKING TRANSACTIONS

Construction Company as an example.

ctions follow this process:

...Transactions...Asset Tracking.

Complete the screen with a number and reference. The system automatically generates edit it to suite your preferences.

tab. Under this tab, select all the assets that you want to include in the tracking as well as the locations that you want to track the assets to.

ixed Assets • 47

Another coding / numbering structure that will need to be in place is you business’s asset when creating asset tracking

System Generated, where you have a system like a scanner/POS/etc to generate

Complete the screen with a number and reference. The system automatically generates

tab. Under this tab, select all the assets that you want to include in

7. Now that you have completed the screens as follows:

8. Click on the Import

9. The following screen displays:

10. Click on the icon next to the import and select it.

Remember that the document you are importing can either be in format and to ensure that they import correctly select the File Format’s corresponding delimiter by selecting it from the drop down menu.

11. In the file that you are importing, you need to specify what fields they include by selecting it from the

available field and click on the green arrow (one arrow). To select the list a click on the green button containing two arrows.

12. You can set a fixed length for your fields as well. To activate the fields tick the radio button.

13. Click OK.

Now that you have completed the screens the Asset Tracking

Import button on the top.

The following screen displays:

Click on the icon next to the Import from File field. Find the document that you want to import and select it.

In the file that you are importing, you need to specify what fields they include by

selecting it from the Available Fields list on the screen. To select the order click on the available field and click on the green arrow (one arrow). To select the list a

click on the green button containing two arrows.

You can set a fixed length for your fields as well. To activate the fields tick the radio Asset Tracking transaction will display

field. Find the document that you want to

Remember that the document you are importing can either be in .csv or .txt format and to ensure that they import correctly select the File Format’s corresponding delimiter by selecting it from the drop down menu.

In the file that you are importing, you need to specify what fields they include by

list on the screen. To select the order click on the available field and click on the green arrow (one arrow). To select the list as it displays

You can set a fixed length for your fields as well. To activate the fields tick the radio

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14. You will now return to the Asset Tracking screen.

15. Click on Edit Data and a report will display similar to this:

16. This report displays the comparison between the system and imported data (physical count).

17. There are different statuses on the right hand side, the following tables defines each status that the asset comparison can

Filtered Unmatched Applies to assets in the Asset Register that satisfy the filter criteria specified by the user but not matching Asset on File.

Partial Match Applies to assets in the Asset Register matched according to

Matched Applies to assets in the Asset Register matched to all available fields.

Unmatched Applies to Assets on File that does not match the Asset Register.

System Matched Applies to Assets on File that are not matched to assets in the Asset Register tha

specified by the user BUT instead is matched for all available fields to Asset in Asset Register that does not that satisfy the filter criteria.

Partial System Matched Applies to Assets on File that are not matched to assets the Asset Register that satisfy the filter criteria

specified by the user BUT instead is matched according to the Barcode only to Asset in Asset Register that does not that satisfy the filter criteria.

Fixe You will now return to the Asset Tracking screen.

rt will display similar to this:

This report displays the comparison between the system and imported data (physical

There are different statuses on the right hand side, the following tables defines each status that the asset comparison can have:

Applies to assets in the Asset Register that satisfy the filter criteria specified by the user but not matching Asset on File.

Applies to assets in the Asset Register matched according to - the Barcode only.

Applies to assets in the Asset Register matched to all available fields.

Applies to Assets on File that does not match the Asset Register.

Applies to Assets on File that are not matched to assets in the Asset Register that satisfy the filter criteria

specified by the user BUT instead is matched for all available fields to Asset in Asset Register that does not that satisfy the filter criteria.

Applies to Assets on File that are not matched to assets the Asset Register that satisfy the filter criteria

specified by the user BUT instead is matched according to the Barcode only to Asset in Asset Register that does not that satisfy the filter criteria.

ixed Assets • 49

This report displays the comparison between the system and imported data (physical

There are different statuses on the right hand side, the following tables defines each

Applies to assets in the Asset Register that satisfy the filter criteria specified by the user but not matching Asset

Applies to assets in the Asset Register matched according

Applies to assets in the Asset Register matched to all

Applies to Assets on File that does not match the Asset

Applies to Assets on File that are not matched to assets in specified by the user BUT instead is matched for all available fields to Asset in Asset Register that does not

Applies to Assets on File that are not matched to assets in specified by the user BUT instead is matched according to the Barcode only to Asset in Asset Register that does

18. Click Close or

19. The system will take you back to the Asset Tracking screen and if you are satisfied with the results, click on the

20. The following screen displays:

21. Print the required reports from this screen by clicking on the

22. Select the date that you want the transaction to be recorded on the system.

23. Click OK.

24. You will notice that the completed transaction disappears from the Asset Tracking screen. Therefore it is of extreme importance to print the relevant reports for safe keeping.

Please note that this feature is still under construction and cannot be used to its full potential yet.

or Save and Close.

The system will take you back to the Asset Tracking screen and if you are satisfied with the results, click on the Complete button.

The following screen displays:

Print the required reports from this screen by clicking on the Print Now...

ect the date that you want the transaction to be recorded on the system.

You will notice that the completed transaction disappears from the Asset Tracking screen. Therefore it is of extreme importance to print the relevant reports for safe

Please note that this feature is still under construction and cannot be used to its full potential yet.

The system will take you back to the Asset Tracking screen and if you are satisfied with

Print Now... button.

ect the date that you want the transaction to be recorded on the system.

You will notice that the completed transaction disappears from the Asset Tracking screen. Therefore it is of extreme importance to print the relevant reports for safe

Please note that this feature is still under construction and cannot be used to its

Pastel Evolution © Pastel

ASSET TRACKING REPORTS

When opening the Asset Tracking feature the following screen displays:

The Asset Tracking Reports are only available from this screen.

You will notice 4 icons in the top bar of the screen.

Report name Icon Description / Purpose

Asset Tracking Report

This report deals with the difference in number in comparison to system data and scanned uploaded data.

Asset Location Variance Report

This report generates info where the scanned data is different from the filtering defaults

Asset Count Variance Report

This report details the physical count variance of the in the system compared to the imported data.

Asset Counted Value Report

This report details the variance in value of the assets in the system compared to the imported data.

Fixe When opening the Asset Tracking feature the following screen displays:

The Asset Tracking Reports are only available from this screen.

You will notice 4 icons in the top bar of the screen.

Description / Purpose

This report deals with the difference in number in comparison system data and scanned uploaded data.

This report generates info where the scanned data is different from the filtering defaults

This report details the physical count variance of the assets in the system compared to the imported data.

This report details the variance in value of the assets in the system compared to the imported data.

ixed Assets • 51

This report deals with the difference in number in comparison

This report generates info where the scanned data is different

assets

This report details the variance in value of the assets in the

M ENQUIRIES

To enquire about an asset, go to the displays:

Select the asset you want to enquire about from the drop down list in the

now enquire about the asset movements, meaning the transactions processed against the asset, the asset’s details

incident history.

ENQUIRIES

To enquire about an asset, go to the Fixed Asset Module…Enquiries

Select the asset you want to enquire about from the drop down list in the

now enquire about the asset movements, meaning the transactions processed against the asset, the asset’s details, depreciation and if you have CRM registered you can view the it’s

Enquiries. The following screen

Select the asset you want to enquire about from the drop down list in the Asset field. You can now enquire about the asset movements, meaning the transactions processed against the

, depreciation and if you have CRM registered you can view the it’s

N REPORTS

To Access the reports, select the Reports / Fixed Assets option from the main menu. The reports are grouped in sub options by their function.

Capex Reports

Report What it Does

Capex Cash Flow Forecast This report takes your capex budgets and creates a forecast over time of your capex expenditure.

Capex Depreciation Forecast

This report takes your capex budgets and uses it to forecast depreciation.

Capex Detail This report details budgets and their current expenditure.

Capex Purchases This report details assets you purchase via capex orders.

Capex Summary This report summarises capex activity.

Depreciation Reports

Report What it Does

Book Depreciation This report details book depreciation per asset.

Tax Depreciation This report details tax depreciation.

Depreciation Reports This reports contains a detailed summary of the business’s asset depreciation.

Asset Impairments This report details any damage to assets.

GL Batch Report

Report What it Does

GL Batch Report This report details general ledger account postings.

Labels

Report What it Does

Asset Barcode Labels This prints barcode labels for assets.

Asset Labels This prints labels for assets.

Location Barcode Labels This prints barcode labels in location sequence.

Listings

Report What it Does

Accounting Periods This lists the accounting periods.

Asset Details This lists asset details.

Asset Type This is a list of asset types.

Depreciation Method This lists the depreciation methods.

Ledger Accounts This lists the ledger accounts.

Insured Values This report lists assets and their insured values.

Physical Location This lists assets by location.

Asset Consolidation This lists assets that were consolidated.

Asset Transaction This lists all the asset transactions.

Capital Gains Tax This lists the CGT on assets.

Deferred Tax This lists late tax payments on assets.

Fixed Asset SARS This lists all the tax paid or due to SARS (South Africa only).