Add Items to an Asset

You can add asset items to New, Active, and Depreciated assets.

If you're already in the asset record, skip to step 3.

1. Select Asset Management from the Purchasing & Payables / Capital Assets menu. The Asset Management window opens.

2. Check the box for the asset to which you want to add items, and click Edit, or click the Asset No. link. The Edit Asset window opens.

3. Click Add, and the Add Asset Items popup opens.

4. Complete the fields as described. Only the description and quantity are required to save the record.

• Description: Required.

• Qty: Enter a number with up to two decimal points. Note: The system does not verify that the number in this field matches the number of entries in the Serial No. field.

• Serial No.: Enter the serial number(s) separated by semicolons. Note: The system does not check for duplicate serial number entries.

• Units: Enter the unit of measure for the item.

• Vendor: Select the vendor from the drop-down list. If the vendor isn't in the list, add a vendor in Vendor Management.

• PO No.: Enter as desired. This field will display the order receipt number from the Order Receipt window, if the asset item was entered through Purchasing and Accounts Payable.

• Invoice No.: Enter as desired. This field will automatically display the vendor invoice number from the Vendor Invoice screen.

• Acquisition Method: Select from the drop-down list. Note: Acquisition methods are added in Capital Assets Configuration.

• Acquisition Date: Defaults to the current system date if you don't enter one.

• Useful Life: Defaults to the useful life associated with the asset category if the asset is linked to one. May be changed or entered as needed. The useful life is used in the depreciation calculation.

• Item Cost: When entering the cost, either include the appropriate portion of any tax, freight, shipping and discounts from the invoice, or enter a separate asset item for those costs or discounts. Important: If the item was generated from the Order Receipt or Vendor Invoice windows, the item total will be blank until the invoice is paid and the asset item is ready to be accepted.

• Salvage: Enter the anticipated value of the item once it has fully depreciated, if any. The salvage value can only be adjusted while the item is in the New state. Once it has been Accepted, the item must be disposed and recreated in order to modify the salvage amount.

• Depreciation Beg. Accum.: You may enter a value only while the asset item is in the New state if this value should be different from the item cost — for example when entering a historical item that was depreciated at least once in the past before being entered in AptaFund. Once depreciation has been run in AptaFund, this field displays the amount of depreciation for the asset item at the beginning of the current cycle. In other words, the Beginning Accumulated Depreciation = Last Accounting Cycle Ending Accumulated Depreciation.

• Depreciation Date Run: You may enter a value only while the asset item is in the New state — for example when entering a historical item that was depreciated at least once in the past before being entered in AptaFund. Once depreciation has been run in AptaFund, this field will display the last time the Run Depreciation process created an accumulated depreciation transaction for the asset item.

• Account Code: Enter the account code(s) associated with the purchase of the item. Note: The account codes are initially displayed in the Current field when a user enters the asset item into the system. Once the item has been accepted, the account code is moved to the Acquisition field. Unlike the Current field allocations, the entry in the Acquisition field will remain static throughout the life of the asset item.

5. Click Save, or Save and Add if you want to add more items to the asset.

6. Continue to accept asset items as needed.

Go to Accept Asset Items

Return to Asset Management Overview