SKYWARD DOCUMENTATION - UTILITIES

Fixed Assets Build Assets From Invoices The Build Assets From Invoices utility, based on the criteria entered, allows the user to create Fixed Asset records from invoice Detail Information. This process can be used any time asset records need to be built. There are two ways to access this option: 1. Financial Management > Fixed Assets > Fixed Assets > Setup > Utilities > Fixed Asset Processing Options > Build Assets From Invoices. 2. Product Setup > Web Financial Management > Fixed Assets > Utilities > Fixed Asset Processing > Build Assets From Invoices.

Add a template from the Build Assets From Invoices browse and enter/select the options accordingly: 

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Template Settings and Source Account Ranges o Enter a Template Description o Select if you want to share the template o Source Expense Account Ranges  Click the Filter button to set these ranges Include Options: o Sort By: Invoice Date, Purchase Order Number, or Number o Use Invoice Date Range or Use Check Date Range  Choose the Date Selection.  Depending on what is chosen for the Date Selection, the Through Date and Date Range options may auto-fill or may be available to enter a date range. o Invoice Types to Include: Open, History, Batch  It is recommended to only include History. This is the most stable as any price corrections or other changes to the invoice have taken place prior to creating the asset record. o Starting Amount o Include invoices that were already tied to assets

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o 

Check Types to Include

Default Accounts/Default Depreciation Accounts o First, check to activate the account option (Use Default Asset Account, Use Default Source Account, etc.)  The link to the account and the drop-down will then become active where you can select from the available accounts. The account information entered here will automatically populate on the new Fixed Asset record that will be created. If left blank, it will also be blank when the Fixed Asset record is created, and will need to be typed in manually/selected for each record.

Click Save and Process when ready to run the process.

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SKYWARD DOCUMENTATION - UTILITIES

The utility runs through the system looking for data per the template parameters. If records are found to process, the processing message indicates records were found and a Preview Data to Process button is activated. Select the Preview Data to Process button.

The Build Assets from Invoices preview displays with invoices that fit the criteria.  You can expand an invoice to review its details.  If an invoice is already tied to a fixed asset the FA column will be populated with a Y for yes.  Note, on this example, the quantities are all 1. The build assets from invoices works best with a one to one ratio. If there is an item with a multiple quantity, it is suggested to run the create process that many times as a quantity of 1 as it is easier to track those records individually later.

Highlight the invoice that will be used to create a Fixed Asset record and click Create.

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On the Fixed Asset Quick Entry screen, default information is pulled in from the Accounts Payable invoice and from the parameter settings. Default information includes the Vendor, Asset and Source accounts (if you have included the accounts on the parameters screen), Master Quantity, Purchase Order number, and Accounts Payable invoice number, date, check number and check date, and cost of the item.

Fill in any missing information if needed and click Save to build the asset. When it completes, a message displays asking if you want to print an input form. Select Yes to print the input form now or select No if you do not want a form or want to print it later.

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SKYWARD DOCUMENTATION - UTILITIES

Back on the Build Assets from Invoices browse, the FA column is now flagged with Y, Yes, Fixed Assets are tied to this invoice. Repeat the create process for any asset in this browse as needed. When finished, click Back.

Under Process Options there is now an option to Print Post-Create Report. This will display a report of the assets just created.

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