Creating Asset Items from AP Vouchers
If you use the Asset Management application, you can have Deltek automatically generate asset items in the Equipment hub from AP voucher line items that you enter in AP Voucher Transaction Entry.
After you set up the required settings and enter asset-specific information for an AP voucher line item in Transaction Entry, Deltek automatically adds the line item to the Equipment hub as an asset item when you post the AP voucher. You maintain information for calculating depreciation and assign employees to asset items in the Equipment hub. The cost of the AP voucher line item determines the depreciation basis for the asset item. Process depreciation and dispose of asset items in the Asset Management application.
You can create asset items from AP voucher line items, but you cannot create equipment items (that are not depreciated) from AP voucher line items.
Required Settings for Creating Asset Items in AP Voucher Transaction Entry
- Activate the Asset Management application in .
- Select the Allow asset entries for AP Vouchers and Journal Entries check box for your security role on the Accounting tab in .
- Select the AP Voucher check box for Asset Item Source on the General tab in .
- Enter the default overhead project, phase, and task in the Default Overhead Project section on the General tab in .
Creating Asset Items in AP Voucher Transaction Entry
To create an asset item from an AP voucher line item, you must select the Allow Asset Entries check box on the New File dialog box when you create a new AP voucher transaction file in .
When you select this check box, the following additional fields for asset item information display in the line items grid on the AP Vouchers form:
- Create Asset
- Asset Type
- Item Number
- Associate to Existing Asset
In the grid on the AP Voucher form, complete the information in the row for the line item. You must select the Create Asset check box and enter an asset type and item number from which the asset item will be created. Deltek automatically creates a new asset item in the Equipment hub when you post the AP voucher.
Entering Depreciation Information in the Equipment Hub After an Asset is Generated Automatically
After an asset item is created automatically in the Equipment hub, information from the AP voucher line item prefills in the Equipment hub on the General tab, GL Cost tab, GL Book tab, and Additional Books tab if you have additional books.
You must complete the following:
- Review the prefilled information and make any necessary changes. Enter any missing information.
- Before you can process depreciation for the asset item, you must:
- Change the asset status from Inactive to Active.
- Enter the in-service date for the asset item on the GL Books tab. The in-service date determines the period in which the depreciation calculation will start for the asset item.
Asset Items and Multiple AP Voucher Line Items
An asset item can consist of an unlimited number of AP voucher line items. After an asset item is generated automatically from an AP voucher line item, you can add other AP voucher line items to it by associating other line items on an AP voucher with the existing asset item. This increases the depreciation basis for the existing asset item. Deltek combines the costs for depreciation purposes. For example, if you have an existing asset item that is entered in the Equipment hub for a computer and want to add the software installation cost to the acquisition cost of the computer, you can do this by entering an AP voucher line item for the software installation and selecting the asset item for the computer in the Associate to Existing Asset field on the AP Vouchers entry form to make the association.
Supporting Documents
When an equipment item is created from an AP voucher, any documents that are attached to the transaction are automatically added to the Files grid for the associated Equipment hub record.