Associate an AP Voucher Line Item with an Existing Asset Item

In AP Transaction Entry, you can associate AP voucher line items with existing asset items in the Equipment hub.

In the Equipment hub, the AP voucher line item amount is added to the asset item's cost and increase the depreciation basis for the asset item.

Asset items are equipment items that are based on purchasing items whose category type is Capital Items. If you have the Asset Management application activated, you can assign employees to asset items and set up depreciation information for asset items in the Equipment hub. In the Asset Management application, you complete depreciation and disposal processing for asset items.

Prerequisites: Before you can associate AP voucher line items with asset items in the Equipment hub, you must:

• Activate the Asset Management application in Settings > General > Modules.
• Select the Allow asset entries for AP Vouchers and Journal Entries check box for your security role on the Accounting tab in Settings > Security > Roles.
• Select AP Voucher for Asset Item Source on the General tab in Settings > Asset Management.

To associate an AP voucher line item with an existing asset item:

1. On the Navigation menu, click Transaction Center > Transaction Entry.
2. In the Transaction Type field on the Transaction Entry form, select AP Vouchers.
3. On the toolbar of the Transaction Entry form, click New.
4. On the New File dialog box, select the Allow Asset Entries check box, complete the information for the transaction file, and click OK. You must select the Allow Asset Entries check box on this dialog box. If the check box does not display on the dialog box, review the settings listed above that are required for generating asset items from AP voucher line items.

   If you forget to select the Allow Asset Entries check box on the New File dialog box, or if you are opening an existing transaction file instead of entering a new one, you can select the Allow Asset Entries check box on the AP Vouchers form by clicking File > Control Totals on the form toolbar. The check box displays on the AP vouchers control totals dialog box.

5. On the AP Vouchers form, enter the information for the AP voucher, such as the vendor, invoice date, voucher date, bank, and so on.
6. In the AP Voucher Line Item grid, enter a row for the voucher line item that you want to associate with an asset item in the Equipment hub. Include the following asset item information:
   1. Do not select the Create Asset check box.
   2. Use the Equipment lookup available from the Associate to Existing Asset field to select an equipment item with which to associate the AP voucher line item. You can select only existing asset items that have not had depreciation processed for them yet. The asset item that you select must belong to an overhead project.
7. Click Save.
8. Click Transaction Center > Transaction Posting and use the Transaction Posting form to post the AP voucher transaction file. When you post, each AP voucher line item that you associated with an existing asset item is added as a row in the Acquisition grid on the GL Cost tab of the Equipment hub, for that asset item. The Type field in the Acquisition Cost grid prefills with AP Voucher. The vendor name, amount, period, description, voucher PO number, and account from the AP voucher line item prefill in the Acquisition Cost grid.