Maconomy Reference Guide

Assets Tab

This section includes the fields and descriptions for the Assets tab.

Asset Information Island

Field Description
Asset No. In this field you enter the number of the asset. If you do not enter a number, Maconomy will automatically find the asset number from the number series related to the asset; however, you should enter the number manually if the number in the number series is set to zero. The number series “Asset Series” is specified in the window Number Series in the Set-Up module. The asset number must be unique, and it cannot be changed afterwards.
Asset Group Here you select an asset group. You cannot re-select a group after the asset has been created. If you need to change the group; however, you must make a Transfer transaction. The field determines which G/L accounts are to be used for the different transactions made for the asset. See also the Asset Groups window.
Asset Sub-Group Here you enter an asset sub-group. This facility lets you work with a sub-division of the traditional asset groups.
Description Here you enter a description of the asset, such as its make.
Model Here you enter its model.
Located Here you enter where the asset is located.
Serial No. Here you can enter the serial number of the asset. It is purely for reference.
Internal Serial No. Here you can enter the serial number you use internally, if applicable. It is purely for reference.

Financial Information Island

Field Description
Assessed Value In this field you enter the last official assessed value of the asset, if it is a property.
Market Value In this field you enter the asset’s market value, if it is a property.
Lien In this field you enter the mortgage value, if applicable.
Insured Value In this field you enter the insured value, if applicable.
Policy No. If the asset is insured, enter your policy number here.
Internal Purchase Mark this field if the asset is bought within the company.
Internal Markup In this field you enter the internal markup if the asset is bought within the company.

Job Information Island

Field Description
Post Depreciation as Job Entry, if job specified When depreciating an asset, if this value is set, a job entry is posted.
Job No.

The job number for the job you want to associate with the selected asset.

If the asset entry has the type depreciation, and Post Depreciation as Job Entry is set, a job entry with this job number is created.

Activity

The activity that is added to asset entries, when these are created for the selected asset. You can only use amount activities.

If the asset entry has the type depreciation, and Post Depreciation as Job Entry is set, a job entry with this activity is created.

Task Name

The task that is added to asset entries, when these are created for the selected asset.

If the asset entry has the type depreciation, and Post Depreciation as Job Entry is set, a job entry with this task is created.

Book Depreciation Information Island

Field Description
Disallow Automatic Book Depreciation Previously called Manual Depreciation. Select this check box to disallow the automatic book depreciation in the Depreciations tab of the Registrations section. When this check box is selected, you are required to depreciate the assets manually in the Adjustments tab of the Registrations section.
Depreciation Method Here you enter the depreciation method. You can choose between the methods that are defined in the Depreciation Methods pop-up field. If nothing is entered, the value will be copied from the asset group.
Depreciation Start Date This field shows the date when the asset starts to depreciate. It must be earlier or the same as the depreciation base date.
Depreciation Period Here you enter the number of months the asset is to be depreciated over. If nothing is entered, the value will be copied from the asset group.
Depreciation Base Date This field shows the date when you purchased the asset.
Periods After Depreciation Base Date This field shows the number of months the asset is to be depreciated after the depreciation base date.
Last Depreciation This is the date the asset was last depreciated.

Tax Depreciation Information Island

Field Description
Disallow Automatic Tax Depreciation Select this check box to disallow the automatic tax depreciation in the Adjustments tab of the Registrations section. When this check box is selected, you are required to depreciate the assets in the Depreciations tab of the Registrations section.
Asset Cost Factor

Enter the taxable value of the asset, which can be more than the cost price. This field allows you to adjust the taxable value.

It is independent from the other fields in the Tax Depreciation Information island.

Table

Enter or select the Tax Depreciation Table name to use in the table-based depreciation.

Note: You cannot use the tax depreciation table in combination with the Years, First Year Factor, or Strict Yearly Limit fields.
Years Specify the number of years to depreciate the asset using the straight line depreciation.
Yearly Percentage This field shows the yearly percentage according to the number specified in the Years field.
First Year Factor Enter the first year factor that balances the asset depreciation in the first year's limit. The value in this field extends the depreciation into an additional fiscal year in the end. The default value 100% indicates that there is no change to the amount.
First Year Percentage This field shows the first year percentage when the Yearly Percentage field is further restricted by the First Year Factor field for the first year only.
Strict Yearly Limit Specify whether the yearly percentage is set as a limit for each year. Delayed depreciation cannot be added on top of the yearly percentage. This field is deselected by default, which allows depreciation if the accumulated yearly depreciation do not exceed the accumulated yearly percentage.

Transaction Island

Field Description
Transaction Type In this field you enter the transaction type.
Transaction Number Series In this field you enter a transaction numbering series.

Technical Data Island

Here you enter various technical data about the asset.

Remarks Island

Here you can enter any comments about the asset.

Contact Island

Field Description
Responsible Here you enter the name and number or initials of the person who is responsible for the asset.
Employee No. If you specify an employee name and number is this field, this employee name and number will be transferred to the G/L entry every time a posting related to this asset takes place.

Company Island

Field Description
Company In this field you can indicate the name and number of the company to which the current asset is attached. If another company makes entries to the asset, Maconomy will automatically create inter-company balances when the entry in question is posted. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, inter-company entries are only created if the two companies involved are not both assigned to the same parent company.

The company in this field is also the company whose accounts include the current asset, which means that the value in this field is transferred to the asset entries created on the current asset upon posting.

The value of the field also determines the users who have access to the asset. In the window Company Information in the G/L module, it is possible to assign each company an access level. Users only have access to see information about an asset if they have been assigned the same or a higher access level. For instance, a user can only see assets and asset entries regarding assets whose company is assigned an access level to which the user has been granted access. Please note that this access control model only applies if the standard access control configuration has not been changed in your Maconomy system.

If it has, the access to assets may depend on other factors. For further information about the standard access control configuration and access control in a multi-company model, please see the section “Introduction to the Access Control System” in the Set-Up module.

If you do not enter a value manually, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivations in the G/L module. If no value can be derived, the standard value is transferred from the window System Information in the set-up module.

Base Currency This field displays the currency used as base currency in the company specified in the field “Company No.” above. See the field “Base Currency” in the window Company Information in the G/L module for a detailed description of the concepts of company base currency and enterprise currency.

Dimensions Island

Field Description
Location Here you enter a value for the Location dimension. If no value is entered or derived, the default value from the System Parameter window in the set-up module is used. See the chapter “Introduction to the G/L module” for a description of dimension derivations.
Entity The functionality of this field is similar to that of the field “Location” above.
Project The functionality of this field is similar to that of the field “Location” above.
Purpose The functionality of this field is similar to that of the field “Location” above.
Spec. 1-3 The functionality of these fields is similar to that of the field “Location” above.
Local Spec. 1-3 The functionality of these fields is similar to that of the field “Location” above.

History Island

Field Description
Acquired In this field you enter the date the asset was acquired. It is also the date the depreciation takes effect.
Acquisition Responsible In this field you enter the name or initials of the person who is responsible for buying the asset.
Closed This field shows the date the asset was either sold or transferred to another asset, if applicable.
Closing Responsible This field shows the name of the person who was responsible for selling or transferring the asset.
Transferred to This field shows the number of the new asset to which the asset was transferred, if applicable.
Tax Mark this field if the price of the asset was subject to tax.

Depreciable Value Island

Field Description
Currency This field shows the currencies used as base currency and enterprise currency for the asset in question. All amounts in this island are displayed in the two currencies displayed in these two columns.
Cost Here you can enter the acquisition price for the asset.

Maconomy will create and approve an asset adjustment journal with the acquisition information.

Non-Depreciable Here you enter how much of the asset’s price is non-depreciable.
Residual Value Here you enter the asset’s residual value.
Improvements This is the sum of the improvements entered since the asset was created.
Write-Ups This is the sum of the write-ups entered since the asset was created.
Write-Downs This is the sum of the write-downs entered since the asset was created.
Depreciable Value This is the asset’s depreciable value. It is calculated from the amounts in the fields above.

Net Book Value Island

Field Description
Currency This field shows the currencies used as base currency and enterprise currency for the asset in question. All amounts in this island are displayed in the two currencies displayed in these two columns.
Cost This field shows the sum of the purchase entries made since the asset was created in the system.
Improvements This is the sum of the improvements entered since the asset was created.
Write-Ups This is the sum of the write-ups entered since the asset was created.
Depreciation This is the sum of the depreciation entries made since the asset was created.
Write-Downs This is the sum of the write-downs entered since the asset was created.
Book Value This is the book value of the asset. It is calculated from the amounts in the fields above.
Hereof depreciation in G/L The G/L depreciation in base and enterprise currency. This field is only visible if an asset entry that is depreciated as a job entry exists (in the Workspace Client). Depreciation will not be listed here if it is listed in the Hereof depreciation in Job Cost field.
Hereof depreciation in Job Cost The job cost depreciation in base and enterprise currency. This field is only visible if it is a non-zero value. Depreciation will not be listed here if it is listed in the Hereof depreciation in G/L field.

Document Archive Island

Field Description
Document Archive In this field, you can assign a document archive to the asset in question. By assigning a document archive to an asset, you can keep track of the various documents related to the asset. Document archives are created in the window Document Archives in the Set-Up module. See the description of that window for further information on the use of document archives.

Access Level Island

Field Description
Access Level In this field, you can specify the name of an access level. You only have access to the current asset group if you have been assigned to this level or a level above this in the User Access Levels window. This access control ensures that when working with, for instance, an asset, you can only enter an asset group to which you have access, and you can only see the asset groups to which you have access. Please note that this access control model only applies if the standard access control configuration has not been changed in your Maconomy system. If it has, the access to asset groups may depend on other factors. For further information about the standard access control configuration and access control in a multi-company model, please see “Introduction to the Access Control System” in the Set-Up module. If no access level is specified, all users have access to the current asset groups.
Description This field shows the description for that access level.

User Island

Field Description
Created This field shows the user name of the person who created the asset adjustment as well as the date on which it was created.
Changed This field shows the user name of the person who changed the asset adjustment as well as the date on which it was last changed.
Version This field shows the current version number.