Associating an AP Voucher Line Item with an Existing Asset Item

In Transaction Entry for AP vouchers, you can associate AP voucher line items with existing asset items in the Equipment Info Center.

This association increases the depreciation basis for the existing asset item—Vision combines the two costs for depreciation purposes.

Required Configuration for Associating AP Voucher Line Items with Existing Asset Items

Before you can associate AP voucher line items with existing asset items in the Equipment Info Center, you must have completed the following configuration:

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

Associating an AP Voucher Line Item with an Existing Asset Item

To associate an AP voucher line item with an existing asset 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 Transaction Center > Transaction Entry.

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, you complete the information in the row for the line item, including selecting the existing asset to associate with in the Associate to Existing Asset field.

When you post the AP voucher, Vision adds the voucher line item as a new row in the Acquisition Cost grid on the GL Cost tab of the Equipment Info Center for the existing asset item. The Type field in the grid prefills with AP Voucher, and other information from the voucher prefills in the row. Vision adds the AP voucher line item amount to the depreciation basis for the existing asset item.

Example:

You have an existing asset item that is entered in the Equipment Info Center for a computer and want to add the software installation cost to the acquisition cost of the computer for depreciation purposes. You can do this by entering an AP voucher line item for the software installation and selecting the existing asset item for the computer in the Associate to Existing Asset field on the AP Vouchers entry form.