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 Info Center.

In the Equipment Info Center, 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 module activated, you can assign employees to asset items and set up depreciation information for asset items in the Equipment Info Center. 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 Info Center, you must:

• 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.

To associate an AP voucher line item with an existing asset item, complete the following steps:

1. From the Vision Navigation menu, click Transaction Center > Transaction Entry.
2. On the Transactions tab of the Transaction Entry form, select AP Vouchers in the Transaction Type field.
3. On the Transaction Entry form toolbar, click New to create a new transaction file that will contain the AP voucher transactions that you are going to enter.
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 configuration 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 you are opening an existing transaction file instead of entering a new one, you can select the Allow Asset Entries check box from 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 Info Center. Complete the information in the row, including the following asset item information:
   1. Do not select the Create Asset check box.
   2. Click in the Associate to Existing Asset field, click to open the Equipment lookup, and 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. In Transaction Center > Transaction Posting, post the AP voucher transaction file. When you post, each AP voucher line item that you associated with an existing Equipment Info Center asset item is added as a row in the Acquisition grid on GL Cost tab of the Equipment Info Center for the 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.