Fixed Assets Training

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Finance Training

Fixed Assets

Course Manual


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Contents

1. Fixed Assets OverviewFixed Assets What are they? 3

Why do we track them?3

University Policy..3

Depreciation. 4

Fixed Assets Process Overview... 6

2. The Departments RoleThe Departments Role 7

Buying an Asset... 7

Departmental Access to the Fixed Asset Module 9Finding Assets on CUFS. 10

Updating details of your Departments Assets12

To Amend an Assets Assignment...14

3. Viewing InformationViewing Financial Information...16

Viewing Asset Assignments... 17

Viewing Asset Source Lines... 18

Viewing Asset Book Information... 19

Viewing the Transaction History of an Asset. 21

Viewing the Depreciation of an Asset.22Viewing the Cost History of an Asset. 23

4. Reports 245. Fixed Asset Information in the General Ledger... 266. Common Queries 277. Further Help... 288. Appendices

Appendix A: Asset Categories29

Appendix B: Glossary of Terms.31

Appendix C: Central Finance Function Following

Departmental Involvement 33

Appendix D: Automatic or Centrally Generated

Accounting Entries.. 34

Appendix E: Enquiries Exporting to Excel.. 37

Finance Training Team 2

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Fixed Assets What are they?

Definition of a Fixed Asset

An asset is an item that the University owns and uses while providing our

administration, education and research services.

A fixed asset is an asset that we retain for more than a year. Some common examples

within the University are:

Scientific equipment

Office equipment, e.g. photocopiers

Machinery

Vehicles

Land and Buildings

Property held for Investment purposes

It does not include consumable and stock items

Why do we track them

The University records it fixed assets for several reasons:

To allow the cost of the asset to be spread (in accounting terms) over itsdeemed working life

It is required by the University's Financial Regulations

Security-the Asset module allows details of assets to be kept and it states theirlocation and a responsible employee.

It provides an insurance listing

University Policy

Due to the large number of fixed assets that the University owns, our policy is to only

recognise within the assets module those that cost over 750 (including any non-

reclaimable VAT).

In addition to this, equipment that costs over 10,000 is capitalised if funded by:

The University of Cambridge

Funding Council and other grants

Research Grants

Trust Fund or Donations (except generally Works of Art as there areoften conditions on how we can dispose of them)


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Therefore, any items valued between 750 and 10,000 are not depreciated but are

just "expensed".

Whats the difference between expensed and capitalised?

Expensed This means that the full cost of the item is included in

your departmental accounts during the year of

purchase.

Capitalised These items are treated slightly differently in your

departmental accounts and will be depreciated.

Depreciation

A fundamental accounting concept is that you match your expenditure against the

income that it helps generate. For assets this is done by depreciation.

a) The cost of the asset is capitalised and transferred to the University's BalanceSheet from the Income & Expenditure Account.

b) Then in each accounting period a depreciation charge is levied on the Income &Expenditure Account to write off the cost.

Thus we split the cost of these assets out over a number of years to reflect the

contribution they make to the services we provide in future years.

However, all you need to know is that when you purchase the item you enter its full

value into the Accounts Payable module, and code it against your departmental

accounts (using a normal expenses code) in order to generate a cheque for the

supplier. The cost is being spread over a number of years by means of depreciation

and is a function that is carried out centrally by the Finance Division.

University policy on depreciation

Land: Is normally not depreciated

Property: Laboratories are depreciated over 20 years the remainder over

50 years (except investment property)

Equipment: Depreciated on a straight-line basis over 4 years unless funded

by a grant. Grant funded equipment is depreciated over the life

of the grant.


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A bit more information about Property

Properties that are owned by the University were only brought into the University's

Fixed Asset Register in 1994. At this stage they were all revalued and this is the

starting point for the subsequent depreciation calculations.

Many people may think of this as a strange concept, as we are used to property values

rising instead of diminishing. In this case the depreciation reflects the expense to the

University of maintaining the buildings so that they are in a habitable and useable

state.

For example, it could be expected that after a number of years the wiring system of a

building might become outdated and need replacing. If the building were to be sold at

that point of time then it would realise a lower value.

The depreciation is considered in isolation to the cost of any maintenance work that is

undertaken on a building. These costs would be "expensed" in the year that they

occurred. This is different to construction costs that are incurred when an extension

etc to a property is built; in this case it is seen as an "addition" to the existing asset

and it would be included in the value to be depreciated.

Periodically the University may re-value the property that it holds.


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Fixed Assets Process Overview

Fixed assets arrive in the Fixed Asset Module after month end procedures have been carried out in centr

has been entered in Accounts Payable and if the box has been ticked the details are in a holding area calThis is then reviewed at month end following which the items are posted into the Fixed Asset module

Accounts Payable

Fixed Asset Invoice

processed

Details listed in a holding

area of the Fixed Asset

Module.

"Mass Addition Table"

Items accepted or rejected

into the Fixed Asset module.

"Post / Delete Mass Additions"

Following Normal GL Interface

Atmonthend

Monthly processes carried out by Central Finance


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The Departments' Role

Department's role in relation to the accounting for fixed assets is very limited. The

majority of the accounting for fixed assets is done centrally by the Finance Division

on your behalf.There are two main departmental roles:

(i) The initial purchase of the fixed asset in the Accounts Payable module;(ii) Viewing and updating details of existing assets in the Fixed Asset module.

Buying an Asset

1. When buying a Fixed asset

Enter the purchase invoice into the Accounts Payable module in the normal

way until you get to the distribution window.

Select an appropriate Transaction code (if paying for the item out of a GL

account) or Expenditure Type (for Grants):

Tick the 'Track as Asset' box, if not already ticked

And then the Calculate Tax button.


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Not sure if the item is a fixed asset or not?

If in doubt - tick the box. It is easier to remove these details

from their route to the asset register, rather than to enter

all the details later.

Alternatively contact the fixed asset helpdesk : tel 66780

Scenario 1

Buy numerous items that total more than 10,000 but each item individually costs less

than 10,000

The items should be recorded separately (if over 750) but not capitalised. If the

distribution line is the same but you have for example 30 items, just enter one

distribution line and tick the box. The Finance Division will split the 30 itemsaccordingly.

Scenario 2

Buy one item that is less than 10,000 in value but which is an add-on-part of a larger

capitalised item.

This item should be merged with the larger item's record and capitalised. Merging will

be carried out centrally. All that is required is to e-mail the Fixed Asset Helpdesk

([email protected]) with the invoice numbers and a note that the invoice

numbers and a note that the items need merging.


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Departmental Access to the Fixed Asset Module

Departmental users will be able to:

1. Update certain details , e.g. serial numbers

2. Change an assets location The assignment3. Change the responsible employee4. View details of their assets5. Produce reports6. Review for completeness

Access to the fixed asset module will be achieved through the responsibility:

CAPSA XX: FA Administrator

Please note that the sub-ledger security rules do not apply to the Fixed Asset module.

Although one department might purchase and use an item, all fixed assets are the

property of the University as a whole.


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Finding Assets on CUFS

1. To recall the details of one of your department's fixed assets enter its asset

number, or:

your department's Asset Key; plus

any other details that you know about the itemusing the tabbed regions

2. Click on the Find Button

Find by Guidelines

Asset detail Enter descriptive information such as asset number, description

or category as the search criteria.

Hint : where possible query by the unique asset number,

However if you just query by your dept's asset key you will get

a summary of all your department's assets.

Assignment Enter assignment details such as employee name as the search

criteria.

To search using the expense account, enter the book details

first.

Source Line Enter invoice information such as supplier or invoice number as

the search criteria

Lease Not being used by the University at the moment


Navigate: View Financial Information

OR

Navigate: Assets Workbench


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What is the Asset key?

Each fixed asset is allocated an 'Asset Key' on the system. This details your

department code and which register of assets it is recorded on.

At present each department only has one register and that is entitled 'Misc'.

Thus NA.MISC is the Department of Engineering's register of assets. This

information is defaulted in upon asset set up.

Note: If you want to be able to split your assets up into subgroups then

further asset keys can be set up centrally, but all alterations (or transfers

between subgroups) will also have to be done centrally.

NB, you will have two buttons entitled Open and Assignments

if you have searched through Assets Workbench

Route.

This window contains many fields and scrolls across to the right.

However, the majority of fields are not utilised at the moment.

Use Folder Tools to customise the screen to display the useful

fields


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Updating details of your Department's Assets

Once an asset has been posted into the Fixed Asset module by central finance

(normally from the Accounts Payable module) departments are able to:

View the asset details Change its location

Change the responsible employee



Locate the required asset

Button: O en

We currently have around 33 different asset categories (see Appendix A), and these

summarise the University's assets by the source of their funding and between:

Normally1

Unique

number

across the

whole

University

Dept ref

number

Equipment

Freehold buildings

Land

Long leasehold

Short leasehold


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At this stage you can update the record with further details of the asset:

Field Notes

Tag Number This is an optional field where you can add your own

departmental reference number.

Serial NumberManufacturer

Model

Warranty details

Optional : Enter the appropriate details

Parent Asset This allows you to cross reference one asset to another,

where the new asset is a subcomponent of an existing one.

Select an existing asset number

Property Type

Property Class

Not used by the University at the moment

Asset Type Capitalised

CIPUnits Normally just 1

When completed click on Done and this will automatically save your amendments.

.


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To Amend an Assets Assignment

You can update the physical location and the name of the person who is responsible

for an asset under "Assignments".




Button: Assi nments

1. Once you have located the asset in question enter the Assignments window.Here, enter '-1' (minus one) in the Unit change box of the first line and then tab

to the next line down.

N vee r change this

account code!

Never change this

account code

Enter -1

here

2. On the second line enter '1' into the Unit change box select from the list ofvalues the new employee name for your asset.

3. Copy the Expense Account code from the row above.

DO NOT change the Expense Account Code,

as it affects depreciation. If you feel that it is not correct then please

contact the Fixed Asset Helpdesk to discuss on : 32221 or

[email protected]

4. Update the location of your asset by using the list of values,


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5. Click on Done

Can't find the location that you want?

Contact the Fixed Asset Helpdesk ([email protected])

and they will update the list of values for the location.


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Viewing Financial Information




Use the buttons at the bottom of the window to view the required details:

Assignments Shows the location of the asset, the details of the

employee who is responsible for it (a

departmental default is put in) and the GL

account which the depreciation will be charged.

Source Lines Shows details of the supplier, the invoice and

purchase order and the project/grant if

applicable.

Books Shows the financial information regarding the

cost, depreciation and treatment of the asset

within the FA module.


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Viewing Asset Assignments

At present there is only limited information on the system, regarding the physical

location and responsible person, for the majority of the University's assets.

It is hoped that over time Departments will update these details for themselves.



Locate the relevant asset

Buttons: Assignments

At present the location codes displayed are building codes (eg. T32 is

Greenwich House). Departments will be able to add more specific details such

as floors and room numbers themselves.


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ViewingAsset Source Lines

This screen displays information that was recorded in the Accounts Payable module

when the asset was purchased:

Supplier name and number Invoice and corresponding purchase order number

The purchase price (exc. VAT)

This normally displays the details that were entered in the

description field, of the Distribution window in the AP module.

Occasionally Finance might amend this to something more useful,

if you have just entered "as above" or something in AP.

The asset

number

Assets as at 1st

August 2000 uploaded onto the systemOnly a description and the original purchase value will be shown.

Assets funded by research grants and capital projects

If the asset was purchased from a research grant/capital project then in theory anotherwindow will display the relevant project number and task, however this is not

operating at the moment.


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Viewing Asset Book Information

The 'Book' window allows you to look at the financial information for each asset.

On the system all departments assets are recorded within just one book for the wholeUniversity - CU Book

Recoverable Cost the purchase price including the non- recoverable VAT.

Date in Service The date of the supplier's invoice as entered in Accounts

Payable. For uploaded assets: the date if known for the

purchase of equipment (from Legacy) or the revaluation date

for property.

Method University policy is that all equipment is depreciated on a

straight line basis ( STL )

Life Years University policy is that equipment is depreciated over 4 years

unless funded by a research grant.

Grant funded equipment will be depreciated over the period of

the grant

Basic rate% Used when calculating depreciation using the Reducing balance

Method


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Prorate date The system uses the prorate date to calculate the depreciation

expense for the first and last year of an asset's life.

A hard copy of the majority of this information can be

obtained from using the standard report-

Asset Register Report


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Viewing the Transaction History of an Asset




Buttons: Books Transactions

"Transfer" = an Assignment transfer, eg a change ofemployee, location, or charge account

Click on the Details button for further details

The original

transferred in

from the

Departmentsold register

This information is also available as a standard report -

Transaction History Report


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Viewing the Depreciation of an Asset

The University policy is that only assets over 10,000 are depreciated.

Depreciation is calculated centrally by the Finance Division, as part of the monthly

close down of the Fixed Assets module.



Locate required asset

Buttons: Books Depreciation

The monthly depreciation charge is then transferred back (as a debit) to the Income &Expenditure section of the department's accounts using the source of funds ZZZZ and

the transaction code FBBA ( I&E Depreciation).

The monthly

depreciation

charge

In the above example the monthly depreciation is calculated as:

Original cost of the asset - its salvage value = 30,309.05 = 631.44 monthly depreciation

It's calculated useful life ('life years') 48 mths

NB. This is using the Straight-line method of depreciation


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Viewing the Cost History of an Asset

This screen shows the originally cost of the asset (an addition to the fixed asset

register) as well as any subsequent additions or mergers.




Buttons: Books Costs


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Reports

Quarterly statement of departmental assets will be sent out from Central Finance

Check for completeness

There are standard reports available on the system for Fixed Assets, but they areprobably of limited value. The reports which have (UFS) or (CAPSA) after the

name have been modified for University purposes and require your department

code however it is worth remembering that there is no sub-ledger security within

the fixed asset module.

An alternative is to call up your department's assets in the asset workbench bydefining the asset key as 'your dept code'.% and export this information into

Excel (see Appendix E)


Navigate: Other Requests Run

Button : OK (to a single request)


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Type of

Report

Report Name Info included

Asset Register Report (UFS) General details about the asset

Details from the Accounts Payable module

Depreciation and cost details

Assignment details

Information on

Individual

Assets

Transaction History Report The same information that is included on the Transaction

History Enquiry window

Annual Additions Report (UFS) Asset Number

Asset Description

Date in Service

Original CostCost Detail Report For each asset number:

Its beginning and ending balances

Additions

Adjustments

Retirements

Revaluations

Reclasses

TransfersDepartmental Fixed Asset

Report (UFS) Asset Number and Description

Tag Number

Details from the Payables invoice

PO Number

Depreciation and date in serviceDepartmental Fixed Asset

Report with location (UFS)

As above but with

Location details

Responsible employee details

Asset Additions Report Asset number and description

Date in service

Depreciation method and life years

Cost

Year to date depreciationAsset Inventory Report

Asset Retirements Report For each Asset includes dates taken into service and

retired, as well as its net book value, sale proceeds,

removal costs and profit/lossCost Summary Report Same information as the Cost Detail Report but

summarised for each transaction code and cost centre

Summary

information for

a time period

Assets by Category Report Asset Category

Asset number and description

Serial and Tag numbers

Cost

Date in Service


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Information per

Category

Asset Description Listing Asset description

Asset number

Asset category

Tag numberListing of all

information held

Asset Tag listing Tag numbers (alphabetically)

Asset number

Description Category

Fixed Asset Information in the General Ledger

All accounting entries for capital assets have a source of funds in the Z range.Therefore, if you run the Budget-Comparing to Actual (UFS) report in the general

Ledger we recommend that you restrict the range for sources of funds to:

Source of funds 0000 -YYYY

This helps to prevent confusion, and will not distort your view of your actual income

and expenditure in your department with the accounting entries for depreciation.

Interested in the Double entry?If you would like to understand further the various accounting entries that are made

for each fixed asset process so that you can understand the reports in full, please seeattached Appendix D.

Month EndThere are no special procedures, although you may want to

review your department's asset additions for completenessafter the 5

thworking day in the month.


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Common Queries

Does the cost include VAT?

It includes any non-reclaimable VAT.

Note: only the net cost has the 'track as asset' box ticked. The system decides

if VAT is required to be added.

Purchasing numerous assets that total in excess of 10,000 but individually they

cost less than 10,000

Split them up into separate assets so they are not capitalised (or request that

central Finance split them).

Purchasing an item that is less than 10,000 but which is part of a larger

capitalised item

This should be merged with the existing item and capitalised. Let Central

Finance know.

Moving an asset between departments

Departmental users can update the Assignments screen with employee name

and new location, but you need to let Central Finance know so that they can

update the asset key.

Need a new responsible employee or location added to the list of values

E-mail the helpdesk (see below) with the required details - the same for

amendments to current entries.

What if I share an asset with another department?

If an asset is shared between a number of departments, then each department's

share will be recorded as a separate asset, with a note cross-referencing them

all. In this situation contact Finance.

What if the asset is funded from more than one source?

Each asset can only be assigned one asset category on the system, so

therefore it would have to split into a number of assets each being allocated to

the appropriate category. A note will cross reference these asset numbers.

Please speak to Central Finance in this situation.

What if I dispose of an asset?Record any income received in the Accounts Receivable module using the

transaction code LZGA (Fixed Asset Disposals) and then let Central Finance

know the details of the asset, disposal, receipts and where coded.

Which report can I run to see all our department's assets?

There isn't a standard report that departmental users can run that summarises

all their assets - quarterly statements will be sent out by Central Finance.

However, you could run an Enquiry searching on your department's asset key

and then export the results to Excel.


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What should I do with the Quarterly statement that has arrived from Central

Finance?

Check it for completeness and advise Finance of any amendments

Further Help

The Fixed Asset Helpdesk

Tel: 66780

[email protected]


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Appendix A: Asset Categories

Segment 1 Segment 2

EQUIPMENT ASSETS UNIVERSITY FUNDED

EQUIPMENT ASSETS RG OST RESEARCH COUNCIL

EQUIPMENT ASSETS RG UK-BASED CHARITIES

EQUIPMENT ASSETS RG CENTRAL GOVT BODIES

EQUIPMENT ASSETS RG LOCAL AUTHORITIES

EQUIPMENT ASSETS RG PUBLIC CORPORATIONS

EQUIPMENT ASSETS RG IND & COMMERCE

EQUIPMENT ASSETS RG HLTH & HOSPITAL AUTHS

EQUIPMENT ASSETS RG EUROPEAN COMMISSION

EQUIPMENT ASSETS RG EU GOVT BODIES

EQUIPMENT ASSETS RG EU OTHER

EQUIPMENT ASSETS RG OTHER OVERSEAS

EQUIPMENT ASSETS RG OTHER SOURCES

EQUIPMENT ASSETS EXPENSED LOW VALUE

EQUIPMENT ASSETS FUNDING COUNCIL

EQUIPMENT ASSETS OTHER GRANTS

FREEHOLD BUILDINGS UNIVERSITY FUNDED

FREEHOLD BUILDINGS RESEARCH GRANTS

FREEHOLD BUILDINGS FUNDING COUNCIL

FREEHOLD BUILDINGS OTHER GRANTS

FREEHOLD BUILDINGS INVESTMENT PROPERTIES

LAND UNIVERSITY FUNDED

LAND FUNDING COUNCIL

LAND RESEARCH GRANTS

LAND OTHER GRANTS

LONG LEASEHOLD UNIVERSITY FUNDED

LONG LEASEHOLD FUNDING COUNCIL

LONG LEASEHOLD RESEARCH GRANTS

LONG LEASEHOLD OTHER GRANTS


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SHORT LEASEHOLD UNIVERSITY FUNDED

SHORT LEASEHOLD FUNDING COUNCIL

SHORT LEASEHOLD RESEARCH GRANTS

SHORT LEASEHOLD OTHER GRANTS


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Appendix B: Glossary of Terms

accumulated depreciationThe total depreciation taken for an asset since it was placed in service. Also

known as life-to-date depreciation and depreciation reserve.

asset key

Each fixed asset is allocated a key on the system. This details your department

code and which register of assets it is recorded on.

asset type

Either expensed, capitalised or construction-in-progress

assignment

Shows the location of the asset, the details of the employee who is responsible

for it (if recorded) and the GL account which the depreciation will be charged.

books

Shows the financial information regarding the cost, depreciation and treatment

of the asset within the FA module.

capitalised assetsCapitalised assets are assets that you depreciate (spread the costexpense over

time).

capital project

A project in which you build one or more depreciable fixed assets.

construction-in-process (CIP) -via the Project module : EMBS

You construct CIP assets over a period of time rather than buying a finished

asset.The system lets you create, maintain, and add to your CIP assets as you

spend money for material and labour to construct them. When you finish the

assets and place them in service (capitalise them), the system then begins

depreciating them.

date placed in service

The calendar date on which you start using an asset-often taken as the date of

the supplier's invoice

depreciate

To depreciate an asset is to spread its cost over the time you use it. You charge

depreciation expense for the asset each period. The total depreciation taken for

an asset is stored in the accumulated depreciation account.

expensed asset

An asset that you do not depreciate, but charge the entire cost in a single

period. Oracle Assets does notdepreciate an expensed asset, orcreate any


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journal entries forit. You can, however, use Oracle Assets to track expensed

assets. The Asset Type for these assets is "Expensed".

fixed assetAn item owned by your business and used for operations. Fixed assets

generally have a life of more than one year, are acquired for use in the

operation of the business, and are not intended for resale to customers. Assetsdiffer from inventory items since you use themrather than sellthem.

parent assetA parent asset has one or more subcomponent assets. First youadd the parent

asset. Then, youaddthe subcomponent asset and assign it to the parentasset

in the Additions form. You can change parent/subcomponent relationships at

any time.

prorate date

Oracle Assets uses the prorate date to calculate depreciation expense for the

first and last year of an asset's life.

recoverable costs

the purchase price excluding VAT. It does not include the element of non-

recoverable VAT.

source line

Shows details of the supplier, the invoice and purchase order and the

project/grant if applicable.

tag number

Your own departmental reference number.


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Appendix C: Central Finance Function Following

Departmental Involvement

1. Create mass additions sweeps all invoice data re ticked track as asset items intoa holding area called mass additions within the fixed asset module.

2. Automatic Processes:-

Assets are categorised (using SOFs) to allow appropriate analysis

Asset key is assigned to an asset (required for departmental analysis)

Default location is assigned

Default responsible employee is assigned

Depreciation transaction code is assigned

2. Review mass additions for correct treatment

3. Post / Hold / Delete itemsAlso at this stage split / merge etc

4. Process mass additions sweeps assets into the fixed asset register

5. Depreciate additions on a monthly basis.

6. For items omitted to be ticked by departments a manual entry can be carried out.

7. If departments have items that for some reason not previously been included in the

fixed asset module these, once collated, can be uploaded by central finance. Please

contact the Fixed Asset section.

8. Retirements

9. Disposals

10. Revaluations


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Appendix D: Automatic or Centrally Generated

Accounting Entries

Equipment under 10,000

Equipment valued between 750 and 10,000 is to be recognised as an asset withinthe assets module. These assets will be expensed. No depreciation of these assets will

be carried out.

The assets will be expensed to the department by Payables journal entries created on

transferring the invoice to GL -

DR: Department Related CC Appropriate S of F Expense code

CR: Central payables control account

Any DR code can be used as allowed by users security permissions. Asset clearing

and cost accounts should not be accessible to departmental users.

The asset details are recorded in the fixed asset register.

Assets over 10,000

a) Non grant related

Two stages. Firstly the automatic stage: -

AP invoice distribution line:

Users must check the track as asset flag.

DR U/Dept/CC/SOF/Transaction code Exxx

CR Central payables control a/c system default

Puts the acquisition in the Income & Expenditure Account

Secondly there is a manual stage: -

DR U/Dept/0000/ZZZZ/Equipment cost ac (PBAA)

CR U/Dept/0000/ZZZZ/Trans Exxx

Removes the acquisition from the Income & Expenditure Account with appropriate

SoF and creates an entry in the Equipment Cost Account


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b) Grant related

General grant related issues

Grant related assets are sub-divided as follows:

Research Grants Funding Council Grants and Other grants

Invoices for grant funded assets will have project/grant details entered against the

invoice distribution lines, including expenditure type, which enables the transfer to the

Grants module. GL account codes are generated from the project/grant-related details

entered against the invoice distribution line.

(i) Funding Council or Other Grant

Process : Two stages.

Firstly the automatic stage



DR U/Dept/CC/SOF/Transaction code Exxx



Secondly there is the manual stage: -

DR U/Dept/0000/ZZXA or ZZYA/ Equipment cost ac Funding Council & Other

grants (PBAB)

CR U/Dept/0000/ZZXA or ZZYA/Trans Exxx (trf of asset to BS ac)

Removes the acquisition from the Income & Expenditure Account with

appropriate SoF and creates an entry in the Equipment Cost Account

A further manual journal is required to create the Deferred Capital Grant and to

strip out the original income (grant received) from the Income and Expenditureaccount:

DR U/Dept/0000/ZZXA/Transfer to Deferred Capital Grant Funding Council (HCAB)

CR U/Dept/0000/ZZXA/Deferred Capital Grant Funding Council (WNAA)


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(ii) Equipment - category of Equipment:Research Grants ANY

Process :Two stages.

Firstly the automatic stage : -



DR U/Dept/CC/SOF/Transaction code A-G (a Research Grant Posting)



Secondly there is the manual stage: -DR U/Dept/0000/SoF(in the Z range)/Equipment Cost (PBAA)

CR U/Dept/0000/SoF(in the Z range)/EZZG

Removes the acquisition from the Income & Expenditure Account with appropriate

SoF and creates an entry in the Equipment Cost Account

A further manual journal is required to create the Deferred Capital Grant and tostrip out the original income (grant received) from the Income and Expenditure

account:

CR U/Dept/0000/SOF/Deferred Capital Grant Research Grants (e.g. WNAB)

DR U/Dept/0000/SOF(in the Z range)/Transfer to Deferred Capital Grant Research Grants (egLZEC)

Depreciation

Basic Process

Creates a charge to the Income and Expenditure a/c and creates a corresponding

balance sheet Land and Buildings depreciation entry

DR U/CC/0000/Z range/I & E Depreciation (eg FBAA)

CR U/CC/0000/Z range/Balance Sheet depreciation (eg PABA)

If the asset was financed by a grant then:-

A further journal is required to release an amount equal to the depreciation from the

Deferred Capital Grant into the Income and Expenditure Account:

DR U/Dept/0000/Z range /Deferred Capital Grant (eg WNAA)

CR U/Dept/0000/Z range/Deferred Capital Grant Release (eg HCAA)


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Appendix E: Enquiries Exporting to Excel

This function is not available on a Mac.

The export function can be used to export data from a query into Excel. First, query the data.

1. Select Export from the File menu

Step 1

2. Via MS Internet Explorer, the lines are exported to MS Excel, where the data willappear automatically.

3. Select Save As from the File menu and save the spreadsheet with a Filename ofyour choosing and a File Type ofMicrosoft Excel Workbook.

4. Close the fndvfile.tsv spreadsheet file without saving.

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