Objective
Registering and displaying short term assets from purchasing to disposal. The necessary steps are:
define an "Expense" type product with a specific product category (e.g. Short Term Assets);
additional details regarding products can be found in chapter Products
enter a purchase order for the product defined at Step 1;
enter/generate an invoice for the product;
additional details regarding purchasing documents and workflows can be found in chapter Procurement
define an asset in the Assets (Customer) window and the associated asset group (e.g. Short Term Assets);
in the Accounting Setup tab fill in the Period Start and Period End fields with 0 for the current month and 1 for the following month.
additional details regarding assets can be found in chapter Fixed Assets.
Requirements
The assets procured by the organization should be allocated to their respective department. For example:
means of conveyance are allocated to the Cars & Trucks dept;
servers, computers, printers are allocated to the IT dept;
building equipment are allocated to Administrative dept;
Each of these departments has an accountable employee (business partner). The employee will always be selected when defining a asset in the Business Partner field.
The quantity used for the asset and be 1 or greater than 1, for collective assets:
cars and trucks - quantity 1 (always) for the following reasons:
can be moved independently (sold, allocated, disposed);
are also resources and need to be planned independently;
scaffolding - quantity >1 for the following reasons:
usually not moved independently;
have sub-components which may have a greater than 1 quantity and can be partially allocated to different users;
Allocation Process
Allocating a asset is done using the Asset Usage window located in the Customer Assets menu. The allocation has the following rules:
you cannot allocate a quantity greater than the value entered in the Quantity field for the asset;
you cannot allocate a quantity greater than the value currently allocated to the source business partner:
the system will determine the quantity allocated to the source business partner, not yet returned;
initially, all the asset quantity will be allocated to the business partner selected when defining the asset;
returning is done as a reverse asset allocation;
returning cannot be done for a quantity greater than the sum of unreturned quantities allocated to the source business partner;
initial allocations are done from the asset representative to the destination business partner.
For allocations the following document reports can be listed:
from the Asset Usage window - report containing all the assets allocated to the business partner: "Print Asset Usage HDR"
from the Asset Usage tab - report containing information about the allocated assets and their contents - "Print Asset Usage":
the report is available only for assets linked to means of conveyance;
the report contents can be found in the Mean of Conveyance window, Inventory tab.
Allocated Assets Reports
Allocated Assets Inventory List
The report displays asset to business partner allocations;
If the assets is defined with a quantity greater than 1 it will contain a line for each business partner to which a fraction of the total quantity is allocated;
Quantities not yet allocated will appear to be allocated to the asset representative;
The report is located in the Customer Assets -> Reporting menu.
Previous Allocations:
The report displays past allocations for an asset;
The report is generated from the Asset Usage details tab using a list report;
Selection filters can be added by using the Search button within the Asset Usage window;
Allocated Assets by Business Partner
The report displays assets currently allocated to an employee;
The report can only be generated for a single employee at a time;
The report is located in the Customer Assets -> Reporting menu.
To sell a short term asset you need to follow the steps below:
Generate a sales invoice - From the Invoice (Customer) window located in the Quote-to-Invoice -> Sales Invoices menu.
dispose of the asset, using the Asset Disposal window.