Tam 21 Manual
Transcript of Tam 21 Manual
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*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*THE ASSET MANAGER MANUAL
VERSION 2.1Copyright 1999-2010 One Squared Productions
*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*=*
========================
TABLE OF CONTENTS========================
1. Introduction
a. Overview
b. System Requirements
2. Technical Support
3. Installation
4. Opening Screen
5. Preferences
a. Data Path
b. Default Company Database
6. Back up and Restore
a. Back up
b. Restore
7. Importing Asset Data
a. Destination Company
b. Source File
c. Imported Fields
d. Steps to Importing
8. Converting Prior Versions
a. LITE (Version 1.1) Data Files
b. Version 2.0 Data Files
9. Company
a. Opening a Company
b. Add a Company
c. Delete a Companyd. Edit Company Information
i. User Defined Field Names
ii. Depreciation Options
iii.Departments and Sections
iv. Asset Type
v. Sequential Numbering
vi. Declining Balance Depreciation Calculation
10. Assets
a. Asset Grid
b. Add/Edit Assets
i. Detail Tab
ii. Optional Tab
iii. Depr Detail Tab
iv. Notes Tab
v. Disposal Tab
vi. Search Button
11. Reports
a. Overview
b. Custom/Ad Hoc Report Screen
i. Report Name/Base Report On
ii. Report Title
iii.Group By
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iv. Sort By
v. Disposal Option
vi. Report on the Following
vii.Field Order for Report
viii.Print Options
ix. Date Range
c. Display Screen
d. Report Format Options
12. Tools
a. Compact Database
b. Repair Database
c. Period End
d. Options
13. Technical Notes
Appendix
A. Report Fields
B. Search Criteria
C. Limited Software Warranty
D. Proportional Depreciation Calculation
E. Depreciation MethodsF. Depreciation Calculations
==============================
1.INTRODUCTION==============================
a. Overview: The Asset Manager by One Squared Productions provides
asset management through an interface that is intuitive and easy to
learn. The customizable reporting feature provides flexibility in
data output. Reports may be generated to meet a broad range of
needs.
b. System Requirements:
Windows 9x/2000/XP
24 MB RAM
20 MB Hard Drive Space
==============================
2.TECHNICAL SUPPORT==============================
Please review the Technical Notes page at our web site before
contacting technical support. The Technical Notes page is routinely
updated so the answer to your question may be found there. The web
address of the Technical Notes page is:
http://www.onesquared.com/inventory/technotes.htm (The web address
is case sensitive.)
You may contact technical support for The Asset Manager by sending
an e-mail to [email protected] or by using the on-line form at
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our website at http://www.onesquared.com/inventory/helpdesk.htm (Theweb address is case sensitive.). Your question will be answered by
return e-mail.
The information we need that will allow us to answer your question
in an expedient manner includes:
1. Your name and e-mail address
2. Version number (To find this information choose About The Asset Manager from the Help Menu item)
If you are reporting a problem with the software, include the
following information:
1. Which version of Windows are you using -- Win95, Win98,
Win2000, WinXP
2. Concise description of the problem including (where
applicable):
a. Where you were in the program when the problem
occurred?
b. What were you trying to do when the problem
occurred?c. What set of keystrokes (if known) caused the
problem?
d. Were you able to reproduce the problem? If so,
how?
e. Specific record data (cost, purchase price,
etc) that caused the problem (where applicable).
f. Any error messages you received.
==============================
3.INSTALLATION==============================
Windows Installation Instructions from Download Download the installation file from our web site www.onesquared.com.
Go to the Windows Start button. Choose Run. Click on Browse. Find
The Asset Manager installation file (1sqasstmgr21.exe) in your
download folder. Click on OK. You will prompted for a folder in
which to install the program. You may accept the default folder or
choose another folder. After installation, go to the Windows Start
button, then Programs. Choose The Asset Manager 2.1 from the One
Squared group.
Windows Installation Instructions from CDPlace CD in CD rom drive. When the menu appears, start the
installation by clicking on the Install Version 2.1 button. If the
menu does not come up, click on the Windows Start button and select
Run. Click on Browse. Select the following path and file fromyour CD drive: Ver21\install\1sqasstmgr21.exe. Click on OK. You
will prompted for a folder in which to install the program. You may
accept the default folder or choose another folder. After
installation, go to the Windows Start button, then Programs. Choose
The Asset Manager 2.1 from the One Squared group.
==============================
4. OPENING SCREEN
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==============================
When a company is not opened, the opening screen will be blank and
will have a lighter shaded box on the left hand side of the screen.
The lighter shaded box contains a menu with Open Company at the top.
Clicking on Open Company will bring up a file manager dialog box
from which you may choose the company database file to be opened.
The last 5 companies that have been opened will be listed. Any one
of these companies may be opened by clicking on the company file
name in the list. To remove any of the companies from the recently
opened list select Options from the Tools menu item. Check the
companies you no longer want on the list by clicking on the box to
the left of the company path and name. Click OK . This feature can
only be accessed when there is not a company open.
==============================
5. PREFERENCES==============================
The preference items may be accessed by choosing Preferences from
the File menu item. Preferences are set for the program as a wholeand are not company specific. The following two preference items
may be set:
a. Data Path: The default data path is the initial folder shown
whenever a file is selected such as when opening a company. If a
default data path is not specified The Asset Manager uses the sub-
folder "DATA" under the One Squared folder. If that folder does not
exist then The Asset Manager uses the folder in which The Asset
Manager executable file resides.
b. Default Company Database: You may specify a company to be opened
automatically each time The Asset Manager is run by entering the
path and database file name. Another company may easily be openedwithout resetting the default company, by selecting Open from the
Company menu item. This option can be reset by choosing Preferencesfrom the File menu item and deleting the path and database file name.
============================
6.BACK UP AND RESTORE============================
a. Back Up: Backing up the data file(s) at regular intervals
provides protection from data loss. This feature can be used to
quickly back up a data file before making changes. If an error
occurs the data file can then be easily restored.
To back up the database file, select Back Up from the File menu
item. A data file and a destination folder will need to be
selected. The destination folder is the folder to which you want
the data file to be backed up. The destination folder does need to
exist before backing up.
b. Restore: To restore the data file, select Restore from the Filemenu item. To restore the data file, you will need to specify a
data file and the destination folder. The destination folder is the
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working folder that contains the current data files. The data file
in the destination folder with the same name will be overwritten.
===============================
7.IMPORTING ASSET DATA ===============================
Asset data in the form of a text file may be imported into The Asset
Manager by selecting Import from the File menu item. Select
Delimited Data File on the first screen. The asset data will be
appended to any existing data in the destination company file.
(More detailed instructions which may be printed are located under
the Help menu item.)
a. Destination Company: Create the destination company in The Asset
Manager, taking note of the file name and path. Set up depreciation
options for the company. Add departments, sections, and asset types
as needed. This is especially important if these settings will be
used in the source file to assign departments, sections, and/or
asset types to assets. The capitalization in The Asset Manager need
not be duplicated from the source file. For example, "SALES","sales", "Sales", and "SaLeS" will all be imported to the
destination field "sales", provided that "sales" has been added to
the company prior to importing. If the departments, sections, and
asset types are not set up for the destination company prior to
importing, the import process will create them using the source file
data for both the code and description. If you would like to change
designations from the source file for any of the fields, you may do
so either by editing the source file or by manually changing the
designations after importing.
b. Source File: Create the source text file taking note of the
path and the name of the file. The data must be in a columnar
format with rows representing records and columns representingfields. The only required field is the asset number.
The source file must be a delimited text file. The delimiter may be
a tab, a comma, comma and quotes, a semicolon, or other symbol. The
tab is the recommended delimiter since it is rarely used in data
fields and will cause the least errors.
Header information is used to map source fields to destination
fields. This information is contained in the first row of data and
describes each field by a word or short phrase. If header
information is not present then the first row of data will be used
to map source fields to destination fields.
Date fields will be imported using the format specified during theimport process. All dates in the source file must utilize the same
date format
Numeric fields do not need to be formatted with a thousands
separator. The following two numbers will both import: 1899.45 and
1,899.45. If you are using a delimiter that is the same as the
thousands separator or the decimal separator, reformatting the
numbers to remove or replace the separator will insure that the data
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is properly imported. If the salvage method is percentage then the
record entry for that field needs to be a decimal, i.e. 0.10 instead
of 10%.
c. Imported Fields: Each field that is imported represents either
a string, a date, or a number. Strings are imported as they appear
in the source file unless the string is longer than the data field
allows. In that case the string will be shortened to fit the limits
of the data field. Dates are imported as a string and converted to
dates using the date format provided during the import process.
Numbers are imported as a string and converted to their numeric
format by the import process. If you are using a delimiter that is
the same as the thousands separator or the decimal separator,
reformatting the numbers to remove or replace the separator will
insure that the number is properly imported.
Any of the following fields may be imported into The Asset Manager.
The order of the fields in the source file does not matter.
(s=string, d=date, n=numeric)
Asset Number. (s) This is the unique identifier for the asset
and is a required field. The field is limited to 10 characters.
Asset Description. (s) The description of the asset. The field
is limited to 30 characters.
Purchase Date. (d) If a purchase date is mapped but a servicedate is not mapped, the purchase date will be entered for both
the purchase date and the service date. The source date cannot
be mapped to both the purchase date and the service date.
Service Date. (d) If a service date is mapped but a purchase
date is not mapped, no information will be entered for the
purchase date. The source date cannot be mapped to both the
purchase date and the service date.
Purchase Price. (n)
Asset Type.(s) The code for the asset type. If no field is
present or if no data is in the field then no asset type will be
assigned to the asset in the destination file. If asset types
have been set up in the destination company, the source asset
type field and the destination asset type code have to be spelled
exactly the same but do not need to be the same case. For
example, "DESK", "desk", "Desk", and "DesK" will all be imported
to the destination field "desk", provided that the asset type
code "desk" has been added to the company prior to importing. If
asset types have not been set up in the destination company, then
the import process will create them using the information in thedata field for both the asset type code and the asset type
description. The code and description may be changed later. The
field is limited to 10 characters.
Department.(s) The code for the assigned department. The import
process is the same as for Asset Type. The field is limited to
10 characters.
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Section.(s) The code for the assigned section. The import
process is the same as for Asset Type. The field is limited to
10 characters.
Manufacturer.(s) The field is limited to 20 characters.
Model.(s) The field is limited to 30 characters.
Serial.(s) The field is limited to 30 characters.
Notes.(s)
User Defined 1 - 5. (s)Each field is limited to 30 characters.
Disposal Date.(d)
Sales Price.(n)
Disposal Book Val.(n) The book value of the asset at disposal.
Disposal Acc Depr.(n) The accumulated depreciation of the assetat disposal.
Depr Method .(s) The method used to calculate depreciation for
the asset. If only one method is used then this field is not
necessary. The depreciation method to assign to the assets will
be determined during the import process.
Percent.(n) This field is only relevant if you have chosen thepercentage method for periods of initial service and disposal.
If this field is absent, 75% will be entered for the initial
period of service.
Life.(n) Life is expressed in number of years regardless of
whether you have selected annual or monthly depreciation
calculation.
Salvage Method .(s) The method for determining salvage value --amount or percentage of cost. If no salvage amount is mapped,
then amount will be assumed for all assets. If a salvage amount
is mapped and only one method is used, this field is not
necessary. The method will be determined during the importing
process.
Salvage Amount.(n) The estimated value of the asset at the end ofits life. It may be expressed as an amount or as a percentage of
cost. If a percentage, then the number must be a decimal, i.e.
0.25 for 25%.
Prior AD Date.(d) The ending date of any prior accumulateddepreciation.
Prior AD Amount.(n) The amount of any prior accumulateddepreciation.
d. Steps to Importing: After preparing the source and destination
file, select Import from the File menu item. The steps in the
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import process are outlined below.
Select Delimited Data File
The introductory screen provides you with a chance to review the
help file before proceeding with the import.
Enter the source file path and destination company file path.
Use the browse buttons for point and click functionality.
Enter the folder to backup the destination file. Use the browse
button for point and click functionality. This step is not
required but recommended.
Select the delimiter used in the source file, the date format
used in the source file, and whether the source file has header
information.
Map the fields of the source file to the relevant fields in the
destination file by selecting the source field from the selection
box that is directly over the relevant destination field. Theonly required field for importing is the asset number. All the
fields in the source file do not need to be mapped to fields in
the destination file. If you do not assign all the source
fields, you will receive a message after clicking the Next button
to confirm this action. All the fields of the destination file
do not need to be mapped to a field from the source file.
The source data is now displayed showing the mapping. Necessary
changes may be made to the mapping at this time. After making
any changes, click the Refresh Grid button to reset the display.
If the destination company has been set for depreciation
calculation, you will receive one of the following messages. The
default for declining balance depreciation is 200%.
i. If the depreciation method field was not mapped, you will
be prompted to choose the depreciation method to assign to all
the assets.
ii. If the depreciation method field was mapped and all
records contain the same entry in the source field, then you
will be asked to select the depreciation method that equates
to that entry
iii. If the depreciation method field was mapped and the
records contain different entries for the field, you will be
asked to select the depreciation method that equates to each
entry.
If the destination company has been set for depreciationcalculation and if the salvage amount field was mapped, you will
receive one of the following messages. If the salvage method is
percentage then the record entry for that field needs to be a
decimal, i.e. 0.10 instead of 10%.
i. If the salvage method field was not mapped, you will be
prompted to choose the salvage method (amount or percentage of
cost) that applies to the salvage amount.
ii. If the salvage method field was mapped and all records
contain the same entry for that field, then you will be asked
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to select the salvage method (amount or percentage of cost)
that equates to that entry
iii. If the salvage method field was mapped and the records
contained different entries for the field, you will be asked
to select the salvage method (amount or percentage of cost)
that equates to each entry.
====================================
8.CONVERTING PRIOR VERSIONS====================================
Converting prior versions of The Asset Manager may easily be done by
selecting Import from the File menu item. Select the version you
would like to convert.
a. LITE (Version 1.1) Data Files:
Enter the path to the data files for the LITE version and the folder
where you would like the data files for Version 2.1 to be saved.
This may be the folder as used for the current LITE data files.
Before each company is saved to the new format you will be prompted
to confirm the data path and file name. You may change the path
and/or name. This file name will be used to access the database so
you will want to make it meaningful. When you are satisfied with
the path and name click OK. Clicking cancel here will cause this
company to be bypassed and the next company will come up for path
and file name confirmation.
b. Version 2.0 Data Files:
Select the Version 2.0 data file to be converted. After clicking
the Next button, you will be prompted for the folder for the Version2.1 data file. This may be the same folder as used for the current
version 2.0 data files. The Version 2.1 file name will be derived
from the company name. If the same folder is used, the file names
should be different so that the Version 2.0 data file will not be
overwritten.
====================
9.COMPANY====================
a. Opening a Company: The database for each company has a mdb
extension, such as sample.mdb or mycompany.mdb. A company may be
opened by any of the following methods:
i. Select Open from the Company menu item. A file dialog box
will come up from which you may select the company database
file.
ii.Select Open Company from the menu list on the opening screen.
A file dialog box will come up from which you may select the
company database file.
iii.If the company you wish to open has been opened recently you
may select it from the list on the opening screen or the list
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at the bottom of the items under the File menu item.
The name of the opened company will appear on the title bar of The
Asset Manager. The assets of the company will be displayed in a
grid. Once the company is opened you may edit company information,
add/edit assets, and generate reports.
b. Add a Company: Companies are added by selecting New from the
Company menu item. Enter the company name when prompted to do so.
Company names have a maximum length of 50 digits and are alpha-
numeric. Click Save to generate the database. You will be prompted
for a filename and for the folder in which to save the database.
The company name will be used to generate the name of the database
file. The name of the file may be changed before saving.
Departments, sections, and asset types cannot be added until the
database has been generated.
c. Delete a Company: A company may be deleted only when the company
is open. Access the company edit screen by choosing Edit from the
Company menu item. Click the Delete button. All assets,
departments, and sections associated with that company will bedeleted. You will be prompted before a delete to confirm that this
is the action you want to take. Once a company is deleted, the data
is not recoverable. It is recommended that you back up your data
files before deleting a company. This will allow you to restore the
company if you discover the company was deleted in error.
d. Edit Company Information: The company edit screen may be accessed
by choosing Edit from the Company menu item. Company data may be
viewed and edited only when the company is open.
i. User Defined Field Names: The Asset Manager reserves 5 fields
for asset data specific to a company. The information entered
here will be used for the title of the field. Field names are
alpha-numeric and may be up to 30 characters in length. The data
for the user defined fields is added when editing/adding assets.
ii. Depreciation Options: To enable depreciation for the
company, check the Calculate and Display Depreciation option.
1) Calculate Depreciation: The period for depreciation
calculation may be set for annually or monthly. If the period
is set for monthly then depreciation will be calculated for
each month of the asset's life. If the period is set to
annually then depreciation will be calculated for each year of
the asset's life.
If an asset is acquired and disposed of in the same fiscalyear, the calculation for disposal will take precedence. The
exception is Period of Service. In this case, a full period
of depreciation expense will be allocated to the initial
period.
2) Fiscal Year End: The fiscal year end, if different from
the calendar year, may be set for your company. This is
important for annual calculations as this determines how The
Asset Manager defines a year. For example, if your fiscal
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year ends on June 30 then The Asset Manager will define a year
as being from July 1 to June 30 and calculate depreciation
based on that year. For monthly calculations, the fiscal year
is used to define some default date settings for reports.
3) Figure Depreciation Using: Any of the following methods may
be used for calculating depreciation expense for the initial
period of service and ending period of asset life. These
methods only apply to assets using straight-line or declining
balance depreciation methods.
a)Period of Service. A full period of depreciation expense
will be allocated to the initial period of service and
no depreciation expense will be allocated to the ending
period of asset life (period of disposal).
b)Period of Disposal. A full period of depreciation expensewill be allocated to the ending period of asset life
(period of disposal) and no depreciation expense will be
allocated to the initial period of service.
c)Half Period . One half of a full period of depreciation
expense will be allocated to the initial period of
service and one half of a full period of depreciationexpense will be allocated to the ending period of asset
life (period of disposal).
d)Half Year. This option is only available for monthly
depreciation calculation. If this option is selected,
then only straight line depreciation may be used. One
half of a full period of depreciation expense will be
evenly allocated over the months of the first year of
service for the asset. The remaining half will be
evenly allocated over the last year of service. If the
asset is disposed of before the end of its stated life,
the depreciation expense will end in the month of
disposal with no adjustment for the half year.
e)Proportional. Depreciation expense will be calculated
based on the proportion of the period the asset was in
service. (See Appendix: Proportional Calculation )f)Percentage. The stated percentage of a full period of
depreciation expense will be allocated to the initial
period of service. The remaining percentage of a full
period of depreciation expense will be allocated to the
ending period of asset life (period of disposal).
4) User Defined Schedules: Companies with annual
depreciation calculation selected may use user defined
schedules. Assets may be depreciated using the user defined
schedules or the other depreciation methods. Assets will be
depreciated using the stated percentages for the user defined
schedule and will ignore the settings under 3) above.
To edit/add a user defined schedule, select Edit from the
Company menu item. Click on the User Defined button. Thedescription should be descriptive of the schedule being
entered as it will be used to list the schedule in the
depreciation list for assets. The description is alpha-
numeric and my be up to 25 characters in length. Once saved
this description may not be edited. To change the description,
delete the schedule and reenter the data.
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On deletion of an asset type all assets associated with that
asset type will be deleted. You will be prompted before a delete
to confirm that this is the action you want to take. Once an
asset type is deleted, the data is not recoverable. It is
recommended that you back up your data files before deleting an
asset type. This will allow you to restore the data if you
discover the deletion was in error.
One asset type may be selected as a default. When adding an
asset, this asset type will be preselected. The depreciation
option, salvage value, and life will be entered for the asset
defaults. The asset type may then be changed as well as the
depreciation option, salvage value, and life.
v. Sequential Numbering: Sequential numbering may be set by
selecting Edit from the Company menu item and selecting the
Settings tab. Check the Sequential Numbering box and enter the
asset number that was last used. For example, if you want the
next asset to be added to have the number 123, then enter 122here. This setting is only for numeric asset numbers.
vi. Declining Balance Depreciation Calculation: Declining
balance depreciation expense may be calculated with or without
subtracting salvage value from the book value. Set this option
by selecting Edit from the Company menu item and selecting the
Settings tab. Leaving the Declining Balance DepreciationCalculation box unchecked, declining balance depreciation expense
will be calculated without subtracting salvage value from the
book value.
=======================
10. ASSETS=======================
a. Asset Grid: The asset grid displays the current assets. The
assets may be sorted on any of the fields by clicking on the grid
header row. For example, if you want to see the assets in order by
purchase date click on the grid header "Purch Date". The assets
will then be resorted by purchase date. If you want disposals to be
included in the list, check the box Disposals at the top of the
screen.
To select the fields to be displayed on the grid select Options from
the Tools menu item. The fields that are available are shown in the
left hand list and the fields that will appear on the asset grid are
listed in the right hand list box. Move the fields between lists by
using the <, > , <--All, or All--> buttons. The <--All and All--> buttons will move all fields while the < and > buttons will moveonly the highlighted field. Order the fields by using the Up and
Down buttons on the right hand side of the screen. This setting
will be used each time the current company is opened. This feature
is company specific and can only be accessed when the company is
open.
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A specific asset may be edited by selecting the asset in the grid
and then clicking the Edit button or by double clicking on the row
containing the asset. Clicking the New button will bring up the add
asset screen. To update the data contained in the grid, click on
the Refresh button.
To find a specific asset, click on the Search button. Enter the
search criteria for the desired assets. (see Appendix: Search
Criteria) Clicking Refresh will reenter all assets into the asset
grid.
b. Add and Edit Assets: Assets may be added or edited by clicking
on the New button or Edit button on the asset grid or by selecting
New or Edit from the Asset menu item. Asset numbers are alpha-
numeric and may be up to 10 characters in length. Asset
descriptions are alpha-numeric and may be up to 30 characters in
length.
When adding an asset, data from another asset may be copied to the
new asset. Select Selected Asset from Copy under the Asset menuitem. This will copy data from the asset that is selected to the
new asset. After adding one asset, the data from the last asset
added may be copied to the new asset by selecting Last Asset from
Copy under the Asset menu item.
i. Detail Tab: Service date and purchase price are necessary for
depreciation calculation. If a purchase date or service date is
not entered, the date will be entered as "No Data" on reports.
If a purchase price is not entered, a purchase price of zero will
be entered. Set department, section, and asset type by clicking
on the down arrow to the right of the box.
Choose the depreciation method for the asset. Individual assets
may be set to no depreciation even if the company has been set
for depreciation calculation. Enter the life of the asset in
terms of years. If a user defined schedule is used, the number
of periods will automatically be entered for the life. This
cannot be changed. If the life of the asset is not entered,
depreciation will not be calculated for the asset. Enter the
salvage value that the asset may have at the end of its life.
Salvage value may be entered as an amount or a percentage of the
cost of the asset. If no salvage value is entered, a salvage
value of zero is assumed.
ii. Optional Tab: Data entry in the Manufacturer, Model Number,
Serial Number, and User Defined fields is optional. The titlesfor the User Defined fields are specified on the company edit
screen (select Edit from the Company menu item).
iii. Depr Detail Tab: Any prior accumulated depreciation for the
asset may be entered along with the end date of the period for
which the accumulated depreciation was calculated. The Asset
Manager will use this amount in the depreciation calculation.
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iv. Notes Tab: Any notes on the asset may be entered here.
v. Disposal Tab: On disposal of an asset, check the Dispose of Asset checkbox on the Disposal tab. Enter the date of disposal
and sales price. If no sales price is entered, a sales price of
zero is assumed. To view the ending accumulated depreciation
amount, ending book value, and gain/loss on disposal, click on
the Show Disposal Values button. Once an asset is disposed, the
amounts for accumulated depreciation and book value shown here
are used for reporting purposes, therefore, it is important to
calculate these numbers and then save the asset.
vi. Search Button: To find a specific asset, click on the Searchbutton. Enter the search criteria for the desired assets. (see
Appendix: Search Criteria) Clicking Refresh will reenter all
assets into the asset list.
=======================
11. REPORTS
=======================
a. Overview: Reports may be generated by choosing the Standard ,Custom , or Ad Hoc options under the Report menu item. Standard
reports are included with The Asset Manager and cannot be changed.
Custom reports may be added at any time. Ad Hoc reports are
generated on the fly and cannot be saved.
After selecting a standard report or a custom report under the Reportmenu item, a dialog box will prompt for date range and print
options. Reports may be printed to any of the following three
options:
i. Display: Prints the report to the screen. The report may
then be printed by clicking the Print button on the displayscreen.
ii. Printer: Prints the report to a printer.
iii. File: Prints the report to a file. After selecting this
option and clicking OK, a dialog box will come up prompting you
for the file name, whether the file is to be saved in comma
delimited or tab delimited format, and whether headers are to be
included.
b. Custom/Ad Hoc Report Screen: Reports are accessed by selecting
the Report menu item. The report screen is used when editing or
adding a custom report or when generating an ad hoc report.
i. Report Name/Base Report On : When editing a report, select the
report to edit. For ad hoc reports, you may select the report touse as a basis for the ad hoc report. Selecting the report in the
Ad Hoc mode will enter the details of the report which then may
be changed without changing the underlying report.
ii. Report Title : The title you wish to be displayed on the
report.
iii. Group By : Select the field(s) on which the assets are to be
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grouped. The field selection from the second group by box will be
a subgrouping under the field selection from the first group by
box. The second group by box will not be enabled unless a
selection is made in the first box. Subtotals will be shown on
the report for each group and subgroup.
iv. Sort By : Select the field on which the assets are to be
sorted.
v. Disposal Option : Select whether disposals are to be
displayed.
1)Include Current Disposals: Disposals during and after the
selected date range will be included in the report
2)Include All Disposals: All disposals regardless of disposal
date will be included in the report
3)Exclude Disposals: Disposals with a disposal date prior to
the ending date of the report will not be included in the
report.
4)Disposals Only: Only disposals will be included in the
report. This option is used to produce a list of disposals by
selecting Disposal Date in the Define Date Range box (See ix
2))
vi. Report on the Following : Narrow the report by selectingspecific departments, sections, asset types, and/or depreciation
methods.
vii. Field Order for Report : Select the fields and the order of
the fields to be displayed by clicking on the Fields button. The
fields that are available are shown in the left hand list and the
fields that will appear in the report are listed in the right
hand list box. Move the fields between lists by using the <, > , <--All, or All--> buttons. The <--All and All--> buttons willmove all fields while the < and > button will move only thehighlighted field. Order the fields by using the Up and Downbuttons on the right hand side of the screen. The fields that
may be selected are listed in the Appendix: Report Fields.
viii. Print Options :
1). Print Report to: On custom reports the default setting
for the report may be set. This may be changed when running a
report.
2). SetUp: Format options for the report (see d. below)
3). Print Report As: If grouping of assets is selected, then
you may choose whether to print the report as one continuous
report or to start a new page with each group. If starting
each group on a new page, then you may also choose whether to
include the company header at the beginning of each group.
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4). Print Data As: The data may be printed in detail with
each asset listed or as a summary with just a total line.
ix. Date Range:
1). Default Date Range: On custom reports the default daterange of the report may be set here. This may be changed when
running a report. For ad hoc reports, the date range of the
report is entered.
2). Define Date Range For: Selecting purchase date, service
date, or disposal date reports on those assets with purchase
dates, service dates, or disposal dates in the specified date
range. Selecting depreciation expense reports on depreciation
expense for the specified date range. Disposal date is only
available if the disposal option is set to include disposals
only.
3). Subtotal by Date: This option is only available if assets
are sorted by purchase date. For companies with a December
year end, the subtotal option will be by calendar year. Forcompanies with other than a December year end, the subtotal
option will be by either calendar year or fiscal year.
c. Display Screen: The reports are displayed one page at a time.
If the reports contain more than one page, use the < and > buttonsat the bottom of the page to view the next page or the previous
page. To change format options (see d. below) for the report click
the Setup button.
d. Report Format Options: For reports that are displayed or printed
the following formatting options are available by clicking on the
Setup button either on the display screen or the report screen.
i. Page SetUp Tab: Set margins and orientation for the report.
ii. Font Tab: Set the desired font for the report headings and
for the report body. Select the format for the column/row lines.
The following options are available.
1). All: Line above and line below the header. Lines between
the columns. Lines between the rows. Line on the right side
and line on the left side of the report.
2). Columns Header: Line above and line below the header.
Lines between the columns.
3). Box Columns: Line above and line below the header. Linesbetween the columns. Line on the right side and line on the
left side of the report.
4). Box Rows: Line above and line below the header. Lines
between the rows. Line on the right side and line on the left
side of the report.
5). Under Header: Line below the header
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6). Box: Line above and line below the header. Line on the
right side and line on the left side of the report.
7). Header: Line above and line below the header.
8). Columns: Lines between columns.
9). None: No lines.
iii. Column Tab: Set the width of the columns in the report and
whether the text should wrap. This is not available for date and
currency fields. These fields will be sized to fit.
iv. Printer Tab: Select the printer for the report. The
Windows default printer is assumed unless otherwise specified.
====================================
12. TOOLS====================================
a. Compact Database: Compact a database by selecting Compact Databasefrom the Tools menu item. Compacting organizes the data
contiguously in the database and will recover unused disk space.
The database needs to be closed before it may be compacted. b. Repair Database: Repair a database by selecting Repair Databasefrom the Tools menu item. A database may be corrupted by an
incomplete write statement caused when the application unexpectedly
quits due to a power outage or computer hardware problems. The
database will be compacted after being repaired. This procedure
also checks the sort order of asset numbers, department codes,
section codes, and asset type codes. The database needs to be
closed before it can be repaired.
c. Period End: To delete disposals from the database select Period End from the Tools menu item. All disposals before the specified
reference date will be deleted. Enter the reference date in the
mm/yyyy format. For example, entering 01/2001 will delete all
assets with a disposal date before January 1, 2001. In other words,
all disposals through December 31, 2000.
d. Options: To delete items from the recently opened companies list
select Options from the Tools menu item when no company is open.
To change the fields displayed in the asset grid select Options from
the Tools menu item when a company is open.
====================================
13. TECHNICAL NOTES====================================
1. When assets are sorted by asset number the assets are not in thecorrect order. What do I do? The order of the asset numbers may be
reset by repairing the database (Select Repair Database from the
Tools menu item)
2. When departments are sorted by department code the departments
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are not in the correct order. What do I do? The order of the
department codes may be reset by repairing the database (Select
Repair Database from the Tools menu item)
3. When sections are sorted by section code the sections are not inthe correct order. What do I do? The order of the section codes may
be reset by repairing the database (Select Repair Database from the
Tools menu item)
4. When asset types are sorted by asset type code the asset typesare not in the correct order. What do I do? The order of the asset
type codes may be reset by repairing the database (Select RepairDatabase from the Tools menu item)
5. I would like to remove some of the companies from the list onthe opening screen. To remove a company from the recently opened
companies list do the following. Close any open companies. Select
Options from the Tools menu item.
6. I would like to select the fields to display on the asset grid.
How may I do that? To select the fields to display on the assetgrid as well as the order of the fields, open the company. Select
Options from the Tools menu item.
7. Can the data from The Asset Manager be exported? All reports
may be exported to a comma delimited or tab delimited file. Select
either a standard report or a custom report from the Report menu
item. In the dialog box under Print Options select File. Afterselecting this option and clicking OK, a dialog box will come up
prompting you for the file name, whether the file is to be saved in
comma delimited or tab delimited format, and whether you want
headers to be included in the file.
8. Disposals do not appear on my reports. What's wrong? Disposals
will appear on reports under the following circumstances:
i. The disposal occurred during the period being reported on
ii. The Disposal Option on the report screen has been set to
include disposals.
9. I have created a custom report but the report does not displaythe individual assets. Bring up the report edit screen by selecting
Edit under Custom from the Report menu item. Select the report that
is not displaying properly. If the box labeled Print Data As is set
to summary then the information will be printed will no individual
asset detail. Change the setting to detail to have asset detail
included in the report.
10. Do I need to use Departments and Sections? No, The Asset
Manager does not need departments and/or sections. A notation of
"(No departments)" and/or "(No sections)" will be made, as
appropriate, in any reports.
11. What files from The Asset Manager should I backup? If you
maintain your data files in a sub-folder of The Asset Manager folder
then you only need to backup this data folder. The data for each
company is in a self-contained data file so you may just backup an
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individual company as needed. At minimum, the data files should be
copied at regular intervals to another sub-folder, such as a folder
named "data2" of The Asset Manager folder.
12. I receive one of the following error messages -- the data pathcannot be found OR the network path specified in the data path isunavailable OR the data path has caused a path/file access error.
What do I do? The Asset Manager cannot negotiate either the
specified data path or the default data path. The specified data
path is set under File/Preferences. The default data path is a sub-
folder named "DATA" of the folder in which the executable file for
The Asset Manager resides. If the "DATA" folder does not exist then
The Asset Manager looks to the folder in which the executable file
resides. Check the path in File/Preferences to verify that it is a
valid path. If the data folder is being accessed over a network,
check with your network administer to determine if the network path
is available.
=======================
APPENDIX
=======================
A. Report FieldsFields that may be selected to include in reports.
1. Asset Number
2. Asset Description
3. Purchase Date
4. Service Date
5. Purchase Price
6. Department Code
7. Department Name
8. Section Code
9. Section Name
10. Asset Type Code11. Asset Type Name
12. Manufacturer
13. Model Number
14. Serial Number
15. User Defined Fields. The field name as entered on the
company edit screen will be shown on the list.
16. Disposal. Whether the asset has been marked as a disposal.
17. Disposal Date
18. Sales Price
19. Gain/Loss on Disposal
20. Notes
21. Blank. Enter a blank column into the report. This is useful
for reports to inventory assets as the blank column may be used
for comments.
The following fields are also included if the company is set for
depreciation calculation.
1. Depreciation Method.
2. Life
3. Salvage Value
4. Current Depreciation Expense. Depreciation expense for the
current period only.
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5. Depreciation Expense. Total depreciation expense for the
selected date range.
6. Depreciation Expense Per Period. Depreciation expense for each
period in the selected date range will be shown on the report.
7. Accumulated Depreciation. Accumulated depreciation as of the
end of the selected date range will be shown.
8. Book value. Book value as of the end of the selected date
range will be shown.
B. Search CriteriaFor the search by field, wild cards of "?" or "*" may be used. The
"?" signifies only one unknown character while the "*" signifies one
or more unknown characters. The search criteria may be entered with
or without the wild cards of "?" or "*". For example, suppose
there were 5 assets with numbers 1256, 1267, 1278, 1296, and 1389.
Entering the following search criteria in the asset number box would
result in the specified records being returned.
search criteria records returned
12?6 1256, 1296
12* 1256, 1267, 1278, 12966 (without wild cards) 1256, 1267, 1296
If no dates are entered, all dates are returned.
C. Software Limited WarrantyTo the original customer only, One Squared Productions provides the
following warranty:
LIMITED WARRANTY FOR THIRTY (30) DAYS. One Squared
Productions warrants that for the thirty (30)days following the
initial purchase, as evidenced by a copy of your receipt, or until
the software is modified by you, whichever period is shorter, that:
(1) The Software, unless modified by you, will perform substantially
the functions described in the documentation provided by One Squared
Productions. (2) If you purchased the software on disks, that the
disks will be free from defects in materials and workmanship under
normal use.
Your sole remedy under the warranty during the thirty day
period is that One Squared Productions will undertake to correct
within a reasonable period of time any reported "software error"
(failure of the software to perform substantially the functions
described in the documentation), or to replace any disks which
prove defective in materials or workmanship on an exchange basis
without charge. In order to make a claim under this warranty you
must make a request in writing describing the functions that the
software fails to perform or return the defective disks to One
Squared Productions, postage prepaid, during or within ten(10) days
after the warranty period. If One Squared Productions is unable toreplace defective disks or if One Squared Productions is unable to
provide corrected software within a reasonable time, One Squared
Productions will refund the purchase price of the software. These
are your sole and exclusive remedies for any breach of warranty.
One Squared Productions does not warrant that the software
will meet your requirements, that the operation of the software will
be uninterrupted or error-free, or that all software errors will be
corrected. Because of the various hardware and software
environments into which The Asset Manager may be put, NO WARRANTY OF
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FITNESS FOR A PARTICULAR PURPOSE IS OFFERED. One Squared
Productions will have no responsibility to replace or refund the
cost of the software due to accident, abuse or misapplication.
THE ABOVE WARRANTIES ARE EXCLUSIVE AND IN LIEU OF ALL OTHER
WARRANTIES, WHETHER EXPRESS OR IMPLIED, INCLUDING THE IMPLIED
WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND
NONINFRINGEMENT. NO ORAL OR WRITTEN INFORMATION OR ADVICE GIVEN BY
ONE SQUARED PRODUCTIONS, ITS EMPLOYEES, OR ITS AGENTS SHALL INCREASE
THE SCOPE OF THE ABOVE WARRANTIES OR CREATE ANY NEW WARRANTIES.
SOME STATES DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES,
SO THE ABOVE EXCLUSION MAY NOT APPLY TO YOU, IN THAT EVENT, ANY
IMPLIED WARRANTIES ARE LIMITED IN DURATION TO THIRTY (30) DAYS FROM
THE DATE OF DELIVERY OF THE SOFTWARE. THIS WARRANTY GIVES YOU
SPECIFIC LEGAL RIGHTS. YOU MAY HAVE OTHER RIGHTS, WHICH VARY FROM
STATE TO STATE.
REGARDLESS OF WHETHER ANY REMEDY SET FORTH HEREIN FAILS OF ITS
ESSENTIAL PURPOSE, IN NO EVENT WILL ONE SQUARED PRODUCTIONS BE
LIABLE TO YOU FOR ANY SPECIAL, CONSEQUENTIAL, INDIRECT OR SIMILAR
DAMAGES, INCLUDING ANY LOST PROFITS OR LOST DATA ARISING OUT OF THE
USE OR INABILITY TO USE THE SOFTWARE OR ANY DATA SUPPLIED THEREWITH
EVEN IF ONE SQUARED PRODUCTIONS OR ANYONE ELSE HAS BEEN ADVISED OFTHE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM BY ANY OTHER PARTY.
IN NO CASE SHALL ONE SQUARED PRODUCTIONS'S LIABILITY EXCEED
THE PURCHASE PRICE FOR THE SOFTWARE.
D. Proportional Depreciation CalculationThe proportional depreciation calculation allows for depreciation
expense to be calculated based on the proportion of the period that
the asset is in service. If the company is set to calculate
depreciation on a monthly basis then the proportion is based on
days. If the company is set to calculate depreciation on an annual
basis then the proportion may be based on either days or months.
The day/mnth of disposal option only applies if the asset is
disposed of before the end of its normal life.
Example:
Let's take an asset that was placed into service on May 17, 2000 and
is being depreciated on an annual basis. The depreciation
calculation in set for Proportional -- Monthly. The following would
be the proportions for the first year of service and for the last
year of life irregardless of the Mnth of Disposal setting.
Mnth of Service enabled
First year of service 8/12 full depreciation
Last year of life 4/12 full depreciation
Mnth of Service not enabledFirst year of service 7/12 full depreciation
Last year of life 5/12 full depreciation
Now take the same asset and dispose of it on October 5, 2002. The
following would be the proportions for the first year of service and
the year of disposal.
Mnth of Service enabled
Mnth of Disposal enabled
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First year of service 8/12 full depreciation
Year of disposal 10/12 full depreciation
Mnth of Disposal not enabled
First year of service 8/12 full depreciation
Year of disposal 9/12 full depreciation
Mnth of Service not enabled
Mnth of Disposal enabled
First year of service 7/12 full depreciation
Year of disposal 10/12 full depreciation
Mnth of Disposal not enabled
First year of service 7/12 full depreciation
Year of disposal 9/12 full depreciation
E. Depreciation Methods:
1. No Depreciation: The company as a whole may be set to not
calculate depreciation on all assets. If the company is set to
calculate depreciation, any one asset may be set to not have
depreciation calculated. This allows for the entering and trackingof non-depreciable assets such as land.
2. Straight-Line Depreciation: The straight line method spreadsdepreciation expense equally over the life of an asset.
3. Declining Balance Depreciation: The declining balance method
provides for greater depreciation expense at the beginning of an
asset's life. The depreciation expense then declines each period of
the asset's life. Since declining balance depreciation is based on
a percentage of the asset's basis, the basis will not reduce to
zero.
4. User Defined Schedules: The user defined schedule depreciates theasset based on the percentages entered by the user. User defined
schedules are not subject to the purchase/disposal options as it is
assumed that these options are included in the stated percentages.
F. Depreciation Calculations
The calculation of depreciation is dependent on the following
factors:
1. Cost -- the original cost of the asset. This cost may include
installation costs, taxes, and any other costs of putting the asset
into service.
2. Salvage value -- the estimated value of the asset at the end of
its useful life
3. Prior accumulated depreciation -- this is the amount ofdepreciation that had been expensed for the asset before entry into
Asset Manager. The methodology used to calculate any previous
depreciation may produce a slightly different amount than what Asset
Manager calculates. Therefore, to assure an accurate calculation
this data is a necessary component of the calculation. Asset
Manager will include this amount and the period end date for this
accumulated depreciation amount into its depreciation calculation.
4. Life -- the estimated useful life of the asset.
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Straight-Line Depreciation: For an asset that is newly entered into
The Asset Manager the calculation for straight line depreciation is:
(cost - salvage value) / life
For an asset with any prior accumulated depreciation the calculation
for straight line depreciation is:
(cost - salvage value - AD) / (life - ADL)
AD = Accumulated Depreciation
ADL = Portion of the life of the asset associated with the
accumulation depreciation
Declining Balance Depreciation: The depreciable basis for an asset
is recalculated for each period of the asset's life as follows:
cost - accumulated depreciation [- salvage value]
Salvage value is optional. See 9.d.vi
Any prior accumulated depreciation entered for the asset is includedin the accumulated depreciation amount.
The depreciation calculation for declining balance is:
depreciable basis x (1 / life) x factor