TBS Easy Fixed Assets, Ver. 6.0
Operating Instructions
The data entry process consists of 2 screens - the first lists all of the available records in the table we are working on, and the second allows us to actually enter or change data.
The Category Browse Screen
From this screen, you can:
There may be multiple tabs across the top of the screen - by clicking on a different tab, you change the order in which the data is displayed.
Keyboard use: While this screen is displayed, if you type in characters on the keyboard, the display will change so that the first record that comes after what you are entering will be highlighted. For example, if you typed in the letter E with the above screen, the Equipment record would be highlighted. If you typed in ER, the Furniture record would be highlighted, as it is the next record after what you have entered.
In the TBS Easy Fixed Assets program, there are 3 data entry menu options
This menu option allows you to maintain your fixed assets file. This is where you will add new assets, make any changes to existing assets, and delete assets you have sold or disposed of. (Do not delete assets when they become fully depreciated).
The General Tab of the Asset Maintenance screen
The Amounts tab of the Asset Maintenance screen
The User Fields tab of the Asset Maintenance screen
The system allows for you to set up up to 4 User Defined fields. (The descriptions for these user defined fields is set up under Company Maintenance).
The Notes tab of the Asset Maintenance screen
Enter on this tab any other information that you wish to record about this asset. You are limited to 1000 characterers.
When you are adding a new asset, the last 4 fields are copied to the asset record when you fill in the category code in the asset file.
Enter information about your company - name, address, phone and fax, etc. The Company Name field is printed at the top of some of the reports.
When you register the program, you will be assigned a Serial Number and Activation Key, that you will enter under the Register tab.
If you set up User Defined Fields, you will set up what those descriptions are in the third tab on this form.
The Month/Year End menu options.
Every month end, you need to do the following steps:
And, once a year, after you have completed the above steps for the last month of the year, you will want to run:
What do each of these steps do?
Calculate Depreciation - This step re-calculates the Monthly Depreciation Amount. You can run this step as many times as you would like to.
Print Monthly Depreciation Report - this report shows the amount that was charged to Depreciation Expense for each asset that month. The last page will show the Journal Entry that will need to be made to in the General Ledger to record depreciation for that month.
The Monthly Depreciation Report
Here is the General Ledger Account Distribution, showing the accounts and the amounts that will need to be entered into the general ledger via a journal entry to record the depreciation expense for the month.
Note: If you Category codes match up with your General Ledger asset accounts, then each month you can reconcile the Cost field totals in the Category Totals on the above report against the General Ledger account for that category. The Report Totals should match the total of all of your G/L fixed asset accounts.
When you are have printed the above report and reviewed it, you are now ready to Post Monthly Info.
CAUTION: This step should only be run once per month.
The Post Monthly Info option updates the Assets file by adding to the YTD Amount and the Accumulated amounts the Monthly Depreciation Amount. The Last Date Processed field on the General tab of the Asset screen will show when this process was last run.
After you have completed the monthly steps for the last month of the year (you may want to print a couple of copies of the Monthly Depreciation Report), it is time to run the Year End Depreciation Report. This report shows the total amount charged to depreciation that year for each asset. You may want to print a extra copy or two of this report.
Again, if your Category codes match up with your General Ledger accounts, you can use the above report to reconcile the G/L Asset accounts.
The last step of the year is to Post Year End. This routine can be run more than once, but only at month end. In effect, this routine goes thru the Asset file, and changes the YTD Amount field to zero. Once you run this function, you are ready to start the next years processing.
The Report Processing Cycle
When you decide to print a report, the data is processed, and the report is displayed to the screen. You have the following toolbar to work with reports:
The controls here allow you to print the report to the printer, cancel, zoom in, scroll to another page, and select how many pages across and down to display and print. For example, 2 across and 2 down would print 4 pages on the screen. You can also zoom in and out by clicking on the report displayed on the screen. You can change printers by Clicking on File, Printer Setup
When you are done viewing a report, you can exit by clicking on the red X in the upper right corner, or by clicking on File, Exit.
Reconciling to your General Ledger
Since this Fixed Asset program is free standing, it is important that you reconcile it to your general ledger at least once a year (at year end). If you do it more often, that should make your life easier at year end. If you set up the category codes to match your general ledger asset types, then the category totals on the various reports should match up to your general ledger easier.
For example:
| Fixed Asset Category | Amount | Vs | General Ledger | Amount |
| Furniture | 7,548.67 | Furniture & Fixtures | 7,548.67 | |
| Office Equipment | 4,855.17 | Office Equipment | 4,235.12 | |
| Autos and Trucks | 18,610.88 | Autos and Trucks | 34,710.48 |
In this case, Furniture and Fixtures matches, Office Equipment is off by 620.05 (And since the Fixed Asset Program amount is higher, a item was probably set up in the TBS Easy Fixed Asset Program that was not recorded in the General Ledger. In Autos and Trucks, the Fixed Asset Program is under the G/L by 16,099.60. In this case, since the General Ledger is higher, there was a asset recorded in the General Ledger that is not in the Fixed Asset Program.
If your Category codes match your G/L Account classifications, then the Monthly Depreciation Report - Cost totals by category, or the Asset Valuation report, gives you the numbers for the TBS Easy Fixed Assets program to compare to your General Ledger.
To reconcile the Accumulated Depreciation amounts in the general ledger - print the Asset Valuation report. The totals of the Accumulated column should equal the total of all the Accumulated Depreciation accounts in the general ledger.
Questions, Comments, or Requests for Changes
If you have any questions about the operation of this program, or comments about how it can be improved, or would like to have additional features installed, email us and let us know your concerns.
TBS Easy Fixed Assets is brought to you by:
Taylor Business Software
1018 S. 7th Avenue
Avondale, AZ 85323
623-882-1321
Check out our website for other applications.