Initial Upload of Fixed Assets

Before you start

Basic setup in M3 BE, as well as complete setup for the Fixed Assets module, must be made before the initial upload of fixed assets can be started. Apart from the setup detailed below, additional setup may be required for specific depreciation methods.

• System calendar is correctly defined in 'System Calendar. Open' (CRS900) and in 'System Calendar. Open Period' (CRS910) for the period type used for finance, according to the setup in 'Company. Connect Division' (MNS100).
• The chart of accounts, dimensions 1 to 7, is correctly defined in 'Accounting Identity. Open' (CRS630).
• Accounting rules for purchase of fixed assets (FA70-550) and for depreciation (FA10-500, FA10-510, FA30-520, FA30-530, FA70-500) are correctly defined in 'Accounting Rule. Set' (CRS395). It is recommended to build a structure that matches the general ledger accounts used for fixed assets, with one to one correspondence to make the reconciliation easier.
• Currencies, exchange rate types, and exchange rates per date, are correctly defined in 'Currency. Open' (CRS055), 'Exchange Rate Type. Open' (CRS056), 'Exchange Rate. Open Rate Type' (CRS057), and 'Exchange Rate. Open per Date' (CRS058), respectively.
• All value types to be used to store different values for the fixed assets are defined in 'FA Value Type. Open' (FAS060).
• Value types, for example, for purchase value, additional cost and cash discount, that together comprise the total acquisition cost are defined in 'Setting - Fixed Asset Acquisition' (FAS900).
• Depreciation types are defined in 'FA Depreciation Type. Open' (FAS050) with parameters such as:
  • 'MACRS' determines if the depreciation type can be used with depreciation methods 4 or 5.
  • 'Period range' determines how the depreciation is to be calculated.
  • 'Depreciation at sales/scrap' determines if the depreciation is to be adjusted when the fixed asset is later sold or disposed of.
  • 'Daily depreciation' determines how linear depreciation is calculated.
  • 'Transfer to FIM' determines if vouchers are created when year to date depreciation is later run in 'FA Depreciation. Create Account Entries' (FAS100).
• User-defined depreciation plans used for depreciation method 3, can be defined in 'FA Depreciation Plan. Open' (FAS055).
• Coefficient templates used for double-declining depreciation can be defined in 'Depreciation Template. Open for Decl. Depr' (FAS025).
• The depreciation method to be used after an extraordinary depreciation must be defined in 'Settings - Extraordinary Depreciation' (FAS920) for each depreciation type used.
• Fixed asset types are defined in 'FA Type. Open' (FAS075).
• Fixed asset groups are defined in 'FA Group. Open' (FAS080) if there is a need for dividing fixed asset types into sub groups.
• Location types 1, 2, and 3 are defined in 'FA Location. Open' (FAS070) if there is a need to keep track of the location of different fixed assets.
• Depreciation types are connected to fixed asset types through 'FA Type. Connect Depreciation Types' (FAS077).
• Value Types are connected to the fixed asset types through the program 'Standard Value Type. Open per FA Type' (FAS078).
• Index tables, used for insurance types, are defined in 'Index Table. Open' (CRS481).

Follow these steps

For an initial upload of fixed assets to M3 BE to be successful, the MI transactions must be run in the order shown below. After having run the MI transactions, it is possible to use 'Depreciation Plan Simulation. Select Op' (FAS845) to calculate simulated depreciation plans for the uploaded fixed assets, before 'FA Depreciation Plan. Create Automatic' (FAS800) is used to activate the uploaded fixed assets and calculate the actual depreciation plans.

Detailed instructions for each of these eight steps are found in the following sections.

If working in a company in M3 BE to which divisions are linked, that is, company defined with company type 2='Several units' in 'Company. Open' (MNS095), a division for the upload must be selected when the MI transactions are run, by entering a value in input field DIVI. Note, however, that the company number is not retrieved from an input field, but from the user's default company as defined in 'User. Open' (MNS150).

1. FAS001MI/Add

   Use FAS001MI/Add to upload the fixed assets to table FFASMA (Fixed asset master table). The input fields for this MI transaction reflect the fields available for entry on panels E, F and G in 'Fixed Asset. Open' (FAS001). Mandatory input fields for this MI transaction are:

   • ASID - Fixed asset ID
   • SBNO - Fixed asset sub number
   • FADS - Name
   • FATP - Fixed asset type
   • CUCD - Currency
   • ARAT - Exchange rate
   • PPER - Acquisition date
   • FAQT - Fixed asset quantity

   The period type to be used as start date for depreciation (DPBC) is defined per depreciation type in (FAS002). If depreciation is to be started on a different date to the acquisition date (the activation date (APER), manufacturing date (MPER), building permit date (BPER) or revaluation date (LRVD)), you must also include that date in the upload via FAS001MI/Add.

   The status of a fixed asset created in FFASMA through this MI transaction is set to 5='Preliminary' and field FAMI (Fixed Asset from MI) is set to 1, indicating that the fixed asset has been created through an MI transaction. These two fields ensure that the records are not manually updated in (FAS001) before their activation.

2. FAS002MI/CrtStdDeprType

   Use FAS002MI/CrtStdDeprType to connect the standard depreciation type(s) to each fixed asset based on their fixed asset type. This default setup is retrieved from 'FA Type. Connect Depreciation Types' (FAS077). The information is uploaded to table FFASDM (Fixed asset depreciation rules). Mandatory input fields for this MI transaction are:

   • ASID - Fixed asset ID
   • SBNO - Fixed asset sub number

   The status of a depreciation type created in table FFASDM through this MI transaction is set to 5='Preliminary'.

3. FAS002MI/Upd

   Use FAS002MI/Upd to change the default depreciation setup for certain fixed assets, if needed. The information is uploaded to table FFASDM. The input fields for this MI transaction reflect the fields available for entry on panel E in 'Fixed Asset. Connect Depreciation Types' (FAS002). If a value is entered in an input field in FAS002MI/Upd that does not relate to the depreciation method used for the depreciation type, an error message is displayed. Mandatory input fields for this MI transaction depends on the depreciation method used, but common mandatory fields are:

   • ASID - Fixed asset ID
   • SBNO - Fixed asset sub number
   • DPTP - Depreciation type

   Note that updates in table FFASDM are only made if specified in the FAS002MI/Upd transaction. Otherwise, the default setup from (FAS077) remains.

   It is not recommended that the value type used as the basis for the depreciation is changed, nor the depreciation method used for the depreciation type. These are basic settings for the depreciation type and if they need to be changed, the default depreciation type should be changed for the fixed asset type in (FAS077).

4. FAS003MI/CrtStdValueType

   Use FAS003MI/CrtStdValueType to connect the standard value types to each fixed asset based on their fixed asset type. This default setup is retrieved from 'Standard Value Type. Open per FA Type' (FAS078). The information is uploaded to table FFASVL (Fixed asset value types). Mandatory input fields for this MI transaction are:

   • ASID - Fixed asset ID
   • SBNO - Fixed asset sub number

   Note that currency code (CUCD) is retrieved from the fixed asset record in table FFASMA when FAS003MI/CrtStdValueType updates table FFASVL.

5. FAS003MI/Upd

   Use FAS003MI/Upd to upload values (amounts) for each value type linked to each fixed asset. The value types in table FFASVL are updated with this information and new records are also created in table FFAHIS (Fixed asset value per period) at the same time. Accounting dimensions 2-7 are also updated in table FFASMA, if the value type is used for total acquisition cost, as defined in (FAS900). The input fields for this MI transaction reflect the fields available for entry on panel E in 'Fixed Asset. Connect Value Types' (FAS003). Mandatory input fields for this MI transaction are:

   • ASID - Fixed asset ID
   • SBNO - Fixed asset sub number
   • VATP - Value type
   • FAVC - Fixed asset value (currency amount)
   • VPER - Value period
   • AIT1 - Account (mandatory when a new record is created in table FFAHIS)

   Note that the accounting string updated in table FFAHIS, and in table FFASMA if applicable, is retrieved from the input fields for this MI transaction, not from the accounting setup in (CRS395). The entered accounting string is validated against the account cross reference setup for the account on panel G in (CRS630).

   Note that the fixed asset value in local currency (FAVA) updated in tables FFASVL and FFAHIS is calculated based on the uploaded currency amount (FAVC) as well as the currency rate from the fixed asset record in table FFASMA.

   Special instructions for certain value types updated through FAS003MI/Upd:

   • Acquisition cost

     Value types that together comprise the total acquisition cost are defined in (FAS900). Values for these value types can be uploaded through FAS003MI/Upd: Purchase price, Residual value, and Acquisition cost.

     In the situation where additional cost and/or cash discount have been added/withdrawn from the purchase price to total the acquisition cost, it is recommended that these values are included when updating the value types used for both purchase price and acquisition cost. This is to avoid later confusion when reprinting reports etc. For example:

     Purchase price	10,000
     Additional cost	2,000
     Cash discount	-1,000
     Acquisition cost	11,000

     Uploaded values via FAS003MI/Upd for value types used for:

     Purchase price	11,000
     Acquisition cost	11,000

     The value type to be used as the basis for depreciation (BVAT) is defined per depreciation type in (FAS002). To facilitate the calculation of a depreciation plan in (FAS800), a value for that value type must be uploaded for the fixed asset through FAS003MI/Upd.

     Value period to be used for acquisition cost: Acquisition period (PPER in FFASMA).

   • Accumulated depreciation

     Value type used for accumulated depreciation (VTAD) is defined per depreciation type in (FAS002) and should be used for updating accumulated depreciation for the fixed asset.

     Value period to be used: Last period of previous year, hence no population of table FFAHIS per period in the past.

   • This year's depreciation YTD

     Value type used for this year's depreciation YTD (ADTY) is defined per depreciation type in (FAS002) and should be used for updating depreciation YTD for the fixed asset.

     Value period to be used: Previous period of current year, hence no population of table FFAHIS per period in the past.

   • Extraordinary depreciation

     Value type for extraordinary depreciation is defined per depreciation type in (FAS920) and should be used for updating extraordinary depreciation, if any, for the fixed asset.

     A cumulative value for extraordinary depreciation should be uploaded, regardless of whether more than one extraordinary depreciation has been made in the past, or just one. The cumulative value should be updated on the last period of the previous year, just like ordinary accumulated depreciation.

     The depreciation method to be used after extraordinary depreciation is retrieved from (FAS920) and stored in field MVCD in table FFAHIS.

     Value period to be used: Last period of previous year, hence no population of table FFAHIS per period in the past.

   • Depreciation plan

     Value type for depreciation plan (VTDP) is defined per depreciation type in (FAS002). This value type should not be updated through FAS003MI/Upd. Generating depreciation plans, including updating records for the value type in tables FFASVL and FFAHIS, is instead handled by program (FAS800).

6. FAS004MI/Add

   Use FAS004MI/Add to upload insurance type information for fixed assets to table FFAINS (Fixed asset insurance). The input fields for this MI transaction reflect the fields available for entry on panel E in 'Fixed Asset. Connect Insurance Types' (FAS004). Mandatory input fields for this MI transaction are:

   • ASID - Fixed asset ID
   • SBNO - Fixed asset sub number
   • ITYP - Insurance type

   If an insurance company is to be entered for the insurance type, the insurance company must be predefined in 'Supplier. Open' (CRS620) with supplier type set to 6='Insurance company'.

   If an index table is to be used for the insurance type, it must be predefined in 'Index Table. Open' (CRS481) and in 'Index Table. Open Values' (CRS482).

   If no value period is entered in the input field VPER for the insurance type, the value period is automatically set to the current period.

Depreciation simulation

Use 'Depreciation Plan Simulation. Select Op' (FAS845) to simulate the depreciation plan prior to the activation of a fixed asset and creation of the actual depreciation plan. The simulated depreciation plan is updated in table FFADSH and can be displayed in 'Depreciation Plan Simulation. Open' (FAS840). The details per period are updated in table FFADSP and can be displayed in 'Depreciation Plan Simulation Periods. Open' (FAS841). As no depreciation plan has yet been created for the uploaded fixed asset, all periods are marked as having a difference to the actual depreciation plan.

Create depreciation plan

Run 'Depreciation Plan. Create Automatic' (FAS800) for the uploaded fixed assets with 'Recalculate depreciation plan' set to 3='Activate asset and calculate depreciation plan'. This option changes the fixed asset status from 5='Preliminary' to 1='Normal fixed asset' for fixed assets that still have a value to be depreciated. For those fixed assets, a depreciation plan is also created. Fixed assets that have already been full depreciated are given status '8=Fully depreciated fixed asset'. The status update is done in both tables FFASMA and FFASDM.

If a depreciation value, for previous years or current year, has been uploaded for the fixed asset through FAS003MI/Upd, the value period used for that transaction is used to set the last depreciation period (LPER) in table FFASDM. This is set when (FAS800) is run.

Outcome

• If all six MI transactions have been used for the initial upload of fixed assets, data exists in the following tables:
  • FFASMA (FAS001)
  • FFASDM (FAS002)
  • FFASVL (FAS003)
  • FFAHIS (FAS220)
  • FFAINS (FAS004)
• When the fixed assets have been uploaded through the MI transactions, all fixed assets records have the field FAMI (Fixed Asset from MI) set to 1, and status in both tables FFASMA and FFASDM are set to 5='Preliminary'.
• If a simulation of the depreciation plans has been created in (FAS845), the tables FFADSH and FFADSP contain the depreciation plan simulation records, which are all marked with a difference, as there are no actual depreciation plans created yet for fixed assets.
• When (FAS800) has been run with option 3='Activate asset and calculate depreciation plan', the fixed asset status in tables FFASMA and FFASDM is set to 1='Normal fixed asset' or 8='Fully depreciated fixed asset'.
• Depreciation plans exist for all fixed assets in status 1='Normal fixed asset', when (FAS800) has been run with option 3='Activate asset and calculate depreciate plan'.