This manual is compiled to explain operations with fixed assets in ERPLY Books. It will describe how to purchase and amortize fixed assets and how to register small assets.
Purchasing or registering fixed assets
Purchasing fixed assets is a regular purchase deal. The module for purchasing or registering fixed assets is the same. you can get there via: Expenses (Add new) → Purchased fixed assets. Similar to importing other data, you can import data here from an Excel table.
Fill out the following forms in the new purchase invoice that opens when you are purchasing fixed assets:
- Vendor- the company, from which the fixed asset was purchased;
- Invoice no. – as written on the invoice;
- Article- name of the fixed asset;
- Price- purchase price of the fixed asset.
The system will automatically add tax rate. Additionally, the expense account will be marked as an inventory account. Different fixed assets should be added to separate rows. (New rows can be created with down-key or with the button ‘Add row’.) If everything is fixed, save and do the payment (‘Add payment’).
If you wish to register fixed assets, you have to do all the operations as stated previously with some differences:
- All fixed assets must be added to the same invoice (separate rows);
- Supplier- company that registers the fixed assets;
- Invoice no.- you can create it yourself;
- Description- name of the fixed asset;
- In tax form mark “0%,” because during the purchase of fixed assets you have already paid tax and you do not have to do it again upon registration.
It is recommended to mark the same date that is on the invoice as the payment date of the invoice.
Where can the company’s fixed assets be seen?
The company’s fixed assets can be seen via “Accounting” → “Fixed assets”. Select a suitable date range and press “Search.”
Fixed asset sheet
To see the created fixed assets, you can go to the “Purchases and Sales articles” module. It can be found by going to “Purchases & Expenses” → “Purchases and Sales articles.” In an automatically created fixed asset, the account that was stated when purchasing will be changed to an inventory account. The depreciation system account will be taken as an expense account.
By marking a preferred fixed asset and pressing the button “Article sheet,” you can see general information about the selected fixed asset. An important form in the article sheet is “Asset life in months.” By default, a product’s optimal lifespan is five years or 60 months. In per cents one year equals to 20%, which shows how much the product will depreciate in one year. If you wish to determine the product’s depreciation once a year, you have to add the number of years (two, three, four…) to the form “Asset life in months.”
How to change fixed asset accounts?
If you wish to change fixed asset accounts, you can do it in Settings → Initial data → System Accounts, where the depreciation account already exists. The debit account is the expense account that automatically comes from the article sheet. The credit account is a fixed asset’s depreciation contra account which has a corresponding system account.
If the fixed asset is purchased/registered, depreciation must be calculated. The “Calculate depreciation” module can be found in the “Accounting” menu. The module has 3 parts. The upper part (From-To-Project- Expense account) contains a search bar where different fixed assets can be searched. The middle part (Date of transaction- Project) enables to change the transaction data. Below them is list of fixed assets with various data.
If you have the correct lifespan marked in the article sheet when you are purchasing fixed assets, the system will automatically calculate the depreciation for every month or year. All you have to do is press the button “Save” in the depreciation module in the end of every month.
You can also change the lifespan of assets manually in the depreciation module. It is more reasonable to fix it in the article sheet (as described before). When changing the lifespan, you must take into consideration that there is never a situation when the assets’ lifespan is 0 months.
When registering fixed assets, depreciation (last row) must be changed manually for every fixed asset. Cumulative depreciation sum must be added to every fixed asset, which will automatically correct the asset’s lifespan. NB! The same date that is on the invoice of the registration of fixed assets must be marked as the date of transaction!
How to calculate depreciation for fixed assets that were purchased in December and the calculation takes place in December, but you would like the December ones not to be calculated?
For that you need to do following search first before the calculation:
Where can depreciation transactions be seen?
They can be seen via Accounting → Transactions. Select depreciation transactions from the column ‘Type’. From there it can also be seen how they are depreciated. Another option is Reports → Article report. There you can filter out all the depreciated rows.
How to keep from double depreciation of fixed assets?
If fixed assets or small assets, for which depreciation must be calculated, have been purchased/registered after calculating depreciation then rows of assets already depreciated must be deleted in the module Accounting → Calculate Depreciation. You can filter out the rows that have already been modified or those that you do not wish to calculate the depreciation for at the moment.
How to depreciate fixed asset by 100%?
If you wish to depreciate a fixed asset’s balance by 100%, add the same sum that is in the balance form to the depreciation form.
Automatic depreciations calculations
In ERPLY Books it is possible to configure automatic depreciation calculation. It means that with this configuration the software automatically calculates depreciation for the last month on the specified date.
For that search ‘’Automatic depreciation calculations’’ from the dashboard search. Click on the blue ‘’Add’’ button to add new row and fill the columns with the following information:
- Day of month: day of month when the depreciation will be calculated
- Subject: email subject
- Email text HTML: email content in HTML
For example: Hello!<br><br>Last month’s depreciation was calculated!<br><br>Best wishes
At last save the changes by clicking on the yellow ‘’Save’’ button and log out of your account and then back in.
Registering small assets
Other small assets can be calculated similarly to fixed assets in the fixed assets module. ( Go to Expenses → Purchase invoice (Add new) → Purchased Fixed Assets). The given module is necessary for the system to create a new fixed asset sheet from which new transactions can be made. Fill out the opened purchase invoice the same way as when purchasing fixed assets. The only difference is that if you wish this purchase to appear as expense straightaway, you have to choose the form ‘Small assets expense’ from the Expense account.
To check where the added expense is located, you must go to “Calculate depreciation module” (from Expenses menu). There you can see the small asset that was just added is on the fixed assets list and it has the same debit and credit account as the other fixed assets. If you do not want to use these accounts, they can be edited from Expenses → Purchases-sales articles. There you can set other expense accounts, for example “Small assets Expense.”
Accounting for fixed assets purchased in the past
You can use the following process for transferring data from another program, for example. If you have a longer list, you can import the data from an Excel table.
1. Enter fixed assets on one purchase invoice
To account for previously purchased fixed assets, go to “Purchases” -> “Purchase Invoice (Add new)” -> “Purchase Fixed Assets”. In the opened window, fill in the following fields:
Add all fixed assets on one invoice, each fixed asset on a separate line.
- Vendor – the company from which you bought the fixed assets or the name of the invoicer. You can specify your company’s name here.
- Invoice number – set it yourself
- Article – write the names in this box yourself. Based on these, fixed asset articles will be created automatically. You can also create articles of fixed assets by opening “Purchase” > “Purchase and sale articles”. You can see more in the previous chapter “Fixed asset article”.
- Description – the names of the fixed assets
- Price – acquisition cost of the fixed assets
- Tax cell – mark 0% because you have already paid VAT when you bought the fixed assets, so you don’t need to pay again
- Transaction Date – the date which you want to be reflected on the fixed asset entry in the software. For example, if you started using the program on 01.01.2022, you can set the date for this as 31.12.2021
- Date cell – it is recommended to enter the same date as the entry date
- Deadline – it is recommended to enter the same date as the entry date
After adding the data on the purchase invoice, press the “Save” button.
2. Add payment to the purchase invoice
Then add a payment to the invoice so that this invoice would not be shown in the unpaid purchase invoices report. To add a payment, open “Purchase” > “Purchase invoices” > “Open Payables”. Choose an invoice from the list and put a checkmark in front of it. Then press the “Add payment” button from the sub-menu. You can choose the settlement account as the account and then press the “Save” button.
3. Enter accumulated depreciation
In the following, you can reflect the accumulated depreciation that has occurred at the time of accounting in ERPLY Books. Open “Accounting” > “Calculate Depreciation” in the menu at the top.
Set the same date as the date you entered the fixed assets in ERPLY Books, in the previous example it was 31.12.2021. The software automatically calculates the amortization amounts for one month. Overwrite these numbers manually with the correct accumulated depreciation amounts and press the “Save” button.
4. Enter the balance sheet and income statement opening balances
If you have entered the initial data (Open Receivables, Open Payables, fixed assets), the last thing to do is enter the values of the initial balances of the balance sheet, and profit and loss accounts. To do this, open “Settings” > “Initial data” > “Add Opening Balances”. You can read more about entering opening balances here (Importing opening balances).
Now you can check whether the accounts on the balance sheet match, in the case of this example, as of 31.12.2021.
How to increase the value of a fixed asset?
Possible ways to increase the value of a fixed asset:
- The fixed asset was purchased with several payments:
- There are two options which differ according to how you wish the fixed asset to be shown:
- If you wish to see the purchase price of the fixed asset increased, you have to open the first invoice, increase the price of the fixed asset and add a negative service row to the invoice (which changes the sum of the invoice back to as it was initially). You can add the same account you used to add the negative row on the second purchase invoice.
- If the previous is not important, you can manually change the depreciation sum to negative. Do depreciation only to the given fixed asset article by manually writing over the depreciation sum that is in the end of the table.
- There are two options which differ according to how you wish the fixed asset to be shown:
- The fixed asset is created by oneself:
- If the fixed asset is created by oneself then it is recommended to follow it with a project. For example, building a house means several purchase invoices, wages and other expenses. Add a corresponding project to every transaction. It means that it’s easier to get to know the purchase price of the fixed asset afterwards. After this, all expense can be considered registered as a fixed asset. Registering is the same as described in this manual previously. Although, corresponding expense accounts are set as payment accounts.