Create a fixed asset in AOS

Create an asset manually from a fixed asset record

Access: Accounting → Fixed Assets → Fixed Assets

In the ‘Fixed Assets’ menu, you will find the list with all fixed assets that have been created. Here, you will find the status of your fixed asset, as well as the company for which you created the fixed assets (in the case of a multi-company).

1. Click on + to create a new fixed asset.

2. Enter the name of the fixed asset.

3. Indicate the quantity.

4. Category: select the fixed asset category.

5. Supplier: enter the supplier.

6. Purchase account: enter the financial account for purchase.

7. Depreciation plan: the depreciation plan is loaded automatically from the category. You can modify it on the fixed asset form.

8. Associated fixed asset: in this tab, associate the fixed asset with an already existing fixed asset.

9. Commentary: in this tab, add comments about the fixed asset.

tip

In the panel on the right you will find information about the fixed asset, such as the date of acquisition, the date of first service or the gross value (acquisition cost of the fixed asset).

10. Compute depreciation: click on this button to calculate the depreciation. After clicking on the ‘Calculate depreciation’ button, the depreciation table is filled in according to defined parameters.

11. Depreciation information: depreciation information tab will appear. Once the computation has been launched, here you will find the results. This computation is based on the parameters that have been entered in the fixed asset category. You will find the information in the depreciation table.

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Is Equal to fiscal depreciation: tick this checkbox when necessary. With this option, you will be getting a depreciation that is different from the fiscal depreciation. By unchecking this box, you can set your actual depreciation (i.e. change the computation method). You can also change the reference date for the first depreciation.

If you restart the computation, you will therefore obtain different results, i.e. the depreciation computation will not be identical to the tax calculation.

12. Validate: once the computation is done, proceed to validate the fixed asset.

• Location: select a location associated with this fixed asset.

• Tracking number: associate a tracking number.

• Invoice line / Purchase account move: here, you can attach an invoice line or a purchase entry retrospectively.

caution

Once the record has been validated, the other information can no longer be modified.

• Depreciation information

1. In the ‘Depreciation information’ tab, in the Depreciation board, click on a fixed asset line.

2. Realize: click on the ‘Realize’ button to realize the fixed asset line.

3. Save: save the changes that have been made.

4. Accounting value: you will notice that the accounting value has been updated after the realisation of the fixed asset line.

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Access: Accounting → Moves → Moves

In the accounting entries (moves) you will be able to find the accounting entry that was associated with your fixed asset.

Create a fixed asset manually from an accounting entry (move)

Access: Accounting → Moves → Moves

caution

Creating a fixed asset record on a move record does not exempt you from generating the depreciation and then validating a fixed asset record.

In this example, you need to create an entry line (move line).

1. Description: fill in the description.

2. Move lines: add an entry line. Fill in the rest of the information concerning the entry line (partner, financial account, debit, etc.).

3. Origin: define the functional origin as ‘fixed asset’.

4. Click on the move line to activate the fixed asset in the ‘Move line’ pop-up window.

5. Generate a fixed asset from this line: activates the generation of the fixed asset record from the invoicing.

6. Fixed asset category: select the corresponding fixed asset category (for example, computer equipment).

7. Daybook: back on the fixed asset record, click on the ‘Daybook’ button.

tip

Access: Accounting → Configuration → Financial → Journals

If you cannot find the ‘Daybook’ button, it means that this feature has not been activated.

Allow accounting daybook: the ‘Allow accounting daybook’ feature can be found in the Configuration tab on a journal's file. Check the box to activate it.

8. Account: proceed to accounting the entry by clicking on the ‘Account’ button. Following these actions, a fixed asset will be created in the Fixed Assets menu.

Access: Accounting → Fixed Assets → Fixed Assets

You can modify the information on the fixed asset record that has just been created.

1. Purchase account move: in this field, you will see the lettering that is associated with the original purchase entry which was used to create this fixed asset.

2. Quantity: enter the associated quantity.

3. Fiscal first depreciation date: enter the first date of fiscal depreciation (Fiscal information tab).

4. Date of acquisition: enter the first date of acquisition.

5. First service date: also indicate the date of the first service (it may differ from the date of acquisition).

6. Compute depreciation: click on the ‘Compute depreciation’ button. The results will be visible in the depreciation table, in the Depreciation information tab.

caution

Please note that if you have not entered the fiscal depreciation/acquisition dates, it will not be possible to launch a computation.

7. Validate: click on the ‘Validate’ button to validate the fixed asset.

Create a fixed asset from an invoice

Access: Invoicing → Supplier invoices

1. Open an invoice.

2. Click on the Content tab. Here you will find the table containing the invoice lines.

3. Fixed asset: to add a new invoice line, select and click on a product. On the Invoice line pop-up window open the Accounting tab. There, tick the ‘Fixed asset’ checkbox. It will indicate that the selected product is a fixed asset on this invoice.

Generation of fixed assets: other methods

There are other available methods to generate a fixed asset, for example via a takeover or a split.

In the Commentary tab, the Origin field will allow you to clearly identify the method that initiated the generation of the fixed asset record:

• Manual: the record was manually created by a user.

• Invoice: the record was created automatically once a purchase invoice of a fixed asset has been ventilated.

• Move line: the record was created automatically once a move (entry) for the Purchase of a fixed asset has been ventilated.

• Split: the record that results from the splitting of an initial fixed asset record. The original fixed asset record will be linked to this record.

• Partial scrapping: the record is created after the partial scrapping of a fixed asset record (partially scrapped).

• Partial disposal: the record is created after the partial disposal of a fixed asset record (disposed part).

• Import: the record is imported from another software programme which will enable the transfer of data.

In this section you will see how to transfer a fixed asset in progress via an import into the system and how to split a fixed asset.

Other methods of generating fixed assets: transfer

Access: Accounting → Fixed Assets → Fixed Assets

To carry out the recovery of existing fixed assets, proceed by import.

When proceeding with a takeover of a fixed asset, it will be necessary to fill in all the fields: Name, Category, Depreciation plan, Date of acquisition, First service Date, Gross value.

However, additional fields must be filled in:

• Depreciation import date: date on which the depreciation, and therefore the accounting entries, will be generated in the system. Located on the right under the residual value.

For example:

The company AXELOR has an equipment with a gross value of €3600 that will be depreciated over 3 years on a straight-line basis, purchased on 01/07/2022 and put into service on 01/10/2022.

The fixed asset is depreciated from 31/12/2022 (at an annual period).

If the fixed asset is transferred to AOS in 2023, then the transfer date that should be entered will be 31/12/2023.

The information relating to previous depreciation has already been recorded on the old software, such as:

• Fiscal Number of depreciations: number of depreciations that have been carried out since the date of acquisition of the asset or the date of first service according to the depreciation plan.

• Amount already depreciated: amount that has been already depreciated which corresponds to the number of depreciations that have been already carried out.

When applicable, these fields must be completed for the Fiscal (reference), Economic (practised by the company) and IFRS amortisation schedules.

The exceptional depreciation is not affected by the takeover since it is a question of noting the difference between the fiscal and economic parts (these differences will continue in the takeover of the depreciation schedule).

Following the takeover of the previous fixed asset, for example, the economic depreciation table will start on the takeover date, i.e. 31/12/2023, with a straight-line depreciation of 3600/3 = €1200.

The cumulative depreciation will therefore be equal to €300 corresponding to the depreciation that has already been recorded, to which will be added the depreciation for the year 2023 €1200, i.e. a total of €1500.

In the investment information tab corresponding to the economic depreciation, the depreciation table will be filled in.

Other methods of generating fixed assets: splitting

Access: Accounting → Fixed assets → Fixed assets

A fixed asset that is undergoing depreciation, can be split, if it is subject to a split or, for example, if several fixed assets have been recorded together on a single lot.

For example, an asset record shows the purchase of 3 laptops on 01/07/2022 for a total of €10,800, or €3,800 per unit, on a straight-line basis over 3 years.

The fixed asset is being depreciated, for example, the depreciation has been recorded in 2022, it will bring you an account value of €7,200 for the 3 PCs.

In 2023, the company wants to split these records to monitor their progress independently.

To split, click on the Split button, which will open the pop-up window.

The split can be done in two ways:

1. Quantity: once this choice has been made, a new fixed asset record will be created.

2. Amount: indicate the gross value that will be split. The split will result in the recalculation of the current fixed asset without the gross value. It will result in the generation of a new fixed asset record that will be linked to the old one.