Purchase Invoice - adding fields

rj5570

I was curious if this is possible and how difficult it would be.

We would like to track our purchases to an exisisting fix asset.

I saw two ways of doing this, adding a drop down box that pulls from the fix asset table, or making a manual entered field.

I know i can add the fields and the options for the line item and such, but on the posting process, what am i looking at that i have to admend? i have a feeling i am opening up a can of worms that may be a little beyound my knowledge as of now.

if someone could sum up what i would have to look at so i can make an estimate of my time, knowledge and everything i have to touch to make this work.

if i am missing something that has already been posted on this forum, i appologize, and if you can add a link to that so i dont waste a thread, i would appreciate it.

Nikk

Hi,
Your question is not very easy to understand...

Do you want to track/see the cost of purchase for a fixed asset? :?: [/b]

rj5570

Nikk,

sorry, to answer your question, yes

but what i was wanting to do is add a drop down field per purchase line to select a fix asset OR just a text field to enter a fix asset #.

also want to add a check box field to identify if if its a Customer owned item or not.

so this would eleminate using the description field for this information.

does that make sense?

rj

Nikk

On the Purchase line ,there is a Fixed Asset option in the type field mainly used with acquisitions. If the type is picked as FA then the No looks up to the Fixed Assets table.

Im still not clear on the overall intent of your solution but if you add a field in the Purchase Line ,then you have to do the same for the related Purchase document tables else you will experience problems with the posting process.

Kindly elaborate further though .....

rj5570

my intent is to be able to track purchases, and report purchases.

i want to be able to identify purchases for exsisting fix assets and or jobs.

we are a modular office company, we sell and lease out modular office and buildings. so we have an exsisting fleet that we are ALWAYS modifing for new rentals.

does that help clearify.

we are not using the job granular in navision, we are in the process of implementing Tracktivity for the shop.

basically the only thing we were using navision, until i came aboard was to invoice our rental of the fleet thru a granular from RMI - Rental Advantage.

nunomaia

Basically you have 2 options:

Using fixed assets has a dimension. Every time you made a purchase you could apply a dimension, by selecting a fixed asset code. Using this technique you must had a dimension for existing fixed asset.

Other way around would be creating one field in purchase order to relate to a fixed asset and replicate that field in ledger entries.

David_Cox

You could use as already said Dimensions, create a new dimension with the values the same values as your fixed asset No., use this on the fixed asset for aqusition and depriciation.

Then for your Asset hires (Sales) and the Running Costs (Purchases) G/L Accounts, make the new "FA" dimension mandatory, then setup analysis by dimension for the New dimension and you have the whole picture, Value of Your Asset and Costs and Revenue associated to it, so you can see if it really is an asset or a liability posing as an asset. :?

So if a piece of plant gets hired out (Sales), add the FA dimension
When it requires repair, parts, consumables or service (Purchases), add the FA dimension
Make sure the FA Dimension is mandatory in all related G/L Revenue and Cost Accounts, and you will not ba allowed to post without selection a FA Dimension

No code, no new fields, no additional cost, just setup!

David

rj5570

ok, i see what you mean, we do not have the demision granular, but now i see how that would be beneficial, so looks like its another granular that i will have to get the company to buy

thanks, that is an easier solution!!!

nunomaia

rj5570 wrote:

ok, i see what you mean, we do not have the demision granular, but now i see how that would be beneficial, so looks like its another granular that i will have to get the company to buy

thanks, that is an easier solution!!!

It’s always cheaper and safer to buy an exiting feature than develop it.

Glad to know we could help you.

rj5570

ya since we didnt have that granular, i really didnt know how it worked or its purpose, now that makes a heck of alot of sense!!!

and i still have alot of room in my budget for this year left so!!! i will get that purchased.

since i am on this subject, is it possible to purchase something and put it into inventory, then at a later date, switch it to an asset if i bring that item into my fleet at a later date?

nunomaia

Directly you can’t insert transform an item to fixed asset, don’t forget that they are a completely different legal concept. Fixed asset has an deprecation over time, etc. You must know what you are doing.

Technically: you can decrease item with an item journal and insert has a fixed asset with a fixed asset journal.

But, be careful with this solution, you must know what you are doing.

rj5570

well actually what we do is, we purchase a modular building, and sometimes we customize it and put it in our fleet of rentals, or we just out right sell it to a customer after customizing it, and its technically in Inventory and not a fixed asset, so i have been trying to figure out away to be able to purchase the Until then bring it into a fixed asset once we are ready to introduce it as a fleet.

there is no legality issue with this.

nunomaia

Has I had said use inventory journal to decrease an item and fixed asset journal to apply correct acquisition cost. This is the way without customization. If you don’t want users to do this 2 way process, you can create a customized form / function to a user make all this process without using journal.

About legally I can’t said nothing because I don’t have deep knowledge of U.S accounting, was just an alert. 8)

rj5570

thanks!!!

thats exactly what i was thinking of doing. thats why i asked i wanted to see if someone would approach it the same way.

thanks for all your responses and help!

rj