General Ledger Integration > Assets > Assets Ledger Interface

Assets Ledger Interface

You use this program to define the interface ledger accounts at asset branch/cost center/group level for the Assets Register module.

Toolbar and menu

Field Description
File  
Start At Select this to navigate to a specific entry in the listview.
List Select this to use the Asset List of Asset Interface Entries program to generate a report of Asset interfaces currently defined.
Exit Select this to exit the program.
Options  
Confirm Deletions Select this if you want the system to prompt you to confirm the deletion of an interface entry when you select to delete it. If you do not select this option, then the entry is deleted without warning.
Functions  
Maintain Select this to assign ledger entries to your Asset Register interface records for a selected range of branches, cost centers and groups.
Integration level

Select this to optionally select a further level of integration for asset interface entries.

You can select to create interface entries by cost center, by group or by both cost center and group within the branch(es) you select.
Validate Select this to ensure the integrity of your interface records based on the level of integration defined. This function notifies you of missing entries encountered, and enables you to delete any invalid entries encountered.
View This option enables you to select the type of entries you want to display in the listview.
Existing Entries

This option is selected by default.

The entries displayed in the listview are the existing interface entries defined.
Missing Entries Select this to view the missing integration entries. This option is only enabled after you select to Validate the interface entries and the system has detected missing entries.

Listview columns

Column Description
Asset branch Indicates the Asset branch for the interface entry.
C/C Indicates the Asset cost center for the interface entry.
Group Indicates the Asset group for the interface entry.
Asset control Indicates the account to which the Cost/value amounts are posted for asset additions, asset disposals and changes to asset Cost/value amounts
Profit/Loss Indicates the account to which postings are made for the gain/loss you incur when you dispose of an asset using the Asset Disposal program.
P/L Interco out This is not used in the current version of the program.
Capex in progress Indicates the account to which postings are made when you use the Job Entry program to create a job for a capex requisition line or you use the Asset Capex Items program to link a capex requisition line to an existing job.
Reval reserve Indicates the account to which postings are made when an asset is revalued using the Asset Revaluation program.
Asset clearing Indicates the account to which postings are made for asset additions, asset disposals and changes to asset Cost/value amounts.
Depreciation Indicates the expense account to which book value depreciation amounts are posted.
Accum depreciation Indicates the balance sheet account to which book value depreciation amounts are posted.

Assets Ledger Interface Maintenance

This screen is displayed when you select the Maintain option from the Functions menu.

Field Description
Branch selection Indicate the Assets branch(es) for which you want to maintain assets interface entries.
Cost center

Indicate the Asset cost center(s) (within the branch) for which you want to maintain assets interface entries.

This option is only available if you selected to include cost centers in the integration level (Assets Ledger Interface - Functions - Integration Level).
Group

Indicate the Asset group(s) (within the branch) for which you want to maintain assets interface entries.

This option is only available if you selected to include groups in the integration level (Assets Ledger Interface - Functions - Integration Level).
Apply default G/L codes

Select this if you want the system to automatically enter the ledger codes you defined on the General Ledger Integration form into the General ledger account fields below.

You would use this option if you only wanted to define a few ledger accounts differently at branch level to the ledger account codes defined at default level on the General Ledger Integration form.

For example, if you required only different Depreciation and Accumulated depreciation accounts for the branch/cost center/group combination you selected, then you use this option to enter the default codes in all fields. You then change only the Depreciation and Accumulated depreciation codes to the codes you want for this branch/cost center/group combination.
General ledger accounts The ledger accounts you specify here will be used as the integration accounts for the Branch(es), Cost Center(s) and Group(s) combination selected above.
Asset control This indicates the account to which the Cost/value amounts are posted for asset additions, asset disposals and changes to asset Cost/value amounts.
Profit and loss This indicates the account to which postings are made for the gain/loss you incur when you dispose of an asset using the Asset Disposal program.
Profit and Loss Inter-co out This is not used in the current version of the program.
Capex in progress This indicates the account to which postings are made when you use the Job Entry program to create a job for a capex requisition line or you use the Asset Capex Items program to link a capex requisition line to an existing job.
Revaluation reserve This indicates the account to which postings are made when an asset is revalued using the Asset Revaluation program.
Asset clearing

This indicates the account to which postings are made for asset additions, asset disposals and changes to asset Cost/value amounts. The cost/cash price of asset additions is credited to this account, and the disposal amount of assets disposed of is debited to this account.

To clear this account, when transactions are processed against your fixed assets in the Cash Book and/or Accounts Payable modules, the asset cost or disposal value should be distributed to this account.
Depreciation

This indicates the expense account to which book value depreciation amounts are posted.

[Note]

If you select to depreciate assets at Individual asset level (Assets Register Setup) then the code you enter here is ignored for book value depreciation, irrespective of whether a ledger code is defined against the asset or not (Assets).

If you select to depreciate assets at Individual asset level and no ledger code for book value depreciation is defined against the asset, then the transaction journal is created with a blank ledger code (i.e. it does not default to the depreciation ledger code defined here).

When you use the Asset GL Integration or GL Journal Entry programs to update the General Ledger, depending on your integration level for Assets (General Ledger Integration) these entries are listed as errors which you will need to manually fix using the GL Journal Entry program.
Accumulated depreciation This indicates the balance sheet account to which book value depreciation amounts are posted.
Apply Changes Select this to create the ledger interface entries according to your selections and the information you entered.
Delete Entries Select this to delete the ledger interface entries for the branch, cost center and/or group combination you selected.
Close Select this to return to the previous screen.

Integration Level

This screen is displayed when you select the Integration Level option from the Functions menu.

If you only want to create interface entries at asset branch level, then do not select either of these options.

Field Description
Cost center Select this to create interface entries by Asset cost center within the asset branch(es) you select.
Group Select this to create interface entries by Asset group within the asset branch(es) you select.
Ok Select this to accept your selections.
Cancel Select this to return to the previous screen.

Validate Interface Entries

This screen is displayed when you select the Validate option from the Functions menu, to ensure the integrity of your interface records based on the level of integration defined. This function notifies you of missing entries encountered, and also enables you to delete any invalid entries encountered.

Field Description
Delete entries no longer valid Select this to delete entries that are no longer valid.
Check for missing entries Select this to indicate all missing entries.
OK Select this to proceed with the validation.
Cancel Select this to return to the previous screen.

Notes and warnings

Program access

  • The Assets Ledger Interface program can be accessed by selecting the Maintain Assets Interfacesfunction of General Ledger Integration form.

Integration considerations

  • The Assets Register module can be integrated to the General Ledger at:

    • Branch level only
    • Cost Center level within Branch
    • Group level within Branch
    • Cost Center and Group level within Branch

    If you do not specify interface ledger entries at these levels, then the ledger codes defined on the General Ledger Integration form are used.

Restrictions and limits

  • You can only generate a report of Asset ledger interfaces if you have access to the Asset List of Asset Interface Entries program.

Add asset interface entries

  1. From the Assets Ledger Interface program select Maintain from the Functions menu.

  2. Select the Branches, Cost Centers and/or Groups to which you want to add interface entries.

  3. Enter the General Ledger accounts.

  4. Select the Apply Changes function to create the interface entries.

    The system will, by default, only create the entries for the Branch(es), Cost center(s) and or Group(s) you specified if they do not exist.

    If you want to update existing entries for the Branch(es), Cost center(s) and or Group(s) with the ledger codes you entered, as well as create entries where they don't exist, select Yes.

    If you only want to create the entries that do not exist, but leave existing entries for the Branch(es), Cost center(s) and or Group(s) in your selection unchanged, select No.

  5. A screen displays the number of entries processed.

    Select OK to return to the previous screen.

  6. Select Close to return to the listview.

    All entries on file (including those you added) are displayed in the listview.

Change asset interface entries

  1. From the Assets Ledger Interface program select Maintain from the Functions menu.

  2. Select the Branches, Cost Centers and/or Groups for which you want to change interface entries.

  3. Enter the new General Ledger account codes.

  4. Select the Apply Changes function to create the interface entries.

    The Apply Changes screen is displayed.

    The system will, by default, only create the entries for the Branch(es), Cost center(s) and or Group(s) you specified if they do not exist.

    To update existing entries for the Branch(es), Cost center(s) and or Group(s) with the new ledger codes you entered, as well as create entries where they don't exist, you select Yes.

  5. A screen displays the number of entries processed.

    Select OK to return to the previous screen.

  6. Select Close to return to the listview.

    All entries on file (including those you changed) are displayed in the listview.

Delete interface entries

  1. From the Assets Ledger Interface program select Maintain from the Functions menu.

  2. Select the Branch, Cost Center and/or Group from which you want to delete the interface entries.

  3. Select the Delete Entries function.

  4. From the Confirm Deletion screen, select OK to delete the selected entries or Cancel to return to the previous screen without deleting the entries.

    [Note]

    This step is only required if the Confirm Deletions command is selected from the Options menu. If the Confirm Deletions command is deselected, then the selected entries are deleted immediately.

Validate interface entries

You use this task to generate a list of asset interface entries for which general ledger entries are not defined.

  1. From the Assets Ledger Interface program select Validate from the Functions menu.

  2. The option Check for missing entries on the Validate Interface Entries screen is selected by default.

    Select OK to begin processing.

  3. The Checking for Missing Entries screen displays the number of missing entries found (if any).

    Select OK.

  4. If missing entries were found, the View Missing Entries screen is displayed.

    Select Yes to view the missing entries found.

    If you select No, the system returns you to the listview. You can still view the missing entries by selecting Missing entries from the Interface entries to view option.