¶ Purpose
The Asset Master Cost Distribution screen allows the user to add details of the assets based on their category and subcategories.
¶ Prerequisites
The following transactions must be completed.
- The user must have access to the Asset Master Cost Distribution transaction.
- The Department and Location master must be completed.
- The Asset Type and Asset Master transactions must be completed.
¶ Asset Master Cost Distribution
The Asset Master Cost Distribution screen allows the user to add details of the new asset, which will be used for financial transactions.
Navigation: Main – Menu ⇢ Transactions ⇢ Finance ⇢ Finance Entries ⇢ Finance ⇢ Select Financial Year ⇢ Show List ⇢ Assets ⇢ Asset Master Cost Distribution
- The user can search for a particular Asset based on the Asset (Type) and Asset Code.
- Once the user selects the appropriate Asset (Type), the corresponding list of assets will appear in the left panel of the screen.
- The user must click on the Asset to add new asset details.
- The user must enter details such as the Asset Code and Asset Name.
- The user must enter details such as the Asset Description, which must be the same as the Asset Name, as shown below.
- The user must select the appropriate Location and Department from the dropdown list.
- The user can enter details such as the GRN Number.
- The user must select the GRN Date checkbox. The user can edit the GRN Date if required.
- The user must enter details such as the Supplier and Quantity.
- The user must enter details such as the Invoice Number.
- The user must select the Invoice Date checkbox. The user can edit the Invoice Date if required.
- The user must select the Capitalisation Date checkbox. The user can edit the Capitalisation Date if required.
- The user must select the appropriate UsefulLifeBasedOn either Years or Days from the dropdown list.
- The user must enter details such as UsefulLife.
- The user must select the appropriate No. of Shifts Run (the name of the shift during which the asset is used) from the dropdown list.
- The user must enter details such as the Barcode.
- The user must select the appropriate Asset Mode from the dropdown list.
- The user must enter the AssetPerc (Depreciation %) details.
- The user must enter details such as the Sub Location.
- The user must select the appropriate Investment Type, either Yes or No, from the dropdown list.
- Click Save, the asset code and asset name will appear on the left panel of the screen.
¶ Preview Asset Details
The Preview option allows the user to view and print the added or existing asset details.
- The user can search for a particular Asset based on the Asset (Type) and Asset Code.
- The user must select the appropriate Asset (Type) from the dropdown list.
- The user must select the appropriate Asset from the left panel of the screen.
- Click Preview, the following screen will appear.
- Click Print, to print documents.
- The user can view details in Excel, HTML, Open Office, PDF and Notepad format.
- Click Email, the following screen will appear.
- The user must enter the Subject.
- The user can upload multiple attachments if required.
- The user can delete the uploaded attachments if required.
- The user must select one of the options from Employees, Customers, Sales Rep, Suppliers, Subcontractors or Others.
- Once the user selects the appropriate option, the corresponding Email IDs will appear in the Email Address section.
- The Add Your Message Here section allows the user to add messages.
- Click Send, to send emails.
- Click Add, to add the new email address.
- Click Delete, to remove the selected mail ids.
- Click Settings, the following screen will appear.
- The user must enter details of the Your Existing Mail Server Name, Port (Existing), Change the above Mail Server Name To and Port (New).
- Click Change.
¶ Delete Asset Details
The Delete option allows the user to delete the added or existing asset details if further or subsequent transactions are not executed.
- The user can search for a particular Asset based on the Asset (Type) and Asset Code.
- The user must select the appropriate Asset (Type) from the dropdown list.
- The user must select the appropriate Asset from the left panel of the screen.
- Click Delete, the following message will appear.
- Click Yes, the following message will appear.
- Click OK.
¶ Functional Use Cases
| Sl. No. | Use Case | Business Scenario | Functional Outcome in ERP |
|---|---|---|---|
| 1 | Add New Asset Details | The user adds detailed information for a newly acquired asset under its respective category and subcategory. | The asset details such as code, name, location, department, and depreciation percentage are saved and made available for further accounting and depreciation processes. |
| 2 | Update Existing Asset Details | The user updates or modifies existing asset information, such as GRN details, supplier, or location. | The updated asset details are reflected in the system, ensuring accurate asset tracking and reporting. |
| 3 | Assign Asset Location and Department | The user assigns the asset to a specific location and department for utilisation tracking. | Enables location-wise and department-wise reporting and ensures correct asset allocation. |
| 4 | Capture Depreciation and Useful Life | The user defines the depreciation percentage and useful life based on years or days. | Depreciation calculation is automated based on defined parameters for accurate financial reporting. |
| 5 | Record Procurement Details | The user records GRN number, GRN date, invoice number, and invoice date. | Links asset acquisition details with procurement transactions for audit and reference. |
| 6 | Preview Asset Details | The user previews existing or newly added asset details before finalisation. | Provides a consolidated view of asset details for validation and printing in multiple formats. |
| 7 | Email Asset Details | The user emails asset information to employees, customers, or suppliers if required. | Facilitates easy communication and document sharing directly from the ERP system. |
| 8 | Delete Asset Details | The user deletes asset details if no subsequent transaction has been made against it. | Removes unused or erroneous asset records from the system, ensuring data accuracy. |
¶ Use Case Scenario
- Click here for a detailed use case scenario for the transaction.
¶ Transaction Checklist
| Steps | Checklist Item | Details / Purpose |
|---|---|---|
| 1 | Verify user access | Ensure the user has access rights to the Asset Master Cost Distribution transaction under the Finance module. |
| 2 | Confirm financial year | Verify that the correct financial year is selected in the Finance menu before starting the transaction. |
| 3 | Complete Asset Type setup | Ensure that Asset Type master details are already created and approved. |
| 4 | Complete Asset Master entry | Confirm that Asset Master details are added and available for selection. |
| 5 | Check GRN details | Verify that the Goods Receipt Note (GRN) number and date are available for reference and entry. |
| 6 | Validate supplier information | Ensure that the supplier linked with the asset is available in the supplier master. |
| 7 | Review invoice details | Confirm that the invoice number, date, and related financial data are accurate and available. |
| 8 | Verify department and location setup | Ensure that the department and location masters are configured and active for selection. |
| 9 | Check capitalization policy | Review the organisation’s capitalisation rules and depreciation policies for correct input. |
| 10 | Confirm mail settings (if using email) | Ensure mail server configuration is set up correctly to enable sending emails from the system. |
| 11 | Prepare supporting documents | Keep all required supporting documents (GRN, invoice, supplier details) ready for reference. |
| 12 | Review approval workflow | Confirm whether any approval hierarchy is required before saving or deleting asset details. |