5.5 Report section
Common Buttons and Options on Fixed Asset Reports
When to use: Fixed asset reports are used to reconcile historical cost, depreciation, prepaid expense allocation, and asset status. The user must select the correct period/timeframe before generating reports.
Common Filter Conditions:
Date / Month-Year: Period for viewing depreciation or allocation.
From Date / To Date: Time range for viewing additions/disposals or asset lists.
Asset Group / Status: Filter assets by group or status if the screen supports it.
Function Buttons:
View Grid: Load report data.
Print: Print the report using template.
Export Grid / Export Excel: Export asset, depreciation, or allocation lists for record keeping.
Close: Exit the report screen.
Operational Notes:
Before viewing the depreciation schedule, ensure depreciation has been calculated for that month.
Before viewing the allocation schedule, ensure prepaid expenses have been declared and allocated for the correct period.
If figures do not match the general ledger, cross-check addition/disposal vouchers, depreciation schedule, and GL journal entries.
System validations on report viewing: The reporting period must be valid; report data depends on the depreciation/allocation processing steps already completed.
Monthly FA Depreciation Schedule
When to use: To view the consolidated depreciation data for all fixed assets in a specific month: historical cost, accumulated depreciation, monthly depreciation, and residual value. This report supports depreciation journal entry reconciliation and financial statement preparation.
Example: View the depreciation schedule for Jun/2026 to verify total depreciation expense before preparing the balance sheet.
To view the report, the user proceeds as follows:
Enter the accounting period in the Date field (Month – Year).
Click View Grid to display the report.
Fixed Asset Detail List
When to use: To view the detailed list of each fixed asset added/disposed during a time period, including: asset code, name, group, historical cost, purchase date, status.
Example: Generate FA detail list from 01/01/2026 to 30/06/2026 for mid-year asset inventory.
To view the report, the user proceeds as follows:
Enter the date range in the From Date / To Date fields.
Click View Grid to display the report.
Fixed Asset Summary Report
When to use: To view a consolidated report on the fixed asset situation during the period: opening balance, additions, decreases, closing balance — classified by asset group. This is a mandatory report in the financial statement notes.
Example: Generate the FA summary report for 2026 for financial statement notes.
To view the report, the user proceeds as follows:
Enter the date range in the From Date / To Date fields.
Click View Grid to display the report.
Prepaid Expense Allocation Schedule
When to use: To view the consolidated allocation data for tools/prepaid expenses in the period: historical cost, accumulated allocation, monthly allocation, and remaining value. Used for reconciling Account 242 balance.
Example: View the prepaid expense allocation schedule for Q2/2026 to reconcile Account 242 balance on the general ledger.
To view the report, the user proceeds as follows:
Enter the date range in the From Date / To Date fields.
Click View Grid to display the report.
Fixed Asset Master List
When to use: To view the complete list of all fixed assets currently in the system, including assets in use, disposed, or pending processing.
Note: All reports can be exported to Excel using the Export Grid button for printing and archiving.
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