# 5.1 Setup section

## FIXED ASSET MANAGEMENT

Fixed asset management module supports user to manage short-term and long-term prepaid expenses, track monthly depreciation, monthly allocation of prepaid costs.

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2Fsmartbooks-windows-guideline%2F-MSRTgRKlOpr1MILG3jM%2F-MSRYVJeRIKrtt0sSqeg%2F0.png?generation=1612165547623102\&alt=media)

From Main Menu, the fixed asset module includes five categories:

* **Setup section:** Fixed asset group maintenance, fixed asset maintenance, Distributive costs.
* **Input section:** Fixed asset disposal, fixed asset revaluation.
* **Process section:** Calculate depreciation, calculate allocation expense.
* **Fixed asset Inquiry:** Fixed asset information.
* **Reports section**

### **5.1 Setup Section**

#### a) List of Fixed Asset Group

**:** Group ID, Description VN, EN, KR or other languages (Chinese, Japanese, Cambodian …) and Account.

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2Fsmartbooks-windows-guideline%2F-MSRTgRKlOpr1MILG3jM%2F-MSRco9JpSm9W600K5GT%2F0.png?generation=1612166939626153\&alt=media)

#### b) List of Fixed Asset

Click into FA maintenance list to input asset purchased in the period

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2Fsmartbooks-windows-guideline%2F-MSRTgRKlOpr1MILG3jM%2F-MSRco9Kqldnr8F3C98v%2F1.png?generation=1612166939637473\&alt=media)

* Create an Asset ID
* Create Asset name
* Original Price of the asset
* **Asset information tab**: Asset group, unit, serial number, country of origin, purchased date, label, model.
* **Account information tab:** Setup information such as historical cost account, accumulated depreciation expense account, depreciation expense account 1, percentage %, depreciation expense account 2, percentage %, asset revaluation account, and profit on asset disposal account, loss on asset disposal account.
* **Another information tab:** Setup information such as Useful life of assets in terms of months, depreciation start date, depreciation end date, last depreciation date, last depreciation amount, last depreciation months.
* **Other buttons:** Print – Fixed Asset Card
* 1st Step: choose FA Code from Grid data
* 2nd Step: Click Print button

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2Fsmartbooks-windows-guideline%2F-MSRTgRKlOpr1MILG3jM%2F-MSRco9LoaQD1Lg0ondZ%2F2.png?generation=1612166939652810\&alt=media)

Other option:

Export Excel: Export FA List to Excel file

Import: Input FA Information from excel file into Smartbooks

<figure><img src="https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fyt3Pcy2whJ9ot9FHZp2J%2Fimage.png?alt=media&#x26;token=14051343-9fcf-4df6-8187-dd29abcac5e2" alt=""><figcaption></figcaption></figure>

Click Template button to get template excel file.

1<sup>st</sup> Step : Click Import checkbox  ![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2F4R2wA2jFKusE1w5jZ1IT%2Fimage.png?alt=media\&token=e31c92e4-3085-4987-ba06-da5393261c46)

2<sup>nd</sup> Step : Click ![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2FEU6FR2tDPrkcI8CFbVBe%2Fimage.png?alt=media\&token=3d809f57-f4db-48c3-8102-684384417576) and choose excel file which already fill data

3<sup>rd</sup> Step : click ![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2FROc0ba3fmYctDp4KKDId%2Fimage.png?alt=media\&token=d4030dab-59a8-450d-b916-dddee06b8453)  for import excel to system.

Noted: Do not change excel sheet name

#### c) Allocation of prepayment Expense

Click into distributive costs form to prepaid input expense increased in the period

![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2Fsmartbooks-windows-guideline%2F-MSRTgRKlOpr1MILG3jM%2F-MSRco9MO5W4siThPC7h%2F3.png?generation=1612166939632791\&alt=media)

* **General information tab**: Cost ID, Cost name, Quantity, Historical cost, Allocate time, allocated time, allocated Amount, Allocation start time, Allocation end time, Last allocated date.
* **Default information tab:** Account, expense account 1, rate %, expense account 2, rate %.
* **Other buttons:** Print – Allocation Card (if need)
* 1st Step: choose FA Code from Grid data
* 2nd Step: Click Print button

Other option:

Export Excel: Export Allocation List to Excel file

Import: Input Allocation Information from excel file into Smartbooks

<figure><img src="https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2FNmO0vp9PRkhfMlnTsrPg%2Fimage.png?alt=media&#x26;token=09c4d177-6d80-4fb5-89f3-ceddeaeefc87" alt=""><figcaption></figcaption></figure>

Click Template button to get template excel file.

1<sup>st</sup> Step : Click Import checkbox  ![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2FBSNBjIPQLQ7wB5AJqnlP%2Fimage.png?alt=media\&token=35a27bdf-02c8-4af6-8a21-13313208ca3d)

2<sup>nd</sup> Step : Click ![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2Fk8pqnOBcEnyb2BgTyznd%2Fimage.png?alt=media\&token=2b953e63-92a6-47d9-824d-0e546d11063a) and choose excel file which already fill data

3<sup>rd</sup> Step : click ![](https://632035940-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS6wMckMyiqOiAIvWnY-1703796690%2Fuploads%2FSX763SODBAeqr0yHL4qT%2Fimage.png?alt=media\&token=dff93c38-f8af-4ca7-b4a1-792d17a682d3) for import excel to system.

Noted: Do not change excel sheet name