Fixed Asset Program Version 3

Copyright
Copyright 2013 Rupert Parsons Some Rights Reserved You can copy, distribute & modify this program under the conditions stipulated in the copyright licence. Click the link below to see the details of the copyright licence which applies to this program: http://creativecommons.org/licenses/by-sa/3.0/deed.en

Program Screenshots

Introduction

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Fixed Asset Program Version 3

Program Features
Registers fixed asset details & location. 6 fixed asset categories. 3 depreciation methods including straight line & declining (reducing) balance. Depreciation journal (annual & monthly depreciation). 7 cost centres / departments for allocating the depreciation charge. Full or partial depreciation in year of purchase. Macros which add and delete fixed assets at a press of a button. Prepares the fixed asset schedules (notes) for published accounts. Detailed asset & depreciation reports. Data validation to reduce input / accounting errors. Intuitive interface with on screen guides. Comprehensive user manual. Registers asset revaluations & impairments.

Introduction

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Fixed Asset Program Financial Year: 2013 Home Page

Fixed Assets Year End Procedure Program Setup Manual (online) Donate (to charity)
Help & Documentation In order for the program to function you must: Enable macros* Set up the program

Fixed Assets

Procedure

Setup

Manual

Donate

Enter data from your existing fixed asset spreadsheet (if necessary) If you are using Excel 2010 or later, excel may open the program in 'protected mode'. Click 'Enable Editing' if this is the case (the file is safe). *Macros are not enabled if nothing happens when you press the buttons on the spreadsheet (to enable macros see instructions below). How to enable macros To learn how to enable macros click the link below: http://www.scribd.com/doc/136209213/Excel-how-to-enable-macros

Then go to the chapter that corresponds with your version of Excel. The macros in this program are completely safe and are virus free. How to set up the program Click Setup on this page. How to enter / copy data from another spreadsheet For instructions on how to do this: Click Manual on this page. Select 'Entering / copying data from another spreadsheet'. How to use the program Click 'Fixed Assets' on this page. Then select the fixed asset category to add, edit or delete fixed assets. There are summary instructions on the fixed asset pages. For more detailed instructions click 'Manual' on this page. How to modify the program You must first unprotect the worksheet. There is no password. For instructions about altering columns: Click 'Manual' on this page. Select 'Columns (changing widths, adding & deleting)'. To view the progam code and see how it is organised: Click 'Manual' on this page. Select the last button 'Macros / VBA Code'. You are free to modify the program but make sure you understand the terms of the copyright licence if you are intending to publish a modified verision. To view the details of the copyright licence go to the ' Introduction' tab and click the link under 'Copyright'.

Fixed Asset Program Fixed Assets & Reports

Fixed Assets (add, edit, delete) & detailed reports

Fixed Asset Category 1 Fixed Asset Category 2 Fixed Asset Category 3 Fixed Asset Category 4 Fixed Asset Category 5 Fixed Asset Category 6
Summary Report

Summary of fixed asset movements

Fixed Asset Program Year End Procedure

Financial Year: 2013

Follow steps 1 - 5 (press the buttons except step 2 'Save As'):

1. Check for errors 2. Create a copy of this spreadsheet Save As

In the copy of the spreadsheet:

3. Move year end balances (c/f) to prior year (b/f) 4. Enter new accounting period 5. Check year end has been completed correctly
If the spreadsheet program was used in the previous year and: There were fixed asset disposals in the previous year
After step 5 above, it is recommended that the assets registered as disposed of last year are deleted.

There were revaluations / impairments in the previous year

After step 5 above, you must delete the adjustments entered for each asset revalued / impaired in the previous year (columns Z to AC on the fixed asset pages).

Fixed Asset Program Program Setup

General Details

Name of Company / Organisation Currency Symbol Current Accounting Period

Fixed Assets / Balance Sheet

Fixed Asset Categories Balance Sheet Account Codes (fixed assets) Fixed Asset Locations (optional)
Depreciation / P & L Account

Depreciation Policies Profit & Loss Account Codes (depreciation) Rounding (depreciation charge)
Other Details

Print Settings (reports) Amounts: no decimal places Amounts: 2 decimal places

Fixed Asset Program Documentation (online)

Fixed Asset Manual (chapters)

Entering / copying data from another spreadsheet Year end procedure New fixed assets Fixed asset disposals Reports Verification of fixed assets Revaluation of fixed assets Impairment of fixed assets Prior month & prior year adjustments Cut & paste / cell drag & drop (disabled) Columns (changing widths, adding & deleting) Fixed asset manual (all chapters)
Source Code

Macros / VBA Code

Fixed Asset Category 1 Financial Year: 2013

Fixed Assets: Basic Details Date Description

Back

Home

New Row

Delete Row

FA Cost Report

No.

###

Example

Cost / Value 1,000.00

Fixed Assets: Optional Details Accounts Location Fixed Asset Ref. Ref.
(or other details)

Insurance

Year 1 Depr

P45234

Classroom 1

C1-045

Office Contents

Cut & paste / cell drag & drop is disabled to protect data (see manual) Key Instructions Entering data from another spreadsheet: Enter or paste special (values) in yellow cells and depreciation b/f (column AU). Read the manual chapter 'Entering data from another spreadsheet' (click 'Manual' on the home page). New fixed assets: Click 'New Row' & enter details in the yellow spreadsheet cells. Then go to column AE to check for input errors. Fixed asset disposals: In the year of disposal, enter the disposal date (column X). In the following year, delete the asset (select any cell of the asset and then click 'Delete Row').

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FA Cost Report

Depreciation Report

NBV

Report

FA Register Report

Dep. Journal Report

Dep. Charge Report

Cost Centre Report

Sort by date

Depreciation: Asset Specific Details Depreciation Policy (category policy can be changed) Year 1 Depreciation Year 1 Depreciation Salvage Cost Centre / DepartmentDepreciation Useful Depreciation Rate Months Month of Purchase Value (if applicable) Method Life % Included (Yes/No)? (years) (Declining Balance Only) 12 Yes Straight Line 4 -

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rt by date

Sort by location

Depreciation charge in accounting period lance Only) #NAME?

Click 'Dep. Charge Report' to view details of how the depreciation charge is calculated. On rare occasions you may need to override the calculated charge (e.g. midyear impairment loss). To do this, unprotect the worksheet and manually type the depreciation charge in the cell above. When the year end procedure is run, the links to the calculated depreciation charge will automatically be restored.

Disposals & Adjustments in accounting period Date of Cost Reason Depreciation Reason Disposal Adjustment Adjustment

For part disposals consult the manual chapter 'Fixed Asset Disposals'.

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Name of your organisation Fixed Asset Category 2 2013

Date Description -

Fixed Asset Cost Movements

Cost Additions Disposals Adjustments Adjustment Cost 1/1/2013 during year during year during year Reason 12/31/2013 -Fixed Asset Category 2 -

Total Costs Total per accounts (reconciliation)

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Name of your organisation Fixed Asset Category 2 2013

Date Description Depreciation 1/1/2013 -

Fixed Asset Depreciation Movements

Charge Disposals Adjustments Adjustment Depreciation for year during year during year Reason 12/31/2013 #NAME? -#NAME? #NAME? Fixed Asset Category 2 #NAME?

Total Depreciation Total per accounts (reconciliation)

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Name of your organisation Fixed Asset Category 2 2013

Date Description NBV NBV 1/1/2013 12/31/2013 #NAME? #NAME?

Total Net Book Value

Fixed Asset Category 2

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Name of your organisation Fixed Asset Category 3 2013

Date Description -

Fixed Asset Cost Movements

Cost Additions Disposals Adjustments Adjustment Cost 1/1/2013 during year during year during year Reason 12/31/2013 -Fixed Asset Category 3 -

Total Costs Total per accounts (reconciliation)

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Name of your organisation Fixed Asset Category 3 2013

Date Description Depreciation 1/1/2013 -

Fixed Asset Depreciation Movements

Charge Disposals Adjustments Adjustment Depreciation for year during year during year Reason 12/31/2013 #NAME? -#NAME? #NAME? Fixed Asset Category 3 #NAME?

Total Depreciation Total per accounts (reconciliation)

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Name of your organisation Fixed Asset Category 3 2013

Date Description NBV NBV 1/1/2013 12/31/2013 #NAME? #NAME?

Total Net Book Value

Fixed Asset Category 3

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Name of your organisation Fixed Asset Category 4 2013

Date Description -

Fixed Asset Cost Movements

Cost Additions Disposals Adjustments Adjustment Cost 1/1/2013 during year during year during year Reason 12/31/2013 -Fixed Asset Category 4 -

Total Costs Total per accounts (reconciliation)

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Name of your organisation Fixed Asset Category 4 2013

Date Description Depreciation 1/1/2013 -

Fixed Asset Depreciation Movements

Charge Disposals Adjustments Adjustment Depreciation for year during year during year Reason 12/31/2013 #NAME? -#NAME? #NAME? Fixed Asset Category 4 #NAME?

Total Depreciation Total per accounts (reconciliation)

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Name of your organisation Fixed Asset Category 4 2013

Date Description NBV NBV 1/1/2013 12/31/2013 #NAME? #NAME?

Total Net Book Value

Fixed Asset Category 4

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Name of your organisation Fixed Asset Category 5 2013

Date Description -

Fixed Asset Cost Movements

Cost Additions Disposals Adjustments Adjustment Cost 1/1/2013 during year during year during year Reason 12/31/2013 -Fixed Asset Category 5 -

Total Costs Total per accounts (reconciliation)

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Name of your organisation Fixed Asset Category 5 2013

Date Description Depreciation 1/1/2013 -

Fixed Asset Depreciation Movements

Charge Disposals Adjustments Adjustment Depreciation for year during year during year Reason 12/31/2013 #NAME? -#NAME? #NAME? Fixed Asset Category 5 #NAME?

Total Depreciation Total per accounts (reconciliation)

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Name of your organisation Fixed Asset Category 5 2013

Date Description NBV NBV 1/1/2013 12/31/2013 #NAME? #NAME?

Total Net Book Value

Fixed Asset Category 5

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Name of your organisation Fixed Asset Category 6 2013

Date Description -

Fixed Asset Cost Movements

Cost Additions Disposals Adjustments Adjustment Cost 1/1/2013 during year during year during year Reason 12/31/2013 -Fixed Asset Category 6 -

Total Costs Total per accounts (reconciliation)

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Name of your organisation Fixed Asset Category 6 2013

Date Description Depreciation 1/1/2013 -

Fixed Asset Depreciation Movements

Charge Disposals Adjustments Adjustment Depreciation for year during year during year Reason 12/31/2013 #NAME? -#NAME? #NAME? Fixed Asset Category 6 #NAME?

Total Depreciation Total per accounts (reconciliation)

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Name of your organisation Fixed Asset Category 6 2013

Date Description NBV NBV 1/1/2013 12/31/2013 #NAME? #NAME?

Total Net Book Value

Fixed Asset Category 6

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Name of your organisation Depreciation Journal 2013 Fixed Asset Category 1

Profit & Loss Account Account Description Code Monthly Debit #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME?

#NAME?
Total Debit #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME?

400/500 -

Administration -

Total Depreciation Charge Balance Sheet Account Description Code

Monthly Credit #NAME?

Total Credit #NAME?

500/200

Fixed Asset Category 1

Month (if depreciation is entered monthly):

The monthly depreciation charge is unlikely to be exact. Therefore, if depreciation is entered monthly, there will probably need to be a year end adjustment so that the total of the monthly depreciation charges corresponds with the total charge for the accounting period.

#NAME? #NAME?

Depreciation Journal

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Name of your organisation Depreciation Journal 2013 Fixed Asset Category 2

Profit & Loss Account Account Description Code Monthly Debit #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME?

#NAME?
Total Debit #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME?

400/500 -

Administration -

Total Depreciation Charge Balance Sheet Account Description Code

Monthly Credit #NAME?

Total Credit #NAME?

Fixed Asset Category 2

Month (if depreciation is entered monthly):

The monthly depreciation charge is unlikely to be exact. Therefore, if depreciation is entered monthly, there will probably need to be a year end adjustment so that the total of the monthly depreciation charges corresponds with the total charge for the accounting period.

#NAME? #NAME?

Depreciation Journal

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Name of your organisation Depreciation Journal 2013 Fixed Asset Category 3

Profit & Loss Account Account Description Code Monthly Debit #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME?

#NAME?
Total Debit #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME?

400/500 -

Administration -

Total Depreciation Charge Balance Sheet Account Description Code

Monthly Credit #NAME?

Total Credit #NAME?

Fixed Asset Category 3

Month (if depreciation is entered monthly):

The monthly depreciation charge is unlikely to be exact. Therefore, if depreciation is entered monthly, there will probably need to be a year end adjustment so that the total of the monthly depreciation charges corresponds with the total charge for the accounting period.

#NAME? #NAME?

Depreciation Journal

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Name of your organisation Depreciation Journal 2013 Fixed Asset Category 4

Profit & Loss Account Account Description Code Monthly Debit #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME?

#NAME?
Total Debit #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME?

400/500 -

Administration -

Total Depreciation Charge Balance Sheet Account Description Code

Monthly Credit #NAME?

Total Credit #NAME?

Fixed Asset Category 4

Month (if depreciation is entered monthly):

The monthly depreciation charge is unlikely to be exact. Therefore, if depreciation is entered monthly, there will probably need to be a year end adjustment so that the total of the monthly depreciation charges corresponds with the total charge for the accounting period.

#NAME? #NAME?

Depreciation Journal

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Name of your organisation Depreciation Journal 2013 Fixed Asset Category 5

Profit & Loss Account Account Description Code Monthly Debit #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME?

#NAME?
Total Debit #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME?

400/500 -

Administration -

Total Depreciation Charge Balance Sheet Account Description Code

Monthly Credit #NAME?

Total Credit #NAME?

Fixed Asset Category 5

Month (if depreciation is entered monthly):

The monthly depreciation charge is unlikely to be exact. Therefore, if depreciation is entered monthly, there will probably need to be a year end adjustment so that the total of the monthly depreciation charges corresponds with the total charge for the accounting period.

#NAME? #NAME?

Depreciation Journal

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Name of your organisation Depreciation Journal 2013 Fixed Asset Category 6

Profit & Loss Account Account Description Code Monthly Debit #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME?

#NAME?
Total Debit #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME?

400/500 -

Administration -

Total Depreciation Charge Balance Sheet Account Description Code

Monthly Credit #NAME?

Total Credit #NAME?

Fixed Asset Category 6

Month (if depreciation is entered monthly):

The monthly depreciation charge is unlikely to be exact. Therefore, if depreciation is entered monthly, there will probably need to be a year end adjustment so that the total of the monthly depreciation charges corresponds with the total charge for the accounting period.

#NAME? #NAME?

Depreciation Journal

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Name of your organisation Summary of Fixed Asset Movements 2013

Details Fixed Asset Fixed Asset Fixed Asset Fixed Asset Fixed Asset Fixed Asset Category 1 Category 2 Category 3 Category 4 Category 5 Category 6 Total

Cost As at 1 January 2013 Additions Disposals Adjustments As at 31 December 2013 Depreciation As at 1 January 2013 Charge for year Disposals Adjustments As at 31 December 2013 Net Book Value As at 1 January 2013 As at 31 December 2013 #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME? #NAME?

Summary of Fixed Asset Movements

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Setup

Year End Procedure

Accounting Period Day Start of accounting period End of accounting period 01 31 Month January December Year 2013 2013

Important - check details of accounting period entered: Financial Year Number of months Start of accounting period
(short date format)

2013 ### 1/1/2013 ###

As displayed in reports #NAME? #NAME?

End of accounting period

(short date format)

Back

Home

Name of Company / Organisation

Company / Organisation

Name of your organisation

Currency Symbol

Currency Symbol

Fixed Asset Categories Category Name Fixed Asset Category 1 Fixed Asset Category 2 Fixed Asset Category 3 Fixed Asset Category 4 Fixed Asset Category 5 Fixed Asset Category 6 Fixed Asset Category 1 Fixed Asset Category 2 Fixed Asset Category 3 Fixed Asset Category 4 Fixed Asset Category 5 Fixed Asset Category 6

Fixed Asset Account Codes (Balance Sheet) Fixed Asset Category Accounting Code (Cost) 500/100 Accounting Code (Depreciation) 500/200

Fixed Asset Category 1 Fixed Asset Category 2

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Fixed Asset Category 3 Fixed Asset Category 4 Fixed Asset Category 5 Fixed Asset Category 6

Depreciation Policies Fixed Asset Category Depreciation Method Useful Life (Years) 4 Depreciation Rate (%)
Declining Balance Only

Fixed Asset Category 1 Fixed Asset Category 2 Fixed Asset Category 3 Fixed Asset Category 4 Fixed Asset Category 5 Fixed Asset Category 6

Straight Line

Depreciation rate (%) based on the data entered above: Depreciation Observations Rate (%) Fixed Asset Category 1 Fixed Asset Category 2 Fixed Asset Category 3 Fixed Asset Category 4 Fixed Asset Category 5 25.00% Based on the estimated useful life of the asset. -

Back

Home

Fixed Asset Category 6 -

Depreciation Account Codes (Profit & Loss Account) Cost Centre / Department (if applicable) Depreciation Account 1 Depreciation Account 2 Depreciation Account 3 Depreciation Account 4 Depreciation Account 5 Depreciation Account 6 Depreciation Account 7 Administration Accounting Code
P & L Account

400/500

Rounding (depreciation charge) The depreciation charge will be rounded to the number of decimal places entered below (leaving the cell blank is the same as rounding to the nearest whole number): Number of decimal places 2

To illustrate how the rounding entered above affects the depreciation charge: An amount without rounding: 2,534.56 Same amount with rounding: 2,534.56 Rounding explained in more detail:

Back

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If you enter a number of decimal places greater than zero: The depreciation charge will be rounded to the specified number of decimal places. If you enter zero: The depreciation charge will be rounded to the nearest whole number. If you enter a number of decimal places less than zero: The depreciation charge will be rounded to the specified number of digits to the left of the decimal point. To disable rounding: Enter the number 15 in the orange cell for rounding above. (this is because rounding has no affect when 15 is entered as Excel calculates to a precision of 15 digits).

Print Settings (reports) Report Name Paper Size Orientation Scaling % 100

Fixed Asset Cost Movements Fixed Asset Depreciation Movements Fixed Asset Net Book Values Fixed Asset Register

A4

Landscape

A4

Landscape

100

A4

Portrait

100

A4

Landscape

100

Depreciation Journal

A4

Portrait

100

Depreciation charge

A4

Landscape

85

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calculations Depreciation charge by cost centre Summary of Fixed Asset Movements Error Report A4 Landscape 100

A4

Landscape

100

A4

Portrait

110

Error Report
Fixed Asset Category

2013
Input Errors Negative NBV No. No. 1 1 -

Fixed Asset Category 1 Fixed Asset Category 2 Fixed Asset Category 3 Fixed Asset Category 4 Fixed Asset Category 5 Fixed Asset Category 6 Total Errors

Error Report

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Fixed Asset Program