Steps to create new book and assets in Fixed Assets

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Posted on by Richard Wheeler

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I am looking for confirmation on steps to complete the following:

Client's firm gets purchased.

Auditors are demanding a new book and calendar

FA Calendar year is changing from fiscal year to calendar year

Here are the steps I believe are necessary:

1) Create new book

2) Assign this book to all the classes

3) Create new calendar based on calendar year

5) Set fixed asset company options for this new book

6) Import the thousands of assets by importing General and Book values

Did I miss anything?

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Microsoft Dynamics GP

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Rennecia Barran on at

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Hi Richard, I think that sums it up.

Just to be sure, I have some questions to help.

-Are you creating new records for the assets? If so, you can use the Fixed Asset Modifier to change the asset IDs in PSTL. Move the existing assets to some ID that begins with 'Z' or so to drop it to the end of the listing and make them in one group.

-Also, what are your plans for the GL Impact?

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Richard Wheeler 75,852 Moderator on at

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They want to keep the fiscal year and the original general and book information. I have created a new calendar based on calendar year and I now have new mac files to be imported into general and book. When done both will be in their fixed asset tables. I leave all accounting aspects to their accountants.

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Rennecia Barran on at

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Thanks for the update Richard.

If they want to keep the original data, I think it would be best to use modifier to add a prefix to the 'old' assets, that way they wont get mixed up with the new ones. It would also allow you to pull a smartlist for a particular range of assets.

If you don't want to add PSTL modifier in the mix to do the re-coding of the old asset IDs, you could instead use the user defined fields on the older assets and use one of those fields to label the older assets. Just a thought.

Regarding the Accounting - just a reminder that once the assets are uploaded, there will be an entry in the GL Post side for the Fixed Assets. This should be treated with before they begin using the module to run depreciation, etc.

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Richard Wheeler 75,852 Moderator on at

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I am reluctantly getting back to this project. At the present time they have two books. One called INTERNAL and the other called TAX. They now want a new book called POSTSALE which will contain all the same assets in the other two books. So when I am finished they will have three books all with the same assets. The only difference is the calendar year for the new book will be Jan-Dec as opposed to Jul-Jun. I have created the new calendar year. Can PSTL be used to copy all the assets from one book to another? Can I do this using SQL? What would I need to do to perform this copy?

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Richard Wheeler 75,852 Moderator on at

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There are 5,476 assets so using PSTL would not be practical. Using SQL would it be possible to add new records to the asset master table creating new ASSETINDEX values and then populate the book master table with these new assets? They want to put a 5 in front of all the asset IDs. Would there be another other tables that will need to be adjusted? I am a SQL person so I would prefer to go this route as opposed to creating import macros.

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