Add fixed assets with templates

6 min.

Fixed Asset Templates allow users to apply pre-configured field values for fixed assets at the same time as they work on general journal lines, purchase invoices or a fixed asset cards. This eliminates the need for Fixed Asset Cards to be prepared earlier in a separate process. The templates are particularly helpful for configuring fixed asset information reliably and quickly, especially if some of your users who work with invoices and journals are not familiar with the regulations for fixed assets.

Create fixed asset templates

You will typically use templates for broad categories of fixed assets such as vehicles, furniture and IT equipment.

From the Fixed Asset Templates page, use the New action to create a new template.

In the General FastTab and Lines FastTab complete the details that you want to transfer to each individual Fixed Asset with this template, such as:

Number Series
Depreciation Book Code
FA Posting Group
Depreciation Method
Number of Depreciation Years

Fixed Asset Template Card Depreciation Method

Adding fixed assets in a purchase invoice

Once a Fixed Asset Template is set up, you and your users can apply the template in purchase invoices.

From the Lines FastTab, choose the Type for Fixed Asset.

Then from the Fixed Assets menu, use the action to Create FA from Template.

Purchase Invoice Create Fixed Asset from Template action

The Create FA from Template page configures details that users should be able to complete from the purchase invoice document.

Choose the relevant Fixed Asset Template Code.

Enter other relevant details for the specific Fixed Asset, such as:

Depreciation Starting Date
Fixed Asset Description
Either Use Number Series or With Fixed Number

Purchase Invoice Create FA from Template Choose FAT Code

Create multiple fixed assets

When you acquire a batch of fixed assets at the same time, such as mobile phones or computer monitors, you can quickly create multiple fixed asset cards from the one fixed assets template. You also have the option of adding serial numbers or dimensions to each fixed asset card.

For creating multiple fixed asset cards from one template, you need to specify:

Quantity and Amount in the Insert multiple Fixed Assets FastTab.
Optionally, add up to twenty Serial Numbers or Dimensions.

This will create separate purchase invoice lines with a separate Fixed Asset Card.

Create FA from Template Insert multiple quantity

Note

The Extended Fixed Assets module also allows you to create a single fixed asset card for a multiple quantity of items. This feature is useful, for example, when acquiring a bulk amount of items that do not have IDs or serial numbers, such as pieces of office furniture. This is covered in the following learning unit, Handle partial disposal of multiple-item fixed assets.

Create fixed assets on purchase invoice lines

Once you have entered all the relevant details in the fixed asset template, use the Create Fixed Asset action to transfer the template and the specific information to the purchase invoice lines. If you used the options to Insert multiple fixed assets, each new fixed asset appears as a separate purchase invoice line.

Scenario

Ester at Cronus needs to create some Fixed Asset Templates to make it quicker and more reliable to configure the correct depreciation details. Then Bernhard, another user at Cronus, applies this template in a purchase invoice to create new fixed asset cards.

Ester and Bernard need to:

Create a Fixed Asset Template for mobile phones
Apply the template in a purchase invoice for new mobile phones

More resources

Overview of Extended Fixed Assets (Continia Docs article)
Setting up the Fixed Asset Module (Continia Docs article)
Adding a Fixed Asset Template (Continia Docs article)