Viewing an Asset within Asset File Maintenance

1. From the Fixed Asset Inventory screen, select the Assets menu and then Asset File Maintenance.

2. At the Asset File Maintenance screen, enter the asset tag number for the asset to view in the Asset Tag field.  If the tag number is not known, click the Find button to select the correct asset.

3. The information for the specified asset will appear.

• If desired, changes can be made to the asset as needed, with the exception of the following fields which cannot be changed directly within the Asset File Maintenance option:  Disposed (if tied to General Ledger entries), Disposal Date, Disposal Type ID, Replacement Cost, Depreciation, and Depreciation Accumulated.

Steps to Change an Asset within Asset File Maintenance

• The system multiplies the Quantity by the Unit Cost and displays the total in the Total Cost field.  The amount displayed in the Total Cost field cannot be edited.

• If applicable, the most recent replacement cost for the asset (the amount of cash or other consideration that would be required today to obtain the same asset or its equivalent) displays in the Replacement Cost field.  The month and year in which the replacement cost was last calculated for the asset appears to the right of the label.  To see the detail entries for calculating the replacement cost of the asset, click the Show Details button located to the right of the field.

• The system determines the present cash value of the asset (Total Cost less Depreciation Accumulated, if applicable) and displays it in the Book Value field.  The amount displayed in this field cannot be edited.

• If applicable, the most recent amount of depreciation calculated (in a month) for the asset displays in the Depreciation field.  The month and year in which the depreciation was last calculated for the asset appears to the right of the label.  To see the detail entries from calculating the most recent depreciation of the asset, click the Show Details button located to the right of the Depreciation Accumulated field and then find only those entries with a Processing Month matching the month displayed to the right of the Depreciation field.

• If applicable, the amount that has been depreciated over the life of the asset displays in the Depreciation Accumulated field.  To see the detail entries from calculating the accumulated depreciation of the asset, click the Show Details button located to the right of the field.

4. If changes were made, click the Save button.