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FIXED ASSETS Introduction to Manual Page i.1

Introduction to Manual

Overview: This manual is the primary reference for the Fixed Assets system. The

purpose of this manual is to introduce the system to the new user and to provide sufficient detail that, as readers’ progress through the menus; they gain a full understanding of the system.

The major advantage of the Fixed Assets system is the fact that the

depreciation will automatically post to the General Ledger system. Finding your way through the manual The manual is set up so that a menu is an index for a tabbed section. Each page is numbered so that the user knows the menu, option number, title, and page number of the procedure. Each option is a separate document for ease of manual revision. The menu being referenced and the title of the procedure is in the header located at the top of every page. For example: FIXED ASSETS FILE MAINTENANCE MENU FAMNT1 Department File .1 HEADER ITEM EXAMPLE

Manual name FIXED ASSETS

Menu name FILE MAINTENANCE MENU

Tabbed section (menu) Menu FAMNT1

Menu option name Department File

Page number Page 2.1 (see note below)

Note: Together and provide a unique page number. The example above shows page 1 for option 2 of menu FAMNT1. Page 2.1 may appear elsewhere in this manual, but only in connection with another menu.


Manual Organization The manual is organized overall to flow from a general to a specific perspective. The concept is that as users read through this manual, they will be able to develop a conceptual framework as they read. They will add to their understanding as they read more detailed information. The following describes this approach in more detail. The Introduction to Menus section introduces all the main menus and identifies their functions. The tabbed sections describe each menu and each activity on the menu. The menu at the front of each section is the index for the section. The description for each option includes:

• A general overview of the option • The primary files accessed by an option • Prompt and informational screens • Fields • Buttons/function keys • Any column headings on reports that are not self-explanatory • Any other information that would assist a user in performing an option, such as a

process that produces a report, processing steps, and examples The last section contains user comment/request forms and revision cover sheets for manual revisions.


Using the Keyboard and System Conventions While you are working with the MONITOR system, you will see all available command keys and a description of their function listed on the bottom of the screen. The Fixed Assets system is consistent in its use of the following keys: KEY DESCRIPTION

Field Exit Press Field Exit after you have entered information in one field and are ready to move to the next. When you press Field Exit ,the system right-justifies the numeric entry in the field and erases everything to the right of the cursor in the current field.

Enter Press Enter after you have entered all appropriate information on a screen and are ready to have the system process that information. You may press Enter regardless of the cursor's position on the screen, provided it is at the beginning of a field.

Roll Up/Down or Page Up/Down

Use Roll Up to scroll forward when the system displays more than one screen of information. Use Roll Down to scroll backwards.

Field + Use Field + in the same way you use Field Exit .

Field - Use Field - to credit an account or when you need a negative sign.

Help Press Help at any time when you are on a data screen and you need information about the screen or the field in which the cursor is located.

Tab Press Tab to move through screen fields and not erase the information in the field in which the cursor is located.

F12 Press F12 to return to the previous screen and discard all the information that you have entered on the current screen.

F3 Press F3 to return to the previous menu and discard all the information that you have entered on the current screen.

FIXED ASSETS ALL ALL Introduction to Menus Page i.1

Introduction to Menus

Overview: The FAMENU menu is the primary menu in the Fixed Assets System. The menus have been designed to group procedures together for ease in

processing. For example, the processing functions are on a separate menu, as are the demand reporting functions.

The following pages briefly describe each main menu. For a more detailed explanation of each menu item


FAMENU Option 1: File Maintenance Menu

Overview: This menu is used to add or update information in the maintenance files. For a detailed description of each menu option refer to the tabbed section File Maintenance Menu.


FAMENU Option 2: Asset Maintenance Menu

Overview: This menu is used to add or update information in the asset files. For a detailed description of each menu option, refer to the tabbed section Asset Maintenance Menu.


FAMENU Option 3: Reports Menu

Overview: This menu is used to print on demand reports. On the reports

selection screens, if the facility is a stand-alone facility, the hospital number will not display. If the facility is part of a multi-facility environment, the hospital number field will be displayed for entry. For a detailed description of each menu option, refer to the tabbed section Reports Menu.


FAMENU Option 4: Posting Menu

Overview: This menu is used to print on demand reports. On the reports selection screens, if the facility is a stand-alone facility, the hospital number will not display. If the facility is part of a multi-facility environment, the hospital number field will be displayed for entry. For a detailed description of each menu option, refer to the tabbed section Reports Menu.

FIXED ASSETS FIXED ASSETS MAIN MENU FAMENU Fixed Assets Main Menu Page i.1

FAMENU Fixed Assets Main Menu

Overview: This is the main menu in the Fixed Assets System. The major advantage with the MONITOR Fixed Assets system is the fact

that the depreciation will automatically post to the MONITOR General Ledger system.

The following menus can be accessed from the main menu: File

Maintenance, Asset Maintenance, Reports, and Posting.

FIXED ASSETS FILE MAINTENANCE MENU FAMNT1 File Maintenance Menu Page i.1

FAMENU Option 1: File Maintenance Menu

Overview: This menu is used to add or update information in the maintenance files.

FIXED ASSETS FILE MAINTENANCE MENU FAMNT1 System Control File Page 1.1

FAMNT1 Option 1: System Control File

Overview: This option is used to enter or maintain information in the system control

file. The information in the system control file is used by the Fixed Assets

programs to determine the specific characteristics of your system.

Note: The Hospital Number accommodates up to four numeric characters. File: FACTRLP

Note: All fields are required, except those designated Display only.

FIXED ASSETS FILE MAINTENANCE MENU FAMNT1 System Control File Page 1.2

FIELD DESCRIPTION

Facility number Display only. The facility number that was entered in the previous screen.

Facility name Enter a description for the facility. This field is 30 characters in length.

Year End date Enter the closing date of the current fiscal year. Enter this date as MMDDYY.

Current processing period

Enter the current processing month (fiscal period) for all transactions. This field is automatically advanced during Post Depreciation, Option 2 on the Posting Menu.

Method for assigning expense

Enter the method for determining the G/L numbers when depreciating, as follows:

Enter: If the depreciation expense should be assigned based on:

C Categories, such as Land Improvements, Buildings, or Major Moveable Equipment

D Departments, such as Surgery, Pharmacy, or Administration

Using categories for assigning expense is more common than using departments.

System generated asset numbers

Enter Y if the system should automatically generate sequential asset numbers. Enter N if the user should assign the asset numbers.

Last asset number If the system is generating the asset number, enter the last asset number that was used. This number will be incremented when entering a new asset.

Convert to straight line

Enter Y to allow the system to convert accelerated depreciation methods to straight line. The assets depreciated with appropriate methods will automatically be switched to straight line in the month of life in which straight line results in more depreciation.

Required depreciation types

Enter Y for each depreciation type that is required for this facility. The depreciation types are Tax, State, Medicare, and Medicaid. These types are in addition to the Book Value.

Update GL with depr. expense

Enter Y if the depreciation expense should post directly to the General Ledger in Post Depreciation, Option 2 on the Posting Menu. Enter N to not post to the General Ledger.

Next Reference Number

Display only. The system maintains the next reference number that will print on the Fixed Assets/General Ledger Posting Report that is generated in Post Depreciation, Option 2 on the Posting Menu.

Last date posting run

Display only. The system maintains the last date that the Post Depreciation, Option 2 on the Posting Menu, was processed.

FIXED ASSETS FILE MAINTENANCE MENU FAMNT1 Department File Page 2.1

FAMNT1 Option 2: Department File

Overview: This option is used to enter or maintain information in the department file.

This file is used to identify all departments within the facility to which assets are assigned. If the facility is assigning expense by department, the General Ledger numbers for each department should be entered. If the facility is assigning expense by category, the General Ledger numbers should not be entered. The departments used in Fixed Assets can be the same departments used in Payroll or General Ledger.

The Fixed Assets reports can be printed by department.

Note: The Hospital Number accommodates up to four numeric characters. Files: FACTRLP, FADEPTP

Note: If the method for assigning expense in the System Control File, Option 1 on the File Maintenance Menu, is set up to use departments, the General Ledger account numbers are required entries.

FIXED ASSETS FILE MAINTENANCE MENU FAMNT1 Department File Page 2.2

FIELD DESCRIPTION

Department number Display only. The 3-digit department number entered in the previous screen.

Department name Required. Enter an applicable description for the department. The description can be up to 30 characters in length and will print on reports.

Accumulated depreciation G/L

Enter the General Ledger account number for the accumulated depreciation for the department or press F4 to search.

Depreciation expense G/L

Enter the General Ledger account number for the depreciation expense for the department or press F4 to search.

FIXED ASSETS FILE MAINTENANCE MENU FAMNT1 Category File Page 3.1

FAMNT1 Option 3: Category File

Overview: This option is used to enter or maintain information in the category file.

This file is used to describe the assets such as Building, Land Improvements, and Major Moveable Equipment. If the facility is assigning expense by category, the General Ledger numbers should be entered. If the facility is assigning expense by department, the General Ledger numbers should not be entered. The categories can relate to General Ledger accounts.

The Fixed Assets reports can be printed by category.

Note: The Hospital Number accommodates up to four numeric characters. Files: FACTRLP, FACATGP

Note: If the method for assigning expense in the System Control File, Option 1 on the File Maintenance Menu, is set up to use categories, the General Ledger numbers are required entries.

FIXED ASSETS FILE MAINTENANCE MENU FAMNT1 Category File Page 3.2 FIELD DESCRIPTION

Category code Display only. The 2-digit category code entered in the previous screen.

Category description

Required. Enter an applicable description for the category. The description can be up to 30 characters in length and will print on reports.

Accumulated depreciation G/L

Enter the General Ledger account number for the accumulated depreciation for the category or press F4 to search.

Depreciation expense G/L

Enter the General Ledger account number for the depreciation expense for the category or press F4 to search.

FIXED ASSETS FILE MAINTENANCE MENU FAMNT1 Number of Copies Control Record Page 4.1

FAMNT1 Option 4: Number of Copies Control Record

Overview: This option is selected to specify report generation options for the Fixed

Assets reports. The selections that can be made in this option are listed below:

• Print report (Y or N) • Number of copies • Archive (Y or N) • Report distribution

Files: OPDSYS, RPTDIST

This is the first screen listing the Fixed Assets reports.


The following information is listed for each report: program name, user data field, report title, whether the report should print, the number of copies, whether the report should be saved to optical disk (archive), and the print order of the report. The reports shown in bold with an asterisk (*) in the far right column have distribution lists set up. These distribution lists allow the report to be sent to different outques and allow the number of copies to be specified for each outq. The Fixed Assets reports do not have any print order selections in this option.

Action Select the report by typing 1 in the Sel column and Click OK. The user can select as many reports at one time. If you select multiple reports and click

OK, the maintenance screen (next page) for the first one will appear. When you complete it, the maintenance screen for the second one will appear, and so on.

After you select a report, this screen will be displayed to allow you to specify the report generation options. The program name, user data field, and report title are informational (display-only) fields and cannot be changed.


FUNCTION KEY DESCRIPTION

F4 Allows searching of Archive tab

F7 Allows a distribution list to be set up for the report. Note: If Report Distribution is not displayed (F7), a distribution list cannot be set up for the report. When Report Distribution is highlighted, a distribution list already exists.

F12 Return to the previous screen. FIELD DESCRIPTION

Print Report Enter one of the following: Y The report should be printed. N The report should not be printed. R The system automatically prints some reports. In these cases, R (for Required) will be displayed in this field. H The report should be placed on hold and not printed.

Number of Copies Enter the number of copies of the report to be printed. For reports that the system automatically prints, at least one copy must be printed.

Archive Enter Y if the report should be saved to optical disk (archive). Otherwise, enter N.

Archive Tab If the report is being saved to optical disk (archive) and should be categorized in Archiving Solutions with a user-defined tab, enter the tab name. Tabs are maintained in Tab master maintenance, Option 18 on the Hospital Table File Menu in Patient Accounting.


Report Distribution (F7)

This window is displayed if Report Distribution (F7) is selected. It shows the outques where this report should be directed and the number of copies of the report. OPTION DESCRIPTION

2 Allows the distribution list to be changed. The report outq and the number of copies can also be changed.

4 Deletes the distribution list.


F10 Allows a new outq to be entered.

F12 Returns to the Applications Reports Selection Maintenance screen.


Add (F10) and Change (Option 2)

This window is displayed if Add (F10) or Change (Option 2) is pressed in the Report Distribution window. Action Enter or change the outq name to which the report should be sent and the number of

copies that should print. Click OK to submit. Click Previous to go back to the Report Distribution window.

FIXED ASSETS FILE MAINTENANCE MENU FAMNT1 Disposal Method File Page 5.1

FAMNT1 Option 5: Disposal Method File

Overview: This option is used to enter or maintain information in the disposal

method file. This file is used to identify various methods for disposing of fixed assets. A

disposal method (and price) can be entered when an asset is sold or retired (Maintain Assets Sold/Retired, Option 2 on the Asset Maintenance Menu).

Note: The Hospital Number accommodates up to four numeric characters.

Files: FADSPDTA, FADSPTBL

Action

If a disposal method is being added, enter a unique 2-character code (any combination of letters and numbers, such as 11, 4C, D8, or FB) and press Enter. If a disposal method is being updated (that is, if the description is being changed), enter the disposal method code or press F4 to search, and then press Enter.

FIXED ASSETS FILE MAINTENANCE MENU FAMNT1 Disposal Method File Page 5.2

Action Enter a description of the disposal method (maximum 20 characters). FUNCTION KEY DESCRIPTION

F3 Exits and returns to the File Maintenance Menu.

F12 Returns to the previous screen.

F23 Deletes the displayed disposal method. A confirmation message will be displayed to allow the user to verify the disposal method being deleted.

FIXED ASSETS ASSET MAINTENANCE MENU FAMNT2 Asset Maintenance Menu Page i.1

FAMENU Option 2: Asset Maintenance Menu

Overview: This menu is used to add or update information in the asset files.

FIXED ASSETS ASSET MAINTENANCE MENU FAMNT2 Set Up Fixed Assets Page 1.1

FAMNT2 Option 1: Set Up Fixed Assets

Overview: This option is used to enter or maintain fixed assets. Note: Special attention should be taken when setting up assets. After a

monthly post has been performed, asset information cannot be changed. Files: FACTRLP, FACATGP, FADEPTP, FADEPRP, FAMSTRP, FASRVDTA,

FAVNDDTA

If an asset is being added and the system is generating asset numbers, press Enter and a new asset number will be assigned. If an asset is being added and the user is generating asset numbers, enter a new unique asset number (of 1 to 7 digits) and press Enter. If an asset is being updated, enter the asset number or press F4 to search, and then press Enter. Also use F4 to add or update service information or vendor information without displaying the detailed asset information. Note: If an asset has been sold or retired (Option 2 on the Asset Maintenance Menu), it will not appear in the F4 list.


List (F4)

This window is displayed when F4 is pressed in the previous screen. It lists all assets that have been set up for the current facility and that have not been sold or retired. OPTION DESCRIPTION

1 Allows asset information to be maintained.

2 Allows vendor information to be added or maintained.

3 Allows service information to be added or maintained.




This is the first screen displayed when adding or maintaining an asset. FUNCTION KEY DESCRIPTION

F3 Exits and returns to the Asset Maintenance Menu.

F6 Allows service information to be added or maintained for this asset.

F7 Allows vendor information to be added or maintained for the current asset.


F23 Deletes the displayed asset. A confirmation message will be displayed to allow the user to verify the asset being deleted.


FIELD DESCRIPTION

Asset number Display only. The number (1 to 7 digits) assigned to the asset in the previous screen (either by the user or automatically by the system).

Asset description Required. Enter a description of the asset (up to 35 characters).

Asset category Required. Enter the category that the asset is assigned to (such as Building, Furniture & Fixtures, or Major Moveable Equipment). Category codes are set up in Option 3 on the File Maintenance Menu.

Department number

Required. Enter the number of the department that will use the asset. Department numbers are set up in Option 2 on the File Maintenance Menu.

Location Enter the asset's location, such as the building or office where the asset is. The location can be up to 30 characters in length. If left blank, the location will default to the department description.

Serial number Enter the serial number of the asset.

Vendor name Enter the name of the vendor from which the asset was purchased. More detailed vendor information can be entered by pressing F7.

Invoice/check# Enter the invoice number or check number for the purchase of the asset.

Date purchased Required. Enter the date that the asset was purchased (in MMDDYY format). The date must be in the current fiscal period or earlier. This field cannot be changed for an existing asset.

New or used Required. Enter N if the asset was purchased new or U if it was purchased used.

Model number Enter the asset’s model number (up to 15 characters).

Manufacturer Enter the asset’s manufacturer (up to 16 characters).


Service information (F6)

This screen allows service information to be added or maintained for the selected asset. It appears anytime the user does one of the following:

• Enters 3 in the Fixed Asset Search/Select window • Press F6 in the asset information screen • Press F6 in the vendor information screen

Important: After entering service information, press OK to save. FUNCTION KEY DESCRIPTION


F5 Allows asset information to be maintained for the current asset.




FIELD DESCRIPTION

Asset number Display only. The asset number previously entered or selected.

Asset description Display only. The asset description previously entered.

Service contract period Enter the length of the asset’s service contract in years and months.

Service start date Enter the date on which the service contract takes effect. Use MMDDYY format.

Service end date Enter the date on which the service contract expires. Use MMDDYY format.

Location of manuals Enter the location where the manuals for this asset (such as service manuals) are stored. Examples of a location are a building or a department. The location can be up to 35 characters long.


Vendor information (F7)

This screen allows vendor information to be added or maintained for the selected asset. It appears anytime the user does one of the following:

• Enters 2 in the Fixed Asset Search/Select window • Presses F7 in the asset information screen • Presses F7 in the service information screen

Note: Click OK to save the vendor information. FUNCTION KEY DESCRIPTION


F5 Allows asset information to be maintained for the current asset.




FIELD DESCRIPTION

Asset number Display only. The asset number previously entered or selected.

Asset description Display only. The asset description previously entered.

Vendor name Enter the name of the vendor from whom the asset was purchased (up to 30 characters).

Address Enter the vendor’s address, following the example on the previous page. The first three fields are 25 characters each and for the street address, suite number (or something similar), and city and state. The fourth field is 9 characters long and is for the zip code. When entering the zip code, enter only numbers or letters, without punctuation (such as a hyphen).

Warranty period Enter the length of the asset’s warranty period in years and months.

Warranty start date Enter the date on which the warranty takes effect. Use MMDDYY format.

Warranty end date Enter the date on which the warranty expires. Use MMDDYY format.

Cost Enter the total amount paid to the vendor for the asset. This field is 11 digits with 2 decimal places. For example, if the asset cost is $500, enter 50000 with no punctuation or symbols.

Installation Enter the cost of installing the asset. This field is 11 digits with 2 decimal places. For example, if the installation cost is $500, enter 50000 with no punctuation or symbols.

Invoice number Enter the invoice number associated with the asset’s purchase (up to 15 characters).

Freight Enter the amount paid for transporting the asset. This field is 11 digits with 2 decimal places. For example, if the freight cost is $500, enter 50000 with no punctuation or symbols.

Check number Enter the check number used to pay the invoice (up to 6 characters).

Sales tax Enter the sales tax on the asset. This field is 11 digits with 2 decimal places. For example, if the sales tax is $100, enter 10000 with no punctuation or symbols.

Purchase order Enter the purchase order number associated with the asset’s purchase (up to 5 characters).


This is the second main window displayed when adding or maintaining an asset and is used for entering, editing, and viewing depreciation information. FUNCTION KEY DESCRIPTION



Note: If you are only viewing (not entering or editing) depreciation information, all fields are display-only and cannot be changed. This table continues on the next page. FIELD DESCRIPTION

Depreciation type Required. Enter the type of depreciation that should be used for this asset. The default type is BK = Book. The valid types are listed below.

BK = Book MX = Medicaid ST = State TX = Tax MC = Medicare

Date placed in service

Enter the date when the asset was placed in service. Use MMDDYY format. This date defaults to the purchase date entered in the first asset information screen.

Cost Required. Enter the cost of the asset. This field is 9 digits with 2 decimal places. For example, if a desk was purchased for $295.75, enter 29575.

Bonus depreciation

If applicable, enter the Section 179 Bonus depreciation expense.

Note: This amount will be deducted from the cost of the asset for the calculation of remaining depreciation of the asset. For General Ledger purposes, a manual journal entry to record this amount will be required. This amount will also need to be entered in the Current year depreciation field on this screen.

Salvage valued Enter the salvage value of the asset. This field is 9 digits with 2 decimal places. For example, if the salvage value is $50, enter 5000.

Life of asset Required. Enter the number of years that this asset is expected to last. This field is 3 digits with 1 decimal place. For example, if a building should last 22 1/2 years, enter 225.

Half-year depreciation method

Select Yes if the asset will depreciate in the first year if using the half-year method for depreciation. If not using this method, leave this field blank.

This method should be used if the facility's policy is to take one half-year depreciation expense in the year of acquisition and one half-year in the year of retirement.


FIELD DESCRIPTION

Depreciation method

Required. Enter the method of depreciation that should be used for this asset. The default method is SLD = Straight line. The valid types are listed below.

SLD = Straight line SD = Sum-of-the-years digits LDB = 125% declining balance DB = 150% declining balance DDB = Double declining balance NON = Non-depreciable

Accum depreciation thru 99/99/99

The depreciation that has accumulated for this asset through the last year-end date displayed. This field is 9 digits with 2 decimal places. For example, if the depreciation is $50, the field will display 5000.

After the first monthly posting, this amount is recalculated. However, the original accumulated depreciation that was entered is stored in file FADEPRP, which can be queried for the original amount.

Current year depreciation

The depreciation accumulated (amount of depreciation booked to G/L) for this asset in the current fiscal year. If a bonus depreciation amount was entered, that same amount will be displayed here. This field is 9 digits with 2 decimal places. For example, if the depreciation is $50, the field will display 5000.

Example regarding depreciation calculations When a fixed asset is first set up, a tax record is created in the depreciation file. For tax calculations, any bonus depreciation that is entered is taken in the asset’s first year; the remaining depreciation is taken on the regular schedule. CATEGORY AMOUNT

Cost $500

Bonus depreciation $100

Life of asset 5 years (60 months)

First-year depreciation $180 = $100 + (($400/60) x 12) ($400 is the remaining cost, equal to cost minus bonus depreciation)

Second-year depreciation $80 = ($400/60) x 12


This screen displays the types of depreciation that have been set up for the asset. The types of depreciation that are automatically set up are based on the required types of depreciation established in the System Control File, Option 1 on the File Maintenance Menu. OPTION DESCRIPTION

2 Exits and returns to the Asset Maintenance Menu.

4 Allows asset information to be maintained for the current asset.

5 Allows vendor information to be added or maintained for the current asset.

Note: A depreciation record cannot be deleted unless its accumulated depreciation is

zero. FUNCTION KEY DESCRIPTION

F2 Completes the setup or maintenance for an asset and returns to the Asset File Maintenance screen to allow another asset number to be entered.


F6 Allows a depreciation record to be created for the asset.

FIXED ASSETS ASSET MAINTENANCE MENU FAMNT2 Maintain Assets Sold/Retired Page 2.1

FAMNT2 Option 2: Maintain Assets Sold/Retired

Overview: This option allows a date, disposal method, and disposal price to be

entered or maintained for sold or retired assets. After this information has been entered, the asset will no longer appear in

the F4 list of assets.

Note: The Hospital Number accommodates up to four numeric characters. Files: FACTRLP, FAMSTRP, FADSPDTA, FAVNDDTA

Action Enter the asset number that is being sold or retired, or use F4 to search.


List (F4)

This window is displayed when F4 is pressed in the previous screen. It lists all assets that have been set up for the current facility and that have not been sold or retired. OPTION DESCRIPTION

1 Allows asset information to be maintained.




This screen is for entering or maintaining information related to selling or retiring this asset. After this information has been entered, depreciation for the asset will stop and the asset will no longer be listed in F4 lists. FUNCTION KEY DESCRIPTION



FIELD DESCRIPTION

Retired date Required. Enter the date when the asset was sold or retired. Use MMDDYY format.

Disposal method Enter the code for the method used to dispose of the asset or press F4 to search. If F4 is used to enter the code, the description will appear beneath the code.

Disposal price Enter any cost associated with disposing of the asset. This field is 11 digits with 2 decimal places. For example, if the disposal price is $5, enter 500 with no punctuation or symbols.

FIXED ASSETS REPORTS MENU FARPTS Reports Menu Page i.1

FAMENU Option 3: Reports Menu

Overview: This menu is used to print the on-demand reports. On the report selection screens, if the facility is a stand-alone facility, the

Hospital Number field will not be displayed. If the facility is part of a multi-facility environment, the Hospital Number field will be displayed for entry.

FIXED ASSETS REPORTS MENU FARPTS Depreciation Schedule Page 1.1

FARPTS Option 1: Depreciation Schedule

Overview: This option is used to print a depreciation schedule. Program: FA0R01 Selection: Hospital number Periods to calculate - 01-12 Schedule type - Book, Tax, State, Medicare, Medicaid Category - From and To Department - From and To Report sequence - Asset number or Date placed in service

Information regarding the report generation, such as the number of copies, report distribution, and if the report should be saved to the Archival System, can be indicated in the Number of Copies Control Record, Option 4 on the File Maintenance Menu.


Files: FACATGP, FADEPTP, FACTRLP


Action Enter the print selections and press Enter.


FA0R01 EXAMPLE HOSPITAL PAGE: 1

DEPRECRIATION SCHEDULE DATE: 7/18/94

DEPRECIATION TYPE: BOOK TIME:10:37:41

FOR THE 12 PERIODS OF FISCAL YEAR 6/30/91

ASSET NUMBER SEQUENCE

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ASSET PLACED IN SERVICE D E P R E C I A T I O N

NUMBER DESCRIPTION DATE COST SALVAGE CURRENT YEAR-TO-DATE ACCUMULATED MTH LIFE

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MAINTENANCE LAND IMPROVEMENTS

00312 STONE RETAINING WALL 6/01/75 652.00 .00 2.71 21.79 652.00 SLD 20

00313 PAVING AREA IN FRONT 4/01/78 628.00 .00 139.72 628.00 SLD 10

00314 FENCE-BACK PARKING LOT 7/01/80 3,615.00 .00 20.08 240.96 2,510.29 SLD 15

00315 PARKING LOT-EAST SIDE 9/01/82 19,555.00 .00 162.95 1,955.40 13,769.87 SLD 10

00316 PARKING LOT RESURFACE 10/01/86 6,148.20 .00 51.23 615.76 2,279.85 SLD 10

------------ ---------- ---------- ---------- ------------

***TOTALS MAINTENANCE 30,598.20 .00 236.97 2,972.63 19,840.01

PLANT OPERATIONS LAND IMPROVEMENTS

01035 GATE TO PARKING LOT 7/01/80 1,575.00 .00 1,575.00 SLD 5

01036 INST OF GATE-PARKING LOT 8/01/80 1,865.00 .00 1,865.00 SLD 5

01037 FENCE FOR DAY CARE CENTER 4/01/81 516.78 .00 2.87 34.44 333.00 SLD 15

02577 27 PLANTS 2/20/89 1,091.25 .00 18.18 215.16 309.06 SLD 5

02586 FENCE FOR HOSPITAL 7/21/89 1,386.00 .00 7.70 92.40 92.40 SLD 15

03271 GRIND STUMPS IN NE CORNER 8/19/89 225.00 .00 3.75 45.00 45.00 SLD 5

03547 HOSPITAL GATE 4/27/90 235.65 .00 3.92 47.04 47.04 SLD 5

------------ ---------- ---------- ---------- ------------

***TOTALS PLANT OPERATIONS 6,894.68 .00 36.42 437.04 4,266.50

***TOTALS LAND IMPROVEMENTS 37,492.88 .00 273.39 3,409.67 24,106.51

FIXED ASSETS REPORTS MENU FARPTS Comparative Schedules Page 2.1

FARPTS Option 2: Comparative Schedules

Overview: This option is used to print a comparison of two depreciation schedules. Program: FA0R02 Selection: Hospital number Periods - 01-12 Category - From and To Department - From and To Schedule types to compare - Book, Tax, State, Medicare, Medicaid


Files: FACATGP, FADEPTP, FACTRLP


Action Enter the print selections and press Enter,


FA0R02 EXAMPLE HOSPITAL FOR THE 12 MONTHS ENDED PAGE: 1

Hospital:100 MONITOR Analysis of BOOK and TAX Depreciation 12/31/01 DATE: 4/03/02

TIME: 12:22:19

------------------------------------------------------------------------------------------------------------------------------------

ASSET YEAR-TO-DATE ACCUMULATED

NUMBER DESCRIPTION COST DEPRECIATION DEPRECIATION METHOD LIFE

BOOK TAX BOOK TAX BOOK TAX BK TX BK TX

------------------------------------------------------------------------------------------------------------------------------------

FISCAL SERVICES MINOR MOVEABLE EQUIPMENT

00000001 1699 CEC COMMUNICATION BO 3,247.50 .00 .00 .00 3,247.50 .00 SLD 5.0 .0

00000002 1811 CEC COMMUNICATION BO 10,642.10 .00 10,000.00 .00 10,642.10 .00 SLD 5.0 .0

------------ ------------ ------------ ------------ ------------ ------------

***TOTALS FISCAL SERVICES 13,889.60 .00 10,000.00 .00 13,889.60 .00

***TOTALS MINOR MOVEABLE EQUIPMEN 13,889.60 .00 10,000.00 .00 13,889.60 .00

FIXED ASSETS REPORTS MENU FARPTS Fixed Asset Listing Page 3.1

FARPTS Option 3: Fixed Asset Listing

Overview: This option is used to list the entered fixed assets. Program: FA0R03 Selection: Hospital number Report sequence - Asset number, Description, Category, Department, Purchase date Category - From and To Department - From and To



Files: FAMSTRP, FACTRLP, FADEPRP


Action Enter the print selections and press OK.



Hospital: 100 FIXED ASSET LISTING DATE: 7/15/01

ASSET NUMBER SEQUENCE TIME: 10:47:44

Dpt -Periods- Accumulated

Asset No Description Loc Cat. Serial Number Dte/Svc Mthd Life Tot. Rem. Asset Cost Depreciation Dte/Rtd

-------- ------------------------ ---- ---- --------------- -------- ---- ----- ---- ---- -------------- -------------- --------

12908 DESKTOP COMPUTER 602 81 1/07/01 SLD 5.0 60 58 1,222.00 40.72

NURSING

12909 EXECTALK TRANSCRIBER, ETC 718 81 1/11/01 SLD 5.0 60 58 695.00 23.16

MED.RECORDS

12910 WOODEN OPEN LIBRARY SHELV 603 81 1/01/01 SLD 10.0 120 118 224.91 3.74

LFC OFFICE

12911 CITIZEN 190 PRINTER 718 81 1/13/01 SLD 5.0 60 58 373.50 12.44

MED.RECORDS


ADMINISTRATION


ADMINISTRATOR'S OFFICE

12914 IBM WHEELWRITER TYPEWRITE 718 81 1/20/01 SLD 5.0 60 58 330.00 11.00

MED.RECORDS

12915 IBM WHEELWRITER TYPEWRITE 821 81 1/20/01 SLD 5.0 60 58 330.00 11.00

ADMINISTRATION

12916 ELECTRONIC LOCKS 603 70 2/16/01 SLD 10.0 120 119 3,485.00 29.04

L.F.C. UNIT

============== ==============

FINAL TOTALS 7,848,648.80 3,970,861.63

FIXED ASSETS REPORTS MENU FARPTS Assets Placed in Service Page 4.1

FARPTS Option 4: Assets Placed in Service

Overview: This option is used to print the fixed assets that were placed in service as

of the entered date.

Program: FA0R04

Selection: Hospital number

Report sequence - Asset number, Description, Category, Department, Purchase date

Date - From and To

Category - From and To

Department - From and To

Information regarding the report generation, such as the number of

copies, report distribution, and if the report should be saved to the Archival System, can be indicated in the Number of Copies Control Record, Option 4 on the File Maintenance Menu.


Files: FAMSTRP, FACTRLP, FADEPRP


Action Enter the print selections and OK.


FA0R04 EXAMPLE HOSPITAL Page: 1

Hospital: 100 Assets Placed In Service 1/01/01 thru 12/31/01 Date: 1/15/02

ASSET NUMBER SEQUENCE Time: 13:37:21

Place in

Asset# Description Dept Catg. Serial# Vendor/Check Invoice Service

-------- ----------------------------------- ---- ----- --------------- ------------------------- -------- --------

2 HOSPITAL VAN 911 70 VS8S-SJSJS EAST RD AUTO 54547 7/05/01

Type Meth Life Cost Salvage Bonus Accum. Depr.

BK LDB 10.0 25,000.00 .00 .00 .00

MC LDB 10.0 25,000.00 .00 .00 .00

TX LDB 10.0 25,000.00 .00 .00 .00

3 MAINTENANCE BUILDING 830 30 ABC BUILDERS 7/15/01


BK DDB 15.0 35,000.00 .00 .00 .00

MC DDB 15.0 35,000.00 .00 .00 .00

TX DDB 15.0 35,000.00 .00 .00 .00

8 X-RAY MACHINE 911 70 XR992831 MEDICAL SUPPLY EZEZEZEZ 8/01/01


BK SLD 8.0 55,000.00 2,000.00 .00 .00

MC SLD 8.0 55,000.00 2,000.00 .00 .00

TX SLD 8.0 55,000.00 2,000.00 .00 .00

9 EAST BED WING 911 30 XYZ COMPANY AA-9901 6/15/01


BK SLD 20.0 3,500,000.00 50,000.00 5,000.00 14,583.00

MC SLD 20.0 3,500,000.00 50,000.00 5,000.00 14,583.00

TX SLD 20.0 3,500,000.00 50,000.00 5,000.00 14,583.00

11 OFFICE FURNITURE 911 70 JONES OFFICE 55114 8/31/01


BK SD 5.0 25,000.00 1,000.00 .00 .00

MC SD 5.0 25,000.00 1,000.00 .00 .00

TX SD 5.0 25,000.00 1,000.00 .00 .00

12 HOSPITAL BED 911 70 1254561A MEDICAL SUPPLY 11122451 5/01/01


BK SLD 4.0 10,000.00 .00 .00 416.67

MC SLD 4.0 10,000.00 .00 .00 416.67

TX SLD 4.0 10,000.00 .00 .00 416.67

FA0R04 EXAMPLE HOSPITAL PAGE 4

Date: 1/15/02 Assets Placed In Service 1/01/01 thru 12/31/01

Type Cost Salvage Bonus Accum. Depr.

TOTALS BK 8,891,200.00 310,000.00 16,500.00 129,954.67

TX 8,891,200.00 310,000.00 16,500.00 129,954.67

MC 8,891,200.00 310,000.00 16,500.00 129,954.67

MX .00 .00 .00 .00

ST .00 .00 .00 .00

FIXED ASSETS REPORTS MENU FARPTS Yearly Depreciation Schedule Page 5.1

FARPTS Option 5: Yearly Depreciation Schedule

Overview: This option is used to print the yearly depreciation expense report for the

fixed assets. This report can be used for planning or budgeting purposes. The report lists the asset number, asset description, date the asset was

placed in service, depreciation method, each month's depreciation, and total for the year.

Totals print for each category and grand totals print at the end of the

report. Program: FA0R05 Selection: Hospital number Schedule type - Book, Tax, State, Medicare, Medicaid Category - From and To Department - From and To


Files: FAMSTRP, FACTRLP, FACATGP, FADEPTP


Action Enter the print selections and press OK.



Hospital: 100 YEARLY DEPRECIATION EXPENSE REPORT DATE: 1/15/02

FOR THE YEAR ENDING 12/31/01 TIME:14:58:01

CATG : 50 FIXED EQUIPMENT ACC DEPR: 1375000 DEPR EXP: 8990714

------------------------------------------------------------------------------------------------------------------------------------

JUL SEP NOV JAN MAR MAY

ASSET# DESCRIPTION METHD AUG OCT DEC FEB APR JUN TOTAL

------------------------------------------------------------------------------------------------------------------------------------

00000047 MICROSCOPE SLD 375.00 375.00 375.00 375.00 375.00 375.00 4,500.00

PLACE IN SERVICE: 6/15/01 375.00 375.00 375.00 375.00 375.00 375.00

00000048 LAB ANALYZER SLD 916.66 916.66 916.66 916.66 916.66 916.66 10,999.92

PLACE IN SERVICE: 4/05/99 916.66 916.66 916.66 916.66 916.66 916.66

00000049 COUNTER SLD 138.88 138.88 138.88 .00 .00 .00 694.40

PLACE IN SERVICE: 12/14/98 138.88 138.88 .00 .00 .00 .00

00000051 PERSONAL COMPUTER SLD 52.08 52.08 .00 .00 .00 .00 208.32

PLACE IN SERVICE: 11/04/98 52.08 52.08 .00 .00 .00 .00

00000052 STRETCHER SLD 182.29 182.29 182.29 182.29 182.29 182.29 2,187.48

PLACE IN SERVICE: 7/15/01 182.29 182.29 182.29 182.29 182.29 182.29

00000056 INDUSTRIAL DISHWASHER SLD 83.33 83.33 83.33 83.33 83.33 83.33 999.96

PLACE IN SERVICE: 7/01/01 83.33 83.33 83.33 83.33 83.33 83.33

00000062 FILING CABINET SLD .00 42.42 42.42 42.42 42.42 42.42 466.66

PLACE IN SERVICE: 8/05/01 42.42 42.42 42.42 42.42 42.42 42.42

*TOTALS* 3,689.89 4,030.53 3,832.62 3,693.74 3,172.91 3,172.91 42,720.40

4,030.53 3,884.70 3,693.74 3,172.91 3,172.91 3,172.91

*GRAND TOTALS* 3,689.89 4,030.53 3,832.62 3,693.74 3,172.91 3,172.91 42,720.40

4,030.53 3,884.70 3,693.74 3,172.91 3,172.91 3,172.91

FIXED ASSETS REPORTS MENU FARPTS Disposal Methods Listing Page 6.1

FARPTS Option 6: Disposal Methods Listing

Overview: This option is used to print a list of all available disposal methods,

including the code and description for each. Program: FA0R08 Selection: Hospital number Information regarding the report generation, such as the number of


Files: FFACTRLP, FSYSCTL, FADSPTBL


FIXED ASSETS REPORTS MENU FARPTS Disposal Methods Listing Page 6.2

FA0R08 ABC HOSPITAL PAGE: 1

Hosp:100 MONITOR Disposal Method Listing DATE: 5/11/04

TIME: 13:48:02

Disposal

Method Description

---------- --------------------

AB THROW AWAY

DC DONATE TO CHARITY

O3 DONATE TO SCHOOLS

*** END OF REPORT ***

FIXED ASSETS POSTING MENU FAPOST Posting Menu Page i.1

FAMENU Option 4: Posting Menu

Overview: This menu is used to post depreciation to the General Ledger system.

FIXED ASSETS POSTING MENU FAPOST Print Period Posting Report Page 1.1

FAPOST Option 1: Print Period Posting Report

Overview: This option is used to print a period posting report prior to month-end

posting. This report lists the assets along with the depreciation that will be taken for the current processing period. The report shows the depreciation that will be posted when Post depreciation, Option 2 on the Posting Menu, is performed.

Note: Only assets with a schedule type of Book (BK) will be posted to the General Ledger.

Totals print for the current processing period depreciation and the year-to-date depreciation.

Program: FA0R06 Selection: Hospital number

Schedule type - Book, Tax, State, Medicare, Medicaid


Files: FAMSTRP, FACTRLP, FADEPTP, FACATGP



Action

Enter a Hospital Number or use the drop down to select one listed. Select the Schedule type. Click OK to continue. Click Exit to return to the Posting Menu.


A0R06 EXAMPLE HOSPITAL PAGE: 1

Hospital:100 PERIOD POSTING REPORT DATE: 1/15/02

FOR THE PERIOD 02 OF FISCAL YEAR 12/31/01 TIME: 13:48:02

CATG : 30 BUILDINGS

------------------------------------------------------------------------------------------------

THIS PERIOD Y/T/D

ASSET# DESCRIPTION METHD DEPRECIATION DEPRECIATION

------------------------------------------------------------------------------------------------

00000003 MAINTENANCE BUILDING DDB 388.88 777.76

00000009 EAST BED WING SLD 14,354.16 14,354.16

00000014 EMERGENCY CLINIC SLD 39,141.94 39,141.94

00000016 PHYSICIANS OFFICE BUILDING SD 7,200.00 8,200.00

00000017 WAREHOUSE DB 6,810.93 6,810.93

00000020 NURSING HOME DB 13,624.99 13,624.99

00000030 MAINT. VAN SHED DDB 436.90 436.90

00000031 AMBULANCE #4 GARAGE DDB 546.12 546.12

00000032 LANDSCAPERS BUILDING DDB 682.66 682.66

00000033 WATER TREATMENT CENTER DDB 853.32 853.32

*TOTALS* ACC DEPR: 1370000 DEPR EXP: 8990712 84,039.90 85,428.78

------------ ------------

FIXED ASSETS POSTING MENU FAPOST Post Depreciation Page 2.1

FAPOST Option 2: Post Depreciation

Overview: This option is used to post the depreciation to the General Ledger based

on the accounts set up in Department File, Option 2 on the File Maintenance Menu, or Category File, Option 3 on the File Maintenance Menu, depending on how the depreciation expense is assigned.

When this option is performed, the Current Processing Period in the System Control File, Option 1 on the File Maintenance Menu, will be incremented.

The depreciation expense can be set to post to the General Ledger in the System Control File, Option 1 on the File Maintenance Menu, or on the prompt screen in this option.

If posting to the General Ledger, the entries will be posted with the source code of FA.

If posting to the General Ledger, the Fixed Assets/General Ledger Posting Report will be produced which will show all of the depreciation expense detail that was posted. If the expense could not be posted, an error message will be printed on the report.

Information regarding the report generation, such as the number of


The posting errors must be corrected in Maintain the FA G/L posting file, Option 3 on the Posting Menu.

Files: FAGLDETL, FACATGP, FADEPTP, FACTRLP


Actions

If this facility is not a single facility, select a Hospital number from the available listed in the drop down menu. Note: The Hospital Number accommodates up to four numeric characters.

Confirm the displayed Transaction posting date, Year end date, Current period to post, and the Convert from accelerated to straight line fields. The transaction posting date should match the period posting date in G/L. If the depreciation expense should post directly to the General Ledger, enter Y in the Update GL with depr. expense field. This field will default to the entry in the System Control File, Option 1 on the File Maintenance Menu. If the last period of the fiscal year is being posted, a warning message will be displayed to remind the user to run the year-end reports. Confirm the information and press Enter to perform the post.


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FIXED ASSETS POSTING MENU FAPOST Maintain the FA G/L Posting File Page 3.1

FAPOST Option 3: Maintain the FA G/L Posting File

Overview: This option is used to correct posting errors that were printed on the Fixed

Assets/General Ledger Posting Report. The reference and sequence numbers found on the report are used to

request the line to be corrected.

When posting Fixed Assets transactions to a prior period and the Allow prior period entries field in the General Ledger Control Record, Option 6 on the System Control File Menu in General Ledger, is set to N, the posting report will print the message PRIOR PER FLG – N. If the Allow prior period entries field is set to Y, the posting report will print PRIOR PERIOD. In both cases, the reference number will be changed so that the last two positions will be PP to indicate that the transaction was a prior period.

After the errors are corrected, perform Option 4 on the Posting Menu,

Rerun the FA G/L update.

Note: The Hospital Number accommodates up to four numeric characters. File: FAGLDETL

FIXED ASSETS POSTING MENU FAPOST Maintain the FA G/L Posting File Page 3.2

Action Enter the reference number and sequence number for the transaction to correct. The

numbers are found on the Fixed Assets/General Ledger Posting Report.

The Hospital Number, Reference Number, and Sequence Number are displayed. Correct the errors on the report by changing the General Ledger Number, Source Code, and/or Posting Date. The amount of the transaction cannot be changed.

FIXED ASSETS POSTING MENU FAPOST Return the FAG/L Update Page 4.1

FAPOST Option 4: Rerun the FA G/L Update

Overview: This option is used to rerun the posting of the Fixed Assets transactions to

the General Ledger with the corrections made in Maintain the FA G/L posting file, Option 3.

A corrected Fixed Assets/General Ledger Posting Report will be printed.

There is no prompt screen displayed with this option.

FIXED ASSETS POSTING MENU FAPOST Return the FAG/L Update Page 4.2

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15

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FIXED ASSETS TOC Table of Contents Page 1

ITEM MENU/TAB OPTION A Asset Maintenance Menu ASSET MAINTENANCE MENU Assets Placed in Service REPORTS MENU 4 C Category File FILE MAINTENANCE MENU 3 Comparative Schedules REPORTS MENU 2 D Department File FILE MAINTENANCE MENU 2 Depreciation Schedule REPORTS MENU 1 F File Maintenance Menu FILE MAINTENANCE MENU Fixed Asset Listing REPORTS MENU 3 Fixed Assets Main Menu INTRODUCTION TO MENUS M Maintain Assets Sold/Retired ASSET MAINTENANCE MENU 2 Maintain the FA G/L posting file POSTING MENU 3 N Number of Copies Control Record FILE MAINTENANCE MENU 4 P Post depreciation POSTING MENU 2 Posting Menu POSTING MENU Print period posting report POSTING MENU 1 R Reports Menu REPORTS MENU Rerun the FA G/L update POSTING MENU 4 S Set up Fixed Assets ASSET MAINTENANCE MENU 1 System Control File FILE MAINTENANCE MENU 1 Y Yearly Depreciation Schedule REPORTS MENU 5

medhost enterprise fixed assets - bacharach … · provide a unique page number. the example above...

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