Basic Fixed Assets Register Template

This basic asset register template enables users to compile a complete fixed assets register which incorporates an unlimited number of fixed asset classes and categories; facilitates recording additions & disposals; automatically calculates monthly and year-to-date depreciation charges and includes a comprehensive automated journal report. The template accommodates depreciation calculations based on the straight-line, diminishing value and double diminishing value calculation methods on a monthly or daily basis.

Note: This template only enables users to enter additions & disposals - if you require a solution which enables you to also enter revaluation & impairment transactions, we suggest that you refer to our IFRS Fixed Asset Register template which accommodates these transactions but only on a straight-line depreciation basis.

The following sheets are included in this template:
Set-up - the input cells on this sheet enable you to customize the template for your business. You can enter your business name, select a year end period, specify whether depreciation needs to be calculated on a monthly or daily basis, specify how to treat depreciation calculations on additions & disposals, maintain the default fixed asset classes and maintain the default fixed asset categories. A complete list of user input error codes are also included on this sheet for information purposes.
Assets - this sheet enables users to create a unique asset code for all fixed assets and the columns with the light blue column headings contain all the comprehensive, automated calculations that form part of the fixed asset register. User input is limited to entering an asset identification number, asset description, asset type, asset category and depreciation basis. The period for which the fixed asset register is compiled is determined by the review date that is specified at the top of the sheet.
Transact - all asset transactions need to be recorded on this sheet. Asset transactions are limited to acquisitions & disposals. User input is limited to entering the transaction date, transaction type, asset number, supplier, document number, transaction amount, asset lifetime, residual value and proceeds on disposal. The columns with light blue column headings contain the formulas that form the basis of all the calculations that are required in order to produce a comprehensive, accurate fixed asset register.
Category - this sheet contains a fixed assets summary which is based on the fixed asset categories that are created on the Set-up sheet. No user input is required on this sheet and 30 fixed asset categories are accommodated. Additional fixed asset categories can be added by simply copying the formulas in the last row into the required number of additional rows.
Class - this sheet contains a fixed assets summary which is based on the asset classes that are created on the Set-up sheet. No user input is required on this sheet and a maximum of 30 asset classes are accommodated.
Journals - this sheet contains an automated journal report for all fixed asset transactions. The journal report can be compiled on a monthly or year-to-date basis and is based on the account numbers that are specified in the asset category set-up on the Set-up sheet. The journal report accommodates 30 asset categories but additional categories can be added by simply copying the formulas in the last row into the required number of additional rows.

Template Set-up

The template can be customized for your business by editing the business details, asset categories and asset classes on the Set-up sheet. The business name that is entered in cell C5 is used as a heading on all the other sheets and the year-end month that is selected in cell C7 is used in order to calculate all year-to-date balances.

The depreciation calculation period basis needs to be selected in cell D9. The template accommodates monthly or daily depreciation calculations. If you select the monthly option, all depreciation calculations will be based on calendar months. If you select the daily option, all depreciation calculations will be based on daily depreciation calculations. The main difference between the two bases is therefore that an asset will start to be depreciated from the date of acquisition if you select the daily basis.

Example: If an asset is purchased on the 15th of a month, the default monthly depreciation basis will depreciate the asset from the 1st of the month and calculate a full month's depreciation for the month of acquisition. You can however change the setting in cell D11 so that the asset is only depreciated from the second month which will mean that no depreciation is calculated in the month of acquisition.

If the asset in the above example is depreciated on the daily basis, the depreciation will commence on the 15th of the month and be based on the remaining days that are left in the calendar month for the acquisition month. Changing the setting in cell D11 will only result in depreciation being calculated from the 16th of the acquisition month. This is because the aim with daily depreciation calculations is usually to depreciate assets based on the precise days that the asset is held.

Note: When deciding between monthly & daily depreciation calculations, we suggest that you also consider what is acceptable based on the tax treatment of depreciation calculations. We do not recommend using the daily basis if your tax deductions are calculated on a monthly basis and vice versa.

The period in which depreciation commences setting in cell D11 determines whether assets are depreciated in the month of acquisition (when the monthly basis is selected). If you select an option of 1, depreciation will only be calculated from the month after the acquisition. For daily depreciation calculations, selecting a setting of 1 will only mean that depreciation will be calculated from the day after the acquisition date. This setting is therefore intended mainly to be used in order to delay depreciation calculations when the monthly basis is selected.

The Yes or No setting in cell D13 can be used to specify whether assets should be depreciated in the period of disposal. If monthly depreciation calculations are used and you select the Yes option, the assets will be depreciated in the month of disposal. If the No option is selected, the asset will not be depreciated in the month of disposal.

If you use daily depreciation calculations, selecting the Yes option will result in the asset being depreciated on the day of disposal. If you select the No option, the asset will not be depreciated on the day of disposal.

Asset Classes

The template includes 6 default fixed asset classes which can be customized in the cell range from cell A17 to cell B22. The default asset class codes in column A and the default asset class descriptions in column B can be amended and you can add additional asset classes by simply inserting a new row between the first and last class codes, entering a new code for the asset class in column A and entering a description for the new class in column B.

Note: All new asset classes must be inserted above the "ZZ" asset class code and a maximum of 30 asset classes can be accommodated in the template.

The asset classes that are created on the Set-up sheet should be representative of the asset classes that are included on the financial statements. Some businesses however require more asset classes than what is disclosed on the financial statements in order to accommodate separate allocation in the business accounts. We have therefore created separate asset categories for this purpose.

Asset Categories

The template includes 11 asset categories which can be customized in the cell range from cell A27 to cell G37. Each asset category contains a unique code in column A, is linked to an asset class in column B, contains a description in column C and contains an account number in each of the columns from column D to G.

The asset category codes can be in any format but we suggest using a combination of letters and numbers as illustrated with the default category codes. Each category that is created will be included separately on the Category sheet and needs to be linked to one of the asset class codes in cells A17 to A22 by selecting the appropriate asset class code from the list box in column B. The asset categories are therefore in fact sub classes of the main asset classes that are included on the financial statements.

The account numbers that need to be entered in columns D to G are included in the automated journal report on the Journal sheet. All fixed asset journals are therefore based on the asset categories that are created which means that a separate asset category is required for each fixed asset account group or depreciation cost centre. The accounts that need to be entered in each column are better described as follows:

• Cost - the general ledger accounts that are entered in this column reflect the cost of each asset category. These accounts should therefore be balance sheet accounts.
• Accum Depr - the accounts in this column reflect the accumulated depreciation that has been written off against each asset category. These accounts should therefore be balance sheet accounts.
• Depr - the total depreciation charges for each asset category is allocated to the accounts in this column. These accounts should therefore be income statement accounts.
• Profit - if assets are sold, the profits or losses on the disposal of assets are allocated to the accounts that are specified in this column. You can again use a single account for all asset categories or enter separate accounts for each asset category. These accounts should be income statement accounts.

Note: All new asset categories must be inserted above the "ZZ" asset category code. The template accommodates 30 asset categories on the Category sheet but you can add additional asset categories on this sheet by simply copying the formulas in the last row into the appropriate number of additional rows. An unlimited number of asset categories are therefore accommodated.

Input Error Codes

The input error codes at the bottom of the Set-up sheet are included for information purposes only and provide users with a reason for the error codes that may be encountered when entering transactions on the Assets and Transact sheets. These error codes are covered in more detail in the Error Codes section of these instructions.

Note: We do not recommend adding or deleting any text or values on the Set-up sheet. The sheet contains some hidden content which may inadvertently be overwritten or deleted if you make changes outside of the template design and which may affect the template calculations.

Asset Set-up

Each individual fixed asset must be added to the Assets sheet by assigning an asset number to the fixed asset. The Assets sheet is in actual fact a comprehensive fixed asset register which contains all the individual assets that form part of the fixed assets register. All fixed asset transactions need to be recorded on the Transact sheet and the Category and Class sheets contains automated summaries of all the appropriate asset groups.

A unique asset number must be created for each fixed asset on the Assets sheet. You can use any asset numbering convention but we strongly recommend using a combination of letters and numbers as illustrated in our example data. We have used an asset numbering convention which starts with two letters followed by a hyphen and five numbers. The letters can be used to distinguish between different asset categories or classes.

Note: All fixed assets must be added to the Assets sheet by assigning a unique asset code to the particular asset. The acquisition of the asset then needs to be recorded on the Transact sheet after which the appropriate values will be reflected on the Assets sheet. Users therefore need to create asset codes for all their assets and record acquisition transactions for all assets on the Transact sheet.

All the columns on the Assets sheet with yellow column headings require user input while the columns with light blue column headings contain formulas which are automatically copied for each new asset that is added to the sheet. The following user input is required on the Assets sheet:
Asset Number - enter a unique asset number for each fixed asset in this column. Duplicate asset numbers may result in inaccurate calculations and it is therefore imperative that each fixed asset has a unique asset number. Similar assets or asset components can be distinguished by adding a "-1" and "-2" at the end of the asset number.
Asset ID Number - enter an asset identification number in this column. This number should preferably be applied to the asset in order to facilitate physical verification of assets and assist in identifying each fixed asset that is included in the fixed asset register.
Description - enter a comprehensive description of the asset in this column. The asset description should enable users to easily identify the asset and should assist users in distinguishing between similar assets.
Asset Type - select an asset type from the list box. This column assists in identifying leased assets and the list boxes in this column therefore include an owned and leased option.
Category - select an asset category from the list box in this column. All the asset categories that are created on the Set-up sheet are available for selection. Each asset needs to be linked to an asset category which is linked to an asset class in the Asset Category section on the Set-up sheet.
Depreciation Basis - select a depreciation basis from the list box in this column. Select the SL option for the straight-line (primary cost) depreciation method, "DV" for the diminishing (reducing) value depreciation method and "DDV" for the double diminishing value depreciation method. A separate depreciation method can therefore be selected on an individual asset basis.

Note: We have not included a detailed explanation of each depreciation basis in these instructions because you can easily Google it and find a list of comprehensive explanations. The premise is however that the straight-line method is calculated based on the cost of an asset over equal monthly or daily instalments while the diminishing value option is based on the bookvalue of the asset - the annual depreciation amount will therefore differ each year (which is not the case with the straight-line basis). The double diminishing value method uses the same principle as diminishing value but uses double the depreciation percentage.

Note: All the columns on the Assets sheet have been included in an Excel table. This feature is extremely useful when entering data in a table format because the formulas that are included in calculated columns (the columns with light blue column headings) are automatically copied when new rows are inserted into the table or when data is entered into the first blank row below the table. You can therefore add a new asset by simply entering an asset number in column A - the table will then automatically be extended to include the new asset.

All the columns with light blue column headings contain calculations which are based on the review date that is entered in cell E2. The date that is entered in this cell therefore determines which transactions are included in the asset balance and depreciation calculations. It is therefore imperative that you enter the correct date in this cell when reviewing the fixed asset register.

The cell range from cell H2 to cell K2 displays the appropriate year-to-date (YTD) and month-to-date (MTD) from and to dates which are in effect based on the review date that is specified in cell E2. Note that all the template calculations are based on calendar months - even if you enter a review date that does not fall on a month end, the template calculations will still include all the transactions and depreciation calculations for the entire month.

The YTD periods are determined based on the year-end period that is selected in cell C7 on the Set-up sheet. All the YTD asset balances and depreciation calculations will therefore be calculated automatically based on the review date and the year-end period that has been specified.

Note: The review date makes it easy to roll the template forward or back for any subsequent or previous month and all the template calculations are updated automatically. You can therefore simply enter a new date in cell E2 and all the calculations on all the sheets in the template are automatically updated.

The Assets sheet contains 39 calculated columns which all have light blue column headings. The calculations in these columns are all based on the transactions that are entered on the Transact sheet and some of the calculations are for information purposes only while others form an integral part of the fixed asset register. We'll now briefly cover the purpose of each calculated column:
The following columns are included for information purposes only:
Error Code - if there is a problem with the input in any of the user input columns, an error code will be displayed in this column. Refer to the Set-up sheet for a description of each error code and to the Error Code section of these instructions for more information about the reason for the error code that is displayed.
Class - this column contains the asset class that the asset is linked to. The asset class is determined by the asset category that is selected in column E and each asset category is linked to a single asset class in the Asset Category section on the Set-up sheet.
Acquisition Date - the asset acquisition date is displayed in this column. After creating an asset number, an acquisition transaction needs to be recorded on the Transact sheet in order to record the acquisition of the asset. If an acquisition transaction has not been recorded for the particular asset, this column will contain an "Add!" message.
Historical Cost - the historical cost of all assets is displayed in this column. The historical cost is defined as the transaction amount of the acquisition transaction that is recorded on the Transact sheet for the particular asset.
Lifetime in Years - the lifetime that has been recorded on the Transact sheet for the particular asset.
Residual Value - the residual value that has been recorded on the Transact sheet for particular asset.
Disposal Date - if an asset has been disposed of, the date of disposal as per the Transact sheet will be displayed in this column. Note that a disposal transaction has to be recorded on the Transact sheet for all asset disposals.
Proceeds on Disposal - if an asset has been disposed of, the proceeds on disposal as per the Transact sheet will be displayed in this column.
Assets at Cost:
Opening Balance - the opening cost or gross carrying value of the asset at the beginning of the current financial period is included in this column.
Additions - if an asset has been acquired during the current financial period, the cost of the asset is included in this column. The cost of the asset is entered as the transaction amount when recording an acquisition type transaction on the Transact sheet.
Disposals: Cost - if an asset has been disposed of during the current financial period, the cost of the asset is included in this column as a negative value. This effectively means that the cost of the asset is removed from the fixed asset register on the date of disposal.
Closing Balance - the closing cost or gross carrying value of the asset at the end of the current financial period is included in this column.
Accumulated Depreciation:
Accum Depr: Opening - the opening accumulated depreciation balance of the asset at the beginning of the current financial period is included in this column.
YTD Depreciation - the year-to-date depreciation which is calculated based on the depreciation basis which has been selected in column F.
Accum Depr: Disposals - if an asset has been disposed of during the current financial period, the accumulated depreciation as at the date of the disposal is included in this column as a negative value. This effectively means that the accumulated depreciation of the asset is removed from the fixed asset register.
Accum Depr Closing - the closing accumulated depreciation balance of the asset at the end of the current financial period is included in this column.
Carrying Value or Bookvalue:
Closing Carrying Value - the difference between the closing cost (or gross carrying value) of an asset and the closing accumulated depreciation balance is included in this column. The amounts in this column reflect the "book value" of an asset at the end of the financial period.
Income Statement Items:
Profit / (Loss) on Disposal - if an asset has been disposed of during the current financial period, the profit or loss on disposal as at the date of the disposal is included in this column. The profit or loss on disposal is calculated as the difference between the proceeds on disposal which is recorded on the Transact sheet and the net carrying value (book value) of the asset.
Current Month:
MTD Depreciation - this column includes the depreciation charge for the current month. The appropriate month is determined by the review date that is specified in cell E2. Note that this column will only contain a value if the historical cost of an asset has not been fully depreciated.
Other Calculated Columns:
The calculations in columns Z to AS have been included on the Assets sheet in order to facilitate the automated depreciation calculations. These calculations are quite complex and we will therefore not cover the methodology of each column's calculations in these instructions. The columns will also not form part of the printed cell range but should be copied for all new assets that are added to the Assets sheet.

All the column headings on the Assets sheet contain a filter selection arrow. These selection arrows indicate that the Filter feature has been activated on the sheet. The Filter feature can be used to filter the data on the sheet in order to display only certain asset records on the sheet.

We have also included totals above all the column headings that contain amounts. These totals have been calculated by using the SUBTOTAL function which means that if the data on the sheet is filtered, the totals that are calculated will only include the filtered records. The Filter feature can therefore be used to obtain totals based on the filter criteria that are specified by the user and also enables users to view the detailed fixed asset records that make up the summary totals on the Category and Class sheets.

Example: If you want to obtain the fixed asset register totals for all leased assets, you can simply click the selection arrow next to the Asset Type column heading and select the Leased option. The sheet will be filtered and only the leased assets will be visible on the sheet. The totals will also only include the leased assets.

Example: If you want to view the detailed asset records that make up one of the category or class totals on the Category or Class sheets, simply click the filter selection arrow next to the Category or Class column headings (column E or column H) and select the appropriate category or class. The sheet will be filtered and only the asset records for the selected category or class will be visible on the sheet. The totals will also only include the appropriate amounts for the selected category or class.

Note: After reviewing the filtered data, you need to clear the filter in order to display all the asset records on the sheet. A filter can be cleared by simply clicking the selection arrow next to the appropriate column heading again and clicking the "Select All" option.

Recording Asset Transactions

All asset transactions must be recorded on the Transact sheet. There are basically 2 types of transactions that can be recorded namely acquisitions and disposals. An asset transaction can be recorded by entering the required data into the user input columns - the column headings of all user input columns contain a yellow cell background while the column headings with a light blue cell background indicate that these columns contain formulas which are automatically copied for all new transactions that are added to the sheet.

Note: Recording an asset number on the Assets sheet will have no effect in terms of recording the cost of an asset in the fixed asset register. An acquisition transaction needs to be recorded on the Transact sheet for each fixed asset that is acquired before the appropriate asset values will be included in the fixed asset register on the Assets sheet and the summaries on the Category and Class sheets.

Note: All the columns on the Transact sheet have been included in an Excel table. This feature is extremely useful when entering data in a table format because the formulas that are included in calculated columns (the columns with light blue column headings) are automatically copied when new rows are inserted into the table or when data is entered into the first blank row below the table. You can therefore add a new transaction by simply entering a transaction date in column A - the table will then automatically be extended to include the new transaction.

The following user input is required in the user input columns on the Transact sheet (the columns with yellow column headings):
Transaction Date - enter the date of the transaction.
Transaction Type - select the transaction type from the list box. The ACQ option should be selected for all asset acquisitions and the DIS option should be selected for all asset disposals.
Asset Number - select the appropriate asset number of the asset to which the transaction relates from the list box in this column. All the asset numbers that have been added to the Assets sheet will be available for selection. You therefore need to create an asset number for the appropriate fixed asset on the Assets sheet before you will be able to record any transactions for the particular fixed asset.
Supplier - enter the name of the supplier from which the asset has been acquired. If a disposal transaction is recorded, you can enter the name of the customer in this column.
Document Number - enter the document number of a supporting document which will enable you to trace the transaction back to its supporting documentation. For acquisitions, this should be the supplier invoice number and for disposals, the customer invoice number.
Amount - enter the transaction amount in this column. For acquisitions, the supplier invoice amount should be entered exclusive of any sales tax. For disposals, a nil amount should be entered.
Lifetime in Years - enter the estimated lifetime of the asset in years for all acquisition transactions in this column. For disposals, enter a nil value in this column. Note that if an asset should not be depreciated, a nil lifetime needs to be specified in this column.
Residual Value - if the asset that is being acquired has a residual value, this residual value should be entered in this column. The residual value affects the depreciation calculations in that the residual value is deducted from the cost of an asset in order to calculate the total amount that will be depreciated over the lifetime of the asset. A nil value should be entered for all disposal transactions.
Proceeds on Sale - if a disposal transaction is being recorded, enter the proceeds on the disposal of the asset in this column. The proceeds should equal the total amount that is received for the asset. If an asset is being scrapped, enter nil in this column. A nil value should also be entered for all acquisition transactions.

The Transact sheet also includes 7 calculated columns - the column headings of all the calculated columns contain a light blue cell background. All of these columns contain formulas which are automatically copied for all new transactions that are added to the sheet.
Error Code - if there is a problem with the input in any of the user input columns, an error code will be displayed in this column. Refer to the Set-up sheet for a description of each error code and to the Error Code section of these instructions for more information about the reason for the error code that is displayed.
Category - the asset category is looked up on the Assets sheet based on the asset number that is specified in column C. This column is included for information purposes only.
Transaction Date ID - the formula in this column is based on the transaction date which is entered in column A.
Transaction Amount - the formula in this column is based on the amount which is entered in column F.
Historical Cost -the formula in this column is based on the amount which is entered in column F for all acquisition type transactions.
Current Lifetime - the formula in this column is based on the asset lifetime which is entered in column G.
Current Residual - the formula in this column is based on the residual value which is entered in column H.

Note: Only one acquisition transaction can be recorded for each asset because an asset can only be acquired once. If an asset is scrapped (which is recorded as a disposal) and subsequently needs to be added back to the fixed asset register, a new asset number should be used for this purpose. The recording of duplicate asset acquisitions will result in an input error in the Error Code column and may also result in inaccurate template calculations.

Note: All the depreciation calculations that form part of the fixed asset register are automated and you therefore do not need to record any transactions in order to record any monthly or annual depreciation amounts. Also note that all the automated calculations in this template are based on the review date that is specified on the Assets sheet. You can therefore roll the template forward for subsequent periods or back to previous periods by simply changing the review date on the Assets sheet.

All the column headings on the Transact sheet contain a filter selection arrow. These selection arrows indicate that the Filter feature has been activated on the sheet. The Filter feature can be used to filter the data on the sheet in order to display only certain asset records on the sheet.

Error Codes

The following error codes may result from inaccurate input on the Assets and Transact sheets and will be displayed in the Error Code columns on the appropriate sheet. The heading of the affected input column will also be highlighted in orange in order to indicate that an error is present in the appropriate column:

• E1 - this error code means that a duplicate asset number has been created on the Assets sheet. If you delete the row that contains the duplicate asset number, the error is resolved.
• E2 - this error code means that the asset category that needs to be selected in column E on the Assets sheet is blank or does not exist. Select a valid asset category from the list box in order to resolve the error. Note that all the asset categories that are included on the Set-up sheet are included in the list box.
• E3 - this error code means that the asset number that needs to be selected in column C on the Transact sheet is blank or does not exist. Select a valid asset number from the list box in order to resolve the error. Note that all the asset numbers that are recorded on the Assets sheet are included in the list box.
• E4 - this error code means that the transaction type that needs to be selected in column B on the Transact sheet is blank or does not exist. Select a valid transaction type from the list box in order to resolve the error. Note that this error may also be displayed in you attempt to record a transaction for an asset that has been disposed of previously. Once a disposal is recorded for an asset (even if the asset has only been scrapped and not actually disposed of), any subsequent transactions need to be recorded by using a new asset number.
• E5 - this error code means that more than one acquisition transaction has been recorded for the same asset. An asset can only be acquired once. If you therefore need to bring the asset back into the fixed asset register after perhaps recording a disposal transaction, a new asset number must be used.
• E6 - this error code means that an invalid transaction amount has been recorded for the selected transaction type. All transaction amounts should be recorded as positive amounts and a nil transaction amount needs to be entered for all disposal transactions.
• E7 - this error code means that an invalid lifetime has been recorded for the selected transaction type. All asset lifetimes should be recorded as positive values and a nil value needs to be entered for all disposal transactions. Note that you can also enter a nil value for asset acquisition type transactions but this means that the asset will not be depreciated.
• E8 - this error code means that an invalid residual value has been recorded for the selected transaction type. All residual values should be recorded as positive values and a nil residual value needs to be entered for all disposal transactions. Note that the residual value of an asset can also not be greater than the transaction amount that is entered in column F.
• E9 - this error code means that an invalid proceeds on disposal amount has been recorded for the selected transaction type. All proceeds on disposal amounts should be recorded as positive values and you only need to record an amount in this column if a disposal type transaction is recorded. Note that the proceeds on the disposal of an asset can never be less than nil (even if a loss is made on the disposal of an asset) because the proceeds equal the amount that is received after selling the asset. A nil value may however need to be entered if an asset is scrapped without any compensation being received.
• E10 - this error code means that a disposal type transaction has been recorded for the appropriate asset on the Transact sheet before an acquisition transaction has been recorded. The first step after adding an asset number to the Assets sheet should be to record an acquisition transaction for the asset on the Transact sheet even if the asset has been donated to the business (use a transaction amount of nil).

Note: Input errors may result in inaccurate template calculations and it is therefore imperative that all errors are resolved before reviewing the fixed asset register balances and processing any general ledger journal entries.

Asset Category Summary

The Category sheet contains a fixed asset register summary for all the asset categories that are created on the Set-up sheet. Individual assets are linked to a fixed asset category by selecting a category in column E on the Assets sheet. No user input is required on the Category sheet.

Note: Only the first 30 asset categories are included on the Category sheet by default but you can add additional asset categories (if required) to the sheet by simply copying the formulas in the last row that contains data into the appropriate number of additional rows.

Note: If you want to view the detailed fixed asset records that make up the totals on the Category sheet, you can apply a filter to the Category column on the Assets sheet by clicking the selection arrow next to the column heading and selecting the appropriate asset category. The totals above the column headings will equal the amounts that are reflected on the Category sheet.

Note: The Category sheet is compiled based on the review date that is specified in cell E2 on the Assets sheet. If you therefore want to amend the reporting period for which the asset category summary is compiled, simply enter a new review date on the Assets sheet.

Asset Class Summary

The Class sheet contains a fixed asset register summary for all the asset classes that are created on the Set-up sheet. Individual assets are linked to a fixed asset class by selecting an asset category in column E on the Assets sheet. Each asset category is linked to a separate asset class by selecting the appropriate asset class in the asset category set-up on the Set-up sheet. No user input is required on the Class sheet.

Note: The template accommodates a maximum of 30 asset classes on the Class sheet. This should be more than sufficient for any business because the asset classes are used for financial statement reporting purposes.

Note: If you want to view the detailed fixed asset records that make up the totals on the Class sheet, you can apply a filter to the Class column on the Assets sheet by clicking the selection arrow next to the column heading and selecting the appropriate asset class. The totals above the column headings will equal the amounts that are reflected on the Class sheet.

Note: The Class sheet is compiled based on the review date that is specified in cell E2 on the Assets sheet. If you therefore want to amend the reporting period for which the asset class summary is compiled, simply enter a new review date on the Assets sheet.

Fixed Asset Journals

The Journals sheet contains an automated report of the recommended journal entries that need to be processed in order to account for all fixed asset transactions in a general ledger. The general ledger journal entries on this sheet are compiled on an asset category basis because each asset category is linked to a general ledger account for each of the transaction types that are included in the template.

Note: Only the first 30 asset categories are included on the Journals sheet by default but you can add additional asset categories (if required) to the sheet by simply copying the formulas in the last row that contains data into the appropriate number of additional rows.

Note: The Journals sheet is compiled based on the review date that is specified in cell E2 on the Assets sheet. If you therefore want to amend the reporting period for which the automated journal report is compiled, simply enter a new review date on the Assets sheet.

The general ledger journal entries on the Journal sheet can be compiled on a month-to-date (MTD) or a year-to-date (YTD) basis by simply selecting the appropriate period from the list box in cell E2. All the journal entry amount calculations are automatically updated.

Each general ledger journal entry consists of four columns which contains two sets of accounts and amounts. The account numbers that are included on the Journal sheet are determined based on the general ledger accounts that are linked to each asset category on the Set-up sheet. In terms of the journal entry amounts, a positive value refers to a debit entry and a negative value refers to a credit entry.

There are 5 general ledger journal entries on the Journals sheet - the purpose of each of these journal entries can be summarized as follows:

• Depreciation - this is the total depreciation charge for the period which is typically allocated to the income statement and to accumulated depreciation accounts.
• Additions - this journal records fixed asset additions in the general ledger. Note that in most accounting systems, additions will be recorded through cashbook (bank) or trade creditors accounting systems.
• Disposals - Proceeds - this journal records the proceeds on the disposal of an asset in the general ledger. Note that in most accounting systems, the proceeds on disposal will be recorded through cashbook (bank) or trade debtors accounting systems.
• Disposals - Cost - this journal allocates the cost of a disposed asset to the appropriate profit or loss on disposal account that is specified for the asset category on the Set-up sheet.
• Disposals - Accumulated Depreciation - this journal allocates the accumulated depreciation of a disposed asset to the appropriate profit or loss on disposal account that is specified for the asset category on the Set-up sheet.

Note: If you want to analyse the values that have been included on the Journals sheet, we recommend that you refer to the Category sheet or that you apply the Filter feature to the asset records on the Assets sheet in order to analyse the journal amounts for a specific asset category.