Processing GL to Fixed Assets

This chapter provides an overview of GL to fixed assets processing, GL journal entries, lists prerequisites and a common field used in this chapter, and discusses how to:

Revise unposted journal entries.
Post a batch of journal entries.
Post transactions.
Correct fixed asset balances.
Review asset and maintenance costs.

Understanding Fixed Asset Processing

You can generate fixed asset journal entries through any JD Edwards EnterpriseOne system that creates entries in the Account Ledger table (F0911). Systems that frequently generate journal entries that affect the JD Edwards EnterpriseOne Fixed Assets system are:

JD Edwards EnterpriseOne Accounts Payable
JD Edwards EnterpriseOne General Accounting
JD Edwards EnterpriseOne Inventory Management
JD Edwards EnterpriseOne Procurement
JD Edwards EnterpriseOne Equipment Plant Management

The system identifies fixed asset journal entries based on the fixed asset range of accounts that you set up in the automatic accounting instructions (AAIs). Accounts that fall within the fixed asset (FX) range of the AAIs include:

Asset cost accounts
Accumulated depreciation accounts
Operating expense accounts
Asset disposal accounts

In addition to determining which accounts fall into the fixed asset range, you can use subledger functions to reflect another dimension of the costs. For example, you can use subledgers to display original cost; additions; and, if necessary, restatement or revaluation cost. These functions are useful when these components have different depreciation schedules.

After the system creates journal entries for the asset transactions that you enter, possibly including subledger information, you must post the entries first to the general ledger and then to fixed assets. When you post to the general ledger, the system updates the Account Balances table (F0902). When you post to fixed assets, the system updates the F1202 table.

Before posting journal entries to fixed assets, the system verifies that each entry includes:

A general ledger post code of P, which means that the journal entry has been posted to the F0902 table, except when posting ledgers with a transaction creation code of 2.
An account that falls within the fixed asset range of accounts set up in AAIs.
A fixed asset post code of blank to indicate that the system has not yet posted the journal entry to table F1202.
A valid asset number.
A hold code of blank.

When you post journal entries to fixed assets, the system updates the F1202 table and marks each transaction as posted.

This graphic shows the type of journal entries that affect fixed assets and how the system assigns entries to the JD Edwards EnterpriseOne Fixed Assets system:

Journal entries in Fixed Assets

Understanding GL Journal Entries

You can revise fixed asset journal entries that are posted to the general ledger before they are posted to fixed assets. For example, you might want to review journal entries to ensure that all of the fixed asset information, such as asset numbers, is included. You also work with GL journal entries if you want to keep any transactions that fall within the fixed asset (FX) range of AAIs from posting to fixed assets. An example of this type of journal entry is for transactions that you record to make corrections to the general ledger.

This section discusses:

Unposted journal entry revisions
Unposted journal entry splitting

Unposted Journal Entry Revisions

Use Revise Unposted Entries to make specific changes to journal entries before they are posted to fixed assets or equipment. This list provides examples of changes you can make:

Revise or add an asset or equipment number to a journal entry.
Revise or add a description to further explain a journal entry.
Create a master record for journal entries that include an asset cost account for an asset or a piece of equipment that is new to the system.
Revise the hold or pass code on a journal entry to temporarily or permanently prevent it from posting to fixed assets or equipment.
Post individual journal entries interactively to final assets rather than in a batch job.

Note. To ensure the integrity of the transaction records and audit trails, the system prevents changes to account information that has already been posted to the general ledger, such as GL account number, Amount, and GL date.

You can review or add an attachment for a journal entry. When you attach generic text to a journal entry, the attachment persists through the posting process. You can view the note through the Account Ledger Inquiry form after posting.

You can post a single journal entry or multiple selected entries interactively on the Work With Unposted Entries form by selecting Post from the Row menu. For a transaction to be posted, it must contain a fixed asset Post/Passed Code value of blank, a GL post code value of P (except when you are posting ledgers with a transaction creation code of 2), and a hold code value of blank.

Note. When you post journal entries interactively, the system does not automatically generate the Journal Entries report.

The processing options for the Unposted Entries program enable you to determine how the system should post entries, and include options such as:

Whether you can post costs to an account that is different from the account specified in the asset master.
Whether to create records in the Asset Account Balances table for the units ledger when the posted journal entry contains units.
Up to ten tax ledger types for the system to use when posting cash clearing amounts.

You can run the F/A Transaction Ledger report to review the results of the interactive post, or you can review the results online using the Work with Cost Summary form.

Unposted Journal Entry Splitting

You can use the Revise Unposted Entries program (P12102) to split a journal entry into two or more entries before you post to fixed assets or equipment. For example, you might split unposted journal entries when an accounts payable invoice for multiple assets is distributed to one account; but you would need to capitalize each asset separately.

For example, an invoice for computers can be distributed in the full amount to the GL asset account for computers. However, you might want to capitalize each computer separately in fixed assets. You can split the original journal entry for computers into several assets, such as central processing unit, printer, monitor, and keyboard.

Prerequisite

Run the Identify New Entries program (R12803) to identify non-fixed asset transactions so that they will not be processed in the JD Edwards EnterpriseOne Fixed Assets system. When non-fixed assets are identified, the Revise Unposted Entries program (P12102) can quickly locate fixed asset journal entries without having to search through all general ledger transactions.

See Identifying New Entries.

Common Field Used in This Chapter

Post/Passed Code

Specify the fixed asset post/passed code. Values are:

Blank: Unposted.

Transaction has not yet been posted to the Asset Account Balances File table (F1202).

P: Pass.

Transaction does not fall within the FX range of accounts as set up in AAIs and will not post to fixed assets. You can manually update this field to P through the Revise Unposted Entries program (P12102). Use P in this field when the account number is within the fixed asset range of accounts, but you do not want the transaction to post to fixed assets. You can change this field from blank to P or from P to blank.

*: Posted.

Transaction has been posted to the Item Balances table. You cannot change this value.

Revising Unposted Journal Entries

This section discusses how to:

Work with unposted journal entries.
Revise unposted journal entries.
Split unposted journal entries.
Set processing options for Revise Unposted Entries (P12102).

Forms Used to Revise Unposted Journal Entries

Form Name	FormID	Navigation	Usage
Work With Unposted Entries	W12102A	Posting G/L to Fixed Assets (G1212), Revise Unposted Entries	Work with unposted entries.
Revise Unposted Entries	W12102B	Select a journal entry on the Work With Unposted Entries form, and select Revise Entries from the Row menu.	Revise unposted journal entries.
Split Journal Entry	W12102E	Select a journal entry on the Working With Unposted Entries form, and then select Split from the Row menu.	Split journal entries.
Work With Assets	W1204C	Select a journal entry on the Work With Unposted Entries form, and then select Asset Master from the Row menu.	Review an existing asset master record or create a new asset master record.
Work With Batches	W0011A	Select a journal entry on the Work With Unposted Entries form, and then select Original Source from the Row menu.	Review the originating document.
Work With Cost Summary	W122101A	On the Work With Unposted Entries form, select Cost Summary from the Form menu.	Review an asset's balance portfolio.
Work With Order Details	W4310G	On the Work With Unposted Entries form, select Order Details from the Form menu.	Review order information for an asset. If a purchase order is attached to the journal entry, it appears in the Purchase Order fields on the Work With Unposted Entries and Revise Unposted Entries forms.

Working With Unposted Journal Entries

Access the Work With Unposted Entries form.

Account Number

Enter an account number to limit your search to transactions with amounts distributed to a specific account. If you enter an account number in this field, do not enter information in the Business Unit or Object Account fields. Use one of these formats to enter account numbers:

Standard account number (business unit.object.subsidiary or flex format).

Third GL number (maximum of 25 digits).

Account ID number. The number is eight digits long.

Speed code, which is a two-character code that you concatenate to the AAI item SP.

You can then enter the code instead of an account number.

The first character of the account number indicates its format. You define the account format in the General Accounting constants.

Batch Number/Type

Specify the number that identifies a group of transactions that the system processes and balances as a unit. When you enter a batch, you can either assign a batch number or let the system assign it using the Next Numbers program.

Asset Number

Specify the identification code that represents an asset. If you leave this field blank and the account falls within the cost account (FA) range in the AAIs, the system automatically creates a new asset master record when you run the batch Fixed Asset Post. You enter the identification code in one of these formats:

1: Asset number (a computer-assigned, 8-digit, numeric control number).

2: Unit number (a 12-character alphanumeric field).

3: Serial number (a 25-character alphanumeric field).

Every asset has an asset number. You can use unit number and serial number to further identify assets. If this is a data entry field, the first character you enter indicates whether you are entering the primary (default) format that is defined for the system, or one of the other two formats. A special character (such as / or *) in the first position of this field indicates which asset number format you are using. You assign special characters to asset number formats on the fixed assets system constants form.

Hold Code

Enter a value in this field to locate specific transactions.

This field appears twice on the Work With Unposted Entries form. The second field, HC, is informational only. Use the Revise Unposted Entries form to revise the hold code for individual records.

Fixed Asset Post/Passed Code

Select one of the fixed asset post/passed code options to locate specific transactions.

This field appears twice on the Work With Unposted Entries form. The second field, PC, is informational only. Values are:

Blank: Unposted.

*: Posted.

P: Passed.

Use the Revise Unposted Entries form to revise the post/passed code, for example, to update a transaction to a P status.

Revising Unposted Journal Entries

Access the Revise Unposted Entries form.

Batch Number/Type

Specify the number that identifies a group of transactions that the system processes and balances as a unit. When you enter a batch, you can either assign a batch number or let the system assign it using the Next Numbers program.

F/A Hold Code (fixed assets hold code)

Enter a character in this field to temporarily keep a transaction from posting to the JD Edwards EnterpriseOne Fixed Assets system. You can update this code to any character other than X, or *. The X code is reserved for Equipment Time Entry. The * code is reserved for selection of all hold codes in the Revise Unposted Entries program (P12102).

When you run the Unposted Fixed Assets Entries program, the system only posts transactions with a FA Post Code (also known as alternate post code or batch rear end code) value of blank, a GL post code value of P, and a hold code value of blank.

DOI (Division of Interest)

Specify the number that identifies a specific Division of Interest (DOI) for a business unit. This field is used by Energy clients to indicate whether a property has different owners.

You can have up to 99 revenue and 99 billing DOIs per business unit. Multiple DOIs can occur for a variety of reasons. For billing, multiple DOIs let you bill different account ranges or change ownership as of a specific date. For revenue distribution, multiple DOIs can be used for different products, purchase contracts, ownership changes, or owner certification changes as of a particular date. For land, multiple DOIs can be used to identify different ownerships for different tracts on a lease or BPO/APO (Before Payout/After Payout) working interest changes.

Splitting Unposted Journal Entries

Access the Split Journal Entry form.

Amount

Identify the amount that the system will add to the account balance of the associated account number. Enter credits with a minus sign (–) either before or after the amount.

Units

Specify the quantity of something that is identified by a unit of measure. For example, it can be the number of barrels, boxes, cubic yards, gallons, hours, and so on.

H D (hold code)

Enter a character in this field to temporarily keep a transaction from posting to the JD Edwards EnterpriseOne Fixed Assets system. You can update this code to any character other than X, or *. The X code is reserved for Equipment Time Entry. The * code is reserved for selection of all hold codes in the Revise Unposted Entries program (P12102).

When you run the Unposted Fixed Assets Entries program, the system only posts transactions with a FA Post Code (also known as alternate post code or batch rear end code) value of blank, a GL post code value of P, and a hold code value of blank.

Setting Processing Options for Revise Unposted Entries (P12102)

Set these processing options to specify how the system posts costs and creates records in the Asset Account Balances File table (F1202), and the version of the program that the system runs.

Process

Use these processing options to specify how costs are posted, and whether records are created in the Asset Account Balances File table (F1202).

1. Allow Different Cost

Specify whether costs can be posted to a different account than the account specified in the asset master. Values are:

Blank: Do not allow costs to be posted to a different account.

1: Allow costs to be posted to a different account.

2. Create or Post to Units Ledger

Specify whether the system creates records in the Asset Account Balances File table (F1202) for the units ledger when the posted journal entry contains units. Values are:

Blank: Create F1202 records for the units ledger.

1: Do not create F1202 records for the units ledger.

This value also prevents posting to existing units ledgers in the F1202.

Ledger Types

Use these processing options to specify up to 10 ledger types to receive cash clearing postings.

1.) Ledger Types through 10.) Ledger Types

Specify a ledger type to which cash clearing amounts will be copied upon the posting of an asset. Specify a valid ledger type from the Ledger Type Master Setup program (P0025).

Versions

Use this processing option to specify the version of the program that the system runs.

Version of Order Inquiry Details

Specify the version that the system uses when you access the Purchase Orders program (P4310) from the form menu. If you leave this processing option blank, the system uses version ZJDE0006.

Posting a Batch of Journal Entries

Before GL journal entries can be posted to equipment, the system verifies that each entry includes:

A GL post code of P (posted to the Account Ledger table).
An account that is within the FX range of accounts that you set up in the AAIs.
A fixed asset post code of blank.
A valid equipment number or an account that is within the cost account range (FA range) of accounts in the AAIs.
A hold code of blank.

When you run the Post G/L Entries to Assets program, the system posts all equipment journal entries to the Asset Account Balances table (F1202) and marks each transaction as posted.

Posting Transactions

This section provides an overview of transaction posting and discusses how to:

Post journal entries to fixed assets.
Set processing options for Post G/L Entries to Assets (R12800).
Verify the Post process.

Understanding Transaction Posting

After you enter, review, and approve transactions, post them to the general ledger. All transactions such as journal entries, invoices, and vouchers must be posted to the Account Balances table (F0902) and the Asset Account Balances table (F1202) for fixed assets to update their respective systems with current transaction records and maintain the integrity of the systems.

Note. All journal entries that are within the FX range of accounts in the AAIs must be posted to table F1202 to update the Equipment/Plant Management system with current transaction records.

The post program:

Selects unposted transactions and validates each transaction.
Creates automatic offsets to the AP and AR trade and tax accounts.
Posts accepted transactions to the Account Balances table (F0902; F1202 for fixed assets).
Marks the transactions as posted in the respective systems ledger tables, such as the Customer Ledger (F03B11), the Account Ledger (F0911), and the Accounts Payable Ledger (F0411).
Sends workflow messages to the Employee Work Center for transactions in error.
Prints a general ledger report, a post detail report, or both.

The Post program performs a number of complex tasks. In general, you do not customize the programming for it.

Posting Journal Entries to Fixed Assets

After you verify the information in the unposted fixed asset journal entries, you must post the entries to the F1202 table. All journal entries that fall within the fixed asset (FX) range of AAIs must be posted to the Item Balances table to update the JD Edwards EnterpriseOne Fixed Assets system with current transaction records and to maintain the integrity of the JD Edwards EnterpriseOne Fixed Assets system.

Before posting GL journal entries to fixed assets, the system verifies that each entry includes:

A GL post code of P, which means that the records are posted to the Account Balances table (F0902) (except when posting ledgers with a transaction creation code of 2).
An account within the FX range that you set up in the AAIs.
A fixed asset post code of blank.
A valid asset number.
A hold code of blank.

When you run the Post G/L Entries to Assets program, the system posts all fixed asset journal entries to the Asset Account Balances table. The post program updates the Asset Account Balances table and marks each transaction as posted.

You can set the processing options in the Post G/L Entries to Fixed Assets (R12800) or Revise Unposted Entries (P12102) programs to prevent the creation of records in the F1202 if there are unit ledgers in the journal entry you want to post. The processing options in the Post G/L Entries to Fixed Assets program also enable you to specify up to ten ledger types for taxes for the system to use when posting cash clearing amounts.

Setting Processing Options for Post G/L Entries to Assets (R12800)

Set these processing options to specify printing criteria and how the system runs the report.

Use these processing options to determine certain output aspects of the Post G/L Entries to Assets report.

1. Asset Number Format

Specify how you want the asset number to print on the report. Values are:

1: Asset Number. This is the default.

2: Unit Number.

3: Serial Number.

2. Print Exception Report

Identify whether you would like to print the Exception Report (R12800E). Values are:

Blank: Do not print the Exception Report. This is the default.

1: Print the Exception Report.

Ledger Types

Use these processing options to specify up to 10 ledger types to receive cash clearing postings.

1.) Ledger Typesthrough 10.) Ledger Types

Specify a ledger type that cash clearing amounts will be copied to upon the posting of an asset. Specify a valid ledger type from the Ledger Type Master Setup program (P0025).

Process

Use these processing options to determine the process control options when running the Post G/L Entries to Assets report.

1. Equipment Subledger

Specify how to update the journal entry's asset number. If the asset number is blank and an equipment subledger (subledger type E) exists, you can use that subledger number as the journal entry's asset number. Otherwise, you can use the GL asset number when posting to Fixed Assets. Values are:

Blank: Use the GL asset number.

1: Use the asset number from the subledger type E.

2. Asset Master Cost Account

Specify whether to allow the posting of cost to a different account defined in the Asset Master. Values are:

Blank: Prevent posting of cost to a different account defined in the Asset Master. This is the default.

1: Allow posting of cost to a different account defined in the Asset Master.

3. Create or Post to Units Ledgers

Specify whether the system creates records in the Asset Account Balances table (F1202) for the units ledger when the posted journal entry contains units. Values are:

Blank: Create a units ledger in the F1202.

1: Do not create a units ledger in the F1202.

This value also prevents posting to existing units ledgers in the F1202.

Verifying the Post Process

After the post process is complete, the system generates two reports:

Post G/L Entries to Fixed Assets report (R12800).
Fixed Assets Detail Error report (R12800E) (if specified in the processing options).

You can review these reports to verify the results of the post.

You can also verify the results of the post to fixed assets online. To review posted fixed asset transactions and the effects of the post on other account information, access these forms:

Asset Search and Location	Review new assets and corresponding master records that are generated by the post. This information is particularly useful if you split a general ledger transaction before running Post G/L Entries to Assets.
Cost Summary	Review how the new transactions affect cost accounts and balances.
Assembly Components and NBV (assembly components and net book value)	Review how parent or component relationships are affected by the post. You can also see any changes to the net book value of an asset.

After the post process is complete, the system generates a Post Unposted Fixed Asset Entries report. You can review this report to verify the results of the post. The report indicates all journal entries that were not posted and the reason why. It also notes any automatic processes that might have occurred during the post.

These three messages can appear in the Message Area column on this report:

Asset Master Record Created	This message indicates that the system created an asset master and its corresponding balance record for a posted transaction. If you do not create these records for a piece of equipment before you run the post program, the system automatically creates them under these circumstances: The equipment number is blank in the Account Ledger table (F0911). The object account is within the FA range of accounts in the AAIs. You use the Post G/L Entries to Assets program to run the post. The system creates asset masters and balance records based on the values that you enter when you set up equipment.
Asset Number Assigned	If you did not assign an equipment number to an unposted journal entry, this message indicates that the system automatically assigned an equipment number based on the FA range of accounts in the AAIs.
Unable to Post - The record is not in the Asset Master Table	This message indicates that you did not assign an equipment number to an unposted journal entry and the system was unable to assign a number automatically.
Equipment Search	Review new equipment and corresponding equipment masters that are generated by the post. This is particularly useful if you split a general ledger transaction before running the Post G/L Entries to Assets program.
Cost Summary	Review how the new transactions affect cost accounts and balances.

Correcting Fixed Asset Balances

This section provides an overview of fixed asset balance correction and discusses how to:

Correct general ledger balances
Correct fixed asset balances
Correct depreciating entries

Understanding Fixed Asset Balance Correction

If the balance in the Asset Account Balances File table (F1202) is correct, but the balance in the general ledger is incorrect, you must update the general ledger. If the balance in the general ledger is correct, but the balance in table F1202 is incorrect, you must update table F1202. For example, suppose that you transfer an asset's cost account to another cost account. After posting the information, you realize it should have stayed in the original account. To correct this error, you must create the appropriate adjusting journal entries, post them to the general ledger, and then post them to table F1202 in the JD Edwards EnterpriseOne Fixed Assets system.

If the balance in the Asset Account Balances File table (F1202) for fixed assets is correct, but the balance in the general ledger is incorrect, you must create a journal entry to update the general ledger.

If the balance in the general ledger is correct, but the balance in the table F1202 is not, you must post an adjusting journal entry to the general ledger and table F1202 in the JD Edwards EnterpriseOne Fixed Assets system. Then you must void the entry in the general ledger.

Alternatively, you can post an adjusting journal entry to the general ledger that debits and credits the same account without affecting the balance. Then, on Revise Unposted Entries, you can select the Passed option in the Post/Passed Code field for one of the transactions, and post the remaining debit or credit to table F1202.

Forms Used to Correct Fixed Asset Balances

Form Name	FormID	Navigation	Usage
Work With Unposted Entries	W12102A	Posting G/L to Fixed Assets (G1212), Revise Unposted Entries	Work with unposted entries.
Revise Unposted Entries	W12102B	Select a journal entry on the Work With Unposted Entries form, and select Revise Entries from the Row menu.	Revise unposted entries.
Work With Journal Entries	W0911	Journal Entry, Reports, & Inquiries (G0911), Journal Entry	Work with journal entries.

Correcting General Ledger Balances

Access the Revise Unposted Entries form.

Correcting Fixed Asset Balances

Access the Work With Journal Entries form.

To correct fixed asset balances:

Enter the adjusting journal entry to correct the balance in the general ledger.
Post the adjusting journal entry to the general ledger.
Post the adjusting journal entry to the JD Edwards EnterpriseOne Fixed Assets system.
Void the general ledger entry to return the general ledger to the correct balance.
Select Posting G/L to Fixed Assets (G1212), Revise Unposted Entries.
Click Find on the Work With Unposted Entries form to view unposted journal entries.
Click the adjusting journal entry, and select Revise Entries from the Row menu.
Complete the Post/Passed Code field on the Revise Unposted Entries form to pass the transaction to prevent the adjusting journal entry from posting to Fixed Assets again, and click OK.

Correcting Depreciation Entries

If you enter an adjusting journal entry to correct a depreciation error, the journal entry might correct the depreciation in the current period, but the error recurs when you run the programs to calculate depreciation in the next period.

You can use journal entries to correct depreciation errors only when the Method of Computation is P or C. If you use Method of Computation P, the system calculates depreciation only for the current period. If you use Method of Computation C, the system allows journal entry corrections at the end of the fiscal year, after depreciation has been calculated. Before making a correction for Method P, depreciation must be calculated and posted in the period when the correction is made.

Note. If depreciation is calculated after a correction is made within the same period, the correction is reversed out.

To correct depreciation errors that have been posted to the general ledger, you must void and post the voided entry to the general ledger, then post the voided entry to the JD Edwards EnterpriseOne Fixed Assets system, or make a correcting entry.

To correct depreciation errors that have not been posted to the general ledger, you must post the final depreciation to the general ledger, which might result in posting to an invalid account that needs to be reopened so that posting can occur. Void the general ledger entry, and then post the voided entry back to the JD Edwards EnterpriseOne Fixed Assets system. Alternatively, make an adjusting entry and post it back to Fixed Assets. Ensure that errors in the JD Edwards EnterpriseOne Fixed Assets system are corrected so that they do not recur.

If a depreciation entry is voided and corrections are made in the JD Edwards EnterpriseOne Fixed Assets system, then depreciation will need to be recalculated.

Note. Do not void summarized journal entries. If you need to make corrections to summarized journal entries, you must enter a detailed journal entry and post the entry to the general ledger and the JD Edwards EnterpriseOne Fixed Assets system.

Reviewing Asset and Maintenance Costs

This section provides an overview of asset and maintenance costs and discusses how to:

Review asset and maintenance costs.
Set processing options for Cost Summary (P122101).

Understanding Asset and Maintenance Costs

Review asset and maintenance-related costs when you want to view inception-to-date, year-to-date, and period-to-date account balances for individual assets. You can also:

Review one subledger or all subledgers for a specific piece of equipment.
Review detailed or summarized account balance information.
Display equipment account balances in currency amounts or in units and per unit costs.
Review maintenance costs by shop or job.

When you review costs by cost accounts, you get a financial perspective of business costs. View costs by cost account when you want to access:

All account balances relating to a specific asset.
Asset acquisition costs, depreciation amounts, revenue, maintenance expenses, operating expenses, and so on, for a specific period.
Abbreviated income statement and balance sheet information for an asset.

Detailed transactions (F0911 records) appear only under these circumstances:

Account balances were not updated directly by a conversion program, which did not create detailed transactions to support the balances.
Transactions were not summarized by the G/L Summarization program.

You can review maintenance costs either by cost account or repair code. When you review by cost account, the system displays all accounts in object account order. When you review by repair code, the system displays accounts in subsidiary account order, beginning with the account that you indicate.

This table describes the two ways to review maintenance costs:

Cost account

An object account that represents a type of cost. Examples of cost accounts include:

Labor
Parts
Materials

Review maintenance costs by cost account when you need an abbreviated income statement and balance sheet for a specific piece of equipment or for a shop.

Repair code

A subsidiary account that represents a subdivision of a cost account. You can use repair codes to keep detailed records of the accounting activity for a particular cost account. Examples of repair codes include:

Preventive maintenance
Emergency repairs
Electrical repairs
Mechanical repairs

Review maintenance costs by repair code when you need a managerial perspective of costs that are related to a specific type of repair.

Forms Used to Review Asset and Maintenance Costs

Form Name	FormID	Navigation	Usage
Work With Cost Summary	W122101A	Cost Information & Reports (G1213), Cost Summary	Review asset and maintenance costs.
Work With Asset Ledger Inquiry	W12211A	Select an account on the Work With Cost Summary form, and select Asset Ledger from the Row menu.	Review the posted transactions for an individual account balance.
Work With Account Ledger	W09200A	Select Account Ledger from the Row menu on the Work With Asset Ledger Inquiry form.	Review asset and maintenance costs.
Account Ledger Detail	W09200F	Select an account on the Work With Account Ledger form, and select Details from the Row menu.	Review transaction details.
Work With Order Details	W4310G	Select an account on the Work With Cost Summary form, and select Open Orders from the Form menu.	Review open purchase orders.
Work With Revaluation Index	W12841A	Select an account on the Work With Cost Summary form, and select Asset Revaluation from the Form menu.	Review asset revaluation information.

Reviewing Asset and Maintenance Costs

Access the Work with Cost Summary form.

Display

From Date/Period

Enter either a period within the current fiscal year or a specific date.

To designate a period of the current fiscal year for the selected company, enter a number from 1 to 14. For example, enter 10 for period 10 of the current year.

To designate a date, use the company's fiscal date pattern. For example, enter 01/01/99 for the fiscal date of January 1, 1999.

Thru Date/Period

Enter either a period within the current fiscal year or a specific date.

To designate a period of the current fiscal year for the selected company, enter a number from 1 to 14. For example, enter 10 for period 10 of the current year.

To designate a date, use the company's fiscal date pattern. For example, enter 01/01/99 for the fiscal date of January 1, 1999.

Additional Selections

Units/Unit Cost (Optional)	Enter the code that specifies whether the system displays amounts or statistical units. You can use statistical units to track equipment information for a piece of equipment. Values are: N: Display currency amounts. This is the default. Y: Display statistical units such as hours. The statistical units that you define for this code are stored in the AT00 AAI. A: Display statistical units such as those used to indicate fuel consumption. The statistical units that you define for this code are stored in the FMA AAI. B: Display statistical units such as miles. The statistical units that you define for this code are stored in the FMB AAI. Equipment can accumulate usage amounts based on hours, miles, fuel, and so on. When you display equipment costs by units or unit cost, the first account listed shows the number of units that have accumulated for that piece of equipment. The remaining account balances reflect actual amounts divided by the total units or a per unit cost for each account.
Detail/Summary (Optional)	Enter the user-defined code (UDC) (12/LS) that specifies the type of summarization. Values are: D: No summarization. This is the default. This code is valid when sequencing by object or subsidiary accounts. O: Summarize by object. This code is valid when sequencing by object account only. R: Summarize by subsidiary. This code is valid only with the JD Edwards EnterpriseOne Capital Asset Management system. S: Summarize by AT AAI object account. This code is valid only with the JD Edwards EnterpriseOne Fixed Assets system. Note. If you want to see the transaction ledger for a particular account, you cannot summarize. If you are displaying miles or units, these amounts are always summarized.
Total by Code (Subsidiary) (Optional)	Click this option to total by code.
Total by Account (Object) (Optional)	Click this option to total by account.

Setting Processing Options for Cost Summary (P122101)

Set these processing options to define the application version to execute and to specify the defaults that are applied and the type of information to be processed when calculating asset balance records.

Defaults

Use these processing options to define the defaults that are applied when you inquire on asset balance records.

1. Ledger Type

Enter the default ledger type.

Leave blank to automatically copy to the AA ledger. This is the default value. For a list of values, click the visual assist button next to this field.

2. Detail or Summary

Specify how to summarize asset balances. Leave blank to automatically us D (No Summarization). Values are:

D: No Summarization. This is the default.

O: Summarize by Object. Valid when sequencing by object.

R: Summarize by subsidiary. Valid when sequencing by subsidiary.

S: Summarize by AT AAI Object.

Note. Do not navigate into Asset Ledger Inquiry unless D (No Summarization) is chosen.

3. Display Amounts or Statistical Units

Specify whether to display amounts or statistical units. Leave blank to automatically use N (Amounts). Values are:

N: Amounts. This is the default.

A: Statistical Units - FMA AAI.

B: Statistical Units - FMB AAI.

Y: Statistical Units - AT00 AAI.

Process

Use these processing options to specify what type of information will be processed when calculating asset balance records.

1. Object or Subsidiary Totals

Specify whether to display the asset totals by account code (object) or repair code (subsidiary). Values are:

Blank: Display by Account Code (Object).

1: Display by Repair Code (Subsidiary).

2. AU Statistical Units

Determine how AU statistical unit debit entries are to be displayed. Valid values are:

Blank: Display AU statistical unit debit entries as negative values.

1: Display AU statistical unit debit entries as positive values.

Versions

Use this processing option to define the application version to execute.

1. Open Order Inquiry Version (P4310)

Enter the Open Order Inquiry (P4310) version for the related exit. If left blank, ZJDE0006 will be used.

Account Number	Enter an account number to limit your search to transactions with amounts distributed to a specific account. If you enter an account number in this field, do not enter information in the Business Unit or Object Account fields. Use one of these formats to enter account numbers: Standard account number (business unit.object.subsidiary or flex format). Third GL number (maximum of 25 digits). Account ID number. The number is eight digits long. Speed code, which is a two-character code that you concatenate to the AAI item SP. You can then enter the code instead of an account number. The first character of the account number indicates its format. You define the account format in the General Accounting constants.
Batch Number/Type	Specify the number that identifies a group of transactions that the system processes and balances as a unit. When you enter a batch, you can either assign a batch number or let the system assign it using the Next Numbers program.
Asset Number	Specify the identification code that represents an asset. If you leave this field blank and the account falls within the cost account (FA) range in the AAIs, the system automatically creates a new asset master record when you run the batch Fixed Asset Post. You enter the identification code in one of these formats: 1: Asset number (a computer-assigned, 8-digit, numeric control number). 2: Unit number (a 12-character alphanumeric field). 3: Serial number (a 25-character alphanumeric field). Every asset has an asset number. You can use unit number and serial number to further identify assets. If this is a data entry field, the first character you enter indicates whether you are entering the primary (default) format that is defined for the system, or one of the other two formats. A special character (such as / or *) in the first position of this field indicates which asset number format you are using. You assign special characters to asset number formats on the fixed assets system constants form.
Hold Code	Enter a value in this field to locate specific transactions. This field appears twice on the Work With Unposted Entries form. The second field, HC, is informational only. Use the Revise Unposted Entries form to revise the hold code for individual records.
Fixed Asset Post/Passed Code	Select one of the fixed asset post/passed code options to locate specific transactions. This field appears twice on the Work With Unposted Entries form. The second field, PC, is informational only. Values are: Blank: Unposted. *: Posted. P: Passed. Use the Revise Unposted Entries form to revise the post/passed code, for example, to update a transaction to a P status.