11 Post G/L Journal Entries to Fixed Assets

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From Fixed Assets (G12), choose Posting G/L to Fixed Assets

From Posting G/L to Fixed Assets (G1212), choose Post G/L Entries to Assets

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

11.1 Posting a Batch of Journal Entries

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

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

  • A G/L post code of P (posted to the Account Ledger table, the F0911's GLPOST field equals a 'P')

  • The account is within the FX range you set up in the AAIs

  • A fixed asset post code of blank (F0911's GLBRE)

  • A valid item number or an account within the cost account (FA) range of the AAIs

  • A hold code of blank (F0911's GLALT3)

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

11.2 Verifying the Post Process

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 why. It also notes any automatic processes that might have occurred during the post.

Figure 11-1 Post Unposted F/A Entries report

Description of Figure 11-1 follows
Description of "Figure 11-1 Post Unposted F/A Entries report"

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

Message Description
Unable to Post - The record is not in the Item Master Table This message indicates that you did not assign an asset number to an unposted journal entry and the system was unable to assign a number automatically.
Item Number Assigned If you did not assign an asset number to an unposted journal entry, this message indicates that the system has automatically assigned an asset number based on the FA range in the AAIs.
Item Master Record Created This message indicates that the system created an asset master record and its corresponding balance record for a posted transaction. If you do not create these records for an asset before running the post program, the system automatically creates them under the following circumstances:

  • The asset number is blank in the Account Ledger table (F0911)

  • The object account falls within the FA, FC and FX ranges of AAIs

  • The Depreciation Default Coding must be established for the account and ledgers

  • The GLBRE (Batch Rear End Post Code) field on the F0911 record must be blank

  • The transaction cannot be on Hold (GLALT3 field in the F0911 record must be blank)

  • You use the Post G/L Entries to Assets program to run the post

The asset is created by the Post G/L Entries to Assets program (P12800). This program can be launched from the menu or from the G/L Post program (P09800) if the processing option is activated.

The system creates asset masters and balance records based on the values you enter in Depreciation Account Rules and Ledger Depreciation Rules.

Note: Automatic asset creation in the Item Master is a great tool when you are first starting to use Fixed Assets, but can be dangerous if most of your assets are established. Failure to recognize the feature is activated can result in one asset being established multiple times.

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 the following screens:

Screen Description
Asset Search and Location Review new assets and corresponding master records that are generated by the post. This is 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 Review how parent/component relationships are affected by the post. You can also see any changes to the net book value of an asset.

11.2.1 What You Should Know About

Topic Description
Posting to F/A and G/L at the same time You can set the processing option in the G/L Post program (P9800) to automatically run the Post G/L Entries to Assets program (P12800). However, setting this option will post all available batches to F/A, not just the batch that is currently being posted to G/L.
Posting to G/L and run depreciation or transfer If management approval is not required (as designated in the G/L Constants), you can activate a processing option in either the Compute Depreciation (P12850) or Asset Transfer (P12108) programs to post entries to G/L. Be sure to enter the correct version for the appropriate batch type.
Version prompt If you would like a prompt for a version, use the following steps:

  • Access Menu Revisions (P00908) and inquire on the menu where the program is set up.

  • Page down to access the selection that contains the program P12800

  • Change the value in the field, Batch, from 1 to 0

  • Type a C in the Action Code and press Enter

Note: If you access Menu Revisions using FASTPATH from the menu that contains the program, you must exit to a different menu, then return to the original menu for the change to take affect.
Posting individual transactions Individual transactions can be posted using the Revised Unposted Entries program (P12102):

  1. Inquire on a the specific account or batch

  2. Select a transaction and assign the appropriate Asset ID as required

  3. Type a C in the Action Code and a 2 next to the transaction to post

  4. Press Enter.
Passing on transactions To pass on a single transaction, access the Revised Unposted Entries program (P12102) and complete the following steps:

  1. Locate the transaction you do not wish to post

  2. Type a P in the PC column and a C in the Action Code

  3. Press Enter

You will receive a warning message to verify your action. Press enter to acknowledge the message and continue.

To pass on all transactions displayed, enter a P in the F/A Pass Code field in the header portion of the screen and press F6. If there are multiple pages in your display, you must scroll through all the screens to affect all transactions; otherwise, only those transactions that display on the first screen will be updated.

Note: You cannot perform the global update if you did not inquire with specific header information (i.e. Account Number, Batch Number/Type, etc.).
Correcting an entry In Revised Unposted Entries (P12102), type a P in the F/A Pass Code field and inquire on the transaction (using account number, batch number or document number). When you locate your transaction, remove the P from the PC column, type a C in the Action Code, and press Enter. This will return the transaction to an unposted status so it can be posted.
DP and AT document types These transactions are created under the following conditions:

  • When you complete one side of either the depreciation and transfer void process, this will create an entry with DP (depreciation) and AT (transfer void) document types.

  • You create a journal entry using AT or DP as the document type

Note: Never void an AT transaction. Transfer these assets back instead.
Accessing transactions using the Revise Unposted Entries program The Revise Unposted Entries program (P12102) must search through every Account Ledger (F0911) transaction in the system where the field GLBRE field (Batch Rear End Posted Code) is blank. After these transactions are located, the system compares the account number on the transaction to those established in the AAI ranges for FX items. Only those transactions that fall within the designated FX ranges are displayed in Revise Unposted Entries.

To avoid processing problems, always run Identify New Entries as a sleeper program. This program update the GLBRE field with a value of P for all transactions whose accounts do not fall within the FX ranges defined. Then, when you access Revise Unposted Entries, the system can bypass these records.
Inability to locate a posted transaction There could be several reasons for this to occur:

  • The account number on the transaction falls within the range of accounts described by the FX AAIs. Transactions with account numbers that are not set up in the FX ranges will not display.

  • If the account is a cost or depreciation account, in addition to being set up in the FX ranges it must also be defined in the FC (for cost) or FD (for depreciation) AAIs.

  • If the transaction has been "passed" (the GLBRE field has a value of P) you must enter a P in the F/A Passed Code field in the header portion of the screen to display it.

  • If the transaction is on Hold you must enter an H in the F/A Hold Code field in the header portion of the screen to display it.

  • If the depreciation has already been run for this transaction or if it has been transferred, the transaction will not appear on this form because it the F1201 and F1202 files have already been updated.

  • The processing option in the Post program for G/L was set to post F/A entries to Fixed Assets.
Placing a transaction on hold
  • Using Revised Unposted Entries, locate the transaction, type an H in the HC (hold code) column and a C in the Action Code, and press Enter. This will prevent the transaction from posting.

To place all transactions on Hold, enter an H in the F/A Hold Code field in the header portion of the screen and press F6. If there are multiple pages in your display, you must scroll through all the screens to affect all transactions; otherwise, only those transactions that display on the first screen will be updated.
Transactions not posting In addition to placing a 2 next to the transaction, you must also have a C in the Action Code as well as a valid Asset ID entered in the Item Number field.
Posting to multiple assets To post a transaction to multiple assets you must perform a JE Split through the Revised Unposted Entries program (P12102). All assets to be assigned to the journal entry must exist in the Item Master (F1201) prior to completing the split function.

To perform the split:

  • Type a C in the Action Code, type a 3 next to the transaction to split, and press Enter. The JE Split screen will display.

  • Split the asset balance as desired, assign appropriate asset numbers, and press Enter. The Revise Unposted Entries screen will display.

  • Verify the split occurred as desired.

Note: A JE Split, as described above, is not the same as using the Asset Split program (P12106). The asset will not be split physically into other assets; only the journal entry is split. Also, when you split the JE you must split the entire amount. For example, if you have a $1000 entered for a JE line, you cannot split a $500 portion; you must split the entire amount.