Accounting

At the time of acquisition, there must be at least one accounting line. As many lines as necessary can exist, subject to a configured system limitation. Of note is the set of controls on the Fixed Asset tab of the System Options page that will consolidate the information across multiple accounting lines based on the ‘primary’ COA selected.

Posting – This link is available on those Fixed Asset transactions that perform accounting to view the posting line(s) generated for an accounting line.

Field Name	Required?	Description
Accumulated Depreciation	Derived	When a fixed asset transaction updates depreciation, the depreciation expense is allocated to the fixed asset accounting line based on the net book value (asset cost less accumulated depreciation) of the asset component's accounting line(s). Each depreciation update is summarized as the Accumulated Depreciation Amount. This is not editable on the Acquisition / Betterment transactions. This is a display-only field.
Award: Code Department ID Vendor Line Commodity Line Accounting Line	Conditionally Required	When the Asset Classification is Normal, all of the award fields are required and typically populated with the Fixed Asset Shell Generation process
Payment Request Transaction: Code Department ID Vendor Line Commodity Line Accounting Line	Conditionally Required	When the Asset Classification is Normal, all of the payment request fields are required and typically populated with the Fixed Asset Shell Generation process
Disbursement Transaction: Code Department ID Vendor Line Accounting Line	Conditionally Required	When the Asset Classification is Normal, all of the disbursement fields are required and typically populated with the Fixed Asset Shell Generation process
Depreciation Amount	Required	A required amount that is system-calculated and used to generate the posting line for depreciation.
Funding Budget FY	Required	The budget year associated with the funding used to acquire an asset. This is often the same year as the common Budget FY field, but can be different for reporting reasons.
Funding Fiscal Year	Required	The fiscal year associated with the funding used to acquire an asset. This is often the same year as the common Fiscal Year field, but can be different for reporting reasons.
Historic Asset Cost	Calculated	The collective amount an accounting line funded a component that includes the original amount, betterments, and increase/decrease adjustments.
Internal Sale Gain Loss	Calculated	This is calculated in case of internal sale and purchase transactions.
Responsibility Center Posting	Required	A key indication as to whether or not accounting for a fixed asset (except depreciation) will use the COA of the accounting line or a combination of accounting line and the COA in the Responsibility Center of the asset. When false, only the accounting line is used. This field can default to true as defined for an individual fund. That inference can also be a powerful one if also defined as such for a fund. A capital project fund is an example of a fund that will not have the asset recorded to it and no user should be able to change that fact.
Selling Price	Calculated	A required amount that is system-calculated and used to generate the posting line.

Field Name	Required?	Description
PO Number	Optional	A descriptive field to capture an external purchase order number or authorization that was part of the procurement process for an asset or asset component. The field exists only on the transaction for reporting and approval purposes and does not get written to the registry or any journal. There are no edits, so use of the field is open to any similar need.
Check Number	Optional	A descriptive field to capture a check number, not the Automatic or Manual Disbursement Transaction ID. The field exists only on the transaction for reporting and approval purposes and does not get written to the registry or any journal. There are no edits, so use of the field is open to any similar need.