How to: Maintain Fixed Assets

Article
06/02/2017

Maintenance expenses are routine periodic costs undertaken to preserve the value of fixed assets. Unlike capital improvements, they do not increase values.

You can record and maintain an up-to-date file on maintenance and service of your fixed assets to have complete maintenance records on a fixed asset easily accessible. Each time a fixed asset is sent to service, you record all relevant information such as date of service, vendor number and service agent's phone number. Maintenance registration is recorded for each fixed asset from the relevant fixed asset card.

Indexation is used to adjust values for general price-level changes. The Index Fixed Assets batch job can be used to recalculate the maintenance costs.

To record maintenance work on a fixed asset

Every time maintenance has been performed, such as a service visit, you can record it for the relevant fixed asset in the Maintenance Registrations window.

Choose the icon, enter Fixed Assets, and then choose the related link.
Select the fixed asset that you want to record maintenance for, and then choose the Maintenance Registration action.
In the Maintenance Registration window, fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

To post maintenance costs from a fixed asset G/L journal

Choose the icon, enter Depreciation Book List, and then choose the related link.
Select the depreciation book that is assigned to the fixed asset, and then choose the Edit action.
In the Depreciation Book Card window, make sure the Maintenance check box is not selected. This ensures that maintenance costs are not posted to the general ledger.
Choose the icon, enter FA G/L Journals, and then choose the related link.
Create an initial journal line and fill in the fields as necessary.
In the FA Posting Type field, select Maintenance.
Choose the Insert FA Bal. Account action. A second journal line is created for the balancing account that is set up for maintenance posting.

Note

Step 7 only works if you have set up the following: In the FA Posting Group Card window for the posting group of the fixed asset, the Maintenance Account field contains the general ledger debit account and the Maintenance Bal. Account field contains the general ledger account to which you want to post balancing entries for appreciation. For more information, see the "To set up fixed asset posting groups" section in How to: Set Up General Fixed Asset Information.
Choose the Post action.

To follow up on fixed assets service visits

You can print the Maintenance - Next Service report to see which assets you have scheduled a service visit for. You can also use this report when you are updating the Next Service Date field on fixed asset cards.

Choose the icon, enter Maintenance Next Service, and then choose the related link.
Fill in the Starting Date and Ending Date fields.
Choose the Print or Preview button.

To monitor maintenance costs

You can view the maintenance costs when you look at the statistics of a fixed asset.

Choose the icon, enter Fixed Assets, and then choose the related link.
Select the fixed asset you want to view maintenance costs for, and then choose the Depreciation Books action.
In the FA Depreciation Books window, select the relevant fixed asset depreciation book, and then choose the Statistics action.
In the Fixed Asset Statistics window, choose the Maintenance field.

The Maintenance Ledger Entries window opens showing the entries that make up the amount in the Maintenance field.

To view or print maintenance costs for multiple fixed assets

In the Maintenance - Analysis report, you can select to see maintenance based on one, two, or three maintenance codes for a specified date or period. You can see the total of all selected assets or a total for each asset.

Choose the icon, enter Maintenance Analysis, and then choose the related link.
Fill in the fields as necessary.
Choose the Print or Preview button.

To view maintenance ledger entries

You can also study maintenance costs by viewing the maintenance ledger entries.

Choose the icon, enter Fixed Assets, and then choose the related link.
Select the fixed asset that you want to view ledger entries for, and then choose the Depreciation Books action.
In the FA Depreciation Books window, select the relevant fixed asset depreciation book, and then choose the Maintenance Ledger Entries action.

To view or print maintenance ledger entries for multiple fixed assets

In the Maintenance - Details report, you can view or print maintenance ledger entries for one or many fixed assets.

Choose the icon, enter Maintenance Details, and then choose the related link.
Fill in the fields as necessary.
Choose the Print or Preview button.

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