Fixed assets transactions: acquisition

1/ Introduction

There are severals options to create acquisition transactions in Dynamcis AX 2012:

• Option 1: Manual creation and general ledger journal
• Option 2: Manual creation and Fixed assets journal proposal
• Option 3: Manual creation and vendor invoice journal
• Option 4: Purchase order and automatic creation

To allow a fixed asset acquisition from the purchase module (option 3 ad 4), you need to select fixed assets parameters:

2/ Option 1: Manual creation and general ledger journal

• Step 1: Create new fixed asset
  • Access: FA > Common > Fixed assets.
  • Create a new fixed asset.
  • Enter all informations you need : location, technical informations, insurance, …

• The fixed asset status = Not yet acquired

• Step 2: Create a new journal
  • Access : GL > Journals > General Journals.
  • Create a new journals and go to lines form.
  • In accounting type field: select “Fixed asset”
  • Enter the fixed asset number in the account field.
  • The offset account is automatically filled by the offset account from the value model.

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• In tab “Fixed asset”, check the value model and select transaction type and post the journal.

• Step 3: Fixed asset acquired
  • Access: FA > Common > Fixed assets
  • Check the fixed asset : price comes from the ledger journal.
  • FA status is now “Open”.

Remark : For the step 2, you can use a fixed asset journal instead of a general ledger journal.

3/ Option 2: Manual creation and Fixed assets journal proposal

• Step 1: Create the new asset.
  • Access:  FA > Common > Fixed assets.
  • Create a new fixed asset.
  • Enter all informations you need : location, technical informations, insurance, …
  • In the value model form: enter the acquisition price.
  

• Step 2: Fixed asset journal
  • Access: FA > Journals > Fixed assets journal.
  • Create a new journal and go to Line form.
  • Use the proposal functionality : click Proposals > Acquisition proposal

•  Select « not yet acquired » fixed assets.

• Journals lines are created automatically.
• The price come from the fixed asse form.
• Check and post the journal.

• Step 3: Fixed asset acquired
  • Access: FA > Common > Fixed assets
  • FA status is now “Open”.

4/ Option 3: Manual creation and vendor invoice

• Step 1: Create new fixed asset
  • Access:  FA > Common > Fixed assets.
  • Create a new fixed asset.
  • Enter all informations you need : location, technical informations, insurance, …

• Step 2: Create vendor invoice journal
  • Access: AP > Journals > Invoices > Invoice journal
  • Create a new journal and go to the line form.
  • Select « Fixed asset » in the Account type and enter the Fixed asset number in the Account field.
  • Select the vendor account in the Offset account

• In the tab « Fixed assets », check the transaction type and the value model.
• Post the journal

• Step 3: Fixed asset updated
  • Access: Fixed assets > Common > Fixed assets > Fixed assets
  • In the fixed assets form the price and the status are updated

5/ Option 4: Purchase order and automatic creation

• Step 1: Create a purchase order
  • Access:  AP > Common > Purchase orders > All purchase orders
  • Create a new purchase order.
  • Enter all the informations as a regular purchas order.
  • In Line details: check the « New fixed asset » box and select fixeed asset group.
  • Confirm the purchase order.

• Step 2: Product receipt.
  • Tab Receive > Button Product receive
  • When you post the product receipt, you can check the fixed assets parameters.

• Step 3: Vendor invoice
  • Tab Invoice > Button Invoice
  • Enter invoice date and invoice number
  • In tab « Fixed assets » (line details) data are automatically updated.
  • Post the invoice.

• Step 4: Fixed asset form
  • Access: FA > Common > Fixed assets > Fixed Assets
  • The fixed assets is created, the status is open and the price is updated
  • Enter all other information you need.