Using Accounts Payable

Vouchers: Transferring Voucher Items to Fixed AssetsThe Proj ID FieldThe Proj ID field displays the ID of a project from the Projects Accountingmodule. This tells us that the GL Account No we have assigned for thispurchase order is associated with a project. This project association stays withthe item (in this case, the digital video cameras) through the voucher stage,and follows on through the transfer to Fixed Assets. When the asset transfer iscomplete, the Project ID field on the Fixed Asset Maintenance (ASST) formis updated.The Fixed Asset FieldThe Fixed Asset field displays a value (in this case, “Multivalued”) that tellsColleague how many asset records can be created for this line item. Entereither S-Single or M-Multivalued in this field to flag this voucher line item fortransfer to Fixed Assets.Possible values for the Fixed Asset field are:• S-Single. If the line item quantity is one or more items, create only one“group” asset record for this line item.• M-Multivalued. If the line item quantity is more than one item, create aseparate asset record for each unit for this line item.Technical Tip: The values for the Fixed Asset field are validationcodes that are stored in the FXA.TRANSFER.FLAGS record of theCF.VALCODES file, and cannot be modified.If the value in the Fixed Asset field is Single, then Colleague allows only onefixed asset record to be created for the line item when it is transferred to FixedAssets, regardless of the actual number of units for that item. If the number ofunits for this line item on the voucher is more than one, Colleague treats theline item units as a group, and creates one asset record that encompasses theentire quantity of items. The Acquisition Cost field in the fixed assets recordreflects the combined purchase price for all units in the line item. These assetscan be capitalized, renewed, depreciated, and disposed of as a group on asingle fixed asset record.If the value in the Fixed Asset field is Multivalued, then Colleague allowsone fixed asset record to be created for each unit in that line item. Forexample, the Fixed Asset field on our purchase order in Figure 47 displays“Multivalued.” When this purchase order progresses to the voucher stage andthe line item is transferred to Fixed Assets, Colleague will allow an individualasset record to be created for each of the three cameras.Now let’s turn our purchase order into a voucher.296 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.