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The Fixed Asset System (FAS) from Legler Systems is based on the client-server model and supports many special features for handling the company assets (property and equipment) and depreciation accounting in small businesses and midsize companies. This customizable online software can be run as a stand-alone accounting application or integrated with other financial modules, such as the General Ledger System. The Legler Fixed Asset software utilizes a character-based user interface with mouse support for fast data entry and optimum performance.
The 2012 FA software includes a new inquiry procedure FA96 (Inquire Latest FA Changes) plus other enhancements. The 2009 fixed asset software features included mouse support (left mouse button) and large character-based window (80x50) support as described in the Version 9.0 Summary document. This fixed asset system functions with or without a mouse for greater user flexibility and productivity. The newest fixed asset software performs faster when running Microsoft Windows XP or Windows 7.
Custom versions of the online FAS software have been in day-to-day operation in small businesses in Northern California for over 25 years.
The online fixed asset (FA) user procedures are identified on the Fixed Asset menu shown below. Before any online FA procedure can be run, the user must first sign-on by entering a valid User-ID and password. To display the Fixed Asset menu, enter "FA" on any financial menu. To start a specific FA procedure, enter the 2-digit number associated with that online procedure or single-click the left mouse button when pointing to the procedure name on the menu.
---------------------------------------------------------------------------- | FIXED ASSET MENU (2011) 11-04-2011 09:33 | |----------------------------------------------------------------------------| | | | No Procedure Name No Procedure Name | | -- ------------------------------- -- ------------------------------ | | 01 - Enter Asset Master Records 10 - Inquire Repair History | | 02 - Print Asset Master List 11 - Inquire Depreciation Schedule | | 03 - Calculate Depreciation Expense 12 - Print IRS 4562 Worksheet | | 04 - Print Depreciation Expense Report 13 - Process FAS Batch Input | | 05 - Print Asset Disposal Report 14 - Purge Old FAS Records | | 06 - Print Asset Valuation Report 15 - Inquire Asset Expense By Month | | 07 - Enter Maintenance or Repair Data 16 - Print Scheduled Service Report | | 08 - Print Equipment Repair Report 92 - Redefine System Printer | | 09 - Post Depreciation To GL System 94 - Search FA System | | 96 - Inquire Latest FA Changes | | 99 - End FA Menu | | | | Enter FA Procedure Number......[ ] | | | |----------------------------------------------------------------------------| | F1=Help F2=Enter F9=Print F10=Exit | ----------------------------------------------------------------------------
Data entry procedures FA01 and FA07 display fields that comprise each record and perform online file update functions (add, modify and delete). An Asset Master Record (name, cost and depreciation information) must be entered into the FA System before the calculate depreciation expense procedure is performed. Equipment maintenance and repair data is entered using procedure FA07, as well as the definition of preventative maintenance service requirements.
Inquiry procedure FA10 displays asset service and repair information. Procedure FA11 displays the annual depreciation schedule of an asset. Procedure FA13 enables the user to search and display assets by name. Inquire Asset Expenses (FA15) shows a one-screen summary by month for 5 years of repair expenses or asset purchases.
Online reporting procedures FA02, FA04, FA05, FA06, FA08, FA12 and FA16 print basic management reports on a line printer (computer-size paper) or a laser printer (letter-size paper). The annual IRS 4562 Worksheet is printed by procedure FA12 and conforms to IRS specifications. Each online reporting procedure displays a screen for the user to enter report selection parameters, such as dates, report formatting and sorting options. Procedures FA09 and FA14 print a one-page control report showing the number of records processed for audit trail purposes.
Procedure FA03 calculates depreciation schedules by calendar year for each capital asset (building, vehicle, etc.) with different accounting books (company, federal, state, other) and updates the database with the results. Procedure FA05 updates the online database with any net gain or loss when an asset is sold during the year. At the end of the month (or year) procedure FA09 is executed to post depreciation expense information to a General Ledger System for a specific accounting period (YRMO). Recording depreciation expense data follows the standard GL account structure of either a 4-digit account code only or 6-digit account code plus department number (set by System-Option-26 in procedure DB03).
The online FA procedures identified on this Fixed Asset menu are described in more detail in the FA Menu Procedures document.
In addition to the operational, security and technical features mentioned in the Accounting Software Summary, some key functional features of this fixed asset software are highlighted below:
1. Schedule equipment due for preventative maintenance service, as well as monitor repair and equipment failures.
2. Provide a complete inventory of all company assets (equipment, property, buildings and intangibles), including a user defined Location code and Asset-Group code.
3. Provide a number of different depreciation methods that can be specified for an asset and used to calculate depreciation expense. Each asset can handle four different methods, if necessary, to correspond to the company book, federal reporting, state reporting and other.
4. Calculate annual or monthly depreciation expense for each asset by procedure FA03.
5. Flexible online reporting capability allows the user to request and print 43 different fixed asset reports by specifying various report selection parameters.
6. Support batch job processing (optional), where report selection parameters are entered online for later batch processing by a separate job script.
7. In the FA System, special notes (comments, instructions, etc.) can be entered and displayed from data entry screens FA01 and FA07 by dynamically linking to procedure DB17 using function key F7 or the mouse.
8. Enable asset number lookup by asset name by entering "#" for the fixed asset number and then enter part of the asset's name or description when prompted. When only one matching fixed asset is found, the associated asset number automatically replaces the "#" character, so the user does not have to enter the asset number. This asset number lookup procedure can be done at any time where the Asset-No prompt appears.
The online FA software references three records in the Database Control System (required) to control basic system functions (Company Control Record), to verify User-IDs (User Control Record) and to validate the Asset-Group code and other user definable codes (Code Definition Records).
The FA System software formats and outputs General Journal Records to either an export Transfer File (DBSTRN) for input to another computerized GL system or directly into the General Ledger System (optional). The General Journal Records contain the dollar amounts associated with each GL account code.
The FA software supports dynamic linking between data entry procedures (such as FA07 to FA01) with a single key stroke (function key F7). Dynamic linking to existing "NOTES" (DB17) on an asset is done with one or two key strokes (F7) or a single-click of the left mouse button.
The Fixed Asset System operates on any x86 personal computer (pc) in the Command Prompt window using Microsoft Windows XP, Windows 7, Windows 98 and Windows 3.1. The pc can be connected in a local area network with complete flexibility in specifying the disk location of master files on either the client or server. Additionally, the FAS software can be run on a single stand-alone pc or on a UNIX based computer, such as the IBM RS/6000 with IBM 3151 terminals using the AIX operating system. In addition to the standard screen size (80x25), a larger character-based window of 80 characters wide by 50 rows is now supported for greater usefulness.
The Run Time Environment for Micro Focus COBOL support is included at no extra cost with the FA executable programs. The Windows fixed asset programs are the same as the DOS fixed asset programs for compatibility. For data archiving and historical reporting, the same FA executable programs can be run from a removable disk, such as a CD-ROM or USB flash drive; thereby eliminating the need to restore old financial data and programs to a separate hard disk drive.
The Database Control System from Legler Systems Company is required to support the FA System and is included with the Fixed Asset software. The FA source programs are written in COBOL, the most widely used business programming language. Each FA procedure identified on the Fixed Asset menu corresponds to a separate COBOL program.
The FA System software cost is identified in the Software Price Sheet.
For sample management reports and screen formats, General Information Manual or free pc demo on CD-ROM of this FA System, please e-mail Bill Legler in the San Francisco Bay Area, California.
Legler Systems Company, developer of the online Fixed Asset software, is located in the East Bay of the SF Bay Area in Northern California and provides local on-site FAS software support in Alameda County (major cities are Oakland, Fremont, Berkeley and Hayward), Contra Costa County (major cities are Concord, Antioch and Walnut Creek) plus other counties in California (CA). Free e-mail and telephone support is available throughout the United States (USA).