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Fixed Asset System

The Fixed Asset System (FAS) by Legler Systems is based on the client-server model and supports many special features for handling the company assets (property and equipment) and depreciation expense accounting in small businesses and midsize companies. This customizable online FAS 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 on desktop or laptop computers for fast data entry and optimum end-user productivity in a multi-user environment.

The new 2018 FAS software version is now available with recent changes described in the Accounting Software Revision History document. This general-purpose Fixed Asset System is easy to use and can function with or without a mouse for greater end-user flexibility and productivity.

After installations on different hardware and operating systems, this reliable fixed asset software has evolved over the last 25 years to an efficient, proven and productive business application for today under Microsoft Windows 10. Custom versions of the online FAS software support in-house control of confidential fixed asset transaction records and have been in day-to-day operation in small businesses in Northern California for many years.

Fixed Asset Menu:

The online fixed asset (FA) end-user procedures are identified on the Fixed Asset System Menu (screen image 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 from the main Financial Menu, enter "FA" to the System-ID prompt. To start a specific FA procedure, enter the 2-digit number associated with that online accounting procedure or single-click the left mouse button when pointing to the procedure name on the Fixed Asset System Menu. The active keyboard function keys are identified at the bottom of all screens, including the fixed asset menu.

FAS Software End-User Procedures:

Data entry procedures FA01 (screen image) and FA07 (screen image) display the data fields that comprise each fixed asset record and perform the update functions (add, modify and delete) to the online Master File (DBSMST) based on a Transaction Code. An Asset Master Record (name, cost and depreciation method) must be entered into the FA System before the annual depreciation expense is calculated. Equipment maintenance and repair data is entered using procedure FA07, as well as the definition of preventative maintenance service requirements. The Fixed Asset Data Dictionary (printed by procedure DB11) defines each data field in data entry screens FA01 and FA07.

The online Help File contains a description of all FA data fields and FA error messages that are displayed in a separate Help Message Window whenever keyboard function key F1 is pressed. A drop-down list of valid codes for a field (marked by a down arrowhead) is also shown in the Help Message Window when the F2 key is pressed after the F1 key. The Help Message Window temporarily overlays the bottom half of the basic application window (Command Prompt window).

For all FA inquiry and reporting procedures, a selection screen is displayed so the user can enter various data selection parameters to retrieve specific fixed asset records from the online database (DBSMST) and to format the output. Prior data selection parameters are shown in the Report History Dashboard under the selection screen.

Inquiry procedure FA10 displays asset service and repair information. Procedure FA11 displays the annual depreciation schedule of an asset. Inquire Asset Expense (FA15) shows a results screen by month for 5 years of repair expenses or asset purchases. Inquire Latest FA Changes procedure (FA96) displays a list of the latest Asset Master Records (FA01) in descending chronological date sequence.

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 selection screen for the user to enter report selection parameters, such as dates, Book-Code, report format option and report sort option. Procedures FA09 and FA14 print a one-page FAS Control Report showing the number of fixed asset records processed for audit documentation. Accounting reports can be displayed in the basic application window or in a separate report window prior to printing the hardcopy.

Procedure FA03 calculates depreciation schedules by calendar year for each capital asset (building, vehicle, etc.) with different accounting Book-Codes (company, federal, state, other) and updates the online database with the depreciation expense by month. 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 4-digit account code plus a 2-character department number as set by System-Option-26 in procedure DB03.

If equipment repair or service data is created by an external computer application (written to the import Transfer File) or imported using procedure DB18, they are edited and loaded into the online database by using procedure FA13.

Fixed asset procedure 92, procedure 94 and procedure 96 are the same as those in the Database Control System. When 99 is entered as the FA procedure number, the main Financial Menu is displayed. End-user procedures DB03, DB11, DB17 and DB18 appear only on the Database Control menu.

Each online FA end-user procedure identified on this Fixed Asset System Menu is described in more detail in the FA Procedure Menu document, including a description of the Report History Dashboard.

Fixed Asset Software Features:

In addition to the operational, security, technical and customization features mentioned in the Accounting Software Overview document, some key Functional Features and Objectives 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 fixed asset can handle four different depreciation methods, if necessary, to correspond to the Book-Code for internal company reporting, federal reporting, state reporting and other.

4. Calculate annual or monthly depreciation expense for each fixed asset by procedure FA03.

5. Flexible online reporting capability allows the user to request and print 42 different Fixed Asset Reports by specifying report selection parameters and a report sort option. One-time ad-hoc management reports are easily printed.

6. Online processing involves instantly viewing and changing fixed asset data in the online Master File (database) based on a Transaction Code (Trans-Code) for added accuracy. One fixed asset transaction is processed at a time.

7. Support batch job processing (optional), where report selection parameters are entered online for later batch processing by a separate job script, so long management reports are printed offline.

8. In the FA System, special notes (comments, instructions, etc.) can be entered and displayed from data entry screens FA01 and FA07 by dynamic linking to procedure DB17 (General Notes Record) using keyboard function key F7 or the mouse when the word "NOTES" appears.

9. Enable asset number lookup by asset name when the "#" character is entered in the fixed asset number field and then enter the asset's name or asset description when prompted. Both lowercase letters and uppercase letters are tested. 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 special asset number lookup option be done at any time where the Asset-No prompt appears. This "#" feature is in addition to the standard asset number lookup by asset name initials (uppercase) in both a client-server (ASCII coding) and IBM mainframe (EBCDIC coding) environment.

10. A real-time Report History Dashboard is displayed under the parameter prompts for an FA report or inquiry procedure showing the last 12 runs.

11. Source cobol programs have been modified to reference a new copy member (SLP310) for the IBM AIX system call to execute the Unix chmod command. when an output file is opened and the OPR-SYS-PARM field is set to "AIX".

12. A complete backup of the fixed asset application is created by periodically copying the LSC directory to an external removable device, such as a compact disc (CD-ROM) or USB flash drive (thumb drive). The CD-ROM disc or USB flash drive can be stored off-site for added protection in case of any unforeseen disaster. The financial applications can be run directly from these backup devices on any computer.

Fixed Asset System Interface Capabilities:

The online FAS software references four master records in the Database Control System (required) to: (1) control basic system options and functions (Company Control Record), (2) verify User-ID and password and define the computer procedures the user can access (User Control Record), (3) identify special notes or comments about an asset by displaying the word "NOTES" on a data entry screen (General Notes Record) and (4) validate the Asset-Group code and other user definable codes (Code Definition Records).

At month-end the FA System software formats and creates General Journal Records. Depending on the setting of System-Option-04 (DB03), these General Journal Records are written to: (1) an export Transfer File (DBSTRN) for input to an external GL application or (2) directly into the online database for subsequent use by the Legler General Ledger System (optional). The General Journal Records contain the dollar amounts associated with each GL account code assigned to asset purchases and depreciation expense in the FA System.

This user-friendly FAS software supports dynamic linking between data entry procedures (such as FA07 to FA01) with a single keystroke (function key F7). Dynamic linking to existing General Notes Record (DB17) containing special notes on an asset is done with one or two keystrokes (F7) or a single-click of the left mouse button when the word "NOTES" appears on a data entry screen.

Procedure DB18 in the Database Control System is used to: (1) export fixed asset and depreciation expense data from the online Master File to a csv file for subsequent input to an external computer application and (2) import a csv file of fixed asset transactions (variable length records), reformat the csv records to fixed length data records and create the input Transfer File for subsequent editing and updating the Master File by procedure FA13. CSV files contain variable length records where data values or fields are separated by a comma. Generally, a csv file uses the internal ASCII coding structure.

FAS Software and Hardware Requirements:

The Fixed Asset System operates on any x86 personal computer (desktop or laptop) in the Command Prompt window using any version of Microsoft Windows operating system from Windows 3.1 to Windows XP (16-bit) and Windows 7 and now Windows 10. The source programs are compatible with 32-bit cobol compilers (such as Micro Focus Net Express) that generate executable code for Windows 10 (64-bit version). Personal computers can be connected in a local area network with complete flexibility in specifying the disk location of master files on either the client laptop or desktop computer or the file server. Additionally, the FAS software can be run on a single stand-alone personal computer 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 application window size (80x25), a larger Command Prompt window of 80 characters wide by 50 rows (80x50) is now supported for greater usefulness.

The 2017 version of the fixed asset software supports 32-bit code (.dll) or 16-bit code (.exe) depending on the OPR-SYS-PARM setting ("WIN" or "DOS") in the DBSPGM file. The exe programs run under Windows XP and the dll programs are used with Windows 10. AIX programs use the .gnt code. The FA application programs (32-bit code) run on 64-bit hardware.

The Run Time Environment for Micro Focus COBOL support is included at no extra cost with the FAS executable programs. The latest Windows 10 fixed asset programs (32-bit code) are the same as the DOS fixed asset programs (16-bit code) for compatibility. For fixed asset data archiving and historical reporting, the same FAS executable programs can be run offline from a removable device, such as a CD-ROM disc or USB flash drive; thereby eliminating the need to restore old fixed asset data and application programs to a separate hard disk drive in order to view or print fixed asset reports.

The Database Control System by Legler Systems Company is required to support online Master File updates in a multi-user environment and is included with the Fixed Asset software. The FAS source programs are written in structured ANSI COBOL, the most widely used business programming language, for easy maintenance in a client-server (ASCII code) or IBM mainframe (EBCDIC code) environment. A Micro Focus cobol compiler is used to generate the FAS executable programs for personal computers using 32-bit or 64-bit addressing. Each FA end-user procedure identified on the Fixed Asset System Menu corresponds to a separate application program.

More Information on the Fixed Asset Software:

The FA System software cost is identified in the Software Price Sheet and includes: (1) FAS executable programs for the Microsoft Windows environment, (2) FAS Procedure Manual and (3) online Help File. The source programs written in the ANSI COBOL language can be purchased separately.

For sample management reports and screen formats or a free working demo of this user-friendly FA System on a USB flash drive or CD-ROM disc for any version of Microsoft Windows, 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 and Berkeley), Contra Costa County (major cities are Concord, Walnut Creek and Orinda) plus other counties in California (CA). E-mail support is always available regarding any FAS software questions or concerns.

Version 11.8 (2018). All rights reserved by Legler Systems Company.