Property

List "Assets"
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Assets – Assets

The form provides a list of minor, long-term, and non-depreciable assets.

Asset data is organized into individual tabs. The Basic Sheet tab contains general information about the asset. The Depreciation tab includes information about the purchase and depreciation of the asset. Additional tabs contain asset events, tax and accounting depreciation, and finally a list of loans (responsible persons).

Quick Filters
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The asset list has dropdown filters below the top toolbar. These provide quick access to frequently used selections.

Dropdown "Asset Type"
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Dropdown "Asset Category"
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Dropdown "Calendar Year"
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From: Current computer year + 1

To: 1990

Dropdown "Month of Classification"
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1–12 months, 4 quarters, last day, last week

The year and month are filtered based on the asset's classification date.

Asset Record "Assets"
​ Main Window
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The next number in sequence should be suggested automatically. (e.g., A00001, A00002, …)

Tab "Basic Sheet"
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Required field

Select a value from the asset type list. This field is mandatory.

Required field

Required field

The cost of the asset at the time of its acquisition (purchase) – at the beginning of its depreciation. If the asset was previously being depreciated, this cost may also include Technical Improvements. In that case, the option "A technical improvement occurred before classification" must be checked.

The default value is 1. If you want to record and depreciate multiple units as a set at once (e.g., 20 identical chairs, enter 20 pcs), enter the number of units. The price is entered for the entire set combined.

Required field

For depreciable assets, this date is the default value for the classification date and depreciation dates (see description below).

For non-depreciable assets, the purchase date is also the date of entry into the register.

This field is available for minor and long-term assets.

Link to a received invoice in the Received Invoices module.

Required field from the cost center table.

Units of measure – years, months, and days; only time units

Number of the preceding units

Optional field from the location table

Optional field from the location table

Optional field from the location table

Optional field from the jobs/contracts table

Company code from the address book – optional

This date does not affect depreciation. It is for informational purposes only.

Tab "Depreciation"
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This tab is accessible only for depreciable assets!

All values in this tab are accessible only in the accounting period that includes the classification date.

Classification Date

Required field

The date on which the asset was entered into the register – recorded in the database. The classification date is taken from the purchase date and can be changed.

Depreciated at Classification [months]

Required and accessible for depreciable assets

The number of months the asset was depreciated before it was entered into the Flexi database. For a new asset, this value is ZERO. A value equal to ZERO locks the accounting and tax balance fields, which then contain the acquisition cost. Otherwise, the values are editable. Months, not years, are entered to allow accurate generation of monthly depreciation. For the purposes of straight-line and accelerated tax depreciation, the value must be divided by 12.

If the option "A technical improvement occurred before classification" is checked, then the "age of the technical improvement" refers to the time elapsed since the last technical improvement (in months). For accelerated depreciation, this value is used in the tax depreciation calculation.

The age of an asset that was already being depreciated before classification (manually or in another software) is entered in months. For the purposes of calculating tax depreciation using "Straight-line" or "Accelerated" methods, this value must be divided by 12 and rounded up.

For tax "Monthly" depreciation and for accounting depreciation, the remaining depreciation period equals the difference between the total depreciation period and the age in months.

Accounting Balance

Accessible for long-term assets with accounting depreciation – only if the age is > 0.

When classifying an asset that has already been partially depreciated, enter the balance at the beginning of the accounting period here. For a new asset, the value equals its acquisition cost.

Tax Balance

Accessible for depreciable assets only if the age is > 0.

For a new asset, the value equals the cost.

Long-term Assets

When classifying an asset that has already been partially depreciated, enter the tax balance at the beginning of the accounting period here.

When classifying an asset that has already been depreciated in previous accounting periods (e.g., migrating from another accounting system), it is important to note that the accumulated depreciation of the asset equals the difference between the acquisition cost and the net book value.

Minor Assets – Depreciation method selected is "% per year"

In this case, the user must enter the tax balance after prior depreciation.

Minor Assets – Depreciation method selected is "50% at classification, 50% at disposal"

In this case, the user must enter the tax balance after the prior 50% depreciation at classification.

Start of Tax Depreciation

Required and accessible for long-term assets.

Required and not accessible for minor assets = classification date

Tax depreciation will be generated from this date.

Start of Accounting Depreciation

Required and accessible only for long-term assets when "Accounting Depreciation – YES" is selected

For minor assets, the field is not required and is not accessible.

Accounting depreciation will be generated from this date, but only if the "Generate accounting depreciation" checkbox is selected.

Depreciation Method

Required and accessible for depreciable assets

Options for long-term assets

Straight-line

Accelerated

Monthly

Options for minor assets

100% at classification

50% at classification, 50% at disposal

% per year

If you select this option, you must fill in the "% per year" field.

Options for non-depreciable assets

The field is not accessible

Depreciate 0/10/15/20% in the first year for accelerated depreciation

Required and accessible for long-term tangible assets with accelerated depreciation.

Depreciation Rate

Required and accessible only for long-term assets

The list of depreciation rates is influenced by the value in the previous Depreciation Method field. You always have a selection of rates available that correspond to the chosen depreciation method.

For assets that are not depreciated (e.g., buildings and land), a zero depreciation rate can be entered.

Primary Account

Required and accessible for depreciable assets

Populated from the asset type.

Not accessible for non-depreciable assets

Classification Offset Account

Required and accessible for depreciable assets

Depreciation Account

Required and accessible for depreciable assets

Accumulated Depreciation Account

Required and accessible for depreciable assets

If any data that is copied to depreciation entries and events (cost center, job/contract, accounts) is changed, this change must be reflected in the relevant fields in the depreciation entries and events.

Post classification (not in database)

Required and accessible for depreciable assets

This value is automatically checked when classifying a new asset. If you are classifying an asset that was already being depreciated by another method (e.g., "Manually"), the checkbox is automatically cleared. If classification is posted, a Classification event is generated in the Events table.

Classification Event Date

This value will not be displayed in the edit window, but only in the asset list. When a date is entered, it indicates that a Classification event exists and will contain the date of that event.

Generate Accounting Depreciation

Required and accessible for long-term assets

No

Accounting depreciation will not be generated.

Yes – number of months

In this case, accounting depreciation (rather than tax depreciation) will be posted to the accounting records. The application will automatically generate all accounting depreciation entries from the start of depreciation to the end. The calculation method is described later in the Accounting Depreciation chapter.

Number of Depreciation Months (for Long-term Assets)

Required if the previous field is set to "Yes – number of months".

% per Year (for Minor Assets)

Required and accessible only when depreciating minor assets and the Depreciation Method field is set to % per Year.

A technical improvement occurred before classification

Accessible and required only for long-term assets when the age is > 0.

If you check this option, the depreciation calculation will follow accordingly. This option is only meaningful when the classified asset was previously being depreciated and the balance values are filled in.

If this value is checked, then for accelerated depreciation, the age at classification refers to the time elapsed since the last technical improvement. This value is used in the tax depreciation calculation for accelerated depreciation.

Age since last technical improvement [months]

Accessible and required only for long-term assets when the age is > 0 and the asset is being depreciated using the accelerated method.

This value is used in the formula for calculating accelerated depreciation where a technical improvement has occurred.

Tab "Texts"
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The "Texts" tab is present in all code lists and all record lists. It contains two fields where you can enter information according to your own needs. Completing these fields is not mandatory.

Description

A more detailed description of the asset.

Note

An additional note about the asset.

Tab "Vehicle"
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Tab "Other"
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Tab "Administration"
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Valid From

The calendar year from which the record is valid.

Valid To

The calendar year in which the record expires.

If you want the record to have unlimited validity, do not change the default value "0" in the Valid From field and "9999" in the Valid To field. This label will then be usable in all calendar years and will appear in the list for every calendar year.

If you set the Valid From field to "2014" and the Valid To field to "2014", this label will only be usable in 2014, meaning it will only appear in the list for that year (see the accounting period in the sidebar navigation header).

Tab "Tax Depreciation"
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This tab is accessible only for depreciable long-term and minor assets!

The tab contains a schedule of all depreciation entries that are automatically generated after entering all the required data in the preceding three tabs and clicking the Apply button. The tax depreciation calculation is performed in the application's memory, not by a stored procedure on the server.

Tab "Accounting Depreciation"
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This tab is accessible only for depreciable long-term assets where you have selected "Generate accounting depreciation – YES" on the asset record!
The application generates accounting depreciation only if you check the "Generate accounting depreciation" option on the asset record.

If "Generate accounting depreciation – NO" is selected on the asset record and accounting depreciation entries already exist, they will be deleted from the table when depreciation is regenerated.

Tab "Events"
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The following events occur during the life of a depreciable minor asset:

The following events occur during the life of a depreciable long-term asset:

The first four events are also accounting entries.

With the exception of Classification, the remaining events affect the depreciation amount. After entering such an event, all depreciation entries in the depreciation schedule with a date later than the event date will be recalculated or removed (in the case of full disposal).

The last event, Change of depreciation period…, can only be selected if accounting depreciation is also being generated.

Rules for individual events
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The classification event can be deleted – if a user was classifying an older asset and accidentally generated a classification event.

No event can be added after a full disposal

The classification or full disposal event cannot be entered more than once

A resumption of depreciation event cannot be entered without a prior suspension event

After a suspension of depreciation event without a subsequent resumption, a technical improvement, partial disposal, and full disposal can still be entered.

A technical improvement and partial disposal will only be reflected in the depreciation schedule after a resumption of depreciation event.

If a full disposal occurs during a suspension period and there is a technical improvement and partial disposal recorded during that period, these events will affect the disposal amount and the remaining balance to be depreciated.

Tab "Loans / Responsible Person"
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The table contains a list of who is responsible for the asset, or a record of to whom the asset has been entrusted for use or loaned.

Generate Depreciation Button
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After clicking the "Generate Depreciation" button, the entered asset is saved to the database, followed by the generation of tax and accounting depreciation (if the "Generate accounting depreciation" option is checked). A classification event record is also created in the Events table.

After clicking the Apply button and generating tax and accounting depreciation, the button becomes unavailable. If you change any value that affects depreciation, the button will become available again, and after the prompt "Depreciation parameters have changed – should depreciation be regenerated?" both types of depreciation will be regenerated. If the user makes a change but does not click Apply, they will be notified of this when saving the data to the database.

Posting Events and Accounting vs. Tax Depreciation
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After entering the basic parameters of the asset record (applicable only to posted assets) and clicking the Generate button, a depreciation schedule is automatically generated, and for new assets, a Classification event is also created. A date is filled in for all entries. The depreciation posting date will only be filled in for those depreciation entries whose date falls within the currently defined accounting year. The event posting date will be filled in because the event must fall within the current accounting year. This triggers automatic posting and attaches line items to the headers of the relevant internal documents. Internal documents are created for the following types of asset movements: all events, tax depreciation, accounting depreciation.

Changes to Assets and Closed Periods
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If an asset record is locked, the user must not change any data that would affect the value of the calculated depreciation. This does not apply to events in unlocked periods. The user may change accounts or cost centers, but the changed values will only be reflected in unlocked periods.

Record "Tax Depreciation"
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Is Accounting

This value will be checked only if accounting depreciation is not being generated.

Depreciation Date

Required field

The date of the first depreciation entry for a newly created asset using the Straight-line or Accelerated method (not applicable to monthly depreciation) will always be the last day of the current accounting period. Subsequent tax depreciation entries will have this date incremented by one calendar year.

A situation may arise where, when creating the next accounting period, the operator defines it as shorter or longer. In this case, the depreciation date falling within this new period must be corrected to match the last day of the period. Subsequent depreciation entries will also be corrected so that they are one year later than the date in the amended period. A brief example: An asset is depreciated over 5 years. The application generates depreciation dates of 31.12.2008, 31.12.2009, 31.12.2010, 31.12.2011, 31.12.2012. In 2014, the company extends its accounting period by 3 months. Depreciation entries from 2009 onward will have dates of 31.03.2010, 31.03.2011, 31.03.2012, 31.03.2013.

Posting Date = Moment the accounting transaction occurs

The posting date is automatically populated from the depreciation date. This automatic population occurs whenever the depreciation date falls within the current accounting year. In practice, when you enter a specific asset into the system, the application generates the depreciation entries. The depreciation entry (for monthly depreciation there will be multiple tax depreciation entries) that falls within the current accounting year will have its posting date filled in, while the remaining entries will have an empty posting date. When transitioning to a new accounting period, that period must be initialized. Part of this initialization includes populating the posting dates falling within the initialized period. This also triggers their posting – the relevant account balances are updated and document headers are created to "group" the accounting impact of all depreciation entries. This naturally only occurs if the operator chooses to post tax depreciation.

Asset Age [months]

Required

Tax Depreciation Amount [CZK]

Required field

Balance

Required (may be 0)

Debit Account (Depreciation)

Required if accounting depreciation is not being generated.

Taken from the asset record – Depreciation Account

Credit Account (Depreciation)

Required if accounting depreciation is not being generated.

Taken from the asset record – Accumulated Depreciation Account

Manually Modified

Depreciation entries can be modified in the standard edit window. If you do so, the "Manually Modified" checkbox is checked upon saving, and the subsequent depreciation entries in the depreciation schedule are recalculated.

Amount

Balance

To change the depreciation amount, click the Edit button. An edit form for the depreciation entry will appear, where all fields except "Manually Modified" are read-only. If you check this field, the application will enable editing of the date, depreciation amount, and note. Upon saving, the subsequent depreciation entries and balances will be recalculated.

Note

255 characters

Cost Center

Job/Contract

Record "Accounting Depreciation"
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Is Accounting

Required field

This value will always be checked (YES)

Depreciation Date

Required field

Posting Date = Moment the accounting transaction occurs

Read-only field

The posting date is automatically populated from the depreciation date. This automatic population occurs whenever the depreciation date falls within the current accounting year. In practice, when you enter a specific asset into the system, the application generates the depreciation entries. Those entries that fall within the current accounting year will have their period filled in, while the remaining entries will have the year and period left empty. When transitioning to a new year, that year must be initialized. Part of this initialization includes populating the posting dates falling within the initialized year. This also triggers their posting – the relevant account balances are updated and document headers are created to "group" the accounting impact of all depreciation entries. This naturally only occurs if the operator chooses to post tax depreciation.

Accounting Depreciation Amount [CZK]

The depreciation amount is calculated as follows:

No Change of Depreciation Period event exists

Amount = Cost / number of depreciation months

The depreciation amount is rounded up to the nearest whole unit.

The depreciation amount is affected by certain events – Technical Improvement, Partial Disposal, and Change of Depreciation Period.

Balance

Balance = Previous Balance – Depreciation Amount

Debit Account (Depreciation)

Taken from the asset record – Depreciation Account

Credit Account (Depreciation)

Taken from the asset record – Accumulated Depreciation Account

Manually Modified

Depreciation entries can be modified in the standard edit window. If you do so, the "Manually Modified" checkbox is checked upon saving, and the subsequent depreciation entries in the depreciation schedule are recalculated.

Amount

Balance

To change the depreciation amount, click the Edit button. An edit form for the depreciation entry will appear, where all fields except "Manually Modified" are read-only. If you check this field, the application will enable editing of the date, depreciation amount, and note. Upon saving, the subsequent depreciation entries and balances will be recalculated.

Cost Center (idStred)

Job/Contract (idZakazky)

Note (Poznam)

255 characters

Document Number (Kod)

Automatically generated value from the depreciation date in the format YYYYMMDD

Record "Events"
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Event Type

Required field

Possible values:

· Classification

· Full disposal of long-term asset

· Technical improvement / change of asset value (If the asset is to be revalued as of the last day of the year, use December 30 instead of December 31.)

· Partial disposal

· Suspension of tax depreciation

· Suspension of accounting depreciation

· Resumption of tax depreciation

· Resumption of accounting depreciation

· Change of depreciation period

· Difference between sale price and book value

· User-defined event

Document is accounting

Required field – for events 1–4 this field will always be checked. For other events it will not be checked. The field is always read-only.

Issued

Required field

The event date must be later than the classification date and must not precede the start of tax and accounting depreciation.

The date of a new event must fall within the current accounting period.

Change of Depreciation Period

This field is accessible for 3 event types: Technical Improvement, Partial Disposal, and Change of Depreciation Period (accounting depreciation must be "enabled" in the depreciation parameters).

The value may be negative = shortening of the depreciation period

Amount

Cost

Cost + sum of increases – sum of partial disposals

Entered by user

Entered by user

Accounting Amount

Tax Amount

Manual Balance Adjustment

If this toggle is checked, the "Accounting Amount" and "Tax Amount" fields become editable.

Event Debit Account (idZklMdUcet)

Primary account from the asset record

Accumulated depreciation account from the asset record

Accumulated depreciation account from the asset record

Primary account from the asset record

Event Credit Account

Classification offset account from the asset record

Primary account from the asset record

Primary account from the asset record

Entered by operator

Debit Account for Net Book Value

Completed by operator

Credit Account for Net Book Value

Accumulated depreciation account from the asset record

Cost Center

Job/Contract

Note

255 characters

Lock

This field is not present in the edit window.

Once checked, the asset cannot be updated. The lock function is available in the table's menu or toolbar.

Document Number

This field is not present in the edit window.

Automatically generated value from the depreciation date in the format YYYYMMDD.

Record "Loans / Responsible Person"
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Minor Asset Register
​ Depreciable Minor Assets
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First, go to the Assets – Asset Types menu to create a new asset type. In the Kind field, select the value "Minor" and check the Asset is depreciated flag. Then fill in the Cost Center field (which can be changed for each individual asset later), and enter values in the account fields – Asset Account, Depreciation Account, Classification Account, Accumulated Depreciation Account, Disposal Balance Account (these will then be suggested when creating a new asset).

Depreciation of Minor Assets

Depreciation methods for minor assets are already predefined. They are set in the asset detail view under the "Depreciation" tab in the "Depreciation Group" field.

Depreciation entries are generated in the "Tax Depreciation" tab and are simultaneously posted according to the configured accounts:

New Record
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Inventory Number

Automatically pre-filled; can be changed as needed.

EAN

Name

The asset name can contain up to 255 characters. If you chose to fill in foreign language names in the initial setup, you can use the button to enter names in the languages you selected. Use the button again to close the foreign language name fields.