Exporting Depreciation Schedules for Multiple Assets

Note:

We recommend generating depreciation schedules and journals for multiple assets using a fixed asset process. For more information, see Fixed Asset Process Management Overview.

You can export depreciation schedules for multiple assets simultaneously. This is more efficient than marking individual depreciation schedules as Active so that their status changes to Exported. Read About Mass Exporting Depreciation Schedules before starting the process.

To export depreciation schedules for multiple assets:

1. Click the Fixed Asset Batch Jobs tab.
2. Choose an appropriate list view. The page refreshes to display a list of previous export processes.
3. Click Export Depreciation Schedules.
4. On the Select Assets page choose whether you want to export depreciation schedules for all assets or only for selected assets. When you choose Select Assets a number of filter controls are displayed so that you can narrow the selection down to the assets you want to process:
   • Company - choose the company associated with the assets you want to process. (This filter control is only available if Accounting or Foundations is installed.)
     Note: The Company filter only works when the Company field has a value in the fixed assets record. It does not work if Company is defined in the asset group or asset sub-group. For this reason, if the Company filter does not work as expected, we recommend using the Company “All” filter.
   • Group and Sub-Group - choose the group and sub-group of the assets you want to process. Select a sub-group without knowing its group by leaving Group set to All then selecting the appropriate sub-group.
   • Status - choose “Active” to export depreciation schedules. Only active fixed assets are depreciated. Choose "Approved" to generate depreciation schedules. To create new depreciation schedules, only approved fixed assets are valid.
   • Date In Service - set a date range so that only assets with a Date In Service that falls within this range are selected for processing.

   Click Retrieve to proceed. Any assets that meet your filter criteria are selected and listed on the page. If the list includes an asset with depreciation schedules you don't want to export just yet, click Edit above the list then select that asset's checkbox and click 'Remove from selection' to remove it from the list. (The Clear button removes all assets from the list.)

   Up to 49,500 assets can be listed on this page. If more than 49,500 assets meet your filter criteria, none are listed. You can either continue without seeing which assets have been selected, or narrow your filter criteria until the number of assets selected can be listed.

   Click Next to proceed.

5. On the Settings page choose:
   • Which types of books to export depreciation schedules for (Accounting, Custom, Tax, MACRS Tax). If you only have accounting books, you can leave multiple book types selected. Only the accounting books are processed.
   • Enter the As of Date as the last day of the month you want to generate depreciation schedules for. Only depreciation schedules with an Effective Depreciation Date on or before the As of Date are exported. The default is today's date.

   Click Next to proceed.

6. On the Confirm and Run page, review the information provided then click Run to start the batch process to export depreciation schedules.

Upon clicking Run the batch control record is displayed and a progress bar indicates how complete the job is. You can close this page because you will be notified by email once the job has completed.

7. After the export batch job has completed, unless you are only running a low number of depreciation schedules, you must run a Message Delivery job. This is because the export depreciation job creates outbound messages from Fixed Asset Management to Accounting. The Message Delivery job then pushes the messages to Accounting so that the journals are created. For more information see, Scheduling Message Delivery.
   Note: If the Message Delivery job is not run, the journals are not created.