Create the Load File
In the Master Asset Register Load file, within the tab titled “Asset Load Format”, copy row 18 (the red line).
Master Asset Register Load
Highlight multiple rows beneath it and “Insert Copied Lines” to allow you to enter multiple Asset records.
Master Asset Register Load – Insert
In Contract Status > Setup > Setup Maintenance > Standard Cost Heads, there is a list of those Cost Heads that are Type “P” for Plant. This list needs to be exported.
Set the Search field to Default Category, enter P, and click Filter.
Click Export to export the list.
Standard Cost Heads
Copy the cost heads from the exported file.
Exported file
Paste them into the Plant Contract Cost Heads tab of the Master Asset Register Load file. Ensure that only those Plant Cost Heads which you have in Coins ERP+ are on this tab.
Master Asset Register Load file
Also check the Asset Analysis Sets are correctly set up as required, since these will filter through to the Asset Load tab.
Master Asset Register Load file
Enter the Asset details into the Master Asset Load File Register.
Master Asset Register Load file
Copy the rows that have been completed.
Master Asset Register Load file
Paste them into a new Excel document as “Paste Special > Values and Number Formatting”.
New Excel document
Save the file as a .CSV.
Save file dialogue
Close down that file and do not save it again even when prompted to do so.
Close file
Fixed Asset Load
Navigate to Fixed Assets > Administration > Fixed Asset Load.
Click the Choose File button.
Fixed Asset Load
Select the file just saved as previously shown and ensure Upload Mode is set to Check.
Fixed Asset Load
Click the Next button.
Check the Report Status queue for the report titled “Fixed Asset Load” to see if there are any issues with the load file. If there are issues, the report will detail which lines are the offending lines. Those lines will need to be corrected and re-uploaded in Check mode until they have all been checked successfully.
An example of an issue you may see on the Asset Load:
Fixed Asset Load report
Once they have all been checked successfully, re-upload in Load mode.
Fixed Asset Load
Again, check the Report Status queue for the report titled “Fixed Asset Load” to see if there are any issues with the load file. If there are issues, the report will detail which lines are the offending lines. Those lines will need to be corrected and re-uploaded in Load mode.
If there are any issues with some of the lines, only those lines will need to be re-uploaded. Some Assets will have been uploaded successfully, so do not attempt to re-upload them again; otherwise an error message will appear on the report stating the same.
Alternatively, you can delete the already uploaded assets in the FA Asset Workbench, which deletes them from the Purchase Batch so they can all be re-uploaded.
To see the Assets that have been uploaded, navigate to Fixed Assets > FA Asset Workbench.
FA Asset Workbench
Now that these Assets have been loaded into Coins ERP+, move them into the “Loaded” section of the Master Asset Register Load file.
Master Asset Register Load file
Now that the Assets have been loaded in, they need to be reported on BEFORE posting.
Asset Purchase Posting Report
Check that the Financial Period is correct BEFORE posting. If all of the details are correct (values and the Financial Period are correct), then proceed to “Post” the batch.
For the initial Asset Load where the asset purchases have already been accounted for, postings to the GL need to be switched off in FA Configuration.
FA Configuration
Purchase postings are non-reversible within the application (there is no utility or tool within the application to reverse the postings), so considerable attention must be used before posting.
Post Purchase Batch
