EC029_a - Fixed Assets:

Setup & Common Data

Interview notes from SARREL MX

Updated on 04/16/2018

Author Ariel Spalletti

Participant(s) Itzel Duenas
Recipient(s)
To be validated
<target date>
for the

IMPLEMENTING THE FIXED ASSETS MODULE 2

Fixed Assets management 2
Companies and sites 2
Depreciation contexts and plans 2
Fixed Asset accounts 3
Accounting processes 4
Fixed Asset accounting codes 5
Accounting Groups 6
Link between Capitalized Products and Accounting
Groups 7
Associations - definitions 7
Associations - values 8
Sequence numbers 9
Link between expenditure and assets 10
Account posting types 10
Parameters 12
Vehicle management 12
IMPLEMENTING THE FIXED ASSETS MODULE

Fixed Assets management

Companies and sites
The Sage X3 Fixed Assets module is based on the companies and sites identified in your Sage X3.
The global setting is not reviewed when implementing the Fixed Assets module.
Please refer to the scoping presentation document EC002.

Depreciation contexts and plans

A depreciation context must be defined for each company.
The Sage X3 default solution proposes the management of an Accounting, or Legal context in the base (company)
currency with a single depreciation plan based on the same calendar as the Sage X3 Financials.
Accounting depreciation plan: Determines the statutory depreciation, managed in accordance with the
relevant local requirements
For each company, the Accounting depreciation context must be defined to include:
The depreciation plan to be managed;
The fiscal years and accounting periods;
The option to use Manufacturing plans;
The option to use weekly pro-rata depreciation calculations.

1 Do you need to define other depreciation plans in the depreciation context for the companies to be managed?
No, one context per company will be defined, the standard.
If Yes,
Which other plans (e.g. tax) should be defined?

Disregard the IAS/IFRS depreciation plan which is used for your consolidated accounts (group accounting).
2 Is the depreciation context for each company attached to the fiscal year and accounting periods?
Yes, Jan to Dec, with monthly depreciation periods.

3 Do you need to define another depreciation context for specific companies based on fiscal year / accounting
periods or a currency that is different from the standard depreciation context?
No
If Yes,
Which companies require another depreciation context?

For these contexts, which other depreciation plans are required?

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Reporting can be carried out:
Reporting groups: Allow process reports by groups to be produced
Account

4 For each company, is reporting carried out by reporting group and/or account?
Yes
Which reporting method is to be used for each company?
Please, complete the following table
Company Reporting group Account

The posting type defined for each interim cut-off period will determine whether account postings for depreciation charges
are generated with the status Real or Simulation.
Simulation or Real posting types are available in the following periods:
All open periods
The current period of the current financial year
Open periods in the next financial year
With:
Simulation posting, each generated depreciation charge posting replaces any previous postings in the period.
Real posting, the generated depreciation charges are posted and cannot be replaced. The posting type cannot be
modified or changed to Simulation.

When a period posting type changes from Simulation to Real the:

Simulated postings for the period are deleted and regenerated as Real.
Posting type for all subsequent periods can also be changed from Simulation to Real.

Depreciation charges account postings can be generated with the status Real or Simulation for defined periods for
individual companies.
5 What are the depreciation charge posting type for the financial year and posting periods for each company type?
Please, complete the following table(the data in italics in the table is for example only):
Depreciation Contexts
FY
Company Context Start Date End Date Period Posting Type
Definition
Company Account Legal 1st January 31st December Monthly Real / Simulation
Company Group Legal 1st July 30th June Quarterly Real / Simulation

Fixed Asset accounts

6 Which accounts in your chart of accounts are used for expenses that are capitalized?
Accounts classified as ‘Fixed Assets’, current and in service. 230000 – Construction in progress.
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7 For each account reported upon using the Fixed Assets module, specify values for the following fields: Commented [A1]: This question is too technical. ---> to
reformulate to ease the customer understanding
Checkbox ‘Fixed assets monitoring’

Checkbox ‘Creation of expenditure’

Accounting nature: Fixed asset in service / Fixed asset in process

Accounts in the repository folder classified as ‘Fixed Assets’ have the checkboxes ‘Fixed Assets monitoring’ and
‘Creation of expenditure’ ticked.

Accounting processes
Accounting processes allow the different fixed asset accounts in the different financial report items to be grouped when
preparing the preparatory statements for the statutory reports.
For example, for the accounting depreciation plan for a MX company, the flow code MX has been created. It is delivered
via the reference folder. This data is used in the report UK-FLUNBV. Commented [A2]: What is the point to explain this during
the scoping presentation?
The ‘Fixed Assets’ accounts delivered in the reference folder are classified in these items. --> To delete?
8 Does this configuration meet your company's requirements? Commented [A3]: Function GESFLU

If No,
Please complete the following table with the list of accounts for each statement item:

Funds code Plan code Line Class Account code Account Description
MX MX 1 Tangible 210100 TERRENOS
MX MX 2 Tangible 210200 EDIFICIOS
MX MX 3 Tangible 210300 MOB. Y EQUIPO DE OFICINA
MX MX 4 Tangible 210401 MAQ. Y EQUIPO INYECCION
MX MX Tangible 210402 MAQ. Y EQUIPO CROMADO
MX MX Tangible 210403 MAQ. Y EQUIPO PINTURA
MX MX Tangible 210404 MAQ. Y EQUIPO PLANTA TRATADORA
MX MX Tangible 210501 HERRAMIENTAS INYECCION
MX MX Tangible 210502 HERRAMIENTAS CROMADO
MX MX Tangible 210503 HERRAMIENTAS PINTURA
MX MX Tangible 210504 HERRAMIENTAS PLANTA TRATADORA
MX MX Tangible 210600 EQUIPO DE LABORATORIO
MX MX Tangible 210700 EQUIPO DE METROLOGIA
MX MX Tangible 210901 GASTOS DE INSTALACION

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Fixed Asset accounting codes
Fixed asset accounting codes define the different posting methods for the account entries generated automatically by the
Fixed Assets module. They are associated with the configuration of automatic journals and are used to specify the accounts
to use for each journal line.
The ‘Fixed Assets’ accounting codes in the reference folder refer to the individual accounts are already delivered.
9 Does this configuration presented in the following table meet your company's requirements? Commented [A4]: Function GESFLU
Commented [A5]: Function GESCAC
If No,
Please modify the table below as require:
Accounting Code
Office Equip

Herr Pintura
Maq Pintura

Herr Planta
Maq Planta
Tratadora

Tratadora

Inyeccion
Buildings

Cromedo

Description Cromedo
Land

Herr

Herr
Maq

Fixed Asset
110000 111000 112000 113000 114000 115000 116000 117000 118000 119000
Account
Depreciation
121000 122000 123000 124000 125000 126000 127000 128000 129000
Account
Depreciation
Expenses 891000 892000 893000 894000 895000 896000 897000 898000 899000
Used
Profit
Amount on 805500 805500 805500 805500 805500 805500 805500 805500 805500 805500
FA Sale
Loss Amount
805500 805500 805500 805500 805500 805500 805500 805500 805500 805500
on FA Sale
Profit
Amount on 805500 805500 805500 805500 805500 805500 805500 805500 805500 805500
FA Disaster
Loss Amount
on FA 805500 805500 805500 805500 805500 805500 805500 805500 805500 805500
Disaster
Profit on FA
805500 805500 805500 805500 805500 805500 805500 805500 805500 805500
Disposal
Loss on FA
805500 805500 805500 805500 805500 805500 805500 805500 805500 805500
Disposal
Disposal of
FAs for 805500 805500 805500 805500 805500 805500 805500 805500 805500 805500
Breakage

Accounting Code
INSTALACIO
METROLOGI

GASTOS DE
LABORATO
EQUIPO DE

EQUIPO DE
Inyeccion

Cromedo

Obras en
proceso

Description
Maq

Maq
RIO

Fixed Asset
110000 111000 112000 113000 114000 115000
Account
Depreciation
121000 122000 123000 124000 125000
Account
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 Office Equip Accounting Code

Herr Pintura
Maq Pintura

Herr Planta
Maq Planta
Tratadora

Tratadora

Inyeccion
Buildings

Cromedo

Cromedo
Description
Land

Herr

Herr
Maq

Depreciation
Expenses 891000 892000 893000 894000 895000
Used
Profit
Amount on 805500 805500 805500 805500 805500 805500
FA Sale
Loss Amount
805500 805500 805500 805500 805500 805500
on FA Sale
Profit
Amount on 805500 805500 805500 805500 805500 805500
FA Disaster
Loss Amount
on FA 805500 805500 805500 805500 805500 805500
Disaster
Profit on FA
805500 805500 805500 805500 805500 805500
Disposal
Loss on FA
805500 805500 805500 805500 805500 805500
Disposal
Disposal of
FAs for 805500 805500 805500 805500 805500 805500
Breakage

Accounting Groups
The accounting group can be used to define a code list for fixed assets. This main purpose of this classification is to
determine the depreciation methods via the field association mechanism..
This accounting group code list is optional. This field association mechanism can also be managed on the basis of the
accounting code.
The following is specified for each group code:
A group code.
The group code title.
The Barcode indicator (Yes/No): this state, when set to Yes, that physical elements can be attached to this
assets group. On creation of the asset associated to this group, the "Registerable" indicator will be automatically
enabled on this asset.
The auto-barcode indicator (Yes/No): automatically assigns a barcode to each physical element attached to the
asset listed in this group. Prerequisites:
1 - the BAC counter should be defined and assigned to the "Barcode" document type;
2 - the setting value BACAUTNUM must be set to Yes.
Company group: restricts the use of a group code to a given group of companies. Commented [A6]: What is the point to explain this during
the scoping presentation?
10 Do you manage accounting group? --> To delete?
Commented [A7]: Function GESFAM
If yes
Please complete the table below

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 Code Title Short title CAB CAB Company Title
auto group

AUTO Automobiles Auto No No

COMPUTER Computer Hardware Comp No No
EQUIPMENT Equipment Equip No No
FURNITURE Office Furniture Furn No No

Link between Capitalized Products and Accounting Groups

For capitalizable products, if the product code carries the accounting group code, the expenditure created from a purchase
invoice automatically inherits the group code.
11 Do you want to associate capitalizable" product to accounting group? Commented [A8]: Function GESITM

If yes,
Please complete the table below
Capitalizable product Accounting group Description
codes codes

Associations - definitions
When creating or modifying an expense or an asset, the ‘Field association’ mechanism (which allows selected data to be
determined using the value defined in another data item – next chapter -) can be used to simplify data entry by automatically
completing certain fields.

12 Which Associations - Definitions must be managed? Commented [A9]: Function GESRDE

Company:
Are the field associations specific to each company or common to all companies managed within the scope of
Asset management?

Job object:
Do you need to manage field associations for expenditure (expenditure that has not arisen from purchase
invoices or Business Partner (BP) supplier invoices, with the exception being the creation of direct expenditure in
the Fixed Assets module), or for assets only?

Decisive:
By accounting code / by accounting group?

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 Does the following association definition meet your company requirements?

If No,
 Please complete the table below

If this does not meet your company's requirements, please modify it as required:
Object Headings Managed Forced Changeable
Financial asset Type of asset   
Accounting code  
Status   
Type stability   
Type local taxes
Admission coefficient
Update code
Contract. renew. oblig.
Plan accounts Depreciation method   
Depreciation period   
Depreciation rate   
Special rule
Ceiling vehicle
Exceptional depreciation rate
Type prorata   
Acceleration coefficient   

Associations - values
Please see Associations - definitions on the previous page.
13 For each job object (Expenditure / Asset) and for each determining field (accounting group or accounting
code), please specify in the table below the sample screen the values required for each field: Commented [A10]: Is to possible to have a question less
technical for the customer?

Value
Value
Job Object Decisive (accounting Headings Value Coefficient
Title
group)
Financial asset Accouting AUTO
group
Financial asset Accouting COMPUTER
group
Financial asset Accouting EQUIPMENT
group

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 Value
Value
Job Object Decisive (accounting Headings Value Coefficient
Title
group)
Financial asset Accouting FURNITURE
group

Sequence numbers Commented [A11]: Is it important for the customer to define

counter structure?
The definition of a Sequence number specifies its structure. The field that will be automatically completed by the counter is
assigned via the counter code. Commented [A12]: function GESANM

The preset counters are:

Counter Field Completed Structure

EXP Expenditure reference 5 characters: Site
2 characters: Year
2 characters: Month
3 characters: ‘EXP’ constant
6 characters: Sequence no.
FXA Asset reference 5 characters: Site
2 characters: Year
2 characters: Month
3 characters: ‘FXA’ constant
6 characters: Sequence no.
PHY Physical element reference 5 characters: Site
2 characters: Year
2 characters: Month
3 characters: ‘PHY’ constant
6 characters: Sequence no.
BAC Barcode 20 characters: Sequence no.
PDP Production plan reference 5 characters: Site
2 characters: Year
2 characters: Month
3 characters: ‘PDP’ constant
6 characters: Sequence no.

14 Would you like to change the structure of the counters assigned to these different references?

If Yes,
Please modify the table above to indicate how you would like the counters in the Reference folder to be
structured.
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Link between expenditure and assets Commented [A13]: function GESLDA
The Sage X3 Expenditure - Asset function allows grouping criteria to be set for multiple expense items on the same asset
by specifying the expense fields that must contain the same value.
The Expenditure - Asset function is used when capitalizing expenses. It compares the value in each of the main expense
fields with the value in the same fields on other capitalizable expenses.
Only expenses with identical criteria will be selected and may be attached to the same asset. The expense relating to the
same asset must have identical values for the following fields:
Financial site
Tax activity sector

15 Do you need to attach multiple expense items to the same asset?

If Yes,
Please specify in the table below a maximum of 10 grouping criteria to be used for expense items :

Expense section Description Or empty

1
2
3
4
5
6
7
8
9
10

Account posting types Commented [A14]: Is it normal to change this for a

standard edition customer?
The Sage X3 Accounting Interface function allows the posting types to be defined for depreciation charges and Example: in finance we never ask to the customer if the
events arising from actions performed on expense items and fixed assets. automatic journal are suitable...
Posting types are used:
when processing the account postings generated for the purpose of updating the Gen eral Ledger (individual
accounts) and, optionally, the group repository (consolidated accounts) where IAS/IFRS standards are enabled.
following a business action if the immediate posting of the posting type is requested.

The following table illustrates the posting types provided with the Sage X3 Fixed Assets module. The Implemented column
contains two values:
Supplement 1: This indicates that the feature is available with the Fixed Assets module. Inclusion of this functional
area requires additional resource.
Not planned: This indicates that the feature is not available with the Fixed Assets module. Inclusion of this
functional area requires additional resource and time.

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 Company Code Title Implemented
DEPREC Depreciation Charges Supplement 1
GB_CSBVA Asset VAT Adjustment Not planned
FASCNL Asset Cancellation Supplement 1
GB_CSDCP Expense Account Transfer Supplement 1
FASIML Fixed Asset Impairment Supplement 1
GB_CSDVA Expenditure VAT Adjustment Not planned
FASREEVAL Revaluation Supplement 1
FASISS Asset Issue Supplement 1
FASAFFAGE Analytical Transfer Supplement 1
FASCHGIMP Account Transfer Supplement 1

16 Are the posting types listed in the table above suitable for your company?

17 Do you use other methods for posting fixed assets to your accounts?

If Yes,
Are the posting methods common to all companies or does each company have its own posting types?

What posting types have to be posted for closed periods?

What posting types have to be posted for the current period?

What posting types have to be posted for open periods (for the current and the next fiscal year)?

You can enable immediate postings. This generates immediate account postings when a business action (e.g. Asset
issue, change of account posting etc.) has been run.
Immediate posting is not, however, permitted for the following:
 Depreciation charges
 Business actions run using a batch process (e.g. revaluation, impairment, change of account posting, analytical
and geographical transfer, asset issue)
For both of these instances, posting can only be performed by launching the Account Posting Generation process.

18 Do you require immediate posting for selected posting types?

If Yes,
Which posting types are required?

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 

There are several possible setup options for supplying the accounting date for each account posting type. The accounting
date can take the following values:
19 Automatic journal: The accounting date is determined when setting up the automatic journal
20 Period start: The accounting date is the start date defined for the selected period (closed period, current period
or open period)
21 Period end: The accounting date is the end date defined for the selected period (closed period, current period or
open period)
22 Fiscal year start: The accounting date is the start date defined for the fiscal year launched by the accounting
interface (Current / Next)
23 Fiscal year end: The accounting date is the end date defined for the fiscal year launched by the accounting
interface (Current / Next)
24 Current period start: The accounting date is the start date defined for the current period
25 Current period end: The accounting date is the end date defined for the current period
26 Date entered: The accounting date is the date specified in the dedicated field
The Period end accounting date is set up and delivered in the Reference folder.
A default period end date is set as the posting date for all posting types.

Parameters Commented [A15]: Transform this chapter to have a

functional question for the most important general parameter.
Parameters define the software and control operating rules. Parameters are arranged in chapters and classified within
groups.
Chapter: AAS for Fixed Assets, with groups for this functional area
ACC Accounting interface
CLC Calculation
FAS Fixed Assets
MIS Miscellaneous
VAT VAT management
Please check the data in each of the groups in the demonstration database and amend any that do not fit your
requirements.

Vehicle management
Company car data can be maintained for reporting purposes.
Setup Wizard / Common Data / Specific Vehicle Repository
Vehicle Make Miscellaneous table 534
Taxes/vehicules Miscellaneous table 629
Taxable horse power (rate3) Miscellaneous table 628
Vehicle Users Miscellaneous table 630
Type of vehicule Miscellaneous table 965

27 Do you manage company cars?

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 If Yes,
Please complete the data about vehicle type in the following tables : Commented [A16]: Is there an added value to completed
these grid during the scoping?
Vehicle Type Isn't it better to enhance the PR002 document so the
customer is autonomous on this data creation?
Code Description Short title Genre TVS Coef. admiss
1 CAM Trucks (GVWR> 3500 kg) Truck No 0.00
2 CTTE Vans (GVWR=<3500 kg) Vans No 0.00
3 MAGA Automotive farm machinery Farm vehic No 0.00
4 MIAR Farm machinery Trailers Farm mch tr No 0.00
5 REA Farm trailers Farm trailer No 0.00
6 REM Road trailers Road trail No 0.00
7 RESP Specialized trailers Spec trail No 0.00
8 RETC Combined transport trailers Comb trail No 0.00
9 SRAT Truck tractor Tractor No 0.00
10 SREA Farm semitrailers Farm semitr No 0.00
11 SREM Road semitrailers Road semitr No 0.00
12 SRSP Specialized semitrailers Spec semitr No 0.00
13 SRTC Combined transport semitrailer Comb semitr No 0.00
14 TCP Public transportation Publ transp No 0.00
15 TRA Farm tractors Farm trcts No 0.00
16 TRR Road tractors Rd tract No 0.00
17 VASP Specialized automotive vehicle Spec autom v No 0.00
18 VP Private cars Priv cars Yes 0.00
19

Please enter the data about vehicle manufacturer in the following tables : Commented [A17]: Is there an added value to completed
these grid during the scoping?
Vehicle make Isn't it better to enhance the PR002 document so the
customer is autonomous on this data creation?
Code Description Short title
1
2
3
4

Please enter the data about vehicle user in the following tables : Commented [A18]: Is there an added value to completed
these grid during the scoping?
Vehicle user Isn't it better to enhance the PR002 document so the
customer is autonomous on this data creation?
Code Description Short title
1
2
3
4

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 Please complete the data about horse power in the following tables : Commented [A19]: Is there an added value to completed
these grid during the scoping?
Taxable horse power Isn't it better to enhance the PR002 document so the
customer is autonomous on this data creation?
Code Description Short title Tarif
1 P1 Less than or equal to 4HP <=4HP 0.00
2 P2 From 5HP to 7HP <=7HP 0.00
3 P3 From 8HP to 11HP <=11HP 0.00
4 P4 From 12HP to 16HP <=16HP 0.00
5 P5 Higher than 16HP > 16HP 0.00
6

Please complete the data about the CO2 Emissions Level in the following tables : Commented [A20]: Is there an added value to completed
these grid during the scoping?
CO2 Emissions Level Isn't it better to enhance the PR002 document so the
customer is autonomous on this data creation?
Code Description Short title Tarif
1 C1 Inf. or equal to 100 <=100 0.00
2 C2 High 100 & less o equal to 120 <=120 0.00
3 C3 High 120 & less o equal to 140 <=140 0.00
4 C4 High 120 & less o equal to 160 <=160 0.00
5 C5 High 120 & less o equal to 200 <=200 0.00
6 C6 High 120 & less o equal to 250 <=250 0.00
7 C7 Higher than 250 >250 0.00
8

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