VERSION 2.0 F A D S - - - - Fixed Assets Database System - - - - written by Frank Covey - - - - FADS is a database system which keeps track of fixed assets. It is simple to use and will run on its own as this program was compiled using Clipper 5.01. FADS can be run on MS/DOS 2.0 or higher and requires a minimum of 400K RAM. The program is driven by a bar menu. Functions are highlighted when the cursor is moved onto them. A description of the function will appear below the bar menu. To activate a function, highlight the desired function and press enter or simply press the first letter of the function name. This system produces straight line depreciation on assets. Depreciation is automatically calculated by dividing the asset's cost by the life of the asset (in years), then dividing by 12 to obtain the assets monthly depreciation rate. Functions are as follows: MAINTENANCE ----------- This function allows for the addition and deletion of asset records It will also allow changes to records. Use up and down arrow keys to move from field to field. ENTER will move the cursor to the next field only. Adding a current year asset record - Basically, all that needs to be entered is the Location Number, Asset Type (which must be 00 - double zero for land and other non-depreciable assets), Item Description, New or Used, Serial Number, Asset Life (in years), Date Bought (MM/DD/YY) and Current Year Addition amount. Current Year Depreciation and Accumulated Depreciation may also need to be updated as negatives if you are trying to catch up or adding prior year assets which were not entered before your last year end close. The Item Number or asset number is automatically updated based on the last asset record entered into the system. The system reads the asset number of the last record entered and increments it by one. Item numbers can not be changed. The Monthly Depreciation and Current Book Value fields are also automatically updated. Adding a prior year asset - Add all the above except use the Item Cost field instead of the Current Year Addition field to add the asset cost. Other fields may need to updated as well. These are Accumulated Depreciation and Current Year Depreciation which must be entered as negative numbers. The Current Book Value and Current Year Depreciation fields will be automatically updated. Retire an asset existing in the FA database - Use the change function (you must know the asset record number) and enter a Disposal Date and a Sale Proceeds amount (if any). That's it. The Current Year (Asset) Reduction, Depreciation Reduction, (Gain)\Loss from Disposal, Current Book Value and Monthly Depreciation fields will be automatically updated. Retired assets will stay on the system until the Year End function is executed at which time they will be automatically deleted. Adding a retired asset - Enter as a regular asset and include a Disposal Date and Sales Proceeds (if any). The Current Year (Asset) Reduction and Depreciation Reduction Fields will be automatically updated. The Current Book Value and Monthly Depreciation fields will both be updated with zero. Changing assets records - Any field can be changed except those fields which are automatically updated by the system. Fields automatically updated by the system are as follows: Current Book Value Current Year (Asset) Reduction Depreciation Reduction (Gain)\Loss from Disposal Monthly Depreciation Item (Asset) Number Asset deletions - This capability has been added for your benefit. If your G/L system does not accommodate asset retirement accounts, you should delete retired assets. If this is the case, disposal gains and losses will not be accounted for by this system. Asset numbers will not change with the deletion of assets, however, record numbers will. CALCULATE --------- This function will calculate one month's depreciation for each asset in the database except for non-depreciable assets such as land. It should be run after all asset records have been added to the database for the month. It will update Current Year Depreciation and update the Current Book Value for each asset. It will also create a backup database - BACKUP1 prior to making updates. This will enable you to restore the database if a re-run is required. Depreciation will automatically stop for those assets which have become fully depreciated. The monthly depreciation field will be automatically changed to zero on the next monthly calculation. YEAREND ------- This function will roll forward Current Year Additions and Current Year Depreciation into Item (beginning) Cost and Accumulated Depreciation, respectively. It will also delete all retired or disposed assets and will create a backup database - BACKUP2 prior to making updates. This will enable you to restore the database if a re-run is required. You should only perform this function after all yearly processing has been completed. PRINT ----- Print allows you to print the following standard reports on either a HP LaserJet or a dot matrix printer with a wide carriage: ALL - prints all active assets (excludes retired assets) in either location-asset type order or by asset type - location order. CURRENT - prints all current year additions. DISPOSALS - prints all current year disposals. GAINS\LOSS - prints all gains and losses for disposed assets. DISPLAY ------- This function allows you to display an asset summary screen or to display a single asset record. The summary screen summarizes assets by Beginning Cost + Additions + Retirements to give total assets. Accumulated Depreciation + Current Depreciation + Retirements totals to total depreciation. Total assets less total depreciation will be displayed as total net book value of your assets. Also displayed are total monthly depreciation and net (gain)\loss on disposals. To display a single asset you must know the asset's record number. BACKUP ------ This function will automatically backup the FA database to BACKUP3.DBF. It is recommended that you backup the database prior to beginning any new additions or changes to the FA database. BACKUP will execute immediately after high-lighting it and pressing enter or by pressing "B". RESTORE ------- This function will allow you to restore the last backup made from the BACKUP function in the main menu or from the backup files created during processing the CALCULATE and YEAREND functions. INDEX ----- This function will reindex the FA database just in case its needed. It will execute immediately as the BACKUP function. PICK LISTS ---------- Two new pick lists for choosing an asset's location or for choosing an asset type while adding or changing assets has been added. These lists must be created by pressing F5 for location list maintenance and F6 for type list maintenance. To pick press F2 for the location list to appear or F3 for the asset type list to appear. High-light the appropriate selection and press ENTER. The location, asset type and life fields will be automatically updated if both pick lists are used. FA database field structure: Field Name Field Type Width Description LOCNO Character 2 Location number ITEMNO Numeric 9 *Asset number DESC Character 40 Asset description COST Numeric 11.2 Beginning cost ACCUMDEPR Numeric 11.2 **Accumulated depreciation SERIALNO Character 20 Asset serial number CURYRADD Numeric 11.2 **Current year depreciation CURYRRED Numeric 11.2 *Asset retirement LIFE Numeric 2 Asset life in years ACQDATE Date 8 Acquisition Date MM/YY/DD DISPDATE Date 8 Retirement date MM/DD/YY CURYRDEPR Numeric 11.2 Current year depreciation BKVALCUR Numeric 11.2 *Current book value MONTHDEPR Numeric 11.2 *Monthly depreciation NEWUSED Character 2 New/used indicator ITEMNO2 Character 2 Asset type RETDEPR Numeric 11.2 *Depreciation retirement SALES Numeric 11.2 Proceeds for asset sale GAINLOSS Numeric 11.2 *Gain or loss from sale * Automatically calculated ** Should be entered as a negative number unless the asset is a negative asset. This program may not be copied or sold for commercial profit. No portion of the code may be altered. This product is not to be sold by anyone other than the author, nor may this product be distributed with any other product that is sold without written permission from the author. Non-registered users are granted a limited license to use FADS.EXE on a trial basis for the purpose of determining whether this program is suitable for their needs. Use of non-registered copies of FADS.EXE by any person, business, corporation, government agency or other entity institution is strictly forbidden. The author is not responsible for any errors in the program or for any damage to data or property that the program will cause. I make no warranty of any kind, express or implied, including without limitation, any warranties of merchantability and/or fitness for a particular purpose. WARNING: You may not use FADS.EXE on a regular basis without registering the package. If you do uncover any bugs in the program, I would appreciate you letting me know. To register your copy and to receive support for this product, send $35.00 to: COVEY COMPUTING 8546 LAUREL TRIALS DR. HOUSTON, TX. 77095 PHONE: 713-463-3908 MEMBER OF HAL-PC, HOUSTON, TX. Your support will be greatly appreciated. Other fine products available on HAL-PC's BBS and your local bulletin boards are: ALBR.ZIP - Automated Lotus Bank Reconciliation LOANS.ZIP - Loan amortization program w/6 schedules REGISTRATION FORM - FADS ------------------------ NAME: ______________________________________________________ COMPANY: ___________________________________________________ ADDRESS: ___________________________________________________ CITY: ______________________________________________________ STATE: ______________________ ZIP: ________________________ DATE: _______________________ HOW DID YOU OBTAIN THIS PROGRAM? __________ BULLETIN BOARD SYSTEM (BBS) __________ USER GROUP LIBRARY __________ FRIEND __________ OTHER (PLEASE SPECIFY) ____________________________________________________ ____________________________________________________ TYPE OF FLOPPY DISK: 5.25" 360K __________ 5.25" 1.2M __________ 3.5" 720K __________ 3.5" 1.44M __________ NUMBER OF COPIES BEING USED: __________