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FIXED ASSETS™
QUICK START GUIDE
Desktop
DesktopPro

October 2019
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© 2019 Bloomberg Tax Technology, Arlington, VA 22202

All rights reserved.

Windows 7, Windows 8, Windows 10, and Excel are registered trademarks of Microsoft
Corporation in the United States and other countries.

Bloomberg Tax’s Fixed Assets is a trademark of Tax Management, Inc.

Subject to the terms and conditions of the Bloomberg Tax Technology Software License
Agreement.

This publication is designed to provide accurate and authoritative information in regard

to the subject matter covered. It is provided with the understanding that the publisher is
not engaged in rendering legal, accounting, or other professional service. If legal or
accounting advice or other expert assistance is required, the services of a competent
professional should be sought. The application material contained in Fixed Assets
Desktop and Fixed Assets DesktopPro applications and documentation is supplied
without representation or warranty of any kind. Bloomberg Tax, therefore, assumes no
responsibility and shall have no liability, consequential or otherwise, of any kind arising
from the use of the application, documentation, any part thereof, or any supplementary
programs and materials subsequently issued by Bloomberg Tax.
 CONTENTS
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

Welcome ................................................................................. 5
About this Quick Start Guide.............................................. 5
About the Application ......................................................... 5
Wizards .............................................................................. 6
Standard Wizards ........................................................ 6
Revision & Recast Wizards.......................................... 6
Web Updates ..................................................................... 7
Application Utilities............................................................. 7
Import Utility ................................................................. 8
Import Wizard............................................................... 8
Mass File Update Utility ............................................... 8
Company Consolidation Utility ..................................... 8
System Requirements........................................................ 9
Downloading Your Program from the Electronic Fulfillment
Center ................................................................................ 9
Installing Your Program .................................................. 10
Fixed Assets Desktop/Pro................................................ 10
Standalone Workstation ............................................. 10
Getting Help ..................................................................... 11
Quick Tips ............................................................................ 13
Creating A Company........................................................ 13
Adding Assets .................................................................. 13
Adding Assets Using The Add Asset Wizard ................... 13
Adding An Asset Using the Single Add Asset Window .... 14
Adding An Asset using Add Asset Express ..................... 15
Asset Status..................................................................... 16
Using Queries .................................................................. 17
Querying the Asset List Using Predefined Queries.... 17
Creating A New Query ............................................... 17
Using Reports .................................................................. 18
Guided Tour ......................................................................... 19
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

Opening a Company........................................................ 19
Viewing the asset List ...................................................... 20
Customizing the Asset List .............................................. 21
Company Setup ............................................................... 22
Editing General Company Information....................... 23
Editing the Company Calendar .................................. 23
Editing Personal Property Tax Information ................ 24
Assets .............................................................................. 25
Adding Assets with the Add Asset Wizard ................. 26
Adding Assets using the Single Add Asset Window ........ 28
Adding Assets Using the Add Asset Express .................. 30
Editing an Asset............................................................... 32
Editing Assets Simultaneously................................... 32
Viewing Book Data for an Asset ................................ 33
Customizing the Asset List......................................... 37
Viewing Calculation Information................................. 40
Books............................................................................... 41
Adding a Book............................................................ 41
Book Reporting Policies............................................. 43
Book Depreciation Policies ........................................ 43
Book §179 Policies .................................................... 45
Reports ............................................................................ 45
Viewing Reports—The Report List............................. 45
Modifying Report Properties ...................................... 46
Creating a Report with Report Maker ........................ 50
Printing Reports ......................................................... 51
Report Batches .......................................................... 51
Exports............................................................................. 53
Viewing Exports—Export List..................................... 53
Modifying Export Properties....................................... 54
Exporting General Ledger Journal Entry Data ........... 57
Queries ............................................................................ 58
Creating a New Query ............................................... 58
Querying the Asset List.............................................. 60
Querying a Report...................................................... 60
Asset Types ..................................................................... 61
Viewing Asset Types—Asset Type List ..................... 61
Adding and Editing Asset Types ................................ 62
Asset Fields ..................................................................... 63
Selecting Fields for the Add Asset Wizard................. 64
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WELCOME

ABOUT THIS QUICK START GUIDE

This document is Bloomberg Tax’s Fixed Assets Quick Start
Guide. It is intended to acquaint you with your edition of the
application as quickly as possible.

Note. This guide does not cover all of the application’s features
in detail. See Getting Help on page 11.
The first section of this guide provides introductory information
to help get you started. The next section takes you on a tour of
the application, using a sample company.

ABOUT THE APPLICATION

Bloomberg Tax’s Fixed Assets is a comprehensive asset
recording and reporting application that makes fixed asset
management easier for small businesses and corporations. The
application is unique in that it allows you to view a company’s
assets and books over any desired period of time. You can
make a change to any asset at any point in time and then
choose to change future data or retain the original “succeeding”
values. (Under the latter option, the application preserves the
value of the items changed by a previous revision in a later
period by including the changed values in the change period’s
revision. Under the former option, the values of the items
changed by the previous revision are overwritten and are, there-
fore, lost.)
With this application, you can calculate and recalculate results
for numerous reporting periods and automatically update
entries for subsequent years for internal books and Federal tax
books. The application automatically calculates depreciation for
purposes of alternative minimum tax, adjusted current earnings
(ACE), and earnings and profits (E&P).
Through the use of wizards, the application greatly reduces the
time needed to create a new company file, add and dispose of
assets, and edit book, asset, and company data. Once the data
is entered, results are instantaneous and you can quickly edit
your entries at the summary or detail level.

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You can print any of the application’s predefined reports. Or,

you can create a report to meet the company’s specific needs.
The application offers predefined queries to assist you in query-
ing the assets that you wish to include in your reports; you can
also create your own queries to match your informational
needs.

WIZARDS
Wizards are intended to speed up and assist with data entry.
They consist of a series of panels, each of which prompt you for
information needed to complete a task. Default selections are
provided on most panels.
STANDARD WIZARDS
■ Add Asset wizard
■ Additional First-Year Depreciation Update wizard
■ Asset Keeper Import wizard
■ Create Transfer File wizard <<DesktopPro only>>
■ Dispose Asset wizard
■ Edit Accumulated Depreciation wizard
■ Edit Asset Type Properties wizard
■ Edit Book Data wizard
■ Export wizard
■ Import wizard
■ Mass Data Change wizard
■ Mass File Update wizard
■ New Company wizard
■ New Template wizard
■ Update Company Data wizard
REVISION & RECAST WIZARDS
Revision wizards are triggered when you make a change that
requires the application to make revisions to correct for the

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difference caused by that change. Recast wizards are triggered

when the necessary corrections will change several deprecia-
tion elements at once.
■ Revise Allocation Method wizard
■ Revise Book Settings wizard
■ Revise Company Calendar wizard
■ Revise Mid-Quarter Option wizard
■ Revise Mid-Quarter Rule wizard
■ Recast Acquisition Date wizard
■ Recast AMT Book to ACE Book wizard
■ Recast Asset Type wizard
■ Recast Cost wizard
■ Recast Federal Tax Book Data wizard

WEB UPDATES
The Check For Updates feature—accessible on the Help
menu—makes it easy to keep your application up to date.
Here’s what you can do with this feature.
■ Set up the application to automatically check for and
download a software update every time you start the
application.
■ Manually check for updates.
■ Set up password protection to ensure that only authorized
persons update the software.

Note. To set up the application to automatically check for and

download updates every time you start the application, see
Setting Up Automatic Updates on page 67.

APPLICATION UTILITIES
Several utilities accompany the main application. You can
access them from the File menu (all companies must be

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closed), the Windows Start menu, or by using Run from the

Start menu.
IMPORT UTILITY
The Import utility allows you to import fixed asset data from
spreadsheet applications that can save in CSV (comma
separated value) or other comma delimited formats, including:
■ Microsoft Excel® for Windows
■ Lotus 1-2-3®
■ Asset Inventory Export File <<DesktopPro Only>>
■ Construction In Progress Import Files <<DesktopPro>>
IMPORT WIZARD
The application’s import utility uses the Import wizard, a series
of panels that lead you through the process of importing a file,
from selecting the source file and destination company to
setting the calculation revision treatment you wish to use.
There are several steps you must take before you can begin
importing asset data. For more information, see Procedure Help
and review the Fixed Assets Import Guide.

Note. The Import utility will also help you dispose, split, transfer
and change asset-field values on existing assets in your data
file. See online Help for details.

MASS FILE UPDATE UTILITY

Allows you to update a group of companies and templates to the
current application version.
COMPANY CONSOLIDATION UTILITY
<<DesktopPro only>> Allows you to consolidate several
companies into a single company, provided that the original
companies all have the same calendar and have been updated
to the current version of the application.

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SYSTEM REQUIREMENTS
Fixed Assets Desktop and DesktopPro
■ Microsoft Windows® 7, Windows 8.1, or Windows 10
■ 2 GB RAM
■ 4 GB of free disk space
■ Internet Access

Note. Additional disk space is required for your company

database. The size of a company file is a function of the number
of books and assets. For example, a 10,000-asset company
with 5 books requires approximately 173 MB of free disk space,
while a 10,000-asset company with 15 books requires approxi-
mately 440 MB of free disk space.

DOWNLOADING YOUR PROGRAM

FROM THE ELECTRONIC
FULFILLMENT CENTER
1. Before you begin this process, please add Product_Deliv-
[email protected] to your email safe senders list so
that you will be able to receive the download link email.
2. You will be required to enter your Customer ID and Access
Code. This information was sent through a letter and/or
email to the primary contact on the account.
3. Access the Electronic Fulfillment center by opening a
browser to:
advantage.bloombergtaxtech.com/ElectronicFulfillment
4. Enter your Customer ID and Access Code and click Next.
5. Verify or make changes to the primary contact to receive
product information and updates. You will have the choice
to send the email with the link to download the software to
the primary contact or a different person.
6. Check email for an email sent from Product_Deliv-
[email protected] with a link to download the
software. In this email, click on the link to access the
software download page.

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7. On the software download page, click on the Download

button to begin the download of the zip file.
Once the download is complete you can install the software
using either the Single-User Installation Instructions or Network
Installation Instructions detailed instructions in the Fixed Assets
Installation guide.

INSTALLING YOUR PROGRAM

FIXED ASSETS DESKTOP/PRO
STANDALONE WORKSTATION
<<Desktop and DesktopPro program editions only>>
Follow these steps to install Fixed Assets Desktop or Fixed
Assets DesktopPro on a standalone workstation.

Note. For instructions on installing the program in a network

environment, follow the steps under Network Environment in
the FA Desktop Installation Guide.
1. When the software download from the Electronic Fulfillment
Center is complete, open the downloaded .zip file or run the
downloaded .exe file to begin the installation of the
software.
2. Double-click on the filename.exe file (where filename is
either BNAFixedAssetsDesktop or BNAFixedAssetsDesk-
topPro, depending on which version of the application you
are installing) to run the Single-User Installation setup.
3. When the Welcome panel opens, click Next, and then
follow the remaining on-screen instructions to complete the
installation.

Note. The first time you install the application, you must provide
your authorization code. See the license card that was emailed
with the application software.

ACTIVATING THE APPLICATION

The first time you open the application after installation, you
must activate the software.

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GETTING HELP
ONLINE HELP
For more extensive information about the application, refer to
the application’s online help.
CUSTOMER SUPPORT
If you have questions about using the application, please call
our toll-free number 800.424.2938, Monday – Friday, 9:00 a.m.
to 7:00 p.m. ET.
Bloomberg Tax users also receive prompt notification of appli-
cation updates or enhancements, and discounts on update
prices.
We invite you to send us comments on the application and its
documentation. Please use our e-mail address
([email protected]) or the mailing address below:
Bloomberg Tax Technology
1801 S. Bell Street
Arlington, VA 22202
WEB SUPPORT
You can also visit us at our Web site
(http://www.bnasoftware.com/help) where you will find infor-
mation about product updates, frequently asked questions, etc.
TRAINING
Bloomberg Tax Technology offers training classes on Fixed
Asset Solutions that are CPE-accredited and consistently rated
“excellent” by attendees. Training is available in a variety of
formats, including:
■ Instructor-led local seminars
■ Instructor-led Web-based seminars
■ At your site
Additional CPE-accredited Web Seminars provide the latest
authoritative training on the most significant depreciation-
related provisions of:
■ The Jobs and Growth Tax Relief Reconciliation Act of 2003

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■ IRS Rev. Proc. 2002–33

For more information, go to www.bnasoftware.com and select
Training.
DATA CONVERSION SERVICES
Bloomberg Tax Technology offers Data Conversion Services,
which will help you to convert data in files from other programs
to Bloomberg Tax’s Fixed Assets. For more information or a
free estimate, call 800.424.2938.

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QUICK TIPS
This chapter shows basic steps for the most commonly
performed tasks. For detailed steps, see chapter 3.

CREATING A COMPANY
1. On the application toolbar, select File > New. The New
Company dialog opens.
2. Fill in the information. You will need to select a template on
which to base the company.
3. When you are finished, click OK. Your company will be
created.

ADDING ASSETS
You can add assets using one of three methods:
■ Add Asset Wizard — leads you through the process of
adding an asset, using a series of questions
■ Add Asset, Single Window — allows you to manually
enter the new asset’s information on the Asset Viewer
■ Add Asset Express — allows you to enter asset informa-
tion in spreadsheet format.

ADDING ASSETS USING THE ADD

ASSET WIZARD
1. At the bottom of the Asset List or the Asset Viewer, click
the down arrow on the New button to open the drop-down
menu. You will see the following three options: Add Asset
Express, Add Asset Wizard, and Single Add Asset
Window.
You can select this method of adding assets by doing one of
the following:
■ Click the down arrow on the New button at the bottom
of the Asset List, and select Add Asset Wizard.

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■ From the Asset menu, select New Asset > Add Asset
Wizard.
■ From the Tools menu, select Options. This opens the
System Options dialog. Click on the Defaults tab, and
then select Add Asset Wizard.
In this case, select Add Asset Wizard, then click OK.
(You can always change the default later on the Defaults
tab of the System Options dialog, accessed by select-
ing Tools on the Options menu.)
The first of several Add Asset wizard panels opens.
Through the Add Asset wizard, you can add a single
asset or several assets in one session. As you add each
asset, the application adds it to the Asset List.
2. Click the down arrow on the first wizard panel to display a
list of existing asset types. If you previously created a new
asset type, it will be included in this list.
3. Scroll through the Asset Type List to find the asset type
that best describes the asset you are adding. Then click on
that asset type to select it. Click Next when you have
finished making your selection.
After completing each step, the next Add Asset wizard
panel appears. You will be asked to enter the asset’s
purchase date, cost, description, etc.
4. On the last panel, you can choose to add another asset or
finish the wizard. When you finish, the Asset Viewer opens
to display the asset that you just added.

Note. The option to add another asset is not available until

you after you select Finish on the Add Asset - Accumulated
Depreciation panel.

ADDING AN ASSET USING THE

SINGLE ADD ASSET WINDOW
1. You can select this method of adding assets by doing one of
the following:
■ Click the down arrow on the New button at the bottom
of the Asset List, and select Single Add Asset Window.

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■ From the Asset menu, select New Asset > Single Add
Asset Window.
■ From the Tools menu, select Options. This opens the
System Options dialog. Click the Defaults tab, and
then select Single Add Asset Window.
2. Press Ctrl+A. (You can click New on the bottom of the
Asset List or Asset Viewer, then click New Asset on the
Asset menu.) The New Asset dialog opens with the focus
on the Asset tab.
The program automatically assigns the Asset ID.
3. Click in the Asset Type field to reveal the down arrow, and
then click the down arrow next to the Asset Type field. The
list of available Asset Types opens.
4. Click to select the Asset Type.
5. Enter information into the remaining fields, as necessary, on
the Asset tab.
Click Save to finish, or Add Another to continue adding
assets.

ADDING AN ASSET USING ADD

ASSET EXPRESS
The Add Asset Express allows you to quickly add an unlimited
number of assets at one time. It is set up like a spreadsheet.
You can select this method of adding assets by doing one of the
following:
■ Click the down arrow on the New button at the bottom of
the Asset List, and select Add Asset Express.
■ From the Asset menu, select New Asset > Add Asset
Express.
■ From the Tools menu, select Options. This opens the
System Options dialog. Click on the Defaults tab, and
then select Add Asset Express.
Each row in the Express represents the necessary information
to create a new asset.

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To create a new asset, you must complete the following

required fields:
■ Asset Type — Select the asset type from the drop-down
list, and then select Enter. The program populates the rest
of the fields on the row with the default values.
■ Acquisition Date (Acq Date) — Use the Calendar control
to select the acquisition date.
■ Acquisition Cost — Enter the cost of the asset.
There are several additional fields that you can choose to
include for each asset.

ASSET STATUS
The Status field on the Asset List uses codes to differentiate
among various asset states.

Status Asset State Description

A Active Assets with this status may or may not be fully depreciat-
ed, but they are not disposed of. Continuing assets and
excess assets also have this status. The check box for the
Active flag is on the Asset tab of the Asset Viewer.
I Inactive These assets are excluded from most reports automati-
cally. Assets that do not make it through the Import process
properly are flagged as “Inactive.” Split parent assets are
also inactive, but have a special status of “S” (see below).
You can manually set the flag of an asset to “Inactive” by
editing the asset and clearing the Active check box.
D Disposed These Active assets were sold, retired, or abandoned.
(Assets exchanged out in a version of the program before
2001.1 also display this status.)
DI Disposed These Inactive assets were sold, exchanged out, retired,
and Inactive or abandoned.
X Exchanged These active assets were disposed through a like-kind
exchange in version 2001.1 or later of the program. (this
is not the status applied to continuing or excess assets.)
XI Exchanged These assets were acquired through a like-kind exchange
and Inactive in version 2001.1 or later of the program and you have
manually flagged the asset as “Inactive” on the Asset tab
of the Asset Viewer. This could be the continuing asset or
the excess asset (per IRS Notice 2000–4).

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Status Asset State Description

S Split (Parent) These assets were split and are excluded from most
reports automatically. These assets can be reviewed but
not edited. If changes are necessary, unsplit the asset or
edit the “child” assets resulting from the split.
Note. Split parent assets cannot be included in assets
selected for a multi-asset operation, such as a mass data
change or mass disposal. Before you select the assets for
a multi-asset operation, you may want to limit the assets
on the Asset List using the Active Assets query — split
parent assets are treated as inactive assets and will be
automatically excluded from the list.
TO Transferred-Out These assets were transferred out and are excluded from
most reports automatically. These assets can be reviewed
but not edited. If changes are necessary, untransfer the
asset.
TOI Transferred-Out See description for Transferred-Out and Inactive, above.
and Inactive

USING QUERIES
QUERYING THE ASSET LIST USING
PREDEFINED QUERIES
The application provides several pre-defined queries. In the
Asset List, a query is used to determine which assets appear
in the List. At the bottom of the Asset List, click More >Query.
The Set Asset Query dialog opens.
From the Set Asset Query dialog, you can select one of the
pre-defined queries:
■ All Assets—Displays both active and inactive assets (i.e.,
import rejects and assets set to inactive on the Asset tab of
the Asset Viewer).
■ All Inactive Assets.
■ All Active Assets.
CREATING A NEW QUERY
If you want to create a new query that will be added to the Set
Asset Query drop-down list, click the Query button on the
toolbar at the top of the application window, then click the New
button at the bottom of the Query List window.

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The New Query dialog opens. Use this to create a query that
allows you to quickly locate all assets matching a certain
criteria.

USING REPORTS
The Report List contains a listing of the application’s pre-
defined reports, report batches, and custom reports. If you
choose to create a new report from a pre-defined report, the
application adds it to this list in the reporting category to which it
belongs.
1. To open the Report List, click Report on the toolbar. If you
click on a Report Group, you will see a list of available
reports displayed in the right side of the pane.
2. Select the report you want to run, and click Print. You will be
given the following options:
■ Print Report to Window.
■ Print Report to Printer.
■ Export to Excel (Optional Add-in)
■ Export to Other File Formats
■ Tax Wise Export
3. Click Continue. Your Report will appear in the format you
selected.

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GUIDED TOUR
Using a sample company, this section takes you on a tour
through the main areas of the application—company settings,
books, assets, reports, exports, queries, and user security. Also
covered are such basics as how to open a company, view
assets and depreciation books, print a report, and back up a
company’s data. For more information, see the application’s
online help.
When you first open the application, a blank workspace opens.
You will notice that the toolbar buttons are grayed out. In order
to use the program, you will need to open a company. Once you
open a company, the menu options become available.

WorkspaceWhenProg
ramOpens.png 250dpi

OPENING A COMPANY
We will be using a sample company, News Daily, to tour the
application. Follow these steps to open the sample company.
1. On the application toolbar, click File, and then Open.
2. Select the sample company (Sample.cdb) from the avail-
able companies, then click Open.
■ <<Desktop, and DesktopPro only>> You can also find the
Sample.cdb company under My Documents in a folder
with the application’s name (Fixed Assets Desktop or
Fixed Assets Desktop Pro) or in the following default path:
C:\Program Files (x86)\BloombergBNA\Fixed
Assets...\co_data\

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When the sample company has finished loading the Asset List
opens, displaying a list of all assets that exist in the sample
company, News Daily.

wAssetListAllAssets.p
These buttons are available only in DesktopPro.

VIEWING THE ASSET LIST

To open the Asset List, click Assets on the tool bar.

These buttons are available only in DesktopPro. wAssetListAllAsse

The Asset List allows you to open an Asset Preview window.

If desired, you can change the view so that the bottom half of
the Asset List becomes an Asset Preview window for the
asset currently highlighted in the Asset List.
To preview an asset:
1. On the bottom of the Asset List, click Preview. The Asset
List looks like this:

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wAssetListPrevie
Click to turn Preview on and off w.png 210 dpi

2. When Preview is on, whenever you select (highlight) an

asset in the Asset List, a preview of the asset (the Asset
Viewer) is automatically displayed at the bottom of the
Asset List.

CUSTOMIZING THE ASSET LIST

By default, the Asset List displays the following columns:
■ Asset ID
■ Asset Type
■ Description
■ Status
You can change which fields (columns) are displayed on the
Asset List including additional asset fields on or removing
asset fields from those displayed. You can also change the
order in which the fields appear on the list.
1. With the Asset List in view, on the Tools menu, select Alter
Asset List.

mToolsAlterAssetList
.png 150 dpi

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The Alter Asset List dialog opens.

dAlterA
ssetList.
png
150 dpi
(used
later in
book)

Use this dialog to add, remove, and re-sequence the fields

displayed on the Asset List. Any field on the Asset tab of
the Asset Viewer can be included on the Asset List.
In the Display Order box, you can:
■ Add a field (or as many fields as you want) from the
Fields Available box to include it on the Asset List.
■ Remove a field (or as many as you want) to exclude it
from the Asset List.
■ Move a field up or down in the list to change its column’s
position left or right in the Asset List.
2. After selecting the fields to be displayed on the Asset List,
click OK to close the dialog.

COMPANY SETUP
To edit basic company information (name, acronym, company
calendar, etc.), you will need to access the Edit Company
Properties dialog.
On the File menu, click Company Setup. The Edit Company
Properties dialog opens:

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dEditCompanyPropertiesGeneral
Tab.tif 170 dpi

EDITING GENERAL COMPANY

INFORMATION
You can edit the company’s name (and acronym) on the
General tab. The company name is used as the first title line on
all reports. The company acronym (or short name)—if specified
when you create the company—is used as the Asset ID prefix
for all assets in a company, unless a different prefix is specified
on the General tab of the Edit Asset Field – Asset ID dialog.
The FEIN field is used for the company's Federal Employer
Identification number, which, if entered here, is printed on the
fileable IRS tax form reports.
The Entity Type field is used solely to provide information to the
Personal Property Tax report. The application does not base
any calculations or IRS Tax Form report preparation on this
field’s setting. This field contains C Corporation as an initial
default.
EDITING THE COMPANY CALENDAR
The Calendar tab allows you to specify short taxable years or
change the company’s accounting periods.

23
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

Click the Calendar tab

dEditCompanyPropertiesCal
endar.Tab.png 170 dpi

In the Year Start field, you can enter the starting date for the
company. The earliest date allowed is January 1, 1901. The
Year End field allows you to change the ending date for the first
and all following years. The last year of the default calendar
ends on or before 12/31/2149.
EDITING PERSONAL PROPERTY TAX
INFORMATION
The Address tab allows you to enter the company address,
contact information, and business information for the heading
area of the Personal Property Tax report.
The Jurisdictions tab allows you to designate a text field on
the Asset tab of the Asset Viewer as the field used for the
jurisdiction imposing the Personal Property taxes (usually the
Location field).
dEditCompan
yPropertiesAd
dressTab.png
170 dpi

dEditCompa
nyProperties
JurisdictionT
ab.png 170
dpi

24
:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

The application uses the Assessment Date (mm/dd) to filter the

assets included on the Property Tax report. Assets in service on
and before this date in the specified jurisdiction are included in
the Personal Property Tax report (be sure to designate the
field used for the jurisdiction as Grouping Level 1 on the report).
Be sure that the focus period for the report includes the Assess-
ment Date.

ASSETS
On the toolbar, click Assets. The Asset List opens.

wAssetListAllAssets.png220 dpi
<<DesktopPro only>>

Through the Asset List, you can add assets and edit, duplicate,
delete, dispose, or print existing assets. (<<DesktopPro
only>> You can also import, split, partially dispose, transfer,
and export assets.)
Once you have set up the assets, you can select a pre-defined
query to display only certain assets in this list. (You can also find
a particular asset by clicking on the xx of yy button on the
bottom of the Asset List.)

Note. The application uses the icon next to the Asset ID to

provide basic information about the asset, such as whether the
asset is active, inactive, disposed, etc. For details, see the
application’s online help.

25
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

ADDING ASSETS WITH THE ADD ASSET

WIZARD
To add an asset:
Let’s suppose that you want to add some assets to this sample
company. The application’s Add Asset wizard makes adding
assets quick and easy. Through the Add Asset wizard, you can
add a single asset or several assets in one session. As you add
each asset, the application adds it to the Asset List.
1. At the bottom of the Asset List or the Asset Viewer, click
the down arrow on the New button to open the drop-down
menu. You will see the following three options: Add Asset
Express, Add Asset Wizard, and Single Add Asset
Wizard.
You can select this method of adding assets by doing one of
the following:
■ Click the down arrow on the New button at the bottom
of the Asset List, and select Add Asset Wizard.
■ From the Asset menu, select New Asset > Add Asset
Wizard.
■ From the Tools menu, select Options. This opens the
System Options dialog. Click on the Defaults tab, and
then select Add Asset Wizard.
For this tour, select Add Asset Wizard, then click OK.
(You can always change the default later on the Default
tab of the System Options dialog, accessed by select-
ing Tools on the Options menu.)
Click CTRL + A. The first of several Add Asset wizard
panels opens.

26
:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

wizAddAss
etAssetTyp
e.png 170
dpi

2. Click the down arrow on the first wizard panel to display a

list of existing asset types. If you previously created a new
asset type, it will be included in this list.

Note. We suggest you review the asset types and make any
necessary changes before adding assets. See Adding and
Editing Asset Types on page 62.
3. Scroll through the Asset Type List to find the asset type
that best describes the asset you are adding. Then click on
that asset type to select it. Click Next when you have
finished making your selection.
After completing each step, the next Add Asset wizard
panel appears. You will be asked to enter the asset’s
purchase date, cost, description, etc.
(<<DesktopPro only>> You can indicate whether the asset
is being transferred into the company, rather than being
acquired through purchase, the default). You can specify
additional fields that you want to be prompted for in the Add
Asset wizard. (See the application’s online help.) You may
also be asked if you want to enter Section 179 or prior
(reported) accumulated depreciation amounts.
4. After you click Finish on the Accumulated Depreciation
panel, you can choose to add another asset or close the
wizard. When you finish, the Asset Viewer opens to display
the asset that you just added.
The Asset Viewer appears similar to the following:

27
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

wAssetViewerNewlyAddedAsset.png 200 dpi

<<DesktopPro only>>

As mentioned earlier, the application allows you to choose

the method you want to use to add assets. The Add Asset
wizard is described on page 26. Or, you can use the New
Asset dialog, which is based on Asset and Depreciation
Expense tabs of the Add Asset window. (See the applica-
tion’s online help.)

ADDING ASSETS USING THE

SINGLE ADD ASSET WINDOW
Adding an asset using the Single Window method simply
means you are manually entering new asset data on the New
Asset dialog. This dialog has the look and feel of the Asset
Viewer, above.
1. You can select this method of adding assets by doing one of
the following:
■ Click the down arrow on the New button at the bottom
of the Asset List, and select Single Add Asset Window.
■ From the Asset menu, select New Asset > Single Add
Asset Window.

28
:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

■ From the Tools menu, select Options. This opens the

System Options dialog. Click on the Defaults tab, and
then select Single Add Asset Window.
2. Click Ctrl+A (You can click New on the bottom of the Asset
List or Asset Viewer, then click New Asset on the Asset
menu.) The New Asset dialog opens with the focus on the
Asset tab.

Single Add Asset

Window.png 220 dpi
<<DesktopPro only>>

The program automatically assigns the Asset ID.

3. Click in the Asset Type field to reveal the down arrow, and then
click the down arrow next to the Asset Type field. The list
of available Asset Types opens.
4. Click to select the asset type, and then click OK to close the
Asset Type List and return the focus to the Single Add
Asset Window.
5. Enter information into the remaining fields, as necessary, on
the Asset tab.
6. Click Save to finish, or Add Another to continue adding
assets.

29
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

Note. The Single Add Asset Window allows you to enter as

much or as little detail as you want for each new asset. Asset
data entry fields are organized into three Asset Viewer tabs
(Asset, Transfer, and Depreciation Expense).

ADDING ASSETS USING THE ADD

ASSET EXPRESS
The Add Asset Express allows you to quickly add an unlimited
number of assets at one time. It is set up like a spreadsheet.

AddAssetExpress.png 90 dpi

Note. The Add Asset Express contains additional fields that

are not pictured above.
You can select this method of adding assets by doing one of the
following:
■ Click the down arrow on the New button at the bottom of
the Asset List, and select Add Asset Express.
■ From the Asset menu, select New Asset > Add Asset
Express.
■ From the Tools menu, select Options. This opens the
System Options dialog. Click on the Defaults tab, and
then select Add Asset Express.
Each row in the Add Asset Express window represents the
necessary information to create a new asset. To create a new
asset, you must complete the following required fields:

30
:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

■ Asset Type
1. Click in the Asset Type field to reveal the down arrow,
and then click the down arrow next to the Asset Type
field. The list of available Asset Types opens.
2. Click to select the asset type, and then click OK to close
the Asset Type List and return the focus to the Single
Add Asset Window.
■ Acquisition Date — Use the Calendar control to select the
acquisition date.
■ Acquisition Cost — Enter the cost of the asset.
All the other fields on a row are optional. In addition to the
default fields listed below, you can add (and remove) other
fields, as well as change the order. To add additional asset
fields to the spreadsheet, click Configure.
■ Description — Enter a description of up to 100 alphanu-
meric characters.
■ Placed-in-Service Date (PIS Date) — This will default to
the Acquisition Date.
■ Section 179 — Choose either Maximum or None.
■ Additional First-Year Depreciation (AFYD) — Choose
either Default or None.
■ Cost Center — Enter up to 30 alphanumeric characters.
■ Department — Enter up to 30 alphanumeric characters.
■ Depreciation Expense General Ledger Account Number
(Depr Exp GL Acct #) — Enter up to 30 alphanumeric
characters.
■ Accumulated Depreciation General Ledger Account
Number (Accum Depr GL Acct #)— Enter up to 30 alpha-
numeric characters.
■ Location — Enter up to 30 alphanumeric characters.
■ Custodian — Enter up to 30 alphanumeric characters.
■ Asset General Ledger Account Number (Asset GL Acct
#) — Enter up to 30 alphanumeric characters.
■ Comments — Enter up to 255 alphanumeric characters.

31
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

EDITING AN ASSET
To edit or review an asset, double-click the asset in the Asset
List, or select the asset and click Edit. The Asset Viewer
opens, displaying the Asset tab for the selected asset. The
Asset Viewer is a window that displays all information about a
particular asset. The Asset Viewer is organized by six tabs (five
tabs for Desktop program edition), each representing a specific
type of data. (The Gain/Loss tab is visible for disposed assets
only.) All information about an asset is displayed on one of
these tabs.

Note. You can edit more than one asset at the same time. See
Editing Assets Simultaneously on page 32.
The Asset tab of the Asset Viewer is made up of asset-level
fields. On this tab, you may enter new or edit existing informa-
tion into any of these fields. (<<DesktopPro only>> Editable
fields are those that have not been designated as transfer fields,
which are displayed in yellow. You can edit transfer fields on the
Transfer tab.)
You can change the default values for the asset fields and add
additional information for your new asset, if needed. For details,
see the application’s online help.
You can add a new asset, or duplicate, delete, or dispose the
current asset by using the buttons at the bottom of the Asset
Viewer. You can print an Asset Detail report for the asset or
change the view to another asset in the list, configuration book,
or time period.
(<<DesktopPro only>> You can also split a current asset or
transfer an asset out of the company.) You can also find a
particular asset by clicking on the xx of yy button. For details,
see the application’s online help. From any of the other tabs,
you can also change the view configuration to display a single
book in a timeline mode, or all books at the end of a selected
focus period or according to a specified date field.
EDITING ASSETS SIMULTANEOUSLY
To edit more than one asset simultaneously, select the assets
you want to change in the Asset List and click Edit. The Mass
Data Change wizard opens.
The Mass Data Change wizard leads you through the process
of changing—for all assets selected in the Asset List—the

32
:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

particular value of a field to a different value, using a series of

options, each within a separate panel.
For detailed instructions on each of the wizard panels, see
“Mass Data Change Wizard” in the application’s online Help.
VIEWING BOOK DATA FOR AN ASSET
In the Asset Viewer, you can view details, enter additional
information, or change existing book information for an asset. (If
you need to re-open the Asset Viewer, select New Asset
Viewer from the Window menu.)
There are five additional tabs for this window:
■ Transfer <<DesktopPro only>>,
■ Summary,
■ Balance/Accum,
■ Depr Expense, and (for disposed assets)
■ Gain/Loss.

wAssetViewerSummaryInitial.png 210 dpi

<<DesktopPro only>>

■ Transfer tab <<DesktopPro only>>—has up to three tabs:

Internal, IN, and/or OUT.
■ Internal—displays only those fields that you have desig-
nated as transfer fields through the Asset Fields List.
Displays all values in these fields over time. Allows you
to transfer an asset at a particular point in time. (We
suggest that the View Configuration be set to Months.
See page 35.) You can edit any field on this tab by
selecting and over-typing the text, or by clicking the field
to place the insertion point and typing new text. If a
PickList has been built for the field, you can also change
its value by selecting a new value from the PickList or

33
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

add a value to the PickList. The application will auto-fill

the field with the transferred value for the remainder of
the asset’s life. Double-clicking a field shows:
■ a drop-down menu arrow to display the PickList, and
■ a bent arrow, which allows you to add a value to the
PickList “on the fly.”
■ IN—available for assets transferred into the company.
Displays fields that identify the transferring company
and the fields necessary to calculate depreciation for the
asset in the transfer year.
■ OUT—available for assets transferred out of the
company. Displays fields that identify the company
receiving the asset and the fields necessary to calculate
depreciation for the asset in the receiving company in
the transfer year.
■ Summary tab—summarizes the information on the
Balance/Accum, Depr Expense, and Gain/Loss tabs as of
the end of the focus period. You cannot directly change any
of the information in this tab’s fields. However, you can
change the asset information used to compute these items
through the Edit Book Data wizard or Edit Accumulated
Depreciation dialog.
■ Balance/Accumulated Depreciation tab
(Balance/Accum)—displays the computation of the Ending
Asset Balance and the Reported Accumulated Depreciation
Balance. You cannot directly change the information in any
of this tab’s fields. However, you can change the asset
information used to compute these items through the Edit
Book Data wizard or Edit Accumulated Depreciation
dialog. Double-click the field that you want to change.
■ Depreciation Expense tab (Depr Expense)—displays all
of the information used to arrive at an asset’s reported
depreciation expense. You can directly change the informa-
tion in most of this tab’s fields using the Edit Book Data
wizard or Edit Accumulated Depreciation dialog. Double-
click the field that you want to change.
■ Gain/Loss tab—(for disposed assets only) displays the
components used to arrive at the Recognized Gain (Loss)
and Realized Gain (Loss) resulting from the disposal. You
cannot directly change the information for many of this tab’s
fields since they are calculated fields presented as the audit
trail for the resulting calculations. Instead, go to the Depre-

34
:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

ciation Expense tab and double-click the field you want to

change to call up the Edit Book Data wizard. Or, select the
Dispose/Undispose button. However, you can override the
amounts in bold rows.
The column headings identify from which book the information
was derived. You can change the way the asset data is
displayed on the detail tabs to view asset data for a single book
over multiple time periods or to view asset data for all books at
the end of a specified focus period. (The view for the Gain/Loss
tab cannot be changed—it always reflects the disposal period
for all books.) For details, see the application’s online help.
CHANGING THE BOOK DATA DISPLAYED
To display book data over multiple periods, click Switch View.
btnSwitchView.png 150 dpi

The Edit View Configuration dialog opens, indicating that the

application is displaying information for all books through the
end of the selected period.

dEditViewConfiguration.png 200
dpi

Notice that you can change the time interval displayed and the
ending date. By clicking A Single Book and selecting a specific
book and time frame, the application will display—in all columns
and book tabs—only the information for that book and time
frame. Click A Single Book and select GAAP book by
Quarters, then click OK.

35
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

wAssetViewerSummaryQuarters.png 210 dpi

<<DesktopPro only>>
Notice that the background color for the first two columns
displayed above is one color, the third column’s background is
another color, and the background color is white for the remain-
ing columns. These color cues indicate that the first two
quarters shown are protected, the third quarter shown is
partially protected, and the last quarter is open. The date
through which the book is protected was set on the Edit Book
Policies dialog, Depreciation Policies tab (see the application’s
online help). (Go to the Tools menu to change colors.)
Now change the book view configuration back to All Books by
Month ending 7/31/2016. (Double-click the Switch View
button.)
EDITING BOOK DATA
You can edit book data by selecting one of the three detail-level
tabs or selecting the Summary tab. To edit data, simply double-
click on a field. Double-click on the Ending Asset Balance field
for the GAAP book. The following Edit Book Data wizard panel
appears with the Cost item highlighted. You can enter a differ-
ent amount here or click Next to go to the next field.

36
:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

wizEditBook
DataCost.png
220 dpi
Use asset 32

<<Calculator feature available in DesktopPro only>>

Click Finish to exit the wizard. On the Asset Viewer, select the
Balance/Accumulated Depreciation, Depreciation Expense, or
Gain/Loss tab to view the detail-level information on a particular
area.
CUSTOMIZING THE ASSET LIST
CHANGING COLUMNS DISPLAYED IN THE
ASSET LIST
The application allows you to choose which fields you want
displayed on the Asset List and to change the order in which
these fields appear. With the focus on the Asset List, from the
Tools menu, select Alter Asset List. The Alter Asset List
dialog opens.

dAlterAssetList.
png 210 dpi

To add Cost Center to the Display Order box, double-click

Acquisition Cost in the Fields Available box. Then, select it in
the Display Order box and click Move Up until it is after Descrip-

37
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

tion. Click OK. The Asset List now includes a column for
Acquisition Cost.
QUERYING THE ASSET LIST
The application provides several pre-defined queries. In the
Asset List, a query is used to determine which assets appear
in the List. At the bottom of the Asset List, click More >Query.
The Set Asset Query dialog opens.

dSetAssetQuery.png
170 dpi

From the Set Asset Query dialog, you can select one of the
pre-defined queries:
■ All Assets—Displays both active and inactive assets (i.e.,
import rejects and assets set to inactive on the Asset tab of
the Asset Viewer)
■ Inactive Assets
■ Active Assets
CREATING A NEW QUERY
If you want to create a new query that will be added to the Set
Asset Query drop-down list, click the Query button on the
toolbar at the top of the application window, then click the New
button at the bottom of the Query List window.
wQueryList.png
210 dpi

38
:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

The New Query dialog opens.Use this to create a query that

allows you to quickly locate all assets matching a certain
criteria.

dNewQuery.p
ng 220 dpi

The application not only sorts those assets, it also identifies the
Query that was applied to the assets. For example, if you
created the query “Assets costing at least $100,000” and
applied it to the Asset List, the Asset List would change, as
shown below, to include only the assets meeting this criteria.
Note that the Asset List’s window title changes to reflect the
name of the query being applied to the List. For details, see the
application’s online help.

Note. If your Query results are not what you expected, go back
to the Query settings to confirm you have selected the correct
values to be used in the Query.

wAssetListQueryCost$100000.png
220 dpi Had to adjust column width
<<DesktopPro only>>

39
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

SPLITTING AN ASSET
<<DesktopPro only>> You can split a parent asset into a
maximum of nine child assets. For details, see the application’s
online help.
TRANSFERRING OUT AN ASSET
<<DesktopPro only>> You can transfer assets within a
company as well as transfer assets between companies via an
external transfer file. For details, see the application’s online
help.
REPAIRING AN ASSET
<<DesktopPro only>> You can use the Repair Asset button on
the Asset List to link assets by creating parent-child relation-
ships. The resulting Child assets are also known as repair
assets. For details, see the application’s online help.
VIEWING CALCULATION INFORMATION
Whenever you select an asset on the Asset List, the program
automatically displays a pane on the right of the screen that
explains how the program calculates depreciation for your
assets. You will need to click the orange Calc Info button that
is located at the top right corner of your application screen.
Once you click on the button, the Calc Info pane expands. You
can drag this window to a different location, if you prefer.
For example, if you select (highlight) an asset with the Asset
Type Automobile on the Asset List, the Calculation Information
pane appears.

40
:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

Calculat
ionInfor
mationA
utomobi
le.png2
00 dpi

This is the Asset List with the Automobile

Asset Type selected. The Calc Info button is This is what the Calc
located at the top right of the application screen, Info pane looks like
and is outlined in red in both pictures. when it is expanded.
It is not expanded in this picture.

BOOKS
Through the Book List, you can review, modify, or delete exist-
ing books, or add new books. The application supports up to 99
books.
ADDING A BOOK
On the toolbar, click Books. The Book List opens.
wBookLi
st.tif 200
dpi

To add a new book, click New at the bottom of the Book List.
The New Book dialog opens.

41
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

dNewBook.png 200
dpi

Select the type of book that you want to add.

Note. If you select Internal Book, then GAAP rules apply. If you
select Tax Book, then IRS depreciation rules apply.
Click OK.

Note. Alternatively, you can highlight an existing book on the

Book List and click Duplicate.
The Edit Book Properties dialog opens.

dEditBookPropert
iesGeneral.png
200 dpi

On the General tab, you can type a book name as well as a

description of the book. On the other tabs, you can set reporting
properties, as well as depreciation and Section 179 policies for
the new book.

42
:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

BOOK REPORTING POLICIES

Use the Reporting tab to specify how information for the
selected book appears in your reports.

dEditBookP
ropertiesRe
porting.png
200 dpi

You can select a subtitle in the first field (Report Subtitle 2),
specify a page footer in the second field (Report Subtitle 3), set
the reporting month, and select the detail level for your reports.
You may also select whether or not to round report values to the
nearest dollar.
The Reporting Month field allows you to set a date by which
individual reports’ focus periods can be automatically updated
by reference. For example, if the GAAP book were set to a
Reporting Month of March, a report run in April with a focus
period set to “year to date” would have its focus automatically
set for “from: Jan. 1 through Mar. 31.”
BOOK DEPRECIATION POLICIES
Use the Depreciation Policies tab to set policies for each book
regarding how depreciation is to work.

43
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

dEditBookProperti
esDepreciationPol
icies.png 200dpi

The application provides default settings, but you may want to

make changes to suit the particular policies that you have for
each book.
The Protected Through Date provides visual cues (color) on
the “book data” tabs of the Asset Viewer as to where you are on
your accounting timeline. A warning is issued when you try to
edit during a protected period. (You can change the colors on
the Tools menu.)
The Add Asset Wizard Settings items give you control over
whether you will be prompted to enter §179 and/or Accumulated
Depreciation information (for particular books or no books)
when you are adding new assets to the company through the
Add Asset wizard. If you would like to exclude the §179 and
Accumulated Depreciation panels from the Add Asset wizard,
then deselect those two options on this tab.

Note. Shaded columns indicate that these are non-editable

(reference-only) fields. The information in these fields is posted
automatically from other areas of the application.
Because the Mid-Quarter convention doesn’t apply to pre-1986
years, the MQ Policy fields are shaded (non-editable) for those
years. Click in a post-1985 MQ Policy field. (You may need to
scroll down to access a post-1985 MQ Policy field.) A drop-
down box allows you to either force a particular convention,
such as Half-Year or Mid-Quarter, or allow the application to
solve, that is, determine the appropriate convention to use, or
require the application to leave the convention As Is, that is, not
run the Mid-Quarter test. (Prior year columns are automatically
set to As Is during import from other fixed asset programs.) In

44
:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

the Apply column, the application displays the convention that

will be applied. In the GAAP book, other conventions, such as
Full-Month, may apply based on the Depreciation Method and
Averaging Convention selected.
BOOK §179 POLICIES
Use the §179 Policies tab to set policies for each book regard-
ing how §179 is limited.

dEditBookPropertiesS
179Policies.png 200
dpi

The application provides default settings, but you can make

changes to suit the company’s situation. To change the limit for
a particular year, click in the §179 Limit field and enter the new
amount.

REPORTS
The application contains several different types of reports that
you can modify. You can also create a new report based on a
pre-defined report, if needed. In all application editions, you can
create a report completely from scratch using the Fixed Assets
Report Maker. See Creating a Report with Report Maker on
page 50. The application also allows you to easily copy any
report in one company, then paste it into another company.
VIEWING REPORTS—THE REPORT
LIST
The Report List contains a listing of the application’s pre-
defined reports, report batches, and custom reports. If you

45
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

choose to create a new report from a pre-defined report, the

application adds it to this list in the reporting category to which it
belongs.
1. To open the Report List, click Report on the toolbar. Click
the first report group, Calculation Reports.

Print
Preview

Only the Calculation Reports are displayed in the right

pane of the window. If you select a different report group,
the reports for that group will display.
2. Click on Asset Activity Reports in the report group list on
the left. Then select the Asset Acquisition report from the
report list on the right.
Notice that the report headings appear in the lower part of
the window. This tear sheet illustrates what is included on
the report, but is not an exact rendering of the report itself.
When you select a different report, the application will
display the report headings for that selection. If only the
report group is highlighted, the first report in that report
group is pictured. For report batches, the names of the
reports included in the highlighted batch are listed in the
tear sheet.
MODIFYING REPORT PROPERTIES
Through the Report List, you can edit, duplicate, delete, or print
an existing report or create a new one. (You can use the
Custom Report wizard to create customized reports. See Creat-
ing a Report with Report Maker on page 50.)
1. Select Calculation Reports from the Report groups on the
left, then select the Depreciation Expense report from the
available reports on the right, and click Edit. The Edit
Report Properties dialog opens.

46
:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

dEditReportPropertiesGeneral.png
200 dpi

Here you can redefine an existing report, redefine the

depreciation book used, and specify the focus period (the
period covered by the report).

Note. The Edit Report Properties options and default

settings are tailored to each report. If you select a different
report, they may vary from the ones displayed.
The Report Properties report (located in the Status
Reports group) allows you to review the Properties settings
for all reports in the company—both pre-defined and
custom.
2. Click the Display tab.

Allows you to print

the report properties

dEditReportPropertiesDisplay.png
200 dpi

On the Display tab, you can change the title of the report,
enter subtitles, use book reporting policies, and specify
report settings. You can also choose to have the report
properties printed as a separate page of the report to keep
a record of the selected settings.

47
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

3. Click the Header tab.

dEditReportProperties
Header.png170 dpi

The Header tab lets you control header (and footer) infor-
mation that appears at the top (or bottom) of the report. The
headers/footer are centered on every page of the report or
on page one only.
4. Click the Query tab.

dEditReportPropertiesQuery
.png 200 dpi

On the Query tab, you can select a query to apply, which

will further restrict the assets that appear on the report. Click
the down arrow to see a list of all available queries. The
query that you select determines which assets will be
included in the report.
5. Click the Grouping tab.

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:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

dEditReportProperties
Grouping.png 200 dpi

On the Grouping tab, you can selectively group the assets

that will appear in the report. The application sorts and
subtotals the report for each group. If you click the down
arrow next to any of the Level boxes, a drop-down list of
asset fields appears. Some reports (e.g., Acquisition report)
have system level groupings that have a higher grouping
level than those selected on this tab.
By selecting a check box under Page Break, you can
choose to have the groups of information presented on
separate pages. A page break is forced after the subtotal for
the level you mark and every level above it. When you group
by a date (such as Acquisition Date), the Interval and End
Month fields at the bottom of the dialog are enabled.
6. Click the Custom tab.

dEditReportPropertiesCus
tom.png 200 dpi

On the Custom tab, you can select any additional user-defined

fields. A Books tab appears when the report requires that you
select one or more depreciation books.

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::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

CREATING A REPORT WITH REPORT

MAKER
The built-in reports cover the most common reporting needs for
most users. When you have reporting needs that are not
covered, the Report Maker lets you create custom report
templates from scratch. The Report Maker allows you to include
many Fixed Assets fields in a report.
The My Reports family allows you to create a unique report that
contains as few or as many fields as you want. The tool you use
for this is the built-in Report Maker.
To create a new report with the Report Maker:
1. On the tool bar, click Report. The Report List opens.
2. Do one of the following:
■ Click New.
■ On the Report menu, click New Report. The New
Report dialog opens.
3. Scroll to the bottom of the list, and double-click My Reports
> Report Using Report Maker to create a Report using the
report maker as the base type of the new report.

dNewReportUsingReportMaker.png
210 dpi

Click OK.The General tab of the Edit Report Properties

dialog opens.
4. Change the Report Name and enter a Description. These
items are displayed on the Report List.
5. Click Report Maker. The Report Maker dialog opens.

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:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

dReportMaker.png
250

6. Customize the report as described here.

7. Modify the report defaults on the various tabs.
8. Click OK when you are done, or Cancel to leave the dialog
without accepting any changes.
PRINTING REPORTS
When you are ready to print a report, simply highlight the name
of the report on the Report List and click Print (at the bottom of
the Report List window). (You can also print several or all
reports at once by selecting a report batch. See Report
Batches below.)
The Print Destination dialog opens offering several print
options: Print Report to Window, Print Report to Printer,
Export to Excel, Export to Other File Formats, and Tax Wise
Exports. Print Report to Window is similar to Print Preview in
that it allows you to preview on screen what the report will look
like when it is printed. If you select Print Report to Window and
decide to send the report to the printer, just click the Print button
at the top of the window. Export To Other File Formats lets
you print to several types of formats, including to Acrobat
Format Files (.pdf), HTML Files (.htm), Microsoft Excel Files
(.doc), Microsoft Word Files (.doc), Comma-Separated Values
Files (.csv), Tab-Separated Values Files (.txt), or XML Files
(.xml).
REPORT BATCHES
Report Batches allow you to print several reports at the same
time. On the Report List, highlight Report Batches in the left
pane.

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::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

wReportListReportBatches.
png 210 dpi

The list of report batches appears in the right pane. Just as for
the reports discussed on page 46, the “tear sheet” illustration
contains a list of reports included in the batch.
MODIFYING REPORT BATCH PROPERTIES
You can use the Report List to edit, duplicate, delete or print a
report batch. Select the Monthly Closing report batch and click
Edit (at the bottom of the Report List window). The Edit
Report Batch Properties dialog opens.

dEditReportBatchPropertiesGeneral.png
210 dpi

On the General tab you can rename an existing report batch,

choose to print a status page (which lists the reports in the
batch), and override the individual reports’ depreciation book
and focus period selections by specifying a book and focus
period that will be used for all reports in the batch when the
batch is printed. (The book override applies only to reports
using a single book.) You can also print the batch of reports. If
you choose to not override the report book and focus period
selections, the application uses the report properties that are in
effect at print time.
Click the Reports tab.

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:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

dEditReportBatchPropertie
sReports.png210 dpi

On the Reports tab you can specify which reports you want
included in the batch, or removed from the batch. You can also
print the batch of reports from this dialog. If you change the
reports included in the batch, and click Print, the application
prints the batch “on the fly” then returns to this dialog to allow
you to make additional changes and print again. These changes
are not saved when you print, only when you click OK. For
details, see the application’s online help.

EXPORTS
The application allows you to export data from an open
company to one of several general ledger applications.
(<< Desktop only>> You can export data to CLR ACE Write-Up
only.) For details, see the application’s online help.
When you export data from a company database, the applica-
tion creates one or more ASCII text files that are subsequently
used when importing the journal entries into CLR ACE Write-Up
(or, to another application <<DesktopPro only>>).
VIEWING EXPORTS—EXPORT LIST
To open the Export List, click Export on the toolbar. The
Export List contains a listing of the application’s pre-defined
exports. If you choose to duplicate an export and then edit it, or
<<DesktopPro only>> create a new report. The new report
appears in the Report List.

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::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

wExportList.p
ng 210 dpi

<<DesktopPro only>>
The Export List displays the exports available in the General
Ledger export group. The icon located next to each export in the
Export List indicates the export’s status. Exports originally
supplied with the application have a yellow icon. Custom
exports have a white icon. The buttons at the bottom the
Export List (New, Edit, Duplicate, Delete, and Export) corre-
spond to the commands on the Export menu, which appears on
the menu bar whenever the Export List has the focus.
(<<Desktop only>> The New button is not supported.)
MODIFYING EXPORT PROPERTIES
You can change various aspects of an export for your
company’s purposes through the Edit Export Properties
dialog. Once you change the properties of an export, the appli-
cation retains this change as the new default for this export for
the next time you edit the export properties. The Export
Property settings are saved with the company database.

Note. <<DesktopPro only>> The Edit Export Properties

options are default settings for each export. If you select a
different export, they may vary from the ones displayed here.
Select the ACE Write-Up Summary export, then click Edit at
the bottom of the Export List. The Edit Export Properties
dialog opens.

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:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

<<DesktopPro only>>

dEditExportPropertiesGeneral.png
170 dpi

On the General tab, you can change the description of an

existing export, the export’s depreciation book, the focus period,
and posting date. (When editing a duplicated or custom export,
you can change the export’s name to reflect the changes.)
Click the File Format tab.

<<DesktopPro only>>

dEditExportPropertiesFileFor
mat.png 170 dpi

On the File Format tab, you can specify the degree of detail
and specify how the values are separated within the export file.
Click the Query tab.

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::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

<<DesktopPro only>>

dEditExportPropertiesQuery3.tif
210dpi

Click the down arrow to see a list of pre-defined queries. The

query that you select determines which assets will be included
in the export.

Note. The next two dialogs apply only to << DesktopPro only>>.

dEditExportPropertiesHeader.png
210dpi

<<DesktopPro only>> On the Header tab, you can specify a

header to be included in the export. You can also specify the
fields to be included in the Header file, their sequence and
format. Each pre-defined export has specific settings on the
Header tab that are unique to that export. Since the Header is
not required for ACE Write-Up, the tab shown above is
blank.

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:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

dEditExportPropertiesDetail.png 210dpi

<<DesktopPro only>> On the Detail tab, you can define how

the debits and credits are presented in the export file, either
together on a single line, in separate lines, or in separate
sections. You can also define the fields included in the Columns
in the export file, the column names, and the formats of the
columns.
EXPORTING GENERAL LEDGER
JOURNAL ENTRY DATA
When you are ready to export, highlight the name of the export
on the Export List and click Export. The first panel of the
Export wizard opens.

wzExportEditExportProperti
es.png 210 dpi

The application’s Export wizard makes exporting data from an

open company quick and easy. When you export data from a
company, the application creates one or more ASCII text files
that are subsequently used when importing the journal entries
into another application.

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::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

The file name and location of the export data depends on

your edition of Fixed Assets:
■ << Desktop only>> By default, the export data (.txt) files
are saved in the \\Co_data\Export folder.
■ <<DesktopPro only>> By default, the export data (.txt) files
and header (.dat) files are saved in the \BNA Fixed Assets
DesktopPro\Co_data\Export folder.
Specify the focus period and the posting date of the export on
the first panel of the Export wizard, then click Next. After
completing each step, the next wizard panel appears. In
addition to specifying the focus period and posting date, you will
be asked to specify the name and location of the destination file.
The last panel of the Export wizard informs you that the
selected assets have been exported successfully. After you
click OK or Finish on the last panel, the Export wizard closes.
For details, see the application’s online help.

QUERIES
Queries allow you to have the application apply a predefined set
of criteria against the assets in the company to limit the assets
included on the Asset List or in a report.
When you create a query, you must decide which asset fields
will be used in the query, and how you want the contents of
these fields filtered; that is, how the application will compare the
contents of a field for each asset to the criteria that you set. For
instance, you can have the application look for all assets whose
Location field contains Los Angeles (Location = Los Angeles) or
you can set the query to look for all assets located outside Los
Angeles (Location <> Los Angeles). All asset fields and only
certain book fields can be used in a query.
CREATING A NEW QUERY
Follow these steps to create a new query.
1. On the toolbar, click Query. The Query List opens.

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:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

wQueryListWithAddedQue
y.png 170 dpi
This is the second Time thi
snap appears. But, this one
contains Query that was
created earlier of assets
>$100,000

2. Do one of the following:

a. Click New.
b. On the Query menu, select New Query.
The New Query dialog opens.

dNewQuery.tif 230 dpi

This image is
captured earlier

Note. If there is a predefined query similar to the one you

want to create, you may find it easier to duplicate the query
and then modify it, rather than create a new one.
3. Type a name and description for the new query.
4. Select a Field—Click in a wide Value column in the Field
row. Click the down arrow to drop-down a list of asset
fields. Select the field you want to use in the query.
5. Select a Math Operator—In the Criteria row, click in the
narrow Operator column immediately to the left of the
Value column where you selected the field. Click the down
arrow to expand the list of operators. Select the operator to
use in the query.
6. Enter the Criteria—Still in the Criteria row, click in the first
Value cell to the right of the operator you just selected.
Type the criteria, such as active, inactive, name of location

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::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

or department, etc. You cannot use wild cards in the crite-

ria. The application will only allow exact matches.
7. Enter the Next Criteria (Optional)—In the OR row, select
another operator and type in additional criteria. The appli-
cation selects only the assets matching one condition or the
other of the criteria entered on the rows. Each row is avail-
able for another “or” situation.
8. Enter Additional Conditions (Optional)—You can use
each pair of Operator and Value columns to enter
additional criteria. The application selects only the assets
matching both conditions of the criteria entered in the
columns.
9. Click OK to save the query and close the dialog.
QUERYING THE ASSET LIST
1. On the toolbar, click Assets. The Asset List opens.
2. Do one of the following:
a. On the Asset List, click Query.
b. On the Asset menu, select Asset List Query.
The Set Asset Query dialog opens.
3. Select the name of the query you want to apply.
4. If you want to open a new Asset List containing the results
of the query, select Create a New Asset List Window.
5. To apply the query and close the dialog, click OK.
The Asset List displays all assets meeting the query
criteria.
QUERYING A REPORT
1. On the toolbar, click Report. The Report List opens.
2. On the Report List, select the report for which you want to
apply a query.
3. Do one of the following:
a. Double-click the Name of the report.
b. Click Edit.
c. On the Report menu, select Edit Report.

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:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

The Edit Report Properties dialog opens.

4. On the Query tab, select the name of the query you want to
apply.
5. To apply the query and move to another tab without closing
the dialog, click Apply. To apply the query and close the
dialog, click OK.
When you print the report, the report will include only those
assets meeting the query criteria.

ASSET TYPES
Asset types are templates that allow you to quickly add assets
or build book data. They work in a way that is similar to a
company or report template. For each asset type, there is
considerable underlying information used to generate data as
you add assets. You can modify most of this underlying informa-
tion to meet your needs. The application lists the most common
types of assets. You may duplicate or modify these, or add as
many of your own as you need. We suggest you review the
asset types and make any necessary changes before adding
assets.
VIEWING ASSET TYPES—ASSET TYPE
LIST
The Asset Type List displays all existing asset types and
provides a way for you to edit, duplicate, or delete an existing
asset type, or create a new asset type.
On the toolbar, click Types. The Asset Type List opens.
wAsset
TypeLi
st.png
230 dpi

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::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

Note. The Tax books have additional columns for Gain/Loss

Treatment and for ADS Life.
To open the Edit Asset Type dialog, highlight the first asset
type and click Edit at the bottom of the Asset Type List.

dEditAsset
TypeAirplan
e.tif 180 dpi

ADDING AND EDITING ASSET TYPES

EDIT ASSET TYPE PROPERTIES WIZARD
To edit an item in the Edit Asset Type dialog (above), double-
click the row you want to edit. The first panel of the Edit Asset
Type Properties wizard opens, highlighting the first editable
item.
Make the necessary changes to the displayed information. To
change additional information, click Next. If you have
completed the necessary panels, click Finish.

Note. The Finish button is dimmed if the fact pattern you have
selected is invalid. To correct the fact pattern, click Back or
Next, make the necessary corrections, then click Finish.
ADDING ASSET TYPES
If you want to add a new asset type, open the Asset Type List
and click New at the bottom of the Asset Type List. (The new
asset type will use the default settings of the Unspecified

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:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

Personal asset type. You can then edit the new asset type’s
settings, as necessary.)
The New Asset Type dialog opens. Enter a name and descrip-
tion for the new asset type and change the type of book, if
needed. You can double-click on any listed data and edit it
through the Edit Asset Type Properties wizard.

dNewAssetTy
pe.tif 210 dpi

After reviewing the asset types, close the Edit Asset Type
dialog and the Asset Type List. You are now ready to enter
assets.

ASSET FIELDS
To open the Asset Field List, click Fields on the application’s
toolbar. Notice that the Asset Field List includes all the asset
fields (except the Gain/Loss Treatment field) included on the
Asset tab of the Asset Viewer.

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::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

wAssetFieldList.png 240 dpi <<DesktopPro only>>

The Asset Field List allows you to enter, review and change
the PickList and default value of the various asset fields, such
as Location, Cost Center, Department, etc., for each asset type.
Or you can change a field’s default value globally for all asset
types. You can add a new field, or edit, copy, or delete an asset
field from the Asset Field List.
Order lets you change the order in which these fields appear on
the Asset tab. Build allows you to automatically build PickLists
for the asset fields from values already in the company’s
database.
SELECTING FIELDS FOR THE ADD
ASSET WIZARD
To change which fields are presented on the Add Asset wizard,
click the field name in the Asset Field List, then click Edit or
double-click the field name. The General tab is presented. For
this example, double-click Location. The Edit Asset Field –
Location dialog opens:

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:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

dEditAssetFieldLocationGeneralTab.png 180 dpi

<<DesktopPro only>>

Use the Include in Add Asset Wizard check box to include a

field on, or remove a field from, the Add Asset wizard’s User
Selected Fields panel. (Some fields are always included in the
Add Asset Wizard. See the application’s online help.) On the
General tab you can also change the field description and
rename most fields.
<<DesktopPro only>> To include the field on the Transfer tab,
use the Designate as Transfer Field check box. Transfer fields
are used for transfers within the company (for example,
between departments or custodians). The value of Transfer
fields cannot be changed on the Asset tab, only on the Transfer
tab.
CHANGING ASSET FIELD PICKLISTS

Click the PickList tab.

dEditAssetFieldLocationPicklistTab.tif 180
dpi

Note that the PickList has already been built for the Location
field. When there’s a check in the Use PickList check box, you
can select from the items in the PickList for the field on the

65
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

Assets tab (and Transfers tab <<DesktopPro only>>) of the

Asset Viewer. To add another item to the PickList, enter the
new location in the New Entry box, then click Add. Using the
other controls on this tab, you can delete one or more items
from the PickList and make the PickList inaccessible for assets
on the Asset tab (and Transfers tab <<DesktopPro only>>)
and Queries.
CHANGING ASSET FIELD DEFAULTS

To change the default values of any

asset field, click the Defaults tab.

dEditAssetFieldLocationDefaults.png 180 dpi

You can change the defaults for all asset types or specific asset
types. After you enter a New Value (or select one from the
Change default value drop-down PickList, if you’ve created
one), click Apply to keep the default. You can change the
defaults as many times as you wish. The application applies
these defaults when you add new assets. Click OK to save your
changes and close the dialog.
CHANGING ASSET ID NUMBERING
You can change the Asset ID prefix, specify the next asset’s
starting number, and set the increment used for all assets. Go to
the Asset Field List, then double-click Asset ID in the Field
Name column.

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:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

dEditAssetFieldAssetID.tif 180 dpi

SETTING UP AUTOMATIC
UPDATES
Setting up the automatic Web Update feature ensures that
every time you start the application, you will have the latest
version of the software.
To set up the automatic Web Update feature, follow these
steps:
1. On the Tools menu, select Options. The System Options
dialog opens.
2. Select the Web Update tab.
3. Select Enable Web Update and Check for Update at
Startup.
4. Click OK to close the dialog.

Note. For more information on the Web Update feature, see

“Web Update” in the application’s online Help.

DATA SECURITY
<< Desktop and DesktopPro only>> You can limit access to a
company database or template by specifying the users that can
access the file and their passwords. Note that when we opened
the sample company earlier, we were not prompted for a User
ID because no security has been set up for that company.

67
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

To Add Security to a Company file:

1. On the File menu, select User Maintenance > Enable
Security. The Add User dialog opens:

dAddUser.png
180 dpi

Once you complete this dialog and click OK, user security
will be set up for the open file.

Before starting, make a list of the users that will have access to
the company file, and the passwords that you will be assigning
to them. For the purposes of this example, let’s enter User1 for
the ID of the new user, and password in the other two text
boxes.
To Allow Users Access to a Secure Company File:
1. On the Add User dialog, Enter the ID or the Name of the
New User. For this example enter User 1.
2. Enter the password for the new user. In this case, enter
password.
3. Confirm the password for the new user.

dAddUserWithUser.png

As you type the passwords, your entries are replaced with

asterisks. If the entries in the two password fields do not
match, the application prompts you to retype it.

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:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

Click OK. The application will ask if you want to add another
user. Click No. The application issues a message stating
that security has been enabled for the company.
When adding users to a secure file, be sure to note the User IDs
and passwords that you enter. The next time anyone tries to
open the file, they must enter this information in the Company
File Login dialog before they can access the company
database or template.
Since we do not want the sample file to stay secured, let’s
disable security for the sample company file.
To Remove Security from a Company File:
1. From the File menu, select User Maintenance.
2. Click Disable Security. The application issues a warning
that security is going to be disabled and then issues a
message that security has been disabled after user security
is disabled.

BACKING UP A COMPANY
As part of regular file maintenance, you can create a backup file
(or database) of a company or template (and of a consolidated
company <<DesktopPro only>>). First, close all companies
(from the File menu, select Close). Now, from the File menu,
select File Management. Then, from the submenu, select
Backup. The Backup Company File dialog opens.

dBackupCompanyFile3.tif 170 dpi

Click Browse to select the company you want to back up.

<< Desktopand DesktopPro only>> The application automat-
ically uses the file’s path and name to derive the backup file
name and location. A company file extension ends with .cdb,
and the backup file extension becomes .cbk. A consolidation
file ends with the extension .ccf but after it is backed up the

69
::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

consolidation file extension is the same as the company file.

The extension for a backup template is .tbk.
Click Backup to complete the backup. Use the Restore
command on the File Management submenu to restore the
backed up company. See the application’s online help.

CLOSING THE APPLICATION

When you leave the application, the company file or database
will close. To exit, click Close on the application’s window, or
select Exit from the File menu.

Note. Because the application saves each change immediately

after you make it, the application does not ask for verification
before closing.

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THIS PAGE IS INTENTIONALLY LEFT BLANK

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