American Data Group
Fixed Assets Features
Asset Master
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Extensive Asset Search & Print
Asset Duplication Routine
Asset Information includes:
 Department ownership
 Primary and Sub Location values (ex. building and office)
 Custodian responsible
 Condition – Excellent, Good, Poor
 Type (ex. Building, land, computer, vehicle)
 Insurance Value, Insurance Cost
 Maintenance and Replacement Cost
 Purchase Data: Vendor, Invoice, PO, Check#,
 Acquisition information: date, method, new/used
 Disposition information: date, method, costs, receiver, amount received
 Manufacturer, Model, Year, Serial#, License
 Functional Use Codes (ex. Fire, Police, Utility)
 Asset warranties
 Unlimited notes with attachments
 Audit History of any information changed by whom and date
 Components for tracking additional items added and removed from an asset
 Work Order Costs: Interface with Global Work Order System
 Preventative Maintenance Enables – allows PM to edit and post costs to
Depreciation Information:
 Multiple schedules or sources of funding, each with its own cost basis; salvage
value; useful life; ytd depreciation; ltd depreciation; and g/l account for control,
accumulated depreciation, and depreciation expense
 Schedules may be depreciating or non-depreciating
 Depreciation may be run monthly or annually
 Depreciation is based on un-depreciated balance and months of life remaining
 Interface to Fund Accounting System for Journal Entries in summary or detail by
G/L Account Number
 Audit History of each depreciation calculation
Transfer/Disposition Request Menu
 Allows end users to enter requests for asset transfers or disposition
 Upon approval, asset information is updated
 Report of assets awaiting Asset Manager Approval
 Notes auto created from changes to Dept/Location/Custodian
American Data Group Inc
1
Software Above the Rest
Expense File
 Posts Expenses Date and G/L Account balance to the financial system
Auditing Functions
 Track date, operator, location and status of last audit
 Import ASCII file (created by Bar Code Scanner)
 Mass post asset audits by group (custodian, department, or location)
 Audit Status Report
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Sundry Items – allows departments to track their own information without effecting
Fixed Assets reporting
Components Inquiry – Search Components for information
Create Projects – attach work orders and expenses to a project
Reports:
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Acquisitions for a date range by department and acquisition method
Dispositions for a date range by department and disposition method
Department Report
Assets by Type Report
Replacement Projection Report
Asset Valuation by G/L#
Components Listing
Purchases Report by Date Range and G/L#
Audit Status Report
Loan Calculation and Amortization Program
Warranty Expiration Report
Function/Department Report
Housekeeping:
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Mass change Asset Values for a Department, Location, or Custodian
 Change custodians
 Apply percentage change to Maintenance, Insurance or Replacement costs
 Auto create note of changes applied
Codes Master Change or Merge: Types, Departments, Locations, Custodians
Purge disposed of assets
Mass dispose of assets by department
Mass change assets to sundry items
American Data Group Inc
2
Software Above the Rest
American Data Group
Preventative Maintenance
Additional Asset Information:
 Passenger capacity
 Fuel capacity
 Billing Department
 Odometer Reading
 Track expenses based on work orders
 Track warranties on the asset and/or parts
Service Plans
 Create unlimited number of plans
 Plan types for like equipment or responsible groups
 Set allowable plan variance to maintenance scheduling
 Unlimited service levels per plan controlled by time (weeks, days, or months) or
odometer reading and identifies specific work code to be completed
 A service level may force another service level to also be included
Work Code Master
 Allow for an unlimited number line times. Line items include a description of the
work, an estimated quantity, unit price, and if selected as a part, may be identified
as of for a function identify as many lines of tasks to perform
Scheduling
 Create a schedule based on plan type and date
 Schedule lists assets requiring preventative maintenance
 Managers may override the schedule by removing assets or change plan tasks that
should be completed
 Print work orders for assets scheduled listing tasks to be completed
Asset Expense History
 creates a Work Order to track labor and parts costs
 Work Order interfaces with Global Work Order System
 identify mechanic or repair shop to expenses
 identify odometer reading and repair type
 identify type of repair
 create records to track fuel usage and downtime
 import fuel costs from a 3rd party appl (GasBoy, TMG, Fuel Master, Phoenix)
American Data Group Inc
3
Software Above the Rest
Trips and Drivers
 Record vehicle trips: reason, destination, driver, mileage
 Reserve vehicles for a trip
Rental, Repair and Maintenance Billing
 Bill departments for vehicle rental
 Bill departments for equipment maintenance and costs
Reports:
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Service Plan Master Listing
Work Codes/Functions Listings
Fuel and Service History
Mileage and Costs by Date Range
Work Order Status
Warranty Expiration Report
Daily Transaction Report
Monthly Vehicle Mileage Recap
Yearly Vehicle Mileage Recap
Driver Overtime Report
Trips and Purposes Report
Inventory Issuance Recap
YTD Billing Summary
Service Summary
Components Inquiry
Housekeeping:
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Purge History
Purge Trips
Purge Vehicle Requests
Odometer Year End Set
American Data Group Inc
4
Software Above the Rest