Overview


The Fixed Assets Module allows you to create and track each of your Fixed Assets in R365.  Automatic Depreciation can then be performed based on the Asset Classes, and Categories that you set and maintain.  This Overview will provide you with instructions on how to grant your Users access to the Fixed Asset Module.  Navigation and Training articles are also included.  If Fixed Assets is not available in your module selector, please contact your R365 Sales Rep, or R365 Support to enable the Fixed Assets module.

 

Security


Users with the security role of 'Accounting Manager' will have full access to Fixed Assets and all of its functions.  Users with the 'Accounting Clerk' role will have access to the majority of functions within the Fixed Assets Module, but will not be able to post Depreciation

  

For Non-Accounting Managers/Clerks, the Primary Security Role 'Fixed Asset Manager' can be assigned to grant access to only the Fixed Asset Module.  Users with this role will only see the 'Fixed Assets' subsection in the Accounting Module and will not have access to other lists and functions within the Accounting Module.


  • Note: Users will need access to each Location that will be used for Asset management.  An Asset Manager will not be able to assign an Asset to a Location that He or She does not have access to.  Click here for more information on User Security Roles and Location Access

 

Navigation


The Fixed Asset Module is accessible in three separate places in Restaurant365:


1) The 'Accounting' Module - as a separate sub-section in-between the 'Accounts Receivable' and 'Administration' sub-sections


 

2) The 'Fixed Assets' sub-menu - under the 'Account' menu in the top ribbon


 

3) The 'Fixed Assets' section of the Setup Assistant - used for Module Setup and Asset Creation


 

Getting Started


When the Fixed Asset Module is first enabled, the Asset Manager should begin in the R365 Setup Assistant.  The logical flow in the Setup Assistant will aid the Asset Manager in completing each Fixed Asset setup step, as well as any required prerequisites before entering or importing Asset records.


 

After initial setup, as new Assets, Classes, or Categories are added, you can utilize the Setup Assistant, or the 'Fixed Assets' menu to create new records.  Refer to the following articles for specific information about each Fixed Asset Module record type.

 

Asset Classes


Asset Classes are required and act as Asset templates when you import or manually create Assets.  An Asset can only have one Asset Class.  Click here for training on Asset Classes


Asset Categories


Asset Categories allow you to create an additional reporting level for your Assets.  Categories are User-defined and allow you to group different Assets into specific categories for reporting purposes.  Assets can have multiple Asset Categories.  Click here for training on Asset Categories


Assets


Your Assets are the key record in the Fixed Assets Module.  Assets can exist with several different statuses, including:

  • Draft
  • Construction in Progress (CIP)
  • Non-Depreciating Assets (Active)
  • Placed In Service (Active)
  • Fully Depreciated (Active Fully Depreciated)
  • Retired

Click the following links for documentation on:


Asset Tag Printout


Through the Asset Tag Printout report, you can generate a printout that can be used with standard address labels to physically tag your Assets.  Click here for training on Asset Tag Printout


Potential Assets


On each Asset Class, you can assign a 'Potential Asset Trigger' Account.  Any time an AP Invoice or Journal Entry includes transaction details recorded on the designated Account, the transaction will be filtered into the 'Potential Assets' list where your Asset Manager can review and classify each transaction.  Click here for training on the Potential Assets


Fixed Asset Reporting


Several Asset Reports have been created for the Fixed Asset Module.  Click here for more information about Fixed Asset Reporting


Asset Depreciation: Reviewing & Posting Depreciation


The Fixed Asset Module will automatically calculate Depreciation for all of your Depreciating Fixed Assets for the duration of their useful lives.  Before the close of each Period, your Fixed Asset Manager can use the Fixed Asset Depreciation review screen to preview the Depreciation that will post for each active Asset for the Period.  When everything has been reviewed, the Fixed Asset Manager can post the Depreciation with a single click.  Click here for training on the Depreciation Form