Fixed Asset AAI

Applies to:

Purpose

Overview

Many JD Edwards EnterpriseOne programs need information about the account structure and specific account values to process business transactions properly. You define the account structure and specific account values using AAIs. The system stores the AAI values that you define for the company in the Automatic Accounting Instructions Master table (F0012). Whenever a program performs an accounting function, it accesses this table. Make sure that the object accounts are either 4 or 5 digits but not both. If there is left over demo data that doesn't fit into your structure make sure and remove it. Object accounts like 2310 are seen as object account 23100 when the system is setup to use a 5 digit object.

Some of the fixed assets AAIs can be set up as specific to the company, based on ranges of account numbers. The system includes predefined ranges. You must specify the business unit, object, and subsidiary accounts for the ranges as necessary.

The system uses single AAI values to find individual accounts and AAI ranges to find account ranges. When you set up AAI ranges, note that:

• Set up a maximum of 49 account ranges for a single company.
• The maximum number of account ranges that you can set up for all of the companies combined is 200.
• Do not skip AAI ranges.

For example, do not set up FX range 01-02 and FX range 05-06, and leave FX range 03-04 blank for later use. If the system searches the AAIs for an account and finds a gap in a range, it stops searching.

• Set up the AAI ranges consecutively, but the object accounts do not need to be in numerical order.

Set up these AAI ranges for the JD Edwards EnterpriseOne Fixed Assets system:

Scope

Automatic Accounting Instructions (AAIs) are set up on the Fixed Asset System Setup menu (G1241). Fixed Asset AAIs must be set up before asset masters are added or any other fixed asset transactions are processed. This document discusses each fixed asset AAI and the correct setup.

Details

FX AAIs

The system uses the FX range of accounts to determine which journal entries in the general ledger can be posted to fixed assets. You must specify all fixed asset accounts within the FX range of accounts. For example:

When you set up the FX range of AAIs, you must use these guidelines:

• Define up to 49 FX ranges per company, starting with FX01-FX02 and ending with FX97-FX98 for each company.
• Use even numbers for ending ranges, such as FX02 and FX98.
• Set up company-specific FX ranges, or use the default company 00000 to set up the FX range for all of the companies at one time.

If you set up a company-specific FX range for one company, you must set up the FX ranges (starting with FX01-FX02) for all companies.

• Specify an object account for each FX range.
• Include subsidiary accounts as needed.

Subsidiary accounts are optional. If you want to include all subsidiaries in the FX range, include .99999999 in the ending range. For example, if you use subsidiary accounts, you might have a range of accounts that includes accounts 3000-4000.99999999. Then, if you add other subsidiaries to the chart of accounts at a later time, you do not have to change the AAIs.

If the chart of accounts has the asset cost accounts intermingled with the accumulated depreciation accounts, for example asset cost object account 2030 and then accumulated depreciation account 2130, then the FX AAIs can be set up so that the first FX AAI range will specify the first asset cost account (i.e. FX01 = 2030 and FX02 = 2030) and the second FX AAI range will specify the accumulated depreciation account range (i.e. FX03 = 2130 and FX04 = 2130).

Accounts used in the Disposal Account Rules, P12141, must be included in the FX AAI account ranges.

Note: Fixed Asset accounts MUST be included in an FX AAI account range to be visible on the P12102 - Revise Unposted Entries and to be eligible for posting to fixed assets. If a fixed asset journal entry has been posted to the general ledger and it is not showing up on the P12102 to post to fixed assets, check the FX AAI account ranges to make sure that the account numbers used in the journal entry are included in an FX AAI account range.

Programs like the P0411 -Standard Voucher Entry-Enter Voucher, then Standard Voucher Entry-GL Distribution can be used to insert the asset number into the F0911 record. Once the asset # is entered and the account is in the FX AAI range the system can post it to the F1202 file. The field that needs to be populated is the Asset ID field (ASID).

FA AAIs

The system uses the FA range to identify which asset cost accounts allow the system to create necessary asset master records when you run a post to fixed assets. If you post a transaction with a cost account in the FA range for an asset, and you do not identify an asset with the transaction, the fixed asset post program automatically creates a master record for the unidentified asset.

Note: If asset masters are to be created automatically using the FA AAI's, then the R12800 - Post GL Entries to Fixed Assets, post program MUST be used. The P12102 - Revise Unposted Entries program will not automatically create asset masters.

The system creates master records by using the default information that is specified for accounts and depreciation. The description of the asset is derived from these sources:

• Line 1 - Explanation 1 from the Account Ledger table (F0911).
• Line 2 - Explanation 2 from the Account Ledger table (F0911).
• Line 3 - Account Description from the Account Master table (F0901).

When you set up the FA range of AAIs, you must use these guidelines:

• Define up to 49 FA ranges, starting with FA01-FA02 and ending with FA97-FA98 for each company.
• Define only asset cost accounts for this AAI range.
• Set up Depreciation Rules for the asset cost account.

The system uses the default values on the Depreciation Information form to create asset master records.

• Set up company-specific FA ranges, or use the default company 00000 to set up the FA range for all of the companies at one time.

If you set up a company-specific FA range for one company, you must set up the FA ranges (starting with FA01-FA02) for all companies.

FC AAIs

The system uses the FC range in the AAIs to determine which account ranges are reserved for asset cost accounts.

When you set up the FC range of AAIs, you must use these guidelines:

• Define up to 49 FC ranges.
• Define account ranges for all asset cost accounts.
• Set up FC account ranges for company 00000 only.

The FC range is not company specific.

Enter a cost account where the object/subsidiary part of the account falls within the 'FC' item AAI range of accounts and/or enter an accumulated depreciation account where the object/subsidiary part of the account falls within the 'FD' item AAI range of accounts. This applies to the default accounts when adding a new asset as well. Not doing so will result in Error: 1116 - Object Account Invalid or Account is not in the Range of AAI FC & FD.

FD AAIs

The system uses the FD range in the AAIs to determine which account ranges are reserved for accumulated depreciation accounts.

When you set up the FD range of AAIs, you must apply these rules:

• Define up to 49 FD ranges.
• Define account ranges for all accumulated depreciation accounts.
• Set up FD account ranges for company 00000 only.

The FD range is not company specific.

AT AAIs

The system uses the AT AAIs to determine which general ledger accounts are included in the summary lines on the Cost Summary program (P122101) and the descriptions used to identify those summary lines. The Description Line 1 field is used for the description on the Cost Summary. Use AT01-AT99 to specify the total accounts and descriptions that the system displays for each total on the Work with Cost Summary form. Use AT00 to define the account in which to store statistical information for hours. The AT range of AAIs is optional.

For example, you might specify that the balance sheet accounts are in account range 1000-3999, and the income and expense accounts are in account range 4000-8999. You could set up the AT AAIs as follows:

The system automatically creates a grand total on the Work with Cost Summary form. You do not need to specify an interim total for the Cost Summary grand total.

Using the AT AAIs is optional. If you set up the AT AAIs, you must apply these rules:

• Define interim totals between AT01-AT99.
• Use AT00 to define the account number that stores statistical information, such as hours or miles.

Important! Review the Processing Options and the Additional Selections Tab on the Cost Summary program (P122101) if the totals are not displaying the information correctly. If the subsidiary is not being used click on the "Additional Selections" tab of the P12201 and change the selection to Object: Total by Account (Object).

On the Additional Selections Tab of Cost Summary (P122101) the system can be displayed in different ways. When Unit/Unit Cost equal to a N and Detail/Summary equal to D the system can not sort and total by the Total by Code (Subsidiary) since the AT AAIs are by objects and not by subsidiary. It does not make sense to sort by subsidiary. It only works with the Total by Account (Object) as the AT AAIS are by objects and not by subsidiary.

AAIs for User-Defined Depreciation

If you set up user-defined depreciation for the assets, you must set up these AAIs:

• SDA AAI
• SDE AAI
• DSxxx AAI
• DSA AAI

The system uses the SDA AAI to determine which account to use as the secondary accumulated depreciation account.

The system uses the SDE AAIs to determine which accounts to use as the secondary and tertiary depreciation expense accounts. In general, you set up the SDE AAIs as follows:

If the error message Subsidiary Account "SECOND" or "UPDATE" is too long (Error ID 043F) go into the SDA AAI and change the subsidiary to SDA, and the SDE1 AAI subsidiary to SDE, and the SDE2 to TER. Then ask the IT Department, or someone who has access and knows how to clear cache to clear cache. Below are some general steps on how to accomplish this task.

Have the IT department clear cache, then sign back onto the customer and run the R12920-Balance Character Code Update. This could take awhile.

Clearing HTML Cache

1. Sign in to the Server Manager
2. Select the appropriate EnterpriseOne HTML Server link
3. Under the section Runtime Metrics on the left-hand side, select: JDBj Database Caches
4. Select all option, then deselect Serialized Objects, and press the Clear Cache button

Table cache
1. Sign in to the Server Manager
2. Select the appropriate EnterpriseOne Enterprise Server option for the correct enterprise server
3. In the top-left hand corner, select the link Table Cache
4. Input the appropriate table and environment name and press the Clear Table Cache button

The system uses the DSxxx AAIs (where xxx is the depreciation category code that you specify on Fixed Asset Constants) to determine which accounts to use for depreciation statistical amounts. You must specify accounts for these DSxxx AAIs:

The system uses the DSA AAIs to distinguish the Inception to Date asset balance for the ledger type that is specified in the AAI from either the Asset Account Balances File table (F1202) or the Account Balances table (F0902).

FR1 - FR3 AAIs

If you compute revaluation for the assets, you must set up the FRxxx AAIs.

The system uses the FRxxx AAIs (where xxx is the revaluation code that you specify on Revaluation Index) to determine which accounts to use for revaluation offset amounts. You must specify accounts for these FRxxx AAIs:

The revaluation program calculates revaluation amount and adjustment on an account-by-account basis, based on the nature of the account. The revaluation program calculates the adjustment for all of the cost accounts, accounts that have a balance character code of 1, and adds the adjustment amount for the cost accounts. Create the entry to adjust the cost account with the offsetting entry to go to the account that is specified in the AAI for item FR1xxx. Accumulated depreciation accounts, accounts that have a balance character code of 2 and 3, are handled in a similar manner with the current year adjustment calculated separately from the beginning balance adjustment. Accumulated depreciation accounts are offset to two separate accounts as specified by the AAIs for FR2xxx; the current year portion; and for FR3xxx, the prior year portion.

If you direct the revaluation program to use the inception-to-date method, the adjustment for each AAI is calculated by year. Within each year, the adjustment is calculated for the year-to-date activity for these three account types:

• Cost
• Accumulated depreciation
• Secondary accumulated deprecation

Amounts for prior year accumulated depreciation are added together to update AAI FR3xxx, the prior year account. The current year portion updates AAI FR2xxx, the current year offset account.

The secondary accumulated depreciation account uses the same business unit and object accounts as AAIs FR2xxx and FR3xxx, along with the SDA AAI subsidiary value.

AAIs FR1xxx and FR2xxx are required. If FR3xxx is not set up, the system uses FR2xxx. The xxx corresponds to the Revaluation Code UDC (12/RI) values. A different set of offset accounts can be defined for each index. You can set up FR1, FR2, and FR3 as defaults. For AAIs FR1, FR2, and FR3, the Object field is a required field. If the Business Unit field is empty, the offset uses the Responsible Business Unit from the Asset Master table (F1201). The offset accounts are updated with Balance Character Codes of A, B, and C.