Groupings

Maintain groups, branches and departments.

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The Groupings window allows you to create and maintain groups, branches and departments. These are used to categorise assets, and to help simplify reports.

To maintain groups, branches or departments select the appropriate tab.

Groups

The Groups tab allows you to view and maintain groups.

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You must always have at least one major group, and one minor group.

Groups are separated into major and minor groups, arranged into a tree. Each major group can hold any number of minor groups.

 The groups tree allows you to navigate the groups hierarchy. Clicking on a major group selects it and displays its details in the Details frame. You can also step through the tree with the arrow keys, which selects each item as you step onto it.

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Major groups are initially displayed in the tree as "closed." To view their contents, either double-click on their names or press the + key. You can also press - to collapse a major group. By pressing a letter key, you can also jump to the next open item in the tree starting with that letter.

When a major group is selected, the Details frame displays the following information:

Code
The group's code.
Description
The group's description.
Assets
The number of assets in the group.
Groups
The number of minor groups in the group.

When a minor group is selected, the following information is displayed instead:

Code
The group's code.
Description
The group's description.
Depn method
The default depreciation methods to be used when a new asset is created in this group.
Depn rate
The default depreciation rates to be used when a new asset is created in this group.
Assets
The number of assets in the group.
Parent
The minor group's parent group.

The buttons below the Details frame allow you to create and maintain groups.

To add a new major group click the Add major button. The Edit major group window will appear, allowing you to enter a description and code for the new group. The code is generated automatically from the description, but can be overridden if necessary.

To add a new minor group, select the major group it should be assigned to and click the Add minor button. The Edit minor group window will appear, allowing you to enter a description and code for a new group as with the major group window. You can also select default depreciation methods and rates for tax and accounting depreciation; these will be used for each asset created in the new group.

The Edit button allows you to modify the details for either type of group. The appropriate window will be opened, and the details can be changed as necessary.

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If a group is renamed, all assets in that group will be automatically updated with the new name.

The Delete button can be used to remove an empty group. If a group has assets allocated to it, they must be reassigned to a different group (using the Enter transactions window) before the group can be deleted. The Assets field in the Details frame allows you to check if any assets remain.

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To locate a minor group's assets, open the Enter transactions window and select the major group in the Groupings. Clicking on the Minor group column in the list will sort the assets by minor group, allowing you to quickly find assets in any particular minor group.

Branches

The Branches tab allows you to view and maintain branches.

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You must have at least one branch.

The branches list allows you to view all of your branches, showing each branch's code and description. Clicking on a branch selects it and displays its details in the Details frame:

Code
The branch's code.
Description
The branch's description.
Assets
The number of assets in the branch.

The buttons below the Details frame allow you to create and maintain branches.

To add a new branch click the Add button. The Edit branch window will appear, allowing you to enter a description and code for the new branch. The code is generated automatically from the description, but can be overridden if necessary.

To edit a branch click the Edit button. The Edit branch window will again open, allowing you to change details as necessary.

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If a branch is renamed, all assets in that branch will be automatically updated with the new name.

The Delete button can be used to remove an empty branch. If a branch has assets allocated to it, they must be reassigned to a different branch (using the Enter transactions window) before the branch can be deleted.

Departments

The Departments tab allows you to view and maintain departments.

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You must have at least one department.

The departments list allows you to view all of your departments, showing each department's code and description. Clicking on a department selects it and displays its details in the Details frame:

Code
The department's code.
Description
The department's description.
Assets
The number of assets in the department.

The buttons below the Details frame allow you to create and maintain departments.

To add a new department click the Add button. The Edit department window will appear, allowing you to enter a description and code for the new department. The code is generated automatically from the description, but can be overridden if necessary.

To edit a department click the Edit button. The Edit department window will again open, allowing you to change details as necessary.

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If a department is renamed, all assets in that department will be automatically updated with the new name.

The Delete button can be used to remove an empty department. If a department has assets allocated to it, they must be reassigned to a different department (using the Enter transactions window) before the department can be deleted.


See also
Asset groups
Administration menu