Entering your data shouldn’t be complicated or confusing, nor should it require you to constantly refer to the documentation to determine what data goes in what field.  Asset Keeper’s data entry screen, referred to as the Add / Edit screen, is specifically designed to make entering your asset data fast and error free.  Using informative messaging, if there is anything you need to be concerned about while entering your data, Asset Keeper will provide you with information regarding the data being entered. 

There are lookups for all fields that require specific text entry, such as, the depreciation method, life, and convention fields.  These fields only accept codes that identify the type of depreciation you want calculated.  Although the codes are intuitive, (MA200 is the depreciation code for MACRS 200%, HY is the convention for half-year), the lookup for these fields provides a complete list of the codes and a description of what each code represents.  There is a special depreciation life lookup tool that will provide you with a list of asset types and the depreciation life that should be assigned to them.  You’re never left wondering, “What do I enter here?”

The data entry screen is composed of a multi-tabbed screen that consists of a General tab and a tab for each method that you are maintaining.  The following screen shot is for a data file that has 2 depreciation methods, Federal and Book.  The General tab is selected.

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This screen shot shows the fields on the Federal methods page.  All methods pages have the same fields on them.

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Error messages in Asset Keeper are designed to be informative and helpful.  Here is a screen shot of a message displayed when entering an incorrect life for the depreciation method selected.

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The following screen shot shows the lookup screen for the Asset A/C#.  Similar screens are available for looking up the four user-designed Sort Code fields, Expense A/C#, and Accumulated Depreciation A/C#, and the two user-defined fields.

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You can also add pictures of your assets for easy identification.  The following screen shows the reference to the picture file and a preview of the picture itself.

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An Asset Listing is accessible from the Add / Edit screen that allows you to quickly locate and select assets for editing.  In addition, you can filter the assets displayed and lock them so that only the assets included in the listing will be accessible when navigating in the Add / Edit screen.  This is very useful when you just want to view assets that have been disposed or new acquisitions.  The following is a screen shot of the Asset Listing.

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The following list contains some of the other features available when adding or editing your assets.

• Two description fields (50 characters each) are provided so you can enter identifying information for your assets.
   
• An unlimited length memo field can be used to enter notes or maintenance information about your assets.
   
• Four user-defined sort codes can be used to group assets on reports by department, location, property type, etc.  On-screen prompts can be changed for these fields.
   
• Two user-defined fields (35 characters each) can be used to enter information such as VIN’s, warranty numbers, model numbers, vendor purchased from, or any other asset data that you want to associate with the asset.  On-screen prompts can be changed for these fields.
   
• Four quick select Group checkboxes are provided to identify assets that belong to specific groups.  These are very handy if you want to identify assets that either belong or don’t belong to a specific group.  For example, if you wanted to print assets that you want to closely review at the end of each year, you could use one of the Group checkbox for this purpose.  On-screen prompts can be changed for these fields.
   
• A duplicate option will duplicate the information entered for the last asset entered.  This is very convenient when entering similar assets.
   
• There is an option to split an asset into multiple assets (up to 5) of equal or unequal parts.
   
• A valuation field is provided so you can enter the fair market value of each asset and print this on the included Asset Valuation Report showing comparisons of valuation, cost, and net book value.
   
• An alternate value for personal property returns can be entered.  This value can be used, instead of cost, when printing any of the included personal property reports.
   
• When entering older assets that do not have a beginning accumulated depreciation amount, Asset Keeper can calculate and save it during the data entry process.
   
• A transfer field is provided so that you can allocate annual depreciation to various departments or cost centers on the included Monthly Depreciation Reports.
   
• You can override annual or monthly depreciation allocations.
   
• You can dispose of the entire asset or just a portion of the asset (partial disposal).
   
• You can print all the data, including the picture and notes, entered for an asset from the Add / Edit screen for reference or data entry review.
   
• You can enter auto mileage data that must be printed on the IRS Form 4562.
   
• You can exclude disposed assets from printing on the IRS Form 4797 in those cases where the information must be provided in a different report format, such as for some partnerships.