Gray-Notes Software

Assets - Keep detailed record of each asset: code, description, asset number, in use, serial number, reference, category, type, department, location, assigned to, supplier, invoice number, invoice date, brand, model, colour, acquisition date, quantity, total cost, opening depreciation, accumulated depreciation, book value, residual value, market value, depreciation method, service life, production units, depreciation rate.

Composite Assets - This feature allows you to identity assets which are grouped together and used as one piece of equipment. For example, you might record a computer system as a composite asset, comprised of a CPU, a monitor and a printer, each of which is listed as a regular asset with its own number, depreciation schedule and other information.

Depreciation - Calculate depreciation on a monthly basis for all assets. Figures can be displayed and reviewed before depreciation is posted.

Accounts - By setting up the account numbers relating to assets and depreciation as used in your General Ledger software, the program will be able to export accounting entries.

Asset Categories - Used to group assets by category and to set defaults for depreciation method, service life, production units and depreciation rate. Each category has four accounts for asset, asset clearing, depreciation and accumulated depreciation.

Asset Types - Used to group assets in a user-defined manner which is independent of the asset category. This is useful for reporting purposes.

Brands - Used to identity assets by brand or manufacturer. For example, a company with several different types of vehicles might identity Toyota as a brand, though their Toyota vehicles could belong to more than one category of assets, such as cars, trucks, forklifts, etc. Such a company might also have Mitsubishi cars which share the same category as Toyota cars but belong to a different brand.

Departments - A subgroup within a company. Used to identify either the department responsible for each asset or the physical location of each asset. How to define and configure your departments (and locations) is purely a matter of preference for each customer. You may decide to set up departments within each location, or you may decide to set up locations within each department.

Disposal Methods - Assets may be disposed of using a variety of methods. These are codes used to identify and track the various ways in which assets go out of service. For example, written off, obsolete, damaged, lost, stolen.

Locations - A physical place. Used to identify either the physical location of each asset or the department responsible for each asset. How to define and configure your locations (and departments) is purely a matter of preference for each customer. You may decide to set up locations within each department or you may decide to set up departments within each location.

Supplier Categories - Used to group suppliers.

Suppliers - Used to record the suppliers of assets. Name, address, contact, telephone, fax, email, category.

Disposals - Used to remove assets from service and record the disposal method. Disposals may be either full or partial. Disposal proceeds are also recorded, which allows the gain/loss on disposal to be displayed at the same time.

Revaluations - Used to adjust the quantity, cost and accumulated depreciation of existing assets.

Stocktaking - Used to adjust asset quantities following an inventory check. You have the option to revalue asset costs or adjust asset quantities only.