Roll Over Capital Assets

The Rollover Capital Assets command is part of the AptaFund FYE Rollover Process. Do not attempt to use this command without being familiar with this process. Refer to the AptaFund FYE User Guide for instructions. The latest version is in Team Support > Knowledge Base > AptaFund 4.1 Documents > Rollover > Fiscal Year End User Guide.

Refer to the Fiscal Year End Rollover Checklist for the order in which to perform the rollover functions.

About rolling over capital assets

Capital Assets are generally non-cycle specific. However, the General Ledger transactions that can be made from these items are cycle-specific.  As a result, it is necessary to roll the Capital Assets cycle into the next fiscal year.

The Capital Assets module has its own cycle, meaning it can be rolled at a completely different time than the rest of the items in AptaFund.  This task does not need to be performed at the same time as the rest of the fiscal year end rollover.

Before you begin

• The new accounting cycle must exist.  

• Verify the Capital Assets configuration values. If the accounting structure changes, you may need to change settings that contain element values.

• Run depreciation in the old accounting cycle the number of times set in Depreciation Frequency before the rollover. If the system is set to run depreciation four times a year, this action must be performed before beginning the rollover.

• Ensure that the chart of accounts has been rolled over to the new cycle since the last time any changes were made to it or to any element values. The account mapping must be current.

Rollover exceptions

Dates: You can enter new asset items for the new accounting cycle while still in the old accounting cycle; just ensure that the In Service Date falls outside of the old accounting cycle’s date range so that AptaFund will not try to depreciate those items and prevent the rollover. AptaFund will generate an exceptions list that shows asset items in the old accounting cycle that are in the New state and have a In Service Date falling within the old accounting cycle. The rollover won't continue until those dates are moved into to the new accounting cycle.

Account codes: When AptaFund is mapping the account codes from the old accounting cycle to the new accounting cycle, the system will generate an exceptions list for any non-existent account codes. You can print the list so you can update the mapping if necessary, and a new mapping can be created in Account Mapping to include these accounts in the rollover. You can then run the Rollover Capital Assets process again.

Roll over capital assets

1. In the old cycle, select Capital Assets Configuration from the Capital Assets or Administration menu. The window opens with the General tab displayed.

2. Click Rollover Capital Assets, and the Rollover Capital Assets popup opens.

3. Select the new Accounting Cycle, and click OK.

• If there are no exceptions, the process will run, and the Result window will open displaying successes and failures. Click Close when you're finished reviewing the results.

• If the process fails or there are exceptions, correct the issues and run the process again.

4. Verify the configuration values after the rollover to ensure settings are correct.

Return to Asset Management Overview

Return to Fiscal Year End Rollover Checklist