Acquiring a fixed asset
When acquiring fixed assets, you need to be careful, because, in addition to the supplier's purchase invoice, there may be other invoices with costs related to the acquisition of the fixed asset, such as transport costs from another supplier. These must also be included in the purchase cost of the fixed asset.
Below is an example of acquiring a fixed asset in PANTHEON.
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CASE SUMMARY
Due to an increase in sales orders, the Head of Manufacturing at Tecta purchased a new machine to speed up manufacturing. Anne Accountant, an accountant at Tecta, received an invoice for the purchase of a new fixed asset, the Working machine1, from a local supplier, Extra Lux d.o.o. She records the acquisition of the fixed asset as follows:
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Creating a new receiving document
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Entering data into the receiving document header
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Entering item lines into the receiving document
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Checking the value of the receiving document
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Entering a fixed asset into the register
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Archiving fixed asset documents to the eDocumentation
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1. Creating a new receiving document
The person responsible enters the acquisition of the fixed asset into a receiving document in PANTHEON.
For this purpose, the menu Goods | Receiving | Document is opened.
In this case, the document type 1000 - Purchase - Materials warehouse is selected from the list of document types.
The toolbar button 
(Insert record) is clicked to create a new record.
In the document type selected for the purchase of a fixed asset, the person responsible can check the checkbox Fixed asset purchase in the tab Parameters of the Document types register.
It is recommended to check this checkbox, because this will allow the links between the purchase invoices and the fixed assets register to be created, but it is not mandatory.
In the next step, the person responsible starts entering the data in the document header.
2. Entering data into the receiving document header
The person responsible enters the supplier in the header of the document and fill in the other details on the receipt of the fixed asset.
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HINT
If you are working with a new supplier and have not yet entered it into the program, you will need to do so in the Subjects register. See the example of how to enter a new supplier in the chapter Entering a supplier.
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In this case, the fixed asset will be used by the Department: Manufacturing.
As the DHL delivery service delivered the fixed asset, the person responsible was given a packing slip to sign and received an invoice.
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The supplier may invoice the recipient for services rendered or goods sold in an electronic form using an eInvoice.
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In the field Deliver via, the person responsible selects a delivery method from the drop-down list. In this case, the option 6 - DHL is selected.
The packing slip number is copied to the field Packing slip.
The number of the invoice received is copied to the field Invoice.
The payment for the fixed asset purchase will be made by bank transfer, as selected by the person responsible in the field Pay. Meth..
In the field Clerk (i.e. person responsible), the person responsible for the purchase is selected.
The person responsible wants the entered invoice to be validated by the person responsible for the fixed asset purchase, which is why the option N - Not approved is selected in the field Status.
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The document Status settings can be accessed in the Document types register for receiving documents.
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The entry is confirmed by clicking the button 
(Post edit).
3. Entering item lines into the receiving document
When entering item lines into the fixed asset receiving document, it is essential that the person responsible completes the following fields:
- Warehouse
- Item
- Name
- Price in currency
- VAT
- Cost account
- Department
In this case, the person responsible selects Materials warehouse from the drop-down list of the field Warehouse. Then, the person responsible enters the item.
The person responsible enters the item into the empty field or clicks on the arrow to display the drop-down list and select the item Fixed asset, as shown in the image below.
The person responsible edits the Name of the fixed asset, which will be overwritten with the entered value when transferred to the Fixed assets register.
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In order to edit the Name of an entered item, the checkbox Allow changing item description must be checked in the Document types register for the selected receiving document type.
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In the field Quantity, a quantity value is entered, in this case 1 working machine.
In the field Price in currency, the net value from the invoice received is copied.
Selecting an item automatically populates the field VAT with the corresponding tax type.
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The tax type displayed in the field VAT can be defined in the section Accounting of the selected item in the Items register.
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Then, the cost account of the purchase is selected. In this case, the cost account 0400 - Equipment and spare parts measured at cost is selected in the field Cost account.
The field Department is populated automatically from the data on department entered in the receiving document header.
4. Checking the value of the receiving document
In the section Data on value of receiving, the person responsible can check the total value of the purchase, the value of the VAT and any discount.
The final acquisition value of the fixed asset in the field Amount due is checked, in this case 37.210 EUR.
Then, the VAT amount is checked in the field VAT, in this case 6.710 EUR.
5. Entering a fixed asset into the register
The person responsible can transfer the fixed asset to the Fixed assets register directly from the document.
This is done by clicking the toolbar button 
(Wizards) and selecting the option Transfer to fixed assets or by creating a new record in the Fixed assets register.
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6. Archiving fixed asset documents to the eDocumentation
When the fixed asset was received, the person responsible received the invoice, packing slip, technical documentation and warranty card.
All documentation is entered into the eDocumentation.
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For an example of how to enter the documentation into the eDocumentation, see the chapter Using eDocumentation.
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