Unit Accounting

The Unit Accounting frame allows you to record general accounting information, capitalized costs, depreciation, replacement, and lease data.

General

The General tab displays and stores general accounting information about the unit such as purchase order, purchase price, billing code, unit notes, and off road use.

Purchase Order – Read-only, purchase order number used to purchase the unit. Must be a valid purchase order in M5 created using the Unit Purchase Order frame or entered on the Unit Main frame.
Purchase Vendor No. – The vendor the unit was purchased from. Must be a valid vendor on the Vendor Main frame that was assigned to the purchase order.
Billing Code – Read-only, displays the current effective billing code. See Billing Codes frame.
Replaces Unit – If the Unit Request process was used and this unit replaced another unit in the fleet, that unit number will display here in a read-only format.
Unit Billing Account – Direct Account Number, can be used to override billing to Using/Owning department if set to do so on Billing Item Source frame.
Asset Number – A number that identifies the unit and can come from a separate asset accounting system.
Revenue Flag – If set to Y, the operational status cannot be entered for the unit. If N, the operational status can be entered. This field is used in conjunction with the Unit Availability module.
Requisition Number – Read-only, requisition number used to request the purchase of the unit. Must be created using the Unit Purchase Requisition frame or entered on the Unit Main frame.
Ownership – Unit can be Owned, Leased, Rented, Customer Owned, Customer Leased, Customer Other, Independent Contractor, Foreign Carrier, Capital Lease, Other, or MISC.
Off-Road Use % – This value can be changed but it is pulled over from the value entered on Tech Spec Main for the Tech Spec assigned to the unit.
W.O. Cost Limit – This value can be changed but it is pulled over from the value entered on Tech Spec Main for the Tech Spec assigned to the unit.
Unit Notes – Unit notes will display here and can be edited.

Capitalized Cost

The Capitalized Cost tab displays data related to the purchase price of the unit, associated capitalized costs are entered or displayed here.

Purchase Price – If a Unit Purchase Order exists for the unit, this value will be pulled from there. If one does not exist, a Purchase Price can be entered.
Acquisition Prep – The amount it costs to prepare the unit for service. Dollar amount can be manually entered here or it will pull from any work orders for the unit with the appropriate Job Reason designation.
Accessory Cost – Manually entered dollar amount for the cost of any options that were purchase for the unit.
LTD Capital Adjustments – Life to date capital adjustment charges can be entered here or they are accumulated from Job Reasons with the appropriate designation over the life of the unit.
Total Purchase Price – Read-only, total value of the Purchase Price and Purchase CCO fields.
Purchase CCO – The Purchase Order Change dollars from the Purchase Requisition.
Prep for Service WOs – The preparation costs for getting the unit ready for service. This dollar amount is calculated using prep for service Job Reason on a work order.
Accessory WOs – The accessory work order costs are displayed in this field. The costs are calculated using an accessory Job Reason on a work order.
LTD Capital Adjustments WOs – The life to date capital costs for the unit. The costs are calculated using a capitalization job visit reason on a work order.
Total Capitalized Costs – Total dollar amount of all capitalized costs.

Depreciation

The Depreciation tab displays depreciation information and values for the unit. Parameters used in calculating depreciation are displayed and/or entered here.

Depreciation Information:

Depreciation Type – The type will default from the Category Code assigned to the unit’s Tech Spec. The choices are ‘Straight Line’ and ‘None’.
Depreciation Account – Direct Account Number, can be used to override billing for depreciation charges to Using/Owning department if set to do so on Billing Item Source frame.
Depreciation Account Description – Read-only, will automatically populate based on the Direct Account Code entered in the Depreciation Account field.
Capitalized Cost – Total capitalized cost, carried over the Capitalization tab.
Depreciation Term – Carried over from the Category Code assigned to the unit’s Tech Spec. It represents the length of time (in months) in which the unit will fully depreciate.
LTD Depreciation – The life to date depreciation costs for the unit.
Periods Depreciated – The number of periods over which the unit has depreciated up to this point.
LTD Depreciation Adj. – Life to date depreciation adjustments (credits or debits).
Computed Salvage % – Carried over from the Category Code assigned to the unit’s Tech Spec. This field will depend on the value of System Flag 5062, if this flag is set to ‘Y’, the user will be able to edit this field and the Expected Salvage Value will be read-only.
Expected Salvage Value – This field will also depend on the value of System Flag 5062, if this flag is set to ‘N’, the user will be able to update this field and the Computed Salvage % field will be read-only.
Book Value – The calculated book value of the unit which is remaining value each month after subtracting the result of the total capitalized cost divided by the depreciation term as done with straight line depreciation.

Values:

Entered Capitalized Value – Capitalized value can be entered here.
Entered Book Value – Book value for the unit can be entered here.
NADA – National Auto Dealers Association value for the unit.
Asking Price – Price if unit were to be sold.

Current Period Charges:

Depreciation – Amount for the current fiscal period, read-only.
Depreciation Adjustments – Adjustments for the current fiscal period.
Capital Adjustments – Adjustments from the Capitalization tab for the fiscal period.

Lease Rate Calculation:

Displays the As of Date, Total Fleet Value, Total Fleet Overhead, Total Fleet Return on Equity, Standard Interest Rate, Unit's Interest Rate if Different, Life Stage, Current Billing Code, Effective Date, Current Lease Rate, and Lease Principal fields. You can select the checkbox to automatically calculate the rate in the batch pro9gram and when unit information changes.

Replacement

This tab displays the replacement fund assigned to the unit and its pertinent information. The replacement fund contributions are calculated during the end of month process.

Replacement Fund:

Replacement Status – If there is a replacement fund for this unit, the status can be ‘Active’ or ‘Finished’. If the unit does not have a replacement fund the status can be left as the default value ‘None’.
Replacement Fund – A replacement fund is used to take contribute dollars calculated or entered monthly and use the funds to purchase a new unit. Replacement Fund codes are created and maintained on the Unit Replacement Fund Manager frame.
Replacement Cost – Total replacement cost of the unit.
Current Contributions – The dollar amount that is contributed monthly for the unit.
LTD Contributions – Life to date replacement fund dollars contributed for the unit.
Period Contributed – Total number of fiscal periods during which money was contributed to the replacement fund.

Category:

The information in the Category section will display as read-only. These values are carried over from the values entered on the Category Main frame for the Category Code assigned to the unit’s Tech Spec.

Lease

This tab allows clients to track invoice information from leasing agreements of the unit has been leased. This data is generally updated through a customized interface.

Lease Terms:

Lease Type – If the unit is leased, a lease type can be entered here. These types are set up and maintained on the Lease Types frame.
Expiration Date – Date the lease expires.

Lease Information:

Billed Date – Date on the lease invoice.
Vendor – Vendor number the unit was leased from, must be a valid vendor number from Vendor Main.
Invoice No. – Invoice number or bill number.
Payment – Lease payment amount.
Unamortized Balance – Balance in dollars left on the lease.
Expiration Date – Date the lease expires.

System Flags

5062 – Is Salvage Percentage Fixed? (Y/N) – If this flag is set to "Y", the user will only be able to enter the Computed Salvage % from UNIT ACCOUNTING. If set to "N", the user will only be able to enter the Expected Salvage Value from UNIT ACCOUNTING.

Unit Accounting

See also: