Use Recalculate to fix errors that appear on the Checkout report. You may not be able to resolve all of the Checkout errors using Recalculate, use the fixes listed on the Checkout topic to take care of the remaining errors.

Running Recalculate

1. Open Connect Asset Management > Organization > Recalculate.

2. Set up the Recalculate options.

Use the Checkout report to find out which checkboxes to select. See the explanation for completing each field, included in this help topic.

3. Click GO (CTRL+G).

4. Run Checkout again.

Correct General Ledger period dates

The GL Period is the period the system will use to record the transaction. This option is only available when the GL Interface is Caselle 4.x.

Issue: The GL period date does not match the assigned GL period. For example, the GL period is 03/10, however the period date is 03/31/2010. Therefore, the correct period number is 9 and not 10.

Do you want to fix period dates?

• Yes, fix period dates. Click to select Correct General Ledger Period Dates.

• No, leave period dates alone. Click to deselect Correct General Ledger Period Dates.

Correct transactions with missing or partial General Ledger accounts

A missing GL account is a transaction where the GL account field is blank. A partial GL account is a transaction that contains part of a GL account, but not a complete GL account.

Use Correct Transactions with Missing or Partial General Ledger Accounts to use the GL account that is assigned to the asset classification or department to fill in the missing or partial GL account.  

What do you want to do?

• I want to replace missing or partial GL accounts with complete GL accounts. Click to select Correct Transactions with Missing or Partial General Ledger Accounts.

• I do not want to correct missing or partial GL accounts. Click to deselect Correct Transactions with Missing or Partial General Ledger Accounts. Use Connect Asset Management > Assets > Modify Existing Assets to enter corrections by hand.

Find assets with [ _ ] years estimated useful life and replace with [ _ ]

Useful life is an estimation of how long an asset will be used by the company before it is useless and must be thrown away or sold. Use Find Assets With [ _ ] Years Estimated Useful Life and Replace With [ _ ] to change the value stored as the Estimated Useful Life in the asset record.

Issue: An asset with a depreciable balance has exceeded its useful life.

Guidelines

• The value must be a whole number. Example, 1, 2, 3 not 1.25 or 2.5.

• The value must be a positive number. Example, 5, 10, 15 not -5, -10, or -15.

Do you want to increase the asset's useful life?

Use Find Assets With [ _ ] Years Estimated Useful Life and Replace With [ _ ] to add years to the asset's useful life.

Where is the Estimated Useful Life field located?

The Estimated Useful Life field is located on the Asset tab in Connect Asset Management > Assets > Modify Existing Assets.

Include acquisition transactions

The system uses the acquisition account to record the purchase of an asset. When you use Recalculate to replace GL accounts you can use this option to include transactions that have been created for acquisitions in the search criteria.

Mark transactions as updated to General Ledger through

Issue: A transaction has been updated to the General Ledger but the status flag shows the transaction as not updated.

Use this option to change the status flag on the transaction to updated.

Do you wish to change the status on the transaction to updated?

• Yes, change the transaction status to updated. Click to select Mark Transactions as Updated to the General Ledger as of MM/DD/YYYY.

• No, leave the transaction status as is. Click to clear Mark Transactions as Updated to the General Ledger as of MM/DD/YYYY.

Modify transactions from [ _ ] through [ _ ]

Use Modify Transactions to limit transactions by transaction date. The Recalculate routine will only modify transactions with a transaction date that occurs in the date range.

Reformat asset numbers to match the asset mask in Organization

A mask is a series of symbols that represent a pattern for formatting an asset number. The mask can include the asset number and asset type.

Examples

Issue: A Checkout error occurs when the asset number does not fit the asset number mask.

Use Reformat Asset Numbers to Match the Asset Mask to apply the asset number mask to unformatted asset numbers. Or, you can use Assets > Modify Existing Assets to reformat the asset number by hand.

Note: The active asset number mask will replace [FF.NNNN.CCC.YYYY] in the error message.

Do you need to format unformatted asset numbers?

• Yes, format unformatted asset numbers. Click to select Reformat Asset Numbers to Match the Asset Mask in Organization.

• No, do not format unformatted asset numbers. Click to deselect Reformat Asset Numbers to Match the Asset Mask in Organization.

What is the asset number mask?

The asset number mask the routine will use to format unformatted asset numbers is stored in on the Asset Mask field on the Asset Format tab in Connect Asset Management > Organization > Organization.

Replace asset type

A type defines the accounting behavior for the related asset. For example, assets in governmental funds are required to report capitalization but are not required to report depreciation expenses while proprietary funds are required to report both capitalization and depreciation.

Issue: The wrong asset type is assigned to an asset.

Use Replace Asset Type to search for an asset type and replace it with a different asset type. The asset type may be assigned to the asset by the current allocation or it may be recorded wrong. You can use the asset's current allocation to update the asset type, or you can search and replace an asset type by the asset type name.

What do you want to do?

• I want to use the asset's current allocation to select the asset type. Click to select Replace Asset Type. Then, select Using the Asset's Current Allocation from the drop-down list.

• I want to search for an asset type and replace it. Click to select Replace Asset Type. Next, select Use the Selected Type from the drop-down list. Use the Replace With drop-down list to select the replacement asset type.

Replace department

A department is a section of an organization that handles a particular job or functions in a particular manner. Like the asset type, the department may be assigned by the current allocation or it may be recorded incorrectly.

Issue: The wrong department is assigned to an asset.

Use the current allocation to update the department name, or search and replace instances where the department name occurs.

What do you want to do?

• I want to use the asset's current allocation to select the department. Click to select Replace Department. Then, select Using the Asset's Current Allocation from the drop-down list.

• I want to search for a department and replace it. Click to select Replace Department. Next, select Using the Selected Department from the drop-down list. Use the Replace With drop-down list to select the replacement department.

Replace GL accounts

A GL account is an account in the General Ledger that records credits and debits. The system assigns the GL account based on the current allocation.

Issue: The wrong GL account is assigned to an asset.

Use the GL account assigned to the current allocation to update the GL account, or use the GL account that belongs to the department.

What do you want to do?

• I want to use the asset's current allocation to select the GL account. Click to select Replace GL Accounts. Then, click to select Using the Asset's Current Allocation.

• I want to search for a GL account and replace it. Click to select Replace GL Account. Next, select Using the Selected Department from the drop-down list. Use the Replace With drop-down list to select the replacement GL account.

Replace with

Use Replace With to select the value that will replace the search value. This field is only available when the option to Modify Transactions from [ _ ] Through [ _ ] is selected.