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Projects:Asset Report Depreciation Schedule/Functional Specifications

Contents

Functional Specification of Asset Report for Depreciation Schedule

Purpose

The Depreciation Schedule for Fixed Assets report is a new report which will show the depreciation schedule for a specific fixed asset by showing below information:

The new asset report for depreciation schedule can be found on the application path as below.

Assetreport-app-path.jpg

Scope

The Asset Depreciation Schedule report is a new report which will help the end-user to get detailed information about the depreciation amount of a specific fixed asset for a specific period of time entered by the end-user.

The result of the report will be shown based on the filters applied by the end-user.

FOR EXAMPLE
If the end-user tries to get information about depreciation schedule report for a specific fixed asset, he/she should enter some value in the search key field or some value in the description field or select the other filters to get the information about the specific fixed asset he/she is looking for.

The asset report has the output columns as listed below.

Setup

The Depreciation schedule asset report do not require any specific setup but to get Fixed Asset module setup and working as normal, therefore no specific configuration needs to be done.

Feature Behavior

In-order to work with this report, a few "filters" need to be entered/selected by the end user as showed below. It is important to note that none of them are mandatory but "Organization".

If the end-user selects/enters Organization as the only one filter entered, then result should show all the assets which belongs to that organization selected by the end-user which could be also filtered in case the end-user enter another not mandatory filter.

As said, the result of depreciation schedule asset report can be displayed to the end-user based on filters described below.

Assetreport-primaryfilters.jpg

It is important to understand that the Deprecation amount displayed on the report should be the amount which are posted on the below application path.
>> Financial Management >> Asset >> Amortization

Output Format

The Depreciation schedule fixed asset report should have two different output formats HTML and PDF.

Openbravo has some standard way for generating report as below

In our case, we have "Search" and "PDF Format". So, When the user clicks on "Search" button, result will be shown on the same page under the "View Results" section on the same report page itself and Clicking on "PDF Format" button will popup the separate window and let the user to save the pdf version of report.

Output-format.jpg

Depreciation schedule fixed asset report content

The Output of the Asset Report of Depreciation schedule should contain fields below:

Output-columns.jpg

Use Case

The asset depreciation schedule report is a report which can be used by the end-user to get information about the depreciation scheduled for a giver asset/assets based on some filters (From date, To date, Asset Name, Asset search key value, Asset Description and so on) selected by the end-user.

To get information for depreciation schedule for specific fixed asset, below steps should be followed.

STEP 1 ( ASSET CREATION )
CREATION OF ASSET # 1

[ The asset value is : 2.000.000 with a residual value of : 550000.00, so the total depreciation amount is 1450000.00 and the overall annual depreciation amount is 290000.00. ]

Asset-creation-with-depreciation.jpg

CREATION OF ASSET # 2

[ The asset value is : 85000.00 with a residual value of : 25000.00, So the total depreciation amount is : 60000.00 and overall annual depreciation amount is : 30000.00 ]

Asset-desktop-computer.jpg

CREATION OF ASSET # 3

[ The asset value is : 600000.00 with a residual value of : 300000.00, So the total depreciation amount is : 300000.00 and overall annual depreciation amount is : 99999.00 ]

Asset-maruthi-suzuki-van.jpg

STEP 2
STEP 3
STEP 4
STEP 5

Assetreport-app-path.jpg

Now the user has enough information in the system to generate the Depreciation Schedule Asset report so he must go to [ Financial Management || Assets || Analysis Tools || Depreciation Schedule ]

It is important to understand that the Deprecation amount displayed on the report should be the amount which are posted on the below application path.
>> Financial Management >> Asset >> Amortization

USE CASE EXAMPLES

USE CASE 1

Usecase1.jpg

USE CASE 2


Usecase2.jpg

USE CASE 3

Usecase3.jpg

USE CASE 4


Usecase4.jpg

USE CASE 5 [MULTIPLE FILTERS]

Usecase5.jpg

USE CASE 6 [MULTIPLE FILTERS]

Usecase6.jpg

Open Discussion Items

Purpose

I'm in doubt whether this report is a schedule report or not. We need to make sure this term is used in the right way because my understanding now is that this report is showing a "photo" of the depreciation plan for a give fixed asset. In case we understand schedule as the "planned" depreciation for a given fixed asset along its year of live, we should be fine.

"Depreciation amount" should replace "Amount" column and I would specify that the "total amount" is not a column but a total line per asset.
Can you please attach a mock-up of where to find this new report in the application?

Scope

Please find below and compare how I would write Scope section as there are some English terminology which is not easy to understand:

"The Asset Depreciation Schedule report is a new report which will help the end-user to get detailed information about the depreciation amount of a specific fixed asset for a specific period of time entered by the end-user.

The result of the report will be shown based on the filters applied by the end-user. For example, if the end-user tries to get depreciation schedule report for a specific asset, he/she should enter some value in the search key field or some value in the description field to get the systems shows depreciation data for the particular asset he/she is looking for.

This report has below output columns:

- FIXED ASSET NAME - Displays the Asset name
- ASSET DESCRIPTION - Displays the Asset description
- FROM DATE - Displays the "from date" when the end-user needs to get depreciation amount information for a specific fixed asset.
- TO DATE - Displays the "to date" when the end-user need to get depreciation amount information for a specific fixed asset.
- AMOUNT - Displays the depreciation amount of the asset for a specific period of time entered by the end-user.
- CURRENCY -Displays the currency information from the accounting schema used to depreciate the asset.


The system does not require any setup for Asset report for depreciation schedule, therefore no configuration needs to be done. and a sum line which shows the TOTAL (depreciation) AMOUNT - Displays the total depreciation amount of the asset within a specific period of time entered by the end-user."

Scope

Please find below and compare how I would write Scope section as there are some English terminology which is not easy to understand:

Depreciation Schedule Asset report do not require any specific setup but to get Fixed Asset module setup and working as normal, therefore no specific configuration needs to be done.

Feature Behavior

Please find below and compare how I would write Scope section as there are some English terminology which is not easy to understand:

In-order to work with this report, a few "filters" need to be entered/selected by the end user as showed below. (Please specify wit an example what the report must show in case non filters but organization is selected). It is important to note than non of them are mandatory but "Organization".

FILTER PARAMETERS


Output Format

(I'm afraid I do not understand here what you mean by default page, please be more specific and show an example of the output depending on whether the end user click default page or PDF buttons). I guess what you mean is that the result of the report is going to be shown to the user as a new page in the application and as a PDF file? Why the button is called Search and not "new page" by example?

See below what I would say:

The Asset Depreciation Schedule report should have two different output formats as a application page?? and as a pdf file.

-Application page?? - There will be a button called "New page" to get this output format. If the end-user choose this option report output format will be a new application page or view.
- *.pdf file - There will be a button called "pdf format" to get this output format. If the end-user choose this optino report output format will be a pdf file

In the image below I do not understand why the report is showing for different years (2009, 2010, where is 2011 for the first one?, 2012, 2013 and 2014), the same date 26/06/2019 as from date and to date????

I would expect the below. if as an end user I enter 01/07/2009 as from date and enter 01/08/2012 as to date, I would expect to see years 2009, 2010 and 2012 scheduled or planned depreciation as shown below in case depreciation is annual and each month depreciation amount = 100 € for a given asset (please check with Eduardo):
2009 - 01/07/2009 - 31/12/2009 - 600,00 €
2010 - 01/01/2010 - 31/12/2010 - 1200,00 €
2011 - 01/01/2011 - 31/12/2011 - 1200,00 €
2012 - 01/01/2012 - 01/08/2012 - 800,00 €


Html-output.jpg

Database Information

I would say that:

The asset depreciation schedule report implementation retrieve data required from accounting, which means the FACT_ACCT table and it is also based on asset and asset accounting schema data.


Depreciation schedule fixed asset report content

(please use feedback already provided in relation to Scope section)


Use case

I would say:

The asset depreciation schedule report is a report which can be used by the end-user to get information about the depreciation scheduled for a giver asset/assets based on some filters ....

STEP1

I would say:

The end-user Peter creates a new asset with the setup showed in the image attached below. For doing that he needs to navigate to Financial Management /Asset /Asset and create a new record and select the field "Depreciate" :

image

I would say that:

The important information to take into account is that :
1.- annual depreciation is a 20%
2.- Depreciation start date is 01/072009 and end date 30/06/2014 which means 5 years
3.- Asset value is 2.000.000 with a residual value of 550.000 which means a depreciation amount of 1.450.000 and that leads in an "overall" annual depreciation of 290.000

STEP 2

I would say:

After the asset has been created Peter clicks the "Create Amortization" button and then click ok in the pop up window to generate the depreciation plan for the just created asset. He would need to check depreciation has been properly created by navigating to the "Asset Amortization" tab.


STEP 3

I would say:

After doing step 2 Peter needs to post the first depreciation line so he navigates to Financial Management / Assets / Amortization, and in the header he selects the correspondent line, process it and post it. After doing that the correspondent depreciation amount already posted will be shown in the column "Total amortization", in our example the amount must be 145.796,70

STEP 4

I would say:

Peter repeats step 1 to 3 for at least 3 new assets which he has to create having in mind that 2 of them should belong to the same asset category and the 3rd one to a different one (category).


STEP 5

I would say:

Peter is able now to generate the Asset depreciation schedule report for doing that he needs to follow below sub-steps:

Starting from here I'd like you to test below scenarios with the real data (3 assets) you have created in STEP 4.

You should show as a mock-up which is the result of each scenario listed below:

Use case 1 Generate the report by entering a from date and to date; in this case we want to verify that report output result (which at the end are the assets shown in the report) takes into account the depreciation start and end dates we entered for each of the 3 assets created.

Use case 2 Generate the report and show it by entering a value on the asset name field. Report output amounts and dates should be the right ones depending on the asset selected and its depreciation setup and the dates (depreciation start and end date) setup by default for the asset

Use case 3 Generate the report and show it by entering a search key. You could here referred to use case 2 above in case you choose the same asset to make it easy to document as the purpose here is mainly to verify that the filter works.

Use case 4 Generate the report and show it by entering a value in the description field. You could here referred to use case 2 and 3 result above in case you choose the same asset to make it easy to document as the purpose here is mainly to verify that the filter works.

Do the same for: asset category (in this case only 2 assets belonging to the same category should be entered in the report), accounting schema, organization (in this case all assets will be shown as all belong to the same organization)

Last use case should be a combination of filters with basic but real examples.

New feedback

You need to analyze what should be the right "From date" and "To date" report columns behavior because now it is not clear, that's my opinion.

Every single report output you have copy/paste in the spec shows as from date the "Depreciation start date" for a given asset and as To date the "Depreciation end date", see below "Super computer example", is that right?

Fiscal year From date To date
2009 01-07-2009 30-06-2014
2010 01-07-2009 30-06-2014
2011 01-07-2009 30-06-2014
2012 01-07-2009 30-06-2014
2013 01-07-2009 30-06-2014
2014 01-07-2009 30-06-2014

If that is the case I would rename those columns as showed below:
From date should be named "Depreciation start date" and To date should be named "Depreciation end date".

In case the above is not right, From date and To date should have into account which is the 1st date of a given fiscal year and in relation to the to date which is the last day of the fiscal year depending on the calendar being used within an organization and having into account depreciation start and end dates for a give asset.
An example is shown below for the "super computer" asset having into account that depreciation start date is 01-07-2009 and depreciation end date is 30-06-2014 and organization calendar is a yearly calendar starting 01-01-xxxx and ending 31-12-xxxx:
Fiscal year From date To date
2009 01-07-2009 31-12-2009
2010 01-01-2010 31-12-2010
2011 01-01-2011 31-12-2011
2012 01-01-2012 31-12-2012
2013 01-01-2013 31-12-2013
2014 01-01-2014 30-06-2014


It would be great to know what is the basic data you have entered for each of the 3 fixed assets you have created, so please fill-in below information for each of the asset you have created in STEP 4 in STEP 4 section (same as described in STEP 1 for the 1st create asset) so we can better understand each report output for each use case
asset name =
asset category=
asset search key =
asset description =
annual depreciation % =
depreciation start date=
depreciation end date=
depreciation amount =
and residual asset value=

use case 1

Please enter as From date = 01-01-2009 and To date = 31-12-2010 and let us know what report output is. The dates you have entered do not help to test date filters works properly as those dates (from 2009 to 2014) cover whole data set you have entered and we should filter data somehow.

Final scenario

I'm missing a final use case scenario showing a combination of filters, by example from date 01-01-209 to date 31-12-2010 and asset category machinery.

New feedback (July 8th)

There are 3 important open topics left and described below which should be handled by the IN team:

1st From date and To Date report columns should reflect the proper dates as per last feedback sent by Victor and I..(now those columns are just depreciation start and end dates and that is not correct). I have removed the mock-ups which are reflecting wrong data...please be aware that once some feedback is given you should take into account that it could affect more than only 1 section in the Spec.

2nd It should be clearly stated in the FS that only those depreciation amounts posted should be the ones shown in the report (please remember that data is retrived from FACT_ACCT table). Please make this point clearly stated in sections: Feature behaviour and use cases.

3rd There should be a final scenario based on a combination of filters. Please make it happen as I already provide this feedback twice.

Closed Discussion Items

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