F310: Fixed Assets
Version: 2025R2
Category: Finance
How To Use This Course
This course provides a set of lessons that illustrate the fixed asset accounting processes in a midsize company. The course consists of lessons that guide you step by step through the examples and explanations of the configuration and business process flow in Acumatica ERP.
What Is in This Guide
The guide includes the Company Story topic and process activities. The Company Story topic explains the organizational structure of the company that has been preconfigured in the U100 dataset, as well as the company's business processes and requirements. Each of the process activities of the course is dedicated to a particular user scenario and consists of processing steps that you complete.
Which Training Environment You Should Use
All lessons of the course should be completed in an instance of Acumatica ERP 2025 R2 with the U100 training dataset preloaded. This dataset provides the predefined settings and entities you’ll need as you complete the activities of this course. You or your system administrator should prepare an instance of Acumatica ERP 2025 R2, as described in the How to Create a Tenant with the U100 Dataset section below.
What Is in a Configuration Lesson
A configuration lesson—that is, a lesson dedicated to the configuration of system settings and entities—provides a brief overview of the required system configuration and a description of other settings that could affect the configuration workflow. Each configuration lesson includes at least one implementation activity that you have to complete in your Acumatica ERP instance to configure the core system settings or to prepare system entities.
What Is in a Lesson
Each lesson provides a story describing a particular user scenario and an overview of the relevant features that have been enabled in the system; configuration settings that are related to the described scenario are also listed. The lesson provides a brief overview of the process that should be performed to complete the described scenario, and instructions that guide you through the process in Acumatica ERP.
The completion of a lesson depends on the steps performed in the previous lessons. We recommend
that you complete the lessons in the listed order.
What Is in a Process Lesson
A process lesson—that is, a lesson dedicated to the performing of a particular business process—includes a brief user scenario and a description of the process workflow. It can also include process diagrams that illustrate the user scenario supported by this process. The lesson also provides a brief overview of the settings that need to be specified and the entities that need to be prepared in the system before you start to perform this business process. Each process lesson includes at least one process activity that you have to complete in your Acumatica ERP instance to learn how to perform the described business process. How To Use This Course | 7
What the Documentation Resources Are
The complete Acumatica ERP documentation is available at https://help.acumatica.com/ and is included in the Acumatica ERP instance. While viewing any form used in the course, you can click the Open Help button in the top pane of the Acumatica ERP screen to bring up the form-specific Help menu. You can use the links on this menu to quickly access form- related information and activities and to open a reference topic with detailed descriptions of the form elements.
How to Create a Tenant with the U100 Dataset Before you complete this course, you need to add a tenant with the U100 dataset to an existing Acumatica ERP instance. You’ll then prepare the tenant for completing the activities. To complete this preparation, perform the following instructions:
- Go to Amazon Storage.
- Open the folder that corresponds to the version of your Acumatica ERP instance.
- In this folder, open the Snapshots folder and download the u100.zip file.
- Launch the Acumatica ERP instance and sign in.
- Open the Tenants (SM203520) form and click Add New Record on the form toolbar.
- In the Login Name box, type the name to be used for the tenant.
- On the form toolbar, click Save.
When you create a system tenant, you may be signed out aer its creation, depending on how many non-System tenants your Acumatica ERP instance already had:
- One non-System tenant (to which you are signed in): Aer you create a new one, the system signs you out to switch from single-tenant mode to multitenant mode.
- Multiple non-System tenants: When you create another tenant, it is already in multitenant mode. Instead of being signed out, you wait until the system completes the operation and then proceed.
- On the Snapshots tab, click Import Snapshot.
- In the Upload Snapshot Package dialog box, select the u100.zip file, which you have downloaded, and click Upload. The system uploads the snapshot and lists it on the Snapshots tab of the Tenants form. 10.Open the Apply Updates (SM203510) form and click Schedule Lockout. 11.In the Schedule Lockout dialog box, click OK. 12.Open the Tenants form again. 13.On the form toolbar, click Restore Snapshot. 14.If the Warning dialog box appears, click Yes. 15.In the Restore Snapshot dialog box, make sure that the correct snapshot package is being uploaded and click OK. The system will restore the snapshot and sign you out. 16.Sign in to the tenant that you have just created. 17.Open the Apply Updates form again. 18.On the form toolbar, click Stop Lockout. How To Use This Course | 8
Which License You Should Use
For this course, you’ll use Acumatica ERP under a trial license, which doesn’t require activation and provides all available features. For the production use of this functionality, you have to activate the license your organization has purchased. Some features are subject to additional licensing; consult the Acumatica ERP licensing policy for details. Company Story | 9
Company Story
This topic explains the organizational structure and operational activity of the company you will work with during this training.
Company Structure
The SweetLife Fruits & Jams company is a midsize company located in New York City. The company consists of the following branches:
- SweetLife Head Office and Wholesale Center: This branch of the company consists of a jam factory and a large warehouse where the company stores fruit (purchased from wholesale vendors) and the jam it produces. Warehouse workers perform warehouse operations by using barcode scanners or mobile devices that support barcode scanning.
- SweetLife Store: This branch has a retail shop with a small warehouse to which the goods to be sold are distributed from the company's main warehouse. This branch is also planning on selling goods via a website created on an ecommerce platform to accept orders online. The ecommerce integration project is underway.
- SweetLife Service and Equipment Sales Center: This branch is a service center with a small warehouse where juicers are stored. This branch assembles, sells, installs, and services juicers, in addition to training customers' employees to operate juicers.
Operational Activity
The company has been operating starting in the 01-2025 financial period. In November 2025, the company started using Acumatica ERP as an ERP and CRM system and migrated all data of the main office and retail store to Acumatica ERP. The equipment center began its operations in 01-2026 in response to the company's growth. The base currency of the company and its subsidiaries is the US dollar (USD). All amounts in documents and reports are expressed in US dollars unless otherwise indicated.
SweetLife Company Sales and Services
Each SweetLife company's branch has its own business processes:
- SweetLife Head Office and Wholesale Center: In this branch, jams and fruit are sold to wholesale customers, such as restaurants and cafes. The company also conducts home canning training at the customer's location and webinars on the company's website.
- SweetLife Store: In the store, retail customers purchase fresh fruit, berries, and jams, or pick up the goods they have ordered on the website. Some of the goods listed in the website catalog are not stored in the retail warehouse, such as tropical fruits (which are purchased on demand) and tea (which is drop-shipped from a third-party vendor).
- SweetLife Service and Equipment Sales Center: This branch assembles juicers, sells juicers, provides training on equipment use, and offers equipment installation, including site review and maintenance services. The branch performs short-term service provision. The company has local and international customers. The ordered items are delivered by drivers using the company's own vehicle. Customers can pay for orders by using various payment methods (cash, checks, or credit cards).
Company Purchases
The company purchases fruits and spices from large fruit vendors for sale and for jam production. For producing jams and packing jams and fruits, the company purchases jars, labels, and paper bags from various vendors. For Company Story | 10
the internal needs of the main office and store, the company purchases stationery (printing paper, pens, and pencils), computers, and computer accessories from various vendors. The company also purchases juicers and juicer parts from large juicer vendors, and it either purchases the installation service for the juicers or provides the installation service on its own, depending on the complexity of the installation. Types of Fixed Asset Transactions | 11
Types of Fixed Asset Transactions
When users perform actions involving fixed assets, the system automatically creates fixed asset transactions, which
you can view on the Fixed Asset Transactions (FA301000) form. (All of these transactions are recorded in the base
currency.) You can also use this form to manually create fixed asset transactions and to view the asset's transaction
history.
Depending on the type of generated transaction, the system may use some of the following accounts:
- Fixed Assets account: The account specified for a fixed asset in the Fixed Assets Account box on the GL Accounts tab of the Fixed Assets (FA303000) form. By default, the system copies this account from the fixed asset class selected for the fixed asset.
- Fixed Assets Accrual account: This is an asset account that is used to record the cost of purchased items that have not been put into service yet. The account is specified for a fixed asset in the FA Accrual Account box on the GL Accounts tab of the Fixed Assets form. By default, the system copies this account from the FA Accrual Account box on the Fixed Assets Preferences (FA101000) form.
- Document line account: The account that has been specified in the document (such as an AP bill) and that
has been debited by purchasing of the item that then was converted to a fixed asset.
Oen, the default fixed asset accrual account (specified in the FA Accrual Account box on the Fixed Assets Preferences form) is used in a document (for example, in the AP bill) because the item that is supposed to be a fixed asset has been purchased. In that case, the same account will be debited and credited by the Reconciliation+ or Reconciliation- transaction. - Accumulated Depreciation account: The account specified for a fixed asset in the Accumulated Depreciation Account box on the GL Accounts tab of the Fixed Assets form. By default, the system copies this account from the fixed asset class selected for the fixed asset.
- Depreciation Expense account: The account specified for a fixed asset in the Depreciation Expense Account box on the GL Accounts tab of the Fixed Assets form. By default, the system copies this account from the fixed asset class selected for the fixed asset.
- Gain account: The account specified for a fixed asset in the Gain Account box on the GL Accounts tab of the Fixed Assets form. By default, the system copies this account from the fixed asset class selected for the fixed asset.
- Loss account: The account specified for a fixed asset in the Loss Account box on the GL Accounts tab of the Fixed Assets form. By default, the system copies this account from the fixed asset class selected for the fixed asset.
- Proceeds account: The account specified for a fixed asset in the Proceeds Account box on the GL Accounts
tab of the Fixed Assets form. By default, the system copies this account from the fixed asset class selected
for the fixed asset. If the proceeds account is not specified for a fixed asset, the system copies it from the
selected disposal method.
The types of fixed asset transactions are shown in the Transaction Type column for every transaction line on the
Fixed Asset Transactions form. These types are described in detail in the remainder of this topic.
In each of chapter of this guide about user actions that cause fixed asset transactions to be produced, you can refer to the Generated Transactions topic, which describes the specific transactions that are generated.
Purchasing+
A transaction of the Purchasing+ type is created when a new asset has been acquired. Through this transaction,
the cost of the asset is transferred from the Fixed Asset Accrual account to the Fixed Assets account. The system
generates the following fixed asset transaction.
Types of Fixed Asset Transactions | 12
Account Debit Credit
Fixed Assets account Amount 0.00
FA Accrual account 0.00 Amount
The system generates a Purchasing+ transaction when a user creates an asset in the system either manually on
the Fixed Assets (FA303000) form or by converting a purchase to an asset on the Convert Purchases to Assets
(FA504500) form, or when the user increases the net book value of a fixed asset. To populate the date and period
of the Purchasing+ transaction, the system uses the date (and its financial period) of the purchase document (AP
bill or purchase order) that reflects the fixed asset's purchase. This date is specified in the Receipt Date box in the
lower table on the Convert Purchases to Assets form.
A user can also create a Purchasing+ transaction manually on the Fixed Asset Transactions (FA301000) form to
adjust the cost for a fixed asset in a particular book.
Purchasing–
A transaction of this type is created automatically when a user reverses the acquisition of a fixed asset or decreases
the net book value of a fixed asset.
Through this transaction, the cost of the asset is transferred from the Fixed Assets account to the account specified
in the acquisition document (by default, the FA Accrual account). The system generates the following fixed asset
transaction.
Account Debit Credit
FA Accrual account Amount 0.00
Fixed Assets account 0.00 Amount
If a user reverses a fixed asset, the corresponding purchase becomes available to be converted to a fixed asset
again on the Convert Purchases to Assets (FA504500) form.
Reconciliation+
The system generates a Reconciliation+ transaction automatically when a user converts a fixed asset from a
purchase, increases the net book value of a fixed asset by making an addition, or enters a fixed asset in initialization
mode.
Through this transaction, the cost of the fixed asset is reconciled with the appropriate purchasing transaction or
transactions. The system generates the following fixed asset transaction.
Account Debit Credit
FA Accrual account Amount 0.00
Document line account 0.00 Amount
The Reconciliation+ transaction debits the Fixed Assets Accrual account and credits the account that has been
debited by the purchase of the corresponding item.
Types of Fixed Asset Transactions | 13
Reconciliation–
The system generates a Reconciliation– transaction automatically when a user decreases the net book value of an
asset by making a deduction. The system generates the following fixed asset transaction.
Account Debit Credit
Document line account Amount 0.00
FA Accrual account 0.00 Amount
The Reconciliation– transaction credits the Fixed Assets Accrual account and debits the account that has been
credited by the GL entry that corresponds to the asset's cost deduction.
Calculated+
This system-generated transaction occurs automatically when a user calculates depreciation for an asset or makes
an addition to a fully depreciated asset. This transaction exists only temporarily: When the transaction is released,
the Calculated+ transaction type is changed to the Depreciation+ type.
The system generates a Calculated+ transaction in the following cases:
- On the Calculate Depreciation (FA502000) form, a user runs the depreciation process (that is, the user selects Depreciate in the Action box and clicks Process or Process All) for a fixed asset.
- On the Convert Purchases to Assets (FA504500) or Fixed Assets (FA303000) form, a user makes an addition to an asset that has been fully depreciated. Before the transaction is released, the system creates a Calculated+ transaction so that the net value of the asset will not change aer the transaction is released.
Calculated–
This system-generated transaction occurs automatically when the user disposes of an asset or makes a deduction
from a fully depreciated asset. This transaction exists only temporarily: When the transaction is released, the
Calculated– transaction type is changed to the Depreciation– type.
The system generates a Calculated– transaction in the following cases:
- A user disposes of an asset that must be depreciated in the disposal period. That is, the Depreciate in Disposal Period check box is selected on the Fixed Assets Preferences (FA101000) form, and the depreciation amount is negative.
- A user makes a deduction from an asset that has been fully depreciated. Before the transaction is released, the system creates a Calculated– transaction so that the net value of the asset will not change aer the transaction is released.
Depreciation+
This transaction type is used to record the depreciation incurred during the financial period. The system generates
the following fixed asset transaction.
Account Debit Credit
Depreciation Expense account Amount 0.00
Types of Fixed Asset Transactions | 14
Account Debit Credit
Accumulated Depreciation account 0.00 Amount
The system changes a transaction of the Calculated+ type to the Depreciation+ type when you release a Calculated
+ transaction that you have previously prepared for the fixed asset by running the depreciation process (that is,
by selecting Depreciate in the Action box and clicking Process or Process All) for this fixed asset on the Calculate
Depreciation (FA502000) form.
A user can also create a Depreciation+ transaction manually on the Fixed Asset Transactions(FA301000) form to
adjust the depreciation for a fixed asset in a particular book.
A manual Depreciation+ transaction can be created only for a period in which depreciation has
already been calculated. If an asset has not been depreciated yet, the system does not allow you to
specify any period for the transaction.
You depreciate an asset on the Calculate Depreciation (FA502000) form by selecting Depreciate in the Action box and
processing the needed asset. For details, see Asset Depreciation: To Calculate Depreciation.
You can then create an adjusting Depreciation+ transaction on the Fixed Asset Transactions form.
Depreciation–
This transaction type indicates that the accumulated depreciation amount was decreased on the Accumulated
Depreciation account—for example, as a result of the reversal of the asset. The system generates the following fixed
asset transaction.
Account Debit Credit
Accumulated Depreciation account Amount 0.00
Depreciation Expense account 0.00 Amount
Depreciation Adjusting+
Transactions of this type are generated when the system updates the balance of the Accumulated Depreciation
account, for example when the system adjusts the accumulated depreciation amount of an asset in some
operations, such as split or reverse disposal of the asset. For example, the system generates this transaction when
a user splits a fixed asset with depreciation to transfer a part of the accumulated depreciation to a newly created
fixed asset.
The system generates the following fixed asset transaction.
Account Debit Credit
Accumulated Depreciation account Amount 0.00
Accumulated Depreciation account 0.00 Amount
When a user reverses the disposal of an asset, the system generates the Depreciation Adjusting+ transaction as
follows:
Types of Fixed Asset Transactions | 15
Account Debit Credit
Gain account or Loss account Amount 0.00
Accumulated Depreciation account 0.00 Amount
Depreciation Adjusting–
Transactions of this type are generated when the system adjusts the accumulated depreciation amount of an asset
in some operations, such as the split or disposal of the asset. For example, the system generates this transaction
when you split a fixed asset with depreciation to decrease the accumulated depreciation for this asset by the
amount that is transferred to a newly created fixed asset.
Account Debit Credit
Accumulated Depreciation account Amount 0.00
Accumulated Depreciation account 0.00 Amount
When a user disposes of an asset, the system generates the following fixed asset transaction.
Account Debit Credit
Accumulated Depreciation account Amount 0.00
Gain account or Loss account 0.00 Amount
Purchasing Disposal and Sale/Dispose+
Through these transactions, the system records the proceeds from the sale or disposal of the asset.
The system generates a Purchasing Disposal transaction to record the proceeds from the sale or disposal of the
asset. The Purchasing Disposal transaction transfers the asset cost from the Fixed Assets account to the expense
account (Gain account if the disposal proceeds amount is a gain, or Loss account if the disposal proceeds amount is
a loss) to record the cost disposal.
The system generates the following fixed asset transaction.
Account Debit Credit
Gain account or Loss account Amount 0.00
Fixed Assets account 0.00 Amount
The system generates a transaction of the Sale/Dispose+ type to record the proceeds amount from the sale or
disposal of the asset. The system generates the following fixed asset transaction.
Account Debit Credit
Proceeds account Amount 0.00
Types of Fixed Asset Transactions | 16
Account Debit Credit
Gain account or Loss account 0.00 Amount
Purchase Reversal and Sale/Dispose–
The system generates a Purchase Reversal transaction to record the reverse of the asset disposal. The Purchasing
Reversal transaction transfers the asset cost from the expense account to which it was previously recorded by the
Purchasing Disposal transaction to the Fixed Assets account to record the reversal of the cost disposal. The system
generates the following fixed asset transaction.
Account Debit Credit
Fixed Assets account Amount 0.00
Gain account or Loss account 0.00 Amount
The system generates a Sale/Dispose– transaction to record the reverse of the asset disposal. The system generates
the following fixed asset transaction.
Account Debit Credit
Gain account or Loss account Amount 0.00
Proceeds account 0.00 Amount
Transfer Purchasing
This transaction type, which is generated for a newly acquired asset that has not yet been depreciated, indicates
that the location, custodian, or department of the asset has been changed. The system generates a transaction
of this type when a user transfers the fixed asset to another branch, account, or subaccount, if subaccounts are
used in the system. If a user changes the subaccount of a fixed asset, the system generates the following fixed asset
transaction.
Account Debit Credit
Fixed Assets account, destination subaccount Amount 0.00
Fixed Assets or FA Accrual account, original subac- 0.00 Amount
count
Transfer Depreciation
This transaction type, which is generated for an asset that has been depreciated, indicates that the location,
custodian, or department of the asset has been changed. The system generates a transaction of this type when
a user transfers the accumulated depreciation of a fixed asset to another branch, account, or subaccount, if
subaccounts are used in the system. If a user changes the subaccount of a fixed asset, the system generates the
following fixed asset transaction.
Types of Fixed Asset Transactions | 17
Account Debit Credit
Accumulated Depreciation account, destination sub- Amount 0.00 account
Accumulated Depreciation account, original subac- 0.00 Amount count Part 1: Fixed Asset Configuration | 18
Course Structure
Part 3: Fixed Asset Management............................................................................................................ 72
Part 4: Fixed Asset Depreciation............................................................................................................ 87
Part 5: Closing of Financial Periods...................................................................................................... 117
Part 6: Migration of Fixed Assets.......................................................................................................... 121
Part 1: Fixed Asset Configuration
Part 2: Fixed Asset Maintenance
- Lesson 2.1: Converting Purchases to Fixed Assets
- Lesson 2.2: Creating and Reconciling Fixed Assets
- Lesson 2.3: Changing Default Settings When Creating a Fixed Asset
- Lesson 2.4: Making Additions to Fixed Assets
- Lesson 2.5: Making Deductions From Fixed Assets
Part 3: Fixed Asset Management
- Lesson 3.1: Transferring Fixed Assets
- Lesson 3.2: Splitting Fixed Assets
- Lesson 3.3: Disposing of Fixed Assets
Part 4: Fixed Asset Depreciation
- Lesson 4.1: Depreciating Fixed Assets
- Lesson 4.2: Performing Full Depreciation of Additions to Fixed Assets
- Lesson 4.3: Managing Fixed Assets with Depreciation