Best Practice Financial Processes: Fixed Assets
Best Practice Financial Processes: Fixed Assets
Fixed Assets - Best Practice Objectives
Fixed Assets - Best Practice Features
Fixed Assets - Measures/Cost Drivers
Fixed Assets - Trends
Fixed Assets - Critical Success Factors
These are a summary of the key business requirements, which must be met to achieve the objectives.
Fixed Assets - Level 0 Context Diagram
Fixed Assets - Level 1 Overview
Fixed Assets - Level 2 FA1.1 Maintain Standing Data
Fixed Assets - Notes on Maintain Standing Data
Best Practice Features
Asset accounting polices clearly documented; Master Data set up on the system to reflect these policies
Appropriate coding by asset category established
Procedures surrounding the Fixed Asset process are documented and communicated to staff including requirements for issuing new codes
Asset Register Rules incorporated into Master File, which control issues of new numbers within structured coding scheme
Staff trained in Fixed Asset Accounting processes and have clear roles and responsibilities. They should have a good understanding of network and engineering areas
Supervisory staff understand statutory and tax requirements
Internal Control Requirements
Once entered, updates should be verified against the original requests
Codes will be received from the Master File and updates will be confirmed against the Master File
The system will check that all required data fields are complete
There must be supervisory review for Master Data updates
Key Performance Indicators
Speed of update: time from receipt of request to modification and verification of records: this should not exceed one day
Number of input errors when asset details are validated: this should be zero
Cost Drivers
Complexity of assets
New types of assets
Number of changes to physical location coding
Fixed Assets - Level 2 FA1.2 Add Assets
Fixed Assets - Notes Add Assets
Best Practice Features
Linked databases used in recording asset details, to increase accuracy of the asset register and to eliminate duplicate paper trails
Appropriate asset “numbering” methods driven by users of asset information; bar coding used on relevant assets
Direct links to Project Accounting
Clear policy established for treatment of assets and guidance on how to classify different types of assets, to reduce the number of reclassifications needed
System interconnection to MIS (Management Information Systems) for tax and insurance planning
Assets identified by “custodian”, i.e. person who controls the asset, rather than a department or the company as a whole
Unified transfer pricing in all Business Units for asset transfers
Use of asset transfer strategy to optimise the usage of assets
Internal Control Requirements
Asset number controls
All asset register updates reviewed after entry, to limit period end differences
Update details sent periodically to source and asset custodian (or other initiator of the update) for information and coroboration purposes
Key Performance Indicators
Number of reconciliation at period end: if a reconciliation is needed between Fixed Assets and other accounts, this indicates that one or other of the accounts is not up to date
Number of changes processed
Number of verification adjustments
Cost Drivers
Number of assets
Average useful life of assets (i.e. rate of asset turnover)
Number of changes in Master Data leading to manual adjustments.(e.g. change in organisation codes)
Number of revaluation's / disposals
Fixed Assets - Level 2 FA1.3 Dispose of Assets
Fixed Assets - Level 2 FA1.4 Maintain Asset Register
Fixed Assets - Level 2 FA1.5 Perform Period End Routine
Fixed Assets - Notes Depreciation calculation
Best Practice features
Integrated fixed asset systems to calculate depreciation charges for tax and accounting purposes
Depreciation rates by asset category are based on useful life of the asset, rather than designed to meet accounting requirements only
Consistency of depreciation methods and rates across the business
Internal Control requirements
Results of depreciation run compared to expected amounts (from budget or forecast) to identify potential errors and over-runs
Updates to assets’ depreciation information must only be accepted if properly authorised and consistent with management/tax policy
Key Performance Indicators
Time taken to update　depreciation data in fixed asset register at period close
Reconciling items on depreciation accounts: should be zero
Cost Drivers
Number of depreciation rates
Number of assets
Fixed Assets - Notes Perform Period End Routine
Best Practice Features
Automatic data flows between ledgers, e.g., between Fixed Asset Register and General Ledger, Project Accounting, etc., to remove manual reconciliation effort
System allows assets to be grouped or desegregated for reporting purposes
Internal Control Requirements
System internal controls (e.g. user profiles)
Timely and accurate clearance of system reject reports
Reconciliation of budget Vs. actual period end totals
Reconciliation of movement in fixed asset accounts for the month (e.g. new NBV = old NBV + additions - disposals - depreciation)
Key Performance Indicators
Time taken to close Fixed Asset Register at period end
Time taken to complete the GL/FA reconciliation
Differences during reconciliation
Time to print out the period end reports
Cost Drivers
Number of asset records
CPU time for generation of reports
Reconciliation required to clear General Ledger mis-matches
Number of necessary changes during reconciliation with General Ledger
Fixed Assets - Level 2 FA1.6 Verify Physical Assets
Fixed Assets -Notes Verify Physical Assets
Best Practice features
All existing capitalised assets identified and classified
Regular physical verification, focused on high-value and high-risk areas
Use alternative verification methods where appropriate eg review maintenance log, establish that asset is operating effectively
Internal Control requirements
Regular physical verification exercises and reconciliation to the Fixed Asset Register
Fixed Assets must ensure that transferred assets retain their original project number identification in the asset record, to ensure appropriate access to archived records
Cost Drivers
Number of verifications required


Fixed Assets - Level 2 - FA 1.7 Answer Adhoc Queries


Best Practice Financial Processes: Fixed Assets