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%CO:A,75,70%%C%%H1%%H2%FIXED ASSETS%H2%%H1%    by Steve Edwards  (4794)

  The following notes explain the use of the Fixed Assets  
spreadsheets called FASL & FARB.
  The 2 spreadsheets use different methods of calculating the 
depreciation charge for a particular period.
  FASL uses the Straight Line method of depreciation, ie based on 
cost.
  FARB uses the Reducing Balance method of depreciation, ie based on 
the net book value brought forward from the previous period.

  Both spreadsheets require 3 recalculations ( ie <>A<>A<>A ) to 
produce the correct results.


A) %H1%LAYOUT%H1%

Column A    Description of asset
Column B    Cost of asset bought ( and still owned ) in previous 
            period
Column C    Cost of asset bought in current period
Column D    Cost of asset disposed of in current period
Column E    Total of columns B-D
Column F    Depreciation provided in previous periods
Column G    Depreciation charged in current period
Column H    Depreciation extracted in respect of assets disposed of
Column I    Total of columns F-H
Column J    Total cost - depreciation on assets brought forward
Column K    Total cost - depreciation on assets carried forward
Column L    Sale proceeds of asset disposed of
Column M    Profit/(loss) on asset disposed of
Column N    Number of months depreciation to be charged (not 
            disposals)
Column O    Rate of depreciation
Column P    Number of months depreciation to be charged on asset 
            disposed of
Columns R-U These columns are hidden and are used to calculate the 
            depreciation figures

All columns except column A are set to width 12, but they may be 
altered by moving the cursor to the relevant column and pressing <>W 
and entering the required width.


B) %H1%SET UP%H1%

  1) Select either of the spreadsheets, depending on which method of 
depreciation you require.
  2) Amend the headings in rows 1-3 as required. It is normal to have 
separate spreadsheets for each catagory of fixed asset, eg Land & 
Buildings, Plant & Machinery, Office Equipment, Fixtures & Fittings 
etc.
  3) Give the spreadsheet a name ( using <>FC ).
  4) Ensure recalculation is set to manual via the Options menu.
  5) Ensure "Text/Numbers" is set to text via the Options menu.
%P0%
  6) Enter the descriptions of the various assets owned at the start 
of the year in column A, commencing in row 7.
  7) If there are insuffficient rows then aditional space can be 
created by the following method:
     (a) Move the cursor to the last row above the totals, ie to row 
         57 if no additional rows have been inserted.
     (b) Press <>N to insert 1 extra row.
     (c) Repeat (b) until the required number of rows have 
         been inserted.
     (d) Replicate the formulae into these extra rows, eg if 5 
         extra rows have been created then 
         <>BRE 
         Range to copy from       B56U56
         Range to copy to         B57B61
         It is recommended that the extra rows are inserted before 
         you use the last existing row, otherwise the figures in this 
         last row will also be replicated into the new rows.
  8) Alter "Text/Numbers" in the Options menu to Numbers.
  9) Go back to row 7 and in column B enter the cost of the first 
asset and in column F enter the depreciation brought forward for the 
first asset.
  10)Repeat 9) for all subsequent assets.
  11)The number of months depreciation in column N is set to 12, 
which will produce the correct results if figures are required for a 
full year. If for example figures are only required for 6 months then 
all the figures in this column should be changed to 6. The easiest 
method is to use the <>BRE option.
      EG, if no extra rows have been inserted goto N7 and enter 6 
          into that slot. Press <>BRE 
      Range to copy from    N7
      Range to copy to      N8N56
      The number 6 wil then be copied from N7 into all slots N8 to 
      N56.
  12)Go to column O and enter the depreciation rate in slot O7. 
Relicate this figure to all slots in the column as explained in 11) 
above. The rate must be entered as a decimal not a percentage.


C) %H1%ADDITIONS TO FIXED ASSETS%H1%

   1)Select the first available empty row.
   2)Enter the description in column A while in Text mode ( select 
via the Options menu ).
   3)Enter the cost in column C while in Number mode ( select via the 
Options menu ).
   4)Go to column N and adjust the number of months depreciation to 
the correct figure. EG if you require the depreciation figures for a 
12 month period but an asset was bought 4 months into the period then 
you should set the number of months for this asset to 8 ( ie 12-4 ).

%P0%
D) %H1%DISPOSALS OF FIXED ASSETS%H1%

   1)Enter the COST of the asset disposed of in column D on the row 
relating to that asset. If only part of the asset has been disposed 
of then only enter the portion of the cost attributable to the part 
disposed of. The figure should always be entered as a NEGATIVE value.
   2)Goto column L and enter the sale proceeds of the asset. 
   3)Goto column P and adjust the number of months depreciation. EG 
if an asset was sold after 9 months of a 12 month period then enter 
the number of months as 9.


E) %H1%START OF NEW PERIOD%H1%

   1)Delete any assets that have been TOTALLY ( not part disposals ) 
disposed of. There 2 possible methods:
     (a)Delete the row containing that asset ,ie move the cursor to 
that row and press <>Y, or
     (b)Delete the description from column A (using DELETE ), and any 
figures in columns B,C,D,F,L. (for the figures move to the relevant 
slot and press SPACE ENTER ). Remember to alter the number of months 
in column N if this row is used for another asset in the future.
     (c)For assets still owned ( including assets which have been 
part disposed of ) copy the figures from column E to Column B, from 
column I to column F. Delete any figures in columns C,D and L as 
these relate to the previous period's additions and disposals, and 
alter the figures in column N as required.
     (d)Give the spreadsheet a new name so you will not overwrite the 
previous periood's spreadsheet.
     (e)Repeat C) and (D) for any additions and disposals.