The amount that appears in the "Originating Unapplied" box is less than the total acquisition cost of the actual assets in the Fixed Assets Purchasing Transactions window

Applies to: Fixed Assets

SYMPTOMS

In the Fixed Assets Purchasing Transactions window of the Fixed Assets module, the amount that appears in the Originating Unapplied box is less than the total acquisition cost of the actual assets that were saved by using this purchasing transaction. This problem occurs only for assets that have the same asset ID but that have a different suffix.

CAUSE

This problem occurs because Microsoft Business Solutions - Great Plains does not update the amount in the Originating Unapplied box in the Fixed Assets Purchasing Transactions window after you create an asset and then clear that asset. If you continue to create the asset after you clear the asset, the asset has an incorrect acquisition cost.

WORKAROUND

To work around this problem, follow these steps:
1. Back up your company database.
2. Click Start , click All Programs , click Microsoft SQL Server , and then click Query Analyzer .
3. Select the server to which you want to connect. (This server is a server that is running Microsoft SQL Server.) Enter the login name and the password.
4. Run a SELECT statement on the FA01100 (FA-AP Post Master) table and on the FA01400 (Asset Purchase Master) table for this purchasing transaction (FA_AP_Post_Index).

Type the following in the query pane. Then, press F5, or click the green arrow.
select VENDORID, DOCNUMBR, * from FA01100 where VENDORID = 'VendorID' and DOCNUMBR = 'Invoice Document Number'select VENDORID, DOCNUMBR, FA_AP_Post_Index, * from FA01400 where VENDORID = 'VendorID' and DOCNUMBR = 'Invoice Document Number' 
Note In the statement, replace VendorID with the appropriate vendor ID. Replace Invoice Document Number with the appropriate invoice document number.
5. The sum of the Acquisition_Cost values in the FA01400 table is not equal to the APPLDAMT value and to the ORAPPAMT value in the FA01100 table. To correctly sum the information, use the following script.

Type the following in the query pane. Then, press F5, or click the green arrow.
select sum (Acquisition_Cost from FA01400 where VENDORID = 'Vendor ID' and DOCNUMBR = 'Invoice Document Number. 
6. Update the APPLDAMT value and the ORAPPAMT value in the FA01100 table for this specific FA_AP_Post_Index record.

Type the following in the query pane. Then, press F5, or click the green arrow.
update FA01100 set APPLDAMT = X, ORAPPAMT= X where DEX_ROW_ID= Z 
Note In the statement, replace X with the sum of the Acquisition_Cost values in the FA01400 table. Replace Z with the specific DEX_ROW_ID value of that record in FA01100.

STATUS

Microsoft has confirmed that this is a problem in the Microsoft products that are listed in the "Applies to" section. Microsoft regularly releases software updates to address specific problems. If Microsoft releases a software update to resolve this problem, this article will be updated with additional information.

MORE INFORMATION

Steps to reproduce the problem

1. Create an invoice transaction from the Payables Management module. To do this, follow these steps:
a. Click Transactions , click Purchasing , and then click Transaction Entry .
b. Click Distributions .
c. In the PURCH Type box, select the Fixed Assets clearing account. You must select the Fixed Assets clearing account so that the Fixed Asset user interface will start when you post this invoice.
d. In the Document Number box, type 000514 .
e. In the Amount box, type 1,000 .
2. In the Fixed Assets Company Setup window, click to clear the Delete Purchasing Transactions Immediately check box, and then click Save .
3. In the Asset General Information window, click Cards , click Fixed Assets , and then click General . In the Asset ID box, type Car . In the Suffix box, type 1 .
4. Click Purchase to open the Fixed Assets Purchasing Transactions window.
5. Select the payables invoice that you created in step 1, and then click Select .
6. In the Asset General Information window, use the TAB key to move to the Acquisition Cost box. Then, click the expansion button to open the Asset Purchase window. In the Acquisition Cost box, type 100 , and then click OK .
7. In the Asset General Information window, verify that the amount in the Acquisition Cost box is 100 dollars. Enter a description, a class ID, a type, a property type, and a quantity for this asset ID. Click Save , and then click Clear .
8.

Repeat step 3 through step 7 for the following new asset IDs and acquisition costs:

• In the Asset ID box, type Car . In the Suffix box, type 2 . Use an acquisition cost of 200 dollars.
• In the Asset ID box, type Car . In the Suffix box, type 3 . Use an acquisition cost of 300 dollars.



     
9. In the Asset General Information window, click Cards , click Fixed Assets , and then click General . In the Asset ID box, type Car . In the Suffix box, type 4 . Click Purchases . Select the same purchasing transaction in the Fixed Assets Purchasing Transactions window. Then, click OK .

Note The value that appears in the Originating Unapplied box for voucher 000514 is 400 dollars.
10. In the Asset General Information window, click Clear so that this asset ID is not saved.
11. In the Asset General Information window, use the lookup button for the Asset ID box to select the Car asset ID that has a suffix of 2 . Then, click Save . Next, select the Car asset ID that has a suffix of 3 , and then click Save .
12. Reenter the Car asset ID that has a suffix of 4 , and then click Purchases . Select the same purchasing transaction invoice in the Fixed Assets Purchasing Transactions window that you entered earlier.

Expected results

In the Fixed Assets Purchasing Transactions window, you expect the amount that appears in the Originating Unapplied box for voucher 000514 to be 400 dollars.

 

Actual results

In the Fixed Assets Purchasing Transactions window, the amount that appears in the Originating Unapplied box for voucher 000514 is -100 dollars. Microsoft Great Plains incorrectly calculates this amount by using the following formula:

$400 (the originating unapplied amount) - $200 (the acquisition cost of the Car-2 item) - $300 (the acquisition cost of the Car-3 item) = $-100

Note You can prevent this problem by closing the Asset General Information window after you click Clear in step 8.

 

DISCLAIMER 

MICROSOFT AND/OR ITS SUPPLIERS MAKE NO REPRESENTATIONS OR WARRANTIES ABOUT THE SUITABILITY, THE RELIABILITY OR THE ACCURACY OF THE INFORMATION THAT IS CONTAINED IN THE DOCUMENTS AND THE RELATED GRAPHICS PUBLISHED ON THIS WEB SITE (THE “MATERIALS”) FOR ANY PURPOSE. 

THE MATERIALS MAY INCLUDE TECHNICAL INACCURACIES OR TYPOGRAPHICAL ERRORS AND MAY BE REVISED AT ANY TIME WITHOUT NOTICE. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, MICROSOFT AND/OR ITS SUPPLIERS DISCLAIM AND EXCLUDE ALL REPRESENTATIONS, WARRANTIES, AND CONDITIONS WHETHER EXPRESS, IMPLIED OR STATUTORY, INCLUDING BUT NOT LIMITED TO REPRESENTATIONS, WARRANTIES, OR CONDITIONS OF TITLE, NON-INFRINGEMENT, SATISFACTORY CONDITION OR QUALITY, MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, WITH RESPECT TO THE MATERIALS.