Key-Assets - cs.boycesystems.comcs.boycesystems.com/customersupport/(S(j0i3b1dqvhesfpzou2hj3owl... · Par t II Se Up 5 1 System..S..e..t.t.i.n..g..s..... 5 2 Installa.t.i.o..n

© 2003, Keystone Consulting Services Inc.

Keystone Software Systems 9401 Innovation Dr., Suite 400

P O Box 669Daleville IN 473341-800-875-1553

Key-Assets

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Printed: October 2014 in Daleville Indiana

Key-Assets Help


IContents

I


Table of Contents

Foreword 0

Part I Conversion 2

................................................................................................................................... 21 Before Conversion

................................................................................................................................... 22 Conversion Routine

................................................................................................................................... 33 Conversion Setup

Part II Set Up 5

................................................................................................................................... 51 System Settings

................................................................................................................................... 52 Installation

................................................................................................................................... 93 Add Users

................................................................................................................................... 94 Add an Asset Group to the Asset Group Table

................................................................................................................................... 105 Add a Location to the Asset Location Table

................................................................................................................................... 106 Add a Type to the Asset Type Table

................................................................................................................................... 117 Add a Department to the Department Table

................................................................................................................................... 118 Add a New Fund to the Fund Number Table

................................................................................................................................... 129 Add an Insurance Type

Part III Adding or Reviewing Assets 14

................................................................................................................................... 141 Add an Asset to the Asset Table

................................................................................................................................... 162 Edit an Asset in the Asset Table

................................................................................................................................... 173 Capital vs. Inventory

................................................................................................................................... 174 Asset Grid

................................................................................................................................... 175 Filter Salvaged Assets

................................................................................................................................... 186 Deleted Assets

................................................................................................................................... 187 Asset Picture

................................................................................................................................... 198 Salvage Picture

Part IV SBA & Dates 21

................................................................................................................................... 211 SBA & Dates

Part V Reports 23

................................................................................................................................... 231 Report Binding

................................................................................................................................... 232 Report Parameters

................................................................................................................................... 253 Annual Asset Worksheet

................................................................................................................................... 254 Turning on SBA approval for Reports

................................................................................................................................... 255 Asset Report

................................................................................................................................... 276 Asset by Group

Key-Assets HelpII


................................................................................................................................... 297 Assets with Depreciation

................................................................................................................................... 308 Audit File of Deleted Transactions Report

................................................................................................................................... 309 Capital Asset Form 211

................................................................................................................................... 3210 Capital Assets Form 369

................................................................................................................................... 3311 Maintenance Asset Group Report

................................................................................................................................... 3412 Maintenance Asset Location Report

................................................................................................................................... 3413 Maintenance Asset Type Report

................................................................................................................................... 3514 Maintenance Department Report

................................................................................................................................... 3615 Maintenance Fund Report

................................................................................................................................... 3616 Maintenance Insurance Report

................................................................................................................................... 3717 Depreciation History Report

Part VI Button Definition 40

................................................................................................................................... 401 Button Definition

Part VII Depreciation 42

................................................................................................................................... 421 Depreciation of Assets

................................................................................................................................... 432 Annual Depreciation Reset

................................................................................................................................... 433 Voiding a depreciation record

Part VIII Year End Depreciation Reset 45

................................................................................................................................... 451 Annual Depreciation Reset

Part IX Security 47

................................................................................................................................... 471 Changing Passwords

................................................................................................................................... 472 Security

Part X SBOA Form Approval 50

................................................................................................................................... 501 SBOA Form Approval

................................................................................................................................... 532 List of Reports for Audit for Approval

Index 54

Part

I

Key-Assets Help2


1 Conversion

1.1 Before Conversion

Before ConversionBefore converting your current Key Fast© data, here are some items to review. Check your master files. Make sure you have Fund numbers in the "Fund" field. Make sure you have Department numbers in the "Dept" field. Make sure you have Locations in the "Location" field. Check each asset for consistency. Theconversion program will assume "Fire Dept" and "Fire Department" are two different locations. If titlesare not identical separate locations will be created and added to the location table and will printseparately on reports. Make sure you have Type numbers in the "Type" field.

1.2 Conversion Routine

Conversion RoutineThis routine will convert as much data as possible from your current Key-Fast© program. NOTE: If the Convert FA data is greyed out, your data has already been converted, call the KeystoneHelpdesk for instructions on how to reset the Data Conversion Routine. Go to HOUSEKEEPING and scroll to and click on CONVERT FA DATA. The program will display a folder list. If your current program is on a network drive, be sure to select thenetwork drive letter from the drop down list at the bottom of the selection box. Highlight the directory ofthe data you are converting and click the SELECT button. A confirmation box will display. If the directory is correct, click OK. A Progress box will display during the conversion. The Conversion Routine will print a conversion error report listing any assets that did not convert. Youcan review this list, make corrections to the master files in your DOS program and re-convert. Call theKeystone Helpdesk for instructions on how to reset the conversion routine. After a successful conversion go to HOUSEKEEPING | DATA MAINTENANCE and scroll to and click onUPDATE DATA STRUCTURES. The program will check to see if the data structures need to be updated and update them as necessary. If they do not the program will display the message saying "Your Tables Do Not Need Updating At ThisTime", click OK.

Conversion 3


1.3 Conversion Setup

Conversion SetupAfter converting review all tables and records for accuracy. Go to FILE | SYSTEM SETTINGS and review the information. Add any information necessary. Forinstructions, see the topic SYSTEM SETTINGS. Go to LISTS | USERS to edit or add new users. Go to HOUSEKEEPING | TABLE MAINTENANCE to open the program default tables. Table Maintenance: The Asset Group table is user defined and used for grouping assets together for "Group MethodDepreciation". This depreciates items based on the group to comply with GASB34. You may add tothis table as necessary. Then go to the assets involved in the group and put in the group identifier fordepreciation. The Asset Location table is user defined, but will be converted from your DOS program. You may add tothis table as necessary. The Asset Type table is user defined, but will be converted from your DOS program. You may add tothis table as necessary or as the SBA adds more asset types they want you to track. The Department table will be converted from your DOS program. You may add to this table asnecessary. You may also wish to edit this table and insert a department name instead of the numberthat is put there during the conversion. You old system did not have department names so the numberwas converted as the name. The names may be changed so that they appear on the reports properly. The Fund Number table will be converted from your DOS program. You may add to this table asnecessary. You may also wish to edit this table and insert a fund name instead of the number that isput there during the conversion. Your old system did not have fund names so the number was convertedas the name. The names may be changed so that they appear on the reports properly. The Report Groups (Form Names) table is a program default set at this time and will be expanded inlater versions. The Reports table is a list of default reports set up in the program.

You may also get to these tables from the Navigator on the left half of your screen. Go to KEY-ASSETS | TABLE MAINTENANCE to review and edit the tables contained underHOUSEKEEPING.

Part

II

Set Up 5


2 Set Up

2.1 System Settings

System SettingsThis screen contains information about your unit. The information is used in subsequent proceduresand printed reports. Go to FILE | SYSTEM SETTINGS on the menu bar. On the UNIT INFORMATION tab: Type in the name of your unit in the NAME field; press the TAB key. This program uses upper and lowercase letters throughout. Type in the street address of your unit in the ADDRESS field. There are two lines, one for the streetaddress and one for a P.O. Box, if necessary. Press the TAB key. Type in the city of your unit; press the TAB key. Type in the zip code of your unit; press the TAB key. Type in the two letter state, e.g. IN for Indiana; press the TAB key. On the KEYSTONE ONLY tab: The KEYSTONE ONLY tab is available only with the Keystone password. Call the Helpdesk (765-759-1333, ext 111 or 877-727-4064, ext 111) for assistance with changes on this tab. If you are re-converting data, you must deselect the Data Converted box before running the conversionroutine. Always click APPLY to save changes before closing this screen. Click CLOSE to close System Settings.

2.2 Installation

InstallationIf you are installing to a stand-alone computer, the default drive letter for the destination will be "C:" forboth the DATA and the WORKSTATION programs. If you are installing to a Windows Peer-to-Peer network, install on the server station and the default driveletter for the destination will be "C:" for both the DATA and WORKSTATION programs on the servercomputer. The path to the data directories in User Preferences on the workstation computers must usethe drive letter of the mapped drive to the server computer or the UNC name. Call the KeystoneHelpdesk if you need assistance with using the UNC name. If you are installing to a network, install from any workstation. The "Data Files" CD default drive letter willbe the network drive letter (F:, H:, or K:) and the "Workstation Program Files" CD will be installed oneach workstation, the default drive letter "C:"

Key-Assets Help6


It is very important to follow the steps below. The DATA program must be installed first and only once to the either the server computer of a peer-to-peer network or to a workstation computer of a dedicated server network. Any DATA program updatesmust be installed on the same computer as the original install. The WORKSTATION program must be installed to the C: drive of each computer that will be accessingKey-Fixed Assets©. Step One Insert Key-Assets© CD into the CDRom drive. Click START | RUN to open the RUN box. Type D:\DATA-INSTALL\SETUP.EXE (replace the drive letter in this statement if your CDRom Drive isassigned a different letter) Or click the BROWSE button to open the BROWSE Box, click on the LOOKIN Box to open the list, click on the Compact Disk Drive and scroll to the folder DATA-INSTALL\SETUP.EXE and double click to run setup. A Welcome screen will display. Click NEXT. A Destination screen will display with default to C:\Keystone\Keyfa\Data\. Change the default drive letterto your network drive by clicking on BROWSE and typing (for example) F:\Keystone\Keyfa\Data\ If for some reason your network administrator requires a different destination (Not Recommended), clickon BROWSE to display a folder list. Highlight the folder you want to designate as the destination andclick OKAY. Please call Keystone if installing this program to a different destination. If you find yourself in BROWSE and you do not want to be there, just click CANCEL to close the folderlist. When the correct destination is displayed, Click NEXT. Setup Complete screen will display. Click FINISH. Step Two With the Key-Assets© CD still in the CDRom drive click START | RUN to open the RUN box.Type D:\WORKSTATION-INSTALL\SETUP.EXE (replace the drive letter in this statement if your CDRomDrive is assigned a different letter) Or click the BROWSE button to open the BROWSE Box, click on theLOOK IN Box to open the list, click on the Compact Disk Drive and scroll to the folder WORKSTATION-INSTALL\SETUP.EXE and double click to run setup.Destination screen will display with default to C:Keystone\keyfa. This should be the destination on eachworkstation. If for some reason your network administrator requires a different destination (Not Recommended), clickon BROWSE to display a folder list. Highlight the folder you want to designate as the destination andclick OKAY.

Set Up 7


If you find yourself in BROWSE and you do not want to be there, just click CANCEL to close the folderlist. When the correct destination is displayed, Click NEXT. Setup Complete screen will display. If prompted to reboot it is recommended that you do so. Click FINISH. Step Two-a Microsoft Components In order to use some of the new features of this program, on Windows95, Windows98, and WindowsMeWorkstations, additional components from Microsoft must be installed. You will see a message come up saying "Setup will now try to install required Microsoft Components."Click OK to start installing the Microsoft Components. The first component installed is DCOM95 or DCOM98. Installation should proceed without any userinput. When this component is finished installing, you may see a message asking if you would like toREBOOT the workstation. Click NO to continue with the installation. The second component installed is the Microsoft Data Access Component. Once the setup screen forthis comes up click on the checkbox, which says "I accept all of the terms of the preceding licenseagreement". You will then be able to click NEXT to continue. After the next screen has completed its progress, click NEXT. Then the setup is ready to install the components. You will click FINISH to start the installation. When this setup is complete you will click CLOSE to get out of this screen. When the component setups are complete, the Setup Complete screen will again be displayed. ClickFINISH. *********** RESTART YOUR COMPUTER NOW. *********** Repeat the Workstation Installation on each Workstation that will be accessing Key-Payroll©. Step Three After installation is complete your desktop will have an icon to Key-Asets and the Start menu will have afolder titled KEYSTONE | KEYFA| Key-Assets. Double click the Key-Assets icon to open the program. A Welcome Box will display asking forpreferences. Click OKAY. A Users Preference Box will display. It has three tabs, DATA, GENERAL and PROGRAM LOCATIONS.

Key-Assets Help8


On the DATA tab the USE LOCAL DATA Box will be checked by default and should remain checked. In the Data directory box the LOCAL line should point to where you installed your data, for exampleC:\KEYSTONE\KEYFA\DATA\. If your network drive letter or the mapped drive letter in a peer-to-peernetwork is different, please replace the drive letter in this statement to match it. The program will verify avalid directory and prompt you to correct the statement if necessary. The REMOTE line should match the LOCAL line exactly. Next, click on the GENERAL tab. The four preferences listed are CONFIRM, BEEP, CLOCK ANDSHOW TOOL TIPS. Click on CLOCK and SHOW TOOL TIPS to select them. We do not recommend selecting CONFIRMor BEEP. CONFIRM will keep you from automatically advancing to the next field after filling the currentfield. BEEP will beep at you at the end of each field. This may become annoying. No MEMORY settings are necessary. Next click on the PROGRAM LOCATIONS tab. This will allow you to set the default destination forinterfacing with your accounting programs. The program will default to C:\Budwin. If your Key-Budget© is on your network drive, change the driveletter to match (F:\Budwin, K:\Budwin, or if you have Budwin32 it is F:\Keystone\Keybud, etc.). Youmay also click on the BROWSE button to open the BROWSE box, scroll to your BUDWIN or \Keystone\Keybud subdirectory and click. If you are using Key-School Budget©, the program location should be C:\Scwin. If your Key-SchoolBudget© is on your network drive, change the drive letter to match (F:\Scwin, K:\Scwin, etc.). You mayalso click on the BROWSE button to open the BROWSE box, scroll to your SCWIN subdirectory andclick to highlight it, then click select. Click OKAY. Click OKAY. The program will open.Step Four Go to HOUSEKEEPING | DATA MAINTENANCE and scroll to UPDATE DATA STRUCTURES, click torun the update routine.

If this is a New Installation please make sure to go to HOUSEKEEPING | PREPARE FOR NEWINSTALL before proceeding. If this is a conversion, please review the topics BEFORE CONVERTING and CONVERSION ROUTINEprior to running the conversion routine. Go to HOUSEKEEPING and scroll to and click on CONVERT FA DATA. Note: If the program above items are grayed out and you can't get to either of them, you that data hasalready been converted or is marked as already converted, then go to FILE | SYSTEM SETTINGS |KEYSTONE ONLY TAB and uncheck the DATA CONVERTED box, click APPLY, and then clickCLOSE. You have successfully installed the Key-Assets© program.

Set Up 9


2.3 Add Users

Add UsersSet up USERS and rights with this feature. Asset activity is tracked by user. This feature will beavailable to the ADMIN user only. To Add a new user: Go to Security on the menu bar and click on USERS The ADMIN log in box displays, enter the ADMIN password. The program ADMIN default password isADMIN. This should be changed by the program administrator. Keep this password in a safe place forlater reference.

Click on the "New" button . Type in the full name of the new user in the NAME field, for example, John Smith. Type in the user ID in the user ID field, for example, JOHNNY. Type in the password for this user in the password field. The password must be 6 to 10 characters.

Click the "Save" . To change a user password: Highlight the user in the LIST tab. Click on the PROPERTIES tab. Type in the new password in the password field. Type in the new password again for spelling verification. If the password is not spelled the same a warning to retype the password will be displayed.

Click the "Save " .

2.4 Add an Asset Group to the Asset Group Table

Add an Asset Group to the Asset Group TableThe Asset Group Table is a table of groupings for GASB34. You may assign a group to several assetsto use "Composite/Group Method Depreciation". "Composite depreciation refers to calculating depreciation for a collection of similar assets. A singlecomposite rate is applied annually to the acquisition cost of the collection as a whole. At year-end anadjustment will be made to the total cost to account for any additions/disposals throughout the year. The accumulated depreciation associated with it will also be adjusted. A gain or loss will never bereported on the asset when using the composite method. A full year's depreciation will be taken whenthe asset is place din service and no depreciation recorded in the year it is sold or disposed of. Todetermine the appropriate depreciation rate for the composite group, divide 1 by the number of years theassets are depreciated." - taken from Capital Asset Policy. Go to Navigator Tree | Key-Assets | Table Maintenance | Asset Group and double click. This opens

Key-Assets Help10


the table.

Click on "Add New Record" button .

Type in the name of the asset group and click on the "Save" button . Continue adding Asset Group records until all necessary groups are added.

Close this table by clicking on the "Exit Form" button .

2.5 Add a Location to the Asset Location Table

Add a Location to the Asset Location TableThe Asset Location table is a list of locations where assets are stored. Go to Navigator Tree | Key-Assets | Table Maintenance | Asset Location and double click. This opens the table.


Type in the name of the Asset Location and click on the "Save" button . Continue adding Asset Locations until all necessary records are added.

Close this table by clicking on the "Exit Form" button . NOTE: If you are converting from our DOS program, Location Names will be converted into this table. You may edit those names or add to this table at any time.

2.6 Add a Type to the Asset Type Table

Add a Type to the Asset Type Table

This table is a list of Asset Types. This may be added to as the State Board of Accounts adds assettypes. Go to Navigator Tree | Key-Assets | Table Maintenance | Asset Type and double click. This opens thetable.


Type in the name of the Asset Type and click on the "Save" button . Continue adding Asset Types until all necessary records are added.

Close this table by clicking on the "Exit Form" button . NOTE: If you are converting from our DOS program, Types will be converted into this table. You may

Set Up 11


edit those names or add to this table at any time.

2.7 Add a Department to the Department Table

Add a Department to the Department TableThis table is a listing of all possible departments that assets are associated with. Department number is a six (6) digit number, e.g. the first three (3) digits are the Fund and the last three (3) are thedepartment number. Go to Navigator Tree | Key-Assets | Table Maintenance | Departments and double click. This opensthe table.


Type in the name of the Department and click on the "Save" button . Continue adding Departments until all necessary groups are added.

Close this table by clicking on the "Exit Form" button . NOTE: If you are converting from our DOS program, Department numbers will be converted into thistable. This table will have no names associated with the numbers because the DOS program had onlynumbers so the department number and name are the same thing. You may edit those names or addto this table at any time.

2.8 Add a New Fund to the Fund Number Table

Add a New Fund to the Fund Number TableThis table is a listing of all possible funds that assets are associated with. Fund number is a three (3)digit number, e.g. 101 for General Fund. Go to Navigator Tree | Key-Assets | Table Maintenance | Fund Number and double click. This opensthe table.


Type in the name of the Fund and click on the "Save" button . Continue adding Funds until all necessary groups are added.

Close this table by clicking on the "Exit Form" button . NOTE: If you are converting from our DOS program, Fund numbers will be converted into this table. This table will have no names associated with the numbers because the DOS program had onlynumbers so the fund number and name are the same thing. You may edit those names or add to thistable at any time.

Key-Assets Help12


2.9 Add an Insurance Type

Setup Insurance table

Go to Insurance Talbe in the Navigator Bar

Click Add New Record button.

Enter Necessary information.

Click Save.

Part

III

Key-Assets Help14


3 Adding or Reviewing Assets

3.1 Add an Asset to the Asset Table

Add an Asset to the Asset TableThe Asset Table contains a list of all assets in your unit and all information associated with that asset. To add an asset record: Step One - Asset Master File Information.

Go to the Navigator Tree | KEY-ASSETS and double click Assets.


When you add a new asset the program will fill in the "Date Entered" field.

NOTE: When adding a Capital Asset item, make sure to click on the "Capital Asset" box. When youclick on this box a check mark will appear in the box.

NOTE: When adding an Inventory item, make sure you DO NOT click on the "Capital Asset" box. Youwant this box to be empty for inventory items. You may enter your own asset number or click on "Next Available Number" to let the system numberyour assets.

The asset number field is Alpha/Numeric and is twenty (20) characters long. Click in the Asset Name field and type in the name of the Asset. and press <TAB>. Type in the Purchase Date of the Asset, if known, and press <TAB> Type in the Tag Number, if applicable, and press <TAB>. Type in the Asset Cost and press <TAB>. Type in the Serial Number, if applicable, and press <TAB> Type in the Replacement Cost <TAB> Type in the Model Number <TAB> Type in the Life, if known, and press <TAB>.

If you fill in the life of the item the software will calculate the percentage to depreciate each year andmonth. Use the pull down list to enter the Asset Type and press <TAB>.

If the type you are looking for is not in the pull down list it must be added to the Asset Type Table underTable Maintenance. Type in the Room Number where the Asset is located, if applicable, and press <TAB>.

Adding or Reviewing Assets 15


Use the pull down list to enter the Asset Location and press <TAB>.

If the location you are looking for is not in the pull down list it must be added to the Asset LocationTable under Table Maintenance. Type in the Purchase Order number, if applicable, and press <TAB>. Use the pull down list to enter the Fund and press <TAB>.

If the Fund you are looking for is not in the pull down list it must be added to the Fund Table under TableMaintenance. Type in the APV number, if applicable, and press <TAB>. Use the pull down list to enter the Department and press <TAB>.

If the department you are looking for is not in the pull down list it must be added to the DepartmentTable under Table Maintenance. Type in the Check Number, if applicable, and press <TAB>. Use the pull down list to enter the Asset Group and press <TAB>.

If the group you are looking for is not in the pull down list it must be added to the Asset Group Tableunder Table Maintenance. If you are depreciating, type in the depreciation percentage based on the life and cost of the item.

If you fill in the cost of the Asset and the Life of the Asset the system will calculate the percent todepreciate and the annual and monthly amount to depreciate. If you do not wish to depreciate the asset until next year, put in a "Beginning Depreciation Date" ofJanuary in the following year, e.g. 01/01/2004. If you leave this field blank, this item will be depreciatedas long as you have a life, along with monthly, annual amounts or percent to depreciate. Prior Accum Depreciation is the amount depreciated on this asset from prior years. The system willcalculate this information from the point an asset is entered and forward. It will not calculate priordepreciation for older assets, this must be entered manually as you input the asset information, ifavailable. Depreciation This Year is the amount you depreciated this asset for the current year. The system willcalculate this information. This only calculates from this time forward. If you do monthly depreciationand have months prior to when you start this system the figure must be entered manually as you enteryour asset information, if available. Total Accum Depreciation is the total amount that has been depreciated on this asset. The system willcalculate this information from this point forward. If you are manually inserting Prior and currentinformation you must calculate it the first time and enter the figure.

NOTE: When you run your depreciation routine, if your Salvage Date is the same month as yourDepreciation Date, no depreciation will be calculated for that month. Example, if your Salvage date is12/31/2003 and your depreciation date is 12/31/2003, the system will not calculate depreciation for the

Key-Assets Help16


month of December.

We recommend that you run your depreciation routine and then put in the salvage date. Anotheralternative would be to use 01/01/2004 as your Salvage date and 12/31/2003 as your depreciation date. Last Depreciated Date is the date you last ran either a monthly or annual depreciation routine. Thesystem puts the date in this field when you run the depreciation routine. When you sell or dispose of an item, type in the Salvage Date and press <TAB>.

NOTE: When you run your depreciation routine, if your Salvage Date is the same month as yourDepreciation Date, no depreciation will be calculated for that month. Example, if your Salvage date is12/31/2003 and your depreciation date is 12/31/2003, the system will not calculate depreciation for themonth of December.

We recommend that you run your depreciation routine and then put in the salvage date. Anotheralternative would be to use 01/01/2004 as your Salvage date and 12/31/2003 as your depreciation date. When you sell or dispose of an item, type in the Salvage Value of the Asset and press <TAB>. You can enter any comments or a description in the Comments field, if applicable. Comments areoptional. All comment fields are expandable by clicking on the "Plus" button . Click on the "Minus"button to close the comment field..

If you are using the Insurance Type table. Click on the Misc Info tab and select the Insurance Type. Save out

Repeat the above steps for each Asset to be added to the Asset Grid.

3.2 Edit an Asset in the Asset Table

Edit an Asset in the Asset TableGo to Key-Assets and double click on ASSETS in the navigator tree. Highlight the asset you want to edit and double click on it. Make any necessary changes to the asset

Click on the "Save" button to save the record.

If you don't make any changes or want to discard changes that you made, click on the "Exit" button to close without saving changes. NOTE: When you run your depreciation routine, if your Salvage Date is the same month as yourDepreciation Date, no depreciation will be calculated for that month. Example, if your Salvage date is12/31/2003 and your depreciation date is 12/31/2003, the system will not calculate depreciation for themonth of December.



We recommend that you run your depreciation routine and then put in the salvage date. Anotheralternative would be to use 01/01/2004 as your Salvage date and 12/31/2003 as your depreciation date.

3.3 Capital vs. Inventory

Capital vs. InventoryThis program is capable of keeping track of Inventory and Capital Items. If you have Inventory to add (those items under the capital asset limit established by your council orboard), refer to Adding or Reviewing Assets. If you have Capital Assets to add (those items over the capital asset threshold established by yourcouncil or board), refer to Adding or Reviewing Assets.

3.4 Asset Grid

Asset GridThe asset grid is a listing of all the assets that are in your file. They can be sorted by each columnheading on the grid by clicking on the headings. There is also a filter button that you can turn on tohide your "salvaged items" so they do not appear in the grid. This filter stays on until you turn it off.

You will find the Filter button on the line above the asset grid. When you click on this button thefollowing screen appears:

Key-Assets Help18


Make sure you click in the box next to "Hide Salvaged items" and then click on the "Apply" button tomake sure the filter stays turned on. When you click on the "Close" button and return to the asset grid

you will see the words "Filter Applied" next to the filter button

3.6 Deleted Assets

Deleted AssetsYou may delete assets, put in by mistake, as long as they do not have any history associated with theasset. If you delete an asset it is removed from the asset file and put into the "deleted asset" file foraudit purposes. You may run a report of deleted assets. Asset numbers which are deleted may be re-used.

3.7 Asset Picture

Asset Picture

We have added the ability to show a picture of the asset.

If you have a digital camera, take a picture of the asset and download it to your PC.



We recommend that you download it to "\my documents\my pictures".

Go into the Asset Grid and add the asset or if the asset is already in the file, click on the "Picture" tab. Click on the "Plus" button and browse to the location where you downloaded the picture.

When you find the picture, double click and it will appear on the Picture Tab of the asset.

3.8 Salvage Picture

Asset Salvage Picture

We have added the ability to show a salvage picture of the asset. If you have a digital camera, take apicture of the asset and download it to your PC.

We recommend that you download it to "\my documents\my pictures".

Go into the Asset Grid and add the asset or if the asset is already in the file, click on the "SalvagePicture" tab.

Click on the "Plus" button and browse to the location where you downloaded the picture.

When you find the picture, double click and it will appear on the Salvage Picture Tab of the asset.

Part

IV

SBA & Dates 21


4 SBA & Dates

4.1 SBA & Dates

SBA & DatesAt the request of the State Board of Accounts, Keystone is now validating the year of the date you areentering on transactions. All dates will be checked to verify that they are in the current year of yourcomputer date. You do have the opportunity to override and let the date be used, but you are warnedthat the date is not in the current year.

Part

V

Reports 23


5 Reports

5.1 Report Binding

Report Binding

Reports have been adjusted for hole-punching and binding by moving the forms to handle a 5/8"clearance.

5.2 Report Parameters

Report Parameters

There are three main report parameters in deciding how to print reports. Reports are ran by groups that you specify and you may choose to run all items by leaving the "SelectAll" checked or if you uncheck this box a mover appears and you can choose what items to runbymoving them from left to right with the ">" or ">>" buttons. Each group you pick will bring up differentoptions for the mover.

Screen one from Asset Report:

:

Screen from Depreciation History:

Key-Assets Help24


Screen from Assets by Group, Assets with Depreciation, Form 211 and Form 369:

Reports 25


5.3 Annual Asset Worksheet

Annual Asset Worksheet

This is a worksheet that you can print to give to your departments so they can review their current list ofassets. They may make comments about the assets, add to this report or delete from this report andreturn it to you so you can update the Capital Asset Ledger.

5.4 Turning on SBA approval for Reports

Turning on SBA approval for Reports

When you receive your SBA (State Board of Accounts) approval, go to File | System Settings and fill inyour Approval Year. If you can't enter the year into the field, call Keystone and we will assist you. After you enter your year of approval, click Apply and exit the program completely. When you comeback into the program you should see your year of approval on your reports.

5.5 Asset Report

Asset Report

This report allows you to print your assets out sorted by various options on a range you specify. Thefollowing screen will appear:

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Mark your options and click "OK" to see the report on your screen or printer whichever you havespecified.

Reports 27


5.6 Asset by Group

Asset by Group

This report is ran by a group that you specify and you may choose to run all items by leaving the "SelectAll" checked or if you uncheck this box a mover appears and you can choose what items to run bymoving them from left to right with the ">" or ">>" buttons. Each group you pick will bring up differentoptions for the mover.

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The following report appears:

Reports 29


5.7 Assets with Depreciation

Assets with Depreciation

This report prints your assets and the associated depreciation for them.

This report appears:

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5.8 Audit File of Deleted Transactions Report

Audit File of Deleted Transactions Report

This report will print a list of deleted transactions. This is used for audit purposes.

5.9 Capital Asset Form 211

Capital Asset Form 211

The Software will print the SBA approved Form 211, for Cities & Towns, including infrastructure. If youwant to print this report you MUST make sure that you go to Table Maintenance | Asset Type andassign a "Major asset group" to each asset type in your table. There are only 6 Major Asset Groupsbut you can have multiple asset types in the your table. You can tie several different types of assets toone Major group. If you have any type that do not have a major group assigned to it, you will receive awarning, but the report will print anyway with X's in the type boxes. Go to the Asset Type table andassign a Major Asset Group to the type in question.

Reports 31


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The Form 211 is for City/Town Assets. Utility Assets should not show up on the report. When choosingthe group/option to print select Fund to exclude Utility Assets.

5.10 Capital Assets Form 369

Capital Assets Form 369

The Software will print the SBA approved Form 369, for School Corporations, including infrastructure. Ifyou want to print this report you MUST make sure that you go to Table Maintenance | Asset Type andassign a "Major asset group" to each asset type in your table. There are only 6 Major Asset Groups butyou can have multiple asset types in the your table. You can tie several different types of assets toone Major group. If you have any type that do not have a major group assigned to it, you will receive awarning, but the report will print anyway with X's in the type boxes. Go to the Asset Type table andassign a Major Asset Group to the type in question.

Reports 33


5.11 Maintenance Asset Group Report

Maintenance Asset Group Report

This report prints your Asset Group Table.

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5.12 Maintenance Asset Location Report

Maintenance Asset Location Report

This report prints your Asset Location table.

5.13 Maintenance Asset Type Report

Maintenance Asset Type Report

This report prints your Asset Type table.

Reports 35


5.14 Maintenance Department Report

Maintenance Department Report

This report prints your Department table.

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5.15 Maintenance Fund Report

Maintenance Fund Report

This report prints your Fund table. You have the option of printing all insurance types of by Expirationdate

5.16 Maintenance Insurance Report

Maintenance Insurance Report

This report prints your Insurance table.

Reports 37


5.17 Depreciation History Report

Depreciation History Report

This report prints a history of depreciation records for assets:

Choose the appropriate parameters for your report and it prints a Depreciation History Report for you:

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Part

VI

Key-Assets Help40


6 Button Definition

6.1 Button Definition

Button DefinitionBelow is a list of button icons used throughout the program to perform certain commands.

"Add New Record" This is used to add a record to a particular grid or list of records.

"Edit Highlighted Record" This is used to open or edit the screen for the record that is highlighted in agrid. A single click on a record highlights the record or a double-click highlights and opens without theuse of this button.

"Delete" depending on the status of the record highlighted. All deletions require validation and areprevented in certain instances.

"Close Form" or "Close Form Without Saving Changes" or "Close Form and Exit". The tool tip (thedefinition of the button when pointed) changes depending on the active grid. If the grid you are on allowschanges, the button will display "Close Form Without Saving Changes" as a warning to save.

"Save Changes and Exit" This button save any changes made to the grid and closes the form.

"Plus" This expands a description or comment box.

"Minus" This minimizes or closes a description or comment box.

"Find Specific Records" This opens a Find section on certain grids

"Print the Selected Record" This opens the report parameters form. This button also indicatesthat reports may be generated from this form.

"First" This highlights the first record in a grid.

"Last" This highlights the last record in a grid.

"Prior" This highlights the prior record in a grid.

"Next" This highlights the next record in a grid.

"Cancel" This cancels the immediate command.

"Exit" This closes Key-Fixed Assets.

Part

VII

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7 Depreciation

7.1 Depreciation of Assets

Depreciation of Assets

NOTE: GASB34 guidelines state that you should use Annual Depreciation when depreciating yourassets.

The program allows for Annual or Monthly Depreciation of Assets. You CANNOT depreciate bothMonthly and Yearly. You must choose one or the other. If you do not want to depreciate an item thefirst year enter a beginning depreciation date of January 1 of the next year. Whether you depreciate monthly or annually you may choose to depreciate several ways: To Depreciate Monthly - Go to ACTIVITIES | MONTHLY DEPRECIATION and choose one of the following: All Assets - depreciates all Assets in file. Specific Fund - depreciates only Assets with Fund(s) you choose to depreciate. Specific Department - depreciates only Assets with Department(s) you choose to depreciate. Fund and Department - depreciates only Assets with Fund and Deparment(s) you choose to depreciate. Specific Group - depreciates only a group of similar Assets you choose to depreciate. Asset Account Range - depreciates by asset account number range for those assets you specify. Keep in mind that monthly depreciation is not pro-rated. If you depreciate monthly in December whenyou run your last month, the system will make sure to calculate any pennies difference from roundingissues to make sure the annual amount is depreciated. To Depreciate Annually - Go to ACTIVITIES | ANNUAL DEPRECIATION and choose one of the following: All Assets - depreciates all Assets in file. Specific Fund - depreciates only Assets with Fund(s) you choose to depreciate. Specific Department - depreciates only Assets with Department(s) you choose to depreciate. Fund and Department - depreciates only Assets with Fund and Deparment(s) you choose to depreciate. Specific Group - depreciates only a group of similar Assets you choose to depreciate. Asset Account Range - depreciates by asset account number range for those assets you specify. If you purchase an asset near the end of a year and do not wish to depreciate the entire asset the first

Depreciation 43


year, make sure to enter a beginning depreciation date on the asset, e.g. 01/01/2004 to begindepreciating an asset purchased in late 2003 but you wish to depreciate in 2004. NOTE: When you run your depreciation routine, if your Salvage Date is the same month as yourDepreciation Date, no depreciation will be calculated for that month. Example, if your Salvage date is12/31/2003 and your depreciation date is 12/31/2003, the system will not calculate depreciation for themonth of December. We recommend that you run your depreciation routine and then put in the salvage date. Anotheralternative would be to use 01/01/2004 as your Salvage date and 12/31/2003 as your depreciation date.

7.2 Annual Depreciation Reset

Annual Depreciation Reset

At year end you run this routine under HOUSEKEEPING | YEAREND DEPRECIATION RESET to moveyour Current Depreciation to Prior Accumulated Depreciation. The depreciation for the current year isadded to this field and continues to accumulate at each year end when you run the reset routine.

7.3 Voiding a depreciation record

Voiding a depreciation record

If you accidentally depreciate an asset that should not have been depreciated, you may void thatdepreciation record on the depreciation tab of the asset associated with it. Go to the Depreciation Tab,

highlight the record you wish to void and click the "Delete" button . The system will put in a reversingentry that you can see in the depreciation history. If you need to depreciate this item later, check your"Last date depreciated" to make sure it is either removed or before the year that you originallydepreciated this asset. If the void is in the same year as the date of the computer, the voided amount will affect the"Depreciation This Year" field of the asset. If it is not in the same year, it will only affect the "PriorAccumulated Depreciation" field.

Part

VIII

Year End Depreciation Reset 45


8 Year End Depreciation Reset

8.1 Annual Depreciation Reset

Annual Depreciation Reset

At year end you run this routine under HOUSEKEEPING | YEAREND DEPRECIATION RESET to moveyour Current Depreciation to Prior Accumulated Depreciation. The depreciation for the current year isadded to this field and continues to accumulate at each year end when you run the reset routine.

Part

IX

Security 47


9 Security

9.1 Changing Passwords

Changing PasswordsTo change your Individual Password: Go to Security on the Menu Bar at the top of the home page. Click on Change Password Type in your new password. Retype your new password.

Click "Save" .

9.2 Security

As per the Indiana State Board of Accounts we have implemented certain password and login securityfeatures. The settings for these features can be found on the Security Info tab of the System Settingsform. If your City/Town/School is governed by the SBA, and your data set has been marked to AllowSBA Statement on the Keystone Only tab of System Settings, the settings will be defaulted to what theSBA requires automatically on startup of the program.If you are not governed by the SBA, you may turn off this switch to have less security.

The default settings for SBA are:

Passwords must be changed every 30 days.

Passwords must be a minimum of six (6) characters in length.

Passwords must be a combination of alphabetic and numeric characters.

Passwords may not be the same for a user as the last five (5) passwords used by this user.

User must be deactivated after three unsuccessful attempts to sign in to the program.

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If you are not governed by the SBA, you are free to choose any settings for these features. A setting ofzero (0) disables a particular option.

Part

X

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10 SBOA Form Approval

10.1 SBOA Form Approval

March 2014 - Page 7 CITIES & TOWNS BULLETIN

APPROVAL OF ACCOUNTING FORMS AND SYSTEMS

The State Board of Accounts is charged by law with the responsibility of prescribing and installing

a system of accounting and reporting which shall be uniform for every public office and every public

account of the same class and contain written standards that an entity that is subject to audit must

observe. The system must exhibit true accounts and detailed statements of funds collected, received,

obligated and expended for or on account of the public for any and every purpose. It must show the

receipt, use and disposition of all public property and the income, if any, derived from the property. It

must show all sources of public income and the amounts due and received form each source. Finally it

must show all receipts, vouchers, contracts, obligations, and other documents kept, or that may be

required to be kept, to prove the validity of every transaction. [IC 5-11-1-2]

The system of accounting prescribed is made up of the uniform compliance guidelines and the

prescribed forms. A prescribed form is one which is put into general use for all offices of the same class.

Computer hardware, software and application systems can now produce exact replicas of the

forms prescribed by the State Board of Accounts. An exact replica of a prescribed form is acomputerized

form that incorporates all of the same information as the manual prescribed form. Prescribed form

replication is the preferred approach from the State Board of Accounts’ position. These exact replicasare

the equivalent of the prescribed form and require no further action for the county to install the form within

their accounting system.

Governments are required by law to use the forms prescribed by this department. However, if it

is desirable to use a form other than the prescribed manual form, that is not an exact replica; the new

form must be approved by State Board of Accounts.

All forms previously approved by sending copies to State Board of Accounts and receiving a form

approval letter are approved with the conditions contained with the letter. All forms previously approved

SBOA Form Approval 51


by the adoption of a resolution as allowed by the Cities and Towns Bulletin article entitled Form Approval

Process-Computerized Systems, published in the March 2006 Bulletin, pages 2 and 3, are also

considered approved.

After April 1, 2014, if a government implements, consistent with the provisions of Indiana Code

and Uniform Compliance Guidelines, an automated accounting system that is to be considered for

approval, the responsible official is not required to maintain the prescribed forms replaced by the

automated system while awaiting the approval. New forms must be in place during at least one (1) State

Board of Accounts audit and must not be an element of an audit finding or audit result and comment that

is responsible or partially responsible for an exception found during an audit to be considered approved.

The government is responsible for placing on new forms the year of installation in the upper right corner.

This reference should be similar to “Installed by the City/Town of ______________, (Year).” The city or

town must maintain and present for audit a log of forms installed after April 1, 2014 with the yearinstalled

for all forms that replace forms prescribed by State Board of Accounts.

The government agrees to comply with the following conditions, if applicable, for any new forms

installed.

1. The forms and system installed are subject to review and/or recommendations during audits

of the government to ensure compliance with current statutes and uniform compliance

guidelines.

2. The government shall continue to maintain all prescribed forms not otherwise covered by an

approval.

3. All transactions that occur in the accounting system must be recorded and accessible upon

proper request. Transactions can be maintained electronically, with proper backups,

microfilmed, or printed on hardcopy. These transactions include, but are not limited to, all

input transactions, transactions that generate receipts, transactions that generate checks,

master file updates, and all transactions that affect the ledgers in any way. The system must

be designed so that changes to a transaction file cannot occur without being processed

through an application.

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4. The ability must not exist to change data after it is posted. If an error is discovered after the

entry has been posted, then a separate correcting entry must be made. Both the correcting

entry and the original entry must be maintained.

5. If the unit owns the source code, sufficient controls must exist to prevent unauthorized

modification. If the unit does not own the source code, the vendor shall provide

representatives of the State Board of Accounts with access to all computer source codes for

the system upon request for audit purposes. In addition, the vendor shall provide

representatives of the State Board of Accounts with a document describing the operating

system used, the language that the source code is written in, the name of the compiler used,

and the structure of the data files including data file names, data file descriptions, field

names, and field descriptions for the system.

6. Any receipts, checks, purchase orders, or other forms that require numbering shall be either

pre-numbered by an outside printing supplier or numbered by the units computer system with

sufficient controls installed in the system to prevent unauthorized generation of the form or

duplication of numbers.

7. All receipts must be either in duplicate or recorded in a prescribed or approved register of

receipts.

8. All checks must be either in duplicate or recorded in a register of checks generated by the

computer.

9. Recap sheets for each deposit for deposit advices, if applicable, will be maintained indicating

direct deposits. Individual wage assignment agreements will be kept on file to support direct

deposit.

10. "Installed by the City/Town of __________, (Year)" shall be printed, in the upper right corner,

on each approved form furnished by a printing supplier and, when practical, on those printed

from accounting systems at the unit. Upon the installation of a new form the form will be

entered on a log for this purpose with the date of installation; and the name and number of

the prescribed form replaced. The log must be available for audit.

11. The government officials are responsible to ensure that forms and accounting systems

SBOA Form Approval 53


installed comply with the uniform compliance guidelines for information technology services

published in the Cities and Towns Bulletin and accounting manuals. This includes ensuring

that customization of the system done by the vendor for implementation at the government is

done in such a manner that the system remains compliant.

12. In the event a change is required due to the passage of a State or Federal law, the

government agrees to implement the change in a timely manner.

.

10.2 List of Reports for Audit for Approval

Reports for Audit Approval Listing

Annual Asset Report

Asset Insurance Report

Asset Report

Assets by Group

Assets with Depreciation

Audit File of Deleted Trans.

Capital Assets Ledger-Form 221 (City/Town)

Capital Asset Ledger-Form 369 (Schools)

Depreciation History Report

Maint Asset Type Report

Maint Asset Location Report

Maint Asset Group Report

Maint Department Report

Maint Fund Report

Maint Asset Insurance Report

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Index- A -Add a Location to the Asset Location Table 10

Add a New Fund to the Fund Number Table 11

Add a Type to the Asset Type Table 10

Add an Asset Group to the Asset Group Table 9

Add an Asset to the Asset Table 14

Add Users 9

Conversion Setup 3

System Settings 5

Annual Asset Worksheet 25

Annual Depreciation Reset 43, 45

Asset Grid 17

Asset Picture 18

Assets with Depreciation 29

Audit File of Deleted Transactions Report 30

- B -Before Conversion 2

- C -Changing Passwords 47

Conversion Routine 2

Conversion Setup 3

- D -Deleted Assets 18

Depreciation of Assets 42

- E -Edit an Asset in the Asset Table 16

- I -Installation 5

- M -Maintenance Asset Group Report 33

Add an Asset Group to the Asset Group Table 9

Maintenance Asset Location Report 34

Maintenance Asset Type Report 34

Maintenance Department Report 35

Maintenance Fund Report 36

- S -System Settings 5

- T -Turning on SBA approval for Reports 25

- V -Voiding a depreciation record 43

Documents

Key-Assets - cs.boycesystems.comcs.boycesystems.com/customersupport/(S(j0i3b1dqvhesfpzou2hj3owl... · Par t II Se Up 5 1 System..S..e..t.t.i.n..g..s..... 5 2 Installa.t.i.o..n