Potential Asset List

This article provides information about the Potential Assets page of the Fixed Assets section of the Accounting module.

The Potential Assets list is located in the Fixed Assets section of the Accounting module. The list displays separate rows for each AP invoice or journal entry that has transaction data recorded on any of the potential asset trigger GL accounts that have been assigned on your Asset Classes. This means that, as your accounting team enters AP invoices and creates journal entries, if any of the potential asset trigger GL accounts are used on these transactions, the transaction records will appear in this list.

The Potential Asset list provides a consolidated list of any potential assets, which can be reviewed and updated by the Fixed Asset Manager. This list should be your go-to as new fixed assets are added to R365. This article reviews how to setup potential asset trigger GL accounts on Asset Classes and defines the features and functions of the Potential Assets list.

Potential Asset Trigger Accounts

The potential asset trigger accounts are configured on the asset classes. This field is not limited to a single GL account but can be a different account for each asset class as needed. Each account is monitored for activity to sort the AP invoice and journal entry transactions into the list for review.

Step 1: Set Potential Asset Trigger Account on the Asset Class 

On each asset class used, set the potential asset trigger account to be used for potential asset identification. Save the asset class to complete the assignment process. The assigned GL account are now monitored for potential asset activity.

Step 2: Enter Transaction Details on the Potential Asset Trigger Account

As AP invoices and journal entries are entered, record transaction details on to the potential asset trigger accounts. These transactions are then sorted and added to the Potential Assets list.

Potential Assets List

This list displays AP invoices and journal entries that have transaction details recorded against a potential asset trigger account. Transactions can be reviewed individually, row by row, or in bulk by checking off multiple rows and using the bulk edit feature. The list can be filtered by location or exported to Excel for bulk updates.

	Field	Description
	Export	Allows the user to select rows to be exported to an Excel spreadsheet file. This exports a template with each of the selected potential assets. The majority of the template will be blank, but the Acquisition Cost (Detail Amount) and Location (Detail Location) will be filled in for each row.
	Locations filter	By default, results are shown for all locations. Users can narrow down the list by selecting only the locations that they want to view.
	Transaction rows	Each row contains the following information about the transaction: Desc - Displays any text that was entered in the Comments field on the transaction. # - Transaction number (AP Inv # or JE #). Selecting the transaction number opens the transaction record. Date - Date of the transaction. Detail Location - Location on the detail line where the potential asset trigger account was used (might differ from the location on the transaction header). Detail Amount - The amount on the detail line where the potential asset rigger account was used (might differ from the total amount on the transaction header). Account - Potential asset trigger account that was used on the detail line of the transaction. Action Buttons - These buttons allow the Asset Manager to perform individual or bulk actions on the potential asset(s). Select a transaction row to view details of the transaction from which the transaction row was created.

Potential Asset Action Buttons

Select one of the following buttons to perform an action:

• New Asset

• Add to Existing Asset

• Reclassify

• Exclude

New Asset

The New Asset button opens a blank Asset record, allowing the user to create a new asset from the transaction details provided on the Potential Asset list. The following fields are automatically populated using information from the Potential Asset list: Acquisition Date (Date), Acquisition Cost (Detail Amount), and Location (Detail Location). Complete the Asset form then Save and Close the record.

Add to Existing Asset

The Add to Existing Asset button allows the user to add details from a potential asset to an existing asset.

Reclassify

When the transaction was incorrectly assigned to the potential asset trigger account, it can be manually assigned to a different asset class. When the Reclassify button is selected, the user is given two options: update the original transaction or create a reclassifying entry. If Create Reclassifying Entry is selected, the Reclassifying Entry Date field appears so that the user can set the date of the new entry. Select Process to complete the reclassification.

Exclude

The Exclude button should only be used if the transaction will not become an asset. Excluding a potential asset removes it from the list.

Bulk Actions

To perform bulk actions, select multiple potential assets from the Potential Assets list. Then, in the Bulk Actions menu in the top right of the page, select the action to perform.

If transactions from multiple locations are selected, the location value will not auto-populate on the New Asset prompt. A single location must be selected for the new asset.