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In this video, we're going to have a look at issues that you might encounter when posting
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journal transactions from Asset Accountant to Sage Intact, particularly where you're
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using dimensions in Sage Intact and where those dimensions are required in Sage Intact.
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So in this very simple example, we've got a single asset group called Computer Equipment
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with a single asset within it, and we have yet to create any journals.
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So this asset was created in January 2024.
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We can see that there are some additions associated with that asset and some depreciation, and
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we want to post that across to Sage Intact.
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So if we quickly go to our journals area, this is one area that you might see when you're
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posting your first journal, and we're being warned that we haven't set up all of our general
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ledger accounts for all of our asset groups.
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To resolve this, we can either go to Manage All Asset Groups, or we can simply click on
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the group of interest, which we'll do here.
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And if we scroll down to our general ledger accounts mapping area, we can see that in
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our depreciation setup, we haven't assigned a depreciation expense account.
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So we're quickly going to make a correction there.
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We'll find our depreciation expense.
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We'll save those changes, return to our journals area, and we can see that we no longer have
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that warning.
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So that's the first thing that you really need to do is to make sure that you've got
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all of your general ledger accounts fully configured.
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Next we'll go ahead and create a journal, and we can see that in this example, we've
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got some depreciation expense, some accumulated depreciation, some cost and clearing to go
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across to Sage Intact, and we've got our location dimension defined.
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And when we go to post to Sage Intact, we're presented with an error.
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Now this is an error that comes from Sage Intact.
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It's not an asset accountant error.
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And what we're being told here is that on line number one, the transaction is missing
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the department dimension.
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So if we quickly come across to Sage Intact, we can see that when we're looking at this
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same account number 60630 for depreciation expense, we've required the department and
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location dimensions.
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If we have a look at Sage's hints here, we can see that when you require a dimension
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for your GL account, all transactions that post to that account must include the dimensions
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that you select here.
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So since we've chosen both department and location, and we've posted location but not
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department, we're getting the error that you see in asset accountant.
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So the best way to diagnose these sorts of issues is to go to the line item of interest,
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click on show details, find the assets that come up under that entry.
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And if we have a look at our problematic asset, we can see that when the asset was created
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in January, it was assigned to a group, it had a location assigned to Denver, but there
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was no department classification associated with this asset.
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To address this, we can go to our details area.
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And here we can see our classifications.
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We can simply add a new one.
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We can set the effective date for that department classification assignment.
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We always recommend that you do this from the inception of the asset.
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But just to show you something else that can go wrong, let's imagine that we don't make
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that assignment for a couple of months.
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We'll assign it to the department of admin, save the asset, return to our journals.
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We'll delete the journal that we've already created.
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We'll create a new one.
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And now we can see that we've got our department assigned to admin for depreciation expense,
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accumulated depreciation and cost, but not for clearing and for depreciation expense
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for some of those transactions.
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So if we have a look again against the depreciation expense, we can see that from January to February,
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this asset did not have a department assigned to it.
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If we have a look at this line item, we can see that from March until May, it did have
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a department assigned to it.
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And if we go ahead and try and post that journal, again, we see that there's a failure.
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So again, on line item number one, the transaction's missing the department dimension.
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So even though we only have one asset and we're posting across depreciation only for
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that asset, because it didn't always belong to a department, we're running into issues.
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So again, we can just return to that asset.
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And in this case, what we want to do is correct that department assignment.
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And the best way to do that is to reverse the assignment that we made, go back to our
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details area, add that department classification from the 1st of January, which is the earliest
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effective date we can choose, and is also the start date for the journal that we're posting.
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We'll delete that journal, recreate it.
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And now we can see that our department and location are assigned for all of our journal entries.
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We click on Post to Sage Intact, and we find that we can post successfully.
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So again, this is all about making sure that if you require dimensions over in Sage Intact,
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that all of the transactions in your journals from Asset Accountant have those dimensions
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assigned.
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And that'll really come down to timing.
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So you really want to make sure that from creation of assets or import of assets from
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either Sage Intact or using one of our import tools, that you always have those required
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dimensions assigned from inception.
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Similarly, when you go to manually create an asset, it's important to ensure that location
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and department classifications, which are our required dimensions in this case, are
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assigned at the point of creation.
