财务管理最佳实践之固定资产管理最新.pptx

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1、Maintain fixedasset registerControl acquisitionsand disposalsManage periodicasset depreciationVerify and valueasset baseProcess FeaturesDetermine asset categories for internal and statutory purposesMonitor asset maintenance chargesApply insurance valuation to key assetsEnsure asset responsibility at

2、 BU levelIdentify asset usage Set up appropriate control of asset acquisition and disposals across companyReport on acquisitions and disposals on a monthly basisMonitor tax issues related to acquisitions or CIPEnsure BU responsibility for assets in their use and for disposal lossesDepreciate at poin

3、t of asset useApply depreciation rules to asset classesDepreciation rates in management accounts in line with statutory ratesLinks asset depreciation to production and product costs/developmentRevalue key assets on a regular basis based on book value and high riskComprehensive asset verification on

4、regular periodic or rolling basis where asset cannot be verified via technical assumptions(most telcos do not verify network assets:the fact that the network works is verification enough)Verify non capitalised assetsSystem FeaturesOn line asset register holding key data and current cost allocationCo

5、st code validation with GLAutomatic links to AP and Project Accounting system to capture acquisitionsRevaluation of features and mass transfers of assets to new cost centresLeased asset features compliant with accounting standardsAcquisition linked to purchase order and accounts payable ledgerDispos

6、als linked to sales ledgerCIP linked to capital project accountingEffective tax management integrated with the fixed assets systemDepreciation charged automatically to cost centres in GLForecast asset depreciation for budget purposesVariable depreciation rules for classes of assetsAssets can be grou

7、ped for depreciation rulesVariable asset valuation mechanisms eg historic,current replacementComplete asset reports by physical location and cost centreReport on identified or missing assetsHold non capitalised physical assists for verificationBar coding of assets for verificationFixed Assets-Best P

8、ractice Features第1页/共20页Fixed Assets-Measures/Cost DriversNo of Business Unit FTEs per Fixed Assets FTE90 percentileMedian10 percentile5,2001,40035010 percentileMedian90 percentile731151Cost driversFixed Assets cost per Business Unit FTE(in s)Median14 days90 percentile40 days10 percentile1 dayFixed

9、Assets processing timeComplexity of assetsNumber of assets on registerNumber of asset movementsComplexity of depreciation policiesComplexity of authorisation proceduresRange of data heldNumber of users of data rangeSource:Statistics taken from Benchmarking database:21 February 1997第2页/共20页Separate f

10、ixed assets moduleLack of asset ownershipCost of asset usage not attributed to productPerformed by Finance DepartmentIntegrated systems for:Asset tracking via Geographical Information System(GIS)Asset usageNetwork Capacity PlanningAsset MaintenanceCapital project planning and controlProduct/service

11、costingBU responsibility for ownershipFromToFixed Assets-Trends第3页/共20页Fixed Assets-Critical Success FactorsThese are a summary of the key business requirements,which must be met to achieve the objectives.Asset accounting policies clearly documentedAppropriate coding by asset category establishedAut

12、hority levels clearly definedProcedures surrounding Fixed Asset process are documented and communicated to staffBudgets in place for capital expenditureAll existing assets identified and classifiedStaff trained in FA process and have clear roles and responsibilitiesStatutory and tax requirements und

13、erstoodFA calendar in place and communicated to staffStanding data set up on the system reflecting asset accounting policiesAbility to model depreciation scenario第4页/共20页InventoryAccounts PayableAuditProject accountingPurchasingGeneral LedgerFixed AssetsFixed Assets-Level 0 Context DiagramAsset data

14、(depreciation etc)Goods issuedAsset details&asset paymentsMgt ReportsStatutory reportsAsset disposalsCapitalised assetsCommitmentsUnique asset identifierManagement AccountingAccounts receivableMaintenanceMaintenace CycleCircuit ProvisioningUsage data第5页/共20页Fixed Assets-Level 1 OverviewFA 1.1 Mainta

15、in Standing DataFA 1.2 Add AssetsFA 1.3 Dispose of AssetsFA 1.4 Maintain Asset RegisterFA 1.5 Perform Period End RoutinesFA 1.6 Verify Physical AssetsActivitiesFA 1.7 Answer Adhoc queriesRaise request e.g.new asset classPrepare formal requestReview and approve Set up new codes/dataNotify affected us

16、ers and departmentsInput automatic dataInput manual dataAdd additional informationPost asset detailsReceive requestTransfer assetsAdjust assetsRevalue assetsCapitalise WIP assetsReport on amendmentsWrite-off/down assetsCapitalised labour calculationDepreciation calculated Depreciation posted to GL R

17、econcile accountsSend monthly reports to ownersCompile accurate data for asset verificationConduct inventory checkHighlight exceptionsTrack asset history&reconcileUpdate FA register&prepare GL journalsReceive requests for adhoc reportsProduce reports Select assets to disposeObtain quote if applicabl

18、eSell/dispose of assetsNotify relevant accountantsRecord transactions in accountsReconcile GL accountsCalculate profit/loss on disposalChanges in FAPolicies and ProceduresFA registerstructuremaintainedUpdated FA RegisterUpdated FAregister&reportsReconciledGL A/csRequest for adhoc reportsReportsVerif

19、ied FARegisterAuthorised GLadjustmentsAssets from AP or project accountingAsset AdditionnotificationGL a/cs maintainedfor disposalUpdated FARegisterGL a/cs maintainedfor additions Asset addition notificationAmend/update asset types or categoriesMaintain Standing DataFA 1.1Add AssetsFA 1.2Dispose of

20、AssetsFA 1.3Maintain Asset RegisterFA 1.4Verify Physical AssetsFA 1.6Answer Adhoc QueriesFA 1.7AdjustmentsReportsNotification proceduresSystem validation controlsChange request proceduresAuthorisation rulesRequesterFA accountantFinance managerSystem controlsAccounting policiesDisposal procedures,val

21、idation procedures,authorisation,reconciliation proceduresCost centre manager,FA accounting staff,FA requester,financial managerReportsAP systemFA accounting staffCost centre managersAuthorisation proceduresMaintenance policySystem controlsFA accounting staffCost centre managerManagement accountantD

22、epreciation policiesMaintenance policiesSystems controlsMonth end reconciliationPeriod end timetableCost centre analysisFA accounting staffFA systemVerification timetableInventory control systemAudit trialAuthorisation for write offsFA accounting staffInventory staffReporting guidelinesSystem contro

23、lsFA accounting staffFA systemsCost centre managersPerform Period End RoutinesFA 1.5第6页/共20页Fixed Assets-Level 2 FA1.1 Maintain Standing DataFA 1.11 Raise requestFA 1.12 Prepare formal requestFA 1.13 Review and approveSub Processes/NotesFA 1.14 Set up new codes/dataSend request to FA accountant by e

24、-mail with full explanation/reason for requestEvaluate request against current FA Register to identify actual need for new standing dataRaise request and attach originalEvaluate requestCommunicate acceptance or rejection to originatorSet up standing data by FA AccountantReview set-up data and codes

25、periodicallyFA 1.15 Notify affected users and groupsChanges inFA PoliciesandProceduresRequestFormal requestAcceptedrequestRejected requestActionedrequestFA RegisterstructuremaintainedAmend/updateasset typesor categories Raise requestFA 1.11Prepare formal requestFA 1.12Set up new codes/dataFA 1.14Not

26、ify affected users&groupsFA 1.15Send formal notification of set-upNotify that request rejected and whyChangerequestproceduresChangerequestproceduresAuthorisationrulesSystemvalidationcontrolsNotificationproceduresRequester FA AccountantFinance ManagersFA AccountantFA AccountantReview and approveFA 1.

27、13第7页/共20页Fixed Assets-Notes on Maintain Standing DataBest Practice FeaturesAsset accounting polices clearly documented;Master Data set up on the system to reflect these policiesAppropriate coding by asset category establishedProcedures surrounding the Fixed Asset process are documented and communic

28、ated to staff including requirements for issuing new codesAsset Register Rules incorporated into Master File,which control issues of new numbers within structured coding schemeStaff trained in Fixed Asset Accounting processes and have clear roles and responsibilities.They should have a good understa

29、nding of network and engineering areasSupervisory staff understand statutory and tax requirementsInternal Control RequirementsOnce entered,updates should be verified against the original requestsCodes will be received from the Master File and updates will be confirmed against the Master FileThe syst

30、em will check that all required data fields are completeThere must be supervisory review for Master Data updatesKey Performance IndicatorsSpeed of update:time from receipt of request to modification and verification of records:this should not exceed one dayNumber of input errors when asset details a

31、re validated:this should be zeroCost DriversComplexity of assetsNew types of assetsNumber of changes to physical location coding第8页/共20页Fixed Assets-Level 2 FA1.2 Add AssetsFA 1.21 Input automatic dataFA 1.22 Input manual dataFA 1.23 Add additional informationFA 1.24 Post asset detailsSub Processes/

32、NotesReceive asset addition notifications from AP into FA RegisterRun interfaces with AP to transfer invoice linesTag/label asset with unique identifierManually enter assets which do not have invoice informationIdentify assets as;WIP;Expenses;andCapitalised assets.Add additional asset datail to line

33、s e.g.assign asset categories;split or merge assets;andadd to existing as cost adjustment.Assign asset lifeAssign asset to departmental manager,location Post prepared lines to fixed asset registerAssets from AP orProject AccountingAsset additionnotificationAP lines withSkeleton detailsAP lines with

34、additional informationAdded AssetsUpdated FA RegisterFA register structuremaintainedFA register structuremaintainedGL a/c maintained for additionsInput automatic dataFA 1.21Add additional informationFA 1.23Post asset detailsFA 1.24Input manual dataFA 1.22System controlsAccounting policiesAccountingP

35、oliciesSystemControlsAP SystemFA accounting staffSystem controls&accounting policiesFA accounting staffFA accounting staffFA accounting staffCost centre managers第9页/共20页Fixed Assets-Notes Add AssetsBest Practice FeaturesLinked databases used in recording asset details,to increase accuracy of the ass

36、et register and to eliminate duplicate paper trailsAppropriate asset“numbering”methods driven by users of asset information;bar coding used on relevant assetsDirect links to Project AccountingClear policy established for treatment of assets and guidance on how to classify different types of assets,t

37、o reduce the number of reclassifications neededSystem interconnection to MIS(Management Information Systems)for tax and insurance planningAssets identified by“custodian”,i.e.person who controls the asset,rather than a department or the company as a wholeUnified transfer pricing in all Business Units

38、 for asset transfersUse of asset transfer strategy to optimise the usage of assetsInternal Control RequirementsAsset number controlsAll asset register updates reviewed after entry,to limit period end differencesUpdate details sent periodically to source and asset custodian(or other initiator of the

39、update)for information and coroboration purposesKey Performance IndicatorsNumber of reconciliation at period end:if a reconciliation is needed between Fixed Assets and other accounts,this indicates that one or other of the accounts is not up to dateNumber of changes processedNumber of verification a

40、djustmentsCost DriversNumber of assetsAverage useful life of assets(i.e.rate of asset turnover)Number of changes in Master Data leading to manual adjustments.(e.g.change in organisation codes)Number of revaluations/disposals第10页/共20页Fixed Assets-Level 2 FA1.3 Dispose of AssetsSales priceand buyercon

41、firmedSale/DisposalcompletedAsset sale ordisposalregistered withAccounts deptFARegisterupdatedAssetsidentifiedfor disposalAsset disposalnotificationInterfaceto GLFA 1.31 Select assets to disposeFA 1.32 Obtain quote(if applicable)FA 1.33 Sell/Dispose of Asset FA 1.34 Notify Accountants FA 1.36 Reconc

42、ile GL accountsSub Processes/NotesCost Centre managers identify items for disposal Cost Centre manager to obtain quote for asset,place item in auction,or advertise as appropriate Asset sold and monies received by Cost Centre managersCost Centre managers to ensure monies received for assets as agreed

43、 or expected from auctionInvoices raised by AR for sale of assets on creditCost Centre managers to notify FA staff/accounts of disposals Cost Centre manager to ensure asset payment received and registered.Ensure FA register reconciles with asset values in GLGL maintained for DisposalsEnsure that all

44、 details of profit/loss have been recorded accurately to the correct cost centres in GL FA accountant to update register with disposalsFA 1.35 Record Transactions in accountsSelect assets to disposeFA 1.31Obtain quote(if applicable)FA 1.32Sell/dispose of assetsFA 1.33Notify financeFA 1.34Reconcile G

45、L accountsFA 1.36GL a/csmaintainedfor disposalsUpdate FAregisterDisposal proceduresValuation proceduresAuthorisation proceduresDisposal proceduresDisposal proceduresReconciliation proceduresCost centre managersCost centre managersCost centre managersCost centre managerFA accounting staffFA registerF

46、A accounting staffFinancial managerRecord transactions in accountsFA 1.35第11页/共20页Fixed Assets-Level 2 FA1.4 Maintain Asset RegisterFA 1.41 Receive RequestFA 1.42 Transfer Assets FA 1.43 Adjust AssetsFA 1.44 Write-off/down assetsSub Processes/NotesFA 1.45 Revalue AssetsFA 1.46 Capitalise WIP AssetsF

47、A 1.47 Report on adjustmentsReceive request to alter fixed assets registerTransfer single asset between GL depreciation expense accounts or departmentsTransfer a group of assets between GL depreciation expense accounts or departmentsReserve adjustments i.e.adjust for accumulated depreciation for sin

48、gle or groups of assetsFully or partly write off assetsCalculate gains and losses before running depreciationRecognise go live statusCommence depreciationRevalue assetsRun depreciationRun reports detailing changes to FA registerSystems controlsUpdated FARegisterFA accounting staffCost centre manager

49、sManagement accountantAuthorisation proceduresMaintenance policyAsset register updatedReportsAuthorisation proceduresMaintenance policyFA Accounting staffCost centre managersReceive requestFA 1.4Transfer AssetsFA 1.42Adjust AssetsFA 1.43Write-off/down AssetsFA 1.44Revalued AssetsFA 1.45Capitalise WI

50、P AssetsFA 1.46Report on adjustmentsFA 1.47FA accounting staffApproved request第12页/共20页Fixed Assets-Level 2 FA1.5 Perform Period End RoutineSub Processes/Notes FA 1.52 Calculate depreciationFA 1.53 Post depreciation to GLFA 1.54 Reconcile accountsFA 1.55 Send monthly reports to asset ownersCalculate