Partner Technical Services

Product Release Training:

Microsoft Dynamics AX 2012
Financials Management New
Features - Financials Part 2
Module 12: Fixed Assets

V1.1 Released: June 2, 2011

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Table of Contents
Lesson 1: Overview of Fixed Assets .............................................................................................................. 1
Overview ...............................................................................................................................................................1
Lesson 2: Fixed Assets and General Ledger Calendar Merge ....................................................................... 2
Overview ...............................................................................................................................................................2
New Menu Items ...................................................................................................................................................3
Objects that will be dropped with Microsoft Dynamics AX 2012..........................................................................7
Lesson 3: New Fixed Asset Fields .................................................................................................................. 9
Overview ...............................................................................................................................................................9
Property Group .....................................................................................................................................................9
Activity Code .......................................................................................................................................................11

Lesson 4: Asset Transfer Across Financial Dimensions ............................................................................... 13

Overview .............................................................................................................................................................13

Lesson 5: New Fixed Assets Reports ........................................................................................................... 18

Overview .............................................................................................................................................................18

Lesson 6: Review of Fixed Assets ................................................................................................................ 21

Overview .............................................................................................................................................................21
About the Authors
Author: Ryan Kleven
Bio: Ryan is a Senior Support Engineer specializing in Microsoft Dynamics AX Financials
Management application support. He has been working for Microsoft for the past 5
years, all involved in the support of Financials Management applications.
V1.1

Lesson 1: Overview of Fixed Assets

This lesson introduces the changes to Fixed Assets in Microsoft Dynamics AX® 2012.

What You Will Learn

After users complete this module, they will be able to provide an overview of the changes to
the Fixed Assets module in Microsoft Dynamics AX 2012.

Before you Begin

Before users start this lesson, they should:
 Be familiar with Microsoft Dynamics AX® 2009 Fixed Assets functionality.

Overview
In Microsoft Dynamics AX 2012, the following new features are added to the Fixed Assets
functionality:
 Fixed Assets calendars have been merged with General Ledger fiscal calendars.
 Assets can transfer with historical data across financial dimensions.
 New fields have been added for tracking Fixed Assets data.
 New reports and list pages have been added for the analysis of Fixed Assets data.

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Module 12: Fixed Assets V1.1
Lesson 2: Fixed Assets and General Ledger Calendar Merge

Lesson 2: Fixed Assets and General Ledger

Calendar Merge
This lesson introduces the changes related to the merge of Fixed Assets and General Ledger
fiscal calendars in Microsoft Dynamics AX 2012.

What You Will Learn

After users complete this module, they will be able to describe how the merge of Fixed Assets
and General Ledger calendars affects Fixed Assets functionality in Microsoft Dynamics AX
2012.

Before you Begin

Before users start this lesson, they should:
 Be familiar with Microsoft Dynamics AX 2009 Fixed Assets functionality.
 Be familiar with Lesson 1.

Overview
Microsoft Dynamics AX 2009 provided only a single set of fiscal periods within a company.
This is limiting if users need to have different calendars based on certain parts of the
organization. Public sector organizations need this feature where a primary government is
responsible for a component unit such as a library, golf course, or transit authority. In
Microsoft Dynamics AX 2012, a calendar can be associated with any of the following:
 A company for ledger posting or withholding tax threshold accumulation period.
 A dimension structure for budgetary control.
 A value model or depreciation book for Fixed Assets.
 A withholding tax settlement period definition for withholding tax settlement with tax
authorities.
From a Fixed Assets perspective, the existing Fixed Asset calendars were merged with the
new calendar framework in the General Ledger. This results in one place to define all types of
calendars required within the system.

For more information on General Ledger calendar changes refer to Module 2: Partner
More
Technical Services Product Release Training: Microsoft Dynamics AX 2012 Financials
Information:
Management New Features - General Ledger.

2 © 2011 Microsoft Corporation. All rights reserved.

V1.1

New Menu Items

In Microsoft Dynamics AX 2009, the following menu options existed to define General Ledger
and Fixed Assets calendar information:
1. Click General Ledger, click Setup, click Periods, and then click Periods to open the
Periods form.
2. Click General Ledger, click Setup, click Periods, and then click Fixed asset calendars
to open the Fixed asset calendars form.
 Figure 1 illustrates how these menu options were available in Microsoft
Dynamics AX 2009:

Figure 1: Menu options in Microsoft Dynamics AX 2009

In Microsoft Dynamics AX 2012, these menu items are replaced by a single option that will be
available from the same menu location called Fiscal Calendars. The information that was
previously in the Periods and Fixed asset calendars form are now accumulated into a single
form called Fiscal Calendars.

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Module 12: Fixed Assets V1.1
Lesson 2: Fixed Assets and General Ledger Calendar Merge

Figure 2 illustrates how the new menu item will appear in Microsoft Dynamics AX 2012.

Figure 2: Setup

When users open the Fiscal calendars form, the form will display the Fiscal year and Fiscal
period information into a single form as seen in Figure 3.

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V1.1

Figure 3: Fiscal calendars

In Microsoft Dynamics AX 2012, users would use the Fiscal calendars form to initiate the
creation of fiscal calendars for use in the Fixed Assets module. Once users have defined the
fiscal calendars in Microsoft Dynamics AX 2012 for use in Fixed Assets, they would then
assign the calendar to all of the following locations specific to the Fixed Assets module.
1. The Calendar field of the Value model form can be found by taking the following steps:
a. Click Fixed Assets, click Setup, and then click Value models to open the Value
models form.
b. The Calendar field in the Value models form as seen in Figure 4 will display the
calendars that you created in the Fiscal calendars form.

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Module 12: Fixed Assets V1.1
Lesson 2: Fixed Assets and General Ledger Calendar Merge

Figure 4: Value models

2. The Calendar field of the Depreciation books form can be found by taking the following
steps:
a. Click Fixed Assets, click Setup, click Depreciation, and then click
Depreciation books to open the Depreciation books form.
b. The Calendar field in the Depreciation books form as seen in Figure 5, will
display the calendars that users created in the Fiscal calendars form.

Figure 5: Depreciation books

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V1.1

Users define the fiscal calendars and assigned them in the Calendar field of the Value models
and Depreciation books form. Assets created with these value models and depreciation books
will have the fiscal calendar assigned.

Objects that will be dropped with Microsoft Dynamics AX

2012
With the merge of General Ledger and Fixed Asset calendars in Microsoft Dynamics AX 2012,
there will be a number of objects from Microsoft Dynamics AX 2009 that are no longer
relevant in Microsoft Dynamics AX 2012. The table below illustrates the objects that will be
dropped in Microsoft Dynamics AX 2012:

Object Type Object Name

Tables AssetCalendar

AssetCalendarYear

LedgerPeriod

Fields CalendarID (Field of AssetBookTable)

CalendarID (Field of AssetDepBookTable)

Classes AssetCalendarCreateYear

AssetCalendarDeleteYear

AssetCalendarDividePeriod

AssetCalendarDeletePeriod

LedgerPeriodCreateFiscalYear

LedgerPeriodDeleteFiscalYear

LedgerPeriodDeletePeriod

LedgerPeriodSplit

LedgerPeriodClosing

LedgerPeriodTest

Display Menu Items AssetCalendar

AssetCalendarYear

AssetCalendarPeriod

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Module 12: Fixed Assets V1.1
Lesson 2: Fixed Assets and General Ledger Calendar Merge

Object Type Object Name

LedgerPeriod

Action Menu Items AssetCalendarCreateYear

AssetCalendarDeleteYear

AssetCalendarDividePeriod

AssetCalendarDeletePeriod

Forms LedgerPeriod

AssetCalendar

AssetCalendarYear

AssetCalendarPeriod

8 © 2011 Microsoft Corporation. All rights reserved.

V1.1

Lesson 3: New Fixed Asset Fields

This lesson introduces the new fields used to track asset information in the Fixed Assets
module of Microsoft Dynamics AX 2012.

What You Will Learn

After users complete this module, they will be able to describe the new fields used to track
asset information. Users will see how this relates to the analysis of Fixed Assets data in
Microsoft Dynamics AX 2012.

Before you Begin

Before users start this lesson, they should:
 Be familiar with Microsoft Dynamics AX 2009 Fixed Assets functionality.
 Be familiar with Lessons 1 and 2.

Overview
Public sector organizations must be able to track and report on Fixed Assets by user defined
values associated with certain attributes. These user-defined values include the following:
 Property Group
 Activity Code
These fields have been added in Microsoft Dynamics AX 2012 to comply with the various
accounting and accountability standards. Public sector organizations are typically subjected
to these standards. Private sector organizations may choose to use these new fields for more
detailed tracking of their assets.

Property Group
In Microsoft Dynamics AX 2012, the Property Group field allows users to track additional
detail related to the asset. With the use of the Property Group field, users can further classify
and group individual assets.
Example: Assume that the user's assets are related to either Furniture or Vehicles. In
Microsoft Dynamics AX 2012, users could create two new property groups called Furniture
and Vehicles. They could then assign the appropriate property group to your individual
assets. As a result of assigning the property group to the individual assets, users would then
have the ability to use Fixed Assets reports to analyze data at the property group level.

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Module 12: Fixed Assets V1.1
Lesson 3: New Fixed Asset Fields

To create property groups in the Fixed Assets module of Microsoft Dynamics AX 2012,
complete the following steps:
1. Click Fixed Assets, click Setup, and then click Property groups to open the Property
groups form.
2. In the Property groups form, click New to create a new property group.
3. Type a Property group name and a Description.

Figure 6: Property groups

Once users have created the property groups in the Property groups form, they would then
assign the property group to their assets. To assign the property groups to assets, complete
the following steps:
1. Click Fixed Assets, click Common, click Fixed assets and then click Fixed assets to
open the Fixed assets list page.
2. In the Fixed assets list page, select an asset and either double click or select Edit to
open the Fixed assets form.
3. On the General tab, select your property group in the Property Group field.

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V1.1

Figure 7: Fixed assets

Activity Code
In Microsoft Dynamics AX 2012, the Activity Code field allows users to track additional details
related to the asset. The Activity Code field will allow users to further classify and group
individual assets.
Example: Assume that a user receives paperwork that a new conference table and chairs have
been purchased for the city's community center. The conference table and chairs will be
recorded as assets. In Microsoft Dynamics AX 2012, users could use the Activity Code field to
further classify the use of the conference table and chair assets. They could create an activity
code called Round Table Discussions, and then assign this activity code against the assets. As
a result of assigning the activity code to the individual asset, they would then have the ability
to use Fixed Assets reports to analyze data at the activity code level.
To create activity codes in the Fixed Assets module of Microsoft Dynamics AX 2012, complete
the following steps:
1. Click Fixed Assets, click Setup, and then click Asset activity codes to open the Asset
activity codes form.
2. In the Asset activity codes form, click New to create a new asset activity code.
3. Type an Asset activity code name and Description.

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Module 12: Fixed Assets V1.1
Lesson 3: New Fixed Asset Fields

Figure 8: Asset activity codes

Once the activity codes are created in the Asset activity codes form, users would then assign
the activity code to their assets. To assign the activity code to assets, complete the following
steps:
1. Click Fixed Assets, click Common, click Fixed assets and then click Fixed assets to
open the Fixed assets list page.
2. In the Fixed assets list page, select an asset and either double-click or select Edit to
open the Fixed assets form.
3. On the General tab, select your property group in the Property Group field.

Figure 9: Fixed assets - fixed asset number

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V1.1

Lesson 4: Asset Transfer Across Financial

Dimensions
This lesson introduces the ability to perform a historical asset transfer across financial
dimensions in Microsoft Dynamics AX 2012.

What You Will Learn

After users complete this module, they will be able to describe how to perform a historical
asset transfer across financial dimensions in Microsoft Dynamics AX 2012.

Before you Begin

Before users start this lesson, they should:
 Be familiar with Microsoft Dynamics AX 2009 Fixed Assets functionality.
 Be familiar with Lessons 1 - 3.

Overview
Organizations will sometimes redeploy fixed assets for use by different departments, in
different locations, or within different funds than those for which they were originally
acquired. These assets must be carefully tracked due to the high value and strict
accountability standards that often accompany their initial funding and purchase. This will
ensure their proper stewardship and appropriate disposition. Financial departments must
have the ability to transfer fixed assets between location, funds, and departments as well as
maintain a history of all asset transfers.
In both Microsoft Dynamics AX 2009 and Microsoft Dynamics AX 2012, users are allowed to
change default dimension values for an asset from the Value models form. This change would
not affect financial dimensions used on fixed asset transactions that have been posted. In
Microsoft Dynamics AX 2012, users now have the ability to perform an asset transfer that
affects the financial dimensions historically based on the date used on the transfer.
This lesson covers the following components of asset transfers in Microsoft Dynamics AX
2012:
 How to transfer fixed assets between dimension values.
 How to view a history of fixed asset transfers.
 How to mark a fixed asset as missing.

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Module 12: Fixed Assets V1.1
Lesson 4: Asset Transfer Across Financial Dimensions

How to transfer fixed assets between dimension values

To transfer fixed assets between dimension values in Microsoft Dynamics AX 2012, complete
the following steps:
1. Click Fixed assets, click Common, click Fixed Assets, and then click Fixed Assets to
open the Fixed assets list page.
2. In the Fixed assets list page, select an asset and click Transfer fixed asset from the
action pane OR from within the Fixed assets form click Transfer fixed asset from the
action pane to open the Transfer fixed asset form.
3. In the Fixed asset transfer form, mark the checkboxes next to the value models for
which a transfer should be performed.
4. In the Transfer date field, today's date will default. Users can change the transfer date if
necessary.
5. In the Transfer to financial dimensions area of the Fixed asset transfer form, select the
financial dimensions for which the user wants to perform the transfer.
6. Type any transfer comments that may be necessary.
7. Click OK.

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V1.1

Figure 10: Fixed asset transfer

When users perform the asset transfer, the form will close and the financial dimension values
for the asset are updated according to the changes made in the Fixed asset transfer form. A
history of the transfer showing the Transfer From and Transfer To dimension values,
transaction date, and values models is created. Financial accounting entries are then made to
back out previous transactions using the Transfer From dimension values and to re-enter
using the Transfer To dimension values.

How to view a history of fixed asset transfers

After users have performed the asset transfer, they can easily view the details related to the
transfer. Users can view all of the following historical asset transfer information:
 Transfer From dimension values used

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Module 12: Fixed Assets V1.1
Lesson 4: Asset Transfer Across Financial Dimensions

 Transfer To dimension values used

 Transaction Date
 Value of the asset as of the transfer date
 Value model for the asset
 Memo field

To view a history of fixed asset transfers in Microsoft Dynamics AX 2012, complete the
following steps:
1. Click Fixed assets, click Common, click Fixed Assets, and then click Fixed Assets to
open the Fixed assets list page.
2. In the Fixed assets list page, select an asset and click Transfer history from the action
pane OR from within the Fixed assets form click Transfer history from the action pane
to open the Fixed asset transfer history form.
3. Review the asset transfer information in the Fixed asset transfer history form which
will include the following default columns: Voucher, Transfer date, Value model, Value
at transfer, Name, From value, To value, and Transfer comments.
4. When finished, click Close to close the Fixed asset transfer history form.

How to mark a fixed asset as missing

In Microsoft Dynamics AX 2012, users now have the ability to mark an asset as missing. The
scenario where this would be relevant would be if assets are not found during a physical
inventory count or assets have been determined misplaced, stolen, or poorly tracked. In this
scenario, users now have the ability to mark the missing asset as missing in Microsoft
Dynamics AX until the ultimate disposition of the asset can be decided. In the case where the
asset is later found, users can view the intended location for the asset based on what was
previously record in the Location field of the Fixed assets form.
To mark a fixed asset as missing in Microsoft Dynamics AX 2012, complete the following
steps:
1. Click Fixed Assets, click Common, click Fixed assets and then click Fixed assets to
open the Fixed assets list page.
2. In the Fixed assets list page, select an asset and either double click or select Edit to
open the Fixed assets form.
3. Click the Location tab.
4. Mark the Missing checkbox.

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V1.1

Figure 11: Fixed assets - Fixed asset number

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Module 12: Fixed Assets V1.1
Lesson 5: New Fixed Assets Reports

Lesson 5: New Fixed Assets Reports

This lesson introduces the new reports that are available for the Fixed Assets module in
Microsoft Dynamics AX 2012.

What You Will Learn

After users complete this module, they will be able to describe how to perform a historical
asset transfer across financial dimensions in Microsoft Dynamics AX 2012.

Before you Begin

Before users start this lesson, they should:
 Be familiar with Microsoft Dynamics AX 2009 Fixed Assets functionality.
 Be familiar with Lessons 1 - 4.

Overview
Accountants in charge of fixed assets need the ability to create and print physical inventory
worksheets to be used as checklists for identifying and marking off assets during the counting
phase of the physical inventory process. They must also have the ability to identify which
assets are due for replacement so that they can perform the necessary accounting and
business steps to keep viable assets in place where such assets are necessary.
In this lesson, we will discuss the new reports added to the Fixed Assets module in Microsoft
Dynamics AX 2012:
 Fixed asset physical inventory worksheets
 Fixed asset due for replacement reports

Figure 12: Reports

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V1.1

Fixed asset physical inventory worksheets

Organizations typically conduct annual or more regular physical inventories of their fixed
assets that require various people in the organization to participate in counting of fixed
assets. The Fixed asset physical inventory worksheets that are added in Microsoft Dynamics
AX 2012 provide a tool to help organize and share information needed for counting fixed
assets during physical inventory counts.
To use the Fixed asset physical inventory worksheets in Microsoft Dynamics AX 2012,
complete the following steps:
1. Click Fixed assets, click Reports, click Base data, and then click Fixed asset physical
inventory worksheet to open the Fixed asset physical inventory worksheet form.
2. In the Posting layer field, select the posting layer.
3. In the Group by area, select the appropriate group by option.
a. The options available include: Dimension, Responsible organization unit,
Responsible person, and Physical location.
b. The Group by selection is important, as it will drive how the worksheet is
created which should coincide with how the physical inventory count will be
organized. If users select the Dimension group by option, then they would
select a Dimension to group by.
4. If users prefer to see Subtotals based on the Group by option selected, mark the
Subtotal checkbox.
5. In the Current print destination area, choose the appropriate Printer and Print
destination.
6. Click OK to generate the worksheet.
This report will display all of the following types of information:
 Report Title
 Company Name
 Page number
 Date and time of report
 Posting layer
 Dimension code and description
 Fixed asset number
 Fixed asset name
 Value model
 FA serial number

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Module 12: Fixed Assets V1.1
Lesson 5: New Fixed Assets Reports

 FA model number
 Quantity
 Unit of measure
 FA acquisition date
 Acquisition price
 Physical location of the asset
 Responsible organization unit
 Responsible person
 Date of last physical inventory
 A blank area, for hand-written comments.
Once the worksheet is printed with this information, the worksheet would then be used for
managing the physical inventory count.

Fixed asset due for replacement reports

In Microsoft Dynamics AX 2012, there is a Fixed asset due for replacement report that has
been added to allow users to print a list of fixed assets that are due to be replaced. This report
prints based on the Replacement date field on the General tab of the Value models form.
To print the Fixed asset due for replacement report in Microsoft Dynamics AX 2012, complete
the following steps:
1. Click Fixed assets, click Reports, click Base data, and then click Fixed asset due for
replacement to open the Fixed asset due for replacement form.
2. In the Date from and Date to fields, select the appropriate date range. The date range
that you enter here will use the Replacement date on the General tab of the asset's
Value models form.
3. In the Dimension field, select the appropriate dimension name.
4. Mark the Subtotal checkbox if you would like the dimensions to be subtotaled.
5. In the Posting layer, select the posting layer.
6. In the Current print destination area, choose the appropriate Printer and Print
destination.
7. Click OK to generate the report.

20 © 2011 Microsoft Corporation. All rights reserved.

V1.1

Lesson 6: Review of Fixed Assets

This lesson provides a review of the Fixed Asset changes in Microsoft Dynamics AX 2012.

What You Will Learn

After users complete this module, they will be able to describe the overall changes involved
with the Fixed Assets module in Microsoft Dynamics AX 2012.

Before you Begin

Before users start this lesson, they should:
 Be familiar with Microsoft Dynamics AX 2009 Fixed Assets functionality.
 Be familiar with Lessons 1 - 5.

Overview
There have been changes in the Fixed Assets module of Microsoft Dynamics AX 2012
designed to improve the management of the fixed assets in organizations. The changes
involved with Fixed Assets functionality in Microsoft Dynamics AX 2012 include all of the
following:
 In Microsoft Dynamics AX 2009, General Ledger fiscal calendars and Fixed Asset fiscal
calendars were separate. In Microsoft Dynamics AX 2012, Fixed Asset calendars have
been merged with General Ledger calendars for simplification.
 New fields have been added to Fixed Assets that allow users to further classify and
group asset data. These fields include: Property Group, and Activity Code. When users
use these new fields to assign to fixed assets, they have the ability to include this
information into various Fixed Assets reports.
 In Microsoft Dynamics AX 2009, users had the ability to change the default dimension
values on the asset's Value model form. Users did not have the ability to change
dimension value on historical fixed asset data. In Microsoft Dynamics AX 2012, users
have the ability to transfer fixed assets to different financial dimension values, which
will include historical data.
 In Microsoft Dynamics AX 2012, new reports have been added which include: Fixed
asset physical inventory worksheet report and Fixed assets due for replacement report.
The Fixed asset physical inventory worksheet report is used to manage the asset
information that relates to a physical inventory count. The Fixed assets due for
replacement report allows users to view assets that are eligible for replacement based
on what is defined as the Replacement date on the General tab of the asset's Value
model form.

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