About the AP integration for Fixed Assets Management

Create assets directly from AP purchase invoices to save time and reduce errors. Each AP purchase invoice line can generate up to 20 assets.

How it works

  • Sage Intacct checks each AP purchase invoice line to see if the account matches an Asset GL account in an asset classification.

  • If there's a match, you specify the number of assets to create and provide a name for them on that line.

  • When the AP purchase invoice posts, it generates the assets in the Ready for review state. You can then review the assets and add details.

  • Each asset includes a link back to the originating AP purchase invoice in the Source field.

  • If you create a single asset, it's automatically tagged as a dimension on the AP purchase invoice line and in the posted journal entry.

Restrictions

What information is included in the generated assets?

Some fields on the new assets are populated from the source AP purchase invoice, while others use default values. You can edit the default values and add additional details to the asset in the Fixed Assets Management application.

Field values for assets created from AP purchase invoices
Asset field Source of value Notes
Asset name

AP purchase invoice line: Name of acquired asset field.

Changing the asset's name after the asset is created does not update the name on the AP purchase invoice line.
Status Default value: Active.  
State Default value: Ready for review.  
Acquisition date

AP purchase invoice: Date field.

Changing the AP purchase invoice date after the asset is created does not update the asset's acquisition date.
Depreciate Default value: True.  
Quantity Default value: 1.  
Asset cost

AP purchase invoice line: Amount (or Base amount if your company is enabled for multi-currency.)

  • When you create multiple assets, the total line amount is divided evenly across the assets. Rounding might occur to ensure the combined asset values match the line amount. For example, if the line is $1000.00 and you create 3 assets, 2 assets will be $333.33 and 1 asset will be $333.34.

  • When you select Include tax in asset cost on the AP purchase invoice line, the asset cost is the Base total.

  • Canadian entities only: If both ITC and Include tax in asset cost are selected on the line, the asset cost includes only the non-recoverable portion of tax. For example, say that the base amount is $50,000, the base tax amount is $6,000, and the base tax recoverable amount is $3,245. The non-recoverable portion of tax ($2,755) is added to the base amount ($50,000), resulting in an asset cost of $52,755. If ITC is selected but Include tax in asset cost is not, the asset cost is equal to the base amount ($50,000) and tax is excluded.
Salvage value Default value: 0.  
Asset type Default value: Tangible.  
Description AP purchase invoice line: Memo field.  
Allocation AP purchase invoice line: Allocation field.  
Source

AP purchase invoice: AP purchase invoice number, if any.

If there's no AP purchase invoice number, this field only shows "AP purchase invoice".

Changing the AP purchase invoice number after the asset is created automatically updates the asset's source number.
Source line no.

AP purchase invoice: Entry line number.

 Changing the AP purchase invoice line number after the asset is created automatically updates the asset's source line number.
Asset classification The asset classification that's associated with the Asset GL account.  
Asset GL account AP purchase invoice line: Account field.  
Other GL accounts From the asset classification.  
Depreciation rules From the asset classification.  
Dimensions

AP purchase invoice line: Dimension fields.

  
Custom fields

If the ID and data type of a custom field on the Asset and AP AP purchase invoice detail match, then the value of that custom field is copied over to the asset.

 Changing a custom field on the AP purchase invoice after the asset is created does not update the asset's value.