Books and Book calendars
/visma-net-erp/help/fixed-assets/books-and-book-calendars
section
In Visma Net, books are used to record fixed asset transactions.
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# Books and Book calendars
In Visma Net, books are used to record fixed asset transactions.
In Visma Net,
books are used to record fixed asset transactions.
Every asset must be assigned to at least one
book that will hold the transaction history of the asset.
You may need to depreciate an asset by using different
depreciation methods at the same time, for example, for reporting and statistical purposes.
For this, you can configure multiple books in the in the [Books (FA205000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/books-fa205000/) window, and then assign
one book or multiple books to an asset.
## Configuring books
For each book, you specify the book title and the rules for determining the middle of the period to be used for averaging conventions For more information, see: [About averaging conventions](/visma-net-erp/help/fixed-assets/manage-fixed-asset-depreciation/about-averaging-conventions/)
+ In the [Books (FA205000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/books-fa205000/) window, you also define a book, which will be used as the **posting book** or transactions recorded in this book will update the general ledger accounts. For this book, you select the **Update general ledger** check box.
+ Only one book can be specified as the posting one.
+ The posting book uses the financial year structure configured in the [Generate fixed asset calendars (FA501000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/generate-fixed-asset-calendars-fa501000/) window.
+ Do not change the posting book after you have created fixed assets associated with this book.
+ In the [Books (FA205000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/books-fa205000/) window, you can also create any number of non-posting books (those that do not update the general ledger accounts).
+ For such books, you leave the **Update GL** check box cleared. Once you have created a non-posting book, you need to set up a structure of the calendar to be used for this book. Once the structure is defined, you can generate a book calendar in the [Generate fixed asset calendars (FA501000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/generate-fixed-asset-calendars-fa501000/) window.
## Creating a book calendar
For each book, you need to generate a book calendar in the [Generate fixed asset calendars (FA501000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/generate-fixed-asset-calendars-fa501000/) window.
+ Before generating a calendar for a non-posting book, you should define the structure of the calendar in the [Book calendars (FA206000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/book-calendars-fa206000/) window by specifying the start calendar date and the type of the periods to be used in this calendar. Then, in the [Generate fixed asset calendars (FA501000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/generate-fixed-asset-calendars-fa501000/) window, you generate a calendar for a selected book which will be based on the calendar structure that you have defined.
+ You do not need to configure a calendar structure for a posting book in the [Book calendars (FA206000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/book-calendars-fa206000/) window. You just process the generation of the calendar in the [Generate fixed asset calendars (FA501000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/generate-fixed-asset-calendars-fa501000/) window, which will be based on the general ledger calendar structure.
+ A calendar is used to record depreciation expenses according to the calendar periods. If you want to depreciate assets over a particular number of years, you must create book calendars accordingly.
## Setting up book calendar periods
The book calendar year is divided into periods, which may have equal or different durations.
The total length of all periods may or may not be equal to the year.
You can set up the calendar
periods for non-posting book by using the [Book calendars (FA206000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/book-calendars-fa206000/) window.
+ When setting up periods, you can select an option based on months or weeks, or you can define custom-length periods.
+ If you select one of the options based on months ( **Month**, **Two months**, or **Quarter** ), the periods will start and end on the same dates each year, and each successive financial year will start and end on the same date.
+ However, if you define periods by using an option based on weeks ( **Week**, **Two weeks**, **Four weeks**, **4-4-5 weeks**, **4-5-4 weeks**, or **5-4-4 weeks** ), the start and end dates of same-name periods will vary with the year, and the number of periods per year may vary.
+ Periods based on weeks start on the same day of the week and end on the same day of the week. However, a calendar year has 365 or 366 days, while the maximum length of the year with periods based on weeks is 364 days.
+ For a book calendar year based on the **4-4-5**, **4-5-4**, or **5-4-4** option, the system automatically adds an additional week to the last period if the gap between the end of the book calendar year and the end of the last period exceeds three days.
+ For a book calendar year with week-long periods, to process the difference between the length of a calendar year and the length of all week-long periods, the system uses the **Last day of the financial year** method. That is, the system adds an additional (fifty-third) week-length period if the last period ends four or more days earlier than the financial year ends. If the last period ends fewer than four days earlier, no additional period is added.
For more information about adding a calendar, see: [Configure a book calendar](/visma-net-erp/help/fixed-assets/books-and-book-calendars/configure-a-book-calendar/) or [Configure a book calendar with week-based periods](/visma-net-erp/help/fixed-assets/books-and-book-calendars/configure-a-book-calendar-with-week-based-periods/)
For more information about generating periods for book
calendars, see: [Generate periods for a book calendar](/visma-net-erp/help/fixed-assets/books-and-book-calendars/generate-periods-for-a-book-calendar/)
## Shifting of the first book calendar year
Fixed assets may have a long useful life. For example: Buildings can be used for decades.
+ If your company owns an asset whose depreciation started before you started working with Visma Net, you may want to configure a book calendar to start when the asset depreciation started.
+ You can shift the first year of the book calendar one year earlier and then generate periods for the added year. For more information, see:[Shift the first year one year earlier](/visma-net-erp/help/fixed-assets/books-and-book-calendars/shift-the-first-year-one-year-earlier/)
## Deleting a book
In the [Books (FA205000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/books-fa205000/) window, you can delete the selected book by clicking **Delete row** on the table toolbar.
+ The book can be deleted only if there are no transactions posted in the selected book.
+ Once the book is deleted, the calendar generated for this book in the [Book calendars (FA206000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/book-calendars-fa206000/) window will be deleted as well.
Add a book
/visma-net-erp/help/fixed-assets/books-and-book-calendars/add-a-book
section
You can set up depreciation books for fixed assets by using the Books (FA205000) window.
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# Add a book
You can set up depreciation books for fixed assets by using the Books (FA205000) window.
For more information: [Books (FA205000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/books-fa205000/).
You can set up depreciation books for fixed assets by using the [Books (FA205000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/books-fa205000/) window.
You then assign one book or
multiple books to an asset class, depending on your company policy.
1. Go to the [Books (FA205000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/books-fa205000/) window.
1. Click 
1. In the **Book ID** column, type a short name of the book.
1. In the **Description** column, type the description of the book.
1. If you want to make a posting book, select the **Update general ledger** check box.
> [!NOTE]
> You can select only one book for posting.
1. Select the mid-period type for the book.
1. Specify the mid-period day.
1. Click .
After you add a new non-posting book, set up a calendar for the book by
using the [Book calendars (FA206000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/book-calendars-fa206000/) window.
For more information, see: [Configure a book calendar](/visma-net-erp/help/fixed-assets/books-and-book-calendars/configure-a-book-calendar/)
Related pages
Concepts
Windows
Configure a book calendar with week-based periods
/visma-net-erp/help/fixed-assets/books-and-book-calendars/configure-a-book-calendar-with-week-based-periods
section
You add a book calendar for each non-posting book you add to the system by using the Book calendars (FA206000) window.
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# Configure a book calendar with week-based periods
You add a book calendar for each non-posting book you add to the system by using the Book calendars (FA206000) window.
For more information: [Book calendars (FA206000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/book-calendars-fa206000/).
You add a book calendar for each non-posting book you add to the system by using the [Book calendars (FA206000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/book-calendars-fa206000/) window.
For each calendar, you have to define the
parameters of the financial year, including its starting and ending dates and its periods.
1. Go to the [Book calendars (FA206000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/book-calendars-fa206000/) window.
1. In the **Book** field, select the book for which you want to set up a book calendar.
1. Set up the first year of the book calendar:
1. In the **Year starts on** field, select the date for the start of the book calendar year.
1. If the start date of the book year belongs to the next financial year, select the **Belongs to next year** check box.
The system then determines the first calendar year.
1. To define periods, in the **Period type** field, select **Week**.
1. In the **Periods start day of week** field, select the day of week on which periods will start.
1. Select the **Add adjustment period** check box if you want the system to generate an adjustment period.
1. Click .
Related pages
Concepts
Tasks
Windows
Configure a book calendar
/visma-net-erp/help/fixed-assets/books-and-book-calendars/configure-a-book-calendar
page
You add a book calendar for each non-posting book that you add to the system by using the Book calendars (FA206000) window.
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# Configure a book calendar
You add a book calendar for each non-posting book that you add to the system by using the Book calendars (FA206000) window.
For more information: [Book calendars (FA206000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/book-calendars-fa206000/).
You add a book calendar for each non-posting book that you add to the system by using
the [Book calendars (FA206000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/book-calendars-fa206000/) window.
For each calendar, you have
to define the parameters of the financial year, including its starting and ending
dates and its periods.
1. Go to the [Book calendars (FA206000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/book-calendars-fa206000/) window.
1. In the **Book** field, select the book for which you want to set up a book calendar.
1. In the **Financial year starts on** field, specify the starting date of the first financial year in which your company wants to keep records in Visma Net.
1. In the **First financial year** field, review the first year based on the starting date. If you want to change the first financial year, change the starting date, as described in Step 3.
> [!NOTE]
> If you plan to start recording operations at the very start of the financial year, select the previous year as the first financial year. This will allow you to enter initial account balances in the period before the first period of actual transactions.
1. To set up the first year of the book calendar, in the **Year starts on** field, select the date for the start of the book calendar year.
The system then determines the first book calendar year.
1. In the **First financial year** field, specify the first year in which your company wants to keep records in Visma Net.
> [!NOTE]
> If you plan to start recording operations at the very start of the financial year, choose the previous year as the first financial year. This will allow you to enter initial account balances in the period before the first period of actual transactions.
1. If the start date of the book year belongs to the next financial year, select the **Belongs to next year** check box.
1. To define the periods of the year, in the **Period type** field, select one of the following options:
+ **Month**: Each period lasts one month, and there are 12 periods per year.
+ **Two months**: Each period lasts two months, and there are 6 periods per year.
+ **Quarter**: Each period lasts a quarter, and there are 3 periods per year.
1. Select the **Adjust to period start** check box if the period is to be aligned with the starting and ending dates of the corresponding calendar period.
1. Select the **Add adjustment period** check box if you want the system to generate an adjustment period.
1. In the toolbar, click **Generate periods**.
1. If the periods have not been generated as you expected, click **Delete** in the toolbar to remove the generated periods; then adjust the settings and click **Generate periods** to regenerate periods.
1. Click **Save**.
Generate periods for a book calendar
/visma-net-erp/help/fixed-assets/books-and-book-calendars/generate-periods-for-a-book-calendar
page
You can generate periods for book calendars by using the Generate fixed asset calendars (FA501000) window.
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# Generate periods for a book calendar
You can generate periods for book calendars by using the Generate fixed asset calendars (FA501000) window.
For more information: [Generate fixed asset calendars (FA501000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/generate-fixed-asset-calendars-fa501000/).
## Before you proceed
Make sure the book calendar and its periods have been configured by using the [Book calendars (FA206000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/book-calendars-fa206000/) window.
1. Go to the [Generate fixed asset calendars (FA501000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/generate-fixed-asset-calendars-fa501000/) window.
1. In the **Generate through year** field, type the last estimated year through which you want to generate calendars.
1. To generate periods for particular book calendars, do the following:
1. In the table, select the book calendars by selecting the appropriate check boxes.
1. In the toolbar, click **Process**.
1. To generate periods for all book calendars, click **Process all** in the toolbar.
Related pages
Concepts
Windows
Shift the first year one year earlier
/visma-net-erp/help/fixed-assets/books-and-book-calendars/shift-the-first-year-one-year-earlier
section
If a fixed asset was acquired before your company started using Visma Net and you need the depreciation to be posted before the system start date, you can shift the first book calendar one year earlier.
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# Shift the first year one year earlier
If a fixed asset was acquired before your company started using Visma Net and you need the depreciation to be posted before the system start date, you can shift the first book calendar one year earlier.
You can shift the first year by using the [Book calendars (FA206000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/book-calendars-fa206000/) window, and then generate periods for the book calendar in the [Generate fixed asset calendars (FA501000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/generate-fixed-asset-calendars-fa501000/) window.
1. Go to the [Book calendars (FA206000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/book-calendars-fa206000/) window.
1. In the **Book** field, select the book whose book calendar you want to shift.
1. On the toolbar, click **Shift the first year**.
This brings up a message that warns you about the consequences of such an action.
> [!CAUTION]
> Shifting the first year to an earlier date can affect statistics and data on reports.
1. Click **Yes** to shift the first year and close the message field.
1. Click 
1. Go to the [Generate fixed asset calendars (FA501000)](/visma-net-erp/help/fixed-assets/fixed-asset-windows/generate-fixed-asset-calendars-fa501000/) window.
1. In the table, select the book calendar for which you shifted the first year.
1. In the **Generate through year** field, type the year after the last year through which the book calendar has been generated.
1. In the toolbar, click **Process**.
Related pages
Concepts
Tasks
Windows