《固定资产管理流程》PPT课件.ppt

Best Practice Financial Processes: Fixed Assets 天马行空官方博客：/tmxk_docin ；QQ:1318241189；QQ群：175569632 2 PwC175 Fixed Assets - Best Practice Objectives Fixed Assets Objectives To maintain a complete register of all the organisations fixed assets which reflects location, age, current values, associated cost centres To calculate depreciation consistently with financial reporting requirements To optimise replacement policies To minimise ownership costs Organisation Asset recording integrated with maintenance and non financial data Centralised asset accounting Asset ownership devolved to business unit level People Control focused Challenge asset requisition proposals Processes Maintain asset register Acquisitions and disposals Depreciation charge Verifying asset base Maintaining of valuation basis Controls Asset verification Asset valuation Acquisition and disposal authorities Measures Number of assets maintained Cost of department Elapsed time to record asset Information Systems Asset ledgers integrated with GL and AP Depreciation and project control by cost centre Automated depreciation calculation 3 PwC175 Fixed Assets - Measures/Cost Drivers No of Business Unit FTEs per Fixed Assets FTE 90 percentileMedian10 percentile 5,200 1,400 350 10 percentile Median 90 percentile 7 31 151 Cost drivers Fixed Assets cost per Business Unit FTE (in s) Median 14 days 90 percentile 40 days 10 percentile 1 day Fixed Assets processing time Complexity of assets Number of assets on register Number of asset movements Complexity of depreciation policies Complexity of authorisation procedures Range of data held Number of users of data range Source: Statistics taken from Benchmarking database: 21 February 1997 4 PwC175 Separate fixed assets module Lack of asset ownership Cost of asset usage not attributed to product Performed by Finance Department Integrated systems for: Asset tracking via Geographical Information System (GIS) Asset usage Network Capacity Planning Asset Maintenance Capital project planning and control Product/service costing BU responsibility for ownership FromTo Fixed Assets - Trends 5 PwC175 Fixed Assets - Critical Success Factors These are a summary of the key business requirements, which must be met to achieve the objectives. Asset accounting policies clearly documented Appropriate coding by asset category established Authority levels clearly defined Procedures surrounding Fixed Asset process are documented and communicated to staff Budgets in place for capital expenditure All existing assets identified and classified Staff trained in FA process and have clear roles and responsibilities Statutory and tax requirements understood FA calendar in place and communicated to staff Standing data set up on the system reflecting asset accounting policies Ability to model depreciation scenario 6 PwC175 Inventory Accounts Payable Audit Project accounting Purchasing General Ledger Fixed Assets Fixed Assets - Level 0 Context Diagram Asset data (depreciation etc) Goods issued Asset details Master Data set up on the system to reflect these policies Appropriate coding by asset category established Procedures surrounding the Fixed Asset process are documented and communicated to staff including requirements for issuing new codes Asset Register Rules incorporated into Master File, which control issues of new numbers within structured coding scheme Staff trained in Fixed Asset Accounting processes and have clear roles and responsibilities. They should have a good understanding of network and engineering areas Supervisory staff understand statutory and tax requirements Internal Control Requirements Once entered, updates should be verified against the original requests Codes will be received from the Master File and updates will be confirmed against the Master File The system will check that all required data fields are complete There must be supervisory review for Master Data updates Key Performance Indicators Speed of update: time from receipt of request to modification and verification of records: this should not exceed one day Number of input errors when asset details are validated: this should be zero Cost Drivers Complexity of assets New types of assets Number of changes to physical location coding 10 PwC175 Fixed Assets - Level 2 FA1.2 Add Assets Assets from AP or Project Accounting Asset addition notification AP lines with Skeleton details AP lines with additional information Added Assets Updated FA Register FA register structure maintained FA register structure maintained GL a/c maintained for additions Input automatic data FA 1.21 Add additional information FA 1.23 Post asset details FA 1.24 Input manual data FA 1.22 System controls Accounting policies Accounting Policies System Controls AP System FA accounting staff System controls bar coding used on relevant assets Direct links to Project Accounting Clear policy established for treatment of assets and guidance on how to classify different types of assets, to reduce the number of reclassifications needed System interconnection to MIS (Management Information Systems) for tax and insurance planning Assets identified by “custodian”, i.e. person who controls the asset, rather than a department or the company as a whole Unified transfer pricing in all Business Units for asset transfers Use of asset transfer strategy to optimise the usage of assets Internal Control Requirements Asset number controls All asset register updates reviewed after entry, to limit period end differences Update details sent periodically to source and asset custodian (or other initiator of the update) for information and coroboration purposes Key Performance Indicators Number 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 date Number of changes processed Number of verification adjustments Cost Drivers Number of assets Average 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 12 PwC175 Fixed Assets - Level 2 FA1.3 Dispose of Assets Sales price and buyer confirmed Sale/Disposal completed Asset sale or disposal registered with Accounts dept FA Register updated Assets identified for disposal Asset disposal notification Interface to GL Select assets to dispose FA 1.31 Obtain quote (if applicable) FA 1.32 Sell/dispose of assets FA 1.33 Notify finance FA 1.34 Reconcile GL accounts FA 1.36 GL a/cs maintained for disposals Update FA register Disposal proceduresValuation proceduresAuthorisation proceduresDisposal proceduresDisposal proceduresReconciliation procedures Cost centre managersCost centre managersCost centre managersCost centre managerFA accounting staff FA register FA accounting staff Financial manager Record transactions in accounts FA 1.35 13 PwC175 Fixed Assets - Level 2 FA1.4 Maintain Asset Register Systems controls Updated FA Register FA accounting staff Cost centre managers Management accountant Authorisation procedures Maintenance policy Asset register updated Reports Authorisation procedures Maintenance policy FA Accounting staff Cost centre managers Receive request FA 1.4 Transfer Assets FA 1.42 Adjust Assets FA 1.43 Write-off / down Assets FA 1.44 Revalued Assets FA 1.45 Capitalise WIP Assets FA 1.46 Report on adjustments FA 1.47 FA accounting staff Approved request 14 PwC175 Fixed Assets - Level 2 FA1.5 Perform Period End Routine Reports Updated FA register & reports Reconciled GL accounts Depreciation amounts FA interface with GL Adjustments Calculate depreciation FA 1.52 Post depreciation to GL FA 1.53 Reconcile accounts FA 1.54 Spend monthly reports to asset owners FA 1.55 Depreciation policies Maintenance policiesSystems controls Month end reconciliation Period end timetable Cost centre analysisPeriod end timetable FA accounting staffFA accounting staff FA system FA accounting staffFA accounting staff FA system Adjustments 15 PwC175 Fixed Assets - Notes Depreciation calculation Best Practice features Integrated fixed asset systems to calculate depreciation charges for tax and accounting purposes Depreciation rates by asset category are based on useful life of the asset, rather than designed to meet accounting requirements only Consistency of depreciation methods and rates across the business Internal Control requirements Results of depreciation run compared to expected amounts (from budget or forecast) to identify potential errors and over-runs Updates to assets depreciation information must only be accepted if properly authorised and consistent with management/tax policy Key Performance Indicators Time taken to update depreciation data in fixed asset register at period close Reconciling items on depreciation accounts: should be zero Cost Drivers Number of depreciation rates Number of assets 16 PwC175 Fixed Assets - Notes Perform Period End Routine Best Practice Features Automatic data flows between ledgers, e.g., between Fixed Asset Register and General Ledger, Project Accounting, etc., to remove manual reconciliation effort System allows assets to be grouped or desegregated for reporting purposes Internal Control Requirements System internal controls (e.g. user profiles) Timely and accurate clearance of system reject reports Reconciliation of budget Vs. actual period end totals Reconciliation of movement in fixed asset accounts for the month (e.g. new NBV = old NBV + additions - disposals - depreciation) Key Performance Indicators Time taken to close Fixed Asset Register at period end Time taken to complete the GL/FA reconciliation Differences during reconciliation Time to print out the period end reports Cost Drivers Number of asset records CPU time for generation of reports Reconciliation required to clear General Ledger mis-matches Number of necessary changes during reconciliation with General Ledger 17 PwC175 Fixed Assets - Level 2 FA1.6 Verify Physical Assets Updated FA register & reports Complete list for Inventory control Feedback on items held Items to be further investigated Identified corrections Verified FA register Authorised GL adjustments Compile accurate data for asset verification FA 1.61 Conduct inventory check FA 1.62 Highlight exceptions FA 1.63 Track asset history and reconcile FA 1.64 Update FA register & prepare GL journals FA 1.65 Verification timetableInventory control systemInventory control systemAudit trialAuthorisation for write offs FA accounting staff Inventory staff FA accounting staff FA accounting staff FA accounting staff FA accounting staff 18 PwC175 Fixed Assets -Notes Verify Physical Assets Best Practice features All existing capitalised assets identified and classi