普华永道--财务管理最佳实践之固定资产管理.ppt

BestPracticeFinancialProcesses FixedAssets FixedAssets BestPracticeObjectives FixedAssetsObjectives Tomaintainacompleteregisterofalltheorganisation sfixedassetswhichreflectslocation age currentvalues associatedcostcentresTocalculatedepreciationconsistentlywithfinancialreportingrequirementsTooptimisereplacementpoliciesTominimiseownershipcosts Organisation AssetrecordingintegratedwithmaintenanceandnonfinancialdataCentralisedassetaccountingAssetownershipdevolvedtobusinessunitlevel People ControlfocusedChallengeassetrequisitionproposals Processes MaintainassetregisterAcquisitionsanddisposalsDepreciationchargeVerifyingassetbaseMaintainingofvaluationbasis Controls AssetverificationAssetvaluationAcquisitionanddisposalauthorities Measures NumberofassetsmaintainedCostofdepartmentElapsedtimetorecordasset InformationSystems AssetledgersintegratedwithGLandAPDepreciationandprojectcontrolbycostcentreAutomateddepreciationcalculation Maintainfixedassetregister Controlacquisitionsanddisposals Manageperiodicassetdepreciation Verifyandvalueassetbase ProcessFeatures DetermineassetcategoriesforinternalandstatutorypurposesMonitorassetmaintenancechargesApplyinsurancevaluationtokeyassetsEnsureassetresponsibilityatBUlevelIdentifyassetusage SetupappropriatecontrolofassetacquisitionanddisposalsacrosscompanyReportonacquisitionsanddisposalsonamonthlybasisMonitortaxissuesrelatedtoacquisitionsorCIPEnsureBUresponsibilityforassetsintheiruseandfordisposallosses DepreciateatpointofassetuseApplydepreciationrulestoassetclassesDepreciationratesinmanagementaccountsinlinewithstatutoryratesLinksassetdepreciationtoproductionandproductcosts development RevaluekeyassetsonaregularbasisbasedonbookvalueandhighriskComprehensiveassetverificationonregularperiodicorrollingbasiswhereassetcannotbeverifiedviatechnicalassumptions mosttelco sdonotverifynetworkassets thefactthatthenetworkworksisverificationenough Verifynoncapitalisedassets SystemFeatures OnlineassetregisterholdingkeydataandcurrentcostallocationCostcodevalidationwithGLAutomaticlinkstoAPandProjectAccountingsystemtocaptureacquisitionsRevaluationoffeaturesandmasstransfersofassetstonewcostcentresLeasedassetfeaturescompliantwithaccountingstandards AcquisitionlinkedtopurchaseorderandaccountspayableledgerDisposalslinkedtosalesledgerCIPlinkedtocapitalprojectaccountingEffectivetaxmanagementintegratedwiththefixedassetssystem DepreciationchargedautomaticallytocostcentresinGLForecastassetdepreciationforbudgetpurposesVariabledepreciationrulesforclassesofassetsAssetscanbegroupedfordepreciationrules Variableassetvaluationmechanismseghistoric currentreplacementCompleteassetreportsbyphysicallocationandcostcentreReportonidentifiedormissingassetsHoldnoncapitalisedphysicalassistsforverificationBarcodingofassetsforverification FixedAssets BestPracticeFeatures FixedAssets Measures CostDrivers NoofBusinessUnitFTEsperFixedAssetsFTE 10percentile Median 90percentile 7 31 151 Costdrivers FixedAssetscostperBusinessUnitFTE in s Median 14days 90percentile 40days 10percentile 1day FixedAssetsprocessingtime ComplexityofassetsNumberofassetsonregisterNumberofassetmovementsComplexityofdepreciationpoliciesComplexityofauthorisationproceduresRangeofdataheldNumberofusersofdatarange Source StatisticstakenfromBenchmarkingdatabase 21February1997 SeparatefixedassetsmoduleLackofassetownershipCostofassetusagenotattributedtoproductPerformedbyFinanceDepartment Integratedsystemsfor AssettrackingviaGeographicalInformationSystem GIS AssetusageNetworkCapacityPlanningAssetMaintenanceCapitalprojectplanningandcontrolProduct servicecostingBUresponsibilityforownership From To FixedAssets Trends FixedAssets CriticalSuccessFactors Theseareasummaryofthekeybusinessrequirements whichmustbemettoachievetheobjectives AssetaccountingpoliciesclearlydocumentedAppropriatecodingbyassetcategoryestablishedAuthoritylevelsclearlydefinedProceduressurroundingFixedAssetprocessaredocumentedandcommunicatedtostaffBudgetsinplaceforcapitalexpenditureAllexistingassetsidentifiedandclassifiedStafftrainedinFAprocessandhaveclearrolesandresponsibilitiesStatutoryandtaxrequirementsunderstoodFAcalendarinplaceandcommunicatedtostaffStandingdatasetuponthesystemreflectingassetaccountingpoliciesAbilitytomodeldepreciationscenario Inventory AccountsPayable Audit Projectaccounting Purchasing GeneralLedger FixedAssets FixedAssets Level0ContextDiagram Assetdata depreciationetc Goodsissued Assetdetails assetpayments MgtReports Statutoryreports Assetdisposals Capitalisedassets Commitments Uniqueassetidentifier ManagementAccounting Accountsreceivable Maintenance MaintenaceCycle CircuitProvisioning Usagedata FixedAssets Level1Overview FA1 1MaintainStandingData FA1 2AddAssets FA1 3DisposeofAssets FA1 4MaintainAssetRegister FA1 5PerformPeriodEndRoutines FA1 6VerifyPhysicalAssets Activities FA1 7AnswerAdhocqueries Raiserequeste g newassetclassPrepareformalrequestReviewandapproveSetupnewcodes dataNotifyaffectedusersanddepartments InputautomaticdataInputmanualdataAddadditionalinformationPostassetdetails ReceiverequestTransferassetsAdjustassetsRevalueassetsCapitaliseWIPassetsReportonamendmentsWrite off downassets CapitalisedlabourcalculationDepreciationcalculatedDepreciationpostedtoGLReconcileaccountsSendmonthlyreportstoowners CompileaccuratedataforassetverificationConductinventorycheckHighlightexceptionsTrackassethistory reconcileUpdateFAregister prepareGLjournals ReceiverequestsforadhocreportsProducereports SelectassetstodisposeObtainquoteifapplicableSell disposeofassetsNotifyrelevantaccountantsRecordtransactionsinaccountsReconcileGLaccountsCalculateprofit lossondisposal ChangesinFAPoliciesandProcedures FAregisterstructuremaintained UpdatedFARegister UpdatedFAregister reports ReconciledGLA c s Requestforadhocreports Reports VerifiedFARegister AuthorisedGLadjustments AssetsfromAPorprojectaccounting AssetAdditionnotification GLa c smaintainedfordisposal UpdatedFARegister GLa c smaintainedforadditions Assetadditionnotification Amend updateassettypesorcategories MaintainStandingData FA1 1 Adjustments Reports NotificationproceduresSystemvalidationcontrolsChangerequestproceduresAuthorisationrules RequesterFAaccountantFinancemanager SystemcontrolsAccountingpolicies Disposalprocedures validationprocedures authorisation reconciliationprocedures Costcentremanager FAaccountingstaff FArequester financialmanager Reports APsystemFAaccountingstaffCostcentremanagers AuthorisationproceduresMaintenancepolicySystemcontrols FAaccountingstaffCostcentremanagerManagementaccountant DepreciationpoliciesMaintenancepoliciesSystemscontrolsMonthendreconciliationPeriodendtimetableCostcentreanalysis FAaccountingstaffFAsystem VerificationtimetableInventorycontrolsystemAudittrialAuthorisationforwriteoff s FAaccountingstaffInventorystaff ReportingguidelinesSystemcontrols FAaccountingstaffFAsystemsCostcentremanagers FixedAssets Level2FA1 1MaintainStandingData FA1 11Raiserequest FA1 12Prepareformalrequest FA1 13Reviewandapprove SubProcesses Notes FA1 14Setupnewcodes data SendrequesttoFAaccountantbye mailwithfullexplanation reasonforrequest EvaluaterequestagainstcurrentFARegistertoidentifyactualneedfornewstandingdataRaiserequestandattachoriginal EvaluaterequestCommunicateacceptanceorrejectiontooriginator SetupstandingdatabyFAAccountantReviewset updataandcodesperiodically FA1 15Notifyaffectedusersandgroups ChangesinFAPoliciesandProcedures Request Formalrequest Acceptedrequest Rejectedrequest Actionedrequest FARegisterstructuremaintained Amend updateassettypesorcategories Sendformalnotificationofset upNotifythatrequestrejectedandwhy Changerequestprocedures Changerequestprocedures Authorisationrules Systemvalidationcontrols Notificationprocedures Requester FAAccountant FinanceManagers FAAccountant FAAccountant FixedAssets NotesonMaintainStandingData BestPracticeFeaturesAssetaccountingpolicesclearlydocumented MasterDatasetuponthesystemtoreflectthesepoliciesAppropriatecodingbyassetcategoryestablishedProceduressurroundingtheFixedAssetprocessaredocumentedandcommunicatedtostaffincludingrequirementsforissuingnewcodesAssetRegisterRulesincorporatedintoMasterFile whichcontrolissuesofnewnumberswithinstructuredcodingschemeStafftrainedinFixedAssetAccountingprocessesandhaveclearrolesandresponsibilities TheyshouldhaveagoodunderstandingofnetworkandengineeringareasSupervisorystaffunderstandstatutoryandtaxrequirementsInternalControlRequirementsOnceentered updatesshouldbeverifiedagainsttheoriginalrequestsCodeswillbereceivedfromtheMasterFileandupdateswillbeconfirmedagainsttheMasterFileThesystemwillcheckthatallrequireddatafieldsarecompleteTheremustbesupervisoryreviewforMasterDataupdatesKeyPerformanceIndicatorsSpeedofupdate timefromreceiptofrequesttomodificationandverificationofrecords thisshouldnotexceedonedayNumberofinputerrorswhenassetdetailsarevalidated thisshouldbezeroCostDriversComplexityofassetsNewtypesofassetsNumberofchangestophysicallocationcoding FixedAssets Level2FA1 2AddAssets FA1 21Inputautomaticdata FA1 22Inputmanualdata FA1 23Addadditionalinformation FA1 24Postassetdetails SubProcesses Notes ReceiveassetadditionnotificationsfromAPintoFARegisterRuninterfaceswithAPtotransferinvoicelinesTag labelassetwithuniqueidentifier ManuallyenterassetswhichdonothaveinvoiceinformationIdentifyassetsas WIP Expenses andCapitalisedassets Addadditionalassetdatailtolinese g assignassetcategories splitormergeassets andaddtoexistingascostadjustment AssignassetlifeAssignassettodepartmentalmanager location Postpreparedlinestofixedassetregister AssetsfromAPorProjectAccounting Assetadditionnotification APlineswithSkeletondetails APlineswithadditionalinformation AddedAssets UpdatedFARegister FAregisterstructuremaintained FAregisterstructuremaintained GLa cmaintainedforadditions SystemcontrolsAccountingpolicies AccountingPolicies SystemControls APSystemFAaccountingstaffSystemcontrols accountingpolicies FAaccountingstaff FAaccountingstaff FAaccountingstaffCostcentremanagers FixedAssets NotesAddAssets BestPracticeFeaturesLinkeddatabasesusedinrecordingassetdetails toincreaseaccuracyoftheassetregisterandtoeliminateduplicatepapertrailsAppropriateasset numbering methodsdrivenbyusersofassetinformation barcodingusedonrelevantassetsDirectlinkstoProjectAccountingClearpolicyestablishedfortreatmentofassetsandguidanceonhowtoclassifydifferenttypesofassets toreducethenumberofreclassificationsneededSysteminterconnectiontoMIS ManagementInformationSystems fortaxandinsuranceplanningAssetsidentifiedby custodian i e personwhocontrolstheasset ratherthanadepartmentorthecompanyasawholeUnifiedtransferpricinginallBusinessUnitsforassettransfersUseofassettransferstrategytooptimisetheusageofassetsInternalControlRequirementsAssetnumbercontrolsAllassetregisterupdatesreviewedafterentry tolimitperiodenddifferencesUpdatedetailssentperiodicallytosourceandassetcustodian orotherinitiatoroftheupdate forinformationandcoroborationpurposesKeyPerformanceIndicatorsNumberofreconciliationatperiodend ifareconciliationisneededbetweenFixedAssetsandotheraccounts thisindicatesthatoneorotheroftheaccountsisnotuptodateNumberofchangesprocessedNumberofverificationadjustmentsCostDriversNumberofassetsAverageusefullifeofassets i e rateofassetturnover NumberofchangesinMasterDataleadingtomanualadjustments e g changeinorganisationcodes Numberofrevaluation s disposals FixedAssets Level2FA1 3DisposeofAssets Salespriceandbuyerconfirmed Sale Disposalcompleted AssetsaleordisposalregisteredwithAccountsdept FARegisterupdated Assetsidentifiedfordisposal Assetdisposalnotification InterfacetoGL FA1 31Selectassetstodispose FA1 32Obtainquote ifapplicable FA1 33Sell DisposeofAsset FA1 34NotifyAccountants FA1 36ReconcileGLaccounts SubProcesses Notes CostCentremanagersidentifyitemsfordisposal CostCentremanagertoobtainquoteforasset placeiteminauction oradvertiseasappropriate AssetsoldandmoniesreceivedbyCostCentremanagersCostCentremanagerstoensuremoniesreceivedforassetsasagreedorexpectedfromauctionInvoicesraisedbyARforsaleofassetsoncredit CostCentremanagerstonotifyFAstaff accountsofdisposalsCostCentremanagertoensureassetpaymentreceivedandregistered EnsureFAregisterreconcileswithassetvaluesinGLGLmaintainedforDisposalsEnsurethatalldetailsofprofit losshavebeenrecordedaccuratelytothecorrectcostcentresinGL FAaccountanttoupdateregisterwithdisposals FA1 35RecordTransactionsinaccounts GLa c smaintainedfordisposals UpdateFAregister Disposalprocedures Valuationprocedures Authorisationprocedures Disposalprocedures Disposalprocedures Reconciliationprocedures Costcentremanagers Costcentremanagers Costcentremanagers Costcentremanager FAaccountingstaffFAregister FAaccountingstaffFinancialmanager FixedAssets Level2FA1 4MaintainAssetRegister FA1 41ReceiveRequest FA1 42TransferAssets FA1 43AdjustAssets FA1 44Write off downassets SubProcesses Notes FA1 45RevalueAssets FA1 46CapitaliseWIPAssets FA1 47Reportonadjustments Receiverequesttoalterfixedassetsregister TransfersingleassetbetweenGLdepreciationexpenseaccountsordepartmentsTransferagroupofassetsbetweenGLdepreciationexpenseaccountsordepartments Reserveadjustmentsi e adjustforaccumulateddepreciationforsingleorgroupsofassets FullyorpartlywriteoffassetsCalculategainsandlossesbeforerunningdepreciation Recognise golive statusCommencedepreciation RevalueassetsRundepreciation RunreportsdetailingchangestoFAregister Systemscontrols UpdatedFARegister FAaccountingstaffCostcentremanagersManagementaccountant AuthorisationproceduresMaintenancepolicy Assetregisterupdated Reports AuthorisationproceduresMaintenancepolicy FAAccountingstaffCostcentremanagers FAaccountingstaff Approvedrequest FixedAssets Level2FA1 5PerformPeriodEndRoutine SubProcesses Notes FA1 52Calculatedepreciation FA1 53PostdepreciationtoGL FA1 54Reconcileaccounts FA1 55Sendmonthlyreportstoassetowners Calculatecumulativedepreciationtodateintheyearbasedoncurrentassetregisterwithreferencetorelevantassetrules PrepareallpostingsforGLe g additions disposals depreciation adjustmentsPosttoGLautomatically ReconcileAssetregistertoBalanceSheetReportonadjustments correctionsrequired Generatestandardmonthendasset depreciationreportforrelevantmanagers Reports UpdatedFAregister reports ReconciledGLaccounts Depreciationamounts FAinterfacewithGL Adjustments DepreciationpoliciesMaintenancepolicies Systemscontrols MonthendreconciliationPeriodendtimetableCostcentreanalysis Periodendtimetable FAaccountingstaff FAaccountingstaffFAsystem FAaccountingstaff FAaccountingstaffFAsystem Adjustments FixedAssets NotesDepreciationcalculation BestPracticefeaturesIntegratedfixedassetsystemstocalculatedepreciationchargesfortaxandaccountingpurposesDepreciationratesbyassetcategoryarebasedonusefullifeoftheasset ratherthandesignedtomeetaccountingrequirementsonlyConsistencyofdepreciationmethodsandratesacrossthebusinessInternalControlrequirementsResultsofdepreciationruncomparedtoexpectedamounts frombudgetorforecast toidentifypotentialerrorsandover runsUpdatestoassets depreciationinformationmustonlybeacceptedifproperlyauthorisedandconsistentwithmanagement taxpolicyKeyPerformanceIndicatorsTimetakentoupdatedepreciationdatainfixedassetregisteratperiodcloseReconcilingitemsondepreciationaccounts shouldbezeroCostDriversNumberofdepreciationratesNumberofassets FixedAssets NotesPerformPeriodEndRoutine BestPracticeFeaturesAutomaticdataflowsbetweenledgers e g betweenFixedAssetRegisterandGeneralLedger ProjectAccounting etc toremovemanualreconciliationeffortSystemallowsassetstobegroupedordesegregatedforreportingpurposesInternalControlRequirementsSysteminternalcontrols e g userprofiles TimelyandaccurateclearanceofsystemrejectreportsReconciliationofbudgetVs actualperiodendtotalsReconciliationofmovementinfixedassetaccountsforthemonth e g newNBV oldNBV additions disposals depreciation KeyPerformanceIndicatorsTimetakentocloseFixedAssetRegisteratperiodendTimetakentocompletetheGL FAreconciliationDifferencesduringreconciliationTimetoprintouttheperiodendreportsCostDriversNumberofassetrecordsCPUtimeforgenerationofreportsReconciliationrequiredtoclearGeneralLedgermis matchesNumberofnecessarychangesduringreconciliationwithGeneralLedger FixedAssets Level2FA1 6VerifyPhysicalAssets FA1 61Compileaccuratedataforassetverification FA1 62Conductinventorycheck SubProcesses Notes FA1 63Highlightexceptions FA1 64Trackassethistory reconcile FA1 65UpdateFAregister prepareGLjournals ValidationchecksonFAregisterCompileFAreportstorequiredspecifications Conductinventorychec