This topic describes how to transfer the financial data for a fixed asset when the ownership of or the responsibility for that asset changes. In Microsoft Dynamics AX Fixed Assets, a transfer involves changing the financial dimension values for one more of the value models that are associated with the asset. Therefore, it is commonly referred to as transferring a fixed asset, it is more accurate to say that you’re transferring the value models that are associated with the fixed asset.
You can transfer all the valuation models that are associated with AX fixed assets, or you can select specific value models, such as those that are associated with a posting layer. In either case, a transfer does not change the association between the asset and the value models. The transfer changes only the financial dimensions that are associated with the chosen value models.
When transferring Microsoft Dynamics AX fixed assets, keep in mind the following considerations:
- When you transfer the value models that are associated with the fixed asset, accounting transactions are created. Therefore, if the main account is suspended for the financial dimensions that you are transferring to or transferring from, value models can’t be transferred.
- A transfer must create a combination of financial dimension values that are valid according to the advanced rule structures for the chart of accounts.
- Only value models can be transferred that have an Open status. You can’t transfer value models for a Dynamics AX fixed asset that has not yet been acquired, or that has been sold or scrapped, suspended, closed, or transferred to a low-value pool.
- You can use the Value models form to see or change the status of a value model. To do this, select the fixed asset on the AX Fixed assets list page, and then, on the Action Pane, click Value models. You can see or change the value in the Status field.
- When you transfer the fixed asset by using the procedures in this topic, a record of the transfer is created. If you do not need the record of the transfer, you can use the Value models form to update the default financial dimensions of the fixed asset. When you do this, transfer entry is not created or displayed on the Fixed asset transfer history form.
- You can reverse the most recent transfer of a fixed asset, although you can’t reverse the transfer that has already been reversed.
Transfer the fixed asset in cumulative update 6 or an earlier update for Microsoft Dynamics AX 2012
If you are using the cumulative update 6 or earlier, you can transfer one fixed asset at a time. The asset must have at least one value model that has the Open status.
- Click to the Fixed assets > Common > Fixed assets > Fixed assets.
- Select the fixed asset to transfer.
- On the Action Pane, click transfer fixed asset button to open the Fixed asset transfer form. If you selected the asset that does not have a value model that has an Open status, the form is empty.
- On the Value models tab, choose the value models to include in the transfer.
- Choose a single value model if you want to select different financial dimension values for each value model.
- Choose multiple value models if you want the financial dimension values to be the same for the selected value models.
To review the current financial dimension values for the value model, select the value model, and then click the Financial dimensions tab.
- In Transfer date field, enter the date to use for the accounting transaction that is created for the transfer. You can enter the date in the current fiscal year.
- In Transfer to financial dimensions field group, choose the financial dimension values that the fixed asset will be transferred to.
- If the Public Sector configuration key is selected, choose a transfer-from account and a transfer-to account. These are the main accounts in the general ledger that fixed asset is being transferred between. The transfer from the account will have a debit entry, and the transfer-to account will have a credit entry. The 2 accounts must balance if the Require the dimension to be balanced checkbox is selected for the dimensions in the Financial dimensions form.
- Optional: In Transfer comments field, enter comments about the transfer.
- Click OK.
- In the confirmation form, verify that the values are correct, and click Transfer to complete the transfer.
Use mass transfer option in Microsoft Dynamics AX 2012 R3 or cumulative update 7 or later for AX 2012 R2
If you are using Microsoft Dynamics AX 2012 R3 or cumulative update 7 or later for Dynamics AX 2012 R2, you can transfer any number of AX fixed assets at the same time by using the mass transfer option that is in the Periodic section of the AX Fixed assets area page.
When you use this option, you mention query criteria to select the assets to transfer. You can also print the report of the query results before you transfer the assets. You can use the report to make sure that you have chosen the correct assets. However, because you can choose assets that can’t be transferred, and because errors can occur during the transfer, you shouldn’t use the report as an audit or confirmation report.
The mass transfer process divides the assets into groups for processing. These groups are called threads. The number of assets in each thread depends on a system configuration, but about 200 is typical. The use of threads gives better system performance during the transfer. However, if the error occurs as a thread is being processed, no assets in that thread are transferred.
There are other situations that can prevent the asset from being transferred, as well. If the asset has no value models that have an Open status, the asset is not transferred. However, this situation does not prevent the other assets from being transferred. Similarly, if the asset is being transferred to the same financial dimension values that it is being transferred from, the asset isn’t transferred because it already has the new financial dimension values. No error occurs, and this situation does not prevent the other assets from being transferred.
The conditions in the below list cause errors during transfer. If the error occurs in a thread, no assets in that thread are transferred. However, the error in one thread does not prevent assets in other threads from being transferred.
- A database error occurs.
- The main account is suspended for financial dimensions that you are transferring to or transferring from.
- The transfer would create a combination of financial dimension values that are not valid according to the advanced rule structures for the chart of accounts.
- The transfer uses blank values for the financial dimensions that are not configured to allow blanks according to the chart of accounts.
Example, you choose 1,000 assets for transfer, and the system divides the selected assets into five threads of 200 assets. All the assets that are in 4 of the threads transfer without encountering the errors. 2 assets in thread 5 can’t be transferred because the main account for the transfer-from financial dimensions is suspended. As a result, no assets in thread 5 are going to be transferred. At the end of the batch process, 800 of the chosen assets have been transferred, and 200 have not been transferred.
- Click AX Fixed assets > Periodic > Mass transfer.
- If the Public Sector configuration key is selected, choose a transfer-from account and a transfer-to account. These are the important accounts in the general ledger that the fixed asset is being transferred between. The transfer from the account will have a debit entry, and the transfer-to account will have a credit entry. The 2 accounts must balance if the Require the dimension to be balanced checkbox is selected for the dimensions in the Financial dimensions form.
- In the Transfer date field, enter the date to use for the accounting transactions that are made for the transfers. You can enter the date in the current fiscal year.
- Optional: In Transfer comments field, enter comments about the transfer.
- In the Transfer to financial dimensions field group, choose the financial dimension values that the asset value models will be transferred to.
- Click the Select button. Enter the criteria to choose the asset value models to transfer, and then click OK. To be selected by the query, a value model has to have the Open status and meet all the criteria that you specify.
- The query selects the open value models for AX fixed assets that have a number between 180 and 950 and that are in asset group FURN.
- Value models for an asset in asset group FURN and that have an asset value number of 155 are not be selected.
- To transfer all the assets in the asset group FURN and all the assets that have a fixed asset number between 180 and 950, you have to perform two transfers: one for the asset group and another for fixed asset numbers.
- Optional: On Batch tab, schedule the report to be printed or the transfer to be done at a convenient time.
- After you set up the selection criteria, take one of the below actions:
- To print a report that lists the AX fixed assets and value models you selected, select Print a report of the selected assets, set the print destination, and then click OK.
- You can use the report to verify that the query selected the AX fixed assets and value models that you intend to transfer.
- However, you can select assets that can’t be transferred, because errors can occur during the transfer.
- To transfer the selected AX fixed assets, select Transfer the selected value models, and then click OK.
- Click to the Home > Inquiries > Batch jobs > My batch jobs.
- The Batch job form adds one line for each thread of the mass transfer job. Choose any thread that has a status of Ended, and then click Log.
- Review the Infolog message for the thread. If any thread failed, correct an errors described in the message, and then repeat the transfer.