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THE ASSET MANAGER MANUAL

VERSION 2.1
Copyright 1999-2010 One Squared Productions
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========================
TABLE OF CONTENTS
========================
1. Introduction
a. Overview
b. System Requirements
2. Technical Support
3. Installation
4. Opening Screen
5. Preferences
a. Data Path
b. Default Company Database
6. Back up and Restore
a. Back up
b. Restore
7. Importing Asset Data
a. Destination Company
b. Source File
c. Imported Fields
d. Steps to Importing
8. Converting Prior Versions
a. LITE (Version 1.1) Data Files
b. Version 2.0 Data Files
9. Company
a. Opening a Company
b. Add a Company
c. Delete a Company
d. Edit Company Information
i. User Defined Field Names
ii. Depreciation Options
iii.Departments and Sections
iv. Asset Type
v. Sequential Numbering
vi. Declining Balance Depreciation Calculation
10. Assets
a. Asset Grid
b. Add/Edit Assets
i. Detail Tab
ii. Optional Tab
iii. Depr Detail Tab
iv. Notes Tab
v. Disposal Tab
vi. Search Button
11. Reports
a. Overview
b. Custom/Ad Hoc Report Screen
i. Report Name/Base Report On
ii. Report Title
iii.Group By
 iv. Sort By
v. Disposal Option
vi. Report on the Following
vii.Field Order for Report
viii.Print Options
ix. Date Range
c. Display Screen
d. Report Format Options
12. Tools
a. Compact Database
b. Repair Database
c. Period End
d. Options
13. Technical Notes

Appendix
A. Report Fields
B. Search Criteria
C. Limited Software Warranty
D. Proportional Depreciation Calculation
E. Depreciation Methods
F. Depreciation Calculations

==============================
1.INTRODUCTION
==============================

a. Overview: The Asset Manager by One Squared Productions provides asset

management through an interface that is intuitive and easy to learn. The
customizable reporting feature provides flexibility in data output.
Reports may be generated to meet a broad range of needs.

b. System Requirements:

Windows 9x/2000/XP
24 MB RAM
20 MB Hard Drive Space

==============================
2.TECHNICAL SUPPORT
==============================

Please review the Technical Notes page at our web site before contacting
technical support. The Technical Notes page is routinely updated so the
answer to your question may be found there. The web address of the
Technical Notes page is: http://www.onesquared.com/inventory/technotes.htm
(The web address is case sensitive.)

You may contact technical support for The Asset Manager by sending an e-
mail to [email protected] or by using the on-line form at our website
at http://www.onesquared.com/inventory/helpdesk.htm (The web address is
case sensitive.). Your question will be answered by return e-mail.
 The information we need that will allow us to answer your question in an
expedient manner includes:

1. Your name and e-mail address

2. Version number (To find this information choose About The Asset
Manager from the Help Menu item)

If you are reporting a problem with the software, include the following
information:
1. Which version of Windows are you using -- Win95, Win98,
Win2000, WinXP
2. Concise description of the problem including (where
applicable):
a. Where you were in the program when the problem occurred?
b. What were you trying to do when the problem occurred?
c. What set of keystrokes (if known) caused the problem?
d. Were you able to reproduce the problem? If so, how?
e. Specific record data (cost, purchase price, etc) that
caused the problem (where applicable).
f. Any error messages you received.

==============================
3.INSTALLATION
==============================
Windows Installation Instructions from Download
Download the installation file from our web site www.onesquared.com. Go to
the Windows Start button. Choose Run. Click on Browse. Find The Asset
Manager installation file (1sqasstmgr21.exe) in your download folder.
Click on OK. You will prompted for a folder in which to install the
program. You may accept the default folder or choose another folder.
After installation, go to the Windows Start button, then Programs. Choose
The Asset Manager 2.1 from the One Squared group.

Windows Installation Instructions from CD

Place CD in CD rom drive. When the menu appears, start the installation
by clicking on the Install Version 2.1 button. If the menu does not come
up, click on the Windows Start button and select Run. Click on Browse.
Select the following path and file from your CD drive:
Ver21\install\1sqasstmgr21.exe. Click on OK. You will prompted for a
folder in which to install the program. You may accept the default folder
or choose another folder. After installation, go to the Windows Start
button, then Programs. Choose The Asset Manager 2.1 from the One Squared
group.

==============================
4. OPENING SCREEN
==============================
When a company is not opened, the opening screen will be blank and will
have a lighter shaded box on the left hand side of the screen. The
lighter shaded box contains a menu with Open Company at the top. Clicking
on Open Company will bring up a file manager dialog box from which you may
choose the company database file to be opened.

The last 5 companies that have been opened will be listed. Any one of
 these companies may be opened by clicking on the company file name in the
list. To remove any of the companies from the recently opened list select
Options from the Tools menu item. Check the companies you no longer want
on the list by clicking on the box to the left of the company path and
name. Click OK. This feature can only be accessed when there is not a
company open.

==============================
5. PREFERENCES
==============================

The preference items may be accessed by choosing Preferences from the File
menu item. Preferences are set for the program as a whole and are not
company specific. The following two preference items may be set:

a. Data Path: The default data path is the initial folder shown whenever a
file is selected such as when opening a company. If a default data path is
not specified The Asset Manager uses the sub-folder "DATA" under the One
Squared folder. If that folder does not exist then The Asset Manager uses
the folder in which The Asset Manager executable file resides.

b. Default Company Database: You may specify a company to be opened

automatically each time The Asset Manager is run by entering the path and
database file name. Another company may easily be opened without resetting
the default company, by selecting Open from the Company menu item. This
option can be reset by choosing Preferences from the File menu item and
deleting the path and database file name.

============================
6.BACK UP AND RESTORE
============================

a. Back Up: Backing up the data file(s) at regular intervals provides

protection from data loss. This feature can be used to quickly back up a
data file before making changes. If an error occurs the data file can then
be easily restored.

To back up the database file, select Back Up from the File menu item. A
data file and a destination folder will need to be selected. The
destination folder is the folder to which you want the data file to be
backed up. The destination folder does need to exist before backing up.

b. Restore: To restore the data file, select Restore from the File menu
item. To restore the data file, you will need to specify a data file and
the destination folder. The destination folder is the working folder that
contains the current data files. The data file in the destination folder
with the same name will be overwritten.

===============================
7.IMPORTING ASSET DATA
===============================

Asset data in the form of a text file may be imported into The Asset
Manager by selecting Import from the File menu item. Select Delimited Data
File on the first screen. The asset data will be appended to any existing
data in the destination company file. (More detailed instructions which
may be printed are located under the Help menu item.)

a. Destination Company: Create the destination company in The Asset

Manager, taking note of the file name and path. Set up depreciation
options for the company. Add departments, sections, and asset types as
needed. This is especially important if these settings will be used in the
source file to assign departments, sections, and/or asset types to assets.
The capitalization in The Asset Manager need not be duplicated from the
source file. For example, "SALES", "sales", "Sales", and "SaLeS" will all
be imported to the destination field "sales", provided that "sales" has
been added to the company prior to importing. If the departments,
sections, and asset types are not set up for the destination company prior
to importing, the import process will create them using the source file
data for both the code and description. If you would like to change
designations from the source file for any of the fields, you may do so
either by editing the source file or by manually changing the designations
after importing.

b. Source File: Create the source text file taking note of the path and
the name of the file. The data must be in a columnar format with rows
representing records and columns representing fields. The only required
field is the asset number.

The source file must be a delimited text file. The delimiter may be a tab,
a comma, comma and quotes, a semicolon, or other symbol. The tab is the
recommended delimiter since it is rarely used in data fields and will
cause the least errors.

Header information is used to map source fields to destination fields.

This information is contained in the first row of data and describes each
field by a word or short phrase. If header information is not present
then the first row of data will be used to map source fields to
destination fields.

Date fields will be imported using the format specified during the import
process. All dates in the source file must utilize the same date format

Numeric fields do not need to be formatted with a thousands separator. The

following two numbers will both import: 1899.45 and 1,899.45. If you
are using a delimiter that is the same as the thousands separator or the
decimal separator, reformatting the numbers to remove or replace the
separator will insure that the data is properly imported. If the salvage
method is percentage then the record entry for that field needs to be a
decimal, i.e. 0.10 instead of 10%.

c. Imported Fields: Each field that is imported represents either a

string, a date, or a number. Strings are imported as they appear in the
source file unless the string is longer than the data field allows. In
that case the string will be shortened to fit the limits of the data field.
Dates are imported as a string and converted to dates using the date format
provided during the import process. Numbers are imported as a string and
converted to their numeric format by the import process. If you are using
a delimiter that is the same as the thousands separator or the decimal
separator, reformatting the numbers to remove or replace the separator will
insure that the number is properly imported.
Any of the following fields may be imported into The Asset Manager. The
order of the fields in the source file does not matter.
(s=string, d=date, n=numeric)
Asset Number. (s) This is the unique identifier for the asset and is a
required field. The field is limited to 10 characters.

Asset Description. (s) The description of the asset. The field is

limited to 30 characters.

Purchase Date. (d) If a purchase date is mapped but a service date is

not mapped, the purchase date will be entered for both the purchase date
and the service date. The source date cannot be mapped to both the
purchase date and the service date.

Service Date. (d) If a service date is mapped but a purchase date is

not mapped, no information will be entered for the purchase date. The
source date cannot be mapped to both the purchase date and the service
date.

Purchase Price. (n)

Asset Type.(s) The code for the asset type. If no field is present or
if no data is in the field then no asset type will be assigned to the
asset in the destination file. If asset types have been set up in the
destination company, the source asset type field and the destination
asset type code have to be spelled exactly the same but do not need to
be the same case. For example, "DESK", "desk", "Desk", and "DesK" will
all be imported to the destination field "desk", provided that the asset
type code "desk" has been added to the company prior to importing. If
asset types have not been set up in the destination company, then the
import process will create them using the information in the data field
for both the asset type code and the asset type description. The code
and description may be changed later. The field is limited to 10
characters.

Department.(s) The code for the assigned department. The import process
is the same as for Asset Type. The field is limited to 10 characters.

Section.(s) The code for the assigned section. The import process is
the same as for Asset Type. The field is limited to 10 characters.

Manufacturer.(s) The field is limited to 20 characters.

Model.(s) The field is limited to 30 characters.

Serial.(s) The field is limited to 30 characters.

Notes.(s)

User Defined 1 - 5. (s)Each field is limited to 30 characters.

Disposal Date.(d)

Sales Price.(n)

Disposal Book Val.(n) The book value of the asset at disposal.

 Disposal Acc Depr.(n) The accumulated depreciation of the asset at
disposal.

Depr Method.(s) The method used to calculate depreciation for the

asset. If only one method is used then this field is not necessary.
The depreciation method to assign to the assets will be determined
during the import process.

Percent.(n) This field is only relevant if you have chosen the

percentage method for periods of initial service and disposal. If this
field is absent, 75% will be entered for the initial period of service.

Life.(n) Life is expressed in number of years regardless of whether you

have selected annual or monthly depreciation calculation.

Salvage Method.(s) The method for determining salvage value -- amount or

percentage of cost. If no salvage amount is mapped, then amount will
be assumed for all assets. If a salvage amount is mapped and only one
method is used, this field is not necessary. The method will be
determined during the importing process.

Salvage Amount.(n) The estimated value of the asset at the end of its
life. It may be expressed as an amount or as a percentage of cost. If
a percentage, then the number must be a decimal, i.e. 0.25 for 25%.

Prior AD Date.(d) The ending date of any prior accumulated depreciation.

Prior AD Amount.(n) The amount of any prior accumulated depreciation.

d. Steps to Importing: After preparing the source and destination file,

select Import from the File menu item. The steps in the import process are
outlined below.

Select Delimited Data File

The introductory screen provides you with a chance to review the help
file before proceeding with the import.

Enter the source file path and destination company file path. Use the
browse buttons for point and click functionality.

Enter the folder to backup the destination file. Use the browse button
for point and click functionality. This step is not required but
recommended.

Select the delimiter used in the source file, the date format used in
the source file, and whether the source file has header information.

Map the fields of the source file to the relevant fields in the
destination file by selecting the source field from the selection box
that is directly over the relevant destination field. The only required
field for importing is the asset number. All the fields in the source
file do not need to be mapped to fields in the destination file. If you
do not assign all the source fields, you will receive a message after
clicking the Next button to confirm this action. All the fields of the
destination file do not need to be mapped to a field from the source
file.
 The source data is now displayed showing the mapping. Necessary changes
may be made to the mapping at this time. After making any changes,
click the Refresh Grid button to reset the display.

If the destination company has been set for depreciation calculation,

you will receive one of the following messages. The default for
declining balance depreciation is 200%.
i. If the depreciation method field was not mapped, you will be
prompted to choose the depreciation method to assign to all the
assets.
ii. If the depreciation method field was mapped and all records
contain the same entry in the source field, then you will be asked to
select the depreciation method that equates to that entry
iii. If the depreciation method field was mapped and the records
contain different entries for the field, you will be asked to select
the depreciation method that equates to each entry.

If the destination company has been set for depreciation calculation and
if the salvage amount field was mapped, you will receive one of the
following messages. If the salvage method is percentage then the record
entry for that field needs to be a decimal, i.e. 0.10 instead of 10%.
i. If the salvage method field was not mapped, you will be prompted
to choose the salvage method (amount or percentage of cost) that
applies to the salvage amount.
ii. If the salvage method field was mapped and all records contain
the same entry for that field, then you will be asked to select the
salvage method (amount or percentage of cost) that equates to that
entry
iii. If the salvage method field was mapped and the records
contained different entries for the field, you will be asked to
select the salvage method (amount or percentage of cost) that equates
to each entry.

====================================
8.CONVERTING PRIOR VERSIONS
====================================

Converting prior versions of The Asset Manager may easily be done by

selecting Import from the File menu item. Select the version you would
like to convert.

a. LITE (Version 1.1) Data Files:

Enter the path to the data files for the LITE version and the folder where
you would like the data files for Version 2.1 to be saved. This may be
the folder as used for the current LITE data files.

Before each company is saved to the new format you will be prompted to
confirm the data path and file name. You may change the path and/or name.
This file name will be used to access the database so you will want to make
it meaningful. When you are satisfied with the path and name click OK.
Clicking cancel here will cause this company to be bypassed and the next
company will come up for path and file name confirmation.
 b. Version 2.0 Data Files:

Select the Version 2.0 data file to be converted. After clicking the Next
button, you will be prompted for the folder for the Version 2.1 data file.
This may be the same folder as used for the current version 2.0 data files.
The Version 2.1 file name will be derived from the company name. If the
same folder is used, the file names should be different so that the Version
2.0 data file will not be overwritten.

====================
9.COMPANY
====================

a. Opening a Company: The database for each company has a mdb extension,
such as sample.mdb or mycompany.mdb. A company may be opened by any of the
following methods:

i. Select Open from the Company menu item. A file dialog box will come
up from which you may select the company database file.
ii.Select Open Company from the menu list on the opening screen. A file
dialog box will come up from which you may select the company
database file.
iii.If the company you wish to open has been opened recently you may
select it from the list on the opening screen or the list at the
bottom of the items under the File menu item.

The name of the opened company will appear on the title bar of The Asset
Manager. The assets of the company will be displayed in a grid. Once the
company is opened you may edit company information, add/edit assets, and
generate reports.

b. Add a Company: Companies are added by selecting New from the Company
menu item. Enter the company name when prompted to do so. Company names
have a maximum length of 50 digits and are alpha-numeric. Click Save to
generate the database. You will be prompted for a filename and for the
folder in which to save the database. The company name will be used to
generate the name of the database file. The name of the file may be
changed before saving. Departments, sections, and asset types cannot be
added until the database has been generated.

c. Delete a Company: A company may be deleted only when the company is

open. Access the company edit screen by choosing Edit from the Company
menu item. Click the Delete button. All assets, departments, and sections
associated with that company will be deleted. You will be prompted before
a delete to confirm that this is the action you want to take. Once a
company is deleted, the data is not recoverable. It is recommended that you
back up your data files before deleting a company. This will allow you to
restore the company if you discover the company was deleted in error.

d. Edit Company Information: The company edit screen may be accessed by

choosing Edit from the Company menu item. Company data may be viewed and
edited only when the company is open.

i. User Defined Field Names: The Asset Manager reserves 5 fields for
asset data specific to a company. The information entered here will be
used for the title of the field. Field names are alpha-numeric and may
be up to 30 characters in length. The data for the user defined fields
is added when editing/adding assets.

ii. Depreciation Options: To enable depreciation for the company, check

the Calculate and Display Depreciation option.

1) Calculate Depreciation: The period for depreciation calculation

may be set for annually or monthly. If the period is set for monthly
then depreciation will be calculated for each month of the asset's
life. If the period is set to annually then depreciation will be
calculated for each year of the asset's life.

If an asset is acquired and disposed of in the same fiscal year, the

calculation for disposal will take precedence. The exception is
Period of Service. In this case, a full period of depreciation
expense will be allocated to the initial period.

2) Fiscal Year End: The fiscal year end, if different from the
calendar year, may be set for your company. This is important for
annual calculations as this determines how The Asset Manager defines
a year. For example, if your fiscal year ends on June 30 then The
Asset Manager will define a year as being from July 1 to June 30 and
calculate depreciation based on that year. For monthly
calculations, the fiscal year is used to define some default date
settings for reports.

3) Figure Depreciation Using: Any of the following methods may be

used for calculating depreciation expense for the initial period of
service and ending period of asset life. These methods only apply to
assets using straight-line or declining balance depreciation methods.
a)Period of Service. A full period of depreciation expense will
be allocated to the initial period of service and no
depreciation expense will be allocated to the ending period of
asset life (period of disposal).
b)Period of Disposal. A full period of depreciation expense will
be allocated to the ending period of asset life (period of
disposal) and no depreciation expense will be allocated to the
initial period of service.
c)Half Period. One half of a full period of depreciation expense
will be allocated to the initial period of service and one half
of a full period of depreciation expense will be allocated to
the ending period of asset life (period of disposal).
d)Half Year. This option is only available for monthly
depreciation calculation. If this option is selected, then
only straight line depreciation may be used. One half of a full
period of depreciation expense will be evenly allocated over
the months of the first year of service for the asset. The
remaining half will be evenly allocated over the last year of
service. If the asset is disposed of before the end of its
stated life, the depreciation expense will end in the month of
disposal with no adjustment for the half year.
e)Proportional. Depreciation expense will be calculated based on
the proportion of the period the asset was in service. (See
Appendix: Proportional Calculation )
f)Percentage. The stated percentage of a full period of
depreciation expense will be allocated to the initial period of
service. The remaining percentage of a full period of
 depreciation expense will be allocated to the ending period of
asset life (period of disposal).

4) User Defined Schedules: Companies with annual depreciation

calculation selected may use user defined schedules. Assets may be
depreciated using the user defined schedules or the other
depreciation methods. Assets will be depreciated using the stated
percentages for the user defined schedule and will ignore the
settings under 3) above.

To edit/add a user defined schedule, select Edit from the Company

menu item. Click on the User Defined button. The description should
be descriptive of the schedule being entered as it will be used to
list the schedule in the depreciation list for assets. The
description is alpha-numeric and my be up to 25 characters in length.
Once saved this description may not be edited. To change the
description, delete the schedule and reenter the data.

Each schedule may have up to 16 periods. The number of periods are

set by clicking on the down and up arrows by the period box. To
enter the percentages for each period, click on the empty box by the
period number. The percentage must be entered as a decimal. For
example, 15% would be entered as .15 not as 15. Use the up and down
arrows on the keyboard to move from one period to the next. The
total of the percentages is shown at the bottom of the screen.

For disposals before the end of the life of the asset, a percentage
of the depreciation expense for the period of disposal may be
specified (100% being the default). For example, an asset costing
$100.00 is depreciated over 5 periods at 20% per period. Suppose the
asset is disposed of in period 3. Full depreciation for period 3
would be $20. But if you only wanted the depreciation expense to be
half of a full period on disposal, enter .5 (50%) and the calculated
depreciation expense for period 3 will be $10.

iii. Departments and Sections: Department and section data may be edited
by selecting Edit from the Company menu item. The departments and
sections that have been set up for the company are listed on the
Departments/Sections tab. By highlighting a department in the left
hand list box, the sections associated with that department are
displayed in the right hand list box. Departments or sections may be
added, edited, or deleted by clicking on the relevant New/Edit button.
Department and section codes have a maximum length of 10 characters and
are alpha-numeric. Department and section names have a maximum length
of 30 digits and are alpha-numeric.

When adding a section, that section may be added to more than one
department. To select the departments hold down the CTRL key while
clicking on the departments in the list with the mouse.

On deletion of a department all assets and sections associated with that

department will be deleted. On deletion of a section all assets
associated with that section will be deleted. Once a department or
section is deleted, the data is not recoverable. You will be prompted
before a delete to confirm that this is the action you want to take. It
is recommended that you back up your data files before deleting a
 department or section. This will allow you to restore the data if you
discover the deletion was in error.

iv. Asset Type: The asset type allows for grouping of assets which have
similiar characteristics. For example, an asset type called "Office
Furniture" could be assigned to desks, chairs, filing cabinets, etc.
Asset type data may be edited by selecting Edit from the Company menu
item. The asset types that have been set up for the company are listed
on the Asset Type tab. Click on the New/Edit button to add, edit, or
delete an asset type. Asset type codes have a maximum length of 10
characters and are alpha-numeric. Asset type names have a maximum
length of 30 digits and are alpha-numeric.

On deletion of an asset type all assets associated with that asset type
will be deleted. You will be prompted before a delete to confirm that
this is the action you want to take. Once an asset type is deleted, the
data is not recoverable. It is recommended that you back up your data
files before deleting an asset type. This will allow you to restore the
data if you discover the deletion was in error.

One asset type may be selected as a default. When adding an asset, this
asset type will be preselected. The depreciation option, salvage value,
and life will be entered for the asset defaults. The asset type may then
be changed as well as the depreciation option, salvage value, and life.

v. Sequential Numbering: Sequential numbering may be set by selecting

Edit from the Company menu item and selecting the Settings tab. Check
the Sequential Numbering box and enter the asset number that was last
used. For example, if you want the next asset to be added to have the
number 123, then enter 122 here. This setting is only for numeric asset
numbers.

vi. Declining Balance Depreciation Calculation: Declining balance

depreciation expense may be calculated with or without subtracting
salvage value from the book value. Set this option by selecting Edit
from the Company menu item and selecting the Settings tab. Leaving the
Declining Balance Depreciation Calculation box unchecked, declining
balance depreciation expense will be calculated without subtracting
salvage value from the book value.

=======================
10. ASSETS
=======================
a. Asset Grid: The asset grid displays the current assets. The assets may
be sorted on any of the fields by clicking on the grid header row. For
example, if you want to see the assets in order by purchase date click on
the grid header "Purch Date". The assets will then be resorted by purchase
date. If you want disposals to be included in the list, check the box
Disposals at the top of the screen.

To select the fields to be displayed on the grid select Options from the
Tools menu item. The fields that are available are shown in the left hand
list and the fields that will appear on the asset grid are listed in the
right hand list box. Move the fields between lists by using the <, >, <--
All, or All--> buttons. The <--All and All--> buttons will move all fields
while the < and > buttons will move only the highlighted field. Order the
fields by using the Up and Down buttons on the right hand side of the
screen. This setting will be used each time the current company is opened.
This feature is company specific and can only be accessed when the company
is open.

A specific asset may be edited by selecting the asset in the grid and then
clicking the Edit button or by double clicking on the row containing the
asset. Clicking the New button will bring up the add asset screen. To
update the data contained in the grid, click on the Refresh button.

To find a specific asset, click on the Search button. Enter the search
criteria for the desired assets. (see Appendix: Search Criteria) Clicking
Refresh will reenter all assets into the asset grid.

b. Add and Edit Assets: Assets may be added or edited by clicking on the
New button or Edit button on the asset grid or by selecting New or Edit
from the Asset menu item. Asset numbers are alpha-numeric and may be up to
10 characters in length. Asset descriptions are alpha-numeric and may be
up to 30 characters in length.

When adding an asset, data from another asset may be copied to the new
asset. Select Selected Asset from Copy under the Asset menu item. This
will copy data from the asset that is selected to the new asset. After
adding one asset, the data from the last asset added may be copied to the
new asset by selecting Last Asset from Copy under the Asset menu item.

i. Detail Tab: Service date and purchase price are necessary for
depreciation calculation. If a purchase date or service date is not
entered, the date will be entered as "No Data" on reports. If a
purchase price is not entered, a purchase price of zero will be entered.
Set department, section, and asset type by clicking on the down arrow to
the right of the box.

Choose the depreciation method for the asset. Individual assets may be
set to no depreciation even if the company has been set for depreciation
calculation. Enter the life of the asset in terms of years. If a user
defined schedule is used, the number of periods will automatically be
entered for the life. This cannot be changed. If the life of the asset
is not entered, depreciation will not be calculated for the asset.
Enter the salvage value that the asset may have at the end of its life.
Salvage value may be entered as an amount or a percentage of the cost of
the asset. If no salvage value is entered, a salvage value of zero is
assumed.

ii. Optional Tab: Data entry in the Manufacturer, Model Number, Serial
Number, and User Defined fields is optional. The titles for the User
Defined fields are specified on the company edit screen (select Edit
from the Company menu item).

iii. Depr Detail Tab: Any prior accumulated depreciation for the asset
may be entered along with the end date of the period for which the
accumulated depreciation was calculated. The Asset Manager will use
 this amount in the depreciation calculation.

iv. Notes Tab: Any notes on the asset may be entered here.

v. Disposal Tab: On disposal of an asset, check the Dispose of Asset

checkbox on the Disposal tab. Enter the date of disposal and sales
price. If no sales price is entered, a sales price of zero is assumed.
To view the ending accumulated depreciation amount, ending book value,
and gain/loss on disposal, click on the Show Disposal Values button.
Once an asset is disposed, the amounts for accumulated depreciation and
book value shown here are used for reporting purposes, therefore, it is
important to calculate these numbers and then save the asset.

vi. Search Button: To find a specific asset, click on the Search

button. Enter the search criteria for the desired assets. (see
Appendix: Search Criteria) Clicking Refresh will reenter all assets
into the asset list.

=======================
11. REPORTS
=======================

a. Overview: Reports may be generated by choosing the Standard, Custom, or

Ad Hoc options under the Report menu item. Standard reports are included
with The Asset Manager and cannot be changed. Custom reports may be added
at any time. Ad Hoc reports are generated on the fly and cannot be saved.

After selecting a standard report or a custom report under the Report menu
item, a dialog box will prompt for date range and print options. Reports
may be printed to any of the following three options:
i. Display: Prints the report to the screen. The report may then be
printed by clicking the Print button on the display screen.
ii. Printer: Prints the report to a printer.
iii. File: Prints the report to a file. After selecting this option and
clicking OK, a dialog box will come up prompting you for the file name,
whether the file is to be saved in comma delimited or tab delimited
format, and whether headers are to be included.

b. Custom/Ad Hoc Report Screen: Reports are accessed by selecting the

Report menu item. The report screen is used when editing or adding a
custom report or when generating an ad hoc report.

i. Report Name/Base Report On: When editing a report, select the report
to edit. For ad hoc reports, you may select the report to use as a
basis for the ad hoc report. Selecting the report in the Ad Hoc mode
will enter the details of the report which then may be changed without
changing the underlying report.

ii. Report Title: The title you wish to be displayed on the report.

iii. Group By: Select the field(s) on which the assets are to be
grouped. The field selection from the second group by box will be a
subgrouping under the field selection from the first group by box. The
second group by box will not be enabled unless a selection is made in
the first box. Subtotals will be shown on the report for each group and
subgroup.

iv. Sort By: Select the field on which the assets are to be sorted.

v. Disposal Option: Select whether disposals are to be displayed.

1)Include Current Disposals: Disposals during and after the selected

date range will be included in the report

2)Include All Disposals: All disposals regardless of disposal date

will be included in the report

3)Exclude Disposals: Disposals with a disposal date prior to the

ending date of the report will not be included in the report.

4)Disposals Only: Only disposals will be included in the report.

This option is used to produce a list of disposals by selecting
Disposal Date in the Define Date Range box (See ix 2))

vi. Report on the Following: Narrow the report by selecting specific

departments, sections, asset types, and/or depreciation methods.

vii. Field Order for Report: Select the fields and the order of the
fields to be displayed by clicking on the Fields button. The fields
that are available are shown in the left hand list and the fields that
will appear in the report are listed in the right hand list box. Move
the fields between lists by using the <, >, <--All, or All--> buttons.
The <--All and All--> buttons will move all fields while the < and >
button will move only the highlighted field. Order the fields by using
the Up and Down buttons on the right hand side of the screen. The
fields that may be selected are listed in the Appendix: Report Fields.

viii. Print Options:

1). Print Report to: On custom reports the default setting for the
report may be set. This may be changed when running a report.

2). SetUp: Format options for the report (see d. below)

3). Print Report As: If grouping of assets is selected, then you may
choose whether to print the report as one continuous report or to
start a new page with each group. If starting each group on a new
page, then you may also choose whether to include the company header
at the beginning of each group.

4). Print Data As: The data may be printed in detail with each asset
listed or as a summary with just a total line.

ix. Date Range:

1). Default Date Range: On custom reports the default date range of
the report may be set here. This may be changed when running a
report. For ad hoc reports, the date range of the report is entered.

2). Define Date Range For: Selecting purchase date, service date, or
disposal date reports on those assets with purchase dates, service
 dates, or disposal dates in the specified date range. Selecting
depreciation expense reports on depreciation expense for the
specified date range. Disposal date is only available if the
disposal option is set to include disposals only.

3). Subtotal by Date: This option is only available if assets are

sorted by purchase date. For companies with a December year end, the
subtotal option will be by calendar year. For companies with other
than a December year end, the subtotal option will be by either
calendar year or fiscal year.

c. Display Screen: The reports are displayed one page at a time. If the
reports contain more than one page, use the < and > buttons at the bottom
of the page to view the next page or the previous page. To change format
options (see d. below) for the report click the Setup button.

d. Report Format Options: For reports that are displayed or printed the
following formatting options are available by clicking on the Setup button
either on the display screen or the report screen.

i. Page SetUp Tab: Set margins and orientation for the report.

ii. Font Tab: Set the desired font for the report headings and for the
report body. Select the format for the column/row lines. The following
options are available.

1). All: Line above and line below the header. Lines between the
columns. Lines between the rows. Line on the right side and line on
the left side of the report.

2). Columns Header: Line above and line below the header. Lines
between the columns.

3). Box Columns: Line above and line below the header. Lines
between the columns. Line on the right side and line on the left side
of the report.

4). Box Rows: Line above and line below the header. Lines between
the rows. Line on the right side and line on the left side of the
report.

5). Under Header: Line below the header

6). Box: Line above and line below the header. Line on the right
side and line on the left side of the report.

7). Header: Line above and line below the header.

8). Columns: Lines between columns.

9). None: No lines.

iii. Column Tab: Set the width of the columns in the report and whether
the text should wrap. This is not available for date and currency
fields. These fields will be sized to fit.
 iv. Printer Tab: Select the printer for the report. The Windows
default printer is assumed unless otherwise specified.

====================================
12. TOOLS
====================================
a. Compact Database: Compact a database by selecting Compact Database from
the Tools menu item. Compacting organizes the data contiguously in the
database and will recover unused disk space. The database needs to be
closed before it may be compacted.

b. Repair Database: Repair a database by selecting Repair Database from the

Tools menu item. A database may be corrupted by an incomplete write
statement caused when the application unexpectedly quits due to a power
outage or computer hardware problems. The database will be compacted
after being repaired. This procedure also checks the sort order of asset
numbers, department codes, section codes, and asset type codes. The
database needs to be closed before it can be repaired.

c. Period End: To delete disposals from the database select Period End from
the Tools menu item. All disposals before the specified reference date
will be deleted. Enter the reference date in the mm/yyyy format. For
example, entering 01/2001 will delete all assets with a disposal date
before January 1, 2001. In other words, all disposals through December 31,
2000.

d. Options: To delete items from the recently opened companies list select
Options from the Tools menu item when no company is open. To change the
fields displayed in the asset grid select Options from the Tools menu item
when a company is open.

====================================
13. TECHNICAL NOTES
====================================

1. When assets are sorted by asset number the assets are not in the
correct order. What do I do? The order of the asset numbers may be reset
by repairing the database (Select Repair Database from the Tools menu item)

2. When departments are sorted by department code the departments are not
in the correct order. What do I do? The order of the department codes may
be reset by repairing the database (Select Repair Database from the Tools
menu item)

3. When sections are sorted by section code the sections are not in the
correct order. What do I do? The order of the section codes may be reset
by repairing the database (Select Repair Database from the Tools menu item)

4. When asset types are sorted by asset type code the asset types are not
in the correct order. What do I do? The order of the asset type codes may
be reset by repairing the database (Select Repair Database from the Tools
menu item)

5. I would like to remove some of the companies from the list on the
opening screen. To remove a company from the recently opened companies list
do the following. Close any open companies. Select Options from the
 Tools menu item.

6. I would like to select the fields to display on the asset grid. How
may I do that? To select the fields to display on the asset grid as well
as the order of the fields, open the company. Select Options from the
Tools menu item.

7. Can the data from The Asset Manager be exported? All reports may be
exported to a comma delimited or tab delimited file. Select either a
standard report or a custom report from the Report menu item. In the
dialog box under Print Options select File. After selecting this option and
clicking OK, a dialog box will come up prompting you for the file name,
whether the file is to be saved in comma delimited or tab delimited format,
and whether you want headers to be included in the file.

8. Disposals do not appear on my reports. What's wrong? Disposals will

appear on reports under the following circumstances:
i. The disposal occurred during the period being reported on
ii. The Disposal Option on the report screen has been set to include
disposals.

9. I have created a custom report but the report does not display the
individual assets. Bring up the report edit screen by selecting Edit under
Custom from the Report menu item. Select the report that is not displaying
properly. If the box labeled Print Data As is set to summary then the
information will be printed will no individual asset detail. Change the
setting to detail to have asset detail included in the report.

10. Do I need to use Departments and Sections? No, The Asset Manager does
not need departments and/or sections. A notation of "(No departments)"
and/or "(No sections)" will be made, as appropriate, in any reports.

11. What files from The Asset Manager should I backup? If you maintain
your data files in a sub-folder of The Asset Manager folder then you only
need to backup this data folder. The data for each company is in a self-
contained data file so you may just backup an individual company as needed.
At minimum, the data files should be copied at regular intervals to another
sub-folder, such as a folder named "data2" of The Asset Manager folder.

12. I receive one of the following error messages -- the data path cannot
be found OR the network path specified in the data path is unavailable OR
the data path has caused a path/file access error. What do I do? The
Asset Manager cannot negotiate either the specified data path or the
default data path. The specified data path is set under File/Preferences.
The default data path is a sub-folder named "DATA" of the folder in which
the executable file for The Asset Manager resides. If the "DATA" folder
does not exist then The Asset Manager looks to the folder in which the
executable file resides. Check the path in File/Preferences to verify that
it is a valid path. If the data folder is being accessed over a network,
check with your network administer to determine if the network path is
available.

=======================
APPENDIX
=======================
 A. Report Fields
Fields that may be selected to include in reports.
1. Asset Number
2. Asset Description
3. Purchase Date
4. Service Date
5. Purchase Price
6. Department Code
7. Department Name
8. Section Code
9. Section Name
10. Asset Type Code
11. Asset Type Name
12. Manufacturer
13. Model Number
14. Serial Number
15. User Defined Fields. The field name as entered on the company edit
screen will be shown on the list.
16. Disposal. Whether the asset has been marked as a disposal.
17. Disposal Date
18. Sales Price
19. Gain/Loss on Disposal
20. Notes
21. Blank. Enter a blank column into the report. This is useful for
reports to inventory assets as the blank column may be used for
comments.

The following fields are also included if the company is set for
depreciation calculation.
1. Depreciation Method.
2. Life
3. Salvage Value
4. Current Depreciation Expense. Depreciation expense for the current
period only.
5. Depreciation Expense. Total depreciation expense for the selected
date range.
6. Depreciation Expense Per Period. Depreciation expense for each
period in the selected date range will be shown on the report.
7. Accumulated Depreciation. Accumulated depreciation as of the end of
the selected date range will be shown.
8. Book value. Book value as of the end of the selected date range
will be shown.

B. Search Criteria
For the search by field, wild cards of "?" or "*" may be used. The "?"
signifies only one unknown character while the "*" signifies one or more
unknown characters. The search criteria may be entered with or without the
wild cards of "?" or "*". For example, suppose there were 5 assets with
numbers 1256, 1267, 1278, 1296, and 1389. Entering the following search
criteria in the asset number box would result in the specified records
being returned.
search criteria records returned
12?6 1256, 1296
12* 1256, 1267, 1278, 1296
6 (without wild cards) 1256, 1267, 1296
 If no dates are entered, all dates are returned.

C. Software Limited Warranty

To the original customer only, One Squared Productions provides the
following warranty:
LIMITED WARRANTY FOR THIRTY (30) DAYS. One Squared Productions warrants
that for the thirty (30)days following the initial purchase, as evidenced
by a copy of your receipt, or until the software is modified by you,
whichever period is shorter, that: (1) The Software, unless modified by
you, will perform substantially the functions described in the
documentation provided by One Squared Productions. (2) If you purchased
the software on disks, that the disks will be free from defects in
materials and workmanship under normal use.
Your sole remedy under the warranty during the thirty day period is that
One Squared Productions will undertake to correct within a reasonable
period of time any reported "software error" (failure of the software to
perform substantially the functions described in the documentation), or
to replace any disks which prove defective in materials or workmanship on
an exchange basis without charge. In order to make a claim under this
warranty you must make a request in writing describing the functions that
the software fails to perform or return the defective disks to One
Squared Productions, postage prepaid, during or within ten(10) days after
the warranty period. If One Squared Productions is unable to replace
defective disks or if One Squared Productions is unable to provide
corrected software within a reasonable time, One Squared Productions will
refund the purchase price of the software. These are your sole and
exclusive remedies for any breach of warranty.
One Squared Productions does not warrant that the software will meet
your requirements, that the operation of the software will be uninterrupted
or error-free, or that all software errors will be corrected. Because of
the various hardware and software environments into which The Asset Manager
may be put, NO WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE IS OFFERED.
One Squared Productions will have no responsibility to replace or refund
the cost of the software due to accident, abuse or misapplication.
THE ABOVE WARRANTIES ARE EXCLUSIVE AND IN LIEU OF ALL OTHER WARRANTIES,
WHETHER EXPRESS OR IMPLIED, INCLUDING THE IMPLIED WARRANTIES OF
MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. NO
ORAL OR WRITTEN INFORMATION OR ADVICE GIVEN BY ONE SQUARED PRODUCTIONS, ITS
EMPLOYEES, OR ITS AGENTS SHALL INCREASE THE SCOPE OF THE ABOVE WARRANTIES
OR CREATE ANY NEW WARRANTIES.
SOME STATES DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES, SO THE
ABOVE EXCLUSION MAY NOT APPLY TO YOU, IN THAT EVENT, ANY IMPLIED WARRANTIES
ARE LIMITED IN DURATION TO THIRTY (30) DAYS FROM THE DATE OF DELIVERY OF
THE SOFTWARE. THIS WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS. YOU MAY HAVE
OTHER RIGHTS, WHICH VARY FROM STATE TO STATE.
REGARDLESS OF WHETHER ANY REMEDY SET FORTH HEREIN FAILS OF ITS ESSENTIAL
PURPOSE, IN NO EVENT WILL ONE SQUARED PRODUCTIONS BE LIABLE TO YOU FOR ANY
SPECIAL, CONSEQUENTIAL, INDIRECT OR SIMILAR DAMAGES, INCLUDING ANY LOST
PROFITS OR LOST DATA ARISING OUT OF THE USE OR INABILITY TO USE THE
SOFTWARE OR ANY DATA SUPPLIED THEREWITH EVEN IF ONE SQUARED PRODUCTIONS OR
ANYONE ELSE HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY
CLAIM BY ANY OTHER PARTY.
IN NO CASE SHALL ONE SQUARED PRODUCTIONS'S LIABILITY EXCEED THE PURCHASE
PRICE FOR THE SOFTWARE.

D. Proportional Depreciation Calculation

 The proportional depreciation calculation allows for depreciation expense
to be calculated based on the proportion of the period that the asset is in
service. If the company is set to calculate depreciation on a monthly
basis then the proportion is based on days. If the company is set to
calculate depreciation on an annual basis then the proportion may be based
on either days or months. The day/mnth of disposal option only applies if
the asset is disposed of before the end of its normal life.

Example:

Let's take an asset that was placed into service on May 17, 2000 and is
being depreciated on an annual basis. The depreciation calculation in set
for Proportional -- Monthly. The following would be the proportions for
the first year of service and for the last year of life irregardless of the
Mnth of Disposal setting.

Mnth of Service enabled

First year of service 8/12 full depreciation
Last year of life 4/12 full depreciation

Mnth of Service not enabled

First year of service 7/12 full depreciation
Last year of life 5/12 full depreciation

Now take the same asset and dispose of it on October 5, 2002. The
following would be the proportions for the first year of service and the
year of disposal.

Mnth of Service enabled

Mnth of Disposal enabled
First year of service 8/12 full depreciation
Year of disposal 10/12 full depreciation
Mnth of Disposal not enabled
First year of service 8/12 full depreciation
Year of disposal 9/12 full depreciation

Mnth of Service not enabled

Mnth of Disposal enabled
First year of service 7/12 full depreciation
Year of disposal 10/12 full depreciation
Mnth of Disposal not enabled
First year of service 7/12 full depreciation
Year of disposal 9/12 full depreciation

E. Depreciation Methods:

1. No Depreciation: The company as a whole may be set to not calculate

depreciation on all assets. If the company is set to calculate
depreciation, any one asset may be set to not have depreciation calculated.
This allows for the entering and tracking of non-depreciable assets such as
land.

2. Straight-Line Depreciation: The straight line method spreads

depreciation expense equally over the life of an asset.

3. Declining Balance Depreciation: The declining balance method provides

 for greater depreciation expense at the beginning of an asset's life. The
depreciation expense then declines each period of the asset's life. Since
declining balance depreciation is based on a percentage of the asset's
basis, the basis will not reduce to zero.

4. User Defined Schedules: The user defined schedule depreciates the asset
based on the percentages entered by the user. User defined schedules are
not subject to the purchase/disposal options as it is assumed that these
options are included in the stated percentages.

F. Depreciation Calculations

The calculation of depreciation is dependent on the following factors:

1. Cost -- the original cost of the asset. This cost may include
installation costs, taxes, and any other costs of putting the asset into
service.
2. Salvage value -- the estimated value of the asset at the end of its
useful life
3. Prior accumulated depreciation -- this is the amount of depreciation
that had been expensed for the asset before entry into Asset Manager. The
methodology used to calculate any previous depreciation may produce a
slightly different amount than what Asset Manager calculates. Therefore,
to assure an accurate calculation this data is a necessary component of the
calculation. Asset Manager will include this amount and the period end
date for this accumulated depreciation amount into its depreciation
calculation.
4. Life -- the estimated useful life of the asset.

Straight-Line Depreciation: For an asset that is newly entered into The

Asset Manager the calculation for straight line depreciation is:
(cost - salvage value) / life

For an asset with any prior accumulated depreciation the calculation for
straight line depreciation is:

(cost - salvage value - AD) / (life - ADL)

AD = Accumulated Depreciation
ADL = Portion of the life of the asset associated with the
accumulation depreciation

Declining Balance Depreciation: The depreciable basis for an asset is

recalculated for each period of the asset's life as follows:

cost - accumulated depreciation [- salvage value]

Salvage value is optional. See 9.d.vi

Any prior accumulated depreciation entered for the asset is included in the
accumulated depreciation amount.

The depreciation calculation for declining balance is:

depreciable basis x (1 / life) x factor