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Sunday, September 28, 2014

Adding Fixed Asset from Purchase Order Processing (Multiple Assets per Shipment)

In a previous post, adding fixed asset from the Payable Management has been thoroughly illustrated. Although, this is not efficient in case you want to add multiple assets. Suppose you want to define a hundred computers, if you go through the AP process then you will post one hundred invoices ! Alternatively, you can consider another approach by adding several line items on the Receiving Transaction Entry window.

Adding FA-POP Chart

Again, it is a common mistake that the “Purchase” process is directly applied from the Fixed Asset module. The truth is, the invoice (Receiving or AP invoice) initiate the process and specifically the distribution accounts.

Receiving Transaction Entry

The first step is to create a receiving transaction entry with several line items. Go to Transactions > Purchasing > Receiving Transaction Entry window.

  • Choose the vendor ID
  • Enter the vendor document number
  • Enter the document date
  • On the line items grid, enter as many line items as required which will be created later on as assets on the fixed asset module.

Receiving Transaction Entry - FA

For each line item, you have to consider the following options:

  • The item filled in this line is a non-inventory item, which means that it should not have be defined on the item card maintenance window
  • In order for the item to be considered as a FA, you should check the “Capital Item” option. To do so:
    • Place the mouse cursor on the line item
    • Click the arrow highlighted in the screen show below to reach the Receiving Item Detail window

      Receiving Line
    • Now on the receiving item detail window:

Receiving Line Item Details  


Helping Note !
On the example above, we have included a quantity received of (5) for the first line item. When clicking the “Capital Item” checkbox, the system will consider the 5 pieces as one asset. If you want to split the 5 pieces into five assets, click on the arrow next to the “Capital Item” to reach the FA PO Additional Information.

The Fixed Asset clearing account is an offset account which is used between the Purchasing and Fixed Asset module. It should be setup first  on Microsoft Dynamics GP> Tools > Setup > Fixed Asset > Purchasing Posting Account.

FA Po Additional Details

The final step is to check the document distribution and make sure that the “Fixed Asset Clearing” account number is included under the “PURCH” distribution line. Then, you can proceed with posting the receiving transaction once all the line items are configured accordingly.

Receiving Distribution


Fixed Asset – General Information Window

As you move on to the Fixed Asset window, the “Purchase” button will be activated indicating that there are pending purchases to be defined as assets. In my example above, the first line item was checked to split quantity received into multiple assets.

Go to Cards > Fixed Asset > General



You will have to add the assets one by one and they will inherit any FA details that were defined initially on the receiving transactions along with the acquisition cost.

Then, you will have to move on with the usual cycle of FA GL Posting, then General Ledger posting which have been thoroughly illustrated on the previous post Adding Fixed Assets from Payable Management

Best Regards,
Mahmoud M. AlSaadi


  1. I am not getting Purchases field on Asset General Information window , what is it I am missing?

  2. Okey got it, it says for purchase exist in work for the asset, posted the receipt and it's appearing. :)

    1. Hello Almas
      It seems I have missed the track for your question, I have just noticed it along with the answer ;)

      Best of luck,
      Mahmoud M. AlSaadi

  3. yeah it's the charm of great Saadi, that answer come to me itself. :P
    Nice Post(Y)

  4. how do i activate the select button in the fixed asset purchasing transactions window? which setups do i need to do?

    1. Go to Microsoft Dynamics GP > Tools > Setup > Fixed Assets Setup > Company

      Under Purchasing Options, Make sure that POST POP through FA is checked.
      Under which, choose by Receipt Line (and include matching invoice)

      Best Regards,
      Mahmoud M. AlSaadi

  5. Hi,

    I tried this but still the select button did not activate.

    Go to Microsoft Dynamics GP > Tools > Setup > Fixed Assets Setup > Company

    Under Purchasing Options, Make sure that POST POP through FA is checked.
    Under which, choose by Receipt Line (and include matching invoice)

    -any suggestions? thank you

    1. Let me clarify, are you talking about the "Select" button in the Fixed Asset Purchasing Transactions ? Or the "Purchase" button on the Fixed Asset Maintenance Window ?

      IF the purchase button appears, then you will have to provide an Asset-ID before clicking on the Purchase, and then the Select will be active.

      Never hesitate to share any further inquiries,

      Best Regards,
      Mahmoud M. AlSaadi

    2. Dear Mahmood Your contribution to Dynamics GP community are highly valuable. In my case there is no capital item field is appearing in the Receiving items detail entry window.
      Why is this happening.
      Rashid Anwar

  6. Does anyone know if, when you delete an asset using the Delete utility, the item will re-appear in the purchase dropdown in the General window?