General Ledger

Requirements

Functionalities
1.

The system MUST have the ability to maintain GL accounts of all types at detail and
summary level.

2.

The system MUST have the ability to support alphanumeric classification codes.

3.

The system MUST have the ability to consolidate multiple ledgers.

4.

The system SHOULD provide for the linking of GL accounts with outputs in order to
facilitate output reporting.

5.

The system SHOULD provide the facility for memorandum accounts.

6.

The system MUST permit financial years and opening and closing of accounting periods.

7.

The system MUST maintain twelve periods for current-year transactions and a number of
additional periods for prior year and year-end adjustments for allowed users.

8.

Prior year adjustments MUST be allowed simultaneously with current year accounting
entries.

9.

The system MUST support creation of future accounting periods.

10.

The system MUST have the ability to post JV transactions (journals)

i.

ii.

11.

The system MUST have the ability to define and maintain a multi-level, multi-dimensional
budget classification structure. Each format must facilitate standard and free format
specification.

12.

The system MUST have the ability for the setting up and configuration of accounting
management policies e.g. depreciation

13.

The system MUST have the ability to capture estimates, budget, and funding data etc.

14.

The system MUST have the ability to capture, store and classify all posted transactions data.

15.

The system MUST have the ability to facilitate ad hoc query and drill down to underlying
source system of transaction data.

16.

The system MUST have the ability to capture journals for correction of misposted data and
other non-cash transactions.

17.

The system MUST have the ability to do consolidation of accounting data and elimination of
contra entries.

18.

The system MUST have the ability to produce all required financial reports for Government
in order to monitor overall financial and budget performance. This should include statutory
and other end of year reports at all levels of Government.

19.

The system MUST have facility for approval of direct journal before they are posted

20.

The system MUST be able to accommodate changes to the COA

21.

The system MUST have functionality to import Journals from Excel.

Processing Requirements
22. 26

The system MUST have the ability to process journal vouchers of all types of financial
transactions including:
i.

Conventional

ii.

Reversing journals

iii.

Recurring

iv.

Transaction journals from subsidiary ledgers

23. 27

The system MUST have the ability to ensure that data is captured at the lowest level of detail
likely to be required for statutory, financial and management reporting and summarised
through agreed levels of reporting to totals of department and function levels without the
need to re-input data.

24. 28

The system MUST have the ability to integrate the production of various statements, in
particular budget and management reports, with the financial statements so that all reports
can be reconciled to the books of accounts and thus provide assured integrity of information.

25.

The system MUST have the ability to record income and expenditure on a project basis.

26.

The system MUST be fully auditable and secure by ensuring adequate internal controls and
audit trails, and capable of being integrated with computer aided audit techniques such as
CAATS.

27.

The system MUST ensure that the system can report both on a vertical and horizontal basis
e.g. by type of expenditure and by organizational unit.

28.

The system MUST have the ability to incorporate changes required in the future as a result of
organizational change.

29.

The system MUST enable the presentation of data in a graphical format.

30.

The system MUST have the ability to prevent the processing of unbalanced journals

31.

The system MUST maintain appropriate controls including the necessity for validation of any
batched input both on the value and the number of items before posting is allowed.

32.

The system MUST have the ability for preventing posting of transactions into closed
periods

33.

The system MUST support on-screen enquiry capabilities for detailed accounting activity.

34.

The system SHOULD ensure that the system transaction reference shall be the same as bank
reference for the transaction such as EFT number etc.

35.

The system MUST provide full budget histories across at least 2 previous years online and 7
years in archives

36.

The system MUST provide the facility for performing trend analysis and other statistical
analysis.

General features of the Chart of

Accounts
37.

The system MUST provide the facility for set up and configuration of Chart of Account
management

38.

The system MUST have the ability to be able to be set up either for accrual functionality,
modified cash or for cash basis functionality according to the IPSAS standards.

39.

The system MUST ensure COA codes that are able to:
i.

ii.

iii.

iv.

40.

The system MUST have the ability to support new accounts setup and accounts amendment.
For new accounts or amendment to existing accounts, it shall require recording of:
i.
ii.
iii.
iv.

41. 47

The system MUST have the ability to record and edit each element in the Chart of Accounts
by authorized users. It MUST NOT be possible to edit any element of COA codes with
transactions.

42.

The system MUST allow import and export of data against Chart of Accounts and this
should be against validation rules

43.

The system MUST have the ability to setup projects independent of the other elements of
Chart of Accounts to allow multiple MDAs, programmes, sub programmes, outputs, and
funding sources to be associated with a project

44.

The system MUST have the ability for global and selective mass maintenance to create CoA
structures and change existing structures.

45.

The system MUST have ability for appropriate mapping of the old Chart of Accounts to any
new CoA in order allow access to the previous/old data.

46.

The system MUST have the ability for user defined accounting periods.

47.

The system MUST have the ability for data entry at the lowest level of detail required for
statutory, financial and management reporting and summarized through agreed levels of
reporting to totals by Chart of Accounts structure (Sectors, Programme, departments,
function level etc.)

48.

The system MUST have ability for posting/approval of any journal voucher before it affects
the general ledger.

49.

The system MUST have ability for automatic allocation of costs to different account codes on
the basis of user specified rules.

50.

The system MUST allow for grouping of GL accounts e.g. asset accounts transactions,
Vendor transactions, journal vouchers, debtors transactions and should allow closing and
opening of period in relation to the type of transaction.

51.

The system MUST allow users to specify intra-government transactions to be eliminated for
consolidation purposes.

52.

The system MUST provide the clearing of open items from open item managed GL accounts
ability to define clearing rules for open items.

53.

The system MUST provide the facility for GL posting with clearing.

54.

The system MUST have the ability to perform balance carry overs to new financial years for
balance sheet items and to close P and L accounts.

55.

For Projects, the system SHOULD maintain total actuals prior to the past two years to make
sure total project receipts and expenditure are available.

REPORTS
56.

Periodic reports SHOULD be generated showing redundant accounts.

57.

The system MUST provide standard reports to cover any required combination of budget,
commitment and actual transaction information for both the current year and prior year.

58.

The system MUST provide reports by chart of account code based on both economic and
functional classification and/ or institution.

59.

The system MUST provide organization wide reports based on functional, economic and
organization structures.

60.

The system MUST provide variance reports comparing actual expenditure with expected
expenditure or budgets.

61.

The system MUST provide transactions audit list by type and date.

62.

The system SHOULD provide reports for transactions automatically updated from other
applications.

63.

The system MUST provide Chart of accounts listing.

64.

The system MUST Cost centre code list and structure.

65.

The system MUST provide annual expenditure statement, by Vote, by Cost centre and
Government.

66.

The system MUST provide Project code list and structure.

67.

The system MUST provide exception reports, e.g. journals above a specified amount.

68.
69.

The system MUST provide Bank/cash account reports.

The system MUST provide GL open items reports by period, by organizational structure

70.

The system MUST provide GL cleared items reports by period, by organizational structure

71.

The system MUST provide GL line items reports by period, by organizational structure

72.

The system MUST provide periodic financial statements and reports e.g.: -

73.

i.
ii.
iii.
iv.
The system MUST provide comparative financial statements showing:
i.

74.

ii.
iii.
The system MUST provide reports in the Rivers State Government formats and compliant
with legal requirements

75.

The system MUST have ability to be integrated with the production of budget and
management reports with the financial statements so that all are produced from the same data

76.

The system MUST provide Trial Balance by reporting entity and a consolidated one for
Government.

77.

The system MUST provide project reports identifying expenditure to date and total expected
cost, funding received, actual expenditure and commitments, within financial years (if
project extends beyond current financial year). The system shall be able to compare total
estimated costs with cumulative costs

78.

The system SHOULD provide facilities for any other user defined reports.

Priority
(M/D/O)

Availability

L accounts of all types at detail and

Available

hanumeric classification codes.

Available

e multiple ledgers.

Available

GL accounts with outputs in order to

Available

morandum accounts.

Available

ening and closing of accounting periods.

Available

urrent-year transactions and a number of

ustments for allowed users.

Available

aneously with current year accounting

Available

ounting periods.

Available

On line real-time

Available

In batches

Available

maintain a multi-level, multi-dimensional

facilitate standard and free format

Available

g up and configuration of accounting

Available

ansactions (journals)

timates, budget, and funding data etc.

Available

ore and classify all posted transactions data. M

Available

d hoc query and drill down to underlying

Available

rnals for correction of misposted data and

Available

dation of accounting data and elimination of M

Available

required financial reports for Government M

erformance. This should include statutory
ernment.

Available

irect journal before they are posted

Available

ges to the COA

Available

ournals from Excel.

Available

onventional

Available

eversing journals

Available

urnal vouchers of all types of financial

ecurring

Available

ansaction journals from subsidiary ledgers

Available

data is captured at the lowest level of detail M

management reporting and summarised
partment and function levels without the

Available

e production of various statements, in

M
he financial statements so that all reports
us provide assured integrity of information.

Available

me and expenditure on a project basis.

Available

by ensuring adequate internal controls and

computer aided audit techniques such as

Available

port both on a vertical and horizontal basis

unit.

Available

e changes required in the future as a result of M

Available

a in a graphical format.

Available

e processing of unbalanced journals

Available

including the necessity for validation of any M

of items before posting is allowed.

Available

ng posting of transactions into closed

Available

pabilities for detailed accounting activity.

Available

saction reference shall be the same as bank D

etc.

Available

across at least 2 previous years online and 7 M

Available

ming trend analysis and other statistical

Available

and configuration of Chart of Account

Available

be set up either for accrual functionality,

ording to the IPSAS standards.

Available

Available

ble to:
Be set up in advance

Have a valid from and to date M

Available

Be temporarily suspended
from accepting data

Available

Deleted only when no

M
transactions are stored against
them

Available

w accounts setup and accounts amendment.

unts, it shall require recording of:

Available

Requested by

Available

Approved by

Available

Date of effect

Available

Reason for the creation or

changes

Available

edit each element in the Chart of Accounts M

o edit any element of COA codes with

Available

ata against Chart of Accounts and this

Available

cts independent of the other elements of

rammes, sub programmes, outputs, and

Not clear

d selective mass maintenance to create CoA M

Available

apping of the old Chart of Accounts to any M

d data.

Customisation

ed accounting periods.

Available

at the lowest level of detail required for

d summarized through agreed levels of
(Sectors, Programme, departments,

Available

val of any journal voucher before it affects

Available

ocation of costs to different account codes on M

Available

ounts e.g. asset accounts transactions,

ansactions and should allow closing and
ction.

Customisation

overnment transactions to be eliminated for M

Available

tems from open item managed GL accounts M

sting with clearing.

lance carry overs to new financial years for M

s.

Available

actuals prior to the past two years to make D

ailable.

Available

Available
redundant accounts.

ver any required combination of budget,

or both the current year and prior year.

count code based on both economic and

ports based on functional, economic and

paring actual expenditure with expected

by type and date.

tions automatically updated from other

ing.

cture.

atement, by Vote, by Cost centre and

structure.

. journals above a specified amount.

ports.
s by period, by organizational structure

M
M

orts by period, by organizational structure

by period, by organizational structure

tements and reports e.g.: -

Monthly
Quarterly
Biannual
Annually
l statements showing:

M
M
M
M

Prior year data

Year to date budget
Annual budget
State Government formats and compliant

M
M
M
M

with the production of budget and

M
s so that all are produced from the same data

rting entity and a consolidated one for

fying expenditure to date and total expected M

ommitments, within financial years (if
he system shall be able to compare total

ther user defined reports.

Notes/images

Periods in the prior year can be opened by authorised usersfor adjustment while the
current year is on

This is done using the extensive and flexible configuration functionality available

All transactions are stored and can be drilled down to origin

Corrections journals are captured on the system and uniquely identified

MS AX has numerious built-in reports and user required reports can also be created

Approval routes/workflows are configured for subledger postings

Changes can easily be made by authorised users within the organisational policies
The system is highly integrated with Microsoft Office using perculiar add-ins

Subledger entries are posted to the ledger when due using pre-setup account mappings.
Data is captured once on the system and becomes available to all based on security
policies

Every submodule (including budget, project etc) is highly coupled with the general
ledger module so reports from the GL are comprehensive

Projects are tracked as financial domensions on GL postings such that expenditures and
incomes can be tracked by project ID

This can be achieved using the numerous reporting tools available

The system is highly flexible

Every journal must be validated against all existing rules before posting

Postings are not allowed into closed periods

Budget entries are maintained by the system until removed by authorised users

Modifications are subjected to workflows. AX workflow configuration allowsa for the

tracking of who approved what, when and why.

Modifications are subjected to workflows.

Accounting periods are created by users and maintained by the system

MS AX has numerious built-in reports that can slice through system entries just as
required

Project data remain on the system until deleted by authorised users

Microsoft Dynamics AX has built-in reports which include but not limited to some
of the reports requested here in. In addition, reports can be written to fit into end
user requirements using any of the numerous reporting tools available provided
the data have been captured on the system. These reporting tools inlcude SSRS
designer, Management Reporter, Excel (Jet report, power pivote), etc.

Fixed Asset
Requirements

Functionalities
General Features
1.

The system MUST register as a fixed asset any item which can be used for more tha
year or as defined in Rivers State Government policy for fixed assets.

2.

The system MUST be able to hold identifiable budget lines for fixed assets including
I.
II.
III.
IV.
V.
VI.
VII.

VIII.
3.

The system SHALL provide a facility that allows the change of accounting policy fr
cash accounting to accrual accounting and the associated treatment of assets.

4.

The system SHALL have a facility to group homogenous assets. These groups sho
include but not limited to:
I.
II.
III.
IV.
V.
VI.
VII.
VIII.

5.

The system MUST allow the assignment of group attributes which include account
information relating to the group. The attributes should include but not be limited to :

I.
II.
III.

6.

The system MUST allow the creation of a unique code for each as
category/group/class.

7.

The system MUST allow the calculation and recording of any charges that might
associated with fixed assets e.g. rentals and rates.

8.

The system MUST provide functionality to link fixed assets with project and contr
transactions that are associated with the asset and be able to report on these.

9.

The system MUST be able to identify/link expenditure transactions against an asset

order to track costs associated with an asset.

10.

The system MUST provide functionality to integrate the asset module with the rest
the SIFMIS modules.

11.

The system MUST be able to attach scanned ownership documents of the assets a
donation memos to the asset record.

12.

The system MUST be able to provide and support approval process for all as
transactions.

13.

The system MUST provide functionality to track movements within the budget lin
under which assets are acquired.

14.

The system MUST provide functionality for user inquiries by any element of the asset
master record (e.g., asset number, asset description, location).

15.

The system MUST allow the creation of asset to asset relationship/linking facility.

16.

The system MUST provide functionality for users to modify or remove the link betwe
a child asset and the parent asset.

17. 18

The system MUST provide functionality to move the child asset from one parent asset
another parent asset and ensure that it still maintains all its master record data.

18. 19

The system MUST provide functionality to record and capitalise all costs associa
with the construction or purchase/acquisition of an asset as per Government policy.

19. 20

The system MUST provide the option to link an asset to a project, sub-project or gr
that resulted in acquisition of the asset.

20. 21

The system MUST provide the functionality for users to record and maint
information on construction work in progress and provide a mechanism to trans
completed and commissioned projects to an asset record. This process MU
automatically de-activate/close the project record or WIP.

21. 22

The system MUST provide functionality to track (e.g., identify, record, inquire, repo
capital maintenance performed on selected assets such as buildings, but not limited
these.

22. 23

The system SHOULD provide functionality to create an asset record (as a memoran
record) for a leased asset which will eventually be transferred to Government. After
final payment for the leased asset the system should update the asset register with
newly acquired asset under the leased agreement.

23. 24

The system MUST be able to record and track asset movements.

24. 25

The system MUST be able to activate or de-activate assets through proper authorizat
levels. The system should ensure that once an asset is de-activated it prevents a
further transactions against that asset but it accepts generation of reports which inclu
that asset.
25. 26

The system MUST be able to maintain decentralized registers for MDAs and projects.
26.
The system MUST allow for the generation of consolidated asset registers for
Government at central level.
27.
28.

The system MUST allow viewing and printing of any master asset record at any level.
The system MUST provide functionality to automatically update the general ledger
capitalize any completed project that is added to fixed assets or to capitalize a
additional asset related capital costs.

29.

The system MUST provide a facility to upload authorized historical data on assets if
data was previously not in the system.

30.

The system MUST only allow access to any part of the assets module by str
authorizations.

31.

The system MUST ensure that all asset transactions in SIFMIS are authorized/approv
within the system before they affect the asset register or the general ledger.

32.

The system MUST have the capacity to refuse to create the record of an asset with
already existing number to avoid duplications. Asset numbers should be syst
generated and should be unique.

Control Requirements

33.

The system MUST prevent the deletion of any asset. Asset disposal should only
effected through de-activation of the asset. The asset remains available for some repo
but cannot be transacted against.

34.

The system MUST provide an audit trail of all changes made to an asset record.

35.

The system MUST provide functionality for approval for any changes to assets details

36.

The system MUST provide functionality for senior approval of any changes an asset's
useful life and other accounting data at asset level.

37. 38

The system MUST be able to allow for but not limited to the following transactions
assets:

Asset Registration

I.
II.
III.
IV.
V.
VI.
VII.
VIII.
IX.
X.
XI.

38. 39

The system MUST provide functionality to assign unique identification number to

assets at the point when they are created. The identification numbers should be uniq
to different classes of assets held by different MDAs.

39. 42

The system SHOULD provide functionality for users to copy asset record entries
identical items and then assign separate asset identification numbers (e.g. the purch
of 10 identical vehicles)

40. 43

The system MUST provide functionality to maintain detailed real estate informat
required to identify and account for State lands including, but not limited to:

I.
II.
III.
IV.
V.
VI.

41.

VII.
The system MUST provide functionality for users to maintain detailed asset informat
required to identify and properly account for all assets including, but not limited to:

I.
II.
III.

IV.
V.
VI.
VII.
VIII.
IX.
X.
XI.
XII.

XIII.
XIV.
XV.
XVI.
XVII.

XVIII.
XIX.
XX.

XXI.

XXII.

XXIII.
XXIV.
XXV.
XXVI.
XXVII.
XXVIII.
XXIX.
XXX.
XXXI.
XXXII.
XXXIII.

XXXIV.
XXXV.

XXXVI.

XXXVII.
XXXVIII.
XXXIX.
XL.
XLI.
XLII.

Depreciation and Revaluation

42.

The system MUST allow for depreciation to be set at group/class/category level and
apply automatically once an asset is assigned to a group/class/category.

43.

The system MUST provide functionality for an equipment type to pre-populate use
life for an asset as well as the method of depreciation.

44.

The system MUST allow for the application of depreciation to be varied as desir
depending on the government policy in use (Accruals vs. Cash accounting policy).

45.

The system MUST allow for the adjustment of asset values in order to effect authoriz
revaluations.

46.

The system SHOULD allow for the automatic creation of a revaluation reserve sho
Government adopt the accruals accounting policy.

47. 53

The system MUST generate reports that include:

I.

Reporting requirement

II.
III.
IV.
V.

VI.

48. 54

The system MUST be able to report on:

I.
II.

III.
IV.
V.
VI.
VII.

49. 55

The system MUST generate online enquiry to enable retrieval by but not limited to
following:
I.
II.
III.

IV.
V.
VI.

50. 58

VII.
VIII.
IX.
X.
The system MUST provide functionality to generate the following reports, but not
limited to:
I.

II. b

III. c

Disposal, Transfer and Write-off

51. 61

The system SHOULD be able to record and adjust the losses associated with an asset.

52. 62

The system MUST allow the authorized users to transfer the assets from one departm
to the other and change the location status in the system.

53. 63

The system SHOULD be able to generate transfer forms and link directly to the as
record.

54. 64

The system MUST have the ability to differentiate between inter MDA transfers a
transfers across MDAs

55. 65

The system SHOULD be able to acknowledge receipt of assets from one MDA, c
centre to another and from project module to asset management module through
printable asset transfer form.

56. 66

The system SHOULD be able to recognize and record disposal proceeds and affect
general ledger as per Government policy.

Financial Assets and Investments: General and

Processing Requirements

57. 67

The system SHOULD ensure the ability to plan and budget for investment and
enforcement of Parliamentary or Treasury Ceilings and approvals as per Bud
Management requirements.

58. 71

The system MUST ensure a database of financial assets/investments.

59. 72

The system MUST be able to give the following options during the creation of
investment;
I.

Money Market Investment

II.
III.
IV.
V.

Stocks/Shares
Bonds
Securitized Loans
Any other ( to be specified)

60. 73

The system MUST ensure that each investment record has a unique identifying (I
number.

61. 74

The system MUST ensure that each investment record is linked to a GL account
SIFMIS against which it is reported in the financial statements.

62. 75

The system MUST prevent the recording of any financial investment without specify
the nature/description of the investment.

63. 76

The system MUST ensure that name of the institution is a mandatory field in
investment record.

64. 81

The system MUST be able link all disposals/write offs/price changes on investme
record directly to the investment gains/losses account.

65. 82

The system MUST allow a facility to ensure that on each investment record there i
facility to keep track of the market price of the investment without affecting the gene
ledger.

66. 83

The system MUST be able to capture and edit data for loans to statutory corporatio
and other bodies that are owed to Government.
67. 84

The system MUST be able to generate periodic reminders for follow up once date d
for acquittal is reached. This should continue until the investment is acquitted.

Priority
(M/D/O)

tem which can be used for more than a

licy for fixed assets.

Availability

Note\images

M
Availability

udget lines for fixed assets including:

Cumulative
expenditure

total

Expenditure YTD
Commitment YTD
Allocated budget
Budget remaining
Approved budget
Adverse/favourable
variances on specific
budget lines

M
M
M
M
M
M

Supplementary budget

Available
Available
Available
Available
Available
Available

Available
Available

s the change of accounting policy from

sociated treatment of assets.

Available

mogenous assets. These groups should

Land
Buildings
Infrastructure
Plant and Machinery

M
M
M
M

Equipment
Computer equipment

M
M

Vehicles
Furniture

M
M

Available
Available
Available
Available
Available
Available
Available

Available

All fixed assets are tied to group which are in turn tied to posting profi
accounts each type of transaction affects. These accounts are subject to
postings are tracked by the system to ensure budget is not exceeded. Su
revisions.

up attributes which include accounting

hould include but not be limited to :

Useful life of the asset

Depreciation method

Available
Available
GL account

Available

f a unique code for each asset

ecording of any charges that might be

Available

Available
fixed assets with project and contract
be able to report on these.

nditure transactions against an asset in

grate the asset module with the rest of

Available

wnership documents of the assets and

upport approval process for all asset

Available

Expenditure
transactions are
recorded as "Asset
Additions" against
the asset record

Available

Asset Module is highly integrated with the entire system

Available
Available

All modifications are subject to approval workflow

ck movements within the budget lines

inquiries by any element of the asset

on, location).

asset relationship/linking facility.

s to modify or remove the link between

Available

Available
Available

Available

the child asset from one parent asset to

ins all its master record data.

M
Available

ord and capitalise all costs associated

n asset as per Government policy.

asset to a project, sub-project or grant

Available

Purchase/construction costs are automatically capitalised

Available

y for users to record and maintain

and provide a mechanism to transfer
asset record. This process MUST
or WIP.

k (e.g., identify, record, inquire, report)

ts such as buildings, but not limited to

create an asset record (as a memoranda

be transferred to Government. After the
hould update the asset register with the

Available

Projects can be tied to fixed assets and can be directly posted as acquis

Available

Capital maintenance works are recorded as projects against a fixed ass

Not Clear

set movements.

Available
M

vate assets through proper authorization

n asset is de-activated it prevents any
pts generation of reports which include
Available
M

zed registers for MDAs and projects.

Customisation
M

nsolidated asset registers for

Available
M

any master asset record at any level.

omatically update the general ledger to
d to fixed assets or to capitalize any

uthorized historical data on assets if the

Available
M

Available

Projects can be tied to fixed assets and can be directly posted as acquis

Available

AX has built-in data import/export framework that is highly integrated

Available

Modifications are subject to approval

Available

All transactions are subject to workflow

Available

Numbers are system generated and duplicates are not allowed

part of the assets module by strict

ons in SIFMIS are authorized/approved

ster or the general ledger.

o create the record of an asset with an

ns. Asset numbers should be system

y asset. Asset disposal should only be

sset remains available for some reports

Available

anges made to an asset record.

oval for any changes to assets details.

or approval of any changes an asset's

l.

Available
Available

Modifications are subject to approval

Available

Modifications are subject to approval

imited to the following transactions for

Create
Reverse
De-activate
Transfer
Write-off
Disposal (Sell)
Lease
Depreciate
Revalue
Donate
Add capital costs

M
M
M
M
M
M
M
M
M
M
M

Available
Available
Available
Available
Available
Available
Customisation
Available
Available
Available

Available

gn unique identification number to all

dentification numbers should be unique
DAs.

r users to copy asset record entries for

entification numbers (e.g. the purchase

Available

Numbers are system generated and duplicates are not allowed

Available

aintain detailed real estate information

ncluding, but not limited to:

Legal description
Acquisition information

M
M

Number of acres, hectares

etc.

Value per acre/hectare etc.

Fair market value

Geographic Information,
Location (latitude and
longitude)

M
M

Title Deeds details

s to maintain detailed asset information
ssets including, but not limited to:

Unique Asset reference

number

Description
Owner
(Ministry,
department, cost centre
etc.)

M
M

Condition
Acquisition date
In service date
Asset class/group
Department and office

M
M
M
M
M

Asset make and model

Available
Available
Available
Available
Available

Available
Available

Available
Available

Available
Available
Available
Available
Available
Available

Serial number
Location
Procurement method

M
M
M

Available
Available
Available
Customisation

Coupled with the built-in fields as in the images below, new fields can
fields left to be used as desired

GL Account Code
Cost
Disposal date
Disposal reference

M
M
M
M

Available
Available
Available
Available

Disposal
revenue

costs/disposal

Donor
Project
Address/phone number of
supplier/contractor

M
M
M

Key
details
of
maintenance agreement

Type of support/insurance
provided

Current replacement value

Available
Customisation
Available

Available

Available

Date of valuation
Valuation update reminder

M
M

Name
of
company

Available
Available
Available

Insurance

Available

Location (region, district)

Building age
constructed

Available
or

date

Available

Number of stories
Construction type
Department
asset

using

Square footage
/built-up)

the

Available
Available

(land

Valuation
Insurance information if
any (company, policy,
coverage amount.)

M
M

Geographic location

History
(fire,
construction,
major
maintenance activity)

Available
Available

Available
Available

Available

Rent income/expenditure

Property Rates
Service Charges
Water/ Electricity charges

M
M
M

Maintenance and repair

costs

Insurance premiums

Customisation
Customisation
Customisation
Customisation
Available
Customisation

Title Deeds

Customisation

set at group/class/category level and to

group/class/category.

equipment type to pre-populate useful

tion.

f depreciation to be varied as desired,

uals vs. Cash accounting policy).

sset values in order to effect authorized

Available

Not Clear

Available

Available

reation of a revaluation reserve should

y.

D
Customisation

List of assets by type or

by any of the details of the
asset

Replacement notification

Project position reports

Depreciation analysis

Gross book value/ net

book value/ depreciation

Listing
to
support
monthly General Ledger
updates

Schedule of assets written

off

Schedule of assets sold

including
disposal
proceeds realized

Schedule
of
misappropriated

assets

Schedule of assets insured

Schedule of assets not

insured

Schedule of depreciation

Schedule of asset by asset

group, by location, by cost
centre, by project , by
loan, by donor etc.

nable retrieval by but not limited to the

Asset reference
Asset type
Asset name

Microsoft Dynamics AX has built-in reports which include but not limited to some of th
can be written to fit into end user requirements using any of the numerous reporting to
captured on the system. These reporting tools inlcude SSRS designer, Management Rep
M
M
M

captured on the system. These reporting tools inlcude SSRS designer, Management Rep

Cost centre code

Account code
Date of acquisition

M
M
M

Location
Project type
Project code
Project name
ate the following reports, but not

M
M
M
M

Operational
Reports:
Asset Activities, Asset
Cost,
Depreciation
activities, disposals, cost
of new assets acquired to
replace an asset lost,
missing,
stolen,
or
destroyed, physical asset
location

Analytical Reports: Asset

Status,
Depreciation
Status,
Asset
Reconciliation

Listing Reports: asset

type,
depreciation
categories

st the losses associated with an asset.

D
Available

transfer the assets from one department

system.

fer forms and link directly to the asset

iate between inter MDA transfers and

Available
Available

Available

receipt of assets from one MDA, cost

asset management module through a

record disposal proceeds and affect the

Available

Available

Customisation

an and budget for investment and the

eilings and approvals as per Budget

assets/investments.

ing options during the creation of an

oney Market Investment

ocks/Shares
onds
curitized Loans
ny other ( to be specified)

M
M
M
M

t record has a unique identifying (ID)

t record is linked to a GL account in

ial statements.

financial investment without specifying

nstitution is a mandatory field in the

rite offs/price changes on investments

ount.

at on each investment record there is a

nvestment without affecting the general

data for loans to statutory corporations

reminders for follow up once date due

il the investment is acquitted.

h are in turn tied to posting profiles. A posting profile holds the ledger
cts. These accounts are subject to approved budget entries and
nsure budget is not exceeded. Supplementry budgets are entered as

h the entire system

val workflow

atically capitalised

can be directly posted as acquisitions

ed as projects against a fixed asset

can be directly posted as acquisitions

mework that is highly integrated with excel

plicates are not allowed

plicates are not allowed

he images below, new fields can be created if need be. Also notice some label-free

de but not limited to some of the reports requested here in. In addition, reports
y of the numerous reporting tools available provided the data have been
RS designer, Management Reporter, Excel (Jet report, power pivote), etc.