Reconciliation, register export and financial statements

The fixed asset register and the general ledger must tell the same story: same gross values, same depreciation. By the end of this page, you will know how to check that they agree, export the register and understand what feeds the notes of the tax return package (liasse).

Prerequisites

• The Administrator, CFO or Accountant role for reconciliation and export. The global plan and statistics can also be viewed with the Auditor role.
• A fiscal year chosen in each tab.

Reconciling with the general ledger

The Reconciliation tab of Assets → Fixed assets compares, account by account, the register with the SYSCOHADA general ledger for the chosen fiscal year.

1. Choose the Fiscal year and click Refresh.

2. Read the status: Reconciliation balanced or Discrepancy detected.

3. For each account, compare GV Module and GV GL (total gross value), then Depr. Module and Depr. GL. The GV Diff. and Depr. Diff. columns give the differences.

Cause shown	What it means	Correction
Gross value differs from the general ledger	An entry touched a 2x account without going through the module, or a record has the wrong value	Find the entry in the general ledger or correct the record
Depreciation differs from the general ledger	Missing depreciation, manual reversal, prior depreciation incorrectly taken over	Generate the missing depreciation, or check the takeover
Depreciation with no asset in the register	A 28x account has a balance but no asset matches it	Create or import the assets concerned
Ledger account with no asset in the register	A 2x account has a balance but no asset matches it	Create or import the assets concerned

The N assets to record block lists the assets whose acquisition is not in the general ledger. The Record button posts their acquisition entry; as long as it is missing, their depreciation cannot be generated.

Taken-over asset: do not record it twice

For an asset taken over from former books, the acquisition is already in the opening entries. If it appears as “to record”, first check the opening balances of the 2x account rather than clicking Record, which would create a second acquisition.

Before closing

Reconcile after generating the fiscal year’s depreciation. A balanced reconciliation ensures that the fixed asset tables of the tax return package agree with your register.

Global plan and statistics

• Global plan: for the chosen fiscal year, each asset with its Gross value, Period depreciation, Cumulative depreciation and NBV, and the totals. The Generate depreciation button is also available there.
• Statistics: Total gross value, Economic NBV, Period depreciation, Derogatory depreciation, number of Active assets, assets Under acquisition and To complete, Remaining depreciation still to generate for the fiscal year, and the Breakdown by category.

Exporting the register

1. In the Assets tab, click Export. The menu offers an immediate export to Excel (.xlsx) or PDF; to choose the content, click Advanced options…. The Fixed asset register export window opens.

2. Export format: Excel to check, filter and reconcile; PDF to print and send.

3. Scope and filters: tick Limit to a financial year and choose the Scope:

   • Additions of the year: only the assets acquired during the fiscal year;
   • Holdings at closing: every asset held at closing, with totals calculated at that date.

   Also choose the Statuses to include and, if needed, untick Include fully depreciated assets.

4. Columns and information to include: start from a preset (Standard register, Detailed accounting review, Physical inventory, Minimal export) or build your own. Columns are grouped: identification, allocation, acquisition, depreciation, tax track, derogatory, SYSCOHADA accounts, disposal, tracking.

5. Layout and grouping: document title, sorting, grouping (by category, by site…), totals and subtotals, company information and, for a PDF, orientation.

6. Click Export.

At least one identification column

The register must keep the “Register No.” or “Designation” column. Beyond a certain number of columns, the PDF switches to landscape or becomes hard to read: prefer Excel in that case.

Fixed assets in the financial statements

The financial statements are prepared from the general ledger. The module’s entries (acquisitions, depreciation, disposals, impairments) feed directly into:

Statement or note	What comes from fixed assets
Balance sheet, fixed assets	Gross values 2x, depreciation 28x, impairments 29x
Income statement	Charges 681x and 69x; disposals 81x and 82x under HAO
Note 3A Gross fixed assets	Movements of the year on 2x accounts
Note 3C Fixed assets: depreciation	Movements on 28x accounts
Note 3D Fixed assets: gains and losses on disposal	Grid to fill in: gross amount, depreciation, NBV and price of each asset disposed of

To fill in Note 3D, export the register to Excel with the Disposed (and Written off) status and the columns of the disposal group: you will find the amounts to report, asset by asset.

A balanced reconciliation is the best guarantee that these tables reflect your register. See Tax return package and notes.

See also

• Depreciation schedules & charges →
• Take over an existing asset base →
• Dispose of or write off an asset →
• Tax return package and notes →