The Depreciation Procedure
There should be a detailed depreciation procedure that specifies exactly how to categorize each fixed asset and how to depreciate it based on the asset class to which it is assigned. The basic procedure is:
1.Assign an asset class. Match the fixed asset to the company’s standard asset class descriptions. If you are uncertain of the correct class to use, examine the assets already assigned to the various classes, or consult with the controller.
2.Assign depreciation factors. Assign to the fixed asset the useful life and depreciation method that are standardized for the asset class of which it is a part. This is automatically assigned in some computerized systems, where the assignment of an asset class automatically assigns a useful life and depreciation method to an asset.
3.Determine salvage value. Consult with the purchasing or industrial engineering staffs to determine whether the asset is expected to have a salvage value at the end of its useful life. If this salvage value exceeds the company’s policy for minimum salvage values, make note of it in the depreciation calculation.
4.Create depreciation calculation. Create the depreciation calculation based on the useful life and depreciation mandated for the asset class using the asset cost less any salvage value. This is done automatically for assets entered into a fixed asset software package, but must otherwise be generated manually.
5.Print depreciation report. Print the depreciation report, sorted by asset class.
6.Create journal entry. Create the monthly depreciation journal entry, using the standard depreciation template. The standard entry is to record a debit for the depreciation expense (in total or by department), and to record a credit to the accumulated depreciation account for each asset class. This information comes from the totals on the depreciation report.
7.Enter the transaction. Record the journal entry in the accounting software.
8.File backup materials. Attach the depreciation report to the journal entry form and file it in the journal entries binder