The asset category or the rate table is incomplete

Symptom

Put in use refuses the asset because of its category, the category cannot be saved, or a new tax depreciation rate is not accepted.

Message

On the asset, when you click Put in use:

“The asset "Ativo de exemplo" cannot be put in use: the category "Categoria incompleta" is missing Asset Account, Accumulated Depreciation Account, Depreciation Expense Account, Assets Journal. Without them the depreciation entries cannot be posted. Fill them in the category (Accounting › Configure › Banks and assets › Asset categories) and try again.”

In Dispose of / Scrap, when you click Calculate on a sale with a gain or a loss, with the Buyer already chosen (without it or the Proceeds Account, the refusal is “A disposal with proceeds needs the account that receives them (bank or receivable) or the buyer for the sale invoice. Choose one and try again.”):

“The category has no gain account (787x): fill it in before disposing of the asset.”

“The category has no loss account (687x): fill it in before disposing of the asset.”

On the category, when deleting a mandatory account while there are assets in use:

“The category “Equipamento administrativo” has assets in use, so it cannot lose its mandatory accounts (Accumulated Depreciation Account): their depreciation would have nowhere to be posted. Fill them in and save again.”

When choosing an account of another class:

“The account 11 Caixa chosen as “Accumulated Depreciation Account” of the category “Equipamento administrativo” does not belong to the SNC accounts expected for it (code starting with 43). The SNC Chart of Accounts (Portaria 218/2015) sets where each type of movement is recorded, and the reports and tax maps read those accounts. Choose an account of the right class and save again.”

In an intangible assets category, with a revaluation surplus account:

“The category “Programas de computador” is of intangible assets (SNC class 44), which are not revalued (NCRF 6), so it cannot have a revaluation surplus account. Clear the account (or change the class) and save again.”

In Dispose of / Scrap, when you click Calculate on a casualty loss:

“The category "Equipamento de oficina" is missing: the casualty loss account (6872), where the loss of the asset is booked. Set them in Accounting › Configure › Banks and assets › Asset categories (only the certified accountant or the administrator can do it; ask them) and try again.”

When changing the tax nature of a category with assets on declining quotas:

“The category “Equipamento de oficina” has assets using declining quotas, which are not allowed for its tax nature (buildings, light passenger vehicles, furniture and social equipment). Change those assets to constant quotas first.”

In the depreciation rate table (Accounting › Record › What is there to do with the assets? › Tax depreciation rates), when saving a new rate:

“The rate of "2245" is 150.0%, which is not valid: an annual depreciation rate is a percentage between 0 (non-depreciable assets, such as land) and 100 (full write-off in one year). Correct the rate and save again.”

“The code "2240" of table II already has a rate in force in an overlapping period (01/01/2010 to (open)). Two rates for the same code on the same day would make the tax depreciation of an asset ambiguous. End the previous rate on the day before this one starts, or change the dates, and save again.”

This article does not cover revaluation without a surplus account: copy the message and contact support. All the messages quoted were triggered in the demonstration database: those for the asset and the disposal with a user with only the Accountant profile, those for the category and the table with a user with only the Certified accountant profile. Without a Code or Name on a rate, “Some required fields are empty. Fill in the fields marked in red to be able to save.” appears.

Verified causes

• The category was created without the accounts and the journal. It can be saved like that, but none of its assets can be put in use. At the top of the category, this appears: “Assets of this category cannot be put in use yet. Missing: Asset Account, Accumulated Depreciation Account, Depreciation Expense Account, Assets Journal”.
• The gain or loss accounts are missing. The category saves and the asset is put in use without them, but a disposal with a gain or a loss is refused.
• The casualty loss account is missing. The category saves and the asset is put in use without it, but the casualty loss is refused at Calculate. Fill in Casualty Loss Account on the category.
• The new tax nature does not allow declining quotas. First change the category's assets to Constant quotas, as the message says.
• The category has assets in use. The mandatory accounts can no longer be deleted.
• The account is not of the expected class. Each field only accepts the right SNC account group.
• Intangible assets have no revaluation. The surplus account must stay empty.
• The table rate is badly defined: a percentage outside 0 to 100, or a validity period overlapping that of another rate for the same code.

What to check

1. In Accounting › Configure › Banks and assets › Asset categories, open the category and look at the warning at the top.
2. The accounts of categories of the same type: Equipamento administrativo serves as an example for tangible assets, Programas de computador for intangible ones.
3. The category's class (Tangible fixed assets (43x), in the demonstration) and its tax nature.

How to fix it

1. On the category, fill in what the warning lists: Asset Account, Accumulated Depreciation Account, Depreciation Expense Account and Assets Journal. The journal list only shows suitable ones; typing another name opens the Create Assets Journal window: discard it.
2. Save. The warning at the top disappears.
3. Go back to the asset and click Put in use.

For a disposal, fill in the Gain on Disposal Account or the Loss on Disposal Account on the category, save and go back to Dispose of / Scrap.

For the choice of each account: How to set up asset categories and depreciation models. Pending validation by a certified accountant: the SNC accounts of each category and the tax rates (DR 25/2009).

Who does it: Certified accountant. With the Accountant profile, Configure › Banks and assets › Asset categories opens the categories read-only, with no fields to change and no New.

For a refused rate, correct the percentage or the dates. A new rate for a code that already exists requires ending the previous one on the day before. A change to the legal table is a decision for the certified accountant.

Expected result

The category saves without a warning and the asset becomes In use.

When to contact support

• The warning persists with all the accounts filled in.
• The account recommended by the certified accountant is refused as being of the wrong class.

Information to send

• The category name and the company, and the asset code, if any.
• The full text of the message, copied from the screen.
• The account or rate you tried to choose.