Let me explain a few things relevant to the points you have raised:
- What you refer to as “create” and “edit” screens or forms are the same form in the program. Notice the grey text in the breadcrumbs bar at the top of the window. In both cases, it says, “Purchase Invoice — Edit.”
- When you select an inventory or non-inventory item on a transaction form (purchase invoice or any other type), you do so in the
Item dropdown field. To assist in selection, both the item code and item name show. This is necessary because inventory items often have the same name despite different specifications, differing only in their detailed descriptions. Selecting an item autofills the
Account is autofilled because proper functioning of the program requires the line item to be posted to the designated account.
Description is autofilled because it is expected that you will use the item many times; thus, the autofilling is a time saver, and doing so captures the differences that might apply to inventory items with the same name.
- When you enter a fixed asset, you do not select anything in the
Item field, which is used only for defined inventory and non-inventory items. Instead, you select a posting account directly in the
Account dropdown field. Doing that requires selection of a subsidiary ledger. To assist with selection of the subsidiary ledger, both the fixed asset code and name appear in the dropdown list. But once the transaction is created, the subsidiary ledger code no longer shows. This functionality is consistent with the rest of the program: subsidiary ledger codes are not displayed, even on the edit screen, after the transaction is created.
- Now, if you assigned an account code to the Fixed assets account, that could would remain visible on edit screens. This is also consistent with the rest of the program.
- Account codes and names do not show unfinished transactions, regardless of what they are. In your example, if your Accounting fees account had a code, that code would not show when viewing a purchase invoice entering a bill from your accountant, even though it would be visible in the dropdown account-selection box and would show on the edit screen. Nor would an account code for Inventory on hand show on completed purchase invoices for inventory items. Account names themselves do not show on any finished transaction.
In other words, in the case of inventory or non-inventory items, you are selecting the item itself. Its account and description are then autofilled. And the item code displays on the finished transaction, because this code is often a stock number and is, therefore, useful.
But in the case of a fixed asset, you are not selecting the asset itself, but an account and subsidiary ledger. The fixed asset code does not show on the finished transaction in the same way account codes do not show for other types of purchases. The same thing is true of the description. A fixed asset is often described in detail by its purpose, location, depreciation method, and expected life. But you would not normally enter any of those things on a purchase invoice. More likely, you would enter a manufacturer’s name or model number. Therefore, autofilling is not done.
As a final note, it is worth saying that you are going to purchase a fixed asset once. Occasionally, you may have additional costs to capitalize with it. Eventually, you may sell it. But autofilling information for fixed assets is not going to save much labor over the life of the asset.