AUTOCREATION ACCOUNTS 

You can use the optional autocreation feature in Costpoint Fixed Assets to automatically create Asset Master records by importing data from Costpoint Purchasing, Receiving, and/or Accounts Payable, thus reducing the need for duplicate data entry in Costpoint Fixed Assets.

The data in this screen is company-specific and will be available for use only by your company of login.  If you have set up multiple companies in Costpoint, you can enter data in this screen for each company only by using the separate company login for each.

You can enter, edit, view, or use data in this screen only for your login company.  If you have multiple companies, you cannot view, enter, edit, or use data from this screen for any company other than your company of login.

Use this screen to specify the Account/Organization/Project/Reference 1/Reference 2 combination(s) and/or wild card combination(s) for which it is permissible to create Asset Master records via the autocreation process. Autocreation involves the following basic steps:

1. If you are licensed for Costpoint Purchasing and Receiving:

• Select the preferred asset/item numbering configuration from the Default Autocreation Asset Numbering screen.

• Select the preferred defaults in the Autocreation Settings for PO/Rcvng Data screen.

2. From the current screen (the Autocreation Accounts screen), enter the Account/Organization/Project/Reference 1/Reference 2 combination(s) and/or wild card combination(s) for which it is permissible to create Asset Master records. Assign the "R" or "P" timing code to each row to signify whether data should be captured at time of Receipt or at time of A/P Posting.

3. In the Fixed Assets Settings screen, select the Enable Automatic Numbering for Asset Master Records checkbox and enter the appropriate data in the Last Asset Number field.

4. (Optional) Enter additional Receiving data (such as tag number, serial number, and so on) as desired in the Additional Receiving Info for Autocreated Fixed Assets subtask (in the Receive Purchase Order and Enter QC Inspections screens in Costpoint Receiving).

(To enable the system to write optional Fixed Assets data entered in this subtask to the Edit Autocreation Transactions screen, you must also enter receipt identification data in the normally optional Rcpt field in the Enter PO Vouchers screen in Costpoint Accounts Payable.) 

5. Run the preliminary autocreation process from the Create Autocreation Transactions screen. During this process, the system collects the appropriate data from the Purchasing, Receiving, and/or A/P tables and displays the information in the Edit Autocreation Transactions table window for your review.

6. Make all necessary edits and enter additional data as desired in the Edit Autocreation Transactions screen. Select or de-select records for processing.

7. Review the data in summary or detail format at any time by printing the Autocreation Transactions Edit Report.

8. Execute the final autocreation process from the Process Autocreation Transactions screen. This step moves selected and validated rows from the Edit Autocreation Transactions screen and creates the individual Asset Master records. The system automatically prints a list of successfully processed transactions along with an error list of any transactions rejected because of error conditions.

You can use this screen to enter the asset ("ownership") Account/Organization/Project/ Reference 1/Reference 2 combination(s) and/or wild card(s) for which it is permissible to create Asset Master records via the autocreation process. You must also assign a timing code (whether to capture data at time of receipt or at time of posting) for each account and/or wild card.

Use the "Wildcard" capability to enter an underscore ("_") at any single position to indicate that all characters are acceptable or to enter a percentage ("%") to indicate that a range of characters is acceptable.

Any type of Account/Organization/Project/Reference 1/Reference 2 account combination can be set up in this screen. The types of ownership (asset) accounts for which autocreation is enabled often include the following:

• Balance sheet accounts for company-owned assets (property, plant, and equipment accounts)

• Project accounts for property that is identified with a contract, including contractor-acquired government property and/or government-furnished equipment

• Expense accounts for tracking items not capitalized

The asset account combination(s) and/or wild card(s) that you establish for autocreation should reflect your company requirements. There is no virtual limit to the number of asset account combinations and/or wild cards that can be set up in this screen.

Note:  If the autocreation account and/or wild card combination entered in this screen is an inventory account, the system will not permit access to the (optional) additional Receiving data (such as tag number, serial number, and so on) in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order and Enter QC Inspections screens in Costpoint Receiving.

Asset account combination data is system-required in an Asset Master record (or an Asset Template) for both depreciable and non-depreciable property.

Although account combinations such as depreciation expense and accumulated depreciation are not normally associated with non-depreciable records, asset account combination information is required for all records to establish ownership and segregate groups of assets. Asset account combination information is frequently used as a selection criterion when performing online queries, running standard reports, or designing custom reports.

The Account/Organization/Project/Reference 1/Reference 2 combination called up by the wild card will display in the Edit Autocreation Transactions screen for each selected record (after the preliminary autocreation selection process has been run). The account combination will display in the Account, Organization, Project, Ref 1, and Ref 2 columns for each row. When the final autocreation procedure is executed from the Process Autocreation Transactions screen, the account combination will automatically display in the appropriate Asset Account fields in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen or directly in the Maintain Asset G/L Book Info screen.

Note:  Although you can change asset account information once it is captured from the purchase order or A/P voucher, edits of this nature are counter-productive to the autocreation process, destroy the audit trail, and should be discouraged.

When you have completed your edits and/or entries, select the Save button at the tool bar to update the table. During the Save process, Costpoint deletes table rows marked for deletion and re-orders the display sequence.

Instructions on the Use of Wildcards in the Table

Use the "Wildcard" capability to enter an underscore ("_") at any single position to indicate that all characters are acceptable or to enter a percentage ("%") to indicate that a range of characters is acceptable.

In the following examples, assume that the account combinations have already been established and that reference numbers are not used. For organizations, the second level represents the division. For projects, the second level represents the task and the third level represents the location, that is, Org 1.1 (Company 1, Division 1), Proj 1006.001.01 (Project 1006, Task 001, Location 01).

Examples:

1. To enable autocreation for equipment in all divisions, use these wild cards:

2. To enable autocreation for all balance sheet accounts for property in all divisions, use these wild cards:

3. To enable autocreation for all tasks in the materials account for Project 1006 for location 1 only, for all divisions, use these wild cards:

4. To enable autocreation for task 001 for the materials account for Project 1006 for locations 1-5, for all divisions, use these wild cards:

Note:  The preceding account/wild card examples are NOT representative of a typical corporate structure because the divisional ownership is specified within the organization designation. It is NOT necessary to track asset ownership accounts by division in your balance sheet unless you prepare divisional balance sheets and income statements.

Most companies assign their balance sheet asset ownership accounts to the highest level org (along with the accumulated depreciation accounts) to simplify the accounting because the assets can be sorted by division without the need to produce divisional balance sheets. You can use location fields and/or user-defined fields to assign divisional designations to facilitate the sorting of your asset records by their divisional ownership.

Use of wild card functionality assumes the existence of a value and not a blank. If you want to autocreate for all instances of a specific account/organization combination (both with and without a project), enter two rows in the Autocreation Accounts screen. Use the same account and organization for each row, but in one row enter the "%" wild card in the Project column and in the second row leave the Project column blank.

You should enter acceptable autocreation asset account combinations and timing codes in this screen before you initiate autocreation processing. If the system cannot find a match between account data in this screen and the account(s) entered in Costpoint Purchasing and/or Accounts Payable, the system will be unable to find records from which to import data.

Although you can add to, delete, or change the autocreation account combination data in this screen at any time, time your edits cautiously because they may affect the autocreation record selection process. For example, if you add an account to this screen and designate an "R" timing code after you have accepted units on a purchase order, the autocreation process will not capture this data.

In the event that you have received and accepted items that were ordered on POs for account/org/project combinations that were not set up before the actual receipt, there is a simple procedural solution:

After you add the appropriate account/org/project combination in the Autocreation Accounts screen, you will need to go back to the Receive Purchase Order screen and open the Additional Receiving Info for Autocreated Fixed Assets subtask (select the F/A Info pushbutton). Although the system automatically creates a row for each received and accepted unit in this subtask, there is no need to enter any additional data in this subtask. Select OK, save the receipt again, and autocreation should proceed correctly.

Table Window

Warning:  Technically, in this version of Costpoint, you can use the standard Windows Find and Replace functionalities at any child table window screen (including this screen). You can safely use Find because its sole purpose is to help you locate specified data within the table window.

The Replace function, although powerful when used in the proper circumstances, can also be extremely dangerous. The Replace function will change the specified data when you save the table window and will NOT create an audit trail. In addition, dependent data rules within Costpoint can complicate the Replace functionality.

We recommend that you NEVER use the Replace functionality in this screen because this function is inappropriate for the data contained in this table window. For more information about Find and Replace, please see the Basic Functions documentation.

Timing Code

Enter "R" or "P" in this required field.

An "R" code indicates that autocreation data will be captured at the time of Receipt of the property for the specified account combination or wild card. (If you are not licensed for Costpoint Purchasing and/or Receiving, you cannot enter an "R" code in this field.)

A "P" code indicates that autocreation data will be captured at the time of Posting (from Costpoint Accounts Payable to the General Ledger) for the specified account combination or wild card.

The Posting timing ("P") is frequently used for company-owned assets that are recorded in balance sheet accounts, while the time of Receipt ("R") is commonly used when autocreating for government property tracked by project.

Account

This is a required field. Enter the account to be associated with the asset account combination. You can use Lookup to view the available accounts.

As you move to the next column along the table row, the system will validate that the account is a detail account and that it is active. If the account is not validated, you will need to either make corrections to the account or enter a different account.

Before the row can be saved, the system will validate that the account is valid for the organization and, if project-required, also valid for the projects. If any rows fail the validation, Costpoint displays a message and allows two options: OK and Cancel. Select Cancel to save no data and return to the screen so that you can make corrections. Select OK to save only valid rows, return to the screen, and highlight any invalid rows.

Organization

This is a required field. Enter the organization to be associated with the asset account combination. You can use Lookup to view the available organizations.

As you move to the next column along the table row, the system will validate that the organization is active. If the organization is not validated, you will need to either make corrections to the organization or enter a different organization.

Before the row can be saved, the system will validate that the organization is valid for use with the account. If the organization is restricted to specific projects, Costpoint will also validate the organization-project relationship. If any rows fail the validation, the system displays a message and allows two options: OK and Cancel. Select Cancel to save no data and return to the screen so that you can make corrections. Select OK to save only valid rows, return to the screen, and highlight any invalid rows.

Project

This is an optional field. Enter the project number to be associated with the asset account combination. You can use Lookup if you need to view the available projects.

As you move to the next column along the table row, Costpoint will validate that the project is active. If the project is not validated, you will need to either make corrections to the project or enter a different project.

Before the row can be saved, additional validations may be performed (such as checking that the account-organization combination linked with the project is valid). If any rows fail the validation, the system displays a message and allows two options: OK and Cancel. Select Cancel to save no data and return to the screen so that you can make corrections. Select OK to save only valid rows, return to the screen, and highlight any invalid rows.

Ref 1 (or your label)

This is an optional field. Enter the Reference 1 number to be associated with the asset account combination. You can use Lookup to view the available Reference 1 numbers.

If you designated a different label for Reference 1 in the G/L Settings screen in Costpoint General Ledger, your label will display as the header for this table column. If you did not set up a different label for Reference 1, "Ref 1" automatically displays as the header for this table column.

As you move to the next column along the table row, the system will validate the Reference 1 number. If the number is not validated, you will need to either make corrections to the number or enter a different Reference 1 number.

Ref 2 (or your label)

This is an optional field. Enter the Reference 2 number to be associated with the asset account combination. You can use Lookup to view the available Reference 2 numbers.

If you designated a different label for Reference 2 in the G/L Settings screen in Costpoint General Ledger, your label will display as the header for this table column. If you did not set up a different label for Reference 2, "Ref 2" automatically displays as the header for this table column.

When you try to add a new line or save the table row, the system will validate the Reference 2 number. If the number is not validated, you will need to either make corrections to the number or enter a different Reference 2 number.

Acct Name

This field is not available for user entry. The system automatically displays the account name that was set up in the Maintain Accounts screen in Costpoint General Ledger. To edit the account name, you must do so in the Maintain Accounts screen.

Org Name

This field is not available for user entry. The system automatically displays the organization name that was set up in the Maintain Org Elements screen in Costpoint General Ledger. To edit the organization name, you must do so in the Maintain Org Elements screen.

Proj Name

This field is not available for user entry. The system automatically displays the project name that was set up in the Maintain Project Master screen in Costpoint Project Setup. To edit the project name, you must do so in the Maintain Project Master screen.

Ref 1 Name

This field is not available for user entry. If you use Reference 1 numbers, the system automatically displays the Reference 1 name that was set up in the Maintain Ref Elements screen in Costpoint General Ledger. To edit the Reference 1 name, you must do so in the Maintain Ref Elements screen.

Ref 2 Name

This field is not available for user entry. If you use Reference 2 numbers, Costpoint automatically displays the Reference 2 name that was set up in the Maintain Ref Elements screen in Costpoint General Ledger. To edit the Reference 2 name, you must do so in the Maintain Ref Elements screen.

Table Information

The system stores the data from this screen in the AUTOCREATE_ACCTS (Autocreation Accounts) table.