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. Autocreation reduces the need for duplicate data entry in Costpoint Fixed Assets.
The data in this screen is company-specific and will be available for use for your company of login. If you have set up multiple companies in Costpoint, your access to data in this screen for each different company will require using a separate company login.
You can only enter, edit, view, or use data in this screen relative to 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 review and edit data copied to this screen by the system when you run the Create Autocreation Transactions process.
Autocreation involves the following basic steps:
If you are licensed for Costpoint Purchasing/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.
In 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.
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.
(Optional) If you are licensed for Costpoint Purchasing/Receiving, 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 of the Receive Purchase Order screen or the Enter QC Inspections screen of 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.)
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 Accounts Payable tables and displays the information in the Edit Autocreation Transactions table window for your review.
Make all necessary edits and enter additional data as desired in the current screen (the Edit Autocreation Transactions screen). Select or de-select records for processing.
Review the data in summary or detail format at any time by printing the Autocreation Transactions Edit Report.
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. A list of successfully processed transactions automatically prints along with an error list of any transactions rejected because of error conditions.
Use this screen to display all the retrieved data for your review. With a few exceptions, you can edit the displayed data, but do so with care. Data changes to key fields for records captured at the posting timing (for example, cost, account/organization/project) may result in reconciliation problems with the General Ledger.
You can use additional fields in this screen to enter data that is not obtainable from Costpoint Purchasing, Receiving, and/or Accounts Payable. You may, for example, enter template/revision numbers. When a template has been assigned to a row, template data can automatically be imported into the required (and optional) Asset Master fields for that row.
If you do not use templates and any data required for Asset Master record validation is missing (such as Property Type, Classification Code, and Depr Mthd Cd Book 1 for depreciable assets), you can manually add this data in this screen to prevent rows from being rejected during their conversion to Asset Master records.
You can also enter depreciation start dates for all books used. Records with valid start dates can automatically be included in system depreciation calculations.
Although you cannot add new lines to the table with the New Line button on the toolbar, you can copy existing rows by using the Repeat function in the Line menu. Use this function cautiously; this type of change may result in reconciliation problems with the General Ledger.
Because the system captures so much data and there are so many data columns in this table window, you may find it easier to review the data by printing the report from the Print Autocreation Transactions Edit Rpt screen. This report prints data displayed in the Edit Autocreation Transactions screen for a range of asset account/organization/project combinations and for a range of "creation" dates. Several other selection parameters are available, including six different sort options. You can print either a summary list or a detail report, in which all data fields from a single table row print on a single report page.
Although the system assigns temporary asset/item numbers to each row created in this screen, you may want to change the numbering before the data is converted to Asset Master records. You cannot change asset/item numbers in an Asset Master record because they are the key identification fields. (The temporary numbering convention for Costpoint Purchasing/ Receiving data is based on the default asset-numbering configuration specified during setup in the Default Autocreation Asset Numbering screen. If you are not licensed for Costpoint Purchasing/Receiving, there are no options; default temporary numbering is automatically based on voucher lines.)
If a row from the table window does not pass all validations during the final process, the system will not create the Asset Master record, and the reason for rejection will automatically print on a system-generated error report.
The system automatically populates this table window when you run the process from the Create Autocreation Transactions screen. You can edit data in the screen, add additional data to an existing row, delete an existing row, or use the Repeat function in the Line menu to copy an existing row at any time.
You can place rows on "H" (Hold) status while you research an entry. This does not prevent you from running the Create Autocreation Transactions process again. The system will not overwrite data on hold in the Edit Autocreation Transactions screen the next time you run the Create Autocreation Transactions process; instead, the system will add additional rows to the table window.
Entry in this column is required. In newly created rows, this column automatically displays the required default autocreation status you selected in the Create Autocreation Transactions screen. You can assign rows either an "H" (Hold) status or an "S" (Selected) status. The system writes your default selection to each new row when the data is pulled from Costpoint Purchasing/ Receiving and/or Accounts Payable.
You can change the autocreation status in this screen either by editing individual rows or by highlighting the desired rows and using the Set to "Hold" or Set to "Selected" pushbuttons. You can make an unlimited number of changes.
You can place rows on "H" (Hold) status while you research an entry. This does not prevent you from running the Create Autocreation Transactions process again. Data in the table will not be overwritten the next time you run the Create Autocreation Transactions process; instead, additional rows will be created and added to the table window.
When you run the final autocreation process, the system will attempt to write data from each "S" (Selected) row in the table to create an Asset Master record. Rows with an "H" status will not be accessed.
This field is not available for user entry. The system automatically assigns and displays the date on which the row was created.
This column is not available for user entry. The system automatically displays the timing code that was assigned to the asset account combination in the Autocreation Accounts screen. An "R" code indicates that autocreation data was captured at the time of Receipt of the property, while a "P" code indicates that autocreation data was captured at the time of Posting from Accounts Payable to the General Ledger.
If you use the Repeat function in the Line menu to copy an existing row, the system automatically assigns and displays a "U" (User) code, regardless of the timing source of the row from which you copied. (Always use caution when using the Repeat function to avoid reconciliation problems with the General Ledger.)
The system will automatically write the code that displays in this column to the Asset Master record when final validation and processing takes place. This code and the type of entry will automatically display in the Type field in the Entry Info group box, located in the Maintain Asset Master Info screen.
If this column displays an "R" code, the display in the Asset Master record will read "AUTO - R."
If this column displays a "P" code, the display in the Asset Master record will read "AUTO - P."
If this column displays a "U" code, the display in the Asset Master record will read "AUTO - U."
You cannot edit data displayed in the Entry Info group box, including the Type field, in the Asset Master record.
This column is not available for user entry. The system automatically assigns a temporary asset number and item number for each row in this table. You can always assign a different asset number in the User Asset No column before running the final autocreation process.
If you are licensed for Costpoint Purchasing or Receiving, the method used by the system to assign temporary numbers is determined by the default asset/item numbering configuration that you specify in the Default Autocreation Asset Numbering screen.
For asset autocreation accounts with a timing code of "R" (data captured at time of Receipt), you can generate temporary asset numbers based on received/accepted units or you can use the tag numbers entered in Costpoint Receiving as the asset numbers. If you choose to generate new asset numbers based on received/accepted units, you must also select the numbering convention. You can assign incremental asset numbers, each with an item number of "00001," for each unit received/accepted, or you can assign the same asset number with incremental item numbers for each unit received/accepted on the same purchase order.
For asset autocreation accounts with a timing code of "P" (data captured at time of Posting), you can generate temporary asset numbers based on units received/accepted, voucher lines, or you can use the tag numbers entered in Costpoint Receiving as the asset numbers. If you choose to generate new asset numbers based on received/accepted units, you must also select the numbering convention. You can assign incremental asset numbers, each with an item number of "00001," for each unit received/accepted, or you can assign the same asset number with incremental item numbers for each unit received/accepted on the same purchase order.
If you are not licensed for Costpoint Purchasing or Receiving, default temporary numbering is automatically based on A/P voucher lines. For entries that originate in Costpoint Accounts Payable, the system ignores units and creates a temporary asset number with an item number equal to "00001" for each voucher line.
When you run the final autocreation process, the system uses the asset number in the User Asset No column, if it exists, to create an Asset Master record. If this column is blank, the system uses the asset number from the Temporary Asset No column. If the temporary asset number is satisfactory, you do not need to make an entry in the User Asset No column. You should enter data in this column only if you are not satisfied with the temporary asset number.
If you have chosen to use the tag numbers entered in Costpoint Receiving as the asset numbers, the system automatically copies the entered tag number data to the Temporary Asset No field when the row is first created in this table. Subsequent edits to the Tag No column of an existing row will not automatically cause the tag number data to be copied to the Temporary Asset No column. If, for example, the receiver entered the tag number incorrectly, you should enter the correct tag number in both the User Asset No column and the Tag No column.
Because data in the Tag No column is not required, either in this screen or when receiving the property, make certain that data exists in this column if you have chosen to use tag numbers for your temporary asset numbers. You can print the Autocreation Transactions Edit Report in summary format to see if any data is missing in this column. (This report prints data for the Tag No, Temporary Asset No, Temporary Item No, User Asset No, and User Item No columns.)
This column is not available for user entry. The system automatically assigns a temporary asset number and item number for each row in this table. You are always permitted to assign a different item number in the User Item No column before running the final autocreation process.
If you are licensed for Costpoint Purchasing/Receiving, the method used by the system to assign temporary numbers is determined by the default asset/item numbering configuration that you specify in the Default Autocreation Asset Numbering screen.
For asset autocreation accounts with a timing code of "R" (data captured at time of Receipt), you can generate temporary asset numbers based on received/accepted units or you can use the tag numbers entered in Costpoint Receiving as the asset numbers. If you choose to generate new asset numbers based on received/accepted units, you must also select the numbering convention. You can assign incremental asset numbers, each with an item number of "00001," for each unit received/accepted, or you can assign the same asset number with incremental item numbers for each unit received/accepted on the same purchase order.
For asset autocreation accounts with a timing code of "P" (data captured at time of Posting), you can generate temporary asset numbers based on units received and accepted or based on voucher lines, or you can use the tag numbers entered in Costpoint Receiving as the asset numbers. If you choose to generate new asset numbers based on received/accepted units, you must also select the numbering convention. You can assign incremental asset numbers, each with an item number of "00001," for each unit received/accepted, or you can assign the same asset number with incremental item numbers for each unit received/accepted on the same purchase order.
If you are not licensed for Costpoint Purchasing/Receiving, default temporary numbering is automatically based on A/P voucher lines. For entries that originate in Costpoint Accounts Payable, the system ignores units and automatically creates a temporary asset number with an item number equal to "00001" for each voucher line.
Even if you are licensed for Costpoint Purchasing/Receiving and have entered a purchase order, you are not required to use the Receive Purchase Order function.
The following special circumstance applies if you bypass the Receive Purchase Order function: If you enter receipt and invoice data directly in the Enter PO Vouchers screen in Costpoint Accounts Payable, the system will generate one asset per each voucher line. The system will automatically populate the Quantity column in the Edit Autocreation Transactions screen with the units from the Invoice Quantity column in the Enter PO Vouchers screen.
If you use the Receive Purchase Order screen, the system handles discrepancies between accepted quantity and invoiced quantity as follows:
If the Received and Accepted Quantity on the PO voucher line is greater than the Invoice Quantity on the PO voucher liner, the Invoice Quantity takes priority and the system will only generate rows for the Invoice Quantity.
If the Received and Accepted Quantity on the PO voucher line is less than the Invoice Quantity on the PO voucher line, the Invoice Quantity takes priority and the system moves the excess quantity into a single additional PO voucher line and creates a single additional asset using the residual cost from the voucher.
For example, if the accepted quantity is 3 and the invoiced quantity is 5, the system generates 4 rows as follows:
3 rows of 1 unit each to match the accepted quantity
1 additional row for the difference with a quantity of 2
When you run the final autocreation process, the system uses the item number from the User Item No column, if it exists, to create an Asset Master record. If this column is blank, the system uses the item number from the Temporary Item No column. You do not need to make entries in the User Item No column if the temporary item number is satisfactory. You should enter data in this column only if you are not satisfied with the temporary item number.
You can override the system-assigned asset number in the Temporary Asset No column with a number of your own (or when using the Repeat function in the Line menu to copy an existing row) by entering up to 10 alphanumeric characters in this column (depending on the asset number length that you designated in the Fixed Assets Settings screen during initialization).
You can use Lookup if you need to review the asset numbers that are already in use. You can use previously used asset numbers if the item number is unique. You cannot use duplicate item numbers for the same asset number.
The Asset No field is required in an Asset Master record. The User Asset No column is one of several that must be validated by the system before a row can be processed and converted into an Asset Master record. You should have previously designated the size of the field in the Length of Asset Number field in the Corporate FA Settings subtask of the Fixed Assets Settings screen during initialization. The Asset No field, together with the Item No field, supplies the unique identifier for this record.
Validation of the unique record identifier (asset/item number) occurs initially when you save this screen. Asset/item number validation will also occur when you run the final autocreation process (in the event that you manually added an asset record with a duplicate number since the time the screen was first saved). It is possible, therefore, for the system to validate an asset/item combination when you first save this screen and later reject it during processing because of duplicate numbering. This condition will print on the Error Report and you can correct it before re-running the final process.
If you leave the User Asset No column blank, the system will use the value from the Temporary Asset No column to create the asset number for the Asset Master record.
You can override the system-assigned item number in the Temporary Item No column with a number of your own, or when using the Repeat function in the Line menu to copy an existing row, by entering up to five numeric characters in this column.
You can use Lookup if you need to review the item numbers that are already in use. You can use previously used asset numbers if the item number is unique. You cannot use duplicate item numbers for the same asset number.
The Item No field is required in an Asset Master record. This field, together with the Asset No field, supplies the unique identifier for this record. This field is one of several that must be validated by the system before this row can be processed and converted into an Asset Master record.
Validation of the unique record identifier (asset/item number) occurs initially when you save this screen. Asset/item number validation will also occur when you run the final autocreation process to ensure that you did not, in the interim, manually add an asset record with a duplicate number since the time the Edit Autocreation Transactions screen was first saved. It is possible, therefore, for the system to validate an asset/item combination when you first save this screen and later reject it during processing because of duplicate numbering. This condition will print on the Error Report and you can correct it before re-running the final autocreation process.
If you leave the User Item No column blank, the system will use the value from the Temporary Item No column to create the item number for the Asset Master record.
You can enter up to 30 alphanumeric characters in this optional column to record a tag number.
If you are licensed for Costpoint Purchasing/Receiving, it is possible that a tag number was assigned at time of receipt, and this column may already be populated. If you have also selected the autonumbering configuration that assigns temporary asset numbers based on the tag numbers entered in Costpoint Receiving, the tag number will also display in the Temporary Asset No column. Note that the system automatically copies the entered tag number data to the Temporary Asset No column only when the row is first created in this table. Subsequent edits to the Tag No column of an existing row in this screen will not cause the tag number data to be automatically copied to the Temporary Asset No column. All subsequent edits of this nature must be made in the User Asset No column and the Tag No column, and should always be made with caution.
If, for example, it is your company policy to use the assigned tag number as the asset identifier and the receiver entered the tag number incorrectly, you should enter the correct tag number in both the User Asset No column and the Tag No column.
Because data in the Tag No column is not required, either in this screen or when receiving the property, make certain that data exists in this column if you have chosen to use tag numbers for your temporary asset numbers. In this circumstance, you can print the Autocreation Transactions Edit Report in summary format to check if any data is missing in this column. (This report prints data for the Tag No, Temporary Asset No, Temporary Item No, User Asset No, and User Item No columns.)
This field is optional, both in this screen and in an Asset Master record. There is an equivalent optional Short field in the Description group box in an Asset Template record.
If you are licensed for Costpoint Purchasing/Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), two different options are available regarding the initial display of short description data. In the Autocreation Settings for PO/Rcvng Data screen, there is the following checkbox:
Populate the F/A Short Desc field with the first 30 characters of data from the PO Line Desc field.
If you leave this checkbox unchecked (the default), the system will not copy the first 30 characters of description from the PO Line to populate the Short Description column in this screen. This column will be left blank.
If you have selected this checkbox, the system will automatically populate the Short Description column in this screen with the first 30 characters of data from the Item Description column in the Enter POs screen in Costpoint Purchasing.
If data originated in Costpoint Accounts Payable, the full description from the voucher line in the Enter A/P Vouchers screen in Costpoint Accounts Payable automatically displays in the Short Description column in this screen.
You can make changes to the short description, but make them with caution to preserve the integrity of the autocreated data.
This column may already be populated with default data from a template. The template/revision number in the Template No/Rev No columns determines the source of this data. Data from most template fields always overwrite data in the corresponding columns in this screen if the template was specified in Costpoint Receiving, Costpoint Accounts Payable, or by means of a default template. It is very important, therefore, to use the template functionality knowledgeably and with caution.
If you did NOT specify a template in Costpoint Receiving, Costpoint Accounts Payable, or by means of a default template, you can specify a template/revision number directly in this screen in the Template No column (and Rev No column, as applicable).
Alternately, even if a template number has already been used to import data (the specified template will display in the Template No column and Rev No column, as applicable), you can now specify the use of a different template/revision number in the Template No column (and Rev No column, as applicable), if desired.
This field is required, both in this screen and in an Asset Master record. There is an equivalent required Record Status group box in the Maintain Asset Template Info screen. This field does not exist in Costpoint Purchasing, Receiving or Accounts Payable.
In the Asset Master record, the record status indicates whether the record is "A" (Active), "I" (Inactive), or "D" (Disposal).
When you create rows in this screen for which no template has been designated, the system automatically assigns a default record status of "A" (Active). Although it would be counter-productive to the autocreation process, which adds new (and presumably active) assets, you can change the default "A" (Active) status to "I" (Inactive) in this screen.
The source of this data is determined by the template/revision number in the Template No/Rev No columns. The system default for the record status is "A," and this code automatically displays as a default in this column in all rows, regardless of the autocreation source. Note, however, that this column may already be populated with default data from a template, which may be different from the "A" (Active) record status displayed as the default.
The primary function for a template is to provide a copy mechanism to bring default data from the template into corresponding data fields in this screen (and into an Asset Master record). Data for many of the corresponding template fields have already been captured from Costpoint Purchasing, Receiving and Accounts Payable. After enter the template/revision number, you can use the Template Import Parameters dialog box to retain the autocreated data and to supplement only blank columns in this row with template data. See the documentation for the Template Import Parameters dialog box for more information.
Because the system automatically supplies a default value of "A" (Active) for the Record Status column, this data column operates as an exception and is therefore not considered "blank." If you have selected Inactive in the template, you can keep the Overwrite Asset Record Status (Active/Inactive) checkbox selected in the Template Import Parameters dialog box to ensure that the data from the template will be honored by the system instead of the default system data for this field.
Please review the detailed information on how templates function relative to this autocreation column in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the data and to achieve the anticipated results.
If you did not specify a template in Costpoint Receiving or Accounts Payable, or set up a default template, you can specify a template/revision number directly in this screen in the Template No (and Rev No column, as applicable).
Alternately, even if a template number has already been used to import data (the specified template will display in the Template No column and Rev No column, as applicable), you can now specify the use of a different template/revision number in the Template No column (and Rev No column, as applicable), if desired.
When you run the final autocreation process, the system uses the information in this column to select the appropriate radio button in the Record Status group box in the Maintain Asset Master Info screen. You can make changes to the radio buttons in the Record Status group box in Asset Master records after autocreation has taken place, but you should make them with caution to preserve the integrity of the autocreated data.
This field is required, both in this screen and in an Asset Master record. There is no equivalent field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of receipt (Timing Code = "R"), the system automatically populates the Acq FY column with your specified entry in the Acq FY field in the Create Autocreation Transactions selection screen each time you run the process.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of posting (Timing Code = "P"), if the receiving function originated in the Enter PO Vouchers screen in Costpoint Accounts Payable, or if data originated in the Enter A/P Vouchers screen in Costpoint Accounts Payable, this column displays the value from the FY field in the Enter A/P Vouchers or the Enter PO Vouchers screen.
You can make changes to the fiscal year displayed in this column after a row has been populated, but you should make them with caution to preserve the integrity of the autocreated data. The fiscal year is not validated by the system, however because it is possible to enter historical fiscal years in Costpoint Fixed Assets that have not been and do not need to be set up in either the Fiscal Years screen of Costpoint General Ledger or the Maintain FA Fiscal Years screen in Costpoint Fixed Assets.
When you run the final autocreation process, the system populates the Fiscal Year field in the Purchase Info subtask of the Maintain Asset Master Info screen (and the Acq FY field in the Maintain Asset Purchase Info screen) with data from this column. You can make changes to this field after autocreation has taken place, but you should make them with caution to preserve the integrity of the data.
This field is required, both in this screen and in an Asset Master record. There is no equivalent field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of receipt (Timing Code = "R"), the system automatically populates the Acq Pd column with your specified default entry from the Acq Pd field in the Create Autocreation Transactions selection screen each time you run the process.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of posting (Timing Code = "P"), if the receiving function originated in the Enter PO Vouchers screen in Costpoint Accounts Payable, or if data originated in the Enter A/P Vouchers screen in Costpoint Accounts Payable, this column displays the value from the Pd field in the Enter A/P Vouchers or the Enter PO Vouchers screen.
You can make changes to the period displayed in this column after a row has been populated, but you should make them with caution to preserve the integrity of the autocreated data. The accounting period is not validated by the system because it is possible to enter data for historical fiscal years/periods in Costpoint Fixed Assets that have not been and do not need to be set up in either the Fiscal Years/Accounting Periods screens in Costpoint General Ledger or the Maintain FA Accounting Periods screen in Costpoint Fixed Assets.
When you run the final autocreation process, the system populates the Acct Pd field in the Purchase Info subtask of the Maintain Asset Master Info screen (and the Acq PD field in the Maintain Asset Purchase Info screen) with data from this column. You can make changes to this field after autocreation has taken place, but make them with caution to preserve the integrity of the autocreated data.
This field is required, both in this screen and in an Asset Master record. There is no equivalent field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of receipt (Timing Code = "R"), the system automatically populates the Acq Subpd column with your specified default entry from the Acq Subpd field from the Create Autocreation Transactions selection screen each time you run the process.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of posting (Timing Code = "P"), if the receiving function originated in the Enter PO Vouchers screen in Costpoint Accounts Payable, or if data originated in the Enter A/P Vouchers screen in Costpoint Accounts Payable, this column displays the value from the Subpd field in the Enter A/P Vouchers or the Enter PO Vouchers screen.
You can make changes to the subperiod displayed in this column after a row has been populated, but you should make them with caution to preserve the integrity of the autocreated data. The accounting subperiod is not validated by the system because you can enter data for historical fiscal years/periods/subperiods in Costpoint Fixed Assets that have not been and do not need to be set up in the Fiscal Years/Accounting Periods/Subperiods screens in Costpoint General Ledger. (You do not need to set up subperiods in Costpoint Fixed Assets.)
When you run the final autocreation process, the system populates the Subperiod field in the Purchase Info subtask of the Maintain Asset Master Info screen (and the Acq Subpd field in the Maintain Asset Purchase Info screen) with data from this column. You can make changes to this field after autocreation has taken place, but you should make them with caution.
This field is optional, both in this screen and in an Asset Master record. There is no equivalent field in an Asset Template record.
Each time that rows are created in this screen, the system automatically populates the Acq Date column from your optional entry in the Acq Date field in the Create Autocreation Transactions selection screen. If you have not entered this optional data in the Create Autocreation Transactions screen, this column will be blank because this information is not available in Costpoint Purchasing, Receiving, or Accounts Payable.
Although there is no system validation of the acquisition date, several standard reports use it as one of the report selection parameters. You may also find the acquisition date helpful when using Query or designing user-specific output with Impromptu.
You can make changes to the date displayed in this column after a row has been populated, but you should make them with caution. Lookup is not available.
When you run the final autocreation process, the system populates the Acq Date fields in the Purchase Info and Government Info subtasks in the Maintain Asset Master Info screen (and the corresponding fields in the Maintain Asset Purchase Info and the Maintain Government Info screens) with data from this column. If the optional column in this screen is blank, these fields in the Asset Master record will be left blank after final processing. You can make changes to these fields after autocreation has taken place, but you should make them with caution.
The Template No field, together with the optional Rev No field, supplies the unique identifier for an Asset Template record.
You can use the optional Asset Template feature to set up one or more templates in which you can establish "standard" default data. The primary function of a template is to provide the system mechanism by which default data from the template is copied into corresponding data fields in this screen (and in an Asset Master record) in order to minimize the need to enter this data manually.
The fields required in an Asset Master record (such as property type, classification code, asset account data, and so on) are also required in this screen and in an Asset Template record. The ability to specify the use of an Asset Template allows you to satisfy the required field entry both in this screen and in the Asset Master records. This screen does not display all the available fields in an Asset Template, however, just as it does not display all the available fields in an Asset Master record.
The following template fields satisfy required field entry in both this screen and in an Asset Master record. If you have NOT specified the use of an Asset Template, you will need to enter data in the following columns before saving a row in this table window:
For both Depreciable and Non-Depreciable Records:
Property Type
Classification Code
For Depreciable Records:
Property Type
Classification Code
Depr Mthd Code Book 1
Depr Exp Acct Alloc Code
Accum Depr Acct Code
(The Acq FY, Acq Pd, Acq Subpd, Asset Account, and Asset Org fields are also required entry in this screen and in an Asset Master record, but they are populated automatically when you run the Create Autocreation Transactions process, and normally there should be no need to change this data.)
The amount of additional data that you supply for each row will depend on the amount of control you wish to exercise over Fixed Assets processing. It is possible to add enough data in this table window so that depreciation calculations can proceed automatically without the need to intervene further in an Asset Master record. For example:
If you add a Depr Start Date in this screen for the G/L Book, depreciation calculations can be run without the need for additional data entry in the Asset Master record. If you leave this optional field blank, you will need to go back to the Asset Master record after it has been autocreated to add this data before depreciation computations can be run for the record.
If you add depreciation methods and start dates for your optional additional books in this screen, depreciation calculations can proceed automatically for these books without the need for additional data entry in the Asset Master record. If you leave these optional fields blank, you will need to go back to the Asset Master record after it has been autocreated to add this data before depreciation computations can be run for these books for the record.
When using autocreation, you can use template functionality in several different screens, as follows:
Note for the four template options listed below: You will have more control over the import of template data if you designate a template directly in this screen instead of initiating the use of a template in Costpoint Receiving or Accounts Payable, or naming a default template in the Fixed Assets Settings screen.
There is no message that gives you an overwrite choice when importing template data into the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen and/or Enter QC Inspections screen (both of which you can access via the F/A Info pushbutton). Note that an overwrite selection screen automatically displays in both the Asset Master screen and the Edit Autocreation Transactions screen.
This is primarily a technical issue because there are relatively few template fields in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen. In order to enable an overwrite selection the system must store data for ALL the template fields in the Costpoint Materials tables.
Procedurally, we recommend that the receiver NOT enter a template in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen and/or Enter QC Inspections screen. Instead, if the receiver has a specific piece of data to enter at time of receipt such as the Location Group or Serial Number (or any other piece of data for which there are columns in that subtask, he should do so in the appropriate column.
You can later apply the appropriate template directly in the Edit Autocreation Transactions screen to supply the required data, and at that time select the option to supply data only for blank fields so the data entered by the receivers will be preserved and not overwritten.
You can optionally assign a template/revision number during the receiving process (if you are licensed for Costpoint Purchasing/Receiving).
The Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order and Enter QC Inspections screens in Costpoint Receiving is available for optional data entry. In addition to entering the tag number, location data, user-defined data, and so on in this subtask, you can also specify the use of a template/revision number.
If you specify a template, data from the template will be copied to the corresponding fields in the Costpoint Receiving subtask. If you make no changes to the data copied from the template, the same data will display in the Edit Autocreation Transactions screen (and eventually in the Asset Master record). Once data has been copied from the template, you can always edit the data on a field-by-field basis in the destination screen(s) if necessary.
In this circumstance, when you specify a template in the Receive Purchase Order screen, neither template data nor the template identifier will display in the Enter A/P Vouchers screen in Costpoint Accounts Payable. It is important that the procedures and responsibility for assigning templates be carefully defined in your Company to avoid unexpected results.
The template/revision identifier, if specified in Costpoint Receiving, will display in the Edit Autocreation Transactions screen.
The point in time at which you specify a template in the entry screen can effect the outcome. For example, if have specified that you want data from the PO Ship ID to be captured in the receiving screen, these defaults will automatically display. If you then specify a template, location data from the template will overwrite the shipping ID data captured from the purchase order (including overwriting these fields with blanks if the fields were blank in the template).
If, for example, you have manually added some user-defined government information in the receiving screen and then specify a template, data from the template will overwrite your manually entered data (including overwriting these fields with blanks if the fields were blank in the template).
Note that once data has been copied from the template, you can always edit it on a field-by-field basis in the destination screen(s) if necessary.
The system will never use a default template if a template has already been specified in Costpoint Receiving.
You can optionally assign a template/revision number in the Enter A/P Vouchers screen in Costpoint Accounts Payable.
In order to assign a template in Costpoint Accounts Payable, you must set up all accounts designated for autocreation in Costpoint Fixed Assets (Autocreation Accounts screen) with a timing code of "P" (Posting).
If you are NOT licensed for Costpoint Purchasing/Receiving, you can specify the use of a template/revision number directly in the Enter A/P Vouchers screen in Costpoint Accounts Payable. Data from the designated template will be copied to the corresponding fields and will automatically display in the Edit Autocreation Transactions screen (and eventually in the Asset Master record). Only the template identifier displays in the Enter A/P Vouchers screen. Because the actual data copied from the template does not display in the Enter A/P Vouchers screen, it is important that the procedures and responsibility for assigning templates be carefully defined in your Company to avoid unexpected results.
Even if you are licensed for Costpoint Purchasing/Receiving, you may decide to not assign a template during the receiving function but to instead assign a template for the first time in the Enter A/P Vouchers screen. In this circumstance, the same rules apply as in the preceding paragraph.
If you are licensed for Costpoint Purchasing/Receiving, you can optionally assign a template/revision number during the receiving process for each unit accepted. Because there is no automatic direct relationship between a unit received and a voucher line, a template assigned at time of receipt will not display in the Enter A/P Vouchers screen. If you now enter a template in the Enter A/P Vouchers screen, the Asset Template entered in Costpoint Accounts Payable will take precedence during the autocreation process and data from that template will display in the Edit Autocreation Transactions screen.
The template/revision identifier, if specified in Costpoint Accounts Payable, will display in the Edit Autocreation Transactions screen.
The system will never use a default template if a template has already been specified in Costpoint Accounts Payable.
You can later apply the appropriate template directly in the Edit Autocreation Transactions screen to supply the required data, and at that time select the option to only supply data for blank fields so the data entered by the receivers will be preserved without being overwritten. You can optionally enable the use of a default template.
If you have NOT specified a template in Costpoint Purchasing, Receiving or Accounts Payable, you can still copy default template data to the Edit Autocreation Transactions screen (and eventually to the Asset Master record). To enable this, you must first designate a template/revision identifier for use as a default in the Default Template for Asset Master group box in the Fixed Assets Settings screen.
Although you may have designated a default template for use under normal data entry conditions, you must also indicate in the Create Autocreation Transactions screen whether the use of a default template should be enabled during autocreation. Select the Use default template specified in F/A Settings screen checkbox in the Default Template Use group box in the Create Autocreation Transactions screen, if you want the system to use data from the specified default template when a template has not been specified in Costpoint Receiving or Costpoint Accounts Payable.
The Do not overwrite Asset Acct/Org/Proj with template data checkbox in the Default Template Use group box in the Create Autocreation Transactions screen is active as the default. If you enabled the use of a default template, selecting this checkbox will prevent the system from overwriting the Asset Account/Organization/Project data with data from the template fields. (Asset Account/Organization/Project data is required before you can save an Asset Template or Asset Master record.)
The system will never use the default template if a template has been specified elsewhere. If the system uses the default template, the template/revision identifier will display in the Edit Autocreation Transactions screen.
You can optionally assign a template/revision number directly in the Edit Autocreation Transactions screen.
If no template has been assigned in Costpoint Purchasing, Receiving, or Accounts Payable or if you have neither set up nor enabled the use of a default template, you can designate the use of a template (and revision number, as applicable) directly at this column.
Alternately, even if a template number already displays at this field, you can specify the use of a different template/revision number at this column, if desired.
Once you have entered or selected a valid template number and tabbed out of the column, the system automatically displays the Template Import Parameters dialog box, in which you can select your preferences for the import of template data. See the documentation for the Template Import Parameters dialog box for more information.
The revision number, together with the Template No field, supplies the unique identifier for an Asset Template record. A revision number is not required when you set up an asset template. However, if you set up a template number with an associated revision number, you must enter the revision number in this field for the Asset Template to be valid. A revision number (as associated with a template number) allows you to retain the data from each successive template change, if desired.
Because the revision number is part of and an extension to the template number, all the rules and conditions that apply to templates also apply to revision numbers. Please refer to the documentation for the Template No field for detailed information.
You can enter up to three numeric characters in this optional field. Use Lookup if you need to review the available revision number options.
This field is required, both in this screen and in an Asset Master record. There is an equivalent required Account field in the Account Info for G/L Book subtask of the Maintain Asset Template Info screen.
The system requires both the account and the organization in the asset account combination (Account/ Organization/Project/Reference1/Reference 2 configuration) in an Asset Master record for both depreciable and non-depreciable records. (The project and reference numbers are optional.) The Asset Account column in this screen will populate the Account field in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen. Many system reports sort on this field because the specific asset account combination denotes the "ownership" of the record in a balance sheet account, government project, or any other user-designated account combination.
If data originated in Costpoint Purchasing and/or Receiving, this column normally displays data from the Account field in the PO Line Info subtask of the Receive Purchase Order screen or the Enter QC Inspections screen in Costpoint Receiving.
If the receiving function originated in or if the Account field was edited in the Account Distribution subtask of the Enter PO Vouchers screen in Costpoint Accounts Payable, this column normally displays the account number from that screen.
If data originated in Costpoint Accounts Payable, this column normally displays data from the Account column in the Enter A/P Vouchers screen.
You can make changes to the asset account in this column, but you should make them with caution to preserve the integrity of the autocreated data and to prevent reconciliation problems with the General Ledger balances. You can use Lookup to review and select a different asset account.
This column may already be populated with default data from a template. The template/revision number that displays in the Template No/Rev No columns indicates the source of this data. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Account field in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Account Info screen). You can make changes to the Account field after autocreation has taken place, but you should make them with caution to preserve the integrity of the autocreated data and to prevent reconciliation problems with the General Ledger balances.
This field is required, both in this screen and in an Asset Master record. There is an equivalent required Organization field in an Asset Template record.
The system requires both the account and the organization in the asset account combination (Account/Organization/Project/ Reference 1/Reference 2 configuration) in an Asset Master record for both depreciable and non-depreciable records. (The project and reference numbers are optional.) The Asset Org column in this screen will populate the Organization field in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen. Many system reports sort on this field because the specific asset account combination denotes the "ownership" of the record in a balance sheet account, government project, or any other user-designated account combination.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column normally displays data from the Organization field in the PO Line Info subtask of the Receive Purchase Order screen or the Enter QC Inspections screen in Costpoint Receiving.
If the receiving function originated in or if the Organization field was edited in the Account Distribution subtask of the Enter PO Vouchers screen in Costpoint Accounts Payable, this column normally displays the organization from that screen.
If data originated in Costpoint Accounts Payable, this column normally displays data from the Organization column in the Enter A/P Vouchers screen.
You can make changes to the asset organization in this column, but make them with caution to preserve the integrity of the autocreated data and to prevent reconciliation problems with the General Ledger balances. You can use Lookup to review and select a different asset organization.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Organization field in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Account Info screen). You can make changes to the Organization field after autocreation has taken place, but make them with caution.
This field is optional, both in this screen and in an Asset Master record. There is an equivalent required Project field in an Asset Template record.
The project and the reference numbers in the asset account combination (Account/Organization/Project/ Reference 1/Reference 2 configuration) are optional in an Asset Master record for both depreciable and non-depreciable records. The optional Asset Project column in this screen, if used, will populate the Project field in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen. Many system reports sort on this field because the specific asset account combination denotes the "ownership" of the record in a balance sheet account, government project, or any other user-designated account combination. You may decide to include a project designation in the asset account combination if you are tracking government property using Costpoint Fixed Assets.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column displays data from the Project field in the PO Line Info subtask of the Receive Purchase Order screen or the Enter QC Inspections screen in Costpoint Receiving.
If the receiving function originated in or if the Project field was edited in the Account Distribution subtask of the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the project from that screen.
If data originated in Costpoint Accounts Payable, this column displays data from the Project column in the Enter A/P Vouchers screen.
You can make changes to the asset project in this column, but make them with caution. You can use Lookup to review and select a different asset project.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Project field in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Account Info screen). You can make changes to the Project field after autocreation has taken place, but make them with caution.
This field is optional, both in this screen and in an Asset Master record. There is an equivalent required Ref No 1 field in an Asset Template record.
The specific asset account combination denotes the "ownership" of the record in a balance sheet account, government project, or any other user-designated account combination. The project and reference numbers in the asset account combination (Account/Organization/Project/ Reference 1/Reference 2 configuration), are optional in an Asset Master record for both depreciable and non-depreciable records. The optional Asset Ref 1 column in this screen, if used, will populate the Ref1Title field in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen.
If you designated a user-defined label for the Reference 1 field in the G/L Settings screen in Costpoint General Ledger, your label displays 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.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column displays data from the Ref 1 field in the PO Line Info subtask of the Receive Purchase Order screen or the Enter QC Inspections screen in Costpoint Receiving.
If the receiving function originated in or if the Reference 1 field was edited in the Account Distribution subtask of the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the reference number 1 data from that screen.
If data originated in Costpoint Accounts Payable, this column displays data from the Ref 1 column in the Enter A/P Vouchers screen.
You can make changes to the Asset Ref 1 number in this column, but make them with caution. You can use Lookup to review and select a different Reference 1.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Ref1Title field in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Account Info screen). You can make changes to the Ref1Title field after autocreation has taken place, but make them with caution.
This field is optional, both in this screen and in an Asset Master record. There is an equivalent required Ref 2 field in an Asset Template record.
The specific asset account combination denotes the "ownership" of the record in a balance sheet account, government project, or any other user-designated account combination. The project and reference numbers in the asset account combination (Account/Organization/Project/ Reference 1/Reference 2 configuration) are optional in an Asset Master record for both depreciable and non-depreciable records. The optional Asset Ref 2 column in this screen, if used, will populate the Ref2Title field in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen.
If you designated a user-defined label for the Reference 2 field in the G/L Settings screen in Costpoint General Ledger, your label displays 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.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column displays data from the Ref 2 field in the PO Line Info subtask of the Receive Purchase Order screen or the Enter QC Inspections screen in Costpoint Receiving.
If the receiving function originated in or if the Reference 2 field was edited in the Account Distribution subtask of the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the reference number 2 data from that screen.
If data originated in Costpoint Accounts Payable, this column displays data from the Ref 2 column in the Enter A/P Vouchers screen.
You can make changes to the Asset Ref 2 in this column, but make them with caution. You can use Lookup to review and select a different Reference 2.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Ref2Title field in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Account Info screen). You can make changes to the Ref2Title field after autocreation has taken place, but make them with caution.
This field is not available for user entry. This field is optional in an Asset Master record. There is no equivalent PO Date field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column displays data from the Order Date field in the Enter POs screen of Costpoint Purchasing.
If data originated in Costpoint Purchasing and/or Receiving, and the receiving function originated in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays data from the Date field in the Enter POs screen of Costpoint Purchasing.
If data originated in Costpoint Accounts Payable, this column displays blanks because this field is not available in the Enter A/P Vouchers screen.
The system-captured purchase order date, where available, should provide a useful audit trail. You cannot make changes to the PO Date column in this screen, even in a row that has been copied, to preserve the integrity of the autocreated data.
When you run the final autocreation process, the system copies data from this column to the PO Date field in the Purchase Info subtask of the Maintain Asset Master Info screen. You can make changes to the PO Date field after autocreation has taken place, but make them with caution.
This field is not available for user entry. This field is optional in an Asset Master record. There is no equivalent PO No field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column displays data from the PO field in the Receive Purchase Order screen in Costpoint Receiving (or, if used, the Enter QC Inspections screen, also in Costpoint Receiving).
If the receiving function originated in or if the PO field was edited in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the purchase order number data from that screen.
If data originated in Costpoint Accounts Payable, this column displays either blanks or data from the optional PO Number field (if entered) in the Header Info subtask of the Enter A/P Vouchers screen.
Changes to the PO Number column in this screen are not permitted, even in a row that has been copied.
When you run the final autocreation process, the system copies data from this column to the PO No field in the Purchase Info subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Purchase Info screen). You can make changes to the PO No field after autocreation has taken place, but make them with caution.
This field refers to the release number associated with a blanket purchase order and is not available for user entry. This field is optional in an Asset Master record. There is no equivalent Rlse No field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column displays data from the Release field in the Receive Purchase Order screen, located in Costpoint Receiving (or the Enter QC Inspections screen, also in Costpoint Receiving).
If the receiving function originated in or if the Release field was edited in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the release data from that screen.
If data originated in Costpoint Accounts Payable, this column displays either blanks or data from the optional PO Release Number field, if entered, in the Header Info subtask of the Enter A/P Vouchers screen.
Changes to the PO Rlse No column in this screen are not permitted, even in a row that has been copied.
When you run the final autocreation process, the system copies data from this column to the Rel No field in the Purchase Info subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Purchase Info screen). You can make changes to the Rel No field after autocreation has taken place, but make them with caution.
This field is not available for user entry. This field is optional in an Asset Master record. There is no equivalent PO Line No field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column displays data from the Line column in the Receive Purchase Order screen, located in Costpoint Receiving (or, if used, from the PO Line column in the Enter QC Inspections screen, also located in Costpoint Receiving).
If the receiving function originated in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the purchase order line data from that screen.
If data originated in Costpoint Accounts Payable, this column displays blanks because this field is not available in the Enter A/P Vouchers screen.
You cannot make changes to the PO Line No column in this screen, even in a row that has been copied.
When you run the final autocreation process, the system copies data from this column to the PO Line No field in the Purchase Info subtask the Maintain Asset Master Info screen (and to the Maintain Asset Purchase Info screen). You can make changes to the PO Line No field after autocreation has taken place, but make them with caution.
This field is optional, both in this screen and in an Asset Master record. There is an equivalent optional Mfg ID field in an Asset Template record.
If you are licensed for Costpoint Purchasing, you can optionally designate a manufacturer ID for each unit received in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen. This subtask, which you can access via the FA Info pushbutton, is available in the Receive Purchase Order and Enter QC Inspections screens in Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation account and if the account does not have an inventory abbreviation.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column displays the optional manufacturer ID code entered in the Manufacturer ID field in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen in Costpoint Receiving.
If the receiving function originated in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column may display blanks because this field is not available in the Enter PO Vouchers screen. Data may display in this column, however, as a result of optional data entered in the Manufacturer ID field in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order (or Enter QC Inspections, as applicable) screen in Costpoint Receiving.
If data originated in Costpoint Accounts Payable, this column may be blank because this field is not available in the Enter A/P Vouchers screen.
You can make changes to the Manuf ID column in this screen, but make them with caution.
If the field is blank, you may want to use Lookup to review and select a manufacturer ID. There is no requirement to enter a system-validated manufacturer. If your entry matches an established manufacturer already set up in the Manufacturers screen (located in Costpoint Product Definition), that name will automatically display in the Manuf Name field in this screen when you enter the ID in the Manuf ID column. You can overwrite the system display in the Manuf Name field.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Mfg ID field in the Purchase Info subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Purchase Info screen). You can make changes to the Mfg ID field after autocreation has taken place, but make them with caution.
This field is optional, both in this screen and in an Asset Master record. There is an equivalent optional Name field in the Manufacturer group box in the Purchase Info subtask of the Maintain Asset Template Info screen.
If you are licensed for Costpoint Purchasing, you can optionally designate a manufacturer name for each unit received in the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function. This subtask, which you can access via the FA Info pushbutton, is available in the Receive Purchase Order and Enter QC Inspections screens in Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation account and if the account does not have an inventory abbreviation.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column displays the optional manufacturer name from the Manufacturer Name field in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen in Costpoint Receiving.
If the receiving function originated in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column may display blanks because this field is not available in the Enter PO Vouchers screen. Data may display in this column, however, as a result of optional data entered in the Manufacturer Name field in the Additional Receiving Info for Autocreated Fixed Assets subtask (FA Info) of the Receive Purchase Order (or Enter QC Inspections, as applicable) screen.
If data originated in Costpoint Accounts Payable, this column may be blank because this field is not available in the Enter A/P Vouchers screen.
You can make changes to the manufacturer name in this column in this screen, but make them with caution. The manufacturer name cannot exceed 30 alphanumeric characters. If you used Lookup to review and select a manufacturer ID, the associated manufacturer name from the Lookup table displays in this field, but it can be overwritten.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Name field in the Manufacturer group box in the Purchase Info subtask of the Maintain Asset Master Info screen (and to the Manufacturer Name field in the Maintain Asset Purchase Info screen). You can make changes to this field after autocreation has taken place, but make them with caution.
This field is optional, both in this screen and in an Asset Master record. There is an equivalent optional Model No field in an Asset Template record.
If you are licensed for Costpoint Purchasing, you can optionally designate a model number for each unit received in the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function. This subtask, which you can access via the FA Info pushbutton, is available in the Receive Purchase Order and Enter QC Inspections screens in Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation account and if the account does not have an inventory abbreviation.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column displays the optional model number code entered in the Model No field in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order (or Enter QC Inspections, as applicable) screen in Costpoint Receiving.
If the receiving function originated in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column may display blanks because this field is not available in the Enter PO Vouchers screen. Data may display in this column, however, as a result of optional data entered in the Model No field in the Additional Receiving Info for Autocreated Fixed Assets subtask (FA Info) of the Receive Purchase Order (or Enter QC Inspections, as applicable) screen in Costpoint Receiving.
If data originated in Costpoint Accounts Payable, this column can be blank because this field is not available in the Enter A/P Vouchers screen.
You can make changes to the model number in this column, but make them with caution. The model number cannot exceed 30 alphanumeric characters.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Model No field in the Purchase Info subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Purchase Info screen). You can make changes to the Model No field after autocreation has taken place, but make them with caution.
This field is not available for user entry. This field is optional in an Asset Master record. There is no equivalent Receipt Date field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column displays data from the Transaction Date field in the Receive Purchase Order screen or the Insp Date field in the Enter QC Inspections screen, as applicable, each of which are located in Costpoint Receiving.
If the receiving function originated in or if the Received Date field was edited in the Match Receipts subtask of the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the receipt date data from that screen.
If data originated in Costpoint Accounts Payable, this column is blank because this field is not available in the Enter A/P Vouchers screen.
Changes to the Receipt Date column in this screen are not permitted, even in a row that has been copied.
When you run the final autocreation process, the system copies data from this column to the Receipt Date field in the Purchase Info subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Purchase Info screen). You can make changes to the Receipt Date field after autocreation has taken place, but make them with caution.
This field is not available for user entry. This field is optional in an Asset Master record. There is no equivalent Receipt ID field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column displays data from the PO Receipt ID field in the Receive Purchase Order screen or the PO Receipt field in the Enter QC Inspections screen, both of which are located in Costpoint Receiving.
If the receiving function originated in or if the Rcpt field was edited in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the receipt number data from that screen.
If data originated in Costpoint Accounts Payable, this column is blank because this field is not available in the Enter AP Vouchers screen.
Changes to the Receipt ID column are not permitted, even in a row that has been copied.
When you run the final autocreation process, the system copies data from this column to the Rcpt ID field in the Purchase Info subtask of the Maintain Asset Master Info screen (and to the Receipt ID field in the Maintain Asset Purchase Info screen). You can make changes to the Receipt ID field after autocreation has taken place, but make them with caution.
This field is not available for user entry. This field is optional in an Asset Master record. There is no equivalent Packing Slip No field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column displays data from the Packing Slip No field in the Receive Purchase Order screen, located in Costpoint Receiving.
If the receiving function originated in or if the PS field was edited in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the packing slip data from that screen.
If data originated in Costpoint Accounts Payable, this column is blank because this field is not available in the Enter AP Vouchers screen.
Changes to the Packing Slip No column in this screen are not permitted, even for a row that has been copied.
When you run the final autocreation process, the system copies data from this column to the Packing Slip field in the Purchase Info subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Purchase Info screen). You can make changes to the Packing Slip field after autocreation, but make them with caution.
This field is optional in this screen and in an Asset Master record. There is no equivalent Quantity field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column displays data from the Accepted Qty (PO U/M) field in the Receive Purchase Order screen, located in Costpoint Receiving (or, if used, the Enter QC Inspections screen, also in Costpoint Receiving).
If the receiving function originated in or if the Accepted Quantity field was edited in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the quantity data from that screen if the quantity has been entered. If the quantity was not entered in the Enter PO Vouchers screen, the system will automatically generate "1" for the Quantity column in this screen.
If data originated in Costpoint Accounts Payable, note that this field is not available in the Enter A/P Vouchers screen. The system will automatically generate "1" for the Quantity column in this screen.
You can make changes to the Quantity column, but make them with caution.
When you run the final autocreation process, the system copies data from this column to the Quantity field in the Cost Info subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Cost Info screen). You can make changes to the Quantity field after autocreation, but make them with caution.
This field is optional in this screen and in an Asset Master record. There is no equivalent Unit of Measure field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column displays data from the PO U/M field in the Receive Purchase Order screen or the Enter QC Inspections screen, both of which are located in Costpoint Receiving.
If the receiving function originated in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column blank because this field is not available in the Enter PO Vouchers screen.
If data originated in Costpoint Accounts Payable, this column is blank because this field is not available in the Enter AP Vouchers screen.
You can make changes to the unit of measure in this column, but make them with caution. You can enter up to 10 alphanumeric characters.
When you run the final autocreation process, the system copies data from this column to the Unit of Measure field in the Cost Info subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Cost Info screen). You can make changes to the Unit of Measure field after autocreation, but make them with caution.
This field is required, both in this screen and in an Asset Master record. There is an equivalent Condition field in an Asset Template record.
The condition code indicates whether the record is "N" (New) or "U" (Used). This field does not exist in Costpoint Purchasing, Receiving, or Accounts Payable.
When rows are created in this screen for which no template has been designated, the system automatically assigns a default condition code of "N" (New).
The source of this data is determined by the template/revision number in the Template No/Rev No columns. The system default for the condition code is "N," and this code automatically displays as a default in this column in all rows, regardless of the autocreation source. Note, however, that this column may already be populated with default data from a template (which may be different from the "N" (New) condition code displayed as the default).
The primary function for a template is to provide a copy mechanism to bring default data from the template into corresponding data fields in this screen (and into an Asset Master record). Data for many of the corresponding template data fields have already been captured from Costpoint Purchasing, Receiving and Accounts Payable. When you enter the template/revision number, you can use the Template Import Parameters dialog box to retain the autocreated data and to supplement only blank columns in this row with template data. See the documentation for the Template Import Parameters dialog box for more information.
Because the system automatically supplies a default value of "N" (New) for the Cond Cd column, this data column operates as an exception and is therefore not considered "blank." If you have selected "U" (Used) in the template, you can keep the Overwrite Asset Condition Code (New/Used) checkbox selected in the Template Import Parameters dialog box to ensure that the data from the template will be used by the system instead of the default system data for this field.
Please review the detailed information on how templates function relative to this autocreation field in the documentation section for the Template No column. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
If you did NOT specify a template in Costpoint Receiving or Costpoint Accounts Payable, or you did not specify a default template, you can specify a template/revision number directly in this screen in the Template No column (and Rev No column, as applicable).
Alternately, even if a template number has already been used to import data (the specified template will display in the Template No column and Rev No column, as applicable), you can now specify the use of a different template/revision number in the Template No column (and Rev No column, as applicable), if desired.
During the final autocreation process, the system uses the information in this column to select the appropriate radio button in the Condition group box in the Purchase Info subtask of the Maintain Asset Master Info screen. You can make changes to the radio buttons in the Condition group box after autocreation has taken place, but make them with caution to preserve the integrity of the data.
This column is not available for user entry. This field is optional in an Asset Master record. There is no equivalent Invoice Date field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of posting (Timing Code is "P"), this column displays data from the Date field in the Enter PO Vouchers screen in Costpoint Accounts Payable (in the Invoice group box).
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of receipt (Timing Code is "R"), this column is blank because the invoice date is not available in the Receive Purchase Order or the Enter QC Inspections screens in Costpoint Purchasing.
If the receiving function originated in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the invoice date from the Date field in the Enter PO Vouchers screen in Costpoint Accounts Payable (in the Invoice group box).
If data originated in Costpoint Accounts Payable, this column displays the invoice date from the Date field in the Enter A/P Vouchers screen in Costpoint Accounts Payable (in the Invoice group box).
Changes to the Invoice Date column are not permitted, even for a row that has been copied.
When you run the final autocreation process, the system copies data from this column to the Inv Date field in the Purchase Info subtask of the Maintain Asset Master Info screen (and to the Invoice Date field in the Maintain Asset Purchase Info screen). You can make changes to the Invoice Date field after autocreation, but make them with caution.
This column is not available for user entry. This field is optional in an Asset Master record. There is no equivalent Invoice No field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of posting (Timing Code is "P"), this column displays data from the Number field in the Enter PO Vouchers screen in Costpoint Accounts Payable (in the Invoice group box).
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of receipt (Timing Code is "R"), this column is blank because the invoice number is not available in the Receive Purchase Order or the Enter QC Inspections screens in Costpoint Purchasing.
If the receiving function originated in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the invoice number from the Number field in the Enter PO Vouchers screen in Costpoint Accounts Payable (in the Invoice group box).
If data originated in Costpoint Accounts Payable, this column displays the invoice number from the Number field in the Enter A/P Vouchers screen in Costpoint Accounts Payable (in the Invoice group box).
Changes to the Invoice No column are not permitted, even for a row that has been copied.
When you run the final autocreation process, the system copies data from this column to the Invoice No field in the Purchase Info subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Purchase Info screen). You can make changes to the Invoice No field after autocreation, but make them with caution.
This column is not available for user entry. This field is optional in an Asset Master record. There is no equivalent Voucher Date field in an Asset Template record.
This data is not captured from any source, but may be added initially in this screen, if desired.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of posting (Timing Code is "P"), this column displays the voucher entry date from the Enter PO Vouchers screen in Costpoint Accounts Payable. (Note that the voucher entry date does not display in the Enter PO Vouchers screen or in any of its subtasks, but it is saved in the table and accessed for display in this screen.)
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of receipt (Timing Code is "R"), this column is blank because the voucher date is not available in the Receive Purchase Order or the Enter QC Inspections screens.
If the receiving function originated in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the voucher entry date (the date that screen was saved for the first time). (Note that the voucher entry date does not display in the Enter PO Vouchers screen or in any of its subtasks, but it is saved in the table and accessed for display in this screen.)
If data originated in Costpoint Accounts Payable, this column displays data from the Date field in the Header Info subtask of the Enter A/P Vouchers screen in Costpoint Accounts Payable (in the Entry Info group box).
You cannot change the Voucher Date column, even for a row that has been copied.
When you run the final autocreation process, the system copies data from this column to the Vchr Date field in the Purchase Info subtask of the Maintain Asset Master Info screen (and to the Voucher Date field in the Maintain Asset Purchase Info screen). You can make changes to the Voucher Date field after autocreation, but make them with caution.
This field is not available for user entry. This field is optional in an Asset Master record. There is no equivalent Voucher No field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of posting (Timing Code = "P"), this column displays data from the Voucher No field in the Enter PO Vouchers screen in Costpoint Accounts Payable.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of receipt (Timing Code = "R"), this column is blank because voucher number data is not available in the Receive Purchase Order or the Enter QC Inspections screens in Costpoint Receiving.
If the receiving function originated in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the data from the Voucher No field in the Enter PO Vouchers screen in Costpoint Accounts Payable.
If data originated in Costpoint Accounts Payable, this column displays data from the Voucher No field in the Enter A/P Vouchers screen in Costpoint Accounts Payable.
You cannot change the Voucher No column, even for a row that has been copied.
When you run the final autocreation process, the system copies data from this column to the Vchr No field in the Purchase Info subtask of the Maintain Asset Master Info screen (and to the Voucher No field in the Maintain Asset Purchase Info screen). You can make changes to the Vchr No field after autocreation, but make them with caution.
This field is not available for user entry. This field is optional in an Asset Master record. There is no equivalent Voucher Line No field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of posting (Timing Code = "P"), this column displays data from the Voucher Line No field in the Enter PO Vouchers screen in Costpoint Accounts Payable (in the Invoice group box).
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of receipt (Timing Code = "R"), this column is blank because voucher number data is not available in the Receive Purchase Order or the Enter QC Inspections screens in Costpoint Receiving.
If the receiving function originated in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the data from the Vchr Line No field in the Enter PO Vouchers screen in Costpoint Accounts Payable.
If data originated in Costpoint Accounts Payable, this column displays data from the Line No field in the Enter A/P Vouchers screen in Costpoint Accounts Payable.
You cannot change the Voucher Line No column, even for a row that has been copied.
When you run the final autocreation process, the system copies data from this column to the Vchr Ln No field in the Purchase Info subtask of the Maintain Asset Master Info screen (and to the Voucher Line No field in the Maintain Asset Purchase Info screen). You can make changes to the Vchr Ln No field after autocreation, but make them with caution.
This field is optional, both in this screen and in an Asset Master record. There is an equivalent optional Vendor ID field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving (regardless if the data was captured at the time of receipt or at the time of posting), this column displays data from the Vendor field in the Enter POs screen in Costpoint Purchasing.
If the receiving function originated in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the vendor ID from the Vendor field in the Enter PO Vouchers screen in Costpoint Accounts Payable.
If data originated in Costpoint Accounts Payable, this column displays data from the Vendor field in the Enter A/P Vouchers screen in Costpoint Accounts Payable.
You can make changes to the vendor ID in this column, but make them with caution. Enter no more than 12 alphanumeric characters. You can use Lookup to review and select a vendor ID.
There is no requirement in this screen to enter a system-validated vendor. If your entry in this screen matches an established vendor already set up in the Vendor table, the associated vendor name from that table will automatically display in the Vendor Name column when you enter the ID in the Vendor ID column. (You can overwrite the automatic system display of vendor name data in this screen in the Vendor Name column under all circumstances.)
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Vendor ID field in the Purchase Info subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Purchase Info screen). You can make changes to the Vendor ID field after autocreation, but make them with caution.
This field is optional, both in this screen and in an Asset Master record. There is an equivalent optional the Name field in the Vendor group box in the Purchase Info subtask of the Maintain Asset Master Info screen.
If data originated in Costpoint Purchasing and/or Receiving (regardless if the data was captured at the time of receipt or at the time of posting), this column displays data from the Vendor field in the Enter POs screen in Costpoint Purchasing.
If the receiving function originated in the Enter PO Vouchers screen in Costpoint Accounts Payable, this column displays the vendor name from the Vendor field in the Enter PO Vouchers screen in Costpoint Accounts Payable.
If data originated in Costpoint Accounts Payable, this column displays data from the Vendor field in the Enter A/P Vouchers screen in Costpoint Accounts Payable.
You can make changes to the vendor name in this column, but make them with caution. You can enter up to 25 alphanumeric characters for the vendor name. If you used the optional Lookup function to review and select a vendor ID, the associated vendor name from the Lookup table displays in this field, but it can be overwritten.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Name field in the Vendor group box in the Purchase Info subtask of the Maintain Asset Master Info screen (and to the Vendor Name field in the Maintain Asset Purchase Info screen). You can make changes to these fields after autocreation, but make them with caution.
This field is optional, both in this screen and in an Asset Master record. There is no equivalent optional Price field in an Asset Template record. For most users, the Price field in this screen will be the price per unit; however, no system rules control the use of this field.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of receipt (Timing Code = "R") and you selected the Use Purchase Order Cost as F/A Cost radio button in the Autocreation Settings for PO/Rcvng Data screen, this column displays the accepted quantity times the net unit cost amount.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of receipt (Timing Code = "R") and you selected the Ignore Purchase Order Cost; Assign Zero F/A Cost radio button in the Autocreation Settings for PO/Rcvng Data screen, this column displays zeroes.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of posting (Timing Code = "P"), or if data originated in Costpoint Accounts Payable (in either the Enter A/P Vouchers or the Enter PO Vouchers screen), this column displays the voucher line cost less any discount amount (see Note below).
You can change the cost in this column, but exercise caution. Edits to the Price field may hinder the reconciliation of cost between Costpoint Fixed Assets and Costpoint General Ledger.
If you change the price or add a price to an empty column, even in a copied row, the system automatically adds the value entered in this field to the value(s) entered in any other cost fields, and displays the results in the Total Cost field.
When you run the final autocreation process, the system copies data from this column to the Price field in the Cost Info subtask of the Maintain Asset Master Info screen (and to the Price Amt field in the Maintain Asset Cost Info screen). You can make changes to these fields after autocreation, but make them with caution. For balance sheet accounts, Asset Master records comprise a subsidiary ledger with respect to the General Ledger, so changes to vital fields in the Cost Info subtask may alter the integrity of the relationship and create reconciliation problems.
This field is optional, both in this screen and in an Asset Master record. There is no equivalent optional Sales Tax field in an Asset Template record. For most users, the Sales Tax field in this screen will be the sales tax per unit; however, no system rules control the use of this field.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of receipt (Timing Code = "R"), this column may display no cost. During the setup for autocreation, you can select an option in the Autocreation Settings for PO/Rcvng Data screen that will populate the Price field with the unit cost from the purchase order or with no cost. The choice that you make affects the Sales Tax column in one of two ways:
If you selected the Use Purchase Cost as F/A Cost radio button in the Autocreation Settings for PO/Rcvng Data screen, the Sales Tax column in this screen displays the total of the purchase order sales tax for the line plus the sales tax on any purchase order line charges.
If you selected the Ignore Purchase Order Cost; Assign Zero F/A Cost radio button in the Autocreation Settings for PO/Rcvng Data screen, the Sales Tax column in this screen displays zeroes.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of posting (Timing Code = "P"), or if data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column displays the total of the voucher line sales tax plus the voucher line use tax plus the sales and use tax amounts on any voucher line charges.
You can change the sales tax in this column, but exercise caution. Edits to the Sales Tax field may hinder the reconciliation of cost between Costpoint Fixed Assets and Costpoint General Ledger.
If you change the sales tax or add sales tax to an empty column, even in a copied row, the system automatically adds the value entered in this field to the value(s) entered in any other cost fields, and displays the results in the Total Cost field.
When you run the final autocreation process, the system copies data from this column to the Sales Tax field in the Cost Info subtask of the Maintain Asset Master Info screen (and to the Sales Tax Amt field in the Maintain Asset Cost Info screen). You can make changes to these fields after autocreation, but make them with caution. For balance sheet accounts, Asset Master records comprise a subsidiary ledger with respect to the General Ledger, so changes to vital fields in the Cost Info subtask may alter the integrity of the relationship and create reconciliation problems.
This field is optional in this screen and in an Asset Master record. There is no equivalent Shipping/Handling field in an Asset Template record. For most users, the Shipping/Handling field in this screen will be the shipping/handling cost per unit; however, no system rules control the use of this field.
The system does not automatically capture shipping/handling costs from Costpoint Purchasing or Accounts Payable data. You can use this field to redistribute cost among fields as needed. You can make changes to this column, but exercise caution. Edits to the Shipping/Handling field may hinder the reconciliation of cost between Costpoint Fixed Assets and Costpoint General Ledger.
If you change the shipping/handling cost or add a shipping/handling cost to an empty column, even in a copied row, the system automatically adds the value entered in this field to the value(s) entered in any other cost fields, and displays the results in the Total Cost field.
When you run the final autocreation process, the system copies data from this column to the Shipping/Handling field in the Cost Info subtask of the Maintain Asset Master Info screen (and to the Shipping/Handling Amt field in the Maintain Asset Cost Info screen). You can make changes to these fields after autocreation, but make them with caution. For balance sheet accounts, Asset Master records comprise a subsidiary ledger with respect to the General Ledger, so changes to vital fields in the Cost Info subtask may alter the integrity of the relationship and create reconciliation problems.
This field is optional in this screen and in an Asset Master record. There is no equivalent Transportation Costs field in an Asset Template record. For most users, the Transportation Costs field in this screen will be the transportation cost per unit; however, no system rules control the use of this field.
The system does not automatically capture transportation costs from Costpoint Purchasing or Accounts Payable data. You can use this field to redistribute cost among fields as needed. You can make changes to this column, but exercise caution. Edits to the Transportation Costs field may hinder the reconciliation of cost between Costpoint Fixed Assets and Costpoint General Ledger.
If you change the transportation cost or add a transportation cost to an empty column, even in a copied row, the system automatically adds the value entered in this field to the value(s) entered in any other cost fields and displays the results in the Total Cost field.
When you run the final autocreation process, the system copies data from this column to the Transportation field in the Cost Info subtask of the Maintain Asset Master Info screen (and to the Transportation Amt field in the Maintain Asset Cost Info screen). You can make changes to these fields after autocreation, but make them with caution. For balance sheet accounts, Asset Master records comprise a subsidiary ledger with respect to the General Ledger, so changes to vital fields in the Cost Info subtask may alter the integrity of the relationship and create reconciliation problems.
This field is optional, both in this screen and in an Asset Master record. There is no equivalent optional Other Costs field in an Asset Template record. For most users, the Other Costs field in this screen will be other costs per unit; however, no system rules control the use of this field.
The system does not automatically capture other costs from Costpoint Purchasing and/or Receiving for data that originated in Costpoint Purchasing and/or Receiving and was captured at the time of receipt (Timing Code = "R").
You can use this field to redistribute cost among fields as needed.
If data originated in Costpoint Purchasing and/or Receiving and was captured at the time of posting (Timing Code = "P"), or if data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or Enter A/P Vouchers screen), this column displays the voucher line charges, if any.
You can make changes to this column, but exercise caution. Edits to the Other Costs field may hinder the reconciliation of cost between Costpoint Fixed Assets and Costpoint General Ledger.
If you change the other costs or add other costs to an empty column, even in a copied row, the system automatically adds the value entered in this field to the value(s) entered in any other cost fields, and displays the results in the Total Cost field.
When you run the final autocreation process, the system copies data from this column to the Other field in the Cost Info subtask of the Maintain Asset Master Info screen (and to the Other Cost Amt field in the Maintain Asset Cost Info screen). You can make changes to these fields after autocreation, but make them with caution. For balance sheet accounts, Asset Master records comprise a subsidiary ledger with respect to the General Ledger, so changes to vital fields in the Cost Info subtask may alter the integrity of the relationship and create reconciliation problems.
This field is not available for user entry; it is for information purposes only. There is no equivalent Total Cost field in an Asset Template record. For most users, the Total Cost field in this screen will be the total cost per unit; however, no system rules control the use of this field.
In this screen and in the Asset Master record, the system automatically adds the values from each of the cost fields and displays the total in this field. To adjust the total cost value, you must edit one or more of the following fields: Price, Sales Tax, Shipping/Handling, Transportation Costs, and/or Other Costs.
When you run the final autocreation process, the system copies data from this column to the Total Cost field in the Cost Info subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Cost Info screen). You can make changes to the Total Cost field after autocreation, but exercise caution. For balance sheet accounts, Asset Master records comprise a subsidiary ledger with respect to the General Ledger, so changes to vital fields in the Cost Info subtask may alter the integrity of the relationship and create reconciliation problems.
The value from the Total Cost field of the Cost Info subtask also automatically displays as a default in the Total Cost column of the Other Books Info subtask of the Maintain Asset Master Info screen, where you can edit it, as necessary, by book.
If you are licensed for Costpoint Purchasing, you can optionally designate the required property type for each unit received in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen or the Enter QC Inspections screen in Costpoint Receiving. You cannot enter property type data in Costpoint Accounts Payable, either in the Enter PO Vouchers screen or in the Enter A/P Vouchers screen. The property type is required in an Asset Template and in an Asset Master record.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column may display a property type optionally entered in the Property Type column in the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function (if a template has not been designated). This subtask is available for data entry or edits (via the FA Info pushbutton) from both the Receive Purchase Order and Enter QC Inspections screens of Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation Account and if the account does not have an inventory abbreviation.
If data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column may be blank if a template has not been designated because this field is not available in those screens.
Because the property type is required to save a row in this screen and is required in an Asset Master record, this field cannot be blank.
You can change the property type in this column, but exercise caution. You can enter up to six alphanumeric characters. Use Lookup if you need to review the valid property type options.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
When you run the final autocreation process, the system populates the Prop Type field in the Maintain Asset Master Info main screen (and the Maintain Asset Desc Info screen) with data from this column. You can make changes to the Prop Type field after autocreation.
If you are licensed for Costpoint Purchasing, you can optionally designate the required classification code for each unit received in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen or the Enter QC Inspections screen in Costpoint Receiving. You cannot enter classification code data in Costpoint Accounts Payable, either in the Enter PO Vouchers screen or in the Enter A/P Vouchers screen. The classification code is required in an Asset Template and in an Asset Master record.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column may display a classification code optionally entered in the Classification Code field in the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function (if a template has not been designated). This subtask is available for data entry or edits (via the FA Info pushbutton) from both the Receive Purchase Order and Enter QC Inspections screens of Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation Account and if the account does not have an inventory abbreviation.
If data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column may be blank if a template has not been designated because this field is not available in those screens.
Because the classification code is required to save a row in this screen and is required in an Asset Master record, this field cannot be blank.
You can change the classification code in this column, but exercise caution. You can enter up to six alphanumeric characters. Use Lookup if you need to review the valid classification code options.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
When you run the final autocreation process, the system populates the Class Code field in the Maintain Asset Master Info main screen (and the Maintain Asset Desc Info screen) with data from this column. You can make changes to the Class Code field after autocreation.
If you are licensed for Costpoint Purchasing, you can designate an optional subclass code for each unit received in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen or the Enter QC Inspections screen in Costpoint Receiving. Subclass code data cannot be entered in Costpoint Accounts Payable, either in the Enter PO Vouchers screen or in the Enter A/P Vouchers screen. The subclass code is optional in an Asset Template and in an Asset Master record.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column may display an optional subclass code entered in the Subclass Code field in the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function (if a template has not been designated). This subtask is available for data entry or edits (via the FA Info pushbutton) from both the Receive Purchase Order and Enter QC Inspections screens of Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation Account and if the account does not have an inventory abbreviation.
If data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column may be blank if a template has not been designated because this field is not available in those screens.
Because the subclass code is not required to save a row in this screen and is not required in an Asset Master record, this field can be blank.
You can change the subclass code in this column, but exercise caution. You can enter up to six alphanumeric characters. Use Lookup if you need to review the valid subclass code options.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
When you run the final autocreation process, the system populates the Subclass Cd field in the Maintain Asset Master Info main screen (and the Subclass Code field in the Maintain Asset Desc Info screen) with data from this column. You can make changes to these fields after autocreation.
This field is required, both in this screen and in an Asset Master record. There is an equivalent Depr Status field in an Asset Template record.
The depreciation status indicates whether the record is "D" (Depreciable) or "N" (Non-Depreciable). This field does not exist in Costpoint Purchasing, Receiving, or Accounts Payable.
When rows are created in this screen for which no template has been designated, the system automatically assigns a default depreciation status of "D" (Depreciable).
The source of this data is determined by the template/revision number in the Template No/Rev No columns. The system default for the depreciation status is "D," and this code automatically displays as a default in this column in all rows, regardless of the autocreation source. Note, however, that this column may already be populated with default data from a template (which may be different from the "D" (Depreciable) depreciation status displayed as the default).
The primary function for a template is to provide a copy mechanism to bring default data from the template into corresponding data fields in this screen (and into an Asset Master record). Data for many of the corresponding template data fields have already been captured from Costpoint Purchasing, Receiving and Accounts Payable. When you enter the template/vision number, you can use the options in the Template Import Parameters dialog box to retain the autocreated data and to supplement only blank columns in this row with template data. See the documentation for the Template Import Parameters dialog box for more information.
Because the system automatically supplies a default value of "D" (Depreciable) for the Depr Status column, this data column operates as an exception and is therefore not considered "blank." If you have selected the Non-Depreciable radio button in the template, you can keep the Overwrite Asset Depr Status (Depreciable/Non-Depreciable) checkbox selected in the Template Import Parameters dialog box to ensure that the data from the template will be used by the system instead of the default system data for this field.
If depreciation status for a row is designated as "Depreciable" and you have not designated the use of an Asset Template, additional depreciation data will be required in this screen, including a valid depreciation method for the G/L Book, codes for valid G/L depreciation expense, and accumulated depreciation account allocation codes. If a record is "Non-Depreciable," other columns in this table window that are related to depreciation will be unavailable for entry. You must make certain that you have the correct entry in the next column, Post Disp to G/L, in which you designate whether you want the system to allow a future disposal entry for this record to be posted to the General Ledger. For non-depreciable assets, the default for the Post Disp to G/L column is "N" (No).
Please review the detailed information on how templates function relative to this autocreation field in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
If you did not specify a template in Costpoint Receiving or Costpoint Accounts Payable, or you did not specify a default template, you can specify a template/revision number directly in this screen in the Template No column (and Rev No column, as applicable).
Alternately, even if you have already used a template number to import data (the specified template will display in the Template No column and Rev No column, as applicable), you can now specify the use of a different template/revision number in the Template No column (and Rev No column, as applicable), if desired.
During the final autocreation process, the system uses the information in this column to select the appropriate radio button in the Depr Status group box in the Maintain Asset Master Info screen. You can make changes to the radio buttons in the Depr Status group box after autocreation has taken place, but make them with caution to preserve the integrity of the autocreated data.
Entry in this field is required both in this screen and in an Asset Master record if the Depr Status column reads "N" (Non-Depreciable). There is an equivalent required Post Disp to G/L field in an Asset Template record. In this screen, acceptable entries are "Y" (Yes) and "N" (No). For non-depreciable records, the system default for this field is "N" for both Asset Master and Asset Template records.
When rows are created in this screen for non-depreciable records and no template has been designated, the system automatically assigns a default "N" (No) entry to this column. You can change the default "N" (No) entry to "Y" (Yes).
A "Y" (Yes) entry in this column for a non-depreciable asset allows a future disposal entry for this record to be posted to the General Ledger. For non-depreciable assets (for example, land), the G/L entry on disposal can consist only of debits and credits, as appropriate, to the Cost and Gain/Loss on Sale of Fixed Assets accounts because there is no accumulated depreciation associated with a non-depreciable asset. You cannot make an entry in this column for depreciable assets because disposal entries can always be posted to the General Ledger for depreciable assets.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system selects or deselects (depending on this column) the Post Disposal to G/L checkbox in the Maintain Asset Master Info main screen (and the Post Disp to G/L checkbox in the Maintain Asset Desc Info screen). You can change these checkboxes after autocreation, but exercise caution.
A valid depreciation method code is required in an Asset Master record and in an Asset Template record for depreciable assets in Book 1. Depreciation method codes are optional for all other books, although a valid code must be assigned to each book to be included in depreciation calculations. Establish depreciation method codes in the Depr Methods - Basic Setup screen.
The system cannot capture a depreciation method code from Costpoint Purchasing or Accounts Payable data. There is an equivalent Depr Method Code field that is required for depreciable records in the G/L Book Info (Years) subtask of the Maintain Asset Template Info screen. This column is blank only if a template has not been designated. Because the depreciation method for Book 1 is required for a depreciable record before a row in this screen can be saved and is also required in an Asset Master record, this field cannot be left blank.
If you use any additional books for which you want depreciation to be calculated automatically, you should do one of the following:
Enter the desired depreciation method code(s) in the appropriate Depr Mthd Cd field in this screen for each book.
Set up an Asset Template that designates a depreciation method code for each book and enter the appropriate template/revision number in the Template No/Rev No field(s).
Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
You can change the depreciation method code in this column, but you should exercise caution because depreciation is calculated using the depreciation method indicated in this field. You can enter up to six alphanumeric characters. Use Lookup if you need to review the valid depreciation method code options.
When you run the final autocreation process, the system copies data from this column to the Depr Method Code field in the G/L Book Info (Years) subtask of the Maintain Asset Master Info screen (and the G/L Book Depr Method Code field in the Maintain G/L Book Info screen). You can make changes these fields after autocreation.
This field is optional in this screen and in an Asset Master record. There is an equivalent Useful Life field in an Asset Template record.
This field is for data purposes only and is not used in system calculations. When the system calculates depreciation, the depreciation year and percentage for that year are derived from the depreciation method assigned to the Asset Master record. For example, if you enter a useful life of five years in this field but your depreciation method uses only three years, the system will not use the value in this field for calculations, but will instead use percentages for three years only, as specified by the depreciation method.
The optional useful life value in this column applies only to Book 1. Useful life values are also optional for all other books.
When you run the final autocreation process, the system copies data from this column to the Useful Life field in the G/L Book Info (Years) subtask of the Maintain Asset Master Info screen (and the G/L Book Useful Life field in the Maintain Asset G/L Book Info screen). You can make changes to these fields after autocreation has taken place.
A valid depreciation expense account allocation code is required in an Asset Master record and in an Asset Template record for depreciable assets for Book 1. You cannot enter depreciation expense account allocation codes for optional books 2-10 because depreciation expense for these books is not posted to the General Ledger.
Establish depreciation expense account allocation codes in the Depr Exp Acct Alloc Codes screen. Each code represents one or more General Ledger Account/Organization/Project/ Reference 1/Reference 2 account combinations and their percentage allocations, to which depreciation expense will be charged when depreciation expense is posted to the General Ledger.
The system cannot capture a depreciation expense account allocation code from Costpoint Purchasing or Accounts Payable data. There is an equivalent Depr Exp Acct Alloc Code field that is required for depreciable assets in the Account Info for G/L Book subtask of the Maintain Asset Template Info screen. This column will be blank only if a template has not been previously designated. Because the depreciation expense account allocation code for Book 1 is required before a row can be saved in this screen and is required in a depreciable Asset Master record, this field cannot be left blank.
You can change the depreciation expense account allocation code in this column, but you should exercise caution because postings to the General Ledger are made to the account-organization-project combination(s) represented by the code from this field. You can enter up to six alphanumeric characters. Use Lookup if you need to review the valid depreciation expense account allocation code options.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Code field in the Depreciation Expense Account group box in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen (and the Depr Exp Acct Alloc Code field in the Maintain Asset Account Info screen). You can change these fields after autocreation.
A valid accumulated depreciation account code is required in an Asset Master record and in an Asset Template record for depreciable assets for Book 1. You cannot enter accumulated depreciation account codes for optional books 2-10 because accumulated depreciation for these books is not posted to the General Ledger.
Establish accumulated depreciation account codes in the Accum Depr Acct Codes screen. Each code represents a General Ledger Account/Organization/Project/Reference 1/Reference 2 account combination to which accumulated depreciation will be charged when accumulated depreciation is posted to the general ledger.
The system cannot capture an accumulated depreciation account code from Costpoint Purchasing or Accounts Payable data. There is an equivalent accumulated depreciation account Code field that is required for depreciable assets in the Account Info for G/L Book subtask of the Maintain Asset Template Info screen. This column will be blank only if a template has not been previously designated. Because the accumulated depreciation account code for Book 1 is required for a depreciable asset before a row can be saved in this screen and is also required in an Asset Master record, this field cannot be left blank.
You can change the accumulated depreciation account code in this column, but you should exercise caution because postings to the G/L are made to the Account/Organization/Project/ Reference 1/Reference 2 account combination(s) represented by the code from this field. You can enter up to six alphanumeric characters. Use Lookup if you need to review the valid accumulated depreciation account code options.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Code field in the Accumulated Depreciation Account group box in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen (and the Accum Depr Acct Code field in the Maintain Asset Account Info screen). You can change these fields after autocreation.
The system cannot capture depreciation start dates from Costpoint Purchasing or Accounts Payable data for any book. Although this field is not system-required, depreciation calculations will not take place for an Asset Master record for any book if blanks display in the Depr Start Dt field, or if the start date is later than the end of the current Fixed Assets accounting period (which is set up in the Posting Settings screen).
Use this field to assign a start date for Book 1 that will be copied to the Asset Master record when you run the final autocreation process. This field is optional because an Asset Master record can be saved without this data. If you designate a start date in this screen, depreciation will be calculated automatically for Book 1 without the need for additional intervention in the Asset Master record.
If you anticipate a delay in the depreciation start date due, for example, to installation or calibration requirements, you can enter a future start date in this field and depreciation calculations will not begin until the future date falls within your current accounting period. The date in the Depr Start Date field of an Asset Master record must be on or before the end of the Fixed Assets current accounting period for depreciation calculations to take place. The Depr Start Date field of an Asset Master record is in the G/L Book Info (Years) subtask of the Maintain Asset Master Info screen.
There are no system restrictions or rules regarding the appropriateness and/or accuracy of the depreciation start date. To ensure consistency of the data, you may want to develop some internal rules on the use of this field. Because of the critical relationship between the start date and the data in the Curr Depr Yr and Days/Pds Remaining fields, you should enter the date at which depreciation is to begin in the Costpoint Fixed Assets for new assets. (If you calculate depreciation based on accounting periods rather than days, we recommend that you routinely use the first day of the period in which depreciation is to be first calculated, rather than the actual acquisition date.)
When you run the final autocreation process, the system copies data from this column to the Depr Start Date field in the G/L Book Info subtasks in the Maintain Asset Master Info screen (and the G/L Book Depr Start Date field in the Maintain Asset G/L Book Info screen). You can make changes to these fields after autocreation has taken place.
The depreciation start date in this column applies only to Book 1. Depreciation start dates are optional for all other books, although you must assign a valid start date to each book that is to be included in depreciation calculations. If you use any additional books for which you want depreciation to be calculated automatically, you should do one of the following:
Enter a default depreciation start date in the Depr Start Date field in the Create Autocreation Transactions screen.
Enter (or edit, as needed) the desired depreciation start date(s) in the appropriate Depr Start Dt columns in this screen for each book.
This field is optional in this screen and in an Asset Master record. There is no equivalent In-Srvc Date field in an Asset Template record. This field is for data purposes only and is not used in system calculations. (When depreciation is calculated, the system checks only the date from the Depr Start Date field in the G/L Book Info subtasks in the Maintain Asset Master Info screen.) For most assets, data in this field will be the same as the depreciation start date. Many users leave this field blank. No system rules apply to the use of this field.
The system does not automatically capture an in-service date from Costpoint Purchasing or Accounts Payable data. You can enter (or edit) this data without having to do so in individual asset records after autocreation has taken place.
The optional in-service date in this column applies only to Book 1. In-service dates are optional for all other books. If you want to populate the in-service date automatically for any additional books, you should do one of the following:
Enter a default in-service date in the In-Service Date field in the Create Autocreation Transactions screen.
Enter (or edit, as needed) the desired in-service date(s) in the appropriate In-Srvc Dt columns in this screen for each book.
When you run the final autocreation process, the system copies data from this column to the In-Srvc Date field in the G/L Book Info (Years) subtask of the Maintain Asset Master Info screen (and the G/L Book In-Srvc Date field in the Maintain Asset G/L Book Info screen). You can make changes to these fields after autocreation has taken place.
This field is optional, both in this screen and in an Asset Master record. There is an equivalent optional Salvage Percent field in an Asset Template Record. (This field is found in the G/L Book Info subtasks in the Maintain Asset Template Info screen.)
The system does not automatically capture a salvage percentage from Costpoint Purchasing or Accounts Payable data. You can optionally enter (or edit) this data without having to do so in individual asset records after autocreation has taken place. You can enter up to three integers and four decimal places as the salvage value percentage rate to be used in the calculation of salvage and depreciable value.
When you set up your depreciation methods in the Depr Methods - Basic Setup screen, there was a checkbox called Subtract Salvage Value Before Calculation. Since system calculations use this salvage value control flag to determine how to compute depreciation for each record, enter or edit data in the Salvage Pct column in this screen (Edit Autocreation Transactions) with caution.
Make sure you read the documentation on the Depr Methods - Basic Setup screen regarding the computation options for depreciation when a salvage value is specified.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Percent field of the Salvage group box in the G/L Book Info (Years) subtask of the Maintain Asset Master Info screen (and the G/L Book Salvage Percent field in the Maintain Asset G/L Book Info screen). You can make changes to these fields after autocreation has taken place, but make them with caution.
This field is required, both in this screen and in an Asset Master record, for depreciable assets. There is an equivalent Auto Calculate Depreciation checkbox in the G/L Book Info subtasks of the Maintain Asset Template Info screen.
The Auto Calculate Depreciation checkbox indicates whether the record will be included in system depreciation calculations. This field does not exist in Costpoint Purchasing, Receiving, or Accounts Payable.)
When rows are created in this screen for which no template has been designated, the system automatically selects this checkbox as a default, thus enabling the auto calculation of depreciation for the G/L book. The default checkbox selection causes "Y" (Yes) to automatically display in this column for Book 1 in all rows in this screen, regardless of the autocreation source.
You can change the auto calculate depreciation flag as needed:
Accept the system default of "Y" if you want this Asset Master record to be included automatically in system calculations of depreciation after autocreation has taken place. The system will automatically compute depreciation each period for eligible assets and will display the results in the Current Pd Depreciation field in the G/L Book Info (Years) subtask (and in the Other Books Info subtask, as applicable) of the Maintain Asset Master Info screen. You can overwrite the automatic system calculations of depreciation at any time. The system will also re-set the Current Pd Depreciation field back to zero during the Fixed Assets period close.
Change the system default from "Y" to "N" if you do not want depreciation to be automatically calculated. You will need to manually enter the amount of depreciation in the Current Pd Depreciation field in the Asset Master Record if you want to post depreciation, The system will not reset the Current Pd Depreciation field back to zero during the Fixed Assets period close process.
The source of this data is determined by the template/revision number in the Template No/Rev No columns. The system default for the auto calculate depreciation flag is Y (Yes), and the system automatically selects this checkbox as a default in this column in all rows, regardless of the autocreation source. Note, however, that this column may already be populated with default data from a template (which may be different from the "Y" displayed as the default).
The primary function for a template is to provide a copy mechanism to bring default data from the template into corresponding data fields in this screen (and into an Asset Master record). Data for many of the corresponding template data fields have already been captured from Costpoint Purchasing, Receiving, and Accounts Payable. When you enter the template/revision number, you can use the Template Import Parameters dialog box to retain the autocreated data and to supplement only blank columns in this row with template data. See the documentation for the Template Import Parameters dialog box for more information.
Because the system automatically supplies a default value of "Y" (New) for the Auto Calc Depr column, this data column operates as an exception and is therefore not considered "blank." If you have entered a "N" (No) value in the template, you can keep the Overwrite Asset Auto Calc Flag (Y/N) for all books checkbox selected in the Template Import Parameters dialog box to ensure that the data from the template will be used by the system instead of the default system data for this field.
Please review the detailed information on how templates function relative to this autocreation field in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
If you did not specify a template in Costpoint Receiving or Costpoint Accounts Payable, or you did not specify a default template, you can specify a template/revision number directly in the Edit Autocreation Transactions screen in the Template No column (and Rev No column, as applicable).
Alternately, even if a template number has already been used to import data (the specified template will display in the Template No column and Rev No column, as applicable), you can now specify the use of a different template/revision number in the Template No column (and Rev No column, as applicable), if desired.
During the final autocreation process, the system uses the information in this column to activate the appropriate Auto Calculate Depreciation checkbox in the G/L Book Info (Years) subtask of the Maintain Asset Master Info screen. You can make changes to this checkbox after autocreation has taken place, but make them with caution to preserve the integrity of the data.
Optional books 2-10 are initialized and named in the Books Setup group box in the Fixed Assets Settings screen. You can use each optional book independently for tax depreciation, and so on. There is no interface with the General Ledger for Books 2-10 and no postings can occur. The results of depreciation calculations display in the Other Books Info subtask of the Maintain Asset Master Info screen. Reports are available in different formats. Book 1, which is automatically designated by the system as the "G/L Book," is the only book that interfaces with the General Ledger by means of depreciation and disposal posting entries.
In optional books 2-10, depreciation can be calculated only by years. (For Book 1, you can choose between the Years, Units of Usage, or Lease Pds radio buttons in the Depr Based On group box of the Maintain Asset Master Info screen.)
Depreciation method codes are optional for books 2-10 for depreciable assets, although a valid code must be assigned to each book that is to be included in depreciation calculations. Establish depreciation method codes in the Depr Methods - Basic Setup screen.
The system cannot capture a depreciation method code from Costpoint Purchasing or Accounts Payable data. You can use this column to enter a depreciation method for this optional book without specifying an Asset Template.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting) or Accounts Payable, this column will be blank if a template has not been designated, or if this optional data was not entered in a designated template.
If data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column may be blank if a template has not been designated because this field is not available in those screens.
You can make changes to the depreciation method code in this column, but you should exercise caution because depreciation calculations use the depreciation method code from this field. You can enter up to six alphanumeric characters. Use Lookup if you need to review the valid depreciation method code options.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Depr Mthd Code field in the Other Books Info subtask of the Maintain Asset Master Info screen (and the Maintain Asset G/L Book Info screen). You can change the Depr Mthd Code field after autocreation has taken place.
Optional books 2-10 are initialized and named in the Books Setup group box in the Fixed Assets Settings screen. You can use each optional book independently for tax depreciation, and so on. There is no interface with the General Ledger for Books 2-10, and no postings can occur. The results of depreciation calculations display in the Other Books Info subtask of the Maintain Asset Master Info screen. Reports are available in different formats. Book 1, which is automatically designated by the system as the "G/L Book," is the only book that interfaces with the General Ledger by means of depreciation and disposal posting entries.
This field is optional in this screen and in an Asset Master record. There is an equivalent Useful Life field in an Asset Template record.
This field is for data purposes only and is not used in system calculations. When the system calculates depreciation, the depreciation year and percentage for a year are derived from the depreciation method assigned to the Asset master record. For example, if you enter a useful life of five years in this field but your depreciation method uses only three years, the system will not use the value in this field for calculations, but will instead use a percentage for three years only, as specified by the depreciation method.
The optional useful life value in this column applies only to this book. Useful life values are also optional for all other books.
When you run the final autocreation process, the system copies data from this column to the Useful Life field in the Other Books Info subtask of the Maintain Asset Master Info screen (and the Useful Life field in the Maintain Asset Other Books Info screen). You can make changes to these fields after autocreation has taken place.
Optional books 2-10 are initialized and named in the Books Setup group box in the Fixed Assets Settings screen. You can use each optional book independently for tax depreciation, and so on. There is no interface with the General Ledger for books 2-10, and no postings occur. The results of depreciation calculations display in the Other Books Info subtask of the Maintain Asset Master Info screen, and reports are available in different formats. Book 1, which is automatically designated by the system as the "G/L Book," is the only book that interfaces with the General Ledger by means of depreciation and disposal posting entries.
The system cannot capture depreciation start dates from Costpoint Purchasing or Accounts Payable data for any book. Although this field is not system-required, depreciation calculations will not take place for an Asset Master record for any book if blanks display in the Depr Start Dt field, or if the start date is later than the end of the current Fixed Assets accounting period (set up in the Posting Settings screen).
You can use this screen to assign a start date for this book that will be copied to the Asset Master record when you run the final autocreation process. This field is optional in an Asset Master record and is not available in an Asset Template. If you designate a start date in this screen, the depreciation will be calculated for this book automatically without the need for further intervention in the Asset Master record.
If you anticipate a depreciation start date delay due, for example, to installation or calibration requirements, you can enter a future start date in this field. Depreciation will not be calculated until the future date falls within your current accounting period. The date in the Depr Start Date field of an Asset Master Record, as established in the Other Books Info subtask of the Maintain Asset Master Info screen, must be on or before the end of the Fixed Assets current accounting period.
There are no system restrictions or rules regarding the appropriateness and/or accuracy of the depreciation start date. To ensure consistency of the data, you may want to develop some internal rules on the use of this field. Because of the critical relationship between the start date and the data in the Curr Depr Yr and Days/Pds Remaining fields, you should enter the date at which depreciation is to begin in the Costpoint Fixed Assets for new assets. (If you calculate depreciation based on accounting periods rather than days, we recommend that you routinely use the first day of the period in which depreciation is to be first calculated, rather than the actual acquisition date.)
When you run the final autocreation process, the system copies data from this column to the Depr Start Date field in the Other Books Info subtask of the Maintain Asset Master Info screen (and in the Maintain Asset Other Books Info screen). You can change the Depr Start Date field after autocreation has taken place.
The depreciation start date in this column applies only to this book. Depreciation start dates are optional for all other books, although you must assign a valid start date to each book that is to be included in depreciation calculations. If you use any additional books for which you want depreciation to be calculated automatically, you should do one of the following:
Enter a default depreciation start date in the Depr Start Date field in the Create Autocreation Transactions screen.
Enter (or edit, as needed) the desired depreciation start date(s) in the appropriate Depr Start Dt columns in this screen for each book.
Optional books 2-10 are initialized and named in the Books Setup group box in the Fixed Assets Settings screen. You can use each optional book independently for tax depreciation, and so on. There is no interface with the General Ledger for books 2-10 and no postings can occur. The results of depreciation calculations display in the Other Books Info subtask of the Maintain Asset Master Info screen, and reports are available in different formats. Book 1, which is automatically designated by the system as the "G/L Book," is the only book that interfaces with the General Ledger by means of depreciation and disposal posting entries.
This field is optional in this screen and in an Asset Master record. There is no equivalent In-Srvc Date field in an Asset Template record. The value in this field is for data purposes only and is not used in system calculations. When depreciation is calculated, the system checks only the date from the Depr Start Date field in the Other Books Info subtask of the Maintain Asset Master Info screen (or in the Maintain Asset Other Books Info screen).
For most assets, data in this field will be the same as the depreciation start date. Many users leave this field blank. No system rules apply to the use of this field.
The system cannot capture in-service dates from Costpoint Purchasing or Accounts Payable data for any book. You can optionally enter (or edit) this data without the need to intervene in the Asset Master record after autocreation has taken place.
The in-service date is optional and applies only to this book. In-service dates are also optional for all other books. If you use any additional books for which you want to populate the in-service date automatically, you should:
Enter a default in-service date in the In-Service Date field in the Create Autocreation Transactions process.
Enter (or edit, as needed) the desired depreciation start date(s) in the appropriate In-Srvc Dt columns in this screen for each book.
When you run the final autocreation process, the system populates the In-Srvc Date field in the Other Books Info subtask of the Maintain Asset Master Info screen (and the Maintain Asset Other Books Info screen) with data from this column. You can change the In-Srvc Date field after autocreation has taken place.
Optional books 2-10 are initialized and named in the Books Setup group box in the Fixed Assets Settings screen. You can use each optional book independently for tax depreciation, and so on. There is no interface with the General Ledger for books 2-10, and no postings can occur. The results of depreciation calculations display in the Other Books Info subtask of the Maintain Asset Master Info and the Maintain Asset Other Books Info screens, and reports are available in different formats. Book 1, which is automatically designated by the system as the "G/L Book," is the only book that interfaces with the General Ledger by means of depreciation and disposal posting entries.
This field is optional, both in this screen and in an Asset Master record. There is an equivalent optional Salvage Percent field in an Asset Template record. (This field is found in the Other Books Info subtask of the Maintain Asset Master Info the Maintain Asset Master Info screens and in the Maintain Asset Other Books Info screen.)
The system does not automatically capture a salvage percentage from Costpoint Purchasing or Accounts Payable data. You can optionally enter (or edit) this data without having to do so in individual asset records after autocreation has taken place. You can enter up to three integers and four decimal places as the salvage value percentage rate to be used in the calculation of salvage and depreciable value.
When you set up your depreciation methods in the Depr Methods - Basic Setup screen, you will see a Subtract Salvage Value Before Calculation checkbox. Since system calculations use this salvage value control flag to determine how to compute depreciation for each record, enter or edit data in the Salvage Pct columns in this screen (Edit Autocreation Transactions) with caution. Make sure you read the documentation for the Depr Methods - Basic Setup screen regarding the computation options for depreciation when a salvage value is specified.
The salvage percentage in this column applies only to this book. Salvage percentages are optional for all other books.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system populates the Salvage Percent field in the Other Books Info subtask of the Maintain Asset Master Info and the Maintain Asset Other Books Info screens with data from this column. You can make changes to the Salvage Percent field after autocreation, but exercise caution.
Optional books 2-10 are initialized and named in the Books Setup group box in the Fixed Assets Settings screen. You can use each optional book independently for tax depreciation, and so on. There is no interface with the General Ledger for books 2-10, and no postings can occur. The results of depreciation calculations display in the Other Books Info subtask of the Maintain Asset Master Info screen, and reports are available in different formats. Book 1, which is automatically designated by the system as the "G/L Book," is the only book that interfaces with the General Ledger by means of depreciation and disposal posting entries.
This field is required, both in this screen and in an Asset Master record, for depreciable assets. There is an equivalent Auto Calc Depr (Y/N) column for each optional book in the Other Books Info subtask of the Maintain Asset Template Info screen.
The Auto Calculate Depreciation status indicates whether or not the record should be included in system depreciation calculations. This field does not exist in Costpoint Purchasing, Receiving or Accounts Payable.
When rows are created in this screen for which no template has been designated, the system automatically selects this checkbox as a default, thus enabling the auto calculation of depreciation for this optional book. The default checkbox selection causes "Y" (Yes) to automatically display in this column for all used optional books in all rows in this screen, regardless of the autocreation source.
You can change the auto calculate depreciation flag as needed:
Accept the system default of "Y" if you want this Asset Master record to be included automatically in system calculations of depreciation after autocreation has taken place. The system will automatically compute depreciation each period for eligible assets (if other required data has been provided) and will display the results in the Current Pd Depreciation field in the Other Books Info subtask of the Maintain Asset Master Info screen. You can overwrite the automatic system calculation of depreciation at any time. The system will also re-set the Current Pd Depreciation field back to zero during the Fixed Assets period close.
Change the system default from "Y" to "N" if you do not want depreciation to be automatically calculated. You will need to manually enter the amount of depreciation in the Current Pd Depreciation field in the Other Books Info subtask of the Maintain Asset Master Info screen (or in the Maintain Asset Other Books Info screen) if you want to automatic depreciation calculations. In this circumstance, you will also need to blank out this field at the point at which you no longer want your manually entered depreciation amount to be used as the depreciation expense for the current accounting period. The system will not re-set the Current Pd Depreciation field back to zero during the Fixed Assets period close process.
The system default for the auto calculate depreciation flag is "Y" (Yes), and the system automatically activates this checkbox as a default in this column in all rows, regardless of the autocreation source. Note, however, that this column may already be populated with default data from a template (which may be different from the "Y displayed as the default).
The primary function for a template is to provide a copy mechanism to bring default data from the template into corresponding fields in this screen (and into an Asset Master record). Data for many of the corresponding template fields have already been captured from Costpoint Purchasing, Receiving and Accounts Payable. When you enter the template/revision number, you can use the Template Import Parameters dialog box to retain the autocreated data and to supplement only blank columns in this row with template data. See the documentation for the Template Import Parameters dialog box for more information.
Because the system automatically supplies a default value of "Y" (New) for the Auto Calc Depr column, this data column operates as an exception and is therefore not considered "blank." If you have entered a "N" (No) value in the template, you can keep the Overwrite Asset Auto Calc Flag (Y/N) for all books checkbox selected in the Template Import Parameters dialog box to ensure that the data from the template will be used by the system instead of the default system data for this field.
Please review the detailed information on how templates function relative to this autocreation field in the documentation section for the Template No column in the Edit Autocreation Transactions screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
If you did not specify a template in Costpoint Receiving or Costpoint Accounts Payable, or you did not specify a default template, you can specify a template/revision number directly in the Edit Autocreation Transactions screen in the Template No column (and Rev No column, as applicable).
Alternately, even if a template number has already been used to import data (the specified template will display in the Template No column and Rev No column, as applicable), you can now specify the use of a different template/revision number in the Template No column (and Rev No column, as applicable), if desired.
When you run the final autocreation process, the system populates the Auto Calc Depr (Y/N) column in the Other Books Info subtask of the Maintain Asset Master Info screen (and the Maintain Asset Other Books Info screen) with data from this column. You can make changes to the Auto Calc Depr (Y/N) field after autocreation, but exercise caution.
Please refer to the preceding documentation for Book 2.
This field is optional in this screen and in an Asset Master record. There is no equivalent Serial No field in an Asset Template record.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column may display an optional serial number entered in the Serial Number field in the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function. This subtask is available for data entry or edits (using the FA Info pushbutton) from both the Receive Purchase Order and Enter QC Inspections screens of Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation Account and if the account does not have an inventory abbreviation.
You can change the serial number in this column in this screen, but you should exercise caution. You can enter up to 20 alphanumeric characters.
During the final autocreation processing, the system populates the Serial No field in the Purchase Info subtask of the Maintain Asset Master Info screen (and the Maintain Asset Purchase Info screen) with data from this column. You can make changes to the Serial No field after autocreation, but exercise caution.
This field is optional, both in this screen and in an Asset Master record. There is an equivalent optional Nat Stock No field in the Government Info subtask of the Maintain Asset Template Info screen.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column may display an optional national stock number originally entered in the NSN column in the Enter POs screen in Costpoint Purchasing. You can enter or edit National Stock Number data in the National Stock No field in the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function. This subtask is available for data entry or edits (using the FA Info pushbutton) from both the Receive Purchase Order and Enter QC Inspections screens of Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation Account and if the account does not have an inventory abbreviation.
If data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column may be blank because this field is not available in those screens.
You can make changes to the national stock number in this column, but exercise caution. You can enter up to 20 alphanumeric characters.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Nat Stock No field in the Government Info subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Government Info screen). You can makes changes to the Nat Stock No field after autocreation, but exercise caution.
This field is optional, both in this screen and in an Asset Master record. There is an equivalent optional Year Built field in the Government Info subtask of the Maintain Asset Template Info screen.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column may display optional data entered in the Year Built field in the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function. This subtask is available for data entry or edits (using the FA Info pushbutton) from both the Receive Purchase Order and Enter QC Inspections screens of Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation Account and if the account does not have an inventory abbreviation.
If data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column may be blank because this field is not available in those screens.
You can make changes to this column, but exercise caution. The Year Built field should be four numeric characters in year format (for example, 1995).
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system populates the Year Built field in the Government Info subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Government Info screen) with data from this column. You can make changes to the Year Built field after autocreation, but exercise caution.
If you are licensed for Costpoint Purchasing, you can optionally designate the optional employee assigned as "owner" for each unit received in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen or the Enter QC Inspections screen in Costpoint Receiving. Employee data cannot be entered in Costpoint Accounts Payable, either in the Enter PO Vouchers screen or in the Enter A/P Vouchers screen. The property type is optional in an Asset Template and in an Asset Master record.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column may display an optional employee entered in the Employee ID column in the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function (if a template has not been designated). This subtask is available for data entry or edits (via the FA Info pushbutton) from both the Receive Purchase Order and Enter QC Inspections screens of Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation Account and if the account does not have an inventory abbreviation.
If data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column may be blank if a template has not been designated because this field is not available in those screens.
This field can be blank because employee data is not required to save a row in this screen and is not required in an Asset Master record.
You can make changes to this column, but exercise caution. You can enter up to 12 alphanumeric characters. Use Lookup to the Costpoint EMPL table if you need to review the valid employee IDs and names available for selection.
You can enter valid data only from the EMPL table in this field. If you need to enter template "ownership" data for custodians that are not employees, consider using the other user-defined "government" fields in this screen and/or the special-purpose user-defined fields, as applicable. You cannot enter data for the user-defined fields in this screen, but you can use the User-Defined Field Info subtask of the Maintain Asset Master Info screen (or the Maintain Asset User-Defined Info screen) to enter this data after autocreation has taken place. You can alternately use a template in which non-validated custodial data has already been entered in the User-Defined Field Info subtask of the Maintain Asset Template Info screen (or the Maintain Template User-Defined Info screen.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and to achieve the anticipated results.
When you run the final autocreation process, the system populates the Employee field in the Government Info subtask of the Maintain Asset Master Info screen (and the Employee ID field in the Maintain Asset Government Info screen) with data from this column. You can make changes to these fields after autocreation.
This field is not available for data entry.
If you have specified a valid entry in the Employee column in this screen, the system automatically displays the employee name (last, first, MI) from the EMPL table for the displayed employee ID.
If you designated a label for this field in the Govt Labels for Asset Master group box in the Asset Master Field Labels screen, your label automatically displays in this field. A label is not system-required. If you did not set up a label for this field, Govt1 automatically displays. This user-defined field can be used independently from each of the other 14 user-defined government information fields.
This field is optional, both in this screen and in an Asset Master record. There is an equivalent optional Govt1 (or your label) field in the Government Info subtask of the Maintain Asset Template Info screen.
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column may display optional data entered in the Govt1 field in the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function. This subtask is available for data entry or edits (using the FA Info pushbutton) from both the Receive Purchase Order and Enter QC Inspections screens of Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation Account and if the account does not have an inventory abbreviation.
If data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column is blank because this field is not available in those screens.
You can make changes to this column, but exercise caution. You can enter up to 30 alphanumeric characters.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system populates the Govt1 (or your label) field in the Government Info subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Government Info screen) with data from this column. You can make changes to the Govt1 (or your label) field after autocreation, but exercise caution.
Please refer to the documentation for the Govt1 (or your label) column.
Set up location groups in the Location Groups screen and use them to set up location "templates" for pre-established location data. If you do not use the location group functionality, you can enter location data on a field-by-field basis.
This field is optional in this screen. There is an equivalent optional Location Group field in the Location Info subtasks of the Maintain Asset Master Info and Maintain Asset Template Info screens (and in the Maintain Asset Location Info screen).
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), the Location Group column will be blank in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen in Costpoint Receiving.
If you enter a location group in the Additional Receiving Info for Autocreated Fixed Assets subtask, data from the location group will automatically display in the City, State/Province, Country, and Postal Code fields and will overwrite existing data displayed from the Ship ID in this screen.
If data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column may be blank because this field is not available in those screens.
You can make changes to this column, but exercise caution. You may want to use Lookup to review and select the desired location group code.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Location Group field in the Location Info subtask of the Maintain Asset Master Info screen (and to the Asset Master Location Info screen). You can make changes to the Location Group field after autocreation, but exercise caution.
You can enter a city name in this field (and in the Location Info subtasks of the Maintain Asset Master Info and the Maintain Asset Template Info screens) only if you do not specify a location group.
If data displays in the City Name field because you entered a location group, you will not be able to edit it. You must go to the Location Groups screen to make your edits.
If you enter a postal code in the Postal Code field and it has previously been used and saved in the system, the city name associated with the postal code will automatically display in this field as a default city if a location group has not been specified. In this circumstance, you can overwrite the displayed city data as desired and enter non-validated city data.
The City Name field is optional in this screen. There is an equivalent optional City field in the Location Info subtasks of the Maintain Asset Master Info and Maintain Asset Template Info screens (and in the Maintain Asset Location Info screen).
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column may automatically display default data from the Ship ID in the Purchase Order Line. In this circumstance, you will find that one or more of the City, State/Province, Country, and Postal Code fields are populated with data when you first access the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function. This subtask is available for data entry or edits (using the FA Info pushbutton) from both the Receive Purchase Order and Enter QC Inspections screens of Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation Account and if the account does not have an inventory abbreviation.
If you enter a location group in the Additional Receiving Info for Autocreated Fixed Assets subtask, data from the location group will automatically display in the City, State/Province, Country, and Postal Code fields and will overwrite existing data displayed from the Ship ID in this screen.
If data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column is initially blank (as long as a location group or an Asset Template containing this data has not been designated)because this field is not available in those screens.
You can make changes to the city name in this column (provided a location group has not been designated), but you should exercise caution. You can enter up to 25 alphanumeric characters.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the City field in the Location Info subtask of the Maintain Asset Master Info screen (and to the Asset Master Location Info screen). You can change the City field after autocreation (provided a location group has not been designated), but exercise caution.
You can enter state/province data in this field (and in the Location Info subtasks of the Maintain Asset Master Info and the Maintain Asset Template Info screens) only if you do not specify the use of a location group.
If data displays in the State/Province field because you entered a location group, you will not be able to edit it. You must go to the Location Groups screen to make your edits.
If you enter a postal code in the Postal Code field and it has previously been used and saved in the system, the state/province associated with the postal code will automatically display in this field if a location group has not been specified.
The State/Province field is optional, both in this screen and in the Location Info subtasks of the Maintain Asset Master Info and the Maintain Asset Template Info screens (and in the Maintain Asset Location Info screen).
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column may automatically display default data from the Ship ID in the Purchase Order Line. If this is the case, you will find that one or more of the City, State/Province, Country, and Postal Code fields are populated with data when you first access the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function. This subtask is available for data entry or edits (using the FA Info pushbutton) from both the Receive Purchase Order and Enter QC Inspections screens of Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation Account and if the account does not have an inventory abbreviation.
If you enter a location group in the Additional Receiving Info for Autocreated Fixed Assets subtask, data from the location group will automatically display in the City, State/Province, Country, and Postal Code fields and will overwrite existing data displayed from the Ship ID in this screen.
If data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column is initially blank (as long as a location group or an Asset Template containing this data has not been designated)because this field is not available in those screens.
You can make changes to the state/province in this column, provided a location group has not been designated nor a template been specified. You can enter up to 15 alphanumeric characters in this optional field. Use Lookup if you need to review the available state/province abbreviations. You can enter a valid state/province data only from the Mail State table (the Maintain Postal Codes screen in Costpoint System Administration) in this field. If you enter state/province data, you must also enter valid data in the Country field.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the State/Province field in the Location Info subtask of the Maintain Asset Master Info screen (and to the Maintain Asset Location Info screen). You can make changes to the State/Province field after autocreation (provided a location group has not been designated), but exercise caution.
You can enter a postal code in this field (and in the Location Info subtasks of the Maintain Asset Master Info and the Maintain Asset Template Info screens) only if you do not specify the use of a location group.
If data displays in the Postal Code field because you entered a location group, you will not be able to edit it. You must go to the Location Groups screen to make your edits.
If you enter a postal code in the Postal Code field and it has previously been used and saved in the system, the city, state/province, and/or country data associated with the postal code will automatically display in this field if a location group has not been specified.
The Postal Code field is optional, both in this screen and in the Location Info subtasks of the Maintain Asset Master Info and the Maintain Asset Template Info screens (and in the Maintain Asset Location Info screen).
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column may automatically display default data from the Ship ID in the Purchase Order Line. If this is the case, you will find that one or more of the City, State/Province, Country, and Postal Code fields are populated with data when you first access the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function. This subtask is available for data entry or edits (using the FA Info pushbutton) from both the Receive Purchase Order and Enter QC Inspections screens of Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation Account and if the account does not have an inventory abbreviation.
If you enter a location group in the Additional Receiving Info for Autocreated Fixed Assets subtask, data from the location group will automatically display in the City, State/Province, Country, and Postal Code fields and will overwrite existing data displayed from the Ship ID in this screen.
If data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column is initially blank (as long as a location group or an Asset Template containing this data has not been designated) because this field is not available in those screens.
You can make changes to the postal code in this column (provided a location group has not been designated), but exercise caution. You can enter 10 alphanumeric characters in this optional field. Use Lookup if you need to review the available selections.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Postal Code field in the Location Info subtask of the Maintain Asset Master Info screen (and to the Asset Master Location Info screen). You can make changes to the Postal Code field after autocreation (provided a location group has not been designated), but exercise caution.
You can enter a county in this field (and in the Location Info subtasks of the Maintain Asset Master Info and the Maintain Asset Template Info screens). If data displays in the County field because you entered a location group, you will not be able to edit it. You must go to the Location Groups screen to make your edits.
The County field is optional, both in this screen and in the Location Info subtasks of the Maintain Asset Master Info and the Maintain Asset Template Info screens (and in the Maintain Asset Location Info screen).
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column displays the optional county data entered in the County field in the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function (if a location group or an Asset Template containing the county data has not been designated). This subtask is available for data entry or edits (using the FA Info pushbutton) from both the Receive Purchase Order and Enter QC Inspections screens of Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation Account and if the account does not have an inventory abbreviation.
If data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column is initially blank (as long as a location group or an Asset Template containing this data has not been designated) because this field is not available in those screens.
You can make changes this column (provided a location group has not been designated), but exercise caution. You can enter up to 25 alphanumeric characters in this optional field.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the County field in the Location Info subtask of the Maintain Asset Master Info screen (and to the Asset Master Location Info screen). You can make changes to the County field after autocreation (provided a location group has not been designated), but exercise caution.
You can enter a country in this field (and in the Location Info subtasks of the Maintain Asset Master Info and the Maintain Asset Template Info screens) only if you do not specify the use of a location group.
If data displays in the Country field because you entered a location group, you will not be able to edit it. You must go to the Location Groups screen to make your edits.
If you enter a postal code in the Postal Code field and it has previously been used and saved in the system, the country associated with the postal code will automatically display in this field if a location group has not been specified.
The Country field is optional, both in this screen and in the Location Info subtasks of the Maintain Asset Master Info and the Maintain Asset Template Info screens (and in the Maintain Asset Location Info screen).
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column may automatically display default data from the Ship ID in the Purchase Order Line. If this is the case, you will find that one or more of the City, State/Province, Country, and Postal Code fields are populated with data when you first access the Additional Receiving Info for Autocreated Fixed Assets subtask
You can add new data or overwrite this data in the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function. This subtask is available (using the FA Info pushbutton) from both the Receive Purchase Order and Enter QC Inspections screens of Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation Account and if the account does not have an inventory abbreviation.
If you enter a location group in the Additional Receiving Info for Autocreated Fixed Assets subtask, data from the location group will automatically display in the City, State/Province, Country, and Postal Code fields and will overwrite existing data displayed from the Ship ID in this screen.
If data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column is initially blank (as long as a location group or an Asset Template containing this data has not been designated) because this field is not available in those screens.
You can make changes to this column (provided a location group has not been designated), but exercise caution. You can enter up to eight alphanumeric characters in this optional field. Use Lookup if you need to review the available selections.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Country field in the Location Info subtask of the Maintain Asset Master Info screen (and to the Asset Master Location Info screen). You can make changes to the Country field after autocreation (provided a location group has not been designated), but exercise caution.
If you designated a label for this field in the Location Labels for Asset Master group box in the Asset Master Field Labels screen, your label automatically displays in this column. A label is not system-required. If you did not set up a label for this field, "Location1" automatically displays. You can use this user-defined field independently from all other location fields, including Location2 and Location3.
You can enter or edit data in this field (and in an Asset Master and an Asset Template) under all circumstances, even if you have specified the use of a location group that contains Location 1 data. Location codes must first be set up during initialization (or at other times, as necessary) in the Location 1 Codes screen because all entries are system-validated.
This field is optional in this screen. There is an equivalent optional Location 1 (or your label) field in the Location Info subtasks of the Maintain Asset Master Info and Maintain Asset Template Info screens (and in the Maintain Asset Location Info screen).
If data originated in Costpoint Purchasing and/or Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), this column may display data originally entered or edited in the Location 1 (or your label) field in the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function. This subtask is available (using the FA Info pushbutton) from both the Receive Purchase Order and Enter QC Inspections screens of Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation Account and if the account does not have an inventory abbreviation.
If data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column is initially blank (if a location group or an Asset Template containing the city name has not been designated) because this field is not available in those screens.
You can make changes to this column, but exercise caution. You can enter up to eight alphanumeric characters to specify a Location 1 code. Use Lookup if you need to review the available Location 1 codes.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Location 1 (or your label) field in the Location Info subtask of the Maintain Asset Master Info screen (and to the Asset Master Location Info screen). You can make changes to the Location 1 (or your label) field after autocreation, but exercise caution.
Refer to the documentation for the Location1 (or your label) field.
This field is optional in this screen. There is an equivalent optional Long field in the Description group box in the Maintain Asset Master Info and Maintain Asset Template Info screens (and the Long Description field in the Maintain Asset Desc Info screen).
If you are licensed for Costpoint Purchasing/Receiving (regardless of whether the data was captured at the time of receipt or at time of posting), two different options are available. In the Autocreation Settings for PO/Rcvng Data screen, if you leave the Populate the F/A Long Desc field with the data from the PO Line Desc field checkbox blank, the system will not copy the long description (60 characters) from the PO Line to populate the Long Description column in this screen. This column will be left blank.
If you have selected this checkbox, the system will automatically populate the Long Description column in this screen with data from the Description field in the Enter POs screen in Costpoint Purchasing. You can add new data or overwrite this data in the Additional Receiving Info for Autocreated Fixed Assets subtask during the Receiving function. This subtask is available (using the FA Info pushbutton) from both the Receive Purchase Order and Enter QC Inspections screens of Costpoint Receiving if the account combination charged on the PO Line has been set up as an Autocreation Account and if the account does not have an inventory abbreviation.
If data originated in Costpoint Accounts Payable (in either the Enter PO Vouchers or the Enter A/P Vouchers screen), this column is initially blank (if an Asset Template containing this data has not been designated) because this field is not available in those screens. (The full description from the voucher line in the Enter A/P Vouchers screen in Costpoint Accounts Payable automatically displays in the Short Description column in this screen.)
You can make changes to this column, but exercise caution. You can enter up to 60 alphanumeric characters.
This column may already be populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No columns. Please review the detailed information on how templates function relative to autocreation in the documentation section for the Template No column in this screen. It is very important to use the template functionality with caution to preserve the integrity of the autocreated data and achieve the anticipated results.
When you run the final autocreation process, the system copies data from this column to the Long field in the Description group box in the Maintain Asset Master Info screen (and to the Long Description field in the Maintain Asset Desc Info screen). You can make changes to these fields after autocreation, but exercise caution.
Select these pushbuttons to change the status of the Autocr Status column in this screen. Refer to the documentation for the Autocr Status column for more information.
Data displayed in this screen is stored in the AUTOCR_ASSET_EDIT (Asset Autocreation Edit) table.
The following tables are used for lookups and validations:
FA_SETTINGS (Fixed Assets Settings)
FA_BOOK_SETTINGS (Fixed Assets Books Settings)
PROPERTY_TYPE (Property Type)
FA_CLASSIF_CD (Classification Code)
FA_SUBCLASS_CD (Subclass Code)
DEPR_MTHD (Depreciation Method Code)
DEPR_EXP_ALLOC_CD (Depreciation Expense Account Allocation Code)
ACCUM_DEPR_ACCT (Accumulated depreciation Account Code)
FA_LOCATION_GRP (Location Group)
FA_LOCATION (Locations)
FA_FY_INFO (Fixed Assets FY Info)
FA_PD_INFO (Fixed Assets Pd Info)
ACCT (Account)
ORG_ACCT (Organization/Account)
PROJ (Project)
REF_STRUC (Reference Structure)
EMPL (Employee)
MAIL_STATE (Mail State)
VEND (Vendor)
MANUF (Manufacturer)
FA_TEMPLATE (Fixed Assets Template)
FA_TEMPLATE_OTH_BK (Fixed Assets Template Other Books)
FA_LABELS (Fixed Assets Labels)