Use this screen to create accumulated depreciation account codes to represent valid account, organization, project, reference 1, and reference 2 combinations, as applicable.
The data in this screen is company-specific and will be available for use only by your company of login. If you have set up multiple companies in Costpoint, you can enter data in this screen for each company only by using the separate company login for each.
You can enter, edit, view, or use data in this screen only for your login company. If you have multiple companies, you cannot view, enter, edit, or use data from this screen for any company other than your company of login.
Assign a code created in this screen to the Code field in the Accumulated Depreciation Account group box in the Account Info for G/L Book subtasks of the Maintain Asset Master Info and Maintain Asset Template Info screens (or the Accum Depr Acct Code in the Maintain Asset Account Info screen). Because many asset records share the same accumulated depreciation account combinations, the ability to identify each combination with a code enhances the efficiency of data entry.
Accumulated depreciation accounts store the credit side of the entry, under normal circumstances, when positive depreciation expense is posted. Accumulated depreciation accounts serve as offsets to the balance sheet asset accounts. The role of the accumulated depreciation account code is to effectively act as a data "limiter." Setting up most combinations in advance eliminates the need to redundantly search through your Chart of Accounts each time you add a record. Once you have established your "catalog" of accumulated depreciation account codes, you can "assign" them to depreciable assets on a record-by-record basis, as desired.
You should set up accumulated depreciation account code data in this screen as one of the first steps in the initialization process since the Code field in the Accumulated Depreciation Account group box is a system-required field for depreciable property in the Account Info for G/L Book subtasks of the Maintain Asset Master Info and Maintain Asset Template Info screens (or in the Maintain Asset Account Info screen). Please refer to Special Topic FA-2, "Initialization Procedures," for additional information.
Accumulated depreciation account information is frequently one of the selection criteria by which you can choose specialized segments from your database records when performing online queries, selecting records for global changes, running standard reports, or designing custom reports using Impromptu.
There are no special rules regarding the types of account/organization/project/reference 1/reference 2 account combinations that can be set up for an accumulated depreciation account code; although, accumulated depreciation account codes are most frequently assigned as offsets to balance sheet account combinations.
When you have completed your edits and/or entries, use the Save button on the toolbar to update the table. During the Save process, the system will delete eligible table rows marked for deletion and will re-order the display sequence.
When you save this screen, the system performs different types of row validations, depending on the fields used to identify the accumulated depreciation account code. Specific information about the types of validations follows in the documentation for each column field. If any rows fail the validation, Costpoint displays a message and allows two options: "OK" and "Cancel." The Cancel option saves no data and returns you to the screen so that you can make edits, as necessary. The OK option saves only valid rows, returns you to the screen, and highlights any invalid rows.
If you plan to add records for depreciable property, you should set up accumulated depreciation account code data in this screen as one of the first steps in the initialization process before you begin to add data in the Maintain Asset Master Info or Maintain Asset Template Info screens. Although you can add to, delete, or change the information in this screen (within the system rules) at any time, use caution in the timing of your edits, which may affect your posting entries as well as the types of records included in system reports.
Enter up to six alphanumeric characters in this required field to establish an accumulated depreciation account code. The codes that you establish for use with your depreciable asset records should be specific to your company requirements. There is no virtual limit to the number of accumulated depreciation account codes that can be set up in this screen.
Enter up to 30 alphanumeric characters in this required field to provide the description for an accumulated depreciation account code. Although only a single character entered in this field fulfills the system requirement for a description, you will find it more beneficial to supply a meaningful description since your entry will display when using Lookup on accumulated depreciation account codes and in reports that use this field.
Enter an account for association with the accumulated depreciation account code in this required column. You can use Lookup if you need to review the available accounts before selecting the appropriate account for use with the accumulated depreciation account code.
As you move to the next column along the table row, the system will validate that the account is a detail account and that it is active. If the account fails one of these validations, you will need to either make corrections to the account or enter a different account.
Enter an organization for association with the accumulated depreciation account code in this required column. You can use Lookup if you need to review the available organizations before selecting the appropriate organization for use with the accumulated depreciation account code.
As you move to the next column along the table row, Costpoint will validate that the organization is active. If the organization fails this validation, you will need to either make corrections to the organization or enter a different organization.
Enter a project for association with the accumulated depreciation account code, as applicable, in this optional column. You can use Lookup if you need to review the available projects before selecting the appropriate project for use with the accumulated depreciation account code.
As you move to the next column along the table row, the system will validate that the project level is valid and active. If the project fails this validation, you will need to either make corrections to the project or enter a different project.
This field is not available for user entry. The system automatically displays the account name that was set up with the account in the Maintain Accounts screen in Costpoint General Ledger. To edit the account name, you must do so in the Maintain Accounts screen.
This field is not available for user entry. Costpoint automatically displays the organization name that was set up with the organization in the Maintain Org Elements screen in Costpoint General Ledger. To edit the organization name, you must do so in the Maintain Org Elements screen.
This field is not available for user entry. The system automatically displays the project name that was set up with the project in the Basic Info screen in Costpoint Project Setup. To edit the project name, you must do so in the Basic Info screen.
Enter the valid Reference 1 number for association with the accumulated depreciation account code, as applicable, in this optional column. You can use Lookup if you need to review the available Reference 1 numbers before selecting the appropriate Reference 1 number for use with the accumulated depreciation account code.
If you designated a different label for Reference 1 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 label for this table column.
As you move to the next column along the table row, Costpoint will validate that the Reference 1 number is valid. If the Reference 1 number fails this validation, you will need to either make corrections to the Reference 1 number or enter a different Reference 1 number.
Enter the valid Reference 2 number for association with the accumulated depreciation account code, as applicable, in this optional column. You can use Lookup if you need to review the available Reference 2 numbers before selecting the appropriate Reference 2 number for use with the accumulated depreciation account code.
If you designated a different label for Reference 2 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 label for this table column.
As you move to the next column along the table row, the system will validate that the Reference 2 number is valid. If the Reference 2 number fails this validation, you will need to either make corrections to the Reference 2 number or enter a different Reference 2 number.
This field is not available for user entry. If you use Reference 1 numbers, the system automatically displays the Reference 1 name that was set up with the Reference 1 number in the Maintain Ref Elements screen in Costpoint General Ledger. To edit the Reference 1 name, you must do so in the Maintain Ref Elements screen.
This field is not available for user entry. If you use Reference 2 numbers, the system automatically displays the Reference 2 name that was set up with the Reference 2 number in the Maintain Ref Elements screen in Costpoint General Ledger. To edit the Reference 2 name, you must do so in the Maintain Ref Elements screen.
The system stores data entered in this screen in the ACCUM_DEPR_ACCT (Accumulated Depreciation Account Code) table.