Begin data entry for all types of property in this screen. This includes descriptive information for both depreciable and non-depreciable company-owned property, government property, and/or leased property. Use this screen to enter descriptive information for both new property records and for the initialization of your historical property records.
Use the subtasks of this screen to enter specialized data appropriate to the type of asset record, such as location, government, or book information. Open a subtask by selecting the appropriate pushbutton or by entering the special accelerator key combination. To enter the accelerator key combination for a subtask, hold down the [ALT] key and enter the underlined letter that displays on the pushbutton.
Some system-required fields in an Asset Master record automatically display default values, even if you have not specified the use of an Asset Template. These include the following:
|
Field Name and Default |
Screen Name |
|
Record Status = Active |
Maintain Asset Master Info |
|
Depr Status = Depreciable |
Maintain Asset Master Info |
|
Depr Based on = Years |
Maintain Asset Master Info |
|
Condition = New |
Purchase Info subtask |
|
Auto Calculate Depreciation = Selected |
G/L Book Info subtask |
|
Auto Calc Depr (Y/N) = Y |
Other Books Info subtask |
The following additional fields are required for data entry before an Asset Master record can be saved by the system:
|
Field Name |
Screen Name |
|
Prop Type |
Maintain Asset Master Info |
|
Class Code |
Maintain Asset Master Info |
|
Fiscal Year |
Purchase Info subtask, Acquisition group box |
|
Acct Pd |
Purchase Info subtask, Acquisition group box |
|
Subperiod |
Purchase Info subtask, Acquisition group box |
|
Account |
Account Info for G/L Book subtask, Asset Account group box |
|
Organization |
Account Info for G/L Book subtask, Asset Account group box |
|
Project |
Account Info for G/L Book subtask (if applicable), Asset Account group box |
|
Ref 1 (or your label) |
Account Info for G/L Book subtask (if applicable), Asset Account group box |
|
Ref 2 (or your label) |
Account Info for G/L Book subtask (if applicable), Asset Account group box |
|
Code (Accum Depr Code) |
Account Info for G/L Book subtask (if asset is depreciable), Accumulated Depreciation Account group box |
|
Code (Depr Exp Acct Alloc Code) |
Account Info for G/L Book subtask (if asset is depreciable), Depreciation Expense Account group box |
|
Depr Method Code |
G/L Book Info subtask (if asset is depreciable and depreciable basis is Years), Depr Info group box |
For Established Asset Master Records Only:
You can enter, edit, and view the data from this screen in a table window format by accessing the Maintain Asset Desc Info screen directly from the Asset Master Records menu. An alternate access route to Asset Master subtask data gives you more flexibility in setting up screen security options for users with different access needs.
If screen rights are set up so the user can access the Maintain Asset Master Info screen from the Asset Master Records menu option, this screen and ALL its subtasks are automatically accessible to the user.
If screen rights are NOT set up for the user to access the Maintain Asset Master Info screen, the system administrator can alternately grant or deny access rights using the direct menu option on a screen-by-screen basis, which correlates directly with the data contained in each subtask. In this manner, each user can access only the data from specific subtasks in an Asset Master record.
Although the data displays in columnar form in the table window screen, data entry functionality and data rules for each column are identical to their corresponding fields in this screen, regardless of which entry screen methodology you establish for each user.
You can use the optional Asset Template feature to set up one or more templates in which you can establish "standard" default data for property that shares common characteristics. The template functions only as the mechanism by which template data is automatically imported into an Asset Master record. When you enter a valid template number (and revision number, if applicable) in this screen, all the data from the template automatically displays in the Asset Master record, where it can be edited on a field-by-field basis, as desired. Once the data is imported into this screen, there is no additional functionality for the template.
If you decide to bypass or defer the use of the template capability, you will need to enter data directly in this screen on a field-by-field basis or clone data from existing asset records.
You can use Clone to copy data from an existing Asset Master record to a new record. The Maintain Asset Master Info screen must be the active window. To activate Clone, open the File menu and select the Clone option. Alternately, you can press the [F4] key directly from the keyboard to bring up Clone. A dialog box automatically pops up and displays when you activate Clone.
If you know the asset number and item number of the record that you want to copy from (clone), you can enter these directly in the Clone dialog box. Alternately, if you need to first find the asset/item number that you want to Clone, you can select the Execute pushbutton in the Clone dialog box for a table display of existing Asset Master records. Highlight the desired asset/item number and click on the Select pushbutton.
When you select the Execute pushbutton, the system copies the data and automatically displays the cloned data in the Asset Master record screens. Note that although the copy function is essentially complete (see exception, below), the Asset No and Item No fields will be blank. You can edit the cloned data as needed both before and after you assign the new asset/item number and save the record.
When you are ready to assign identification to the copied data, enter the desired asset number and item number in the Asset No and Item No fields. If the auto numbering process has been activated in the Fixed Asset Settings screen you can leave these fields blank and the system will assign the next sequential asset number with an item number of "00001." Even if auto numbering is enabled, you can always assign the asset/item numbers yourself.
You must save the record to finalize the Clone process. If you select the Save button on the toolbar (or press the [F5] function key), the cloned asset record will be saved and Clone will be deactivated. If you want to save the record as well as clone additional records, open the File option and select the Save/Continue option or press the [F6] function key.
For other book data, select the Other Books pushbutton to display the Other Books Info subtask. Activate Clone, and select the OK pushbutton to return to the Maintain Asset Master Info screen.
For user-defined field data, click on the UDF Info subtask pushbutton to display the User-Defined Fields Info screen. Activate Clone and select the OK pushbutton to return to main screen.
Other book data and user-defined field data will not be copied to the new record during the Save process if you have not activated Clone in the corresponding subtasks
Fields in the Posting Info group box of the Disposal Info subtask will not be cloned. These fields include the posted Date, posted Time, posting Seq No, and the posting User ID.
For a new asset record (both newly-acquired and historical), data may automatically display in many of the Asset Master fields because you have specified the use of a specific Asset Template or because you have designated one specific Asset Template for use as a default (in the Default Template for Asset Master group box in the Fixed Assets Settings screen).
If you decide to take advantage of the template functionality, you should set up the appropriate Asset Templates before you begin to add data in an Asset Master record. Data that has been imported into an Asset Master record via the template mechanism can be overwritten on a field-by-field basis in this subtask, as desired.
You should enter data in this screen and in any applicable subtasks before you calculate depreciation or add inventory, maintenance, or transfer records. Although you can change information in these screens at any time, use caution in the timing of your edits, which can impact the calculation of depreciation as well as the types of records included in system reports.
In this group box, you can enter or view the asset number and item number of the record that you are accessing in the Asset Master screens.
Enter up to 10 alphanumeric characters in this system-required field to designate the asset number for a new record. You should have previously designated the size of this field during initialization in the Length of Asset Number field in the Corporate FA Settings subtask of the Fixed Assets Settings screen. This field, together with the Item No field, supplies the unique identifier for this record.
If you have already established an asset master record, you can use Find if you know the asset number. You can use Query if you need to search for asset records based on specific criteria.
If you have selected the Enable Automatic Numbering for Asset Master Records checkbox in the Fixed Assets Settings screen, the system will automatically assign the next asset number in the specified sequence when you save the record. Note that the system automatically assigns this number by incrementing the right-most numeric digit for the asset number that displays in the Last Asset Number field in the Fixed Assets Settings screen. If the number to be assigned exceeds all nines, the system returns an error and you will need to manually assign an asset number for this record. Note that the system will not automatically increment alphabetic characters during auto-numbering.
Enter up to five numeric characters in this system-required field to designate the item number. This field, together with the Asset No field, supplies the unique identifier for this record. Each asset number must have a unique item number that is greater than zero. Note that if the item number is less than five characters, you do not need to enter leading zeroes in this field.
If you have already established an asset master record, you can use Find if you know the item number. You can use Query if you need to search for asset records based on specific criteria.
If you have selected the Enable Automatic Numbering for Asset Master Records checkbox in the Fixed Assets Settings screen, the system will automatically assign "00001" as the item number when you save the record. If you want an item number other than "00001" to be associated with the asset number assigned by the system, you should enter the desired item number in this field.
Different item numbers coupled with the same asset number are often used to identify asset components when one asset is comprised of more than one item. The decision to use item numbers as distinguishing identifiers is user-specified on a record-by-record basis. You may choose, for example, to record the keyboard, CPU, monitor, and printer components in a computer system using different asset numbers, each with an item number of "00001." Alternately, you may choose to record each component using the same asset number with different item numbers.
In this group box, you will need to specify whether this record is Active, Inactive, or a Disposal. The system default is Active.
If you specify that a record is Inactive, the system will automatically skip over this record for depreciation calculations and for reports that do not specify the inclusion of inactive records. Rendering a record Inactive provides an alternative to deleting the record because you can retain the record for audit purposes and exclude it from reports when you are reconciling your asset record account totals to your General Ledger balances. When you save a record with an Inactive status, the system validates that the current period depreciation and the amount posted are equal to zero. If either of these amounts is greater than zero, indicating that the asset was depreciated during the current period and/or there is still depreciation to post, you will not be able to give the record Inactive status.
The system will automatically skip a record with a Disposal status for depreciation calculations and for reports that do not specify the inclusion of disposal records.
When you enter a disposal in the Maintain Single/Multiple Disposal Transactions screens and subsequently post it to the G/L, the disposal data from that screen displays in the Disposal Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Disposal Info screen. Disposal data that displays in Asset Master records as a result of posting is treated as a "system-generated" disposal and cannot be edited.
If you entered the disposal data directly in the Asset Master record, the data is treated as a "Manual" disposal and can be edited. The Manual disposal entry function was designed primarily for entering historical disposal data during initialization and should be necessary only in rare circumstances. If you enter historical data in the Disposal Info subtask, you must also assign a Disposal status to the record in this field to successfully save the record.
You can enter only original data in the Other Books Info subtask for an Asset Master record with a Disposal status if no data has previously been entered and saved. If the Other Books Info subtask already contains saved data, it cannot be edited if you change the status to Disposal.
If you have designated a Disposal status and have also entered manual data by mistake into the Disposal Info subtask of this screen, you can change the status back to Active if you first delete all manually entered data from the Disposal Info subtask.
For a new asset record, the Active radio button will automatically display as the system default unless you have used a template in which you have selected an Inactive status. You can overwrite either the system default or the default selection from the template, as desired.
For an existing asset record, this field will display the most current data that you added or edited in the asset record or the selection from the latest Asset Template specified in the Template No and Rev No fields, if a template is used. It may not always be easy to identify the source of the Asset Master data because template functionality in this screen and in the Edit Autocreation Transactions screen allows you to overwrite all existing data or to populate only blank fields with template data.
Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality with caution. Although you should take care to preserve the integrity of the data with respect to its source, you always have the ability to edit data in the Asset Master record fields, as needed, regardless of the mode of data entry: manually, using autocreation, and/or via the template mechanism.
You cannot delete an Asset Master record for which a transaction has been posted to the General Ledger. In this circumstance, you can change the record status to Inactive to ensure that it will be retained for audit purposes and to exclude it from reports when you are reconciling your asset record account totals to your General Ledger balances.
In the fields in this group box, you can specify an Asset Template number that will be used as the mechanism to automatically populate the Asset Master record with data from that template.
Use this optional feature to pre-establish one or more templates in which you can designate "standard" default data for property that shares common characteristics. The template functions only as the mechanism by which template data is automatically imported into an Asset Master record. When you enter a valid template number (and revision number, if applicable) in an Asset Master record, data from the template automatically displays in the Asset Master record, where it can be edited on a field-by-field basis, as needed. Once the data is imported into the Asset Master record, there is no additional functionality for the template.
Because not all fields from an Asset Master record are appropriate for setting up default data, there are fewer fields available for data entry in an Asset Template than in an Asset Master record. Substantial capability for the entry of default data exists, however, in over 120 standard template fields and a virtually unlimited number of user-defined fields. Use the template fields to enter a "framework" of descriptive, purchase, location, account, book, government, and user-defined data that can be "imported" automatically into the desired Asset Master record(s).
The primary function of the asset template is to import default data from the template into corresponding fields into an Asset Master record, thus reducing the amount of repetitive data entry in asset records that share mutual attributes. Another important advantage in the Asset Template functionality lies in the ability to incorporate consistent descriptions and data across Asset Master records, thus enhancing the quality of tracking and reporting functions within the system.
The system populates an asset record with template data when the template/revision number entered is validated by the system and when the cursor moves to a different field. The source of the data imported into your Asset Master records is determined by the template/revision number that you specify in the Template No/Rev No fields.
Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality with caution. Although you should take care to preserve the integrity of the data with respect to its source, you always have the ability to edit data in the Asset Master record fields, as needed, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).
Regardless of whether a template was previously specified (in this screen, in Costpoint Receiving, Costpoint Accounts Payable, and/or by means of a default template), you can specify a template/revision number directly in this screen in the Template No field (and Rev No field, as applicable).
Alternately, even if a template number has previously been used to import data (the most recently-specified template will display in the Template No field and Rev No field, 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.
If you bypass or defer the use of the template capability, you will need to enter data directly in the Asset Master record on a field-by-field basis or clone data from existing asset records. You can always set up templates and use this feature as desired at a later time, however.
Alternately, you may want to establish only one template that contains only system-required data. In this circumstance, you can designate this sole template as the system default (in the Default Template for Asset Master group box in the Fixed Assets Settings screen). This methodology, used mostly by small companies, incorporates only one charging and computing scenario and may therefore require additional edits in Asset Master records after you have imported the template data. or this reason, it will be more efficient if you set up individual templates for each different set of default data.
This field is optional, and can remain blank if you do not use the template functionality.
During initialization, you may set up one or more Asset Template records for the purpose of providing defaults required by the system as well as supplying other desired information. For a new asset record, you may find that data automatically displays in many of the fields in the Maintain Asset Master Info screen because you have designated one specific Asset Template for use as a default (in the Default Template for Asset Master group box in Fixed Assets Settings screen).
For a new asset record for which blanks or the designated default template number, if applicable, displays in this field, enter up to 30 alphanumeric characters to designate the desired template number. This field, together with the Rev No field, supplies the unique identifier for the Asset Template record. If you include a revision number in the identifier, you can record subsequent revisions to an original template and retain each earlier version. You can use Lookup to search for and select the desired asset template number. Alternately, you can overwrite a default template by entering blanks in this optional field, thus bypassing the template functionality.
For an existing asset record, this field will either be blank or it will display the default template number or the template number that you have entered or overwritten in this field.
You can enter a valid template number or use Lookup to select one. Once the template and revision number, if applicable, display and you have tabbed past the field, the system automatically brings up the Template Import Parameters dialog box, in which you can select your preferences for importing template data. You have three general options, which you can use to overwrite only blank Asset Master fields, overwrite all Asset Master fields, or cancel the template data import altogether. See the documentation for this dialog box for more information.
Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record fields, as needed, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).
If you do not use templates, this field will be blank. Even if you use the template functionality, this field may be blank if a revision number was not assigned as part of the identifier for a template number.
This field, together with the Template No field, supplies the unique identifier for the template record. A revision number is not required when you set up asset templates. If, however, you have set up a template number with an associated revision number, you must enter the revision number in this field. Use a revision number (associated with a template number) to retain the data from each successive template change, if desired.
For a new asset record for which blanks or the designated default revision number associated with a default template number displays in this field, enter up to three numeric characters to designate the desired revision number, as applicable. You can use Lookup to search for and select the desired template revision number. Alternately, you can overwrite a default template by entering blanks in this optional field, thus bypassing the template functionality.
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.
Once the template and revision number, if applicable, display and you have tabbed past the field, the system automatically brings up the Template Import Parameters dialog box, in which you can select your preferences for importing template data. You have three general options, which you can use to overwrite only blank Asset Master fields, overwrite all Asset Master fields, or cancel the template data import altogether. See the documentation for this dialog box for more information.
The fields in this group box display data concerning the original record entry.
For an existing asset record, this non-editable field displays the identification of the user that originally added the record. For a new asset record, the system will automatically record and display this data after the record is saved.
For an existing asset record, this non-editable field displays the date on which the record was originally added. For a new asset record, the system will automatically record and display this data after the record is saved.
For an existing asset record, this non-editable field displays the time that the record was originally added. For a new asset record, the system will automatically record and display this data after the record is saved.
For an existing asset record, this non-editable field displays the type of original entry. At the current time, the system records only manually added or autocreated entry types.
For manually added records, this field displays "MANUAL."
For autocreated records, this field displays "AUTO-R" if the timing source was "Receipts," "AUTO-P" if the timing source was "Posting," and "AUTO-U" if the row was copied (user-created) in the Edit Autocreation Transactions screen.
For a new asset record, the system will automatically record and display this data after the record is saved.
In the event of a system failure during posting, or if an entry for this asset is currently being posted, the entry's posting sequence number will display in this non-editable field. Identical posting sequence numbers are given to all entries posted in a particular session. A sequence number displays only for entries that were unsuccessfully posted or if the system is in the process of posting the entry. If the record has a posting sequence number, you will not be able to edit, delete, or save it in this screen. After the entry has been successfully posted for the asset, the sequence number will no longer display, and you can edit the record.
In the fields in this group box, you can enter, edit, or view descriptive information for the asset record.
For a new asset record, enter up to 30 alphanumeric characters in this optional field. Although this field is not required, you may want to provide a meaningful asset description because the data entered in this field will display in the Description field on many standard system reports.
You may find that this field is already 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 fields in this screen. Data may have been copied from a default template designated in the Default Template for Asset Master group box in the Fixed Assets Settings screen.
For an existing asset record, this field will display the most current data that you added or edited in the asset record or the selection from the latest Asset Template specified in the Template No/Rev No fields, if a template is used. It may not always be easy to identify the source of the Asset Master data because template functionality in this screen and in the Edit Autocreation Transactions screen allows you to overwrite ALL existing data with template data or to populate only BLANK fields with template data.
Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).
For a new asset record, enter up to 60 alphanumeric characters in this optional field to provide additional descriptive data.
You may find that this field is already 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 fields in this screen. Data may have been copied from a default template designated in the Default Template for Asset Master group box in the Fixed Assets Settings screen.
For an existing asset record, this field will display the most current data that you added or edited in the asset record or the selection from the latest Asset Template specified in the Template No/Rev No fields, if a template is used. It may not always be easy to identify the source of the Asset Master data because template functionality in this screen and in the Edit Autocreation Transactions screen allows you to overwrite ALL existing data with template data or to populate only BLANK fields with template data.
Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record, as needed, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).
For a new asset record, enter up to 254 characters in this optional field to add additional descriptive data, as desired. This "list box" uses typical Windows technology and supports word wrap, scrolling, and so on.
You may find that this field is already 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 fields in this screen. Data may have been copied from a default template designated in the Default Template for Asset Master group box in the Fixed Assets Settings screen.
For an existing asset record, this field will display the most current data that you added or edited in the asset record or the selection from the latest Asset Template specified in the Template No/Rev No fields, if a template is used. It may not always be easy to identify the source of the Asset Master data because template functionality in this screen and in the Edit Autocreation Transactions screen allows you to overwrite ALL existing data with template data or to populate only BLANK fields with template data.
Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record, as needed, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).
In the fields in this group box, you must specify if this record is Depreciable or Non-Depreciable in this system-required field. The system default is Depreciable.
If you specify that a record is Depreciable, additional data will be required by the system, including a valid depreciation method and codes for valid G/L depreciation expense and accumulated depreciation account combinations.
If you specify that a record is Non-Depreciable, the G/L Book and Other Books pushbuttons will automatically be disabled. Note that for many standard system reports you can specify whether non-depreciable assets should be included.
In addition, if you have selected the Non-Depreciable radio button, you can select the Post Disposal to G/L checkbox to allow a future disposal entry for this record to be posted to the General Ledger. (In the case of 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 non-depreciable assets.) The Post Disposal to G/L checkbox will not be available if the depreciation status of the asset is Depreciable because disposal entries for depreciable assets can always be posted to the General Ledger. The default for this checkbox is unchecked.
For a new asset record, the Depreciable radio button will automatically display as the system default unless you have used a template in which you have selected Non-Depreciable. You can overwrite either the system default or the default selection from the template, as desired.
You may find that this field is already 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 fields in this screen. Data may have been copied from a default template designated in the Default Template for Asset Master group box in the Fixed Assets Settings screen.
For an existing asset record, this field will display the latest selection you made when you originally added or edited the asset record or the selection from the latest Asset Template specified in the Template No/Rev No fields, if a template is used. It may not always be easy to identify the source of the Asset Master data because template functionality in this screen and in the Edit Autocreation Transactions screen allows you to overwrite ALL existing data with template data or to populate only BLANK fields with template data.
Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record, as needed, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).
When you change the status of an asset from Depreciable to Non-Depreciable, the following will be disabled:
G/L Book Info subtask(s)
Other Books Info subtask
Code field in the Depreciation Expense Account group box in the Account Info for G/L Book subtask
Code field in the Accumulated Depreciation Account group box in the Account Info for G/L Book subtask
This checkbox is available only if you have specified that the record is Non-Depreciable in the Depr Status group box. The default for this checkbox is unchecked.
If you select this checkbox for a non-depreciable asset, a future disposal entry for this record can be posted to the General Ledger. In the case of 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 select this checkbox for depreciable assets because disposal entries can always be posted to the General Ledger for depreciable assets.
You may find that this field is already 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 fields in this screen. Data may have been copied from a default template designated in the Default Template for Asset Master group box in the Fixed Assets Settings screen.
For an existing asset record, this field will display the latest selection you made when you originally added or edited the asset record or the selection from the latest Asset Template specified in the Template No/Rev No fields, if a template is used. It may not always be easy to identify the source of the Asset Master data because template functionality in this screen and in the Edit Autocreation Transactions screen allows you to overwrite ALL existing data with template data or to populate only BLANK fields with template data.
Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record, as needed, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).
In this group box, you must select the depreciation methodology if you selected the Depreciable radio button in the Depr Status group box.
If you selected the Non-Depreciable radio button in the Depr Status group box, these radio buttons will be grayed out and inaccessible. For depreciable records, you will need to specify the Years, Units of Usage, or Lease Pds base methodology for depreciation in this system-required field. The system default is Years.
Because each of the three base methods (Years, Units, Leases) for depreciating assets uses some specific terminology and concepts that are not mutually shared, the purpose of this radio button is to ensure the display of the appropriate screen when you select the G/L Book pushbutton from this screen.
For a depreciable asset record for which you have selected a Years depreciation base method, the special-purpose G/L Book Info (Years) subtask automatically displays when you select the G/L Book pushbutton.
For a depreciable asset record for which you have selected a Units of Usage depreciation base method, the special-purpose G/L Book Info (Units) subtask automatically displays when you select the G/L Book pushbutton.
For a depreciable asset record for which you have selected a Lease Pds depreciation base method, the special-purpose G/L Book Info (Leases) subtask automatically displays when you select the G/L Book pushbutton.
For a new asset record, the Years radio button will automatically be selected as the system default unless you have used a template in which you have selected a Units of Usage or Lease Pds depreciation base method. You can overwrite either the system default or the default selection from the template, as desired.
You may find that this field is already 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 fields in this screen. Data may have been copied from a default template designated in the Default Template for Asset Master group box in the Fixed Assets Settings screen.
For an existing asset record, this field will display the latest selection you made when you originally added or edited the asset record or the selection from the latest Asset Template specified in the Template No/Rev No fields, if a template is used. It may not always be easy to identify the source of the Asset Master data because template functionality in this screen and in the Edit Autocreation Transactions screen allows you to overwrite ALL existing data with template data or to populate only BLANK fields with template data.
Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record, as needed, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).
In the fields in this group box, you must enter the system-required property type and classification code for the record. You can also enter an optional subclass code.
For a new asset record, enter up to six alphanumeric characters in this system-required field to specify a property type for this record. You can also use the drop-down box to view the available property types and select the desired property type for use with this record. Valid property types are set up during initialization in the Property Types screen.
You may find that this field is already populated with default data from a template. The source of this data may be determined by the template/revision number that displays in the Template No/Rev No fields in this screen. Data may have been copied from a default template designated in the Default Template for Asset Master group box in the Fixed Assets Settings screen.
For an existing asset record, this field will display the latest selection you made when you originally added or edited the asset record or the selection from the latest Asset Template specified in the Template No/Rev No fields, if a template is used. It may not always be easy to identify the source of the Asset Master data because template functionality in this screen and in the Edit Autocreation Transactions screen allows you to overwrite ALL existing data with template data or to populate only BLANK fields with template data.
Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record fields, as needed, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).
For a new asset record, enter up to six alphanumeric characters in this system-required field to specify a classification code for this record. You can also use the drop-down box to view the available classification codes and select the desired classification code for use with this record. Valid classification codes are set up during initialization in the Classification Codes screen.
You may find that this field is already 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 fields in this screen. Data may have been copied from a default template designated in the Default Template for Asset Master group box in the Fixed Assets Settings screen.
For an existing asset record, this field will display the latest selection you made when you originally added or edited the asset record or the selection from the latest Asset Template specified in the Template No/Rev No fields, if a template is used. It may not always be easy to identify the source of the Asset Master data because template functionality in this screen and in the Edit Autocreation Transactions screen allows you to overwrite ALL existing data with template data or to populate only BLANK fields with template data.
Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record, as needed, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).
For a new asset record, enter up to six alphanumeric characters in this optional field to specify a subclass code for this record. You can also use the drop-down box to view the available subclass codes and select the desired subclass code for use with this record. Valid classification codes are set up during initialization in the Subclass Codes screen.
You may find that this field is already 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 fields in this screen. Data may have been copied from a default template designated in the Default Template for Asset Master group box in the Fixed Assets Settings screen For an existing asset record, this field will display the latest selection you made when you originally added or edited the asset record or the selection from the latest Asset Template specified in the Template No/Rev No fields, if a template is used. It may not always be easy to identify the source of the Asset Master data because template functionality in this screen and in the Edit Autocreation Transactions screen allows you to overwrite ALL existing data with template data or to populate only BLANK fields with template data.
Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record, as needed, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).
Select this pushbutton to open the Purchase Info subtask.
You can also enter, edit, and view purchase data by directly accessing the Maintain Asset Purchase Info screen. You can use this alternative data entry screen to directly access the purchase data in an Asset Master record without the need to first open the Maintain Asset Master Info main screen and then open the Purchase Info subtask. Data entry functionality and rules are identical, regardless of which entry screen you use. If you choose the direct menu option, the system administrator can set up screen rights so that the user cannot access this screen and its subtasks but can still edit and view purchase data for an Asset Master record.
Select this pushbutton to open the Cost Info subtask.
You can also enter, edit, and view cost data by directly accessing the Maintain Asset Cost Info screen. You can use this alternative data entry screen to directly access the cost data (for both the G/L book and the optional other books) in an Asset Master record without the need to first open the Maintain Asset Master Info main screen and then open the Cost Info subtask. Data entry functionality and rules are identical, regardless of which entry screen you use. If you choose the direct menu option, the system administrator can set up screen rights so that the user cannot access this screen and its subtasks but can still edit and view cost data for an Asset Master record.
Select this pushbutton to open the Location Info subtask.
You can also enter, edit, and view location data by directly accessing the Maintain Asset Location Info screen. You can use this alternative data entry screen to directly access the location data in an Asset Master record without the need to first open the Maintain Asset Master Info main screen and then open the Location Info subtask. Data entry functionality and rules are identical, regardless of which entry screen you use. If you choose the direct menu option, the system administrator can set up screen rights so that the user cannot access this screen and its subtasks but can still enter location data for an Asset Master record
Use this pushbutton to open the Account Info for G/L Book subtask.
You can also enter, edit, and view purchase data by directly accessing the Maintain Asset Account Info screen. You can use this alternative data entry screen to directly access the account data in an Asset Master record without the need to first open the Maintain Asset Master Info main screen and then open the Account Info for G/L Book subtask. Data entry functionality and rules are identical, regardless of which entry screen you use. If you choose the direct menu option, the system administrator can set up screen rights so that the user cannot access this screen and its subtasks but can still enter account data for an Asset Master record.
Use this pushbutton to open the G/L Book Info (Years), G/L Book Info (Units), and G/L Book Info (Leases) subtasks, as applicable.
You can also enter, edit, and view purchase data by directly accessing the Maintain Asset G/L Book Info screen. You can use this alternative data entry screen to directly access the G/L Book data in an Asset Master record without the need to first open the Maintain Asset Master Info main screen and then open the G/L Book Info subtask(s). Data entry functionality and rules are identical, regardless of which entry screen you use. If you choose the direct menu option, the system administrator can set up screen rights so that the user cannot access this screen and its subtasks but can still edit and view G/L Book data for an Asset Master record.
Select this pushbutton to open the Other Books Info subtask.
You can also enter, edit, and view purchase data by directly accessing the Maintain Asset Other Books Info screen. You can use this alternative data entry screen to directly access the other books data in an Asset Master record without the need to first open the Maintain Asset Master Info main screen and then open the Other Books Info subtask. Data entry functionality and rules are identical, regardless of which entry screen you use. If you choose the direct menu option, the system administrator can set up screen rights so that the user cannot access this screen and its subtasks but can still edit and view other books data for an Asset Master record.
Select this pushbutton to open the Disposal Info subtask.
You can also enter, edit, and view purchase data by directly accessing the Maintain Asset Disposal Info screen. You can use this alternative data entry screen to directly access the disposal data in an Asset Master record without the need to first open the Maintain Asset Master Info main screen and then open the Disposal Info subtask. Data entry functionality and rules are identical, regardless of which entry screen you use. If you choose the direct menu option, the system administrator can set up screen rights so that the user cannot access this screen and its subtasks but can still edit and view disposal data for an Asset Master record.
Select this pushbutton to open the Government Info subtask.
You can also enter, edit, and view "government" data by directly accessing the Maintain Asset Government Info screen. You can use this alternative data entry screen to directly access the government data in an Asset Master record without the need to first open the Maintain Asset Master Info main screen and then open the Government Info subtask. Data entry functionality and rules are identical, regardless of which entry screen you use. If you choose the direct menu option, the system administrator can set up screen rights so that the user cannot access this screen and its subtasks but can still edit and view government data for an Asset Master record.
Use this pushbutton to open the Notes subtask.
You can also enter, edit, and view notes data by directly accessing the Maintain Asset Desc Info screen. You can use this alternative data entry screen to directly access the notes data in an Asset Master record without the need to first open the Maintain Asset Master Info main screen and then open the Notes subtask. Data entry functionality and rules are identical, regardless of which entry screen you use. If you choose the direct menu option, the system administrator can set up screen rights so that the user cannot access this screen and its subtasks but can still edit and view notes data for an Asset Master record.
Use this pushbutton to open the User-Defined Field Info subtask.
You can also enter, edit, and view user-defined data by directly accessing the Maintain Asset User-Defined Info screen. You can use this alternative data entry screen to directly access the user-defined data in an Asset Master record without the need to first open the Maintain Asset Master Info main screen this screen and then open the User-Defined Field Info subtask. Data entry functionality and rules are identical, regardless of which entry screen you use. If you choose the direct menu option, the system administrator can set up screen rights so that the user cannot access this screen and its subtasks but can still edit and view user-defined data for an Asset Master record.
The system stores the Asset Master data displayed in the Maintain Asset Master Info main screen (and in the Maintain Asset Desc Info screen) in the ASSET (Asset) table.
The drop-down boxes in this screen access data from the PROPERTY_TYPE (Property Type), FA_CLASSIF_CD (Classification Code), and FA_SUBCLASS_CD (Subclass Code) tables, as applicable.