DISPOSAL INFO

Use this subtask to view disposal data for the Asset Master record after posting a disposal.

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 Disposal 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.

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 the Maintain Asset Master Info screen, regardless of which entry screen methodology you establish for each user.

Note:  For pertinent disposal information, please refer to Special Topic FA-4, "Creating and Posting Disposals."

None of the fields in this screen have a corresponding Asset Template field in which to set up default data.

Note:  The posted Date, posted Time, posting Seq No, and the posting User ID fields in the Posting Info group box will not be copied during the Clone process.

Rule of thumb:  If the System-Generated or Manual field in the Disposal Entry Type group box in this subtask displays "MANUAL," you can change fields in the subtask for an Asset Master record with a Disposal status. If the same field in the Disposal Entry Type group box displays "SYSTEM," you cannot change fields in the subtask for an Asset Master record with a Disposal status.

Warning:  Do not use this screen to initiate a disposal for an active, depreciable, current record. To dispose of an active depreciable Asset Master record, you should always use the Maintain Single Disposal Transactions screen or the Maintain Multiple Disposal Transactions screen. When the disposal is posted, data is automatically written to history and displayed in this screen for all applicable books for system-processed disposals.
For non-depreciable assets for which disposals are not normally posted to the G/L (unless you have selected the Post Disposal to G/L checkbox in the main screen), you can manually enter disposal data in this screen.
You should primarily use this screen to VIEW disposal data for an asset record (either after the disposal has been posted or in the rare instance that historical data has been manually entered during initialization).

Disposal entries for depreciable assets can always be posted to the General Ledger. If you have indicated in the Depr Status group box in the main screen that the record is Non-Depreciable, you can also select the optional Post Disposal to G/L checkbox to allow a disposal entry for a non-depreciable 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 to the Cost and Gain/Loss on Disposal of Fixed Assets accounts because there is no accumulated depreciation associated with a non-depreciable asset.)

Note:  When you first manually add an historical record with a Disposal status, you can edit all fields in the Maintain Asset Master Info screen as needed, before saving the record for the first time.

If you access the saved Disposal record again, however, the radio buttons in the Depr Status and Depr Based On group boxes in the main screen are disabled. In addition, you cannot save edits to fields in the Cost Info, Account Info, G/L Book Info, and Other Books Info (if data previously existed) subtasks because the OK pushbuttons are disabled.

If you have mistakenly entered and saved manual data in the this subtask for a record to which you have assigned a Disposal Record Status in the main screen, you can clear the data from the this subtask and change the Record Status back to Active.

You can enter original data in the Other Books Info subtask for an Asset Master record with a Disposal status only if no data has previously been entered and saved. If the Other Books Info subtask already contains saved data, you cannot edit it if the status is changed to Disposal.

For a disposal record that has been system-generated, you can view the disposal data in this screen after the disposal record entered in the Maintain Single/Multiple Disposal Transactions screens has been posted. In the rare instances that you might have historical disposal data to enter during initialization, you can enter data in this screen at any time, as applicable. Although you can change many of the information fields in this screen at any time for "Manual" disposal types, use extreme caution before you edit data.

Identification

In this group box, you can view the asset number, item number, and short description of the record that was selected in the main screen.

Asset No

This non-editable field displays the asset number from the Maintain Asset Master Info main screen.

Item No

This non-editable field displays the item number from the Maintain Asset Master Info main screen.

Short Desc

This non-editable field displays the short description (if entered) from the Maintain Asset Master Info main screen. To edit the short description or to add a short description, you must do so in the main screen.

Disposal

In this group box, disposal data such as date, price, description, and timing display for a system-posted disposal.

The fields in this group box are editable only for manually entered disposals that might be necessary in the rare circumstance that you must enter historical disposal information during the initialization process. You cannot edit system-generated data that displays in these fields. System-generated data originates in the Maintain Single Disposal Transactions or the Maintain Multiple Disposal Transactions screens and displays in the Disposal and Posting Info group boxes in this screen as a result of postings to the General Ledger.

Date

A disposal date is required in the Maintain Single/Multiple Disposal Transactions screens during data entry. When a disposal is posted, the disposal date from one of those screens displays in this field. Disposal data that displays in Asset Master records as a result of G/L postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this field.

For an historical disposal that was not system-generated, you can manually enter the appropriate data during initialization. In this circumstance, the disposal data is treated as a "Manual" (MANUAL) disposal and manual edits are permitted. For historical data, in the rare circumstance that such an entry is necessary, enter the disposal date in this required field in date format. Although there is no system validation of the disposal date, several system reports and functions use the disposal date as a selection parameter. In addition, you may find that the disposal date is an important field when using Query or when using Impromptu to design custom reports. Because there are no system rules regarding the date entered in this field, you may want to develop some internal rules on the relationship of the date to the actual disposal and its consistency with your entries in the Fiscal Yr, Period, and Subpd fields.

Fiscal Yr

When a disposal entered in the Maintain Single/Multiple Disposal Transactions screens is posted to the G/L, the current fiscal year of the posting displays in this field. Disposal data that displays in Asset Master records as a result of G/L postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this field.

For an historical disposal that was not system-generated, you can manually enter the appropriate data during initialization. In this circumstance, the disposal data is treated as a "Manual" (MANUAL) disposal and manual edits are permitted. For historical data, in the rare circumstance that such an entry is necessary, enter the fiscal year that relates to the disposal in this required field. Although there is no system validation of the fiscal year, several system reports and functions use the disposal fiscal year as a selection parameter. In addition, you may find that the disposal fiscal year is an important field when using Query or when using Impromptu to design custom reports. Because there are no system rules regarding the disposal fiscal year entered in this field, you may want to develop some internal rules on the relationship of the fiscal year to the actual disposal and its consistency with your entries in the Date, Period, and Subpd fields.

Period

When a disposal entered in the Maintain Single/Multiple Disposal Transactions screens is posted to the G/L, the current accounting period of the posting displays in this field. Disposal data that displays in Asset Master records as a result of G/L postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this field.

For an historical disposal that was not system-generated, you can manually enter the appropriate data during initialization. In this circumstance, the disposal data is treated as a "Manual" (MANUAL) disposal and manual edits are permitted. For historical data, in the rare circumstance that such an entry is necessary, enter the accounting period that relates to the disposal in this required field. Although there is no system validation of the disposal accounting period, several system reports and functions use the disposal accounting period year as one of the selection parameters. In addition, you may find that the disposal accounting period is an important field when using Query or when using Impromptu to design custom reports. Because there are no system rules regarding the disposal accounting period entered in this field, you may want to develop some internal rules on the relationship of the accounting period to the actual disposal and its consistency with your entries in the Date, Fiscal Yr, and Subpd fields.

Subpd

When a disposal entered in the Maintain Single/Multiple Disposal Transactions screens is posted to the G/L, the current accounting subperiod of the posting displays in this field. Disposal data that displays in Asset Master records as a result of G/L postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this field.

For an historical disposal that was not system-generated, you can manually enter the appropriate data during initialization. In this circumstance, the disposal data is treated as a "Manual" (MANUAL) disposal and manual edits are permitted. For historical data, in the rare circumstance that such an entry is necessary, enter the subperiod that relates to the disposal in this optional field. Although there is no system validation of the disposal subperiod, several system reports and functions use the disposal subperiod year as one of the selection parameters. In addition, you may find that the disposal subperiod is an important field when using Query or when using Impromptu to design custom reports. Because there are no system rules regarding the disposal subperiod entered in this field, you may want to develop some internal rules on the relationship of the subperiod to the actual disposal and its consistency with your entries in the Date, Fiscal Yr, and Period fields.

Price

The disposal Price is not a required field in the Maintain Single/Multiple Disposal Transactions screens during data entry, and a zero disposal price displays as a default. When a disposal is posted, the disposal price from the Maintain Single/Multiple Disposal Transactions screens displays in this field. Disposal data that displays in Asset Master records as a result of G/L postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this field.

For an historical disposal that was not system-generated, you can manually enter the appropriate data during initialization. In this circumstance, the disposal data is treated as a "Manual" (MANUAL) disposal and manual edits are permitted. For manual entries or edits, use this optional field to enter the anticipated sales price, if any, from the disposal.

For historical data, in the rare circumstance that such an entry is necessary, enter the anticipated disposal sales price, if any, in this optional field.

Desc

A disposal description is not a required field in the Maintain Single/Multiple Disposal Transactions screens during data entry, and blanks display as a default.

When a disposal is posted, the disposal description from the Maintain Single/Multiple Disposal Transactions screens displays in this field. Disposal data that displays in Asset Master records as a result of G/L postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this field.

For an historical disposal that was not system-generated, you can manually enter the appropriate data during initialization. In this circumstance, the disposal data is treated as a "Manual" (MANUAL) disposal and manual edits are permitted. For historical data, in the rare circumstance that such an entry is necessary, enter up to 30 alphanumeric characters to record the disposal description in this optional field.

Disp Type

A disposal type is not a required field in the Maintain Single/Multiple Disposal Transactions screens during data entry, and blanks display as a default. Disposal data, although optional, is validated against disposal types set up during initialization (or thereafter) in the Disposal Types screen.

When a disposal is posted, the disposal type, if entered in the Maintain Single/Multiple Disposal Transactions screen, displays in this field. Disposal data that displays in Asset Master records as a result of G/L postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this field.

For an historical disposal that was not system-generated, you can manually enter the appropriate data during initialization. In this circumstance, the disposal data is treated as a "Manual" (MANUAL) disposal and manual edits are permitted. For historical data, in the rare circumstance that such an entry is necessary, enter up to six alphanumeric characters for the valid disposal type in this optional field or use the drop-down box to select a disposal type.

Doc No

Entry of a disposal document number is optional in the Maintain Single/Multiple Disposal Transactions screens during data entry, and blanks display as a default. When a disposal is posted, the disposal document number from the Maintain Single/Multiple Disposal Transactions screens displays in this field. Disposal data that displays in Asset Master records as a result of G/L postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this field.

For an historical disposal that was not system-generated, you can manually enter the appropriate data during initialization. In this circumstance, the disposal data is treated as a "Manual" (MANUAL) disposal and manual edits are permitted. For historical data, in the rare circumstance that such an entry is necessary, enter up to 20 alphanumeric characters to record the disposal document number in this optional field.

Posting Info

In this group box, posting data displays after disposal data from the Maintain Single/Multiple Disposal Transactions screens has been posted to the General Ledger. These fields are non-editable. 

Date

This field is non-editable, whether the disposal was "System-Generated" or "Manual."

If the display in the Disposal Entry Type group box is "SYSTEM," this field displays the date on which disposal data from the Maintain Single/Multiple Disposal Transactions screens was posted to the General Ledger for this Asset Master record.

If the display in the Disposal Entry Type group box is "MANUAL," this field displays blanks.

Time

This field is non-editable, whether the disposal was "System-Generated" or "Manual."

If the display in the Disposal Entry Type group box is "SYSTEM," this field displays the time that the disposal data from the Maintain Single/Multiple Disposal Transactions screens was posted to the General Ledger for this Asset Master record.

If the display in the Disposal Entry Type group box is "MANUAL," this field displays blanks.

Seq No

This field is non-editable, whether the disposal was "System-Generated" or "Manual."

If the display in the Disposal Entry Type group box is "SYSTEM," this field displays the Fixed Assets posting sequence number created by the system when disposal data from the Maintain Single/Multiple Disposal Transactions screens was posted to the General Ledger for this Asset Master record.

If the display in the Disposal Entry Type group box is "MANUAL," this field displays blanks.

User ID

This field is not available for user entry, whether the disposal was "System-Generated" or "Manual."

If the display in the Disposal Entry Type group box is "SYSTEM," this field displays the user ID associated with the General Ledger entry that posted disposal data from the Maintain Single/Multiple Disposal Transactions screens to the General Ledger for this Asset Master record.

If the display in the Disposal Entry Type group box is "MANUAL," this field displays blanks.

Disposal Entry Type

This field indicates whether the disposal data that displays in this screen was system-generated data or manually entered. If a record has a status of Disposal  and it is marked as a system disposal instead of a manual disposal, the OK pushbutton and certain fields are disabled so that you can no longer make changes to the record. The single field in this group box is not available for user entry.

System-Generated or Manual

This field is non-editable. This field displays "SYSTEM" for system-generated data and "MANUAL" for historical data manually entered in this screen.

Disposal data that displays in Asset Master records as a result of G/L postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this screen.

For an historical disposal that was not system-generated, the disposal data is treated as a "Manual" (MANUAL) disposal and manual entries and you can edit some of the fields in this screen.

Table Window

Note:  For more information on the fields in this table window, and on creating and posting disposals, see the Maintain Single Disposal Transactions screen and Special Topic FA-4, "Creating and Posting Disposals."

In this table window, the following disposal data displays for each book for a system-posted disposal:

System-generated data displays in this table window as a result of postings to the General Ledger and cannot be edited. The data originates from the table window in the Maintain Single/Multiple Disposal Transactions screens. Make certain that data entered in the Maintain Single/Multiple Disposal Transactions screens is accurate before you select the record for processing and posting takes place.

Note:  Disposal data for depreciable assets and non-depreciable assets for which the Post Disposal to G/L checkbox has been selected (in the Depr Status group box of the main screen) can display as a result of postings. In the case of postings for non-depreciable assets for which the Post Disposal to G/L checkbox has been selected, there will be no display in the Accum Depr and Depr Adj columns.

For an historical disposal that was not system-generated, you can manually enter the appropriate data during initialization. In this circumstance, the disposal data is treated as a "Manual" (MANUAL) disposal and manual edits are permitted. 

Warning:  Technically, in this version of Costpoint, you can use the standard Windows Find and Replace functionalities at any child table window screen (including this screen). You can safely use Find because its sole purpose is to help you locate specified data within the table window.
The Replace function, although powerful when used in the proper circumstances, can also be extremely dangerous. The Replace function will change the specified data when you save the table window and will NOT create an audit trail. In addition, dependent data rules within Costpoint can complicate the Replace functionality.
We recommend that you NEVER use the Replace functionality in this screen because this function is inappropriate for the data contained in this table window. Instead, use the Find and Replace functionality from the Asset Master Info Global Change and/or the Asset User-Defined Info Global Change screens. These screens write and store the change details to an audit table, where they can be accessed via Impromptu. For more information about Find and Replace, please see the Basic Functions documentation.

Book No

This column is non-editable. For both system-generated and manual disposals, the system displays a row for Book 1 (G/L Book) and an additional row for each optional book (from 2-10) established in the Books Setup group box of the Fixed Assets Settings screen.

Book Name

This column is non-editable. For both system-generated and manual disposals, the system displays the name of the book that displays in the Book No field. Book numbers and names are established in the Books Setup group box of the Fixed Assets Settings screen.

Cost

You cannot modify the cost value in this column for any book, regardless of whether the disposal entry was system-generated or manually entered. You must make all adjustments to cost in the G/L Book Info subtasks for the G/L Book and the Other Books Info subtask for Books 2-10.

When you enter disposal data in the Maintain Single/Multiple Disposal Transactions screens, the system displays the value(s) from the Total Cost fields in the Cost Info subtask and the Other Books Info subtask, as appropriate, in the Cost column of the Maintain Single/Multiple Disposal Transactions screens. The system uses this value, among others, to compute the gain or loss on a disposal for each book. The results of the gain/loss calculations are displayed in the Maintain Single/Multiple Disposal Transactions screens.

When a disposal is posted, the value(s) in the Cost column from the Maintain Single/Multiple Disposal Transactions screens displays in this column for each book.

When you enter data for an historical disposal record directly in this screen (thus bypassing the posting process), the original asset cost for the G/L Book and any optional books used display in this column.

Accum Depr

You cannot modify the accumulated depreciation value in this column for any book, regardless of whether the disposal entry was system-generated or manually entered. You must make all adjustments to accumulated depreciation in the G/L Book Info subtask for the G/L Book and the Other Books Info subtask for Books 2-10.

When you enter disposal data in the Maintain Single/Multiple Disposal Transactions screens, the system displays the value(s) from the Accum Depreciation fields in the G/L Book Info (Years) and G/L Book Info (Units) subtasks and the Other Books Info subtask, as appropriate, in the Accum Depr columns of the Maintain Single/Multiple Disposal Transactions screens. The system uses this value, among others, to compute the gain or loss on a disposal for each book. The results of the system-computed gain/loss display in the Maintain Single/Multiple Disposal Transactions screens.

When a disposal is posted, the value(s) in the Accum Depr column from the Maintain Single/Multiple Disposal Transactions screens are written to and display in this column for each book.

When you enter data for an historical disposal record directly in this screen (thus bypassing the posting process), the original accumulated depreciation for the G/L Book and any optional books used display in this column.

Gain/Loss

This column is not available for user entry. The values in this column for all books are system-computed, regardless of whether the disposal entry was system-generated or manual, and no edits are permitted. All adjustments to Accum Depreciation and Cost, from which the posted gain/loss is computed, must be made in the G/L Book Info subtasks for the G/L Book and the Other Books Info subtask for Books 2-10.

When you enter disposal data in the Maintain Single/Multiple Disposal Transactions screens, the system computes the expected gain or loss on a disposal for each book. A gain on the disposal displays as a positive value, and a loss on the disposal displays as a negative value. This amount is not the gain or loss that is actually posted to the General Ledger. The disposal's book value is always posted as the gain or loss, regardless of any disposal proceeds.

When a disposal is posted, the value(s) in the Gain/Loss field from the Maintain Single/Multiple Disposal Transactions screens displays in this column for each book.

When you enter data for an historical disposal record directly in this screen (thus bypassing the posting process), the system-computed gain or loss for the G/L Book and any optional books used displays in this column.

Depr Adj

This column is not available for user entry if the disposal was system-generated as a result of G/L postings. This column displays any optional depreciation adjustments entered in the Maintain Single/Multiple Disposal Transactions screens in the Depr Adj column prior to posting. A depreciation adjustment is an optional, manually entered positive or negative value that is used by the system in computing the gain or loss on a disposal for each book.

Timing issues often require depreciation adjustment entries. This type of entry is designed to add to or reduce depreciation expense by debiting and crediting depreciation expense and accumulated depreciation, as appropriate. (One of the most frequently encountered situations requiring a depreciation adjustment occurs when disposal data is communicated "after-the-fact." If, for example, you learn that an asset was disposed of two months ago, you may want to use the depreciation adjustment to reverse two months of depreciation posted to the General Ledger.)

Note:  Additional depreciation expense as an adjustment displays as a positive value in this column because it increases (debits) the depreciation expense account(s) and increases (credits) the accumulated depreciation account during posting. Reduced depreciation expense as an adjustment displays as a negative value in this column because it decreases (credits) the depreciation expense account(s) and decreases (debits) the accumulated depreciation account during posting.

When a disposal is posted, the value(s) in the Depr Adj columns from the Maintain Single/Multiple Disposal Transactions screens displays in this column. You can use a depreciation adjustment to make up for too little or too much depreciation previously booked, before posting a disposal. Rather than returning to the Asset Master screen to enter and post this type of depreciation adjustment, you can enter a depreciation adjustment directly in the Maintain Single Disposal Transactions screen (or the Maintain Multiple Disposal Transactions screen).

Currently, a depreciation adjustment entered in a disposal screen does not have any effect on the gain/loss posted as a result of the disposal. To preserve the audit trail for a depreciation adjustment made in a disposal screen, the depreciation adjustment debits or credits only the depreciation expense and accumulated depreciation accounts, as in a standard depreciation posting. Currently, if you have entered a depreciation adjustment in the Maintain Single/Multiple Disposal Transactions screens, you need to manually make a final G/L entry to move the balance created in the accumulated depreciation account to the gain/loss account.

Note:  As a result of the G/L entry requirement in the preceding circumstances, a cleaner audit trail will result if you enter a change to depreciation (positive or negative) directly in the Current Pd Depreciation field in the G/L Book Info (Years) and G/L Book Info (Units) subtasks of the Maintain Asset Master Info screen or in the G/L Book Current Pd Depreciation column in the Maintain Asset G/L Book Info screen and then post depreciation, rather than enter a depreciation adjustment and post it as a disposal.

For an historical disposal that was not system-generated, you can manually enter the appropriate data during initialization. In this circumstance, the disposal data is treated as a "Manual" (MANUAL) disposal and manual edits are permitted. For historical data, in the rare circumstance that such an entry is necessary, enter up the desired depreciation adjustment value in this optional field.

Table Information

The system stores Asset Master data that displays in the Disposal Info subtask of the Maintain Asset Master Info screen (and in the Maintain Asset Disposal Info screen) in the ASSET Asset), ASSET_OTH_BK_DEPR (Asset Other Books), and ASSET_BOOKS_DISP (Asset Books Disposal) tables, as applicable.

The system stores the label data for the other books in the FA_BOOK_SETTINGS (Fixed Assets Book Settings) table.

The drop-down box in this screen accesses data from the FA_DISP_TYPE (Disposal Type) table, as applicable.