Information about depreciation and postings to the General Ledger displays in this screen (if depreciation is based on units) once depreciation for a record has begun. For an existing asset record, you will need to add historical depreciation data in this screen.
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 G/L Book 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 permissible 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 the Maintain Asset Master Info screen, regardless of which entry screen methodology you establish for each user.
When you select the G/L Book pushbutton on the main screen, there are three different versions of this subtask that can display, as follows:
If you have indicated in the main screen that the record is depreciable (by selecting the Depreciable radio button in the Depr Status group box) and that depreciation is based on Units of Usage (in the Depr Based On group box), this subtask, G/L Book Info (Units), displays.
If you have indicated in the Maintain Asset Master Info screen that the record is depreciable (by selecting the Depreciable radio button in the Depr Status group box) and that depreciation is based on Lease Pds (in the Depr Based On group box), the G/L Book Info (Leases) subtask displays.
If you have indicated in the Maintain Asset Master Info screen that the record is depreciable (by selecting the Depreciable radio button in the Depr Status group box) and that depreciation is based on Years (in the Depr Based On group box), the G/L Book Info (Years) subtask displays.
Although you can use up to 10 books in Costpoint Fixed Assets, Book 1 always carries the name "G/L Book," and is automatically designated by the system as the Accounting Book. The G/L Book is the ONLY book that interfaces with the General Ledger by means of depreciation and disposal posting entries. This screen is the G/L Book screen for those assets that use depreciation that is based on units of usage. Additionally, the G/L Book is the only book in which depreciation can be calculated based on units of usage. (Optional books 2-10 only allow for depreciation based on "years" methods.)
There are both system-required and optional fields in this screen.
You should enter data in this screen before you calculate depreciation. Although you can change information in these screens at any time, use caution in the timing of these edits, which can affect the calculation of depreciation as well as the types of records included in system reports.
You may find that the one or more fields in this screen are 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 the main 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 or from a specified template other than the default. Initial data that displays as a result of using a template can be edited as desired.
In this group box, you can view the asset number and item number of the record that was selected in the main screen.
This non-editable field displays the asset number from the main screen.
This non-editable field displays the item number from the main screen.
In this group box, you can activate automatic system depreciation calculations for this record.
Select this checkbox to automatically include this asset record in system calculations of depreciation. If you select this checkbox, the system will automatically compute depreciation each month for eligible assets and will display the results in the Current Pd Depreciation field in this screen. The system default for this checkbox is checked.
If you select this checkbox, the system will also re-set the Current Pd Depreciation field back to zero during the Fixed Assets period close process. Note that you can overwrite the automatic system calculation of depreciation, as desired.
Do not select this checkbox if you want to disable the automatic system calculation of depreciation. In this circumstance, you must manually enter the amount of depreciation in the Current Pd Depreciation field.
In general, if you need to make a one-time adjustment to current depreciation expense, you should manually override the system calculation in the Current Pd Depreciation field rather than change the default for this checkbox. If, however, you want to post a depreciation entry to the General Ledger as a recurring override to system calculations, you should uncheck this checkbox and enter the override amount in the Current Pd Depreciation field.
If you select this checkbox, you must enter data in the Estimated Units Useful Life and Std Depr Rate Per Unit Usage fields before you can save the record.
You may find that this field is already checked or unchecked as a result of the 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 the main 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 may 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 knowledgeably and 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).
In this group box, you can enter, edit, and view units data for this record.
For a new asset record, enter up to nine numeric characters in this system-required field to indicate the estimated units of useful life (such as hours or miles) for this asset. This field is similar to the Total Cost field in the G/L Book Info (Years) subtask, in that it defines the maximum number of units beyond which the system should not calculate depreciation. If you have selected the Auto Calculate Depreciation checkbox, you must enter a value in this field or you will not be able to save the record.
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 the main 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 units of usage depreciation, the system also uses the value in the Amount to Depreciate field as a limiter. The system will not automatically depreciate an amount that is greater than the amount in the Amount to Depreciate field OR will not permit usage entries that would create a value in the Total Units Used field that is greater than the estimated units of useful life.
If you have underestimated the estimated units of useful life in this field, you can edit this field manually, if necessary.
For an existing asset record, this field may 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 knowledgeably and 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). Because system calculations use this field to determine the total limit to depreciation expense, use caution if you change this field for an asset once it has begun depreciating in the system.
For a new asset record, enter up to 10 alphanumeric characters in this optional field to indicate the type of unit for this asset, such as hours, miles, and so on. The value in this field is for data purposes only, and is not used in system calculations.
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 the main 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 may 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 knowledgeably and 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 the depreciation rate per unit of usage in this field.
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 the main 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.
Although this field is not system-required, depreciation calculations cannot take place if you do not enter a value in this field. The system multiples the value from this field times the value in the Current Units Used field to derive the value in the Current Pd Depreciation field. You can enter up to 12 integers and two decimal places (999,999,999,999.99) in this field.
For an existing asset record, this field may 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 knowledgeably and 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 an existing asset record, you can edit the value that displays in this field, as desired. If you have selected the Auto Calculate Depreciation checkbox, however, you must enter a value in this field, or you will not be able to save. Because system calculations use this field to determine current period depreciation expense, use caution if you change this field for an asset once it has begun depreciating in the system.
For a new asset record, this field is blank. There is no corresponding Asset Template field. You should leave this field blank for a new record. This field will be updated during the accounting period close process, in which the value in the Current Units Used field will be added to the value in the Prior Units Used field, and the Current Units Used field will be set back to zero.
When initializing your historical records, you should manually enter the correct value in this field. For both new and historical records, data from this field is added by the system to the data from the Current Units Used field to derive the Total Units Used field calculated total.
For an existing asset record, you can edit data that displays in this field, if needed. Because system depreciation calculations use this data, however, use caution if you change this field for an asset once it has begun depreciating in the system.
For a new asset record, this field is blank. There is no corresponding Asset Template field. In order for system depreciation calculations to take place for units-based assets, you must enter the number of units used in the current accounting period. (The system computes current period depreciation by multiplying the value from this field times the value in the Std Depr Rate Per Unit of Usage field to derive the value in the Current Pd Depreciation field.)
This field will be updated during the accounting period close process, in which the value in the Current Units Used field will be added to the value in the Prior Units Used field, and the Current Units Used field will be set back to zero, unless the Auto Calculate Depreciation checkbox is unchecked. The data in this field is added by the system to the data from the Current Units Used field to derive the Total Units Used field calculated total.
For an existing asset record, you can edit data that displays in this field, if needed. Because system depreciation calculations use this data, however, always use caution if you change this field.
The system automatically totals the values from the Prior Units Used and Current Units Used fields and displays the results in this non-editable field.
In this group box, you can enter a depreciation start date (required for depreciation calculations to take place) and an in-service date (optional).
For a new asset record, this field is blank. There is no corresponding Asset Template field. Enter the depreciation start date for this record in date format in this field. Although this field is not system-required, note that depreciation calculations will not take place if this field is blank, or if this date is later than the end of the "current" Fixed Assets accounting period (indicated in the Posting Settings screen).
If you anticipate a depreciation start date delay, for example, due to installation or, calibration requirements, and so on, you can enter a future date in this field, if desired. In this circumstance, depreciation calculations will not begin until the future date coincides with your current accounting period. The date in this field must be on or before the end of the current accounting period for depreciation calculations to take place. (Specify the "current" period in the Posting Settings screen.)
When entering historical data during initialization, you should enter the date at which depreciation originally began for this record. There are no system restrictions on entering a historical date in this field for units-based assets. During initialization, you may want to develop some internal rules on the use of this field to ensure consistency of data.
For an existing asset record, you can edit data that displays in this field, as desired. Because system calculations use this date to determine if depreciation computations should take place for each record, use caution if you change the depreciation start date for property records once they have begun depreciating in the system.
For a new asset record, this field is blank. There is no corresponding Asset Template field. Enter the in-service date for this record in date format in this optional field.
The value in this field is for data purposes only and is not used in system calculations. (When the system calculates depreciation, the system checks only the date from the Depr Start Date field.) The date in this field can be an historical, current, or future date.
For an existing asset record, you can edit the value that displays in this field, as desired.
In this group box, you can specify a salvage percentage or a salvage value for the asset. For more information on salvage calculations, please refer to the examples of salvage value calculations illustrated in the Percent field in the G/L Book Info (Years) subtask documentation.
For a new asset record, if applicable, enter the salvage value percentage rate to be used in the calculation of salvage and depreciable value in this optional field. You can enter up to three integers and four decimal places in this field.
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 the main 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.
If you enter a salvage value percentage in this field, note that the system automatically computes and displays the equivalent salvage value in the Value field. Alternately, if you do not enter a percentage in this field but instead enter a salvage value amount directly in the Value field, the system will compute and display the equivalent salvage value percentage in this field.
The Percent and Value fields in this group box are reciprocal in that the entry in one field automatically calculates and displays the data in the other field. Data from these fields causes the value in the Total Cost field to be automatically reduced by the salvage value. This reduced amount is automatically displayed in the Amount to Depreciate field, which in turn affects the amount of depreciation calculated by the system. For example, if an asset's cost is $10,000 and its salvage value is 5%, then the amount to depreciate is $9,500 and the system will not permit depreciation in excess of $9,500 for this asset. Do not enter a value in the Percent or Value fields for salvage unless this is the point at which you want the system to stop depreciation.
For an existing asset record, this field may 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 knowledgeably and 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). Because system calculations use this data to determine the manner in which depreciation computations should take place for each record, however, use caution if you change this field for an asset once it has begun depreciating in the system.
Salvage value represents the expectation of value upon the retirement of the asset. It is computed as the salvage value percentage multiplied by the asset's total cost.
For a new asset record, enter the salvage value to be used in the calculation of depreciation in this optional field. You can enter up to 12 integers and two decimal places (999,999,999,999.99) in this field. Blanks may automatically display in this field because there is no corresponding Asset Template field.
If you enter a salvage value in this field, note that the system automatically computes and displays the equivalent salvage value percentage in the Percent field. Alternately, if you do not enter a value in this field but instead enter a salvage value percentage directly in the Percent field, the system will automatically compute and display the equivalent salvage value in this field.
The Percent and Value fields in this group box are reciprocal in that the entry in one field automatically calculates and displays the data in the other field. Data from these fields causes the value in the Total Cost field to be automatically reduced by the salvage value. This reduced amount is automatically displayed in the Amount to Depreciate field, which in turn affects the amount of depreciation calculated by the system. For example, if an asset's cost is $10,000 and its salvage value is 5%, the amount to depreciate is $9,500 and the system will not permit depreciation in excess of $9,500 for this asset. Do not enter a value in the Percent or Value fields for salvage unless this is the point at which you want the system to stop depreciation.
For an existing asset record, you can edit the value that displays in this field, as desired. Because system calculations use this data to determine the manner in which depreciation computations should take place for each record, however, use caution if you change this field for property records once they have begun depreciating in the system.
In this group box, you can enter, edit, and view the results of depreciation calculations and G/L postings.
This field is non-editable. The system automatically displays the cost from the Total Cost field in the Cost Info subtask. If you need to edit the cost, do so in the original field of entry. Because system depreciation calculations use this data, use caution if you change the cost for a record once it has begun depreciating in the system.
This field is non-editable. The system automatically computes and displays an amount equal to the total cost of the asset less any salvage value from the Value field. Be certain to confirm the data in the Percent and Value salvage fields because they directly influence the system calculation of the Amount to Depreciate field. If you have selected the Auto Calculate Depreciation checkbox, the system will not automatically depreciate an amount greater than the amount that displays in this field.
For new records, this field is blank. There is no corresponding Asset Template field. You should leave this field blank for a new record because the system will automatically increase (or possibly decrease) the value in this field by the amount of depreciation posted when the current accounting period is closed. The value in this field will be increased (or decreased) by the amount posted from the Current Pd Depreciation field. The value in this field is equal to the depreciation expense for the current fiscal year, exclusive of the value in the Current Pd Depreciation field.
For both new and historical records, the system will automatically change the value in this field by the amount of depreciation posted when the current accounting period is closed. Data from this field is added to the data from the Prior FY Depreciation and Current Pd Depreciation fields to derive the Accum Depreciation calculated total.
This field will be updated when you perform the Costpoint Fixed Assets period close process on the last period in your fiscal year. The value in the FYTD Depreciation field will be added to the value in the Prior FY Depreciation field and the value in the FYTD Depreciation field will be set back to zero.
For an existing asset record, you can edit the data in this field, if needed. Because system calculations use this data to determine whether depreciation computations should take place (and how they take place) for each record, use caution if you change this field for an asset once it has begun depreciating in the system.
For a new asset record, this field is blank. There is no corresponding Asset Template field. You should leave this field blank for a new record. This field will be updated when you perform the Costpoint Fixed Assets period close process on the last period in your fiscal year, during which the value in the FYTD Depreciation field will be added to the value in the Prior FY Depreciation field, and the FYTD Depreciation field will be set back to zero.
For both new and historical records, data from this field is added by the system to the data from the FYTD Depreciation and Current Pd Depreciation fields to derive the Accum Depreciation field calculated total.
For an existing asset record, you can edit the data in this field, if needed. Because system calculations use this data to determine whether depreciation computations should take place (and how they take place) for each record, use caution if you change this field for an asset once it has begun depreciating in the system.
The system computes current period depreciation expense using the units-of-usage method by multiplying the value in the Current Units Used field by the value in the Std Depr Rate Per Unit of Usage field.
For a new asset record, blanks normally display in this field. There is no corresponding Asset Template field. You should leave this field blank for a new record unless you want to overwrite the system calculation of depreciation for the period. (If you have unchecked the Auto Calculate Depreciation checkbox and you manually entered a value in this field last period, this field should still display the manually entered value.)
This field will automatically be populated by the system when you calculate depreciation for this record, if you have selected the Auto Calculate Depreciation checkbox and the date in the Depr Start Date field is not a future date (later than the end of the current period). (The "current" period is specified in the Posting Settings screen.) Data must also be present in the Current Units Used field and the Std Depr Rate Per Unit of Usage field in order for automatic depreciation calculations to proceed.
You can always make manual entries in this field, regardless of the status of the Auto Calculate Depreciation checkbox, the date in the Depr Start Date field, or missing data in the Current Units Used and Std Depr Rate Per Unit of Usage fields. However, make all manual overwrites with caution.
For both new and historical records, data from this field is added by the system to the data from the FYTD Depreciation and Prior FY Depreciation fields to derive the Accum Depreciation field calculated total. When you close the current accounting period, the value in this field will automatically be set back to zero, unless you have unchecked the Auto Calculate Depreciation checkbox and you manually entered a value in this field last period.
You can perform depreciation calculations multiple times within the same accounting period. If you have made no manual corrections to critical fields (such as asset cost, current units used, rate per unit, and so on), there is no danger that the system will post the same depreciation expense for the same asset in the same accounting period after depreciation is re-calculated.
The system tracks monthly postings for each record and compares the value in the Current Pd Depreciation field with the value in the Amount Posted Curr Pd field. If the values in these fields are equal, there can be no additional postings to the G/L for the period. Only changes to the Current Pd Depreciation field can generate additional positive or negative depreciation expense entries. (Note that changes can take place by means of manual overwrites in this field or as a result of depreciation calculations performed after changes have been made to critical fields.)
As long as the value in the Current Pd Depreciation field is different from the value in the Amount Posted Curr Pd field, the system will, within the same accounting period, always post the value needed to bring the Amount Posted Curr Pd field up to or down to the value in the Current Pd Depreciation field. For example, if you have calculated depreciation and the Current Pd Depreciation field displays $50.00, the amount in the Amount Posted Curr Pd will also displays $50.00 after posting to the General Ledger. If you now change the amount in the Current Pd Depreciation field to $75.00 and post again within the same accounting period, the system will recognize that an additional $25.00 is needed to bring these fields to an equal condition, and will post $25.00 more. After this second posting, the amounts in the Current Pd Depreciation field and the Amount Posted Curr Pd will be equal. When the accounting period is closed, the amount displayed in the Amount Posted Curr Pd field will be added to the amount in the FYTD Depreciation field and the Amount Posted Curr Pd field will be set back to zero.
The value in this field will be posted to the depreciation expense account(s) that you designated for this record in the Depr Exp Acct Alloc Code field in the Maintain Asset Account Info screen (or in the Code field in the Depreciation Expense Account group box of the Account Info for G/L Book subtask).
The system totals the values from the FYTD Depreciation, Prior FY Depreciation, and Current Pd Depreciation fields and displays the results in this non-editable field.
The system subtracts the value in the Accum Depreciation field from the value in the Amount to Depreciate field and displays the results in this non-editable field.
In this group box, you can view the cumulative total of all postings to the General Ledger for the current accounting period.
For all records, both new and historical, blanks display in this non-editable field at the beginning of each accounting period. This field will automatically be populated by the system when you post depreciation for the first time in the accounting period. Subsequent postings of depreciation expense for this record will automatically increase or decrease the value in this field because it displays the cumulative results of all postings for the accounting period. When you close the current accounting period, the value in this field will automatically be set back to zero.
You can perform depreciation calculations multiple times within the same accounting period. If you have made no manual corrections to critical fields (such as asset cost, current units used, rate per unit, and so on), there is no danger that the system will post the same depreciation expense for the same asset in the same accounting period after depreciation is re-calculated.
The system tracks monthly postings for each record and compares the value in the Current Pd Depreciation field with the value in the Amount Posted Curr Pd field. If the values in these fields are equal, there can be no additional postings to the G/L for the period. Only changes to the Current Pd Depreciation field can generate additional positive or negative depreciation expense entries.
As long as the value in the Current Pd Depreciation field is different from the value in the Amount Posted Curr Pd field, the system will, within the same accounting period, always post the value needed to bring the Amount Posted Curr Pd field up to or down to the value in the Current Pd Depreciation field. For example, if you have calculated depreciation and the Current Pd Depreciation field displays $50.00, the amount in the Amount Posted Curr Pd will also displays $50.00 after posting to the General Ledger.
If you now change the amount in the Current Pd Depreciation field to $75.00 and post again within the same accounting period, the system will recognize that an additional $25.00 is needed to bring these fields to an equal condition, and will post $25.00 more. After this second posting, the amounts in the Current Pd Depreciation field and the Amount Posted Curr Pd will be equal. When the accounting period is closed, the amount displayed in the Amount Posted Curr Pd field will be added to the amount in the FYTD Depreciation field and the Amount Posted Curr Pd field will be set back to zero.
The system stores the Asset Master data displayed in the G/L Book Info (Units) subtask of the Maintain Asset Master Info screen (and in the Maintain Asset Master G/L Book Info screen) in the ASSET (Asset) table.