Use this subtask to enter "government" (or other information) for 4 standard fields and 15 user-defined fields for both new property records and for the initialization of your historical property records.
The system default labels reference "government" only as a matter of convenience and organization. Because these field names are user-defined, you can use these fields to hold data for any asset type, including company-owned property and other "non-government" property, as desired. You can edit the column name in the Asset Master Field Labels 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 Government 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.
There are no system-required fields in this screen.
Each field in this screen has a corresponding field in an Asset Template record, with the exception of the Acq Date field. Consequently, you may find that 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 that the default. You can edit the initial data that displays as a result of using a template as desired.
Although you can enter and change the information in this screen at any time, use caution in the timing of your data edits, which may affect the types of records included in system reports.
In this group box, you can view the asset number and item number of the record that you are accessing in the screens of the Asset Master Records menu.
This field is not available for user entry. This field displays the asset number from the main screen.
This field is not available for user entry. This field displays the item number from the main screen.
This field is not available for user entry. This field displays the short description, if entered, from the main screen. To edit the short description or to add a short description, you must do so in the main screen.
For a new asset record, enter up to 20 alphanumeric characters in this optional 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 of the main screen and in an Asset Master record. 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 up to 30 alphanumeric characters in this optional field.
Because the tag number may have originated in Costpoint Receiving using the autocreation function, you should take care to preserve the integrity of the data with respect to its source. You can edit this field.
For a new asset record, enter up to four numeric characters in this optional field in year format (for example, 2002).
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 of 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, blanks display in this field. There is no corresponding Asset Template field. Enter the acquisition date that relates to the purchase (or acquisition date) for this property record in date format in this optional field.
The acquisition date displays both in this field and in the Date field of the Acquisition group box of the Purchase Info subtask. If you have entered a date in the Date field in the Acquisition group box of the Purchase Info subtask, the date from that field displays in this field, where it can be overwritten. Conversely, overwrites to the date in this field display in the Date field of the Acquisition group box of the Purchase Info subtask.
Although there is no system validation of the acquisition date, you should note that several standard system reports use the acquisition date as one of the report selection parameters. In addition, you may find that the acquisition date is an important field when using Query or when designing user-specific output with Impromptu.
If you enter data in this field, you may want to develop some internal rules on its use because there are four additional (optional) date fields in the Purchase Info subtask: PO Date, Receipt Date, Inv Date, and Vchr Date.
For an existing asset record, you can edit data that displays in this field, or you can add data to a blank field, as desired. Although there are no system rules regarding the date entered in this field, the date entered in this field relate to the acquisition of the property should be consistent with your entries in the required Fiscal Year, Acct Pd, and Subperiod fields of the Purchase Info subtask.
For a new asset record, enter up to 12 alphanumeric characters in this optional field to assign a valid employee ID "owner" to the asset. Valid employees are set up in Costpoint Payroll. You can use Lookup if you need to review the available employees.
For an existing asset record, this field will display the selection you made when you originally added the record. You can edit the data that displays in this field, as desired, within the valid range of employees from the EMPL table.
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 of the main screen and in an Asset Master record. 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).
This field can contain blanks because custodial data is not required to save a row in this screen and is not required in an Asset Master record.
You can enter valid data only from the EMPL table in this field. If you need to enter asset "ownership" data for custodians that are not employees, you should use the other user-defined "government" fields in this screen and/or the user-defined fields in the User-Defined Info subtask of the Maintain Asset Template Info screen (or the Maintain Template User-Defined Info screen).
This field is not available for data entry or edits.
If you have specified a valid entry in the Employee field in this screen, the system displays the employee name (last, first, MI) for the displayed employee ID.
If you designated a label for Field 1 in the Govt Labels for Asset Master group box of the Asset Master Field Labels screen, your label description for Field 1 displays at this field. Note that it is not a system requirement that you establish a label for this field. If you did not set up a label for Field 1, Govt1 displays at this field.
For a new asset record, enter up to 30 alphanumeric characters in this optional 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 of 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).
Please refer to the documentation for the Govt1 (or your label) column.
The system stores the Asset Master data displayed in the Government Info subtask of the Maintain Asset Master Info screen (and in the Maintain Asset Government Info screen) in the ASSET (Asset) and ASSET_OTHER_INFO (Asset Other Information) tables.
The system stores the user-defined labels data for the government fields in the FA_LABELS (Fixed Assets Labels) table.
Lookup in this screen accesses data from the EMPL (Employee) table.