Use this subtask to enter up to 254 characters of additional information that can be linked with the asset record. The notes list box uses typical Windows technology and supports word-wrap, scrolling, and so on. Notes entered in this screen are saved with the asset record, and can be printed separately or in combination with other Asset Master fields. You can enter notes in this screen whenever you choose.
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 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.
Exception: If you use the direct menu option to access data from the Maintain Asset Desc Info screen, data from the Notes subtask displays in the Notes column of the table window and is not available as a specific menu selection.
In this group box, you can view the asset number, item number, and short description of the record that you are accessing in the Asset Master screens.
This non-editable field displays the asset number from the main screen.
This non-editable field displays the item number from the main screen.
This non-editable 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 254 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).
The system stores the Asset Master data displayed in the Notes subtask of the Maintain Asset Master Info screen (and in the Maintain Asset Desc Info screen) in the ASSET_OTHER_INFO (Asset Other Information) table.