OTHER BOOKS INFO

Information about depreciation parameters and calculations displays in this screen for optional books 2-10. For existing property records, you can optionally add historical depreciation data in this screen if you use additional books.

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 Other Books 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.

Optional books 2-10 are initialized and named in the Books Setup group box of the Fixed Assets Settings screen. (Note that once you have added a Depr Mthd Code in this screen for any book, you will not be able to delete that book from the setup until all asset records for that book have the Depr Mthd Code field blanked in this screen.) You can set up and use each optional book independently, and you can use the books for purposes such as tax depreciation or to review the results of a change in depreciation method.

There is no interface with the General Ledger for Books 2-10 and no postings can occur. The results of depreciation calculations display in this screen for all optional books used, and reports are available to print data by book in a number of different formats. Book 1, which is automatically designated by the system as the "G/L Book," is the ONLY book that interfaces with the General Ledger by means of depreciation and disposal posting entries.

In optional books 2-10, the only basis on which depreciation can be calculated is by years. (For Book 1, you can choose between a Years, Units of Usage, or Lease Pds basis in the Depr Based On group box of the main screen.)

Note: When you first manually add an historical record with a "Disposal" status, all fields in the Asset Master record can be edited as needed, before you save 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 of the Asset Master record are disabled. In addition, edits to fields in the Cost Info, Account Info, G/L Book Info, and Other Books Info (if data previously existed) subtasks cannot be saved in this circumstance because the OK pushbuttons are disabled.

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."

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 your edits, which can affect the calculation of depreciation as well as the types of records included in system reports.

Note: If the Fixed Assets period close process does not successfully complete, the OK pushbutton in this subtask is disabled for active assets and disposals.

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 main screen.

Item No

This non-editable field displays the item number from the main screen.

Short Desc

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.

Table Window

In this table window, you can enter, edit, and view the depreciation parameters and calculations for optional books 2-10.

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, however, although inherently 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 automatically write and store the change details to an audit table, where they can be accessed from Impromptu. For more information about Find and Replace, please see the Basic Functions documentation.

Book No

For a new asset record, enter any pre-established optional book number from 2-10, as desired. (Optional books 2-10 are established in the Books Setup group box of the Fixed Assets Settings screen.) Although optional book data is never system-required, this field must be validated before the row can be saved, if you use additional books. You can use Lookup if you need to view the available book numbers that have been set up.

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 is not editable. You can edit data in other fields from this row, however. If you find that you have added data for an incorrect book number, you cannot change this field; you must delete the row and re-add the row using the correct book number. Always use caution when making changes of this nature.

Book Name

This field is not available for user entry. This field automatically displays the name of each book (from 2-10) established in the Books Setup group box of the Fixed Assets Settings screen. To edit the book name, you must do so in the Books Setup group box of the Fixed Assets Settings screen.

Depr Mthd Code

For a new asset record, enter up to six alphanumeric characters in this system-required field to specify a depreciation method code for this record. Valid depreciation method codes are set up during initialization in the Depr Methods - Basic Setup screen. You can use Lookup if you need to review the available depreciation method codes.

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 depreciation calculations use the depreciation method code from this field, use caution if you change the depreciation method code for property records once they have begun depreciating in the system.

Note: Once you have added a Depr Mthd Code in this screen for any book and have saved the row, you cannot delete that book from the setup until the Depr Mthd Code field is blanked out for that book in all Asset Master and Asset Template records.

Warning: Regardless of the Date of Purchase or Fiscal Year basis assigned to any depreciation method, to ensure the accurate calculation of depreciation, you must set up all FY/Pd data in Costpoint Fixed Assets for the current fiscal year and two future fiscal years. Use the Maintain FA Fiscal Years and Maintain FA Accounting Periods screens to manually enter this data or use the Update FA FY/Pd Info from GL FY/Pd Info screen to copy existing GL data into Costpoint Fixed Assets. You must set up this data as part of your initialization procedures before you compute depreciation for the first time.

Note: If you plan to use the Verify/Update Depr Computation Data utility to verify (and optionally update) data in the Depr Start Date, Curr Depr Yr, and Days/Pds Remaining fields for your historical assets, you must also set up FY/Pd data in Costpoint Fixed Assets for the historical fiscal years that correspond to the Depr Start Date field(s) of the G/L Book Info subtasks (and Other Books Info subtask, as applicable).

If no corresponding FY/Pd data is found in Costpoint Fixed Assets for the fiscal years indicated in the Depr Start Date field(s) of the G/L Book Info subtask (and Other Books Info subtask, as applicable), blanks will display in the Current Pd Depreciation field(s) of the G/L Book Info subtasks and Other Books Info subtask after depreciation is computed for new records.

As a result of this condition, blanks will also display in the report produced by running the Verify/Update Depr Computation Data utility (in the Curr Depr Yr and Days/Pds Remaining fields) for any record for which no corresponding FY/Pd data is found in the Costpoint Fixed Assets for the fiscal year indicated in the Depr Start Date field(s) of the G/L Book Info subtasks (and Other Books Info subtask, as applicable).

Useful Life

For a new asset record, enter up to four numeric characters in this optional field to indicate the useful life for this record.

The value in this field is for data purposes only and is not used in system calculations. (When the system calculates depreciation, the depreciation year and percentage for that year are derived from the depreciation method assigned to the record in Depr Mthd Code field.) For example, if you enter a useful life of five years in this field but your depreciation method uses only three years, the system will not use the value in this field for calculations, but will instead use percentages for three years only, as specified by the depreciation method.

Auto Calc Depr (Y/N)

Enter a "Y" (Yes) in this field to automatically include this record in system calculations of depreciation. If you enable this feature, 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. You can always overwrite the automatic system calculation of depreciation, as desired. If this field displays "Y," the system will also re-set the Current Pd Depreciation field back to zero during the Fixed Assets period close process. The system default for this field is "Y" (Yes).

Enter "N" (No) in this field to disable the automatic system calculation of depreciation. In this circumstance, you will need to manually enter the amount of depreciation to be posted 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 at this field. If, however, you want to post a depreciation entry to the General Ledger as a recurring override to system calculations, enter "N" at this field and enter the override amount in the Current Pd Depreciation 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 specify ALL existing data with template data or to populate only BLANK fields with template data.

Depr Start Date

The relationship between this field and the values in the Current Depr Year and Days/Pds Remaining fields is critical to the accurate calculation of depreciation for new records.

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 Fixed Assets "current" 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 prior to the end of the current accounting period for depreciation calculations to take place.

For an existing asset record, you can edit data that displays in this field. Because system calculations use this date to determine if depreciation computations should take place for each record, use extreme caution if you change the depreciation start date for property records once they have begun depreciating in the system. During initialization, you may want to develop some internal rules on the use of this field to ensure consistency of data.

When entering data for new records or for historical records during the initialization process, there are no system restrictions regarding the appropriateness and/or accuracy of the start date. Because of the important relationship between the start date and the data in the Current Depr Year and Days/Pds Remaining fields, however, you should enter the date at which depreciation originally began for this record (rather than the date at which depreciation is to begin in the Costpoint Fixed Assets).

There are two ways to populate the Current Depr Year and Days/Pds Remaining fields for new records:

You can manually enter this data at the same time you enter data for other Asset Master fields. For this method, you need to be very careful that your entries are correct and "in sync" with the Depr Start Date field.
You can leave these fields blank when you initialize the Asset Master record. When you compute depreciation for the first time, the system will automatically compute and insert the correct values for these fields, based on the Depr Start Date.

Because manually entered data in the Current Depr Year and Days/Pds Remaining fields is especially prone to user error and misinterpretation, you can use the Verify/Update Depr Computation Data screen to assist you in verifying the relationship of these two fields with the Depr Start Date field. You can access this screen in the Utilities menu. You can run it for any range of asset/item numbers.

The utility produces a report, based on the depreciation start date, which shows a side-by-side comparison of both the current values displayed in the Asset Master record and the system-computed values for the Current Depr Year and Days/Pds Remaining fields. You can print the report for all selected records or for exceptions only, which makes discrepancies easier to identify.

After printing the report, you can activate the option in this utility that applies the system-computed values to your asset records. This process updates the existing data in the Current Depr Year and Days/Pds Remaining field by replacing the existing data with the system-computed values. If you do not apply the system-computed values to your data, you may need to manually adjust some values in the Current Depr Year and Days/Pds Remaining fields (or, in some cases, the Depr Start Date field) to ensure the accuracy of depreciation calculations.

Because the Update portion of this utility will overwrite existing data with system-generated data, you should always carefully review and agree with the reported results on a record-by-record basis before performing the Update process. The Update process is similar to posting routines in that the report must first be printed before you can proceed with the Update process. Never run the Update process as a matter of routine unless you are in agreement with the system field changes that will take place in each Asset Master record.

Please refer to the documentation for the Verify/Update Depr Computation Data screen.

Note: Regardless of the Date of Purchase or Fiscal Year basis assigned to any depreciation method, to ensure the accurate calculation of depreciation, you must set up all FY/Pd data in Costpoint Fixed Assets for the current fiscal year and two future fiscal years. Use the Maintain FA Fiscal Years and Maintain FA Accounting Periods screens to manually enter this data or use the Update FA FY/Pd Info From GL FY/Pd Info screen to copy existing GL data into Costpoint Fixed Assets. You must set up this data as part of your initialization procedures before you compute depreciation for the first time.

In-Srvc Date

For a new asset record, this field is blank because 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 only checks 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.

Salvage Percent

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.

If you enter a salvage value percentage in this field, note that the system automatically computes and displays the equivalent salvage value in the Salvage Value field. Alternately, if you do not enter a percentage in this field but instead enter a salvage value amount directly in the Salvage Value field, the system will compute and display the equivalent salvage value percentage in this field.

The Salvage Percent and Salvage Value fields in this table window 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 Salvage Percent or Salvage Value fields for salvage unless this is the point at which you want the system to stop depreciation.

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 property records once they have begun depreciating in the system.

Note: If you select the Subtract Salvage Value Before Calculation checkbox in the Depr Methods - Basic Setup screen (the checkbox is selected by default), the system will subtract the salvage value from the cost of the asset before performing depreciation calculations. If you do not select this checkbox, the system will ignore salvage value from the Salvage Value field when computing depreciation.

Please refer to examples of salvage calculations illustrated in the Percent field of the documentation for the G/L Book Info (Years) subtask.

Salvage Value

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, blanks may automatically display in this field, because there is no corresponding Asset Template field. 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.

If you enter a salvage value in this field, note that the system automatically computes and displays the equivalent salvage value percentage in the Salvage Percent field. Alternately, if you do not enter a value in this field but instead enter a salvage value percentage directly in the Salvage Percent field, the system will automatically compute and display the equivalent salvage value in this field.

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 how depreciation computations should take place for each record, use caution if you change this field for property records once they have begun depreciating in the system.

Note: If you select the Subtract Salvage Value Before Calculation checkbox in the Depr Methods - Basic Setup screen (the checkbox is selected by default), the system will subtract the salvage value from the cost of the asset before performing depreciation calculations. If you do not select this checkbox, the system will ignore salvage value from the Salvage Value field when computing depreciation.

Please refer to examples of salvage calculations illustrated in the Percent field of the documentation for the G/L Book Info (Years) subtask.

Current Depr Year

This field, along with the Days/Pds Remaining and Depr Start Date fields, plays an integral role in the system calculation of depreciation. The value in this field signifies which depreciation year of the asset's useful life is current. As a result of this data, the system can use the appropriate percentage for the current year of life from the depreciation method linked with this record. (Years of useful life and percentages for each year are set up in the Depr Methods - Basic Setup screen.)

For new asset records, this field is blank. There is no corresponding Asset Template field. You can leave this field blank, if desired because the system will automatically insert "1" in this field for a new blank record the first time that depreciation is calculated for this asset. Alternately, you can manually enter the depreciation year (which should be "1" for a new record), if desired. If you enter a value in this field, however, you must also enter a value in the Days/Pds Remaining field, or you will not be able to save the asset record.

This field must be blank for the system to populate it with a "1" the first time that depreciation is calculated for this record. If you have entered any number in this field, the system will not replace your entry during depreciation calculations. Although this field is not system-required, system calculations cannot take place if you have overwritten the system-populated value in this field with blanks. The reason for this is that the system cannot find the appropriate percentage to use from the Depr Methods - Basic Setup screen if the current depreciation year is not specified.

During the initialization of your historical records, you will need to enter the correct current depreciation year for each asset. If, for example, you have an asset for which you have defined a depreciation method with a useful life of five years (the Depr Methods - Basic Setup screen), you should enter the current year of that life (for example, "1," "2," "3," "4," or "5."). In this way, the proper depreciation percentage for the current depreciation year can be used during system calculations.

For both new and historical records, once this field is initialized, the system automatically increases the value in this field when required during the appropriate Fixed Assets period close process. The current year automatically increments during the closing process if there are additional years of useful life remaining for the record, and the Days/Pds Remaining field displays a "1" (for assets using period-based depreciation) or if the number of days remaining is less than or equal to the number of days in the Fixed Assets period being closed (for assets using a Date of Purchase basis with depreciation calculated based on the number of days owned). At the same time, the value in the Days/Pds Remaining field will also change appropriately and automatically.

For an existing asset record, you can edit data that displays in this field, if needed. Because the system uses this data to determine whether depreciation calculations should take place and the manner in which they should take place for each record, however, use caution if you change the current depreciation year for property records once they have begun depreciating in the system.

After printing the report, you can activate the option in this utility that applies the system-computed values to your asset records. This process updates the existing data in the Current Depr Year and Days/Pds Remaining fields by replacing the existing data with the system-computed values. If you do not apply the system-computed values to your data, you may need to manually adjust some values in the Current Depr Year and Days/Pds Remaining fields (or, in some cases, the Depr Start Date field) to ensure the accuracy of depreciation calculations.

Because the Update portion of this utility will overwrite your existing data with system-generated data, you should always carefully review and agree with the reported results on a record-by-record basis before performing the Update process. The Update process is similar to posting routines in that the report must first be printed before you can run the Update. Never run the Update process as a matter of routine unless you are in agreement with the system field changes that will take place in each Asset Master record.

Please refer the documentation for the Verify/Update Depr Computation Data screen.

Days/Pds Remaining

This field, along with the Current Depr Year and Depr Start Date fields, plays an integral role in the system calculation of depreciation. The value in this field indicates the number of days or periods remaining in the current depreciation year of the asset's useful life. (Years of useful life and percentages for each year are set up in the Depr Methods - Basic Setup screen and percentages by accounting period are set up in the FY/Pd Settings screen.)

For a new asset record, this field is blank. There is no corresponding Asset Template field. You can leave this field blank, if desired because the system will automatically place the correct value in this field for a new blank record the first time that depreciation is calculated for this asset Alternately, you can manually enter the days or periods remaining in this field, if desired.

The value in this field will most likely be different, depending on the Date of Purchase (DP) or Fiscal Year (FY) basis assigned to the depreciation method for this asset.

If you have linked a DP basis for depreciation method with this record, the value in this field should reflect the number of periods remaining in the current purchase year. The number of periods remaining cannot be greater than 18.
If you have linked a FY basis for depreciation method with this record, the value in this field should reflect the number of periods remaining in the current fiscal year.

This field must be blank for the system to populate it the first time that depreciation is calculated for this record. If you have entered any number in this field, the system will not replace your entry during depreciation calculations. Although this field is not system-required, system calculations cannot take place if you have overwritten the system-populated value in this field with blanks. The reason for this is that the system cannot depreciate correctly for the current period if the Days/Pds Remaining field is not specified.

During the initialization of your historical records, you will need to enter the correct periods remaining for each asset. Please refer to Special Topic FA-3, "Calculate Depreciation," for additional information on how to correctly initialize this field.

For both new and historical records, once this field is initialized, the system automatically decrements the value as required during each accounting period close process. The current year automatically increments during the closing process if there are additional years of useful life remaining for the record, and the Days/Pds Remaining field displays a "1" (for assets using period-based depreciation), or if the number of days remaining is less than or equal to the number of days in the Fixed Assets period being closed (for assets using a Date of Purchase basis with depreciation calculated based on the number of days owned). At the same time, when the value in the current year increments, the value in the Days/Pds Remaining field will also change automatically and appropriately for the basis used (DP or FY).

For an existing asset record, you can edit data that displays 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 property records once they have begun depreciating in the system.

After printing the report, you can activate the option in this utility that applies the system-computed values to your asset records. This process updates the existing data in the Current Depr Year and Days/Pds Remaining fields by replacing the existing data with the system-computed values. If you do not apply the system-computed values to your data, you may need to manually adjust some values in the Current Depr Year and Days/Pds Remaining fields (or, in some cases, the Depr Start Date field) to ensure the accuracy of depreciation calculations.

Because the Update portion of this utility will overwrite your existing data with system-generated data, you should always carefully review and agree with the reported results on a record-by-record basis before performing the Update process. The Update process is similar to posting routines in that the report must first be printed before you can proceed with the Update process. Never run the Update process as a matter of routine unless you are in agreement with the system field changes that will take place in each Asset Master record.

Please refer to the documentation for the Verify/Update Depr Computation Data screen.

Total Cost

For a new asset record, this field automatically displays the cost from the Total Cost field in the Cost Info subtask as a default. You can edit the total cost in this screen, if necessary, on a book-by-book basis. Because system depreciation calculations use this data, however, use caution if you change the cost for a record once it has begun depreciating in the system.

For an existing asset record, you can edit data that displays in this field.

Note: When you first add and save an Asset Master record, the Total Cost value from this subtask automatically displays as the default total cost for all optional books in the Other Books Info subtask. However, you can always assign a different cost basis for each optional book (for purposes of stepped-up depreciation basis, and so on), if desired.

The following message frequently displays when exiting from the Cost Info subtask:

"The Other Books Info subtask needs to be activated in order to update its cost information."

This message displays to remind you of the rules regarding updates to cost data for optional books 2-10 in the Other Books Info subtask.

When data for an Asset Master record is originally added and saved, the Total Cost amount from the Cost Info subtask automatically defaults in the Total Cost column for all other optional books used at the time that you first activate each new line in the Other Books Info subtask. The purpose for this default feature is to save you some data entry because, for the majority of users, the G/L Book cost amount is the same for the optional books. The information message above automatically displays at the time you exit from the Cost Info subtask of the Maintain Asset Master Info screen, regardless of whether you use any optional books.

The information message above also automatically displays when you re-access the Cost Info subtask after the Asset Master record has been saved. If you change the cost in the Cost Info subtask after the record has been saved, the message reminds you that your change to the Total Cost field will be in effect only for the G/L Book unless you also open the Other Books Info subtask from the Maintain Asset Master Info screen. When you open the Other Books Info subtask, your change to the Total Cost field in the Cost Info subtask will also be written to the Total Cost column for any optional books in the Other Books Info subtask for which the cost amount matched before the change. In this circumstance, your change to Total Cost in the Cost Info subtask will NOT automatically be written to the Total Cost column for any optional books that did not match the cost amount before the change. (Note that if you now want the revised Total Cost value for the G/L Book to also be the cost for all optional books used, regardless of whether they matched before the change, you will need to enter the revised cost manually in the Other Books Info subtask for applicable optional books.)

If you have the Other Books Info subtask open before you change the Total Cost field in the Cost Info subtask, the information message above will not display, and the change to the Total Cost field will not be written to the Total Cost column for any optional books in the Other Books Info subtask (for which the cost amount matched before the change).

If you change the Total Cost field in the Cost Info subtask and you do not activate the Other Books Info subtask when the information message above displays, your change to the Total Cost field will not be written to the Total Cost column for any optional books in the Other Books Info subtask (for which the cost amount matched before the change.)

Amount To Depreciate

This field is not available for user entry. The system automatically computes and displays an amount equal to the total cost of the asset less any salvage value from the Salvage Value field. Be certain to confirm the data in the Salvage Percent and Salvage Value fields, because they directly influence the system calculation of the Amount To Depreciate field. If you have selected the Auto Calculate checkbox, the system will not automatically depreciate an amount that is greater than the amount that displays in this field.

FYTD Depreciation

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, because the system will automatically increase (or possibly decrease) the value in this field by the amount of Current Pd Depreciation when the Fixed Assets current period is closed. 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. After the current Fixed Assets period is closed, the Current Pd Depreciation should automatically display in this field, regardless of the basis (Date of Purchase or Fiscal Year) associated with the depreciation

If you use a Date of Purchase basis for the depreciation method associated with this record, however, the value in this field will be different from the value in the Amount Taken Purchase YTD field, except when the date of purchase coincides with the start of your fiscal year. (If you use a Fiscal Year basis for the depreciation method associated with this record, the Amount Taken Purchase YTD field will be unavailable.) The FYTD Depreciation field displays fiscal year data, while the Amount Taken Purchase YTD field displays purchase year data.

When initializing your historical records, enter the correct value in this field. Please refer to Special Topic FA-3, "Calculate Depreciation," for additional information on how to correctly initialize this field.

For both new and historical records, the system will automatically change the value in this field by the amount of depreciation that displays in the Current Pd Depreciation field when the current Fixed Assets 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 automatically be updated during the Costpoint Fixed Assets close process when you close the last period of your fiscal year. 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 an existing asset record, you can edit data that displays in this field, if needed. Because the system uses this data to determine whether depreciation calculations should take place and the manner in which they 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.

Prior FY Depreciation

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 automatically be updated when you run the Fixed Assets close process in the last period in your fiscal year, in 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.

Please refer to Special Topic FA-3, "Calculate Depreciation," for additional information on how to correctly initialize this field.

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.

Annual Depreciation

For a new asset record, blanks display initially 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 annual depreciation.

This field will automatically be populated by the system when you calculate depreciation for this record, if the Auto Calc Depr (Y/N) column displays "Y" and the date in the Depr Start Date field is not a future date (later than the end of the current period). You can always make manual entries in this field, regardless of the status of the Auto Calc Depr (Y/N) column and the date in the Depr Start Date field. Make manual overwrites with caution, however.

For both new and historical records, data from this field is used by the system during system depreciation calculations. 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, annual depreciation, current depreciation year, periods remaining, and so on), there is no danger that the system will calculate a different annual depreciation value for the same asset in the same accounting period.

Annual depreciation expense is computed based on total cost (or cost minus salvage value) times the depreciation percentage (from the depreciation method assigned to the asset) for the year specified in the Current Depr Year field.

For an existing asset record, you can edit data that displays 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 record once it has begun depreciating in the system.

Current Pd Depreciation

For a new asset record, blanks display initially in this field in most cases. There is no corresponding Asset Template field. (If you have entered "N" in the Auto Calc Depr (Y/N) column and you manually entered a value in this field last period, this field should still display the manually entered value.) You should leave this field blank for a new record unless you want to overwrite the system calculation of depreciation for the period.

This field will automatically be populated by the system when you calculate depreciation for this record, if the Auto Calc Depr (Y/N) column displays "Y" 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.) You can always make annual entries in this field, regardless of the status of the Auto Calc Depr (Y/N) column and the date in the Depr Start Date field. Make manual overwrites with caution, however.

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 set the Auto Calc Depr (Y/N) column to "N."

You can perform depreciation calculations multiple times within the same Fixed Assets period. If you have made no manual corrections to critical fields (such as asset cost, annual depreciation, current depreciation year, periods remaining, and so on), there is no danger that the depreciation expense for the same asset in the same accounting period will be different after depreciation is re-calculated.

The system computes current period depreciation expense using the Date of Purchase) (DP) or Fiscal Year (FY) basis assigned to each depreciation method (established in Depr Method Codes - Basic Setup screen). The basic premise for depreciation calculations in which the catch-up amount is spread among remaining periods is as follows:

If you have linked a DP basis for depreciation method with the asset, this field will display the annual depreciation expense less the amount taken this purchase year divided by the number of periods in the calendar year.
If you have linked a FY basis for depreciation method with the asset, this field will display the annual depreciation expense less the FYTD amount divided by the number of periods remaining in the fiscal year.

Note: Actual depreciation calculations may be more complex than this simplified explanation because you may have selected to use "catch-up" depreciation calculations in the current period or to compute depreciation on a "days" basis.

In the following simplified example, consider the differences in current period depreciation calculations for a $9,000 asset, useful life of five years, no salvage value, using straight-line depreciation, for both the FY and DP basis. For this example, the current fiscal year is CY 2002, the current accounting period is 10, the number of accounting periods in the fiscal year is 12, and the start date is 10-01-02.

	*DP (Date of Purchase)*	*FY (Fiscal Year)*
Asset Cost	$9,000	$9,000
Annual Depreciation	$1,800	$1,800
Current Pd Depreciation	$ 150	$ 600

Note: The computed annual depreciation expense is identical for both the DP and FY basis. The current period depreciation expense, however, is different.

When the Date of Purchase basis for depreciation is used, the annual depreciation expense of $1,800 is divided by the number of accounting periods (12). One period of expense is charged for the current period, irrespective of the fiscal year. The depreciation year begins at the date in the Depr Start Date field (10-01-02).

When the Fiscal Year basis for depreciation is used, the annual depreciation expense of $1,800 is divided by the number of accounting periods remaining in the fiscal year. In the example, there are only three accounting periods remaining in the fiscal year over which to spread the annual depreciation cost of $1,800.

Note: The date in the Depr Start Date field does not influence the start of the depreciation year until the date window coincides with the current accounting period. If the end of the accounting period occurs before the depreciation start date, the system will not calculate depreciation for this record.

For an existing asset record, you can edit data that displays in this field, if needed, but all edits should be made with caution.

Accum Depreciation

The system automatically totals the values from the FYTD Depreciation, Prior FY Depreciation, and Current Pd Depreciation fields and displays the results in this non-editable field.

Book Value

The system automatically 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.

Amount Taken Purchase YTD

This field, along with the Current Depr Year and the Days/Pds Remaining fields, plays an integral role in the system calculation of depreciation for methods using the Date of Purchase basis.

This field is active only for depreciation methods that use the Date of Purchase basis. You must select a DP or FY basis in the Depreciation Methods - Basic Setup screen when you set up each depreciation method.

If the method from the Depr Mthd Code field in this screen indicates a method that uses a DP basis, this field is active.
If the method from the Depr Mthd Code field in this screen indicates a method that uses a FY basis, this field is not active.

The value in this field will be different from the value in the FYTD Depreciation field except when the date of purchase coincides with the start of your fiscal year. The Amount Taken Purchase YTD field displays purchase year data, while the FYTD Depreciation field displays fiscal year data.

During the initialization of your historical records, for records linked to depreciation methods that use the Date of Purchase basis for depreciation, you should enter the correct value in this field for the current purchase year of the asset. Please refer to Special Topic FA-3, "Calculate Depreciation," for additional information on how to correctly initialize this field.

For both new and historical records, the system will automatically change the value in this field by the amount of depreciation expense that displays in the Current Pd Depreciation field when the current Fixed Assets period is closed.

For an existing asset record, you can edit data that displays 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 record once it has begun depreciating in the system.

Table Information

The system stores the Asset Master data displayed in the Other Books Info subtask of the Maintain Asset Master Info screen (and in the Maintain Asset Other Books Info screen) in the ASSET_OTH_BK_DEPR (Asset Other Books) table.

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

Lookup in this screen accesses data from the DEPR_MTHD (Depreciation Method Codes) table.