Use this subtask to enter, edit, and view user-defined data for an Asset Master record.
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 User-Defined 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 s in the Maintain Asset Master Info screen, regardless of which entry screen methodology you establish for each user.
Four types of optional user-defined information can be entered: Date, Numeric, Text, and Validated Text data.
You can use user-defined data functionality to record additional information that may be specific to your company for which there are no system-defined standard fields with the desired terminology. The primary advantage in using validated text data lies in the consistency of the entry format and the subsequent ability to print reports that use this consistent data format. When setting up validated text, you can define your own valid entries or you can select a field from an existing Costpoint table as the source for data validation.
Before you can enter user-defined data in this screen, you must first initialize the user-defined label information in the User-Defined Labels screen. Setup includes the label type, the label name, the sequence number that controls the order of the label display, a short description for the label, and whether data entry for the label should be required entry. If none of the labels have been designated as required, user-defined data entry in this screen is optional. You can also designate during setup if the label should accommodate validated text or access the designated field from the selected Costpoint validation table; if you have selected the validated text option for the label, you must also establish the data to be validated against.
Each column in this screen has a corresponding column in an Asset Template record. 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 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 or from a specified template other than the default. You can edit the initial data that displays as a result of using a template.
You can enter and edit data in this screen at any time after you have established the label initialization data in the User-Defined Labels screen. Although you can change the information in this screen at any time, use caution in the timing of your edits, which may affect the types of records included in system-generated and/or user-defined reports.
If you plan to use templates, you should enter Asset Template data before you begin to establish your Asset Master records. You can use template functionality at any time, however. Although you can change the information in this screen at any time, use caution in the timing of your edits, which may affect the types of records included in system reports.
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.
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.
In this table window, you can enter or edit data for each label that displays, as desired. (If the label has been set as required in the User-Defined Labels screen, however, data entry for the label is required in this screen.) User-defined labels must first be initialized in the User-Defined Labels screen. The labels from that screen display in this table window along with the short help description.
If the label has been set up to use validated text, you must select from user-defined validated text data that displays when you access Lookup. If the label has been set up to validate against Costpoint data, you must select from the data that displays when using Lookup.
This field is not available for user entry. This column displays the data type for the label initialized in the User-Defined Labels screen. The data types available for setup are "D" (Date), "N" (Numeric), or "T" (Text).
This field is not available for user entry. This column displays the labels initialized in the User-Defined Labels screen in the designated sequence order. The Short Help Description that was initialized with each label during setup displays for the selected label to guide you in entering the user-defined data.
Enter user-defined data in this column.
If the label has been set up as type "D" (Date) in the User-Defined Labels screen, for a new asset record, enter the user-defined data in date format. If the Required column for this row displays "Y," a date for this row is required before you can save the asset record. The Validated Text column will display "N" for a "D" type label. For an existing asset record, you can edit data that displays in this column. If the user-defined label has not been designated as required, you can add new data to a previously blank column, as desired.
If the label has been set up as type "N" (Numeric) in the User-Defined Labels screen, for a new asset record, enter the user-defined data in numeric format. You can enter up to 12 numeric characters and two decimal characters (999,999,999,999.99) in this column. If the Required column for this row displays "Y," numeric data for this row is required before you can save the asset record. (Although only a single numeric character entered in this column fulfills the system requirement for data entry, you will find it more beneficial to supply meaningful data because your entry will display in the Asset Master record and in reports that use this column.) The Validated Text column will display "N" for an "N" type label. For an existing asset record, you can edit data that displays in this column. If the user-defined label has not been designated as required, you can add new data to a previously blank column, as desired.
If the label has been set up as type "T" (Text) in the User-Defined Labels screen and the label does not required validated data, enter up to 30 alphanumeric characters of data in text format for a new asset record. If the user-defined label has not been designated as required, you can edit data that displays in this column for an existing asset or add new data to a previously blank column, as desired. If the Validated Text column for this row displays "N" AND the Costpoint Validation Field column is empty AND the Required column displays "N" for this label, you can enter text data of your choice that is not system-validated. (Although only a single character entered in this column fulfills the system requirement for data entry, you will find it more beneficial to supply meaningful data because your entry will display in the Asset Master record and in reports that use this.)
If the Required column for this row displays "Y," text data for this row is required before you can save the asset record.
The user-defined text label may have been set up to accept validated data only. In this circumstance, one of two sources for validated text was already designated during setup in the User-Defined Labels screen:
If the Validated Text column for this label displays "Y," you must select data from the validated data that you previously entered for this label. You can use Lookup to display the validated data options that you have established for this label.
If a Costpoint field name displays in the Costpoint Validation Field column, you must select data from the validated entries that display when you access Lookup from the toolbar.
You may find that this column 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 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 is not available for user entry. A user-defined text label may have been set up to accept validated data only. In this circumstance, one of two available sources for validated text was already designated during setup in the User-Defined Labels screen.
If a Costpoint field name displays in the Costpoint Validation Field column, you must select data from the validated entries that display when you access Lookup from the menu bar. This column is non-editable because it displays the Costpoint field name selected in the User-Defined Labels screen against which the data will be validated.
(If the Costpoint Validation Field column is blank and the Validated Text column for this label displays "Y," you must select data from the validated data that you previously entered for this label. You can use Lookup to display the validated data options that you have established for this label.)
A user-defined text label may have been set up to accept validated data only. In this circumstance, one of two available sources for validated text was already designated during setup in the User-Defined Labels screen.
If the Validated Text column for this label displays "Y," you must select data from the validated data that you previously entered for this label. You can use Lookup to display the validated data options that you have established for this label. This column is non-editable, because it displays the "Y" or "N" parameter set up for the label in the User-Defined Labels screen.
(If a Costpoint field name displays in the Costpoint Validation Field column and the Validated Text column for this label displays "N," you must select data from the validated entries that display when you access Lookup.)
This column is not available for user entry because it displays the "Y" or "N" requirement parameter set up for the label in the User-Defined Labels screen.
If "Y" displays in this column for the label, you must enter data in the Values column for this row before you can save the asset record.
If "N" displays in this column for the label, data entry is not required before saving the record. (Although only a single character entered in the Values column fulfills the system requirement for data entry for non-validated labels that are types "N" and "T," you will find it more beneficial to supply meaningful data because your entry will display in the Asset Master record and in reports that use this field.
The system stores Asset Master data displayed in the User-Defined Field Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset User-Defined Info screen in the GENL_UDEF (General User-Defined) table.
The system stores user-defined labels for the user-defined fields in the UDEF_LBL (User-Defined Labels) table.
The system stores validated text, if applicable, in the UDEF_VALID_VALUES (User-Defined Valid Values) table.