Use this screen to create depreciation expense account allocation codes to represent valid account, organization, project, reference 1, and reference 2 number combinations.
The data in this screen is company-specific and will be available for use only by your company of login. If you have set up multiple companies in Costpoint, you can enter data in this screen for each company only by using the separate company login for each.
You can enter, edit, view, or use data in this screen only for your login company. If you have multiple companies, you cannot view, enter, edit, or use data from this screen for any company other than your company of login.
Assign a code created in this screen to the Code field in the Depreciation Expense Account group box in the Account Info for G/L Book subtasks of the Maintain Asset Master Info and/or Maintain Asset Template Info screen (or the Depr Exp Acct Alloc Code in the Maintain Asset Account Info screen). Because many asset records share the same depreciation expense account number combinations, the ability to identify each combination with a code enhances the efficiency of data entry.
Depreciation expense accounts store the debit side of the entry, under normal circumstances, when positive depreciation expense is posted. At the end of each fiscal year, depreciation expense is merged with the other revenue and expense accounts into retained earnings and is zeroed out. The role of the depreciation expense account allocation code is to effectively act as a data "limiter." Setting up most combinations in advance eliminates the need to redundantly search through your Chart of Accounts each time you add a record. Once you have established your "catalog" of depreciation expense account allocation codes, you can assign them to depreciable assets on a record-by-record basis, as desired.
An additional feature associated with depreciation expense account allocation codes is the ability to allocate depreciation expense for a single property record to one or more depreciation expense accounts on a percentage basis. (If you routinely charge depreciation expense for a single property record to a single depreciation expense acct/org/project, you should set up depreciation expense account allocation codes for each combination, using 100.00% in the Percentage column.)
You should set up depreciation expense account allocation code data in this screen as one of the first steps in the initialization process, because the depreciation expense account allocation code is a system-required field for depreciable property. Please refer to Special Topic FA-2, "Initialization Procedures," for additional information
Depreciation expense account combination information is frequently one of the selection criteria by which you can choose specialized segments from your database records when performing online queries, selecting records for global changes, running standard reports, or designing custom reports using Impromptu.
There are no special rules regarding the types of Account/Organization/Project/Reference 1/Reference 2 account combinations that can be set up for a depreciation expense account allocation code, although these codes are most frequently assigned as expense or project combinations.
When you have completed your edits and/or entries, click on the Save button on the toolbar to update the table. During the Save process, the system will delete table rows marked for deletion and will re-order the display sequence.
When you save this screen, the system performs different types of row validations, depending on the fields used to identify the depreciation expense account allocation code. The documentation for each column contains specific information about the types of validations. If any rows fail the validation, Costpoint displays a message and allows two options: OK and Cancel. Select Cancel to save no data and return to the screen so that you can make edits as necessary. Select OK to save only valid rows, return you to the screen, and highlight any invalid rows.
If you plan to add records for depreciable property, you should set up depreciation expense account allocation code data in this screen as the one of the first steps in the initialization process, before you begin to add data in the Maintain Asset Master Info or Maintain Asset Template Info screens.
Although you can add to, delete, or change the information in this screen (within the system rules) at any time, use caution in the timing of your edits, which may affect your posting entries as well as the types of records included in system reports.
Enter up to six alphanumeric characters in this required field to establish a depreciation expense account allocation code. If you have already established one or more codes, you can use Find if you know the depreciation expense account allocation code. You can use Query to list all codes from which to select one or if you need to search for depreciation expense account allocation codes based on specific criteria.
The codes that you establish for use with your depreciable asset records should be specific to your company requirements. There is no virtual limit to the number of depreciation expense account allocation codes that can be set up in this screen.
Enter up to 30 alphanumeric characters in this required field to provide the description for a depreciation expense account allocation code. Although only a single character entered in this field fulfills the system requirement for a description, you will find it more beneficial to supply a meaningful description since your entry will display when using Lookup on depreciation expense account allocation codes and in reports that use this field.
Enter a required account for association with the depreciation expense account allocation code in this column. You can use Lookup if you need to review the available accounts before selecting the appropriate account for use with the depreciation expense account allocation code.
As you move to the next column along the table row, the system will validate that the account is a detail account and that it is active. If the account fails one of these validations, you will need to either make corrections to the account or enter a different account.
Enter a required organization for association with the depreciation expense account allocation code in this column. You can use Lookup if you need to review the available organizations before selecting the appropriate organization for use with the depreciation expense account allocation code.
As you move to the next column along the table row, the system will validate that the organization is active. If the organization fails this validation, you will need to either make corrections to the organization or enter a different organization.
Enter an optional project for association with the depreciation expense account allocation code, as applicable, in this column. You can use Lookup if you need to review the available projects before selecting the appropriate project for use with the depreciation expense account allocation code.
As you move to the next column along the table row, the system will validate that the project level is valid and active. If the project fails this validation, you will need to either make corrections to the project or enter a different project.
You may choose to allocate depreciation expense for a single property record to multiple acct/org/proj combinations or to a single combination. Enter a percentage in this required field that is greater than zero and equal to or less than 100.00%. Note that entry to two decimal places is permitted in this column.
When a depreciation expense account allocation code from this screen is assigned to a depreciable property record, the percentage in this field determines the percentage of the total current period depreciation expense that will be posted to the acct/org/proj combination entered on this row. By setting up a group of depreciation expense account allocation codes in advance, you can assign the desired code and the associated allocation percentage(s) for depreciation expense on a record-by-record basis.
This field is not available for user entry. The system automatically displays the account name that was set up with the account in the Maintain Accounts screen in Costpoint General Ledger. To edit the account name, you must do so in the Maintain Accounts screen.
This field is not available for user entry. The system automatically displays the organization name that was set up with the organization in the Maintain Org Elements screen in Costpoint General Ledger. To edit the organization name, you must do so in the Maintain Org Elements screen.
This field is not available for user entry. Costpoint automatically displays the project name that was set up with the project in the Basic Info screen in Costpoint Project Setup. To edit the project name, you must do so in the Basic Info screen.
Enter the valid reference 1 number for association with the depreciation expense account allocation code, as applicable, in this optional field. You can use Lookup if you need to review the available reference 1 numbers before selecting the appropriate reference 1 number for use with the depreciation expense account allocation code.
If you designated a different label for Reference 1 in the G/L Settings screen in Costpoint General Ledger, your label displays as the header for this table column. If you did not set up a different label for reference 1, "Ref 1" automatically displays as the header for this table column.
As you move to the next column along the table row, Costpoint will validate that the reference 1 number is valid. If the reference 1 number fails this validation, you will need to either make corrections to the reference 1 number or enter a different reference 1 number.
Enter the valid reference 2 number for association with the depreciation expense account allocation code, as applicable, in this optional field. You can use Lookup if you need to review the available reference 2 numbers before selecting the appropriate reference 2 number for use with the depreciation expense account allocation code.
If you designated a different label for Reference 2 in the G/L Settings screen in Costpoint General Ledger, your label displays as the header for this table column. If you did not set up a different label for reference 2, "Ref 2" automatically displays as the header for this table column.
As you move to the next column along the table row, the system will validate that the Reference 2 number is valid. If the reference 2 number fails this validation, you will need to either make corrections to the reference 2 number or enter a different reference 2 number.
This field is not available for user entry. If you use reference 1 numbers, the system automatically displays the reference 1 name that was set up with the reference 1 number in the Maintain Ref Elements screen in Costpoint General Ledger. To edit the Reference 1 name, you must do so in the Maintain Ref Elements screen.
This field is not available for user entry. If you use reference 2 numbers, the system automatically displays the reference 2 name that was set up with the reference 2 number in the Maintain Ref Elements screen in Costpoint General Ledger. To edit the reference 2 name, you must do so in the Maintain Ref Elements screen.
This field is not available for user entry. The system automatically calculates and displays the total of all the percentages entered for each account combination for the depreciation expense account allocation code in the header of the screen. Because depreciation expense must be fully allocated among accounts, you will not be able to save the data for this allocation code if the cumulative percentage does not equal 100.00%.
This field is not available for user entry. The system automatically calculates this percentage by adding the values in the Percentage field and subtracting this cumulative percentage from 100.00%. Because depreciation expense must be fully allocated among accounts, you will not be able to save the data for this allocation code unless "0.00%" displays in this field.
The system stores data entered in this screen in the DEPR_EXP_ALLOC_CD (Depreciation Expense Allocation Code) and DEPR_EXP_ALC_ACCT (Depreciation Ecpense Allocation Account) tables.