Use this screen to view/perform global data changes on all user-editable fields in Asset Master records other than user-defined fields. You can also use this screen to manually edit non user-defined fields on an asset-by-asset basis.
You can globally (or non-globally) change asset template data for user-defined fields by using the Asset Master UDF Info Global Changes screen.
You can edit non user-defined fields in individual asset records in appropriate asset maintenance screens. Your decision to make changes in the global screens is a matter of personal preference and depends on the number of records to be changed and the efficiency with which the changes can be made.
Regardless of the screen(s) in which you make changes, the system can capture change data, store it in history, and make it available for you to view and print. The system can capture the asset/item record identifier, the name of each changed field, the old data from before the change, the new data after the change, information on the user who performed the change, and the date and time of the change.
Each checkbox that you select in the Asset/Template Field/Column Names subtask of the Asset/Template Change Settings screen signifies that you want to capture data for that field for an Asset Master record each time you make a change to that data, regardless of the screen in which the change was made.
Once you have selected the Asset Master records to be changed, use Find and Replace to execute the desired changes. The system will change the appropriate fields in this child table window and in your Asset Master records. The system will also write the change details to an audit table (ASSET_AUDIT_LOG) based on your selections in the Asset/Template Change Settings screen.
Once the change details have been captured, use the Asset Change History Inquiry screen to view change data stored in the Asset Audit Log. Use the Print Change History screen to print change data stored in the Asset Audit Log.
You cannot edit some columns in this table window. The same situation also exists in the Asset Master record itself, in which there are corresponding non-editable fields. Non-editable columns are displayed because they may be useful when you are selecting the data to be changed.
The data rules for each column regarding validations and your ability to edit are identical to those for each corresponding field in an Asset Master record.
You cannot use this screen to add new Asset Master records or delete Asset Master records that have no posted activity. With Find and Replace, however, you can add optional data, change existing data, or delete existing data in this screen just as you can in an Asset Master record.
The optional Asset Template feature, by which you can set up and import "standard" default data for property that shares common characteristics, is not operational in this screen.
In this screen, unlike maintenance table windows throughout Costpoint, the line functions in the menu bar (New, Insert, Repeat, Delete, and Undelete) are disabled.
The "normal" Asset Master data rules and validations are used; note that changes to a column in this screen may also require data entry in another column in this screen. For example, let's assume an asset has been assigned a non-depreciable status. Although you can change the Depr Status column from "N" (Non-Depreciable) to "D" (Depreciable) in this screen, you must also enter data in the Depr Method Code, Accum Depr Acct Code, and Depr Exp Acct Alloc Code columns before the change to the Depr Status column in this screen can be saved.
Asset Master records must already be in place before you can perform global changes in this screen.
This non-editable column displays the required asset number assigned to each of your selected records when they were first saved in the Maintain Asset Master Info screen. Please refer to the documentation for the Asset No field in the Maintain Asset Master Info screen for additional information.
This non-editable column displays the required item number assigned to each of your selected records when they were first saved in the Maintain Asset Master Info screen. Please refer to the documentation for the Item No field in the Maintain Asset Master Info screen for additional information.
The system displays the system-required record status assigned to each of your selected records. The value displayed in this column may have been edited in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen.
The options available for this required column are "A" (Active), "I" (Inactive), or "D" (Disposal). The system default is "A" (Active).
A record must be "A" (Active) to be eligible for depreciation calculations.
If you specify that a record is "I" (Inactive), the system will skip over the record for depreciation calculations and for reports that do not specify the inclusion of inactive records. Rendering a record "Inactive" provides an alternative to deleting the record because you can retain the record for audit purposes and exclude it from reports when you are reconciling your Asset Master record account totals to your General Ledger balances.
When you save an inactive record, the system validates that both the current period depreciation and the amount posted values are equal to zero. If either amount is greater than zero, indicating that depreciation was entered or computed for the asset in the current period and/or that there is unposted depreciation, you will not be able to give the record "Inactive" status.
Note that you cannot delete an Asset Master record for which a transaction has been posted to the General Ledger. In this circumstance, you can change the record status to "Inactive" to ensure that it will be retained for audit purposes and exclude it from reports when you are reconciling your asset account totals to your General Ledger balances.
When a disposal for an Asset Master record is posted to the General Ledger, the system changes the status for this record to "D" (Disposal). A record with a "Disposal" status will be skipped for depreciation calculations and for reports that do not specify the inclusion of disposal records. (If a record has a "Disposal" status, the Disposal radio button will be selected in the Record Status group box in the Maintain Asset Master Info main screen and the Record Status column in the Maintain Asset Desc Info screen will display "D.")
Although it should rarely be necessary, you can set up an historical Asset Master record that has been disposed of with a "Disposal" status. (If you enter historical data in the Disposal Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Disposal Info screen, you must also assign a "Disposal" status to the record in order to successfully save it.)
You can enter original data in the Other Books Info subtask of the Maintain Asset Master Info and in the Maintain Asset Other Books Info screen for an Asset Master record with a "Disposal" status only when no data has previously been entered and saved. If the Other Books Info subtask of the Maintain Asset master Info screen or the Maintain Asset Other Books Info screen already contains saved data, this data cannot be edited if the status is changed to Disposal.
If the Disposal Entry Type column displays "MANUAL" in the Disposal Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Disposal Info screen, you can change disposal data for an Asset Master record with a "Disposal" status. If the Disposal Entry Type column displays "SYSTEM" in the Disposal Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Disposal Info screen, you cannot change disposal data for an Asset Master record with a "Disposal" status.
If you have designated a "Disposal" status and have also manually entered data by mistake in the Disposal Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Disposal Info screen, you can change the status back to "Active" if you first delete all manually entered data from the Disposal Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Disposal Info screen.
This non-editable column displays the template number that was used, if applicable, for each of your selected records, to import data from the template into the Asset Master record.
This non-editable column displays the revision number associated with the template number that was used, if applicable, for each of your selected records, to import data from the template into the Asset Master record.
This column displays the optional short description entered for each of your selected records, as applicable. Data displayed in this column may have been entered/edited in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen.
You can add new data or edit existing data in this optional column by entering up to 30 alphanumeric characters. You can achieve the equivalent of a data deletion by replacing the existing data with blanks. If the displayed short description originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
Although this column is not required, you may want to provide a meaningful asset description if this column is blank because the data from this column will display in the Description field on many standard system reports.
This column displays the optional long description entered for each of your selected records, as applicable. Data displayed in this column may have been entered/edited in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen.
You can add new data, edit existing data, or delete existing data in this optional column by entering up to 60 alphanumeric characters. You can achieve the equivalent of a data deletion by replacing the existing data with blanks. If the displayed long description originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional additional description entered for each of your selected records, as applicable. Data displayed in this column may have been entered/edited in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen.
You can add new data or edit existing data in this optional column by entering up to 254 alphanumeric characters. To delete data, replace it with blanks.
This column displays the required property type entered for each of your selected records. Data displayed in this column may have been edited in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen.
You can edit data in this required column by entering up to six alphanumeric characters to specify a different valid property type for this record. You can also Lookup to view the available property types and select the desired property type for use with this record. Valid property types are set up in the Property Types screen.
This column displays the required classification code entered for each of your selected records. Data displayed in this column may have been edited in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen.
You can edit data in this required column by entering up to six alphanumeric characters to specify a different valid classification code for this record. You can also Lookup to view the available classification codes and select the desired classification code for use with this record. Valid classification codes are set up in the Classification Codes screen.
This column displays the optional subclass code entered for each of your selected records. Data displayed in this column may have been edited in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen.
You can edit data in this required column by entering up to six alphanumeric characters to specify a different valid subclass code for this record. You can also Lookup to view the available subclass codes and select the desired subclass code for use with this record. Valid subclass codes are set up in the Subclass Codes screen.
This column displays the required depreciation status assigned to each of your selected records. Data displayed in this column may have been edited in the Maintain Asset Master Info main screen.
The options available for this required column are "D" (Depreciable) or "N" (Non-Depreciable). The system default is "D" (Depreciable).
A record must be "D" (Depreciable) to be eligible for depreciation calculations.
If you specify that a record is "D" (Depreciable), additional data will be required by the system, including a valid depreciation method and codes for valid G/L depreciation expense and accumulated depreciation account combinations.
If you specify that a record is "N" (Non-Depreciable), you cannot access the data fields related to the G/L Book Info and Other Books Info subtasks of the Maintain Asset Master Info screen or the Maintain Asset G/L Book Info and the Maintain Asset Other Books Info screens.
This column displays the status of this checkbox for each of your selected records. Data displayed in this column may have been edited in the Maintain Asset Master Info main screen. This checkbox is available only if you have specified that the record is "N" (Non-Depreciable) in the Depr Status column. The default for this checkbox is unchecked.
If you select this checkbox for a non-depreciable asset, a future disposal entry for this record can be posted to the General Ledger. In the case of non-depreciable assets (for example, land), the G/L entry on disposal can consist only of debits and credits, as appropriate, to the Cost and Gain/Loss on Sale of Fixed Assets accounts because there is no accumulated depreciation associated with a non-depreciable asset. You cannot select this checkbox for depreciable assets because disposal entries for depreciable assets on Selected for Posting status in the Maintain Single/Multiple Disposals screens are posted to the General Ledger.
If the record is depreciable (Depr Status = "D" (Depreciable)), this column displays the required basis for depreciation that you assigned to each of your selected records. Data displayed in this column may have been edited in the Maintain Asset Master Info main screen. The available options are "Y" (Years), "U" (Units of Usage), or "L" (Lease Pds). The system default is "Y" (Years).
A record must be Depreciable to be eligible for depreciation calculations. If the record is Non-Depreciable, you cannot access this column for the record.
Because each of the three base methods (Years, Units of Usage, Lease Pds) for depreciable assets uses some specific terminology and concepts that are not mutually shared, this column ensures that you have access to columns appropriate to the selected methodology when you enter the G/L Book Info subtask of the Maintain Asset Template Info screen.
For a depreciable Asset Master record for which you have selected a Years depreciation basis methodology, the columns available for use in the G/L Book Info (Years) subtask are appropriate to the methodology. Columns not appropriate to the selected methodology for the record, such as Lease Start Date, G/L Book Useful Life, and so on, are not available for use.
For a depreciable Asset Master record for which you have selected a Units of Usage depreciation basis methodology, the columns available for use in the G/L Book Info (Units) subtask are appropriate to the methodology. Columns not appropriate to the selected methodology for the record, such as Lease Start Date, G/L Book Depr Method, and so on, are not available for use.
For a depreciable Asset Master record for which you have selected a Lease Pds depreciation basis methodology, the columns available for use in the G/L Book Info (Leases) screen are appropriate to the methodology. Columns not appropriate to the selected methodology for the record, such as G/L Book Useful Life, G/L Book Depr Method, and so on, are not available for use.
This column displays the optional purchase order date that you assigned to each of your selected records, as applicable. Data displayed in this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can add new data or edit existing data by entering the PO date in date format in this optional column. To delete data, replace it with blanks. If the displayed purchase order date originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional purchase order number that you assigned to each of your selected records, as applicable. Data displayed in this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can add new data or edit existing data by entering up 10 alphanumeric characters for the purchase order number in this optional column. To delete data, replace it with blanks. If the displayed purchase order number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional purchase order line number that you assigned to each of your selected records, as applicable. Data displayed in this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can add new data or edit existing data by entering up to four numeric characters for the purchase order line number in this optional column. To delete data, replace it with blanks. If the displayed purchase order line number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional release number for a blanket purchase order that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can add new data or edit existing data by entering up to three numeric characters for the purchase order release number in this optional column. To delete data, replace it with blanks. If the displayed purchase order release number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional receipt date that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can add new data or edit existing data in this optional column by entering a receipt date in date format. To delete data, replace it with blanks. If the displayed receipt date originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional receipt identifier date that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can add new data or edit existing data in this optional column by entering up to 10 alphanumeric characters for the receipt identifier. To delete data, replace it with blanks. If the displayed receipt identifier originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional packing slip number that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can add new data or edit existing data in this optional column by entering up to 15 alphanumeric characters for the packing slip identifier. To delete data, replace it with blanks. If the displayed packing slip originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional invoice date that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can add new data or edit existing data by entering a date in date format in this optional column. To delete data, replace it with blanks. If the displayed invoice date originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional invoice number that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can add new data or edit existing data in this optional column by entering up to 15 alphanumeric characters for the invoice number. To delete data, replace it with blanks. If the displayed invoice number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional voucher date that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can add new data or edit existing data in this optional column by entering a date in date format for the voucher date. To delete data, replace it with blanks. If the displayed voucher date originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional voucher number that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can add new data or edit existing data in this optional column by entering up to nine numeric characters for the voucher number. To delete data, replace it with blanks. If the displayed voucher number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the system-required acquisition fiscal year entered for this record. Data displayed in this column may have been edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
Data in this column should reflect the fiscal year that relates to the purchase (or acquisition) date for this property record, and not the current fiscal year. Although the system does not validate the fiscal year, many standard system reports use the fiscal year as one of the report selection parameters. In addition, the fiscal year is an important selection parameter when you are using Query or designing output with Impromptu.
You can edit acquisition fiscal year data in this required column. If the displayed fiscal year originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the system-required acquisition accounting period entered for this record. Data displayed in this column may have been edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
Data in this column should reflect the accounting period that relates to the purchase (or acquisition) date for this property record, rather than the current accounting period. Although the system does not validate the accounting period, many standard system reports use the accounting period as one of the report selection parameters. In addition, the accounting period is an important selection parameter when you use Query or design output with Impromptu.
You can edit acquisition accounting period data in this required column. If the displayed accounting period originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the system-required acquisition accounting subperiod entered for this record. Data displayed in this column may have been edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
Data in this column should reflect the accounting subperiod that relates to the purchase (or acquisition) date for this property record, rather than the current subperiod. Although the system does not validate the subperiod, many standard system reports use the subperiod as one of the report selection parameters. In addition, the subperiod is an important selection parameter when you use Query or design user-specific output with Impromptu.
You can edit acquisition accounting subperiod data in this required column. If the displayed subperiod originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional acquisition date that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Purchase Info or Government Info subtasks of the Maintain Asset Master Info screen, in the Maintain Asset Purchase Info screen, or in the Maintain Asset Government Info screen.
The acquisition date displays in the Date field in the Purchase Info subtask, in the Acq Date field in the Government Info subtask of the Maintain Asset Master Info screen, and in the corresponding columns of the Maintain Asset Purchase Info and Maintain Asset Government Info screens.
If you have entered a date in the Date field of the Purchase Info subtask in the Maintain Asset Master Info screen or in the Acq Date field in the Maintain Asset Purchase Info screen, the data from that field displays in the Acq Date field of the Government Info subtask in the Maintain Asset Master Info screen or in the Maintain Asset Government Info screen, where it can also be edited.
Conversely, edits to the date in the Acq Date field of the Government Info subtask in the Maintain Asset Master Info screen or in the Maintain Asset Government Info screen display in the Date field of the Purchase Info subtask in the Maintain Asset Master Info screen or in the Acq Date field in the Maintain Asset Purchase Info screen.
You can add new data or edit existing data in this optional column by entering an acquisition date. To delete data, replace it with blanks. If the displayed acquisition date originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
Although the system does not validate the acquisition date and there are no system rules regarding the date entered in this column, we recommend that you enter a date that relates to the acquisition of the property and is consistent with your entries in the required Acquisition Fiscal Year, Acquisition Period, and Acquisition Subperiod columns. In addition, you may find that the acquisition date is an important selection parameter when you use Query or design output with Impromptu.
This column displays the optional vendor ID that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can enter or edit up to 12 alphanumeric characters for the vendor ID in this optional column. To delete data, replace it with blanks. If the displayed vendor ID originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
If your entry in this column matches an established vendor already set up in the Maintain Vendors table in Costpoint Accounts Payable, the associated vendor name will display in the Vendor Name column in this screen, where it can be edited. You can use Lookup to review the available vendors.
You can enter a vendor ID that that has not been previously set up in the Maintain Vendors screen in Costpoint Accounts Payable. In this event, note that the vendor ID in this column will be in effect only for the Asset Master record and will not be written back to the Maintain Vendors table.
This column displays the optional vendor name that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can enter or edit up to 25 alphanumeric characters for the vendor name in this optional column. To delete data, replace it with blanks. If the displayed vendor name originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
If your entry in this column matches an established vendor already set up in the Maintain Vendors screen in Costpoint Accounts Payable, the associated vendor ID will display in the Vendor ID column in this screen, where it can be edited. You can use Lookup if you need to review the available vendors.
You can enter a vendor name that has not been previously been linked with and set up with a vendor ID in the Maintain Vendors screen in Costpoint Accounts Payable. In this event, the vendor name in this column will be in effect only for the Asset Master record and will not be written back to the Maintain Vendors table.
This column displays the optional manufacturer ID that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can enter or edit up to 10 alphanumeric characters for the manufacturer ID in this optional column. To delete data, replace it with blanks. If the displayed manufacturer ID originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
If your entry in this column matches an established manufacturer already set up in the Manufacturers table in Costpoint Product Definition, the manufacturer name will display in the Manufacturer Name column in this screen, where it can be edited. You can use Lookup if you need to review the available manufacturers.
You can enter a manufacturer ID that that has not been previously set up in the Manufacturers table in Costpoint Product Definition. In this event, note that if you enter a manufacturer ID for the Asset Master record that has not been previously assigned to an Alternate Part in Costpoint Product Definition, the manufacturer ID will be in effect only for the Asset Master record and will not be written back to the Manufacturers table.
This column displays the optional manufacturer name that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can enter or edit up to 30 alphanumeric characters for the manufacturer name in this optional column. To delete data, replace it with blanks. If the displayed manufacturer name originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
If your entry in this column matches an established manufacturer already set up in the Manufacturers table in Costpoint Product Definition, the manufacturer ID will display in the Manufacturer ID column in this screen, where it can be edited. You can use Lookup to review the available manufacturers.
You can enter a manufacturer name that that has not been previously set up in the Manufacturer table in Costpoint Product Definition. In this event, the manufacturer name in this column will be in effect only for the Asset Master record and will not be written back to the Manufacturer table.
This column displays the optional model number that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can enter or edit up to 30 alphanumeric characters for the model number in this optional column. To delete data, replace it with blanks. If the displayed model number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional serial number that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
You can enter or edit up to 20 alphanumeric characters for the serial number in this optional column. To delete data, replace it with blanks. If the displayed serial number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the system-required condition code assigned to this record. Data displayed in this column may have been edited in the in the Purchase Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Purchase Info screen.
The options available for this required column are "N" (New) or "U" (Used). The system default is "N" (New).
You can edit this required column as desired. If the displayed condition code originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
The condition code is a data element designed to help sort your records for inquiries and reports and is not used as a selection parameter in any system process or report.
This column displays the optional quantity data that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Cost Info subtask of the Maintain Asset Master Info main screen or in the Maintain Asset Cost Info screen.
You can edit this column or enter up to 14 numeric characters for the quantity. To delete data, replace it with blanks. If the displayed quantity originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column serves only as a memo data column and is not used by the system for any calculations.
This column displays the optional unit of measure data that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Cost Info subtask of the Maintain Asset Master Info main screen or in the Maintain Asset Cost Info screen.
You can edit this optional column or enter up to 10 alphanumeric characters for the unit of measure. To delete data, replace it with blanks. If the displayed unit of measure originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column serves only as a memo data column and is not used by the system for any calculations.
This column displays the optional unit price amount that you assigned to each of your selected records, as applicable. The value in this column may have been entered/edited in the Cost Info subtask of the Maintain Asset Master Info main screen or in the Maintain Asset Cost Info screen.
You can enter or edit the unit price amount in this optional column. To delete data, replace it with zeroes. If the displayed unit price amount originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
The system adds the value entered in this column to the value(s) entered in any other cost columns and displays the results in the G/L Book Total Cost column. Data from the G/L Book Total Cost column is used for depreciation calculations for the G/L Book.
When you first add and save an Asset Master record, the G/L Book Total Cost value for the G/L Book displays as the default total cost for all optional books used in the Other Books Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Other Books Info screen. You can always assign a different cost basis for each optional book (for purposes of stepped-up depreciation basis, and so on).
When you use Find and Replace or manually change data in this screen for any cost element that affects the G/L Book total cost amount, including any change to the value in this column, the system displays the following message:
Do you wish to update the Total Cost of the Other Book(s) whose cost matched the original cost? Yes / No
If you select the Yes pushbutton, the resultant change in total cost will be effective for the G/L Book and in all optional other books for which the total cost matched the G/L Book before the change.
If the cost in an optional book did not match the total cost in the G/L Book before the change, selecting the Yes option will not change the cost value for that book when you save this screen. In this circumstance, if you want to make global changes to total cost amounts for optional books, you will need to use Find and Replace at the appropriate Total Cost column for each applicable optional book.
If you select the No pushbutton, the resultant change in total cost will be effective only for the G/L Book. The value in the appropriate Total Cost column for each applicable optional book will be unchanged.
This column displays the optional sales tax amount that you assigned to each of your selected records, as applicable. The value in this column may have been entered/edited in the Cost Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Cost Info screen.
You can enter or edit the sales tax amount this optional column. To delete data, replace it with zeroes. If the displayed sales tax amount originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
The system adds the value entered in this column to the value(s) entered in any other cost columns, and displays the results in the G/L Book Total Cost column. Data from the G/L Book Total Cost column is used for depreciation calculations for the G/L Book.
When you first add and save an Asset Master record, the G/L Book Total Cost value for the G/L Book displays as the default total cost for all optional books used in the Other Books Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Other Books Info screen. You can always assign a different cost basis for each optional book (for purposes of stepped-up depreciation basis, and so on).
When you use Find and Replace or manually change data in this screen for any cost element that affects the G/L Book total cost amount, including any change to the value in this column, the system displays the following message:
Do you wish to update the Total Cost of the Other Book(s) whose cost matched the original cost? Yes / No
If you select the Yes pushbutton, the resultant change in total cost will be effective for the G/L Book and in all optional other books for which the total cost matched the G/L Book before the change.
If the cost in an optional book did not match the total cost in the G/L Book before the change, selecting the Yes option will not change the cost value for that book when you save this screen. In this circumstance, if you want to make global changes to total cost amounts for optional books, you will need to use Find and Replace at the appropriate Total Cost column for each applicable optional book.
If you select the No pushbutton, the resultant change in total cost will only be effective for the G/L Book. The value in the appropriate Total Cost column for each applicable optional book will be unchanged.
This column displays the optional shipping/handling amount that you assigned to each of your selected records, as applicable. Data for this column may have been entered/ edited in the Cost Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Cost Info screen.
You can enter or edit the shipping/handling amount in this optional column. To delete data, replace it with zeroes. If the displayed shipping/handling amount originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
The system adds the value entered in this column to the value(s) entered in any other cost columns, and displays the results in the G/L Book Total Cost column. Data from the G/L Book Total Cost column is used for depreciation calculations for the G/L Book.
When you first add and save an Asset Master record, the G/L Book Total Cost value for the G/L Book displays as the default total cost for all optional books used in the Other Books Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Other Books Info screen. You can always assign a different cost basis for each optional book (for purposes of stepped-up depreciation basis, and so on).
When you use Find and Replace or manually change data in this screen for any cost element that affects the G/L Book total cost amount, including any change to the value in this column, the following message displays:
Do you wish to update the Total Cost of the Other Book(s) whose cost matched the original cost? Yes / No
If you select the Yes pushbutton, the resultant change in total cost will be effective for the G/L Book and in all optional other books for which the total cost matched the G/L Book before the change.
If the cost in an optional book did not match the total cost in the G/L Book before the change, selecting the Yes option will not change the cost value for that book when you save this screen. In this circumstance, if you want to make global changes to total cost amounts for optional books, you will need to use Find and Replace at the appropriate Total Cost column for each applicable optional book.
If you select the No pushbutton, the resultant change in total cost will only be effective for the G/L Book. The value in the appropriate Total Cost column for each applicable optional book will be unchanged.
This column displays the optional transportation amount that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Cost Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Cost Info screen.
You can enter or edit the transportation amount in this optional column. To delete data, replace it with zeroes. If the displayed transportation amount originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
The system adds the value entered in this column to the value(s) entered in any other cost columns, and displays the results in the G/L Book Total Cost column. Data from the G/L Book Total Cost column is used for depreciation calculations for the G/L Book.
When you first add and save an Asset Master record, the G/L Book Total Cost value for the G/L Book displays as the default total cost for all optional books used in the Other Books Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Other Books Info screen. You can always assign a different cost basis for each optional book (for purposes of stepped-up depreciation basis, and so on), if desired.
When you use Find and Replace or manually change data in this screen for any cost element that affects the G/L Book total cost amount, including any change to the value in this column, the following message displays:
Do you wish to update the Total Cost of the Other Book(s) whose cost matched the original cost? Yes / No
If you select the Yes pushbutton, the resultant change in total cost will be effective for the G/L Book and in all optional other books for which the total cost matched the G/L Book before the change.
If the cost in an optional book did not match the total cost in the G/L Book before the change, selecting the Yes option will not change the cost value for that book when you save this screen. In this circumstance, if you want to make global changes to total cost amounts for optional books, you will need to use Find and Replace at the appropriate Total Cost column for each applicable optional book.
If you select the No pushbutton, the resultant change in total cost will only be effective for the G/L Book. The value in the appropriate Total Cost column for each applicable optional book will be unchanged.
This column displays the optional other costs amount that you assigned to each of your selected records, as applicable. Data for this column may have been entered/edited in the Cost Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Cost Info screen.
You can enter or edit the other costs amount in this optional column. To delete data, replace it with zeroes. If the displayed other costs amount originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
The system adds the value entered in this column to the value(s) entered in any other cost columns, and displays the results in the G/L Book Total Cost column. Data from the G/L Book Total Cost column is used for depreciation calculations for the G/L Book.
When you first add and save an Asset Master record, the G/L Book Total Cost value for the G/L Book displays as the default total cost for all optional books used in the Other Books Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Other Books Info screen. You can always assign a different cost basis for each optional book, for purposes of stepped-up depreciation basis, and so on, if desired.
When you use Find and Replace in this screen for any cost element that affects the G/L Book total cost amount, including any change to the value in this column, the following message displays:
Do you wish to update the Total Cost of the Other Book(s) whose cost matched the original cost? Yes / No
If you select the Yes pushbutton, the resultant change in total cost will be effective for the G/L Book and in all optional other books for which the total cost matched the G/L Book before the change.
If the cost in an optional book did not match the total cost in the G/L Book before the change, selecting the Yes option will not change the cost value for that book when you save this screen. In this circumstance, if you want to make global changes to total cost amounts for optional books, you will need to use Find and Replace at the appropriate Total Cost column for each applicable optional book.
If you select the No pushbutton, the resultant change in total cost will only be effective for the G/L Book. The value in the appropriate Total Cost column for each applicable optional book will be unchanged.
This column displays the optional location group code that you assigned to each of your selected records, as applicable. Data displayed in this column may have been edited in the Location Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Location Info screen.
You can edit this optional column or enter up to 10 alphanumeric characters to specify a valid location group for this record. You can also use Lookup to view the available location groups and select the desired location group for use with this record.
If you assign a location group in this column, you cannot edit data in the City, State/Province, Postal Code, Country, or County columns in this screen. In this circumstance, you can return to the Location Groups screen to make appropriate edits, as needed, or you can delete the location group in this column to enter or edit specific location information for the record on a column-by-column basis.
To delete data, replace it with blanks. If you "delete" the location group using Find and Replace in this screen, note that the associated data in the City, State/Province, Postal Code, Country, or County columns will also be replaced with blanks. You can then re-run the Global Change utility on the individual City, State/Province, Postal Code, Country, or County columns, if needed.
This non-editable column displays the description assigned to the location group when the location group was first saved in the Location Groups screen. To edit the location group description, you must do so in the Location Groups screen.
This column displays the city data that you assigned to each of your selected records, as applicable. Data displayed in this column may have been edited in the Location Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Location Info screen, or set up as a default in the Location Groups screen.
You can edit this optional column or enter up to 25 alphanumeric characters only if you did not use a location group. If data displays because you used a location group that contains city data, you will not be able to edit this column. In this circumstance, you can return to the Location Groups screen to make appropriate edits to the city data, as needed, or you can delete data in the Location Group column to enable you to enter or edit specific city data for the record.
If you "delete" the location group using Find and Replace in this screen (by replacing data in the Location Group column with blanks), the associated data in the City, State/Province, Postal Code, Country, or County columns will also be replaced with blanks. You can then re-run the Global Change utility on the individual City, State/Province, Postal Code, Country, or County columns, if needed.
Alternately, if you do not use location groups and you enter a postal code in the Postal Code column that has previously been set up in the Maintain Postal Codes screen (in Costpoint System Administration), the city name associated with the postal code displays in this column as a default city. In this circumstance, you can overwrite the displayed city data as desired and enter non-validated city data.
This column displays the state/province data that you assigned to each of your selected records, as applicable. Data displayed in this column may have been edited in the Location Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Location Info screen, or set up as a default in the Location Groups screen.
You can edit this column or enter up to 15 alphanumeric characters only if you did not use a location group. You can use Lookup to review the available state/province abbreviations. If data displays because you entered a location group that contains state/province data, you will not be able to edit this column. In this circumstance, you can return to the Location Groups screen to make appropriate edits to the state/province data, as needed, or you can delete data in the Location Group column to enable you to enter or edit specific state/province data for the record.
If you "delete" the location group using Find and Replace in this screen (by replacing data in the Location Group column with blanks), note that the associated data in the City, State/Province, Postal Code, Country, or County columns will also be replaced with blanks. You can then re-run the Global Change utility on the individual City, State/Province, Postal Code, Country, or County columns, if needed.
Alternately, if you do not use location groups and you enter a postal code in the Postal Code column that has previously been set up in the Maintain Postal Codes screen in Costpoint System Administration, the state/province name associated with the postal code displays in this column and cannot be edited.
You can enter only valid state/province data from the Maintain States and Provinces screen in Costpoint System Administration in this column. If you enter state/province data, you must also enter valid data in the Country column.
This column displays the postal code data that you assigned to each of your selected records, as applicable. Data displayed in this column may have been edited in the Location Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Location Info screen, or set up as a default in the Location Groups screen.
You can edit this column or enter up to 10 alphanumeric characters only if you did not use a location group. You can use Lookup to review the available postal codes. If data displays because you entered a location group that contains postal code data, you will not be able to edit data in this column. In this circumstance, you can return to the Location Groups screen to make appropriate edits to the state/province, country, and postal code data, as needed, or you can delete data in the Location Group column to enable you to enter or edit specific state/province, country, and postal code data for the record.
If you use Lookup to review the postal codes or if you enter a postal code in this column that has previously been set up in the Maintain Postal Codes screen (in Costpoint System Administration), the city, state/province, and/or country data associated with the postal code displays in the appropriate columns. Entries in this column, when permitted, will overwrite existing data in the City, State/Province, and Country columns. (In this circumstance, you can overwrite data only in the City column.)
If you "delete" the location group using Find and Replace in this screen (by replacing data in the Location Group column with blanks), the associated data in the City, State/Province, Postal Code, Country, or County columns will also be replaced with blanks. You can then re-run the Global Change utility on the individual City, State/Province, Postal Code, Country, or County columns, if needed.
This column displays the country data that you assigned to each of your selected records, as applicable. Data displayed in this column may have been edited in the Location Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Location Info screen, or set up as a default in the Location Groups screen.
You can edit this column or enter up to eight alphanumeric characters only if you did not use a location group. You can use Lookup to review the available country codes. If data displays because you entered a location group that contains country data, you will not be able to edit this column. In this circumstance, you can return to the Location Groups screen to make appropriate edits to the state/province and country data, as needed, or you can delete data in the Location Group column to enable you to enter or edit specific state/province and country data for the record.
If you "delete" the location group using Find and Replace in this screen (by replacing data in the Location Group column with blanks), the associated data in the City, State/Province, Postal Code, Country, or County columns will also be replaced with blanks. You can then re-run the Global Change utility on the individual City, State/Province, Postal Code, Country, or County columns, if needed.
Only valid country data from the Maintain Countries screen in Costpoint System Administration can be entered in this column.
Alternately, if you do not use location groups and you enter a postal code in the Postal Code column that has previously been set up in the Maintain Postal Codes screen (in Costpoint System Administration), the country associated with the postal code displays in this column and cannot be edited.
This column displays the optional county data that you assigned to each of your selected records, as applicable. Data displayed in this column may have been edited in the Location Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Location Info screen, or set up as a default in the Location Groups screen.
You can edit this column or enter up to 25 alphanumeric characters only if you did not use a location group. Lookup is not available at this column. If data displays in this column because you entered a location group that contains county data, you will not be able to edit this column. In this circumstance, you can return to the Location Groups screen to make appropriate edits to the county data, as needed, or you can delete data in the Location Group column to enable you to enter or edit specific county data for the record.
If you "delete" the location group using Find and Replace in this screen (by replacing data in the Location Group column with blanks), the associated data in the City, State/Province, Postal Code, Country, or County columns will also be replaced with blanks. You can then re-run the Global Change utility on the individual City, State/Province, Postal Code, Country, or County columns, if needed.
If you designated a label for Location 1 in the Location Labels for Asset Master group box of the Asset Master Field Labels screen, your label description for Location 1 displays at this column. Note that you are not required to establish a label for this column. If you did not set up a label for Location 1 in the Asset Master Field Labels screen, Location 1 displays at this column.
This column displays the optional Location 1 data that you assigned to each of your selected records, as applicable. Data displayed in this column may have been edited in the Location Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Location Info screen, or set up as a default in the Location Groups screen.
You can edit the data in this optional column, use Lookup to select a location code, or enter up to eight alphanumeric characters to specify a valid Location 1 code. This column is always editable, even if you have specified a Location 1 code associated with a location group. The Location 1 code entered in this column is validated against Location 1 codes set up in the Location 1 Codes screen.
If you "delete" the location group using Find and Replace in this screen (by replacing data in the Location Group column with blanks), the associated data in this column will also be replaced with blanks. You can then re-run the Asset Master Info Global Change utility on the individual City, State/Province, Postal Code, Country, County, Location 1, Location 2, and/or Location 3 columns, as needed.
This non-editable column displays the Location 1 description assigned to the location code when it was saved in the Location 1 Codes screen. To edit the description for the Location 1 code, you must do so in the Location 1 Codes screen.
If you designated a label for Location 2 in the Location Labels for Asset Master group box of the Asset Master Field Labels screen, your label description for Location 2 displays at this column. You are not required to establish a label for this column. If you did not set up a label for Location 2 in the Asset Master Field Labels screen, Location 2 displays at this column.
This column displays the optional Location 2 data that you assigned to each of your selected records, as applicable. Data displayed in this column may have been edited in the Location Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Location Info screen, or set up as a default in the Location Groups screen.
You can edit the data in this optional column, use Lookup to select a location code, or enter up to eight alphanumeric characters to specify a valid Location 2 code. This column is always editable, even if you have specified a Location 2 code associated with a location group. The Location 2 code entered in this column is validated against Location 2 codes set up in the Location 2 Codes screen.
If you "delete" the location group using Find and Replace in this screen (by replacing data in the Location Group column with blanks), the associated data in this column will also be replaced with blanks. You can then re-run the Asset Master Info Global Change utility on the individual City, State/Province, Postal Code, Country, County, Location 1, Location 2, and/or Location 3 columns, as needed.
This non-editable column displays the Location 2 description assigned to the location code when it was saved in the Location 2 Codes screen. To edit the description for the Location 2 code, you must do so in the Location 2 Codes screen.
If you designated a label for Location 3 in the Location Labels for Asset Master group box of the Asset Master Field Labels screen, your label description for Location 3 displays at this column. You are not required to establish a label for this column. If you did not set up a label for Location 3 in the Asset Master Field Labels screen, Location 3 displays at this column.
This column displays the optional Location 3 data that you assigned to each of your selected records, as applicable. Data displayed in this column may have been edited in the Location Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Location Info screen, or set up as a default in the Location Groups screen.
You can edit the data in this optional column, use Lookup to select a location code, or enter up to eight alphanumeric characters to specify a valid Location 1 code. This column is always editable, even if you have specified a Location 3 code associated with a location group. The Location 3 code entered in this column is validated against Location 3 codes set up in the Location 3 Codes screen.
If you "delete" the location group using Find and Replace in this screen (by replacing data in the Location Group column with blanks), the associated data in this column will also be replaced with blanks. You can then re-run the Asset Master Info Global Change utility on the individual City, State/Province, Postal Code, Country, County, Location 1, Location 2, and/or Location 3 columns, as needed.
This non-editable column displays the Location 3 description assigned to the location code when it was saved in the Location 3 Codes screen. To edit the description for the Location 3 code, you must do so in the Location 3 Codes screen.
This column displays the required asset account "ownership" data assigned to each of your selected records. Data displayed in this column may have been edited in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen or in the Maintain Asset Account Info screen.
You can edit the displayed data by entering a valid asset account in this required column to specify the account "ownership" for this record. You can use Lookup to view the available accounts before selecting the appropriate account for use with the asset account combination. If the displayed account data originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
When you save this screen, 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 number. (The system will perform additional validations regarding the Account/Organization/ Project/Reference 1/Reference 2 data, as applicable, before the record can be saved. The system will validate that the account is valid for the organization and, if project-required, valid for the project.)
This column displays the required asset organization "ownership" data assigned to each of your selected records. Data displayed in this column may have been edited in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen or in the Maintain Asset Account Info screen.
You can edit the displayed data by entering a valid asset organization in this required column to specify the organization "ownership" for this record. You can use Lookup to view the available organizations before selecting the appropriate organization for use with the asset acct/org/proj combination. If the displayed organization data originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
When you save this screen, 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. (Additional validations regarding the Account/Organization/ Project/Reference 1/Reference 2 data, as applicable, will also be performed before the record can be saved. The system will validate that the organization is valid for use with the account. If the organization is restricted to specific projects, the system will also validate the organization-project relationship.)
This column displays the optional asset project "ownership" data assigned to each of your selected records, as applicable. Data displayed in this column may have been edited in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen or in the Maintain Asset Account Info screen.
You can edit the displayed data by entering a valid asset project in this optional column to specify the project "ownership" for this record. You can use Lookup to view the available projects before selecting the appropriate project for use with the asset account/organization/ project combination. To delete data in this optional column, replace it with blanks. If the displayed project data originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
When you save this screen, 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. (Additional validations (such as checking that the account-organization combination linked with the project is valid) regarding the Account/Organization/ Project/ Reference 1/Reference 2 data, as applicable, may also be performed before the record can be saved.)
This optional column is available if you have previously set up optional project account abbreviations codes in the Project Account Groups screen in Costpoint Project Setup.
You can enter up to six alphanumeric characters directly in this column to specify a project account abbreviation or you can use Lookup to choose the desired project account abbreviation.
If you enter a project account abbreviation in this column, the system will populate the Asset Account column with the account previously associated with the project account abbreviation.
For additional information on the setup and use of project account abbreviations, please refer to the documentation for the Project Account Groups screen and Projects Special Topic PJ-18, "Project Account Groups."
If you designated a different label for Reference 1 in the G/L Settings screen in Costpoint General Ledger, your label displays at this column. If you did not set up a different label for Reference 1, Asset Ref 1 displays at this column.
This column displays the optional asset Reference 1 "ownership" data assigned to each of your selected records, as applicable. Data displayed in this column may have been edited in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen or in the Maintain Asset Account Info screen.
You can edit the displayed data by entering a valid asset Reference 1 number in this optional column to specify the Reference 1 "ownership" for this record. You can use Lookup to view the available Reference 1 numbers before selecting the appropriate one for use with the asset account/organization/project combination. To delete data in this optional column, replace it with blanks. If the displayed Reference 1 data originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
When you save this screen, the system will validate the Reference 1 number. If a 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.
If you designated a different label for Reference 2 in the G/L Settings screen in Costpoint General Ledger, your label displays at this column. If you did not set up a different label for Reference 2, Asset Ref 2 displays at this column.
This column displays the optional asset Reference 2 "ownership" data assigned to each of your selected records, as applicable. Data displayed in this column may have been edited in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen or in the Maintain Asset Account Info screen.
You can edit the displayed data by entering a valid asset Reference 2 number in this optional column to specify the Reference 2 "ownership" for this record. You can use Lookup to view the available Reference 2 numbers before selecting the appropriate one for use with the asset account/organization/project combination. To delete data in this optional column, replace it with blanks. If the displayed Reference 2 data originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
When you save this Asset Master record, the system will validate the Reference 2 number. If a 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.
The depreciation expense account allocation code specifies one or more General Ledger account, organization, project, reference 1 and reference 2 numbers, as applicable, to which depreciation expense will be posted for this Asset Master record. Depreciation expense account allocation codes are set up in the Depr Exp Acct Alloc Codes screen.
You must make an entry in this column for depreciable assets, and you will not be able to access this column for non-depreciable assets.
This column displays the depreciation expense account allocation code assigned to each of your selected records, as applicable. Data displayed in this column may have been edited in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen or in the Maintain Asset Account Info screen.
You can edit the data in this required column, use Lookup to select a code, or enter up to six alphanumeric characters to specify a valid depreciation expense account allocation code for this record. Because postings to the G/L are made to the account(s)/organization (s)/project(s) represented by the code, use caution if you edit this column.
The accumulated depreciation account code specifies the General Ledger account, organization, project, reference 1, and reference 2 numbers to which accumulated depreciation will be posted for this Asset Master record. Accumulated depreciation account codes are set up in the Accum Depr Acct Codes screen.
You must make an entry in this column for depreciable assets, and you will not be able to access this column for non-depreciable assets.
This column displays the accumulated depreciation account code entered for this record, if applicable. Data displayed in this column may have been edited in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen or in the Maintain Asset Account Info screen.
You can edit the data in this required column, use Lookup to select a code, or enter up to six alphanumeric characters to specify a valid accumulated depreciation account code for this record. Because postings to the G/L are made to the account(s) / organization (s)/project (s) represented by the code, use caution if you edit this column.
For depreciable assets, this column displays the status of this checkbox assigned to this record when the asset was saved in the Maintain Asset Master Info screen. The value displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
The system default for this checkbox is checked. You should accept the system default if you want this record to be included in system calculations of depreciation. If you select this checkbox, the system will compute depreciation each period for eligible assets and will display the results in the Current Pd Depreciation field in the G/L Book Info (Years) and (Units) subtasks of the Maintain Asset Master Info screen or in the G/L Book Current Pd Depreciation field in the Maintain Asset G/L Book Info screen. You can always overwrite the automatic system calculation of depreciation. If this checkbox is selected, the system will also re-set the G/L Book Current Pd Depreciation amount back to zero during the Fixed Assets period close process.
Clear this checkbox if you want to disable the automatic system calculation of depreciation. In this circumstance, you will need to manually enter the amount of depreciation if you want to post depreciation for this record.
In general, if you need to make a one-time adjustment to current depreciation expense, you should manually override the system calculation in the G/L Book Current Pd Depreciation column rather than change the default for this checkbox. However, if you want to post a depreciation entry to the General Ledger as a recurring override to system calculations, you should uncheck this checkbox and enter the override amount in the G/L Book Current Pd Depreciation column.
For depreciable assets, this column is available for user entry or edits only if the value in the Depr Based On column is "Y" (Years). The column is not available for user entry if the value in the Depr Based On column is "U" (Units) or "L" (Lease Pds).
This column displays the required depreciation method code assigned to this depreciable record when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
You can edit the data in this required column, use Lookup to select a code, or enter up to six alphanumeric characters to specify a valid depreciation method code for this record. Valid depreciation method codes are set up in the Depr Methods - Basic Setup screen.
Because depreciation calculations use the depreciation method code from this column, use caution if you change the depreciation method code for records once they have begun depreciating in the system.
For depreciable assets, this column is available for user entry or edits only if the value in the Depr Based On column is "Y" (Years). The column is not available for user entry if the value in the Depr Based On column is "U" (Units of Usage) or "L" (Lease Pds).
This column displays the optional useful life assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
You can edit this optional column or enter up to four numeric characters to indicate the useful life for this record. The system does not validate the data in this column. To delete data, replace it with zeroes.
The value in this column 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 is derived from the depreciation method assigned to the record. For example, if you enter a useful life of five years in this column but your depreciation method uses only three years, the system will not use the value in this column for calculations, but will instead use percentages for three years only, as specified by the depreciation method.
This column displays the optional G/L book depreciation start date assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
You can enter or edit the depreciation start date for this record in date format in this column. Even though data entry in this column is not required, this column is the most important date for depreciable assets because the system uses this date to determine whether depreciation calculations should proceed. Depreciation calculations will not take place if this column is blank, or if this date is later than the end of the current accounting period. (The Fixed Assets "current" accounting period is specified in the Posting Settings screen.)
If you anticipate a depreciation start date delay due to installation or calibration requirements, for example, you can enter a future date in this column. In this circumstance, depreciation calculations will not begin until the future date coincides with your current accounting period. The date in this column must be on or before the end of the current accounting period for depreciation calculations to take place.
You can enter or edit data in this column. For an existing Asset Master record, you should enter the historical date that depreciation began for this record and NOT the date that you began depreciating this record using Costpoint Fixed Assets. Because system calculations use this date to determine whether 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.
If you enter a depreciation start date for 2/29 in a leap year, the system will display the following message:
"For assets acquired on 2/29 of a leap year, use 2/28 for the Depr Start Date."
The relationship between the data in this column and the values in the G/L Book Current Depr Year and G/L Book Days/Pds Remaining columns is also critical to the accurate calculation of depreciation for new records in which Depr Based On is "Y" (Years).
You can use the Verify/Update Depr Computation Data utility to assist you in verifying the relationship of the G/L Book Depr Start Date column to the G/L Book Current Depr Year and G/L Book Days/Pds Remaining columns.
Using the value in the G/L Book Depr Start Date column, the system prints a report by asset/item number, by book, that includes a side-by-side comparison of both the current values displayed in the Asset Master record AND the values that the system would have computed for the G/L Book Current Depr Year and G/L Book Days/Pds Remaining columns.
Although you can print this report for all selected records, you can also print the report for exceptions only, which makes discrepancies easier to identify. After the report has printed, you can select the option in this utility that applies the system-computed values to your Asset Master records. This process updates the existing data in the G/L Book Current Depr Year and G/L Book Days/Pds Remaining columns by replacing your data and writing the system-computed values to these columns.
You should always carefully review and agree with the reported results on a record-by-record basis, using the Verify/Update Depr Computation Data utility, before performing the Update process.
You can enter or edit the in-service date for this record in date format in this column. The value in this column is for data purposes only and is not used in system calculations. (When the system calculates depreciation, the system checks only the date from the G/L Book Depr Start Date column.) The optional date in this column can be an historical, current, or future date.
This column is available for user entry or edits only if the value in the Depr Based On column is "Y" (Years) or "U" (Units). The column is not available for user entry if the value in the Depr Based On column is "U" (Units of Usage) or "L" (Lease Pds).
This column displays the optional G/L book in-service date assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
This column is available for user entry or edits only if the value in the Depr Based On column is "Y" (Years). The column is not available for user entry if the value in the Depr Based On column is "U" (Units of Usage) or "L" (Lease Pds).
This column, along with data in the G/L Book Days/Pds Remaining and G/L Book Depr Start Date column, plays an integral role in the system calculation of depreciation. The value in this column 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.
This column displays the optional G/L book current depreciation year assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen or when depreciation was computed. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
For a new Asset Master record, blanks normally display in this column as a default. You can leave this column blank because the system will insert "1" in this column 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 you enter a value in this column, however, to save the Asset Master record you must also enter a value in the G/L Book Days/Pds Remaining column.
This column must be blank for the system to populate it with "1" the first time that depreciation is calculated for this record. If you have entered any number in this column, the system will not replace your entry during depreciation calculations. Although this column is not required, system calculations cannot take place if you have overwritten the system-populated value in this column 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. Please refer to Special Topic FA-3, "Calculate Depreciation," for additional information on how to initialize this column.
When initializing 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 (in 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.
Once this column is initialized for both new and historical records the system increases the value in this column when required during the appropriate Fixed Assets period close process. The current year increments during the closing process if there are additional years of useful life remaining for the record and the G/L Book Days/Pds Remaining column displays "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 G/L Book Days/Pds Remaining column will also change.
This column is available for user entry or edits only if the value in the Depr Based On column is "Y" (Years). The column is not available for user entry if the value in the Depr Based On column is "U" (Units of Usage) or "L" (Lease Pds).
This column, along with the G/L Book Current Depr Year and G/L Book Depr Start Date columns, plays an integral role in the system calculation of depreciation. The value in this column indicates the number of days or periods (as appropriate to your setup in the Fixed Assets Settings screen) 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.)
The system displays the G/L book number of days/periods remaining assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen or when depreciation was first computed. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
For a new Asset Master record, blanks display in this column as a default. You can leave this column blank, if desired because the system will insert the correct value in this column 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 column, if desired. If you enter a value in this column, however, you must also enter a value in the G/L Book Current Depr Year column, or you will not be able to save the Asset Master record.
The value in this column will depend on the Date of Purchase or Fiscal Year basis assigned to the depreciation method for this asset.
If you have linked a Date of Purchase basis for depreciation method with this record, the value in this column should reflect the number of days or periods remaining in the current purchase year, depending on the option you selected in the System-Wide Configuration for DP Basis Depr Methods group box in the Fixed Assets Settings screen.
If you have linked a Fiscal Year basis for depreciation method with this record, the value in this column should reflect the number of periods remaining in the current fiscal year. The number of periods remaining cannot be greater than 18.
This column 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 column, the system will not replace your entry during depreciation calculations. Although this column is not required, system calculations cannot take place if you have overwritten the system-populated value in this column with blanks. The reason for this is that the system cannot depreciate correctly for the current period if the G/L Book Days/Pds Remaining column is not specified or is incorrect. Please refer to Special Topic FA-3, "Calculate Depreciation," for additional information on how to initialize this column.
Once this column is initialized for both new and historical records, the system changes this value during the Fixed Assets period close process, as required. The current year increments during the closing process if there are additional years of useful life remaining for the record, and the G/L Book Days/Pds Remaining column displays "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 increases, the value in the G/L Book Days/Pds Remaining column will also change and appropriately for the basis used (Date of Purchase or Fiscal Year).
For an existing Asset Master record, you can edit data that displays in this column. Because system calculations use this data to determine whether depreciation computations should take place for each record and the manner in which they should take place, use extreme caution if you change data in this column for property records once they have begun depreciating in the system.
This column is available for user entry or edits only if the value in the Depr Based On column is "Y" (Years). The column is not available for user entry if the value in the Depr Based On column is "U" (Units of Usage) or "L" (Lease Pds).
This column is active only for depreciation methods that use the Date of Purchase basis. (You must select a Date of Purchase or Fiscal Year basis in the Depr Methods - Basic Setup screen when you set up each depreciation method.)
If the method from the G/L Book Depr Method Code column in this screen references a method that uses a Date of Purchase basis, this column is active.
f the method from the G/L Book Depr Method Code column in this screen references a method that uses a Fiscal Year basis, this column is not active.
This column, along with data in the G/L Book Current Depr Year and the G/L Book Days/Pds Remaining columns, plays an integral role in the system calculation of depreciation for methods using the Date of Purchase basis.
This column displays the G/L book amount taken purchase YTD assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info subtasks of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
For a new Asset Master record, no data should display in this column because there has been no historical purchase year activity. You should leave this column blank for a new record because the system will increment (or possibly decrement) the value in this column by the cumulative amount of depreciation posted for the accounting period when you close the current Fixed Assets period.
The value in this column will be different from the value in the G/L Book FYTD Depreciation column except when the date of purchase coincides with the start of your fiscal year. The G/L Book Amt Taken Purchase YTD column displays purchase year data, while the G/L Book FYTD Depreciation column displays fiscal year data.
Although this column is not required, it is essential that you enter the correct value in this column when initializing your historical records because the system cannot depreciate correctly for the current period if the G/L Book Days/Pds Remaining column is not specified or is incorrect. Please refer to Special Topic FA-3, "Calculate Depreciation," for additional information on how to correctly initialize this column.
For both new and historical records, the system will change the value in this column by the amount of depreciation posted when the current accounting period is closed.
For an existing Asset Master record, you can edit data that displays in this column. Because system calculations use this data to determine whether depreciation computations should take place for each record, and the manner in which they should take place, use caution if you change data in this column for property records once they have begun depreciating in the system.
This column is available for user entry or edits only if the value in the Depr Based On column is "Y" (Years) or "U" (Units). The column is not available for user entry if the value in the Depr Based On column is "L" (Lease Pds).
This column displays the optional G/L book salvage percent assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in column may have been edited in the G/L Book Info subtasks of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
For a new Asset Master record, enter the salvage value percentage rate to be used in the calculation of salvage and depreciable value in this optional column, if applicable. You can enter up to three integers and four decimal places in this column.
The G/L Book Salvage Percent column and the G/L Book Salvage Value columns are reciprocal in that the entry in one column calculates and displays corresponding data in the other column. If you enter a salvage value percentage in this column, note that the system computes and displays the equivalent salvage value in the G/L Book Salvage Value column. Alternately, if you do not enter a percentage in this column but instead enter a salvage value amount directly in the G/L Book Salvage Value column, the system will compute and display the equivalent salvage value percentage in this column.
Data from the G/L Book Salvage Value column is subtracted from the G/L Book Total Cost column and the result is displayed in the G/L Book Amt to Depreciate column, which in turn affects the amount of depreciation calculated by the system. In a simplified 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 G/L Book Salvage Percent or G/L Book Salvage Value columns for salvage unless this is the point at which you want the system to stop depreciation.
For an existing Asset Master record, you can edit the value that displays in this column, 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 column for property records once they have begun depreciating in the system.
Refer to the examples below, each of which illustrates a different way in which to handle salvage value relative to the computation of depreciation based on years:
Example 1
This example illustrates the setup in which salvage value is subtracted before depreciation calculations. This is the most common methodology for computing depreciation when there is salvage value assigned to an asset.
Asset Master Record:
|
G/L Book Total Cost = |
$10,000 |
|
G/L Book Salvage Percent = |
10 % |
|
G/L Book Salvage Value = |
$1,000 |
|
G/L Book Depr Method Code = |
SL5 |
|
G/L Book Amt to Depreciate = |
$9,000 |
Depr Method: SL5 (Straight-Line Method over 5 years)
Total % to Depreciate = 100%
Subtract Salvage Value Before Calculation = Checked for depreciation method "SL5."
|
Year |
% |
|
Amt to Depreciate |
|
Annual Depreciation |
|
1 |
20% |
x |
9,000 |
= |
1,800 |
|
2 |
20% |
x |
9,000 |
= |
1,800 |
|
3 |
20% |
x |
9,000 |
= |
1,800 |
|
4 |
20% |
x |
9,000 |
= |
1,800 |
|
5 |
20% |
x |
9,000 |
= |
1,800 |
|
|
|
|
|
|
9,000 |
For this example, the system subtracted the salvage value from the asset's total cost to determine the amount to depreciate ($10,000 - $1,000 = $9,000). Note that the residual amount is spread uniformly across all years of useful life ($200 per year for 5 years).
The amount to depreciate is multiplied by the depreciation percentage for the appropriate year of life to determine annual depreciation.
Example 2
This example illustrates the setup in which salvage value is not subtracted before depreciation calculations.
Asset Master Record:
|
G/L Book Total Cost = |
$10,000 |
|
G/L Book Salvage Percent = |
10 % |
|
G/L Book Salvage Value = |
$1,000 |
|
G/L Book Depr Method Code = |
SL5 |
|
G/L Book Amt to Depreciate = |
$10,000 |
Depr Method: SL5 (Straight-Line Method over 5 years)
Total % to Depreciate = 100%
Subtract Salvage Value Before Calculation = Unchecked for depreciation method "SL5."
|
Year |
% |
|
Amt to Depreciate |
|
Annual Depreciation |
|
1 |
20% |
X |
10,000 |
= |
2,000 |
|
2 |
20% |
X |
10,000 |
= |
2,000 |
|
3 |
20% |
X |
10,000 |
= |
2,000 |
|
4 |
20% |
X |
10,000 |
= |
2,000 |
|
5 |
20% |
X |
10,000 |
= |
2,000 |
|
|
|
|
|
|
10,000 |
For this example, the system ignored the salvage value from the asset's total cost in determining the amount to depreciate (10,000 - 0 = 10,000). The amount to depreciate is multiplied by the depreciation percentage for the appropriate year of life to determine annual depreciation.
Example 3
This example illustrates the only method available that recognizes the residual (salvage) amount in the last year of useful life. Note that only 90% of the asset was set up for depreciation when the depreciation method was defined.
Asset Master Record:
|
G/L Book Total Cost = |
$10,000 |
|
G/L Book Salvage Percent = |
10 % |
|
G/L Book Salvage Value = |
$1,000 |
|
G/L Book Depr Method Code Method = |
SL5 |
|
G/L Book Amt to Depreciate = |
$9,000 |
Depr Method: SL5 (Straight-Line Method over 5 years)
Total % to Depreciate = 90%
Subtract Salvage Value Before Calculation = Unchecked for depreciation method "SL5."
|
Year |
% |
|
Amt to Depreciate |
|
Annual Depreciation |
|
1 |
20% |
X |
10,000 |
= |
2,000 |
|
2 |
20% |
X |
10,000 |
= |
2,000 |
|
3 |
20% |
X |
10,000 |
= |
2,000 |
|
4 |
20% |
X |
10,000 |
= |
2,000 |
|
5 |
10% |
X |
10,000 |
= |
1,000 |
|
|
|
|
|
|
9,000 |
This column is available for user entry or edits only if the value in the Depr Based On column is "Y" (Years) or "U" (Units). The column is not available for user entry if the value in the Depr Based On column is "U" (Units of Usage.
This column displays the optional G/L book salvage value amount assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
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 Master record, as applicable, enter the salvage value to be used in the calculation of depreciation in this optional column. You can enter up to 12 integers and two decimal places (999,999,999,999.99) in this column.
The G/L Book Salvage Value column and the G/L Book Salvage Percent columns are reciprocal in that the entry in one column calculates and displays corresponding data in the other column. If you enter a salvage value in this column, the system computes and displays the equivalent salvage value percentage in the G/L Book Salvage Percent column. Alternately, if you do not enter a value in this column but instead enter a salvage value percentage directly in the G/L Book Salvage Percent column, the system will compute and display the equivalent salvage value in this column.
Salvage value is subtracted from the value in the G/L Book Total Cost column, and the result displays in the G/L Book Amt to Depreciate column, which in turn affects the amount of depreciation calculated by the system. In a simplified 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 G/L Book Salvage Value or G/L Book Salvage Percent columns for salvage unless this is the point at which you want the system to stop depreciation.
For an existing Asset Master record, you can edit the value that displays in this column. Because system calculations use this data to determine how depreciation computations should take place for each record, use caution if you change this column for property records once they have begun depreciating in the system. For more information on salvage calculations, please refer to the examples of salvage value calculations illustrated in the G/L Book Salvage Percent section above.
The system adds the values from each of the cost columns and displays the total in this non-editable column. Any edits to columns affecting total cost for the G/L Book must be made in the Price, Sales Tax, Shipping/Handling, Transportation, and/or Other Cost column(s), as appropriate.
This column displays the optional G/L book total cost amount assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Cost Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Cost Info screen.
Because system depreciation calculations use the total cost data, use caution if you change the cost for a record once it has begun depreciating in the system. Occasionally, additional asset costs are incurred after depreciation has been posted for a record (as in additional shipping costs, and so on). Alternately, returns may result in the reduction of cost after depreciation has been posted for the record.
One way to record cost changes might be to adjust the appropriate cost field(s) in the Cost Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Cost Info screen. The disadvantages to this approach are the lack of a clear audit trail and the fact that depreciation expense may not be correctly stated until the depreciation year is complete. To compensate for these disadvantages, you could add notes to create an audit trail, or create the correct "catch-up" depreciation adjustment with a manually entered depreciation expense to be posted. (If you have selected the Add to current period amount radio button in the System-Wide Configuration for Depreciation Calculations group box in the Fixed Assets Settings screen, the system will catch up depreciation under this condition, as long as the "catch-up" period of time is within the same fiscal or purchase depreciation year.)
Another solution might be to add an additional item for the same asset number with the cost equal to the cost adjustment. With this methodology, the audit trail is clearly preserved. In this situation, however, the asset will consist of more than one item number, which may or may not be considered a disadvantage.
How you deal with a "change-in-cost" issue depends on your company policies; it is important only that you handle these changes consistently.
This non-editable column computes and displays an amount equal to the total G/L Book cost of the asset less any salvage value from the G/L Book Salvage Value column. Be certain to confirm the data in the G/L Book Salvage Percent and G/L Book Salvage Value column because the salvage value amount is used directly by the system to compute the value in the G/L Book Amt to Depreciate column.
The system will not allow depreciation in an amount greater than the value that displays in this column. As long as you enable automatic calculations for an Asset Master record by selecting the checkbox in the G/L Book Auto Calculate column, system safeguards that prevent depreciation in excess of amount to depreciate are in place.
This column, along with data in the G/L Book Current Depr Year and the G/L Book Days/Pds Remaining columns, plays an integral role in the system calculation of depreciation for methods using the Fiscal Year basis. (You must select a Date of Purchase or Fiscal Year basis in the Depr Methods - Basic Setup screen when you set up each depreciation method.)
This column displays the optional G/L book fiscal year to date depreciation amount for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or directly in the Maintain Asset G/L Book Info screen.
For a new Asset Master record without depreciation history, no data should display in this column because there has been no fiscal year activity. You should leave this column blank for a new record because the system will increment (or possibly decrement) the value in this column by the amount of depreciation posted each time the current Fixed Assets period is closed. The value in this column should always be equal to the posted depreciation expense for the current fiscal year, exclusive of the value in the G/L Book Current Pd Depreciation column.
The value in this column will be different from the value in the G/L Book Amt Taken Purchase YTD column except when the date of purchase coincides with the start of your fiscal year. The G/L Book Amt Taken Purchase YTD column displays purchase year data, while the G/L Book FYTD Depreciation column displays fiscal year data.
For both new and historical records that are being initialized, the system will increase or decrease the value in this column by the amount of the total depreciation posted for the period when the Fixed Assets current period is closed. Data from this column is added to the data from the G/L Book Prior FY Depreciation and G/L Book Current Pd Depreciation columns to derive the total calculated value displayed in the G/L Book Accum Depreciation column.
The system will update the value in this column when you perform the Fixed Assets period close process on the last period in your fiscal year. The system will add the value in the G/L Book FYTD Depreciation column to the value in the G/L Book Prior FY Depreciation column and set the value in the G/L Book FYTD Depreciation column back to zero.
Although this column is not required, it is essential that you enter the correct value in this column during the initialization of your historical records because the system cannot depreciate correctly for the current period if the value in the G/L Book FYTD Depreciation column is not specified or is incorrect. Please refer to Special Topic FA-3, "Calculate Depreciation," for additional information on how to correctly initialize this column.
For an existing Asset Master record, you can edit data that displays in this column, if needed. Because system calculations use this data to determine whether depreciation computations should take place for each record, and the manner in which they should take place, use caution if you change data in this column for Asset Master records once they have begun depreciating in the system.
This column, along with data in the G/L Book Current Depr Year and the G/L Book Days/Pds Remaining columns, plays an integral role in the system calculation of depreciation for methods using the Fiscal Year basis. (You must select a Date of Purchase or Fiscal Year) basis in the Depr Methods - Basic Setup screen when you set up each depreciation method.)
For an existing asset, this column displays the optional G/L book cumulative depreciation amount for all prior fiscal years entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. The value in this column should reflect cumulatively the total posted depreciation expense for all past fiscal years, and should not include the current fiscal year amount. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or directly in the Maintain Asset G/L Book Info screen.
For a new Asset Master record without depreciation history, no data should display in this column because there has been no prior fiscal year activity. The value in this column should always be equal to the cumulative posted depreciation expense for all prior fiscal years, exclusive of the value in the G/L Book Current Pd Depreciation column. The system will update the value in this column when you perform the Fixed Assets period close process on the last period in your fiscal year. The system will add the value in the G/L Book FYTD Depreciation column to the value in the G/L Book Prior FY Depreciation column, and will set the G/L Book FYTD Depreciation column back to zero.
For both new and historical records, the system adds data from this column to the data from the G/L Book FYTD Depreciation and G/L Book Current Pd Depreciation columns to derive the G/L Book Accum Depreciation column calculated total.
Although this column is not required, it is essential that you enter the correct value in this column during the initialization of your historical records because the system cannot depreciate correctly for the current period if the value in the G/L Book FYTD Depreciation column is not specified or is incorrect. Please refer to Special Topic FA-3, "Calculate Depreciation," for additional information on how to correctly initialize this column.
For an existing Asset Master record, you can edit data that displays in this column, if needed. Because system calculations use this data to determine whether depreciation computations should take place for each record, and the manner in which they should take place, use caution if you change the value in this column for Asset Master records once they have begun depreciating in the system.
This column is available for user entry or edits only if the value in the Depr Based On column is "Y" (Years). The column is not available for user entry if the value in the Depr Based On column is "U" (Units of Usage) or "L" (Lease Pds).
This column, along with data in the G/L Book Current Depr Year and the G/L Book Days/Pds Remaining columns, plays an integral role in the system calculation of depreciation (for both Date of Purchase and Fiscal Year basis methods).
You should leave this column blank for a new Asset Master record, unless you want to overwrite the system calculation of annual depreciation and you uncheck the G/L Book Auto Calculate checkbox.
This column displays the G/L book annual depreciation associated with this record, if it was manually entered when the asset was saved in the Maintain Asset Master Info screen or is the result of depreciation calculations. Data displayed in this column may also have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
The system populates this column when you calculate depreciation for this record, if the G/L Book Auto Calculate checkbox has been selected and the date in the G/L Book Depr Start Date column is not a future date (later than the end of the current period).
Manual entries are always permitted in this column, regardless of the status of the G/L Book Auto Calculate checkbox and the date in the G/L Book Depr Start Date column. However, enter all manual overwrites with caution. The timing of any manual entries to this column are especially important; if the G/L Book Auto Calculate checkbox is selected, any manual edits to the G/L Book Annual Depreciation column will be overwritten by the system when you compute depreciation.
For both new and historical records, the system uses the data from this column when calculating depreciation. Depreciation calculations can be performed multiple times within the same accounting period. If you have not manually corrected any critical columns (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 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 G/L Book Current Depr Year column.
The system does not re-set the value in this column to zero during the period close process.
You should leave this column blank for a new Asset Master record, unless you want to overwrite the system calculation of annual depreciation.
For a new Asset Master record, blanks normally display in this column. If you have unchecked the G/L Book Auto Calculate checkbox and you manually entered a value in this column last period, this column should still display the manually entered value. Leave this column blank for a new record unless you want to overwrite the system calculation of depreciation for the period.
This column will be populated by the system when you calculate depreciation for this record, if the G/L Book Auto Calculate checkbox has been selected and the date in the G/L Book Depr Start Date column is not a future date (later than the end of the current period). (The "current" Fixed Assets period is specified in the Posting Settings screen.) Manual entries and edits are always permitted in this column, regardless of the status of the G/L Book Auto Calculate checkbox and the date in the G/L Book Depr Start Date column. You should enter all manual entries and overwrites with caution.
For both new and historical records, the system adds the value in this column to the data in the G/L Book FYTD Depreciation and G/L Book Prior FY Depreciation columns to derive the G/L Book Accum Depreciation column calculated total value. When you close the current accounting period, the system sets the value in this column back to zero unless you have unchecked the G/L Book Auto Calculate checkbox.
You can perform depreciation calculations multiple times within the same Fixed Assets period. If you have not manually corrected any critical columns (such as asset cost, annual depreciation, current depreciation year, periods remaining, and so on), there is no danger that the system will post the same depreciation expense for the same asset in the same Fixed Assets period after depreciation is re-calculated.
The system tracks monthly postings for each record and compares the value in the G/L Book Current Pd Depreciation column with the value in the G/L Book Amt Posted Curr Pd column. If the values in these columns are equal, there can be no additional postings to the G/L for the period. Only changes to the G/L Book Current Pd Depreciation column can generate additional depreciation expense entries if additional postings are performed for the current Fixed Assets period.
As long as the value in the G/L Book Current Pd Depreciation column is different than the value in the G/L Book Amt Posted Curr Pd column, the system will, within the same Fixed Assets period, always post the value needed to bring the G/L Book Amt Posted Curr Pd column up to or down to the value in the G/L Book Current Pd Depreciation column. For example, if you have calculated depreciation and the G/L Book Current Pd Depreciation column displays $50.00, the value in the G/L Book Amt Posted Curr Pd will also display $50.00 after posting to the General Ledger. If you now change the amount in the G/L Book Current Pd Depreciation column to $75.00 and post again within the same Fixed Assets period, the system will recognize that an additional $25.00 is needed to make these columns equal, and will post $25.00 more. After this second posting, the amounts in the G/L Book Current Pd Depreciation column and the G/L Book Amt Posted Curr Pd will be equal. When the accounting period is closed, the system will add the amount displayed in the G/L Book Amt Posted Curr Pd column to the amount in the G/L Book FYTD Depreciation column and will set the value in the G/L Book Amt Posted Curr Pd column back to zero.
The value in this column will be posted to the depreciation expense account(s) set up in the Code field in the Depreciation Expense Account group box in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen or directly in the Depr Exp Acct Alloc Code field in the Maintain Asset Account Info screen.
Current period depreciation expense is computed as a result of the Date of Purchase or Fiscal Year basis assigned to each depreciation method (established in the Depr Method Codes - Basic Setup screen).
Depreciation Calculations When Depr Based On is "Y" (Years)
The basic methodology for depreciation calculations in which the "catch-up" amount is to be spread among remaining periods is as follows:
If you have linked a Date of Purchase depreciation basis method with the asset, this column will display the annual depreciation expense less the amount taken this purchase year divided by the number of periods remaining in the calendar year.
If you have linked a Fiscal Year depreciation method basis with the asset, this column will display the annual depreciation expense less the FYTD amount divided by the number of periods remaining in the fiscal year.
In the following simplified example, consider the basic 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 2003, the current Fixed Assets accounting period is 10, the number of accounting periods in the fiscal year is 12, and the start date is 10-01-03.
|
|
DP (Date of Purchase) |
FY (Fiscal Year) |
|
Asset Cost |
$9,000 |
$9,000 |
|
Annual Depreciation |
$1,800 |
$1,800 |
|
Current Pd Depreciation |
$150 |
$600 |
If the Date of Purchase basis for depreciation is being used, the annual depreciation expense of $1,800 is divided by the number of accounting periods remaining in the purchase year (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 G/L Book Depr Start Date column (10-01-2003).
If the Fiscal Year basis for depreciation is being used, the annual depreciation expense of $1,800 is divided by the number of accounting periods remaining in the fiscal year. In the example above, there are only three accounting periods remaining in the fiscal year over which to spread the annual depreciation cost of $1,800.
Depreciation Calculations When Depr Based On is "U" (Units of Usage)
Current period depreciation expense using the units of usage method is computed by multiplying the value in the Current Units Used column times the value in the Std Depr Rate Per Unit of Usage column.
For a new Asset Master record, blanks normally display in this column because there is no corresponding Asset Template column. You should leave this column blank for a new record unless you want to overwrite the system calculation of depreciation for the period. (If you have unchecked the G/L Book Auto Calculate checkbox and you manually entered a value in this column last period, this column should still display the manually entered value.)
The system populates this column when you calculate depreciation for this record, if the G/L Book Auto Calculate checkbox has been selected and the date in the G/L Book Depr Start Date column is not a future date (later than the end of the current period). (The "current" period is specified in the Posting Settings screen from the Controls menu.) Data must also be present in the Current Units Used column and the Std Depr Rate Per Unit of Usage column in order for automatic depreciation calculations to proceed.
Manual entries are always permitted in this column, regardless of the status of the G/L Book Auto Calculate checkbox, the date in the G/L Book Depr Start Date column, or missing data in the Current Units Used and Std Depr Rate Per Unit of Usage columns. Make all manual overwrites with caution.
Depreciation Calculations When Depr Based On is "L" (Lease Pds)
Using a lease periods methodology, the system will move the value from the Monthly Lease Payment Amount column to this column calculating depreciation. The system does not compute a value for this column (by dividing the total lease value or the amount to amortize by the total number of payments) because of inherent rounding differences and changing lease terms. You must initialize the Monthly Lease Payment Amount column with the desired value, which will display in the G/L Book Current Pd Depreciation column after depreciation is calculated for the current period.
There will, of course, be instances in which the lease payment changes. In this circumstance, you should record the revised lease payment in the Monthly Lease Payment Amount column for the first month in which it is effective, before amortization calculations take place.
The system totals the values from the G/L Book FYTD Depreciation, G/L Book Prior FY Depreciation, and G/L Book Current Pd Depreciation columns and displays the result in this column, where it cannot be changed.
The system subtracts the value in the G/L Book Accum Depreciation column from the value in the G/L Book Amt to Depreciate column and displays the result in this column, where it cannot be changed.
For all records, both new and historical, zeroes display in this non-editable column at the beginning of each accounting period. The system populates this column when you post depreciation for the first time in the accounting period. Subsequent postings of depreciation expense within the same accounting period for this record will increment or decrement the value in this column because it displays the cumulative results of all postings for the accounting period. When you close the current Fixed Assets accounting period, the value in this column will be set back to zero.
Depreciation calculations can be performed multiple times within the same Fixed Assets accounting period. If you have made no manual corrections to critical columns (such as asset cost, annual depreciation, current depreciation year, periods remaining, and so on), there is no danger that the system will post the same depreciation expense for the same asset in the same Fixed Assets accounting period after depreciation is re-calculated.
The system tracks monthly postings for each record and compares the value in the G/L Book Current Pd Depreciation column with the value in the G/L Book Amt Posted Curr Pd column. If the values in these columns are equal, there can be no additional postings to the G/L for the period. Only subsequent changes to the G/L Book Current Pd Depreciation column can generate additional depreciation expense entries.
As long as the value in the G/L Book Current Pd Depreciation column is different than the value in the G/L Book Amt Posted Curr Pd column, the system will, within the same Fixed Assets accounting period, always post the value needed to bring the amount in the G/L Book Amt Posted Curr Pd column up to or down to the value in the G/L Book Current Pd Depreciation column. For example, if you have calculated depreciation and the G/L Book Current Pd Depreciation column displays $50.00, the amount in the G/L Book Amt Posted Curr Pd column will also display $50.00 after you post to the General Ledger.
If you now change the amount in the G/L Book Current Pd Depreciation column to $75.00 and post again within the same Fixed Assets accounting period, the system will recognize that an additional $25.00 is needed to make these columns equal and will post $25.00 more. After this second posting, the amounts in the G/L Book Current Pd Depreciation column and the G/L Book Amt Posted Curr Pd will be equal. When the current Fixed Assets accounting period is closed, the amount displayed in the G/L Book Amt Posted Curr Pd column will be added to the amount in the G/L Book FYTD Depreciation column and the G/L Book Amt Posted Curr Pd column will be set back to zero.
This column is available for user entry or edits only if the value in the Depr Based On column is "U" (Units of Usage). The column is not available for user entry if the value in the Depr Based On column is "Y" (Years) or "L" (Lease Pds).
The system displays the optional estimated units of useful life assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in the G/L Book Units of Useful Life column may have been edited in the G/L Book Info (Units) subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
For a new Asset Master record, enter up to nine numeric characters in this system-required column to indicate the estimated units of useful life (such as hours or miles) for this asset.
This column is similar to the Total Cost column in the G/L Book Info (Years) subtask, in that it defines the maximum number of units beyond which the system should not calculate depreciation. Although you do not need an entry in this column to save the record under most circumstances, the system cannot compute depreciation based on units when this data is missing. If the G/L Book Auto Calculate checkbox is selected, this field is required.
For units of usage depreciation, the system also uses the value in the G/L Book Amt to Depreciate column as a limiter. The system will not depreciate an amount that is greater than the amount in the G/L Book Amt to Depreciate column OR will not permit usage entries that would create a value in the G/L Book Total Units Used column that is greater than the estimated units of useful life.
For an existing Asset Master record, you can edit the value that displays in this column. If you have underestimated (or overestimated) the estimated units of useful life in this column, you can manually edit this column, if necessary. Because system calculations use this column to determine the total limit to depreciation expense, use caution if you change this column for an asset once it has begun depreciating in the system.
This column is available for user entry or edits only if the value in the Depr Based On column is "U" (Units of Usage). The column is not available for user entry if the value in the Depr Based On column is "Y" (Years) or "L" (Lease Pds).
This column displays the optional estimated units of useful life assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info (Units) subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
For a new Asset Master record, enter up to 10 alphanumeric characters in this optional column to indicate the type of unit for this asset, such as hours, miles, and so on. The value in this column is for data purposes only and is not used in system calculations.
For an existing Asset Master record, you can edit the value that displays in this column, as desired.
This column is available for user entry or edits only if the value in the Depr Based On column is "U" (Units). The column is not available for user entry if the value in the Depr Based On column is "Y" (Years) or "L" (Lease Pds).
This column displays the optional standard depreciation rate per unit of usage assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info (Units) subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
For a new Asset Master record, enter the depreciation rate per unit of usage in this optional column. Although this column is not required, depreciation calculations cannot take place if you do not enter a value in this column. The system multiples the value from this column times the value in the G/L Book Current Units Used column to derive the value in the G/L Book Current Pd Depreciation column. You can enter up to 12 integers and two decimal places (999,999,999,999.99) in this column.
For an existing Asset Master record, you can edit the value that displays in this column. If the G/L Book Auto Calculate checkbox is selected, this field is required. Because system calculations use this column to determine current period depreciation expense, use caution if you change this column for an asset once it has begun depreciating in the system.
This column is available for user entry or edits only if the value in the Depr Based On column is "U" (Units). The column is not available for user entry if the value in the Depr Based On column is "Y" (Years) or "L" (Lease Pds).
This column displays the prior units used data entered for this record, as applicable, when the asset was first saved in the Maintain Asset Master Info screen. Data displayed in the G/L Book Prior Units Used column may have been edited in the G/L Book Info (Units) subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
You should leave this column blank for a new record. This column will be updated during the accounting period close process, in which the value in the G/L Book Current Units Used column will be added to the value in the G/L Book Prior Units Used column, and the G/L Book Current Units Used column will be set back to zero.
When initializing your historical records, you should manually enter the correct value in this column. Although you do not need an entry in this column to save the record, depreciation calculations based on units may be incorrect if the historical data is missing or is incorrect. For an existing Asset Master record, you can edit data that displays in this column. Because system depreciation calculations use this data, however, use caution if you change this column for an asset once it has begun depreciating in the system.
For both new and historical records, data from this column is added by the system to the data from the G/L Book Current Units Used column to derive the calculated value for the G/L Book Total Units Used column.
This column is available for user entry or edits only if the value in the Depr Based On column is "U" (Units of Usage). The column is not available for user entry if the value in the Depr Based On column is "Y" (Years) or "L" (Lease Pds).
This column displays the current units used entered for this record for the current period, as applicable. Data displayed in this column may have been edited in the G/L Book Info (Units) subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
In order for system depreciation calculations to take place for units-based assets, you must enter the number of units used in the current accounting period. (The system computes current period depreciation by multiplying the value from this column times the value in the G/L Book Depr Rate Per Unit column to derive the value in the G/L Book Current Pd Depreciation column.)
This column will be updated during the accounting period close process, in which the system will add the value in the G/L Book Current Units Used column to the value in the G/L Book Prior Units Used column, and will set the G/L Book Current Units Used column back to zero, unless the G/L Book Auto Calculate checkbox is not selected. The system adds the data in this column to the data from the G/L Book Current Units Used column to derive the G/L Book Total Units Used column calculated total.
For an existing Asset Master record, you can edit data that displays in this column. Because system depreciation calculations use this data, always use caution if you change this column.
This column is applicable only if the value in the Depr Based On column is "U" (Units of Usage). The column is not available for user entry if the value in the Depr Based On column is "Y" (Years) or "L" (Lease Pds).
The system totals the values from the G/L Book Prior Units Used and G/L Book Current Units Used columns and displays the results in this column, where it cannot be edited.
This column is available for user entry or edits only if the value in the Depr Based On column is "L" (Lease Pds). The column is not available for user entry if the value in the Depr Based On column is "Y" (Years) or "U" (Units of Usage).
This column displays the checkbox selection, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
Select this checkbox to indicate that this record is a capitalized lease. This column is optional, and the system default is unchecked. This checkbox is for data purposes only and is not used in system calculations.
This column is available for user entry or edits only if the value in the Depr Based On column is "L" (Lease Pds). The column is not available for user entry if the value in the Depr Based On column is "Y" (Years) or "U" (Units of Usage).
This column displays the optional lease start date, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in column may have been edited in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
The value in this column is for data purposes only and is not used in system calculations. (When the system calculates amortization, the system checks only the date from the G/L Book Depr Start Date column.) The date in this column can be an historical, current, or future date.
For a new or existing Asset Master record, you can enter or edit the lease start date for this record in date format in this optional column.
This column is available for user entry or edits only if the value in the Depr Based On column is "L" (Lease Pds). The column is not available for user entry if the value in the Depr Based On column is "Y" (Years) or "U" (Units of Usage).
This column displays the optional lease end date, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed column may have been edited in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
The value in this column is for data purposes only and is not used in system calculations. (When calculating amortization, the system checks only the date from the G/L Book Depr Start Date column.) The date in this column can be an historical, current, or future date.
For a new or existing Asset Master record, you can enter or edit the lease end date for this record in date format in this optional column.
This column is available for user entry or edits only if the value in the Depr Based On column is "L" (Lease Pds). The column is not available for user entry if the value in the Depr Based On column is "Y" (Years) or "U" (Units of Usage).
This column displays the optional total number of lease payments entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed this column may have been edited in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
The value in this column is for information purposes only and is not used in system calculations. (The system uses the value from the G/L Book Lease Payments Remaining column to determine over which how many more accounting periods this property should be amortized.)
This column is available for user entry or edits only if the value in the Depr Based On column is "L" (Lease Pds). The column is not available for user entry if the value in the Depr Based On column is "Y" (Years) or "U" (Units of Usage).
This column displays the monthly payment entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
For a new Asset Master record, enter the amount of the monthly lease payment in this optional column. If the G/L Book Auto Calculate checkbox is selected and the asset's book value in this screen does not equal zero, this column and the G/L Book Lease Payments Remaining column are required. Although this column is not required (except in the instance above), note that amortization calculations will not take place for this record if this column is blank.
For an existing Asset Master record, you can edit the value that displays in this column. Because the system copies the data from this column to the G/L Book Current Pd Depreciation column value after amortization is computed, however, you should use caution if you change the monthly payment for a record once it has begun amortizing in the system.
There may be instances in which the lease payment changes. In this circumstance, the revised lease payment should be recorded in this column for the first month in which it is effective, before amortization calculations take place.
This column is available for user entry or edits only if the value in the Depr Based On column is "L" (Lease Pds). The column is not available for user entry if the value in the Depr Based On column is "Y" (Years) or "U" (Units of Usage).
This column displays the optional number of lease payments remaining that were entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen.
The system uses the value from this column to determine over which how many more accounting periods this property should be amortized. Although this column is required only if the G/L Book Auto Calculate checkbox is selected, amortization calculations will not take place if this column is blank. For a new Asset Master record, enter the total number of lease payments remaining in this column. For an existing Asset Master record, you can edit data that displays in this column, if needed. Because system calculations use this data to determine whether depreciation computations should take place for each record, and the manner in which they should take place, use caution if you change this column for a record once it has begun amortizing in the system.
Once this column is initialized, the system decreases the value in this column by one during each Fixed Assets accounting period close process. If the G/L Book Auto Calculate checkbox is selected, this column and the G/L Book Monthly Lease Payment Amount column are required.
The system displays the checkbox status assigned to this record for this book, if applicable, when the asset was first saved in the Maintain Asset Master Info screen. The checkbox status displayed in this column may have been edited in the Other Books Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Other Books Info screen.
The system default for this checkbox is checked. You should accept the system default if you want this record to be included in system calculations of depreciation. If you select this checkbox, the system will compute depreciation each period for eligible assets and will display the results in the Book 2 (or your label) Current Pd Depreciation column in this screen. You can always overwrite the automatic system calculation of depreciation. If you select this checkbox, the system will also re-set the Book 2 (or your label) Current Pd Depreciation column back to zero during the Fixed Assets period close process.
Clear this checkbox if you want to disable the automatic system calculation of depreciation. In this circumstance, you will need to manually enter the amount of depreciation in the Book 2 (or your label) Current Pd Depreciation column for this record.
Usually, if you need to make a one-time adjustment to current depreciation expense, you should manually override the system calculation in the Book 2 (or your label) Current Pd Depreciation column rather than change the default for this checkbox. If, however, you want to use the manually entered depreciation amount as a recurring override to system calculations, you should uncheck this box and enter the override amount in the Book 2 (or your label) Current Pd Depreciation column.
Unlike the G/L Book, for which depreciation can be based on years, units of usage, or lease periods, depreciation for other books can be based only on years. This column displays the optional depreciation method code assigned to this record for this book, if applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Other Books Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Other Books Info screen.
You can edit this required column or enter up to six alphanumeric characters to specify a depreciation method code for this record. Valid depreciation method codes are set up in the Depr Methods - Basic Setup screen.
For an existing Asset Master record, you can edit the depreciation method code that displays in this field. Because depreciation calculations use the depreciation method code from this field, use caution if you change the depreciation method code for records once they have begun depreciating in the system.
This column displays the optional useful life assigned to this record for this book, if applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Other Books Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Other Books Info screen.
You can edit this optional column or enter up to four numeric characters to indicate the useful life for this record. The system does not validate the data in this column.
The value in this column 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. For example, if you enter a useful life of five years in this column but your depreciation method uses only three years, the system will not use the value in this column for calculations, but will instead use percentages for three years only, as specified by the depreciation method.
This column displays the depreciation start date assigned to this record for this book, if applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Other Books Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Other Books Info screen.
For a new Asset Master record, enter or edit the depreciation start date for this record in date format in this column. Even though data entry in this column is not required, this column is the most important date for depreciable assets because the system uses this date when computing depreciation. Depreciation calculations will not take place if this column is blank, or if this date is later than the end of the current accounting period. (The Fixed Assets "current" accounting period is specified in the Posting Settings screen.)
If you anticipate a depreciation start date delay due to installation or calibration requirements, for example, you can enter a future date in this column. In this circumstance, depreciation calculations will not begin until the future date coincides with your current accounting period. The date in this column must be on or before the end of the current accounting period for depreciation calculations to take place.
For an existing Asset Master record, you can enter or edit in this column. You should enter the historical date that depreciation began for this record and NOT the date that you began depreciating this record using Costpoint Fixed Assets. 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.
The relationship between this data in this column and the values in the Book 2 (or your label) Current Depr Year and Book 2 (or your label) Days/Pds Remaining columns is critical to the accurate calculation of depreciation for new records in which Depr Basis is "Y" (Years).
You can use the Verify/Update Depr Computation Data utility to assist you in verifying the relationship of the Book 2 (or your label) Depr Start Date column to the Book 2 (or your label) Current Depr Year and Book 2 (or your label) Days/Pds Remaining columns.
Using on the value in the Book 2 (or your label) Depr Start Date column, the system prints a report by asset/item number, by book, that includes a side-by-side comparison of both the current values displayed in the Asset Master record AND the values that the system would have computed for the Book 2 (or your label) Current Depr Year and Book 2 (or your label) Days/Pds Remaining columns.
Although you can print this report for all selected records, you can also print the report for exceptions only, which makes discrepancies easier to identify. After the report has printed, you can select the option in this utility that applies the system-computed values to your Asset Master records. This process updates the existing data in the Book 2 (or your label) Current Depr Year and Book 2 (or your label) Days/Pds Remaining columns by replacing your data and writing the system-computed values to these columns.
You should always carefully review and agree with the reported results on a record-by-record basis, using the Verify/Update Depr Computation Data utility, before performing the Update process.
This column displays the optional in-service date assigned to this record for this book, if applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Other Books Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Other Books Info screen.
You can enter, edit, or delete 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 checks only the date from the Book 2 (or your label) Depr Start Date field). The date in this field can be an historical, current, or future date.
This column displays the current depreciation year assigned to this record for this book, as applicable, when the asset was saved in the Maintain Asset Master Info screen (or when depreciation was first computed for the record). Data displayed in this column may have been edited in the Other Books Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Other Books Info screen.
This column, along with data in the Book 2 (or your label) Days/Pds Remaining and Book 2 (or your label) Depr Start Date column, plays an integral role in the system calculation of depreciation. The value in this column signifies which depreciation year of the asset's useful life is current. With 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 a new Asset Master record, blanks normally display in this column as a default. You can leave this column blank because the system will insert "1" in this column 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 you enter a value in this column, the Book 2 (or your label) Days/Pds Remaining column is required. This column must be blank for the system to populate it with "1" the first time that depreciation is calculated for this record. If you have entered any number in this column, the system will not replace your entry during depreciation calculations. Although you do not need to make an entry in this column to save a record, if you have overwritten the system-populated value in this column with blanks, system calculations cannot take place. 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 column is initialized, the system increases the value in this column when required during the appropriate Fixed Assets period close process. The current year increments during the closing process if there are additional years of useful life remaining for the record, and the Book 2 (or your label) Days/Pds Remaining column displays "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 Book 2 (or your label) Days/Pds Remaining column will also change.
For an existing Asset Master record, you can edit data that displays in this column. Because system calculations use this data to determine whether depreciation computations should take place for each record, and the manner in which they should take place, use extreme caution if you change the current depreciation year for property records once they have begun depreciating in the system.
Because manually entered data in the Book 2 (or your label) Current Depr Year and Book 2 (or your label) Days/Pds Remaining columns 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 data columns with the Book 2 (or your label) Depr Start Date column. The Verify/Update Depr Computation Data screen can be accessed from the Utilities menu. You can run it for one asset/item number, a range of asset/item numbers, or all 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 and the system-computed values for the Book 2 (or your label) Current Depr Year and Book 2 (or your label) Days/Pds Remaining columns. You can print the report for all selected records or for exceptions only, which makes discrepancies easier to identify.
After the report has printed, you can select the option in this utility that applies the system-computed values to your Asset Master records. This process updates the existing data in the Book 2 (or your label) Current Depr Year and Book 2 (or your label) Days/Pds Remaining columns 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 Book 2 (or your label) Current Depr Year and Book 2 (or your label) Days/Pds Remaining columns (or, in some cases, the Book 2 (or your label) Depr Start Date column) 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 data changes that will take place in each Asset Master record.
Please refer to documentation for the Verify/Update Depr Computation Data screen.
This column displays the number of days/periods remaining assigned to this record for this book, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Other Books Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Other Books Info screen.
This column, along with the Book 2 (or your label) Current Depr Year and Book 2 (or your label) Start Date columns, plays an integral role in the system calculation of depreciation. The value in this column 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.)
For a new Asset Master record, blanks display in this column as a default. You can leave this column blank because the system will insert the correct value in this column 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 column. If you enter a value in this column, the Book 2 (or your label) Current Depr Year column is required.
The value in this column will depend on the Date of Purchase or Fiscal Year basis assigned to the depreciation method for this asset.
¨ If you have linked a Date of Purchase basis for depreciation method with this record, the value in this column should reflect the number of days or periods remaining in the current purchase year, depending on the option you selected in the System-Wide Configuration for DP Basis Depr Methods group box in the Fixed Assets Settings screen.
¨ If you have linked a Fiscal Year basis for depreciation method with this record, the value in this column should reflect the number of periods remaining in the current fiscal year. The number of periods remaining cannot be greater than 18.
This column 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 column, the system will not replace your entry during depreciation calculations. Although this column is not required, system calculations cannot take place, if you have overwritten the system-populated value in this column with blanks. The reason for this is that the system cannot depreciate correctly for the current period if the Book 2 (or your label) Days/Pds Remaining column is not specified.
During the initialization of your historical records, you will need to enter the correct days/periods remaining for each asset, as applicable.
For both new and historical records, once this column is initialized, the system changes this value, as required, during the Fixed Assets period close process. The current year increments during the closing process if there are additional years of useful life remaining for the record, and the Book 2 (or your label) Days/Pds Remaining column displays "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 increases, the value in the Book 2 (or your label) Days/Pds Remaining column will also change for the basis used (DP or FY).
For an existing Asset Master record, you can edit data that displays in this column. Because system calculations use this data to determine whether depreciation computations should take place for each record, and the manner in which they should take place, use extreme caution if you change data in this column for property records once they have begun depreciating in the system.
This column displays the optional salvage percent assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Other Books Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Other Books Info screen.
For a new Asset Master record, enter the salvage value percentage rate to be used in the calculation of salvage and depreciable value in this optional column. You can enter up to three integers and four decimal places in this column.
If you enter a salvage value percentage in this column, the system computes and displays the equivalent salvage value in the Book 2 (or your label) Salvage Value column. Alternately, if you do not enter a percentage in this column but instead enter a salvage value amount directly in the Book 2 (or your label) Salvage Value column, the system will compute and display the equivalent salvage value percentage in this column.
The Book 2 (or your label) Salvage Percent column the Book 2 (or your label) Salvage Value columns are reciprocal in that the entry in one column calculates and displays the data in the other column. The system subtracts data from the Book 2 (or your label) Salvage Value column from the Book 2 (or your label) Total Cost column and displays the result in the Book 2 (or your label) Amt to Depreciate column, which in turn affects the amount of depreciation calculated by the system. In a simplified example, if an asset's cost is $10,000 and its salvage value is 5%, 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 Book 2 (or your label) Salvage Percent or Book 2 (or your label) G/L Book Salvage Value columns for salvage unless this is the point at which you want the system to stop depreciation.
For an existing Asset Master record, you can edit the value that displays in this column. Because system calculations use this data to determine how depreciation computations should take place for each record (as well as the amount to depreciate), use caution if you change this column for property records once they have begun depreciating in the system.
Refer to the specific examples below, each of which illustrates a different way in which to handle salvage value relative to the computation of depreciation based on years:
Example 1
This example illustrates the setup in which salvage value is subtracted before depreciation calculations. This is the most common methodology for computing depreciation when there is salvage value assigned to an asset.
Asset Master Record:
|
Total Cost = |
$10,000 |
|
Salvage Percent = |
10 % |
|
Salvage Value = |
$1,000 |
|
Depr Method Code = |
SL5 |
|
Amount to Depreciate = |
$9,000 |
Depr Method: SL5 (Straight-Line Method over 5 years)
Total % to Depreciate = 100%
Subtract Salvage Value Before Calculation = Checked for depreciation method "SL5."
|
Year |
% |
|
Amt to Depreciate |
|
Annual Depreciation |
|
1 |
20% |
x |
9,000 |
= |
1,800 |
|
2 |
20% |
x |
9,000 |
= |
1,800 |
|
3 |
20% |
x |
9,000 |
= |
1,800 |
|
4 |
20% |
x |
9,000 |
= |
1,800 |
|
5 |
20% |
x |
9,000 |
= |
1,800 |
|
|
|
|
|
|
9,000 |
For this example, the system subtracted the salvage value from the asset's total cost to determine the amount to depreciate (10,000 - 1,000 = 9,000). Note that the residual amount is spread uniformly across all years of useful life ($200 per year for 5 years).
The amount to depreciate is multiplied by the depreciation percentage for the appropriate year of life to determine annual depreciation.
Example 2
This example illustrates the setup in which salvage value is not subtracted before depreciation calculations.
Asset Master Record:
|
Total Cost = |
$10,000 |
|
Salvage Percent = |
10 % |
|
Salvage Value = |
$1,000 |
|
Depr Method Code = |
SL5 |
|
Amount to Depreciate = |
$10,000 |
Depr Method: SL5 (Straight-Line Method over 5 years)
Total % to Depreciate = 100%
Subtract Salvage Value Before Calculation = Unchecked for depreciation method "SL5."
|
Year |
% |
|
Amt to Depreciate |
|
Annual Depreciation |
|
1 |
20% |
x |
10,000 |
= |
2,000 |
|
2 |
20% |
x |
10,000 |
= |
2,000 |
|
3 |
20% |
x |
10,000 |
= |
2,000 |
|
4 |
20% |
x |
10,000 |
= |
2,000 |
|
5 |
20% |
x |
10,000 |
= |
2,000 |
|
|
|
|
|
|
10,000 |
For this example, the system ignored the salvage value from the asset's total cost in determining the amount to depreciate (10,000 - 0 = 10,000). The amount to depreciate is multiplied by the depreciation percentage for the appropriate year of life to determine annual depreciation.
Example 3
This example illustrates the only method available that recognizes the residual (salvage) amount in the last year of useful life. Note that only 90% of the asset was set up for depreciation when the depreciation method was defined.
Asset Master Record:
|
Total Cost = |
$ 10,000 |
|
Salvage Percent = |
10 % |
|
Salvage Value = |
$1,000 |
|
Depr Method Code = |
SL5 |
|
Amount to Depreciate = |
$ 9,000 |
Depr Method: SL5 (Straight-Line Method over 5 years)
Total % to Depreciate = 90%
Subtract Salvage Value Before Calculation = Unchecked for depreciation method "SL5."
|
Year |
% |
|
Amt to Depreciate |
|
Annual Depreciation |
|
1 |
20% |
x |
10,000 |
= |
2,000 |
|
2 |
20% |
x |
10,000 |
= |
2,000 |
|
3 |
20% |
x |
10,000 |
= |
2,000 |
|
4 |
20% |
x |
10,000 |
= |
2,000 |
|
5 |
10% |
x |
10,000 |
= |
1,000 |
|
|
|
|
|
|
9,000 |
This column displays the optional salvage value amount assigned to this record for this book, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Other Books Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Other Books Info screen.
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 Master record, as applicable, enter the salvage value to be used in the calculation of depreciation in this optional column. You can enter up to 12 integers and two decimal places (999,999,999,999.99) in this column.
If you enter a salvage value in this column, the system computes and displays the equivalent salvage value percentage in the Book 2 (or your label) Salvage Percent column. Alternately, if you do not enter a value in this column but instead enter a salvage value percentage directly in the Book 2 (or your label) Salvage Percent column, the system will compute and display the equivalent salvage value in this column.
The Book 2 (or your label) Salvage Value column and the Book 2 (or your label) Salvage Percent columns are reciprocal in that the entry in one column calculates and displays the data in the other column. The system subtracts the salvage value from the value in the Book 2 (or your label) Total Cost column, and displays the result in the Book 2 (or your label) Amt to Depreciate column, which in turn affects the amount of depreciation calculated by the system. In an over-simplified example, if an asset's cost is $10,000 and its salvage value is 5%, 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 Book 2 (or your label) Salvage Value or Book 2 (or your label) Salvage Percent columns for salvage unless this is the point at which you want the system to stop depreciation.
For an existing Asset Master record, you can edit the value that displays in this column, as desired. Because system calculations use this data to determine the manner in which depreciation computations should take place for each record (as well as the amount to depreciate), however, use caution if you change this column for property records once they have begun depreciating in the system. For more information on salvage calculations, please refer to the examples of salvage value calculations illustrated in the Book 2 (or your label) Salvage Percent section above.
The system displays the optional total cost amount entered for this record for this book, if applicable. The value in this column may have been entered/edited in the Cost Info or Other Book Info subtasks of the Maintain Asset Master Info screen, in the Maintain Asset Cost Info screen, or in the Maintain Asset Other Books Info screen.
You can enter or edit the total price amount in this optional column. Note that cost changes made to any optional book in this screen display in the appropriate columns in the Maintain Asset Cost Info screen. Conversely, cost changes made to any optional book in the Maintain Asset Cost Info screen display in the columns in this screen.
There is no system requirement that the cost for any optional books used be identical to the cost value used for the G/L Book. You can always assign a different cost basis for each optional book (for purposes of stepped-up depreciation basis, and so on). 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.
When you use Find and Replace in this screen for any cost element that affects the G/L Book total cost amount, the following message displays:
Do you wish to update the Total Cost of the Other Book(s) whose cost matched the original cost? Yes / No
If you select the Yes pushbutton, the resultant change in total cost will be effective for the G/L Book and in all optional other books for which the total cost matched the G/L Book before the change.
If the cost in an optional book did not match the total cost in the G/L Book before the change, selecting the Yes option will not change the cost value for that book when you save this screen. In this circumstance, if you want to make global changes to total cost amounts for optional books, you will need to use Find and Replace at the appropriate Total Cost column for each applicable optional book.
If you select the No pushbutton, the resultant change in total cost will be effective only for the G/L Book. The value in the appropriate Total Cost column for each applicable optional book will be unchanged.
When you first add and save an Asset Master record, the G/L Book Total Cost value from the Cost Info subtask of the Maintain Asset Master screen (or from the Maintain Asset Cost Info screen) displays as the default total cost for all optional books.
If you add, edit, or delete the Total Cost value from the Cost Info subtask of the Maintain Asset Master screen or from the Maintain Asset Cost Info screen, the system displays the following message if you have set up any optional books in the Fixed Assets Settings screen:
"Do you wish to update the Total Cost of the Other Book(s) whose cost matched the original cost?"
If you select the Yes pushbutton in response, the Total Cost value from this column will be copied to and display as the cost for all applicable optional books whose cost matched the cost in the G/L Book for whom a depreciation method code had been assigned.
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
This non-editable column computes and displays an amount equal to the total cost of the asset less any salvage value from the Book 2 (or your label) Salvage Value field. Be certain to confirm the data in the Book 2 (or your label) Salvage Percent and Book 2 (or your label) Salvage Value fields because they directly influence the system calculation of the Book 2 (or your label) Amt to Depreciate field.
As long as the Book 2 (or your label) Auto Calculate checkbox is selected for this book and you have made no manual overrides to system-calculated data, the system cannot depreciate an amount greater than the amount that displays in this field.
This column, along with other depreciation data, plays an integral role in the system calculation of depreciation for methods using the Fiscal Year basis. (You must select a Date of Purchase or Fiscal Year basis in the Depr Methods - Basic Setup screen when you set up each depreciation method.)
The system displays the optional Book 2 (or your label) fiscal year to date depreciation amount entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Other Books Info subtask of the Maintain Asset Master Info screen or directly in the Maintain Asset Other Books Info screen.
For a new Asset Master record, no data should display in this column because there has been no historical fiscal year activity. You should leave this column blank for a new record because the system will increment (or possibly decrement) the value in this column by the amount of depreciation posted cumulatively for the period each time the current Fixed Assets period is closed. The value in this column should always be equal to the posted depreciation expense for the current fiscal year, exclusive of the value in the Book 2 (or your label) Current Pd Depreciation column.
The value in this column will be different from the value in the Book 2 (or your label) Amt Taken Purchase YTD column except when the date of purchase coincides with the start of your fiscal year. The Book 2 (or your label) Amt Taken Purchase YTD column displays purchase year data, while the Book 2 (or your label) FYTD Depreciation column displays fiscal year data.
For both new and historical records that are being initialized, the system will increase or decrease the value in this column by the amount of the total depreciation posted cumulatively for the period when the Fixed Assets current period is closed. Data from this column is added to the data from the Book 2 (or your label) Prior FY Depreciation and Book 2 (or your label) Current Pd Depreciation columns to derive the total calculated value displayed in the Book 2 (or your label) Accum Depreciation column.
The system will update the value in this column when you perform the Fixed Assets period close process on the last period in your fiscal year. The system will add the value in the Book 2 (or your label) FYTD Depreciation column to the value in the Book 2 (or your label) Prior FY Depreciation column and will set the value in the Book 2 (or your label) FYTD Depreciation column back to zero.
For an existing Asset Master record, you can edit data that displays in this column. Because system calculations use this data to determine whether depreciation computations should take place for each record, and the manner in which they should take place, use caution if you change data in this column for property records once they have begun depreciating in the system.
This column, along with other depreciation data, plays an integral role in the system calculation of depreciation for methods using the Fiscal Year basis. (You must select a Date of Purchase or Fiscal Year basis in the Depr Methods - Basic Setup screen when you set up each depreciation method.)
The system displays the optional Book 2 (or your label) cumulative depreciation amount for all prior fiscal years entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. The value in this column should reflect cumulatively the total depreciation expense for all past fiscal years, and should not include the current fiscal year amount. Data displayed in this column may have been edited in the Other Books Info subtask of the Maintain Asset Master Info screen or directly in the Maintain Asset Other Books Info screen.
For a new Asset Master record, no data should display in this column because there has been no prior fiscal year activity. The value in this column should always be equal to the cumulative depreciation expense for all prior fiscal years, exclusive of the value in the Book 2 (or your label) Current Pd Depreciation column. This column will be updated when you perform the Fixed Assets period close process on the last period in your fiscal year. The value in the Book 2 (or your label) FYTD Depreciation column will be added to the value in the Book 2 (or your label) Prior FY Depreciation column, and the Book 2 (or your label) FYTD Depreciation column will be set back to zero.
For both new and historical records, the system adds data from this column to the data from the Book 2 (or your label) FYTD Depreciation and Book 2 (or your label) Current Pd Depreciation columns to derive the Book 2 (or your label) Accum Depreciation column calculated total.
For an existing Asset Master record, you can edit data that displays in this column. Because system calculations use this data to determine whether depreciation computations should take place for each record, and the manner in which they should take place, use caution if you change the value in this column for property records once they have begun depreciating in the system.
This column, along with other depreciation data, plays an integral role in the system calculation of depreciation for both Date of Purchase and Fiscal Year basis methods.
You should leave this column blank for a new Asset Master record, unless you want to overwrite the system calculation of annual depreciation and you uncheck the Book 2 (or your label) Auto Calculate checkbox.
This column will be populated by the system when you calculate depreciation for this record, if the Book 2 (or your label) Auto Calculate checkbox has been selected and the date in the Book 2 (or your label) Depr Start Date column is not a future date (later than the end of the current period).
You can make manual entries in this column, regardless of the status of the Book 2 (or your label) Auto Calculate checkbox and the date in the Book 2 (or your label) Depr Start Date column. Enter all manual overwrites with caution, however. The timing of any manual entries to this column are especially important; if you select the Book 2 (or your label) Auto Calculate checkbox, any manual edits to the Book 2 (or your label) Annual Depreciation column will be overwritten by the system when you compute depreciation.
For both new and historical records, the system uses data from this column when calculating depreciation. Depreciation calculations can be performed multiple times within the same accounting period. If you have made no manual corrections to critical columns (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 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 Book 2 (or your label) Current Depr Year column.
The system does not re-set the value in this column to zero during the period close process.
For an existing Asset Master record, you can edit data that displays in this column. Because system calculations use this data for depreciation calculations, however, use caution if you change this column once it has begun depreciating in the system.
You should leave this column blank for a new Asset Master record, unless you want to overwrite the system calculation of annual depreciation and you uncheck the Book 2 (or your label) Auto Calculate checkbox.
For a new Asset Master record, blanks normally display in this column. If you have unchecked the Book 2 (or your label) Auto Calculate checkbox and you manually entered a value in this column last period, this column should still display the manually entered value. You should leave this column blank for a new record unless you want to overwrite the system calculation of depreciation for the period.
This column will be populated by the system when you calculate depreciation for this record, if the Book 2 (or your label) Auto Calculate checkbox has been selected, and the date in the Book 2 (or your label) Depr Start Date column is not a future date (later than the end of the current period). (The "current" Fixed Assets period is specified in the Posting Settings screen.) You can make manual entries and edits in this column, regardless of the status of the Book 2 (or your label) Auto Calculate checkbox and the date in the Book 2 (or your label) Depr Start Date column. Enter all manual entries and overwrites with caution, however.
For both new and historical records, the system adds data from this column to the data from the Book 2 (or your label) FYTD Depreciation and Book 2 (or your label) Prior FY Depreciation columns to derive the Book 2 (or your label) Accum Depreciation column calculated total. When you close the current accounting period, the value in this column will be set back to zero unless you have unchecked the Book 2 (or your label) Auto Calculate checkbox.
Depreciation calculations can be performed multiple times within the same Fixed Assets period. If you have made no manual corrections to critical columns (such as asset cost, annual depreciation, current depreciation year, periods remaining, and so on), there will be no difference in the depreciation amount recomputed.
Current period depreciation expense is computed in accordance with the Date of Purchase or Fiscal Year basis assigned to each depreciation method (established in the Depr Method Codes - Basic Setup screen).
Unlike the G/L Book, in which depreciation can be computed based on Years, Units of Usage, or Lease Pds, depreciation for all optional books utilized can be computed based only on "Years."
The basic methodology for depreciation calculations in which the "catch-up" amount is to be spread among remaining periods is as follows:
If you have linked a Date of Purchase basis for depreciation method with the asset, this column will display the annual depreciation expense less the amount taken this purchase year divided by the number of periods remaining in the calendar year.
If you have linked a Fiscal Year basis for depreciation method with the asset, this column will display the annual depreciation expense less the FYTD amount divided by the number of periods remaining in the fiscal year.
In the following simplified example, consider the basic 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 2003 the current Fixed Assets accounting period is 10, the number of accounting periods in the fiscal year is 12, and the start date is 10-01-03.
|
|
DP (Date of Purchase) |
FY (Fiscal Year) |
|
Asset Cost |
$ 9,000 |
$ 9,000 |
|
Annual Depreciation |
$ 1,800 |
$ 1,800 |
|
Current Pd Depreciation |
$ 150 |
$ 600 |
If the Date of Purchase basis for depreciation is used, the system divides the annual depreciation expense of $1,800 by the number of accounting periods remaining in the purchase year (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 column (10-01-2003).
If the Fiscal Year basis for depreciation is used, the system divides the annual depreciation expense of $1,800 by the number of accounting periods remaining in the fiscal year. In the example above, there are only three accounting periods remaining in the fiscal year over which to spread the annual depreciation cost of $1,800.
You can edit this field for an existing Asset Master record, but make all edits with caution.
The system totals the values from the Book 2 (or your label) FYTD Depreciation, Book 2 (or your label) Prior FY Depreciation, and Book 2 (or your label) Current Pd Depreciation columns and displays the result in this column, where it cannot be edited.
The system subtracts the value in the Book 2 (or your label) Accum Depreciation field from the value in the Book 2 (or your label) Amt to Depreciate field and displays the results in this field, where it cannot be edited.
This column, along with data in the Book 2 (or your label) Current Depr Year and the Book 2 (or your label) Pds Remaining columns, plays an integral role in the system calculation of depreciation for methods using the Date of Purchase basis.
The system displays the amount taken purchase YTD assigned to this record for this book, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Other Books Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Other Books Info screen.
This column is active only for depreciation methods that use the Date of Purchase basis. (You must select a Date of Purchase or Fiscal Year basis in the Depr Methods - Basic Setup screen when you set up each depreciation method.)
If the method from the Book 2 (or your label) Depr Method Code column in this screen has been assigned a method that uses a Date of Purchase basis, this column is active.
If the method from the Book 2 (or your label) Depr Method Code column in this screen has been assigned a method that uses a Fiscal Year basis, this column is not active.
For a new Asset Master record, no data should display in this column because there has been no historical purchase year activity. You should leave this column blank for a new record because the system will increment (or possibly decrement) the value in this column by the amount of depreciation posted each time the current Fixed Assets period is closed.
The value in this column will be different from the value in the Book 2 (or your label) FYTD Depreciation column except when the date of purchase coincides with the start of your fiscal year. The Book 2 (or your label) Amt Taken Purchase YTD column displays purchase year data, while the Book 2 (or your label) FYTD Depreciation column displays fiscal year data.
During the initialization of your historical records, for records linked to depreciation methods that use a Date of Purchase basis for depreciation, you should enter the correct value in this column for the current purchase year of the asset. Please refer to Special Topic FA-3, "Calculate Depreciation," for additional information on how to initialize this column.
For both new and historical records, the system will change the value in this column by the amount of depreciation posted when the current accounting period is closed.
For an existing Asset Master record, you can edit data that displays in this column. Because system calculations use this data to determine whether depreciation computations should take place for each record (as well as the amount to depreciate) and the manner in which they should take place, use caution if you change data in this column for property records once they have begun depreciating in the system.
Please refer to the documentation for the Book 2 (or your label) Auto Calculate field.
Please refer to the documentation for the Book 2 (or your label) Depr Method Code column.
Please refer to the documentation for the Book 2 (or your label) Useful Life column.
Please refer to the documentation for the Book 2 (or your label) Depr Start Date column.
Please refer to the documentation for the Book 2 (or your label) In-Service Date column.
Please refer to the documentation for the Book 2 (or your label) Current Depr Year column.
Please refer to the documentation for the Book 2 (or your label) Days/Pds Remaining column.
Please refer to the documentation for the Book 2 (or your label) Salvage Percent column.
Please refer to the documentation for the Book 2 (or your label) Salvage Value column.
Please refer to the documentation for the Book 2 (or your label) Total Cost column.
Please refer to the documentation for the Book 2 (or your label) Amt to Depreciate column.
Please refer to the documentation for the Book 2 (or your label) FYTD Depreciation column.
Please refer to the documentation for the Book 2 (or your label) Prior FY Depreciation column.
Please refer to the documentation for the Book 2 (or your label) Annual Depreciation column.
Please refer to the documentation for the Book 2 (or your label) Current Pd Depreciation column.
Please refer to the documentation for the Book 2 (or your label) Accum Depreciation column.
Please refer to the documentation for the Book 2 (or your label) Book Value column.
Please refer to the documentation for the Book 2 (or your label) Amt Taken Purchase YTD column.
This column displays the disposal date entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen or when the disposal entry was entered or edited in the Maintain Single/Multiple Disposal Transactions screens and posted to the G/L. Data displayed in this column may have been edited in the Disposal Info subtask of the Maintain Asset Master Info screen, directly in the Maintain Asset Disposal Info screen, or in the Maintain Single/Multiple Disposal Transactions screens.
A disposal date is required in the Maintain Single/Multiple Disposal Transactions screens during data entry. When a disposal is entered in the Maintain Single/Multiple Disposal Transactions screens and posted to the G/L, the disposal date from the Maintain Single/Multiple Disposal Transactions screens is written to and displays in this column. Disposal data that displays in Asset Master records as a result of postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit data in this column.
If you entered the disposal data directly in the Disposal Info subtask of the Maintain Asset Master Info screen or directly in the Maintain Asset Disposal Info screen, no data is written back to Asset Master records (as with postings), and the data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you CAN edit data in this column.
The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this column for a "Manual" disposal, enter the disposal date in this required column in date format. Although the system does not validate the disposal date, several system reports and functions use the disposal date as one of the selection parameters. In addition, you may find that the disposal date is an important parameter when using Query or when using Impromptu to design custom reports. Because there are no system rules regarding the date entered in this column, you may want to develop some internal rules on the relationship of the date to the actual disposal and its consistency with your entries in the Disposal Fiscal Year, Disposal Period, and Disposal Subperiod fields.
This column displays:
The disposal fiscal year manually entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen; or
The disposal fiscal year generated by the system when the disposal entry entered or edited in the Maintain Single/Multiple Disposal Transactions screens was posted to the G/L.
When a disposal entered in the Maintain Single/Multiple Disposal Transactions screens is posted to the G/L, the current fiscal year of the posting displays in this field. Disposal data that displays in Asset Master records as a result of G/L postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this field.
If you entered the disposal data directly in the Disposal Info subtask of the Maintain Asset Master Info screen or directly in the Maintain Asset Disposal Info screen, no data is written back to Asset Master records (as with postings), and the data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you CAN edit data in this column.
The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this column for a "Manual" disposal, enter the fiscal year that relates to the disposal in this required column. Although the system does not validate the fiscal year, several system reports and functions use the disposal fiscal year as one of the selection parameters. In addition, you may find that the disposal fiscal year is an important field when using Query or when using Impromptu to design custom reports. Because there are no system rules regarding the disposal fiscal year entered in this field, you may want to develop some internal rules on the relationship of the fiscal year to the actual disposal and its consistency with your entries in the Disposal Date, Disposal Period, and Disposal Subpd fields.
This column displays:
The disposal accounting period manually entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen; or
The disposal accounting period generated by the system when the disposal entry entered or edited in the Maintain Single/Multiple Disposal Transactions screens was posted to the G/L.
When a disposal entered in the Maintain Single/Multiple Disposal Transactions screens is posted to the G/L, the current accounting period of the posting displays in this field. Disposal data that displays in Asset Master records as a result of G/L postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this field.
If the disposal data was entered directly in the Disposal Info subtask of the Maintain Asset Master Info screen or directly in the Maintain Asset Disposal Info screen, no data is written back to Asset Master records (as with postings), and the data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you can edit data in this column.
The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this column for a "Manual" disposal, enter the disposal accounting period in this required. Although the system does not validate the disposal accounting period, several system reports and functions use the disposal accounting period year as one of the selection parameters. In addition, you may find that the disposal accounting period is an important field when using Query or when using Impromptu to design custom reports. Because there are no system rules regarding the disposal accounting period entered in this field, you may want to develop some internal rules on the relationship of the accounting period to the actual disposal and its consistency with your entries in the Disposal Date, Disposal Fiscal Year, and Disposal Subpd fields.
Although data is written to this column in the table in the same manner as in the Disposal Period column, this column is hidden in the screen display as a result of space limitations.
This column displays the optional disposal price entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen or when the disposal entry was entered or edited in the Maintain Single/Multiple Disposal Transactions screens and posted to the G/L Data displayed this column may have been edited in the Disposal Info subtask of the Maintain Asset Master Info screen, directly in the Maintain Asset Disposal Info screen, or even in the Maintain Single/Multiple Disposal Transactions screens.
A disposal price is optional in the Maintain Single/Multiple Disposal Transactions screens during data entry, and a zero disposal price displays as a default. You can use this field to enter the anticipated sales price, if any, from the disposal.
When a disposal is entered in the Maintain Single/Multiple Disposal Transactions screens and posted to the G/L, the disposal price, if applicable, from the Maintain Single/Multiple Disposal Transactions screens is written to and displays in this column. Disposal data that displays in Asset Master records as a result of postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this column.
If you entered the disposal data directly in the Disposal Info subtask of the Maintain Asset Master Info screen or directly in the Maintain Asset Disposal Info screen, no data is written back to Asset Master records (as with postings), and the data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you can edit the data in this column.
The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this column for a "Manual" disposal, enter the disposal price in this optional column.
This column displays the optional disposal description entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen or when the disposal entry was entered or edited in the Maintain Single/Multiple Disposal Transactions screens and posted to the G/L. Data displayed in this column may have been edited in the Disposal Info subtask of the Maintain Asset Master Info screen, directly in the Maintain Asset Disposal Info screen, or even in the Maintain Single/Multiple Disposal Transactions screens.
A disposal description is optional in the Maintain Single/Multiple Disposal Transactions screens during data entry, and blanks display as a default.
When a disposal is entered in the Maintain Single/Multiple Disposal Transactions screens and posted to the G/L, the disposal description, if applicable, from the Maintain Single/Multiple Disposal Transactions screens is written to and displays in this column. Disposal data that displays in Asset Master records as a result of postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this column.
If you entered the disposal data directly in the Disposal Info subtask of the Maintain Asset Master Info screen or directly in the Maintain Asset Disposal Info screen, no data is written back to Asset Master records (as with postings), and the data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you can edit the data in this column.
The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this column for a "Manual" disposal, enter up to 30 alphanumeric characters to record the disposal description in this optional column.
This column displays the optional disposal type entered for this record, as applicable, when the asset was first saved in the Maintain Asset Master Info screen or when the disposal entry was entered or edited in the Maintain Single/Multiple Disposal Transactions screens and posted to the G/L. Data displayed in the Disposal Type column may have been edited in the Disposal Info subtask of the Maintain Asset Master Info screen, directly in the Maintain Asset Disposal Info screen, or even in the Maintain Single/Multiple Disposal Transactions screens.
A disposal type is optional in the Maintain Single/Multiple Disposal Transactions screens during data entry, and blanks display as a default.
When a disposal is entered in the Maintain Single/Multiple Disposal Transactions screens and posted to the G/L, the disposal type, if applicable, from the Maintain Single/Multiple Disposal Transactions screens is written to and displays in this column. Disposal data that displays in Asset Master records as a result of postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this column.
If you entered the disposal data directly in the Disposal Info subtask of the Maintain Asset Master Info screen or directly in the Maintain Asset Disposal Info screen, no data is written back to Asset Master records (as with postings), and the data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you can edit the data in this column.
The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this column for a "Manual" disposal, enter up to six alphanumeric characters to specify a new or different valid disposal type code for this record. You can also Lookup to view the available disposal types and select the desired disposal type for use with this record. Valid disposal types are set up in the Disposal Types screen.
This column displays the optional disposal document number (or other data) entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen or when the disposal entry was entered or edited in the Maintain Single/Multiple Disposal Transactions screens and posted to the G/L. Data displayed in this column may have been edited in the Disposal Info subtask of the Maintain Asset Master Info screen, directly in the Maintain Asset Disposal Info screen, or even in the Maintain Single/Multiple Disposal Transactions screens.
A disposal document number (or other data) is optional in the Maintain Single/Multiple Disposal Transactions screens during data entry, and blanks display as a default.
When a disposal is entered in the Maintain Single/Multiple Disposal Transactions screens and posted to the G/L, the disposal document data, if applicable, from the Maintain Single/Multiple Disposal Transactions screens is written to and displays in this column. Disposal data that displays in Asset Master records as a result of postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this column.
If you entered the disposal data directly in the Disposal Info subtask of the Maintain Asset Master Info screen or directly in the Maintain Asset Disposal Info screen, no data is written back to Asset Master records (as with postings), and the data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you can edit the edit data in this column.
The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this column for a "Manual" disposal, enter up to 20 alphanumeric characters to record the disposal description in this optional column.
You cannot edit the data in this column.
This field displays the date that disposal data from the Maintain Single/ Multiple Disposal Transactions screens was posted to the General Ledger for this Asset Master record.
You cannot edit the data in this column.
This field displays the Fixed Assets posting sequence number created by the system when disposal data from the Maintain Single/Multiple Disposal Transactions screens was posted to the General Ledger for this Asset Master record.
You cannot edit the data in this column.
This field displays the ID of the user that posted the disposal data from the Maintain Single/Multiple Disposal Transactions screens to the General Ledger for this Asset Master record, as applicable.
You cannot edit the data in this column.
This field indicates whether the disposal data that displays in this screen was system-generated data or manually entered. This field displays "SYSTEM" for system-generated data and "MANUAL" for historical data manually entered in this screen. System-generated data displays in this table window as a result of postings to the General Ledger.
If a record has a status of "Disposal" and it is marked as a system disposal instead of a manual disposal, certain columns are disabled in this screen to prevent further changes to the record.
This column displays the optional depreciation adjustment amount on disposal entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen or when the disposal entry was entered or edited in the Maintain Single/Multiple Disposal Transactions screens. Data displayed in this column may have been edited in the Disposal Info subtask of the Maintain Asset Master Info record, directly in the Maintain Asset Disposal Info screen, or in the Maintain Single/Multiple Disposal Transactions screens.
When you enter disposal data in the Maintain Single/Multiple Disposal Transactions screens, you can also enter a value in the G/L Book Depr Adj Amt column. A depreciation adjustment is an optional, manually entered adjustment to depreciation value that is used by the system in computing the gain or loss on a disposal for each book.
Timing issues often require depreciation adjustment entries. This type of entry is designed to add to or reduce depreciation expense by debiting and crediting depreciation expense and accumulated depreciation, as appropriate. (One of the most frequently encountered situations requiring a depreciation adjustment occurs when disposal data is communicated "after-the-fact." If, for example, you learn that an asset was disposed of two months ago, you may want to use the depreciation adjustment to reverse two months of depreciation posted to the General Ledger before posting the disposal.)
When a disposal is posted (for the G/L Book only), the value(s) in the G/L Book Depr Adj Amt column from the Maintain Single/Multiple Disposal Transactions screens is written to and displays in this field. Although you can modify this value at any time for any book in the Disposal Info subtask of the Asset Master record, the edit function was designed primarily for use in entering historical disposal data during initialization, rather than for altering system-generated data. We recommend that you make certain that data entered in the Maintain Single/Multiple Disposal Transactions screens is accurate before you select the record for processing and posting. We discourage edits to the depreciation adjustment in an Asset Master record for posted disposals because these changes alter the audit trail upon which the gain or loss on the disposal was calculated.
You make a depreciation adjustment, before posting a disposal, to make up for too little or too much depreciation previously booked. Rather than returning to the Asset Master screen to enter and post this type of depreciation adjustment, you can enter a depreciation adjustment directly in the Maintain Single Disposal Transactions screen or the Maintain Multiple Transactions screen.
Currently, a depreciation adjustment entered in a disposal screen does not have any effect on the gain/loss posted as a result of the disposal. To preserve the audit trail for a depreciation adjustment made in a disposal screen, the depreciation adjustment only debits or credits the depreciation expense and accumulated depreciation accounts, as in a standard depreciation posting. Currently, if you have entered a depreciation adjustment in the Maintain Single/Multiple Disposal Transactions screens, you will need to manually make a final G/L entry to move the balance created in the accumulated depreciation account to the gain/loss account
This column displays the optional depreciation adjustment amount on disposal entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen for a "Manual" disposal entry or when the disposal entry was entered or edited in the Maintain Single/Multiple Disposal Transactions screens and subsequently posted.
When you enter disposal data in the Maintain Single/Multiple Disposal Transactions screens, you can also enter a value in the Book 2 (or your label) Depr Adj Amt column. A depreciation adjustment is an optional, manually entered adjustment to depreciation value that is used by the system in computing the gain or loss on a disposal for each book.
Timing issues often require depreciation adjustment entries. This type of entry is designed to add to or reduce depreciation expense by debiting and crediting depreciation expense and accumulated depreciation, as appropriate. (One of the most frequently encountered situations requiring a depreciation adjustment occurs when disposal data is communicated "after-the-fact." If, for example, you learn that an asset was disposed of two months ago, you may want to use the depreciation adjustment to back out two months of depreciation.)
When a disposal is entered in the Maintain Single/Multiple Disposal Transactions screens and posted to the G/L, the value(s) in the Book 2 (or your label) Depr Adj Amt column from the Maintain Single/Multiple Disposal Transactions screens if applicable is written to and displays in this column. Disposal data that displays in Asset Master records as a result of postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this column.
If the disposal data was entered directly in the Disposal Info subtask of the Maintain Asset Master Info screen or directly in the Maintain Asset Disposal Info screen, no data is written back to Asset Master records (as with postings), and the data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you can edit the data in this column.
Please refer to the documentation for the Book 2 (or your label) Depr Adj Amt column.
This column displays the optional national stock number entered for this record, if applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Government Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Government Info screen.
The system does not validate the data in this column.
For a new Asset Master record, you can edit this optional column or enter up to 20 alphanumeric characters. For an existing Asset Master record, you can edit or delete data that displays in this column or you can add new data to a blank column.
This column displays the optional year-built data entered for this record, if applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Government Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Government Info screen.
The system does not validate the data in this column.
For a new Asset Master record, you can edit this optional field or enter up to four numeric characters in year format (for example, 1983). For an existing Asset Master record, you can edit or delete data that displays in this column or you can add new data to a blank column.
This column automatically displays the optional tag number entered for this record, if applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Government Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Government Info screen.
The system does not validate the data in this column.
For a new Asset Master record, you can edit this optional column or enter up to 30 alphanumeric characters. For an existing Asset Master record, you can edit or delete data that displays in this column or you can add new data to a blank column.
This column automatically displays the optional employee data entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Government Info subtask of the Maintain Asset Master Info screen or directly in the Maintain Asset Disposal Info screen.
Enter up to 12 alphanumeric characters in this optional field, or use Lookup to select an employee ID from the employee table (EMPL). This field can be blank because employee data is not required to save a row in this screen and is not required in an Asset Master record. For a new Asset Master record, you can edit this optional column or enter up to 12 alphanumeric characters. For an existing Asset Master record, you can edit or delete data that displays in this column or you can add new data to a blank column.
This column displays the optional data assigned to this record, if applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Government Info subtask of the Maintain Asset Master Info screen or directly in the Maintain Asset Government Info screen.
There is no system validation for the data in this column.
For a new Asset Master record, you can enter or edit up to 30 alphanumeric characters in this optional column. For an existing Asset Master record, you can edit or delete data that displays in this column or you can add new data to a blank column.
Please refer to the documentation for the Govt1 (or your label) column.
The system stores the Asset Master data displayed in this screen in the ASSET (Asset), the ASSET_OTHER_INFO (Asset Other Information, the ASSET_OTH_BK_DEPR (Asset Other Books Depreciation), and the ASSET_BOOKS_DISP (Asset Books Disposal) tables, as applicable.
The system stores the details of any manual change(s) made and saved in this screen or as a result of using Find and Replace in this screen in the ASSET_AUDIT_LOG (Asset Audit Log) table.