TEMPLATE INFO GLOBAL CHANGES

Use this screen to perform global data changes on all user-editable fields in the Maintain Asset Template Info screen other than user-defined fields. You can also use this screen to perform manual edits to non user-definable fields on a template-by-template basis.

You can globally (or non-globally) change template data for user-defined fields by using the Template UDF Info Global Changes screen.

You can also edit user-defined fields in individual template records in the Maintain Asset Template Info screen. Your decision to make changes in the global screens is a matter of personal preference and will depend 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 choose to make changes, you can capture change data, store it in history, and make it available to view and print. If you use this functionality, the system can capture the template/revision 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.

Warning: In order for the system to capture change details, you must first select the desired fields/columns in the Asset/Template Field/Column Names subtask in the Asset/Template Change Settings screen BEFORE you make changes to Asset Template user-defined data in this screen.

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 Template record each time you make a change to that data, regardless of the screen in which the change was made.

Once the change details have been captured, you can view change data stored in the Template Audit Log via the Template Change History Inquiry Screen. You can print change data stored in the Template Audit Log via the Print Change History screen.

Note: When you first open this screen, the number of Asset Template records in your database controls the system rules for populating the columns in the table window, as follows:

If you have fewer than 1,000 Asset Template records, this table window will be populated with data for all your Asset Template records. You can then use the Subquery button on the toolbar to select a specific subset of records, if desired.
If you have 1,000 or more Asset Template records, Subquery will be invoked by the system. You will then need to select the records you want to access using the Subquery screen.

Almost all fields in the Maintain Asset Template Info screen are available as selection criteria, so you can define a very specific subset of Asset Template records.

Once you have selected the Asset Template records to be changed, use the Find and Replace Windows functionality to execute the desired changes. The system will change the appropriate fields in this child table window (and thus also your Asset Template records) and will also write the change details to an audit table (FA_TMPLT_AUDIT_LOG).

You can also use this screen to perform manual edits for desired fields/columns on a template-by-template basis so that change details will be written to the audit table (FA_TMPLT_AUDIT_LOG). The audit table stores the following change data: template/revision number, the data field that was changed, the old data and the new data, the date and time of change, and the user ID. You can view template change data from that table by using the Template Change History Inquiry screen. You can print template change data from that table using the Print Change History screen.

Warning: Technically, in this version of Costpoint, you can use the Windows Find and Replace functionality to perform global changes on any child table window screen. We recommend, however, that you use Find and Replace in only four screens in Costpoint Fixed Assets: Asset Master Info Global Changes, Asset Master UDF Info Global Changes, Template Info Global Changes (this screen), and Template UDF Info Global Changes. These are the only four screens in which we have added the automatic capture and storage of the change details to provide an accessible audit trail.

Some columns in this table window are non-editable. The same situation also exists in the Asset Template 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 Template record.

You cannot use this screen to add new Asset Template records or delete Asset Template records. By using Find and Replace, however, you can add optional data, change existing data, or delete existing data just as you can in an Asset Template record.

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 Template 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, a template 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 you can save the change to the Depr Status column.

Asset Template records must already be in place before you can perform global changes in this screen.

Warning: Although there are no system restrictions on when you can perform Find and Replace functions in this screen, use extreme caution in regard to the types of data changed and the timing of your changes, in order to prevent unexpected results. For more information about the Find and Replace functionalities, please see the Basic Functions documentation.

Template No

This column displays the required template number assigned to each of your selected records when they were first saved in the Maintain Asset Template Info screen. You cannot edit this column or make entries in it. Please refer to the documentation for the Template No field in the Maintain Asset Template Info screen for additional information.

Rev No

This column displays the optional revision number, as applicable, that was assigned to each of your selected records when they were first saved in the Maintain Asset Template Info screen. You cannot edit this column or make entries in it. Please refer to the documentation for the Rev No field in the Maintain Asset Template Info screen for additional information.

Record Status

The system displays the system-required record status assigned to each of your selected records when they were first saved in the Maintain Asset Template Info screen. The options available for this required column are "A" (Active) or "I" (Inactive). 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 an Asset Master record "Inactive" provides an alternative to deleting it because you can retain the record for audit purposes and still exclude it from reports when you are reconciling your Asset Master record account totals to your General Ledger balances.

Entry User ID

This non-editable column displays the ID of the user that originally added the Asset Template record.

Entry Date/Time

This non-editable column displays the date and time that the Asset Template record was originally added.

Short Desc

This column displays the optional short description entered for each of your selected records, as applicable.

You can add new data or edit existing data in this optional column by entering up to 30 alphanumeric characters. To "delete" data, replace it with blanks.

Long Desc

This column displays the optional long description entered for each of your selected records, as applicable.

You can add new data, edit existing data, or delete existing data in this optional column by entering up to 60 alphanumeric characters. To "delete" data, replace it with blanks.

Additional Desc

This column displays the optional additional description entered for each of your selected records, as applicable

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.

Prop Type

This column displays the required property type entered for each of your selected records.

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.

Class Code

This column displays the required classification code entered for each of your selected records.

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.

Subclass Code

This column displays the optional subclass code entered for each of your selected records, as applicable.

You can edit data in this optional column by entering up to six alphanumeric characters to specify a different valid subclass code for this record. To "delete" data, replace it with blanks.

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.

Depr Based On

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 in the Maintain Asset Template Info screen. The available options are "Y" (Years), "U" (Units of Usage), or "L" (Lease Pds). The system default is "Y" (Years).

Note: You can choose the basis for depreciation methodology only for the G/L Book.

For any optional books (2-10) used, the system uses the Years base method in its computations. Units of Usage and Lease Pds base methods are not available for non-G/L books.

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 fields/columns appropriate to the selected methodology. Access based on methodology includes both columns in this screen and fields in the G/L Book Info subtask of the Maintain Asset Template Info screen.

For a depreciable Asset Template 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 G/L Book Lease Start Date, G/L Book Units of Useful Life, and so on, are not available for use.
For a depreciable Asset Template 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 G/L Book Lease Start Date, G/L Book Depr Method, and so on, are not available for use.
For a depreciable Asset Template record for which you have selected a Lease Pds depreciation basis methodology, the columns available for use in the G/L Book Info (Leases) subtask 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.

Depr Status

This column displays the required depreciation status assigned to each of your selected records in the Maintain Asset Template Info 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 depreciable to be eligible for depreciation calculations.

If you specify that a record is 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 non-depreciable, you cannot access the data fields related to the G/L Book Info and Other Books Info subtasks of the Maintain Asset Template Info screen.

Post Disp to G/L

This column displays the status of this checkbox (in the Maintain Asset Template Info screen) for each of your selected records.

This checkbox is available only if the Depr Status column is "N" (Non-Depreciable). The default for this checkbox is unchecked.

If you select this checkbox for a non-depreciable asset, a future Asset Master 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 with the Selected for Posting radio button selected in the Maintain Single Disposal Transactions and Maintain Multiple Disposal Transactions screens are posted to the General Ledger.

Vendor ID

This column displays the optional vendor ID that you assigned to each of your selected records, as applicable.

You can edit this optional column or enter a vendor ID of up to 12 alphanumeric characters. To "delete" data, replace it with blanks.

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 only be in effect for the Asset Template record and will not be written back to the Maintain Vendors table.

Vendor Name

This column displays the optional vendor name that you assigned to each of your selected records, as applicable.

You can edit this optional column or enter a vendor name of up to 25 alphanumeric characters. To "delete" data, replace it with blanks.

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 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 only be in effect for the Asset Template record and will not be written back to the Maintain Vendors table.

Manufacturer ID

This column displays the optional manufacturer ID that you assigned to each of your selected records, as applicable.

You can edit this optional column or enter a manufacturer ID of up to 10 alphanumeric characters. To "delete" data, replace it with blanks.

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 Template 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 Template record and will not be written back to the Manufacturers table.

Manufacturer Name

This column displays the optional manufacturer name that you assigned to each of your selected records, as applicable.

You can edit this optional column or enter a manufacturer name of up to 30 alphanumeric characters. To "delete" data, replace it with blanks.

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 only be in effect for the Asset Template record and will not be written back to the Manufacturer table.

Model No

This column displays the optional model number that you assigned to each of your selected records, as applicable.

You can edit this optional column or enter a model number of up to 30 alphanumeric characters. To "delete" data, replace it with blanks.

Condition

This column displays the system-required condition code assigned to this record.

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. 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.

Location Group

This column displays the optional location group amount that you assigned to each of your selected records, as applicable.

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 and 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.

Location Group Description

This column displays the location group description assigned to the location group when it was first saved in the Location Groups screen.

You cannot edit this column or make entries in it. To edit the location group description, you must do so in the Location Groups screen.

City

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 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 the data in the Location Group column and 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.

Note: This column is independent from the other location columns if you have not used a location group. If you have not used a location group, you can add data in this column without adding data in any other location-related data columns.

State/Province

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 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 and 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.

Country

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 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 and enter or edit specific state/province and country data for the record.

You can enter only valid country data from the Maintain Countries screen in Costpoint System Administration 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.

Note: This column is independent from the other location data, with the exception of the State/Province column. If you have not used a location group, you can add data in this column without adding data in any other location-related columns except for the State/Province column. If you enter country data, you must also enter valid data in the State/Province column.

Postal Code

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 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 and 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.)

Note: This column is independent from the other location columns if you have not used a location group. If you have not used a location group, you can add data in this column without any requirement to add data in any other location-related data columns.

County

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 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 and enter or edit specific county data for the record.

Note: Unlike the City, State/Province, and Country columns, county data is not linked with postal code information. This column is independent from the other location columns. If you have not used a location group, you can add data in this column without adding data in any other location-related data columns.

Location 1 (or your label)

If you designated a label for Location 1 in the Location Labels for Asset Master group box in the Asset Master Field Labels screen, your label description for Location 1 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 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 set up as a default in the Location Groups screen.

Enter up to eight alphanumeric characters to specify a valid Location 1 code or use Lookup to select one. 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 Find and Replace function in this screen on the individual City, State/Province, Postal Code, Country, County, Location 1, Location 2, and/or Location 3 columns, as needed.

Note: This column is independent from the other location data. You can add data in this column without adding data in the Location 2 and Location 3 columns or in any other location-related data columns.

Location 1 Desc

This column displays the Location 1 description assigned to the location code when it was saved in the Location 1 Codes screen. You cannot edit this column or make entries in it. To edit the description for the Location 1 code, you must use the Location 1 Codes screen.

Location 2 (or your label)

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 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 set up as a default in the Location Groups screen.

Enter up to eight alphanumeric characters to specify a valid Location 2 code or use Lookup to select one. 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.

Note: This column is independent from the other location data. You can add data in this column without adding data in the Location 1 and Location 3 columns or in any other location-related data columns.

Location 2 Desc

This column displays the Location 2 description assigned to the location code when it was saved in the Location 2 Codes screen. You cannot edit this column or make entries in it. To edit the description for the Location 2 code, you must use the Location 2 Codes screen.

Location 3 (or your label)

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. Note that 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 set up as a default in the Location Groups screen.

Enter up to eight alphanumeric characters to specify a valid Location 3 code or use Lookup to select one. 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.

Note: This column is independent from the other location data. You can add data in this column without adding data in the Location 1 and Location 2 columns or in any other location-related data columns.

Location 3 Desc

This column displays the Location 3 description assigned to the location code when it was saved in the Location 3 Codes screen. You cannot edit this column or make entries in it. To edit the description for the Location 3 code, you must use the Location 3 Codes screen.

Asset Account

This column displays the required asset account "ownership" data assigned to each of your selected records.

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

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. (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 account is valid for the organization and, if project-required, valid for the project.)

Asset Organization

This column displays the required asset organization "ownership" data assigned to each of your selected records.

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.

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.)

Asset Project

This column displays the optional asset project "ownership" data assigned to each of your selected records, as applicable.

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, replace it with blanks.

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 regarding the Account/Organization/ Project/ Reference 1/Reference 2 data, as applicable, may also be performed before the record can be saved. An example of this would be checking that the account-organization combination linked with the project is valid.)

Asset Ref 1

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.

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, replace it with blanks.

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.

Asset Ref 2

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.

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, replace it with blanks.

When you save this screen, 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.

Note: The asset account combination specifies the General Ledger asset Account, Organization, Project, Reference 1, and Reference 2 numbers linked with the Asset Master record. The Account and Organization are always required; Project, Reference 1, and Reference 2 numbers are always optional. There are no special rules regarding the types of Account/Organization/Project/Reference 1/Reference 2 combinations that can be used as an asset account.

Asset account combination denotes "ownership" and can include balance sheet combinations, expense account combinations (to track items not capitalized), and/or project combinations for property that should be identified with a contract.

A valid asset account combination is required in this screen for both depreciable and non-depreciable property. At the minimum, a system-validated Account and Organization must be assigned as the "owner."

Although account combinations for depreciation expense and accumulated depreciation are not necessary for non-depreciable records, asset account combination data is required for ALL records for the purpose of segregating groups of assets. You can use asset account combination data as selection criteria by which you can choose specialized segments from your database records when performing online queries, running standard reports, or designing custom reports using Impromptu.

Accum Depr Acct Code

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 from the Asset Master record. You set up accumulated depreciation account codes during initialization in the Accum Depr Acct Codes screen.

This column is not available for non-depreciable assets.

This column is required for depreciable assets. This column displays the accumulated depreciation account code entered for this record, if applicable. You can edit this column, enter up to six alphanumeric characters to specify a valid accumulated depreciation account code for this record, or use Lookup to select a code. 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.

Depr Exp Acct Alloc Code

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 from the Asset Master record. You set up depreciation expense account allocation codes during initialization in the Depr Exp Acct Alloc Codes screen.

This column is not available for non-depreciable assets.

This column is required for depreciable assets. This column displays the depreciation expense account allocation code assigned to each of your selected records, as applicable. You can edit the column, enter up to six alphanumeric characters to specify a valid depreciation expense account allocation code for this record, or use Lookup to select a code. Because postings to the G/L are made to the account(s)/organization (s)/project(s) represented by the code, use caution if you make edits to this column.

G/L Book Auto Calculate

For depreciable assets, this column displays the status of this checkbox assigned to this record when the template was saved in the Maintain Asset Template Info screen

The system default for this checkbox is checked. Accept the system default if you want the Asset Master record to be included in system calculations of depreciation. (You can always overwrite the automatic system calculation of depreciation in an Asset Master record.)

Clear this checkbox if you want to disable the automatic system calculation of depreciation. If you do this, you will need to manually enter the amount of depreciation in an Asset Master record if you want to post depreciation for this record.

Warning: If you disable automatic calculations for an Asset Master record by clearing this checkbox, the system safeguards that prevent depreciation in excess of cost no longer apply.

G/L Book Depr Method

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 template was saved in the Maintain Asset Template Info screen.

Enter up to six alphanumeric characters to specify a valid depreciation method code for this record or use Lookup to select one. You can edit the data in this required column. Valid depreciation method codes are set up during initialization in the Depr Methods - Basic Setup screen.

G/L Book Useful Life

This column displays the optional useful life assigned to this record, as applicable, when the template was saved in the Maintain Asset Template 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 blanks.

Note: 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.

G/L Book Salvage Percent

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 template record, as applicable, when it was last saved in the Maintain Asset Template Info screen.

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. To "delete" data, replace it with blanks.

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 in an Asset Master record. If you enter a salvage value percentage in this column, the system computes and displays the equivalent salvage value in the G/L Book Salvage Value column once the template data is imported to an Asset Master record

In an Asset Master record, system-computed 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%, 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 column in this screen for salvage unless this is the point at which you want the system to stop depreciation.

Because system calculations use this data to determine how depreciation computations will take place for each record, use caution when adding or editing the percentage in this column.

Note: If you selected the Subtract Salvage Value Before Calculation checkbox in the Depr Methods - Basic Setup screen (the checkbox is selected by default), the system will subtract the salvage value from the cost of the asset before calculating depreciation. If this checkbox is not selected, the system will ignore salvage value from the G/L Book Salvage Value column when computing depreciation.

Refer to the following examples, each of which illustrates a different way in which the system handles salvage value relative to the computation of depreciation based on years:

Example 1

In this example, the system subtracts the salvage value before calculating depreciation. 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).

To determine annual depreciation, the system multiplies the amount to depreciate by the depreciation percentage for the appropriate year of life.

Example 2

In this example, the system does not subtract the salvage value before calculating depreciation.

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). To determine annual depreciation, the system multiplies the amount to depreciate by the depreciation percentage for the appropriate year of life.

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

G/L Book Units of Useful Life

You can edit this column or enter a value only if the Depr Based On column is "U" (Units of Usage). The column is not available 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 template was saved in the Maintain Asset Template Info screen

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. If the G/L Book Auto Calculate checkbox is selected, this field is required.

You can edit the value that displays in this column by entering up to nine numeric characters to indicate the estimated units of useful life (such as hours or miles). To "delete" the data, replace it with zeroes.

G/L Book Units Unit of Measure

This column displays the optional estimated units of useful life assigned to this record, as applicable, when the template was saved in the Maintain Asset Template Info screen.

You can edit the value that displays in this column by entering up to 10 alphanumeric characters 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. To "delete" the data, replace it with blanks.

G/L Book Depr Rate Per Unit

You can edit this column or enter a value only if the Depr Based On column is "U" (Units). The column is not available 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 template was saved in the Maintain Asset Template Info screen.

You can edit the value that displays in this column by entering up to 12 integers and two decimal places (for example, 999,999,999,999.99). To "delete" the data, replace it with zeroes.

G/L Book Capitalized Lease

You can edit this column or enter a value only if the Depr Based On column is "L" (Lease Pds). The column is not available 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 template was saved in the Maintain Asset Template 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.

G/L Book Lease Start Date

You can edit this column or enter a value only if the value in the Depr Based On column is "L" (Lease Pds). The column is not available 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 template was saved in the Maintain Asset Template 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.

You can enter or edit the lease start date for this record in date format in this optional column. To "delete" the data, replace it with blanks.

G/L Book Lease End Date

This column displays the optional lease end date, as applicable, when the template was saved in the Maintain Asset Template Info screen.

You can enter or edit the lease start date for this record in date format in this optional column. To "delete" the data, replace it with blanks.

Book 2 (or your label) Depr Method Code

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 template record for this book, if applicable, when the template was saved in the Maintain Asset Template Info screen.

Note: The column header displays the name for this book as established in the Books Setup group box of the Fixed Assets Settings screen. To edit the book name, you must do so in the Books Setup group box of the Fixed Assets Settings screen.

Enter up to six alphanumeric characters to specify a depreciation method code for this record or use Lookup to select one. You can edit this column. Valid depreciation method codes are set up during initialization in the Depr Methods - Basic Setup screen.

Book 2 (or your label) Useful Life

This column displays the optional useful life assigned to this record for this book, if applicable, when the template was saved in the Maintain Asset Template Info screen.

Note: The column header displays the name for this book as established in the Books Setup group box of the Fixed Assets Settings screen. To edit the book name, you must do so in the Books Setup group box of the Fixed Assets Settings screen.

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.

Book 2 (or your label) Auto Calculate

For depreciable assets, this column displays the status of this checkbox assigned to this record when the template was saved in the Maintain Asset Template Info screen

The system default for this checkbox is checked. Accept the system default to include the book for this Asset Master record in system calculations of depreciation. (You can always overwrite the automatic system calculation of depreciation in an Asset Master record.)

Clear this checkbox if you want to disable the automatic system calculation of depreciation for this book. In this circumstance, you will need to manually enter the amount of depreciation in an Asset Master record if you want to post depreciation for this record.

Warning: If you disable automatic calculations for an Asset Master record by clearing this checkbox, the system safeguards that prevent depreciation in excess of cost no longer apply.

Book 2 (or your label) Salvage Percent

This optional column displays the optional salvage percent assigned to this record, as applicable, when the template was last saved in the Maintain Asset Template Info screen.

Note: The column header displays the name for this book as established in the Books Setup group box of the Fixed Assets Settings screen. To edit the book name, you must do so in the Books Setup group box of the Fixed Assets Settings screen.

Enter the salvage value percentage rate to be used in the calculation of salvage and depreciable value for this book. You can enter up to three integers and four decimal places. To "delete" the data, replace it with zeroes.

The Book 2 (or your label) Salvage Percent column and the Book 2 (or your label) Salvage Value columns are reciprocal because entry in one column calculates and displays the data in the other column in an Asset Master record. 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 once the template data is imported to an Asset Master record.

In an Asset Master record, system-computed data from the Book 2 (or your label) Salvage Value column is subtracted from the Book 2 (or your label) Total Cost column and the result is displayed 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.

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.

Note: If you selected the Subtract Salvage Value Before Calculation checkbox in the Depreciation Methods - Basic Setup screen (the checkbox is selected by default), the system will subtract the salvage value from the cost of the asset before calculating depreciation. If you do not select this checkbox, the system will ignore salvage value from the Book 2 (or your label) Salvage Value column when computing depreciation.

Refer to the following specific examples, each of which illustrates a different way in which the system handles salvage value relative to the computation of depreciation based on years:

Example 1:

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).

To determine annual depreciation, the system multiplies the amount to depreciate by the depreciation percentage for the appropriate year of life.

Example 2:

In this example, the system does not subtract the salvage value before calculating depreciation.

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 when determining the amount to depreciate (10,000 - 0 = 10,000). To determine annual depreciation, the system multiplies the amount to depreciate by the depreciation percentage for the appropriate year of life.

Example 3:

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

Books 3 – 10 (or your label) Depr Method Code

Please refer to the documentation for the Book 2 (or your label) Depr Method Code column.

Books 3 – 10 (or your label) Useful Life

Please refer to the documentation for the Book 2 (or your label) Useful Life column.

Books 3 – 10 (or your label) Auto Calculate

Please refer to the documentation for the Book 2 (or your label) Auto Calculate column.

Books 3 – 10 (or your label) Salvage Percent

Please refer to the documentation for the Book 2 (or your label) Salvage Percent column.

Nat Stock No

This column displays the optional national stock number entered for this record, if applicable, when the template was last saved in the Maintain Asset Template Info screen.

The system does not validate the data in this column.

You can edit this column or enter a value of up to 20 alphanumeric characters. To "delete" the data, replace it with blanks.

Year Built

This column displays the optional year-built data entered for this record, if applicable, when the template was last saved in the Maintain Asset Template Info screen.

The system does not validate the data in this column.

You can edit this column or enter a value of up to four numeric characters in year format (for example, 2001). To "delete" the data, replace it with blanks.

Employee ID

This column displays the optional employee data entered for this record, as applicable, when the template was last saved in the Maintain Asset Master Info screen.

The system does not validate the data in this column.

You can edit this column or enter a value of up to 12 alphanumeric characters, or you can use Lookup to access the Costpoint EMPL table and choose a valid employee ID. To "delete" the data, replace it with blanks.

Govt1 (or your label)

This column displays the optional data assigned to this record, if applicable, when the template was last saved in the Maintain Asset Template Info screen.

Note: If you designated a label for Field 1 in the Govt Labels for Asset Master group box of the Asset Master Field Labels screen, your label description for Field 1 displays at this field. Note that you are not required to establish a label for this field. If you did not set up a label for Field 1, Govt1 displays at this field.

The system uses the "government" label only as a matter of convenience and organization. Because these field names are user-defined, you can use these data fields to hold data for any asset type, including company-owned property and other "non-government" property. To edit the column name, you must do so in the Asset Master Field Labels screen.

The system does not validate the data in this column.

You can edit this column or enter a value of up to 30 alphanumeric characters. To "delete" the data, replace it with blanks.

Note : You can use this user-defined "government" field independently from each of the other 14 user-defined "government" information fields.

Govt2 – Govt15 (or your label)

Please refer to the documentation for the Govt1 (or your label) column.

Notes

This column displays the optional notes entered for this record, if applicable, when the template was last saved in the Maintain Asset Template Info screen.

The system does not validate the data in this column.

You can edit this column or enter up to 254 alphanumeric characters. To "delete" the data, replace it with blanks.

Table Information

The system stores Asset Template data displayed in this screen in the FA_TEMPLATE (Template) and the FA_TEMPLATE_OTH_BK (Template Other Books) tables, as applicable.

The system stores the details of the change(s) manually made and saved in this screen or as a result of using the Windows Find and Replace functionality in the FA_TMPLT_AUDIT_LOG (Template Audit Log) table.