Use this screen to perform global data changes on the user-defined Asset Template fields only. You can also use this screen to manually edit user-defined fields on a template-by-template basis.
You can globally change other user-editable fields in Asset Template records (non user-defined fields) in the Template Info Global Changes screen.
You can also edit user-defined fields in individual template records in the Maintain Asset Template Info screen and in the Maintain Template User-Defined 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 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 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.
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. To capture changes for user-defined fields, select checkboxes for the following rows in the Template Audit Log column, as desired:
User-Defined Amount Fields
User-Defined Date Fields
User-Defined Text Fields
User-Defined Val Text Fields
You can use user-defined data to record additional information that may be specific to your company and for which there are no system-defined standard fields with the desired terminology.
Three types of user-defined fields are available: "D" (Date), "N" (Numeric), or "T" (Text). Text user-defined fields can include both validated and non-validated data. The primary advantage in using validated text data lies in the consistency of the entry format and the subsequent ability to print reports that use this consistent data format. When setting up validated text, you can define your own valid entries or you can select a field from an existing Costpoint table as the source for data validation.
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 Subquery 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 then need to select the records you want to access using the Subquery screen.
You will either view all Asset Template records in the table window or you will first use Subquery to select the subset of Asset Master records for which one or more changes are desired. Because almost all fields in the Maintain Asset Template Info screen are available as selection criteria, you can define a very specific subset of Asset Template records for which you wish to make changes.
Once you have selected the Asset Template 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 thus also your Asset Template records) and will write the change details to an audit table (FA_TMPLT_AUDIT_LOG). Once the change details have been captured, use the Template Change History Inquiry screen to view change data stored in the Template Audit Log. Use the Print Change History screen to print change data stored in the Template Audit Log.
There are some columns in this table window that cannot be edited. 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, edit functions, and so on are identical to the rules in the corresponding fields in an Asset Template record.
You cannot use this screen to add new Asset Template records or delete Asset Template records. With Find and Replace, however, you can add optional data, change existing data, or delete existing user-defined data (within the system rules already established for an Asset Template record) just as you would in an Asset Template record.
Once you have saved this screen, you can view the effects of the change(s) in the User-Defined Field Info subtask of the Maintain Asset Template Info screen, the Maintain Template User-Defined Info screen, and/or this screen. You can make additional edits in each of these screens, if needed.
In this screen, unlike maintenance table windows throughout Costpoint, the line functions in the menu bar (New, Insert, Repeat, Delete, and Undelete) are disabled.
Asset Template records must already be in place before you can perform global changes in this screen.
Before you can enter, edit, or delete user-defined data in this screen, you must first initialize the user-defined label information in the User-Defined Labels screen. During setup, you will enter the label type, the label name, the sequence number that controls the order of the label display, a short description for the label, and whether data entry for the label should be required. If none of the labels has been designated as required, user-defined data entry is always optional. You can also designate during setup whether the label should accommodate validated text or access the designated field from the selected Costpoint validation table. If you have selected the validated text option for the label, you must also establish the data against which the text is to be validated.
In this table window, you can enter or edit the data for each user-defined label that displays. If the label has been set as "required" in the User-Defined Labels screen, however, the label is required in this screen before you can save the record. User-defined labels must first be set up in the User-Defined Labels screen. The labels from that screen display in this table window along with the short help description.
If the label has been set up to use validated text, you can select only from user-defined validated text data that displays when you use Lookup. If the label has been set up to validate against Costpoint data, you can select only from the data that displays when using Lookup.
This non-editable column displays the system-required template number assigned to each of your selected records when they were last saved in the User-Defined Info subtask of the Maintain Asset Template Info screen and/or in the Maintain Template User-Defined Info screen.
Please refer to the documentation for the Template No field in the Maintain Asset Template Info screen for additional information.
This non-editable column displays the system-required item number assigned to each of your selected records when they were last saved in the in the User-Defined Info subtask of the Maintain Asset Template Info screen and/or in the Maintain Template User-Defined Info screen.
Please refer to the documentation for the Rev No field in the Maintain Asset Template Info screen for additional information.
This non-editable column displays the data type for the label as it was initialized in the User-Defined Labels screen. The data types available for setup are "D" (Date), "N" (Numeric), or "T" (Text).
This non-editable column displays the labels initialized in the User-Defined Labels screen in your designated sequence order. The Short Help Description that was initialized with each label during setup displays at the Values column for the selected label to guide you in entering the user-defined data.
This column displays the optional user-defined data entered for this label for this record, as applicable, when the template was last saved in the in the User-Defined Field Info subtask of the Maintain Asset Template Info screen and/or in the Maintain Template User-Defined Info screen.
Although only a single character entered in the Values column fulfills the system requirement for data entry for non-validated labels that are types "N" and "T," you will find it more beneficial to supply meaningful data because your entry will display in the Asset Master record as well as in reports that use this field.
Enter, edit, or delete user-defined data (within system-applicable rules) in this column as follows:
If the label has been set up as type "D" (Date) in the User-Defined Labels screen:
"D" displays in the Data Type column. User-defined data for this data type, if entered, must be in date format. The Validated Text column will display "N" for a for a "D" type label.
If the Required column for this row displays "Y," a date for this row is required before you can save the Asset Template record in this screen. If the Required column for this row displays "N," you can edit data that displays in this field, add new data to a blank field, or delete existing data.
If the label has been set up as type "N" (Numeric) in the User-Defined Labels screen:
"N" displays in the Data Type column. User-defined data for this data type, if entered, must be in numeric format. You can enter up to 12 numeric characters and two decimal characters (for example, 999,999,999,999.99). The Validated Text column will display "N" for an "N" type label.
If the Required column for this row displays "Y," numeric data for this row is required. If the Required column for this row displays "N," you can edit data that displays in this field, add new data to a blank field, or delete existing data.
If the label has been set up as type "T" (Text) in the User-Defined Labels screen:
"T" displays in the Data Type column. User-defined data for this data type, if entered, can be in text, numeric, and/or date format (up to 30 alphanumeric characters).
If the user-defined text label has been set up to accept non-validated data, you can enter text that is not system-validated.
The user-defined text label may, however, have been set up to accept validated data only. In this circumstance, one of two sources for validated text was designated during setup in the User-Defined Labels screen, as follows:
If the Validated Text column for this label displays "Y," you must select data from the validated data that you previously entered for this label. You can use Lookup to display the validated data options that you have established for this label.
If a Costpoint field name displays in the Costpoint Validation Field column, you must select data from the validated entries that display when you access Lookup.
If the Required column for this row displays "Y," text data for this row is required. If the Required column for this row displays "N," you can edit data that displays in this field, add new data to a blank field, or delete existing data.
This non-editable column displays the applicable validation "rules" for this label as initialized in the User-Defined Labels screen. A user-defined text label may have been set up to accept validated data only. In this circumstance, one of two available sources for validated text was designated during setup in the User-Defined Labels screen, as follows:
If a Costpoint field name displays in the Costpoint Validation Field column, you must select data from the validated entries that display when you access Lookup. This column non-editable because it displays the Costpoint field name selected in the User-Defined Labels screen against which the data will be validated.
If the Costpoint Validation Field column is blank and the Validated Text column for this label displays "Y," you must select data from the validated data that you previously entered for this label. You can use Lookup to display the validated data options that you have established for this label.
Data entry may be required for this label, depending on the "Y" or "N" displayed in the Required column for this row.
This non-editable column displays the applicable validation "rules" for this label as initialized in the User-Defined Labels screen.
A user-defined text label may have been set up to accept validated data only. In this circumstance, one of two available sources for validated text was designated during setup in the User-Defined Labels screen, as follows:
If the Validated Text column for this label displays "Y," you must select data from the validated data that you previously entered for this label. You can use Lookup to display the validated data options that you have established for this label. This column is not available for user entry, because it displays the "Y" or "N" parameter set up for the label in the User-Defined Labels screen.
If a Costpoint field name displays in the Costpoint Validation Field column and the Validated Text column for this label displays "N," you must select data from the validated entries that display when you access Lookup.
This non-editable column displays the "Y" (Yes) or "N" (No) as set up for the label in the User-Defined Labels screen.
If "Y" displays in this column for the label, you must enter data in the Values column for this row before you can save. If "N" displays in this column for the label, data entry is not required before you save the record.
This non-editable column displays the system-required record status assigned to each of your selected records. The available display options for this column are "A" (Active) or "I" (Inactive). A record must be "A" (Active) to be eligible for depreciation calculations.
Please refer to the documentation for the Record Status group box in the Maintain Asset Template Info main screen for additional information.
This non-editable column displays the ID of the user that originally added the Asset Template record.
This non-editable column displays the date and time that the Asset Template record was originally added.
This non-editable column displays the optional short description entered for each of your selected records, as applicable.
Please refer to the documentation for the Short field in the Maintain Asset Template Info main screen for additional information.
This non-editable column displays the optional long description entered for each of your selected records, as applicable.
Please refer to the documentation for the Long field in the Maintain Asset Template Info main screen for additional information.
This non-editable column displays the optional short description entered for each of your selected records, as applicable.
Please refer to the documentation for the Addt'l Desc field in the Maintain Asset Template Info main screen for additional information.
This non-editable column displays the system-required property type entered for each of your selected records.
Please refer to the documentation for the Prop Type field in the Maintain Asset Template Info main screen for additional information.
This non-editable column displays the system-required classification code entered for each of your selected records.
Please refer to the documentation for the Class Code field in the Maintain Asset Template Info main screen for additional information.
This non-editable column displays the optional subclass code entered for each of your selected records, as applicable.
Please refer to the documentation for the Subclass Cd field in the Maintain Asset Template Master Info main screen for additional information.
This non-editable column displays the required basis for depreciation that you assigned to each of your selected depreciable records (Depr Status is "D").
The available options are "Y" (Years), "U" (Units of Usage), or "L" (Lease Pds). The system default is "Y" (Years). (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.)
Please refer to the documentation for the Depr Based On group box in the Maintain Asset Template Info main screen for additional information.
This non-editable column displays the system-required depreciation status that you assigned to each of your selected. Status can be "D" (Depreciable) or "N" (Non-Depreciable), and the system default is "D." System depreciation calculations cannot take place for non-depreciable assets.
Please refer to the documentation for the Depr Status group box in the Maintain Asset Template Info main screen for additional information.
This non-editable column displays the checkbox status for each of your selected non-depreciable records. The default for this checkbox is unchecked.
If this checkbox is selected for a non-depreciable asset, the system can post a future disposal entry for this record to the General Ledger.
Please refer to the documentation for the Post Disp to G/L checkbox in the Maintain Asset Template Info main screen for additional information.
This non-editable column displays the optional vendor ID that you assigned to each of your selected records, as applicable.
Please refer to the documentation for the Vendor ID field in the Purchase Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the optional vendor name that you assigned to each of your selected records, as applicable.
Please refer to the documentation for the Vendor Name field in the Purchase Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the optional manufacturer ID that you assigned to each of your selected records, as applicable.
Please refer to the documentation for the Mfg ID field in the Purchase Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the optional manufacturer name that you assigned to each of your selected records, as applicable.
Please refer to the documentation for the Manufacturer Name field in the Purchase Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the optional model number that you assigned to each of your selected records, as applicable.
Please refer to the documentation for the Model No field in the Purchase Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable 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).
Please refer to the documentation for the Condition group box in the Purchase Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the optional location group that you assigned to each of your selected records, as applicable.
Please refer to the documentation for the Location Group field in the Location Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the city data that you assigned to each of your selected records, as applicable.
Please refer to the documentation for the City field in the Location Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the state/province data that you assigned to each of your selected records, as applicable.
Please refer to the documentation for the State/Province field in the Location Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the country data that you assigned to each of your selected records, as applicable.
Please refer to the documentation for the Country field in the Location Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the postal code data that you assigned to each of your selected records, as applicable.
Please refer to the documentation for the Postal Code field in the Location Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the optional county data that you assigned to each of your selected records, as applicable.
Please refer to the documentation for the County field in the Location Info subtask of the Maintain Asset Template Info screen for additional information.
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 for 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 for this column.
This non-editable column displays the optional Location 1 data that you assigned to each of your selected records, as applicable.
Please refer to the documentation for the Location 1 field in the Location Info subtask of the Maintain Asset Template Info screen for additional information.
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 for 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 2 in the Asset Master Field Labels screen, Location 2 displays for this column.
This non-editable column displays the optional Location 2 data that you assigned to each of your selected records, as applicable.
Please refer to the documentation for the Location 2 field in the Location Info subtask of the Maintain Asset Template Info screen for additional information.
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 for 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 for this column.
This non-editable column displays the optional Location 3 data that you assigned to each of your selected records, as applicable.
Please refer to the documentation for the Location 3 field in the Location Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the system-required asset account "ownership" data assigned to each of your selected records.
Please refer to the documentation for the Account field in the Asset Account group box in the Account Info for G/L Book subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the required asset organization "ownership" data assigned to each of your selected records
Please refer to the documentation for the Organization field in the Asset Account group box in the Account Info for G/L Book subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the optional asset project "ownership" data assigned to each of your selected records, as applicable.
Please refer to the documentation for the Project field in the Asset Account group box in the Account Info for G/L Book subtask of the Maintain Asset Template Info screen for additional information.
If you designated a different label for Reference 1 in the G/L Settings screen in Costpoint General Ledger, your label displays for this column. If you did not set up a different label for Reference 1, Asset Reference 1 displays for this column.
This non-editable column displays the optional asset Reference 1 "ownership" data assigned to each of your selected records, as applicable.
Please refer to the documentation for the Ref1 field in the Asset Account group box in the Account Info for G/L Book subtask of the Maintain Asset Template Info screen for additional information.
If you designated a different label for Reference 2 in the G/L Settings screen in Costpoint General Ledger, your label displays for this column. If you did not set up a different label for Reference 2, Asset Reference 2 displays for this column.
This non-editable column displays the optional asset Reference 2 "ownership" data assigned to each of your selected records, as applicable.
Please refer to the documentation for the Ref2 field in the Asset Account group box in the Account Info for G/L Book subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the required accumulated depreciation account code assigned to each of your selected depreciable records, as applicable.
Please refer to the documentation for the Code field in the Accumulated Depreciation Account group box in the Account Info for G/L Book subtask of the Maintain Asset Template Info screen for additional information.
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. Depreciation expense account allocation codes are set up in the Depr Exp Acct Alloc Codes screen.
This non-editable column displays the required depreciation expense account allocation code assigned to each of your selected depreciable records, as applicable.
Please refer to the documentation for the Depr Exp Acct Alloc Code field in the Account Info for G/L Book subtask of the Maintain Asset Template Info screen for additional information.
For depreciable assets, This non-editable column displays the checkbox status ("Y" is selected, "N" is blank) assigned to this record when the template was last saved in the Maintain Asset Template Info screen.
Please refer to the documentation for the Auto Calculate Depreciation checkbox in the G/L Book Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the required depreciation method code assigned to this depreciable record when the template was last saved (if the value in the Depr Based On column is "Y" (Years)).
Please refer to the documentation for the Depr Method Code in the G/L Book Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the optional useful life assigned to this depreciable record, as applicable, when the template was last saved, if the value in the Depr Based On column is "Y" (Years).
Please refer to the documentation for the Useful Life in the G/L Book Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column is applicable only if the value in the Depr Based On column is "Y" (Years) or "U" (Units of Usage). The column is not applicable if the value in the Depr Based On column is "L" (Lease Pds).
This non-editable column displays the optional G/L book salvage percent entered for this record, as applicable, when the template was last saved.
Please refer to the documentation for the Percent field in the G/L Book Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column is applicable only if the value in the Depr Based On column is "U" (Units of Usage). The column is not applicable if the value in the Depr Based On column is "Y" (Years) or "L" (Lease Pds).
This non-editable column displays the optional estimated units of useful life assigned to this record, as applicable, when the template was last saved.
Please refer to the documentation for the Estimated Units Useful Life field in the G/L Book Info (Units) subtask of the Maintain Asset Template Info screen for additional information.
This column is applicable only if the value in the Depr Based On column is "U" (Units of Usage). The column is not applicable for entry if the value in the Depr Based On column is "Y" (Years) or "L" (Lease Pds).
This non-editable column displays the optional estimated units of useful life assigned to this record, as applicable, when the template was last saved.
The value in this column is for data purposes only and is not used in system calculations.
Please refer to the documentation for the Unit of Measure Description field in the G/L Book Info (Units) subtask of the Maintain Asset Template Info screen (where Depr Based On = "U") for additional information.
This column is applicable only if the value in the Depr Based On column is "U" (Units of Usage). The column is not applicable if the value in the Depr Based On column is "Y" (Years) or "L" (Lease Pds).
This non-editable column displays the optional standard depreciation rate per unit of usage assigned to this record, as applicable, when the template was last saved.
Please refer to the documentation for the Std Depr Rate Per Unit of Usage field in the G/L Book Info (Units) subtask of the Maintain Asset Template Info screen for additional information.
This column is applicable only if the value in the Depr Based On column is "L" (Lease Pds). The column is not applicable if the value in the Depr Based On column is "Y" (Years) or "U" (Units of Usage).
The system displays your checkbox selection ("Y" (Yes) when the checkbox is selected or "N" (No) when it is blank), as applicable, when the template was last saved.
The value in this column is for data purposes only and is not used in system calculations.
Please refer to the documentation for the Capitalized Lease checkbox in the G/L Book Info (Leases) subtask of the Maintain Asset Template Info screen for additional information.
This column is applicable only if the value in the Depr Based On column is "L" (Lease Pds). The column is not applicable if the value in the Depr Based On column is "Y" (Years) or "U" (Units of Usage).
This non-editable column displays the optional lease start date, as applicable, when the template was last saved.
The value in this column is for data purposes only and is not used in system calculations.
Please refer to the documentation for the Lease Start Date field in the G/L Book Info (Leases) subtask of the Maintain Asset Template Info screen for additional information.
This column is applicable only if the value in the Depr Based On column is "L" (Lease Pds). The column is not applicable if the value in the Depr Based On column is "Y" (Years) or "U" (Units of Usage).
This non-editable column displays the optional lease end date, as applicable, when the asset was last saved.
The value in this column is for data purposes only and is not used in system calculations.
Please refer to the documentation for the Lease End Date field in the G/L Book Info (Leases) subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the optional national stock number entered for this record, if applicable, when the template was last saved.
Please refer to the documentation for the Nat Stock No field in the Government Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the optional year-built data entered for this record, if applicable, when the template was last saved.
Please refer to the documentation for the Year Built field in the Government Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the optional employee data entered for this record, if applicable, when the template was last saved.
Please refer to the documentation for the Employee field in the Government Info subtask of the Maintain Asset Template Info screen for additional information.
This non-editable column displays the optional data assigned to this record, if 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 use this user-defined "government" field independently from each of the other 14 user-defined "government" fields.
Please refer to the documentation for the Govt1 (or your label) field in the Government Info subtask of the Maintain Asset Template Info screen for additional information.
Please refer to the documentation for the Govt2 - 15 (or your label) field in the Government Info subtask in the Maintain Asset Template Info screen for additional information.
This non-editable column displays the optional notes data entered for this record, if applicable, when the template was last saved.
Please refer to the documentation for the Notes field in the Notes subtask of the Maintain Asset Template Info screen for additional information.
The system stores the user-defined data displayed in this screen in the GENL_UDEF (General User-Defined) table.
The system stores labels for the user-defined fields in the UDEF_LBL (User-Defined labels) table.
The system stores the Asset Template data displayed in this screen in the FA_TEMPLATE (Template) table.
The system stores the details of the change(s) manually made and saved in this screen or as a result of using Find and Replace in the FA_TMPLT_AUDIT_LOG (Template Audit Log) table.