Use this optional screen to enter new inventory data and view previously entered inventory history for any property record. All types of property records can be inventoried, including assets purchased by and for your company, property supplied by the government, and property purchased by your company and billed to a government contract. In some cases, detailed inventory tracking may be a government requirement. In many cases, however, companies choose to maintain inventory records for their assets for purposes of internal control.
In the Tracking Field Labels screen, you can optionally define the labels for up to eight user-defined inventory categories, such as "Counted By," "Condition," and so on. Your labels, along with the Date column, display as the column names for the table window in this screen. Use this feature to "customize" the inventory data that you record for ease in recognition.
It is not a system requirement that you establish one or more labels for the table columns. If you do not choose to define labels, system default labels (for example, Inventory1, Inventory2, and so on) will display as the column names. You may find, however, that data entry and history review is more meaningful when appropriate labels display.
Although you can set up and change the labels in the Tracking Field Labels screen at any time, you may find it more convenient to decide on the label names before you begin to enter data in this screen. To achieve consistency throughout your records, it is preferable for you to plan for and establish as much as possible of this set-up data during your initialization procedures. Note that labels display on a "real-time" basis in that data entered using a different label can only be retrieved with the current label displayed.
The Asset No and Item No for the property are required fields in this screen. In order to enter information in this screen, therefore, you must first establish the property record in the Maintain Asset Master Info screen.
Other tracking functions, such as maintenance and transfers, are also available within Costpoint Fixed Assets. Note that you can use each function independently, and there is no system requirement that you add inventory, maintenance, and/or transfer data in a specified sequence.
You can enter and/or edit inventory data in this screen at any time after you have established the record in the Maintain Asset Master Info screen. You can review inventory history in this screen at any time.
In this group box, you must enter the asset and item number of the established property record for which you wish to enter new inventory data or review historical inventory data.
Enter the asset number for which you want to record new inventory data in this required field. Because this entry is validated, you must first have added the record in the Maintain Asset Master Info screen.
For a new inventory record, you can use Lookup to review the asset numbers previously established in the Maintain Asset Master Info screen. To make edits to an existing inventory record, you will use Query or Find to select the desired record.
For a new inventory record, you can use Lookup to review the item numbers associated with the asset numbers previously established in the Maintain Asset Master Info screen. To make edits to an existing inventory record, you will use Query or Find to select the desired record.
This field is not available for user entry. The system displays the short description from the Short Description field in the Maintain Asset Master Info main screen. Edits to this field can only be made in the Maintain Asset Master Info main screen, in the Maintain Asset Desc Info screen, or in the Asset Master Info Global Changes screen, subject to security and configuration constraints. If you did not establish a short description for this record, this field is blank.
In this table window, you can enter, edit, or view inventory data on a record-by-record basis.
Enter the date associated with the inventory record in this required field in date format. You can enter multiple rows of data associated with the same date because the system records a line sequence number "behind-the-scenes."
If you designated a label for the first field in the Inventory Labels group box of the Tracking Field Labels screen, your label description displays. Note that it is not a system requirement that you establish a label for this field. If you did not set up a label for this field, Inventory1 displays as the label for this column in the table window.
For new records, enter up to 20 alphanumeric characters in this optional field.
For existing records, you can edit data that displays in this field or you can add new data to a blank field.
Please refer to the documentation for the Inventory1 (or your label) field.
The system stores Inventory data from this screen in the FA_TRACKING (Tracking) table.
The system stores user-defined inventory labels, as applicable, in the FA_LABELS (Fixed Assets Labels) table.
Lookup accesses data from the ASSET (Asset) table.